Organization for Security and Co-operation in Europe

OSCE STYLE MANUAL

 SEC.DOC/2/00/Rev.1
April 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...............................................................................6
(F) Press conferences...............................................................................................7
(G) OSCE flag..........................................................................................................7
(H) Souvenirs/promotional items/memorabilia........................................................7
(I) Vehicle identification.........................................................................................7

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............................................................................................................11
(E) Plural forms......................................................................................................12
(F) Alphabetical order............................................................................................13
(G) Initial capital letters..........................................................................................13
(H) Transliteration of Russian names.....................................................................13
(I) Numerical data.................................................................................................14
(J) Italics, boldface, underlining and foreign words..............................................15
(K) Quotations........................................................................................................15
(L) Abbreviations and symbols..............................................................................16
(M) Geographical names and adjectives of nationality...........................................17
(N) Headings and subheadings...............................................................................18
(O) Subparagraphs..................................................................................................18
(P) Footnotes and endnotes....................................................................................18
(Q) Bibliographical references................................................................................18
(R) Usages to be avoided........................................................................................19
 - ii -

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

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

(A) Introduction......................................................................................................33
(B) Types of communications................................................................................33
(C) Language of communications..........................................................................33
(D) Responsibility for communications..................................................................33
(E) Clearance of outgoing correspondence............................................................33
(F) Signing correspondence...................................................................................34
(G) Communications for signature by the Secretary General................................34
(H) General guidelines: correspondence format specifications..............................34
(I) Specific guidelines: formal letters....................................................................36
(J) Specific guidelines: informal letters.................................................................39
(K) Specific guidelines: notes verbales..................................................................41
(L) Specific guidelines: interoffice memoranda.....................................................45
(M) Specific guidelines: faxes.................................................................................49
(N) Suggested guidelines for the use of e-mail......................................................53
(O) Specific guidelines: internal notes/note for the file.........................................53
(P) Specific guidelines: communications for distribution to heads of delegations55

IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTED AND/OR TRANSLATED....60

(A) Page setup.........................................................................................................62

(B) Format..............................................................................................................62
(C) Logos................................................................................................................62
(D) Tables, Excel spreadsheets...............................................................................62
(E) Page numbering................................................................................................63
(F) File formats......................................................................................................63
 - iii -

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
 -3-

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 PUBLICATIONS
AND DOCUMENTS IN ENGLISH
 - 11 -

II. EDITORIAL STYLE FOR OSCE PUBLICATIONS

AND 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 Republic

the Permanent Council
the Tajik authorities
inter-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-Chairpersons
Treaty-limited equipment
Anti-Ballistic Missile Treaty
High-Level Planning Group
Norm- and Standard-Setting Measures
Chairman-in-Office
Co-operation (as in “Organization for Security and Co-operation in Europe”)
Co-ordinator (as in “Co-ordinator of OSCE Economic and Environmental Activities”)

(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.

*See, for example, section (O).

 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 months

a 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 3
7 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 visit

the 14th meeting
the 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:

1980–1983
paragraphs 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 April

between 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.
noon
midnight

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/4/2007

MC(10).DEC/8 not MC.DEC/8/02
PC.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:

Almaty
Ashgabad
Baku
Beijing
Bern not Berne
Chechnya
Nagorno-Karabakh
Skopje
The Hague
Transdniestria

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.

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:

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

4Except in “OSCE Chairman-in-Office”.
— 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”.
 - 21 -

Annex 1 to Chapter II

PRESCRIBED SPELLING, HYPHENATION AND ITALICIZING OF WORDS

FREQUENTLY FOUND IN OSCE DOCUMENTS

above-mentioned cancel, cancelled, cancelling decision maker

abridgement cannot decision-making (noun and
acknowledgement capital (city) adj.)
acquis capitol (building) de facto
ad hoc carte blanche defence (but Department of
ad infinitum catalogue (but catalog in Defense of the United States)
ad interim computer technology) defensive
advance (adj. meaning issued CD-ROM de jure
beforehand) ceasefire (noun and adj.) demarcation
advertise, advertiser centre, centred, centring dependant (noun)
adviser channel, channelled, dependent (adj.)
aerial channelling derestricted
aeroplane chargé d’affaires (plural: détente
aforementioned chargés d’affaires) diktat
ageing checklist disc (but disk in computer
aide-mémoire (plural: aides- chef de file (plural: chefs de terminology)
mémoire) file) dispatch (noun and verb)
air base(s) cheque (bank payment) dissociate
aircraft classroom downward (adj. and adverb)
airfield clearing house draft (text)
airline coefficient draught (air current and
airspace coexistence animal)
aluminium co-located, co-location earmark
analyse colour e.g. (always followed by a
analysis (plural: analyses) combat, combated, combating, comma)
anti-personnel combatant élite
anti-Semitism communiqué e-mail (or email)
a priori compel, compelled, embargo (plural: embargoes)
armour(ed) compelling émigré
balance-of-payments (adj.) computerize enclose
balance of payments (noun) confidence-building (noun and Encl.
balance sheet adj.) endeavour
bandwidth confidence- and end-product
baseline security-building (noun and end result
beforehand adj.) enrol, enrolled, enrolling,
behaviour connection enrolment
belligerent co-operate, co-operation en route
benefit, benefited, benefiting co-ordinate, co-ordination ensure (to make certain)
biannual (twice a year) cornerstone equilibrium
biennial (every second year) countermeasure et al.
biennium (plural: bienniums) counter-productive etc.
bilateral coup d’état et seq.
bilingual criterion (plural: criteria) Euro-Atlantic (adj.)
bimodal cross-reference (noun and Euro-Mediterranean (adj.)
bimonthly verb) everyday (adj.)
binational cross-section(al) expel, expelled, expelling
by-product curriculum vitae (plural: extrabudgetary
bis curricula vitae) extralegal
bookkeeper, bookkeeping cutback (noun) extraregional
bona fide cut back (verb) fact-finding (noun and adj.)
bottleneck cut-off (noun and adj.) fait accompli
breakdown (noun) cut off (verb) fallout (noun)
break down (verb) databank far-reaching
breakthrough (noun) database favour
budget, budgeted, budgeting data-collection (adj.) finalize
build-up (noun) data collection (noun) focus, focused, focusing
build up (verb) data-processing (adj.) follow-up (noun and adj.)
bureaux (plural) data processing (noun) follow up (verb)
calibre deadline footnote
force majeure inquiry (except in certain many-sided
forcible titles, e.g., Commission of marshal, marshalled,
foregoing (preceding) Enquiry) marshalling
forever (continually) in-session (adj.) matériel
for ever (for all future time) in so far as meagre
foreword install, installation, instalment meantime
forgo (do without) instil, instilled, instilling meanwhile
formula (plural: formulae in insure (take out insurance) Mediterranean Partners for
maths and science; formulas in interagency (except in certain Co-operation
other contexts) titles) meeting place
forum (plural: forums) inter alia memorandum (plural
freedom fighter inter-American memoranda)
front-line (adj.) intercede metre (unit of length)
front line (noun) intercountry meter (instrument)
fulfil, fulfilled, fulfilling, interdepartmental microcredit
fulfilment interdependence microeconomics
gender mainstreaming interdisciplinary microelectronics
goodwill (kindly feeling, intergovernmental microfiche
benevolence) interim microfilm
good will (virtuous intent) Internet microprocessor
government (adj.) interregional microwave
Government (noun) (when interrelate, interrelation mid-point
referring to a specific national intersectoral midway (adverb and adj.)
administration; otherwise intersessional mid-year
government, as in “good interspace mileage
government”) inter-State minicomputer
grass-roots (adj.) in toto misspelled (past and past
grass roots (noun) Intranet participle)
grey intraregional modelled
groundwork ipso facto moneys (but monies when
guerrilla jail referring to assorted
guideline(s) jeopardize currencies)
gunfire judgement (except in legal motor car
halfway parlance: Judgment of the mould (shape or form)
handover (noun) International Court of Justice) much-needed (when used
hand over (verb) keynote (noun and adjective) attributively)
hands-on (adj.) keyword multi-bilateral
harass, harassed, harassing, kilogram (kg) multidimensional
harassment kilometre (km) multilateral
harbour (noun and verb) know-how multilingual
heretofore laborious multimedia
hierarchical labour multinational
hierarchy landlocked multipurpose
high-level (adjective) landmine multi-stage
highlight (noun and verb) last-mentioned multisectoral
honorary layout (noun) multi-year
honour learned (past and past mutatis mutandis
honourable participle) nationwide (adverb and adj.)
horsepower liaison neighbour
hotbed licence (noun) neo-Nazism
ibid. license (verb) nevertheless
idem life cycle non-administrative
i.e. (always followed by a lifelong noncommittal
comma) litre non-compliance
improvise, improvisation loc. cit. non-co-operation
inasmuch as long-term (adj.) non-existent
in-depth (adj.) long term (noun) non-governmental
index (plural: indexes for lists machine-gun non-participating States
in a book; indices for the machine-readable no one
mathematical term) macroeconomics north-east(ern)
indispensable mainland north-west(ern)
infrared man-hour (replace with staff- note verbale (plural: notes
infrastructure hour or work-hour) verbales)
initial, initialled, initialling man-made (replace with noticeable
inquire artificial or synthetic) occur, occurred, occurring,
manned (replace with staffed) occurrence
manoeuvre (noun and verb) offence
offensive proactive spelled (past and past
offhand(ed) proceed participle)
offshore procès-verbal (plural: procès- spillover (noun)
ongoing verbaux) spill over (verb)
online (adj. and adverb) programme (but computer stabilize
onward (adverb and adj.) program) standardize, standardization
op. cit. pro rata States Parties
organization(al), organize radioactive status quo
overall (noun and adj.) raison d’être stockpile (noun and verb)
overemphasize rapprochement stopgap
overestimate (noun and verb) reaffirmation storey (building)
overflight realize straightforward
overpopulation rearrange stumbling block
overproduce re-establish subamendment
overproduction reflection subarea
overrate refoulement subcentre
overriding regime subcommission
overrun (noun and verb) reinforce subcommittee
oversimplify reinsure subcontinental
overspend reopen subcontract (noun and verb)
overthrow reorganize subcontractor
overuse (noun and verb) re-route subdivide, subdivision
overutilize resistant sub-entry
overvalue (verb) respect (with respect subgroup
paralyse to=regarding) subheading
paramedical résumé sub-item
paramilitary rigorous subject-matter
participating States rigour sub-limit
old: partner States roadblock subparagraph
new: Partners for Co-operation roll-call (adj.) subprogramme
peacekeeping (noun and adj.) round-table (adj.) subregion(al)
peacemaker round table (noun) subsection
peacetime rumour substructure
per annum rundown (noun) subsystem
per capita run down (verb) subtitle
per cent savour subtotal
per diem sceptic(al), scepticism subunit
per se schoolchild, schoolchildren sulphur
phenomenon (plural: schoolteacher supercomputer
phenomena) seabed supersede
photocopy sea level superstructure
piecemeal sea-water (adj.) supervise
pinpoint sea water (noun) supervisor
pipeline sectoral supra
plebiscite semi-skilled supranational
the Plenary Meeting setback (noun) symposium (plural: symposia)
plenary meetings shortcoming synchronize
policymaker shortfall synthesis, synthesize
policy-making (noun and adj.) short-lived systematize
post-session (adj.) short-term (adj.) takeover (noun)
post-war short term (noun) take over (verb)
pourparler(s) side-effect Tatar
practice (noun) sine qua non target, targeted, targeting
practise (verb) sizeable telegram
precede skilful, skilfulness ter
preconceive slow-down (noun) test-ban (adj.)
precondition slow down (verb) thermonuclear
pre-empt sociocultural Third World
pre-investment socio-economic time-consuming
pre-session (adj.) some time time-frame
pre-war sometimes time-lag
prima facie south-east(ern) time-limit
principal (head person) south-west(ern) time-point
principal (adj.) spacecraft time-series
principle (fundamental truth) spaceship timetable
printout (noun) specialize title-page
print out (verb) ton
total, totalled, totalling underground (noun, adverb vis-à-vis
tour d’horizon and adj.) warlike
towards underlie, underlying, underlay, wartime
trademark underlain watercourse
traffic, trafficked, trafficking, underprivileged website
trafficker under-represented weekday
trafficking in human beings under-report (verb) weekend
(not human trafficking) underrun well-being
transatlantic Under-Secretary-General well-founded (attributive adj.)
transborder underuse (noun and verb) well-known (attributive adj.)
transboundary underutilize, underutilization well known (predicative adj.)
transferable underwater (adverb and adj.) wholehearted(ly)
transfrontier under way widespread (attributive and
transnational update (noun and verb) predicative adj.)
transship, transshipment upgrade wilful, wilfulness
travel, travelled, travelling up-to-date (attributive adj.) withhold
Treaty support fund up to date (predicative adj.) word-processing (adj.)
turnout (noun) uproot word processing (noun)
twofold (adverb and adj.) upward (adverb and adj.) work-hour
two-thirds (adj.) usable workforce
two thirds (noun) valour workload
underdeveloped versus workplace
underemployment via workshop
underestimate (noun and verb) vice versa workstation
under-expenditure viewpoint worldwide (adverb and adj.)
underexpose vigorous worthwhile (attributive adj.)
vigour worth while (predicative adj.)
 Annex 2 to Chapter II

OSCE PARTICIPATING STATES AND

PARTNERS FOR CO-OPERATION

Participating States (in French alphabetical order)

Short name Full formal designation

Albania the Republic of Albania

Germany the Federal Republic of Germany
United States of America (the) the United States of America
Andorra the Principality of Andorra
Armenia the Republic of Armenia
Austria the Republic of Austria
Azerbaijan the Republic of Azerbaijan
Belarus the Republic of Belarus
Belgium the Kingdom of Belgium
Bosnia and Herzegovina Bosnia and Herzegovina
Bulgaria the Republic of Bulgaria
Canada Canada
Cyprus the Republic of Cyprus
Croatia the Republic of Croatia
Denmark the Kingdom of Denmark
Spain the Kingdom of Spain
Estonia the Republic of Estonia
Finland the Republic of Finland
France the French Republic
Georgia Georgia
United Kingdom (the) the United Kingdom of Great Britain and Northern
Ireland
Greece the Hellenic Republic
Hungary the Republic of Hungary
Ireland Ireland
Iceland the Republic of Iceland
Italy the Italian Republic
Kazakhstan the Republic of Kazakhstan
Kyrgyzstan the Kyrgyz Republic
Latvia the Republic of Latvia
the former Yugoslav Republic of Macedonia the former Yugoslav Republic of Macedonia
Liechtenstein the Republic of Moldova
Lithuania the Principality of Monaco
Luxembourg the Republic of Montenegro
Malta the Kingdom of Norway
Moldova the Republic of Uzbekistan
Monaco the Kingdom of the Netherlands
Montenegro the Republic of Poland
Norway the Portuguese Republic
Uzbekistan Romania
Netherlands (the) the Russian Federation
Poland the Republic of San Marino
Portugal the Holy See
Romania the Republic of Serbia
Russian Federation (the)
San Marino
Holy See (the)
Serbia
the Principality of Liechtenstein
the Republic of Lithuania
the Grand Duchy of Luxembourg
the Republic of Malta
 - 26 - Annex 2 to Chapter II

Slovakia the Slovak Republic

Slovenia the Republic of Slovenia
Sweden the Kingdom of Sweden
Switzerland the Swiss Confederation
Tajikistan the Republic of Tajikistan
Czech Republic (the) the Czech Republic
Turkmenistan Turkmenistan
Turkey the Republic of Turkey
Ukraine Ukraine

Asian Partners for Co-operation

Afghanistan the Islamic Republic of Afghanistan

Japan Japan
Mongolia Mongolia
Republic of Korea (the) the Republic of Korea
Thailand the Kingdom of Thailand

Mediterranean Partners for Co-operation

Algeria the People’s Democratic Republic of Algeria

the Arab Republic of Egypt
Egypt the State of Israel
Israel the Hashemite Kingdom of Jordan
Jordan the Kingdom of Morocco
Morocco the Republic of Tunisia
Tunisia
 Annex 3 to Chapter II

LIST OF ABBREVIATIONS COMMONLY USED IN THE

ORGANIZATION FOR SECURITY AND
CO-OPERATION IN EUROPE*

ACMF Advisory Committee on Management and Finance

AI administrative instruction
AIAM Annual Implementation Assessment Meeting
ASRC Annual Security Review Conference
ATU Action against Terrorism Unit
BLA board and lodging allowance
BSEC Black Sea Economic Co-operation
BSMC Border Security and Management Concept
CAO Chief Administrative Officer
CBSS Council of Baltic Sea States
CEFTA Central European Free Trade Agreement
CEI Central European Initiative
CFA Chief of Fund Administration
CFE Conventional Armed Forces in Europe
CICA Conference on Interaction and Confidence-Building Measures in Asia
CiO Chairman-in-Office
CIS Commonwealth of Independent States
CoE Council of Europe
CoEEA Co-ordinator of OSCE Economic and Environmental Activities
CPC Conflict Prevention Centre
CRMS Common Regulatory Management System
CS Conference Services
CSBM(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 Organization
DHR Department of Human Resources
DMF Department of Management and Finance
Doc.In OSCE documents and records management system
DSA daily subsistence allowance
EAPC Euro-Atlantic Partnership Council
EBRD European Bank for Reconstruction and Development
EC European Commission
ECE Economic Commission for Europe (of the United Nations)
ECMM European Community Monitoring Mission
EEO Economic and Environmental Officer
EESC Economic and Environmental Subcommittee of the Permanent Council (former)
EEF Economic and Environmental Forum
EFTA European Free Trade Association
EIB European Investment Bank
ENVSEC Environment and Security Initiative
EOM election observation mission
ESDP European Security and Defence Policy
EU European Union
ExB extrabudgetary
FAU Fund Administration Unit
FM fund manager
FO 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-operation

GUAM group of States including Azerbaijan, Georgia, Moldova and Ukraine (see ODED-
GUAM)
HCNM High Commissioner on National Minorities
HDIM Human Dimension Implementation Meeting
H.E. His/Her Excellency
HLPG High-Level Planning Group
HoI Head of Institution
HoM Head of Mission
HRO Human Rights Officer; Human Rights Observer
IAEA International Atomic Energy Agency
ICCPR International Covenant on Civil and Political Rights
ICRC International Committee of the Red Cross
ICT information and communication technology
ICTY International Criminal Tribunal for the former Yugoslavia
IDP(s) internally displaced person(s)
IFOR Implementation Force
IEOM international election observation mission
ILO International Labour Organization
IMF International Monetary Fund
IOs international organizations
IOM International Organization for Migration
IPTF (United Nations) International Police Task Force
IRMA Integrated Resource Management System
ISB informal subsidiary body (of an OSCE decision-making body)
ISO International Organization for Standardization
IWG informal working group
JCC Joint Control Commission
JCG Joint Consultative Group
JPKF Joint Peacekeeping Forces
KFOR Kosovo Force
KPSS Kosovo Police School Service
MANPADS man-portable air defence system
MC Ministerial Council
MoU memorandum of understanding
MP Member of Parliament
MPCs Mediterranean Partners for Co-operation
NACC North Atlantic Cooperation Council
NATO North Atlantic Treaty Organization
NGO(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 Activities
ODED-GUAM Organization for Democracy and Economic Development — GUAM
ODIHR Office for Democratic Institutions and Human Rights
OECD Organisation for Economic Co-operation and Development
OIO Office of Internal Oversight
OSCC Open Skies Consultative Commission
OSCE Organization for Security and Co-operation in Europe
OSG Office of the Secretary General
OSR-CTHB Office of the Special Representative and Co-ordinator for Combating Trafficking in
Human Beings
OST Treaty on Open Skies
OTA official travel authorization
(OSCE) PA (OSCE) Parliamentary Assembly
PAR performance appraisal report
PBPB Performance-Based Programme Budgeting
PBPR Programme Budget Performance Report
PC Permanent Council
PISG Provisional Institutions of Self-Government
PO Programme Outline
PPIS Press and Public Information Section
RACVIAC Regional Arms Control Verification and Implementation Assistance Centre
REACT Rapid Expert Assistance and Co-operation Teams
 - 29 - Annex 3 to Chapter II

RFoM Representative on Freedom of the Media

SALT Strategic Arms Limitation Talks
SALW small arms and light weapons
SAP Stabilisation and Association Process
SC Senior Council (former)
SCO Shanghai Cooperation Organisation
SECI Southeast European Cooperative Initiative
SEECP South East European Cooperation Process
SEESAC South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and
Light Weapons
SFOR Stabilisation Force (former)
SG Secretary General
SHDM Supplementary Human Dimension Meeting
SPMU Strategic Police Matters Unit
UB Unified Budget
UNDP United Nations Development Programme
UNEP United Nations Environment Programme
UNESCO United Nations Educational, Scientific and Cultural Organization
UNHCR United Nations High Commissioner for Refugees
UNHCHR United Nations High Commissioner for Human Rights
UNIDO United Nations Industrial Development Organization
UNODC United Nations Office on Drugs and Crime
UNOV United Nations Office at Vienna
UNPREDEP United Nations Preventive Deployment Force
WG working group
WEU Western European Union
WHO World Health Organization
WMD weapons of mass destruction
WTO World Trade Organization
- 30 - Annex 3 to Chapter II
III. GUIDELINES FOR CORRESPONDENCE
- 32 -
 - 33 -

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
(including communications to institutions/field operations) and on the original in the case of internal
notes/memoranda.
 - 34 -

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:

Page set-up:

Margins: Top: 2.54 cm

Bottom: 2.54 cm
Left: 2.54 cm
 - 35 -

Right: 2.54 cm
Header (from edge): 1.27 cm
Footer (from edge): 1.27 cm
Mirror 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: Regular
Size: 12 pt
Character spacing: Normal, no kerning

Paragraph:

Alignment: Left alignment is preferred 5

Indentation: 0 cm
Spacing (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. 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.

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.
 - 36 -

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.

Example:

H.E. ...
or
Mr./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.
 - 37 -

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.”

 - 38 -

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 6 Telephone Telefax pm@osce.org DLl

A-1010 Vienna, Austria (+43-1) 514 36-0 (+43-1) 514 36-96 www.osce.org Clearance: none
 - 39 -

(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.
 - 40 -

SAMPLE FOR AN INFORMAL LETTER

Organization for Security and Co-operation in Europe

The Secretariat

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 Brussels
BELGIUM

Wallnerstrasse 6 Telephone Telefax pm-cpc@osce.org HS

A-1010 Vienna, Austria (+43-1) 514 36-0 (+43-1) 514 36-96 www.osce.org Clearance: PF
 - 41 -

(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.”

(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.
 - 42 -

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.
 - 43 -

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-Creditanstalt
Zweigstelle 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 OSCE
Vienna
 - 44 -

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. XXX
Date of issue: 1 August 2000
Date 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 Section
Wallnerstrasse 1
1010 Vienna
 - 45 -

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

6. Enclosures
 - 46 -

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.
 - 47 -

SAMPLE 1 FOR AN INTEROFFICE MEMORANDUM

Organization for Security and Co-operation in Europe

INTEROFFICE MEMORANDUM
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.
 - 48 -

SAMPLE 2 FOR AN INTEROFFICE MEMORANDUM

Organization for Security and Co-operation in Europe

INTEROFFICE MEMORANDUM
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/CS

SnAdv/L
H/ITS
DD/HR
C/Pers
Staff Committee

Encl.
 - 49 -

(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

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.
 - 50 -

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 -).
 - 51 -

SAMPLE FOR A FAX

Organization for Security and Co-operation in Europe

TELEFAX
The Secretariat
Department of Human Resources
Wallnerstrasse 6, A-1010 Vienna
Telephone: (+43-1) 514 36-0
Telefax: (+43-1) 514 36-96
E-mail: pm@osce.org

DATE: 15 January 2008

TO: Mr./Ms. [name]
Delegation of [participating State] to the OSCE
CC:
FAX NO: (+43 1) 515 55 55
FROM: [name]
[title]
SUBJECT: Appointment to the [Mission name]
REF: Your letter of 5 January 2008
PAGES: 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]
 - 52 -

Organization for Security and Co-operation in Europe

TELEFAX
EILIG · URGENT · URGENTE · URGENT · URGENTE ·
СРОЧНО
The Secretariat
Department of Human Resources
Wallnerstrasse 6, A-1010 Vienna
Telephone: (+43-1) 514 36-0
Telefax: (+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
 - 53 -

(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.
 - 54 -

SAMPLE FOR A NOTE FOR THE FILE

Organization for Security and Co-operation in Europe

NOTE FOR THE FILE
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 …..

 - 55 -

(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.
 - 56 -

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.
 - 57 -

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
 - 58 -

SAMPLE FOR A FAX

Annex to Chapter III

LIST OF ABBREVIATIONS COMMONLY USED IN

THE SECRETARIAT

Adv/ATU Adviser, Action against H/ATU Head, Anti-Terrorism Unit

Terrorism Unit H/ExtCo Head, External Co-operation
BA Border Adviser H/ITS Head, Information Technology
BudO Budget Officer Services
BudO/ExB Budget Officer (Extrabudgetary H/OS Head, Operations Service
funds) H/PESU Head, Programming and
BuilO Building Support Officer Evaluation Support Unit
C/Accts Chief, Accounts Unit H/PPIS Head, Press and Public
C/AMU Chief, Asset Management Unit Information Section
C/Bud Chief, Budget Unit H/PSS Head, Policy Support Service
C/LSS Chief, Language Services H/PragueO Head, Prague Office
Section LO Legal Officer
C/PCU Chief, Procurement & OSO Operational Support Officer
Contracting Unit PA/SG Personal Assistant, Secretary
C/Pers Chief, Personnel Section General
C/SitRoom Chief, PCO/CPC Planning- and Co-ordination
Situation/Communications Room Officer, CPC
Co/EEA Co-ordinator/Economic & PCO/DMF Planning- and Co-ordination
Environmental Activities Officer, DMF
Co/TS Co-ordinator, Training Section PCO/DHR Planning- and Co-ordination
CSBMO CSBM Officer Officer, DHR
D/CPC Director, Conflict Prevention PersO Personnel Officer
Centre PIO Public Information Officer
D/HR Director, Human Resources PressO Press Officer
D/IO Director, Internal Oversight PSO Policy Support Officer
D/MF Director, Management and PWM Public Website Manager
Finance RecrO Recruitment Officer
DCo/EEA Deputy Co-ordinator, Economic SG Secretary General
& Environmental A SnAdv/ATAU Senior Adviser, AntiTrafficking
DD/CPC Deputy Director, Conflict Assistance Unit
Prevention Centre SnAdv/GI Senior Adviser, Gender Issues
DD/CS Deputy Director, Conference SnAdv/L Senior Legal Adviser
Services SnAdv/OSG Senior Adviser, Office Secretary
DD/FS Deputy Director, Finance General
Services SnAdv/Pol Senior Police Adviser
DD/HR Deputy Director, Human SnBIA Senior Border Issues Adviser
Resources SnCo/Sec Senior Co-ordinator, Field
DD/MS Deputy Director, Mission Security
Support SnExtCO Senior External Co-operation
D/OSG Director, Office of Secretary Officer
General SnFSO Senior FSC Support Officer
ExecO Executive Officer, OSG SnPSA Senior Policy Support Assistant
ExtCO External Co-operation Officer Treas Treasurer
FO Finance Officer TrO Training Officer
FSC/SO FSC Support Officer
FSO Field Security Officer
- 59 - Annex to Chapter III
IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTED
AND/OR TRANSLATED
 - 62 -

IV. GUIDELINES FOR TEXTS TO BE DISTRIBUTED

AND/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 cm

Bottom: 2.54 cm
Left: 2.54 cm
Right: 2.54 cm
Header: 1.27 cm
Footer: 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 Roman

Style: Regular
Size: 12
Character 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.

— Tables:
For repeated lines at the beginning of each page, use Word’s “headings” function (“table” menu).
 - 63 -

— 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.
 - 64 -

DOCUMENT ORIGINATOR
DISTRIBUTION

1
Cover page

1 Cover page 1 Cover page

2 Document 2 Document 2
3 Annex A 3 Annex A Document
(plus Excel (plus Excel
spreadsheet) spreadsheet)

3
Annex A
(containing
Excel
spreadsheets)

Cover page Cover page

signed by SG or signed by
representative SG or rep.
(received via (sent by fax)
fax)