11 Notation (inserting endnotes and footnotes)
Notation is a way of providing more information to the reader without cluttering the text. Here, we describe how endnotes and footnotes may be used in FAO knowledge products to cite sources and provide informational notes.
11.1 Formatting
Endnotes and footnotes are identified in front matter, main text and end matter with an indicator (a superscript number, a superscript letter or a symbol). This same indicator (e.g.*) precedes the correlating note. In figures, tables and boxes, endnotes and footnotes do not require an indicator if the information in the note refers to the entire element. When possible, avoid putting note indicators in titles, headings and sub-headings.
TABLE 11.1 Indicators for endnotes and footnotes
Note: If using letters for footnotes and there are more than 26 footnotes, continue with aa, ab, ac, and subsequently aaa, aab, aac. Letters and roman numerals should always be lower case. Assign symbols in the following order: * (asterisk), † (dagger), ‡ (double dagger), § (section mark), || (parallels), # (number sign). Do not use * (asterisk) if p values occur in the table. When there are many notes, symbols may be doubled, tripled and so on.
In text, the note indicator (a superscript number or letter or a symbol) should be placed close to the idea it refers to, whether that is at the end of a sentence or within a sentence. Where placed at the end of a sentence, it should follow terminal punctuation. <correct-text>This is an example.<correct-text>1 Where used within a sentence, if it is next to punctuation, the indicator should be placed after the punctuation: <correct-text>The process failed to respect the standard procedure,<correct-text>2<correct-text> which explains the extreme values<correct-text>. However, if the indicator is next to an <correct-text>en-dash<correct-text>3 <correct-text>–<correct-text> it should come after the word preceding the en-dash.
When inserting two or more indicators in text, separate them with a comma followed by a non-breaking space. When inserting both endnote and footnote indicators at the same place, footnote indicators come first. <correct-text>This is an example of two footnote indicators and an endnote indicator.<correct-text>d, e, 5
If there are several consecutive numbers cited, Zotero will automatically collapse the numbers,
e.g. <correct-text>according to reports.<correct-text>81–4, 97
In the correlating note, footnote indicators are superscript while endnote indicators may be superscript or not. The indicator is followed by a space, and the note should be in sentence format:
e<correct-text> China is distinguished from China (mainland) throughout this report.<correct-text>
11.2 Endnotes
Endnotes are not used for general notes. The endnote system is one of the two systems available for citing references in the main text and end matter of a publication, described in 12.3.2 Endnote system (in-text). Endnotes may also be used for stand-alone elements. See 12.4 Referencing in figures, tables and boxes for how to correctly source stand-alone elements.
The endnote referencing system provides each source with a unique indicator based on first appearance in the text, to avoid duplication in the bibliographic list. Endnote numbering may be continuous throughout the publication, or it may restart for the end matter. For large books, an exception may be made to allow numbering to restart for each major section of the book.
11.3 Footnotes
Footnotes are used in the main text and end matter to provide the reader with informational notes only. In front matter and in figures, tables and boxes, footnotes include both informational notes and source references.
11.3.1 Footnotes in front matter, main text and end matter
In front matter, main text and end matter, each footnote receives a new indicator. Footnotes are placed at the foot of the page, preceded by the indicator. The sequence of indicators may be continuous throughout the publication. Or if preferred, the sequence may be restarted for the main text and again for the end matter; for each part of the main text; or even for each page – so long as it is consistent.
11.3.2 Footnotes in figures, tables and boxes
In stand-alone elements, some footnotes receive an indicator, while other footnotes referring to the entire element do not. Footnotes are placed directly below stand-alone elements and are subcategorized by the information they provide.
- <correct-text-italic>Note:<correct-text-italic> or <correct-text-italic>Notes:<correct-text-italic> for informational notes.
- <correct-text-italic>Source:<correct-text-italic> or <correct-text-italic>Sources:<correct-text-italic> for references to all the source material for the element.
- <correct-text-italic>Download:<correct-text-italic> for a single DOI, formatted as a URL, for downloadable data; see 11.4 Download notes.
Within those subcategories, notes that refer to the entire element are not marked with an indicator and precede any notes that have been given an indicator. Any indicators should be inserted left to right and top to bottom and restarted for each figure, table and box. Within a figure, table or box, an indicator can be reused to refer to the same note.
FIGURE 11.1 An example of how to place informational and source citation footnotes in a stand-alone element
Notes:
This is a note providing information about the entire table.
* This is a note providing information about a specific part, or specific parts, of the table.
** This is another note providing information about a specific part, or specific parts, of the table.
Sources:
Adapted from Scorsese, V. 2017. A review of Robert De Niro and Martin Scorsese's collaboration. Los Angeles, USA.
i De Niro, R. 2022. Reaching your audience. London, Publisher.
ii Scorsese, M. 2020. Improving relationships. Marketing Today, 6: 30–35.
11.4 Download notes
