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# Rules Sec 4

> **Source:** ASD-STE100 Issue 9, January 2025
> **Section:** RULES (4)
> **Pages:** 73-82 of 434 (10 pages)

# Page 73 of 434

In a descriptive text, make sure that each sentence has only one topic (subject or idea) and does not contain the imperative form. Then, in the sentences that follow, gradually give information about that topic.

### Example:

> **Non-STE:** The side stay assembly has two folding toggles hinged together and attached with hinges between the main gear strut and the side stay bracket. (This sentence contains more than one topic. To make this information clearer, you can write a new sentence for each topic.)
>
> **STE:** <u>The side stay assembly has two folding toggles. The folding toggles are attached</u> together with hinges. These folding toggles are also attached with hinges between the main gear strut and the side stay bracket. (The new text has three sentences, and each sentence has its topic. Refer to the underlined text for the specified subjects in each sentence.)

<u>For the two types of writing, always make sure that your text is not abstract. Make sure that it</u> clearly shows how to do a task or how a system operates. Be accurate. Do not give information that is not accurate or can have different meanings.

### Examples:

> **Non-STE:** <mark>Do not write: No leaks are permitted.</mark> (This sentence does not tell the reader about the action.)
>
> **STE:** <mark>WRITE: Make sure that there are no leaks.</mark> (This sentence directly tells the reader about the action.)

> **Non-STE:** <mark>Do not write: Different temperatures will change the cure time.</mark> (This is an abstract sentence because it contains no information about how the cure time changes.)
>
> **STE:** <mark>WRITE: When the temperature increases, the cure time will decrease.</mark> (This sentence tells the reader the correct information about how the cure time changes. To make your writing more accurate, give the specified temperatures and the related cure times.)
>
> **STE:** <mark>WRITE: The cure time is 2 hours at a temperature of 20 °C.</mark>

# Page 74 of 434

## Rule 4.2 Do not omit words or use contractions to make your sentences shorter.

Each sentence must have all its parts. When you write sentences, do not omit words or use contractions (for example, "don't," "isn't," "aren't"). If you do that, your sentence will be shorter, but it will not be easier to read. Write all the words in full.

Do not omit nouns to make short sentences. It will not be easy for the reader to understand the meaning of the sentence.

### Example:

> **Non-STE:** <mark>Can be a maximum of five inches long.</mark>
>
> **STE:** <mark>Cracks can have a maximum length of five inches.</mark>

Do not omit verbs because the reader will not understand the action.

### Example:

> **Non-STE:** <mark>Rotary switch to INPUT.</mark>
>
> **STE:** <mark>Set the rotary switch to INPUT.</mark>

Do not omit the subject because the reader will not understand the action.

### Examples:

> **Non-STE:** <mark>If installed, remove the shims.</mark>
>
> **STE:** <mark>If shims are installed, remove them.</mark>

> **Non-STE:** _<u>WARNING:</u> MAKE SURE THAT THE POTABLE WATER SYSTEM IS NOT PRESSURIZED. IF NOT, THIS CAN CAUSE INJURY TO PERSONS._
>
> **STE:** <u>WARNING:</u> MAKE SURE THAT THE POTABLE WATER SYSTEM IS NOT PRESSURIZED. A PRESSURIZED SYSTEM CAN CAUSE INJURY TO PERSONS.

Do not omit articles to make the sentence shorter because omitted articles can cause ambiguity.

### Examples:

> **Non-STE:** <mark>Remove the bolt and stop.</mark>
>
> **STE:** <mark>Remove the bolt and the stop.</mark>

Do not omit parts of words to make contractions because contractions will not be easy to understand.

### Example:

> **Non-STE:** <mark>If your hands are wet, don't touch the USB power adapter.</mark>
>
> **STE:** <mark>If your hands are wet, do not touch the USB power adapter.</mark>

# Page 75 of 434

## Vertical lists

### Rule 4.3 Use a vertical list for complex text.

When your sentence is long and you must include many different items (for example, a list of components, parts, or documents) or actions, you can put them in a vertical list. Vertical lists make long and complex texts much easier to read and understand.

#### When you make a vertical list:

- Put a colon (:) at the end of the first sentence, before the first item in the vertical list.
- Identify each item in the vertical list with a number, letter, punctuation mark, or symbol. For example, you can use:
  - A dash (-)
  - •
  - A bullet point ( )
  - A letter (a, b, c…)
  - A number (1, 2, 3…).
- Start each item in the vertical list with an uppercase letter.
- Where applicable, use an article before the noun that is the subject of each item in the vertical list.
- Put a period at the end of an item in the vertical list if it is a full sentence.
- Do not put a period at the end of an item in the vertical list if it is not a full sentence.
- Do not put a comma or a semicolon at the end of an item in the vertical list.
- Put a period at the end of the last item in the vertical list.

To know which marks or symbols to use, refer to the applicable specifications for technical publications, style guides, and other official directives.

#### Examples:

In the two examples that follow, the vertical lists give a list of parts and documents. Dashes and bullet points identify each of these parts and documents.

> **Non-STE:** The wheel assembly comprises the tire, the tube, the spokes, the spoke fittings, the valve, and the hub.
>
> **STE:** The wheel assembly has these parts:
> - The tire
> - The tube
> - The spokes
> - The spoke fittings
> - The valve
> - The hub.

# Page 76 of 434

> **Non-STE:** The report must include each of the following: a completed REC-1 form, a three-view drawing of the unit, a photograph of the unit, a copy of the source data.
>
> **STE:** The report must include:
> - A completed REC-1 form
> - A three-view drawing of the unit
> - A photograph of the unit
> - A copy of the source data.

In the two examples that follow, the vertical lists give a procedure and a description. Letters and numbers identify each work step.

> **Non-STE:** If the RAT is retracted, remove the tag, open the isolating valves and, ensuring that there is no possibility of fouling, slowly extend the RAT to its full stroke. Close the isolating valves; tag "DO NOT OPERATE." Release the DOWN pressure.
>
> **STE:** If the Ram Air Turbine (RAT) is retracted:
> - (a) Remove the tag.
> - (b) Open the isolating valves.
> - (c) Slowly and fully extend the RAT and make sure that it does not touch other parts.
> - (d) Close the isolating valves.
> - (e) Tag the isolating valves with "DO NOT OPERATE."
> - (f) Release the DOWN pressure.

> **Non-STE:** During the final movement of the landing gear retraction, the door operating bar located on the leg contacts and turns the latch, withdrawing the roller from the slot and the second roller entraps the door operating bar.
>
> **STE:** When the landing gear retracts:
> - (1) The door operating bar on the leg touches and turns the latch.
> - (2) The roller moves out of the slot.
> - (3) The second roller keeps the door operating bar in position.

You can use vertical lists in procedural and descriptive writings, but you cannot mix the two types of writing in the same vertical list.

In safety instructions, include negative commands (DO NOT) where necessary for each item in the vertical list. This method will make the safety instruction more direct and easier to understand.

#### Example:

> **Non-STE:** CAUTION: WHEN YOU GET ACCESS TO THE REAR FUSELAGE THROUGH THE ACCESS PANEL, DO NOT:
> - PUT YOUR FEET ON THE APU LINE.
> - USE THE APU LINE AS A HANDLE.
>
> **STE:** CAUTION: WHEN YOU GET ACCESS TO THE REAR FUSELAGE THROUGH THE ACCESS PANEL:
> - DO NOT PUT YOUR FEET ON THE APU LINE.
> - DO NOT USE THE APU LINE AS A HANDLE.

# Page 77 of 434

Always make sure that each item in the vertical list connects clearly and correctly to the first part of the vertical list (the text that is before the colon).

### Example:

> **Non-STE:** Do not use acetone for cleaning these parts after the repair:
> - the service cabinet,
> - the toilet shrouds with the supports,
> - parts made of polycarbonate.
>
> **STE:** After the repair, do not use acetone to clean:
> - The service cabinet
> - The toilet shrouds
> - The toilet shroud supports
> - Parts made of polycarbonate.

Always make sure that the layout of your vertical list is easy to read. In the example that follows, there is a second vertical list included in the primary vertical list. Use the same level for all items in the vertical list.

### Example:

> **Non-STE:** Remove these parts:
> - The four screws (3)
> - The four washers (4)
> - The flange (2) that includes:
>   - The two O-rings (6)
>   - The seals (7)
> - The shims (8)
> - The spring (9).
>
> **STE:** Remove these parts:
> - The four screws (3)
> - The four washers (4)
> - The flange (2) (that includes the two O-rings (6) and the seals (7))
> - The shims (8)
> - The spring (9).

An item in a vertical list can contain a verb and not be a full sentence. Then, you do not use a period at the end of that item.

### Example:

> **Non-STE:** The middle part of the reservoir has the components that follow:
> - One check valve that prevents the backflow of fluid.
> - One air relief valve that opens at a pressure of 25 psi.
> - One transfer pipe connected to the pressurization manifold.
>
> **STE:** The middle part of the reservoir has the components that follow:
> - One check valve that prevents the backflow of fluid
> - One air relief valve that opens at a pressure of 25 psi
> - One transfer pipe connected to the pressurization manifold.

# Page 78 of 434

## Connecting words and connecting phrases

### Rule 4.4 Use connecting words and connecting phrases to connect sentences that contain related topics.

Connecting words and connecting phrases connect a topic in one sentence with an idea in a sentence that follows.

In a descriptive text, connecting words and connecting phrases give your writing a logical structure and give information that is easy to understand.

Some of the connecting words that are approved in the dictionary are "and," "but," "then," and "thus."

"As a result" and "at the same time" are examples of connecting phrases that you can use.

#### Examples in STE:

(Refer to the underlined connecting words and connecting phrases.)

The localizer course aligns with the centerline of the runway. And the glideslope path is at a constant angle to the threshold of the runway.

These safety precautions are the minimum necessary for work in the pit lane. But the local regulations can give other necessary safety precautions.

If the pressure increases, it changes the electrical currents in the transmitter. Thus, the power unit supplies currents to the indicator on the related panel.

When the hydraulic pressure is released, the sequence valve moves to the open position. <u>As a result, the actuators are connected to the hydraulic return.</u>

You can also use demonstrative adjectives as connecting words to connect ideas in related sentences.

In procedures, you can use these connecting words when an explanation is necessary after a work step. Connecting words can also be necessary in safety instructions to connect related sentences or make the text clear.

#### Examples in STE:

(Refer to underlined connecting words.)

> **STE:** <mark>Tag the disassembled parts.</mark> <u><mark>This method will help you during the subsequent procedures.</mark></u>
>
> **STE:** <u><mark>WARNING:</mark></u> <mark>ALWAYS USE PROTECTIVE EQUIPMENT IN THIS AREA. THIS PRECAUTION</mark> WILL PREVENT INJURY.

# Page 79 of 434

## Articles and demonstrative adjectives

### Rule 4.5 When applicable, use an article (the, a, an) or a demonstrative adjective (this, these) before a noun or a multi-word noun.

Articles and demonstrative adjectives show the position of nouns and multi-word nouns in the sentence. Use articles and demonstrative adjectives correctly and do not omit them to make the text shorter.

#### Examples:

> **Non-STE:** Turn shaft assembly.
>
> **STE:** Turntheshaft assembly.

> **Non-STE:** Data module tells you how to operate unit.
>
> **STE:** Thisdata module tells you how to operate the unit.

> **STE:** You can use equivalent alternatives fortheseitems.

It is not always correct English to put an article before a noun. Do not use articles in general statements or concepts.

#### Examples in STE:

> **STE:** Solventscan cause damage topaint. (No articles before "solvents" or "paint." The context does not give a specified solvent or paint.)
>
> **STE:** The machine operates withhigh efficiency. (No article before "high efficiency." The sentence refers to a general concept.)
>
> **STE:** This software increasesperformance. (No article before "performance" because it refers to an abstract quality.)

In short sentences, it can be clearer to use articles before all nouns.

<mark>STE: Install the nuts (2) and the bolts (3).</mark>

But sentences that contain a long series of items are clearer when you use the article only before the first noun in the series.

<mark>STE: Discard the O-rings (3), gaskets (4), seals (7), and washers (9).</mark>

When you use the article in a series of items, always make sure that adjectives do not cause ambiguity.

<mark>STE: Install the new O-rings (15), spacers (14), nut (13), and safety pin (12).</mark> (The article in this instruction tells you that all items in the series are new.)

# Page 80 of 434

<mark>STE: Install the new O-rings (15), the spacers (14), the nut (13), and the safety pin (12).</mark> (The articles in this instruction tell you that only the O-rings (15) are new.)

A definite article is incorrect before a noun when an alphanumeric identifier comes after it. This is because the alphanumeric identifier shows that it is a proper noun.

#### Example:

> **Incorrect:** <mark>Tag the circuit breaker 36L7</mark>
>
> **Correct:** <mark>. CORRECT: Tag circuit breaker 36L7.</mark>

<mark>If you are not sure about how to use the articles correctly in your writing, refer to a</mark> comprehensive grammar book, for example, "Practical English Usage" by Michael Swan. This type of resource gives clear explanations on grammar topics, which include how and when to use articles correctly in your text.

# Page 81 of 434

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# Page 82 of 434

## Section 5 - Procedural writing

| Category | Rule | Summary of the rules |
|----------|------|----------------------|
| Sentences | Rule 5.1 | Write short sentences. Use a maximum of 20 words in each sentence. |
| Sentences | Rule 5.2 | Write only one instruction in each sentence unless two or more actions occur at the same time. |
| Verbs in procedures | Rule 5.3 | Write instructions in the imperative (command) form. |
| 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. |
| Notes | Rule 5.5 | Write notes only to give information, not instructions. |

### Sentences

### Rule 5.1 Write short sentences. Use a maximum of 20 words in each sentence.

Procedures give instructions that tell you how to do a task. Long sentences in work steps are not easy to understand.

In STE, the maximum length of a sentence for procedures is 20 words.

Warnings, cautions, and other safety instructions must also obey this rule.

**Examples in STE:**

> **STE:** <mark>Install the three auxiliary screws (2) in the flange of the motor assembly (9).</mark> (This sentence has 14 words.)
>
> **STE:** <u>CAUTION:</u> WHEN YOU REMOVE THE SHROUD (26), BE CAREFUL NOT TO CAUSE DAMAGE TO THE SURFACE OF THE FLANGE ASSEMBLY (22). (This sentence has 20 words.)
