HHaannssaarrdd
STYLE FILE
Note: Several grammar texts have been plundered to produce this manual. Hansard is indebted to their authors.
March 14 2002
C O N T E N T S IF B7.1 to 7.2 Chapter A GENERAL PRINCIPLES “If” and “then” B7.1 STATEMENT OF PRINCIPLES A1.1 “If”, “whether”, “when” B7.2 PROCEDURAL FRAMEWORK A2.1 INFINITIVES B8.1 EDITING A3.1 to A3.6 LOOSE PHRASEOLOGY B9.1 General A3.1 MAY, MIGHT B10.1 to B10.2 Consistency A3.2 Permission B10.1 Redundant words and phrases A3.3 Possibility B10.2 Sentence construction A3.4 MISRELATED PARTICIPLES B11.1 Grammar A3.5 NEGATIVES B12.1 to B12.2 Punctuation A3.6 NON-SENTENCES B13.1 “HOUSEKEEPING” A4.1 NOUNS AND PRONOUNS B14.1 TREATMENT OF WORDS A5.1 OMISSION OF PARTS OF VERBS B15.1 to B15.3 TREATMENT OF REFERENCES A6.1 ONE’S B16.1 QUOTATIONS A7.1 to 7.3 PREPOSITIONS B17.1 to B17.3 General A7.1 General B17.1 Direct quotations A7.2 Prepositions and series B17.2 Informal or anecdotal quotations A7.3 In compound constructions B17.3 OFFICIAL WORD AND REFERENCE REPETITION AND REDUNDANCY B18.1 SOURCES A8.1 to A8.2 SAY/STATE B19.1 Sources A8.1 SHALL/WILL, SHOULD/WOULD (see also B24.1 to Checking A8.2 B24.4) B20.1 QUESTION TIME A9.1 SINGULAR AND PLURAL B21.1 to B21.5 MOTIONS A10.1 to A10.3 Subject and verb B21.1 Standard motions A10.1 “The number”, “a number” B21.2 Motions with notice A10.2 Collective nouns B21.3 Motions without notice A10.3 Singular pronouns B21.4 SUPPLIED TEXT A11.1 to A11.5 Singular/plural agreement B21.5 Questions for oral answer A11.1 SPLIT INFINITIVES B22.1 Motions with notice A11.2 SUBJUNCTIVE B23.1 to B23.4 Rulings made by the Speaker A11.3 General B23.1 Addresses A11.4 Non-optional uses of the subjunctive B23.2 Governor-General’s speech and Budget speech A11.5 Optional uses of the subjunctive B23.3 LASER PROOFREADING A12.1 to A12.3 Intended meaning B23.4 General A12.1 TENSE SEQUENCE B24.1 to B24.4 Method A12.2 Direct and indirect speech B24.1 What to check for A12.3 Present, perfect, future B24.2 Chapter B GRAMMAR Past, pluperfect B24.3 ARTICLES AND SERIES B1.1 Past, present B24.4 CORRELATIVE EXPRESSIONS B2.1 THAT B25.1 to B25.4 DIRECT AND INDIRECT LANGUAGE B3.1 to B3.3 Appropriate use of “that” B25.1 Direct and indirect speech (see also B24.1 to B24.4, Not to be used as an adverb B25.2 and C11.2) B3.1 “That”/”who”/”whom” (see also B34.1) B25.3 Direct and indirect quotations B3.2 In place of a noun B25.4 Direct and indirect questions (see also C10.1) B3.3 THAT/WHICH B26.1 DOUBLE PERFECT B4.1 THEN B27.1 to B27.3 GERUNDS B5.1 to B5.2 “After that” B27.1 Gerunds that take the possessive form B5.1 “At that time” B27.2 Non-personal nouns with gerunds B5.2 “If” and “then” B27.3 HOW B6.1 THERE B28.1 THIS B29.1 Not to be used as an adverb B29.1
THIS, THAT, THESE, THOSE, THE B30.1 to B30.3 SEMICOLON C12.1 General B30.1 SLASH C13.1 Direct to indirect speech B30.2 Chapter D NUMBERS Clarity of meaning B30.3 CARDINAL NUMBERS (QUANTITY) D1.1 to D1.3 TO BOTH / BOTH TO, TO EITHER / EITHER TO B31.1 General principles D1.1 WHETHER OR NOT B32.1 Numbers at the beginning of a sentence D1.2 WHOSE B33.1 Consecutive numbers D1.3 WHO/WHOM (see also B25.3) B34.1 ORDINAL NUMBERS (SEQUENCE) (see also D5.4) D2.1 WORD ORDER B35.1 to B35.5 General principles D2.1 General B35.1 FRACTIONS D3.1 Modifiers B35.2 General principles D3.1 Separation of subject and principal verb B35.3 CURRENCY D4.1 to D4.5 Separation of auxiliary verb and main verb B35.4 General principles D4.1 Verb and conjunction “that” B35.5 Millions, billions, etc. (see also D5.7) D4.2 Chapter C PUNCTUATION Money amount at the beginning of a sentence D4.3 APOSTROPHE C1.1 to C1.2 New Zealand currency D4.4 Apostrophe indicating possessive case C1.1 Foreign currency D4.5 Other uses of the apostrophe C1.2 SPECIFIC RULES ON NUMBERS D5.1 to D5.15 BRACKETS C2.1 Addresses D5.1 COLON C3.1 to C3.3 Ages D5.2 Summing-up, illustration, enumeration C3.1 Book references D5.3 Colons and quotations C3.2 Calendar dates D5.4 Other uses of the colon C3.3 Clock time D5.5 COMMA C4.1 to C4.9 Mathematical formulae D5.6 Commas and series C4.1 Millions, billions, etc. (for currency see D4.2) D5.7 Commas and parenthetical elements C4.2 Percentages D5.8 Commas and time phrases C4.3 Ratios D5.9 Commas and “that” C4.4 References to legislation (see G4.1 to G4.4) D5.10 Commas and defining words or phrases C4.5 Roman numerals D5.11 Commas and conjunctions C4.6 Scores D5.12 Subject and its verb C4.7 Telephone and facsimile numbers D5.13 Starting a sentence with “but”, “yet”, “so” C4.8 Units of measurement D5.14 Other uses of the comma C4.9 Votes D5.15 DASH AND HYPHEN C5.1 to C5.3 Chapter E SPECIFIC PRINCIPLES Keys to use C5.1 ABBREVIATIONS AND CONTRACTIONS E1.1 to E1.4 Dash C5.2 Degrees and honours E1.1 Hyphen C5.3 Titles of people (see also E5.1) E1.2 ELLIPSIS C6.1 to C6.2 Junior, Senior E1.3 When to use ellipsis (see also C11.6) C6.1 Elision E1.4 Ellipsis and other punctuation C6.2 ACRONYMS E2.1 EXCLAMATION MARK C7.1 CAPITAL LETTERS E3.1 to E3.3 FULL STOP C8.1 General principles E3.1 PARAGRAPH C9.1 Initial capital letters E3.2 QUESTION MARK C10.1 Initial capital letters and hyphenation E3.3 QUOTATION MARKS (see also A7.1 to A7.3) Proper names beginning with “The”, “A”, “An” E3.4 C11.1 to C11.8 NAMES OF ORGANISATIONS ETC. E4.1 Keys to use C11.1 TITLES OF POSITIONS AND PEOPLE E5.1 When to use quotation marks C11.2 ITALICS E6.1 to E6.2 Punctuation within quotation marks C11.3 General principles E6.1 Quotation within a quotation C11.4 Italics within italics E6.2 Punctuation preceding quotation marks C11.5 COURT CASES E7.1 Punctuation at the end of quotation marks C11.6 PUBLICATIONS E8.1 to E8.3 Interrupted quotations C11.7 Titles and subtitles E8.1 Legislation and quotation marks C11.8
Chapters, articles, sections E8.2 Ministers outside Cabinet F4.5 Newspaper headlines E8.3 Parliamentary Under-Secretaries F4.6 INTERNET E9.1 Leader of the Opposition F4.7 MOTTOS AND PROVERBS E10.1 Leaders and deputy leaders of parties F4.8 SPEECHES E11.1 Whips/musterer F4.9 TELEVISION AND RADIO E12.1 Honourable; right honourable F4.10 PLAYS, FILMS, MUSICAL WORKS, WORKS OF Opposition members F4.11 ART, INSTRUCTIONAL VIDEOS, ELECTRONIC Government/Opposition F4.12 GAMES E13.1 Spokespersons F4.13 POETRY AND SONGS E14.1 Shadow Ministers/Cabinet F4.14 SHIPS AND AIRCRAFT E15.1 PARTY/GOVERNMENT F5.1 PLACE NAMES AND GEOGRAPHICAL FEATURES E16.1 SPEAKING THROUGH THE CHAIR F6.1 to F6.3 SCIENTIFIC TERMINOLOGY E17.1 General principle F6.1 TRADEMARKS E18.1 Use of the words “you” and “your” F6.2 SPECIAL DAYS, WEEKS, YEARS E19.1 Addressing members directly by name or designation F6.3 SPELLING E20.1 to E20.4 USE OF THE WORD “ORDER!” F7.1 General principles E20.1 INTERJECTIONS F8.1 Use of the COD E20.2 USE OF “[INTERRUPTION]” F9.1 Plurals E20.3 APPLAUSE F10.1 Homonyms E20.4 TERMINATION OF CALL F11.1 Chapter F PARLIAMENTARY MATTERS PARLIAMENTARY PUBLICATIONS F12.1 to F12.4 PARLIAMENTARY TERMS F1.1 to F1.12 Journals F12.1 Summoning F1.1 Parliamentary Bulletin F12.2 Parliament F1.2 Order Paper (see Precedent Manual OPB) F12.3 Session F1.3 Standing Orders and Speakers’ rulings F12.4 Sitting F1.4 Chapter G LEGISLATION Suspension F1.5 BILLS AND ACTS G1.1 to G1.10 Adjournment F1.6 General G1.1 Prorogation F1.7 How a bill becomes law G1.2 Recess F1.8 Government bills G1.3 Dissolution F1.9 Members’ bills G1.4 Expiration F1.10 Local bills G1.5 Interregnum F1.11 Private bills G1.6 Time line F1.12 Copies of bills G1.7 REFERENCES TO THE PRESIDING OFFICER F2.1 Copies of Acts G1.8 SETTING UP MEMBERS F3.1 to F3.13 Amendment bills/Acts G1.9 General principles F3.1 Omnibus bills G1.10 Ministers F3.2 REGULATIONS G2.1 Associate Ministers F3.3 PARTS OF LEGISLATION G3.1 to G3.15 Acting Ministers F3.4 Explanatory note G3.1 Ministers outside Cabinet F3.5 Commentary G3.2 Parliamentary Under-Secretaries F3.6 Member in charge of bill G3.3 Leader of the House and Deputy Leader of the House F3.7 Title G3.4 Leader of the Opposition F3.8 Preamble G3.5 Leaders and deputy leaders of parties F3.9 Enacting words G3.6 Whips/musterer F3.10 Clause G3.7 Hon; Rt Hon F3.11 Section G3.8 Question time F3.12 Part G3.9 On behalf of F3.13 Title clause/section G3.10 REFERENCES TO MEMBERS IN COPY F4.1 to F4.14 Commencement clause/section G3.11 General principles F4.1 Purpose clause/section G3.12 Ministers F4.2 Interpretation clause/section G3.13 Associate Ministers F4.3 Schedule G3.14 Acting Ministers F4.4
First page of a bill G3.15 REFERENCES TO LEGISLATION G4.1 to G4.4 General G4.1 Stages of a bill G4.2 Citation G4.3 Use of the word “proposed” G4.4 CHAPTER H MĀORI AND FOREIGN LANGUAGES MĀORI H1.1 to H1.6 Transcriptions and translations H1.1 Isolated words H1.2 Macrons H1.3 Anglicised words H1.4 Plurals H1.5 Short greetings, farewells, and other forms of address H1.6 FOREIGN LANGUAGES H2.1 to H2.2 Transcriptions H2.1 Isolated words H2.2
A GENERAL PRINCIPLES
STATEMENT OF PRINCIPLES
A1.1
Hansard is a fair and accurate report that, while remaining faithful to members’ styles and the intent of their speeches, can be readily understood by any reader, now or in the future. Intonation, inflection, pauses, and repetitions are some of the elements taken into account in the translation of the spoken word into the written word, in order to convey in print the intended meaning of a speech. Hansard is a historical source document. Accuracy of references to legislation, people, companies, organisations, acronyms, dates, and place names is essential. These principles are based on the following statements:
“The Official Report is a full report, in the first person, of all speakers alike, a full report being defined as one `which, though not strictly verbatim, is substantially the verbatim report, with repetitions and redundancies omitted and with obvious mistakes corrected, but which on the other hand leaves out nothing that adds to the meaning of the speech or illustrates the argument’.” Erskine May, Parliamentary Practice, (21st edition)
“Hansard is not a verbatim transcript of the debates in the House. It is a transcript in extenso. In the case of repetition or for a number of other reasons, such as more specific identification, it is acceptable to make changes so that anyone reading Hansard will get the meaning of what was said. Those who edit Hansard have an obligation to make a sentence more readable since there is a difference between the spoken and the written word.”
Beauchesne’s Rules and Forms of the House of Commons of Canada, Toronto 1989
(Statement of principles approved by the Speaker, 24 September 1992)
November 2003
PROCEDURAL FRAMEWORK
A2.1
Hansard is constructed on a procedural framework. The report must accurately reflect House procedures and processes and their consequences, Standing Orders, and Speakers’ rulings. If all the text of debate were to be removed, the remaining procedural text should stand as the correct sequence of events in the House. Refer to the Precedent Manual to find out how procedural matters are dealt with in Hansard.
The daily Hansard must report the business of the House for each day. Some items of business will be raised and dealt with on that day—for example, questions for oral answer. Other items of business by their nature will stretch over weeks or months. Each of these circumstances must be accurately documented according to the procedures that the House follows. Continuity is essential. Any action initiated must have a consequence; the action and the consequence must be reported. The prayer at the beginning of the day, the presentation of petitions, the presentation of papers (except for the Budget documents), messages from the Governor-General about appropriations of public money for legislation, and the introduction of bills are the only House procedures that are not normally reported.
Interjections are reported if a member who has the call responds to them—even if he or she simply repeats the interjection. See also F8.1.
November 2003
EDITING
A3.1 General
In producing the report there is a need to be guided by recognition that Hansard must remain faithful to members’ styles, be readily understood by any reader, and be accurate. The injunction “Edit as little as possible but as much as necessary.” is a key. Other principles that should be followed include:
The meaning or emphasis of a speech should not be changed.
Speeches should not be summarised or condensed. Speeches should not be converted to a uniform Hansard style.
The flavour—linguistic characteristics—of the member speaking should be preserved as much as possible.
Sometimes a verbatim rendition is necessary—for example, of a deliberately ambiguous statement.
Every change made should be justifiable.
Text should be able to be understood the first time it is read. (Statement of principles approved by the Speaker, 24 September 1992)
The purpose of editing is to tidy what is essentially a verbatim report. The aim is to provide consistency in the way in which words and numbers are written; to clarify if appropriate; to correct faulty grammar and misused words; to remove unnecessary repetition; to provide accurate references; and to ensure that House procedures are correctly detailed. Errors caused by obvious slips of the tongue should be corrected if no reference is made to them in the House. Informal quotations and anecdotal quotations are usually changed to indirect speech. With those qualifications, the text should remain faithful to what a member said and how it was said. Sometimes a verbatim rendition of unclearly worded speech is necessary—for example, if a member deliberately made an ambiguous statement, or if rendering loose phraseology more precise distorts what the member intended to say. Slang and colloquialisms should not be automatically expunged, as they provide flavour. Editing must preserve the distinctive style of members. Hansard must reflect the style of the member speaking rather than that of the person editing it. Beyond editing to achieve Hansard style, as defined in the Word Style Book (WSB) and the Style File, it is not the task of staff to impose on the report a particular preference for a form of expression unless what has been said is demonstrably ungrammatical or senseless.
Restraint must be exercised in altering supplied speeches, answers to questions, politically important speeches, personally important speeches such as maiden speeches and valedictories, or any text that is likely to be quoted in the original wording.
November 2003
A3.2 Consistency
Hansard is produced in many fragments, and many people are involved in the process. Consistency is partly the result of proper use of the manuals. Attempting to achieve consistency should not eliminate flavour; in fact, retaining language idiosyncrasies as part of the text adds flavour. The manuals cannot account for every contingency. It is important to try to establish at the beginning of a speech or debate the way in which an issue will be dealt with, so that it subsequently can be dealt with in a consistent manner. Each person who deals with the copy should communicate with the people who will work on it further down the chain what checking has been done and what issues are unresolved. This saves doubling up of work.
A3.3 Redundant words and phrases
If a member begins a speech by saying: “I rise to my feet to speak to the Education Amendment Bill (No 3).”, that sentence can be regarded as the equivalent of clearing the throat, and can be omitted. However, if a member says: “It is with great enthusiasm that I rise to support this bill.”, some information is being provided, and the sentence must remain. If a member starts to say a word or a sentence, then changes his or her mind and uses a different word or sentence, include only the member’s final choice of words. Do not include a comment by a member that he or she is having trouble finding a particular passage in a document, unless there is a consequence. Members may use words and expressions such as “actually”, “in fact”, and “as far as I am con- cerned” in just about every sentence that they utter. If such words and expressions can be removed without altering the member’s intent, do so. However, repetition of a word or phrase may be a means of conveying emphasis—for example, “very, very”. If the repetition is used to convey a definite effect and is not a way of “marking time”, it should be retained. See also B18.1.
A3.4 Sentence construction
Wherever possible the construction that a member gives a sentence should not be changed. If the spoken word as transcribed conforms with the guidelines, reads all right, and is understandable, let it stand. If the sense is clear it should not require further effort. Editing should occur only if a sentence is incomplete, truncated, or illogical, with the aim of producing readable text. See Chapter B GRAMMAR.
A3.5 Grammar
Remain as faithful as possible to what the member says. Grammar should be correct but not to the point at which sentences become stilted. Obscure or little-used grammatical rules should not be applied if a more contemporary interpretation is set out in the guidelines. The report is a contemporary report and should reflect the language of today. Correct faulty grammar to produce plain, easily understood English. See Chapter B GRAMMAR and the grammar entries in the WSB.
November 2003
A3.6 Punctuation
The main function of punctuation is to make the meaning of the spoken word perfectly clear when it is rendered as the written word. Punctuation should not be excessive. Commas, dashes, etc. should not interrupt the flow of the text and be a hindrance to readers. It is not possible to impose definitive rules on the use of punctuation. The prevention of ambiguity, the length of the sentence, the degree of pause required, the inflection, and the particular context are factors that determine the use of punctuation. However, a framework of rules that should be followed is to be found in Chapter C PUNCTUATION.
November 2003
“HOUSEKEEPING”
A4.1
“Housekeeping” matters normally do not appear in Hansard. They should be recorded only if there is a consequence—for example, they later become the subject of debate—or if their not being included will result in the loss of information. “Housekeeping” matters include the following: The seeking and giving of the call.
A private remark is made by a member as he or she rises to seek the call, or sits down.
A private remark is made by the member who has the call, or by the Chair, that is unrelated to the matter under debate.
The Chair tells members to be quiet, or not to make so many interjections. The Chair, at a point where the House is moving from one proceeding to another (for example, at the end of question time or as the House goes into Committee), tells members not to make so much noise, or words to that effect, and so on.
The Chair says “Order!” without getting to his or her feet or going on to say something else. See F7.1.
During question time, a question is repeated because the Chair or a member did not hear it. The second version of the question is the only one recorded.
A member comments that he or she is having trouble finding a particular passage in a document.
A member asks how much speaking time he or she has left. Of course, the Chair’s response is not included, either.
The Chair, having listened to a point of order, indicates that he or she does not intend to hear from another member.
A point of order is raised to find out what matter is being dealt with, or what is being voted on.
A point of order is raised during a vote, but before the vote is announced, to correct an incorrectly cast vote.
A member seeks, and is granted, leave to vary the rules of the House (for example, to rise early for dinner or at the end of the day), move a motion without notice, table a document, make a personal explanation, etc. This information is conveyed in an editorial comment or in the report of what subsequently happens in the House. See the LEA section of the Precedent Manual.
November 2003
TREATMENT OF WORDS
A5.1
Refer to the WSB for spelling, hyphenation, capitalisation, accents, words that reflect a specifically New Zealand usage, etc. The User Guide at the front of the WSB gives more detail on what is included in it. Updates of the WSB are issued regularly. It is important to keep your WSB up to date. If a particular word is not in the WSB, check the Concise Oxford Dictionary (COD). The Dictionary of New Zealand English is useful when considering whether a word has a distinctly New Zealand usage or spelling. See A8.1 for official word sources. See A8.2 for the method that Data Collection staff use to communicate that words etc. have been verified against an official word source, and for the method of proposing entries for the WSB. See E SPECIFIC PRINCIPLES for further information on the treatment of words. See H MĀORI AND FOREIGN LANGUAGES for information on the treatment of Māori words and words from foreign languages.
Whenever possible members should be given the onus of clarifying unclear words. If a member uses a word or expression that is unfamiliar to you or that you cannot interpret, and if nobody around you can enlighten you, do not make an inspired (and perhaps embarrassingly wrong) guess, but ask the member to supply the word or expression.
November 2003
TREATMENT OF REFERENCES
A6.1
References must be accurate. Incorrect references are permissible only if there is a consequence—for example, they become the subject of debate. Words may be added or deleted to provide accuracy. Use the Reference List to check names of people, organisations, publications, etc. Be familiar with the guidelines at the front of it. If the name that you are looking for is not in the Reference List, refer to the other reference material available in the Hansard Office, including the Internet. See A8.1 for official reference sources. See A8.2 for the method that Data Collection staff use to communicate that references have been verified against an official reference source, and for the method of proposing entries for the Reference List. See E SPECIFIC PRINCIPLES for further information on the treatment of references. See G4.1 to G4.4 for information on references to legislation.
Whenever possible the member should be given the onus of clarifying an unclear reference. If a member uses a word that is unfamiliar to you or that you cannot interpret, and if nobody around you can enlighten you, do not make an inspired (and perhaps embarrassingly wrong) guess, but ask the member to supply the word. A member should not within a speech change from a fuller version of a reference to an acceptable shorter version then back to the fuller version. The options are to use the fuller version; to use the fuller version first and thereafter an acceptable shorter version; or always to use the shorter version. Subsequent references to the fuller version may be replaced with a word such as “organisation”. Newspapers are a useful source of information if contemporary events have been referred to. Recent copies of the Dominion Post and the New Zealand Herald are stored in the Data Collection room; recent copies of the Dominion Post are also stored in the Subeditors’ room. The “Search Daily Newspapers” site on the Internet (in your favourites) provides access to INL newspapers and the New Zealand Herald. Telephone books are a good source of names; current telephone books are shelved in the Data Collection room; the previous year’s telephone books are shelved in the Subeditors’ room.
Contacting the Parliamentary Library (x 9888, or email “reference”) or appropriate organisations in Wellington are other options when checking references.
November 2003
QUOTATIONS
A7.1 General
Quotations fall into two groups: direct quotations from a written source, and informal or anecdotal quotations. See QUOTATION MARKS C11.1 to C11.8, and C2.1 (Brackets) and C9.1 (Paragraph), for the correct punctuation of quotations.
A7.2 Direct quotations
Direct quotations are not edited to conform with Hansard style. If the written source cannot be obtained, record the words spoken, and punctuate according to standard Hansard guidelines. If the written source is available, follow it exactly. See C9.1 for information on the correct way to paragraph direct quotations. If a member deviates slightly from the original material, judgment must be used in deciding whether to report what the member said; for example, the member may simply have inadvertently missed out a word. Ultimately, responsibility for the correctness of quotations rests with the members. For reasons of their own they may omit or misquote words.
Quotations from Hansard, Budget documents, the Standing Orders, Speakers’ Rulings, and legislation (bills and Acts) must be checked against the original.
If a member quotes from a recent edition of a New Zealand newspaper, the quotation should be checked against the original. See A6.1 for information on checking a quotation from a newspaper.
Data Collection staff: do not spend much more than 5 minutes trying to verify a quotation unless it is likely to be controversial; invoke the pro forma com if a quotation cannot be verified at the time of transcription. Subediting staff: where verification of direct quotations is possible, it is to be completed at the subediting stage.
A7.3 Informal or anecdotal quotations
Informal or anecdotal quotations are usually changed to indirect speech. If reported as quotations, they may be edited according to standard Hansard guidelines, but note that some contractions of verbal forms (“don’t”, “can’t”, etc.; see E1.4) and the word “you” and its various forms (see F6.2) are permissible.
November 2003
OFFICIAL WORD AND REFERENCE SOURCES
A8.1 Sources
Word Style Book (see A5.1)
Concise Oxford Dictionary (10th edition; see A5.1)
Dictionary of the Maori Language (Williams; see H1.2) Te Matatiki: Contemporary Māori Words
The Reed Pocket Dictionary of Modern Māori
The Reed Dictionary of Māori Place Names Reference List (see A6.1)
Collins Atlas of the World (see E16.1)
Wises New Zealand Guide (see E16.1) Acts
In checking the name of an Act, refer to the volumes of statutes or to the current edition of Tables of New Zealand Acts and Ordinances and Statutory Regulations in Force. Acts with Māori words in their titles must be checked against the statute itself, as the tables do not show macrons.
Do not put a full stop after “No” (meaning “number’) in the title of an Act, irrespective of what appears on the actual Act. Dates follow the form used in the title of the Act.
See also Chapter G Legislation Bills
In checking the name of a bill, refer to an actual copy of the bill or to the Parliamentary Bulletin. Do not check it against the Order Paper or the Weekly Index to Bills and Supplementary Order Papers. Do not put a full stop after “No” (meaning “number’) in the title of a bill, irrespective of what appears on the actual bill. Dates follow the form used in the title of the bill. See also Chapter G Legislation
Speakers’ Rulings (see F12.4)
Standing Orders (see F12.4)
Hansard (see A7.2)
Parliamentary Bulletin (see F12.2)
November 2003
A8.2 Checking
Data Collection Staff: Invoke the pro forma com if you want the member to check or supply a word or reference.
Place * against words or references that have been verified against an official Hansard word or reference source (see A8.1).
Place ** against words or references that have been verified against another source. Then access on screen (q:\Hansard\Update Files) either the “Word Style Book new entries” file or the “Reference List new entries” file, and place the new word or reference at the bottom of the file.
Place ** against words or references that you have found in either the “Word Style Book new entries” file or the “Reference List new entries” file.
Subediting Staff: You are required to verify all remaining unverified references, and to ensure that any missing words are supplied. Add new words and references to either the “Word Style Book new entries” file or the “Reference List new entries” file (q:\Hansard\Update Files).
If verification of a word or reference is going to hold up copy, insert “XXX to come” at the appropriate point, and exit the Turn. Continue your attempts to verify the word or reference. If, when you come to make the correction, the Turn has C (compiled) status, make the correction to the laser (do not forget to delete “XXX to come”). If you will be absent on the next working-day, photocopy the relevant page and give it to the technical section SPO.
November 2003
QUESTION TIME
A9.1
Question time usually follows the announcement of bills for introduction. Twelve questions are asked of Ministers. There may also be an urgent question or a question(s) to a chair of a select committee.
The wording of questions has been the subject of negotiation between the member and the House Office, and therefore what appears in Hansard should not differ from what appears on the website, even if the member diverges from it when reading out the question. However, questions may be edited to maintain consistency of Hansard word style. Any text enclosed in quotation marks must not be edited. Typographical or factual errors pointed out by the member asking the question, to which there is no objection, should be corrected. Do not report any exchange about such matters. The staff member inputting the questions into Incorporations does the first check for word style consistency.
Answers to questions are prepared under a Minister’s instructions, and should be edited with caution. Staff should not assume that names of organisations, people, etc. are correct; such references may need to be verified (see A6.1 to A6.5).
Treat with care all answers given on behalf of another Minister. References to the first person that are obviously incorrect should be changed.
A supplementary question that has been ruled out of order by the Speaker should not be included in Hansard unless a point of order or other reference is later made to it, or the Speaker makes a ruling. If in doubt, err on the side of leaving it in. If the Speaker rules out part of a question or answer, include all of the question or answer.
If comments on the quality of a question or answer are not ruled out of order, include them in the report; it is not for Hansard staff to be the judge of their importance or propriety.
For more information on questions refer to the QUE section of the Precedent Manual.
November 2003
MOTIONS
A10.1 Standard motions
The wording of standard motions such as the motion for a general debate is determined by the Standing Orders, and is to be found in the Precedent Manual. Where the Standing Orders do not provide set wording for a motion—for example, the motion to refer a bill to a select committee— Data Collection staff record what was said. Either the subediting staff or the laser readers— depending on the availability of the Journals—make sure the wording matches that used in the Journals.
A10.2 Motions with notice
Motions with notice, which are found on the Order Paper (see MT2 of the Precedent Manual), are transcribed by Data Collection from the Order Paper. The wording must follow the written version, even if the member moving the motion deviates from it. However, motions with notice may be edited to maintain consistency of Hansard word style.
A10.3 Motions without notice
A member must seek leave to move a motion without notice (for example, congratulations to sports teams; see MT5 of the Precedent Manual). It is a convention that a written copy of the motion is given to the Clerk and other parties. This wording is included with the Clerk’s notes, and incorporated in the Journals if agreed to. If a written version is available, follow that wording. Motions may be edited to maintain consistency of Hansard word style. Names and references should be checked in the usual way.
November 2003
SUPPLIED TEXT
A11.1 Questions for oral answer see A9.1.
A11.2 Motions with notice see A10.2.
A11.3 Rulings made by the Speaker
Mr Speaker may read from a prepared statement in making a new ruling. A copy of the ruling is emailed to a Subeditor and to the Data Collection SPO. Judgment will need to be used in following the provided written text; if Mr Speaker stumbles over a word, follow the written text, but if he paraphrases, put what he says. From time to time the Clerk may authorise deviations from the supplied text. Capitalisation, punctuation, and hyphenation changes are permissible, but should be kept to a minimum.
A11.4 Addresses
Only formal addresses that do not involve appropriations appear in Hansard. They relate to the Commission Opening of Parliament, the election of the Speaker, and the Address in Reply. From time to time there may be a special address to mark a particular occasion, such as the death of the Princess of Wales. Formal addresses are inserted by the Compiler. Data Collection: Include the message “XXX text to be inserted” at the appropriate point in your turn, photocopy the page, and give it to the technical section SPO.
A11.5 Governor-General’s speech and Budget speech
The Governor-General’s speech and the Budget speech are inserted by the Compiler. It may be necessary to insert, for example, a point of order. Data Collection staff transcribe the point of order in the usual manner, with the addition of an indication of where it comes in the speech. The Compiler inserts the point of order in the speech at the place indicated.
November 2003
LASER PROOFREADING
A12.1 General
The laser proof shows copy as it will be in the final print. The laser proofreading stage is the opportunity to correct only obvious or serious errors, not to refine text. Text is not to be reconstructed unless the original is nonsense or clearly wrong. Reading the laser proof is proofing, not editing. Avoid distractions; other work should not intrude. The three main objectives in the checking/proofing of the text are to ensure that: the layout and format conform with accepted practices
there are no obvious errors the procedures of the House are accurately recorded.
A12.2 Method
The entire text of the laser is to be read individually. Normally there will not need to be reference to other documents or to the previous version of the text. Use the symbols and marginal marks for proofreaders that are set out in the New Zealand Style Book. A mistake is to be indicated in the text, and the corresponding proofreading mark, followed by an oblique stroke, is to be made in the right margin: The reference that the minister made the Dclassification is incorrect. CAP/to/#/
A12.3 What to check for
In reading, check: that, at the start of the day, Mr Speaker, prayers, and the start time are shown correctly
that the page number, date, and running header at the top of the page are all correct
that text is correctly printed in Roman, bold, or italics, and with hyphens and em rules as appropriate
that headings and subheadings are shown correctly and that they correspond with the text that in questions for oral answer all questions are correctly numbered, that they have headings, and that question marks have not been omitted; check that question subheadings are in initial caps, bold, and centred
that House procedures are set out correctly, and have a beginning and an end
that members’ names are set up correctly
for sense, spelling, punctuation, grammar, and Hansard style (extracts in quotation marks will not necessarily be in Hansard style; they may be in the style in which they were originally written) that suspensions and adjournments are correct
that voting lists correspond with the result and with the Journals proof
that motions and addresses correspond with the Journals proof.
November 2003
B GRAMMAR
ARTICLES AND SERIES
B1.1
An article that applies to all the items in a series must either be used only before the first item or be repeated after each item: The French, the Italians, the Spanish, and the Portuguese … or The French, Italians, Spanish, and Portuguese ... [NOT The French, the Italians, Spanish and Portuguese ...]
November 2003
CORRELATIVE EXPRESSIONS
B2.1
Care should be taken in the placement of pairs of words such as “not only” and “but” or “but also”; “either” and “or”; “neither” and “nor”; “both” and “and”; “not” and “but”; and “whether” and “or”; and in the placement of “first”, “second”, “third”, etc. These words should not be separated -by punctuation, with the exception of “first”, “second”, “third”, etc. The general rule is that the separate parts of the expression should be followed by the same part of speech. The member for Auckland Central either was critical of the Minister or was trying to put forward … [NOT The member for Auckland Central either was critical of the Minister or tried to put forward …] My objections are, first, that the measure is unjust; second, that it is unconstitutional; and, third, that it is unnecessary. [NOT My objections are, first, the injustice of the measure; second, that it is unconstitutional; and, third, that it is unnecessary.] This is a time not for words but for action. [NOT This is a time not for words but action.]
An exception to the rule is when “not only” appears at the beginning of the sentence:
Not only is the Minister a member of the Government; he also represents an electorate. Not only does he swim well but he also skis well.
The following constructions are also correct:
He went not only to Auckland but to Wellington as well. He went not just to Auckland but also to Wellington.
November 2003
DIRECT AND INDIRECT LANGUAGE
B3.1 Direct and indirect speech (see also C11.2)
Direct speech: The member for Onehunga said: “I will try again.”
Indirect speech: The member for Onehunga said that he would try again.
Words such as “yes”, “no”, “where”, “how”, “why”, “goodbye”, and “good luck” may be direct speech or indirect speech:
He asked her “Why?”. (that is, his exact word was “Why”) He asked her why. (that is, he asked her what the reason was) “Yes” was her immediate answer. (that is, her exact word was “Yes”) He had expected her to say yes. (that is, he had expected her to agree) Without hesitation, she answered “No!”. (that is, her exact word was “No”) He had expected her to say no. (that is, he had expected her not to agree) “Never!” the Minister replied. I wished them good luck as they sailed away. (that is, I gave them good luck wishes) I said “Good luck” as they sailed away. (that is, my exact words were “Good luck”) I say goodbye to all of those whom I have worked with in this office. (that is, I farewell all of those whom I have worked with) At the farewell I said “Goodbye” at least a dozen times. (that is, I said the word “Goodbye” at least a dozen times) For the correct tense sequence of indirect speech, see B24.2 to B24.4.
When changing direct speech to indirect speech, “this” and “these” become “that” and “those”.
B3.2 Direct and indirect quotations
Context determines whether a direct quotation given by a member is retained as a direct quotation or is changed into an indirect quotation. Informal and anecdotal quotations such as the following example should be changed into indirect speech: When I was young my mother told me: “Don’t drink and drive.” should be: When I was young my mother told me I should not drink and drive.
When changing direct quotations to indirect quotations, “this” and “these” become “that” and those”:
He suggested: “This will go down well.” becomes: He suggested that that would go down well.
November 2003
B3.3 Direct and indirect questions (see also C10.1)
A direct question carries a question mark unless the question is a parenthetical clause contained in a sentence, or unless it is a request rather than a question:
How many pages will be needed? The Minister of Revenue—or was it the Minister of Finance—told us so. Is this a good idea? He said: “Is this a good idea?”. Can I add to what the member said. Will the honourable member please resume his seat.
An indirect question does not have a question mark:
He asked how many pages would be needed. I ask myself whether this is a good idea.
Context determines whether a question that has been expressed in the form of a direct question should be retained in that form or should be changed to an indirect form:
The question on everyone’s mind was how the two could be reconciled. [NOT The question on everyone’s mind was: “How could the two be reconciled?”.] I asked the Minister: “Did you do that?”. (literally the words that were used) I asked the Minister whether he did that. (description of what happened)
Sometimes the tone of voice used by a member turns a statement into a question, in which case a question mark should be used:
The member was not driving?
A sentence that begins as an indirect question should remain an indirect question, and not turn into a direct question:
I ask the member whether I am correct. [NOT I ask the member am I correct?] The member asked whether this was the best way to do things. [NOT The member asked is this the best way to do things?]
A sentence that starts with a statement can turn into either a direct or an indirect question. There will be a comma at the turning point
Before going through it, will I have to enrol? Before going through with it, members should ask themselves whether it is worth the risk.
Note the following construction:
The question is how this will be brought about. [NOT The question is: how will this be brought about?] [NOT The question is how will this be brought about?]
November 2003
DOUBLE PERFECT
B4.1
However, I would have thought that the society, at least, would know. [NOT However, I would have thought that the society, at least, would have known.] However, I should have liked to stay another week. or However, I should like to have stayed another week. [NOT However, I should have liked to have stayed another week.]
November 2003
GERUNDS
B5.1 Gerunds that take the possessive form
The possessive form of personal pronouns (one’s, my, your, his, her, our, your, their) is usually used with gerunds:
My [NOT me] going on the expedition was cause for concern. I object to his leaving. (leaving rather than staying) BUT I object to him leaving. (him rather than another person)
The possessive form of people’s names is usually used with gerunds:
John’s leaving early did not surprise her. John’s marrying her is a necessary prelude to his divorcing her. BUT Though I approve of marriage, I cannot approve of John marrying.
B5.2 Non-personal nouns with gerunds
Nouns (other than personal nouns) and non-personal pronouns such as “it” do not have to take the possessive form when used with gerunds. However, if a member uses the possessive form, retain it.
If ever there were a case of a member trying to flog a dead horse, this would be it. (if said by member) or If ever there were a case of a member’s trying to flog a dead horse, this would be it. (if said by member)
The waiter brought bacon, without its being ordered. (if said by member) or The waiter brought bacon, without it being ordered. (if said by member)
If the sentence is ambiguous without the possessive form, insert it:
The boy hated his mother’s leaving him at school on the first day of school. [NOT The boy hated his mother leaving him at school …]
November 2003
HOW
B6.1
Do not use “how” in constructions such as the following; replace with “that”: The House has heard many times that [NOT how] under the previous Government the Army had very little ammunition.
November 2003
IF
B7.1 “If” and “then”
If a member says “then” at the beginning of the conclusion that follows a conditional clause starting with “If”, do not omit it. The rules governing commas determine whether a comma precedes the word “then”. If the conclusion that follows a conditional clause starting with “If” begins with the word “then”, then do not omit it.
B7.2 “If”, “whether”, “when”
Use “if” to express a conditional idea; “whether” to express an alternative or possibility; “when” to express an actuality: Let me know if the member wants to go on Tuesday. (that is, let me know only if the member wants to go) Let me know whether the member would prefer to go on Wednesday. (that is, let me know either way) When the sun sets it will get dark. (contains no element of condition)
November 2003
INFINITIVES
B8.1
If a sentence includes more than one infinitive, do not add “to” to the second infinitive, or to any subsequent infinitives if there are no intervening words, or if the only intervening word is a conjunction: There is a need to establish guidelines and review the manuals. It is a good idea to discuss, clarify, and resolve any outstanding issues before proceeding with a trial run. A small team met to design a set of principles for the guidance of the department, and to process the submissions that had been received. [NOT A small team met to design a set of principles for the guidance of the department, and process the submissions that had been received.]
November 2003
LOOSE PHRASEOLOGY
B9.1
Tightening up of loose phraseology is justified on the grounds of readability or to avoid unnecessary repetition. On a number of occasions cars have been stranded. [NOT There have been a number of occasions on which cars have been stranded.] The Minister should tell us what has made him change his mind … [NOT The Minister should tell us what it is that has made him change his mind.] Let us look at what the Budget has done. [NOT Let us look at the Budget and see what it has done.] I should like the Minister to look at the possibility … [NOT What I should like the Minister to have a look at would be the possibility …]
November 2003
MAY, MIGHT
B10.1 Permission
In expressing permission, “may” is present tense and “might” is past tense: You may go. (present tense) When I turned 18 my mother said that I might go to nightclubs. (past tense)
B10.2 Possibility
In expressing possibility, “may” is for current possibilities and “might” is for more remote possibilities and extinct possibilities:
Smith may die. (current possibility) Smith might die. (more remote possibility) I might have been hit by that car. (extinct possibility)
If the possibility is conditional, use “might”:
If the member studies hard she might pass the examination.
If there is no longer uncertainty about the event, or the event did not occur, use “might”:
You should not have let him come home alone; he might have got lost.
November 2003
MISRELATED PARTICIPLES
B11.1
As a general rule, participles should not be unattached or wrongly attached: Wrong: Handing me my whisky, his face broke into a smile. (Who handed over the whisky? His face did.) Correct: As he handed me my whisky, his face broke into a smile. (Who handed over the whisky? He did.)
Wrong: Speaking to the point of order, that statement is obviously untrue. (Who is speaking to the point of order? That statement is.) Correct: Speaking to the point of order, I point out (or “I want to say”, or “I believe”) that statement is obviously untrue. (Who is speaking to the point of order? I am.)
Wrong: By following these procedures, the process will take no time at all. (Who will follow these procedures? The process will.) Correct: If I (or members) follow these procedures, the process will take no time at all. (Who will follow these procedures? I (or members) will.)
Participles that have acquired the character of prepositions or adverbs may be unattached:
Considering the circumstances, members were justified in their opposition. Given that reaction, I will abandon temporarily my plan to take over the world. Roughly speaking, they are identical. Taking everything into consideration, the result was better than expected.
If a member prefaces—contrary to Speakers’ rulings—a supplementary question with an unattached or wrongly attached participle, let it stand:
Noting that, will the Minister attend the meeting in his electorate tomorrow?
November 2003
NEGATIVES
B12.1
An unintentional negative should be expressed in the positive: I urge members to say whether this is not the best solution. should be: I urge members to say whether this is the best solution. Such decisions are not for me nor for any other member of the Government to make. should be: Such decisions are not for me or for any other member of the Government to make.
B12.2
If two negative words are used to emphasise a point, retain the double negative: The Minister’s response was not entirely unexpected. The situation is not without hope.
November 2003
NON-SENTENCES
B13.1
Non-sentences are permissible only occasionally, as interjections, exclamations (see the exclamations entry in the WSB), brief replies to interjections, or responses by members to questions that they themselves have just asked: Acceptable non-sentences: Hon Trevor Mallard: Not in the title. No wonder the member is absent! What has the member to say? Nothing! Why did he do that? Because he is an idiot. Thank you, Mr Speaker.
Unacceptable non-sentences (correct version first): … for example, a fractional interest acquired through a deceased estate, in Māori land, or as a mortgagee. [NOT For example, a fractional interest … as a mortgagee.] The enactment of a Licensing Trusts Amendment Bill this year is necessary to correct two minor matters arising out of last year’s liquor legislation: first, to put district licensing trusts on the same footing as the private trade in respect of later closing; and, secondly, to clarify the administration of licences and permits that may be issued to private organisations within a district or suburban trust area. [NOT … legislation. First, to put district … suburban trust area.”]
November 2003
NOUNS AND PRONOUNS
B14.1
A noun or proper noun should precede its pronoun: When Parliament initiates legislation, it must ensure that the objectives and principles are sound. [NOT When it initiates legislation, Parliament must ensure that the objectives and principles are sound.]
November 2003
OMISSION OF PARTS OF VERBS
B15.1
Auxiliary verbs include: be, do, have, and all their forms can/could shall/should may/might will/would must dare ought (to) need (to) used (to)
In the following sentences auxiliary verbs have been missed out, but because the verbs share the same subject, the sentences are readily understood without them:
They would reconnoitre the area and note any unusual activity. The group had visited the area and consulted the people affected.
If the member says the auxiliary verb, do not omit it unless it can be justified on the ground of readability:
They would reconnoitre the area and would note any unusual activity. The group had visited the area and had consulted the people affected.
If the sentence reads better with the addition of the auxiliary verb, add it. The deciding factors in whether to add it are the length and/or complexity of the sentence.
He has been to the office to check the returns, and has given his findings. [NOT He has been to the office to check the returns, and given his findings.] A number of issues have been dealt with, and the time that the select committee will spend considering the bill has been reduced. [NOT A number of issues have been dealt with, and the time that the select committee will spend considering the bill reduced.]
Retain the auxiliary verb “do”, “does”, or “did” only if it adds emphasis:
I have heard the Minister’s reasons, but I do think she is making a big mistake. The Government did consider introducing a bill, so the member is wrong to accuse it of indifference.
B15.2
When different forms (for example, “requested”, “requesting”) of the main verb are needed after auxiliaries in the same sentence, include both forms: We have requested, and still are requesting, a new policy on this matter. [NOT We have and still are requesting a new policy on this matter.] I never have forgotten, and never will forget, how the member helped me. [NOT I never have and never will forget how the member helped me.]
November 2003
B15.3
If a member separates an auxiliary verb and a main verb with an adverb, phrase, or clause, do not alter the word order: The Opposition has been unfairly criticised. Given the chance, she might, to coin a phrase, make mincemeat of them all. The reform was, I think, carried out without proper consultation.
November 2003
ONE’S
B16.1
The only possessive pronoun written with an apostrophe is “one’s”. Those written with an “s” but without an apostrophe are “yours”, “hers”, “theirs”, “its”, and “ours”.
November 2003
PREPOSITIONS
B17.1 General
To find the correct preposition check the WSB. If the word or usage you want is not there, check the COD.
B17.2 Prepositions and series
A preposition that applies to all the items in a series must either be used only before the first item or be repeated after each item: In spring, summer, or winter … or In spring, in summer, or in winter … [NOT In spring, summer, or in winter …]
B17.3 In compound constructions
If a compound construction contains words that require different prepositions, all the appropriate prepositions must be included: His speech was marked by disagreement with, and scorn for, his opponent’s position. [NOT His speech was marked by disagreement and scorn for his opponent’s position.]
If the words take the same preposition, do not repeat it: I was hurt and annoyed by his actions. [NOT I was hurt by and annoyed by his actions.]
November 2003
REPETITION AND REDUNDANCY
B18.1
Tightening up of loose phraseology is justified on the grounds of readability or to avoid unnecessary repetition. See B9.1 Members may use words and expressions such as “actually”, “in fact”, and “as far as I am concerned” in just about every sentence that they utter. If such words and expressions can be removed without altering the member’s intent, do so.
If repetition of a word or phrase—for example, “very, very”—is used to convey a definite effect, and is not a way of “marking time”, it should be retained. However, if a member repeats a word more than twice consecutively in a sentence, consider including the word twice only:
It went on for years and years. [NOT It went on for years, and years, and years, and years, and years.]
If a member starts to say a word or sentence then changes his or her mind and uses a different word or sentence, include only the member’s final choice of words.
An immediate repetition of a sentence, for emphasis, should be omitted. If a member begins a speech by saying: “I rise to my feet to speak to this bill.”, that sentence can be regarded as the equivalent of clearing the throat, and can be omitted. However, if a member says: “It is with great enthusiasm that I rise to support this bill.”, some information is being provided, and the sentence must remain.
If, during question time, a question is repeated because the Chair or a member did not hear it, the second version of the question is the only one recorded.
November 2003
SAY/STATE
B19.1
Use the verb “state” for definite or clear expressions in speech or writing: The guide states [NOT says]: “This option is more stringent than …” The Prime Minister stated very clearly that she would not change her mind. This bill says a lot of things, but it does not say anything about road kill.
November 2003
SHALL/WILL, SHOULD/WOULD
B20.1
Hansard is not meticulous about the use of “shall” and “will” and “should” and “would”. Put what the member said. However, when turning direct speech into indirect speech take care to use the matching form. (see B24.1 to B24.4)
November 2003
SINGULAR AND PLURAL
B21.1 Subject and verb
Special care should be taken to establish whether the singular or plural form of the verb is required: The result of the discussions that have been held in recent months is … Neither the Government nor the Minister was responsible for …
When the subject is plural the verb must be plural:
The criteria used were … The image of the game and the credibility of the administration are at stake …
When part of the subject is singular and another part is plural, the verb must be plural, and the sentence can be rearranged so that the plural subject is placed next to the plural verb:
The public service, the Government, or the individual Ministers are responsible … [NOT The individual Ministers, the public service, or the Government are responsible …] Neither the Government nor the individual Ministers are responsible for … [NOT Neither the individual Ministers nor the Government are responsible for …]
When the subject of a verb is a combination of a pronoun and noun, the noun determines what form the verb takes:
I am a person who believes [NOT believe] that … I am one of those people who believe [NOT believes] that … BUT: None of us believes [NOT believe] that … None of the shareholders ever comes [NOT come] to the meetings. Only one in three shareholders bothers [NOT bother] to attend the meeting. One of the more interesting paradoxes that has [NOT have] come before the House …
In the following sentences “what” is a singular pronoun (meaning “that which”) and takes a singular verb:
What is required is [NOT are] houses. What worries people out in the community is [NOT are] the problems they face.
November 2003
B21.2 “The number”, “a number”
“The number” takes a singular verb; “a number” takes a plural verb: The number of people at the meeting was low. A number of issues have been dealt with.
B21.3 Collective nouns
Collective nouns are treated as singular when the reference is to the group as a unit. A plural verb is used if the speaker is referring to members of the group as individuals. The herd is infected with brucellosis. The herd have reacted differently to the medication. The congregation is very supportive. The congregation are requested to keep their … The crowd is numerous. The crowd threw their hats in the air. The family is an important part of society. The family are all talented.
Do not treat a collective noun as both singular and plural in the same sentence.
In Hansard the following words are always treated as singular:
Government Opposition Cabinet names of companies and organisations names of countries names of political parties BUT: Federated Farmers are BUT: ACT supports this bill, but we (that is, ACT members) support it reluctantly.
If context requires a plural treatment, add, for example, the word “members”:
members of the Government are … Labour Party members have …
The word “police” is always treated as plural. Use the words “New Zealand Police” if the reference is specifically to the department, and treat it as singular.
The police have a lot of contact with the community during the course of their working-day. The New Zealand Police is a well-run organisation.
When the nouns “couple” and “pair” refer to people, they are treated as plural:
A married couple have come to see the Minister about their housing problems. Most staff are co-operative but that pair are nothing but trouble. They are always …
November 2003
B21.4 Singular pronouns
The following pronouns are singular and take the singular form of a verb:
another anyone anybody anything each each one everyone everybody everything every many a someone somebody something either neither no one nobody nothing one
Neither of the recommendations works [NOT work] as well as we thought it [NOT they] would.
To avoid a clumsy construction it may be necessary to recast a sentence:
All members brought their problems into the House. [NOT Everyone brought his or her problems to the House.]
B21.5 Singular/plural agreement
Plural possessive pronouns often require plural nouns:
Not all the horses won their races. [NOT Not all the horses won their race.]
A plural possessive pronoun can be followed by a singular noun if it is an abstract noun, if it denotes something abstract or concrete that is held in common, or if it is used figuratively:
The nation mourned when the seven astronauts on the space shuttle met their tragic death. The citizens fought for their country. In their mind’s eye, they could see their pumpkin in place of honour. Throughout the ordeal all family members maintained their dignity. Joe and Bill were waiting for their big moment.
NB: Not all members were born with silver spoons in their mouths. [NOT Not all members were born with silver spoons in their mouth.] Not all members were born with a silver spoon in their mouth. [NOT Not all members were born with a silver spoon in their mouths.]
November 2003
SPLIT INFINITIVES
B22.1
A split infinitive occurs when an adverb comes between “to” and an infinitive – for example, “to clearly see”. Avoid splitting an infinitive. However, there are times when it cannot be avoided, because to place the adverb anywhere but between the stem of the verb and the prefix “to” would destroy the sense or produce an awkward sentence. The following examples are acceptable: to more than double the amount to better equip oneself to flatly forbid hostilities
November 2003
SUBJUNCTIVE
B23.1 General
Some uses of the subjunctive are optional, some are non-optional, but if a member uses the subjunctive correctly, do not change it.
B23.2 Non-optional uses of the subjunctive
Retain the use of the subjunctive in stock phrases such as “God forbid that”, “far be it from me”, etc.
When the word “if” introduces a notion that is clearly untrue, hypothetical, or improbable, use the subjunctive even if the member does not use it:
If I were you I would not behave in that way. [NOT If I was you I would not behave in that way.] If he were an animal, he would not have to live in such appalling surroundings. [NOT If he was an animal, he would not have to live in such appalling surroundings.] If Mickey Mouse were Minister, the department would run more smoothly. [NOT If Mickey Mouse was Minister the department would run more smoothly.]
B23.3 Optional uses of the subjunctive
In examples such as the following, use the subjunctive or indicative mood as spoken by the member: It is necessary that somebody provide (subj.) the facts. It is necessary that somebody provides (indic.) the facts. I suggest that the member resume (subj.) his seat. I suggest that the member resumes (indic.) his seat. He insists that the Government do (subj.) something. He insists that the Government does (indic.) something. They recommend that the output remain (subj.) unchanged. They recommend that the output remains (indic.) unchanged.
B23.4 Intended meaning
The sense of a sentence may change according to whether the subjunctive or indicative mood is used, as in the following examples: The most important thing for Argentina is that Britain recognise (= should or may recognise—that is, subjunctive) Argentina’s sovereignty over the Falklands.
The following sentence has a different meaning: The most important thing for Argentina is that Britain recognises (= does recognise—that is, indicative) Argentina’s sovereignty over the Falklands.
November 2003
TENSE SEQUENCE
B24.1 Direct and indirect speech
Direct speech: The member for Otago said: “I will try again.”
Indirect speech: The member for Otago said he would try again.
B24.2 Present, perfect, future
In indirect speech, if the present, perfect, or future tense is used in the initial clause of the sentence, the subsequent clause retains the tense that was used in direct speech: I say / I am saying (present tense) she votes for me. (direct speech was “She votes for me.”) I have said / I have been saying (perfect tense) she votes for me. (direct speech was “She votes for me.”) I will say / I will be saying (future tense) she votes for me. (direct speech was “She votes for me.”) I say / I am saying (present tense) she voted for me. (direct speech was “She voted for me.”) I have said / I have been saying (perfect tense) she would vote for me. (direct speech was “She would vote for me.”)
B24.3 Past, pluperfect
In indirect speech, if the past tense or the pluperfect tense is used in the initial clause of the sentence, the subsequent clause moves back one tense from the tense used in direct speech: I said / I was saying (past tense) the member was wrong. (direct speech was “The member is wrong.”) I had thought / I had been thinking (pluperfect tense) the member was wrong. (direct speech was “The member is wrong.”) I imagined / I was imagining (past tense) that the member had been mistaken in believing that statement. (direct speech was “The member has been mistaken in believing this statement.”)
The member had said / had been saying (pluperfect tense) Mr Biggs would enter Parliament. (direct speech was “Mr Biggs will enter Parliament.”)
BUT: He said she had intended to go tomorrow but that circumstances prevented her from going. (normal tense sequence; direct speech is “She intended to go tomorrow but circumstances prevented her from going.” She no longer intends to go.) He said she intends to go tomorrow if circumstances do not prevent her from going. (abnormal tense sequence because action has not yet taken place. She still intends to go.)
November 2003
B24.4 Past, present
In indirect speech, if the subsequent clause expresses a general principle that applies in both the past and the present, the rule of putting the verb back one tense does not apply: The court ruled that companies such as ours are not responsible for damages of this nature. He had believed that angels guard us.
November 2003
THAT
B25.1 Appropriate use of “that”
The word “that” often needlessly clutters up a sentence, but is needed if there could be ambiguity or misreading. In the following examples the word “that” should be deleted if said by a member:
The chairman said he hoped all members agreed with the changes. [NOT The chairman said that he hoped that all members agreed with the changes.] He thinks the report is a whitewash. [NOT He thinks that the report is a whitewash.]
In the following examples the “that” is necessary to avoid ambiguity and should be inserted even if not said by a member:
I did not know that John would go home. [NOT I did not know John would go home.] I trust that the answer will become apparent. [NOT I trust the answer will become apparent.] The select committee decided that the fine would be increased.. BUT The select committee decided the fine. He believed that John was the one. [NOT He believed John was the one.]
B25.2 Not to be used as an adverb
The word “that” should not be used as an adverb: I did not know he was as sick as that. [NOT I did not know he was that sick.] I did not expect to wait as long as that.] [NOT I did not expect to wait that long.] He was so mad that his face was red. [NOT he was that mad, his face was red.]
B25.3 “That”,”who”,”whom” (see also B34.1)
Use “who” or “whom” [NOT “that”] when referring to people. However, when referring to a unit of people, “that” may also be used. The novelist who wrote the book … The people whom I saw on the beach were … The horse that grazed in the field … The family that/who went to the beach … The couple that/who won Lotto …
November 2003
B25.4 In place of a noun
When the word “that” (and sometimes “it”) is used in place of a noun, time should be taken to work out what the member is talking about, and whether more precise wording is appropriate.
November 2003
THAT/WHICH
B26.1
“That” defines and “which” informs. If the following sentence did not have commas, the information in the “which” clause would form an essential part of the main statement, and “which “ would be replaced with “that”: The book, which was on the table, was a present. The book that was on the table was a present. (that is, as opposed to the book on the shelf, which was on loan)
November 2003
THEN
B27.1 “After that”
“Then” means “after that”, as in: She came home then she watched television.
B27.2 “At that time”
“Then” also means “at that time”, as in: The then Minister …
B27.3 “If” and “then”
If a member says “then” at the beginning of the conclusion that follows a conditional clause starting with “If”, do not omit it. The rules governing commas determine whether a comma precedes the word “then” (see C4.6). If the conclusion that follows a conditional clause starting with “If” begins with the word “then”, then do not omit it.
November 2003
THERE
B28.1
“There” may be legitimately used in sentences such as: There was strong reaction from the electorate.
The following sentences show incorrect usage of “there”: Under the Act some discretion is given to the Minister. [NOT Under the Act there is some discretion given to the Minister.] On a number of occasions cars have been stranded. [NOT There have been a number of occasions on which cars have been stranded.]
November 2003
THIS
B29.1 Not to be used as an adverb
The word “this” should not be used as an adverb: I did not know he was as sick as this. [NOT I did not know he was this sick.] I did not expect to wait as long as this. [NOT I did not expect to wait this long.] He was so mad, his face was red. [NOT He was that mad, his face was red.]
November 2003
THIS, THAT, THESE, THOSE, THE
B30.1 General
Put what the member said: this bill; that bill; these bills; those bills; the bill this issue; that issue; these issues; those issues; the issue
B30.2 Direct to indirect speech
When changing direct speech to indirect speech, “this” and “these” become “that” and “those”.
B30.3 Clarity of meaning
The words “this”, “that”, “these”, and “those” need not be attached to a noun if it is immediately clear to the reader what they are referring to. Take great care to use the appropriate noun. Clause 16 included a new system for levying farmers, who had not been happy with the ad hoc arrangements and had proposed abolishing the levy. This system did not have the support of the department. [NOT Clause 16 included a new system for levying farmers, who had not been happy with the ad hoc arrangements and had proposed abolishing the levy. This did not have the support of the department.
November 2003
TO BOTH / BOTH TO, TO EITHER / EITHER TO
B31.1
If “to” comes before “both” or “either”, it governs all the subsequent words. If “to” comes after “both” or “either”, there must be another “to” before the second alternative. The rate applies to both June and July. or The rate applies to June and to July. [NOT It is both to June and July that the rate applies.] It offers little help to either tenants or landlords. or It offers little help either to tenants or to landlords. [NOT It offers little help either to tenants or landlords.]
November 2003
WHETHER OR NOT
B32.1
Use “whether or not” only when the meaning is “regardless” or “in any case”. The words “whether or not” should not be separated. I shall go on Wednesday whether or not it suits John. [NOT I shall go on Wednesday whether it suits John or not.] Can Jane tell me whether the train has left? [NOT Can Jane tell me whether or not the train has left?] I do not know whether the member agrees with me. [NOT I do not know whether or not the member agrees with me.]
November 2003
WHOSE
B33.1
“Whose” usually refers to persons, but may be used of objects to avoid awkward constructions that would otherwise require “of which”: He has joined an organisation whose members share his views.
November 2003
WHO/WHOM (see also B25.3)
B34.1
“Who” is the pronoun for a person acting; “whom” is the pronoun for a person acted upon: The man who is responsible is liable to a severe penalty. The man whom the Government ordered to be arrested is a known criminal. I understand that someone whom no one has ever heard of has been nominated.
November 2003
WORD ORDER
B35.1 General
The position of words in a sentence is the principal means of showing their relationship. Do not change word order unless confusion and ambiguity result when words are badly placed. Bring together words and groups of words that are related in thought, and keep apart those that are not so related. He noticed a large stain in the rug that was right in the centre. should be: He noticed a large stain right in the centre of the rug. The chairman said he hoped all members would give generously at a meeting of the committee yesterday. should be: At a meeting of the committee yesterday, the chairman said he hoped all members would give generously. I can call my constituent and tell her that I have bought a computer for just 60c. should be: I can call my constituent for just 60c and tell her that I have bought a computer.
B35.2 Modifiers
Modifiers should come next to the word that they modify. If several expressions modify the same word, they should be arranged so that no wrong relationship is suggested: All registered voters did not vote in the 1993 general election. should be: Not all registered voters voted in the 1993 general election. He came to the end of his tether almost. should be: He almost came to the end of his tether.
B35.3 Separation of subject and principal verb
The separation of the subject of a sentence and the principal verb by a phrase or clause that could be transferred to the beginning of a sentence is acceptable if the sentence is readily understood: Jennings, in the fifth volume of the report, gives a minute description of this church.
Changing the position of such a clause or phrase is justifiable only if it prevents ambiguity or misreading.
B35.4 Separation of auxiliary verb and main verb
If a member separates an auxiliary verb and a main verb with an adverb, phrase, or clause, do not alter the word order: The Opposition has been unfairly criticised. Given the chance she might, to coin a phrase, make mincemeat of them all. The reform was, I think, carried out without proper consultation.
November 2003
B35.5 Verb and conjunction “that”
Do not separate a verb and the conjunction “that” by a phrase or clause. They may, however, be separated by an adverb. He believed that, given the enormity of the task, the deadline should be extended. [NOT He believed, given the enormity of the task, that the deadline should be extended. He believed absolutely that that was the case.
November 2003
C PUNCTUATION
APOSTROPHE
C1.1 Apostrophe indicating possessive case
The purpose of inserting an apostrophe before or after the final “s” is to indicate the possessive case, and has nothing to do with the formation of the plural (see E20.3). Note the following usages: Use the apostrophe before the “s” to form the possessive of all words except those that end in “s”:
The Minister’s office the mice’s food the gentlemen’s hats the people’s war for heaven’s sake anyone’s guess somebody else’s book
For plural nouns that end in “s” use an apostrophe after the “s”:
the riders’ mounts the ladies’ dresses
For singular nouns that end in “s”, use an apostrophe and an “s” as is done with singular nouns ending in other letters:
the boss’s office
However, for personal names that end in “s” add only an apostrophe after the “s”:
Senator Walters’ speech Socrates’ works Burns’ poems Jesus’ name
The only possessive pronoun written with an apostrophe is “one’s”. Possessive pronouns written with an “s” but without an apostrophe are “yours”, “hers”, “theirs”, “its”, and “ours”.
The insect shed its skin in summer. One’s own opinions often differ from theirs.
Reconstruction is required to indicate possession if the words or phrases contain more than three elements:
The desk of the Minister for Disarmament and Arms Control was a shambles. [NOT The Minister for Disarmament and Arms Control’s desk was a shambles.]
BUT The New Zealand Expo Commission’s report was published yesterday. (“New Zealand” is regarded as one element)
November 2003
When the sense is descriptive rather than possessive, no apostrophe is used. In the following examples the meanings are “compensation for workers”, “association for students”, and “union for engineers”:
workers compensation students association engineers union
Note that when the sense is clearly possessive the apostrophe should be used. Compare the following sentences:
The Queen wrote her name in the visitors book. The teacher’s book was stolen from his bedroom.
Apostrophes appear in proper names only in relation to a person’s name, or a plural word not formed by the addition of “s”. See the Reference List and the WSB:
St Helen’s Hospital Women’s Health Collective Inland Mail Service Contractors Society
The possessive of an abbreviation or acronym is formed in the same way as the possessive of a noun or pronoun:
an MP’s seat OECD’s
In the following examples “2 days” is descriptive of “late”, and “3 weeks’ time” is possessive – that is, “a time of 3 weeks” but not “a late of 2 days”.
3 weeks’ time 2 days late
C1.2 Other uses of the apostrophe
Acceptable contractions of company names (see E 4.1) are punctuated as follows::
Wattie’s Fletcher’s Philips (Royal Philips Electronics)
Do not use an apostrophe for commonly shortened words such as the following:
disco phone bus
Use the apostrophe to avoid confusion in such expressions as:
dot the i’s and cross the t’s all A’s
Do not use an apostrophe in the following cases:
haves and have-nots the 1970s the three Rs ifs and buts Ayes Noes
November 2003
BRACKETS
C2.1
Brackets are not used when reporting the spoken word, except for the following cases:
Brackets are used in a proper name:
Goodman Fielder Wattie (NZ) Ltd
Brackets are used in direct quotations that have been verified against a written source.
Square brackets are used around words in a direct quotation that replace, or are in addition to, the actual words in the quotation.
Round brackets are used around acronyms that are preceded by the full explanation. See the Reference List:
multi-member system (MMS)
November 2003
COLON
C3.1 Summing-up, illustration, enumeration
A colon is used to separate a clause that introduces a list, quotation, summary, or corollary from the actual list:
This country has few exports: wool, wheat, coal, and timber.
A colon is not necessary when the sentence reads naturally without it:
This country’s exports are wool, wheat, coal, and timber.
A colon is used to introduce a statement that explains, enlarges, or summarises the one that precedes it, if no conjunction is used:
In business there is something more than barter, exchange, or price: the sacred faith of person in person.
A colon is usually used when the word “namely” is missing but could be mentally supplied:
The purpose of the organisation is told in its name: to further better business relations. It has two uses: it can be … and it is … The courses may be divided into three categories: diploma courses, giving advanced training in technical professions; vocational courses usually leading to the award of a certificate; and craftsman or artisan training in apprenticeship trades.
C3.2 Colons and quotations
Usually a colon precedes quotation marks:
Then he said these words: “I have named some to their disadvantage.” The report states on one page: “There will be no new taxes.”, only to contradict itself on the next page.
If the quoted words are more an integral part of the sentence, or are slight or trivial, no introductory punctuation marks are required:
Smith’s favourite evasion was “If only I had the time.” To say “Yes” one day and “No” the next is not helpful.
C3.3 Other uses of the colon
For a specific ratio (see also D5.9):
a police to population ratio of 1:800 a teacher-pupil ratio of 1:35
A colon is used to indicate a change from title to subtitle or from heading to subheading in newspaper headlines, book titles, report titles, etc., unless it has been established that the publication itself uses different punctuation:
Portrait of an Artist: A Self Analysis (name of book) “Coping with Amnesia: Politicians and Election Promises” (name of article in book) “Paremoremo breakout: acne scars prisoners” (newspaper headline)
November 2003
COMMA
C4.1 Commas and series
Use commas to mark off two or more adjectives that qualify the same noun if the effect of their use is cumulative or if each adjective qualifies the noun separately:
She was a quiet, gentle, compassionate woman. His words were simple, direct, and forceful.
Commas should not be used if the adjectives contribute to one complete thought or if one adjective qualifies the next adjective:
Tell the plain honest truth. A distinguished foreign visitor was in the House. The only wealthy white man in the district was a doctor.
If a series of items that are separated by commas concludes with an “and” or “or” before the final item, place a comma before the final “and” or “or”:
He opened the letter, read it, and noted its contents. The balloons were pink, red, or maroon.
C4.2 Commas and parenthetical elements
Words such as the following can function as transitional adverbs (not directly qualifying a verb or adjective), in which case they should be separated from the remainder of the sentence by commas (or one comma if the transitional adverb occurs at the beginning of the sentence):
then however thankfully indeed therefore hopefully
thus luckily accordingly
hence overall presumably sadly besides effectively
after all perhaps nevertheless
consequently
She has, however, made no definite plans. However, the end result was excellent. She had, sadly, told him to go. (It was sad that she told him to go.)
If the above words function as true adverbs and qualify a verb or adjective, no comma is needed:
However hard he tried, he could not score a point. She had sadly told him to go (She was sad to tell him to go.)
A parenthetical word, phrase, or clause should be cut off from the rest of the sentence by commas or, sometimes, dashes unless there is no real break in continuity (see also C5.2).
Some customers are, as is sometimes apparent, not willing to give their ages. November 2003
It is as good as, if not better than, the rest. I am trying to make a speech, too. I too am trying to make a speech. Unfortunately, the basic premise of his speech was wrong. He was, unfortunately, ugly. For example, I contribute to several charities. I contribute to, for example, several charities. We have requested, and still are requesting, a new policy on this matter. That, indeed, was the main point. The room was indeed empty. Well, I have a few things to say about that. Firstly, the member is not on the committee, and, secondly, he does not know what he is talking about.
C4.3 Commas and time phrases
Time words and phrases should not be separated from the rest of the sentence by a comma unless that would lead to ambiguity:
The Opposition had meanwhile introduced its own bill on the subject. [NOT The Opposition had, meanwhile, introduced its own bill on the subject.]
In 1990 some people in Auckland formed a new political party. [NOT In 1990, some people in Auckland formed a new political party.]
Following the 1990 celebrations the country was swept with new feelings of unity and optimism. [NOT Following the 1990 celebrations, the country was swept with new feelings of unity and optimism.]
C4.4 Commas and “that”
When “that” introduces a restrictive clause, two commas are incorrect:
The Labour Party has the view that if for some reason a person has to go into care, that person should not have to contribute anything. [NOT The Labour Party has the view that, if for some reason a person has to go into care, that person should not have to contribute anything.]
They have a right to know that while they are risking their lives and putting the future of their families on the line, back home things are not going completely haywire. [NOT They have a right to know that, while they are risking their lives and putting the future of their families on the line, back home things are not going completely haywire.]
November 2003
C4.5 Commas and defining words or phrases
A word or phrase may be placed next to another in order to qualify or explain it. If the word or phrase is defining—if it specifies which of a number of possibilities is being referred to—- commas are not placed around it; if it is non-defining, commas are placed around it.
My colleague the Minister of Defence said … [Defining. I have more than one colleague. The words “Minister of Defence” define which colleague I am talking about, so they do not have commas around them.]
The Minister of Defence, the member for Otago, supported the introduction of the bill. [Non-defining. There is only one Minister of Defence. The words “the member for Otago” do not define who is being talked about (we know already), so they have commas around them.]
My wife, Hannah, took over at that point. [Non-defining. I have only one wife. The word “Hannah” does not define which wife I am talking about, so it has commas around it.]
Anne Bancroft agrees with the character she plays in her latest movie, GI Jane, that women should not engage in active combat. [Non-defining. Anne Bancroft has been in many movies, but only one of them is her latest movie.]
That saw a fine man, David Caygill, bowing out and returning to his life as a non-parliamentarian. [Non-defining. There are many fine men , but use of the indefinite article limits the phrase to one in particular.]
Commas are used to separate relative clauses from their antecedents if the clauses do not have an identifying function. If the following sentence did not have commas, the information in the “which” clause would form an essential part of the main statement, and “which “ would be replaced with “that”.
The book, which was on the table, was a present. The book that was on the table was a present. (that is, as opposed to the book on the shelf, which was on loan)
C4.6 Commas and conjunctions
When the clauses of a compound sentence are joined by a conjunction, a comma should be placed before the conjunction unless the clauses are short and closely related (BUT see the third bullet point):
He came into the room and took off his hat. The two men quickly bolted the door, but the intruder had already entered through the window.
Join the clauses of a compound sentence with a conjunction and a comma, or a semicolon if appropriate. To put it another way, it is not acceptable to divide a sentence with a comma if the words on either side of the comma could stand alone. However, it may be more appropriate to make two complete sentences.
I like swimming very much, and I go to the pool every week. or I like swimming very much; I go to the pool every week. or I like swimming very much. I go to the pool every week. [NOT I like swimming very much, I go to the pool every week.]
November 2003
“Because” and commas: a comma must be used if without it the wrong meaning is conveyed:
He did not go to church because he wanted to sing. (means he did go to church but that there was another reason for his going) He did not go to church, because he wanted to sing. (means that he wanted to sing instead of going to church)
Sentences beginning with “If” generally require a comma unless they are relatively short. Readability is what matters.
If you leave now you will regret it. If the member is not prepared to stand up in the House and support his statement, come election time he will experience the full force of the public’s contempt for that sort of behaviour.
C4.7 Subject and its verb
Do not separate a subject from its verb with a comma. Those with the smallest incomes and no other means of support should get most support. [NOT Those with the smallest incomes and no other means of support, should get most support.]
The claims that have been made of large-scale corruption, of large-scale tax fraud, and of large-scale tax evasion are not supported by this report. [NOT The claims that have been made of large-scale corruption, of large-scale tax fraud, and of large-scale tax evasion, are not supported by this report.]
C4.8 Starting a sentence with “but”, “yet”, “so”
Any of the above words that appear at the beginning of a sentence is not followed by a comma unless the comma precedes a parenthetical word, phrase, or clause: But that is not true. Yet I will never forget her. BUT Yet, given that is the case, I think she should go. So that was what was decided.
C4.9 Other uses of the comma
When two numbers, neither of which is used as an adjective, appear consecutively, use a comma to separate them:
Under Standing Order 129, 10 days’ notice … In 1930, 90 apprentices were … BUT In 1996 two similar cases were put the court.
Participial phrases should be marked off by commas.
Stopped by the policeman, she protested her innocence. She turned around and, replying to me, said … He resigned from his job, having tired of the long hours.
November 2003
An important role of the comma is to prevent ambiguity or misunderstanding, even if it is only momentary:
With the police pursuing, the people shouted loudly. In the valley below, the houses appeared very small. He did not want to leave, from a feeling of loyalty.
Do not use commas to separate names from titles or degrees:
Mr Jackson QC represented the accused. BUT: Ms Ropata MA, PhD has been promoted to the position of manager.
Note the presence or absence of a comma in the following examples:
Thank you, Mr Speaker. Oh yes, I know. Oh, for heaven’s sake!
November 2003
DASH AND HYPHEN
C5.1 Keys to use
dash (em rule) – Hold down Ctrl then Alt, and type /
hyphen - Type hyphen
small hyphen with thin spaces New Zealand - Italy Hold down Alt key and type h
C5.2 Dash
The dash is used correctly in the following ways:
to mark off an aside:
My reason—and I know that the member will not like it—is that …
to mark off a parenthetical statement that contains further punctuation:
His excuse—and I think it is a lame one; time alone will tell—is that he did not know he had to pay income tax.
to point backwards, to offer a comment on what has gone before:
What happened that year was an illustration of the sort of people we are—we never forget. I left the place hurriedly—it was a pity I ever started the journey. The result is of no consequence to the Government—it is not a Government bill.
to mark an abrupt change in the structure of a sentence:
I went to Rome to see the churches, to Paris to look at the galleries, and to Vienna to hear the opera—but I must be boring you with this account of my travels, and will stop now.
to gather up the subject or object of a sentence that consists of a long list:
An unbroken view of the bay with its sweep of battered cliffs, a secluded beach, acres of unspoilt bushland, the ease of constructing an access road, and the short distance between Nelson and the site—all of these made this the perfect place to build the motel.
to indicate that a speaker has been interrupted mid-sentence by an interjection:
Rt Hon Mike Moore: Mr Speaker, I draw your attention— Mr SPEAKER: The right honourable gentleman will resume his seat.
… He said, and I quote: “I will never”— Rick Barker: Come back to the bill.
… payable by the creditor in connection with a credit contract— Hon Judith Tizard: Or payable by the debtor. Hon TONY RYALL: —or even payable by the debtor. The member has reminded me that …
November 2003
To aid readability, avoid using two sets of dashes in one sentence:
Before leave is put—and this point has already been made—I think the Chair needs to clarify why it is being sought. I am sure the Opposition agrees with me. [NOT Before leave is put—and this point has already been made—I think the Chair needs to clarify—and I am sure the Opposition agrees with me—why it is being sought.
The problem with the meeting—I cannot remember whether the member was there—was no one was in charge, which is a frequent occurrence under this Government. [NOT The problem with the meeting—I cannot remember whether the member was there—was no one was in charge—a frequent occurrence under this Government.]
To close off an aside or parenthetical statement that is preceded by a dash, another dash must be used:
To have the Minister’s photo there, with that comment—“Stop this stunning abuse of power”—says it all. [NOT To have the Minister’s photo there, with that comment—“Stop this stunning abuse of power”, says it all.]
When the House resumed—not before time—I resumed my speech. [NOT When the House resumed—not before time; I resumed my speech.]
C5.3 Hyphen
See the WSB (first choice) and the COD (second choice) for the correct hyphenation of words.
If one of the elements linked by a hyphen is a combined word, type Alt h, which produces a small hyphen with thin spaces on either side:
New Zealand - Australia agreement
Use a hyphen in expressions in which words are opposed to each other:
employer-employee relationships north-south runway north-west south-west
A compound word in the name of an organisation, publication, scheme, etc. is hyphenated according to Hansard style for that word, unless we know the hyphenation used by the organisation, publication, or scheme. Hansard style is to capitalise only the first element of the hyphenated word; subsequent elements are not capitalised:
Under-the-counter Transactions Spanish-speaking People Operation US Down-under
November 2003
ELLIPSIS
C6.1 When to use ellipsis (see also C11.6)
Ellipsis (three stops with a space on either side; however, there should not be a space between ellipsis and a semicolon, quotation mark, question mark, exclamation mark, or bracket) is used to indicate the omission of words from a sentence that has been quoted, and to indicate that a sentence is incomplete, if it is not obvious that it is incomplete. The Minister then asked: “Will the … team that meets on Tuesday or Thursday …?”. The article stated: “… New Zealand does not condone terrorist action of any kind.” (the sentence quoted did not begin with the words “New Zealand”) The Act states: “The Court may overrule the decision of the Tribunal …”. (the sentence quoted did not end with the word “Tribunal”) BUT: The legislation states: “all persons over the age of 20 will be subject to this provision.” (incomplete sentence indicated by lower case at start of quotation; therefore ellipsis is not required)
Do not use ellipsis if the quotation is obviously a fragment:
The reference in clause 23 to “have regard to the wishes of” was the subject of several submissions.
Do not use ellipsis if a quotation is interrupted only to be resumed within the same sentence:
I shall quote her statement: “It is unlikely that”—listen to this—“any Government would ever be able to meet those costs.”
C6.2 Ellipsis and other punctuation
If the ellipsis comes at the end of an incomplete sentence but not at the end of the quotation, final punctuation of the incomplete sentence is not shown:
The report states: “There were not many submissions … However, a lot of viewpoints were expressed.”
If the ellipsis comes at the end of an incomplete sentence that is the end of the quotation, a closing punctuation mark is required outside the quotation mark:
The Act states: “The Court may overrule the decision of the Tribunal …”.
If the ellipsis follows a complete sentence, the final punctuation of the preceding sentence is hard up against the final word of that sentence:
He said: “Is that the best answer you have? … the implications are obvious.” The report stated: “All parties will attend. … opinions will be expressed at that time.”
If it is not clear where sentences in a quotation begin and end, use ellipsis.
There should be no space between ellipsis and a semicolon, quotation mark, question mark, exclamation mark, or bracket.
November 2003
EXCLAMATION MARK
C7.1
Do not overuse exclamation marks. An exclamation mark should not be used to indicate volume. See the exclamations entry in the WSB for examples of exclamations.
An exclamation mark may be used to indicate irony and sarcasm. For instance, if a member of the National Party says: “Of course I support everything the Labour Party does!”, an exclamation mark is necessary to show that it is an ironic statement.
November 2003
FULL STOP
C8.1
Full stops are not used after initials. The exception is a direct quotation the original of which used full stops after initials.
D A M Smith wrote to me saying that …
A full stop is used to indicate that an abbreviation does not end with the final letter of the word of which it is an abbreviation:
Co. Ltd Rt Hon BUT: Use full stops for “S.O.P” in a heading.
November 2003
PARAGRAPH
C9.1
Paragraphs promote ease of reading by breaking the text at places where subjects, arguments, or comments open or close, or for reasons of sense. To produce a paragraph, hit Enter. Paragraphs usually should be no more than half a screen’s length. Paragraphs that are shorter than this are quite acceptable. Short, one-sentence paragraphs should be avoided, but are acceptable if there is a clear change of subject matter. Quoted text that is paragraphed must include open quotation marks at the beginning of each paragraph:
JOE BLOGGS (List—National): I shall kick off my argument by quoting from the Budget speech, which states: “No economic or social system can survive if the ecological system within which it is located is not sustained. “The Government has announced that we intend to ratify the Kyoto Protocol on Climate Change by mid-2002 and has allocated funding of over $2 million a year for work on measures to ensure that we are able to meet our climate change commitments. “Improving New Zealand’s energy efficiency will help us to meet these obligations. The Energy Efficiency and Conservation Authority is being established as a Crown entity, and is getting a $3 million funding boost. “Many of New Zealand’s indigenous species are unique to this country.” I think the Government should make sure it keeps to its word. This is not the time for it to …
November 2003
QUESTION MARK
C10.1
When to use a question mark (see also B3.3): If a direct question is being asked, a question mark is used at the end of it. However, a question mark is not used at the end of a parenthetical clause that asks a direct question:
How many pages will be needed? The Minister of Revenue—or was it the Minister of Finance—told us so.
It is not used after an indirect question:
He asked whether we should still do it. He asked how many pages would be needed.
I asked the Minister what we were doing. [NOT I asked the Minister: What are we doing?]
I ask the Minister whether I am correct. [NOT I ask the Minister, am I correct?]
It is not used after a statement that is a request rather than a question:
Would the Minister please let me know the answer as soon as possible. Will the honourable member please resume his seat. Might I say that he was speaking off the cuff. Might I turn now to another matter.
Sometimes the tone of voice may turn a statement into a question, in which case a question mark should be used:
The member was not driving?
To assist readability it may be necessary to rewrite a question that concludes with a passage in quotation marks:
I ask the Minister whether he knows that in the Dominion Post of today’s date the following statement appeared: “The Prime Minister has indicated that he will visit China to talk about New Zealand’s exports.” [NOT Does the Minister know that in the Dominion Post of today’s date the following statement appeared: “The Prime Minister has indicated that he will visit China to talk about New Zealand’s exports.”?]
November 2003
QUOTATION MARKS (see also A7.1 to A7.3)
C11.1 Keys to use
Use double quotation marks (the “ key) to open and close a quotation:
C11.2 When to use quotation marks
Quotation marks are used to indicate that the exact words of a writer or a speaker are being quoted:
In his speech he said more than once: ”I will not vote for clause 4.” I say “Good on him.”
Informal and anecdotal quotations usually are turned into indirect speech (see B3.1), in which case quotation marks are not used. If reported as quotations, quotation marks are used.
Quotation marks are used to indicate that a word is used in an ironic sense:
The “debate” resulted in three cracked heads.
Words preceded by expressions such as “so-called”, “called”, “known as”, “renamed”, and “described as” should not be enclosed in quotation marks:
The so-called manager could not find his way out of a paper bag.
When a word itself is referred to, use quotation marks:
Did she write “correct”? The word “Opposition” has two meanings.
Quotation marks are used to indicate a coined word or phrase that has not fully entered the language, or otherwise could be misread:
“Helengrad” “fifty-oner” This is an example of “think big”.
Indirect quotations introduced by the word “that” do not carry quotation marks:
The honourable member believed that the Government was guilty of misrepresentation.
Quoted text that is paragraphed must include open quotation marks at the beginning of each paragraph. See C9.1.
November 2003
C11.3 Punctuation within quotation marks
When a direct quotation can be checked against an original document, its original punctuation, hyphenation, and capitalisation should be preserved. The exceptions to this are that Hansard always includes quotation marks at the beginning of paragraphs (see C9.1), and that a quotation within a quotation is always surrounded by single quotation marks (see C11.4).
Three dots (ellipsis) are used to indicate the omission of words from a sentence that has been quoted, or to indicate that a sentence is incomplete if it is not obvious that it is incomplete (see C6.1 to C6.2).
C11.4 Quotation within a quotation
For a quotation within a quotation, use single quotation marks inside double quotation marks:
I told the class: “The first words of Melville’s Moby Dick are ‘Call me Ishmael’, and these words are full of significance.”
A single quotation mark is separated from a double quotation mark by a space.
C11.5 Punctuation preceding a set of quotation marks
A colon usually precedes a set of quotation marks:
The article stated: “Claims for mental injury are not barred by accident compensation law.”
If the quoted words are an integral part of the sentence, or are slight or trivial, no introductory punctuation mark is required:
I think the Minister, in saying he was “fearful for New Zealand”, went too far. Section 10 states “entered into on behalf of”, before coming to the controversial provision. My amendment to add the word “not” to subclause (2) should be welcomed by all right-thinking members.
C11.6 Punctuation at the end of, and immediately following, quotations
IF THE QUOTATION ENDS WITH PUNCTUATION: DO NOT omit the punctuation before the closing quotation marks:
Paragraph (a) states: “An application is made to the Commissioner under section 96B of this Act;”. He asked: “Haven’t you done it yet?”, and left the room in a huff. “Enough is enough!”, he said, taking his notes off the table. They shouted “Watch out!”.
If the punctuation ending the quotation is the same as punctuation immediately following the quotation, remove the punctuation directly following the quotation.
The bill states: “The enactments specified in schedule 4 are amended as indicated in that schedule.” [NOT The bill states: “The enactments specified in schedule 4 are amended as indicated in that schedule.”.]
Did she ask: “What is the matter?” [NOT Did she ask: “What is the matter?”?]
November 2003
IF THE QUOTATION DOES NOT END WITH PUNCTUATION: Any punctuation immediately following the quotation is placed outside the quotation marks:
The member started by saying “My name is”. He should have stopped there. I think the Minister, in saying he was “fearful for New Zealand”, went too far.
If it is not obvious that the quotation is incomplete, insert ellipsis:
Paragraph (a) states: “An application is made to the Commissioner …“.
C11.7 Interrupted quotations
Punctuate as follows:
He said, and I quote: “I will never”— Rick Barker: Come back to the bill.
C11.8 Legislation and quotation marks
The rules in C11.2 to C11.7 apply, but note the following:
In text, the title of a clause, section, or part is enclosed in quotation marks instead of being bolded as in the legislation itself.
clause 22, “New Schedules inserted”, (capital letters taken from bill) Part 6, “Quality requirements”, (capital letters taken from bill)
In the bill “primary produce” includes any plant or animal intended for sale. The bill states: “ `primary produce’ includes any plant or animal … intended for sale:”.
November 2003
SEMICOLON
C12.1
Do not overuse the semicolon.
The semicolon separates those parts of a sentence between which there is a more distinct break than would call for a comma, but which are too closely connected to be made into separate sentences. Typically, these will be clauses of similar importance and grammatical construction:
The intention is excellent; the method is self-destructive. We are not saying anything new; we are merely repeating something old. To be poor and not complain is difficult; to be rich and not arrogant is easy; to be neither is the fate of most.
Use a semicolon (or a full stop or a conjunction) instead of a comma, to divide clauses that could stand alone:
I like swimming very much; I go to the pool every week. or I like swimming very much, and I go to the pool every week. or I like swimming very much. I go to the pool every week. [NOT I like swimming very much, I go to the pool every week.]
A semicolon is also used to separate clauses or phrases that have been introduced by a colon and have punctuation within them:
There are many reasons for delaying the game: the weather, which is unpredictable; the number of injured players; and the unexploded bomb under the goalpost.
Note the following practice in relation to supplementary questions:
Is it Government policy to fund any negotiated salary increase in the education sector from money not voted in the Budget; if so, does that policy apply to other votes? [NOT Is it Government policy to fund any negotiated salary increase in the education sector from money not voted in the Budget; and, if so, does that policy apply to other votes?]
November 2003
SLASH
C13.1
Use a slash to separate equal alternatives (when the words apply to the same entity): and/or win/lose either/or yes/no
NB: Appropriation (Estimates 1996/97) Bill
November 2003
November 2003
D NUMBERS
CARDINAL NUMBERS (QUANTITY)
D1.1 General principles
Cardinal numbers one to nine inclusive are expressed in words, and cardinal numbers more than nine are expressed in digits:
three people; 10 people
BUT refer to the following sections for specific rules on dealing with numbers:
addresses (see D5.1) percentages (see D5.8) ages (see D5.2) ratios (see D5.9) book references (see D5.3) references to legislation (see F11.1 to F11.5) calendar dates (see D5.4) Roman numerals (see D5.11) clock time (see D5.5) scores (see D5.12) currency (see D4.1 to D4.5) telephone and fax numbers (see D5.13) formulae (see D5.6) units of measurement (see D5.14) fractions (see D3.1) votes (see D5.15) millions, billions, etc. (see D5.7)
The one to nine rule applies even if a list within a sentence includes both numbers one to nine inclusive and numbers above nine:
There are five graduate students in the philosophy department, six in the classics department, and 117 in the romance languages department, making a total of 148 students in the three departments. From the boat, the three travellers saw 10 penguins, six whales, three ships, and one iceberg.
Indefinite round numbers and general references are better expressed in words:
I have told you a hundred times. [NOT I have told you 100 times.] a thousand-dollar deal (general); a $1,000 deal (specific) ten to one (general); 10:1 (specific) fifty-fifty
November 2003
D1.2 Numbers at the beginning of a sentence
Use words to avoid beginning a sentence with digits:
Nineteen twenty-five was a good year. Twenty-three women and 50 children were present.
An interjection that consists of only a number more than nine or a money amount is expressed in digits:
John Carter: 20,000. Joe Hawke; $20,000
D1.3 Consecutive numbers
When two numbers appear consecutively and one is used as an adjective, express one number in words and the other in digits. Follow the general and specific rules, but if that would result in either two figures or two words, show the higher number in figures, except in relation to clock time.
seven 32-horsepower motors two 4-month periods; sixteen 2-month periods 10 four-piece lounge suites five 10-foot poles; 250 ten-foot poles BUT two 10-minute tea breaks; 20 10-minute tea breaks
When two numbers, neither of which is used as an adjective, appear consecutively, use a comma to separate them, unless one number is expressed as a word:
Under Standing Order 129, 10 is the minimum … In 1930, 60 was an acceptable … BUT In 1996 two similar cases were put before the court.
When numbering sequential points, use words:
firstly, secondly, thirdly firstly, second, third first, second, third [NOT 1, 2, 3,; NOT (a), (b), (c),]
November 2003
ORDINAL NUMBERS (SEQUENCE) (see also D5.4)
D2.1 General principles
Ordinal numbers first to ninth inclusive are expressed in words; 10th and higher are expressed in digits (BUT see treatment of calendar dates in D5.4, and treatment of millions, billions, etc. in D5.7):
first; 52nd BUT: forty-fourth Parliament; eleventh hour first-degree murder “first in, first served” (attrib.); first in, first served (predic.) third-degree burns
Do not use ordinal endings with Roman numerals:
George V [NOT George Vth]
When numbering sequential points, use words:
firstly, secondly, thirdly firstly, second, third first, second, third [NOT 1, 2, 3,; NOT (a), (b), (c),]
November 2003
FRACTIONS
D3.1 General principles
When a fraction is not combined with a whole number, and there are one or two words in the denominator, use words (unless the fraction is part of a mathematical formula):
one-half BUT One half of the flag is red, the other half, black. half a session one-third; two-thirds (n.), two-third (adj.) three-quarters (n.), three-quarter (adj.) BUT The team scored two points during the first three quarters of the game, and six points in the last quarter. one fifty-second fifty-seven sixtieths
When a fraction is not combined with a whole number, and there are more than two words in the denominator, use digits:
1/120; 1/120th 7/345; 7/345ths 27/123; 27/123rds
When a fraction is combined with a whole number, use digits, but, if possible, money amounts should be converted to dollars and cents, and percentages should be converted to decimals:
4½ times 22¼ hours 6½ years old $4.50 [NOT $4½] 6.5c [NOT 6½ cents] 1.75 percent [NOT 1¾ percent] 0.5 percent [NOT .5 percent; NOT one-half of 1 percent]
Re millions, billions, etc., if a member uses a fraction in an amount less than a million, use words; if a member uses a fraction in an amount more than a million, use a decimal point:
half a million [NOT ½ million] half a million dollars [NOT $½ million] three-quarters of a million dollars [NOT $¾ million] 2.5 million [NOT 2½ million] $2.5 million [NOT $2½ million]
November 2003
CURRENCY
D4.1 General principles
Use digits (BUT see D4.2 for millions, billions, etc.), but use words for general references.
Cents:
2c; 50c 6.5c [NOT 6½ cents] 55c is [NOT are] a 5c piece 4c to 5c $4.55 10c in the dollar 20-odd cents [NOT 20c-odd] not 1c but 2c (specific); not one cent has been spent (general)
Dollars (see D4.2 for millions, billions, etc.):
$10; $10,000; $10,567 $9,600.51; $200.07 $4.50 [NOT $4½] ; $4.55 $13 is [NOT are] $20 to $25 $8-a-week wage claim; received $8 a week on a $2 for $1 basis X dollars half a dollar six bucks; 12 bucks; 420 bucks five grand; 60 grand $10 notes; a $10 note; ten $1 notes $10,000-odd $64,000 question, the a $1,000 deal (specific); a thousand-dollar deal (general) a dollar saved is a dollar earned. one dollar in four is
Be consistent in a list of money amounts:
… will provide $500,000 this year and $750,000 next year, while the Government will provide $4.25 million this year and $3.2 million next year. [NOT … will provide half a million dollars this year and $750,000 next year, while the Government will provide four and a quarter million dollars this year and $3.2 million next year.]
November 2003
D4.2 Millions, billions, etc. (see also D5.7)
Use words if no digit in mentioned; if a digit is mentioned, use either all digits (for specific amounts) or a combination of words and digits (for round amounts):
millions of dollars; multimillion dollars $2,436,000, $2 million $620,117,543, $620 million $10 billion to $20 billion $10 million – odd (thin spaces)
Use a decimal point if a member uses a decimal point:
$2.5 million, $36.853 million
If a member uses a fraction in an amount less than a million, use words:
half a million dollars [NOT $2½ million] three-quarters of a million dollars [NOT $3¾ million]
If a member uses a fraction in an amount more than a million, use a decimal point:
$2.5 million [NOT $2½ million]
In most cases, a billion is a thousand million; use of the word “billion” to mean a million million is dated. Use the word “billion” if a member uses it:
$1,200 million or $1.2 billion (depending on what the member says)
D4.3 Money amount at the beginning of a sentence
Write out in full an amount of money that appears at the beginning of a sentence, but try to reconstruct:
The true figure was $65,400. [NOT Sixty-five thousand four hundred dollars was the true figure.]
An interjection that consists of only a money amount is expressed in digits:
Joe Hawke: $20,000.
D4.4 New Zealand currency
Put “NZ” before New Zealand amounts only when they are used in an international context.
NZ60c NZ$5
Pre-1967 New Zealand currency should be expressed as follows (Use Insert\Symbol for the pound symbol.):
£9 8s 7d 5s 6d [NOT 5/6 or £0 5s 6d]
November 2003
D4.5 Foreign currency
The following abbreviated forms are acceptable with money amounts. If no money amount is mentioned, use the word form. Use Insert\Symbol to obtain the €, ¥, and £ symbols.
Australian dollar A$5 A$5,000 British pound or pound sterling Stg£5 Stg£5,000 Canadian dollar Can$5 Can$5,000 Deutschmark DM5 DM5 million European Union euro €$5 €$5,000 French franc Fr5 Fr5,000 Hong Kong dollar HK$5 HK$5,000 Japanese yen ¥5 ¥5,000 Swiss franc SwFr5 SwFr5,000 United Kingdom pence 5p; £1.5 [NOT £1.5p] United States cent US5c United States dollar US$5 US$5,000
For all other currencies, use words:
40 escudos
November 2003
SPECIFIC RULES ON NUMBERS
D5.1 Addresses
Addresses are written using figures:
1 Lambton Quay 2561 Colombo Street BUT Sixth Street
D5.2 Ages
Use digits:
he is 6; he is aged 6; he is 6 years old; he is 6 years of age 6-year-old(s) (n.); 6-year-old (adj.) he is 6½; he is aged 6½; he is 6½ years old; he is 6½ years of age at the age of 6 years; at the age of 6; at 6 years of age; at 6 2 hours old; 5 days old; 15 weeks old; 11 months old; 9 years old 15 and 16 years old; 15 and 16-year-olds; aged 15 and 16 years old 15 to 16-year-olds; 15-16 year age group; 15 to 16 years age group under-6-year-olds; children under 6 years; children under 6; under-sixes under-65-year-olds; under 50s 60-plus age group in their 50s in their teens
D5.3 Book references
Use Arabic figures, unless you know that the style of the book is otherwise:
page 3; page 12,466 chapter 6 appendix 12 volume 3; volume I (use the capital letter key) of the Estimates paragraph 15 Hansard, Volume 9, at page 7; Hansard, Volume 540, at pages 120 to 124
November 2003
D5.4 Calendar dates
Use digits, but use words for general references:
14 June 1984; AD 1066; 10 BC 7 days a week; 7-day-a-week (adj.) 7-day week; 7-day-week (adj.) 24/7 9 years; 9 long years 4 and a bit years years 1, 2, and 3 of the course 6-monthly 3 weeks’ time (a “time of 3 weeks”) BUT 2 days late (“2 days” is descriptive; NOT “a late of 2 days”) one day at a time (general); a delay of 1 day (specific) day or two from year one; from day one four decades, ten centuries, three millennia
The date, month, and year are written in figures, in the following order:
18 October 1995
If the day is included, put a comma after it:
Monday, 18 October 1995 Sunday, 14 May last year
An ordinal reference to a day, week, month, decade, century, or millennium is written in figures:
On 1 March I left for overseas; on the 15th I returned. the 2nd month of the year 1st century BC 9th century AD 21st century
Numeric labels for decades are expanded to include the century unless they are qualified:
in the 1920s [NOT in the 20s]; The biggest financial crash of the 20th century was in the 20s. BUT the roaring twenties (as in the COD; the word form carries connotations that the numeric form does not) four decades ago “noughties” (2000-09)
To show a span of years use a hyphen:
1982-83 1914-18 war 2007-08 the Labour Government of 1972-75. (BUT from 1972 to 1975) BUT Appropriation (1996/97 Estimates) Bill (follow style of legislation)
Write references to a non-calendar period as follows:
the year ended 30 June (for past date) the year ending 30 June (for future date)
November 2003
D5.5 Clock time
Use digits, but use words for general references:
2.30 a.m.; half-past 2; 0230 hours; at 2.30 in the morning; 2.30 5 a.m. [NOT 5.00 a.m.] 12.05 p.m. [NOT 12.5 p.m.]; 5 past 12 12 midnight; midnight; 12 o’clock; 2400 hours 24 hours’ notice 1-minute bell 92 minutes 1 hour; 9 minutes; 54 seconds half an hour; three-quarters of an hour eleventh hour It took 1 hour and 20 minutes to complete the job. two 10-minute tea breaks; 20 10-minute tea breaks
D5.6 Mathematical formulae
Formulae that do not include numbers:
“a” over “b” “a” plus “b” equals “c” “a” minus “b” over “c” “a” plus “b” theory
If you need to write the - or + signs, use your keyboard. Use Insert\Symbol for × and ÷.
D5.7 Millions, billions, etc. (for currency see D4.2)
In most cases, a billion is a thousand million; use of the word “billion” to mean a million million is dated. Use the word “billion” if a member uses it.
1,200 million or 1.2 billion (depending on what the member says)
For amounts including the word “million”, “billion”, etc., use either all figures (for specific amounts) or a combination of words and figures (for round amounts), but use words for indefinite round amounts:
2,436,000; 2 million 620,117,543; 620 million 300 billion 5 million square kilometres; 5,477,894 square kilometres not a million miles from here [NOT not 1 million miles from here]
If a member uses a decimal point:
2.5 million 36.853 million
November 2003
If a member uses a fraction for an amount less than a million, use words:
half a million three-quarters of a million
If a member uses a fraction for an amount more than a million, use a decimal point:
2.5 million [NOT 21/2 million]
D5.8 Percentages
Use digits. Use the word “percent”, NOT the % symbol:
1 percent [NOT 1%; NOT one percent]; a 1 percent cut 1.75 percent [NOT 1¾ percent] 0.5 percent [NOT .5 percent; NOT one-half of 1 percent] 66.67 percent 7 to 8 percent; 0 to 2 percent less than 5 percent is; fewer than 5 percent are minus 5 percent; 52-plus percent 100 percent owned by
D5.9 Ratios
Use words for round numbers and general references:
Ten to one he is gone at the next election. He reckon he has a fifty-fifty chance of successfully finishing the course.
For specific references use figures and a colon:
a police to population ratio of 1:800 a teacher-pupil ratio of 1:35 [NOT 35:1]
D5.10 References to legislation (see G4.1 to G4.4)
D5.11 Roman numerals
Roman numerals should not be followed by a full stop, except at the end of a sentence:
first XV He was in the first XV.
Do not use ordinal endings with Roman numerals:
George V [NOT George Vth]
Use Roman numerals in book references if that is the style of the book:
volume I (use the capital letter key) of the Estimates
November 2003
D5.12 Scores
a score of one all The scores were 6-5 and 6-0. The team scored two points. nine zip
D5.13 Telephone and facsimile numbers
471 9999 04 471 9534 0800 654 321 0800 AIRPORT
D5.14 Units of measurement
Digits are used in units of measurement (but see “Fractions” and “Millions, billions, etc.” below); the measure itself is generally written in full:
5 metres; 5-metre (adj.); 5 square metres 3 cubic metres of wood BUT 50cc engine 10 feet; 10-foot (adj.) 6 kilometres; 6-kilometre (adj.); 6 kilometres an hour; 6-kilometre-an-hour (adj.) 5,477,894 square kilometres 180 degrees; 180-degree (adj.) 5 degrees Celsius; 10 degrees Fahrenheit 2,000 gigajoules 2 gigahertz 75 millilitres BUT 75 ml bottle 80 milligrams of alcohol per 100 millilitres of blood 100 micrograms of alcohol per litre of breath
Fractions (see D3.1):
half a metre; 5¾ metres three-quarters of a kilometre; 5½ kilometres half a degree 1/100 of a
Millions, billions, etc. (see D5.7):
a million miles; half a million miles 5 million square kilometres; 5,544,099 square kilometres
D5.15 Votes
2 votes; 20 votes vote of 38 to 38 5 to nil vote
November 2003
November 2003
E SPECIFIC PRINCIPLES
ABBREVIATIONS AND CONTRACTIONS
E1.1 Degrees and honours
See the WSB under “degrees” and “honours” for the correct abbreviations. For the correct words see the WSB (first source) and the COD (second source).
Use words unless the degree, honour, or award comes after a person’s name and the member speaking has used the abbreviated form:
Sir Thaddeus McCarthy LLM Sir Thaddeus McCarthy LLM, KBE (if said) Sir Thaddeus McCarthy, Master of Laws, Knight Commander of the Order of the British Empire, (if said) A Queen’s Service Medal was awarded to Sir Thaddeus McCarthy. Sir Thaddeus graduated Master of Laws with first-class honours in 1931.
Do not use commas to separate names from titles or degrees:
Mr Jackson QC represented the accused. BUT: Ms Ropata MA, PhD has been promoted to the position of manager.
When using an abbreviation, do not use full stops or spaces:
BA BA (Hons) VC BA (Hons) MSc DSO LLB CH OBE PhD ONZ
E1.2 Titles of people (see also E5.1)
The following titles are abbreviated if they precede a person’s name:
Dr Dennis Pezaro Hon Jane McIntyre Rev. Selwyn Marsden Rt Hon Robert Muldoon Rt Rev. Duncan Gladstone
E1.3 Junior, Senior
When either word occurs after a person’s name, use the following abbreviated forms:
John Kennedy Jnr Franklin Roosevelt Snr
November 2003
E1.4 Elision
Hansard does not include contractions such as “I’ll” and “he’d” except when they have been used in interjections or are part of a direct quotation. They may also be used in informal or anecdotal quotations. The following contractions should not be used in interjections or informal or anecdotal quotations: would’ve what’ll could’ve it’ll should’ve that’ve they’ve
November 2003
ACRONYMS
E2.1
An acceptable acronym appears in the WSB or Reference List without a hash mark. If an acronym in the WSB or Reference List is followed by an explanation then the acronym in brackets with a hash mark after it (for example, ALAC = Alcohol Advisory Council (ALAC)#), use the explanation followed by the acronym the first time that the reference is mentioned in a speech, and thereafter use only the acronym. An acronym that has a line through it is unacceptable.
A member may not within a speech alternate between the full name and its acceptable acronym. Subsequent references to the full name or acronym may be replaced by a word such as “organisation”.
If a member uses only the full version of an acceptable acronym, do not change that full reference to the acronym.
Do not give the full version followed by the acronym if the reference occurs only once in the speech. Give just the full version.
Plurals of acronyms are formed by adding “s” without using an apostrophe.
November 2003
CAPITAL LETTERS
E3.1 General principles
The WSB and the Reference List are the first sources for determining whether words should have capital letters. The COD is the second source.
E3.2 Initial capital letters
When initial capital letters are required, capitalise the first word, and every other word except:
articles (“a”, “an”, “the”) prepositions of fewer than five letters (for example, “for”, “on”) the conjunctions “and”, “but”, “or”, “for”, “nor”, “yet” the word “to” attached to an infinitive (for example, “to Begin”)
E3.3 Initial capital letters and hyphenation
When initial capital letters are required, capitalise only the first element of hyphenated words (unless you know that the particular organisation, publication, scheme, etc. uses different capitalisation); subsequent elements are not capitalised. BUT see E5.1 re capitalisation of certain hyphenated positions.
Under-the-counter Transactions Spanish-speaking People Operation US Down-under
E3.4 Proper names beginning with “The”, “A”, “An”
An introductory “The”, “A”, or “An” in a proper name may be dropped in running text to avoid awkward constructions:
A Better Way of Life BUT That dreadful Better Way of Life document lost the Government the election; The Better Way of Life document is now available.
November 2003
NAMES OF ORGANISATIONS ETC.
E4.1
Names of organisations, bodies, schemes, programmes, projects, task forces, campaigns, conventions, treaties, events with titles (historical, political, or sporting), exhibitions, and conferences are treated in a similar manner. First, check whether the name is in the Reference List.
Use initial capital letters (see E3.2) for the official title. If only part of the official title is used or if the reference is descriptive, it should be lower case.
Royal Commission on Social Policy; royal commission the Labour Party; the party Youth Law Project; the project Training Opportunities Programme; the programme Beyond Dependency; the conference South Pacific Forum; the forum the Vietnam War; the war Olympic Games; the games
For capitalisation of hyphenated words in official titles, see E3.3.
A body that is part of a larger organisation is lower case unless it is a significant stand-alone entity whose name is self-explanatory. See the Reference List.
Children, Young Persons and Their Families Service (part of Department of Social Welfare) crime control unit (New Zealand Police) faculty of law (Victoria University of Wellington) University of Auckland School of Medicine
If the specific name alone does not give sufficient information to the reader, words such as “programme” may be added:
The Keep New Zealand Beautiful campaign will assist everyone. [NOT Keep New Zealand Beautiful will assist everyone.]
A body not yet set up, but soon to be set up by the passing of a bill, should be given initial capital letters (see E3.2). A hypothetical body should be lower case:
A prisons complaint authority could be set up along the lines of the Police Complaints Authority.
When members refer to “education”, “social welfare”, etc. in their speeches, it must be established whether the reference is to the department or to the concept. If the reference is to the department, put the full name of the department.
Many beneficiaries are applying to the Department of Social Welfare for extra assistance. [NOT Many beneficiaries are applying to social welfare for extra assistance.] BUT social welfare estimates
November 2003
Angry Ministry of Education officials told the select committee … [NOT Angry education officials told the select committee …]
A contraction of a company name is acceptable if the contraction is widely used and the reference is to a parent company or one of its subsidiaries that cannot be identified. See the Reference List.
Wattie’s Philips (multinational company) Fletcher’s
It is not always necessary to give the full names of companies and organisations. Words such as “Co. Ltd” and “New Zealand” need not be included if the member did not say them and the company or organisation is readily identifiable without them.
November 2003
TITLES OF POSITIONS AND PEOPLE
E5.1
For the correct titles of positions see the Reference List, BUT see the Ministerial List supplied by the Data Collection SPO for the correct titles of Ministers, Associate Ministers, Ministers outside Cabinet, and Parliamentary Under-Secretaries.
Initial capital letters (see E3.2) are used for the full titles of permanent heads and deputies of Government departments, Officers of Parliament, and other statutory positions of high standing; and for ambassadors and high commissioners (see the WSB under “ambassador” and “high commissioner”). If only part of the full title is used, it should be lower case.
Director-General of Health; director-general Deputy Director-General of Health; deputy director-general Parliamentary Commissioner for the Environment; parliamentary commissioner; commissioner New Zealand Ambassador to France; ambassador Director of Civil Aviation; director Chief Executive of Te Puni Kökiri; chief executive
BUT for certain specific positions, often positions associated with Parliament or international positions of high standing that are widely known, incomplete versions of the full title are also capitalised (see the Reference List and the WSB):
Minister of Finance; Minister Associate Minister of Labour; Associate Minister Parliamentary Under-Secretary to the Minister of Commerce; Parliamentary Under-Secretary Clerk of the House; Clerk Chief Judge of the Māori Land Court; Chief Judge Secretary-General of the United Nations; Secretary-General
In the case of other positions in Government departments, and positions in Crown entities, public organisations, State enterprises, private companies, etc., initial capitals (see E3.2) should be used for a title of a position only if the full title is used AND it is accompanied by the person’s name and the name of the organisation:
Sir Ronald Trotter, the Chairman of Fletcher Challenge; the chairman of Fletcher Challenge the Managing Director of Goodman Fielder Wattie, Joe Bloggs, stated that …; the managing director the chairperson of the Social Security Appeal Authority said the Ministry of Education Director of Finance, Joe Mills; the Ministry of Education finance director, Joe Mills
Follow Hansard style (as reflected in the WSB or COD) re treatment of titles with two or more elements; if initial capitals are required, capitalise all elements:
Lieutenant-Colonel Adam Mitchell; the lieutenant-colonel said … Attorney-General Valuer-General Solicitor-General
November 2003
The following titles are abbreviated if they precede a person’s name. All other such titles are to be given in full. Do not insert a title if the member does not say it.
Dr Dennis Pezaro the Hon Jane McIntyre the Rev. Selwyn Marsden the Rt Hon Robert Muldoon the Rt Rev. Duncan Gladstone
November 2003
ITALICS
E6.1 General principles
Italics are used for foreign words. Consult the WSB or the COD to determine whether a word should be treated as a foreign word. Italics are used for the proper names of the following:
publications (see E8.1 to E8.3) television and radio programmes (see E12.1) plays, operas, films, videos, and works of art (see E13.1) ships and aircraft (see E15.1)
Italics are used in certain references to court cases (see E7.1).
Italics are used for scientific terminology (see E17.1).
E6.2 Italics within italics
Use Roman type to indicate italics within italics:
I move, That the House congratulate the crew of New Zealand Endeavour on its historic victory.
November 2003
COURT CASES
E7.1
The names of the plaintaff/appellant and the defendant/respondent in a court case are italicised, if the name of the case has been verified as full and correct. The “v” is not italicised and is not followed by a stop.
Smith v Brown the Queen v Hines R v Hines Sunshine Products Ltd [NOT Limited] v Micklewhite Ajax Ltd v Commerce Commission and Pluto Ltd OR Ajax Ltd v Commerce Commission and another Manson v Thomas and George and Steinway OR Manson v Thomas and others OR Manson v others
If a member says “Smith and Brown”, and there is doubt in your mind whether that is the correct name of the case—that is, it cannot be verified—leave as said, and do not italicise the names or replace “and” with “v”:
Smith and Brown
Well-known cases may be referred to informally:
the Progressive Enterprises case
Further acceptable ways of referring to court cases are as follows:
Re Morgan ; described in Re Morgan In re Crippen; as those in In re Crippen
November 2003
PUBLICATIONS
E8.1 Titles and subtitles
The following points—unless otherwise stated—relate to books (but not books of the Bible), newspapers, journals, bulletins, pamphlets, leaflets, periodicals, papers, theses, and essays. See also INTERNET E9.1.
Titles and subtitles are italicised and have initial capitals (see E3.2). Check your Reference List.
Much Ado About Nothing Disease, Pain, and Sacrifice: Towards a Psychology of Suffering New Zealand Official Yearbook For Your Information Diary of the Kirk Years BUT: Romans 1:12
For capitalisation of hyphenated words, see E3.3.
An initial “The”, “A”, or “An” is capitalised and italicised, except for newspapers and periodicals; such words may be dropped in running text to avoid awkward constructions:
The Old Curiosity Shop A Better Way of Life BUT That dreadful Better Way of Life document … ; The Better Way of Life document is now available. the Goss the Christchurch Press the Dominion Post BUT The Economist, The Times (London)
No word in a quoted title should ever be set in full capitals, regardless of how it appears in the publication itself, unless it is an acronym.
If a member does not refer to the subtitle of a publication, the title alone can be used. A colon is used to indicate a change from title to subtitle or from heading to subheading, unless it has been established that the publication itself uses different punctuation:
Portrait of an Artist: A Self Analysis (name of book) “Paremoremo breakout: acne scars prisoners” (newspaper headline)
E8.2 Chapters, articles, sections
Chapter headings and headings of articles and sections within a larger document have initial capitals (see E3.2), but are enclosed in quotation marks: Chapter 4 is entitled “Copyright Law and the Licensing of Rights”. The “Business Herald” section of the New Zealand Herald is well-thought-of. “Coping with Amnesia: Politicians and Election Promises” (name of article in book)
E8.3 Newspaper headlines November 2003
Only the first letter of the first word should be upper case. Do not include a full stop, and place quotation marks around the headline: “Winston Churchill is dead” was the headline in this morning’s newspaper. “Recalling 123 years in history”
November 2003
INTERNET
E9.1
Treat references in text to website addresses as follows:
If members go to our website, www.labour.org.nz, they will find a copy of my speech. I was referred to www.stuff.co.nz. [BUT I found it on Stuff.]
Treatment of titles and subtitles, of chapters, articles, and sections, and of headlines is the same as for publications. See PUBLICATIONS. Check your Reference List.
Stuff Parliament of Australia Amazon.com Bartleby.com: Great Books Online The lead story on Scoop this morning was headed “Pig Virus Under MAF Investigation”. The “Publications and Information” section of the Office of the Clerk website has lots of useful information.
November 2003
MOTTOS AND PROVERBS
E10.1
Only the first letter of the first word should be a capital letter. Do not preface with a colon, do not include a full stop, but do place quotation marks around the motto or proverb: That political party tried to function on the motto “Might is right”. “A stitch in time saves nine” is a wise proverb to observe.
November 2003
SPEECHES
E11.1
The title of a speech is in quotation marks with initial capital letters (see E3.2): “Whose World Order: Conflicting Visions”
November 2003
TELEVISION AND RADIO
E12.1
The names of television and radio programmes are italicised, with initial capital letters (see E3.2; see also the next bullet point):
Holmes show (television) Morning Report One News Midday and Rural Report Coronation Street 20/20
If the first word is “The”, “A”, or “An”, it has an initial capital and is italicised; such words may be dropped in running text to avoid awkward constructions:
I listened to The Archers when I was a child.
The names of television and radio stations should be written without full stops or hyphens:
Mai FM88
November 2003
PLAYS, FILMS, MUSICAL WORKS, WORKS OF ART, INSTRUCTIONAL VIDEOS, ELECTRONIC GAMES
E13.1
The titles and subtitles of plays, films, musical works, works of art, instructional videos, and electronic games are italicised, with initial capital letters (see E3.2; see also the next bullet point). Check your Reference List.
A Midsummer Night’s Dream Chariots of Fire The Beatles: Anthology (DVD) La Traviata Handel’s Water Music Rembrandt’s Night Watch Michelangelo’s David Tai Chi for Dummies (video) Tenchu: Wrath of Heaven (DVD game)
If the first word is “The”, “A”, or “An”, it has an initial capital and is italicised; such words may be dropped in running text to avoid awkward constructions:
I saw The Taming of the Shrew last night.
The medium used does not affect treatment of a title or subtitle.
8 Mile (film, DVD) Bonanza (television programme, DVD)
November 2003
POETRY AND SONGS
E14.1
Titles of poems and songs are enclosed in quotation marks, with initial capital letters (see E3.2; see also the next bullet point). See E13.1 for titles of operas.
“God Save the Queen” “Ode to a Nightingale”
But use italics for poems of book length, or divided into books or cantos:
The Rubáiyát of Omar Khayyám
If the first word is “The” or “A”, it has an initial capital; such words may be dropped in running text to avoid awkward constructions:
“The Red Flag”
Set out poetry and songs using the paragraph style clause alone. The Compiler will provide any additional formatting that is required.
As we all know, she is a champion of the sanctity of life. When I read that, I was reminded of a verse in a hymn: Can a woman’s tender care Cease toward the child she bear? Yes she may forgetful be, Yet will I remember thee. I hasten to add that if mothers can be forgetful of their own, so, most assuredly, can fathers.
If the written source is available, follow the given layout, capitalisation, punctuation, hyphenation, etc.
November 2003
SHIPS AND AIRCRAFT
E15.1
Use the word “the” before the name of an individual ship or aircraft unless it is preceded by an acronym. Include an acronym only if the member says it. The acronym is not italicised.
the Bass Trader the Spirit of Adventure HMS Britannia HMNZS Wellington MV Kupe the Mātaatua waka the Enola Gay
Alphanumeric names of types of aircraft are written without stops or hyphens:
Boeing 747SP A3XX Super Jumbo BUT Boeing 737-200
November 2003
PLACE NAMES AND GEOGRAPHICAL FEATURES
E16.1
Wises New Zealand Guide and the Collins Atlas of the World are our official sources of place names and the names of geographical features. See also the WSB.
Use initial capital letters (see E3.2) for proper names. If only part of the full name is used, it should be lower case.
Banks Peninsula; the peninsula Mount Taranaki; the mountain south Auckland (a general area); North Auckland (a defined area)
Words such as “Mount”, “Street”, “Crescent”, “Avenue”, and “Building” are spelt out. The word “Saint” is abbreviated to “St”.
Mount Maunganui Willis Street St Albans
November 2003
SCIENTIFIC TERMINOLOGY
E17.1
Names that are a combination of the genus and the species use an initial capital for the genus but lower case for the species, and are shown in italics:
Eucalyptus griffithsii Echinoccus granulosis BUT E. coli; E. Coli 0111:k58
In subsequent uses within a speech, the genus may be abbreviated to the initial capital with a stop:
E. griffithsii E. granulosis
Reference to a genus only, without a species, is italicised with an initial capital:
Galaxias (a genus of fish)
If the name of a genus is in common usage, lower case and no italics might be appropriate. See the WSB and the COD.
eucalyptus salmonella banksia
November 2003
TRADEMARKS
E18.1
An initial capital letter is used for a trademark (see the Reference List) unless the trademark itself uses lower case. Lower case might be appropriate if the word has become an established part of the language; see the WSB and the COD.
Tip Top bread Minties Drive BUT biro
November 2003
SPECIAL DAYS, WEEKS, YEARS
E19.1
Use initial capital letters for names of established special days, weeks, and years. If not in the COD, these references appear in the WSB (statutory holidays) or the Reference List (all others).
World Consumer Rights Day May Week International Year of Older Persons
November 2003
SPELLING
E20.1 General principles
Follow the spelling, accents, and hyphenation given in the WSB. If there is no entry in the WSB, follow the entry in the COD. Be careful with the spelling of international or foreign organisations, publications, etc.; follow the spelling used by the organisation or publication, rather than imposing a New Zealand style:
Australian Labor [NOT Labour] Party The Color [NOT Colour] Purple United States Secretary of Defence [NOT Defence] International Labour Organization [NOT Organisation]
The spelling “Organization” is used for all United Nations organisations. Consult the WSB or the COD to determine how a foreign word is spelt, whether it is italicised, and what accents it may carry. Use Insert\Symbol to insert letters with accents.
E20.2 Use of the COD
If a COD entry gives two different spellings or variants, usually the first one listed is the one that is used. In the following example, the plural “milieux” is used:
milieu n. (pl. milieux or milieus) a person’s social environment
If the COD gives both “-ise” and “-ize”, or “-isation” and “-ization”, or “-ising” and “-izing”, use the “-s-“ version. If a word has two entries in the COD (that is, two different spellings, each with its own entry), follow the spelling used in the principal entry: Principal entry:
colour (US color) n. 1 the property possessed by an object of producing different sensations on the eye as a result of the way …
Secondary entry:
color n. & v. US spelling of COLOUR.
E20.3 Plurals
In compound titles the principal noun takes the plural:
Attorneys-General courts martial mothers-in-law Governors-General
November 2003
BUT if there is no noun, the final word takes the plural:
also-rans fill-ups call-ups teach-ins go-betweens
For plurals of proper nouns, simply add “s”, unless the name ends with “s”, in which case add “es”:
the Matt Robsons of Parliament the Hong Kongs and Germanys of this world Willeses Joneses BUT not enough Derek Foxes
For plurals of Māori words see H1.5.
Plurals of acronyms are formed by adding “s” without using an apostrophe.
E20.4 Homonyms
Beware of homonyms or near homonyms. Note the following: augur/auger elicit/illicit succour/sucker bazaar/bizarre indite/indict ceiling/sealing fair/fare/fear principal/principle hail/hale sort/sought foment/ferment complement/compliment roll/role peddle/pedal cite/site/sight stationary/stationery bare/bear/beer meddle/medal mores/morays populous/populist/populace
November 2003
F PARLIAMENTARY MATTERS
PARLIAMENTARY TERMS
F1.1 Summoning
Parliament, which consists of the Governor-General and the House of Representatives, is called to meet by proclamation.
F1.2 Parliament
A Parliament is a period not exceeding 3 years from the date fixed for the return of the writs issued for the preceding general election. It begins and ends with a proclamation by the Governor-General that, on the one hand, dissolves the existing Parliament, and, on the other hand, orders the issue of writs for the election of a new Parliament.
F1.3 Session
A session is the period of time between the meeting of a Parliament, whether after a prorogation or a dissolution, and its next prorogation. A session includes sittings, which are interspersed with adjournments. A session may extend over one or more calendar years during the course of the 3- year term of each Parliament. Recent Parliaments have consisted of only one session.
F1.4 Sitting
Each sitting of the House is terminated when the House adjourns for the night or for the week, and occasionally for longer periods than normal (also called adjournments).
F1.5 Suspension
A suspension is a temporary interruption to a sitting, for disorder, for a meal break, during urgency, etc.: Sitting suspended from 6 p.m. to 7.30 p.m. Sitting suspended from 12 midnight to 9 a.m. (Wednesday)
F1.6 Adjournment
An adjournment is the period between the adjourning of the House and its next sitting. It is an interruption in the course of one and the same session. An adjournment may be automatic, pursuant to the Standing Orders, or by a motion, which causes the House to rise. Each sitting day comes to an end by an adjournment of the House. Occasionally the House adjourns for a longer period than to the next regular sitting day, without bringing to an end the session. This longer period is also called an adjournment.
November 2003
F1.7 Prorogation
Prorogation terminates a session. It discontinues meetings of Parliament, without dissolution, by bringing a session of Parliament to an end. The House cannot meet after prorogation until Parliament is specifically summoned to meet by the Governor-General. The Governor-General usually prorogues Parliament by issuing a proclamation announcing the prorogation of Parliament. When the period of prorogation expires and Parliament meets again, the second session of that Parliament commences, and is in turn brought to an end by a further prorogation, etc.
F1.8 Recess
A recess is the period between the prorogation of Parliament and its reassembly. This occurs at the conclusion of a session. Parliament is said to go into recess. More formally, it is the period commencing with the prorogation of Parliament and ending with the opening of Parliament (or ending with the dissolution or expiration of Parliament if that occurs sooner, at which time there is an interregnum).
F1.9 Dissolution
Dissolution not only brings the sittings of the House to an end, but also brings Parliament and the terms of office of the members of the House to an end and precipitates a general election. In practice, Parliament is prorogued immediately before being dissolved. Dissolution occurs either by passage of time or by proclamation.
F1.10 Expiration
Expiration is the bringing to an end of the life of a Parliament by passage of time. It occurs automatically when the 3-year term ends if Parliament has not already been dissolved.
F1.11 Interregnum
An interregnum is the period between the dissolution or expiration of a Parliament and the meeting of its successor, during which no Parliament is in existence. However, the principle of the unbroken continuity of Parliament is, for practical purposes, secured by the fact that the same proclamation that dissolves Parliament provides for the election and meeting of a new Parliament.
November 2003
F1.12 Time line
NB: Recently, only one session has been held during the 3-year term of each Parliament.
Parliament of more than one session:
Election and PARLIAMENT (not greater than 3 years) Interregnum
Governor- House Governor- General adjourns General summons then summons Prorogation Parliament prorogation Parliament Dissolution
Session Reces Session Adjournmen Adjournmen Adjournmen Adjournmen
Sitting Sitting Sitting Sitting Sitting Sitting
Parliament of only one session:
Election and PARLIAMENT (not greater than 3 years) Interregnum
Governor-General Prorogation summons Parliament Dissolution
Session Adjournmen Adjournmen Adjournmen Adjournmen Adjournmen
Sitting Sitting Sitting Sitting Sitting Sitting
November 2003
REFERENCES TO THE PRESIDING OFFICER
F2.1
IN POINTS OF MINISTER TO SETTING UP TEXT** ORDER* BE PRESENT
Mr/Madam Mr/Madam the Speaker Mr/Madam/the Speaker SPEAKER: Speaker
Mr/Madam Mr/Madam the Deputy Mr/Madam/the Deputy DEPUTY Speaker Speaker Speaker SPEAKER:
The ASSISTANT Mr/Madam the Assistant Mr/Madam/the Assistant SPEAKER (…): Speaker Speaker Speaker
The Mr/Madam the Chairperson Mr Madam Chairperson/Chair/ CHAIRPERSON Chairperson Chairman/Chairwoman; the (…): Chairperson/Chair/Chairman/ Chairwoman
The TEMPORARY Mr/Madam the Temporary Mr/Madam Temporary SPEAKER (…): Speaker Speaker (…) Speaker; the temporary Speaker
The TEMPORARY Mr/Madam the Temporary Mr/Madam Temporary CHAIRPERSON Chairperson Chairperson (…) Chairperson/Chair/Chairman/ (…): Chairwoman; the temporary Chairperson/Chair/Chairman/ Chairwoman
* Title to be used in the set phrase “I raise a point of order, Mr/Madam…”. ** “Sir” or “Madam” on its own is not acceptable.
November 2003
SETTING UP MEMBERS
F3.1 General principles
The main speaker is initially set up in full upper case with the appropriate designation (portfolio, electorate, party, etc.; see the lists supplied by the Data Collection SPO) in brackets:
Hon ANNETTE KING (Minister of Health): I shall begin my speech by …
Thereafter the main speaker is set up in full upper case without the designation:
Hon ANNETTE KING: The member who interjects is famous for …
Members who interrupt the main speaker are set up in lower case without a designation:
Hon Peter Dunne: What about rural hospitals?
A member who resumes his or her speech after the dinner adjournment is set up in full upper case without a designation.
F3.2 Ministers
Ministers are set up with their first-ranked portfolios in matters of a general nature such as the Address in Reply debate, the Budget debate, and closure motions.
In general debate Ministers are set up with the portfolios that relate to the first of the subjects discussed by them in their speeches. (Rebuttal of a previous speaker’s speech is not considered to be the first subject). If that is not appropriate, set up the Ministers with their first-ranked portfolios.
If the subject of debate relates to a portfolio responsibility other than the Minister’s first- ranked portfolio, the Minister should be set up with that portfolio.
Ministers in charge of a local or private bill are set up with their electorates, or as list members. If they have a parochial interest in another member’s local or private bill, they are set up with their first-ranked portfolios.
See also F3.11 Hon; Rt Hon
F3.3 Associate Ministers
An Associate Minister is set up as such when the subject of debate relates to the portfolio in question, even if the item under debate does not relate to his or her specific responsibility:
Hon STEVE MAHAREY (Associate Minister of Education (Tertiary Education)): This bill deals with primary schools that …
If an Associate Minister is in charge of a bill (that is, his or her name appears above the title on the first page of the bill), he or she moves the stages of the bill in his or her own right, not on behalf of the primary Minister.
November 2003
When an Associate Minister answers a substantive question that has been addressed to the primary Minister, he or she answers on behalf of the primary Minister:
Hon PAREKURA HOROMIA (Associate Minister of Education), on behalf of the Minister of Education: The Minister of Education did not …
When the substantive question has been addressed to the Associate Minister, he or she is set up as such:
Hon PAREKURA HOROMIA (Associate Minister of Education): I attended that meeting because …
F3.4 Acting Ministers
Every week the Cabinet Office issues a list of Ministers who are taking on the portfolio responsibilities of absent Ministers. This list is distributed to each staff member. Acting Ministers are set up as such when the subject of debate relates to the portfolio in which they are acting as Minister, and when they answer a substantive question addressed to the Minister in that portfolio.
Hon JIM SUTTON (Acting Minister for Racing):
An Acting Minister who moves a stage of a bill that is in the name of the Minister for whom he or she is acting does so on behalf of that Minister.
When the Deputy Prime Minister is serving as the Acting Prime Minister, he or she should not be set up as Deputy Prime Minister.
F3.5 Ministers outside Cabinet
Ministers outside Cabinet are members of the Executive Council, and therefore are entitled to the honorific “Hon” before their names. If Minister of State is the first-ranked portfolio of a Minister outside Cabinet, it is used in matters of a general nature such as the Address in Reply debate, the Budget debate, and closure motions, and in the general debate if it is not appropriate to use any other portfolio.
F3.6 Parliamentary Under-Secretaries
A Parliamentary Under-Secretary is not a member of Cabinet, and therefore is not entitled to the honorific “Hon” before his or her name.
A Parliamentary Under-Secretary is set up as such only when answering a substantive question on behalf of a Minister:
MITA RIRINUI (Parliamentary Under-Secretary to the Minister of Conservation), on behalf of the Minister of Conservation: The Minister received …
November 2003
F3.7 Leader of the House and Deputy Leader of the House
The Leader of the House and the Deputy Leader of the House are set up with those designations in relation to business statements, closure motions, procedural matters, and other matters emanating from the Business Committee. When the Leader of the House and the Deputy Leader of the House move a motion relating to a bill, or answer a question on behalf of another Minister, their related portfolio is used. If they have no related portfolio responsibility, the designation “Leader of the House” or “Deputy Leader of the House” should be used.
When the Leader of the House and the Deputy Leader of the House are in charge of a local or private bill they are set up with their electorates or as list members. If they have a parochial interest in another member’s local or private bill, they are set up with their designation as party leader or deputy party leader.
F3.8 Leader of the Opposition
The leader of the party not in Government that has the most seats is the Leader of the Opposition, and is usually set up as such.
The Leader of the Opposition is set up with his or her electorate, or as a list member, when in charge of a local or private bill. If the Leader of the Opposition has a parochial interest in another member’s local or private bill, he or she is set up with the designation of Leader of the Opposition.
There is no Deputy Leader of the Opposition. The deputy leader of the party not in Government that has the most seats is set up as the deputy leader of that party.
F3.9 Leaders and deputy leaders of parties
Party leaders and deputy party leaders are set up with that title except when they are also the Prime Minister, the Deputy Prime Minister, a Minister, the Leader of the House, the Deputy Leader of the House, or the Leader of the Opposition. The leader and deputy leader of a party in Government or in coalition with the Government are presumed to have Cabinet positions, and are never set up with their electorates, or as list members, except when in charge of local or private bills.
Party leaders and deputy party leaders are set up with their electorates, or as list members, when in charge of a local or private bill. If they have a parochial interest in another member’s local or private bill, they are set up with their designation as party leader or deputy party leader.
F3.10 Whips/musterer
The whips and the musterer should be set up with those designations only in relation to business statements, closure motions, procedural matters, and other matters emanating from the Business Committee.
November 2003
F3.11 Hon; Rt Hon
Ministers, including Ministers outside Cabinet, are members of the Executive Council, and therefore are entitled to the honorific “Hon” before their names. Former Ministers may use it only if the Queen has given her approval. Only members of Parliament who have been appointed to the Privy Council (the Prime Minister, and senior and long-serving Ministers) are entitled to the honorific “Rt Hon” before their names. Members of the Privy Council are appointed for life.
F3.12 Question time (see also the QUE section of the Precedent Manual)
A member who asks a substantive question is set up in full upper case with a designation:
Hon MATT ROBSON (Progressive) to the Minister for Economic Development: What reports …
The member is set up in lower case without the designation when asking a supplementary question:
Hon Matt Robson: In view of the Minister’s comment …
The Minister or select committee chairperson who answers the substantive question is set up in full upper case with a designation:
Hon JIM ANDERTON (Minister for Economic Development): The banking sector … DAVID CUNLIFFE (Chairperson of the Commerce Committee): The …
The Minister or select committee chairperson is set up in full upper case without a designation when answering supplementary questions:
Hon JIM ANDERTON: As a matter of fact, I do know …
Members who ask supplementary questions are set up in lower case without a designation:
Hon Bill English: When will the Government announce its …
See also F3.3 Associate Ministers, F3.4 Acting Ministers, F3.7 Leader of the House and Deputy Leader of the House, and F3.13 On behalf of.
F3.13 On behalf of
A member moving a motion on behalf of another member is set up in full upper case with a designation:
Hon MARGARET WILSON (Attorney-General), on behalf of the Minister of Justice: Hon MARGARET WILSON (Attorney-General), on behalf of the member for Nelson: Hon MARGARET WILSON (Attorney-General), on behalf of Annabel Young (New Zealand National):
November 2003
A member asking a substantive question on behalf of another member is set up in full upper case with a designation, and the member on whose behalf the question is being asked is referred to by name (in full upper case) and designation:
RICK BARKER (New Zealand Labour—Tukituki), on behalf of GRAHAM KELLY (New Zealand Labour— Mana), to the Minister of Labour: What reports has she received on employer …
A Minister answering a substantive question on behalf of another Minister is set up in full upper case with his or her related portfolio; if the Minister does not have a related portfolio, his or her first-ranked portfolio is used:
Hon PHIL GOFF (Minister of Foreign Affairs and Trade), on behalf of the Minister of Labour:
See also F3.3 Associate Ministers, F3.4 Acting Ministers, F3.6 Parliamentary Under- Secretaries, and F3.7 Leader of the House and Deputy Leader of the House
November 2003
REFERENCES TO MEMBERS IN COPY
F4.1 General principles
Members may be referred to by name with or without honorifics, or by their designations. The following examples are all acceptable (see also F4.10 Honourable; right honourable):
Hon Phil Goff Phil Goff Mr Goff the Minister of Foreign Affairs and Trade the Minister of Justice the Minister of Pacific Island Affairs the member for Mt Roskill the Minister the member the Labour member
Use of the first name alone, the family name alone, or nickname is not acceptable. If those forms are used, replace them with a full form of the name. If the Speaker refers to the incorrect use of a member’s name, leave the original reference and include the Speaker’s comment.
Steve Chadwick [NOT Stevie Chadwick; Chadwick; Steve; Stevie]
F4.2 Ministers
Ministers may be referred to by name, with or without honorifics; by their portfolios; or by their electorates or as list members. A member may refer to a Minister by any of his or her portfolios even if the debate relates to a specific portfolio responsibility. If a Minister is referred to by a non-existent portfolio, use quotation marks:
“Minister of Funny Money”
Use the term, for example, “biosecurity Ministers”, not “Ministers for Biosecurity”, when referring to the incumbent Minister and Associate Minister, or to the current Minister and the Minister in a previous Government whose portfolio had a different name.
Use the term “former Minister” not “ex-Minister”.
When reference is made in Committee to the Minister in the chair—meaning the Minister sitting at the Table, to the right of the Chair of the Committee—specify at least once during each speech which Minister is being referred to.
November 2003
F4.3 Associate Ministers
When more than one Associate Minister hold the same portfolio, clarify—if possible—which one is being referred to. The Associate Minister’s name, electorate, or other portfolio responsibility may be used to define who is being referred to:
The Associate Minister of Education Parekura Horomia must be … The Associate Minister of Education the member for Ikaroa-R~whiti must be … The Associate Minister of Education the Minister of M~ori Affairs must be …
The portfolio of an Associate Minister that includes a description in brackets may appear in text without the description:
The Associate Minister for Social Development and Employment Ruth Dyson said that she …
F4.4 Acting Ministers
An “Acting Minister” has officially taken on the portfolio responsibility of an absent Minister; “acting Minister” is a descriptive term used by a member.
F4.5 Ministers outside Cabinet
Ministers outside Cabinet are members of the Executive Council, and therefore are entitled to the honorific “Hon” before their names.
F4.6 Parliamentary Under-Secretaries
A Parliamentary Under-Secretary is not a member of the Executive Council, and therefore is not entitled to the honorific “Hon” before his or her name. A Parliamentary Under-Secretary may be referred to as follows:
Parliamentary Under-Secretary to the Minister for Racing Parliamentary Under-Secretary [NOT Under-Secretary]
F4.7 Leader of the Opposition
The Leader of the Opposition may also be referred to as the leader of his or her party.
There is no Deputy Leader of the Opposition. The deputy leader of the party not in Government that has the most seats is simply the deputy leader of that party.
F4.8 Leaders and deputy leaders of parties
If two people hold the same office, clarify—if possible—which one is being referred to.
November 2003
F4.9 Whips/musterer
The following are examples of acceptable references to the current senior National whip:
National senior whip chief National Party whip Opposition whip senior Opposition whip senior whip whip
F4.10 Honourable; right honourable
Any member may be referred to as follows:
the honourable member the honourable lady/gentleman the honourable member for Ilam
Ministers, including Ministers outside Cabinet, are members of the Executive Council, and therefore are entitled to the honorific “Hon” before their names. Former Ministers may use it only if the Queen has given her approval. Both current and former Ministers may be referred to by name without the honorific “Hon”. In text include “the” before “Hon”:
I say to the Hon Steve Maharey that … He thinks Steve Maharey is …
Members of Parliament who have been appointed to the Privy Council (the Prime Minister, and senior and long-serving Ministers) are entitled to the honorific “Rt Hon” before their names, and may be referred to as “the right honourable member” etc. They may be referred to by name without the honorific “Rt Hon”. In text include “the” before “Rt Hon”. Members of the Privy Council are appointed for life.
I remember when the Rt Hon David Lange told me … What did Helen Clark, the Prime Minister, say then? I know that the right honourable member has been …
F4.11 Opposition members
Note the two meanings of the word “Opposition”: the non-Government party with the most MPs; all non-Government MPs.
The following phrases are all acceptable:
Opposition members members of the Opposition members opposite members on this side of the House National Opposition members Alliance members opposite the ACT Opposition Independent member
November 2003
F4.12 Government/Opposition
Members opposite when in Government [NOT Opposition members when in Government]
Members opposite when in Opposition [NOT Government members when in Opposition]
National members when in Government [NOT National Opposition members when in Government]
F4.13 Spokespersons
The following phrases are all acceptable: the Opposition spokesman/woman/person on finance (that is, the National Opposition ) the ACT Opposition spokeswoman the National spokeswoman the New Zealand First spokesperson
F4.14 Shadow Ministers/Cabinet
The term “shadow” can be used to refer to Opposition spokespersons and so on: shadow Minister of Finance (that is, the National Opposition spokesperson on finance) National shadow Minister of Finance National Party shadow Minister of Finance shadow Cabinet (that is, National Opposition spokespersons) National Party shadow Cabinet ACT shadow Cabinet shadow Leader of the House
November 2003
PARTY/GOVERNMENT
F5.1
There is a distinction between, for example, the Labour Party and the Labour Government, and the National Party and the National Government. The party is not the Government; the party is made up of all the members throughout the country. The party cannot pass laws or spend public money.
November 2003
SPEAKING THROUGH THE CHAIR
F6.1 General principle
The Standing Orders require members to speak through the Chair.
F6.2 Use of the words “you” and “your”
The words “you” and “your” (the second person) should be avoided unless the remark is directed to the Chair. If a member uses those words to refer to another member, they should be replaced by the member’s designation or name.
The Minister will not win votes with that kind of policy. [NOT You will not win votes with that kind of policy.]
I will not vote for the member’ s amendment. [NOT I will not vote for your amendment.]
It is acceptable for the Chair to address members directly in the second person:
Mr DEPUTY SPEAKER: If you are not careful, you will be going for an early shower.
If the words “you” and “your” are used in reference to another member, and offence is taken by the Chair or a point of order is raised about them, the words “you” and “your” should appear in the text.
If using a member’s name or designation would result in text that is clumsy or unintelligible, AND it is clear who is being referred to, use of “you” and “your” is acceptable.
Use of the words “you” and “your” is acceptable in interjections.
Use of the words “you” and “your” is acceptable in quotations. The following uses of the words “you” and “your” are acceptable:
Thank you. You bet! Not on your Nelly! God bless you.
F6.3 Addressing members directly by name or designation
Members should not address each other directly by name or designation:
I say to Mr Creech that it is time for him to stand up and be counted. [NOT Mr Creech, it is time to stand up and be counted.]
The Minister should shut up. [NOT Shut up, Minister.]
It is acceptable for the Chair to address members directly by name or designation.
Mr SPEAKER: Be quiet, Mr Mallard.
November 2003
Brief exclamatory phrases that obviously are addressed to someone other than the Chair are acceptable:
The member wants to spend $2 million on a letterhead. Get a life! [DO NOT CHANGE TO: The member wants to spend $2 million on a letterhead. He should get a life.]
Interjections that are addressed to the member who has the call, rather than to the Chair, are acceptable:
… and I am sure members opposite will take on board what I am saying. Joe Bloggs: Idiot!
November 2003
USE OF THE WORD “ORDER!”
F7.1
The word “Order!” should not appear in text if the Chair does not get to his or her feet or if the Chair goes on to say something else, in which case only the words uttered after the word “Order!” should appear in the text. The word “Order!” should not interrupt a member’s speech unless there is a consequence:
Hon MAURICE McTIGUE: I confirm for the honourable member, who has ambitions of being a Minister of Finance in the long-distant future— Mr SPEAKER: Order! Hon MAURICE McTIGUE: —that it is most disappointing for the Government— Mr SPEAKER: Order! Hon MAURICE McTIGUE: —to hear the Opposition talking the economy down. Mr SPEAKER: I tell the honourable Minister that I called for order twice while he was on his feet. He has not respected the Chair.
When the Chair gets to his or her feet and calls “Order!”, (even though the word “Order!” may not be recorded) he or she has formally taken the call away from the member who was speaking, and any words spoken by that member after that point should not be recorded in the text. The member’s unfinished sentence should be interrupted by a dash (no other punctuation should be used) and the Chair’s intervention should follow. The benefit of the doubt as to the precise point at which the Chair intervened, and therefore cut off the member’s speech, should be given to the member.
Speaker’s ruling 15/3 states:
“If I call ‘Order!’ from the Chair it is directed to the House at large, but not to the individual member who is speaking, and if I want to direct the attention of the member who is speaking to the fact that I am critical of what he is doing, I shall rise.”
November 2003
INTERJECTIONS
F8.1
All that should appear in Hansard are contributions from people who have permission from the Chair to contribute formally. Members get permission by being called directly or by making a relevant interjection that is responded to. Private conversations between two members, neither of whom has the call, and other remarks that may be heard but are not responded to are not to be included. If you are required to include the Chair saying that there have been too many interjections, do not go back to find them; his or her words are enough.
If the member who has the call responds to an interjection, but the interjection is not picked up by the Hansard staff member in the Chamber, and cannot be heard on the tape, insert [Interruption] at the point where the interjection occurred. Do not manufacture text. If the response to an interjection is more akin to a private remark, leave out both the interjection and the response. If a series of interjections made by a member or members are not responded to individually by the member who has the call, but are later responded to as a group, there is no need to go back and insert all the interjections. Instead, take the last one or the one that best fits the subsequent comment.
If an interjection is repeated then responded to, do not include the repetition; include only the response. If the only acknowledgment of an interjection is to repeat it, the repetition must be included. If an interjection corrects an error made by the member speaking, and the correction is accepted, correct the error and do not include the exchange. If a member other than the main speaker raises a point of order about an interjection that has not been responded to by the main speaker, do not include the interjection. When the main speaker interjects during a point of order or on the Chair, he or she is still set up as the main speaker—that is, in upper case. Beware of incorrect attribution of interjections. If the member who made an interjection cannot be easily identified, any information about the source of the interjection must be confirmed with the member alleged to have made the interjection.
If the Chair—not the member who has the call—responds to an interjection, do not include the interjection. However, it may be necessary to insert [Interruption] in order to make clear what the Chair is responding to.
Use of the second person is acceptable in interjections:
... Who said that? Hon Member: You did!
November 2003
Interjections that are addressed to the member who has the call, rather than to the Chair, are not turned into indirect speech:
,,, and I am sure members opposite will take on board what I am saying. Joe Bloggs: Idiot!
Contractions such as “I’ll” and “he’d” are acceptable when they have been used in interjections. However, the following contractions should not be used:
would’ve what’l could’ve it’ll should’ve that’ve they’ve
An interjection that consists of only a number more than nine or a money amount is expressed in digits:
John Carter: 20,000 Joe Hawke: $20,000
November 2003
USE OF “[INTERRUPTION]”
F9.1
INSERT “[INTERRUPTION]” WHEN: An interjection that is responded to by the member who has the call is not picked up by the staff member in the Chamber, and cannot be heard on the tape. Do not manufacture text.
An event such as balloons coming down from the gallery occurs, and is mentioned in the text at a later stage. If the event is mentioned immediately it occurs, there is no need to insert “[Interruption]”.
DO NOT INSERT “[INTERRUPTION]”: Simply because there is a lot of background noise.
If a member pauses then continues his or her speech.
To indicate noise, if the Chair is recorded as saying there is too much noise (see A4.1 “HOUSEKEEPING”); the Chair’s words are sufficient.
November 2003
APPLAUSE
F10.1
Do not indicate [Applause] simply because members applaud; there would need to be a standing ovation before its inclusion was considered. Use very sparingly.
November 2003
TERMINATION OF CALL
F11.1
When the bell rings or the Chair terminates a speech, the member who had the call no longer has the right to speak. Any words spoken by that member after that point should not be recorded in the text, but use discretion if the member is concluding his or her speech.
If members’ speeches are terminated mid-sentence, it is preferable either to turn the interrupted sentence into a complete sentence, or to omit it if it contains no information:
,,, I absolutely refute that comment made by the previous speaker. The House adjourned at 10 p.m. [NOT … I absolutely refute that comment made by the previous speaker, and I hope he— Mr SPEAKER: I am sorry to interrupt the member, but the time has come for me to leave the chair. The House adjourned at 10 p.m.]
If neither of those two options is possible, end the sentence with a dash, followed by the cause of the interruption:
,,, The community wage scheme was as much about building a work ethic— The CHAIRPERSON (Jill Pettis): I am sorry to interrupt, but the member’s time has expired.
In Committee a member’s speech may be brought to an end by the ringing of the bell without the Chair explaining that the member’s time has expired. If it is not possible to turn the interrupted sentence into a complete sentence or to omit it, simply insert a dash to show that the member was interrupted.
,,, administered. But an application under the Family Protection Act must be made within 1 year of the deceased— DAVID BENSON-POPE (NZ Labour—Dunedin South): I move, That the question be now put.
November 2003
PARLIAMENTARY PUBLICATIONS
F12.1 Journals
The Journals of the House of Representatives (which may also be referred to in text as the Journals of the House or the Journals) are the official record of business transacted by the House. The Journals are produced by staff in the Table Office from notes made by the Clerk. Documents containing the Journals for each sitting week are filed in the Data Collection room and the Subeditors’ room. At the end of each session the Journals are assembled into bound volumes; the Clerk Assistant (Reporting Services) has copies of recent volumes. The Appendix to the Journals of the House of Representatives contains select committee reports and other reports published by order of the House. Subediting staff: use the Journals (if available) to check non-standard motions, the wording of addresses, whether documents were tabled, happenings in Committee, etc.
Laser readers: check that voting lists, motions, and addresses correspond with the Journals.
Enter in [NOT “on”] the Journals.
F12.2 Parliamentary Bulletin
The Parliamentary Bulletin is a weekly summary of business transacted by the House, together with tables showing the stage at which bills before the House and select committees have reached. It also provides information on the membership of select committees, and the areas that they cover. The Parliamentary Bulletin is produced by staff in the Table Office. The latest copy of the Parliamentary Bulletin is filed with copies of bills in the Data Collection room and the Subeditors’ room. Staff should familiarise themselves with its contents. The Parliamentary Bulletin may be used to check the correct name of a bill.
F12.3 Order Paper see the Precedent Manual section OPB
F12.4 Standing Orders and Speakers’ rulings
References to Standing Orders and Speakers’ rulings must be correct. Refer to the Speaker and Standing Orders entries in the WSB for the correct way to refer to them.
November 2003
G LEGISLATION
BILLS AND ACTS
G1.1 General
A bill is a proposed law presented to Parliament for discussion. An Act is the name for a bill that Parliament has passed into law.
G1.2 How a bill becomes law
Bills go through the following stages before being passed into law:
Introduction (no debate) First reading (initial debate) Sent to select committee for study and public submission (excluding Appropriation bills, Imprest Supply bills, bills accorded urgency, and bills taken by leave) Report on the bill presented to the Clerk of the House Second reading (main debate) Committee of the whole House (clause by clause consideration) Third reading (concluding debate) Royal assent given: the bill becomes an Act
A bill by law must go through three stages. The House may by leave agree to omit the debate on any stage of a bill.
If a bill does not pass a particular stage, it does not proceed.
Refer to the Parliamentary Bulletin (filed with copies of bills in the Data Collection room and the Subeditors’ room) for information on the progress through the House of a particular bill.
See the Precedent Manual for detailed information on precedents in relation to the stages of bills, BUT see the Committee Manual for detailed information on the Committee stage.
G1.3 Government bills
Government bills deal with matters of public policy, and are introduced by a Minister.
The Minister in charge of the bill should move all stages of it. Any other Minister or Associate Minister, including an Acting Minister, who moves a stage of the bill does so on behalf of the Minister in charge of it. See F3.13.
Sometimes an Associate Minister is in charge of a bill. In that instance he or she moves the stages of the bill in his or her own right, not on behalf of the primary Minister.
November 2003
G1.4 Members’ bills
Members’ bills deal with matters of public policy, and are introduced by members who are not Ministers.
There is a limit on the number of members’ bills awaiting first reading that may be before the House at any one time. The Clerk may conduct a ballot to determine which bills are to be introduced. A member must give notice of intention to introduce a member’s bill by delivering a signed copy to the Clerk between 9 a.m. and 10 a.m. on a sitting day. The bill is considered introduced once its introduction has been announced to the House. Thereafter it follows the same procedure as Government bills.
Members’ bills, along with local bills and private bills, are dealt with every second Wednesday, and are introduced as advised on the Order Paper.
A member who moves a stage of the bill on behalf of the member in charge of it is set up in full upper case with his or her designation; the member who is in charge of the bill is referred to by his or her electorate, or name and list capacity—whichever applies:
Hon MARGARET WILSON (Attorney-General), on behalf of the member for Nelson: I move, That ... Hon MARGARET WILSON (Attorney-General), on behalf of Mike Ward (Green): I move, That …
G1.5 Local bills
A local bill is promoted by a local authority, and affects a particular locality only. Local bills are usually introduced by the member for the electorate concerned, who may not agree with the bill’s contents.
When Ministers, the Leader of the House, the Deputy Leader of the House, the Leader of the Opposition, other party leaders, or deputy party leaders are in charge of local bills, they are set up with their electorates, or their parties if they are list members.
A member who moves a stage of the bill on behalf of the member who is in charge of it is set up in full upper case with his or her designation; the member in charge of the bill is referred to by his or her electorate, or name and list capacity—whichever applies:
Hon MARGARET WILSON (Attorney-General), on behalf of the member for Nelson: I move, That ... Hon MARGARET WILSON (Attorney-General), on behalf of Mike Ward (Green): I move, That …
The promoter of a local bill is the local authority that instigated it, not the member in charge of it.
Before a local bill is introduced it must be endorsed as complying with Appendix B of the Standing Orders.
A local bill is introduced when notice of intention to introduce it is given by any member by giving a signed copy to the Clerk on any working day or after 1 p.m. on a sitting day. Thereafter it follows the same procedure as Government bills.
Local bills, along with members’ bills and private bills, are dealt with every second Wednesday, and are introduced as advised on the Order Paper.
November 2003
G1.6 Private Bills
Private bills are promoted by a person or body of persons for the particular interest or benefit of that person or body of persons. They are usually introduced by the member in whose electorate the person or organisation is domiciled. The member introducing the bill may not agree with its contents.
A private bill is introduced by presenting a petition for the bill to the House. Before the petition can be presented, the bill must be endorsed as complying with Appendix B of the Standing Orders.
Standing Order 257, “Private bills”, states: “Every private bill must contain a preamble, setting out the facts on which the bill is founded and the circumstances giving rise to the necessity for it. If the objects of the bill could be attained otherwise than by legislation, the preamble must state why legislation is preferred.”
When Ministers, the Leader of the House, the Deputy Leader of the House, the Leader of the Opposition, other party leaders, or deputy party leaders are in charge of private bills, they are set up with their electorates, or parties if they are list members.
A member who moves a stage of the bill on behalf of the member in charge of it is set up in full upper case with his or her designation; the member in charge of the bill is referred to by his or her electorate, or name and list capacity—whichever applies:
Hon MARGARET WILSON (Attorney-General), on behalf of the member for Nelson: I move, That ... Hon MARGARET WILSON (Attorney-General), on behalf of Mike Ward (Green): I move, That …
The promoter of a private bill is the person or body of persons who instigated it, not the member in charge of it.
Private bills, along with members’ bills and local bills, are dealt with every second Wednesday, and are introduced as advised on the Order Paper.
G1.7 Copies of bills
Copies of bills, along with the Weekly Index to Bills and Supplementary Order Papers, are filed in the Data Collection room and in the Subeditors’ room. Every bill has a bill number at the bottom of the first page, in the centre—for example, “114-1”, where “114” indicates that it was the 114th bill to be introduced in that Parliament, and “1” (or “2”, “3”, “4”) indicates which reprint it is. Note that bills carried over to the next Parliament are numbered differently.
The introduction copy (“114-1”) of a bill, the bar 1 copy, has an explanatory note (see G3.1) at the front of it.
November 2003
A bar 2 bill (“114-2”) is usually a reprint produced after a select committee has considered it. The select committee may provide a commentary (see G3.2) at the front of it. A bar 2 copy may not be produced if the committee’s recommendation is that the bill not proceed, if it has not amended the bill, if it has been unable to reach a decision, etc. In those cases the committee will produce a separate report, copies of which are available in the Data Collection room and in the Subeditors’ room.
A bar 3 bill (“114-3”) is usually a reprint produced after the Committee of the whole House has considered the bill. It includes changes agreed to by the Committee.
A bar 4 bill (“114-4A”, “114-4B”, etc.) is usually a bill that has been split from another bill. The letters “A”, “B”, etc. are used where more than one bill has been split off.
G1.8 Copies of Acts
Acts from 1972 are in blue bound volumes in the tea room. Recently enacted legislation that will be included in the next bound volume to be issued is filed outside the room of the Clerk Assistant (Reporting Services).
Acts prior to 1972 that are still current, and post-1972 Acts that are in heavy use, are in brown bound volumes (the reprinted statutes) in the tea room.
Acts prior to 1972 that have been repealed can be found in the Table Office.
G1.9 Amendment bills/Acts
An amendment bill proposes changes to an existing Act, known as the principal Act.
An amendment bill may propose inserting or substituting a new part, section, subsection, paragraph, or subparagraph. Such provisions will have quotation marks at the beginning of them; at the beginning of any subsection, paragraph, or subparagraph within them; and at the end of them (unless they are followed by another). In the following example, clause 28 repeals section 99 of the principal Act, and substitutes a new section 99:
28 New section 99 substituted The principal Act is amended by repealing section 99, and substituting the following section: “99 Rights conferred on rightholder by spectrum licence “(1) Every rightholder who has a spectrum licence to transmit radio waves and to receive no harmful interference from co-channel emissions in a protection area has the right to transmit radio waves and to receive no harmful interference from co-channel emissions in that protection area in …”
A new section to be inserted in the principal Act—not a substitution for an existing section— is differentiated by the inclusion of a letter after the numeral:
26 New section 72A inserted The principal Act is amended by inserting, after section 72, the following section: “72A Matters relevant to radio engineer’s certificate Before issuing a certificate under section 25 or section 57D, a radio engineer must have regard to – “(a) the International Radio Regulations; and “(b) the ITU-R reports and recommendations; … “(f) any relevant reference standards issued by the Secretary.”
November 2003
When an amendment bill is enacted, the provisions in it become part of the principal Act, and may be referred to either as part of the amending Act or as part of the principal Act. In relation to the following example, a member may refer to section 68 of the Resource Management Amendment Act 1987 OR section 420(3) of the Resource Management Act: Section 68 of the Resource Management Amendment Act 1997 states:
68. Repealing provision relating to outline plans—(1) Section 420(3) of the principal Act is amended by inserting, after the words “section 184”, the words “and section 184A”.
Section 420(3) of the Resource Management Act 1991 now reads:
(3) For the purposes of section 184 [and section 184A], every designation referred to in subsection (2)(a) shall be deemed to have been …
NB: The square brackets, which indicate text inserted by amending legislation, are omitted from quotations. The principal Act is annotated to indicate changes effected by amending legislation.
Within a Parliament there may be more than one amendment bill pertaining to a particular Act. The first such bill is entitled, for example, the Education Amendment Bill; subsequent amendment bills are differentiated by a number—the Education Amendment Bill (No 2), and so on.
See the Committee Manual for detailed information on how to refer to provisions in amendment bills during the Committee stage.
G1.10 Omnibus bills (see s.o. 259-262)
A bill typically relates to one subject area only. However, certain bills of an omnibus nature are permitted: Finance bills or confirmation bills that validate or authorise action that otherwise would be illegal, or validate and confirm regulations.
Local Legislation bills that contain provisions that otherwise would be introduced as local bills.
Maori Purposes bills that amend one or more Acts relating to Māori affairs, or deal with authorisations, transfers, and validations in respect of Māori land and property.
Reserves and Other Lands Disposal bills that deal with authorisations, transfers, and validations relating to Crown land, reserves, and other land held for public or private purposes; or amend a Reserves and Other Lands Disposal Act.
Statutes Amendment bills that amend various Acts, and contain non-controversial amendments; the parties agree to their contents before they are introduced into the House.
Law reform or other omnibus bills that amend more than one Act; deal with an interrelated topic that can be regarded as implementing a single broad policy, or make amendments of a similar nature to various Acts, or the Business Committee has agreed to their introduction as a law reform or other omnibus bill.
November 2003
REGULATIONS
G2.1
An Act may give the Government or another body power to make further, more detailed laws called regulations. The Regulations Review Committee scrutinises regulations to make sure that Parliament does not confer important lawmaking powers on the Government with undesirable or unexpected results.
For the correct title of a regulation refer to the current edition of Tables of New Zealand Acts and Ordinances and Statutory Regulations in Force. Regulations with Māori words in their titles must be checked against the regulation, as the tables do not show macrons. Red bound volumes of regulations are shelved outside the room of the Clerk Assistant (Reporting Services). A regulation may be divided as follows:
clause 1 subclause (1) paragraph (a) subparagraph (i)
November 2003
PARTS OF LEGISLATION
G3.1 Explanatory note
Standing Order 256 states: “Every bill as introduced must have an explanatory note that states the policy that the bill seeks to achieve, and may also explain the provisions of the bill.” The explanatory note is at the front of the bill. It is not part of the bill itself.
Refer to the explanatory note of [NOT in] the bill.
G3.2 Commentary
A commentary may be included at the front of a reprint (usually the bar 2 copy) produced after select committee consideration of the bill. It is not part of the bill itself.
Refer to the commentary on [NOT in, of] the bill
G3.3 Member in charge of bill
The name of the member in charge of a bill appears above the title on the first page of the bill (after any explanatory note or commentary).
The member in charge of a bill should move all stages of the bill. Any other member who moves a stage of it—including, in the case of a Government bill, an Associate Minister or Acting Minister—does so on behalf of the member in charge of it (see F3.13).
Sometimes an Associate Minister is in charge of a bill. In that instance he or she moves the stages of the bill in his or her own right, not on behalf of the primary Minister.
The member in charge of a local bill or private bill is not the promoter of it; the local authority (re a local bill) or person or body of persons (re a private bill) who instigated it is.
When Ministers, the Leader of the House, the Deputy Leader of the House, the Leader of the Opposition, party leaders, or deputy party leaders are in charge of a local bill or private bill, they are set up with their electorates, or their parties if they are list members.
November 2003
G3.4 Title
In the case of bills, the title appears on the front page, below the name of the member in charge of the bill. In the case of Acts, it appears at the top of the front page of an individual Act, and as a running header in volumes of statutes.
For the correct title of a bill refer to an actual copy of the bill or to the Parliamentary Bulletin. Do not check it against the Order Paper or the Weekly Index to Bills and Supplementary Order Papers. Do not use a shortened version of a title (BUT see the third bullet point).
For the correct title of an Act refer to the volumes of statutes or to the current edition of Tables of New Zealand Acts and Ordinances and Statutory Regulations in Force. Acts with Māori words in their titles must be checked against the statute itself, as the tables do not show macrons. If the full title of a bill or Act includes two alternative names (divided by a slash), use the full title in headings and formal references. In text, the full title or either alternative name is acceptable; be guided by what the member says.
Do not use macrons in the title of a bill or Act unless the bill or Act itself uses macrons. Dates follow the form used in the title of a bill or Act.
When more than one bill with the same name is introduced in the same session, the name of the second bill and any subsequent bill is followed by a number. Do not put a full stop after “No”, irrespective of what appears on the actual bill. If a member says, for example, “the No 2 Finance Bill”, change it to “the Finance Bill (No 2)”.
Reserves and Other Lands Disposal Bill (No 3) Finance Bill (No 2) [NOT No 2 Finance Bill]
The established title of a proposed bill may have initial capitals. Contact the Parliamentary Counsel Office for information on bills yet to be introduced.
The year of an Act is omitted unless there might be confusion if it is not included. In the following cases, two or more current Acts have the same name; include the year to make clear which Act is being referred to:
Education Act 1964, Education Act 1989 Fisheries Act 1983, Fisheries Act 1996 Income Tax Act 1976, Income Tax Act 1994 Public Finance Act 1977, Public Finance Act 1989 numerous Local Legislation Acts numerous Maori Purposes Acts numerous Reserves and Other Lands Disposal Acts numerous local Acts have the same names
Within a Parliament there may be more than one amendment bill pertaining to a particular Act. The first such bill may be entitled, for example, the Education Amendment Bill; subsequent amendment bills are differentiated by a number—the Education Amendment Bill (No 2), and so on.
November 2003
G3.5 Preamble
A preamble appears before the enacting words in private bills, Appropriation bills, and, occasionally, other bills (for example, Treaty of Waitangi settlement bills, which have been negotiated and agreed to well in advance of their being introduced). It sets out the facts on which the bill is founded, and the circumstances giving rise to the necessity for it.
Under Standing Order 257, if the objects of a private bill could be attained otherwise than by legislation, the preamble must state why legislation is preferred.
G3.6 Enacting words
The enacting words follow the contents, or the preamble if there is one. As prescribed by Standing Order 253, they consist of: “The Parliament of New Zealand enacts as follows:”, or, if they are preceded by a preamble: “The Parliament of New Zealand therefore enacts as follows:”.
G3.7 Clause
A bill is divided into clauses. A clause may be subdivided into subclauses, and subclauses may be divided into paragraphs and subparagraphs. When a bill is enacted, the clauses become sections, and the subclauses become subsections. The terminology for paragraphs and subparagraphs stays the same.
In text the heading of a clause is referred to as follows:
clause 22, “New Schedules inserted”, clause 22 states: “New Schedules inserted – The principal Act is amended …”
References to a clause and its subdivisions, if any, are written as follows:
clause 1 or 1A (an insertion) subclause (1) paragraph (a) subparagraph (i) (small Roman numeral)
See G4.3 for examples of acceptable citation.
Occasionally a clause is divided directly into paragraphs, without a subclause:
clause 1(a)(iv)
A bill is drafted exactly as it would read if it became an Act. Therefore, a reference in a clause to another clause in the same bill refers to that other clause as a section. For example, clause 65(4) of the Public Trust Bill states:
(4) Subsection (1) is subject to section 66, in a case where a group investment fund’s investments consist principally of investments in real property.
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G3.8 Section
An Act is divided into sections, which are equivalent to the clauses in the bill. A section may be subdivided into subsections, and subsections may be divided into paragraphs and subparagraphs.
In text the heading of a section is referred to as follows:
section 28C, “Effect of furniture order”, section 28C states: “Effect of furniture order – (I) The person in whose …”
References to a section and its divisions, if any, are written as follows:
section 1 or 1A ( an insertion) subsection (1) paragraph (a) subparagraph (i) (small Roman numeral)
See G4.3 for examples of acceptable citation.
Occasionally a section is divided directly into paragraphs, without a subsection:
section 1(a)(iv)
See G1.9 for information on the insertion or substitution by amendment bills of new sections or parts of sections. Refer to a section in a clause [NOT “of”; the clause is not divided into sections], but to a subsection of a section [NOT “in”; the section is divided into subsections].
G3.9 Part
Clauses and sections may be grouped into parts.
Prior to 2000 parts were numbered using Roman numerals; check the legislation for the correct number style:
Part 1 (from 2000) Part I (pre-2000)
A new part—whether an insertion or a substitution—added to the principal Act by an amending bill is differentiated by quotation marks:
5 New Part 5 inserted The principal Act is amended by inserting, after Part 1V, the following Part: “Part 5 “Income-related rents “42 Interpretation “(1) In this Part and Schedules 2 and 3, unless the context otherwise requires, - “additional resident, in relation to any HNZ housing, means a person …
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In text the heading of a part is referred to as follows:
Part 1, “Outline of this Act”, Part 1states: “Outline of this Act—(IA) Purpose of this …”
G3.10 Title clause/section
Standing Order 254, “Title”, states:
(1) The first clause of each bill is confined to stating the title by which the Act is to be known. (2) If the Act is to be part of another Act, the clause may also state that fact, and how that other act is to be referred to.
Here are two examples of a title clause/section:
1 Title This Act is the Hauraki Gulf Marine Park Act 2000.
1 Title (1) This Act is the Civil Aviation Amendment Act 2000. (2) In this Act, the Civil Aviation Act 19901 is called “the principal Act”. 1 1990 No 98
G3.11 Commencement clause/section
Standing Order 255, “Date of commencement”, states:
(1) A bill must include a distinct clause stating when the bill comes into force. (2) If different provisions of a bill are to come into force on different dates, the distinct clause may refer to separate clauses or subclauses that state when each of those provisions comes into force.
Here are two examples of a commencement clause/section, which usually follows the title clause/section:
2 Commencement This Act comes into force on the day after the date on which it receives the Royal assent.
2 Commencement (1) Except as provided in subsection (2), this Act comes into force on 1 July 2003. (2) Subparts 1 to 3 of Part 5, sections 129, 244, and 246, Part 13, and Schedules 8, 9, 20, and 21 come into force on the day after the date on which this Act receives the Royal assent.
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G3.12 Purpose clause/section
A bill/Act may have a purpose clause/section:
3 Purpose The purpose of this Act is to— (a) integrate the management of the natural , historic, and physical resources of the Hauraki Gulf, its islands, and catchments: (b) establish the Hauraki Gulf Marine Park (c) establish objectives for the management of the Hauraki Gulf, its islands, and catchments: (d) recognise the historic, traditional, cultural, and spiritual relationship of … .
G3.13 Interpretation clause/section
A bill/Act may have an interpretation clause/section, which includes defined terms:
4 Interpretation In this Act, unless the context otherwise requires, - administering body has the same meaning as in section 2 of the Reserves Act 1977 catchment means any area of land where the surface water drains into the Hauraki Gulf coastal area means those areas of land (other than islands) that …
G3.14 Schedule
A schedule of a bill or Act is an appendix that sets out provisions relating to repeals or amendments of previous Acts, or other provisions of too detailed a nature to include in the main body of the bill or Act.
If there is only one schedule, it is not numbered, but is simply headed “Schedule”. If it is referred to in text, do not use an initial capital.
In text the heading of a numbered schedule is referred to as follows:
schedule 2, “Amendments to other enactments”, schedule 2 states: “Amendments to other enactments—Antarctica (Environmental Protection) Act 1994 (1994 No 119) Repeal subsection (6) of section 45, and substitute the following subsection : (6) Sections 32(3), 32(4), 33(1) …
Schedules may be divided as follows:
Part 1 or 1A (an insertion) clause 1 or 1A (an insertion) subclause (1) paragraph (a) subparagraph (i) (small Roman numeral)
Note that clauses and subclauses of a schedule of a bill remain clauses and subclauses when the bill is enacted. The following is from schedule 2 of the Immigration Amendment Act 1999:
(2) Subject to subclause (1) of this clause and to section 143(7), the Evidence Act 1908 applies to the Authority in the same manner as if the Authority were a court within the meaning of that Act.
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Prior to 2000 schedules were numbered using ordinal numbers (first, second, etc.); check the legislation for the correct number style:
first schedule (pre-2000) schedule 1 (2000+)
Schedules inserted by amending legislation include a letter after the numeral:
schedule 3A
Refer to a schedule of a bill or Act [NOT “in” or “to”].
Occasionally schedules are divided into rules, not clauses.
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G3.15 First page of a bill
Hon Dr Michael Cullen Name of Minister in charge of the bill Accident Insurance Things (Pretend Provisions) Bill Title (without ______date)
Government Bill Type of bill
Contents
1 Title Part 3 List of headings 2 Commencement Accredited employers Part 1 326A Interpretation Removal of competition for workplace 326B Objectives of this Part insurance 326C Framework to be established 3 No new accident insurance contracts 326D Accreditation agreements after 1 April 2000 and cancellation of contracts at close of 30 June 2000 326E Accreditation requirements 4 Corporation to provide cover 326F Monitoring and audit Part 2 9 Saving for risk sharing Amendments to principal Act 10 Repeals 5 New heading and sections inserted 11 Other amendments to principal Act 6 New Part 10A inserted Schedule 7 New Part 10B inserted Other amendments to Accident Insurance 8 New Part 11A inserted Act 1998
______Enacting words The Parliament of New Zealand enacts as follows:
1 Title Title (1) This Act is the Accident Insurance Things (Pretend Provisions) Act 2001. (2) In this Act, the Accident Insurance Things Act 1998 is called “the principal Act”. 5 2 Commencement Clause heading Section 14C and Part 2 of the Schedule come into force on 1 Cross reference Clause July 2001. printed in bold and narrow typeface Part 1 Part heading Removal of competition for workplace insurance 10 3 No new accident insurance contracts after 1 April 2001 and cancellation of contracts at close of 30 June 2001
(1) All accident insurance contracts in force at the close of 30 Subclauses June 2001 are cancelled at the close of that date. (2) Despite subsection (1)— 15 (a) all provisions of the contract relevant to those obligations Paragraphs continue to have effect after that cancellation; and (b) so on and so forth. 4 Corporation to provide cover (1) On and from 1 April 2001, the Corporation provides cover and statutory entitlements under the principal Act. 20
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Bill number 4—1 Page number 1
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REFERENCES TO LEGISLATION
G4.1 General
Parts of a bill:
Part 2 clause 2 subclause (2) paragraph (b) subparagraph (ii)
NB: A clause may be split into paragraphs without an intervening subclause.
Parts of an Act:
Part 3 section 3 subsection (3) paragraph (c) subparagraph (iii)
NB: A section may be split into paragraphs without an intervening subsection.
See G1.9 Amendment bills/Acts for information on legislative references in amending legislation. The words “of the bill/Act” can be omitted in legislative references if no ambiguity is present:
Part I contains … [NOT Part I of the bill contains …]
When quoting legislation, omit horizontal square brackets; underlining; bolding; italicisation; and quotation marks before proposed insertions or substitutions in amending legislation. See the Committee Manual for the setting out of amendments on which the question has been put.
G4.2 Stages of a bill
First reading debate—refer to bar 1 version of bill, with explanatory note.
Second reading debate—refer to bar 2 version of bill, with commentary.
Upper case letters A, B, C, etc. are used for parts, clauses, or sections that have been inserted.
Text within bold horizontal square brackets and headed “Struck out” is a deletion made by the select committee:
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Struck out (unanimous) totalisator race betting (a) means a form of betting in which bets are made by means of a totalisator on horses or greyhounds competing in 1 or more races, and in which the dividends payable are determined in the manner prescribed in the relevant racing rules; and
Text within horizontal square brackets and headed “New” is an addition made by the select committee:
New (majority) (2A) As soon as practicable after making or altering any rules under subsection (2), the Board must send a copy of the rules or amended rules to the Minister.
Words in italics and within angled brackets have been struck out by the select committee:
(f) to undertake, or arrange for the undertaking of, research in relation to its objectives or any of its functions
Words underlined have been added by the select committee:
(2) Subject to any enactment and the general law of New Zealand, racing rules may include separate rules controlling or prohibiting …
A bill that is renamed at the end of the second reading starts its second reading under its original name (see LEG1 of the Precedent Manual).
Committee stage—refer to bar 2 version of bill (or bar 3 if it is available).
See the Committee Manual. After a bill has been read a second time, all new clauses and new parts inserted or added by the select committee (enclosed in horizontal brackets and prefaced with the word “new”) technically are no longer “new”; they are simply clauses or parts. However, a member may describe then as “new”, to differentiate them from earlier versions.
Third reading debate—refer to bar 3 version of bill if available; otherwise, use bar 2 version.
If amendments made in the Committee stage are referred to, the Committee copy or the Journals may help to confirm references.
G4.3 Citation
The examples in each of the following bullet points are all possible ways of referring to the same piece of legislation:
clause 1 clause 1(1) or
subclause (1) of clause 1
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clause 1(1)(a) or subclause (1)(a) of clause 1 or
paragraph (a) of clause 1(1) or
[NOT paragraph (a) of subclause (1) of clause 1] clause 1(1)(a)(i) or
subclause (1)(a)(i) of clause 1 or
paragraph (a) of clause 1(1) or subparagraph (i) of clause 1(1)(a)
[NOT subparagraph (i) of paragraph (a) of clause 1(1)]
If a member says, for example, that he or she wishes to speak about clause 1, a subsequent reference in that speech to just subclause (1) (rather than subclause (1) of clause 1, or clause 1(1)) is acceptable because it is clear which clause is being referred to.
G4.4 Use of the word “proposed”
The word “proposed” is used in Committee when an amendment before the Committee seeks to change another amendment before the Committee that has not yet been put to the vote. The amendment not yet voted on is referred to as a “proposed” amendment. See p26 of the Committee Manual.
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H MĀORI AND FOREIGN LANGUAGES
MĀORI
H1.1 Transcriptions and translations
Under Standing Order 104 a member may address the Speaker in English or Māori. If a member speaks in Māori, an interpretation (an oral translation) is provided on request. The Subeditors will arrange for a translator to provide the official transcription and translation, which are inserted into the transcript.
Data Collection staff invoke one of the four mao pro formas, depending on whether the Māori was spoken at the beginning of, or partway through, the speech, and whether an interpretation was provided (see section MAO of the Precedent Manual for details); a photocopy of the page with the pro forma on it is to be placed on the desk of the Subeditor (Jeremy Low) dealing with the translator, for him to action.
The interpreter’s words are not recorded in Hansard.
If a member, having spoken in Māori, begins the English portion of his or her speech with a translation of what was just said, those words are included in the text.
Subediting staff are to place a copy of the page with the pro forma on it on the desk of the Subeditor dealing with the translator, for him to check that a transcription and a translation have been requested.
The translation that appears in the final Hansard is in italics within square brackets.
H1.2 Isolated words
Isolated words in Māori are not translated. They are to be checked against the WSB (Māori words are listed separately), the Reference List, the Dictionary of the Māori Language (Williams), Te Matatiki, or The Reed Pocket Dictionary of Modern Māori.
Note that in the Williams dictionary the headword is the authoritative entry; macrons are not used in the subsequent example of usage of the word. Data Collection staff are to invoke the pro forma com against a Māori word or phrase that cannot be verified at the time of transcription. Subediting staff shall verify all remaining unverified Māori words or phrases.
H1.3 Macrons
Macrons are placed on all Māori words except in the following cases:
Māori words in quotations from a written source, if it is known that the written source does not use macrons
Māori words in titles of, or quotations from, legislation, unless the legislation itself uses macrons
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personal names, if it is known that the person concerned uses/used a double vowel in his or her name:
Sergeant Haane Mānahi
To insert a letter with a macron, use the quick keys listed on p94 of the NZHPS User Manual.
H1.4 Anglicised words
For recent coinages of anglicised Māori words, a hyphen is usually inserted between the Māori part of the word and the English part. See the WSB. For older anglicised words, refer to the WSB and the COD in the usual manner; the Dictionary of New Zealand English is a good source if either of those sources does not provide what is wanted. Macrons are used. kōrero-ed Māoridom tautoko-ing
H1.5 Plurals
Use the letter “s” on the end of Māori words only when the member speaking uses it. In the Māori language, plurals are formed by placement of the words “ngā”, “ngāti” (or “kāti”), or “ngāi” (or “kāi”) before the noun.
H1.6 Short greetings, farewells, and other forms of address
Commonly used short greetings, farewells, and other forms of address are reported but not translated, although a translation given by the member is reported: Nō reira, tēnā koutou, tēnā koutou, tēnā koutou katoa.
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FOREIGN LANGUAGES
H2.1 Transcriptions
Members occasionally may speak in a language other than English or Māori. They are required to provide a transcript of the words spoken, which is included in Hansard. An official translation is not provided, but a summary translation provided as part of the speech is reported. See section OTL of the Precedent Manual.
Data Collection staff are to invoke the pro forma com at the point in the turn where the foreign language was spoken, to request that the member supply the text. Subediting staff must ensure that a transcript is provided and included in the text. Use Insert\Symbol to insert letters with accents.
H2.2 Isolated words
Isolated foreign language words are not translated. Refer to, firstly, the WSB and, secondly, the COD to determine whether a foreign word is italicised or accented.
Use Insert\Symbol to insert letters with accents.
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