Translation Glossary Guide: Build and Manage Term Bases [2026]

A translation glossary (also called a termbase or terminology database) is a structured list of terms with their approved translations, definitions, and usage guidelines. Unlike dictionaries, glossaries focus on specialized terminology specific to your organization, industry, or product.

Research shows that 70% of translation quality issues stem from terminology problems. In this guide, you'll learn how to create, manage, and leverage glossaries to ensure consistent, high-quality translations across all your content.

What is a Translation Glossary?

A translation glossary is a curated database of terms with their approved translations in one or more target languages. It serves as the single source of truth for how specific words and phrases should be translated.

Glossary vs. Dictionary

Components of a Glossary Entry

A well-structured glossary entry includes:

• Source term — The term in the original language
• Target term — The approved translation
• Definition — What the term means in context
• Part of speech — Noun, verb, adjective, etc.
• Context/Example — How the term is used in a sentence
• Usage notes — Guidelines, restrictions, or preferences
• Domain — Subject area (legal, medical, technical, etc.)
• Status — Approved, pending, deprecated
• Do Not Translate flag — For brand names, product names

Standard Formats

The primary glossary exchange format is TBX (TermBase eXchange), an ISO standard (ISO 30042). Other common formats include:

• Excel/CSV — Simple, widely compatible
• XLIFF — XML-based, CAT tool compatible
• TBX — Industry standard for terminology exchange
• Proprietary formats — Tool-specific databases

Why You Need a Translation Glossary

The 70% Rule

Studies consistently show that approximately 70% of translation quality issues relate to terminology:

• Inconsistent term translation
• Wrong technical terms
• Brand name variations
• Unapproved terminology choices

A glossary directly addresses these issues.

Business Impact

Compliance Requirements

In regulated industries, terminology consistency isn't optional:

• Medical/Pharmaceutical — Drug names, dosages, warnings must be exact
• Legal — Contract terms have specific legal meanings
• Financial — Regulatory terms require precise translation
• Technical — Safety-critical terminology must be consistent

Types of Terms in a Glossary

Organize your glossary by term type for effective management.

Brand Terms

Terms representing your company identity:

Technical Terms

Industry-specific or product-specific vocabulary:

Do Not Translate (DNT) Terms

Terms that should remain in the source language:

• Product names and trademarks
• Industry-standard abbreviations
• Technical identifiers (URLs, code)
• Proper nouns by policy

Preferred vs. Forbidden Terms

Industry Examples

Software/SaaS:

• UI elements (button, dropdown, modal)
• Actions (submit, cancel, save)
• Status messages (error, warning, success)

Medical:

• Anatomical terms
• Drug names and formulations
• Procedures and diagnoses

Legal:

• Contract terminology
• Regulatory terms
• Jurisdiction-specific language

E-commerce:

• Product attributes
• Checkout flow terms
• Shipping and payment terminology

How to Create a Glossary: Step-by-Step

Follow this proven process to build an effective terminology database.

Step 1: Term Extraction

Identify terms that need standardization:

Manual extraction:

• Review existing translations for inconsistencies
• Analyze customer support tickets for terminology confusion
• Consult subject matter experts (SMEs)
• Review competitor terminology

Automated extraction:

• Use CAT tool term extraction features
• Apply NLP tools for technical term identification
• Analyze frequency patterns in source content
• AI-powered terminology extraction (2026 tools)

Step 2: Term Definition and Translation

For each extracted term:

1. Write a clear definition — What does this term mean in your context?
2. Determine the approved translation — Research, consult experts, verify
3. Add usage examples — Show the term in context
4. Note any restrictions — When NOT to use this translation
5. Set the status — Approved, pending review, deprecated

Step 3: Expert Validation

Involve the right stakeholders:

• Subject Matter Experts (SMEs) — Technical accuracy
• In-country reviewers — Cultural appropriateness
• Legal/Compliance — Regulatory requirements
• Marketing — Brand voice alignment
• Product teams — UI consistency

Step 4: Structure and Organization

Design your glossary for usability:

Company Glossary ├── Brand Terms │ ├── Product Names (DNT) │ ├── Slogans (translate) │ └── Company Values ├── Technical Terms │ ├── Software Features │ ├── API Terminology │ └── Industry Standards ├── UI Terms │ ├── Buttons and Actions │ ├── Navigation Elements │ └── Status Messages └── Domain-Specific ├── Legal ├── Medical └── Financial 

Step 5: CAT Tool Integration

Import your glossary into translation tools:

Integration options:

• Direct import (TBX, CSV, Excel)
• API connection for real-time sync
• Cloud-based terminology management
• Project-specific term extraction

Key features to enable:

• Term recognition highlighting
• Automatic QA checks
• Translation suggestions
• Consistency warnings

Step 6: Team Training

Ensure translators know how to use the glossary:

• Provide glossary access documentation
• Explain term lookup procedures
• Clarify when to deviate (and approval process)
• Set expectations for glossary adherence
• Establish feedback channels for term suggestions

Terminology Management Best Practices (2026)

The CCU Principle

Every glossary term should be:

• Correct — Accurate translation for the domain
• Consistent — Same term used throughout
• Unambiguous — Clear meaning, no confusion

Governance Structure

Establish clear ownership:

Term Approval Workflow

┌─────────────────┐ │ Term Suggestion │ └────────┬────────┘ │ ▼ ┌─────────────────┐ │ Initial Review │ │ (Terminology Mgr)│ └────────┬────────┘ │ ▼ ┌─────────────────┐ │ Expert Review │ │ (SME + In-country)│ └────────┬────────┘ │ ▼ ┌─────────────────┐ │ Approval │ │ (Sign-off) │ └────────┬────────┘ │ ▼ ┌─────────────────┐ │ Glossary Update │ │ (All systems) │ └─────────────────┘ 

Regular Audit Cadence

AI-Powered Terminology (2026)

Modern tools offer:

• Automatic term extraction from source documents
• Translation suggestions based on context
• Consistency checking across projects
• Similar term detection to prevent duplicates
• Usage analytics to identify underused terms

Terminology Management Tools

Dedicated Terminology Tools

CAT Tools with Built-in Terminology

Most CAT tools include terminology features:

• SDL Trados — MultiTerm integration
• memoQ — Built-in term base
• Phrase — Terminology management module
• Smartcat — Cloud glossary
• MateCat — Glossary support

KTTC Quick Glossary

KTTC offers Quick Glossary extraction for quality assessment:

• Extracts key terms from source/target pairs
• Identifies terminology inconsistencies
• Validates translations against existing glossaries
• Integrates with Translation Memory workflows

Glossary Integration in Translation Workflow

Pre-Translation Setup

Before translation begins:

1. Load relevant glossaries into the CAT tool
2. Brief translators on terminology requirements
3. Highlight critical terms that must match exactly
4. Provide context for ambiguous terms

During Translation

The glossary actively supports translators:

• Term highlighting — Recognized terms are marked
• Auto-suggestions — Approved translations appear
• Warnings — Alerts when glossary terms aren't used
• One-click insert — Apply approved term instantly

Quality Assurance

Post-translation QA includes:

• Glossary compliance check — All terms used correctly?
• Consistency verification — Same term translated consistently?
• Missing term detection — Any new terms to add?
• Deviation flagging — Intentional departures documented?

Feedback Loop

After project completion:

1. Collect translator feedback on term usability
2. Identify new terms for glossary addition
3. Flag problematic terms for review
4. Update glossary with approved changes
5. Sync across all systems and projects

Key Takeaways

• Glossaries store individual terms with approved translations, not full sentences
• 70% of quality issues stem from terminology problems
• CCU principle: Terms must be Correct, Consistent, Unambiguous
• Regular audits (every 6-12 months) maintain glossary quality
• CAT tool integration ensures enforcement during translation

FAQ

What is the difference between a glossary and Translation Memory?

A glossary stores individual terms (1-3 words typically) with their approved translations. Translation Memory stores complete segments (sentences or phrases) from previous translations. Glossaries ensure terminology consistency; TM enables reuse of full translated segments. Learn more in our TM vs. Glossary comparison.

How many terms should a glossary have?

There's no fixed number—quality matters more than quantity. Start with 50-100 critical terms (brand names, key product terms, industry-specific vocabulary). Grow organically based on actual translation needs. A well-maintained glossary of 500 terms is more valuable than an unmaintained database of 5,000.

Who should approve glossary terms?

Term approval typically involves multiple stakeholders: Terminology manager (linguistic accuracy), Subject matter experts (technical correctness), In-country reviewers (cultural appropriateness), and Legal/Compliance (for regulated terms). Establish a clear approval workflow with defined roles.

How often should I update my glossary?

Monthly: Review and add new term suggestions. Quarterly: Audit existing terms for accuracy and usage. Annually: Comprehensive review including deprecation of obsolete terms. Additionally, update immediately when products change, new features launch, or terminology errors are discovered.

Can AI automatically extract glossary terms?

Yes, modern NLP and AI tools can identify potential terms from source content based on frequency, patterns, and context. However, human review remains essential for approval. AI excels at suggesting candidates; humans ensure accuracy, appropriateness, and alignment with business goals.

Conclusion

A well-managed translation glossary is your first line of defense against terminology inconsistency—the source of 70% of translation quality issues. By investing in proper terminology management, you ensure brand consistency, reduce costly rework, and accelerate translator onboarding.

Start with your most critical terms, establish a clear governance process, and integrate your glossary into translation workflows. The effort pays dividends across every translation project.

Understanding how glossaries work with Translation Memory is essential for a complete localization strategy. Read our full guide to Translation Memory and our TM vs. Glossary comparison to build an integrated approach.

Ready to validate your translations against terminology standards? Try KTTC for AI-powered quality assessment with Quick Glossary extraction and terminology consistency checking.