Simplified English in Technical Writing

When you hear the word “simplified”, you associate it with something easy. Hearing the term Simplified English for the first time made me imagine the made-up dialogues during the English lessons for non-native speakers. Those conversations usually consist of some elementary words and basic sentence structures. However, there are certain guidelines and specifics that you should consider if you plan to apply Simplified English in your writing. In this article, we will investigate if our association has something in common with the reality and if Simplified English is really that simple.

Simplified English

Being a Technical Writer requires you to distinguish between English and Simplified English since it is usually the latter required for creating user documentation. Simplified Technical English (STE) was developed in the late 1970s for the aerospace industry and is originally known as a controlled language. The aim of its creation was to reduce misunderstandings, errors, and accidents that may appear because of inaccurate technical documentation. In the aerospace industry, there is no room for misinterpretation, so to ensure safety, there was a necessity for a specialized language. As a result, in 1986, AECMA Simplified English Guide was written, and in 2005, it became ASD-STE100, Simplified Technical English Specification.

The latest edition of the STE Specification was published in April 2021. It contains a set of writing rules and a dictionary with controlled vocabulary. The writing rules cover grammar and style, while the dictionary gives a vocabulary of approved words. Thus, this document helps writing technical texts easy to understand, especially for non-native English speakers. Simplified English is adaptable, flexible, and contains enough words to write any technical sentence. It allows having one main language of technical documentation — English, plus it’s easier to translate and localize documentation if needed. Nowadays, not only aerospace but all other industries want to have their documentation as accessible as possible. The primary goal is to ensure proper communication with everyone and to reduce the risk of misunderstandings or errors in critical situations.

Why does clarity matter so much in Technical Writing? The thing is in the potential consequences of misinterpretation. A lack of clarity in the fields like aviation, manufacturing, or healthcare could lead to catastrophic outcomes.

Reducing language barriers for non-native English speakers is a top priority for all multinational industries. Ambiguous instructions, technical jargon, and imprecise terms can lead to lost money and customers, organizational problems, and even safety issues.

Technical Writing

We have already got acquainted with Simplified English, so let’s move to Technical Writing, which is another point of our topic as well. In the IT industry, Technical Writing primarily aims to convey information or instructions in a clear and concise manner. It presents facts, data, and procedures without personal opinions and creative adjustments. Simplified English is always used in technical documentation, manuals, and procedures. The target audience needs specific information or guidance, often in a formal and educational manner.

The structure of technical documents must be logical and has a standardized format, including headings, bullet points, or numbered lists. The most popular format for procedures and instructions is a step-by-step list.

Technical Writing requires accuracy, using straightforward language and a formal tone to minimize ambiguity.

As a result, the documentation should be efficient and effective, ensuring that the reader can understand and apply the information with minimal effort.

Let’s sum up what has been mentioned into a short checklist that you might use while writing.

Simplified English checklist

Here are some of the Simplified Technical English writing rules:

✔️ Vocabulary: Make sure to control the vocabulary, think of the word choice to ensure consistency and avoid confusion. In Simplified English, avoid using words with multiple meanings, ensuring that terms have a single, clear interpretation. Also, avoid using synonyms — be consistent in the terms instead.

✔️ Grammar: Avoid complex clauses and a passive voice — use simple and logical sentence structures instead.

✔️ Laconism: Restrict the length of sentences, paragraphs, and noun clusters. The shorter — the better.

✔️ Tenses: Use simple verb tenses (past, present, and future).

✔️ Imperative mood: Write instructions in the imperative mood to provide clear, direct guidance.

✔️ Abbreviations: Double-check if you use the standardized industry-specific abbreviations and acronyms to prevent confusion.

✔️ Redundancy: Delete repetitive and unnecessary words that add no value, it will make the text more concise and precise.

✔️ Jargon: Avoid using industry-specific jargon or technical slang that may not be universally understood. Prioritize the precise terminology and avoid figurative language or metaphors that may lead to misinterpretation.

Simplified English examples

If we go back to the association with English lessons, not only made-up dialogues, but also writing an essay is a common task for learners. However, when writing an essay, we usually use Non-Simplified English. Namely, we tend to add vivid words, metaphors, idioms, complex sentence structures, figurative language, and other techniques.

Let’s have a look at some sentences to compare Simplified and Non-Simplified English:

By the way, the STE rules go hand-in-hand with the Microsoft Writing Style Guide, which is another source of truth for Technical Writers and Technical Communicators.

Conclusion

As we can see, Simplified English is a valuable tool for improving clarity and precision in Technical Writing. It is applicable in various industries, reducing ambiguity and ensuring safety.

Its principles are not complicated, and if you follow them, you can ensure clear and accurate communication. Remember that the English language is diverse, and it should be used differently for different purposes. As for Tech Writing, it is Simplified English that suits best. Don’t you agree?