Federal Register Document Drafting Handbook 
October 1998 Revision 

Chapter 7: Illustrations, Forms, Footnotes, Appendices, and Tables 

7.1 Format, placement, and quality 
7.2 Illustrations 
7.3 Forms 
7.4 Redesignation tables 
7.5 Distribution and derivation tables 
7.6 If/Then tables 
7.7 Footnotes 
7.8 Appendices 

Notes: In this chapter, "we," "our," or "OFR" refer to the Office of 
the Federal Register, National Archives and Records Administration, 
and "you" or "your" refer to Federal agencies that prepare documents 
for publication in the Federal Register. 

Use the examples in this chapter as models for style, not content. 
Although many of these are single-spaced for visual impact, you must 
double-space your document. 

7.1 Format, placement, and quality. 

If you submit tables, illustrations, or forms in your document you 
must: 

     Submit legible material. 

     Submit original artwork (camera copy) for photographing. 

     Place the table, illustration, or form exactly where it is to 
     appear in the printed document. Do not split sentences or 
     paragraphs. 

     Prepare tables and forms according to the "United States 
     Government Printing Office Style Manual." 

7.2 Illustrations. 

Illustrations include maps, diagrams, graphs, or other pictorial 
material. 

     All details of an illustration, such as captions, numbers, 
     place names, and keys, must be completely legible. 

     If you amend an illustration, submit a completely new 
     illustration with the amendatory document. 

     If you want the original artwork for a proposed rule or notice 
     returned, attach a letter and a self-addressed envelope to the 
     original document asking the OFR to return the artwork. We do 
     not return original artwork for a rule; we use it in the CFR. 

     If you have several illustrations in a CFR part, the OFR 
     recommends placing them at the end of the part. Place a heading 
     before the illustrations. (See example 1.) Label each illustration. 
     (See example 2.) 

  Example 1. 

  Illustrations to Part 312 

  Example 2. 

  Figure 1 -- Ramp Specification for Wheelchairs 

7.3 Forms. 

Because forms are usually photographed for publication in the Federal 
Register and then reduced for inclusion in the CFR, in a rule 
document, the OFR accepts only forms that are completely legible and 
suitable for use as camera copy for publication. To ensure that forms 
are acceptable for publication, follow these steps: 

     If the form is pre-printed, obtain an original form, not a 
     photocopy. 

     If you type the form yourself, use the original typed pages or a 
     legible copy (first  generation photocopy). 

     If the form has printing on both sides of the page, prepare a 
     collated, one-sided set of  pages. Use an original form for each  
     page. Lightly cross through the page not being printed with an 
     editor's blue pencil. This pencil will not photocopy. 

     If an overlay is used, attach one overlay to each page of the 
     form. 

     Place all original artwork in the copy of the document labeled 
     "Printer's Copy." Using an editor's blue pencil, on the "Printer's 
     Copy" only , number your pages in order on the back of each page 
     to be photographed. Make clear and legible photocopies of the 
     form as prepared for the "Printer's Copy" and insert them in the 
     original document and in the second duplicate copy. 

Remember, when your artwork is reduced for the Federal Register and, 
if a rule document, for the CFR, every word in the artwork must be 
legible. 

7.4 Redesignation tables. 

When you rearrange and renumber your agency's rules, you may use a 
redesignation table. A redesignation table is a listing of the old CFR 
unit numbers with the corresponding new CFR unit numbers. 

You may use a redesignation table in the amendatory instruction of a 
rule or proposed rule document. (See example 3.) 

When you publish the rule document, your agency may request that the 
table be placed in the finding aids section of the appropriate CFR 
volume by contacting the CFR staff of the Office of the Federal 
Register. 

  Example 3: Redesignation table 

  1475.12 through 1475.20 [Redesignated] 

  Redesignate 1475.12 through 1475.20 as follows: 

     Old section                New section 

     1475.12                    1475.13 
     1475.13                    1475.14 
     1475.14                    1475.15 
     1475.15                    1475.17 
     1475.16                    1475.18 
     1475.17                    1475.19 
     1475.18                    1475.20 
     1475.19                    1475.21 
     1475.20                    1475.22 

7.5 Distribution and derivation tables. 

When you reorganize, rewrite, and set out rules on a large scale, you 
may want to use distribution and derivation tables in your preamble. 
(See examples 4 and 5.) 

Distribution and derivation tables are complementary. A distribution 
table shows where each piece of the original material went and/or 
indicates why it is no longer needed. A derivation table shows where 
each piece of the revised material comes from. You may decide to use 
either or both. 

Place distribution and derivation tables in the preamble under the 
SUPPLEMENTARY INFORMATION caption. Do not include them in the 
regulatory text as part of an amendatory instruction. Instead, use 
specific amendatory terms to state which CFR units are being removed, 
revised, or added. (See example 6.) For a complete discussion of 
amendatory terms, see sections 1.13 and 2.13. 

Your Liaison Officer may request that derivation or distribution 
tables be placed in the Finding Aids section at the back of the 
appropriate CFR volume by contacting our CFR staff. 

  Example 4: Distribution table. 

     Old section                 New section 

     -- -- --                    Parts 11 and 12 (subchapter D) 
     3.4(a)                      11.1 
     3.4(b) introductory text    Removed 
     3.4(b)(1)                   Removed 
     3.4(b)(2)                   Removed 
     3.4(b)(3)                   11.2 
     3.4(b)(4) through (b)(8)    11.3 through 11.7 
     7.1                         12.1(a) 
     7.4                         12.1(b) 
     7.5                         12.1(c) 
     7.6                         12.1(d) 
     8.8                         12.2 
     9.3(a)                      12.3(a) 
     9.3(b)                      12.3 (b) and (c) 
     9.3(c)                      Removed 

  Example 5: Derivation table 

     New section    Old section 

     250.1          250.210(a). 
     250.3          250.210(b) (1st sentence). 
     250.5          250.210(b) (1st para.)(2d sentence preceding                   
                    the words "...or the reasonable..."). 
                    250.210(c)(except last sentence). 
     250.7          250.210(c) last sentence. 
     250.9          250.210(b)(2d para.)(1st sentence). 
     250.11         250.210(b)(2d para.)(except 1st sentence). 
     250.13         250.210(b)(1st para.)(2d sentence after 
                    "...such capital expenditures..." and next to 
                    last sentence). 
     250.15         250.210(b)(1st para.)(last sentence). 
     250.17         250.210(d). 

  Example 6: Amendatory instructions for changes described in 
  example 4. 

  PART 3--SERVICES TO THE PUBLIC 

  1. The authority citation for part 3 continues to read as follows: 

  Authority: 44 U.S.C. 1506; sec. 6, E.O. 10530, 19 FR 2709, 3 CFR, 
  1954-1958 Comp., p. 189. 

  3.4 [Removed] 

  2. Remove 3.4. 

  PART 7--[REMOVED] 

  3. Remove part 7. 

  PART 8--CODE OF FEDERAL REGULATIONS 

  4. The authority citation for part 8 continues to read as follows: 

  Authority: 44 U.S.C. 1506, 1510; sec. 6, E.O. 10530, 19 FR 2709, 3 
  CFR, 1954-1958 Comp., p. 189. 

  8.8 [Removed] 

  5. Remove 8.8. 

  PART 9--THE UNITED STATES GOVERNMENT MANUAL 

  6. The authority citation for part 9 continues to read as follows: 

  Authority: 44 U.S.C. 1506; sec. 6, E.O. 10530, 19 FR 2709, 3 CFR, 
  1954-1958 Comp., p. 189. 

  7. Revise the part heading to read as shown above. 

  9.3 [Removed] 

  8. Remove 9.3. 

  9. Add new subchapter D, consisting of parts 11 and 12, to read as 
  follows: 

  SUBCHAPTER D--AVAILABILITY OF OFFICE OF THE FEDERAL REGISTER 
  PUBLICATIONS 

  PART 11--SUBSCRIPTIONS 

  Sec. 

  11.1 Subscription by the public. 
  11.2 Federal Register. 
  11.3 Code of Federal Regulations. 
  11.4 The United States Government Manual. 
  11.5 Public Papers of the Presidents of the United States. 
  11.6 Weekly Compilation of Presidential Documents. 
  11.7 Federal Register Index. 
  11.8 LSA (List of CFR Sections Affected). 

  Authority: 44 U.S.C. 1506; sec. 6, E.O. 10530, 19 FR 2709, 3 CFR, 
  1954-1958 Comp., p. 189. 

  * * * * *   [Asterisks Indicate text not included in this example.] 

7.6 If / Then tables. 

If/Then tables present regulatory text in a columnar format. Each 
column must have a heading. The column heading may: 

     Identify the type of information presented in each column (See 
     example 7 ); or 

     When read with the entry in the column present a complete 
     sentence (See example 8). 

Designate each entry in the If/Then table for ease of amendment 
(change). 

If you do not designate each entry in the If/Then table, you can 
change the table only by revising it (reprinting the table in its 
entirety with the changes integrated). This is costly if your table is 
large. 

Whichever type of If/Then table you use, be sure that each entry 
presents a complete and logical thought. 

  Example 7: Column headings that identify the information in the 
  entries. 

  114.103 Who may file a claim? 

  (a) If a claim is based on factors listed in the first column, then 
  it may be presented by persons listed in the second column. 

  Claim factors                Claim presenters 

  (1) Injury to or loss of 
      property................. The owner of the property, his 
                                or her duly authorized agent, 
                                or legal representative. 

  (2) Personal injury........... The injured person, his or her 
                                 duly authorized agent, or 
                                 legal representative. 

  (3) Death..................... The executor, administrator, 
                                 or legal representative of 
                                 the decedent's estate, or 
                                 any other person entitled to 
                                 assert the claim under 
                                 applicable state law. 

  (4) Loss wholly compensated by 
      an insurer with rights as 
      a subrogee.                The parties  individually, as 
                                 their interests appear, or 
                                 jointly. 

  * * * * * 

  Example 8: Column headings that form a complete sentence when read 
  with the entry. 

  107.1150 Maximum amount of Leverage for a Section 301(c) Licensee. 

  (a) Maximum amount of Leverage. If you are a Section 301(c) 
  Licensee, use the following table to determine the maximum amount of 
  Leverage you may have outstanding at any time: 

  If your Leverageable             Then your maximum 
     Capital is:                   Leverage is: 

  (1) Not over $15,000,000...... 300% of Leverageable Capital. 

  (2) Over $15,000,000 but not 
      over $30,000,000.........  $45,000,000 + [200% of 
                               (Leverageable Capital -  $15,000,000)]. 
  (3) Over $30,000,000 but not 
      over $45,000,000.........  $75,000,000 + [100% of 
                                 (Leverageable Capital -  
                                 $30,000,000)]. 

  (4) Over $45,000,000.......... $90,000,000. 

  * * * * * 

7.7 Footnotes. 

Number footnotes separately for each unit listed below: 

     Preamble 
     Each CFR part 
     Table 
     Illustration 
     Form 
     Appendix 

The first footnote in a CFR part starts with "1." The first footnote 
in each appendix starts with "1." 

Number the footnotes in the preamble to a rule or proposed rule 
document independently from the footnotes in the regulatory text. Type 
footnotes to tables, illustrations, and forms at the end of the table, 
illustration, or form and not at the bottom of the page on which they 
appear. 

Whenever a footnote number appears in regulatory text or tables, print 
the text of the footnote even if there is no change to the footnote. 

Do not include formulas or tables in footnotes. 

Make footnotes in a rule explanatory, not regulatory. 

If you remove a footnote in the regulatory text, you must redesignate 
the remaining footnotes to close the gap. You cannot remove and 
reserve a footnote, nor can you add a footnote with an alpha 
character, for example, "9c." 

Remember to separately number the footnotes for illustrations, forms, 
tables, and appendices. If you remove an illustration, form, table, or 
appendix, it will not disrupt the footnote numbering of the regulatory 
text. 

7.8 Appendices. 

Rules and proposed rules. Use an appendix to improve the quality or 
use of a rule but not to impose requirements or restrictions. 

Use an appendix to present: 

     Supplemental, background, or explanatory information which 
     illustrates or amplifies a rule that is complete in itself. 

     Forms or charts which illustrate the regulatory text. 

You may not use the appendix as a substitute for regulatory text. 
Present regulatory material as an amendment to the CFR, not disguised 
as an appendix. Material in an appendix may not: 

     Amend or affect existing portions of CFR text; or 

     Introduce new requirements or restrictions into your regulations. 

An appendix may appear at the part, subpart, or section level. 
Designate each appendix, identify whether it belongs to a part, 
subpart, or section, and give it a descriptive heading. (See example 
9.) If you have an appendix to a part or subpart, list the appendix 
heading in the table of contents. Do not carry the heading for an 
appendix to a section in the table of contents. A complete appendix 
heading should: 

     Conform to a uniform system of designation for appendixes 
     throughout your agency's rules; 

     Indicate the CFR unit to which the appendix is attached; and 

     Provide a brief, descriptive subject heading. 

  Example 9. 

  Appendix A to Part 430 -- Insulation Adequacy Evaluation Criteria 

  Appendix B to Subpart C of Part 430 -- Test Procedures for Tire 
  Traction 

  Appendix C to 430.4 -- Tire Tread Chart 

Designate each paragraph in the text of an appendix. You may use the 
CFR numbering system or develop an alternate logical numbering system. 

Place the appendix immediately following the CFR unit to which it is 
appended. 

You may include an appendix at the end of a rule document and direct 
that the appendix not be reprinted in the CFR. However, do not 
reference in the regulatory text an appendix which will not appear in 
the CFR. If you do not want the appendix to appear in the CFR, place a 
note before the appendix heading stating you are not printing it in 
the CFR. (See example 10.) 

  Example 10. 

  Note: The following appendix will not appear in the Code of Federal 
  Regulations. 

  APPENDIX HEADING