Tools for STE

Are language checking tools necessary to write in STE?

Tools cannot replace the writer or the ASD-STE100 standard itself.

Tools can help the writing process, but they cannot think for you. Writers remain responsible for clarity, accuracy, and compliance.

Disclaimer

ASD and STEMG do not endorse, certify, or authorize any software tools, including AI-based ones.

Providers of such tools cannot claim ASD approval or use the ASD logo, copyright, or trademark of ASD-STE100.

STE-related products available today should only be considered as aids for writers who already have a solid knowledge of STE. No language checking tools will write STE text for you, nor can they convert non-STE text into STE. While such tools can highlight non-STE terms or incorrectly written text, they are not foolproof.

Even when useful, tools can generate inaccurate or misleading feedback. You, the writer, control the text.

Types of Tools

AI-based tools

AI-based tools may highlight non-compliant text and suggest corrections. They offer immediate feedback, but accuracy can vary. Furthermore, privacy risks can occur if texts are sent to external servers.
Suggestions from these tools may not reflect the intent of the standard.

Word and rule checkers

Word and rule checkers flag unapproved or unknown words. They can detect rule violations (for example, sentence length, passive voice). They require integration with your company glossary (for technical nouns and technical verbs). These tools are more useful if they are configured and maintained by someone with linguistic knowledge.

Word checkers only

Word checkers are limited to dictionary-based validation. They are effective only if you add your glossary or term base. Otherwise, they will generate “unknown word” alerts.

Look-up tools

Look-up tools are electronic versions of the ASD-STE100 rules and dictionary. They can provide fast search functions but there is interactive validation.
In actual fact, the official PDF of the ASD-STE100 document already includes a reliable search function.

Defining your needs and constraints

Needs and constraints can relate to the potential users of the tool and/or to the documentation production process.
These questions and topics can help you define your needs. 

Are they writers, editors, or translators?
The needs and constraints of each group may differ. For example, if your writers work in a language other than English, they will not need an authoring aid for STE. But your translators will perhaps want to parse their texts through a checker.

Are they language-sensitive?
Are they interested in word choice and writing style? Do they have some knowledge of grammar? 
Not all writers are language sensitive. Some focus only on the technical aspects of their subject, and some may feel uncomfortable if they have to be critical of their writing. In such cases, writers are likely to use a rule checker without discernment. If you really wish to use a rule checker in this context, consider having an editor run the checker instead of the writer.

Is English their native language?
If not, do they need help with English grammar and style in addition to ASD-STE100 rules and vocabulary?

Make sure that the tool you select offers support tailored to the writers’ native language. Even if it does, it is advisable to have final draft texts reviewed by a human editor. Grammar and style checkers can help with common errors, but they may not offer adequate guidance for less frequent or more complex issues.

Will they accept the constraints involved in using a checker - especially a rule checker?
These constraints include the time needed for checking, correcting, and reviewing. Language-sensitive writers are often willing to accept these constraints. Others may not want to spend time considering error messages or revising their text.  

Possible solutions:
- Split the editing: writers check the rules they are comfortable with, editors manage the rest.
- Assign all checking to the editor.

In both cases, writers must have final approval of the edited text, as they are responsible for its content. 

What type of assistance do they require?
If writers use a rule checker, will the editor need the same tool, or would a look-up tool be sufficient? 

Is the tool compatible with your documentation system or platform?
Is the response time satisfactory?
What features does the tool offer?
Can the checker process formatting information (for example, XML tags) to determine which text should be checked?
What kind of user support is provided with the tool?
Does the supplier provide training for the tool? 

Is the tool configured for ASD-STE100?
Some tools can be configured for ASD-STE100 but also for other controlled English variants. Make sure that the tool you are interested in is configured specifically for STE, and that any extra rules or words that the tool contains are not in contradiction with the standard. 

Which STE rules does the checker verify?
Not all STE rules can be checked automatically. For example, a checker cannot determine whether the first sentence in a paragraph is the topic sentence. But a checker should be able to check sentence length, overlong multi-word nouns, and passive voice. Some tools may also attempt to check for the correct meaning of certain STE approved words.

What is the degree of accuracy of the error messages?
There are several reasons for unsatisfactory messages:
- Poor linguistic analysis (tool limitation)
- Formatting issues in the source text (for example, carriage returns in the middle of sentences, unwanted spaces, text in parentheses in the middle of a sentence)
- Source text complexity (for example, tables, overly complex sentences).

What is the rate of “noise”?
Noise refers to unwanted messages, such as “missing article”  when an article is not appropriate.

Is the error message wording clear?
Messages should be understandable to the widest possible range of users.

Is the vocabulary database easy to update?
This applies to your technical nouns, technical verbs, and extra unapproved words. The ease of updating will determine how much linguistic knowledge the administrator will need.

Can the checker distinguish between procedural and descriptive text?
Some rules differ between these two text types.

Does the checker generate a report file?
Reports can be valuable for editors or system administrators. 

Will the tool fit into your current documentation workflow? At what stage will it be used?
For example:
- If writers do not want to use a checker, can editors use it instead?
- Can editors return checked files to writers?
- If editors cannot correct the source text directly, how will they provide feedback?

Is the tool compatible with your documentation system or platform?

Is the interface user-friendly?
Consider:
- Layout and use of color
- Visibility of source text alongside error messages
- Links between messages and text (highlighting sentences, allowing corrections without leaving the checker). 

Does the supplier provide updates when a new issue of the ASD-STE100 standard is released? Can you automatically recover your vocabulary database after an update?

What is the cost of updates?

Will the supplier consider your feedback for tool improvement?

Does the supplier offer reliable maintenance services? 

• Do not rely solely on error messages generated by a checker. Human judgment is essential to interpret these messages and to make amendments to the text that are not only correct according to ASD-STE100, but also clear and meaningful. A checker cannot tell you whether your text makes sense, nor can it guarantee correct English if the writer’s first language is not English.

• Make sure that all tool users are trained not only in how to use the checker but, more importantly, in how to write in full compliance with ASD-STE100. Without this knowledge, they will not be able to recognize when an error message is wrong or inapplicable.

• Organize the collection of technical nouns and technical verbs for your terminology database. Consider setting up a procedure for validating these terms before they are entered in the database, and assigning database maintenance to a single person for better control. 

Is the tool compatible with your documentation system or platform?
Is the response time satisfactory?
What features does the tool offer?
Can the checker process formatting information (for example, XML tags) to determine which text should be checked?
What kind of user support is provided with the tool?
Does the supplier provide training for the tool? 

© Copyright 2026 STEMG - All Rights Reserved