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# Rules Sec 9

> **Source:** ASD-STE100 Issue 9, January 2025
> **Section:** RULES (9)
> **Pages:** 111-124 of 434 (14 pages)

# Page 111 of 434

When you replace a word, always make sure that the alternative that you select does not change the meaning of the sentence. If the meaning changes, or if the alternative does not have the same part of speech, you must use a different sentence construction.

A different sentence construction is necessary because:

#### 1. You must change the grammatical structure of the sentence to use the alternative that you selected. Usually, the STE examples show you how to do this.

**Examples:**

> **Non-STE:** The oil level on the sight gauge must be visible during the test.
>
> **STE:** During the test, make sure that you can see the oil level on the sight gauge.

In this example, the approved verb "see" replaces the adjective "visible." But to use the verb "see," it is necessary to replace "must be" with "make sure that you can."

> **Non-STE:** Cycle the unit twice to remove air from the lines.
>
> **STE:** Operate the unit for two cycles to remove air from the lines.

In this example, the approved noun "cycle" together with the approved verb "operate" replaces the verb "cycle." And the technical noun "two" replaces the adverb "twice."

When you use different sentence constructions, always make sure that you use approved words that do not change the meaning of the sentence.

#### 2. The word-for-word replacement of the word that is not approved gives a meaningless result.

**Example:**

> **Non-STE:** Without this modification, the service life of the unit can be uncertain.

"Uncertain" is not in the dictionary, but it means "not sure" or "not known." Thus, you can refer to "sure" and "know" in the dictionary. You will find that they are approved, and you can use "not sure" and "not known" ("not" + the approved word).

But do not write:

> **Non-STE:** Without this modification, the service life of the unit cannot be sure.

or

> **Non-STE:** Without this modification, the service life of the unit cannot be known.

These sentences are not clear, and they are not good English. You must think about the meaning of the sentence and then use a different sentence construction.

> **Non-STE:** Without this modification, the service life of the unit can be uncertain.
>
> **STE:** Without this modification, it is possible that the service life of this unit will be shorter than usual.

The STE sentence uses approved words to give the same information clearly. Always make sure that you know the purpose of your communication and that the words that you use give the meaning that you want.

# Page 112 of 434

#### 3. The approved alternative that you find changes the meaning of the sentence.

**Example:**

> **Non-STE:** Just apply very light pressure to the surface.
>
> **STE:** Only apply very light pressure to the surface.
>
> **Non-STE:** NOT: Immediately apply very light pressure to the surface.

"Immediately" is the approved alternative for "just." But if you use the word "immediately" in this context, you will change the meaning of the instruction.

#### 4. The word that you must replace is not in the dictionary.

**Example:**

> **Non-STE:** The incidence of water in fuel is dangerous.
>
> **STE:** Water in fuel is dangerous.

"Incidence" is not in the dictionary. Thus, you must think of a different word that has the same meaning, for example, "presence." But "presence" is not approved, and its suggested approved alternative is "be." You can use a different sentence construction to keep the same meaning.

#### How to use a different sentence construction

When you cannot do a word-for-word replacement, use different words to get the same result.

**Example:**

> **Non-STE:** Lift the seat so that it clears the track locks.
>
> **STE:** Lift the seat until it is away from the track locks.
>
> **Non-STE:** NOT: Lift the seat so that it cleans the track locks.

In this example, "clear" is not an approved verb and its only alternative in the dictionary is "clean" as a verb. But "clean" as a verb does not have the meaning that you want.

Do not use "clear" as a verb or think that "clear" can be a technical verb.

Answer these questions before you write the sentence:

- "What is the meaning of the word 'clear' in this context?"
- "What is the action that a reader must do?"

If you are not sure, look for "clear" in an English dictionary and find the definition that is applicable to this sentence.

You will understand that "clears the track locks" is the result of the previous action "lift the seat." This is the action that is necessary to increase the distance between the seat and the track locks. Thus, you can tell your reader "lift the seat" (the action) "until the seat is away from the track locks."

In the examples, you saw:

- How you can change a word that is not approved in a sentence.
- How you can write a new sentence that has the same meaning.

Frequently, you must select different words, use different verb forms, or write new sentence constructions. It is possible that you must divide long sentences into shorter ones, remove information that is not necessary, or get more information from an engineer. Frequently, you must

# Page 113 of 434

make many changes to your text. Then, when you change one part of a text, you must make sure that it has no negative effects on other parts of the text.

**Example:**

|   | Non-STE: | _If cracks aredetected during_<br>_withina certain number of flig_<br>_followingtable:_<br> | _this procedure, the operator mustperform the repair_<br>_ht hoursdependingon crack length. Refer to_<br>_ |
| --- | --- | --- | --- |
|   |   | _Crack length detected_ | _Time before repair_ |
|   |   | _L> ..._<br>_L = ..._<br>_L< ..._ | _1000 flight hours_<br>_2000 flight hours_<br>_3000 flight hours_ |
|   | STE: | If you find cracks, refer to the | table that follows: |
|   |   | If the crack is of this length | Do the repair before |
|   |   | L>_..._<br>L = ...<br>L< ... | 1000 flight hours<br>2000 flight hours<br>3000flighthours |

In the non-STE example:

- The underlined words are not approved in STE.
- The first verb form "are detected" is in the passive voice.
- The first sentence is 24 words long.
- An article is missing in front of "crack length" and "following table."
- The instruction is not in the imperative form.

As shown in the dictionary, you can replace:

- "perform" with "do"
- "within" with "in"
- "certain" with "some"
- "detect" with "find".

You can also include the missing articles. Then, the sentence becomes:

> _<mark>If cracks are found during this procedure, the operator must do the repair in some flight hours depending on the crack length</mark>_ <mark>.</mark> _<mark>Refer to the following table:</mark>_

This sentence keeps the same construction, but the sentence is not good English.

To replace "are found" (passive voice), you must change the construction to: "If you find cracks ..." But this does not change the construction of the remaining part of the sentence.

To replace "following," you must make a small change to the construction: "Refer to the table that follows:"

To replace "the operator must do the repair," you must change the construction to: "do the repair".

To replace "in some flight hours," you can use "number of flight hours."

To replace "depending," you must make an important change to the sentence. This important change is necessary because you cannot do a word-for-word replacement with the alternative "if (conj)" given in the dictionary for "depend."

# Page 114 of 434

You can then write the first sentence as follows:

> _<mark>If you find cracks during this procedure, do the repair before the number of flight hours that</mark>_ _<u><mark>are applicable to the crack length. Refer to the table that follows:</mark></u>_

But the first sentence has 23 words, and the technical meaning is not correct and not easy to understand. Also, part of the information is in the table. Thus, it is not necessary to give it two times. A good solution is to put the instruction in the table heading, as shown in the STE text.

> <u>The primary objective of STE is that readers immediately understand each sentence that they read.</u>

### How to use approved words correctly

#### Rule 9.2 Use each approved word correctly.

Some STE-approved words have meanings that are applicable only in some contexts (restricted meaning).

Before you use a word, read its definition in the approved meaning column of the dictionary. Words frequently have many different meanings in standard English. In STE, approved words usually only have one approved meaning. Other meanings that the word can have in standard English are not approved.

Always make sure that the word that you select has the correct meaning in the applicable context.

**Examples:**

> **Non-STE:** _<u><mark>Wear protective clothing.</mark></u>_
>
> **STE:** <u><mark>Use (or put on) protective clothing</mark></u>

The word "wear" is approved as a verb, but with the meaning "to become damaged by friction."

> **Non-STE:** _<mark>This regulation extends to all units.</mark>_
>
> **STE:** <mark>This regulation is applicable to all units.</mark>

The verb "extend" has the approved meaning "to increase, or cause something to increase, in dimension or range." In the non-STE example, the verb "extend" does not agree with its approved meaning.

# Page 115 of 434

> **Non-STE:** _<mark>When the pressure goes down, lift the cover.</mark>_
>
> **STE:** <mark>When the pressure decreases, lift the cover.</mark>

The verb "goes" together with the preposition "down" is a phrase that refers to a physical movement, for example, when an indicator (a gauge needle or a flag) goes down.

"Decrease" is better because it refers to the pressure, not to the indicator that monitors the pressure.

> **Non-STE:** _<mark>Make sure that the probe went through more than 500 °C.</mark>_
>
> **STE:** <mark>Make sure that the temperature of the probe increased to more than 500 °C.</mark>

You can use the verb "go" together with the preposition "through" only for something that physically moves through something. You cannot use it to show a requirement or a condition.

> **Non-STE:** _<mark>Move the tube to see if the inner connection is tight.</mark>_
>
> **STE:** <mark>Move the tube to make sure that the inner connection is tight.</mark>

You can use the verb "see" only for something that you can see with your eyes and not as a word for "come to know."

> **Non-STE:** _<mark>The indicator turns green.</mark>_
>
> **STE:** <mark>The color of the indicator changes to green.</mark>

You can use the verb "turn" only with the meaning "to move or cause to move around an axis or a point."

> **Non-STE:** _<mark>Do not let the pressure go below (or above) 20 psi.</mark>_
>
> **STE:** <mark>Do not let the pressure become less than (or more than) 20 psi.</mark>

The prepositions "above" and "below" are for physical positions only and not for limits.

Also, make sure that you use approved words as their approved part of speech. In English, words usually do not have different forms that immediately show their function in a sentence. Thus, readers can frequently think differently about the same word. To make sentences clearer, an approved word can usually only have one function (part of speech). In STE, use each approved word as the approved part of speech.

**Examples:**

> **Non-STE:** _<mark>When you work with cleaning agents, use breathing equipment.</mark>_
>
> **STE:** <mark>When you do work with cleaning agents, use breathing equipment.</mark>

"Work" is approved as a noun, but not as a verb.

> **Non-STE:** _<mark>Install the cover with the help of a second person.</mark>_
>
> **STE:** <mark>Install the cover with the aid of a second person.</mark>

"Help" is approved as a verb, but not as a noun.

> **Non-STE:** _<mark>Be careful not to damage the sleeve.</mark>_
>
> **STE:** <mark>Be careful not to cause damage to the sleeve.</mark>

# Page 116 of 434

"Damage" is approved as a noun, but not as a verb.

There are a small number of words that are approved as more than one part of speech and have more than one meaning. These words are important and frequently occur in technical English.

The word "flush," for example, frequently occurs in technical texts as a verb (with the approved meaning "to remove something or to operate with a flow of liquid"). The same word can also occur as an adjective (when it refers to a condition where one surface fully touches a different surface).

**Examples:**

> **STE:** <mark>Flush the pipes with a disinfectant solution. ("Flush" is a verb here.)</mark>
>
> **STE:** <mark>Make sure that the door is flush with the adjacent surfaces. ("Flush" is an adjective here.)</mark>

But because the verb and the adjective have different positions and contexts, it is easy to see their function.

#### Rule 9.3 When you use two words together, do not make phrasal verbs.

In English, a verb and one or more prepositions can go together to form a "phrasal verb." This phrasal verb has a meaning that is different from the meanings of its parts. Phrasal verbs usually have two meanings: the original, more concrete meaning, and a more general and abstract meaning.

**General examples:**

> _<u><mark>Put out the cat.</mark></u>_ (Concrete meaning: "Put the cat outside of the house.") _<u><mark>Put out the fire.</mark></u>_

(Abstract meaning: "Extinguish the fire.")

To prevent ambiguity, it is not permitted in STE to use approved words together to make a new phrase (phrasal verb).

**Examples:**

> **Non-STE:** _<mark>After you put out the fire, close the valve on the fire extinguisher.</mark>_
>
> **STE:** <mark>After you extinguish the fire, close the valve on the fire extinguisher.</mark>

"Put" and "out" are approved words in STE. In the example, "put out" has a different meaning from the approved meanings for "put" and "out" given in the dictionary. The word "extinguish" has the approved meaning "to stop burning" and it is the word that is most usual in technical documentation.

> **Non-STE:** _<mark>This compound can give off poisonous fumes.</mark>_
>
> **STE:** <mark>This compound can release poisonous fumes.</mark>

"Give" and "off" are approved words in STE. In the example, "give off" has a different meaning from the approved meaning for "give" and "off" given in the dictionary. Here you must think of a different

# Page 117–120 of 434

> **Source:** ASD-STE100 Issue 9, January 2025
> **Pages:** 117–120 of 434

## Part 1 - Writing Rules

word that has the same meaning. "Release" has the approved meaning "to make free," or "to let go." And it is also possible to use this word in this context as a replacement for "give off."

You will not usually find phrasal verbs listed as "not approved" in the dictionary. When you write a standard English sentence in STE, always make sure that the new sentence is grammatically correct. And make sure that you use the approved words with the meaning that they have in the dictionary.

Only a small number of phrasal verbs (for example, "put on" and "come on") are approved in the dictionary. They all have a restricted meaning.

## Consistent style

### Rule 9.4 When you select terminology or wording, always use a consistent style.

In procedures, you will frequently give the same information again and again. For example, most procedures give instructions on how to remove or install components or parts. When you select terminology or wording for a work step, use the same terminology or wording each time that type of work step occurs. The reader will identify the terminology or wording and will quickly understand the action. Different terminology or wording can cause confusion and delays.

#### Example:

These two sentences each give the same instruction and each correctly obeys the rules of STE.

> **STE:** <mark>Lubricate the two bolts with a small quantity of oil. Apply a small quantity of oil to the threads of the two bolts.</mark>

If you use these two sentences in different work steps to give the same instruction, you do not help the reader. Select one sentence or sentence style and then use it again and again when the context (and meaning) is the same.

> **Non-STE:** _<mark>1. Put the housing (8) in its installation position on the main body (9).</mark> 2. Lubricate the two bolts (10) with oil. 3. Install the two bolts (10) in the body (9). 4. Torque-tighten the two bolts to 4 Nm. 5. Put the transducer (11) on the body assembly (9). 6. Apply a small quantity of oil to the threads of the four bolts (12). 7. Attach the transducer (11) to the body assembly (9) with the four bolts (12). 8. Torque each of the four bolts (12) to 0.8 Nm._
>
> **STE:** <mark>1. Put the housing (8) in its installation position on the body assembly (9).</mark> 2. Apply a small quantity of oil to the threads of the two bolts (10). 3. Install the two bolts (10) in the body assembly (9). 4. Torque each of the two bolts to 4 Nm. 5. Put the transducer (11) on the body assembly (9). 6. Apply a small quantity of oil to the threads of the four bolts (12). 7. Attach the transducer (11) to the body assembly (9) with the four bolts (12). 8. Torque each of the four bolts (12) to 0.8 Nm.

# Page 118 of 434

In the non-STE text, you can see that there are different wordings:

- Different terms for item (9) ("main body", "body", and "body assembly")
- Different wordings for tightening the bolts ("torque" and "torque-tighten")
- Different sentences for the work steps about lubrication ("lubricate the XX bolts" and "apply a small quantity of oil to the threads of the XX bolts.")

In the STE text, each time that the same item occurs, it has the same noun, and the same context always has the same wording. This makes the text clear and easy to read. The reader reads one work step at a time and does the applicable task. To understand the content quickly and do each work step correctly, it is important that the wording does not change.

In descriptive writing, the reader must understand the text as a unit. Thus, it is important to use words and sentences correctly and give a logical structure to the text. This method makes the text easier to read and understand.

## General recommendations

The general recommendations (GR) in this section are not STE rules. They can help you prevent typical errors that writers make.

### GR-1 The conjunction "that"

In English, you can use the conjunction "that" to connect new information (in a subordinate clause) to a main clause. You can use this conjunction after verbs. For example: "make sure," "show," and "recommend."

Native English speakers frequently do not use "that" when they speak, and this style also occurs in writing. But this conjunction helps the reader understand where the end of the main clause and the start of the subordinate clause is. Thus, use the conjunction "that" as much as possible to prevent ambiguity.

This conjunction also helps with translation because, in many other languages, it is not possible to omit the equivalent word.

#### Examples:

> **Do not write:** _<mark>Make sure the valve is open.</mark>_
>
> **WRITE:** <mark>Make sure that the valve is open.</mark>

> **Do not write:** _The manufacturer recommends you prepare the mixture in an area with good airflow._
>
> **WRITE:** <mark>The manufacturer recommends that you prepare the mixture in an area with good</mark> airflow.

> **Do not write:** _<mark>The gauge shows the reservoir is full.</mark>_
>
> **WRITE:** <mark>The gauge shows that the reservoir is full.</mark>

# Page 119 of 434

### GR-2 The preposition "with"

In STE, the preposition "with" has three approved meanings. It is a function word that shows "association or relationship," "help or sharing," or "a means or instrument." In some sentences, this word can cause ambiguity. For example, the sentence: "Install the panel with the green fasteners" can have different meanings:

- Install the panel that has green fasteners.
- Install the panel together <u>with the green fasteners.</u>
- <u>Use the green fasteners to install the panel.</u>

Usually, the context of the sentence will give the reader sufficient information to know which meaning is correct.

But when you use the word "with," read your sentence again. Make sure that your sentence does not cause ambiguity, that there are no errors, and that the meaning of the sentence does not change.

#### Examples:

> **Do not write:** _<mark>Lift the aircraft at the maximum takeoff weight with passengers.</mark>_
>
> **WRITE:** <mark>Lift the aircraft at the maximum takeoff weight (passenger weight included).</mark>

The context (or experience) tells you that you will not ask the passengers to help you lift the aircraft. Because the sentence can have two different meanings, one interpretation makes it a joke.

> **Do not write:** _Make sure that the lever does not touch the stop (1) with hydraulic pressure supplied._
>
> **WRITE:** When you supply hydraulic pressure, make sure that the lever does not touch the stop (1).

(Write the condition first.)

When you want to use a different sentence construction to replace the word "with", make sure that you show the primary action verb in the work step.

> **Do not write:** _<mark>Use tool TS9867 to seal the opening.</mark>_
>
> **WRITE:** Seal the opening with tool TS9867.

This sentence is clear because it gives the tool number. In STE, you must give the primary action verb which is "seal" and not "use."

# Page 120 of 434

### GR-3 How to use pronouns

Pronouns refer to a person, a location, or an item that is already in a text. Examples of pronouns are "it," "they," "that," "these," and "those." If you use the pronouns correctly, your text will be easy to read.

In STE, the approved pronouns are in the dictionary. Do not use a pronoun if it is not in the dictionary (for example, "she" or "he").

If a pronoun can refer to one or more nouns in a text, it can cause ambiguity in a sentence. If there is ambiguity, replace the pronoun with the word that it refers to. This will make the sentence clear and easier to read.

#### Examples:

> **Do not write:** _<mark>If you engage the pins incorrectly with the seats, they can become damaged.</mark>_
>
> **WRITE:** <mark>If you engage the pins incorrectly with the seats, the pins can become damaged.</mark>

Or <mark>If you engage the pins incorrectly with the seats, the seats can become damaged.</mark> Or

If you engage the pins incorrectly with the seats, the pins and seats can become damaged.

### GR-4 The pronoun "this"

When you use the pronoun "this" in a sentence, make sure that the reader knows the item the pronoun refers to. If "this" can refer to more than one item, give the applicable context again.

#### Examples:

> **Do not write:** _<mark>Make sure that the cover is not locked (this can cause damage to the probe).</mark>_

(Which is the cause of damage to the probe? The cover in the locked condition? Or the cover in the unlocked condition?)

> **WRITE:** Make sure that the cover is not locked. If the cover is locked, this can cause damage to the probe.

Or

> **WRITE:** <mark>If the cover is locked, damage to the probe can occur.</mark>

> **Do not write:** _Do not use crocus cloth on aluminum parts. If you do this, you can cause corrosion on aluminum parts. Crocus cloth contains ferrous oxide._
>
> **WRITE:** Do not use crocus cloth on aluminum parts. Crocus cloth contains ferrous oxide, which can cause corrosion on aluminum parts.

# Page 121–124 of 434

> **Source:** ASD-STE100 Issue 9, January 2025
> **Pages:** 121–124 of 434

## Part 1 - Writing Rules

### GR-5 False friends

A false friend is a word or an expression that looks the same as one in a person's native language but that has a different meaning in a different language. For example, the English word "disposition" and the Italian word "disposizione," or the Spanish word "disposición."

If you are a non-native English speaker, when you use a word, make sure that this word has the correct meaning in English (not the meaning of the word that looks the same in your native language).

#### Example:

> **Do not write:** _<mark>Obey the dispositions of the manufacturer when you use this adhesive.</mark>_ ("disposition" in English does not mean an "instruction.")
>
> **WRITE:** <mark>When you use this adhesive, obey the manufacturer's instructions.</mark>

### GR-6 Latin abbreviations

In English texts, you can find some Latin abbreviations (for example, "e.g." for "for example," "i.e.," for "that is," and "etc." for "and so on"). STE recommends that you do not use Latin abbreviations because they can confuse your readers if they do not know them. Always use English words to make the text clear.

#### Examples:

> **Do not write:** _Discard the standard parts (e.g., washers, screws, bolts, and nuts) each time you remove them._
>
> **WRITE:** Discard the standard parts (for example, washers, bolts, and nuts) each time you remove them.

> **Do not write:** _<mark>These wires can have insulation of different colors (blue, green, red, etc.).</mark>_
>
> **WRITE:** These wires can have insulation of different colors. They can be blue, green, red, or other colors.

You can omit these abbreviations when they are not necessary.

> **WRITE:** <mark>These wires can have insulation of different colors.</mark>

# Page 122 of 434

### GR-7 Inclusive language

Inclusive language prevents bias and makes sure that all persons have respect and representation. The objective of inclusive language is to use neutral and non-discriminatory terms and expressions to promote equality and inclusivity in communication.

STE does not include examples of inclusive language, but it fully complies with gender-neutral language requirements. When you write in STE, make sure that you always use gender-neutral language. Gender-specific pronouns, for example "he" or "she" are not permitted in STE. The words "man" and "woman" are also not permitted in STE, unless these words are necessary in an applicable context, for example, in a medical text. STE always uses neutral terms and constructions to prevent gender bias in technical documentation.

For more information, refer to international, national, company, or industry-specific guidance documents. For example:

- European Institute for Gender Equality. (2019). _Toolkit on Gender-sensitive Communication._
- United Nations. (2019). _Disability-inclusive communications guidelines_ .

### GR-8 Possessive form

The possessive form (also known as the Saxon genitive) adds an apostrophe and "s" to form the possessive. For example, "refer to the manufacturer's instructions."

STE is a controlled natural language that emphasizes clear writing and simplicity. While the possessive form is permitted in STE, make sure that you use it correctly. If you are not sure that your sentence is correct, do not use the possessive form.

Other languages do not have this type of possessive form or have a different alternative for the possessive form. As a result, it is not always easy for non-native English readers to understand the possessive form in English.

Always refer to technical publication specifications, style guides, or other official directives for information and rules.

# Page 123 of 434

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ASD STE100 Simplified Technical English

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