Organization for Security and Co-operation in Europe

OSCE STYLE MANUAL

SEC.DOC/2/00/Rev.1April 2000

Updated: November 2008

ENGLISH only

DCSEW149

TABLE OF CONTENTS

Page

FOREWORD................................................................................................................................................. iii

I. OSCE CORPORATE IDENTITY......................................................................................................1

(A) Visual identity standard — OSCE logo.................................................................................3

(B) Correspondence and official documents................................................................................4

(C) Publications.......................................................................................................................... 5

(D) Websites............................................................................................................................... 5

(E) Video display/presentations..................................................................................................7

(F) Press conferences................................................................................................................. 7

(G) OSCE flag............................................................................................................................ 7

(H) Souvenirs/promotional items/memorabilia............................................................................7

(I) Vehicle identification...........................................................................................................8

II. EDITORIAL STYLE FOR OSCE PUBLICATIONS AND DOCUMENTS IN ENGLISH..................9

(A) Introduction........................................................................................................................ 11

(B) General remarks on style....................................................................................................11

(C) Spelling.............................................................................................................................. 11

(D) Hyphens............................................................................................................................. 12

(E) Plural forms........................................................................................................................ 12

(F) Alphabetical order.............................................................................................................. 13

(G) Initial capital letters............................................................................................................ 13

(H) Transliteration of Russian names........................................................................................14

(I) Numerical data................................................................................................................... 14

(J) Italics, boldface, underlining and foreign words..................................................................16

(K) Quotations.......................................................................................................................... 16

(L) Abbreviations and symbols.................................................................................................17

(M) Geographical names and adjectives of nationality...............................................................17

(N) Headings and subheadings..................................................................................................18

(O) Subparagraphs.................................................................................................................... 18

(P) Footnotes and endnotes.......................................................................................................19

(Q) Bibliographical references..................................................................................................19

(R) Usages to be avoided..........................................................................................................19

(S) Gender usage...................................................................................................................... 19

III. GUIDELINES FOR CORRESPONDENCE......................................................................................31

(A) Introduction........................................................................................................................ 32

(B) Types of communications...................................................................................................32

(C) Language of communications.............................................................................................32

(D) Responsibility for communications.....................................................................................32

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(E) Clearance of outgoing correspondence................................................................................32

(F) Signing correspondence......................................................................................................33

(G) Communications for signature by the Secretary General.....................................................33

(H) General guidelines: correspondence format specifications...................................................33

(I) Specific guidelines: formal letters.......................................................................................35

(J) Specific guidelines: informal letters....................................................................................38

(K) Specific guidelines: notes verbales......................................................................................40

(L) Specific guidelines: interoffice memoranda........................................................................44

(M) Specific guidelines: faxes...................................................................................................48

(N) Suggested guidelines for the use of e-mail..........................................................................52

(O) Specific guidelines: internal notes/note for the file..............................................................52

(P) Specific guidelines: communications for distribution to heads ofdelegations......................................................................................................................... 54

IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTED AND/OR TRANSLATED.............................59

(A) Page set-up......................................................................................................................... 61

(B) Format................................................................................................................................ 61

(C) Logos................................................................................................................................. 61

(D) Tables, Excel spreadsheets..................................................................................................61

(E) Page numbering.................................................................................................................. 62

(F) File formats........................................................................................................................ 62

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FOREWORD

The OSCE Style Manual was originally conceived in 2000 by the Internal Working Group on Documentation, with the aim of creating a corporate style for OSCE documents.

The updated 2008 version reflects the changes that have taken place since its first edition, including new terminology, abbreviations, procedures and organizational structures. The importance of using appropriate and gender-sensitive language is also emphasized.

The Manual is intended to serve as a reference tool for editors and all other staff drafting OSCE texts for correspondence or publication purposes. It addresses, among others, the following matters:

— Definition of “corporate identity” standards;

— Formal language and points of style that are of importance in OSCE documents and correspondence;

— Standardized word-processing templates for the OSCE Secretariat, institutions and field operations.

The Manual only gives guidance for correspondence and documents prepared in English. The Language Services in the Department of Management and Finance (DMF)/Conference Services should be consulted for texts prepared in French, German, Italian, Russian and Spanish.

The Manual is intended to take into account the dynamic nature of the Organization and its work. Your comments will therefore be helpful in keeping the Manual up to date and enabling it to meet the changing needs of OSCE users. Suggestions for amendments and additions should be submitted in writing via the Planning and Co-ordination Officer in the DMF.

Marc Perrin de Brichambaut

OSCE Secretary General

I. OSCE CORPORATE IDENTITY

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I. OSCE CORPORATE IDENTITY

The work of the OSCE is carried out by various executive structures (Secretariat, institutions and field operations) in many countries. It is important that a common identity be reflected in the work of all OSCE bodies. This can be achieved by following standard guidelines for:

— Visual identity standards (logo use, configurations, colours, sizes)

— Format for internal/external documentation

— Publications

— Websites

— Video display/presentations on the OSCE

— Press conferences

— OSCE flag

— Souvenirs, promotional items, memorabilia

— Vehicle identification

The aim of these guidelines is to ensure that persons and organizations co-operating or having contacts with the various structures and bodies of the OSCE receive similar products, in terms of both content and appearance. The guidelines are also intended to establish a strong and consistent visual image for the OSCE, both within and outside the Organization. The OSCE identification symbol is the OSCE logo. Additional information about visual identity guidelines and graphic standards applicable to visual identity items and print publications issued by OSCE executive structures on their own behalf is provided in the Visual Identity Manual. It was developed by the Press and Public Information Section (PPIS) of the OSCE Secretariat in 2008 and complements the Style Manual.

(A) Visual identity standard — OSCE logo

The original design for the OSCE logo (see also Chapter IV of this manual) was adopted in December 1992 at the 18th Meeting of the Committee of Senior Officials in Stockholm (ref. CSCE/18-CSO/Journal No. 3, Annex 3). The design incorporates the abbreviation for the Organization (formerly CSCE and now OSCE), with each letter appearing as white within four blue or black blocks (see colour specifications below). The letters are set in Palatino Bold (Adobe Postscript font). The size, style and space relationships of the letters and blocks are critical (see image below). The elements have specific relationships to each other and should not be altered or modified in any way. Reproduction quality copies and electronic files of the OSCE logo are available from the PPIS.

Variations

Variations to accommodate language translation are acceptable. The logo may be used as a graphic image alone, or in conjunction with the name of the Organization. The latter combination is referred to as “logotype”. In most cases, specifically in correspondence and word-processing documents, the written name of the Organization should be in Times New Roman, with both the logo and words appearing at the centre and top of the page. The variations also have reverse or drop-out equivalents which have been modified to better suit reverse printing (see below). The reverse equivalents have outlined letter boxes. Regarding the usage of the logo and logotype for visual identity items and print publications issued by OSCE executive structures on their own behalf, please refer to the Visual Identity Manual.

Additions

The creation of additional logos by individual executive structures is not encouraged. In all cases the OSCE logo must remain a predominant feature and should appear as specified in this document or in the Visual Identity Manual. In this way, institutions and field operations will continue to be identified as part of the overall OSCE corporate structure. Proposed additions must be reviewed and approved by the PPIS.

Colour specifications

The OSCE logo may be reproduced in either positive (black or colour: blue [PMS1 294; or CMYK2 100 per cent Cyan, 56 per cent Magenta, 15 per cent Black]) or reverse (white logo on a dark background), considerations being influenced by the background on which the logo is used.

Positive configuration

When the logo is printed positive, the ideal background colour is white or near white. Colourful and/or dark background colours should be avoided when using the word mark in the positive configuration. The colour specifications apply to all versions of the word mark.

Reverse configuration

When printing on coloured or dark backgrounds, use the reverse configuration. This configuration is intended only for situations where multiple colour printing is unwarranted or in situations where a strong background colour is used that would conflict with the positive configurations.

(B) Correspondence and official documents

Internal and external correspondence and official documents produced by the OSCE Secretariat, institutions and field operations are primary tools for projecting the OSCE image. Care should be taken to ensure that documents prepared by executive structures use consistent formats, writing styles, vocabulary and spellings. For details, refer to Chapter II, Editorial Style for OSCE Publications and Documents in English, and Chapter III, Guidelines for Correspondence.

The guidelines set out in Chapter II and Chapter IV of this manual should also be applied, to the extent possible, when providing text-processing assistance to the OSCE decision-making bodies and their chairpersons/chairmanships (notably when drafting, compiling, typing, editing, formatting, translating, distributing within the OSCE, or publishing) in connection with the following types of document: OSCE documents/decisions (texts adopted by OSCE decision-making bodies), draft OSCE documents/decisions issued by chairpersons of decision-making bodies, journals (official OSCE records of meetings), texts translated by the OSCE Language Services, and publications of OSCE documents, such as the annual “OSCE Decisions” Reference Manual or the final document of each OSCE Ministerial Council meeting or Summit.

Factual and historical descriptions of the OSCE should be based on OSCE documents and standard publications produced by the OSCE Secretariat (e.g., OSCE Handbook, fact-sheets, major documents and reports, etc.).

1 Pantone matching system.

2 Process colours (CMYK): cyan, magenta, yellow, black.

(C) Publications by executive structures

Publications prepared by OSCE institutions and field operations should be similar in appearance to those produced by the OSCE Secretariat. Below are general guidelines for books and print publications issued by OSCE executive structures on their own behalf. More specific visual identity guidelines and graphic standards are provided in the Visual Identity Manual.

1. The OSCE logo and logotype: The logo or logotype must be a predominant graphic element on the front and back covers, identifying the document as a publication of the Organization. Guidelines for use of the OSCE logo/logotype must be followed. The OSCE logo/logotype must appear at the bottom left of the front and back covers, on a white background extending across the entire width of the page. The OSCE Mission Statement and the address of the executive structure should always be printed on the back cover (variations on the place to print the mission statement may be discussed).

2. Text: Helvetica New should be used for titles, headlines, subheadings, introductions and captions. For the body text of these materials, Helvetica should be used, or if a serif font is desired, Warnock. In publications with a two- or three-column layout, the text should be left-justified.

3. Photographs: It is recommended that only high-quality images and photographs be used. In general, preference should be given to photographs featuring one person, two-person interaction or a field activity rather than to large group photos taken at meetings or seminars.

4. Design and printing: Care should be taken to ensure that publication designs are professional, consistent, and similar to those produced by the OSCE Secretariat. Contact the PPIS for specific design guidelines. Both quality and cost should be taken into account when selecting printers.

5. Background information: Factual and historical descriptions of the OSCE should be based on OSCE documents and standard publications produced by the OSCE Secretariat (e.g., OSCE Handbook, fact-sheets, major documents and reports, etc.).

As a general rule, OSCE institutions and field operations preparing publications should consult with the PPIS, which can offer advice on corporate identity issues.

(D) Websites

The World Wide Web has become a primary tool for near-instantaneous global communication and information dissemination, and is used by hundreds of millions of people worldwide. Field operations and institutions are encouraged to make as much use of the Web as possible in promoting their activities.

This section outlines the OSCE’s core public website policies as defined by the PPIS in the OSCE Secretariat.

OSCE public website: The domain http://www.osce.org is the main home page of the OSCE public website. The site is managed by the Public Website Unit (informally referred to as the “webteam”) within the PPIS (webteam@osce.org).

Field operation and institution websites: Each field operation, institution or other unit should have its own website under http://www.osce.org with a URL in the following form: http://www.osce.org/kosovo. The field operations institutions and units are responsible for ensuring that the content of their sites is up-to-date and accurate. A web focal point must be designated within each field operation or institution in order to ensure that its site is properly maintained.

Main home page: The OSCE’s main home page is managed by the PPIS Public Website Unit or “webteam” and should present an unbiased reflection of the Organization’s current priorities and events. It should be concise and stylistically and factually correct, and should enable all kinds of visitors to familiarize themselves with the OSCE at a glance.

Posting and clearance: All information should be posted to the website using the web content management system developed by the PPIS webteam. All new content posted to the site (except press releases

and media advisories) must be cleared by the PPIS webteam before it is made live. Press releases and media advisories must be cleared by the PPIS press team (press@osce.org).

Editorial assistance: For those field operations and institutions with limited resources, the PPIS webteam can offer editorial assistance with the creation and maintenance of their websites. All such requests should be sent to webteam@osce.org, based on the agreed form and conditions of assistance.

Other domains: Field operations or institutions wishing to set up project-related websites or online databases under a different domain (i.e., not under http://www.osce.org) must contact the PPIS webteam during the planning stage, prior to registration of the name. The PPIS webteam will advise on the URL and may propose an alternative. Once a domain name is agreed on, registration should be done by Information and Communication Technology Services (ICT).

OSCE visual identity and style: All websites maintained by the OSCE, whether part of http://www.osce.org or not, must conform to the OSCE visual identity and style guidelines as described elsewhere in the Style Manual. All such sites should have a prominent link to http://www.osce.org on the home page and display the OSCE logo. An online web style guide is being prepared by the PPIS, to be made available at http://www.osce.org/styleguide. This web style guide will define the image of the OSCE that should be consistently conveyed by the website.

Other websites: Websites being set up within projects funded by the OSCE but entirely maintained by external partners should be discussed with the PPIS webteam to define the use of the OSCE logo. Only content that is generated or endorsed by the OSCE should appear in association with the OSCE visual identity and logo.

Coding standards: All OSCE websites should use valid and semantically correct markup conforming to HTML 4.01 (http://www.w3.org/TR/html401) or XHTML 1.0 (http://www.w3.org/TR/xhtml1) standards as defined by the World Wide Web Consortium (http://www.w3.org). Cascading Style Sheets (CSS) should be used for layout. Pages should not use HTML <table> tags for layout purposes. All websites should use the Unicode (UTF-8) encoding standards defined by the Unicode Consortium (http://www.unicode.org).

Interoperability: All OSCE websites must be cross-browser and cross-platform, i.e., they should not require any specific browser or operating system (or combination thereof) to be viewable.

Accessibility and usability: All OSCE websites should conform to high standards of usability and accessibility. A set of guidelines prepared by the Web Accessibility Initiative (WAI) aimed at ensuring that websites are accessible to people with disabilities can be found at http://www.w3.org/WAI.

Bandwidth considerations: The content of OSCE websites should be easily available to all, and should therefore not require high bandwidth connections. Where sites do make use of technologies requiring high bandwidth connections, low bandwidth alternatives should be offered (e.g., audio files of speeches should be accompanied by a transcript of the speech).

Photos: All good-quality digital OSCE photographs should be uploaded to the internal photo database (http://photo.osce.org) to be properly stored and to allow for easy sharing across the Organization. Some of these photos will be formatted and uploaded to the public photo database on the OSCE website (http://www.osce.org/photos).

Multimedia and multilingual content: Field operations and institutions wishing to post multimedia or multilingual content to the web should contact the PPIS webteam, which will advise on a solution.

Copyright: Materials from sources other than the OSCE may only be published on any OSCE-owned websites with the explicit permission of the owner. The OSCE may allow other publications or websites to use its public materials free of charge, provided the way the materials will be used is agreed and the OSCE is clearly acknowledged as the source.

(E) Video display/presentations

Transparencies, films, videos and computer-generated graphics used in OSCE presentations should be visually attractive and of high quality, and conform to the OSCE visual identity standards. The logo should be easily readable when displayed on screens or monitors.

As part of the design guidelines, the PPIS will produce a PowerPoint template for OSCE presentations.

(F) Press conferences

When conducting press conferences, OSCE institutions and field operations are encouraged to position the OSCE logo so that it is visible in pictures and television transmissions from the conferences. General information on the OSCE may also be made available for background information. Contact the PPIS (OSCE Secretariat) for more details.

(G) OSCE flag

These guidelines for use of the flag are based on Administrative Instruction No. 8/95 of 10 May 1995. The OSCE flag incorporates the OSCE logo (colour version) on a white background. No deviation is permitted.

The flag is a useful tool for increasing the visibility of the OSCE, particularly in the field. Institutions and field operations are encouraged to use it. Care should be taken to see that the size and colour correspond to the standards listed above and that the flag is made of high-quality materials.

There are two types of flag: logo in Roman characters only, and logo in Roman characters on one side with Cyrillic characters on the other side.

Use of the OSCE flag

The following are further general guidelines for use of the flag:

— The right of OSCE field operations to display the flag must be exercised with due regard to the laws, regulations and usages of host States;

— The use of the OSCE flag by a field operation is restricted to the operational area of the field operation;

— In principle, the OSCE flag should be displayed on an official (OSCE) vehicle only when the vehicle is being used by a head of field operation or by the following official visitors to a field operation: Chairman-in-Office; Secretary General; Director of the ODIHR; High Commissioner on National Minorities; Representative on Freedom of the Media; Director of the Conflict Prevention Centre;

— The head of field operation has the discretion to authorize the display of flags on vehicles in the following circumstances: to facilitate the crossing of military zones or when it is justified for reasons of security. (At all other times, vehicle flags should be furled or removed completely.);

— The OSCE flag may be flown at half-mast or half-staff, if the Secretary General has issued a directive to this effect.

Other flags

No flags or emblems other than those of the OSCE should be displayed on OSCE property.

(H) Souvenirs/promotional items/memorabilia

Institutions and field operations are encouraged to think of (and possibly arrange for) the production of mementos, souvenirs, promotional items and the like that will help to promote the OSCE and its activities. Any items displaying the OSCE logo should be of good quality. Use of the OSCE word mark should conform

to the OSCE identity standards. Promotional items may include pens, pins, ties, cups, T-shirts, etc. The PPIS in the OSCE Secretariat can provide guidance if requested.

(I) Vehicle identification

The OSCE logo may be used to identify OSCE vehicles operating in the field. The logo must be displayed in Roman characters, but there is no objection to Cyrillic characters being used on the same vehicle. The exact positioning of logo stickers on vehicles will be dependent upon the type of vehicle on which they are to be displayed.

Doors: Logo stickers should be positioned on the front door on both sides of the vehicle, at a point midway between the bottom of the door and the window. Where both Roman and Cyrillic characters are used, only the Roman version should appear on the door on the driver’s side.

Roof: Logo stickers used on the roof of a vehicle should be positioned so that they are readable when approaching the vehicle from the rear. A sticker positioned on the roof of a vehicle must be in Roman characters only.

Bonnet (hood): Logo stickers placed on a vehicle bonnet (hood) should be positioned so that they are readable when approaching the vehicle from the front.

Rear: A logo sticker in Roman characters may be placed on the rear of a vehicle.

II. EDITORIAL STYLE FOR OSCE PUBLICATIONSAND DOCUMENTS IN ENGLISH

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II. EDITORIAL STYLE FOR OSCE PUBLICATIONSAND DOCUMENTS IN ENGLISH

(A) Introduction

The main purpose of this chapter of the Manual is to assist those responsible for drafting OSCE documents and publications in English by indicating the established style conventions.

Guidelines for correspondence will be found in Chapter III, but in general the principles set out here should also be followed in the drafting of correspondence.

(B) General remarks on style

OSCE publications and documents should be written in clear, simple language, avoiding ambiguities. The following reference works on English usage may be mentioned:

— The Oxford Style Manual;

— Practical English Usage, by Michael Swan;

— A Dictionary of Modern English Usage, by H. W. Fowler;

— The Complete Plain Words, by Sir Ernest Gowers;

— Collins Gem Dictionary of English Usage;

— The Little Oxford Guide to English Usage;

— Roget’s International Thesaurus;

— The Concise Oxford Dictionary (most recent edition); and

— The Shorter Oxford English Dictionary.

The remaining sections of this chapter are intended to give guidance as to the usage to be followed in doubtful cases. In general, it may be said that OSCE usage is closely in line with the practices of other intergovernmental organizations, particularly the United Nations. However, there are cases in which OSCE practice differs from United Nations practice.

(C) Spelling

The prescribed spelling for a selected number of words on which the drafter may need guidance will be found in the list in annex 1 to this chapter, which also covers hyphenation, the use of italics and, in a few cases, the use of initial capitals. For other words, the spelling given in the most recent edition of the Concise Oxford English Dictionary or in the Oxford Style Manual should be followed. Other spellings may be used only if they appear in direct quotations from printed material or in official titles. Where the Concise Oxford gives alternatives, the first version should be used.

Particular mention may be made of the fact that verbs which can end in either -ize or -ise in British usage are to be spelled with z. Note that words like advertise and analyse do not come into this category.

The word “organization” in the titles of other international and regional organizations should be spelled according to the official spelling used by those organizations (e.g., International Labour Organization, but Organisation for Economic Co-operation and Development).

For the spelling of names of States, other geographical names and adjectives of nationality, see section (M).

For the spelling of Russian names, see section (H).

(D) Hyphens

General

Hyphens should not be overused. There is usually no need for a hyphen in an adjectival phrase consisting of an adverb and an adjective (e.g., “highly qualified”) or in a noun phrase used adjectivally (e.g., “implementation assessment” in “implementation assessment meeting”). When hyphens are used, they should be non-breaking (Ctrl+Shift+hypen).

Established compounds

Where a compound is given in the most recent edition of the Concise Oxford Dictionary or in the Oxford Style Manual, that usage should normally be followed as far as hyphenation is concerned. It should be noted that “well-known” is written with a hyphen when used attributively, i.e., when it directly describes a noun (“well-known reasons”), but as two words when used predicatively, i.e., when it is governed by a verb (“the reasons are well known”). An “attributive” adjective usually comes before the noun it describes; a “predicative” adjective comes after a verb (usually the verb “to be”).

Care should be taken with words such as “re-count” and “re-form”, where the hyphen changes the meaning (recount, to relate, narrate; re-count, count again; reform, make better, improve; re-form, form again, etc.).

An example of a kind of compound that should be hyphenated is “democracy-building”. In set expressions such as “confidence- and security-building measures”, a “pendent” hyphen is used after the first word.

Special OSCE practices

The Secretary General of the OSCE has no hyphen in his title (cf. “Secretary-General of the United Nations”, where the title is hyphenated). The expression “Chairman-in-Office” is written with hyphens (but is abbreviated to CiO without hyphens). The word “peacekeeping” is written as one word without a hyphen.

In the expression “declared-site inspection quotas”, “declared-site” is hyphenated.

The words “co-operate”, “co-operation”, “co-ordinate” and “co-ordination” are written with hyphens.

Compounds formed with common prefixes

It may be noted that most but not all compounds formed with the prefixes “inter-” and “sub-” are written as single words without hyphens. When the second element begins with a capital, a hyphen is necessary (e.g., “inter-American”). It should be noted, however, that “transatlantic” is so written.

Commonly used words and expressions

A number of frequently occurring compounds and phrases on which guidance may be needed are included in the list in annex 1.

(E) Plural forms

The most recent edition of the Concise Oxford Dictionary should be used as a guide for the formation of the plural of nouns. Where two alternative forms are given, the first is to be used. It should be noted that, when no plural form is given after the word in the Concise Oxford, it is understood that the plural is formed regularly (e.g., “agendas”).

The plural of “forum” is “forums”. The word “index” has the plural “indexes” in the sense of “lists at the end of a book”, but “indices” when used in the mathematical or statistical sense. The plural of “formula” is “formulae” in a mathematical or scientific context, and “formulas” when the word is used in a general sense.

Abbreviations such as “CSBM” and “NGO” are written “CSBMs” and “NGOs” in the plural, without an apostrophe.

The plural of the phrase “Head of State” is “Heads of State”. However, one speaks of “heads of delegations” with “delegations” in the plural — similarly with “heads of field operations” and “heads of institutions”, etc. The phrase “Heads of State or Government” should be noted.

(F) Alphabetical order

Names of countries are traditionally listed in French alphabetical order in some contexts — for example, in listing countries on whose behalf a statement is made or a document issued, or in a seating arrangement (see also annex 2 of Chapter II). Except where such an established tradition exists, English alphabetical order is to be used in English documents (in other language versions, the alphabetical order of the language concerned is used).

(G) Initial capital letters

Apart from their use to mark beginnings (of sentences, table entries, etc.)*, initial capitals are used for proper nouns (names), titles and certain adjectives derived from names, such as adjectives of nationality (the Concise Oxford Dictionary may be used as a guide). Examples are:

the Czech Republicthe Permanent Councilthe Tajik authoritiesinter-Tajik talks

Words should be capitalized when used as short forms for official titles, such as “Treaty” for “Treaty on Conventional Armed Forces in Europe”, “Council” for “Permanent Council” and “Organization” for “Organization for Security and Co-operation in Europe”.

A few words and phrases that are capitalized in OSCE usage will be found in the list in annex 1. It may be noted that “States Parties”, “participating States” and “Partners for Co-operation” are so written.

The word “Government” is capitalized when it refers to a specific national Government. The word “State” is capitalized when it refers to an independent State, irrespective of whether a particular State is referred to. The word “Chairperson” is capitalized when it refers to the Chairperson of a specific body or meeting. The word “Chapter” is capitalized when a particular chapter of a publication or document is referred to by its number (“Chapter 2”).

The words “Institution”, “Mission” and “Field Operation” are capitalized when referring to a specific institution or field operation. References to “Heads of Institutions and Field Operations” or “Heads of Delegations” are usually capitalized in correspondence addressed to these, but not in generic references.

The use of initial capitals with hyphenated compounds sometimes gives rise to difficulties. The following examples of OSCE usage may be helpful in this regard:

Co-ChairpersonsTreaty-limited equipmentAnti-Ballistic Missile TreatyHigh-Level Planning GroupNorm- and Standard-Setting MeasuresChairman-in-OfficeCo-operation (as in “Organization for Security and Co-operation in Europe”)Co-ordinator (as in “Co-ordinator of OSCE Economic and Environmental Activities”)

* See, for example, section (O).

(H) Transliteration of Russian names

Russian names should normally be transliterated following English practice, i.e., using “ch” rather than “tch” or “tsch”, and “sh” rather than “ch” or “sch” to represent the “sh” sound in “shop”. The suffix “-sky” is so written.

If a delegate lets it be known that he/she prefers that his/her name should be transliterated in a different way, his/her desire should naturally be complied with.

In names like “Yeltsin” and “Dostoyevsky”, “ye” should be used rather than “e”.

In names such as “Yu. M. Sergeyev”, “Yu” is used as an initial because it represents one letter in Russian.

The final “a” should not be omitted from the feminine form of a surname, except in contexts like “Mr. and Mrs. Sobolev”.

In translations from Russian, care should be taken in transliterating names of persons from countries other than the Russian Federation, where the above rules may not apply.

For the spelling of geographical names, see section (M).

(I) Numerical data

The word “number” is singular when preceded by “the” but plural when preceded by “a” or “an”:

The number of casualties was low.A number of people were injured.

To express numbers up to and including ten, words rather than figures should normally be used, for example:

a period of six monthsa five-year period

Numbers up to and including ten are written in figures in the following cases:

(a) In dates, expressions of time and addresses, and in referring to page numbers, agenda item numbers, etc., for example:

paragraph 37 April

(b) In weights and measures:

8 kg

(c) When a lower number is used in conjunction with a higher number:

for between 6 and 12 days

(d) When the number is used with a symbol:

£5

(e) In tables.

Numbers above ten are normally to be written in figures:

within 24 days

5,000 refugees

All numbers should be written out at the beginning of a sentence:

Twenty-three countries have responded.

Numbers above ten may be written in words if they are round numbers being used to indicate an approximate quantity:

Some fifty years have elapsed …

Ordinal numbers should be spelled out up to “tenth” and written in figures thereafter, except in referring to centuries:

the sixth visitthe 14th meetingthe twentieth century

The suffix in ordinals written in figures should be in lower case and not superscript.

Except in tables, “3 million” is so written rather than as “3,000,000”. Figures such as “5,000” and “2,250,000” are so written, not with spaces or full stops. The comma does not denote a decimal point in English.

The word “billion” is now commonly understood to mean a thousand million. In a work that is to be published, it may be advisable to include an introductory note to explain the sense in which “billion” is used.

An en dash (Ctrl+minus) can be used to denote “from” one number “to” another and should be typed immediately adjoining the figures concerned, without an intermediate space:

1980–1983paragraphs 53–59

The two systems, that using a dash and that using words, should not be mixed:

from 10 to 20 April not from 10–20 Aprilbetween 15 and 20 times not between 15–20 times

In referring to a decade, the form “1980s” should be used, not “1980’s” or “eighties”.

The expression “per cent” should be spelled out in text (but may be abbreviated as “%” in tables if space is limited).

Expressions of time should normally be rendered using the 12-hour clock:

8 a.m.3.30 p.m.noonmidnight

A decimal point and not a colon should be used to separate hours from minutes.

Dates are written in day-month-year style with non-breaking spaces (Ctrl+Shift+space bar).

(J) Italics, boldface, underlining and foreign words

Key words or phrases to which particular attention is to be drawn may, with discretion, be rendered in boldface.

Foreign words should be italicized unless they have been assimilated into English. The list in annex 1 may be referred to for guidance in this regard in the case of certain common words and phrases. In other cases, the most recent edition of the Concise Oxford Dictionary or the Oxford Style Manual should be referred to.

Titles of published books and journals should be italicized.

For the use of underlining, boldface and italics in headings, see section (N).

(K) Quotations

Subject to editorial discretion in cases where typographical or other clearly unintentional errors appear in the original, all quotations should correspond exactly to the original, not only in wording but also in spelling, punctuation, use of capital letters, etc. No attempt should be made to correct substantive errors in quoted matter, but parts may be omitted, in which case the omission must be indicated by the insertion of an ellipsis (three dots). If necessary, explanatory words may be inserted in square brackets, but this device should be used sparingly. Another way of avoiding using a speaker’s or writer’s exact words is to use reported speech instead of quoting.

Double quotation marks should normally be used, except for quotations within quotations, for which single quotation marks are used.

When the quotation consists of several consecutive paragraphs, an opening quotation mark should be placed at the beginning of each paragraph, but a closing one only at the end of the last paragraph.

Punctuation

Punctuation immediately following a quotation and not forming part of it is placed outside the quotation marks:

A paper containing “Possible elements for the Copenhagen Ministerial Council Meeting”, including two annexes, was presented.

The final punctuation in a quotation should normally be set before the final quotation marks. The following examples illustrate the practice to be followed in certain specific cases:

The following addition was requested: “The delegation of the Republic of Macedonia would like to state that the constitutional name of this country is ‘the Republic of Macedonia’.”

The Vienna Document 1999 contains the following provision: “The visit to the air base will last for a minimum of 24 hours” (paragraph (26)).

If the original text quoted finishes with other than terminal punctuation (e.g., a comma or semicolon), this punctuation can normally be omitted. If the sentence containing the quotation ends at this point, the full stop will then follow the closing quotation marks.

Initial capital letters

In a quotation beginning with the first word of a sentence (or, for example, of a heading), this word should be written with an initial capital letter. Otherwise, the first quoted word should be written with a lower-case initial letter (unless the quoted matter is placed at the beginning of a sentence).

(L) Abbreviations and symbols

Abbreviations are used to save space and to avoid distracting the reader with the repeated spelling out of long words and phrases. They should not be overused to the point of possibly confusing the reader.

Except for certain standard abbreviations such as “a.m.” for “ante meridiem” (which will normally be found in the Concise Oxford Dictionary), abbreviations should usually be explained the first time they appear

in a text. The organization or term concerned should be written out in full and followed by the abbreviation in brackets.

The forms “Mr.” and “Ms.” are written with full stops in OSCE practice. These forms are written with names using non-breaking spaces.

The definite article should not be omitted in references to “the OSCE” or to “the ODIHR” (except, of course, in adjectival use, e.g., “nine OSCE holidays”). This also applies to “the HCNM”, etc. However, it should be borne in mind that the definite article is not used with the abbreviation for certain organizations (such as “GUAM”); this applies particularly in cases where the abbreviation is pronounced as though it were a word (e.g., “NATO”).

It should be noted that the choice of the form of indefinite article before an abbreviation is decided by the pronunciation of the abbreviation, e.g., “a CSCE mission” but “an ODIHR project” or “an HRO”.

A list of abbreviations commonly used in the OSCE is given in annex 3 to this chapter.

In using reference numbers (identification/registration symbols assigned at distribution) of OSCE documents and other documents circulated through OSCE Conference Services, their standard format should be followed, e.g.:

MC.DEC/4/07 not MC.DEC/04/07 or MC.DEC/4/2007MC(10).DEC/8 not MC.DEC/8/02PC.DEC/476 not PC.DEC/476/02, PC.DEC/476/2002 or PC.Dec/476

In using ordinal numbers of documents/decisions adopted by the OSCE Ministerial Council, it should be kept in mind that the format of these numbers changed in 2003 in the following way (similar to the numbering system of documents/decisions adopted by the OSCE Forum for Security Co-operation):

Before 2003: Porto Ministerial Council Decision No. 8 (requires additional clarification of the place or the year of adoption — Porto or 2002);

As of 2003: Ministerial Council Decision No. 1/03 (does not require additional clarification — first Ministerial Council decision adopted in 2003).

(M) Geographical names and adjectives of nationality

States are usually referred to by their “short form” (e.g., “France”), but the full official designation (“the French Republic”) may be used where appropriate. “Bosnia and Herzegovina” should be so referred to, and “Kazakhstan” should be so spelled. The State known as “the former Yugoslav Republic of Macedonia” should always be so referred to, except, of course, in the reproduction of statements by the State itself, which uses the designation “Republic of Macedonia”. The abbreviation “FYROM” should not be used.

“Ukraine” is always written without the definite article. In lists of countries, including “run-on” lists such as appear in the summary of discussions in Permanent Council journals, the definite article before countries such as “Netherlands” is omitted. However, in a bracketed phrase beginning with “on behalf of”, the articles should be used, as well as the conjunction “and” before the last name, e.g.:

Poland (also on behalf of Hungary, Slovakia and the Czech Republic).

A list showing the spelling of the names of OSCE participating States and Partners for Co-operation will be found in annex 2 to this chapter. Where the established English name for a town or geographical area or feature differs from the name in the local language, the English form is normally to be preferred. With that proviso, the Times Atlas of the World is a useful guide for the spelling of names.

“Kiev” is normally so written, but the alternative form “Kyiv” may be used in statements submitted by the Government of Ukraine in its national capacity.

The following spellings should be noted:

AlmatyAshgabadBakuBeijingBern not BerneChechnyaNagorno-KarabakhSkopjeThe HagueTransdniestria

Where there is no adjective of nationality, the name of the country can usually be used adjectivally; otherwise, recourse must be had to a phrase. Care should be taken to avoid adjectives that do not correspond to the approved name for the country. For example, “Bosnian” should not be used instead of “of Bosnia and Herzegovina” (or “Bosnia and Herzegovina” used adjectivally). The word “Bosniac” (referring to a member of the specific ethnic group (Bosnian Muslims), as opposed to the word “Bosnian”, meaning “of Bosnia” or referring to the language of the Bosniacs) should be so spelled. Similarly, the expression “of the former Yugoslav Republic of Macedonia” should be used. Possible political or cultural sensitivities should be taken into account when using adjectives of nationality or ethnicity (e.g., instead of “Azeri” use “Azerbaijani”).

It should be noted that the names of all countries are to be regarded as singular nouns, e.g., “The United States is …”. The pronoun to be used with countries is “it” and not “she”.

(N) Headings and subheadings

Titles of chapters are usually written in block capitals. Underlining may be used for subheadings, although boldface and italics are preferred, especially in printed publications.

It is not usually necessary to number all the various subdivisions of a chapter: subheadings alone will often be sufficient. For ease of reference, paragraphs should, however, normally be numbered in documents that are being submitted for approval to the policy-making organs of the Organization.

(O) Subparagraphs

Each subparagraph normally begins with an initial capital letter, even if the subparagraphs in question are preceded by introductory wording and are grammatically continuations of a single sentence. Subparagraphs may be enumerated with numerals, letters or em dashes (Ctrl+Alt+minus). Normally, each subparagraph except the last one ends with a semicolon, and the last one with a full stop. For example:

The Forum for Security Co-operation (FSC), recognizing that regular information exchange among participating States would benefit the implementation of the Code of Conduct,

— Decides that the participating States, on an annual basis, will provide each other with relevant information on the Code;

— Tasks the Conflict Prevention Centre (CPC) with maintaining a record of this information;

— Agrees to hold, each year, a special session of the appropriate FSC working group to discuss the information provided.

(P) Footnotes and endnotes

Footnotes are used to give details supplementing the information given in the body of the text. Instead of being placed at the foot of the page, notes may be grouped together at the end of the document or section, in which case they may be referred to as “endnotes”.

Footnotes and endnotes are usually indicated in the text by superscript Arabic numerals. An asterisk, however, is used when there is only one footnote. Two or more footnotes always use Arabic numerals. The indicator is placed immediately after the word or phrase it concerns, before any punctuation, but may be placed after a final full stop if it is regarded as concerning a whole sentence or several sentences.

Terminal punctuation (normally a full stop) is needed at the end of a footnote or endnote even if it is not a grammatical sentence, for example:

_____________________

* Combat units as defined above.

(Q) Bibliographical references

Bibliographical references are frequently given in footnotes. The elements making up a reference to a book should appear in the following order:

(a) The name of the author or authors (given name(s) or initial(s) followed by surname);

(b) The title, in italics;

(c) In brackets: the place of publication, followed by a colon, and the name of the publisher and the year of publication, separated by a comma;

(d) References to chapters, paragraphs, etc., if required.

The reference may, of course, be preceded by introductory words such as: “For a more detailed discussion, see...”. Here is an example:

_____________________

* See Emery Kelen, Peace in Their Time: Men Who Led Us In and Out of War, 1914–1945 (New York: Alfred A. Knopf, 1963).

In the case of references to articles in publications, the same principles apply except that:

(a) The title of the article is given in quotation marks (and not in italics), only the initial letter of the first word and of words that normally take an initial capital letter being capitalized;

(b) The title of the publication is given in italics, followed by a reference to the volume, issue or date.

In a bibliography at the end of a publication or chapter, works are normally listed in alphabetical order (by author). In this case, the surname of the author(s) precedes the given name(s) or initial(s).

(R) Usages to be avoided

The expression “to charge with” should be avoided in the sense of “to entrust with”, in view of its common use to mean “to accuse of”. The expression “to task with”, meaning “to entrust with the task of”, is commonly found in OSCE documents, but the form “to task to”, followed by an infinitive, should be considered incorrect. Also to be avoided is the verb “to table” (since it is ambiguous and can mean either “to place on the agenda” or “to postpone consideration of”).

(S) Gender usage

The participating States of the OSCE recognize that full and true equality between women and men is a fundamental aspect of a just and democratic society. In accordance with the goals and objectives of the 2004 OSCE Action Plan for the Promotion of Gender Equality3, the elimination of stereotyped concepts of the role of women and men in all areas should be matched by the use of non-sexist language. Any written document should be revised as to its content of words relating to either sex and subsequently modified in order to remove any sexist connotations. The terms used should equally apply to both sexes, even where this can be achieved only by departing from traditional phraseology.

3 MC Decision No. 14/04 of 7 December 2004.

Basically, there are four points to remember:

1. Avoid gender-specific pronouns when the sex of the person concerned is not known. As alternatives:

— Use the plural form: “the child and his right” should read “children and their right”;

— Reword the sentence: “When a staff member arrives, he must …” to read “On arriving, a staff member must …”;

— Delete the pronoun: “anyone should give his reasons” to read “anyone should give reasons”;

— Replace the pronoun: “the staff member sent his luggage” to read “the staff member sent the luggage”;

— The word “they” is often used as a non-gender-specific singular pronoun (“Everyone should give their reasons”).

2. Replace words ending with “man” with terms that can refer to either sex: instead of “chairman”, use “chairperson”4; instead of “businessmen” use “business community”, “industry”; instead of “policeman” use “police officer’’, etc.

3. Use parallel language:

— Write “men and women”, “ladies and gentlemen”, “husbands and wives”; he or she; Sir/Madam.

4. Avoid stereotypes:

— Instead of “ambassadors and their wives”, write “ambassadors and their spouses”.

4 Except in “OSCE Chairman-in-Office”.

- 21 -

Annex 1 to Chapter II

PRESCRIBED SPELLING, HYPHENATION AND ITALICIZING OF WORDS FREQUENTLY FOUND IN OSCE DOCUMENTS

above-mentionedabridgementacknowledgementacquisad hocad infinitumad interimadvance (adj. meaning issued beforehand)advertise, advertiseradviseraerialaeroplaneaforementionedageingaide-mémoire (plural: aides-mémoire)air base(s)aircraftairfieldairlineairspacealuminiumanalyseanalysis (plural: analyses)anti-personnel anti-Semitisma prioriarmour(ed)balance-of-payments (adj.)balance of payments (noun)balance sheetbandwidthbaselinebeforehandbehaviourbelligerentbenefit, benefited, benefitingbiannual (twice a year)biennial (every second year)biennium (plural: bienniums)bilateralbilingualbimodalbimonthlybinationalby-productbisbookkeeper, bookkeepingbona fidebottleneckbreakdown (noun)break down (verb)breakthrough (noun)budget, budgeted, budgetingbuild-up (noun)

build up (verb)bureaux (plural)calibrecancel, cancelled, cancellingcannotcapital (city)capitol (building)carte blanchecatalogue (but catalog in computer technology)CD-ROMceasefire (noun and adj.)centre, centred, centringchannel, channelled, channellingchargé d’affaires (plural: chargés d’affaires)checklistchef de file (plural: chefs de file)cheque (bank payment)classroomclearing housecoefficientcoexistenceco-located, co-locationcolourcombat, combated, combating, combatantcommuniquécompel, compelled, compellingcomputerizeconfidence-building (noun and adj.)confidence- and security-building (noun and adj.)connectionco-operate, co-operationco-ordinate, co-ordinationcornerstonecountermeasurecounter-productivecoup d’étatcriterion (plural: criteria)cross-reference (noun and verb)cross-section(al)curriculum vitae (plural: curricula vitae)cutback (noun)cut back (verb)cut-off (noun and adj.)cut off (verb)databank

databasedata-collection (adj.)data collection (noun)data-processing (adj.)data processing (noun)deadlinedecision makerdecision-making (noun and adj.)de factodefence (but Department of Defense of the United States)defensivede juredemarcationdependant (noun)dependent (adj.)derestricteddétentediktatdisc (but disk in computer terminology)dispatch (noun and verb)dissociatedownward (adj. and adverb)draft (text)draught (air current and animal)earmarke.g. (always followed by a comma)élitee-mail (or email)embargo (plural: embargoes)émigréencloseEncl.endeavourend-productend resultenrol, enrolled, enrolling, enrolmenten routeensure (to make certain)equilibriumet al.etc.et seq.Euro-Atlantic (adj.)Euro-Mediterranean (adj.)everyday (adj.)expel, expelled, expellingextrabudgetaryextralegalextraregionalfact-finding (noun and adj.)

fait accomplifallout (noun)far-reachingfavourfinalizefocus, focused, focusingfollow-up (noun and adj.)follow up (verb)footnoteforce majeureforcibleforegoing (preceding)forever (continually)for ever (for all future time)forewordforgo (do without)formula (plural: formulae in maths and science; formulas in other contexts)forum (plural: forums)freedom fighterfront-line (adj.)front line (noun)fulfil, fulfilled, fulfilling, fulfilmentgender mainstreaminggoodwill (kindly feeling, benevolence)good will (virtuous intent)government (adj.)Government (noun) (when referring to a specific national administration; otherwise government, as in “good government”)grass-roots (adj.)grass roots (noun)greygroundworkguerrillaguideline(s)gunfirehalfwayhandover (noun)hand over (verb)hands-on (adj.)harass, harassed, harassing, harassmentharbour (noun and verb)heretoforehierarchicalhierarchyhigh-level (adjective)highlight (noun and verb)honoraryhonourhonourablehorsepowerhotbedibid.idemi.e. (always followed by a comma)improvise, improvisation

inasmuch asin-depth (adj.)index (plural: indexes for lists in a book; indices for the mathematical term)indispensableinfraredinfrastructureinitial, initialled, initiallinginquireinquiry (except in certain titles, e.g., Commission of Enquiry)in-session (adj.)in so far asinstall, installation, instalmentinstil, instilled, instillinginsure (take out insurance)interagency (except in certain titles)inter aliainter-AmericanintercedeintercountryinterdepartmentalinterdependenceinterdisciplinaryintergovernmentalinterimInternetinterregionalinterrelate, interrelationintersectoralintersessionalinterspaceinter-Statein totoIntranetintraregionalipso factojailjeopardizejudgement (except in legal parlance: Judgment of the International Court of Justice)keynote (noun and adjective)keywordkilogram (kg)kilometre (km)know-howlaboriouslabourlandlockedlandminelast-mentionedlayout (noun)learned (past and past participle)liaisonlicence (noun)license (verb)life cyclelifelonglitre

loc. cit.long-term (adj.)long term (noun)machine-gunmachine-readablemacroeconomics mainlandman-hour (replace with staff-hour or work-hour)man-made (replace with artificial or synthetic)manned (replace with staffed) manoeuvre (noun and verb)many-sidedmarshal, marshalled, marshallingmatérielmeagremeantimemeanwhileMediterranean Partners for Co-operationmeeting placememorandum (plural memoranda)metre (unit of length)meter (instrument)microcreditmicroeconomicsmicroelectronicsmicrofichemicrofilmmicroprocessormicrowavemid-pointmidway (adverb and adj.)mid-yearmileageminicomputermisspelled (past and past participle)modelledmoneys (but monies when referring to assorted currencies)motor carmould (shape or form)much-needed (when used attributively)multi-bilateralmultidimensionalmultilateralmultilingualmultimediamultinationalmultipurposemulti-stagemultisectoralmulti-yearmutatis mutandisnationwide (adverb and adj.)neighbourneo-Nazismnevertheless

non-administrativenoncommittalnon-compliancenon-co-operationnon-existentnon-governmentalnon-participating Statesno onenorth-east(ern)north-west(ern)note verbale (plural: notes verbales)noticeableoccur, occurred, occurring, occurrenceoffenceoffensiveoffhand(ed)offshoreongoingonline (adj. and adverb)onward (adverb and adj.)op. cit. organization(al), organizeoverall (noun and adj.)overemphasizeoverestimate (noun and verb)overflightoverpopulationoverproduceoverproductionoverrateoverridingoverrun (noun and verb)oversimplifyoverspendoverthrowoveruse (noun and verb)overutilizeovervalue (verb)paralyseparamedicalparamilitaryparticipating Statesold: partner Statesnew: Partners for Co-operationpeacekeeping (noun and adj.)peacemakerpeacetimeper annumper capitaper centper diemper sephenomenon (plural: phenomena)photocopypiecemealpinpointpipelineplebiscitethe Plenary Meetingplenary meetingspolicymaker

policy-making (noun and adj.)post-session (adj.)post-warpourparler(s)practice (noun) practise (verb)precedepreconceivepreconditionpre-emptpre-investmentpre-session (adj.)pre-warprima facieprincipal (head person)principal (adj.)principle (fundamental truth)printout (noun)print out (verb)proactiveproceedprocès-verbal (plural: procès-verbaux)programme (but computer program)pro rataradioactiveraison d’êtrerapprochementreaffirmationrealizerearrangere-establishreflectionrefoulementregimereinforcereinsurereopenreorganizere-routeresistantrespect (with respect to=regarding)résumérigorousrigourroadblockroll-call (adj.)round-table (adj.)round table (noun)rumourrundown (noun)run down (verb)savoursceptic(al), scepticismschoolchild, schoolchildrenschoolteacherseabedsea levelsea-water (adj.)sea water (noun)sectoralsemi-skilled

setback (noun)shortcomingshortfallshort-livedshort-term (adj.)short term (noun)side-effectsine qua nonsizeableskilful, skilfulnessslow-down (noun)slow down (verb)socioculturalsocio-economicsome timesometimessouth-east(ern)south-west(ern)spacecraftspaceshipspecializespelled (past and past participle)spillover (noun)spill over (verb)stabilizestandardize, standardizationStates Partiesstatus quostockpile (noun and verb)stopgapstorey (building)straightforwardstumbling blocksubamendmentsubareasubcentresubcommissionsubcommitteesubcontinentalsubcontract (noun and verb)subcontractorsubdivide, subdivisionsub-entrysubgroupsubheadingsub-item subject-mattersub-limitsubparagraphsubprogrammesubregion(al)subsectionsubstructuresubsystemsubtitlesubtotalsubunitsulphursupercomputersupersedesuperstructuresupervisesupervisor

suprasupranationalsymposium (plural: symposia)synchronizesynthesis, synthesizesystematizetakeover (noun)take over (verb)Tatartarget, targeted, targetingtelegramtertest-ban (adj.)thermonuclearThird Worldtime-consumingtime-frametime-lagtime-limittime-pointtime-seriestimetabletitle-pagetontotal, totalled, totallingtour d’horizontowardstrademarktraffic, trafficked, trafficking, traffickertrafficking in human beings (not human trafficking)transatlantictransbordertransboundary

transferabletransfrontiertransnationaltransship, transshipmenttravel, travelled, travellingTreaty support fundturnout (noun)twofold (adverb and adj.)two-thirds (adj.)two thirds (noun)underdevelopedunderemploymentunderestimate (noun and verb)under-expenditure underexposeunderground (noun, adverb and adj.)underlie, underlying, underlay, underlainunderprivilegedunder-representedunder-report (verb)underrunUnder-Secretary-Generalunderuse (noun and verb)underutilize, underutilization underwater (adverb and adj.)under wayupdate (noun and verb)upgradeup-to-date (attributive adj.)up to date (predicative adj.)uprootupward (adverb and adj.)usable

valourversusviavice versaviewpointvigorousvigourvis-à-viswarlikewartimewatercoursewebsiteweekdayweekendwell-beingwell-founded (attributive adj.)well-known (attributive adj.)well known (predicative adj.)wholehearted(ly)widespread (attributive and predicative adj.)wilful, wilfulnesswithholdword-processing (adj.)word processing (noun)work-hourworkforceworkloadworkplaceworkshopworkstationworldwide (adverb and adj.)worthwhile (attributive adj.)worth while (predicative adj.)

Annex 2 to Chapter II

OSCE PARTICIPATING STATES ANDPARTNERS FOR CO-OPERATION

Participating States (in French alphabetical order)

Short name

AlbaniaGermanyUnited States of America (the)AndorraArmeniaAustriaAzerbaijanBelarusBelgiumBosnia and HerzegovinaBulgariaCanadaCyprus CroatiaDenmarkSpainEstoniaFinlandFranceGeorgiaUnited Kingdom (the)

GreeceHungaryIrelandIcelandItalyKazakhstanKyrgyzstanLatviathe former Yugoslav Republic of Macedonia

Full formal designation

the Republic of Albaniathe Federal Republic of Germanythe United States of Americathe Principality of Andorrathe Republic of Armeniathe Republic of Austriathe Republic of Azerbaijan the Republic of Belarusthe Kingdom of BelgiumBosnia and Herzegovinathe Republic of BulgariaCanadathe Republic of Cyprusthe Republic of Croatiathe Kingdom of Denmarkthe Kingdom of Spainthe Republic of Estoniathe Republic of Finlandthe French RepublicGeorgiathe United Kingdom of Great Britain and Northern

Irelandthe Hellenic Republicthe Republic of HungaryIrelandthe Republic of Icelandthe Italian Republicthe Republic of Kazakhstanthe Kyrgyz Republicthe Republic of Latviathe former Yugoslav Republic of Macedonia

LiechtensteinLithuaniaLuxembourgMaltaMoldovaMonacoMontenegroNorwayUzbekistanNetherlands (the)PolandPortugalRomaniaRussian Federation (the)San MarinoHoly See (the)Serbia the Principality of Liechtenstein

the Republic of Lithuaniathe Grand Duchy of Luxembourgthe Republic of Maltathe Republic of Moldovathe Principality of Monacothe Republic of Montenegrothe Kingdom of Norwaythe Republic of Uzbekistanthe Kingdom of the Netherlandsthe Republic of Polandthe Portuguese RepublicRomaniathe Russian Federationthe Republic of San Marinothe Holy See the Republic of Serbia

- 26 - Annex 2 to Chapter II

SlovakiaSloveniaSwedenSwitzerlandTajikistanCzech Republic (the)TurkmenistanTurkeyUkraine

the Slovak Republicthe Republic of Sloveniathe Kingdom of Swedenthe Swiss Confederationthe Republic of Tajikistanthe Czech RepublicTurkmenistanthe Republic of TurkeyUkraine

Asian Partners for Co-operation

AfghanistanJapanMongoliaRepublic of Korea (the)Thailand

the Islamic Republic of AfghanistanJapanMongoliathe Republic of Koreathe Kingdom of Thailand

Mediterranean Partners for Co-operation

Algeria

EgyptIsraelJordanMoroccoTunisia

the People’s Democratic Republic of Algeriathe Arab Republic of Egyptthe State of Israelthe Hashemite Kingdom of Jordanthe Kingdom of Moroccothe Republic of Tunisia

Annex 3 to Chapter II

LIST OF ABBREVIATIONS COMMONLY USED IN THEORGANIZATION FOR SECURITY AND

CO-OPERATION IN EUROPE*

ACMF Advisory Committee on Management and FinanceAI administrative instructionAIAM Annual Implementation Assessment MeetingASRC Annual Security Review ConferenceATU Action against Terrorism UnitBLA board and lodging allowanceBSEC Black Sea Economic Co-operationBSMC Border Security and Management ConceptCAO Chief Administrative OfficerCBSS Council of Baltic Sea StatesCEFTA Central European Free Trade AgreementCEI Central European InitiativeCFA Chief of Fund AdministrationCFE Conventional Armed Forces in EuropeCICA Conference on Interaction and Confidence-Building Measures in AsiaCiO Chairman-in-OfficeCIS Commonwealth of Independent StatesCoE Council of EuropeCoEEA Co-ordinator of OSCE Economic and Environmental ActivitiesCPC Conflict Prevention CentreCRMS Common Regulatory Management SystemCS Conference ServicesCSBM(s) confidence- and security-building measure(s)CSCE Conference on Security and Co-operation in Europe (former)CSO Committee of Senior Officials (former)CSTO Collective Security Treaty OrganizationDHR Department of Human ResourcesDMF Department of Management and FinanceDoc.In OSCE documents and records management systemDSA daily subsistence allowanceEAPC Euro-Atlantic Partnership CouncilEBRD European Bank for Reconstruction and DevelopmentEC European CommissionECE Economic Commission for Europe (of the United Nations)ECMM European Community Monitoring MissionEEO Economic and Environmental OfficerEESC Economic and Environmental Subcommittee of the Permanent Council (former)EEF Economic and Environmental ForumEFTA European Free Trade AssociationEIB European Investment BankENVSEC Environment and Security InitiativeEOM election observation missionESDP European Security and Defence PolicyEU European UnionExB extrabudgetaryFAU Fund Administration UnitFM fund managerFO field operation

* The inclusion of an abbreviation in this list does not imply that the abbreviation may be used in a document without explanation. See Chapter II, section (L), in this connection.

- 28 - Annex 3 to Chapter II

FSC Forum for Security Co-operationGUAM group of States including Azerbaijan, Georgia, Moldova and Ukraine (see ODED-

GUAM)HCNM High Commissioner on National MinoritiesHDIM Human Dimension Implementation MeetingH.E. His/Her ExcellencyHLPG High-Level Planning GroupHoI Head of InstitutionHoM Head of Mission HRO Human Rights Officer; Human Rights ObserverIAEA International Atomic Energy AgencyICCPR International Covenant on Civil and Political RightsICRC International Committee of the Red CrossICT information and communication technologyICTY International Criminal Tribunal for the former YugoslaviaIDP(s) internally displaced person(s)IFOR Implementation ForceIEOM international election observation missionILO International Labour OrganizationIMF International Monetary FundIOs international organizationsIOM International Organization for MigrationIPTF (United Nations) International Police Task ForceIRMA Integrated Resource Management System ISB informal subsidiary body (of an OSCE decision-making body)ISO International Organization for StandardizationIWG informal working groupJCC Joint Control CommissionJCG Joint Consultative GroupJPKF Joint Peacekeeping ForcesKFOR Kosovo ForceKPSS Kosovo Police School ServiceMANPADS man-portable air defence systemMC Ministerial CouncilMoU memorandum of understandingMP Member of ParliamentMPCs Mediterranean Partners for Co-operationNACC North Atlantic Cooperation CouncilNATO North Atlantic Treaty OrganizationNGO(s) non-governmental organization(s)NPT Treaty on the Non-Proliferation of Nuclear Weapons (Non-Proliferation Treaty)OCEEA Office of the Co-ordinator of OSCE Economic and Environmental ActivitiesODED-GUAM Organization for Democracy and Economic Development — GUAMODIHR Office for Democratic Institutions and Human RightsOECD Organisation for Economic Co-operation and DevelopmentOIO Office of Internal OversightOSCC Open Skies Consultative CommissionOSCE Organization for Security and Co-operation in EuropeOSG Office of the Secretary GeneralOSR-CTHB Office of the Special Representative and Co-ordinator for Combating Trafficking in

Human BeingsOST Treaty on Open SkiesOTA official travel authorization(OSCE) PA (OSCE) Parliamentary AssemblyPAR performance appraisal reportPBPB Performance-Based Programme Budgeting PBPR Programme Budget Performance ReportPC Permanent CouncilPISG Provisional Institutions of Self-GovernmentPO Programme Outline

- 29 - Annex 3 to Chapter II

PPIS Press and Public Information SectionRACVIAC Regional Arms Control Verification and Implementation Assistance CentreREACT Rapid Expert Assistance and Co-operation TeamsRFoM Representative on Freedom of the MediaSALT Strategic Arms Limitation TalksSALW small arms and light weaponsSAP Stabilisation and Association ProcessSC Senior Council (former)SCO Shanghai Cooperation OrganisationSECI Southeast European Cooperative InitiativeSEECP South East European Cooperation ProcessSEESAC South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and

Light WeaponsSFOR Stabilisation Force (former)SG Secretary GeneralSHDM Supplementary Human Dimension MeetingSPMU Strategic Police Matters UnitUB Unified BudgetUNDP United Nations Development ProgrammeUNEP United Nations Environment ProgrammeUNESCO United Nations Educational, Scientific and Cultural OrganizationUNHCR United Nations High Commissioner for RefugeesUNHCHR United Nations High Commissioner for Human RightsUNIDO United Nations Industrial Development OrganizationUNODC United Nations Office on Drugs and CrimeUNOV United Nations Office at ViennaUNPREDEP United Nations Preventive Deployment ForceWG working groupWEU Western European UnionWHO World Health OrganizationWMD weapons of mass destructionWTO World Trade Organization

- 30 - Annex 3 to Chapter II

III. GUIDELINES FOR CORRESPONDENCE

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III. GUIDELINES FOR CORRESPONDENCE

(A) Introduction

To contribute effectively to the conduct of the business of the OSCE, the correspondence of the Organization must be clear and accurate in content, direct and dignified in style, correct in form and attractive in appearance. The need for gender-neutral phrasing should always be borne in mind.

The rules and procedures set forth in this Manual are intended to guide and assist staff members in drafting, typing or handling the various kinds of official communications, including letters, notes verbales, memoranda and faxes. The following descriptions suggest the appropriate form of communication to be used in different circumstances and provide guidelines for their content and appearance. The formatting of documents and other texts is addressed in Chapter IV. Although the Manual is directed primarily towards the needs of the Secretariat, the broad policies and procedures set forth in it are of general applicability. It is hoped that OSCE institutions and field operations will find these guidelines useful, adapting them to local needs.

(B) Types of communications

All communications that are not personal are considered to be official. The OSCE’s official communications may take the form of formal or informal letters, notes verbales, interoffice memoranda, internal notes, e-mails or faxes.

(C) Language of communications

English is the working language of the OSCE executive structures. Communications may, however, be written in any of the Organization’s six working languages (English, French, German, Italian, Russian and Spanish).

(D) Responsibility for communications

Final responsibility

The Secretary General is ultimately responsible for the action taken on all incoming communications and for the content and form of all outgoing official communications. Communications not signed by the Secretary General are signed under his delegated authority (see also section (F) below). It follows that prompt and considered action must be taken on each communication received and that all outgoing communications must conform to the policies and decisions of the OSCE as a whole.

Departmental responsibility

The principal responsibility for drafting outgoing communications and for their substance and factual accuracy lies with the departments concerned. Except as noted below, the departments normally are also responsible for typing, addressing and dispatching the correspondence.

Communications and correspondence to be approved and signed by the Secretary General should be provided to the Office of the Secretary General with the following information: drafter’s name and clearances, location on the computer network of all portions of the communication (body of text, cover letter(s), attachments). Specific examples are provided below in section (I) 1 on formal letters and in section (J) 1 on correspondence intended for distribution to heads of delegations. Additional information on the correct formatting of texts intended for distribution or translation is provided in Chapter IV.

(E) Clearance of outgoing correspondence

Correspondence of a substantive nature and documents, as well as internal memoranda to the Secretary General that require input from or concern more than one department, are to be cleared by all departments concerned. In addition, clearance should be obtained on matters with legal or financial implications. The clearance information should appear on all internal copies of external correspondence

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(including communications to institutions/field operations) and on the original in the case of internal notes/memoranda.

If no clearance is required, the word “none” is typed. Clearance information is placed on the line below the initials of the drafter.

(F) Signing correspondence

The main considerations that determine who should sign a communication are the nature and intrinsic importance of its subject matter and the rank of the person addressed. Where questions of protocol or of a delicate nature are involved, letters should normally be signed by the head of the department or the Secretary General.

The following communications should, as a rule, be signed by the Secretary General or by the officer to whom authority is delegated to sign on behalf of the Secretary General during his absence:

(a) All communications to heads of State or government, prime ministers, ministers for foreign affairs and other cabinet ministers;

(b) All communications to the Secretary-General of the United Nations;

(c) All communications to the OSCE Chairman-in-Office;

(d) All communications to the heads of other international organizations;

(e) Multiple correspondence in the form of a letter.

Letters to heads of delegations may be signed by the department head concerned on behalf of the Secretary General, if not signed by the Secretary General himself. (For an example, see section (I) 3.) All individual letters inviting participating States and international organizations to meetings are signed by the department head concerned, on behalf of the Secretary General.

A department head may delegate authority to sign formal communications on specified routine matters to the section or unit heads reporting to him/her. Any further delegation of this authority requires the approval of the department head concerned.

(G) Communications for signature by the Secretary General

All communications prepared for the signature or attention of the Secretary General should be sent to the Office of the Secretary General through the appropriate department head.

When a letter is to be approved and signed by the Secretary General, the Secretary General’s Office requires the following:

(a) A copy of the incoming letter or any necessary background documentation;

(b) A copy of the outgoing letter, undated, including any attachments and showing clearances, distribution and name of the drafter;

(c) The name of the word-processing file and its location on the common drive or in Doc.In (including all attachments).

The Secretary General’s Office retains copies for its own files and provides copies to the staff that are to be informed. One copy is provided to Conference Services/Documents Management (CS/DM) for filing.

(H) General guidelines: correspondence format specifications

1. Word-processing settings

All the correspondence templates intended for use on OSCE PCs are based on the following settings:

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Page set - up :

Margins: Top: 2.54 cmBottom: 2.54 cmLeft: 2.54 cmRight: 2.54 cmHeader (from edge): 1.27 cmFooter (from edge): 1.27 cmMirror margins: Off

Paper size: A4 (21 x 29.7 cm, not “letter” or “legal”, etc.)

Font:

Default font: Times New Roman (CE/Cyr)Font style: RegularSize: 12 ptCharacter spacing: Normal, no kerning

Paragraph:

Alignment: Left alignment is preferred5

Indentation: 0 cmSpacing (before/after): 0 pt

Tabs:

Default tab stops: 1.27 cm

2. Date

The date should be in the form “9 August 2006”. The name of the month should not be abbreviated and cardinal numbers should be used. Dates should not be split over two lines. This can be avoided by using a non-breaking or “hard” space (Ctrl+Shift+space bar) between day, month and year, e.g.: 9 August 2006.

3. Signature block

3.1 The signature block is typed, in single spacing, four to six lines below the complimentary closing to the left of the page. No punctuation is used at the end of a line. The first line of the signature block consists of the typed name of the signing official; the second line gives his/her official title; the third line gives the name of his/her department or section (except for the heads of department when using their own letterhead stationery). Secretariat abbreviations should not be used.

3.2 The approved signature block for the Secretary General may be obtained from the Office of the Secretary General.

4. Address

The address is typed, in single spacing, at the bottom of the first page of the letter at the left margin. No punctuation is used at the end of a line. If more than one line is required for the title, the second line is placed at the left margin. The names of the city and country are typed on separate lines.

5 Left alignment is the accepted format in official OSCE documents (e.g., PC decisions), however, full justification is sometimes preferred in correspondence or internal documents .

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5. Subsequent pages and page numbers

Plain paper without letterhead is used for subsequent pages and should be of the same quality as the first page. By OSCE convention, page numbers are centred at the top of the page. They are inserted in the page header with a hyphen-space before and a space-hyphen after (e.g., - 2 -). First pages are not numbered. Additional information on page numbering is given in Chapter IV.

6. Enclosures

When an outgoing letter is accompanied by an enclosure, the word “Encl.” is typed, underlined, on the left side in line with the margin, four lines below the signature block. When enclosures are sent under separate cover, the words “Enclosures sent under separate cover” are typed on the letter.

7. Identification of drafter

Internal copies of documents (i.e., copies for chronological files, texts for approval and signature by the Secretary General), as well as originals of interoffice memoranda and internal notes, should indicate the drafter of the document in order to facilitate follow-up. The initials of the drafter in capital letters should appear on the left lower side of the document immediately following the text. Alternatively, this information may appear in the footer.

8. Copies

The names or abbreviations of individuals to whom copies are to be sent are typed either below the text or (in case of faxes and IOMs) below the line “From” and are preceded by the designation “cc:”

If a copy of the letter or memorandum only, without enclosures, is to be sent to the copy recipients, then the designation “cc w/o encl.:” may be used.

In addition to copies sent to individuals other than the addressee, one copy should be made for the originator and one copy for CS/DM, including any attachments. Correspondence containing confidential information (e.g., personnel-related) should not be copied to CS/DM.

(I) Specific guidelines: formal letters

1. Use of formal letters

Formal letters are used for communications to heads of State or government, ministers for foreign affairs and heads of delegations, on such subjects as official statements of policy by the Secretary General, actions taken or contemplated by the Secretary General in connection with decisions or recommendations of organs of the OSCE, acknowledgements of the credentials or appointment of heads of delegations, and similar information to governments and delegations on matters involving the duties and responsibilities of the Secretary General.

If a formal communication is to be addressed to a ministry, office or international organization rather than to a person, it may be in the form of a note verbale (see section (K)).

When sending a formal letter to a minister or head of State, or a note verbale to a ministry of a given country, it is customary to send it with an accompanying letter to the delegation of that country with a request for onward transmission.

A sample for a formal letter is annexed at the end of this section. The text of brief formal letters for the Secretary General’s signature is typed in one-and-a-half spacing.

2. Use of titles and names

Formal letters should, as a rule, be addressed to the recipient by name and title. Only heads of delegations with the rank of Ambassador are addressed as His/Her Excellency (H.E.); others are addressed as Mr./Ms. In general, a woman should be addressed as Ms. unless she has let it be known that she wishes to be addressed as Mrs.

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Example:

H.E. ...orMr./Ms. …Head of the Delegation of [participating State] to the OSCE

3. Salutation, complimentary closing and signature block

The correct salutation in a formal letter is:

“Sir,” or “Madam,” (always followed by a comma).

When the sex of the addressee is not known, the correct salutation is “Sir/Madam”. The salutation is typed six or more lines below the letter head, depending on the length of the letter.

The letter should typically begin with the words:

“I have the honour to …” or “Thank you for …”

Formal letters from heads of departments to heads of delegations begin with the words:

“On behalf of the Secretary General, I have the honour to ….”.

Alternatively, these words can be used at an appropriate place in the text. They should not be repeated.

The following complimentary closing is considered part of the text of formal letters and forms a separate paragraph:

“Accept, Sir (Madam), the assurances of my highest consideration.”

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SAMPLE FOR A FORMAL LETTER

Organization for Security and Co-operation in Europe

The Secretary General Vienna, [date, in handwriting] January 2008

[Recipient’s name, in handwriting]

Thank you for your letter of 12 December, by which you forwarded an invitation from your Foreign

Minister, H.E. Ambassador [name], to participate in the concluding event of the Challenges of Peace

Operations Project Phase II, to be held in New York on 19 January 2006.

I regret to inform you that a previous commitment will prevent me from attending this event. I would

be grateful, however, if you could transmit my sincere thanks to Minister [name] for the invitation,

along with my best wishes for the success of the event.

Please accept, Ambassador, the assurances of my highest consideration.

[name]

H.E. Ambassador [name]Head, OSCE Delegation of [participating State]Vienna

Wallnerstrasse 6A-1010 Vienna, Austria

Telephone(+43-1) 514 36-0

Telefax(+43-1) 514 36-96

pm@osce.orgwww.osce.org

DLlClearance: none

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(J) Specific guidelines: informal letters

1. Use of informal letters

Informal letters are used for the day-to-day correspondence of the Secretariat with persons outside the Secretariat and, at the discretion of the sender, for correspondence with members of the Secretariat in offices located outside the city of the sender, and for communications with the specialized agencies. They are also used for letters from the Secretary General or from department heads to senior delegation staff, except when the subject matter makes a formal letter more suitable.

A sample for an informal letter is annexed at the end of this section. Short texts may be typed in one-and-a-half spacing.

2. Salutation, complimentary closing and signature block of an informal letter

No informal letter beginning: “Dear Mr. Brown,” should use the form “I have the honour”; nor should the complimentary closing be “Accept, Sir, ....”, etc.

The complimentary closing “Yours sincerely,” (or “Sincerely yours,”) is usually typed to the left of the page, three lines below the last line of text. The name, title and department or section of the person signing is typed about five lines below the complimentary closing. If the departmental title is long, it should be typed on two or more lines. Secretariat abbreviations must not be used.

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SAMPLE FOR AN INFORMAL LETTER

Organization for Security and Co-operation in Europe

T h e S e c r e t a r i a t

Director of the Conflict Prevention Centre Vienna, 15 January 2008

Dear Ambassador [name],

Thank you for your letter of 10 January 2007 inviting me to the discussion on “Principles, Methods and Experiences on Early Warning and Conflict Prevention”, to take place in Brussels on 1 February 2007. I will attend with pleasure.

Yours sincerely,

[name]

cc: Mr./Ms. [name]

Ambassador [name][title][affiliation]B-1110 BrusselsBELGIUM

Wallnerstrasse 6A-1010 Vienna, Austria

Telephone(+43-1) 514 36-0

Telefax(+43-1) 514 36-96

pm-cpc@osce.orgwww.osce.org

HSClearance: PF

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(K) Specific guidelines: notes verbales

1. Use of notes verbales

Notes verbales are formal communications between institutions written in the third person. They should not be addressed to private persons or to non-governmental organizations. They are commonly used to transmit requests for and acknowledge receipt of information and documents; to transmit information regarding the times and places of meetings; to acknowledge changes in the membership of delegations; and for other requests or acknowledgements to participating States or delegations. Notes verbales are generally used in reply to incoming communications that are in note verbale form; they should touch on only one topic.

Samples for a note verbale are annexed at the end of this section.

2. Addressing notes verbales

In a note verbale, the salutation forms part of the opening sentence of the text and begins with regular paragraphing. In selecting the form of the salutation, it is important to note the following guidelines.

(a) A note verbale may be written in the name of the Secretary General or of the Secretariat, but not in the name of a department or of an official of the Secretariat. When a note verbale is sent in the name of the Secretariat, it is addressed to an office, not a person, e.g.:

“The Secretariat of the Organization for Security and Co-operation in Europe presents its compliments to the Delegation of … to the Organization for Security and Co-operation in Europe and has the honour to .…”

The following closing salutation is used:

“The Secretariat of the Organization for Security and Co-operation in Europe avails itself of the opportunity to renew to the Delegation of … to the OSCE the assurances of its highest consideration.”

(b) When a note verbale is sent in the name of the Secretary General, it is addressed to a person, e.g.:

“The Secretary General of the Organization for Security and Co-operation in Europe presents his compliments to the Minister for Foreign Affairs of … and has the honour to ….”

The following closing salutation is used:

“The Secretary General of the Organization for Security and Co-operation in Europe avails himself of the opportunity to renew to the Minister for Foreign Affairs of … the assurances of his highest consideration.”

(c) A note verbale in reply to one addressed to the Secretary General should always be sent in the name of the Secretary General. Thus, if a note verbale from a Permanent Mission is addressed to the Secretary General, the reply will be sent in the name of the Secretary General to the Permanent Representative, e.g.:

“The Secretary General of the Organization for Security and Co-operation in Europe presents his compliments to the Permanent Representative of … to the Organization for Security and Co-operation in Europe and has the honour to acknowledge the receipt of the Permanent Mission’s note ….”

The following closing salutation is used:

“The Secretary General of the Organization for Security and Co-operation in Europe avails himself of the opportunity to renew to the Permanent Representative of … to the OSCE the assurances of his highest consideration.”

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(d) A note verbale in reply to a note verbale from a head of State, head of government, minister for foreign affairs or permanent representative should be sent in the name of the Secretary General whether the incoming note is addressed to the Secretary General, to a subordinate official, to the Secretariat or to a department.

3. Signature authority for notes verbales

Notes verbales sent from the OSCE Secretariat are signed by the Secretary General or department directors, within the framework of their responsibilities. In their absence, the notes are signed by the designated officers-in-charge.

For notes verbales with standard texts and of a routine character, such as applications for visas or legitimation cards, the director responsible may propose to the Secretary General that signature authority be extended to specific staff members.

4. Preparation of notes verbales

Notes verbales are generally typed in single spacing, with double spacing used between paragraphs.

Only the logo and words “Organization for Security and Co-operation in Europe” appear as a header at the top of the page.

The reference and running number appear in the upper left corner on the third line below the header and in line with the margin. The format for Conference Services is “OSCE 60.2/2008”, for the rest of the Secretariat “Ref. 3.1.3. – No. 251/2008”.

The words “NOTE VERBALE” (upper case, not bold, not underlined) are centred on the third line below the file code. The text of the note starts on the third line below that and normal paragraph indentation is used. Dates and names used within the body of the note should not be split over two lines. This can be avoided by using a non-breaking space or “hard space” (Ctrl+Shift+space bar) between day, month and year (e.g., 6 August 2006) and between the honorific (Mr., Ms., Ambassador, etc.) and the name (e.g., Mr. Smith).

The city and date are typed on the third line below the text and are centred on the line.

The sender should initial by hand the original of the note three lines below the date. The official who initials a note verbale assumes full responsibility for its contents. The name and address of the recipient are typed at the bottom of the page in line with the left margin. The normal correspondence footer is not used.

Should there be an attachment, this is indicated by the words “annex” or “enclosure” in the upper left corner under the file code in line with the margin.

Notes verbales should be cleared by the relevant authority (see subsection 3, above) and the OSCE seal is then stamped next to the sender’s initials.

In the Secretariat, the relevant reference and running number are usually obtained from CS/DM. For notes verbales related to applications for visas and legitimation cards, the reference and running number are obtained from the Senior Travel Assistant in the DMF. A signed copy of the note must be provided to CS/DM — with the exception of personnel-related notes.

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SAMPLE 1 FOR A NOTE VERBALE

Organization for Security and Co-operation in Europe

OSCE 60.2/2008

NOTE VERBALE

The Secretariat of the Organization for Security and Co-operation in Europe has the honour to inform the Delegation of [participating State] to the OSCE that, during the period from 1 October to 30 December 2007, telecommunication charges (telephone and fax) totalling EUR 49.80 were paid on behalf of the Delegation of [participating State] to the OSCE.

It is requested that this amount be refunded in full (i.e. “free of charge to the payee”) by transfer to the special account:

“OSCE Conference Services Vienna”Kontonummer 0966-30223/02

Bank Austria-CreditanstaltZweigstelle Stephansplatz 7a

A-1010 Vienna/Austria

The records made by the telephone exchange in connection with the individual calls and faxes are attached.

The Secretariat of the Organization for Security and Co-operation in Europe is available at all times for further clarification of the above and takes this opportunity to renew to the Delegation of [participating State] to the OSCE the assurances of its highest consideration.

Vienna, 15 January 2008

The Delegation of [participating State]to the OSCEVienna

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SAMPLE 2 FOR A NOTE VERBALE

Organization for Security and Co-operation in Europe

Ref. 3.1.3. – No. 251/2008

NOTE VERBALE

The Secretariat of the Organization for Security and Co-operation in Europe presents its compliments to the Consular Section of the Embassy of [participating State] and has the honour to request the Embassy to issue a visa for the following staff member:

[name][title][department]Holder of [country ] diplomatic passport No. XXXDate of issue: 1 August 2000Date of expiry: 1 August 2009

Mr./Ms. [name] will travel to [city] on OSCE official business from 26 to 29 May 2008.

The Secretariat of the Organization for Security and Co-operation in Europe avails itself of this opportunity to renew to the Consular Section of the Embassy of [participating State] the assurances of its highest consideration.

Vienna, 15 May 2008

Embassy of [participating State]Consular SectionWallnerstrasse 11010 Vienna

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(L) Specific guidelines: interoffice memoranda

1. Use of interoffice memoranda

Interoffice memoranda (IOMs) should be used for interdepartmental correspondence. They are appropriate for correspondence both within a given office and with OSCE field operations. They may, at the discretion of the sender, be sent to staff members in OSCE offices at other locations. They are used to record facts, decisions or opinions to which reference may be necessary later. IOMs are incorporated in the official files. They are the accepted way of making written reports for internal use. They should not be used for a simple message, for which an e-mail is more appropriate.

Each memorandum should normally deal with one subject only. Where a memorandum requires supporting analyses or detailed statistical information, these should be set out in an annex.

Samples for an interoffice memorandum are annexed at the end of this section.

2. Layout

The body of the IOM should begin at least three lines below the line dividing the subject title from the body of the text. Single spacing is normally used, though short memoranda (15 lines or less) may be typed in one-and-a-half spacing.

The same provisions for the use of typefaces and fonts as for typing formal and informal letters apply to IOMs.

3. Addressee and originator

The name of the addressee, including the initials and the designation “Mr.” or “Ms.”, is typed after the word “To”. The official title, if any, of the addressee and the name of the section or department appear on successive lines. Alternatively, the Secretariat abbreviations may be used alone (e.g., SG, D/CPC, DD/MS). No punctuation is used at the end of lines.

Memoranda addressed to more than one person may be prepared in any of the following forms, as appropriate:

(a) The names and titles may be typed, one under the other, in the space opposite the word “To”. The original should be sent to the senior addressee and copies to the other addressees;

(b) The names and titles may be given at the bottom of the last page of the IOM or on a separate page, in which case the words “Distribution list” should be typed opposite the word “To”.

(c) The IOM may be addressed to groups of addressees, such as “All chiefs of section”, or “All members of the Co-ordination and Planning Group”.

The name and official title of the originator should be typed after the word “From”, omitting the designation “Mr.” or “Ms.”. The name of the section or department, using the Secretariat abbreviations, is typed on the next line. Alternatively, the Secretariat abbreviations may be used alone (e.g., SG, D/CPC, DD/MS). No punctuation is used at the end of lines.

4. Subject title

A concise statement of the subject matter should appear opposite the word “Subject”. The subject should be typed in lower-case letters with an initial capital for the first word and in single spacing. The subject title may be typed in boldface or it may be underlined completely.

5. Routing and clearance

If an IOM requires approval before being sent to the addressee, the word “Through” should be typed between the words “To” and “From”, in line with the margin, and the name of the approving official should

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be typed in. Secretariat abbreviations may be used. A list of commonly used abbreviations is included in the annex to this chapter.

6. Enclosures

Where there is an enclosure or attachment, the word “Encl.” is typed, underlined, on the left side in line with the margin, four lines below the end of the text.

7. Copies and distribution

The names or abbreviations of individuals to whom copies are to be sent are typed under the line “From”. In addition to copies sent to individuals other than the addressee, one copy should be made for the originator and one copy for CS/DM, including any attachments. Memoranda containing confidential information (e.g., personnel-related) should not be copied to CS/DM.

8. Continuation sheets and page numbering

No page number appears on the first page of an IOM. Page numbers on the second and subsequent pages are inserted, centred, in the header in Arabic numerals with a hyphen-space before and space-hyphen after (e.g., - 2 -).

9. Signature

Interoffice memoranda should be signed or initialled by the sender at the beginning of the IOM.

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SAMPLE 1 FOR AN INTEROFFICE MEMORANDUM

Organization for Security and Co-operation in Europe

I N T E R O F F I C E M E M O R A N D U M

Director of Management and Finance Vienna, 15 January 2008

To: D/OSG

D/CPC

D/HR

From: D/MF Ext.: 114

Cc: DD/FS

C/Bud

Subject: Draft Guidelines on the Programme Budget Performance Report

Please find attached the Draft Guidelines for the preparation of the 2007 Programme Budget Performance Report. I would appreciate receiving your comments by Monday morning, 22 January.

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SAMPLE 2 FOR AN INTEROFFICE MEMORANDUM

Organization for Security and Co-operation in Europe

I N T E R O F F I C E M E M O R A N D U M

Department of Management and Finance Vienna, 15 January 2008

To: All members of the Wallnerstrasse Steering Group(See distribution list)

From: DD/MS Ext.: 282

CC: D/OSG

D/MF

D/CPC

D/HR

Subject: Meeting of the Wallnerstrasse Steering Group

It has been agreed that the next meeting of the Wallnerstrasse Streering Group will take place on Monday, 29 January at 4 p.m. in the fourth floor Meeting Room.

Please find enclosed the agenda and working papers. The meeting will focus mainly on agenda item 4.

Your participation and contribution is appreciated.

Distribution list: DD/CSSnAdv/LH/ITSDD/HRC/PersStaff Committee

Encl.

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(M) Specific guidelines: faxes

1. Use of faxes

Faxes are images (text, diagrams, etc.) transmitted from one facsimile machine to another, using telephone lines.

To speed up delivery of the communication, OSCE staff sometimes fax the forms of correspondence listed in this manual. However, depending on the nature and intrinsic importance of their subject matter and the rank of the person addressed, the originals of the correspondence (formal letter, note verbale) should also be dispatched by mail in addition to being faxed. Where questions of protocol or of a delicate nature are involved, faxing may not be advisable or appropriate. Restricted material must not be faxed unless the sender can ensure that the material sent has reached the right receiver and a confirmation has been obtained.

It should be noted that the use of electronic messaging (e-mail) for sending scanned copies of correspondence is often a cost-effective alternative to using faxes.

2. Layout

The basic guidelines for the layout of an interoffice memorandum (see section (L)) can be used to create a fax, with one or two exceptions:

— Because the fax transmission process reduces the size of the image of the page by approximately five per cent, it is recommended that the use of small font sizes, small superscripts and subscripts and other small symbols be avoided.

— Because the fax transmission process creates a 0.5 cm border on all four sides of the page, blanking out whatever may be written there, no important information (e.g., names of addressees, telephone numbers, notes, signatures, etc.) should be written at the very top or bottom or on the edges of pages to be faxed.

— Because fax equipment varies in how well it can reproduce contrasts between light and dark type, it is suggested that the use of boldface be avoided as a way of indicating changes to be made in text or as a way of drawing attention to specific parts of text.

A sample of a fax and template for an “urgent” fax are annexed at the end of this section.

3. Addressee, fax number and sender

The name of the addressee, including the initials of the person and the designation “Mr.” or “Ms.”, is typed after the word “To”. The official title, if any, of the addressee and his/her affiliation and address appear on successive lines. No punctuation is used at the end of lines. Even if the addressee is well known to the sender, an address or other indication of the addressee’s affiliation should be given on each fax, in order to facilitate registration of the fax by CS/DM in the correspondence database, filing and subsequent retrieval.

The fax number is typed after the words “Fax No.”. Country and regional prefixes are included (e.g., (+31-70) 348 52 38 for a fax to the Ministry of Foreign Affairs in The Hague). It is also helpful to include the addressee’s telephone number, if known, in case no facsimile connection can be established and follow-up by telephone is necessary.

The name and official title, if any, of the sender should be typed after the word “From”, omitting the designation “Mr.” or “Ms.”. The name of the section or department is typed on the next line. No punctuation is used at the end of lines. Secretariat abbreviations will normally not be used.

4. Indication of number of pages

The total number of pages to be transmitted via fax, followed by the conventional wording “incl. this [cover] page”, are typed after the word “Pages”.

5. Subject title

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A concise statement of the subject-matter should appear opposite the word “Subject”. The subject should be typed in lower-case letters with an initial capital for the first word.

6. Salutation, complimentary closing and signature

Faxes usually carry the same salutation, complimentary closing and signature block as an informal letter (see section (J) 2).

7. Copies

In addition to copies sent to individuals other than the addressee, one copy should be made for the originator and one copy for CS/DM, including any attachments.

8. Continuation sheets and page numbering

No page number appears on the first page of a fax. Page numbers on the second and subsequent pages are inserted, centred, in the header in Arabic numerals with a hyphen-space before and space-hyphen after (e.g., - 2 -).

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SAMPLE FOR A FAX

Organization for Security and Co-operation in Europe

T E L E F A X

T h e S e c r e t a r i a tD e p a r t m e n t o f H u m a n R e s o u r c e s

Wallnerstrasse 6, A-1010 ViennaTelephone: (+43-1) 514 36-0Telefax: (+43-1) 514 36-96

E-mail: pm@osce.org

DATE: 15 January 2008TO: Mr./Ms. [name]

Delegation of [participating State] to the OSCECC:FAX NO: (+43 1) 515 55 55FROM: [name]

[title]SUBJECT: Appointment to the [Mission name]REF: Your letter of 5 January 2008PAGES: 3 incl. this cover page

Dear Mr./Ms. [name],

I am pleased to confirm that the Head of the [Field Operation name] has accepted the nomination of the following candidate and would welcome his/her secondment by [participating State]:

Mr./Ms. [name], [title].

To initiate the administrative process, it is essential to receive timely confirmation of the candidate’s availability. Please confirm availability and arrival details within one week to Mr./Ms. [name, title, email address].

Please also ensure that the new mission member is forwarded the attached information sheet, which provides details concerning administrative requirements.

Yours sincerely,

[name]

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Organization for Security and Co-operation in Europe

T E L E F A X

EILIG · URGENT · URGENTE · URGENT · URGENTE · СРОЧНО

T h e S e c r e t a r i a tD e p a r t m e n t o f H u m a n R e s o u r c e s

Wallnerstrasse 6, A-1010 ViennaTelephone: (+43-1) 514 36-0Telefax: (+43-1) 514 36-96

E-mail: pm@osce.org

DATE:TO: [name]

[affiliation]CC:FAX NO:FROM: [name]

[title]SUBJECT:REF:PAGES: incl. this cover page

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(N) Suggested guidelines for the use of e-mail

Electronic messaging (e-mail) has become an essential means of daily communication. It is primarily used for informal communications not requiring a physical signature. However, it is increasingly used as an easy and cost-effective alternative to faxes for transmitting scanned copies of signed communications.

The following guidelines should be borne in mind when preparing e-mail messages:

— Fill in the subject line in a way that will give the recipients a clear idea of the nature of the message;

— Use complete sentences;

— Minimize the use of abbreviations and jargon that may not be generally understood;

— Keep messages short and focused — preferably no more than one screenful in length;

— Minimize cc’s and bcc’s. Only send (or forward) messages to recipients who need to know the content;

— Before forwarding a message, consider whether it is appropriate to forward all the contents to the intended recipients;

— Remember that your message and any attachments may be forwarded with a keystroke to other recipients. Think about the potential implications before you hit the send button;

— If a reply is needed within a certain time frame, say so clearly, for example, in a separate line at the end of the message;

— Try to reply promptly to messages you receive, even if it is to tell the sender that you cannot answer the query and to state when you expect to be able to do so;

— Zip large attachments to ensure good transmission and to save the Organization’s resources;

— It is advisable to use a corporate signature indicating name, title and contact details of the sender to facilitate communication.

Further guidance on the use of e-mail is contained in the Provisional Administrative Instruction 13 on Corporate IT Security Policy.

(O) Specific guidelines: internal notes/note for the file

1. Use of internal notes or notes for the file

The same guidelines as contained in section (L) on interoffice memoranda also apply to the creation of internal notes, notes for the file, records of meetings, etc.

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SAMPLE FOR A NOTE FOR THE FILE

Organization for Security and Co-operation in Europe

N O T E F O R T H E F I L E

Conference Services Vienna, 15 January 2008

To: All word-processing operators

From: [name] Ext.: 123

Cc:

Subject: JCG corrected reissues

Ref:

As a general rule for the future, the following has been established jointly by Documents Control and the Meeting Assistance Unit (in consultation with DD/CS):

Should a corrected …..

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(P) Specific guidelines: communications for distribution to heads of delegations

1. Use

This particular form of communication should be used for correspondence that is to be distributed to heads of delegations by the Documents Distribution office via the pigeonholes in the Hofburg or by e-mail.

Samples for communications for distribution to heads of delegations as well as for circulation forms requesting distribution are annexed at the end of this section.

2. Layout

The body of the text should begin at least three lines below the subject title. The formatting guidelines contained in sections (I) 1 and (J) 1 on formal and informal letters created on behalf of the Secretary General also apply to the formatting of communications from the Secretary General’s Office for distribution to heads of delegations, namely: one-and-a-half spacing, the OSCE logo and name without the words “The Secretariat” and full justification of text.

The same provisions for the use of typefaces and fonts as for typing formal and informal letters apply to communications for distribution to heads of delegations.

3. Addressee

The words “Heads of Delegations” are typed after the word “To”. No punctuation is used at the end of the line. The addressee line is typed in bold.

4. Subject title

A concise statement of the subject-matter should appear opposite the word “Subject”. The subject should be typed in lower-case letters with an initial capital for the first word and in single spacing. The subject title is typed in boldface.

5. Word-processing files and attachments

In order to standardize the appearance of OSCE texts and to ensure their transportability in electronic form, Chapter IV of this Manual contains specifications for word-processing files of texts intended for distribution, either in paper or in electronic format.

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SAMPLE FOR COMMUNICATIONS FOR DISTRIBUTION TO DELEGATIONS

Organization for Security and Co-operation in Europe

The Secretary General Vienna, 15 January 2008

To: All Heads of Delegations

Subject: Staff Statistics

Please find attached a detailed table providing information on locally recruited staff in the

Secretariat and on internationally recruited staff in the Secretariat, institutions and field

operations by nationality and grade as of 31 December 2007.

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SAMPLE FOR CIRCULATION FORMS REQUESTING DISTRIBUTION TO DELEGATIONS

Vienna, 15 January 2008

To: Department for Conference Services / Documents Distribution

From: Secretary General

Subject:Document Distribution

Please circulate to all delegations the attached document titled: “Staff Statistics”.

¨ Restricted

¨ Unrestricted

¨ Partners for Co-operation

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SAMPLE FOR A FAX

Annex to Chapter III

LIST OF ABBREVIATIONS COMMONLY USED INTHE SECRETARIAT

Adv/ATU Adviser, Action against Terrorism Unit

BA Border AdviserBudO Budget OfficerBudO/ExB Budget Officer (Extrabudgetary

funds)BuilO Building Support OfficerC/Accts Chief, Accounts UnitC/AMU Chief, Asset Management UnitC/Bud Chief, Budget UnitC/LSS Chief, Language Services

SectionC/PCU Chief, Procurement &

Contracting UnitC/Pers Chief, Personnel SectionC/SitRoom Chief,

Situation/Communications RoomCo/EEA Co-ordinator/Economic &

Environmental ActivitiesCo/TS Co-ordinator, Training SectionCSBMO CSBM OfficerD/CPC Director, Conflict Prevention

CentreD/HR Director, Human ResourcesD/IO Director, Internal OversightD/MF Director, Management and

FinanceDCo/EEA Deputy Co-ordinator, Economic

& Environmental ADD/CPC Deputy Director, Conflict

Prevention CentreDD/CS Deputy Director, Conference

ServicesDD/FS Deputy Director, Finance

ServicesDD/HR Deputy Director, Human

ResourcesDD/MS Deputy Director, Mission

SupportD/OSG Director, Office of Secretary

GeneralExecO Executive Officer, OSGExtCO External Co-operation OfficerFO Finance OfficerFSC/SO FSC Support OfficerFSO Field Security Officer

H/ATU Head, Anti-Terrorism UnitH/ExtCo Head, External Co-operationH/ITS Head, Information Technology

ServicesH/OS Head, Operations ServiceH/PESU Head, Programming and

Evaluation Support UnitH/PPIS Head, Press and Public

Information SectionH/PSS Head, Policy Support ServiceH/PragueO Head, Prague OfficeLO Legal OfficerOSO Operational Support OfficerPA/SG Personal Assistant, Secretary

GeneralPCO/CPC Planning- and Co-ordination

Officer, CPCPCO/DMF Planning- and Co-ordination

Officer, DMFPCO/DHR Planning- and Co-ordination

Officer, DHRPersO Personnel OfficerPIO Public Information OfficerPressO Press OfficerPSO Policy Support OfficerPWM Public Website ManagerRecrO Recruitment OfficerSG Secretary GeneralSnAdv/ATAU Senior Adviser, AntiTrafficking

Assistance UnitSnAdv/GI Senior Adviser, Gender IssuesSnAdv/L Senior Legal AdviserSnAdv/OSG Senior Adviser, Office Secretary

GeneralSnAdv/Pol Senior Police AdviserSnBIA Senior Border Issues AdviserSnCo/Sec Senior Co-ordinator, Field

SecuritySnExtCO Senior External Co-operation

OfficerSnFSO Senior FSC Support OfficerSnPSA Senior Policy Support AssistantTreas TreasurerTrO Training Officer

IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTED AND/OR TRANSLATED

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IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTEDAND/OR TRANSLATED

In order to standardize the appearance of OSCE documents, the following specifications should be adhered to in their preparation:

(A) Page set-up

Margins: Top: 2.54 cmBottom: 2.54 cmLeft: 2.54 cmRight: 2.54 cmHeader: 1.27 cmFooter: 1.27 cm

Paper size: A 4 (21 x 29.7 cm) (not “Letter” or “Legal”, etc.)Portrait

Page justification: left aligned

(B) Format

Font: Times New RomanStyle: Regular Size: 12Character spacing: Normal

If fonts other than the OSCE default fonts (Times New Roman, Times New Roman CE and Times New Roman Cyr) are used, the fonts must be embedded in the document (Save As option, restricted to True Type fonts).

(C) Logos

OSCE logo: All logos should be in conformity with the reference manual for OSCE logos.

Others: Any other logos used, such as special ODIHR logos for election reports, logos for seminars, etc., need to be integrated in the document and not sent as an “object”. Any logo embedded in an official document should be one of the following types:

— Picture— Bitmap— Device Independent Bitmap (.DIB)— Microsoft Word Document Object— Formatted Text (RTF)

The sending party should take care of appropriate translation into one of the above “object” types. Logo colours should be restricted to black and white or grey scale (256 colours). Logo sizes must be specified according to the OSCE logo scheme.

In general the logos should be embedded in the template of each department and institution.

(D) Tables, Excel spreadsheets

For circulation by Documents Distribution, these should be separated by section breaks and embedded in the document. Otherwise the document’s format will change or it will not be possible for the document to be opened. For the table of contents, the “index and table” function should be used, in order to guarantee the correct references.

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— Tables:For repeated lines at the beginning of each page, use Word’s “headings” function (“table” menu).

— Excel spreadsheets:Take care to use the proper object version. The currently valid format should be determined by checking with information technology user support. Clean tables from any outside links and references (DDE).

— OLE (Object Linking and Embedding):Avoid using OLE objects. Translate the embedded object into one of the supported picture formats (see logos) or specify exactly in which application the object was generated. Object types are limited to the types listed in IT Policy No. 2.

For translation by Language Services, these should be converted to Word tables.

(E) Page numbering

By OSCE convention page numbers should be inserted in the header with a hyphen-space before and space-hyphen after.

(F) File formats

The word-processing file formats currently valid for Documents Distribution should be determined by checking with information technology user support.

A document consisting of several parts or files should be sent all together in one electronic file following the order of pages or annexes. If a cover page has to be distributed as a part of the document, the cover page should be immediately attached to the electronic file, whereas the cover page approving the distribution of the relevant document (signed by the Secretary General or his representative) must be faxed to Documents Distribution. Please note that the originator must take care that the appearance of the document is in conformity with its final, approved version.

Please make sure that space for 4–6 lines in the upper right corner of the first page is available for the reference symbol (this will be inserted by Documents Distribution).

For texts originating in the OSCE and sent to Conference Services for translation and/or distribution, the originator is requested to put the file name of the document in the lower right corner of the first page of the document, in the footer. If the footer is retained when a text is translated by OSCE Language Services, this file name is replaced by Documents Control with the file name of the translation. If the footer is not retained, the Documents Control file name is placed in the lower left corner of the first page of the text.

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DOCUMENT ORIGINATORDISTRIBUTION

1Cover page

2Document

3Annex A

(containingExcel

spreadsheets)

1 Cover page2 Document3 Annex A(plus Excel spreadsheet)

1 Cover page2 Document3 Annex A(plus Excelspreadsheet)

Cover page signed bySG or rep.

(sent by fax)

Cover page signed by SG or representative(received via

fax)