THE WORK OF THE LANGUAGE SECTION – DCMM TRANSLATION AND PROOFREADING August 2012

The work of the Language Section General Overview Coordination Translating Proofreading Some aspects of the work of translators Specific aspects of the work of proofreaders Formatting OAS Style Language Document samples Final Pointers

Formatting General rule Page Setup Margins Page orientation Layout Alignment Font Paragraph indent Tabs Page numbering Formatting macros

SOME BASIC GUIDELINES TO FORMATTING General rule Page setup Font and Line/Page Break Classification Tabs Table of contents Page numbering Paragraph formatting Spaces after colon (with exception) Presentation of decimals

Page Setup Top = 1.5” Bottom = 0.9” Left = 1.18” Right = 1.09” Header = 0.9” & Footer = 0.9” Section Break – new page or odd page as needed Page orientation - Portrait Vertical alignment - top Apply to whole document

FONT LINE AND PAGE BREAKS Times New Roman 11 pt Footnote text – Times New Roman 10 pt LINE AND PAGE BREAKS Use widow/orphan control Title at bottom of page

CLASSIFICATION Tabs On first line of document Set at 5” from left margin Adjust to fit longer classification numbers Tabs Set at 0.5” Indents at 0.5” (includes hanging indents)

TABLE OF CONTENTS Format for table of contents: Main headings at right margin Each set of sub headings: set tabs at 0.5” as needed (based on number of sub headings) Right alignment of Paragraph – 0.75” Alignment for page numbers: set right tab at 6.2” with leader dots

PAGE NUMBERING Cover and title pages – no numbering Page numbers in Table of Contents, Explanatory Note, Introduction, etc., – bottom (center) of page in romanitos e.g.(iii) Page number does not appear on first page Page numbers in body of document appear at top (center of page) e.g. (- 2 -) Use section breaks when numbering varies Use odd page breaks to separate appendices

PARAGRAPH FORMATTING Document titles Centered (no bold) Main document section headings At margin or centered Sub headings Centered or indented at 0.5” Main paragraphs First line indent and justified Sub paragraphs If using bullets, paragraph indent at 0.5 and set hanging indent at 0.5” If no bullets indent paragraph 0.5” and first line indent 0.5”

Presentation of decimals SPACES AFTER COLON Use two spaces after colon (:) Exception: in document classification – e.g. Original: Spanish Presentation of decimals Varies according to language S = 235.614,95 E =235,614.95 F = 235 614,95 P= 235.614,95

USE OF LOGOS Secretariat/Department logos are used in documents with official OAS classification Area logos may be set up in “Formatting Macros” tab in MS Word. OAS logos are available in four languages at: http://www.oas.org/en/about/logo.asp OAS letter head is available at: http://oasconnect/InstitutionalImage/english/index.html

Other pointers related to OAS documents Terms used in the proofreading process Routing slip Original vs. master document Basurita Deadline Production and distribution slip Other relevant reference material and language sources Accents

Some official documents Convocation / Notice Order of business Draft agenda / adopted agenda Draft schedule / adopted schedule Draft resolution /Draft declaration Adopted resolution / adopted declaration Reports, Plans of Action List of documents /Lista de documentos List of participants / Lista de Participantes

DOCUMENT SAMPLES Convocation – English Order of business – English Order of business – Spanish Convocation – English Convocation – Spanish Note from Permanent Mission – English Note from Permanent Mission – Spanish

DOCUMENT SAMPLES (2) Adopted General Assembly resolution – English Minutes/record of meeting – English Minutes/Record of meeting – Spanish Draft General Assembly resolution under negotiation – English Draft General Assembly resolution under negotiation – Spanish Adopted General Assembly resolution – English Adopted General Assembly resolution – Spanish

Presentation of documents General Language specific (style section) Footnotes

Final Pointers References for documents sent for translation Embedded Excel, PowerPoint, and Visio presentations in a Word file Saving Word documents in compatible format Documents with Master and clean copy Documents sent for translation via e-mail