Theory on Diplomatic Correspondence

(L1 Memoranda) What are the generally accepted forms of UN communications?

Memoranda, letters (informal or formal), and notes verbales.

(L1 Memoranda) Where are interoffice memoranda used?

Within the UN Secretariat, both within a duty station and between duty stations.

(L1 Memoranda) What are interoffice memoranda used for?

To record facts, decisions or opinions, to make or respond to proposals, and to convey information.

(L1 Memoranda) How many subjects does each memorandum usually deal with?

One subject only.

(L1 Memoranda) What should be set out in an annex?

Extensive analyses or detailed statistical information.

(L1 Memoranda) Who should sign or initial interoffice memoranda?

The sender — beside their name at the top or at the end of the text.

(L1 Memoranda) In what case should an extra copy be provided?

When a memorandum is sent through an intermediate officer.

(L1 Memoranda) What are the appropriate forms of interoffice memoranda?

A clear standard heading, a direct opening paragraph, concise body facts, and an actionable closing.

(L2 Informal letters) What are informal letters used for?

Day-to-day Secretariat correspondence, communications with other UN organizations, and letters to senior mission members below ambassador rank.

(L2 Informal letters) When is an informal style more appropriate?

For non-formal communications to officials below ambassador rank, to UN system organizations, and for administrative or public correspondence.

(L2 Informal letters) What form may a salutation and complimentary close take?

Salutation: Dear Sir/Madam; Dear Mr./Mrs./Ms./Miss…; Dear Mr./Madam Ambassador. Closing: Yours truly; Yours sincerely / Sincerely yours; I remain, dear Mr./Madam…

(L2 Informal letters) What form is not used?

"Dear Ambassador Smith" and familiar forms such as "Dear Bill."

(L2 Informal letters) What forms are appropriate only in impersonal letters, and what about circular letters?

"Dear Sir" and "Dear Madam" only in impersonal letters; "Dear Sir and Madam" in circular letters.

(L3 Formal letters) What are formal letters used for?

Communication to heads of State or Government, ministers for foreign affairs, permanent representatives, and observers on official matters.

(L3 Formal letters) How many subjects do formal letters deal with?

Four: official statements, actions/decisions of the Secretary-General, acknowledgements of credentials, and similar official information.

(L3 Formal letters) Who are formal letters addressed to, and what style is used?

Heads of State/Government, foreign ministers, permanent representatives, and observers; a formal diplomatic style.

(L3 Formal letters) What does the formal style require?

The established phraseology of diplomatic correspondence.

(L3 Formal letters) What is a proper salutation for a formal letter?

"Sir" or "Madam," followed by a comma.

(L3 Formal letters) When may the form "Excellency" be used?

When addressing a person of ambassadorial rank.

(L3 Formal letters) How is a reference to a resolution made?

"I have the honour to refer to…" or "I invite your attention to…"; for a request, "I should be grateful…"

(L3 Formal letters) What is the complimentary close for formal letters?

"Please accept, Excellency (Sir, Madam), the assurances of my highest consideration."

(L3 Formal letters) What should the address contain?

The name and title of the addressee (e.g. "His Excellency," "Ambassador"); the full address appears on the envelope.

(L4 Note verbale) What is a note verbale?

A formal note written in the third person.

(L4 Note verbale) When is a note verbale used?

For formal communication between the UN and Governments or permanent missions.

(L4 Note verbale) Who are notes verbales addressed to?

A permanent representative or observer; a permanent mission; a minister for foreign affairs; a ministry of foreign affairs.

(L4 Note verbale) Is a note verbale used with NGOs or the public?

No — never.

(L4 Note verbale) What do typical uses of notes verbales include?

Exchanging information, transmitting UN decisions, requesting/acknowledging documents, informing about meetings, and acknowledging changes in missions or delegations.

(L4 Note verbale) What language should notes verbales be written in?

The working language indicated in the Correspondence Unit worksheet (normally the first of two listed languages).

(L4 Note verbale) What guides the choice of salutation?

Whether the note is sent in the name of the Secretary-General (to a person) or the Secretariat (to an office).

(L4 Note verbale) What form does a note verbale forwarding a communication at a Member's request require?

"The enclosed communication dated … is transmitted to the permanent missions … at the request of …"

(L4 Note verbale) Is there a complimentary closing for a note verbale?

Normally none.

(L4 Note verbale) What complimentary closing is used if appropriate?

"…avails (himself/herself/itself) of this opportunity to renew … the assurances of (his/her/its) highest consideration."

(L4 Note verbale) What does the signature block include?

No signature — it is initialled under the date by the responsible officer.

(L5 Drafting UNESCO) What requirements must a UNESCO written communication meet?

Clear and accurate in content, correct in form, direct and precise in style, and attractively set out.

(L5 Drafting UNESCO) Who is responsible for drafting outgoing communications?

The sectors/bureaus/offices/units concerned — also keying in text, checking addressee details, obtaining clearance, and dispatching.

(L5 Drafting UNESCO) How should a copy be kept and filed?

In the originating unit's records per current filing procedures; an extra copy may go in chronological files ("chronos").

(L5 Drafting UNESCO) What should be done if a reply must be delayed?

Send an interim acknowledgement to the author.

(L5 Drafting UNESCO) What should a letter requiring a reply always indicate?

The name, address, telephone and fax numbers, and e-mail of the Secretariat member to reply to.

(L5 Drafting UNESCO) Who signs letters to Heads of State or Government?

The Director-General.

(L5 Drafting UNESCO) Whose signature do standard letters to NGOs and IGOs bear?

The Director-General or the Assistant Director-General (ADG).

(L5 Drafting UNESCO) Who signs in the absence of the Director-General?

The Deputy Director-General or an ADG, on his behalf — the DG's name still appears.

(L5 Drafting UNESCO) Who are official written communications addressed to?

Heads of State/Government, Ministers, National Commissions, Permanent Delegates, and observers from non-Member States.

(L5 Drafting UNESCO) What languages is correspondence usually drafted in?

English, French, or Spanish, per the addressee's preference.

(L5 Drafting UNESCO) What is the correct form of reference to resolutions and decisions?

General Conference: "Resolution 31 adopted… at its 29th session" or (29C/Resolution 31). Executive Board: "decision 3.1 adopted… at its 150th session" or (150Ex/Decision 3.1).

(L5 Drafting UNESCO) What are the working languages of the General Conference?

Arabic, Chinese, English, French, Russian, and Spanish.

(L6 Presentation) What paper should be used for UNESCO letters?

UNESCO letterhead; special "Director-General" headed paper for DG-signed letters.

(L6 Presentation) Where should the text be aligned and justified?

Aligned left under the "r" of "reference," justified on the right.

(L6 Presentation) What does the reference consist of?

The originating unit's symbol, a file number, and a serial number.

(L6 Presentation) Where does the date appear, and in what form?

On the right, on the same line as the reference; form "15 October 20…".

(L6 Presentation) What is the signature block?

The signature, the signatory's name, and their title.

(L6 Presentation) What are the full forms of Mr, Mrs, and Ms?

Mr = Mister; Mrs = Missus (Mistress); Ms = a neutral title regardless of marital status.

(L6 Presentation) How should attention be drawn to enclosures?

Three dots in the left margin opposite the relevant lines; the total number is stated at the end.

(L6 Presentation) How is a DG-signature letter first prepared?

In draft, double-spaced; after clearance, finalized single-spaced on DG special headed paper.

(L6 Presentation) What is the duty of CAB?

Rereads circular letters, transmits the language versions of annexes to the originating unit, and has them signed by the DG.

(L6 Presentation) When are the family name and city capitalized?

In French and Spanish — yes; in English — no.

(L6 Presentation) Should a DG-signature letter be dated in advance?

No; CAB/UC dates it on the day the DG actually signs.

(L6 Presentation) What is attached before submitting to the DG?

Background material, the draft with visas, the original letter being replied to, three copies, and the envelope.

(L6 Presentation) What are circular letters?

Identically-worded letters signed only by the DG to all Member State governments — when action/answer is required or to fulfil a constitutional/legal obligation.

(L6 Presentation) What are standard letters?

Letters on standard UNESCO letterhead with the subject before the salutation and the DG's name/title at the end (vs special headed paper for personal DG letters).

(L6 Presentation) What might a circular letter involve?

Dispatch of General Conference resolutions, questionnaires, calls for candidates, requests for financial contributions, or category I/II meeting invitations.

(L6 Presentation) What categories are meetings divided into?

Category I (international conferences of States) and Category II (intergovernmental meetings other than international conferences of States).

(L6 Presentation) Which unit checks the translation of annexes?

The originating unit — ensuring with CAB that titles and expressions correspond across languages.

(L6 Presentation) What are notes verbales used for?

Routine communications and matters of secondary importance.

(L6 Presentation) What do notes verbales not include?

No salutation, address, or signature block.

(L6 Presentation) In what person is a note verbale drafted?

The third person.

(L6 Presentation) What complimentary phrase introduces the subject?

"…presents his or her compliments to … and has the honour to …"

(L7 Notes verbales) What four methods do states use to communicate directly?

Notes, letters, memoranda, and aides-mémoires.

(L7 Notes verbales) What is the most widely used form of diplomatic correspondence, and why?

Notes — the most formal of the four, usable in the first or third person, serving purposes from routine administration to official protests and peace proposals.

(L7 Notes verbales) What are diplomatic notes used for?

Routine administration between embassy and host ministry, treaty registration, granting/refusing overflight clearance, peace proposals, and official protests.

(L7 Notes verbales) What are protest notes?

Notes formally protesting another state's actions, placing a position on record for political/legal purposes — possibly the basis for a later claim or counter-claim, or to seek political support.

(L7 Notes verbales) What are the reasons for drafting protest notes?

(1) Stopping a developing policy; (2) protecting interests, e.g. a boundary claim; (3) affirming a right, e.g. offshore exploration; (4) condemning an action, e.g. repeated airspace violations, to exert pressure.

(L7 Notes verbales) What is a collective note?

One presented jointly by several parties to a government or institution; delivered by the current chairman, secretary-general, or individual ambassadors.

(L7 Notes verbales) What are similar vs identical notes?

Similar: broadly comparable but not identical language agreed after consultation. Identical: exactly the same text, presented jointly on a matter of common concern.

(L8 Letters) Why distinguish letters of correspondence from letters bringing agreements into effect?

Though their formalities are similar, they serve different purposes — ongoing communication vs formally establishing a binding agreement.

(L8 Letters) What letters are worth highlighting?

Personal letters between heads of government/foreign ministers; letters to raise questions/explain policy; identical letters by allied states in disputes; draft letters; and letters for negotiation by correspondence.

(L8 Letters) What is a personal letter?

From one head of government or foreign minister to another — often after a change of government or frozen relations; delivered by ambassador or special envoy; can supplement a note, make an initiative, or appeal.

(L8 Letters) What are identical letters used for?

In disputes, by allied states — to provide information, rebut an opponent's claims, and set out policy.

(L8 Letters) What form may an identical letter take?

A collective declaration conveying solidarity and commonly defined purposes.

(L8 Letters) What are draft letters?

Advance copies of a text to alert another state to likely contents and to convey reassurance or clear up misunderstandings.

(L8 Letters) What is the difference between draft letters and speaking notes?

Draft letters are advance copies of an actual text; speaking notes are separate guides for oral delivery, not advance copies.

(L8 Letters) What is the role of letters in negotiation by correspondence and personal diplomacy?

They let states agree on interpretations, establish principles, or question interpretations; exchanges between heads of government maintain direct relationships.

(L8 Letters) What communication has become important in personal diplomacy?

Exchanges of letters between heads of government.

(L9 Memoranda etc.) What is a memorandum?

A detailed statement of facts and arguments resembling a note but stylistically freer, with no opening/closing formalities, and need not be signed.

(L9 Memoranda etc.) How does it differ stylistically from a note?

Freer style; no formalities, address, or concluding compliments; need not be signed, though it may carry a security classification.

(L9 Memoranda etc.) What is a common use of a memorandum?

In disputes to support a claim or establish a case; to set out a policy or interpretation; or, re treaties, to present an interpretation of a clause.

(L9 Memoranda etc.) How is a memorandum delivered?

Often with a covering letter.

(L9 Memoranda etc.) What is a communiqué?

A French term for an official announcement made by two or more sides.

(L9 Memoranda etc.) What is an aide-mémoire, and how is it drafted?

A versatile document less formal than a memorandum, drafted on the basis of discussions held, used to put forward new proposals or provide new information.

(L9 Memoranda etc.) What is an aide-mémoire used for?

New proposals (a visit, conference, trade fair, policy interpretation) or new information; also as an initiative during talks to stress that certain measures are expected.

(L9 Memoranda etc.) What issues may an aide-mémoire touch upon?

Substantial issues (rarely); more often everyday practical matters.

(L9 Memoranda etc.) Are aides-mémoire signed?

Never signed, but sometimes initialled.

(L9 Memoranda etc.) What are speaking notes?

Bout de papier left at the end of a meeting to reduce misunderstanding; tend to record details of conference meetings or intercessional consultations.

(L9 Memoranda etc.) In what person are speaking notes drafted?

Neither third- nor first-person — they resemble a memorandum in style.

(L9 Memoranda etc.) Do speaking notes have opening or closing formalities?

No.

(L9 Memoranda etc.) What do speaking notes (bout de papier) contain?

Formal statements recording conference meeting details; they bear no seal and are unsigned.

(L9 Memoranda etc.) How are concept paper, position paper, and non-paper differentiated?

By their stage in negotiations, level of commitment, and intended audience.

(L10 Agrément) What is done to avoid embarrassment when appointing a new head of mission?

The name is informally sounded out with the host country first; only if there is no objection is a formal application for agrément made.

(L10 Agrément) Who makes the formal application for agrément?

The envoy being replaced.

(L10 Agrément) What does diplomatic courtesy require?

Ascertaining whether the proposed appointee is acceptable to the receiving state before appointment.

(L10 Agrément) How is the receiving state's acquiescence signified?

By granting its agrément to the appointment.