This document provides drafting guidance for CEN Amendment texts.

1 DRAFT DELIVERABLE 

1.1 General

For each Amendment text, the same components are required as for a European Deliverable. See Clause 1 of Preparation and Submission of Files for a comprehensive list.

It is the responsibility of the TC Secretary to submit all required files to CCMC via the Submission Interface.

NOTE: It is not necessary to provide the published European Deliverable to be amended. Only the Amendment text is necessary. CCMC retains a copy of all published deliverables.

1.2 Revisable Word and non-revisable PDF

The text shall be drafted using Microsoft Word (no earlier than Word 97), using the latest version of the CEN Simple Amendment Template.

See Clause 1 of Preparation and Submission of Files for more thorough detail on Word and PDF files.

The following naming convention shall be used for Word and PDF files: EN_123-4_An_(X).docx/.pdf

where (X) is the language of the text, i.e. E = English, F = French, D = German and 'n' is the amendment number (A1 for a first amendment, A2 for a second amendment, ...)

EXAMPLE 1     EN_123-4_A1_e.docx

EXAMPLE 2     EN_123-4_A1.e.pdf

The Acrobat Distiller tool can be used for PDF generation.

1.3 Figure files

Any figures shall be provided with the text as separate figure files and linked in the text. See Clause 4 of the Preparation and Submission of Files for detailed guidance.

Only figures which correspond to the Amendment itself shall be provided. For example, if only figures 3 and 9 are impacted by the amendment, then only those figure files need to be provided. CCMC retains the figures from the original published standard.

It is the responsibility of the TC and Working Groups to identify any figures that are impacted, and provide the files as necessary.

2 DRAFTING THE TEXT

2.1 General

The deliverable shall be drafted using the CEN Simple Amendment Template.

The deliverable shall be drafted according to the rules defined in the Internal Regulations Part 3:2022.

2.2 Structure

The amendment text shall only include the sections of the published standard which need to be amended. It shall be concisely drafted and shall clearly define which aspects of the published standard require amendment.

Amendments shall only contain a small number of changes. If the number of changes required is large, a revision of the main deliverable is preferred.

It is the role of the working group and TC to ensure that the content provided in the amendment instructions aligns fully with the content in the main deliverable.

Clauses 1, 2 and 3 are not obligatory. They need only be included if they are to be modified in the existing published standard.

The amendment text shall be drafted chronologically, starting with the first clause of the published standard to be amended, and ending with the last.

Minor editorial changes do not need to be marked. Such changes include, but are not limited to:

• "This European Standard" to "This document"
• Adding, removing or changing punctuation
• Formatting and styling (e.g. keeping a table on one single page)
• Updating introductory wording and boilerplate text.

2.3    European foreword

The European foreword found in the CEN Simple Amendment Template shall be used, i.e.:

"This document (EN XXXX:YYYY/(F)prAX:YYYY) has been prepared by Technical Committee CEN/TC XXX “Title of TC”, the secretariat of which is held by XXX.

This document is currently submitted to the CEN Enquiry/Formal Vote."

2.4    Terminology

2.4.1  Headings

In place of clause headings, the clauses to be modified shall be identified:

'1 Modification to the Scope'

'2 Modification to Clause 2, "Normative references"'

'3 Modification to Clause X, "Title of clause"'

Each of these headings shall be numbered, bold, and styled as 'Heading 1'.

2.4.2 Instructions

2.4.2.1 General

To draft the instructions for each modification, the following terminology shall be used:

• Replace…
• Add…
• Delete…

The correct wording to use for clause headings is therefore as follows:

• Modification "Modification to Clause X, Title of Clause X ";
• Deletion "Deletion of Annex C, Title of Annex C";
• Addition "Addition of Annex E, Title of Annex E".

2.4.2.2 Modifications to Clauses

The instructions shall be clear and as concise as possible and shall be written in italic text.

In Clause X, paragraph Y, replace "existing wording" with "new wording". At the end of 5.3.3, add the following new paragraph: "New paragraph wording"

The new text to be inserted shall always be identified using quotation marks.

Where an entire new clause needs to be added, it is sufficient it is sufficient to style the clause heading as ‘body text' and make the font bold. For example:

Add the following new subclause 8.4: "8.4     Title of subclause  Paragraph of subclause to be added."

2.4.2.3 Modifications to Figures

Where a figure is to be modified, give the instructions as follows:

In Figure X, replace the whole figure with the following new figure

"[Figure]"

For modifications to the key or title:

In Figure X, replace "existing title" with "new title"

In Figure X, add "new key text" after "existing key text"

Add the following new figure after paragraph X:

"[Figure]"

"Figure X - Title of figure"

And renumber all other figures accordingly.

2.4.2.4 Modifications to Normative references

Where any references in Clause 2 are modified, give the instructions as follows:

Replace "EN XXXX" with "EN AAAA" in Clause 2 and throughout the text.

In the cases of an unpublished Enquiry text being updated, the following instruction shall be used to take into consideration the change to the footnote 'under preparation…':

Replace "prEN XXXX" with "EN XXXX” and delete the corresponding footnote.

Where normative references are added into the text via the addition of a new paragraph, for example in another clause, give the instruction as follows:

Add "EN XXXX" to Clause 2.

2.4.2.5 Modifications to tables

When modifying existing tables, more detail is necessary to identify the correct row and column:

In Table 1, 5th row, 3rd column, replace "15 mm" with "20 mm"

In some cases, where numerous changes are needed to a table, it may be preferable to simply replace the entire table:

Replace the whole of Table 3 with the following.

NOTE    Do not replace entire tables where only one or two cells are modified.

If a new table is added, give the instruction as follows:

In 5.3, add the following Table 6 after the third paragraph, and renumber all following tables: "Table 6 - Title of table" "[Table]"

Where a single row is added, it is sufficient to draft the table row alone, without a header and footer. Style this 'table body'.

2.5    Demonstrating complex changes

Where complex changes are required, or it is not easy to concisely draft an instruction, it may be useful to provide a demonstration of the change to be made. This is especially useful for table content.

To denote a demonstration of content change, write the instruction for the change, and then add

to read as follows:

at the end, and then include the portion of text written the correct way.

For example: Replace "carries on" with "shall continue" between "the first worker" and "with the experiment", to read as follows: "The first worker shall continue with the experiment until all tests are complete."

Note that this should only be used in cases where confusion is probable. It shall not be used excessively throughout an amendment instruction sheet.

2.6    Styling the amendment text

The CEN Amendment Simple Template contains all the applicable styles to be used in the draft, for XML purposes. As with the drafting of a regular European Standard, the styling shall be relied on for formatting and layout.

Dedicated and in-depth styling guidance can be found in the Webinars for Standards Drafters Series, or in the CEN Amendment Simple Template Quick-Start Guide.

2.7 Consolidation at Publication Stage

When the amendment draft is ready for publication, the CEN Editor is responsible for providing a consolidated version of the text, alongside the instruction sheet. This consolidation is when the instructions are implemented into the main standard, and each change made is highlighted with Amendment Arrow tags.

Because of this consolidation, it is important to remember while drafting the amendment that the instructions need to be as clear as possible, while keeping the number of tags needed low, but also fully introducing the changes necessary.

For this reason, the CEN Editor may modify the instructions slightly, to ensure more efficient tagging of the consolidated version at Publication stage.

3 PROCEDURAL ELEMENTS

The editing period for amendments is 5 weeks.

The translation period is:

• 8 weeks for Enquiry
• 5 weeks for Formal Vote

The balloting period opens and closes on Thursday, and is:

• 12 weeks for Enquiry
• 8 weeks for Formal Vote

In exceptional circumstances (for example a very long document), the translation timeframe can be extended upon request from DIN or AFNOR.