{"id":6392,"date":"2025-10-24T20:22:00","date_gmt":"2025-10-25T00:22:00","guid":{"rendered":"https:\/\/www.fcsuper.com\/swblog\/?p=6392"},"modified":"2025-10-23T11:41:06","modified_gmt":"2025-10-23T15:41:06","slug":"shall-vs-must-which-one-should-be-in-use","status":"publish","type":"post","link":"http:\/\/www.fcsuper.com\/swblog\/?p=6392","title":{"rendered":"Shall vs. Must: Which One Should Be in Use?"},"content":{"rendered":"<div class=\"seriesmeta\">This entry is part 3 of 3 in the series <a href=\"http:\/\/www.fcsuper.com\/swblog\/?series=establishing-cad-sops\" class=\"series-1619\" title=\"Establishing Engineering and CAD SOPs\">Establishing Engineering and CAD SOPs<\/a><\/div>\n<p>In the world of technical writing and engineering standards documentation, few debates are as persistent as the choice between <em>shall<\/em> and <em>must<\/em>. Some critics reject &#8220;shall&#8221; by calling it outdated and prone to misinterpretation. Meanwhile, others insist that <em>must<\/em> feels awkward and is an unnecessary departure from established norms. So which should you use?<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Case for <em>Shall<\/em><\/h3>\n\n\n\n<p>The word <em>shall<\/em> has multiple definitions, which can sometimes contribute to the confusion surrounding its use. In an archaic sense, <em>shall<\/em> referred to something that would inevitably happen in the future; similar to <em>will<\/em>. However, its modern use in technical writing is well-established as a term denoting a mandatory requirement. As such, this distinction is important because <em>shall<\/em> actually serves a precise function in structured documentation.<\/p>\n\n\n\n<p><em>Shall<\/em> has traditionally been used in standards, contracts and technical documents to indicate mandatory requirements. Organizations such as ASME, ISO, and IEEE  use <em>shall<\/em> to denote obligations. This distinguishes it from <em>should<\/em> (a recommendation) and <em>may<\/em> (an option).<\/p>\n\n\n\n<p>Proponents of <em>shall<\/em> argue that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It has an established precedent in both technical writing and law.<\/li>\n\n\n\n<li>It clearly separates requirements from recommendations when used correctly.<\/li>\n\n\n\n<li>It avoids the potential ambiguity of <em>must<\/em>, which in some contexts can imply an obligation imposed by an external authority rather than a requirement intrinsic to the document itself.<\/li>\n<\/ul>\n\n\n\n<p>However, misuse of <em>shall<\/em>, such as applying it inconsistently or overuse within nonrequirement statements, has led to confusion in some industries, thus fueling arguments against its use.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Case for <em>Must<\/em><\/h3>\n\n\n\n<p>In response to historical inconsistencies with <em>shall<\/em>, some organizations, including the Federal Aviation Administration (FAA) and the International Organization for Standardization (ISO), recommend <em>must<\/em> as a preferred term for mandatory statements.<\/p>\n\n\n\n<p>Supporters of <em>must<\/em> argue that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It is more common in everyday language, making it clearer to a general audience.<\/li>\n\n\n\n<li>Unlike <em>shall<\/em>, which still carries some historical and archaic connotations, <em>must<\/em> has a narrower and more consistent definition in modern usage. While <em>shall<\/em> retains some associations with its older meaning of inevitability, <em>must<\/em> is more straightforward in denoting obligation, making it less susceptible to varying interpretations across different contexts.<\/li>\n\n\n\n<li>It aligns with the push for plain language in technical writing.<\/li>\n<\/ul>\n\n\n\n<p>However, <em>must<\/em> can feel unnatural in certain contexts, especially when transitioning from a <em>shall<\/em>-based standard. For example, in structured requirement statements, <em>shall<\/em> often integrates more smoothly:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cThe system shall provide error logs for all failed login attempts.\u201d<\/p>\n<\/blockquote>\n\n\n\n<p>Replacing <em>shall<\/em> with <em>must<\/em> here can feel slightly forced:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cThe system must provide error logs for all failed login attempts.\u201d<\/p>\n<\/blockquote>\n\n\n\n<p>This isn\u2019t necessarily incorrect, but it illustrates how familiarity with <em>shall<\/em> makes it feel more native in some contexts.<\/p>\n\n\n\n<p>Additionally, <em>must<\/em> may not yet have enough support for a consistent interpretation. As mentioned above, there is also concern that <em>must <\/em>infers that a requirement has some sort of external enforcement outside of the document or organization. These issues mean that both <em>must <\/em>and <em>shall <\/em>have their own separate interpretation issues.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Key Takeaway: Consistency Is What Matters<\/h3>\n\n\n\n<p>Ultimately, the choice between <em>shall<\/em> and <em>must<\/em> is not about one being superior to the other. What matters most is consistency within a document and clarity for the reader. If you choose <em>shall<\/em>, ensure that it is used exclusively for mandatory requirements and is not mixed with <em>should<\/em> or <em>will<\/em> in ways that create ambiguity. If you prefer <em>must<\/em>, apply it consistently and avoid any unintended interpretations.<\/p>\n\n\n\n<p>Regardless of which term you adopt, define your preferred term. Include the term in a <em>Definitions <\/em>section at the beginning of your document or in your high-level Quality Policy that specifies how requirements are expressed (e.g, <em>\u201cShall denotes a mandatory requirement\u201d<\/em> or <em>\u201cMust is used for all required actions\u201d<\/em>). This eliminates confusion and ensures clarity.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Conclusion<\/h3>\n\n\n\n<p>Both <em>shall<\/em> and <em>must<\/em> are valid choices for expressing requirements in technical documents. <em>Shall<\/em> has a longstanding history of use in standards and contracts, though it still retains traces of its older meaning of future inevitability in some contexts. <em>Must<\/em>, on the other hand, offers a plain-language approach with a narrower and more consistent definition, though it can also have its own interpretation issues. While some industries are shifting toward <em>must<\/em> for simplicity, <em>shall<\/em> remains entrenched in many longstanding standards. The most important factor is not which word you choose, but how consistently and clearly you use it. Pick one, define it explicitly in your documentation, and stick with it.<\/p>\n\n\n\n<p><em>Disclaimer: This article is for informational purposes only and is not intended to provide legal advice. Nothing in this article represents actual legal advice.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In technical standards, is SHALL outdated, or does MUST feel awkward? We explore the arguments from both. The key takeaway? Consistency is not negotiable.<\/p>\n","protected":false},"author":2,"featured_media":6436,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[69,419,284],"tags":[1630,1616,1631,86],"series":[1619],"class_list":["post-6392","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-asme-standards","category-cad-mngmt","category-editorial","tag-grammar","tag-iso-9001","tag-opinion","tag-standards","series-establishing-cad-sops"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Shall vs. Must: Which One Should Be in Use? 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