Controlled language in 2021

The ability to simplify means to eliminate the unnecessary so that the necessary may speak.

--Hans Hofmann

What is controlled language?

Controlled language is a simplified form of writing. It’s called controlled because it’s created by imposing limits on the infinite potential of a natural language. A word can have multiple meanings, but context doesn’t always help us discern which is the right one, especially if the syntactic constructions are also subject to different interpretations.

We’ve all come across instruction manuals translated into several languages that, instead of clarifying the ideas as intended, seem to just make them even more confusing. This kind of texts is a waste of time for the client, the translator and, more to the point, for those who actually need them to perform precise tasks in a short amount of time.

Especially when it comes to technical fields, it’s important to know how to present complex subject matter in a simple way.

For a translator working with CAT tools, linguistic ambiguity and inconsistencies can mean extra hours of work: if the same instruction is expressed several times, each in different ways, there will be fewer matches with the database of previous translation work, or “translation memory”, and the result will be more time-consuming and therefore more expensive work for the end client.

For example, we can find segments like these, which in fact mean the same thing, but are expressed in different words:

• To assemble, repeat the steps for disassembly in reverse order.
• To assemble, follow the steps in the reverse order.
• The assembly process is carried out in the opposite order to disassembly.
• Set up is done by reversing the order of the steps.
• To assemble, repeat the steps for disassembly backwards.
• Assembly is carried out by performing the steps in reverse order.

Such cases (unfortunately all real and taken from a single client’s corpus of documents) involve unnecessary expenses for the client, as those sentences that might already be in the translation memory will have to be retranslated.

Simply put, an ambiguous and incoherent text will affect a professional’s productivity, the client’s portfolio, and most importantly the effectiveness of the end product.

The best solution to this problem is precisely the use of a controlled language, but which one?

Examples of controlled language

There are already multiple examples of controlled languages out there, created to write texts to improve readability and/or translation, whether assisted or automated.

• Italiano Tecnico Semplificato (ITS), a Com&TEC project.
• Simplified Technical English (STE), by the ASD (Aerospace and Defence industries Association of Europe)
• Français Rationalisé, by GIFAS (Groupement des Industries françaises aéronautiques et spatiales)
• ScaniaSwedish, Scania’s controlled version of Swedish
• Controlled Chinese, by the ZHANG Qinlong Institute of Computational Linguistics
• Controlled Language Authoring Technology (CLAT), from the German Institute for Computer Science Research
• Simplified Technical Russian by AVIAOK a Russian aviation company specialized in software construction
• Español Técnico Simplificado, a doctorate project started at the University of Bologna (DIT Forlì)

Since each natural language is unique, each related controlled language will have different characteristics, with only two constants:

1. simplified grammar rules and
2. a limited lexicon.

The objective is to attain coherence and univocality, meaning each word will correspond to only one meaning and all syntactic constructions that are not immediately comprehensible will be avoided.

Simplified technical English, the most popular controlled language

Simplified Technical English (STE) is the most common controlled language, created at the end of the seventies to facilitate the authoring of maintenance manuals in aeronautics; not all of the technicians were English speakers, the manuals had a different writing style, and the linguistic ambiguities were even an obstacle for those used to translating documentation.

In an industry like aeronautics, human lives are at stake and clarity is absolutely key. For this reason, a tool was needed to standardize the language and eradicate misunderstandings.

To achieve this, a collaborative project was set up between the European aerospace industry AECMA, (European Association of Aerospace Industries, now Aerospace and Defence Industries Association of Europe), and the American AIA, (Aerospace Industries Association of America), the result of which was the first simplified technical English guide. Since then, technical staff (specialized workers, maintenance technicians, etc.) from across the world have been able to use clear and precise language that allows aircraft maintenance procedures to be carried out quickly and efficiently.

Today, that guide is known as ASD-STE100, a two-part international specification:

1. writing rules regarding the use of nouns, verbs, morphology, syntax, and style
2. a list of approved words based on their simplicity and frequency of use.

In April 2021, ASD published an update of the ASD-STE100, which has now reached Issue 8. This update maintains the structure of the previous document, but makes several changes (especially to the second part, the dictionary part) and adds new content: a category on military terminology and further general recommendations on false friends and Latin abbreviations.

A few new entries, among others: a list of “most frequent errors” (which can be used as an aid for quick checking during and after writing) and a flow chart explaining how to proceed in the case of approved or unapproved words in the dictionary.

Features and distribution

Any information contained in a text written in Simplified Technical English should be:

• Precise, the concept must be expressed with the utmost accuracy.
• Complete, containing all necessary data.
• Pertinent, referring only to the subject matter at hand.
• Concise, expressing a lot of information in a few words.
• Credible, it must be convincing.
• Eloquent, expressing concepts clearly.
• Unambiguous, expressing concepts unequivocally.

These principles are particularly suited to prescriptive texts and they are now followed in many technical sectors. The ASD-STE100 specification, which allows documents to be written in a clearer and globally understood technical language, remains the major point of reference.

There also is growing interest in this within the language services sector, which could really reap the benefits of faster, more consistent and less expensive machine and computer-assisted translations.

Investing in simplicity, precision and consistency

Bringing controlled languages into your own business is an investment and, as such, will need to go through an initial phase to establish rules. This will then be followed by a study phase, in which writers and translators will learn to apply the new writing method.

A bit of maintenance work will also be needed, that is, the guidelines will need updating from time to time in order to include new or modified terms. However, once the new rules have been assimilated, you will have the benefit of a tool that will considerably increase the speed of every phase of work.

Language is a tool that must be adjusted and optimised according to the context. A controlled language is a valuable resource for effective and productive communication, which is more straightforward and convenient for everyone.

Interview with Daniela Zambrini, associate member of STEMG

To better understand the various aspects of such a valuable tool and how to use it, we interviewed an expert in the field: Daniela Zambrini has been an associate member of STEMG, the working group charged with maintaining the specifications for ASD-STE100 (Aerospace and Defence Simplified Technical English), since 2014. Daniela has worked as a Public Affairs Specialist for the airline Alitalia, and as a freelance translator for over fifteen years, specialising in aerospace and defence, air transport, the nautical industry, and logistics.

From space to Simplified Technical English

Her first encounter with translation came by chance while she was still a university student. In fact, she has spent years working with a researcher, translating articles about international space law and the International Space Station.

Daniela tells us: “At the time I’d never have imagined I’d end up specialising in this field, yet somehow fate had already decided for me”.

Years later, while combining freelancing as a translator with a long career at an airline, she stumbled upon an article about ASD-STE100 specification and wanted to learn more: “I got in contact with Orlando Chiarello, the chairman of STEMG, and invited him to speak at a ProZ.com conference that I organized in Pisa in 2014. I was passionate about the subject, I attended the online certification course at the UniNettuno Telematic University](https://www.uninettunouniversity.net/en/asd-ste100.aspx) and was later admitted to the STEMG working group as an Associate Member”.

Fields of application for controlled language

Daniela explains that while the ASD-STE100 Specification was created for aeronautics, according to recent distribution statistics, 58% of users belong to other sectors, such as automotive, nautical, electro-medical, IT, logistics, telecoms, rail, and energy. She adds: “The principles of Simplified Technical English can be applied to all kinds of technical texts. STE is also a requirement for S1000D and ATA ispec 2200 specifications.”

The first steps towards using this resource in your company

Applying controlled language to your technical documentation may be the solution for those who want to improve the writing of manuals and data sheets, but where to start?

According to Daniela, “it’s certainly possible to start with existing documentation and lay out a rewriting process that follows controlled language principles. However, this is not something to be taken lightly. Technical writers and translators should be able to team up with the experts in the specific field and industry, and ideally be able to connect with the end users too.”

A small company might decide to create its own list of authoring rules in order to facilitate translation without adopting a real controlled language, but according to Daniela, this is not the best option: “Why create a new list of rules when a recognised controlled language already exists? STE is not just a list of rules, it is a controlled language with its own dictionary that contains enough words to express any concept.” 

Prospects in Europe

An increasing number of European companies are hiring linguists and copywriters to create better texts that go straight to the point; however, still only a few are producing texts designed for translation, an essential point on the value chain for any company wanting to step into the global market.

Despite this, some promising initiatives are starting to emerge. In fact, Daniela informs us that in 2016, the Italian Technical Communication Association (COM&TEC) published the manual “ITS Italiano Tecnico Semplificato”, written by the researcher Ilaria Gobbi.

Becoming irreplaceable with a high-flying specialisation

To any technical writer seeking to broaden their knowledge of Simplified Technical English, Daniela recommends requesting a free copy of Issue 8 of the Specification by filling out the form on the official ASD-STE 100 website, and emphasises: “Though there are many companies advertising training opportunities on the net, only members of STEMG can provide certified classroom courses, and only a few bodies are accredited by ASD for certified online training.”

When asked about the benefits of her in-depth knowledge of Simplified Technical English and its rules, Daniela told me: “Without a doubt, the in-depth study of specifications and my membership of STEMG has brought me many opportunities, both directly and through agencies, to work with clients who use the specifications to write technical documentation, especially in the aerospace and defence fields”.

There are indirect advantages too. In fact, those who work with controlled language for years, such as Daniela, develop a mindset that is indispensable for technical translation, one that allows them to always put themselves in the reader/user’s shoes and ensure the text is absolutely clear, unambiguous, and free of misunderstandings, implications and ambiguities.

How to achieve this simplicity, however, is not as easy as it sounds, so it is important not to improvise and to acquire the right level of awareness before taking the reins. Like Daniela says: “Writing in a controlled language is not easy at all. I’d like to quote Nathaniel Hawthorne: ‘Easy reading is damn hard writing!’”.

Links for further information

• A great example of 10 rules for controlled languages, developed by localisation expert Uwe Muegge: http://www.muegge.cc/controlled-language.htm
• To request a free copy of Issue 8 of the ASD-STE100 specification: http://www.asd-ste100.org/request.html
• The list of controlled languages is taken from the slides of the researcher Ilaria Gobbi: http://www.academia.edu/26307353/LINGUAGGI_CONTROLLATI_E_SEMPLIFICATI_ITS_E_PROGETTI_SIMILI
• For online certified training in Simplified Technical English: https://www.uninettunouniversity.net/it/asd-ste100.aspx