Document preparation

Drafting IEC publications

 

 

Annex A (informative)
Checklist for writers and editors of documents

The checklist given in Table A.1 is a tool to help writers and editors of documents.

 

Table A.1 – Checklist for writers and editors of documents

Task

Assessment

Done

Comments

Structure
(Clause 6, Clause 22)

Check table of contents:
  Is the top-level structure logical?
  Is the subdivision consistent?

 

 

Hanging paragraphs:
  Check for and remove any hanging paragraphs.

 

 

Use of plain language
(Clause 4, Clause 5)

Is the text clear and concise?

 

 

Are the sentences short? (check punctuation)

 

 

Title (Clause 11)

Is the title organized going from the more general to the more particular?

 

 

Does the title unintentionally limit the scope of the document?

 

 

Is it as clear and concise as possible?

 

 

Make sure that the title does not contain more than three elements.

 

 

If there are several parts, are the titles aligned?

 

 

Foreword (Clause 12)

Is the document a revision? If so, insert a revision statement including any amendments and technical corrigenda and a list of changes with respect to previous edition.

 

 

Are there any other organizations involved in the drafting that should be mentioned?

 

 

Introduction (Clause 13)

Is it purely informative?

 

 

Does it describe the content or give information on why the document is necessary?

 

 

Scope (Clause 14)

Does it describe what the document does?

 

 

Does it state where it is applicable?

 

 

Does it only contain statements of fact?

 

 

Normative references (Clause 15)

Are all of the references listed in the Normative references clause cited in the text in such a way that some or all of their content constitutes requirements of the document?

 

 

Are the references dated or undated?

 

 

Are the references used ISO and IEC standards? If not, do suitable ISO and IEC standards exist which can be used instead?

 

 

Are the normative references publicly available?

 

 

Terms and definitions
(Clause 16)

Are the terms listed used in the document?

 

 

Do suitable terms exist in the terminology databases?
–   http://www.electropedia.org/
–   https://www.iso.org/obp

 

 

Are the definitions correctly drafted?

 

 

Figures
(Clause 28)

Does each figure have a concise title?

 

 

Is each figure numbered correctly?

 

 

Is there a key if necessary?

 

 

Are all figures cross-referenced in the text?

 

 

Graphical symbols
(28.6.2)

Are symbols used taken from the ISO and IEC databases?
If not, contact IEC TC 3, IEC SC 3C, ISO/TC 10 and ISO/TC 145 in order to register a standardized symbol.

 

 

Tables
(Clause 29)

Does each table have a concise title?

 

 

Is each table numbered correctly?

 

 

Are all tables cross-referenced in the text?

 

 

Annexes
(Clause 20)

Is there a reference to each annex in the main part of the text?

 

 

Is their status (normative or informative) correct? Is this made clear in the main part of the text?

 

 

Bibliography
(Clause 21)

Is it formatted consistently?

 

 

Are all the entries correct and complete?

 

 

Are any of them normative references that should be listed in Clause 2?

 

 

Are any of the listed documents duplicated in Clause 2?

 

 

Drafting of provisions
(Clause 7)

Make sure that "shall" "should" or "may" are not used in the Foreword, Scope, notes or examples.

 

 

Make sure that "shall" is not used in the Introduction.

 

 

Are "may" and "can" used correctly?

 

 

Is "must" used anywhere in the document?
Is "must" used correctly to mean external constraints?

 

 

Make sure that no requirements specifying compliance with national/legal regulations are included.

 

 

Potential legal problems
(Clause 30, Clause 31, Clause 32)

Copyrights

 

 

Trademarks

 

 

Patents

 

 

Conformity assessment (Clause 33)

Are there potential conformity assessment issues?

 

 

Cross-references (Clause 10)

Are all cross-references correct?

 

 

Common problems
(Annex B)

Are symbols for variable quantities correct, consistent and properly formatted in the text and in mathematical formulae?

 

 

Is a comma on the line used as the decimal sign?

 

 

Other issues