representation / substitute
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substitute
A person who temporarily takes over another person's duties because that person is absent, for example due to illness or vacation.
Meine Kollegin macht heute meine Vertretung, da ich einen Arzttermin habe.
My colleague is covering for me today because I have a doctor's appointment.
'Die Vertretung' (representation/substitute) is the noun related to the verb 'vertreten' (to represent / to stand in for). The ending '-ung' turns the verb into a feminine noun that describes the action or result of representing or standing in for someone.
Wer vertritt dich, wenn du im Urlaub bist?
Who will cover for you when you're on vacation?
When a person steps in, the phrase 'die Vertretung machen' (to cover for someone) or 'die Vertretung übernehmen' (to take over as substitute) is often used.
Könntest du morgen meine Vertretung übernehmen? Ich muss früher gehen.
Could you cover for me tomorrow? I have to leave early.
In this meaning, 'Vertretung' (representation) describes an abstract task or function. Typical combinations are 'die rechtliche Vertretung' (legal representation) or 'die Vertretung der Interessen' (representation of the interests) of a group.
Die Gewerkschaft ist für die Vertretung der Arbeitnehmer zuständig.
The union is responsible for representing the employees.
When 'Vertretung' (representative office) means an office or branch, it is treated like a place. Typical verbs are then 'eine Vertretung eröffnen' (to open a representative office), 'leiten' (to manage), or 'besuchen' (to visit).
Das Unternehmen plant, eine neue Vertretung in Südamerika zu eröffnen.
The company plans to open a new representative office in South America.
When a group of people that represents a community is meant, 'Vertretung' (representative body) often appears as part of a compound word, e.g. 'Schülervertretung' (student council), 'Personalvertretung' (staff council), or 'Elternvertretung' (parent representative body).
Die Personalvertretung verhandelt mit der Geschäftsführung über die neuen Arbeitszeiten.
The staff council is negotiating with management about the new working hours.
representative / substitute
'der Vertreter' and 'die Vertretung' are closely related because both have to do with acting for another person or replacing someone. 'Der Vertreter' usually means a specific person, often a man or generally a person in this role. 'Die Vertretung' can also be a person who temporarily takes over tasks, but the word often also means the activity itself: representing interests. That is why you say, for example, 'die Vertretung übernehmen' (to take over as substitute / to take on representation). The words can be confused because both can fit the same situation. For the person, 'Vertreter' is often more concrete; for the task or function, 'Vertretung' is more natural.
Wegen ihrer Krankheit übernimmt Herr Kaya morgen die Vertretung.
Because of her illness, Mr. Kaya will cover for her tomorrow.
Der Vertreter der Lehrerin sammelt heute die Hausaufgaben ein.
The teacher's substitute is collecting the homework today.