<!-- GROUP: 006-rules-sec-3 -->
<!-- PAGES: 64-72 -->
<!-- SECTION: RULES -->
<!-- KEY: 3 -->
<!-- WORKERS: R016, R017, R018 -->
<!-- PAGE_COUNT: 9 -->

# Rules Sec 3

> **Source:** ASD-STE100 Issue 9, January 2025
> **Section:** RULES (3)
> **Pages:** 64-72 of 434 (9 pages)

# Page 64 of 434

The introduction to the dictionary in part 2 gives you more information about the verb forms and how to use the approved verbs.

### Rule 3.2 Use only these verb forms and tenses of verbs:

- **The infinitive form**
- **The imperative form (command form)**
- **The simple present tense**
- **The simple past tense**
- **The simple future tense**
- **The past participle form (as an adjective).**

Use only the verbs forms and the tenses of verbs that are approved.

##### Examples

| Infinitive form (base form) | Imperative form (command form) | Simple present tense | Simple past tense | Simple future tense | Past participle form (as an adjective) |
|---|---|---|---|---|---|
| (To) Adjust (regular verb) | Adjust + object | You/we/they adjust It adjusts | You/we/they adjusted It adjusted | You/we/they will adjust It will adjust | The adjusted linkage |
| (To) Give (irregular verb) | Give + object | You/we/they give It gives | You/we/they gave It gave | You/we/they will give It will give | The given information |

Do not use other forms and tenses that are not approved, for example:

- The present perfect (have/has adjusted)
- The past perfect (had adjusted)
- The present/past progressive (is/was adjusting)
- And all other complex verb constructions.

### Rule 3.3 Use the past participle form as an adjective.

When you use the past participle form as an adjective, it shows the condition of something. This is not passive voice. Use the past participle form of a verb as an adjective as follows:

- Before a noun
- After a verb form of the verbs "to be," "to become," or "to stay."

Do not use the past participle form if it is not in the dictionary.

##### Examples

> <mark>STE: Examine all parts of the disassembled unit for damage.</mark>
>
> ("Disassembled" is an adjective before the noun "unit." It shows the condition of the unit.)

# Page 65 of 434

> <mark>STE: When the unit is fully disassembled, clean all the parts.</mark>
>
> ("Disassembled" is an adjective after the verb "to be" that shows the condition of the unit.)

There are also approved adjectives in the dictionary that are the past participle form of verbs that are not approved. For example, "permitted," and "damaged." Their approved part of speech in the dictionary is "(adj)" and thus you can use them.

##### Examples in STE

<mark>Do not put more than the permitted weight on the trolley.</mark>

<mark>Make sure that the mating surfaces are not damaged.</mark>

### Rule 3.4 Do not use auxiliary verbs to make complex verb constructions.

Do not use the past participle form as a verb form together with the auxiliary verb "have." This construction will make a tense that is not approved.

##### Example

> **Non-STE:** <u><mark>The operator has adjusted the linkage.</mark></u> (The present perfect tense is not approved.)
>
> **STE:** <mark>The operator adjusted the linkage.</mark> (The simple past tense is approved.)

Some complex verb constructions include other auxiliary verbs with the past participle form as a verb. Sentences with these constructions become complex sentences in the passive voice.

##### Examples

> **Non-STE:** The seatis to be installedbefore you install the cushion
>
> **STE:** Before you install the cushion,install the seat.
>
> **Non-STE:** The volume controlcan be adjusted.
>
> **STE:** You can adjustthe volume control.
>
> **Non-STE:** The temperaturemust be adjusted.
>
> **STE:** Adjustthe temperature.
>
> **Non-STE:** The sleevewill be adjustedby the robot.
>
> **STE:** The robotwill adjustthe sleeve.

# Page 66 of 434

### Rule 3.5 Use the "-ing" form of a verb only as a technical noun or as a modifier in a technical noun.

In English, words that have an "-ing" form can have different functions in a sentence (different parts of speech).

##### General examples

Words that have an "-ing" form can be part of a verb to describe an action in the present.

<mark>Be careful while the door is opening.</mark>

They can also be <u>adjectives.</u>

<mark>An opening door can be dangerous.</mark>

They can be nouns or parts of noun phrases.

<u><mark>Opening a door can be dangerous.</mark></u>

They can make long groups of modifiers, noun phrases, and dependent clauses.

<u><mark>A mechanic opening a door without obeying the specified safety precautions can easily cause</mark></u> injury to persons standing near the door.

These different functions for words that have an "-ing" form can frequently cause ambiguity or long, complex sentences. Thus, words that have an "-ing" form are usually not permitted.

##### Examples

> **Non-STE:** When you are doing this procedure, obey all the safety precautions.
>
> **STE:** When you do this procedure, obey all the safety precautions.
>
> **Non-STE:** Mechanics wearing insufficient protective clothing and opening containers containing hazardous materials in areas where there is a lack of ventilation, using inappropriate tools without observing the manufacturer's instructions, are in danger of coming into contact with these materials and thus suffering from skin irritation and breathing problems.
>
> **STE:** Before you use dangerous materials, obey these precautions: (1) Read the manufacturer's instructions. (2) Make sure that there is sufficient airflow in the work area. (3) Put on a face mask and protective clothing. (4) Get the correct tools to open the containers for these materials. If you do not obey these precautions, injury to your skin and your lungs can occur.

# Page 67 of 434

<u>Words that have an "-ing" form and are technical nouns or parts of technical nouns</u>

You can use a word that has an "-ing" form as a technical noun (for example, in procedural titles or headings).

##### Examples

<mark>Cleaning, Testing and Fault Isolation, Handling, Packaging, Shipping, Troubleshooting</mark>

You can also use the "-ing" form of a verb as a modifier in a technical noun. This modifier is an adjective that is related to the function of a system, component, part, tool, material, or equipment.

##### Examples

<mark>Air-conditioning system, degreasing agent, grinding wheel, polishing disc, sanding machine, switching relay, welding torch</mark>

<u>Approved words that have an "-ing" form</u>

Only a small number of approved words in the dictionary have an "-ing" form. They are:

- Nouns (lighting, opening, routing, and servicing)
- Adjectives (mating, missing, and remaining)
- A pronoun (something)
- A preposition (during).

### Active voice

#### Rule 3.6 Use the active voice. In descriptive writing, you can use the passive voice only if the agent is unknown.

Technical texts consist of procedural writing and descriptive writing. When you write in STE, always <u>use the active voice. In descriptive writing, the passive voice is permitted only when the agent (the</u> person or thing that does the action) is unknown.

##### What is active voice?

In the active voice, the subject of the sentence does the action of the sentence ("A" does "B"). Thus, the grammatical subject (A) is also the logical subject (agent).

##### What is passive voice?

In the passive voice, the subject of the sentence receives the action ("B" is done by "A"). Here, the grammatical subject is B, and the logical subject, or agent, is A.

##### General examples

<mark>Active: The manufacturer gives the safety procedures.</mark> <mark>Passive: The safety procedures are given by the manufacturer.</mark> <mark>Active: The side stay holds the main gear leg.</mark> <mark>Passive: The main gear leg is held by the side stay.</mark>

# Page 68 of 434

##### How do you know if a sentence is in the passive voice?

The best test for the passive voice is to think of the question "by whom or by what?" (the agent). If your text gives you an answer to this question, then the text is in the passive voice. When a sentence contains the preposition "by," it is a good indication that the sentence is in the passive voice. The object of the preposition "by" is then the agent and you can use the agent as the subject of a sentence in the active voice. In the examples that follow, the underlined text identifies the agent.

In each of the passive examples, you can think of the question "by whom or by what?"

<mark>The safety procedures are given by the manufacturer.</mark>

<mark>The main gear leg is held by the side stay.</mark>

But a passive construction does not always contain an agent.

<mark>The dimensions are given in the table.</mark>

<mark>The main gear leg is held in its position.</mark>

A sentence in the active voice always has a grammatical subject (the agent), but in the passive sentence in the example below, the agent is unknown (and we do not know the cause of data corruption). In the active sentence, the agent ("transmission") is incorrect ("transmission" is not the cause of data corruption), and the meaning of the sentence is different. Thus, the active sentence becomes technically incorrect.

##### Example

| Voice | Example |
|---|---|
| Passive: | During transmission, the datawas corrupted.(Correct, the agent is unknown.) |
| Active: | During transmission, something corrupted the data. (Correct, you do not know the identity of "something," but you can use it as the agent.) |
| Active: | Transmission corrupted the data. (Incorrect, "transmission" is not the correct agent.) |

##### How do you change a sentence that is in the passive voice to the active voice?

To change a sentence from the passive voice to the active voice, you can use one of these four methods:

##### Method 1

When the sentence gives the agent (usually the object of the preposition "by"), put the agent at the start of the sentence. Then, use the agent as the subject. The subject must always be the noun that does the action in the sentence, as shown in the diagram that follows:

# Page 69 of 434

<!-- Picture text -->
ASD

<!-- Picture text -->
Agent ( # Subject ) Passive voice : The main gear leg is held by the side stay. ! eee Active voice The side stay i holds | : the main gear leg. : Subject ( = Agent )

## <u>Method 4</u>

When the agent (the person or thing that does the action) is not given in the sentence, you can use the pronouns "you" or "we" as subjects in the active form. If the agent is the reader, use "you." If the agent is your company, or organization, use "we."

### Examples:

> **Non-STE:** On the ground, the valvecan be opened with the override handle. (Passive)
>
> **STE:** On the ground, you can openthe valve with the override handle. (Active)

> **Non-STE:** Additivesare not used in this type of fuel. (Passive)
>
> **STE:** We do not useadditives in this type of fuel. (Active)
> or
> **STE:** This type of fueldoes not containadditives.

When you find complex sentences in the passive voice that include auxiliary verbs, decide if you want to write a procedural sentence or a descriptive sentence.

### Examples:

> **Non-STE:** The volume control can be adjusted.
>
> **STE:** Adjust the volume control. (Procedural sentence)
>
> **STE:** You can adjust the volume control. (Descriptive sentence)

> **Non-STE:** The oil temperature must be adjustedbefore the start of the test.
>
> **STE:** Before you start the test, adjust the oil temperature. (Procedural sentence)
>
> **STE:** Before the start of the test, the operator must adjust the oil temperature. (Descriptive sentence)

> **Non-STE:** The valve will be adjusted during the test.
>
> **STE:** During the test, adjust the valve. (Procedural sentence)
>
> **STE:** NOTE: You will adjust the valve during the test. (Descriptive sentence)

> **Non-STE:** The component is to be installedbefore you do the test.
>
> **STE:** Before you do the test, install the component. (Procedural sentence)
>
> **STE:** Before the test, the operator must install the component. (Descriptive sentence)

# Page 70 of 434

## How to describe an action

### Rule 3.7 Use an approved verb to describe an action, not a noun or other parts of speech.

There can be different solutions to give the same information in STE. If there is an approved verb that describes an action, use the approved verb. Verbs describe actions more clearly than nouns or other parts of speech.

#### Examples:

> **Non-STE:** <mark>Do not write: The ohmmeter gives an indication of 450 ohms.</mark>
>
> **STE:** <mark>WRITE: The ohmmeter shows 450 ohms.</mark>

> **Non-STE:** <mark>Do not write: Before the removal of the unit, make sure that the power supply is OFF.</mark>
>
> **STE:** <mark>WRITE: Before you remove the unit, make sure that the power supply is OFF.</mark>

In the examples, all sentences are in STE but those with direct verbs describe the action more clearly.

If a word is not approved as a verb in the dictionary, do not use it as a verb. Use a different sentence construction to give the same information.

#### Example:

> **Non-STE:** <mark>Non-STE: Check the laptop battery.</mark>
>
> **STE:** <mark>STE: Do a check of the laptop battery.</mark>

# Page 71 of 434

Blank Page

# Page 72 of 434

## Section 4 - Sentences

| Rule | Summary |
|------|---------|
| Rule 4.1 | Summary of the rules — erences and clear sentence structures. Write short and clear sentences. |
| Rule 4.2 | Do not omit words or use contractions to make your sentences shorter. |
| Rule 4.3 | Use a vertical list for complex texts. |
| Rule 4.4 | Use connecting words and connecting phrases to connect sentences that contain related topics. |
| 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. |

### Short sentences and clear sentence structures

The basic principle of STE is to make texts easy to read and understand. Thus, you must write short sentences and use clear sentence structures.

In STE, there are different rules for how to write sentences in procedures (section 5) and for how to write sentences in descriptive text (section 6). Section 4 contains the general rules that are applicable to the two types of writing.

#### Rule 4.1 Write short and clear sentences.

Write short and clear sentences that give accurate instructions and information.

In procedures, give short and clear instructions directly to the reader (imperative form).

#### Example:

> **Non-STE:** <mark>To remove the cover assembly (9), first remove the four screws (10) that attach the cover (11) to the housing (12), and then, after taking the cover (11) off the housing (12), remove the preformed packing (13) and throw it away.</mark>
>
> **STE:** 1. Remove the cover assembly (9) as follows: A. Remove the four screws (10) that attach the cover (11) to the housing (12). B. Remove the cover (11) from the housing (12). C. Remove and discard the preformed packing (13).
