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The European Association of Aerospace Industries AECMA SIMPLIFIED ENGLISH AECMA Document: PSC-85-16598 A GUIDE FOR THE PREPARATION OF AIRCRAFT MAINTENANCE DOCUMENTATION IN THE INTERNATIONAL AEROSPACE MAINTENANCE LANGUAGE Gulledelle 94-b.5, B - 1200 BRUXELLES, Belgium Telephone: (32) 2 775.81.10, Facsimile: (32) 2 775.81.11 email: aecmaskynet.be COPYRIGHT STATEMENT The information in this document is the property of AECMA. Transmittal, receipt or possession of the information does not express license or imply any rights to use, sell, or manufacture from this information and no reproduction or publication of it, in whole or in part, shall be made without the written authority of an officer of AECMA. Copyright in the whole and every part of this document is owned by AECMA. AECMA, 1986, 1987, 1995, 1998 AECMA Gulledelle 94-b.5, B - 1200 BRUXELLES, Belgium Irrevocable permission to use, sell, or manufacture from the information contained in this document or any subsequent modification or revision thereof, and the right to reproduce or publish this document or any subsequent modification or revision thereof, in whole or in part, free of charge, is hereby given to the following: 1. National Associations who are members of AECMA, and all their member companies. 2. Members of Aerospace Industries Association of America (AIA). 3. Members of International Coordinating Council of Aerospace Industries Associations (ICCAIA) not included in categories 1 to 4 inclusive. 4. Airlines that are customers of companies included in categories 1-3 inclusive. 5. Ministries of Defence of the member countries of AECMA. 6. The Department of Defense of the USA. 7. Vendors / suppliers of companies included in categories 1 thru 6. 8. Air Transport Association of America (ATA). STATEMENT OF LIABILITY No legal significance or implications should be attached to terms in this document, the purpose of such terms being to provide definitions which are of practical value for communication between technicians about technical data. HIGHLIGHTS Revision Procedure This Revision 1 to Issue 1 of the Guide uses a different method to revise the Guide. Before Issue 1, we added new sections, and for Issue 1, we re-issued the Guide. In Revision 1, we add new pages, or change pages, or remove pages, as necessary. This method will continue for subsequent revisions. But, if you get a copy of the Guide as a new volume, in paper, disk or CD-ROM format, it will include Revision 1. General Changes These are as follows: Page status Changed to Issue 1, Revision 1. Page date and format The software used to produce this Guide (Microsoft Word 6) cannot show different page dates on changed pages. Thus, all pages of new, complete copies of the Guide have the latest revision date. If a revision is included as a Change Pack, only the new and / or replaced pages have the latest revision date. Also, we changed the date format to one which agrees with ISO Standard 8601. Example: Sep 1 / 95 (Old format) / 15 Jan 1998 (New format) Editorial changes: Typing errors These are corrected, where known. Approved examples that use only Amended to improve understanding. Approved verb listings One or two approved verbs were listed with only their infinitive form. These are corrected to include their other approved forms. Some approved verbs did not have an S at the end of the 3rd person singular form. These are corrected. Specific Changes These are as follows: Cover page AECMA address modified and e-mail address added. Copyright Statement AECMA address modified and copyright dates amended. Record of Revisions Format changed to one table of four columns. If the Guide is supplied as a complete volume, the Record of Revisions will show this revision as included by AECMA. Highlights Amended to show the changes included in this revision. List of Effective Pages (LEP) Text changed to include the necessary details for the new page date format and the table format is amended, i.e. - the title of the DATE column is now UNCHANGED SINCE. New or revised pages have the last revision date and the letter N or R. Table of Contents (TOC) Not changed, except where page numbers have changed for this revision. General Introduction: History of the Guide (page ii) Amended to show details of this revision. Paragraph Change Form Amended to include the AECMA Web Site details. The Change Form (page iii) AECMA address amended and E-mail added to Sent by column. Distribution of this Document (page iv) AECMA address, telephone and fax numbers amended. E-mail and Web site addresses added. AIA of America address and telephone number amended. Fax number and Web site address added. ATA of America telephone number amended. Fax number and Web site address added. List of Writing Rules Wording of Rules 5.5, 8.5 and 8.9 amended.Writing Rules - Section 1 Rule1.5, Category 9 - examples put in a more logical order. Writing Rules - Section 3 Rule 3.6 - text amended to improve understanding, new example added, other examples revised. Writing Rules - Section 4 Rule 4.2 - new examples added. Writing Rules - Section 5 Rule 5.5 - wording of Rule amended to improve understanding, new example added. Writing Rules - Section 8 Rule 8.5 - wording of Rule amended to improve understanding. Rule 8.9 - wording of Rule amended to improve understanding, example amended. Writing Rules - Section 9 Rule 9.1 - new example added, other examples revised. New subsection - General Recommendations - to give guidance on the use of the conjunction THAT. APPARENT (adj) NOTE: added to the definition. effective (adj) Examples amended. exchange (v) Added to the Keyword list with the alternatives INTERCHANGE and REPLACE. INTERCHANGE (v) Approved and added to the Keyword list. INTERCHANGEABLE (adj) Definition revised. NONE (pn) Approved example amended. priority (n) Approved example amended. protective (adj) 2nd approved example amended. restore (v) 2nd pair of examples changed.swap (v) Added to the Keyword list with the alternative INTERCHANGE. THAT (con) NOTE: deleted. unprotected (adj) Unapproved example amended to match the approved example. verbal (adj) Approved example amended. Introduction Introduction GENERAL INTRODUCTION Why Was Simplified English Developed? Even though English is more and more the international language of aerospace, certain facts must be faced: English has many forms depending on the nationality (or region of that nationality) And even the purest English, with all regional dialect or jargon removed, can be difficult to understand if the grammar or word usage is too complicated. In the late 1970s, the Association of European Airlines (AEA) asked the European Association of Aerospace Industries (AECMA) to investigate the readability of maintenance documentation in the civilian aircraft industry. AECMA asked the Aerospace Industries Association (AIA) of America to assist in this project. The resulting project groups from AECMA and AIA researched the procedural texts in maintenance manuals. The product of this effort was this Guide. Simplified English (SE) was developed to help the users of English-language documentation understand what they read. SE is not only for those who do not have English as their native language, but also for those who do. What Is Simplified English? AECMA Simplified English is a controlled general vocabulary, and a set of writing rules. The vocabulary has sufficient words to express any technical sentence. The words were chosen for their simplicity and ease of recognition. When there are several words in English for a certain thing or action (synonyms), this Guide selects one of these synonyms to the exclusion of the others (whenever possible, one meaning - one word). For example, start was chosen instead of begin, commence, initiate, or originate. When there are several possible definitions of a word in English, the Guide selects one of these definitions to the exclusion of the others (whenever possible, one word - one meaning). For example, to fall has the definition of to move down by the force of gravity, not decrease. Which Other Words Are Available to the Writer? Besides the words in the Dictionary, the writer can also use those words which he / she decides belong to one of two categories: either Technical Names or Manufacturing Processes (see Writing Rule 1.1). But, this dictionary will not help you decide whether a certain part of the aircraft is better called flight deck or flight compartment. Such in-house preferences should be defined in your companys house rules, or by your editors. We have only listed nouns which do not belong in any of the categories of Technical Names. What Is the Purpose of This Guide? The purpose of this guide is to explain the rules and features of Simplified English. This guide is not meant to be a complete treatise on either the English language or technical writing. Thus, matters that are adequately dealt with in standard reference books or specifications are not included here. Why Are There No Guidelines Here for Abbreviations of Nomenclature? Again, this would normally be a subject for your own house rules, although we do give some advice on shortening nomenclature. Can This Simplified English Guide Be Used Alone? No. It is intended to be used with specifications and other official directives. The guide assumes a high standard of professionalism on the writers part. Can This Guide Be Used to Teach a Writer English? No. The Guide assumes that the writer has a good command of written English. These rules and vocabulary will help the writer present complex information in a simple form. Writing clearly is a complex task, and writing in Simplified English requires language fluency. HISTORY OF THE GUIDE The AECMA SIMPLIFIED ENGLISH GUIDE was first released in 1986. Below, for reference, is a list of all the Changes released to date. 1986 - Feb 15: First release - Included Writing Rules (Part 1) and the Dictionary (Part 2). - Sep 15: Change 1 1987 - Jun 01: Change 2. Addition of examples of function words and nouns (Part 3). 1988 - Jun 15: Change 3. Addition of examples of verbs (Part 3). - Dec 30: Change 4. Addition of examples of adjectives and adverbs (Part 3). 1989 - Dec 01: Change 5. Reformatted version of Change 4. 1995 - Sep 15: Issue 1. Guide completely revised and a new issue released. Original Part 2 deleted and Part 3 renumbered to Part 2. 1998 - Jan 15: Issue 1, Revision 1. Updates and amendments. CHANGE FORM This Guide is intended for technical writers and editors. This document needs feedback from its users if it is to continue to improve. Please copy the following change form and use it to write your recommendation. If there is a Simplified English representative of AECMA (Europe) or AIA (USA) in your company or area, please submit the request to that person. If there is no representative available, please send it to AECMA (Europe) or AIA (USA). (See the Change Form for addresses.) The address of your representative can be obtained from your National Organization or from AECMA. Alternatively, change requests may be submitted electronically through the Publications page of the AECMA Web site at http: / / . CHANGE FORM FOR AECMA SIMPLIFIED ENGLISH Use this change form if you think a change to Simplified English is necessary. Please send the form to your representative, or to: AECMA Gulledelle 94-b.5, B - 1200 BRUXELLES, Belgium Attention: SEMG or AIA 1250 Eye St., N.W. Washington, D.C. 20005 U.S.A. Attention: SEWG Keyword or Writing Rules: Amendment / Addition / Deletion you think is necessary: Purpose of the Amendment / Addition / Deletion: Example(s) of Use (if possible, supply sufficient examples from your technical documentation that support your proposal): Suggested Meaning (in SE if possible): Sent by / Date: Phone: Fax: Email: AECMA SEMG Assessment / Date: DISTRIBUTION OF THIS DOCUMENT The associations below distribute this document: AECMA Gulledelle 94-b.5, B - 1200 BRUXELLES, Belgium Attn: Simplified English Maintenance Group Tel: (32) 2775 81 10 Fax: (32) 2775 81 11 Email: aecmaskynet.be Publications may be ordered electronically via the AECMA Web site at http: / / Aerospace Industries Association of America 1250 Eye St., N.W. Washington, D.C. 20005-3924 U.S.A. Attn: Simplified English Working Group Tel: (1) 202 371 8400 Fax: (1) 202 371 8470 Web: http: / / / aia Air Transport Association 1301 Pennsylvania Ave., N.W., Suite 1100 Washington, DC 20004-1707 U.S.A. Attn: Publications Tel: (1) 202 626 4000 Fax: (1) 202 626 4081 Email: Web: http: / / / Publications may be ordered electronically via the ATA Web site at http: / / or by calling 1 800 497 3326 (international: (1) 301 490 7951). ACKNOWLEDGEMENTS AECMA would like to thank all the AECMA and AIA of America companies and individuals who have contributed to this Guide. PART 1 - WRITING RULES Part 1 Writing Rules If you simplify your English, you are freed from the worst follies of orthodoxy.And when you make a stupid remark, its stupidity will be obvious, even to yourself. - George Orwell (1946) - Politics and the English Language. Introduction Summaries of the Writing Rules The rules that are discussed in each section of these writing rules are summarized at the beginning of that section. All the rules are also collected in a quick-reference list that is part of this introduction. Examples in the Text Most of the examples in the text are from existing technical manuals. For this reason, the NOT examples are not written in Simplified English. List of Writing Rules Section 1 - Words RULE: 1.1 Choose the words for procedures from: Approved words in the Dictionary (Part 2) Words that qualify as Technical Names (Refer to Rule 1.5) Words that qualify as Manufacturing Processes (Refer to Rule 1.10) RULE: 1.2 Use approved words from the Dictionary only as the part of speech given. RULE: 1.3 Keep to the approved meaning of a word in the Dictionary. Do not use the word with any other meaning. RULE: 1.4 Only use those forms of verbs and adjectives shown in the Dictionary. RULE: 1.5 You can use words that are Technical Names. RULE: 1.6 Use a Technical Name only as a noun or an adjective, not as a verb. RULE: 1.7 Use the official name (shortened if necessary). RULE: 1.8 Do not use different Technical Names for the same thing. RULE: 1.9 If you have a choice, use the shortest and simplest name. RULE: 1.10 You can use verbs that are Manufacturing Processes. RULE: 1.11 Use Manufacturing Processes only as verbs, not as nouns or adjectives (unless the noun form qualifies as a Technical Name). RULE: 1.12 Once you choose the words to describe something, continue to use these same words (particularly Technical Names). RULE: 1.13 Make your instructions as specific as possible. Section 2 - Noun Phrases RULE: 2.1 Do not make noun clusters of more than three nouns. RULE: 2.2 Clarify noun clusters that are Technical Names with one of these two methods: Use hyphens to show the relationship between the most closely related words. Explain the noun cluster. Then, if possible, use a shorter name after the initial explanation. RULE: 2.3 When appropriate, use an article (the, a, an) or a demonstrative adjective (this, these) before a noun. Section 3 - Verbs RULE: 3.1 Use only those forms of the verb that are listed in the Dictionary (Part 2). RULE: 3.2 Use the approved forms of the verb to make only: The infinitive The imperative The simple present tense The simple past tense The future tense. RULE: 3.3 Use the past participle only as an adjective: either with a noun or after the verbs TO BE, TO BECOME. RULE: 3.4 Do not use the past participle with a form of the verb HAVE to make an unapproved tense. RULE: 3.5 Do not use the past participle of a verb with a helping verb to make a complex verb. RULE: 3.6 Use the active voice. Use only the active voice in procedural writing, and as much as possible in descriptive writing. RULE: 3.7 If there is an approved verb to describe an action, use the verb (not a noun or other part of speech). Section 4 - Sentences RULE: 4.1 Keep to one topic per sentence. RULE: 4.2 Do not omit words to make your sentences shorter. RULE: 4.3 Use a tabular layout (vertical layout) for complex texts. RULE: 4.4 Use connecti