Post 18: Hanging paragraphs, clause numbering and lists

a)  Hanging paragraphs

When a paragraph is mentioned under a clause or a subclause without having a numbered heading in the line above, while the paragraphs after have a numbered heading, this is what we call a hanging paragraph.

According to the InternalRegulations Part 3, the drafters of European deliverables need to avoid the use of "hanging paragraphs" since reference to them is ambiguous.

EXAMPLE:

In the following example, the hanging paragraphs indicated cannot be uniquely identified as being in "Clause 5" since strictly speaking the paragraphs in 5.1 and 5.2 are also in Clause 5. To avoid this problem it is necessary to identify the hanging paragraphs as subclause "5.1 General" (or other suitable title) and to renumber the existing 5.1 and 5.2 accordingly (as shown), to move the hanging paragraphs elsewhere, or to delete them.

When drafting a standard it is very important that you don't let any hanging paragraphs find their way into the text.  When we correct these during our editing, we also have to update any cross references within the text and these kind of updates are fraught with risks, especially in texts with many cross references.

However, there are instances where a hanging paragraph is allowed!  These are explained below:

1)  "Terms and definitions"

The introductory text under the clause "Terms and definitions" is not considered to be a hanging   paragraph, as described in 5.2.4 of (InternalRegulations Part 3), as the terms and definitions are a definitions list and not a series of subclauses.

EXAMPLE: 3  Terms and definitions For the purposes of this document, the terms and definitions given in IEC 60050-161 and the following apply. 3.1 building penetration loss ability of buildings, in which networks for distribution of television and sound are located, to attenuate the influence of electromagnetic fields from outside the buildings or to suppress the radiation of electromagnetic fields from inside the buildings

2)  "Reagents"

Under the clause "Reagents", the introductory text explaining the general provisions is not a hanging paragraph since the list detailing the reagents and/or materials is not a series of subclauses but a list.

Each reagent and/or material entry shall be numbered for purposes of cross-referencing, even if there is only one.

EXAMPLE: 3 Reagents Use only reagents of recognized analytical grade and only distilled water or water of equivalent purity. 3.1 Cleaning medium, for example methanol or water containing a few drops of liquid detergent.

3)  "Apparatus"

Under the clause "Apparatus", the paragraph introducing the list of the apparatus used in the document is not a hanging paragraph.

The rules for the structure, numbering and presentation of the "Apparatus" clause are identical to those for the "Reagents and/or materials" clause.

b)  Clause numbering

The clauses in a European deliverable need to be numbered with Arabic numerals followed by a title. The numbering begins with 1 for the "Scope" clause and is continuous up to but excluding any annexes. The clause is put on a line separate from the text that follows it.

In case of a need for subdivision, a primary numbered subclause with Arabic numerals is used (e.g. 5.1, 5.2, etc.), which may itself be divided into secondary subclauses (e.g. 5.1.1, 5.1.2, etc.), and this process of subdivision may continue up to the fifth level (e.g. 5.1.1.1.1.1, 5.1.1.1.1.2, etc.). See below:

Subclauses should preferably be given a title, which is placed immediately after its number, on a line separate from the text that follows it. Within a clause or subclause, the use of titles is uniform for subclauses at the same level, e.g.: if 10.1 has a title, 10.2 shall also have a title.

There is no need to create a subclause unless there is at least one further subclause at the same level. For example, text in Clause 10 shall not be designated subclause "10.1" unless there is also a subclause "10.2".

c)   Lists

Lists occurring in the European deliverable need to be introduced by a sentence as shown in Example 1):

EXAMPLE 1: The following basic principles shall apply to the drafting of definitions. a)     The definition shall have the same grammatical form as the term:                    1)  to define a verb, a verbal phrase shall be used;                    2)  to define a singular noun, the singular shall be used. b)     The preferred structure of a definition is a basic part stating the class to which the concept belongs, and      another part enumerating the characteristics that distinguish the concept from other members of the class.

Or by a complete grammatical proposition followed by a colon (see Example 2):

EXAMPLE 2: No switch is required for any of the following categories of apparatus: —     apparatus having a power consumption not exceeding 10 W under normal operating conditions; —     apparatus having a power consumption not exceeding 50 W, measured 2 min after the application of any of the fault conditions; —     apparatus intended for continuous operation.

Or by the first part of a proposition without a colon (see Example 3), completed by the items in the list:

EXAMPLE 3: Vibrations in the apparatus may be caused by —     unbalance in the rotating elements, —     slight deformations in the frame, and —     aerodynamic loads.

To ease identification, each item in a list needs to be preceded by a dash, a bullet or a lower case letter followed by a parenthesis. If it is necessary to further subdivide an item in the latter type of list, the Arabic numerals followed by a parenthesis need to be used, as mentioned in Example 1.

It may be preferable not to continue a sentence after the end of the type of list given in Example 3. Key terms or phrases may be composed in distinctive type to call attention to the subject matter dealt with in the various list items (see Example 1). Such terms or phrases shall not be listed in the table of contents; if it is necessary that they be included in the table of contents, they shall not be presented as list items but as subclause titles.

Any questions? Any related difficulty? Please drop us a comment by clicking on the button below!

Next week we're covering CEN-CENELEC Guide 17.

Hayat Amrani Jai (hamrani@cencenelec.eu)

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.