10/11/2004

ASD (AECMA) SIMPLIFIED ENGLISH

Extracts from the Airbus France Training Course for Authors
Kathy Barthe, Airbus
ASD SEMG Chairperson
10/11/2004 Page 2

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AECMA (now ASD) Simplified English
10/11/2004 Page 3

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Background
1979: Request from the AEA (Association of European Airlines)
to
AECMA (Association of European Aerospace Industries )
For manuals
More easily understandable
With a more consistent style
in particular for
Non-native speakers of English
Easier translation (or better, no translation)
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And after that?
1979-82: Investigation by AECMA,
Initial work by Fokker,
Contacts with AIA (Aerospace Industries
Association of America)
1983: AECMA Simplified English Project Group
- Representatives of 5 AECMA member countries
+ US
- Civil aeronautics, but also military
1986: 1st release of the SE Guide
First users
Becomes an ATA 100 requirement for civil aircraft
documentation.
2004: Current release (Issue 2)
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ATA Spec i2200
Text and Material - Style
1.1. Text Content
Text shall be brief and concise. The sentence structure shall be
simple and direct, avoiding the obvious and the elementary, and
omitting discussions of theory except where essential for practical
understanding and application. All related data shall be grouped
in a logical manner.
Writing rules and vocabulary shall be in
accordance with AECMA Simplified
English [AECMA No. PSC-85-16598].
Instructions shall be covered adequately by text or tabular data
and presented so that conversion to equivalent equipment may be
determined.
10/11/2004 Page 6

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So what is Simplified English
Rules
related to style features
for:
Maximum READABILITY
of
AIRCRAFT Documentation
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SE Designed for
Aircraft Maintenance Manuals (AMM)
Trouble Shooting Manuals (TSM)
Component Maintenance Manuals (CMM)
(Vendors)
But can be (and is) adapted to other manuals
and other industries
10/11/2004 Page 8

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SE consists of
62 rules
Words
Noun phrases
Verbs
Sentences
Procedures
Descriptive text
Warnings, Cautions and Notes
Punctuation and word counts
Writing Practices
A Dictionary of approved general words
All contained in a Guide
10/11/2004 Page 9

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Some Examples
Non-SE
It is equally important that
there should be no seasonal
changes in the procedures, as,
although aircraft fuel system
icing due to water
contamination is more often
met with in winter, it can be
equally dangerous during the
summer months.
Sentence of 40 words
Complex sentence structure
Noun cluster
Ambiguous words
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Some Examples
Non-SE
It is equally important that there
should be no seasonal changes in
the procedures, as, although aircraft
fuel system icing due to water
contamination is more often met with
in winter, it can be equally
dangerous during the summer
months.
Sentence of 40 words
Complex sentence structure
Noun cluster
Ambiguous words
SE
Use the same procedures
all the time, because
water in the fuel system
can freeze during
summer or winter.
Sentence of 19 words
Simple sentence structure
Simple words
No long noun clusters
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Some Examples
Non-SE
This topic is for inspection of
the outer wing bottom skin
lower surface spanwise skin
joints at stringer 13 and
stringer 20 between Rib 12
and Rib 27 excluding areas
covered by flap track fairings
3, 4 and 5.
One sentence of 39 words
A noun cluster of 9 words
No punctuation
Ambiguous -ing form
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Some Examples
Non-SE
This topic is for inspection of the
outer wing bottom skin lower surface
spanwise skin joints at stringer 13
and stringer 20 between Rib 12 and
Rib 27 excluding areas covered by
flap track fairings 3, 4 and 5.
One sentence of 39 words
A noun cluster of 9 words
No punctuation
Ambiguous -ing form
SE
This topic gives the inspection
procedure for the longitudinal
skin joints on the lower surface of
the outer wing.
The skin joints are on the external
surface of the skin, at stringers 13
and 20, between ribs 12 and 27.
This procedure does not include
inspection of the area above flap
track fairings 3, 4 and 5.
Three sentences of 19, 21 and 17
words
No noun cluster of more than three
elements
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SE only for civil aircraft?
No.
Original request from airlines, but SE is also for
military aircraft
Is already used in various military programs.
Has always been a requirement of S1000D.
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S1000D Issue 2
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Who uses SE?
Civil aircraft
Airbus: Maintenance documentation for
A320, A340 and now A38O families
Boeing/Douglas: Maintenance documentation for
B737 aircraft and subsequent, and
for MD11 + B717 (ex-MD95)
Bombardier: Global Express, ...
Westland/Agusta: Helicopters
Engine mfrs: Maintenance documentation for
engines
Vendors: Component Maintenance Manuals
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Who uses SE?
Military aircraft
Eurofighter
Gripen (SAAB)
Helicopters
And soon Airbus A400M
10/11/2004 Page 17

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Is the Guide set in stone?
No. Is updated regularly. Possible to propose
modifications.
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By whom?
The AECMA Simplified English Maintenance Group
(SEMG)
Representatives from :
FRANCE (Airbus France, for the
GIFAS) - Chair
GERMANY (Airbus Germany, for
the BDLI)
ITALY (Secondo Mona for the
AIAD) Vice Chair
SPAIN (EADS CASA Seville for
ATECMA)
SWEDEN (SAAB-Gripen for the
SAI)
UK (Westland Helicopters, for
the SBAC)
UNITED STATES (Boeing, for
AIA)
CANADA (Bombardier, for
AIA-C)
+
Observers from
SCANDINAVIAN AIRLINE
SYSTEM (SAS),
and
TURKISH AIRLINES
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Is SE used outside the aerospace industry?
Interest by firms such as:
Shell
Software manufacturers
S.W.I.F.T (clearing bank in Belgium)
Locomotive manufacturers
Medical equipment companies

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Are there other forms of Controlled English?
Before SE
Basic English (1930s)
Caterpillar Fundamental English
International Language of Service and Maintenance
(ILSAM)
Bull Global English
Xerox Multilingual Customized English
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Since SE
Caterpillar Technical English
General Motors Controlled Automotive Service
Language (CASL)
Diebold Controlled English
Easy English (IBM), ...
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Does SE work?
Comprehension
Human Factors study by the FAA showed:
Yes, in all cases for non-native speakers of English
Yes, for complex procedures for native speakers of
English
Translatability
Study by the University of Washington with Boeing
showed:
Significant decrease in the time needed.
10/11/2004 Page 23

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Supporting tools?
Electronic version of the Guide
Checkers: syntax checkers
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Checkers?
The ASD SE group does not endorse any software
products.
But most of us do have some experience with
checkers.
Tips available on the SEMG Web site.
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Checkers
In general:
Checkers are aids, but will not think in your place.
They will tell you if a word or construction is not
approved, but will not tell you how to rewrite the
sentence.
Test software before you buy it (ask for a test licence
for at least two months).
Make sure that it checks the real thing (ASD SE), and
not some other form of controlled English.
Test it for compliance with your computer platform, of
course (does it run OK, are there bugs, response time,
are there particular features of your system that it
cannot deal with)
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Checkers
But above all, test it for accuracy of parsing:
Are the error messages it sends correct?
What is the percentage of expected error messages not
sent?
What can it not deal with (such as carriage returns at
the end of lines)?
Can the user update the dictionaries himself or does it
have to be done by the software provider?
What sort of words can the user put in the dictionaries?
Does the provider provide updates when there are new
issues of the SE Guide?
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And training?
Training is available from some members of the SE group,
in Europe and in North America.
The SE group does not endorse any trainers.
Tips on the SE Web site. In general:
Make sure the trainer has been trained himself by an SE
group member.
Make sure he uses the latest issue of the Guide.
Ask which rules he covers.
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Tips
AECMA SE Maintenance Group Web site:
http://www.simplifiedenglish-aecma.org
Two documents:
LOOKING FOR SE TRAINING?
Some tips
LOOKING FOR AUTHORING AIDS FOR SE?
Some tips
10/11/2004 Page 29

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SIMPLIFIED ENGLISH

the nuts and bolts

10/11/2004 Page 30

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The rules
Words
Noun Phrases
Verbs
Sentences
Procedures
Descriptive Text
Warnings, Cautions and Notes
Punctuation and Word Counts
Writing Practices
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Words
2 major types of word
1 - CONTROLLED ( = restricted use)
General words approx. 860 approved words
2 - NOT CONTROLLED
Technical Names - 20 categories
Technical Verbs - 3 categories
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Technical Names
RULE: 1.1 Choose the words from:
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- Words that qualify as
Technical Names (TN)
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20 categories
One-word TNs: platform
Multi-word TNs: access platform
acceptance check
main hydraulic power
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Technical Names Parts of Speech
RULE: 1.6 Use a Technical Name only as a
noun or an adjective, not as a verb
BOLT:
Attach the plate with a bolt. ?
Bolt the two plates together. ?
OIL
Fill the Integrated Drive Generator (IDG) with oil.?
Oil the IDG. ?
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Technical Verbs
RULE: 1.1 Choose the words from:
-
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- Words that qualify as
Technical Verbs
3 categories
RULE: 1.11 Use Technical Verbs only as verbs,
not as nouns.
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Words in the Dictionary
RULE: 1.1 Choose the words from:
-Approved words in the
-Dictionary (Part 2)
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Selected on the basis of:
Analysis of the words used in maintenance procedures
Selection criteria:
. One word for one meaning
. One meaning for one word
. One part of speech for one word
. The shortest and most everyday words
. American words and spelling
10/11/2004 Page 36

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Words in the Dictionary
Parts of Speech
RULE: 1.2 Use approved words from the
Dictionary only as the part of
speech given
TEST
Test the system for leaks. ?
Do a test for leaks in the system. ?
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Words in the Dictionary
Parts of Speech
RULE: 1.2 Use approved words from the
Dictionary only as the part of
speech given
TEST
Test the system for leaks.
Do a test for leaks in the system.
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Words in the Dictionary
Meanings
RULE: 1.3 Keep to the approved meaning of a
word in the Dictionary. Do not use
the word with any other meaning.
FEEL (v)
Feel the part to find if it is smooth?
If you feel that the test is not satisfactory, ?
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Words in the Dictionary
Meanings
RULE: 1.3 Keep to the approved meaning of a
word in the Dictionary. Do not use
the word with any other meaning.
FEEL (v)
Feel the part to find if it is smooth
If you feel that the test is not satisfactory,
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Words in the Dictionary
Forms
RULE: 1.4 Only use those forms of verbs and
adjectives shown in the Dictionary
DRINK (v)
DRINKS, DRANK, DRUNK drinking?
MUST (v)
NOTE: No other forms of this verb
BURN (v) burnt?
DIM (adj)
DIM (DIMMER, DIMMEST)
TACKY (adj)
NOTE: No other form of this adjective
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Words
Specific writing (not abstract)
RULE: 1.13 Make your instructions as specific
as possible
Different temperatures will change the cure time?
Increase the temperature to decrease the cure time.
Several levels of system and component failure are
defined for which the cabin data system gives warning
to the appropriate crew members.
How many levels? What systems? Which
components? Which crew members? What kind of
warning?
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Words
Noun Phrases
Verbs
Sentences
Procedures
Descriptive text
Warnings, Cautions and Notes
Punctuation and word counts
Writing practices
10/11/2004 Page 43

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Noun clusters
RULE: 2.1 Do not make noun clusters of more
than three nouns
icing
system icing
fuel system icing
aircraft fuel system icing
icing of the aircraft fuel system
runway light connection resistance calibration
calibration of the resistance of the runway light
connection
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Noun clusters
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
ramp service-door safety connector-pin
Explain the noun cluster. Then, if possible, use a shorter name after
the initial explanation.
Engage the ramp service door safety connector pin (the pin that holds
the ramp service door, referred to in this procedure as the safety
connector pin).
BUT: do not use hyphens if you can obey Rule 2.1
10/11/2004 Page 45

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Articles
RULE: 2.3 When appropriate, use an article
(the, a, an) or a demonstrative
adjective (this, these) before a
noun.
Stop start procedure?
Remove bolt and stop?
Or
Stop the start procedure.
Remove the bolt and the stop.
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Words
Noun phrases
Verbs
Sentences
Procedures
Descriptive text
Warnings, Cautions and Notes
Punctuation and word counts
Writing Practices
10/11/2004 Page 47

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Verbs
Action verbs express:
An action: (to) sing, (to) read, (to) pressurize
I sing, you read, we pressurize
A mode of being: (to) have, (to) be
I have a cold, I am cold
Helping verbs:
(to) have, (to) be, can, will, must, do
Can you sing? You must close the door
Did the light come on?
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Verbs
Different forms, to express:
Person (I sing, he sings)
Time (present, past, future)
I sing/I am singing
I sang/I was singing
I have sung (this song before)
I will sing/I am going to sing (this song tomorrow)
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What can you do with these forms?
RULE: 3.2 Use the approved forms of the verb
to make only:
- The infinitive (to) pressurize
- The imperative Pressurize! Do not
pressurize
- The simple present tense If you pressurize
- The simple past tense If you pressurized
- The future tense. You will pressurize
Tense: a form of the verb that expresses TIME:
present, past, future
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Verbs
The past participle
RULE: 3.3 Use the past participle only as an
adjective, either with a noun or after
the verbs TO BE, TO BECOME
The hydraulic reservoir is a pressurized vessel.
At the end of the test, make sure that the reservoir is
(still) pressurized.
RULE: 3.4 Do not use the past participle with a
form of the verb TO HAVE to make
an unapproved tense.
When the pump has pressurized the system,
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Verbs
The present participle
Pressurizing
Make sure that the pump is pressurizing the system.
IMPLICITLY NOT PERMITTED IN SE.
IS NOT A VERB FORM LISTED IN THE DICTIONARY.
Only these ing words permitted:
REMAINING (adj), MISSING (adj) and DURING (pre)
And
Some Technical Names (housing, bearing, )
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Active and Passive
RULE: 3.6 Use the active voice. Use only the
active voice in procedural writing,
and as much as possible in descriptive
writing.
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Active and Passive
ACTIVE VOICE: the subject of the sentence does the
action (is active).
The pump pressurizes the hydraulic system to 3000
psi.
(The pump does the action of pressurizing)
PASSIVE VOICE: the subject of the sentence receives the
action (is passive)
The hydraulic system is pressurized to 3000 psi by the
pump.
(The hydraulic system receives the action of being pressurized)
TO BE + PAST PARTICIPLE
3DVVLYH IRUPHG E\
Agent: whoever or whatever does the action - the pump
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Why does SE call for the active voice?
Because:
The passive is a compound verb form. SE encourages simple forms.
Risk of confusion with the past participle used as an adjective.
Passives encourage the use of support (prop) verbs with action
nouns.
The measurement can be made using tool PN XXX
In procedures, passives often used instead of imperatives.
The test shall be done using XXXX.
Passives are often not necessary.
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Passive or adjective?
Passive: verb form, therefore = action
Be careful when you move the XXXX. It can be
damaged during extension of the landing gear.
Adjective: describes a state, not an action
If the XXXX is damaged, you must repair it.
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Passive or adjective?
A good test
Ask
BY WHOM? BY WHAT?
= Is there an agent?
If yes, is a passive.
The agent can be specified:
The reservoir is pressurized by air from the engines
Or it can be implicit:
The relay is then de-energized and the light comes on.
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Verbs
Expressing action
RULE: 3.7 If there is an approved verb to
describe an action, use the verb, not
a noun or other part of speech.
NOT: The ohmmeter gives an indication of 450 22
ohms.
BUT: The ohmmeter shows 450 22 ohms.
NOT: The guidance of the rod is made by two bearings.
BUT: The rod is guided by two bearings.
Or
Two bearings guide the rod.
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Words
Noun phrases
Verbs
Sentences
Procedures
Descriptive text
Warnings, Cautions and Notes
Punctuation and word counts
Writing practices
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Sentences
RULE: 4.3 Use a tabular layout (vertical layout)
for complex texts.
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.
When the landing gear retracts:
- The door operating bar on the leg touches and turns
the latch.
- This causes the roller to move out of the slot.
- The second roller holds the door operating bar.
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Words
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Warnings, Cautions and Notes
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Procedures
RULE: 5.1 Keep procedural sentences as short
as possible (20 words maximum)
(Word counts - Section 8 of the Guide)
RULE: 5.2 Write only one instruction per
sentence
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Procedures
RULE: 5.4 In an instruction, write the verb in
the imperative (commanding)
form.
Oil and grease are to be removed with a degreasing agent.
Remove oil and grease with a degreasing agent.
If the cleaned parts are not examined immediately, protection
shall be applied to prevent damage and corrosion.
If you do not examine the cleaned parts immediately,
apply protection on the parts to prevent damage and
corrosion.
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Words
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Verbs
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Warnings, Cautions and Notes
Punctuation and Word counts
Writing practices
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Warnings and Cautions
RULE: 7.4 Identify your command correctly as a
warning or a caution.
RULE: 7.1 Start a warning or a caution with a simple or
clear command.
RULE: 7.3 If necessary, add a brief explanation to
give a clear idea of the possible risk.
RULE: 7.5 If a condition is necessary before the
technician continues, put the condition
first.
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Notes
Extract from ATA i2200:
G. Warnings, Cautions, and Notes
... Notes call attention to methods which
make the job easier. ...
Notes shall follow the text to which they relate and be
located directly under and vertically in line with the text to
which they apply.
Warnings, cautions and notes shall always be on the
same page as the text to which they apply
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Notes - S1000D definition
Chapter 2.7
Warnings, cautions and notes
1 Definitions
...
1.3 Notes
Notes used in Data Modules/Technical
Publications give the user additional
information which is helpful but does not
belong to the immediate subject. Maintenance
tasks can be made easier by the use of Notes,
but when used, they do not take the place of
procedural information.
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Notes - SE
RULE: 7.6 Write notes so that you give
information, not commands.
NOTE: Make sure that the ventilation operates
correctly.
Does it Make the job easier ?
Or is it an integral part of the procedure ?
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Punctuation
See the SE Guide
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Writing Practices
RULE: 9.1 Use a different construction to rewrite
sentences in Simplified English when a
word-for-word replacement is not
sufficient.
Sight gage oil level must be visible at all times during the test.
Make sure that you can see the oil level on the sight gage
during the test.
If the air intake flap is failed, deactivate air inlet valve before next flight.
If the air , disconnect (stop, isolate) the air inlet valve?
If the air , lock the air inlet valve in the fully open position
If the air , do the deactivation procedure for the air
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Writing Practices
RULE: 9.2 When you combine words to make a
phrase, make sure that the words
continue to obey the meanings given
to them in the Dictionary.
When the fire is put out, close the valve?
When the fire is extinguished, close the valve.