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# Rules Sec 5

> **Source:** ASD-STE100 Issue 9, January 2025
> **Section:** RULES (5)
> **Pages:** 83-90 of 434 (8 pages)

# Page 83 of 434

**Examples:**

> **Non-STE:** <mark>_Put preservation oil into the unit through the vent hole until the oil level is approximately 6 mm (0.24 inches) below the surface of the flange cover._</mark> (25 words)
>
> **STE:** Put preservation oil into the unit through the vent hole. (10 words) Continue until the oil level is approximately 6 mm (0.24 in) below the surface of the flange cover. (16 words)

In the last STE example, the long sentence is divided into two shorter sentences, which are easier to read. You cannot divide this instruction into two different work steps, because the two actions occur at the same time.

Section 8 gives all the rules about word count.

Notes (rule 5.5) do not obey rule 5.1. Notes are important in procedures, but they contain information only. Thus, the maximum length of a sentence in a note is 25 words.

### Rule 5.2 Write only one instruction in each sentence unless two or more actions occur at the same time.

If there are too many instructions in a sentence, the sentence is not easy to read and understand. Write only one instruction in each sentence and clearly show (usually with numbers or letters) the sequence of the work steps. You can use as many work steps as you want in a procedure.

**Examples:**

> **STE:** (1) Set the TEST switch to the middle position. (2) Make sure that all the switches on the control panel are OFF. (Two work steps)
>
> **Non-STE:** <mark>_Set the TEST switch to the middle position and release the SHORT-CIRCUIT TEST switch._</mark>
>
> **STE:** A. Set the TEST switch to the middle position. B. Release the SHORT-CIRCUIT TEST switch.

(The original sentence is divided into two different work steps because the two actions do not occur at the same time.)

You can write more than one instruction in a sentence when two actions occur at the same time.

**Examples in STE:**

> **STE:** <u><mark>Hold the panel in its open position and install the fastener.</mark></u>
>
> **STE:** <mark>Slowly extend the rod fully and make sure that it does not touch other parts.</mark> <u><mark>Cut and remove the wire. Remove and discard the seal.</mark></u>

# Page 84 of 434

You can write more than one sentence in a work step:

- When actions occur at the same time
- When a result occurs immediately after an action.

**Examples in STE:**

> **STE:** <u>Make sure that the locking torque of each of the four bolts (6) is a minimum of 0.30 Nm. Then, torque each of the four bolts (6) to 4.20 Nm.</u>

(During a torque procedure, the torque action immediately follows the check of the locking torque in one action. Thus, you cannot divide the sentence into two different work steps.)

> **STE:** <u><mark>Measure the leakage from the outlet port. The leakage must not be more than 0.5 cc/minute.</mark></u> (The second sentence here gives the limit for the result of the test. The work step occurs in one action, and you cannot divide the sentence into two different work steps.)

### Verbs in procedures

### Rule 5.3 Write instructions in the imperative (command) form.

An instruction tells the reader to do something. Write the verb in the imperative (command) form.

**Examples in STE:**

> **STE:** <u><mark>Set the switch to ON. Remove the four bolts. Increase the pressure to 60 psi. Inflate the tires. Install the new O-ring.</mark></u>

The imperative form gives the reader a clear instruction. If you use other types of sentence structure, you can cause ambiguity. Thus, the reader will not know:

- If it is important to do a work step.
- If a different person did the work step.
- If a different person must do the work step in the future.

**Examples:**

> **Non-STE:** _<mark>The test can be continued.</mark>_
>
> **STE:** <u><mark>Continue the test.</mark></u>
>
> **Non-STE:** _<mark>Oil and grease are to be removed with a degreasing agent.</mark>_
>
> **STE:** <u><mark>Remove oil and grease with a degreasing agent.</mark></u>

Do not use the verb "must" before the imperative form, unless the instruction is very important for safety (for example, in a safety instruction) or when you give an important condition.

# Page 85 of 434

**Example:**

> **Non-STE:** <mark>Do not write: Before you remove the clamp, you must disconnect the hose.</mark>
>
> **STE:** <mark>WRITE: Before you remove the clamp, disconnect the hose.</mark>
>
> **STE:** <u>WARNING: IF YOU MUST CUT THE WIRE, ALWAYS USE A PROTECTIVE</u> MASK. PIECES OF WIRES CAN CAUSE INJURY.

## Descriptive statements in instructions

### Rule 5.4 When there is a condition that the reader must know about first, start the instruction with a descriptive statement. Then, divide that descriptive statement from the command with a comma.

If a special condition is necessary for a work step, the reader must know the condition first.

<u>Write the condition first in the sentence, and then use a comma to show the end of the condition,</u> and the start of the instruction.

**Examples:**

> **Non-STE:** <mark>Do not write: Set the switch to NORMAL when the light comes on.</mark>
>
> **STE:** <mark>WRITE:When the light comes on, set the switch to NORMAL.</mark>
>
> **Non-STE:** <mark>Do not write: Apply the primer when the surface is dry.</mark>
>
> **STE:** <mark>WRITE:When the surface is dry, apply the primer.</mark>
>
> **Non-STE:** <mark>Do not write: D</mark>isconnect the Constant Speed Drive (CSD) from the gearbox, if it does not operate correctly.
>
> **STE:** <mark>WRITE:If the Constant Speed Drive (CSD) does not operate correctly, disconnect it from</mark> the gearbox.

<u>The comma is important. Be careful when you use it because the position of the comma can</u> change the meaning of your sentence.

**Examples in STE:**

> **STE:** <mark>If the Constant Speed Drive (CSD) does not operate correctly, disconnect it from the gearbox.</mark>
>
> **STE:** <mark>If the Constant Speed Drive (CSD) does not operate, correctly disconnect it from the gearbox.</mark>

The two sentences in the examples are correct, but their meanings are different. In the first sentence, the comma after "correctly" shows that the adverb modifies the verb "operate." In the second sentence, the comma after "operate" shows that the adverb modifies the verb "disconnect."

# Page 86 of 434

## Notes

### Rule 5.5 Write notes only to give information, not instructions.

Notes only give information to help the reader during a procedure. They contain descriptive text and obey the rules for descriptive writing.

Notes must not give instructions, requirements, or limits.

**Examples in STE:**

> **STE:** NOTE: The gyroscope will become stable after approximately 15 seconds.
>
> **STE:** NOTE: It is not necessary to remove the nameplate (33) from the flange (27).
>
> **STE:** NOTE: You can use equivalent alternatives for these items.

A note can have one or more sentences. Each sentence in a note can have a maximum of 25 words.

**Examples in STE:**

> **STE:** NOTE: During the subsequent test, you get the cracking pressure when the fuel flow from the CROSS FEED port is more than 5 cc/minute. (One sentence, 22 words.)
>
> **STE:** NOTE: The data collection is not completed. Thus, the statistics module can give incorrect results.
>
> (Two sentences, 6 words and 8 words.)

Do not use the imperative form in a note. If you use the imperative form, the note becomes an instruction for a work step.

**Example:**

> **Non-STE:** NOTE: Make surethat the avionics ventilation system continues to operate correctly. (This text is not a note because it contains the imperative form.)
>
> **STE:** (6) Make sure that the avionics ventilation system continues to operate correctly.
>
> (This is work step number 6 in the applicable procedure.)

# Page 87 of 434

If you include instructions in a note, it is possible that the reader will not see the information. If the information given in a note is important to prevent damage or injury, you must give such information in a safety instruction.

**Examples:**

> **Non-STE:** NOTE: When you connect the lines, do not bend them too much. If you bend the lines too much, you can cause damage to them. (This text is not a note. It is a safety instruction.)
>
> **STE:** CAUTION: WHEN YOU CONNECT THE LINES, DO NOT BEND THEM TOO MUCH. IF YOU BEND THE LINES TOO MUCH, YOU CAN CAUSE DAMAGE TO THEM.
>
> **Non-STE:** NOTE: Before closing the hatch, it is mandatory to ensure that no persons are in the crew rest compartment. When the hatch is closed, there is no airflow to the compartment and therefore there is a risk of suffocation. (Although the non-STE text does not contain the imperative form, it is not a note. It is a safety instruction.)
>
> **STE:** WARNING: BEFORE YOU CLOSE THE HATCH, MAKE SURE THAT NO PERSONS ARE IN THE CREW REST COMPARTMENT. WHEN THE HATCH IS CLOSED, THERE IS NO AIRFLOW TO THE COMPARTMENT AND THERE IS A RISK OF SUFFOCATION.

Do not use a note to give limits, tolerances, or results of a work step. This information must come directly after the related action in the work step.

**Examples:**

> **Non-STE:** B. Measure the leakage from the outlet port.
>
> **Non-STE:** NOTE: The leakage must not be more than 0.5 cc/minute. (This note gives a limit that is important for the work step.)
>
> **STE:** B. Measure the leakage from the outlet port. The leakage must not be more than 0.5 cc/minute.
>
> (This work step is correct. It gives the action first and then the related limit.)

# Page 88 of 434

### <u>How to use notes correctly</u>

When you write a procedure, and this procedure contains notes, do this test:

- Carefully read the procedure without the notes.
- Make sure that the reader can do the procedure correctly without the notes.

A satisfactory result of this test tells you that you used the notes correctly.

If important information is missing from the procedure and this information is in a note:

- Remove the information from the note.
- Write the missing information in a work step.
- Include this new work step where applicable in the procedure.
- Do the test again until you are fully sure that the reader can do the procedure without the notes.

In STE, you use notes in procedures. You can write notes in descriptions only if the notes are necessary for illustrations or tables that are parts of such descriptions.

# Page 89 of 434

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# Page 90 of 434

## Section 6 - Descriptive writing

### Summary of the rules

- **Content structure**
  - Rule 6.1: Give information gradually.
  - Rule 6.2: Use key words and key phrases to give your text a logical structure.
- **Sentences**
  - Rule 6.3: Write short sentences. Use a maximum of 25 words in each sentence.
- **Paragraphs**
  - Rule 6.4: Use paragraphs to show related information.
  - Rule 6.5: Make sure that each paragraph has only one topic.
  - Rule 6.6: Make sure that no paragraph has more than six sentences.

### Content structure

Descriptive writing gives information, not instructions. Thus, the imperative form of the verb is not permitted.

Descriptive writing can be:

- A description of an item, a product, a system, or a component, its function, how it is made and how it operates
- A text that gives general information (for example, reports, brochures, and papers)
- A note in a procedure.

### Rule 6.1 Give information gradually.

In a descriptive text, give information gradually and make sure that each sentence contains only one subject. If you give too much information too quickly, your text will not be easy to understand, and it will be necessary for the reader to read it again.

**Example:**

> **Non-STE:** <mark>Instrument Landing System</mark>
>
> During the approach to the runway, deviation pointers in the course indicators give commands to fly up or down and left or right. This information comes from the VHF transceivers, which are part of the Instrument Landing System. This helps the pilot during the landing approach. When the pilot responds to the commands, the aircraft can be flown over the runway centerline (localizer) and at a fixed angle (glideslope) to the runway threshold. The localizer signals are processed by the transceiver and data are transmitted to Air Traffic Control.
