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Describe a Procedure ICAO English Assessors Can Follow

Learn to describe a procedure ICAO English assessors can follow. Put actions in order, explain the reason and compare your answer with three models.

BRIEFING

How to explain a procedure

To describe a procedure ICAO English assessors can follow, name the situation first. Then explain what happens before, during and after it. Use first, next and finally only when they make the order clearer, and add a short reason for an important action.

Keep a distinction between what the picture shows and what you assume. For operational detail, use the procedures that apply to your aircraft, unit and situation; these original scenarios practise English and are not a substitute for them. Describe your role and explain any necessary coordination.

  1. Look at the scene or read the situation.
  2. Record an ordered explanation with a reason.
  3. Listen to the models and check one point to improve.
PRACTICE

Work through the exercise

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SPEAKING · PROCEDURE

Go around in poor visibility

A flight crew looks towards a rain-obscured runway on approach.

The examiner asks

Describe the visible conditions at the runway. If the crew could no longer continue safely, how would they deal with a go-around?

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

The runway is difficult to see because of the rain. If we cannot continue safely, we go around. First, the crew starts the go-around using the aircraft procedure. We fly the aircraft and do a check that we are climbing. When we can, we tell the controller that we are going around. Then we follow the applicable instructions and decide with the controller what to do next.

Notes for Level 4

Structure
Short conditional and ordered actions; “do a check” is understandable but less natural than “check”.
Vocabulary
Uses runway, approach, climb and controller.
Fluency
First and then make the sequence easy to follow.
Pronunciation
Listen to how the model says “runway” and “go around”, then repeat them clearly in your own recording.

The picture shows heavy rain reducing the view of the runway. If the approach can no longer be continued safely, the crew initiates a go-around and flies the aircraft using the applicable procedure. They monitor the climb and configuration, and tell the controller they are going around when workload permits. Afterwards, they coordinate the next clearance and review the weather and available options before deciding whether another approach is appropriate.

Notes for Level 5

Structure
Links a condition, actions and a later decision.
Vocabulary
Uses configuration, clearance and available options precisely.
Interactions
The crew reports the change and coordinates the next clearance.

With the runway view deteriorating in the rain, I would abandon an approach that no longer met our criteria. The immediate priority is to fly the go-around in accordance with the aircraft and operator procedures, with the crew monitoring the climb and configuration. Once able, I would advise ATC and coordinate the subsequent clearance. Only after stabilising the situation would we reassess the weather, fuel and alternatives, so that the next decision is deliberate rather than rushed.

Notes for Level 6

Structure
Uses a conditional, emphasis and a clear time relationship.
Vocabulary
Distinguishes initiating, monitoring, coordinating and reassessing.
Fluency
A continuous account moves naturally from immediate action to review.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

A vehicle crossing the runway

A controller watches a service vehicle crossing an airport movement area.

The examiner asks

Describe what is crossing the runway. As the controller, explain how you would manage an aircraft waiting for it.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

I can see a vehicle crossing the runway. If an aircraft is waiting, I will tell the pilot to hold and explain that a vehicle is on the runway. I will watch the vehicle and coordinate with its driver using our local procedures. When I know the runway is clear, I will update the pilot. I will check the situation before giving any further instruction.

Notes for Level 4

Structure
A condition and a clear before-and-after sequence.
Vocabulary
Uses vehicle, runway, hold and update.
Interactions
The controller keeps the pilot informed.

A service vehicle is crossing the runway in the picture. I would keep the waiting aircraft at its holding point and inform the pilot of the reason. Meanwhile, I would coordinate the vehicle movement and check that it has reported clear in accordance with local procedures. Once the runway is confirmed clear, I would reassess the traffic situation and give the pilot the appropriate next instruction.

Notes for Level 5

Structure
Uses while and once to separate simultaneous and later actions.
Vocabulary
Uses holding point, coordinate and reported clear.
Interactions
Explains both the reason for the wait and the update.

The key feature is the vehicle still occupying the runway. I would protect the crossing by keeping the aircraft at its holding point, making the restriction clear to the pilot and coordinating with the driver under local procedures. A visual impression alone may not answer every question, so I would establish that the vehicle is clear before reassessing the runway and traffic. I could then issue an appropriate instruction and listen carefully to the readback.

Notes for Level 6

Structure
Uses contrast and a time clause to explain the control sequence.
Vocabulary
Distinguishes occupying, protecting and confirming clear.
Interactions
Includes the instruction and the controller’s hearback.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

Request a weather deviation

A flight crew sees a dark storm cloud ahead of the aircraft.

The examiner asks

Describe the visible weather ahead. Explain how a pilot would request and manage a deviation around it.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

There is a large dark cloud ahead. The crew wants to avoid the weather, so we decide what deviation we need. We tell the controller our request and wait for a reply. We listen to the clearance and read it back. During the deviation we watch the weather and tell the controller if the situation changes. When we are clear, we report our position and discuss the next route.

Notes for Level 4

Structure
Reason, sequence and a time clause are expressed simply.
Vocabulary
Uses deviation, clearance and route correctly.
Interactions
The request, readback and later report are present.

The crew can see a large storm cloud ahead. After assessing the weather and the route, they would tell ATC the direction and extent of the deviation they need. They would read back the clearance and remain aware of any limits in it. As they fly around the weather, they would monitor the situation, report when clear as requested and coordinate a route back towards their destination.

Notes for Level 5

Structure
Connects assessment, request, limitation and follow-up.
Vocabulary
Uses extent, limits and route with operational meaning.
Interactions
Makes the request and subsequent report explicit.

The dark cloud ahead suggests the planned track may need to change. I would assess the available weather information, agree a suitable request with the other pilot and tell ATC the direction and extent needed. The clearance matters: an approval up to a limit is not an instruction to use all of it. While deviating, we would keep monitoring the weather, advise ATC if our needs changed and coordinate the onward route once clear.

Notes for Level 6

Structure
Uses qualification and contrast to show how the clearance is applied.
Vocabulary
Distinguishes the planned track, requested extent and clearance limit.
Comprehension
Recognises the difference between an upper limit and a required distance.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

Report birds near the runway

A controller observes birds above a runway through binoculars.

The examiner asks

Describe the bird activity in the picture. As a controller, explain how you would report it and coordinate an inspection.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

There are birds above the runway, and the controller is looking at them. I would tell the pilots about the bird activity. I would also contact the people responsible for checking the runway, using the local procedure. While they make the check, I would coordinate aircraft movements and give pilots relevant updates. Before the next instruction, I would check what the inspection team has reported.

Notes for Level 4

Structure
Simple future forms link the report, check and update.
Vocabulary
Uses bird activity, runway and inspection team.
Interactions
Passes information to pilots and coordinates with the team.

The controller is observing birds over the runway. I would pass relevant bird information to affected aircraft and coordinate with the team responsible for airfield inspections. Depending on local procedures and the situation, movements may need to be managed while the area is checked. I would obtain the inspection report, update the pilots and reassess the runway situation before issuing further instructions.

Notes for Level 5

Structure
Uses a conditional qualification and a logical sequence.
Vocabulary
Uses affected aircraft, inspection and movements accurately.
Interactions
Links information from the inspection team to pilot updates.

The visible flock calls for a clear account of the hazard rather than an assumption that it has disappeared. I would advise affected traffic, coordinate the appropriate runway inspection and manage movements in line with the unit’s procedures. The next step depends on what the inspection team reports and what I can establish from the tower. I would relay relevant changes promptly and reassess the situation before allowing operations to continue.

Notes for Level 6

Structure
Uses qualification to avoid claiming an outcome before the inspection.
Vocabulary
Distinguishes a reported hazard from a confirmed runway condition.
Fluency
The explanation develops the observation into a measured sequence.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

After de-icing

A ground team treats the wing of a parked aircraft in falling snow.

The examiner asks

Describe the treatment and the weather in the picture. Explain how the crew can organise its communication and checks afterwards.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

The aircraft is on the ground and a truck is treating the wing in the snow. After treatment, the crew receives the relevant information from the ground team. We check the conditions and the applicable guidance for our aircraft. We tell the controller when we are ready and follow the taxi clearance. If there is a delay or the weather changes, we check the situation again before departure.

Notes for Level 4

Structure
Uses after and if to organise the explanation.
Vocabulary
Uses treatment, ground team, conditions and clearance.
Interactions
The crew receives information and reports readiness.

The picture shows de-icing in falling snow. Once the ground team has completed the treatment, the crew needs the relevant treatment details and must assess the conditions using the applicable guidance. They can then coordinate taxi with ATC. If the delay or weather changes the assessment, they should review the aircraft condition and applicable limits before continuing, rather than assume that the earlier treatment remains sufficient.

Notes for Level 5

Structure
Uses once and if to connect treatment to a later reassessment.
Vocabulary
Uses treatment details, assessment and limits appropriately.
Interactions
Identifies communication with both ground staff and ATC.

The aircraft is being treated while snow continues to fall, so the handover from the ground team is central. The crew would obtain the treatment information, assess the conditions against the guidance applicable to their aircraft and coordinate the next movement with ATC. That is not a one-time decision: a longer delay or a change in precipitation may call for a fresh assessment. The crew should resolve any uncertainty before continuing towards departure.

Notes for Level 6

Structure
Uses contrast and a conditional possibility without inventing limits.
Vocabulary
Uses handover, precipitation and fresh assessment in context.
Comprehension
Connects ongoing snowfall with the need to review conditions.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

Change frequency

The examiner asks

Explain how a pilot handles a frequency change from the controller’s instruction to the first call on the new frequency.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

First, I listen to the controller’s instruction and make sure I understand the new frequency. I read it back with my call sign. Then I change the radio and listen before transmitting. On the new frequency I call the station, give my call sign and report the relevant flight information. If I do not understand the frequency, I ask the controller to say it again.

Notes for Level 4

Structure
Uses ordered actions and a simple if clause.
Vocabulary
Uses frequency, call sign, readback and station.
Interactions
Includes a request to repeat an unclear frequency.

When ATC gives a frequency change, I would confirm the frequency and read it back with the call sign. After selecting it, I would listen briefly before making the initial call to the new station, including the relevant position and flight information. If the frequency or station name were unclear, I would ask for clarification before changing, rather than guess and lose contact.

Notes for Level 5

Structure
An if clause explains how to handle uncertainty.
Vocabulary
Uses selecting, initial call and relevant position accurately.
Interactions
The readback and clarification close the communication loop.

I would first make sure the assigned frequency and station are clear, then read the frequency back with the call sign. After selecting the new frequency, I would listen before transmitting and make a concise initial call with the information appropriate to that phase of flight. If there were any doubt about the assignment, I would resolve it with the original controller before switching; a confident but incorrect readback is not useful.

Notes for Level 6

Structure
Uses a conditional and a contrast to explain the precaution.
Vocabulary
Distinguishes frequency assignment, readback and initial call.
Interactions
Checks uncertainty before the handover.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

A runway change before departure

The examiner asks

Explain how a crew can deal with a runway change while preparing to depart.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

First, the crew listens to the new runway and route. We read back the clearance and check where we must go. Then we review the take-off information for the new runway and brief the change together. If we need more time, we tell the controller. We only continue when we have understood the taxi instructions and have completed the checks that apply to us.

Notes for Level 4

Structure
Uses first, then and a conditional to show order.
Vocabulary
Uses runway, route, clearance and brief.
Interactions
The crew reads back and tells ATC if more time is needed.

After a runway change, the crew should read back the amended taxi instruction and identify any restriction. They then review the relevant take-off data and brief the revised plan together. If they cannot complete those tasks while moving, they can advise ATC and request time or an appropriate place to stop. Before continuing, they should confirm the route and any further clearance.

Notes for Level 5

Structure
Uses an if clause to explain an operational limitation.
Vocabulary
Uses amended instruction, restriction and revised plan.
Interactions
Includes a clear request for time and a route check.

A runway change affects both the route on the ground and the crew’s departure preparation. I would make sure the amended clearance and any restriction were understood, then have the crew review the applicable take-off data and brief the changes. If continuing to taxi would compromise that work, I would tell ATC and coordinate a suitable pause. The important point is to resolve both the navigation and the preparation before proceeding.

Notes for Level 6

Structure
Contrasts simultaneous demands and explains a conditional pause.
Vocabulary
Separates taxi restrictions from take-off preparation.
Fluency
Moves from the overall problem to a coordinated response.
Which model answer was closest to yours?

SPEAKING · PROCEDURE

An instrument problem before taxi

The examiner asks

Explain how a crew would communicate and organise a response when an instrument appears faulty before taxi.

Your taskDescribe the situation, put the actions in order and explain why they matter.

Model answers

If an instrument does not look normal before taxi, I tell the other pilot what I can see. We check the indication and use our aircraft procedures. We contact maintenance if the problem needs their help. If we cannot leave as planned, we tell ground control that we are not ready. After the checks, we discuss the result and decide the next step using the applicable guidance.

Notes for Level 4

Structure
Simple condition, present actions and a later decision.
Vocabulary
Uses indication, maintenance, ready and guidance.
Interactions
Tells both the other pilot and ground control.

The crew would first describe the abnormal indication to each other and check it against the applicable aircraft procedures. They would involve maintenance as needed and avoid assuming that the fault is only a display problem. If departure preparation is delayed, they would advise ground control of their status. The decision to continue, wait or return would follow the relevant guidance and the results of the checks.

Notes for Level 5

Structure
Uses a conditional and alternatives without prescribing a technical fix.
Vocabulary
Uses abnormal indication, maintenance and departure preparation.
Interactions
A status update keeps ground control informed.

I would begin by establishing exactly what the instrument is showing and sharing that observation with the other pilot, without diagnosing the fault prematurely. We would consult the applicable procedures and involve maintenance where appropriate. If the investigation affected our readiness, I would tell ground control promptly. Only when the checks and relevant guidance supported a decision would we agree whether to continue, remain on stand or arrange further assistance.

Notes for Level 6

Structure
Uses a time relationship to separate observation from decision.
Vocabulary
Distinguishes an indication, diagnosis and procedural decision.
Comprehension
The response addresses both the technical uncertainty and communication.
Which model answer was closest to yours?

PRACTICE 09

Check the sequence

Choose the clearest way to organise each explanation.

Q1 Which sentence explains both an action and its reason?
Q2 You did not understand the amended taxi route. What comes first?
Q3 Which phrase clearly introduces a later action?
Q4 The picture shows a truck spraying a wing. What is a careful description?

Check your answers and compare your speaking with the model, then see your practice debrief.

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FAQ

Common questions

How do I describe a procedure ICAO English assessors can follow?

Name the situation, explain the actions in a useful order, and give a reason for an important step. Include who you would communicate with and what you would clarify.

How can I explain a go-around in English?

Describe why the approach cannot continue, say that the crew initiates the applicable go-around procedure, and explain how they inform ATC and coordinate the next clearance when able.

Which linking words help explain a procedure?

First, next, while, once, after and if can show order or conditions. Use them to make the sequence clear rather than adding a link to every sentence.

Are these actual test questions?

No. These are original independent practice tasks. Test formats vary by provider.

How should I use the model answers?

Record your own response first. Then listen to the different models and compare the order, relevant vocabulary and the way each answer addresses the task.