Annual reports – far from standard projects

Professional support at Leinhäuser

At the intersection of numbers and strategy, mandatory disclosures and image management, there exists a text format that really packs a punch: annual reports. For a long time now, these have been about more than just correct terminology and consistent figures. Annual reports require a keen sense of tone, regulatory contexts, and the perfect balance of transparency, storytelling, and brand identity – all done in multiple languages, under great time pressure, and with multiple stakeholders in the background.

This was precisely the challenging environment in which we had the opportunity to support our client Symrise, a global supplier of fragrances, flavorings, cosmetic active ingredients, and functional ingredients. With around 35,000 products, a global market share of around 11 percent, and more than 12,700 employees around the world, the company has a significant impact on its industry – and it places correspondingly high standards on the quality of its corporate communication.

Two languages, one goal: maximum precision

Their 2025 Annual Report, including their Group Non-Financial Statement, revealed the full extent of its complexity, complete with a few additional “extras.” Since the report was provided to us partly in German and partly in English, our task involved reciprocal translations and multi-stage editing. And, as is customary with this type of project, this was not based on final documents, but took place in the midst of the ongoing process. In other words, there were changes to be made “on the fly,” multiple rounds of revisions, and continuous coordination.

We started by proofreading the German version of the financial section, which consisted of the Management Report and Consolidated Financial Statements. After the subsequent translation into English, we reviewed both languages side by side in the final PDF file to ensure that the content matched and the terminology was consistent.

Things were not so simple with the Group Non-Financial Statement. English source text, translation into German – so far, so good. But because the German version underwent an audit, subsequent changes were made that also had to be reflected in the English version. So, before translating back, we systematically merged the two versions to ensure that their content was fully aligned.

In the last step, we conducted a final proofread in both languages directly within the layout, carefully comparing between the German and English versions. The result was two language versions that match each other perfectly in content and style, which is exactly how it should be with an annual report of this magnitude.

 

The set-up behind the scenes

In addition to the complexity of the content, this project also presented a number of unique challenges at the organizational and technical levels. For the financial section and the Group Non-Financial Statement, we collaborated with various departments and contacts on the client side.

From a technical standpoint, there was one change compared to the previous year: Instead of using standard Word files, as we had done before, we worked with exports from a specialized reporting system for the first time. This required us to adjust how we handled the content, but we were able to quickly integrate this into our existing processes.

On top of that, the text altogether was very long, requiring precise planning and effective coordination across all phases of the project. In addition to the official customer style guide, previous reports served as an important foundation; we systematically used these as definitive references for the translation.

Particularly when it came to the Group Non-Financial Statements, we were also able to draw on our own terminology resources, which we have compiled from official sources – especially regarding Corporate Sustainability Reporting Directive (CSRD), the EU Taxonomy, and the European Sustainability Reporting Standards (ESRS). These tools formed the basis for translating even complex regulatory content accurately and consistently.

Another success factor was our smooth cooperation with the layout agency. Coordination with them was consistently professional and solution-oriented – supported by regular meetings, many of which were held at short notice.

Flexibility as a success factor

As is often the case with projects like this, things were constantly changing. Schedules were adjusted, processes were refined. Above all, for us this meant staying flexible, reacting quickly, and working with everyone involved to find solutions that ensured the process moved forward smoothly.

Close coordination also proved essential when questions arose, particularly those regarding the complex regulatory issues surrounding the CSRD. Through ongoing communication, it was possible to resolve outstanding issues one by one, and to integrate them smoothly into the rest of the process.

As mentioned above, we worked with exports from a specialized reporting system for the first time. This approach required a new structure and additional technical elements that we first had to carefully sort through. However, by making targeted adjustments to our processes, we were able to continue to reliably process the content. At the same time, we worked with the client to identify potential improvements that could be made for future projects – such as alternative file formats or even closer integration in system usage.

Over the course of the project, it also became clear how essential it is to have clear management of the language versions. Particularly careful tracking was required due to some of the content being updated simultaneously in multiple versions. In this context, we were able to ensure that both language versions were consistently aligned at all times by employing structured workflows and maintaining a comprehensive overview of all versions.

Last-minute adjustments and delayed deliveries of specific content were also par for the course for the project, but the well-established processes and the team’s high level of commitment made it possible for us to manage these phases effectively and maintain consistently high quality throughout every step of the process.

Another key factor was the flow of information between everyone involved. There was a noticeable increase in efficiency in places where coordination was streamlined and communicated transparently. Especially toward the end of the project, communicating through a single point of contact on the client side greatly sped up and simplified our collaboration.

Once again, it goes to show that, particularly in complex, dynamic projects, quality is achieved not only through professional expertise, but above all through flexibility, clear communication, and well-coordinated collaboration among everyone involved.

Success that forges connections

In the end, what matters most is the result – and customer satisfaction. We are all the more pleased with the consistently positive feedback we received following the project. In particular, the feedback highlighted our solution-oriented approach, our close collaboration, and our commitment to always thinking proactively and actively shaping the process.

Or, as Friedrich-Wilhelm Micus, Director of Corporate Communications at Symrise, put it: “Whenever someone asks me for a translation agency that can handle complex projects and deliver outstanding results, I have only one answer: It’s Leinhäuser!”

We couldn’t ask for a better compliment, or better motivation for everything that lies ahead. We are equally excited for our next projects together.