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

2. 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

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

4. 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

5. 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

6. 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

7. 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)

8. 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

9. 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

10. 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”

11. 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 = ,95 E =235,614.95
F = ,95 P= ,95

12. 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:
OAS letter head is available at:

13. 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

14. 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

15. 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

16. 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

17. Presentation of documents
General
Language specific (style section)
Footnotes

18. 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