STYLE GUIDE

United Nations
Office for the Coordination
of Humanitarian Affairs

Contents
Introduction

General writing guidelines

Section 1: Grammar

Section 2: Punctuation

Section 3: Style

12

Section 4: Numbers

22

Section 5: Temperatures and Measurements

25

Section 6: Commonly Misused Words and Phrases

26

Section 7: Avoiding Unnecessary Words

31

Section 8: Spelling List

33

Section 9: Glossary

38

Annexes

United Nations
Office for the Coordination of Humanitarian Affairs
Edition No. 2 / July 2010

I.

Frequently Used Humanitarian Acronyms

40

II.

Footnotes and Bibliographies

44

III.

Useful resources

48

For questions or feedback on the OCHA Style Guide,

please e-mail the OCHA Reporting Unit at: ochareporting@un.org

Introduction
As a global organization, the United Nations Office for the Coordination
of Humanitarian Affairs (OCHA) faces many challenges in presenting a
uniform identity in its information products. Some inconsistencies are
due to the diverse personnel and practices within OCHA around the
world. Projecting a consistent message demands a consistent style.
This second edition of the OCHA Style Guide is designed to help and
encourage OCHA staff members to develop that consistency.
Every organization has its individual stylistic differences, from The
Economist, to the BBC to The New York Times. This guide is a quick
reference for preferred United Nations style, as well as a reference for
English usage. The guide is not intended to impose limits on writers, but
to help them produce work that meets professional standards, with a
focus on needs for humanitarian reporting.
In a working environment where the demand for information is constant,
it is each staff members responsibility to ensure the quality of his/her
work. The quality and consistency of every communication reflects
directly on the reputation of OCHA as a whole.
This is not a comprehensive manual. The definitive authority on
language, style, usage and rules is the United Nations Editorial Manual
(http://69.94.137.26/editorialcontrol/index.htm), in conjunction with the
Concise Oxford Dictionary, eleventh edition. Any issue not resolved in
the OCHA Style Guide should be researched in those sources.
This second edition is divided into new chapters and includes updated
guidance on grammatical and stylistic issues that often cause confusion.
It includes rules on grammar, punctuation, spelling, terminology and
usage, as well as advice on how to shorten certain phrases often used
in reporting.
To complement the Style Guide, the OCHA Reporting Unit has produced
a series of relevant training modules that are now available on OCHAnet
(see Annex III on page 48 for more details). The French version of the
OCHA Style Guide is also now available on OCHAnet.
For more comments, suggestions or enquiries on specific issues, or for
editorial support, contact the OCHA Reporting Unit at: ochareporting@
un.org.

Style Guide | 1

General writing guidelines

Written communications can take many forms in the work of OCHA, from
high-level reports to official announcements. Some basic considerations
will help make your writing more engaging and effective.
Think before drafting
Why am I writing?
What is the subject?
Who is the audience?
Being able to answer these questions is critical. If any are unclear, try
brainstorming on your own or with colleagues to define an approach.
When you have identified your objectives, it may help to sketch an outline,
especially if you have a complex subject or extensive material. If there
is a template and/or a good prior example to follow, use it. Check the
templates on OCHAnet under the Reporting Resources section.
Aim for clarity
Keep sentences short and simple.
Use coherent paragraphs to provide structure.
Give each paragraph a topic sentence.
Consider various methods for structuring your paragraphs, such as by
theme, chronology, comparing and contrasting, or by cause and effect.
Seven rules for simplicity
1. State a fact or an idea directly.
2. Use concrete rather than abstract words.
3. Use short words, short sentences and short paragraphs.
4. Use the active voice rather than the passive voice (see page 4).
5. Avoid wordy sentences.
6. Use appropriate language.
7. Use verbs that are dynamic and action oriented.
Proofread
Before you submit your work, read it again carefully for any errors in
language or logic. Do not rely on the computers spell check to catch every
mistake. For example, it will not notice Untied Nations.

section 1
grammar
Collective/Group Nouns
When using none or percentages, use a plural verb if the noun is a
collective/group noun, such as beneficiaries or households.
Examples:
None of the beneficiaries have received information.
Twenty per cent of households have been affected by
floods.
Karang is one of the few villages in the region that are (not is)
accessible.
See also: Singular nouns
Dangling/Hanging Participle
If the first part of a sentence does not refer to the noun that is the
subject in the main part of the sentence, it is a dangling or hanging
participle. For example:
After being trapped in the rubble for nine days, the USG met the
earthquake survivors.
After being trapped in the rubble for nine days refers to the
earthquake survivors. However, the subject of the main part of the
sentence is the USG. To avoid confusion, this can be reworded
as:
After being trapped in the rubble for nine days, the earthquake
survivors met the USG.
or
The USG met the earthquake survivors who had been trapped in
the rubble for nine days.

Practice makes perfect

The OCHA Reporting Unit has developed online training modules to help
OCHA staff members improve their written communications. The United
Nations Editorial Manual Online also contains a series of online writing
courses. See Annex III on page 48 for the links.
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Style Guide | 3

Passive vs. Active

Be direct and concise. Wherever possible, use the active voice (A
approached B). This is more direct and concise than the passive voice
(B was approached by A).
Examples:
Active: WFP delivered food to 800 refugees.
Passive: Food was delivered to 800 refugees by WFP.
Use the passive voice to emphasize or prioritize. The example below is
written in the passive so that the emphasis is on the staff members who
lost their lives:
Example:
Five staff members were killed by members of the Taliban.

Reported Speech
Use indirect speech to report something that was said or written, rather
than the exact words. Quotation marks are not required. When using
indirect speech, use a verb in the past tense to indicate who delivered
the information (He said/She stated/They confirmed). A corresponding
change must then be made in verb tense in the statement being
reported.

Singular Nouns
When referring to a team, a Government, an organization or a country,
use the singular verb.
Examples:
The team is arriving next week.
The Government has issued a statement.
The United Nations is an international organization.
The Philippines has asked for international assistance.
The noun number is singular if it follows the definite article the.
Example:
The number of those attending is estimated at 400.
Split Infinitives
This is a common example of a split infinitive: To boldly go where
no man has gone before. The infinitive is to go. It has been split by
the adverb boldly. Use split infinitives only if needed for emphasis or
readability. For example: They were advised to regularly check their
e-mail reads clearer than They were advised to check regularly their
e-mail.

Examples:
Direct: The OCHA annual report is being launched today.
Indirect: He announced that the OCHA annual report was
being launched that day.

Direct: IDPs are in desperate need of clean water.

Indirect: The Secretary-General stated that IDPs were in
desperate need of clean water.

When reporting on statements that are universally true, keep the

statement in its original tense:
The speaker noted that, under the Universal Declaration of Human
Rights, everyone has [not had] the right to life, liberty and security
of person.
Point to Note: Reported speech is used for documents including
summary records, reports at the Secretary-General level, and the
OCHA Note for the File.

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Style Guide | 5

section 2
PUNCTUATION
Apostrophe
For possessives:
Add s for singular possessive nouns (the organizations
policy)
Add s for plural possessives not ending in s (childrens
rights)
Add for plural possessive nouns ending in s (aid workers
security; farmers concerns; refugees rations)
For singular possessive words and names ending in s, use
-ss (John Holmess speech was prepared using information
from Charless report. The IRIN story included one witnesss
account of the conflict.)
Remember: s never indicates plural:
Correct: Several NGOs attended the meeting.
Incorrect: Several NGOs attended the meeting.
If something belongs to more than one NGO (plural possessive):
The NGOs decision was explained in the report.
If something belongs to one NGO (singular possessive):
The NGOs decision was explained in the report.

Brackets/Parentheses
Use parentheses (round brackets) for explanatory or side remarks in
unquoted text. Place the punctuation outside the parentheses. If the
entire sentence is inside the parentheses, then place the punctuation
inside.
Examples:
The citys evacuation centres are currently hosting 216,941
people (45,129 families).
Clashes between tribal groups have created new
displacement. (See the map on page 6 for details of the
affected areas.)
Use square brackets in quoted material, usually to explain or specify
unclear or implied information.
Example:
We are hopeful that [the village leaders] will join the
discussions, said the Minister.
Colon
The colon indicates that what follows is an elaboration or
explanation. It can be used to introduce a list, an example or a text
table. Never place a dash after a colon.
Example:
Do not wait for the perfect expertise: create assessment
teams with staff available on the ground.

For timelines, where the time period modifies a noun:

One months supply (singular)
Two weeks leave (plural)
Six months imprisonment

The word following the colon only starts with a capital letter if it is
direct speech, a proper noun or an acronym.

For contractions:
Avoid contractions unless in quoted material. If you must use them,
remember:
its = it is (its a natural disaster)
its = belongs to it (the organization changed its policy)

When using a colon, do not separate the verb from the object.
Correct: Three organizations attended the meeting: Oxfam, WFP
and OCHA.
Incorrect: The three organizations at the meeting were: Oxfam,
WFP and OCHA.

See also: Section 3 - United Nations

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Style Guide | 7

Comma
When writing a list, do not place a comma before the final and unless
one of the items includes another and.
Examples:
Governments, donors and aid agencies.
But: Governments, donors, aid agencies, and water and
sanitation experts.
Use a comma to separate explanatory information.
Example:
Security in Gardez, the provincial capital, has deteriorated.
(In this example, the provincial capital is explanatory
information.)
Use a comma after the name of a location and its respective country.
Example:
The Humanitarian Affairs Officer was deployed to Abch,
Chad, for six months.
Use a comma between two independent parts of a sentence (clauses)
that are linked by a conjunction (for, nor, but, or, yet, so).
Example:
Security has improved, but access remains limited.
Use a comma to set off an introductory phrase.
Example:
According to WHO, three mobile clinics were damaged.
Do not link two complete sentences with a comma (comma splice). In
this case, use a semicolon.

Example:
There is little food available; starvation threatens thousands.

Dash
Use the em dash (long dash) to set off a phrase or interjection like
this within a sentence. Use sparingly and never more than one pair
per sentence.
The en dash (short dash) is only used in the following cases:
In a table of contents to indicate a range of paragraph numbers,
e.g. 1-12
To replace hyphens in a sub-list of a bulleted list. For example:
Clusters
- Education
- Logistics
In cases where the en dash would normally be indicated, such a United
Nations/European Union initiative, use the slash.
Use the en dash if it is part of an official title, such as African UnionUnited Nations Hybrid Operation in Darfur.
To find the em dash and en dash in Microsoft Word, go to Insert, click
Symbol then click Special Characters.
Ellipsis
If words are omitted within a quotation, replace with ellipsis ().
Example: This is a major emergency and the people affected
need immediate help, he said.
Full stop (Period)
Use full stops to help shorten sentences. Do not use full stops in
acronyms, or at the end of headings and subheadings.
See also: Section 3 - Acronyms; Bullet Points

See also: Section 3 - Semicolons; Names

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Style Guide | 9

Hyphen
Hyphens bind words. Use hyphens when a compound (two or more
words in a phrase) is used as an adjective before a noun. Hyphenate
a compound modifier if one part of the compound is an adjective or
gerund (ending in ing).
Examples:
Food-insecure population (but: the population is food
insecure)
Income-generating activities (but: the activities are income
generating)
Hyphenate compound adjectives to avoid ambiguity. Compare these
sentences:
He bought a little used car.
(Meaning: the car was small and had been used before.)
He bought a little-used car.
(Meaning: the car has rarely been used.)
A cross section of the IDP camp
(Meaning: A particular section of the IDP camp that is unhappy.)
A cross-section of the IDP camp
(Meaning: A representative group of the IDP camp.)
Never use a hyphen after an adverb ending in -ly. (An adverb
explains how, when or where.)
Examples:
This is a firmly established rule.
They crossed an internationally recognized State border.
UNDP rebuilt badly damaged roads.
Common words and phrases that are hyphenated:
Best-case scenario
Capacity-building
Child-headed household
Child-friendly programme
Conflict-affected region/people
Cyclone-affected region/people
Decision-making
Drought-affected areas
10 | United Nations Office for the Coordination of Humanitarian Affairs

Five-year plan
Food-insecure population
Fund-raising
Gender-based violence
Income-generating programme
Long-standing agreement
Long-term plan
Mid-year; mid-October
Short-term plan
Sudden-onset disaster
Worst-case scenario
See also: Section 4 Numbers; Section 8 - Spelling List
Semicolon
Use the semicolon where there is no conjunction, such as and or
but, and where a comma would be ungrammatical. It can be used to
separate two related sentences:
Example:
Roads in the north-east are flooded; delivery convoys cannot
pass.
To avoid confusion in a list that contains several commas, use a
semicolon in place of commas.
Examples:
The Flash Appeal was launched by the Secretary-General,
Ban Ki-moon; the UN Special Envoy for Haiti, Bill Clinton; the
Emergency Relief Coordinator, John Holmes; and Ambassador
Leo Mrors of Haiti.

Earthquakes could hit Karachi, Pakistan; Kathmandu, Nepal;

and Lima, Peru.

Style Guide | 11

section 3
style
Armed Forces
Use upper-case for the full official name of a specific force. Use
lower-case when used generically.
Examples:
The Rwandan army, the Rwandan Patriotic Army; the Air
Force of Zimbabwe, the Zimbabwean air force.
Abbreviations and Acronyms
Always explain*. In running text, use the full name on first mention
and then follow it with the acronym, abbreviation or short name in
parentheses. However, if the name is not repeated in the text, do not
follow it with the acronym. In a table or limited space, abbreviation or
shortened form is acceptable.

Do not use full stops/periods within acronyms (UNDP not

U.N.D.P).
Do not use abbreviations in titles or headings.
Do not use the as part of an organizations name in
acronyms (WFP not the WFP). (Annex I of this guide
contains a list of common acronyms and abbreviations.)
When deciding whether to use a or an with abbreviations, be
guided by pronunciation (an MSF programme).

*Always explain acronyms in formal documents. For internal reporting and informal
documents, explain acronyms if there is a lack of clarity around the acronym or if it is not
widely used.

Accents
Always respect the use of accents and special characters in the
names of people and organizations.

Ban Ki-moon
Always hyphenate the final two words and use a lower-case m.
See also: Job Titles
Bullet Points
When items introduced by bullet points are short (equivalent to a
list), no punctuation follows the items. If the items consist of whole
sentences, use a full stop after each item. Do not use semicolons
with bullet points.
See also: Formatting
Capitalization
In running text, only use initial capitals for proper names; official titles
of people; organizations and institutions; names of states; and for
specific terms such as Member States.
For titles of books, periodicals and United Nations publications,
capitalize all words except articles, conjunctions and prepositions,
such as and, of, the, with, to.
For titles of United Nations documents, capitalize only the first word,
proper nouns and other words normally capitalized for headings of
chapters, sections, subsections, figures, map legends, and titles of
articles and unpublished papers.
Capitalization guidelines can be found in the United Nations Editorial
Manual Online at: http://69.94.137.26/editorialcontrol/ed-guidelines/
style/capitalization.htm
See also: Armed Forces; Geographic References; Headings; Job
Titles.

Example:
Mdecins Sans Frontires is conducting assessments in
Petit-Gove, Haiti.
Tip: To find accents and special characters in Microsoft Word, go to
Insert then click Symbol.
12 | United Nations Office for the Coordination of Humanitarian Affairs

Style Guide | 13

Country Names
In official correspondence, use the full country name on first
reference (e.g. the United Republic of Tanzania). Use the short form
thereafter (Tanzania).
Use short form or abbreviation in informal correspondence
or if space is limited, e.g. DPRK, DRC, oPt. Always spell out
abbreviations on first mention.
UK and US may be used as adjectives (e.g. a UK agreement).
If citing several countries in running text, list them in alphabetical
order.
Country names are listed in the United Nations Multilingual
Terminology Database at: http://unterm.un.org.
Currency
The US dollar is the currency of reference. On first mention of the
currency, write US$. Thereafter use $. Do not insert a space between
the symbol and the number.
In headlines, use $ (not US$). For keyboards without the $ symbol,
write USD.
When referring to another currency, give the US-dollar equivalent in
parentheses.
Example:
An appeal for US$33 million was launched on 1 November.
To date, $10 million has been donated to the appeal. The
Australian Government donated A$1 million ($925,000).
When writing the name of a currency in full, do not capitalize (e.g.
Colombian peso, Egyptian pound, Swiss franc).

Dates
Dates are written as the day followed by the month and year. No
commas are needed. Do not use ordinal suffixes, e.g. 1st, 15th, 22nd.
Example:
Stevie Wonder became a United Nations Messenger of
Peace on 3 December 2009.
In tables or limited spaces, use the numeric form: 03.12.09.
When expressing a range of dates, choose from the following:
From... to...
Between... and...
On... and...
A hyphen (only in a table)
Do not mix the above, e.g. do not use from with and, or between with
a hyphen.
Give specific dates where possible. Avoid vague expressions such
as last week or next Tuesday.
Avoid using weekend, as certain countries have different weekends
Font
Times New Roman 12 point and Arial 11 point are the preferred fonts
for OCHA correspondence. For additional guidelines, refer to the
relevant document template.
Foreign Words
Use italics for foreign words that do not appear in the eleventh
edition of the Concise Oxford English Dictionary. Do not use italics
for organizations with non-English names, e.g., Mdecins Sans
Frontires.

Dollar amounts take the singular verb:

More than US$50,000 has been pledged.

Dollars as a noun take the plural verb:
Not enough dollars are being allocated to help victims.

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Style Guide | 15

Formatting
In running text, justify paragraphs, use Normal style with single
spacing, separated by one line. Use one space between the full stop
and the following sentence. Never use double spacing. Avoid widows
(very short lines at the end of a paragraph) and orphans (very short
lines at the top of a page or column).
See also: Bullet Points
Geographic References
Capitalize when referring to an official place name or a major
geographical region. Use lower-case for geographical direction
or as a general reference to an area within a country. Hyphenate
compound words.
Examples:
The Government of Southern Sudan; the north-west of the
country; south-eastern Afghanistan; North-South dialogue;
the Middle East; The Hague; Somalia; South-East Asia;
Western Europe; East Africa; southern Lebanon.
Government
Use upper-case when referring to the ruling entity of a country. Use
lower-case for the general concept of government, or when referring
to more than one government.
Examples:
The group leaders have agreed to talks with the
Government.
The governments of Fiji and Tonga opposed the resolution.
Headings
In document headings, only use initial capitals for the first word
and proper nouns, such as the names of places, organizations and
specific people.
Exception: All words in OCHA press release headings are in capitals.
For specific formatting guidelines, refer to the relevant document
template.
See also: Capitalization.
16 | United Nations Office for the Coordination of Humanitarian Affairs

Italics
Use italics for the following:
Foreign words that do not appear in Oxford.
Titles of books, periodicals, newspapers, films, television and
radio programmes.
Titles of official United Nations publications.
Titles of court cases and foreign-language laws and decrees.
Do not use italics for emphasis.
Do not use italics for non-English organization names.
The titles of articles or documents are given between quotation marks.
ize, ization, yse
Use ize and ization, not ise and isation, as indicated in the
Concise Oxford English Dictionary. Examples: organize; memorize.
Exceptions: advertise, advise, apprise, chastise, circumcise, comprise,
compromise, demise, despise, devise, enterprise, excise, exercise,
franchise, improvise, incise, premise, revise, supervise, surmise,
surprise, televise
Use yse, not yze. Examples: analyse; catalyse; paralyse.
See also: Spelling.
Job Titles
Use initial capitals for the titles of specific posts. Use lower-case for
non-specific posts.
Examples:
The OCHA Public Information Officer organized the workshop
in Juba. She invited the public information officers from several
humanitarian organizations.
The Minister of Finance of Japan chaired the meeting of
finance ministers.
Remember:
Secretary-General and Under-Secretary-General (always
hyphenate)
Assistant Secretary-General (only hyphenate the last two
words)
Special Representative of the Secretary-General (only
hyphenate the last two words)
Style Guide | 17

Multi
Compound forms are closed (no hyphen). Exceptions: multi-access;
multi-bilateral; multi-cause; multi-centred; multi-client; multi-country;
multi-donor; multi-ethnic;multi-faith; multi-hazard; multi-purpose;
multi-skilled; multi-stakeholder; multi-storey; multi-user; multi-utility;
multi-year.
See also: Prefixes
Names
Use first and last name on first reference, without honorific. For
subsequent mentions of the name, use the honorific Mr., Mrs. or
Ms. and the last name. For children, use first name alone after full
mention. Use Dr. for medical doctor only.
See also: Ban Ki-moon
Names of locations
When referencing official place names, always ensure accurate and
consistent spelling throughout the document. Ensure the names
conform to United Nations standards. Check the United Nations
Multilingual Terminology Database (UNTERM) or official maps.
Official Correspondence
For official OCHA correspondence, please refer to the OCHA
Correspondence Manual. It is the official guide for drafting,
processing and dispatching official OCHA communications in
English. The manual is located on OCHAnet under the Community
Content section.
Prefixes
Certain prefixes may or may not be hyphenated, e.g. coexist; copayment; multilingual; multi-access; subcommittee; sub-group. Refer
to the spelling section of the United Nations Editorial Manual Online.

Quotations
Use double quotation marks for quoted (verbatim) words, phrases,
sentences and paragraphs. For a quotation within a quotation, use
single marks. Place the punctuation outside the quotation marks.
If the punctuation pertains to the quoted words, as in a complete
sentence or question, place the punctuation inside the quotation
marks.
Examples:
The Government has accused the NGO of espionage and
subterfuge.
The President said: We will not countenance this
behaviour.
Use double quotation marks for a word or phrase used in reference
to its own meaning.
Example:
The use of the term genocide remains contentious.
Note: United Nations style for quotations combines UK and US
standards, using double quotation marks first (US), but with UK
punctuation style.
Spelling
United Nations spelling generally follows the UK standard of spelling
as given in the Concise Oxford Dictionary, eleventh edition.
Ending forms follow UK (rather than US) convention:
re (centre, theatre); our (colour, neighbour, favour); double l
(travelled, cancelled).
Spell organization names exactly as official name.
Example: Center for Disaster Recovery
Tip: Set your computer to English UK spelling. Click: Tools/
Language/Set Language: English U.K.
See also: ize

Per cent
See: Section 4 Numbers

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Style Guide | 19

Seasons
Use with care, as seasons relate to different months of the year
in the northern and southern hemispheres. Write the name of the
month(s) to clarify. Winter, spring, summer and autumn are generally
not capitalized.
Provide a time context where appropriate for regional or local
seasonal designations (e.g. dry season, monsoon season, deyr).
See also: Weather
Time
Do not use oclock. Use a.m. or p.m. (lower-case). Insert a space
between the numeral(s) and a.m./p.m.
Example:
They met at 8.30 a.m. and 3 p.m. each day.
Do not use 12 a.m. or 12 p.m., as they are easily misunderstood.
Use midnight or noon.
Where appropriate, the 24-hour system may be used. Use four
figures, no punctuation, with hours following (e.g. 1330 hours is 1.30
p.m.).
When referring to time in a document such as a situation report,
always clarify if the time is local time.
Time zone details can be found at: http://www.timeanddate.com/
library/abbreviations/timezones/

Weather
When referring to typhoons and hurricanes, only use upper-case T
and H when referring to the name of a specific typhoon or hurricane.
Example:
Typhoon Joe is the strongest typhoon to hit the region so far
this year.
The correct terminology for weather patterns depends on the
location:
Hurricane: North Atlantic Ocean and North Pacific Ocean
Typhoon: North-West Pacific Ocean through the Philippines, China,
Vietnam and Japan
Cyclone: Indian Ocean and South Pacific Ocean (southern
hemisphere)
Use italics for the name of seasonal designations in a foreign
language, such as deyr.
Working groups
If referring to a specific working group, use upper-case W and G.
Otherwise use lower-case.
Example:
The Climate Change Working Group was the most heavily
attended working group.

United Nations
Do not use an apostrophe when referring to the United Nations in the
possessive.
Example: United Nations Headquarters; United Nations policy;
United Nations statement.
See also: Apostrophe

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Style Guide | 21

section 4
numbers*

Spell out one to nine in running text. Use numerals for 10 and
above, up to 999,999. Exception: if a sentence lists two or more
numbers to which different rules apply, the rule applying to the
higher number applies to all. Example: Representatives from 12
African, 8 Asian and 5 Latin American countries attended the
meeting.
Use numerals for ages, dates, decimals, degrees, page
references, percentages and measurements
(8kg; 7 per cent; 6 years old; 0.5 C).

Write the number as a numeral for millions, billions and trillions

(16 billion; 1.2 million).

Use a comma, not a full stop, to denote thousands and millions

(1,234; 3,430,500).

Do not start a sentence with a figure: spell it out. Hyphenate the

number if it consists of two words. Exception: a sentence can
start with a year written as a figure.

Express ranges of numbers in full, i.e. $2million to $3million not

$2 to $3 million, as this could be taken literally.

If the unit of measure is written out or abbreviated, only use it

after the second figure. Example: Current supplies will last 12-16
months (not 12 months-16 months).

Do not abbreviate number with the # symbol. Use No.

(e.g. in tables and sitreps).

Do not insert numerals in parentheses after numbers written in

words, e.g. two (2).

See also: Section 6 Among/Between

* For more guidance and training on numbers, see the OCHA
Numbers training module at: http://ochanet.unocha.org/AS/
Reporting/Pages/TrainingModules.aspx
22 | United Nations Office for the Coordination of Humanitarian Affairs

Ages
Use numerals for ages. Only hyphenate the age when it modifies a
noun.
Examples:
A 98-year-old man was rescued from the rubble.
The man rescued from the rubble is 98 years old.

Tetanus vaccines are available for 7-year-old children.

Tetanus vaccines are available for children who are 7 years
old.

Exception: When referring to the under-five mortality rate, the age is

expressed as a hyphenated word when used as a modifier. In other
cases, it is expressed as under age 5.
Example:
The under-five mortality rate has declined.
But: Mortality rates have declined for children under age 5.
Fractions
Spell out simple fractions. Use percentage (or decimal) for complex
figures. Do not use figures with a slash or stroke (2/3 of the
population). Instead, write out the fraction in words (two thirds of the
population).
Fractions expressed in words are only hyphenated when used as an
adjective.
Example:
One third of the total
But:
A one-third share
Numbers as compound words
Hyphenate compound words that involve a number.
Examples:
A two-week ration; a three-week mission; a 35-passenger
plane.

Style Guide | 23

Ordinal Numbers
Ordinal numbers from first to ninety-ninth are expressed in words for
most ordinary purposes. Write ordinals in figures to indicate:
Meeting numbers (2nd meeting; 3rd meeting)
Floors: (4th floor; 38th floor)
Per cent
Write as two words. Write the numbers as figures before per cent.
This includes one to nine.
Example: More than 5 per cent of the population was affected.
Only use the % symbol in tables or limited spaces, not in running
text. In tables, use a figure with no space between the figure and the
% symbol.
See also: Section 6 Among/Between

section 5
temperatures and measurements
Kilometre
Spell the word kilometres in full when a specific number is not used,
i.e. The water supply is several kilometres away.
As a specific unit of measure, abbreviate the word to km when used
with figures (including one to nine). Insert a space between the figure
and km.
Example:
The camp is 12 km from the border. The fence is 3 m tall.

Metre
A metre is a length of measure. A meter is an instrument for
measuring.
Temperature
Use Celsius, always with numerals (including one to nine). Use the
degree symbol with the C, with a space between (38 C).
The Fahrenheit to Celsius conversion formula is: C = (F minus 32) /
1.8
An online temperature conversion is at: http://www.onlineconversion.
com/temperature.htm
Ton
Not tonne. In standard United Nations terminology, ton denotes
metric tons (MT = 1,000kg, 2,204lbs), not short tons (2,000lbs) or
long tons (2,240lbs). Spell out ton.

24 | United Nations Office for the Coordination of Humanitarian Affairs

Style Guide | 25

section 6
COMMONLY MISUSED WORDS
AND PHRASES
Acute/Chronic
Acute means short but severe.
Chronic means ongoing or constantly recurring.
Advocate
Advocate means to support, recommend, or speak in favour of a
person or an action.

A person or organization advocates something. The words for or

against are not used after advocate in this sense.
Examples:
OCHA advocates humanitarian reform.
The Economist advocated a surge of troops to Afghanistan.
A person or organization can advocate for someone, meaning on
behalf of.
Examples:
The Secretary-General advocated for people trapped in closed
camps.
UNICEF advocates for children.

A person or organization can be an advocate of something, meaning

in favour of.
Examples:
Dr. Martin Luther King was an advocate of human rights.
President Obama is an advocate of change.
A lot
Always written as two words, not one.

Affect/Effect
affect (verb): to influence, often with negative implication. The
fighting will affect civilians safety.
effect (verb): to cause. The new coordination procedures were
designed to effect positive change.
effect (noun): the result or outcome of an action or event. The
conflicts damaging effects were evident.
Among/Between
Use between in reference to two items, among for three or more.
Example:
The war between the Government and the insurgents has
intensified.
The group members decided among themselves how to address
the situation.
When using between with numbers, do not use it with to.
Example:
The landslide displaced between 400 and 600 people.
Not: The landslide displaced between 400 to 600 people.
Biannual
Bimonthly, biweekly and biyearly are ambiguous: they mean either
occurring twice a month/week/year, or occurring every other month/
week/year. Try to avoid these words entirely. Write twice a month/
week/year and every other month/week/year (or every two months/
weeks/years), as appropriate.
Compare to/Compare with
A is compared with B when highlighting the difference.
Example:
Funding levels were lower compared with funding contributions
following previous disasters.
A is compared to B when highlighting similarities.

Among/Amongst
Both are grammatically correct and have the same meaning. It is
more common to use among in everyday writing.
26 | United Nations Office for the Coordination of Humanitarian Affairs

Example:
The international response to the earthquake in Haiti has been
Style Guide | 27

compared to the response following the 2004 tsunami.

Shall I compare thee to a summers day?
Tip: One way to remember the above is that you would say I am
similar to you, not I am similar with you.
Compose/Comprise
Comprise is to include or to contain.
Compose is to make or form the basis of something.
Examples:
The working group comprises 10 members.
The Secretary-Generals speech was composed from various
background documents.
Impact
Use only as a noun, not as a verb. Impacted is a surgical term for an
ingrown tooth, not a synonym for affected.
Example:
The OCHA Style Guide will have a positive impact on the
organization.
Incidence/Incident
Incident means the occurrence of an event or a disturbance.
Incidence is the rate at which something occurs, usually a disease.
Examples:
The kidnapping incident shocked the humanitarian community.
The meeting focused on the high incidence of cholera.
Less/Fewer
Less describes amount or degree; fewer describes number.
Examples:
The recent hurricane caused less damage than Hurricane
Andrew.
There are fewer donor agencies interested in the situation.

28 | United Nations Office for the Coordination of Humanitarian Affairs

People/Person
People is plural, person refers to one individual.
When referring to more than one person, use people, not persons.
Exception: internally displaced persons and missing persons.
People can also be used as a collective noun to refer to an ethnic
community, a race or a nationality.
Principal/Principle
Principal means first in rank or importance (noun or adjective).
Principle means a fundamental law or moral rule.
Examples:
The school principal met with teachers and parents (noun).
The principal objective is to support the work of the Emergency
Relief Coordinator (adjective).
The group discussed the basic principles of humanitarian law.
That/Which
That defines information. It introduces an essential part of a
sentence, otherwise known as a defining clause. The words following
that are vital to the part of the sentence that comes before it. No
comma is required before that.
Example:
The coordination meeting that took place on 15 September
focused on the cholera outbreak. (There may have been several
coordination meetings that week, but using that focuses on the
15 September meeting.)
Which gives more information. It introduces additional, non-essential
information and indicates a non-defining clause. In other words, the
section of the sentence following which can be removed without
changing the meaning. Place a comma before and after this section
of the sentence.
Example:
The coordination meeting, which took place on 15 September,
focused on the cholera outbreak. (The non-defining clause
(which took place on 15 September) gives additional information
about the date of the meeting. Remove it and the sentence still
gives readers the key information.)

Style Guide | 29

While/Whilst
Both are grammatically correct and have the same meaning. It is
more common to use while in everyday writing.
Whos/Whose
Whos is an abbreviation of who is. Whose means of whom.

section 7
AVOIDING UNNECESSARY WORDS
Below are suggestions on how to shorten phrases often used in OCHA
documents.
LONG
a large proportion of
amongst
areas that are affected by drought
as to whether
cut back
due to the fact that
during the duration of
during the month of May
for a period of x months
he carried out a visit to
in addition to
in an emergency situation
in bad weather conditions
in collaboration with
in order to
in spite of the fact that
in the event of
in the majority of instances
in two weeks time
is of the opinion
it is a situation that is
joint cooperation
meet with
on a monthly basis
outside of the humanitarian
response plan
owing to the fact that
put an end to
reported to be
still continues to be ongoing
still ongoing
the aim of the programme is

30 | United Nations Office for the Coordination of Humanitarian Affairs

SHORT
many
among
drought-affected areas
whether
cut/reduce
because
during/throughout
during May
for x months
he visited
besides/as well as
in an emergency
in bad weather
with
to
although
if
mostly
in two weeks
believes
the situation is
cooperation
meet
monthly
outside the humanitarian
response plan
because
stop
reportedly
continues
ongoing
the programme aims to
Style Guide | 31

the generous support of donors

the workshop was facilitated
by OCHA
they are able to/will be able to
they reached a total of 3 million
people
they treated a total of 85 patients
together with
very urgent
whilst
with regards to
worked together with

OCHA facilitated the workshop

section 8
SPELLING LIST

they can

(adapted from the United Nations Editorial Manual)

donors generous support

they reached 3 million people

they treated 85 patients
with
critical
while
regarding
worked with

adj. = adjective
adv. = adverb
* indicates a change from the first edition of the OCHA Style Guide

A
above-mentioned
adviser
airlift
airdrop
Al-Qaida
antenatal
antimalarial
anti-poverty
asylum-seeker
B
Ban Ki-moon
bednet
birth rate
break down (verb)
breakdown (noun)
build up (verb)
build-up (noun)
C
cash for work
cash-for-work programme
cancelled, cancelling
capacity-building (noun and adj.)
caseload
ceasefire
checkpoint
childbearing
childbirth
civilian police
cooperate
coordinate
cost plan
countrywide
coup dtat

32 | United Nations Office for the Coordination of Humanitarian Affairs

Style Guide | 33

D
decision maker
decision-making (noun and adj.)
defence (but: US Dept. of Defense; Israel Defense Forces)
diarrhoea*
discreet (prudent)
discrete* (separate)
disinterested (impartial)
E
early warning system
Eid al-Adha
Eid al-Fitr
e-mail
enquire, enquiry (request for information)
every day (adv.)
everyday (adj.)
eyewitness
F
fieldwork, fieldworker
flash flood
focused, focusing
follow-up (noun and adjective)
foodgrains
foodstuff
first-hand (adj. and adv.)
flash flood
freshwater (noun and adj.)
fund-raising (noun and adj.)
G
gender-based violence
gender-specific
gram(s)
groundwater (noun and adj.)
H
hand grenade
health care (noun)
health-care (adj.)
high-mortality-risk groups

34 | United Nations Office for the Coordination of Humanitarian Affairs

I
income generation (noun)
income-generation (adj.)
in depth (adv.)
in-depth (adj.)
in kind (adj. and adv.)
inter-agency
inter-ethnic
intergovernmental
Internet
K
kilogram(s) (kg)
kilometre(s) (km)
L
labour
landmine
liaison
licence (noun)
license (verb)
life-saving (adj.)
long-standing (adj.)
long-term (adj.)
loose (not bound or tight) (adj.)
lose (cease to have) (verb)
M
Member State
metre(s) (unit of length)
meter (instrument that measures)
mid-1990s, mid-2004
midterm/midway/midweek/midyear
mine clearance (noun, preferable to demining)
mine-clearance (adj.)
mosquito/mosquitoes
much-needed (adj.)
multi-country
multi-donor
multi-ethnic
multinational
N
nationwide
neighbour
Style Guide | 35

non-governmental
no one
non-refoulement
O
old age (noun)
old-age (adj.)
ongoing
online
occupied Palestinian territory (oPt)
over age 5
P
peacebuilding
peacekeeper, peacekeeping
per cent*
practice (noun)
practise (verb)
preschool
pre-position (verb)
principal (first in rank) (noun and adj.)
principle (fundamental truth) (noun)
program (computing only)
programme
Province (in named references)
psychosocial
public-health (adj.)
R
rainwater
re-elect
re-emphasize
refoulement
region-wide
Richter scale
risk reduction (noun and adj.)
roadblock
road map
S
self- (compound forms are hyphenated)
set-up (noun)
school-age (adjective)
Secretary-General
36 | United Nations Office for the Coordination of Humanitarian Affairs

shanty town
shortlist (noun and verb)
slum-dweller
socio-economic
standby (noun and adjective)
staff member
subgroup
sub-office
sub-Saharan
sudden-onset disaster
T
traffics, trafficked, trafficking
time frame
timeline
timescale
ton
towards
travelled, travelling
U
Under-Secretary-General
under age 5
under-five mortality
underfunded
under way
United Nations Country Team*
user-friendly
V
value added
vis--vis
W
wastewater
waterborne
Web (World Wide Web)
webcast
website
weekday
well-being
worldwide
workplan

Style Guide | 37

section 9
GLOSSARY
Affected
People forced to cope with the consequences of a disaster, crisis or
conflict (not including fatalities). When possible, disaggregate data on
affected populations by gender and age groups.
Beneficiaries
People affected by a situation (i.e. conflict or disaster) who have
received humanitarian assistance, services or protection. The term can
be applied in a general sense (all those who have received assistance
in a particular emergency) or sector specific (those who have received
assistance of a stated type).
Emergency Relief Coordinator (ERC)
The ERC is the head of the Inter-Agency Standing Committee, involving
key United Nations and non-United Nations humanitarian partners.
ERC is the appropriate title when referring to the head of OCHA in
the broader context of his/her role in the international humanitarian
community. See also: Under-Secretary-General
Famine
Use food shortage (chronic or acute, as appropriate).
Gender
Gender-specific terminology is acceptable, i.e. chairman/chairwoman,
spokesman/spokeswoman. Use person if the individual prefers it or
if it is part of the official title.
Humanitarian Coordinator (HC)
The senior United Nations humanitarian official at the country level.
The HC is designated by the ERC, in consultation with the InterAgency Standing Committee, when a situation demands intensive
management and/or massive humanitarian assistance. This is
sometimes the duty of the in-country Resident Coordinator. See also:
Resident Coordinator/Humanitarian Coordinator
United Nations Country Team (UNCT)/
Humanitarian Country Team (HCT)
The UNCT comprises all representatives of United Nations agencies
and IOM. The HCT includes only relevant representatives of United
Nations agencies, as well as non-United Nations humanitarian actors.
38 | United Nations Office for the Coordination of Humanitarian Affairs

The UNCT focuses on United Nations concerns, whereas the HCT

addresses strategic issues of the wider humanitarian community. The
HCT and the UNCT may coexist and do not replace each other. To
avoid confusion, always use whichever name is locally used.
HIV/AIDS
Use the acronym HIV/AIDS in reference to a pandemic. HIV (human
immunodeficiency virus) is the virus that causes AIDS (acquired immune
deficiency syndrome). There are serious sensitivities to the language
used in discussion of HIV/AIDS. OCHA reporting should respect these
sensitivities where applicable. The UNAIDS Knowledge Centre has
useful information at: http://www.unaids.org/en/KnowledgeCentre/
Default.asp
Households
Typical household sizes vary by society and are therefore not a reliable
measure to indicate the number of people. Use number of individuals
whenever possible. It is appropriate to use when referring to specific
items distributed per household, e.g. clean water kits, reconstruction
kits.
Internally Displaced Persons (IDPs)
People or groups of people who have been forced or obliged to leave
their homes or habitual residence, in particular as a result of, or in order
to avoid, the effects of armed conflict, situations of generalized violence,
violations of human rights or natural or human-made disasters, and who
have not crossed an internationally recognized State border.
Office for the Coordination of Humanitarian Affairs (OCHA)
OCHA is preferred to UNOCHA, UN-OCHA or UN OCHA. It is pronounced
as a word, not as letters. OCHA was previously titled the Department of
Humanitarian Affairs, created in 1991 after General Assembly resolution
46/182.
Resident Coordinator/Humanitarian Coordinator (RC/HC)
The functional title designed for an RC who also functions as the HC.
The RC functions under the aegis of UNDP and leads the United Nations
Country Team. Do not use HC/RC. Always use RC/HC.
Under-Secretary-General (USG)
The USG for Humanitarian Affairs is the head of OCHA and leader of the
Executive Committee on Humanitarian Affairs. USG is the appropriate
title for the head of OCHA when referring to matters within the specific
context of the United Nations Secretariat. Always hyphenate the title.
See also: Emergency Relief Coordinator
Style Guide | 39

Annex I
Frequently used humanitarian acronyms
3W

Who does What Where

ACE
AGEE
ASEAN
AU

Assessment and Classification of Emergencies (OCHA)

Advisory Group on Environmental Emergencies
Association of Southeast Asian Nations
African Union

BCPR
BCRF

Bureau for Crisis Prevention and Recovery (UNDP)

Budgetary Cash Reserve Fund (OCHA)

CADRI
CAP
CCCM
CERF
CHF
CISB

CMCS
CMCOORD
CRD
CSS
CWGER

Capacity for Disaster Risk Reduction Initiative

Consolidated Appeals Process
Camp Coordination and Camp Management
Central Emergency Response Fund
Common Humanitarian Fund
Communications and Information Services Branch
(OCHA)
Civil-Military Coordination Section (OCHA)
Civil-Military Coordination
Coordination and Response Division (OCHA)
Communications Services Section (OCHA)
Cluster Working Group on Early Recovery

DERS
DOCO
DPA
DPKO

DPSS
DSRSG
DVPS

Donor and External Relations Section (OCHA)

Development Operations Coordination Office
Department of Political Affairs (United Nations)
Department of Peacekeeping Operations (United
Nations)
Displacement and Protection Support Section (OCHA)
Deputy Special Representative of the Secretary-General
Disaster and Vulnerability Policy Section (OCHA)

ECHA
ECOSOC
EES
EMERCOM
EPR
EPS
ERCC

Executive Committee on Humanitarian Affairs

Economic and Social Council (United Nations)
Environmental Emergencies Section (OCHA)
Emergency Control Ministry
Emergency Preparedness Response Unit
Emergency Preparedness Section (OCHA)
Emergency Relief Coordination Centre (OCHA)

40 | United Nations Office for the Coordination of Humanitarian Affairs

ERF
ERR
ERRF
ERSMB

ESB
ESS
ETC
EU
EWCPS

Emergency Response Fund

Emergency Response Roster
Emergency Relief Response Fund (OCHA)
External Relations and Support Mobilization Branch
(OCHA)
Emergency Services Branch (OCHA)
Evaluation and Studies Section (OCHA)
Emergency Telecommunications Cluster
European Union
Early Warning and Contingency Planning Section (OCHA)

FCSS
FSS
FTS

Field Coordination Support Section (OCHA)

Financing Support Section
Financial Tracking Service

GAT
GCMS
GDACS
GenCap
GHP
GHDIG
GIS
GIST
GMP

Gender Advisory Team (OCHA)

Geographical Coordination and Monitoring Section (OCHA)
Global Disaster Alert and Coordination System
Gender Standby Capacity Project
Global Humanitarian Platform
Good Humanitarian Donorship Implementation Group
Geographic Information System
Geographic Information Support Team
Guidance Management Project (OCHA)

HAP
HC
HCPT
HCT
HCSS
HFA
HIC
HIV/AIDS

HoO
HRF

Humanitarian Action Plan

Humanitarian Coordinator
Humanitarian Community Partnership Team
Humanitarian Country Team
Humanitarian Coordination Support Section (OCHA)
Hyogo Framework for Action
Humanitarian Information Centre
Human Immunodeficiency Virus/Acquired Immune
Deficiency Syndrome
Head of Office
Humanitarian Response Fund

IASC
IA-RTE
ICRC
ICT
IDP
IFRC

IGO

Inter-Agency Standing Committee

Inter-Agency Real Time Evaluation
International Committee of the Red Cross
information and communications technology
internally displaced person
International Federation of Red Cross and
Red Crescent Societies
inter-governmental organization
Style Guide | 41

IGSS
IHL
IM
INSARAG
IPC

IRA
IRIN
ISDR
ISS
ITS

Intergovernmental Support Section (OCHA)

International Humanitarian Law
information management
International Search and Rescue Advisory Group
Integrated Food Security and Humanitarian Phase
Classification
Initial Rapid Assessment
Integrated Regional Information Networks
International Strategy for Disaster Reduction
Information Services Section (OCHA)
Information Technology Section (OCHA)

JOTC

Joint Operations Tasking Centre

LSU

Logistics Support Unit (OCHA)

MCDA

Military and Civil Defence Assets

NAF
NATO
NDRA
NFI
NGO

Needs Analysis Framework

North Atlantic Treaty Organization
National Disaster Response Adviser
non-food items
non-governmental organization

ODSG
OECD

OSCE

OCHA Donor Support Group

Organization for Economic Co-operation and
Development
Organization for Security and Co-operation in Europe

PAHO
PDNA
PDSB
PFRG
PIC
POC
PPAS
ProCap
PRSP
PSNP

Pan American Health Organization

Post-Disaster Needs Assessment
Policy Development and Studies Branch (OCHA)
Programme Funding Review Group (OCHA)
Pandemic Influenza Contingency (United Nations)
Protection of Civilians Section (OCHA)
Policy Planning and Analysis Section (OCHA)
Protection Standby Capacity Project
Poverty Reduction Strategy Paper
Productive Safety Net Programme

RC/HC
RC
RDRA
REDLAC

Resident Coordinator and Humanitarian Coordinator

Resident Coordinator
Regional Disaster Response Adviser
Regional Risk, Emergency and Disaster Task Force

42 | United Nations Office for the Coordination of Humanitarian Affairs

RHPT
ROAP
ROCEA
ROLAC

ROSEA
ROWCA

Regional Humanitarian Partnership Team

Regional Office for Asia and the Pacific (OCHA)
Regional Office for Central and East Africa (OCHA)
Regional Office for Latin America and the Caribbean
(OCHA)
Regional Office for Southern and Eastern Africa (OCHA)
Regional Office for West and Central Africa (OCHA)

SG
SCS

Secretary-General
Surge Capacity Section (OCHA)

UNAIDS
UNDAC
UNDAF
UNDMT
UNDP
UNETT
UNF
UNGIWG
UNHAS
UNHCR
UNHRD
UNICEF
UNJLC
UXO

Joint United Nations Programme on HIV/AIDS

United Nations Disaster Assessment and Coordination
United Nations Development Assistance Framework
United Nations Disaster Management Team
United Nations Development Programme
United Nations Emergency Technical Team
United Nations Foundation
United Nations Geographic Information Working Group
United Nations Humanitarian Air Service
United Nations High Commissioner for Refugees
United Nations Humanitarian Response Depot
United Nations Childrens Fund
United Nations Joint Logistics Centre
unexploded ordnance

VOSOCC

Virtual On-Site Operations Coordination Centre

WASH
WFP
WGET
WHO
WMO

water, sanitation and hygiene

World Food Programme
Working Group on Emergency Telecommunications
World Health Organization
World Meteorological Organization

Style Guide | 43

Annex II
Footnotes and Bibliographies
Footnotes
Footnotes give supplementary details, such as references,
explanations and the authors notes. They are set apart from the
main body of text, appearing either at the bottom of the relevant
page or grouped at the end of the text (in which case they are more
accurately called Endnotes).
Numbering footnotes
Footnotes are usually marked by superscript numerals. They
should be numbered consecutively throughout a document,
not for each page or chapter separately. (To place a numeral
in superscript in MS Word, highlight the numeral, go to Format,
click Font, then tick Superscript.)
If any punctuation immediately follows the word, phrase or
sentence to which a footnote refers, place the footnote number
after the punctuation.
Place the footnote number after the final round bracket if it
refers to a text in round brackets. Otherwise it should be placed
immediately after the word or phrase to which it refers.
If a footnote refers to a quotation, place the footnote number
after the final quotation mark.
Bibliographies
A bibliography is a list of books and other works, such as journal
articles. Place the bibliography at the end of the document and
arrange alphabetically.
Layout for footnotes and bibliographies
The layout for footnotes and bibliographies varies depending on
the nature of the publication and the format it was sourced from
(e.g. online or print). All official layout guidance is fully explained in
the Footnotes and other references section of the United Nations
Editorial Manual Online. A selection of this guidance is outlined
below.

44 | United Nations Office for the Coordination of Humanitarian Affairs

Newspaper article
Footnote form (first footnote):
E. Goode, Friction Infiltrates Sunni Patrol on Safer Iraqi Streets,
The New York Times, 22 September 2008.
Bibliographic form:
E. Goode (2008). Friction Infiltrates Sunni Patrol on Safer Iraqi
Streets. The New York Times, 22 September.
Published document/report (with organization as the author)
Footnote form (first footnote):
Inter-Agency Standing Committee, Women, Girls, Boys and Men
Equal Opportunities: Gender Handbook in Humanitarian Action
(Geneva 2006).

Bibliographic form:
Inter-Agency Standing Committee (2006). Women, Girls, Boys and
Men Equal Opportunities: Gender Handbook in Humanitarian
Action. Geneva.
Internet sources
Internet sources are displayed with the URL in standard font (not
italics) and without angle brackets (< >). In hard copy, do not
underline the URL.
Prefixes
URL prefixes such as http are always followed by a colon and
two forward slashes. Omit the http from a reference when the
URL contains www (e.g. www.unhcr.org). In all other cases, the
prefix must be included to ensure that the URL works (e.g. http://
ochanet.unocha.org)
References to material posted on a website
The URL should enable readers to find the source material
easily. When the source cannot easily be located from a
websites home page, provide a complete URL that directs
readers to the specific page or document on the website.
References to an entire website
When readers are referred to an entire website, or when a
website is specifically mentioned in a document or publication,
the URL can be given either directly in the text or in parentheses
after the name of the website.

Style Guide | 45

Examples:
Additional information on the impact of AIDS on older people and
their families is available from www.helpage.org.
or
Efforts have been made to develop an effective network
for volunteers through the World Volunteer Web (www.
worldvolunteerweb.org).
Personal communications
References to personal communications (e.g. letters, e-mail,
telephone conversations and discussions) may be given in the text or
in a footnote and should include the following:

interview is cited in a report by a panel of experts who

conducted the interviews), the interviewer need not be
specified.
If the people interviewed are not named, write the sentence as:
According to several international observers interviewed by the
Panel in Nairobi on 18 September and 26 October 2002,.
If the name of the interviewer is omitted, the footnote is written
as:
Interview with Osman Ahmed Hassan, Head of Somaliland
Representation to the United Kingdom, London, 4 January 2003.
1

Sender or person providing the information.

Title or affiliation of sender, if relevant (normally included in a
footnote).
Subject of the communication
Personal communication or type of communication (e.g.
discussion, e-mail).
Recipient of information, if relevant.
Date of communication.
Do not include the senders e-mail address in references to
personal e-mail messages.

Examples
In text:
The World Health Organization has found an extremely high
incidence of tuberculosis in all age groups throughout the region
(Jason Doucette, personal communication, 29 May 2009).
As a footnote:
1
Jason Doucette, World Health Organization, Incidence of
tuberculosis in southern Africa, e-mail to author, 29 May 2009.
Interviews
References to interviews may be given directly in the text or in a
footnote. They should include the following information:

Person interviewed, if appropriate

Interviewer, if not apparent from context
Place and date of interview, if known
When the person interviewed cannot be named, a
descriptive term should be used instead. When the identity
of the interviewer is apparent from the context (e.g. the

46 | United Nations Office for the Coordination of Humanitarian Affairs

Style Guide | 47

Annex III
Useful resources
Official United Nations references
United Nations Editorial Manual Online
http://69.94.137.26/editorialcontrol/index.htm
The Oxford English Dictionary, Oxford University Press, Oxford, 2008.
http://www.oxfordreference.com/views/BOOK_SEARCH.html?book=t23
OCHA references and training modules
The OCHA Style Guide Module complements this guide. It offers advice,
tips and quizzes to test your knowledge. The online module is on
OCHAnet at:
http://ochanet.unocha.org/AS/Reporting/Pages/TrainingModules.aspx

United Nations references on terminology and data

The United Nations Multilingual Terminology Database
http://unterm.un.org/dgaacs/unterm.nsf/Welcome?OpenPage
Humanitarian Reform the Cluster Approach
http://ocha.unog.ch/humanitarianreform/Default.aspx?tabid=70
UNAIDS Knowledge Centre
http://www.unaids.org/en/KnowledgeCentre/Default.asp
Online tools
Currency converter
http://www.xe.com/ucc/full/
Conversion of weight, measure and temperature
http://www.onlineconversion.com/
Time zone and date information
http://www.timeanddate.com/library/abbreviations/timezones/

The OCHA Numbers Module gives simple and practical guidance on how
to improve written communication involving numbers. The online module
is on OCHAnet at:
http://ochanet.unocha.org/AS/Reporting/Pages/TrainingModules.aspx
The OCHA Keep It Simple Module offers easy-to-follow guidance on how
to write in a concise, simple but effective way. The online module is on
OCHAnet at:
http://ochanet.unocha.org/AS/Reporting/Pages/TrainingModules.aspx
Also visit the Reporting Resources section of OCHAnet for templates and
current guidance on core OCHA information products, such as situation
reports, weekly reports and key messages.
http://ochanet.unocha.org/AS/REPORTING/Pages/default.aspx
References on writing, editing, publishing and usage
The Chicago Manual of Style, University of Chicago Press
http://www.chicagomanualofstyle.org/contents.html
The Economist Style Guide
http://www.economist.com/research/styleguide/
The Elements of Style, W. Strunk, Bartleby.com
http://www.bartleby.com/141/
The Times (UK), Online Style Guide
http://www.timesonline.co.uk/tol/tools_and_services/specials/style_guide/
article986718.ece

48 | United Nations Office for the Coordination of Humanitarian Affairs

Style Guide | 49

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Office for the Coordination
of Humanitarian Affairs