Localisation 5 September 2026
Terminology Management in Localisation: The Invisible Backbone of Consistency
It is no accident when the same concept is called by the same word everywhere. We examine how terminology management is built in localisation, and the part played by the termbase and the TBX format.
If the save button in an application reads “save” on one screen and “store” on another, the user hesitates. The discipline that prevents that hesitation is called terminology management in localisation. Terminology management makes sure that the key terms of a project are identified, held in an accessible system, updated regularly and used consistently by everyone. It is invisible, yet it is the backbone that carries the credibility of the product.
Contents
This article looks at why terminology management is critical, how it copes with neologisms, the role of the termbase and the TBX format, compliance with proprietary terminology and the role of the terminologist. Our aim is to make visible the contribution this often overlooked layer makes to product quality. That should clarify why terminology is not a detail but a backbone.
What is terminology management in localisation?
Terminology management is one of the tasks at the heart of localisation. Its purpose is to keep the key terms of a project in an accessible system, to update them regularly and to have everyone in the process use them consistently. Simple as that sounds, it is not easy on a project with many participants and many interlinked texts.
A digital product is never a single text. Interface strings, help documentation, marketing content and error messages are all connected. Across all of them, the same concept has to be called by the same word. Terminology management does not leave that consistency to chance; it ties it to a system and to a process.
Because the work is usually invisible, its value is underrated. Users do not notice consistent terminology, but they sense inconsistent terminology at once and it makes them uneasy. Just as good plumbing is only ever noticed when it fails, terminology management stands out only when it is missing. Calling it a backbone is therefore apt: you learn what it was carrying only once it gives way.
Why is consistency critical?
Inconsistent terminology tires the user and damages trust. When the same function goes by two different names in one interface, users may believe they are looking at two different functions. Inconsistency also makes a brand look careless. Terminological consistency is the shared goal of every localisation project; it is the basic condition for protecting a brand’s image in every language.
That consistency is not confined to the inside of a single product either. A mobile game has to be consistent within itself and also aligned with the terminology of the operating system it runs on. Expressions such as “install” or “change settings” have to fit both inside the product and with the platform. This multi-layered consistency is achieved only through deliberate management.
Consistency also has a dimension of time. A product is updated over years, with new versions and new features. The terms settled in the first version have to be preserved in later updates; otherwise old and new content contradict each other. The termbase is the memory of that consistency across time. A decision taken about a term years ago can still be applied in the same way today, provided it was stored properly.
Neologisms and new concepts
Localisation very often deals with concepts that are entirely new. New operating systems, devices and forms of interaction give rise to words that have no equivalent yet. Expressions such as “double tap”, “unfollow” and “swipe right” are neologisms that technology has added to language. Settling these new concepts into a language with a consistent equivalent is the most creative side of terminology management.
Once the equivalent of a new term has been decided, it has to be used in the same way throughout the project. Otherwise every translator produces an equivalent of their own and the language falls apart. New terms are therefore recorded in the termbase the moment they appear. Some organisations also gather feedback from their user community in order to find the right equivalent, because whether a technology term is adopted depends on the community.
Another difficulty with neologisms is that they take different routes from one language to another. A term may be adopted in its English form in some languages and acquire a local equivalent in others. For the same concept, a loanword may be preferred in one language and a translation in another. The termbase makes sure these decisions are taken separately and consistently for each language. Scattered preferences are thereby gathered into a single reference.
The termbase and the TBX format
The concrete instrument of terminology management is the termbase. A termbase is a database that stores key terms and their equivalents. It sits inside the localisation kit or the online platform and delivers the consistency that is needed. A term entry usually holds the following information:
- The concept identifier and its definition.
- The source term and the source language.
- The target term and the target language.
- Context, usage notes and any forbidden equivalents.
Termbases are most often exchanged in TBX format. TBX is an XML-based format used to share, store, retrieve and exchange terminology resources. It allows a termbase to be carried between different tools or merged with existing bases. The table below shows the typical fields of a term entry.
| Field | Content |
|---|---|
| Concept identifier | Identifies the term uniquely |
| Source term | The equivalent in the original language |
| Target term | The translated equivalent |
| Usage note | Context and warnings |
Compliance with proprietary terminology
Terminological compliance is sometimes an obligation. When you develop an application for a particular operating system or games system, you have to use the terms of that system. Anyone developing an application for Apple iOS is obliged to use specific terminology in order to integrate the application with the operating system. If compliance is not achieved, the application may be rejected by the store.
This is why large technology companies open up the terminology of their products to the public. Organisations such as Microsoft and Apple make their termbases available for developers to use. These resources make both consistency and platform compliance easier. Complying with proprietary terminology is not merely a quality choice; it is the condition of the product being able to exist in the store at all.
The same compliance is conspicuous in the games industry. Game developers keep comprehensive termbases both for proprietary consoles and operating systems and for their own game series. The character names, locations and special terms of a game series have to stay the same across all the games. When that consistency breaks, the player loses faith in the fictional world. Terminology management is the guardian of that fictional coherence too.
The terminologist’s role and the workflow
In large organisations the terminology work is taken on by a dedicated specialist, the terminologist. The terminologist standardises the multilingual terminology used across a range of products. Preparing the termbase is the first step of the core translation stage and is usually handed to this specialist. On small teams the job most often falls to the language specialist or the project manager.
A terminologist’s work is not merely keeping a list. For each term a definition, a context, a usage note and any forbidden equivalents are established, and the terms are reviewed and updated regularly. This meticulous work keeps the termbase a living and dependable resource. A well managed termbase makes it possible even for a translator who has just joined to fit into the project quickly and consistently.
In the process, terminology starts flowing at the very beginning of translation. The key terms and expressions are identified first and the termbase is prepared; translation then proceeds tied to that base. As new terms emerge, they are added to the base. Terminology thus becomes not a one-off preparation but an asset that lives alongside the project.
Integration with tools and automatic checking
A termbase comes into its own once it is integrated into the translation tools. Translation memory tools and localisation platforms read the termbase and suggest the right equivalent to the translator on the spot. The specialist is then spared having to recall every term from memory or look it up by hand. This integration turns consistency from a mere rule into automatic assistance.
The same tools can also check terminological consistency automatically. Quality assurance functions raise a warning when an equivalent other than the approved term is used. Checks of this kind catch inconsistencies that the human eye can miss, especially on large and fast-moving projects. Even so, automatic checking does not take the place of human judgement, which understands context; it complements and accelerates it.
The Türkiye context
Turkish is a constant field of decision where technology terms are concerned. Whenever a new concept arrives from English, there is a fresh argument about whether to take it as it stands or to produce a Turkish equivalent. Equivalents such as “İndir”, “yükle” and “beğen” have settled over time, but for many new terms there is as yet no established usage. The termbase makes it possible to take these decisions once and apply them consistently everywhere.
The agglutinative structure of Turkish calls for extra care in term management. A term changes shape once it takes inflectional suffixes inside a sentence, and the termbase has to anticipate those inflected forms. The Turkish term lists of the large technology companies are also a valuable point of reference for consistency on local projects. Merging those lists with your own termbase secures the work from the outset.
What does this mean for you?
If you are taking your product into many languages, terminology management is the foundation of your consistency. In practical terms, you can do the following:
- Gather the key terms of your product into a termbase from the start.
- Check whether compliance with platform terminology is required.
- Ask for new terms to be added to the base as they enter the process.
We can help you set up and manage a termbase for your product. You can look through our localisation services and, for the details, take a look at our knowledge centre. Our aim is to make your product speak with the same clarity in every language.
Frequently asked questions
Why does terminology management matter?
A digital product is made up of many interlinked texts, from the interface to the documentation, and many people work on it. Terminology management makes sure the key terms are used consistently everywhere.
What is a termbase?
A termbase is the structure that stores the key terms of a project and their equivalents. It is held in an accessible system, updated regularly and used consistently by everyone in the process.
What is the TBX format for?
TBX is a format used to share, store and exchange terminology resources. It makes it easier to carry termbases between different tools and to merge them.
Why is compliance with proprietary terminology necessary?
To integrate an application with an operating system you have to use the terms of that system. If compliance is not achieved, the application may not be accepted by the store.
Sources
Jiménez-Crespo, M. A. (2024). Localization in Translation. Routledge (Chs. 3/4/5/9/12). · Bowker, L. (2020). Terminology Management. The Bloomsbury Companion to Language Industry Studies.