ABC of Diplomacy 1

ABC of Diplomacy

2 ABC of Diplomacy

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Swiss Federal Department of Foreign Affairs (FDFA)

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Design

Swiss Federal Chancellery / Peter Auchli

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FDFA Information

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Contact

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Tel. 031 322 30 82

E-Mail: DV@eda.admin.ch

This publication is also available in German, French and Italian.

Bern, 2008

Contents

Introduction 3Glossary 6

ABC of Diplomacy 3

Introduction

Diplomacy is the means by which States throughout the world conduct their affairs in ways to ensure peaceful relations. The main task of indi-vidual diplomatic services is to safeguard the interests of their respec-tive countries abroad. This concerns as much the promotion of political, economic, cultural or scientific relations as it does international commit-ment to defend human rights or the peaceful settlement of disputes.

Diplomacy takes place in both bilateral and multilateral contexts. Bilat-eral diplomacy is the term used for communication between two States, while multilateral diplomacy involves contacts between several States often within the institutionalised setting of an international organisation. Negotiation is the one of most important means of conducting diplo-macy, and in many cases results in the conclusion of treaties between States and the codification of international law. The aim of such interna-tional treaties is primarily to strike a balance between State interests.

Diplomacy has existed since the time when States, empires or other centres of power dealt with each other on an official basis. Numer-ous diplomatic archives have been found in Egypt dating back to the 13th century BC. Permanent diplomatic missions, that is, representa-tions set up by one country in the territory of another, date back to the Renaissance in the 15th century. Switzerland set up its first permanent legations in its neighbouring countries around 1800. At the time, inter-national relations were mostly conducted through honorary consuls, who carried out these functions in parallel with their professional ac-tivities and in a voluntary capacity. The modern Swiss Confederation, which was founded in 1848, first began to build up a network of pro-fessional diplomatic missions and consular posts towards the end of the 19th century. Currently (2008), Switzerland has a total of more than

4 ABC of Diplomacy

150 missions and posts abroad run by 370 professional diplomats and 540 professional consular agents – figures that are comparable to States of a similar size.

Multilateral diplomacy in the context of international organisations start-ed to gain importance after the First World War and especially following the Second World War. In the second half of the last century the number of sovereign States in the world grew very fast, in particular in the wake of decolonisation, and with this the complexity of relations between them. In addition, the number and diversity of tasks taken on by the international community have increased at an exponential rate. Swit-zerland became a member of the League of Nations in 1920. However, it only joined the United Nations (UN), created to replace the League of Nations, in 2002, although it had already been a member of the spe-cialised agencies, functional commissions and other bodies of the UN System for a long time. In 1963, Switzerland became a member of the Council of Europe. Geneva, which was home to the League of Nations and the International Committee of the Red Cross, also became the seat of the European headquarters of the United Nations at the close of the Second World War, and has since established itself as a centre of international cooperation.

Diplomatic relations are themselves the object of a series of internation-al conventions. At the Vienna Congress in 1815, the first attempt was made to codify diplomatic law at the international level. The rules which today apply throughout the world for the conduct of diplomatic affairs between States are set out in the Vienna Convention on Diplomatic Re-lations of 1961. In 1963, the international community also agreed at a conference in Vienna to a set of common rules on the conduct of consu-lar relations. This body of law governs in particular the protection of indi-vidual States’ citizens abroad. In addition to legal standards, many un-written rules, customs and conventions exist that date back to the very early days of diplomacy. Their purpose is not to perpetuate traditions

ABC of Diplomacy 5

and formalities for their own sake but rather to ensure the smoothest possible communication between States.

The “ABC of Diplomacy” explains some of the most important and fre-quently used terms and concepts of diplomacy without claiming to pro-vide a comprehensive glossary of terms on the subject. In recognition of the importance of multilateral diplomacy nowadays, a number of univer-sal and regional organisations also receive brief mention.

It was in these sports shoes that Federal Councillor

Micheline Calmy-Rey made the first official cross-

ing of the demarcation line between North and

South Korea by a foreign government representa-

tive, on 20 May 2003.

©Swiss National Museum.

Photo: Donat Stuppan

Object from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

6 ABC of Diplomacy

A

B

Glossary

Accreditation

Procedure by which a State, before sending an ambassador (> Embas-sy), asks the State in which this ambassador is to take up residence (the receiving State) if the appointed person is acceptable as a persona grata (> persona non grata) and, if so, for the agrément of the receiving State. Agrément is the term used for the consent of the receiving State.

Administrative and technical staff (AT)

In contrast to the diplomatic staff, the members of a diplomatic mission working in the administrative or technical services do not enjoy immu-nity in civil law courts and administrative tribunals insofar as their private affairs are concerned. In Switzerland, the status of AT differs in regard to customs and value added tax privileges.

Bilateralism

Term used to describe discussions or negotiations on foreign policy matters that take place between two parties. Although the term usually refers to relations between two States, bilateral relations may equally involve one State and an > International organisation. Switzerland for example has concluded a whole series of bilateral agreements with the > European Union. A different approach to relations is that of > Multi-lateralism.

ABC of Diplomacy 7

Chargé d’affaires ad interim

The person who acts as head of mission (ambassador) when the post is vacant, or when the ambassador is temporarily absent from the country of residence or unable to perform his or her duties (> Embassy).

Consensus

Agreement on a given question. The consensus principle applies to decisions taken in the framework of international conferences and or-ganisations. Consensus is often mistaken for unanimity. The two differ in that consensus is the acceptance of a decision without a vote. If no State expressly declares opposition then a consensus is said to have been reached. This permits one or more States to make reservations without officially blocking consensus. In a formal vote, a State with res-ervations would be forced to vote against the proposal in question, thus preventing the adoption of the decision.

Consular protection

Consular protection enables a State to defend the rights of its citizens abroad. It differs from > Diplomatic protection in that the State does not assert its own right and demands redress for a violation of international law. The conditions applying to the exercise of consular protection are less strict than in the case of diplomatic protection. A State protects the rights of its own nationals in the first instance in ac-cordance with the laws that apply in the country in question. For exam-ple, a State can intervene on behalf of its nationals detained in another State by demanding an improvement of the conditions of detention.

C

8 ABC of Diplomacy

Consulate

Consular posts are established by one State (sending State) in anoth-er State with which it wishes to maintain consular relations (receiving State). There are four categories of consular posts: consulate-general, consulate, vice-consulate and consular agency. The title of the head of post reflects in principle the category of the consular post in question, for example, a consulate-general is headed by a consul-general. In addition to career consuls, who are members of the foreign service, a sending State may also appoint honorary consuls. These are usually individuals with many years of professional experience in the receiving State, who are familiar with local conditions and have sufficient knowl-edge of the language(s) needed to carry out their functions. Honorary consuls can be citizens of either the sending State or the receiving State. They are not salaried but may charge fees for official services. Consular duties are similar to those of an > Embassy: representing the sending State in the receiving State, public relations and the promotion of economic, cultural and political relations. The main duty of a consular agent on the other hand is to assist citizens travelling abroad.

Convention

Standard term for multilateral agreements concluded as a rule in the framework of an > International organisation, and which regulate issues concerning international relations and international law. Examples: the > Hague Conventions and the > Geneva Conventions.

Council of Europe

The Council of Europe is an > International organisation whose main purpose is to protect > Human rights, the rule of law and democracy; to foster Europe’s cultural identity; to seek solutions to social problems such as xenophobia, drug abuse, AIDS, or bioethics; and to assist in the institutional reform of the States of Central and Eastern Europe.

ABC of Diplomacy 9

The Council of Europe has 47 member States (2008). It produces treaties and agreements (> Convention), which provide the basis for amendment of laws in member States. One of the greatest achievements of the Council of Europe is the European Convention on Human Rights (ECHR), which makes it possible for ordinary individu-als to submit applications to the European Court of Human Rights in Strasbourg. Switzerland is a member of the Council of Europe, and has ratified the ECHR. The Council of Europe is not to be confused with the > European Union (EU). The two are entirely separate and distinct bodies. All 27 EU mem-ber States are however also members of the Council of Europe.

The so-called Alpenrosenfrack tailcoat was worn by

Swiss diplomats until well into the 20th century as a

gala uniform. This dark navy-blue woollen tailcoat

embroidered with Alpine roses and Edelweiss was

the Swiss answer to the demands of international

ceremonial etiquette.

©Swiss National Museum

Photo: Donat Stuppan

Object from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

10 ABC of Diplomacy

Credentials

Document from the head of the sending State to the head of the re-ceiving State attesting that the person designated as extraordinary and plenipotentiary ambassador is entitled by his government to perform the functions of head of mission (> Embassy). There are no fixed rules regarding form but, as a rule, credentials should give the name, titles, the specific characteristics and the general aim of the mission. In the letter of credentials, the sending State asks that ‘cre-dence be given to what the agent says on behalf his government and to grant him a warm reception’. Credentials are handed personally by the ambassador of the sending State to the head of the receiving State on the occasion of a ceremony specifically for that purpose.

Customary international law

Along with > International treaties, custom is one of the two main sourc-es of the rights and obligations of States. Customary international law is referred to when States adopt certain attitudes, believing that they are acting in conformity with an obligation. For customary law to develop, two elements are required: the systematic recurrence of the same pat-tern of behaviour of States and the conviction of these States that they are acting in conformity with a rule of > International law.

Depositary

The depositary of an > International treaty is a State or an > Interna-tional organisation whose duties are primarily those of a notary and in-clude the safekeeping of documents, certification of documents, the acceptance, safekeeping and transmission of messages, reservations and declarations.

D

ABC of Diplomacy 11

Diplomatic corps (CD)

Together, the heads of mission (> Embassy) accredited to the same government form the diplomatic corps. It is presided over by the Dean (Doyen), who is normally the highest ranking head of mission, i.e. the head of mission who has been accredited to that country for the longest period. Some States grant a special status to the > Nuncio on the basis of his > Precedence, and he is often recognised as the Dean of the diplomatic corps. On official occasions the Dean is the spokesman for the diplomatic corps, and it is he who – on behalf of and after due consultation with the diplomatic corps – would be entrusted with handing a protest note to the country of residence.

Diplomatic courier

The person who carries official correspondence between a diplomatic mission (> Embassy) and a ministry of foreign affairs as well as between other missions and consulates of the sending State. Diplomatic couri-ers enjoy > Inviolability and therefore cannot be arrested (> Privileges and immunities). Diplomatic bags must not be opened or withheld. They may be entrusted to the captain of a commercial airliner, who does not however acquire the status of diplomatic courier.

Diplomatic demarche

Approach by one or more embassies (> Embassy) to the government of the country of residence. Such communications, which may be oral or in writing, can deal with a variety of subjects, for example a commu-nication or request for information, a proposal to open negotiations, a request for a particular privilege, a protest, etc.

12 ABC of Diplomacy

Diplomatic note

Form of correspondence between one or more diplomatic missions in a country and the foreign ministry of that country (receiving State). Always written in the third person, such notes begin with the standard greeting: “The ... Embassy presents its compliments to the Ministry of Foreign Af-fairs and has the honour to...” and end with the complimentary conclu-sion: “The Embassy avails itself of this occasion to renew to the Ministry the assurances of its highest consideration”.

Diplomatic protection

Diplomatic protection allows a State to intervene on behalf of its nation-als (individuals or legal entities) who have suffered prejudice of some kind at the hands of another State in violation of international law. The State alone decides on the appropriateness of such an intervention.Diplomatic protection is based on the following five principles:• In exercising diplomatic protection, a State asserts its own right;• A State can offer diplomatic protection only to its own nationals;• The exercise of diplomatic protection is possible only if another State

has violated international law;• The nationals in question must have exhausted all local remedies

available to them; • The injured party must not have caused or aggravated the prejudice

in question.

Diplomatic staff (CD)

Term referring to members of the staff of a diplomatic mission (> Embas-sy), including the head of mission who, in their capacity as diplomats, enjoy diplomatic status. This means that they enjoy certain > Privileges and immunities, in particular regarding legal action, taxes and customs duties.

ABC of Diplomacy 13

Embassy

Term referring both to the staff appointed by a State to carry out diplo-matic functions in another State and to the premises in which this staff works.Diplomatic relations must exist between the two States before an em-bassy can be opened. Diplomatic relations are established by mutual consent and may be broken off by either State at any time. An embassy may be headed by an ambassador or by a > Chargé d’affaires ad in-terim. The embassy of the Holy See is known as the Apostolic Nunciature, and a State’s diplomatic representation to an > International organisation as a permanent mission. Diplomatic activities cover all aspects of relations between governments including political, legal, economic and financial affairs, development cooperation, social issues as well as scientific and cultural activities.

E

Carl Lutz, Vice-Consul in Budapest, who together

with his wife saved the lives of some 62,000 Jews

during World War II by issuing fake Letters of safe

conduct.

©Carl Lutz Estate, Archiv für Zeitgeschichte, ETH Zurich

Photo from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

14 ABC of Diplomacy

European Union (EU)

The European Union is an association of European democracies that is more than an > International organisation. It is unique in its form and organisation. In its more than 50-year history the cooperation of the member States through Community bodies and specialised delegations has become increasingly intense. The EU has undergone a continuous process of enlargement, and today numbers 27 member States (2008). The EU contributes to international peace and stability, and thanks to its extensive internal market, it is today the world’s biggest economic power, ahead of the United States and Japan. The Council of the European Union – also known as the Council of Min-isters or simply the Council - is the EU’s central decision-making and legislative body. It adopts all important legal acts and concludes interna-tional agreements. In most cases laws are made in collaboration with the European Parliament. The European Commission, whose members are not allowed under any circumstances to take instructions from their na-tional governments, prepares draft legislation, negotiates international treaties and is the executive body for EU policies, e.g. on agriculture, research and technology, development aid, regional policy. The Euro-pean Court of Justice (ECJ) ensures that EU bodies and member States uphold Community law.

Extraterritoriality

In principle, a law is effective only within the territory of the State which enacted it. For a law to be applicable to a situation, property or person located in the territory of another State (extraterritorial jurisdiction), in-ternational law requires the existence of a sufficient link between this property, person or situation and the State which enacted the law.

ABC of Diplomacy 15

Facilitation and mediation

Facilitation and mediation are the terms used to describe the efforts of third parties to reconcile parties in a conflict. Such third parties might be the > United Nations, a regional organisation such as the > Organisation for Security and Co-operation in Europe, another State or a > Non- governmental organisation (NGO).In the case of facilitation a third party supports, facilitates and promotes contacts between the parties in a conflict without itself becoming in-volved in negotiations. The facilitator is freely chosen by the conflicting parties and makes it possible for them to meet on neutral ground for an exchange of views on possible solutions, as well as to carry out negotia-tions which might eventually lead to an agreement.In the case of mediation, the third party receives a mandate from the conflicting parties and not only facilitates their meeting but plays an ac-tive part in the search for a solution.

Geneva Conventions

At the end of the Second World War the rules for the protection of non-combatants and individuals who are not, or no longer, participating in armed conflicts were strengthened. These rules apply mainly to civil-ians, the wounded, the sick, the shipwrecked, and to prisoners of war.The four Geneva Conventions of 1949 and the two Additional Protocols of 1977 (> Protocol) are the cornerstones of international humanitarian law. As both a State Party to and Depositary of the Geneva Conventions and its Additional Protocols, Switzerland exercises special duties.

Good offices

General term used to describe the efforts of a third party (State, > Inter-national organisation, etc.) to find a peaceful solution to a conflict be-tween two or more States. The aim of good offices is to open a dialogue between the parties concerned.

F

G

16 ABC of Diplomacy

Good offices range from support of a technical or organisational nature (e.g. provision of a conference venue for the conflicting parties), to me-diation (> Facilitation and mediation), to participation in international > Peace operations. Accepting a mandate as > Protecting power also falls under “good offices”.

Hague Conventions

At the two peace conferences in The Hague in 1899 and 1907, several > Conventions were adopted for the purpose of regulating the conduct of war. One notable achievement was a ban on the use of weapons which are of a nature to cause unnecessary suffering.

Headquarters agreement

Agreement between an > International organisation and the host State, i.e. the State on whose territory the organisation has its headquarters. The agreement determines the legal status of this organisation by mak-ing provision for the > Privileges and immunities of the organisation it-self, its staff, representatives of organisation’s member States, as well as experts on assignment. Switzerland has signed such agreements with the international organisations present on its territory such as the > United Nations and the > World Trade Organisation.

Human rights

Human rights are the freedoms to which all individuals are entitled as human beings. Human rights are protected through a system of agreements > Conven-tions, > Resolutions and declarations at the international level as well as in > Customary international law. The international system for the protection of human rights is closely associated with > International humanitarian law and International Refu-

H

ABC of Diplomacy 17

gee Law. But although closely related, these three branches are quite distinct in their fields of application. Thus > International humanitarian law (i.e. the four > Geneva Conventions of 1949, together with the Addi-tional Protocols of 1977) applies in principle only to situations of armed conflict. International Refugee Law (e.g. the Geneva Convention relating to the Status of Refugees of 1951 and the Additional Protocol of 1967) applies only to persons with recognised refugee status and, to a more limited extent, to asylum seekers. Nowadays, however, human rights apply to all people at all times.

The work of the International Committee of the Red

Cross (ICRC) reflects the principles of humanity and

impartiality. On the basis of these ideals, the ICRC

under the direction of the Swiss diplomat, August

Lindt, brought food and medical supplies by air to

war-torn Biafra at the end of the 1960s.

©Swiss National Museum

Photo from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

18 ABC of Diplomacy

Initials, signature and ratification

In the negotiation of an > international treaty, the negotiators initial the bottom of every page of the agreement as authentication. The signature of the plenipotentiaries (country representatives with full negotiating powers) is affixed at the end of a treaty. The signing cer-emony marks the end of the treaty negotiations and obliges the signa-tory States to act in good faith in accordance with a treaty. Unless the treaty provides otherwise, the signature does not yet make the State a party to the treaty.Ratification is the act which commits the State to respect the treaty at the international level. In Switzerland, the Federal Assembly (both chambers of Parliament) approves the ratification of treaties, with the exception of those which the Federal Council is allowed, by virtue of a law or a treaty, to sign and ratify alone.

International civil servant

International civil servants are individuals who are in the exclusive long-term employment of an > International organisation and who have in-ternational status. In principle, they enjoy the same > Privileges and immunities as diplomats. Their status is defined in the statutes of the international organisation which employs them and is also regulated by the > Headquarters agreement that this international organisation has concluded with the State that hosts its headquarters. International civil servants are not allowed to receive instructions from their countries of origin.

International humanitarian law

International humanitarian law is also known as the Law of Armed Con-flict, the International Law of War or “ius in bello”. It applies to all armed conflicts, whether lawful or not. International humanitarian law is an ef-fort to balance humanitarian and military interests. If total war and com-

I

ABC of Diplomacy 19

plete annihilation of the opponent is to be prevented, the parties to a conflict must not be left free to wage war by all the means and methods at their disposal. International humanitarian law is not only addressed to States, it also contains numerous provisions that must be complied with by individuals (including civilians). In addition to > Customary international law, the main sources of in-ternational humanitarian law are the universally ratified > Geneva Con-ventions of 1949, their two Additional Protocols of 1977, the Hague Regulations of 1907 > Hague Conventions, together with various other > conventions prohibiting or restricting the use of specific weapons. Most of the provisions of the Geneva Conventions, their Additional Pro-tocols, or other provisions on the conduct of hostilities have become part of customary international law.

International justice

To ensure universal respect for > International law and > Human rights, the international community has created various courts and tribunals at the universal and regional levels. Their decisions are binding on all States that recognise the courts and tribunals in question. The International Court of Justice (ICJ) in The Hague is the cornerstone of the system of international justice, being the principal judicial organ of the > United Nations. Only States can be subject to the jurisdiction of the Court. The authority of the ICJ, based on the principle of the pre-eminence of law, enables it to make a significant contribution to the peaceful settlement of disputes between States. Today, it is the European Court of Human Rights that is most effective in protecting human rights. This Court, an organ of the > Council of Europe, ensures compliance of State Parties with their obligations under the European Convention for the Protection of Human Rights and Fun-damental Freedoms (ECHR). Since the 1990s the international community has also created a number of war crimes tribunals: the International Criminal Tribunal for the Former

20 ABC of Diplomacy

Yugoslavia (1993), the International Criminal Tribunal for Rwanda (1994), the Special Court for Sierra Leone and the Extraordinary Chambers in the Courts of Cambodia for the prosecution of crimes by the Khmer Rouge (2004).The creation in 2002 of the International Criminal Court (ICC) in The Hague has given the international community a permanent judicial authority of general character to prosecute the most serious crimes, namely genocide, crimes against humanity and war crimes, as well as the crime of aggression as soon as it is defined. The International Tribunal for the Law of the Sea, which was set up in 1996, may be invoked by the States Parties to the UN Convention on the Law of the Sea.

International law

International law governs relations between States and their dealings with each other. It provides a basis for peace and stability throughout the world and for the protection and well-being of peoples everywhere. With the advance of globalisation, relations between nations have be-come more intensive and complex. International law covers many fields, including the > Prohibition of the use of force; > Human rights and the protection of individuals in times of war and armed conflict (> Interna-tional humanitarian law); and international efforts to combat terrorism and serious crimes. It also covers such areas as the environment, in-ternational trade, development, telecommunications and international transport.In compliance with the principle of sovereignty of States, a State is only obliged to comply with those rules of international law it has agreed to adhere to (> International treaty and > Customary international law). Peremptory norms of international law are an exception to this princi-ple because they apply to all States without exception, for example the prohibition of genocide. In Switzerland, matters of international law are usually decided by the Federal Assembly and by the people through ref-

ABC of Diplomacy 21

erendums, which may be obligatory or optional. In principle international law takes precedence over national law.

International Monetary Fund (IMF)

Like the > World Bank the IMF is one of the so-called “Bretton Woods” institutions founded in 1944. Switzerland has been a member of both institutions since 1992. The IMF was founded to promote international cooperation in the area of monetary policy and exchange rate stability. Member States facing balance of payments difficulties are provided with provisional financial resources in the form of loans. Such loans are intended to shorten the duration and lessen the extent of their difficulties, while promoting eco-nomic growth, reducing inflation, easing labour market problems and encouraging good governance in new member States.

International organisation

An international organisation is a permanent association of at least two States concerned with the autonomous execution of specific tasks and, for this purpose, is equipped with at least one organ to act on its behalf. International organisations are usually established on the basis of a mul-tilateral agreement, known as statute or charter, that defines their duties and objectives and the organs to be established by the organisation. The most notable example of an international organisation which is truly universal is the > United Nations (UN).

International Organisation of the Francophonie

The Organisation internationale de la Francophonie (OIF) or the Interna-tional Organisation of the Francophonie comprises 55 States and gov-ernments as well as 13 observers from all continents (status 2008) shar-ing the French language and culture as an integral part of their identity.

22 ABC of Diplomacy

Switzerland is a member. Every two years OIF holds a summit of heads of State and heads of government to discuss its political direction and areas of cooperation. The focal points of its activities are the promotion of the French language and of cultural and linguistic diversity; peace, de-mocracy and human rights; education, training, teaching and research; cooperation in favour of sustainable development and solidarity.

International treaty

An international treaty is an agreement between States or between one or more States and an > International organisation, stipulating interna-tional rules in a given area. Together with > Customary international law, the international treaty is one of the two fundamental instruments form-ing the basis of the rights and obligations of States. Such agreements go under various names, all of which confer the same legal status. Such names include > Convention, agreement, > Protocol, declaration, char-ter (e.g. the > UN Charter), covenant, exchange of letters, etc.

Inviolability

Term referring to two notions: one, the personal inviolability of a dip-lomat; two, the inviolability of the premises of a diplomatic mission (>Embassy). The inviolability of diplomats as individuals means that a diplomat cannot be arrested or detained in any way in the State where he is exercising his official duties. The inviolability of the premises pre-vents any police operation within the mission without the prior consent of the head of mission (> Privileges and Immunities).

ABC of Diplomacy 23

Memorandum

A written text summarising the essential facts relating to an interna-tional problem, also known as an “Aide-Memoire”. Often accompanies a > Diplomatic note or a > Diplomatic demarche in which one State in-forms another of a specific issue or concern.

Multilateralism

An approach to international issues involving discussions and nego-tiations between more than two States. Multilateral fora include such international organisations and bodies as the > United Nations, the > World Trade Organisation, the > European Union and the > Council of Europe. An ever greater number of international treaties or conventions (> Con-vention) are negotiated in multilateral structures, reflecting the ongoing process of globalisation.

Wettstein goblet, Strasbourg 1649. Johann Rudolf

Wettstein, Mayor of Basel and representative at the

Peace Congress of Westphalia (1648), received this gold-

plated silver goblet in gratitude for his part in achieving

the Swiss Confederation’s independence from the Holy

Roman Empire of the German Nation.

©Historical Museum Basel

Photo: HMB P. Portner

Object from the exhibition “On a Delicate Mission” at the Swiss

National Museum (2007)

M

24 ABC of Diplomacy

Neutrality

The legal status of a State which permanently or temporarily renounces participation in any armed conflict. The > Hague Conventions of 1907, supported by > Customary international law, define the rights and duties of a neutral State. Essentially, a neutral State has the following fundamental rights: its ter-ritory is inviolable; private companies on its territory may trade freely with the warring States; the freedom of private companies to trade also applies to weapons, munitions and other war material. Neutral States above all have a duty to refrain from participating in armed conflicts between other States. They are expressly prohibited from sup-porting the belligerents with weapons or troops (and thus cannot take part in a military alliance such as NATO). Furthermore they may not allow warring parties to use their territory for military purposes. Any restric-tions they adopt on trade in weapons, munitions and other war material must apply equally to all belligerents. Finally, a neutral State must be able to defend its own territory, if necessary by military force. The status of neutrality is not relevant in the case of economic sanctions. Neutral States may participate in the application of economic sanctions adopted by the > United Nations, the > European Union or any other group of nations. Nor is neutrality relevant in the case of military sanctions adopted by the UN Security Council acting under Chapter VII of the UN Charter. UN military sanctions should not be equated with war as defined in the law on neutrality but rather with legal measures to enforce the decisions of the Security Council on behalf of the international community to restore peace and international security. Thus the Law of Neutrality does not prevent neutral States from participating in sanctions adopted by the Security Council in accordance with Chapter VII of the UN Charter.

N

ABC of Diplomacy 25

Non-governmental organisation

Non-governmental organisations (NGOs) are private-law institutions which carry out their activities independently of State authorities. NGOs can exercise considerable influence on public perceptions of issues and situations and on forming public opinion. They can obtain consulta-tive status within an > International organisation, enter into cooperation agreements, or carry out mandates, e.g. in the context of humanitarian or protection missions.

Non-retroactivity

General legal principle according to which national legislation or an in-ternational treaty applies in situations arising only after it enters into force. A law or treaty forbidding certain actions or behaviour can in fact apply only to the future. If the law or treaty were to apply also to situations prior to its entering into force, this would authorise the punishment of acts, which, at the time they were carried out, were not forbidden and therefore legal.

Nuncio

From the Latin for envoy, referring to the diplomatic representative of the Holy See, a titular bishop accredited as permanent ambassador to a foreign government (> Diplomatic corps).The > Vienna Convention of 18 April 1961 on diplomatic relations ac-cords to the Papal Nuncio the same status as an ambassador or head of mission (> Embassy) and the same > Privileges und immunities. Within the Roman Catholic church the Nuncio also represents the Pope in relations with local church communities.

26 ABC of Diplomacy

Opt-out clause

Provision in an > International treaty that allows a member State either to limit its obligations in special cases or allows temporary exemption. Opt-out (also protective) clauses are more common in economic trea-ties, and are intended as a kind of alarm. Such clauses make it possible for member States to protect certain pri-ority interests such as public order and security, public health or aspects of national heritage. There also exist quantitative limitation clauses. For example, the Bilater-al Agreements between Switzerland and the > European Union provide for such clauses in the event of an excessive influx of labour from EU member States or of heavy-duty vehicles (in the Agreement on overland transport).

Organisation for Economic Co-operation and Development

(OECD)

The OECD is not only devoted to cooperation in the areas of economic and social policy between its member States (notably from Western and Central Europe, North America, Mexico, Japan, South Korea, New Zealand and Australia), but also promotes information exchanges in the area of development aid. Switzerland is a member.

Organisation for Security and Co-operation in Europe (OSCE)

The objective of the OSCE is the establishment of a common security area based on such shared values as > Human rights, democracy and the rule of law. The OSCE currently (2008) has 56 member States from Europe, North America and Asia. Switzerland is a member.The OSCE focuses on > Preventive diplomacy, the prevention of con-flicts, crisis management and the strengthening of democratic socie-ties in post-conflict situations. Its comprehensive and cooperative approach to security matters includes political, military, economic and

O

ABC of Diplomacy 27

environmental aspects. The OSCE also serves as a platform for negotiations and for the devel-opment of international standards. It has the operational instruments required for action in the field.

Pacta sunt servanda

Latin expression meaning “Treaties are to be honoured”, i.e. States and > International organisations must carry out or comply with the provi-sions of the treaties to which they are party. This principle is one of the main pillars of the international legal system. It is to be found in the Vienna Conventions on the Law of Treaties of 1969 and 1986, which state that: “Any treaty in force binds the Parties and must be executed by them in good faith.”

Peaceful settlement of disputes

Procedures to achieve the peaceful settlement of a dispute between two or more States can take the following forms:• Negotiation, which is the first and most usual way of resolving dis-

putes. A meeting between the States in question might for example lead to an agreement;

• Procedures involving > Good offices, where a third State mediates be-tween the parties and ensures the material organisation of a meeting (> Facilitation and mediation).

• Conciliation and resolution procedures, where a third State or a con-ciliation commission proposes a solution to the parties concerned, which is not binding.

• Inquiries which, in principle, serve to establish the facts only. • In the case of an arbitration procedure a panel of individuals desig-

nated by the parties has the power to make a final decision, which is binding.

• The States concerned may also submit the case to the International Court of Justice, whose decisions are binding (> International justice).

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28 ABC of Diplomacy

Peacekeeping operations

International peacekeeping operations are an instrument of the interna-tional community for conflict resolution and crisis management. Both civil and military means may be employed to create stable and peaceful relations. Since the end of the Cold War such operations have further developed and today often involve a much wider variety of tasks, includ-ing peacekeeping and peace enforcement, conflict prevention, peace-building and humanitarian operations. Peacekeeping operations are usually based on a UN mandate, and are guided by the three principles of impartiality, agreement of the parties in conflict to the deployment of a peacekeeping force, and minimum use of force.

Persona non grata

Latin expression denoting a representative of a State who is no longer acceptable to the receiving State. The receiving State may at any mo-ment and without explanation inform the sending State that the head of its diplomatic mission or any member of the diplomatic staff has been deemed ‘persona non grata’. The sending country must then recall this person or terminate his or her activities. Failing this, the receiving State has the right to expel the individual in question.

Precedence

When the representatives of States meet, protocol requires that a cer-tain ranking order be followed. In other words, at a ceremony, proces-sion or reception, precedence accords the right of each participant to occupy the particular position considered to reflect his or her ranking. For example, the Minister of Foreign Affairs has precedence over the ambassadors, and the Dean (Doyen) of the diplomatic corps has prec-edence over other heads of mission.

ABC of Diplomacy 29

Preventive diplomacy

Since the end of the Cold War the international community has tried to establish, notably through the > United Nations and the > Organisation for Security and Co-operation in Europe, a system to give early warning of international tensions that could lead to war. At times of crisis these organisations propose measures to defuse the situation to the States concerned. If necessary, procedures to resolve the conflict peacefully are prepared (> Peaceful resolution of conflicts).

Privileges and immunities

Prerogatives, tax exemptions and other advantages accorded in the host country to members of the > Diplomatic staff and their families as well as to individuals enjoying an equivalent status (for example > Inter-national civil servants). These privileges and immunities include the freedom of communication between the diplomatic mission (> Embassy) and the authorities of the sending State; the > Inviolability of diplomatic staff, i.e. they may not be arrested or detained; the inviolability of diplomatic premises, i.e. the local authorities may not have access without the authorisation of the head of the diplomatic mission; immunity of jurisdiction, i.e. legal action against a diplomatic agent or his/her family is not permitted; tax concessions.

Flag of the Swiss Legation in Berlin. Damaged by

gun fire when the Russian army captured the city in

1945, it was taken down by the legation employees

and brought back to Switzerland. It is now part of

the collection of the Swiss National Museum.

©Swiss National Museum

Object from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

30 ABC of Diplomacy

Privileges and immunities are not accorded for the personal benefit of the individuals concerned but rather to enable them to perform their du-ties in complete independence of the receiving State. Those who enjoy such privileges and immunities are expected to re-spect the laws of the host country (Article 41 of the > Vienna Conven-tion on Diplomatic Relations and Article 55 of the Vienna Convention on Consular Relations).

Prohibition of the use of force

The United Nations Charter (> United Nations) forbids States from re-sorting to armed force. War is prohibited as a matter of principle. The UN Charter does however permit the use of force in two specific in-stances:• A State has the right to self-defence and to use military means to repel

an armed attack on its territory until such time as the Security Council has taken the appropriate measures.

• States may take steps to maintain or restore international peace by force with the express authorisation of the Security Council on the basis of a > Resolution under the terms of Chapter VII of the UN Char-ter.

Protecting power

A protecting power steps in when two States involved in a conflict break off diplomatic and/or consular relations. With the agreement of the con-cerned parties a third State, or protecting power, takes on some of the functions of the diplomatic mission of one of the conflicting parties in the territory of the other, protects its citizens living in that State and rep-resents its interests. Such services enable the two States concerned to maintain relations at the minimum level.

ABC of Diplomacy 31

Having already fulfilled a number of protecting power mandates in World War I, Switzerland found itself much in demand in World War II due to its > Neutrality. It represented the interests of 35 States, including the war-ring Great Powers, with over 200 individual mandates. During the Cold War the number of mandates fluctuated between just four (in 1948) and 24 (in 1973). Today, the classical role of protecting power has lost much of its former significance. Switzerland currently holds four mandates, representing the United States in Cuba, Cuba in the USA, Iran in Egypt and the USA in Iran.

Protocol

The term protocol has two distinct meanings. In the most common sense, it applies to all the forms, uses and practices of a ceremonial na-ture that the States and their representatives observe in their diplomatic relations. The protocol service in a ministry of foreign affairs is responsi-ble for dealing with such matters.The protocol (final protocol, or additional protocol) refers to an interna-tional treaty which is complementary to a main treaty. For example, the Additional Protocols I and II of June 8, 1977 to the > Geneva Conven-tions of August 12, 1949.

Reciprocity

The principle of reciprocity plays a central role in international relations. In practice this means that a State confers rights and advantages to an-other State only in exchange for the same privileges. Nevertheless, for obvious humanitarian reasons, the terms of treaties concerning human rights and international humanitarian law must be applied by the States parties in all situations, even when other States parties do not respect the obligations contained in the treaty.

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32 ABC of Diplomacy

Recognition

Recognition by an existing State of a newly created State (State = pop-ulation + territory + government). In recognising a newly independent State, an existing State expresses its readiness to establish and main-tain diplomatic relations at the intergovernmental level with the newly created State. In principle Switzerland recognises only States, not governments. Rec-ognition by Switzerland is therefore not affected by any changes in the government or organisation of the State. A newly independent State does not have an inalienable right to recognition. Recognition is a vol-untary act by other States which may be conditional.

Reservation

Declaration made by a State party to a multilateral treaty by which it an-nounces its intention to exclude or change the application of a clause in the treaty. Reservations enable more States to become party to the treaty but are not conducive to its uniform application. Treaties may ex-clude the possibility of reservations, or limit them.

ABC of Diplomacy 33

Resolution

Decisions taken by an > International organisation and international conferences are called resolutions. Resolutions have a standardised format. They begin with a preamble, which is followed by a number of operative paragraphs. Most resolutions are not legally binding but have the character of a recommendation, as is the case for the resolutions of the General Assembly of the > United Nations (with the exception of those concerning the UN’s internal law). Some resolutions of the United Nations Security Council can also have immediate effect and be binding on all States.

In May 1920, the people and cantons of Switzerland

voted with 416,870 votes to 323,719 in favour of Swiss

membership to the League of Nations. Following the

Second World War, the League was replaced by the

United Nations.

Campaign poster for membership of the League of

Nations, from the Basel Poster Collection.

©Basel Poster Collection

Object from the exhibition “On a Delicate Mission” at the

Swiss National Museum (2007)

34 ABC of Diplomacy

Sanctions

All measures (diplomatic, economic or military) taken by a State or an > International organisation to bring about an end to a violation of inter-national law. Violations can either be noted by an organisation or by a State which considers itself to be a victim. The > UN Security Council, on behalf of the international community, is responsible for declaring what sanctions are to be taken against a State which is endangering international peace. The > World Trade Organisation decides on sanctions in cases of viola-tions of international trade rules. In other areas, States may take whatever non-military sanctions they deem necessary, providing they are in appropriate proportion to the damage inflicted by the offending State. The > Prohibition of the use of force is enshrined in the UN Charter. Sanctions may only be imple-mented after due notification.

Sovereignty

At the international level a State is regarded as sovereign if it is in-dependent of all other entities subject to international law (States or > international organisations). Consequently it has no obligations except those it entered into itself and those imposed by > International law.

Special mission

Representatives of a State charged with the task of travelling to a third State to negotiate an > International treaty, discuss a matter of mutual interest, or carry out another specific duty. Such missions are temporary and generally of limited duration. The individuals entrusted with such missions essentially enjoy the same > Privileges and immunities as the diplomatic staff of an > Embassy.

S

ABC of Diplomacy 35

Subsidiarity principle

Principle according to which political decisions must be taken at a level as close as possible to the people. An issue is referred to higher in-stances only if it cannot be resolved suitably at a lower level. Most fed-eral States include this principle in their constitutions. This enables a division of tasks between federal and state/cantonal powers (see Art. 3 of the Swiss Federal Constitution). The > European Union has made this a basic principle of community action.

United Nations (UN)

The UN is an > International organisation of truly global reach. It has 192 member States (summer 2008) and provides a forum for the discussion of all topics of international significance. The UN promotes international peace and security, the defence of > Human rights, the reduction of social inequalities, the protection of the environment, and it provides humanitarian aid in international emergen-cies. The main organs of the United Nations are the following: • The General Assembly (representatives of the member States), which

deliberates on matters of international order; • The Security Council (15 member States), which is responsible for the

maintenance of international peace and security; • The Secretariat, which is responsible for administrative matters and for

implementing the decisions of the other organs; • The International Court of Justice, which is the principal judicial organ

of the UN (> International justice). The United Nations System also includes many specialized agencies which are legally independent > International organisations linked to the United Nations System through special agreements (for example, the World Health Organisation (WHO)).

U

36 ABC of Diplomacy

Switzerland became a full member of the United Nations in 2002. Be-fore that date (since 1948) the Confederation only had observer status though it was a member of many specialized agencies.

Vienna Conventions on diplomatic and consular relations

Two > Treaties of the greatest importance for international diplomacy were signed in Vienna: the 1961 Convention on Diplomatic Relations and the 1963 Convention on Consular Relations.

World Bank

Like the > International Monetary Fund (IMF), the World Bank is one of the so-called “Bretton Woods institutions” (place of the founding confer-ence). Switzerland belongs to both organisations.The World Bank was founded in 1944 to combat poverty. Its instruments include the granting of long-term loans, the transfer of knowledge, the strengthening of infrastructures and the setting of up partnerships with both public and private sector organisations.

World Trade Organisation (WTO)

The WTO was founded in 1995 as the successor to the General Agree-ment on Tariffs and Trade (GATT), which was established just after the Second World War. The WTO is thus one of the newest > International organisations. It currently has 151 members (2008), including Switzer-land. The main aim of the WTO is to promote and to harmonise interna-tional trade.

W

V

ABC of Diplomacy 37

The WTO administers existing trade agreements, serves as a forum for the negotiation of new agreements, provides technical assistance and training to developing countries in the field of trade policy, monitors na-tional trade policies, and helps settle trade disputes. In situations of alleged violations of trade rules, WTO members agree to the > Peaceful settlement of disputes through the multilateral system rather than imposing unilateral economic sanctions. They also agree to abide by the decisions of the WTO Disputes Settlement Body.

38 ABC of Diplomacy

ABC of Diplomacy 39

40 ABC of Diplomacy

UNOFFICIAL TRANSLATION

Diplomatic Code of Conduct, 2011

Ministry of Foreign Affairs

Kathmandu, 2011

Diplomatic Code of Conduct, 2011

Table of Contents

Preamble

1. Short Title and Commencement

2. Definition

3. Observance of the Code

4. Courtesy Calls, Official Talks and Meetings

5. Organizing Official Ceremonies, Participation and Courtesies

6. Agreements and Commitments with Foreigners and Diplomatic Correspondence

7. Foreign Visits, Representations, Presentations and Reporting

8. Dress Code and Language

9. Conduct of Diplomatic Functionaries or those Holding such Responsibilities

10. Prohibited Acts

11. Monitoring of the Observance of the Code

12. Miscellaneous

Diplomatic Code of Conduct, 2011

Preamble

With the objective of conducting the official meetings, contacts, negotiations andcommunications of the Government of Nepal with foreign governments, internationalorganizations, their representatives and other officials in a more systematic and dignifiedmanner consistent with diplomatic norms and international practices, this Diplomatic Code ofConduct has hereby been issued as per the Cabinet decision of the Government of Nepal.

1. Short Title and Commencement

1.1 This code shall be called the "Diplomatic Code of Conduct, 2011."

1.2 This Code shall come into effect immediately.

2. Definition

Unless the subject or context otherwise requires, in this Code:

2.1 "Person holding public office" means any individual holding a positionempowered to exercise public authority, observe any duty or shoulder anyresponsibility in accordance with the constitution or any other prevailing law orthe decision or instructions of the organization or officer concerned. This phrasealso refers to the officials and staff occupying positions in public institutions orany other officer so designated from time to time by the Government of Nepalby a notice published in the Nepal Gazette.

2.2 "Nepalese Mission" refers to Nepalese Embassies, Permanent Missions of Nepalto the United Nations, Consulates General, Consulates, Honorary ConsulatesGeneral and Consulates abroad and other agencies as designated by theGovernment of Nepal by a notice published in the Nepal Gazette.

2.3 "Foreign Mission" means Nepal based foreign Embassies, Missions, ConsulatesGeneral, Consulates, Liaison Offices and Honorary Consulates General orConsulates.

2.4 "International Organization" refers to the United Nations, specialized and otheragencies under it, the SAARC Secretariat or the Delegation of the European

Union. This phrase also refers to the inter governmental organizations ofregional or international nature.

2.5 "International Non Governmental Organization" means the non governmentalorganizations registered in a country and conducting activities in two or morecountries. This phrase also refers to the organizations of regional nature based inNepal.

2.6 "Foreign Diplomats" means diplomatic officials of Nepal based foreign missions.This phrase also refers to any other officials enjoying diplomatic privileges asdecided by the Government of Nepal.

2.7 "Administrative and Technical Staff of Foreign Missions" means all non Nepaleseemployees working in foreign missions other than diplomats.

2.8 "Local staff" means Nepalese employees of foreign missions, United Nations andother international and regional organizations based in Nepal and the nondiplomatic staff working in Nepalese missions abroad.

3. Observance of the Code

3.1 This code is applicable to persons holding public office and officials drawingremunerations and perks from the state treasury.

3.2 It shall be the duty of all, including persons holding public office and officialsdrawing remunerations from the state treasury, to observe this Code.

4. Courtesy Calls, Official Talks and Meetings

4.1 Ministers of the Government of Nepal or officials of the constitutional bodies orother senior officials should invite representative of the Ministry of ForeignAffairs and other related ministries while meeting ministers, ambassadors orsenior government officials of foreign governments. The representative of theMinistry of Foreign Affairs should prepare the record of talks held on thoseoccasions. In case of the inability of the representative of the Ministry of ForeignAffairs to be present in the meeting because of short notice or other specialreasons, the agency concerned should make available to the Ministry of ForeignAffairs summary report of the talks and the matters discussed during themeeting. Likewise, summary report of meetings, contacts and discussions heldby officials of the Ministry of Foreign Affairs should be sent to the Office of thePrime Minister and Council of Ministers.

4.2 Ministers of the Government of Nepal or officials of the constitutional bodies orother senior officials should, as far as possible, give prior intimation to theMinistry of Foreign Affairs while receiving foreign diplomats or other officials forcourtesy or farewell calls, formal talks and meetings. Summary report of thetalks and discussions held during such meetings should be made available to theOffice of the Prime Minister and Council of Ministers and the Ministry of ForeignAffairs. The supervisor of the individual concerned should be informed verballyor in writing before holding such meetings and talks. In the case of Secretaries ofGovernment of Nepal, the Chief Secretary of Government of Nepal shall be thesupervising official.

4.3 Ministers of the Government of Nepal or officials of the constitutional bodies orother senior officials should generally contact and hold substantive discussionsor talks, other than courtesy meetings, with their counterpart foreign officials.Taking into account the overall interest of the nation and the seriousness of themeeting or issues of discussion, and also keeping in mind the existinghierarchical arrangements and delegation of authority in the country ororganization concerned, meetings and discussions may be held with foreignofficials of suitable rank. The Ministry of Foreign Affairs and the Nepalesediplomatic missions abroad should make arrangements for meetings anddiscussions accordingly. For that, the agencies concerned should write to theMinistry of Foreign Affairs well in advance.

4.4 Taking into account the level and seriousness of the meeting or talks withforeigners, the officials concerned should seek the advice of the Ministry ofForeign Affairs on background information and matters to be raised during suchtalks. It shall be the duty of the Ministry of Foreign Affairs to provide necessarysuggestions and relevant information available.

4.5 The Honorary Nepalese Consuls General or Consuls should inform the Ministryof Foreign Affairs and the Mission concerned about matters relating to Nepal orNepalese citizens or any other subject including talks on bilateral political,economic, commercial, cultural and other relations, published materials andother matters having direct implications for Nepal that come to their knowledge.

5. Organizing Official Ceremonies, Participation and Courtesies

5.1 While accepting invitations to attend events including luncheons, dinners andother social or recreational programs other than receptions, luncheons anddinners organized on the occasion of the visit of foreign government ministers,

officials and delegations, receptions organized by foreign missions to celebratetheir National Days and other state programs, such aspects as status of the host,as far as available the level of other invitees, the nature of the event and thepurpose of the invitation must be taken into consideration. The Ministry ofForeign Affairs may be consulted in case of any doubt about the advisability ofattending any program. One should inform his/her supervisor, verbally or inwriting as necessary, about participation in such programs and the conversationand discussions held on those occasions.

5.2 Officials attending recreational programs in course of public functions ormeetings should maintain the decorum befitting their position while dining andconversing.

5.3 Generally, public officials at the level of Gazetted Special Class or above mayaccept invitations received for programs hosted by the heads of foreign missionsor the heads of regional or international organizations. In case of any confusionin this regard, the Ministry of Foreign Affairs may be consulted.

5.4 Persons holding public office and other government officials, while invitingforeigners to such programs as luncheons, dinners or receptions organized onvarious occasions including the National Day, must take into account suchaspects as reciprocity and status as well as goodwill, friendliness and cooperativefeelings towards Nepal and the Nepalese people to determine theappropriateness of such invitation.

6. Agreements and Commitments with Foreigners and Diplomatic Correspondence

6.1 While concluding an agreement or an understanding of any kind with a foreigngovernment or a regional or an international organization or in situationscreating any obligation, prior approval and participation of the Ministry ofForeign Affairs must be ensured in keeping with the Rules of Business Allocationof the Government of Nepal.

6.2 Commitments made by ministries, constitutional bodies and other governmentagency officials in meetings held at home or abroad with the representatives offoreign governments and organizations must be communicated to the Ministryof Foreign Affairs as soon as possible. Likewise, the Ministry of Foreign Affairsand its officials should keep the relevant agencies of the Government of Nepalinformed about their own activities if related to these agencies and facilitate asnecessary. Annual progress report of the performances of Nepalese diplomatic

officials and representatives abroad should be prepared and submitted by theMinistry of Foreign Affairs to the Office of the Prime Minister and Council ofMinisters within three months of the end of the fiscal year.

6.3 Concurrence of the Ministry of Foreign Affairs shall have to be obtained beforeinviting foreign government counterparts and other guests to visit Nepal.

6.4 Correspondence done on behalf of the Government of Nepal with foreignmissions, resident representatives of regional and international organizationsand diplomatic officials must be sent through the Ministry of Foreign Affairs inkeeping with the Rules of Business Allocation of the Government of Nepal. TheMinistry of Foreign Affairs may provide any advice or suggestion to the agenciesconcerned as necessary.

6.5 Correspondence on behalf of the Government of Nepal with foreigngovernments or organizations, must be channeled through the Nepalese missionstationed in or accredited to the country or organization concerned. In case suchcorrespondence is needed to be done through foreign missions in Nepal forsome practical reasons, the details must immediately be made available to theNepalese mission abroad concerned.

6.6 Various agencies of the Government of Nepal, while designating focal point forcorrespondence and contact with foreign governments, agencies and regionaland international organizations, must designate the agency concerned of theGovernment of Nepal or a particular position, not an individual. The postal andemail addresses and phone and fax numbers of the designated focal point shouldbe those of the government agency concerned. For official business, the officialcontact number and address must be used.

7. Foreign Visits, Representations, Presentations and Reporting

7.1 The address, speech, statement or remarks to be made by Nepalese delegationsor officials visiting abroad to attend any meeting, conference, ceremony, debateand programs must be in accordance with the policies of the Government ofNepal. The opinion of the Ministry of Foreign Affairs should be sought in respectof the policy position, address, speech, statement or comments to be madeabroad by the leader and members of the delegation on behalf of theGovernment of Nepal. Similarly, concurrence of the Ministry of Foreign Affairsmust be obtained before submitting proposals to the Cabinet on mattersrequiring the Ministry to issue credentials. It shall be the duty of Nepalese

missions concerned to extend necessary cooperation on substantive part ofrelated programs to the high level delegations visiting abroad in connection withofficial business. Those individuals must submit summary report to the agencyconcerned upon completion of the visit. The agency concerned must provideinformation promptly to the Ministry of Foreign Affairs on matters so required inaccordance with the rules of Business Allocation. No one should initial on anytype of understanding without having prior approval from the authorized officialon agency.

7.2 While sending delegations on behalf of the Government of Nepal forparticipation in various events at the invitation of foreign governments or theregional or international organizations, the ministry or agency concerned shouldchannel its communication with the host country, mission or organizationthrough the Ministry of Foreign Affairs.

7.3 Every Nepalese delegation led by an official of or above the Gazetted SpecialClass visiting abroad on official assignment must, as far as possible, includerepresentatives from the Nepalese mission concerned and the Ministry ofForeign Affairs as necessary.

7.4 Representation of the Ministry of foreign Affairs must be ensured in internaldiscussions preparatory to the participation of Nepalese delegations to meetingsabroad.

7.5 Persons holding public office must use the kind of passport as specified in thePassport Act and the Passport Regulations while visiting abroad on officialbusiness.

7.6 Correspondences relating the foreign trips of government delegations should bemade through the Ministry of Foreign Affairs. In case Ministry of Foreign Affairsholds contrary opinion regarding the appropriateness of certain visits, thatshould be communicated to the agencies concerned for reconsideration well intime.

8. Dress Code and Language

8.1 Persons holding public office, while attending events like formal ceremony,luncheon, dinner, reception etc. on the occasion of the National Day of Nepal orof any foreign country, should wear the National dress or formal attire in

accordance with international practice also taking into account the dress codeindicated in the invitation card.

8.2 Persons holding public office and government officials should wear a decentdress befitting the occasion or a formal dress in accordance with internationalpractice at formal meetings, negotiations and discussions with representatives offoreign governments or agencies and officials of international organizations.

8.3 All personnel working at the Ministry of Foreign Affairs and the Nepalesemissions abroad should behave with courtesy and wear suitable and decentdress.

8.4 Courteous and decent language should be used during contacts, communicationsand interactions with foreigners. If an English language interpreter is needed fora formal interaction with foreigners, the Ministry of Foreign Affairs may beapproached and the Ministry shall depute a qualified foreign service officer forthe purpose. Officials who do not have the requisite level of proficiency inEnglish shall communicate through the interpreter.

8.5 Care should be given to use correct, courteous and comprehensible language.

9. Conduct of Diplomatic Functionaries or Those Holding Such Responsibilities

9.1 All individuals including public office bearers performing diplomatic functionsand holding diplomatic responsibilities shall have to conduct in accordance withinternational standards.

9.2 Foreign Secretary and members of Nepal Foreign Service as well as NepaleseAmbassadors, Consuls General and other officials from outside the ForeignService should conduct in accordance with the internationally accepteddiplomatic norms, values and practices.

9.3 Heads of Nepalese Diplomatic Missions and other officials of the Mission shouldnot abuse their diplomatic privileges and immunities.

9.4 The Heads of Nepalese Diplomatic Missions or their spouses or diplomaticofficials should not hold any position of benefit or engage in business activities.

9.5 Diplomatic Bag/Pouch should not be used for private purposes.

9.6 Persons holding public office should not give statements, publish materials andengage in activities detrimental to the existing relations of Nepal with friendly

countries, or be part of any such activities. They should neither act incontravention to the agreements concluded with regional and multilateralorganizations to which Nepal is a party nor be part of any such acts.

9.7 The Heads of Mission and other officials should not charge any kind of fee ormoney to Nepalese or foreign nationals, except as provided for by the existinglaws, rules, and bylaws or as otherwise determined by the Ministry of ForeignAffairs or any other agency of the Government of Nepal on the basis of specifiedstandards, directives or decisions. The record of income and expenditure offunds collected as above should be maintained in a transparent manner and thestatement of which should be reported to the Ministry of Foreign Affairsregularly. The Ministry of Foreign Affairs and the Head of the Mission concernedshould regularly supervise and monitor for ensuring the effectiveimplementation and full compliance of this provision.

9.8 While creating welfare funds in the Missions for the benefit or rescue ofNepalese workers abroad, prior approval of the Ministry of Foreign Affairsshould be obtained and necessary directives, standards and operatingprocedures in this regard should be prepared and arrangements should be madeto maintain the record of income and expenditure in a transparent manner. Thereceipt of any salary, allowance, insurance, or blood money payable to theNepalese workers abroad or their legal heirs, when received through anyMission, should be communicated to the Ministry of Foreign Affairs, and theperson concerned or his/her legal heirs as soon as possible. Arrangement shouldbe made to handover such amount of money to the person concerned throughthe Ministry of Foreign Affairs as soon as possible. The Ministry of Foreign Affairsand the Head of Mission concerned should regularly supervise and monitor forensuring the effective implementation and full compliance of this provision.

9.9 The Ministry of Foreign Affairs should submit an annual report of compliance ofthis Code by the individuals and officials with diplomatic functions andresponsibilities to the Council of Ministers.

10. Prohibited Acts

Individuals holding public offices and those drawing remuneration or other perks fromthe national treasury are prohibited to do the following:

10.1 Provide any confidential and sensitive national information to anyone includingforeign diplomats and administrative or technical employees and local staff offoreign missions.

10.2 Leak or publicize information relating to talks or negotiations, while they are inprogress, in a manner that could affect the outcome of such talks ornegotiations.

10.3 Issuance of public notice relating to the Ministry of Foreign Affairs or to theconduct of foreign relations of Nepal by individuals other than the Minister forForeign Affairs, Foreign Secretary and Spokesperson of the Ministry of ForeignAffairs or any other authorized official.

10.4 Accept any gift, donation, grant, loan, remuneration or any other special favorexcept simple gifts offered during special occasions by any foreign diplomat,mission or officer thereof, without prior approval of the Government of Nepal orof the agency concerned.

"Special Occasion" refers to National Days, festivals, exchange of bilateral visitsat various levels and courtesy or farewell calls.

10.5 Avail or make efforts to avail any personal benefit, expensive gifts except simplegifts offered as a token of courtesy, or any other favor relating to suchopportunities as employment, scholarship or medical treatment for oneself orfamily members from functionally associated foreign individuals, organizations,governments or agencies.

10.6 Be a partner or an associate in the establishment, registration or management ofany foreign company or organization.

10.7 Accept any full time or part time outside job supported and endorsed by aforeign diplomat or a foreign mission.

10.8 Unnecessarily share information with foreigners on the pay or otheremoluments and benefits of oneself or of others or make comments on aspectsof personal life such as marital status, age and the like.

10.9 Seek personal invitation or financial assistance from any foreign mission, regionalor international inter governmental organization or international nongovernmental organization for study tours or any other visit without properauthorization.

10.10 Request any foreign mission, regional or international inter governmentalorganization or international non governmental organization or an officerthereof to invest in or provide assistance to projects exclusively designed on

political considerations or to cater to the interest of a person or certainindividuals or of any other vested interest group.

10.11 Make unauthorized correspondence or contact or meet and discuss with foreigndiplomats or any officer in a foreign mission or with officials of any regional orinternational inter governmental organization or international nongovernmental organization.

10.12 Make unauthorized representation or unauthorized commitment on behalf ofthe Government to foreign diplomats or foreign missions.

10.13 Make false claims as regards one's own official status and authority with foreigndiplomats, employees of foreign missions or anyone else.

10.14 Accept invitation to; deliver a speech, address or make statement, express viewsor make comments in programs not relevant to one's own official duty andresponsibility.

10.15 Abuse authority in a manner to mete special favor to any foreign diplomat or anemployee of a foreign mission.

10.16 Accept invitations to functions that are not relevant and consistent with theindividual's official responsibility, status or position.

10.17 Correspond with countries or foreign organizations not recognized by theGovernment of Nepal or meet with representatives thereof and participate inevents organized by such organizations and individuals.

10.18 Establish undignified contacts or relations with or take personal benefits fromforeign governments, diplomats, diplomatic agencies or delegations.

10.19 Accept any foreign decoration, medal, honor or honorary degree other thanacademic degrees or those that are directly connected with academicachievement or academic excellence without prior approval of the Governmentof Nepal.

10.20 Use foreign diplomats, foreign missions or employees of regional or internationalinter governmental or international non governmental organizations ordevelopment co operation missions in putting undue pressure or influence onofficials of the Government of Nepal or any other agency for personal interest.

10.21 Enter into the chancery or residential premises of foreign diplomatic missionsbased in Nepal except for formal programs or duly accepted invitations.

10.22 Oppose prevailing laws, official policies, plans, proclamations, decisions andapproved programs of the Government of Nepal or make adverse commentsthereof.

11. Monitoring of the Observance of the Code

11.1 There shall be one High level Monitoring Committee and one StandingMonitoring Committee to monitor the compliance of this Code.

11.2 High level Committee for Monitoring: For officials equivalent to or above therank of Gazetted Special Class of the Government of Nepal, there shall be a Highlevel Monitoring Committee consisting of the following:

(a) Minister for Foreign Affairs Coordinator

(b) Chief Secretary to the Government of Nepal Member

(c) Secretary, Office of Prime Minister and Council of Ministers Member

(d) Secretary, Ministry of Law and Justice Member

(e) Secretary, Ministry of Home Affairs Member

(f) Secretary, Ministry of Foreign Affairs Member

Chief of Protocol of the Ministry of Foreign Affairs shall act as Secretary of theHigh level Committee for Monitoring.

11.3 Standing Committee for Monitoring: For officials of the rank of Gazetted FirstClass or below, there shall be a Permanent Monitoring Committee consisting ofthe following:

(a) Secretary, Ministry of Foreign Affairs Coordinator

(b) Joint Secretary, Office of the Prime Minister and Council of Ministers Member

(c) Joint Secretary, Ministry of Finance Member

(d) Joint Secretary, Ministry of Law and Justice Member

(e) Joint Secretary, Ministry of Home Affairs Member

(f) Joint Secretary, Ministry of General Administration Member

(g) Chief of Protocol, Ministry of Foreign Affairs Member

Deputy Chief of Protocol of the Ministry of Foreign Affairs will act as Secretary ofthe Standing Committee for Monitoring.

11.4 Coordinators of both the committees shall call committee meetings as necessaryand may invite any officials or individuals to participate in the meetings, asdeemed necessary. Both the committees may, as necessary, draw the attentionof organizations or individuals concerned, verbally or in writing, for thecompliance of this Code. Both the committees may formulate their own workingprocedures, as necessary.

11.5 Whenever a person holding a public office is found to have violated this Code, itshall be the duty of persons holding public office as well as every Nepalesecitizen to bring it to the notice of the monitoring committee concerned as earlyas possible.

11.6 Provisions contained in the prevailing laws of Nepal shall apply as they are.

12. Miscellaneous

12.1 As for additional conducts to be undertaken by an individual to be assigned asthe Head of the Nepalese missions abroad, the Ministry of Foreign Affairs mayprovide the necessary guidelines. It shall be the duty of such officials to carry outthose directives.

12.2 Officials of the ranks of Gazetted Special Class or above from the Office of thePrime Minister and Council of Ministers may supervise the work of Nepalesemissions abroad in accordance with the Rules of Business Allocation of theGovernment of Nepal. Written reports shall have to be submitted to theimmediate supervisor.

12.3 This Code shall not impede the enforcement of existing Codes of Conduct beingimplemented for officials of elected and constitutional bodies, civil service,security agencies, and various other agencies of the Government of Nepal.

12.4 In case of any confusion in the implementation of this Code and any other Codeof Conduct adopted by other government agencies, this Code shall prevail withregard to diplomatic conduct and courtesies.

***

1

European Commission

How to write

clearly

EN

2

European Commission staff have to write many different types of documents. Whatever the type — legislation, a technical report, minutes, a press release or speech — a clear document will be more effective, and more easily and quickly understood. This guide will help you to write clearly whether you are using your own language or one of the other official languages, all of which are also working languages of the Commission according to Council Regulation No 1/1958 (still valid today!)

These are hints, not rules, and when applying them you should take account of your target readers and the purpose of your document.

Three good reasons to write clearly are:

Hint 1: Think before you write ............................................................................................................................ page 3

Hint 2: Focus on the reader — be direct and interesting ............................................................................. page 4

Hint 3: Get your document into shape ............................................................................................................ page 5

Hint 4: KISS: Keep It Short and Simple ............................................................................................................... page 6

Hint 5: Make sense — structure your sentences ............................................................................................. page 7

Hint 6: Cut out excess nouns – verb forms are livelier .................................................................................. page 8

Hint 7: Be concrete, not abstract ....................................................................................................................... page 9

Hint 8: Prefer active verbs to passive — and name the agent ...............................................................page 10

Hint 9: Beware of false friends, jargon and abbreviations ....................................................................page 11

Hint 10: Revise and check ...................................................................................................................................page 14

Online EU drafting aids ......................................................................................................................................page 15

HHHHHooooowwwwwwww tttttttooooooooo wwwwwwriiiiiteeeeeee

3

1. Think before you write

Clear writing starts with and depends on clear think-ing. Ask yourself:

Who will be reading the document?

Three main groups of people read European Commis-sion documents:

-sion or other institutions

group.

Most European Commission documents are now on the internet and available to everyone. Everything we write and publish as part of our work for the European Commission inevitably affects the public image of the

What are you trying to achieve?

What is the purpose of your document? After reading it, what will your readers have to do?

What points must

the document cover?

containing all the points you expect to make, in no particular order.

facts you will need to check and/or experts you will need to consult.

This approach applies to practically all non-literary

formal documents such as legislation, specific draft-ing rules must be followed.

An alternative is the ‘7 questions’ approach.

This is a structured method of covering relevant in-formation:

WHAT? My essential message WHO? Persons concerned WHEN?

WHERE? Places HOW? Circumstances, explanations WHY? Causes and/or objective HOW MUCH? Calculable and measurable data

abbreviations

abstract

jargon

long

passive

4

Be direct and interesting

Always consider the people you’re really writing for: not just your boss, or the reviser of your translations,

they, what do they already know, and what might you need to explain?

Try to see your subject from the point of view of your readers:— Involve them by addressing them directly (‘you’

is an under-used word in European Commission documents).

— Imagine which questions they might ask, and make sure the document answers them. Maybe

-ample: ‘What changes will this new policy make?’ ‘Why is this policy needed?’ ‘Who will be affected?’ ‘What do we expect to achieve?’.

— Interest them. Give them only the information

European Commission procedures and interinstitu-tional formalities as you can. These are meaningless to most readers and simply reinforce the Commis-sion’s image as a bureaucratic and distant institu-tion. If they are really essential, briefly say why.

2. Focus on the reader

Now you can make your outline.

5

Two common problems at the European Commission:

1. Recycling an earlier text without adapting it properly

Older models may be unclearly written and may not reflect new circumstances and new drafting practices. Take care to make all the necessary adaptations.

2. Cutting and pasting

You may have to use passages from a variety of documents to assemble a new text. Beware of inconsistent terminology, repetition or omission: these can undermine the internal logic and clarity of the end result.

3. Get your document into shape

When you start

summary, begin with that: you may find it is enough! Put it at the begin-ning because that is the first (and sometimes the only) part that people will read.

-ers to follow your logic and reasoning. Choose headings and other ‘signposts’ that will enable them to find key information to save you repeat-

informative

headings and sub-headings to highlight the most important points of the document. A heading such as ‘Mergers need to be monitored more carefully’ is more informative than ‘Monitoring mergers’.

your document reader-friendly: could you use icons, graphs, or tables instead of text?

you need a glossary or a list of definitions?

part is the conclusion. A reader may skip every-thing in between to get to the conclusion. Make it clear, concise and to the point.

-ments by including a clear table of contents.

As you write

Keep cutting! Be tough – ask if each sec-tion and each word is really necessary.

Cut out superfluous words, but make sure the mes-sage is still clear:

The deadline to be observed for the submission of applications is 31 March 2010.

The deadline for submitting applications is 31 March 2010

Application deadline: 31 March 2010

After you’ve finished

6

Short ...

The value of a document does not increase the longer it gets. Your readers will not respect you more be-cause you have written 20 pages instead of 10, espe-cially when they realise that you could have written what you wanted to say in 10. They may well resent you for taking more of their time than necessary.

-mon sense.

-pressions like ‘as is well known’, ‘it is generally ac-cepted that’, ‘in my personal opinion’, ‘and so on and so forth’, ‘both from the point of view of A and from the point of view of B’.

committee with a long name, write out the full name once only: ‘This question was put to the

Guides. The Committee said that ...’.

have more impact.

As a guide:

1 document = 15 pages at the most

1 sentence = 20 words on average (but sprinkle in a few short sentences!)

serious obstacle to clarity in Euro-pean Commission documents. Try to break them up into shorter sentences. But remember to include link words (‘but’, ‘so’, ‘however’) so the coherence doesn’t get lost in the process.

... and Simple:

will not make you seem less learned or elegant: it will make you more credible.

in view of the fact that as

a certain number of some

the majority of most

pursuant to under

within the framework of under

accordingly, consequently so

for the purpose of to

in the event of if

if this is not the case if not

if this is the case if so

concerning, regarding, relating to on

with reference to, with regard to about

4. KISS: Keep It Short and Simple

7

Simple, uncluttered style also means:

... avoiding ambiguity

If you use the same word to refer to different things, you could confuse your reader:

You must hand in your application by Tuesday. You may also submit an application for this deadline to be postponed. Your application ... (what are we talking about now?)

You must hand in your application by Tuesday. You may also ask for the deadline to be postponed. Your application ...

... not changing words just for ‘style’

You may think you can make your document less boring by using different words to refer to the same thing. Again, though, you could confuse your reader:

You must hand in your application by Tuesday. The committee may turn down your request... (i.e. your application — or is it?).

You must hand in your application by Tuesday. The committee may turn it down ...

... using the positive form, not the negative

It is not uncommon for applications to be rejected, so do not complain unless you are sure you have not completed yours incorrectly.

It is quite common for applications to be rejected, so complain only if you are sure you have completed yours correctly.

You may have to write (or improve) a text containing a mass of facts and ideas. Here are some ways of untan-gling the information so that readers will understand each sentence straight away.

Name the agents of each action

(see Hint 8) and put the actions in the order

in which they occur.

will be taken subsequent to receipt of all project applications at the Award Committee’s meeting.

When all applicants have submitted their project applications, 1

the Award Committee will meet 2

to decide 3

it will grant to each one. 4

Don’t bury important information in the

middle of the sentence.

As for reducing roaming charges, the Commission outlined several proposals.

The Commission outlined several proposals for reducing roaming charges.

The smoking in restaurants ban now seems likely to be implemented.

banned.

Try to give your sentences strong endings

— that’s the bit readers will remember.

Complete institutional reform is advocated by the report in most cases.

In most cases, the report advocates complete institutional reform.

5. Make sense — structure your sentences

6. Cut out excess nouns — verb forms are livelier

One simple way to write more clearly is to change ...

this… ... to this:

by the destruction of by destroying

for the maximisation of for maximising

of the introduction of of introducing

By making this change, we are simply turning a noun back into a verb. Verbs are more direct and less ab-stract than nouns. Many nouns ending in ‘-ion’ are simply verbs in disguise. They often occur in phrases like those below, where verbs would be clearer:

carry out an evaluation of evaluate

hold an investigation of investigate

give consideration to consider

There are other nouns that don’t end in ‘-ion’ but which are also verbs in disguise:

conduct a review of review

perform an assessment of assess

effect a renewal of renew

nouns back into verbs:

The practice of growing perennials instead of annual crops can bring about an improvement of soil quality by effecting an increase in soil cover.

Growing perennials instead of annual crops can improve soil quality by increasing soil cover.

8

9

7. Be concrete, not abstract

Concrete messages are clear — abstract language can be vague and off-putting. Too much abstract language might even lead your reader to think either that you don’t know what you are writing about or that your motives for writing are suspect.

-crete word instead of a more abstract word that means the same, choose the concrete word. Your message will be more direct and therefore more powerful.

Sometimes, instead of this ...:

you could try this:

eliminate cut out

achieve an objective meet a target

employment opportunities jobs

negative evolution downturn

remunerated employment paid work

investing in human capital * - (workforce) training- improving

(workers’) skills- training and

education

* As this example shows, the problem is often pinning down your exact meaning.

TIP: In Word, highlight and right-click on a word and

appears, to find the word you are really looking for. The list of synonyms will contain both abstract and concrete words. Try to choose a concrete word in-

word identify is perfectly acceptable, but some-times a clearer word is better:

to identify innovations to spot innovations

to identify the participants to name the participants

to identify the meaning to see / show / pinpoint the meaning

10

8. Prefer active verbs to passive...

Another easy step to clear writing is to use verbs in the active voice (‘the car hit a tree’) rather than the passive (‘a tree was hit by the car’). Compare these:

New guidelines have been laid down by the President in the hope that the length

will be restricted to 15 pages.

The President has laid down new

will restrict the length of documents to 15 pages.

Look how we can make a sentence clearer by cutting out passives...:

unclear:

A recommendation was made by the European Parliament that consideration

simplification of the procedure.

a bit better:

The European Parliament made a recommendation give consideration to a simplification of the procedure.

and finally by using verbs instead of abstract nouns:

much better:

The European Parliament recommended

simplifying the procedure.

… and name the agent

If you change passive verb forms into active ones, your writing will become clearer because you will be forced to name the agent — the person, organisation or thing that is carrying out the action.

It’s easy to identify the agent here ...

This project was rejected at Commission level.

The Commission rejected this project.

... but impossible here:

It is considered that tobacco advertising should be

Who considers? The writer, the Commission, the public, the medical profession?

into several languages. If your original document is unclear, you may end up with non-matching transla-tions, as each translator tries to guess what you might have meant and comes up with a different solution.

But you don’t have to avoid passives at all

costs. They can be useful, for example when there’s no need to say who is responsible for the action be-cause it’s obvious (‘All staff are encouraged to write clearly’).

11

9. Beware of false friends, jargon and abbreviations

Avoid false friends

False friends (or faux amis) are pairs of words in two languages that look similar, but differ in meaning.

In a multilingual environment like the European Com-mission, we often mix up our languages. Borrowing

‘to control’ in English normally means ‘to command/

direct’ or ‘to restrict/limit’. It does not mean simply ‘to check/supervise’ like ‘contrôler’

-stitutions look like a closed club that is out of touch with the real world. In the worst case, it can lead to misunderstandings and diplomatic incidents (for

-portant country’).

French False friend Why is it wrong? What’s the correct word?

actuel actual ‘actual’ means ‘real’ current, topical

adéquat adequate ‘adequate’ means ‘sufficient’ suitable

assister à assist at ‘assist’ means ‘help’. attend, participate in

attribuer attribute to ‘attribute to’ means ‘consider to be due to/characteristic of’

allocate to, assign to

compléter complete ‘complete’ means ‘finish’ supplement

délai delay ‘a delay ’ means ‘a postponement or hold-up’(= retard

deadline, time limit

élaborer elaborate (verb) ‘to elaborate’ means ‘to go into detail’

draft, develop, produce

éventuel eventual ‘eventual’ means ‘ultimate’ any

prévu foreseen ‘foreseen’ means ‘predicted’ provided for, planned

important important ‘important’ is right if you mean ‘significant’; but not if you mean>

> large

matériel material ‘material’ means ‘matter’, ‘information’

supplies, equipment

opportunité opportunity ‘opportunity’ means ‘chance’ advisability

perspectives perspectives ‘perspective’ means ‘standpoint’ prospects, outlook

respecter respect ‘to respect’ means ‘to value’ or ‘honour’ someone or something

comply with (rules), meet (a deadline)

sensible sensible ‘sensible’ means ‘reasonable’ sensitive

12

Avoid or explain jargon

Jargon is vocabulary used by any group of insiders or specialists to communicate with each other, and is ac-ceptable in documents which are only read by that group.

However, outsiders (especially the general public) will have to work harder than they need to or want

reading — so make sure that any document you want outsiders to read is as jargon-free as possible.

for the general public, explain them when you first use them, or add a glossary, a hyperlink or a reference to one of the websites indicated at the bottom of this page. This non-exhaustive table contains a number of terms

Jargon term Suggested definition

acceding country country about to join the EU

acquis (communautaire) body of EU law

candidate country country still negotiating to join the EU

cohesion approach aimed at reducing social and economic disparities within the EU

comitology procedure under which the Commission consults committees of experts

Community method method developed for taking decisions in the EU, where the Commission, Parliament and Council work together

enlargement expansion of the EU to include new members

mainstreaming taking into account in all EU policies

proportionality principle that a level of government must not take any action that exceeds that necessary to carry out its assigned tasks

subsidiarity principle that, wherever possible, decisions must be taken at the level of government closest to citizens

Clear explanations of much jargon can be found in:

the Europa website (http://europa.eu/abc/eurojargon/index_en.htm).

-

(http://europa.eu/scadplus/glossary/index_en.htm).

13

Take care with abbreviations

Too many unfamiliar abbreviations can make a docu-ment incomprehensible and send your reader to sleep:

If the meaning of an abbreviation might not be clear to your reader, you should:

once or twice in the document; or-

ment, followed by the abbreviation in brackets, and then use the abbreviation in the rest of the document; and/or

what they stand for.

The ‘Main Acronyms and Abbreviations’ section of (http://publications.

europa.eu/code/en/en-5000400.htm) defines many of the acronyms and abbreviations used in European Commission documents.

As always, consider your readers’ needs:-

tions are spelled out.

other line instead of ‘MAH’ will make the document much longer.

Remember that abbreviations and acronyms can mean different things in different contexts.

ESA stands for

and several other alternatives.

http://iate.europa.eu

ESA

ESA

ESA

ESA

ESA

ESA

ESA

ESA

14

10. Revise and cheque check

that they don’t pick up all mistakes.

in the reader’s shoes. Are the sentences and para-

each other? There will always be something you can improve or simplify.

haven’t been consulted earlier.

reader-friendliness.

Need more help?

Even when you have finished your document — and made it as clear as possible by following the tips given above — you may feel that your writing could still be improved. Perhaps you are not sure of the right verb or preposition to use. Or some sentences may still be longer and more awkward than you would like.

-

There are two services, depending on the nature of your document:

Web pages: i.e. the main pages of a website in

html format.

To have web pages edited, enter a Poetry request: code WEB (not REV. -vice, contact DGT-D-2-EN.

http://www.cc.cec/translation/facilities/products/web/tutorial/index_en.htm

Other documents:

(in English or French)

need advice, you can email DGT-EDIT, outlining your requirements.

More details at: http://www.cc.cec/translation/facilities/products/

editing_en.htm

(in another EU official language) You can ask for linguistic revision of important documents by a native speaker of any official language. Enter a Po-etry request and ask for the product REV.

15

Online EU drafting aids

English spelling, punctuation and usage is in the

http://ec.europa.eu/translation/writing/style_guides/english/style_guide_en.pdf

Clear writing guides and style guides for several other official languages are also on the Translation

http://ec.europa.eu/translation/language_aids

Information on official publications in all official

produced by the Publications Office :http://publications.europa.eu/code/en/ en-000100.htm

Guidance on drafting Community legislation in all official languages is in the Joint Practical Guide: http://eur-lex.europa.eu/en/techleg/index.htm

Information Providers Guide: http://ec.europa.eu/ipg/content/tips/index_en.htm

16

Acknowledgements

This guide draws on sources including:The Oxford Guide to Plain EnglishÉcrire pour Être Lu, Ministère de la Communauté française, Belgium30 Regole per Scrivere Testi Amministrativi Chiari,Bürgernahe Verwaltungssprache, Bundesverwaltungsamt, GermanyKlarspråk lönar sig, Regeringskansliet, Käännetäänkö tekstisi, tulkataanko puheenvuorosi? Writing for Translation The OECD Style Guide, 2nd Edition OECD, Paris http://www.oecd.org/dataoecd/8/39/40500006.pdf

You can find the online version at:http://ec.europa.eu/translation

Publications Offi

ce Graphic D

esign Service

United NationsCorrespondence Manual

A guide to the drafting, processingand dispatch of official

United Nations communications

United Nations

ST/DCS/4/ Rev.1

ST/DCS/4/Rev.1

Department of General Assembly Affairs and Conference Services

UnitedNationsCorrespondenceManual

A guide to the drafting, processing and dispatchof official United Nations communications

United Nations • New York, 2000

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v

Introductory note

The United Nations Correspondence Manual is intended to serve as a guide tothe drafting of official correspondence in English, the processing and dispatch of offi-cial communications and the handling of incoming and outgoing communications.The present revised version supersedes the United Nations Correspondence Manualissued in 1984 (ST/DCS/4) and contains new sections on electronic communications.

Although the Manual is concerned primarily with policies and practices atHeadquarters, the broad policies and procedures set forth here are of general appli-cability and it is expected that offices away from Headquarters will follow these in-structions, adapting them to local needs if necessary.

The Manual was prepared by the Interpretation, Meetings and Publishing Divi-sion and the Translation and Editorial Division of the Department of General As-sembly Affairs and Conference Services with the assistance of the Staff Develop-ment Services, Office of Human Resources Management, and the InformationTechnology Services Division and the Special Services Section of the FacilitiesManagement Division, Office of Central Support Services.

v

Contents

Chapter Paragraphs Page

I. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2 1

II. Responsibility for correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–11 2A. Departments and offices originating correspondence . . . . . . . . . . . . . . . . . . . 3–5 2B. Department of General Assembly Affairs and Conference Services . . . 6–8 2C. Office of Central Support Services, Department of Management. . . . . 9–11 3

III. Preparing and processing correspondence: general guidelines . . . . . . . . . . . . 12–56 5A. Preparing correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12–46 5B. Processing correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47–56 10

IV. Guidelines for specific types of correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . 57–128 12A. Memoranda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57–75 12B. Letters: general guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76–92 14C. Informal letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93–102 16D. Formal letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103–111 17E. Letters for signature by the Secretary–General . . . . . . . . . . . . . . . . . . . . 112–114 19F. Notes verbales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115–128 19

V. Guidelines for electronic communications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129–142 23A. Electronic mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129–135 23B. Facsimiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136–141 24C. Telegrams and cables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 25

VI. Transmittal forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143–146 26A. Covering slips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 26B. Forwarding slips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 26C. Routing slips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 26D. Complimentary slips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 26

VII. Handling of correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147–160 27A. Distribution of incoming mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147–149 27B. Special handling of communications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150–157 27C. Personal mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158–159 28D. Departmental correspondence logs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 28

Annex Some points of style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29A. General guidelines for drafting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29B. Spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30C. Capitalization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30D. Underlining . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38E. Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38F. Abbreviations and acronyms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40G. Division of words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40H. Formation of plurals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

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List of exhibits

Letters1. Formal letter (Secretariat official to a permanent representative)2. Transmittal note (for letter from the Secretary-General to a head of State)3. Informal letter (Secretariat official to a permanent representative)4. Informal letter (Secretariat official to the head of a specialized agency)5. Informal letter (Secretariat official to an official in an organization of the

United Nations system)6. Informal impersonal letter

Notes verbales7. Note verbale (Secretary-General to a permanent representative)8. Note verbale (Officer of a principal organ or one of its subsidiary bodies to a

permanent representative)9. Note verbale (Secretariat to a permanent mission)

Memoranda10. Interoffice memorandum11. Interoffice memorandum (multiple addressees, addressed as group)12. Interoffice memorandum (continuation page)

Facsimiles13. Facsimile (without disclaimer)14. Fascimile (with disclaimer)

Slips15. Covering slip16. Forwarding slip17. Routing slip18. Complimentary slip

Forms19. Correspondence Unit worksheet20. Delegation of authority

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1. To contribute effectively to the conduct of the business of the United Nations,the correspondence of the Organization must be concise, clear and accurate in con-tent, direct and dignified in style, correct in form and attractive in appearance.

2. The purposes of this Manual are

(a) To provide a clear statement of responsibility for drafting, processing anddispatching various types of United Nations correspondence;

(b) To establish standard formats for such correspondence and proceduresfor handling that correspondence;

(c) To provide guidelines for the use and drafting of each type of correspon-dence in accordance with the criteria mentioned above.

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����������������������������������������������������3. The originating department or office has the principal responsibility for out-going communications. It is responsible for:

(a) Ensuring the appropriate substance and style and factual accuracy of thecommunication;

(b) Obtaining all necessary clearances;

(c) Obtaining the signature of the responsible official;

(d) Obtaining the necessary number of any enclosures or attachments, in theappropriate languages and, except for multiple correspondence,

(e) Preparing communications in final form, addressing them and assemblingthem for dispatch;

(f) Providing copies to others as appropriate.

4. Departments or offices are also responsible for establishing and maintainingappropriate reference files of incoming and outgoing correspondence.

5. The head of each department or office is responsible for designating a staffmember at the level of P-3 or above to serve as correspondence officer; alternatecorrespondence officers may be designated if needed. Correspondence officers areauthorized to sign requests for the services of the Correspondence Unit (formEOR.2, see exhibit 19) and are responsible for ensuring that notes verbales and for-mal letters are prepared in accordance with the guidelines of the CorrespondenceManual. The name(s) of the person(s) so designated should be submitted to the Cor-respondence Unit (Delegation of authority, see exhibit 20) to ensure that submis-sions to that unit have proper authorization.

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6. The Correspondence Unit, Department of General Assembly Affairs and Con-ference Services, is responsible for:

(a) Processing all multiple correspondence (25 or more addressees);

(b) Processing, in cooperation with the Executive Office of the Secretary-General, correspondence to be signed by the Secretary-General;

(c) Ensuring observance of the rules set down in this Manual concerningform, presentation, choice of language to be used and routing with respect to allcommunications referred to it for processing;

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(d) Furnishing guidance with regard to the proper form, procedure and lan-guage to be used in drafting formal correspondence;

(e) Establishing and maintaining an Electronic Directory of Names and Ad-dresses of Officials;

(f) Maintaining this Correspondence Manual.

7. The Electronic Directory of Names and Addresses of Officials contains thenames, titles and addresses of the following:

(a) Ministers for Foreign Affairs of Member States and non-member States;

(b) Permanent Representatives of Member States and observers of non-member States;

(c) Heads of other organizations of the United Nations system.

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8. The Typographic Coordinator is responsible for establishing and ensuring ad-herence to standard typographic formats of various forms of correspondence.

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9. The Special Services Section, Facilities Management Division, has overall re-sponsibility for the collection and dispatch of outgoing correspondence and the re-ceipt and distribution of correspondence received by the United Nations:

(a) The Mail Operations Unit of the Special Services Section receives anddistributes incoming mail and dispatches outgoing mail;

(b) The Diplomatic Pouch Subunit receives and distributes incoming anddispatches outgoing pouch items. It also administers the diplomatic pouch serviceand is responsible for issuing periodic revisions of the diplomatic pouch schedule;

(c) The Messenger Subunit has responsibility for collecting communicationsready for dispatch throughout the Headquarters buildings.

The general principles and procedures governing outgoing official United Nations mailat Headquarters are set out in administrative instruction ST/AI/271 of 4 February 1980.Instructions on the use of the diplomatic pouch service are contained in administrativeinstruction ST/AI/368 of 10 January 1991. A schedule of outgoing pouches from Head-quarters is issued frequently by the Diplomatic Pouch Subunit and is available upon re-quest. It is planned to post the schedule on the United Nations intranet.

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10. The Information Technology Services Division has overall responsibility forelectronic communications:

(a) The Telecommunications Service, Information Technology Services Di-vision, has responsibility for establishing and maintaining the system for the trans-mission of communications by facsimile, cable and telegram;

(b) The Cable Operations Unit of the Telecommunications Service is respon-sible for providing telegraph, telex, facsimile and cable services, including liaison

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on technical matters with cable companies and with the Logistics and Communica-tions Service, Office of Planning and Support, Department of Peace-keeping Opera-tions, for processing and dispatching outgoing cables, and for receiving and distrib-uting incoming cables;

(c) The Computing Technology Service has responsibility for establishingand maintaining the system for communication by electronic mail.

Facsimile transmissions may be made by departments and offices with authorizedfacsimile machines. Communications for transmission by cable or telegram are col-lected for transmission by the cables and telegrams units. Electronic mail is trans-mitted directly by the originating department or office. Guidelines for the use ofelectronic mail are set out in information circulars ST/IC/1997/11 of 4 February1997 and ST/IC/1997/70 of 27 October 1997 and administrative instructionST/AI/386 of 23 August 1993. The United Nations Telephone Directory contains alist of United Nations telefax offices and numbers.

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11. The Records Information Systems Unit and the Archive and Records Centre ofthe Archives and Records Management Section develop policy and guidelines re-lating to filing plans and to the maintenance and retention of United Nations rec-ords, including electronic media; provide advice for improved record keeping in theUnited Nations, including the effective utilization of information technology; pro-mote research use of United Nations archives consistent with security and author-ized access and participate in strategic information planning Organization-wide.

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12. Individual letters or notes verbales drafted by the originating department or of-fice should be typed on the appropriate letterhead stationery (see part IV below) inthe requisite number of copies, assigned a departmental or office reference number,signed by a duly designated signing official or, in his or her absence, by an alternateand forwarded through the interoffice mail for dispatch. Replies to incoming com-munications, whether internal or external, should be prepared and dispatchedpromptly. If for any reason a reply will be delayed, an interim acknowledgementshould be sent.

13. All bona fide communications from the public should be given careful atten-tion and answered individually. A standard reply may be used where a large numberof communications deal with one subject on which the policy of the Secretary-General has been clearly set.

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14. Use English or French, the working languages of the Secretariat, for commu-nications within the Secretariat and with United Nations system organizations. InEnglish, British spelling is used as a general rule.

15. Write to permanent missions or Governments in the working language indi-cated on the Correspondence Unit worksheet (form EOR.2, see exhibit 19). Wheretwo languages are indicated, the first should normally be used.

16. Similarly, communications from the Secretary-General to the presidents ofthe General Assembly, the Security Council, the Economic and Social Council andthe Trusteeship Council and to the chairpersons of other organs should be writtenin the working language of their countries as indicated on the Correspondence Unitworksheet.

17. Communications from the presidents of the General Assembly, the SecurityCouncil, the Economic and Social Council and the Trusteeship Council and from thechairpersons of other organs should be written in the working language used by thecountry of the sender. When such communications are sent in a language other thanEnglish or French, they should be accompanied by a translation by the Secretariatinto either English or French.

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(a) Paper and envelopes

18. If using a text-processing template with an embedded letterhead, prepare lettersand interoffice memoranda on blank US letter-size (8.5 x 11 in. or 216 x 279.5 mm)

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bond paper; otherwise, use the appropriate letterhead bond paper. US Commercial No.10 envelopes (4.125 x 9.5 in. or 108 x 241 mm) in bond paper are normally used foroutgoing letters whether sent by ordinary mail or by airmail. Airmail envelopes areused for destinations not served by either the central distribution system or the diplo-matic pouch. Letter paper and envelopes of international (ISO, metric) sizes may alsobe used (letter paper:A4, 210 x 297 mm; envelopes: C6/5, 114 x 224 mm or C6, 114 x162 mm).

(b) Typefaces

19. Use Courier New or Times New Roman, no smaller than 10 point and nolarger than 14 point. The standard templates use 11 point Courier New; a type sizesmaller than 10 point may be hard to read after facsimile transmission.

(c) Spacing

20. For memoranda, informal letters and notes verbales use line spacing slightlylarger than type size, for example:

Type size Line spacing

10.0 12.011.0 13.012.0 13.513.0 14.514.0 15.0

A more open line-spacing (one-and-one-half or double) may be used, for aestheticreasons, in communications of 15 lines or less. One-and-one-half spacing is nor-mally used in formal letters. Whatever line spacing is used, additional space is usedto separate paragraphs, indented quotations, salutations and complimentary closings.Enclosures and attachments available in suitable form but with other line spacingmay be sent as they are and need not be retyped.

21. Quotations of more than three lines are typed indented by as much as the nor-mal paragraph indentation of the text (see below).

(d) Indentation

22. Depending on the type size used, the first word of a paragraph is indented from0.33 to 0.50 inches from the beginning of the text column. All lines of quotations andsubparagraphs should be indented to align with the first word of standard paragraphs;the first line of a quotation should be indented twice as far (from 0.66 to 1.00 in.)from the left-hand margin. If further indentation is necessary, for subordinate para-graphs, the same pattern should be followed. Numbered paragraphs are set full out,with paragraph numbers left-aligned, and the first word of the text indented nor-mally.

(e) Numbering of pages

23. As a general rule, each page except the first should be numbered. In the ab-sence of the continuation page with the header automatically generated by the text-processing software, use Arabic numerals between hyphens (no space is left beforeor after the numeral ), 0.5 in. below the top of the page. Three line spaces should beleft between the page number and the continuation of the text.

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(f) Date

24. The date should be in the form “2 August 1999”. Use cardinal numbers. Do notabbreviate the names of the months. In letters and memoranda, the date should ap-pear in the upper right-hand part of the page, aligned (horizontally or vertically) withthe reference number.

(g) Reference number

25. A reference or identifying number should be assigned to each piece of outgo-ing correspondence to facilitate retrieval. This number may, for instance, consist ofthe initials of the department in which the letter originated, the initials of the office,section or unit that drafted the letter or note verbale, a serial number and an indica-tion of the year in parenthesis. Some examples of reference numbers are SCA/2/99(12), LA/COD/23, DDA/21-99/CTBT, GA CON 54, and DPKO/FALD/K1. The ref-erence or identifying number should be typed on the same horizontal line as theprinted word “Reference:” with the same margin as the text.

(h) Initials of drafting official

26. All correspondence except notes verbales should show the initials of the drafterfollowed by an oblique line and the initials of the typist, both in upper-case letters, forexample, AB/CD, on the first page of all copies, in the upper right-hand corner.

27. When two or more persons collaborate in the drafting of a communication, theinitials of all the persons concerned should be given, those of the person having pri-mary responsibility being given first, for example, AB/CD/EF. If a person merelymakes minor changes on a draft prepared by someone else, his or her initials should notappear.

(i) Copies

28. In addition to the original for the addressee, copies of the letter or memoran-dum should be prepared as needed for the drafter, for departmental files and, whennecessary, for the information of other interested parties. All corrections made onthe original should appear on each of the copies. Copies should be initialled by thesigning official in the place where his or her signature is applied to the original.

29. If information copies are required within the Secretariat, the name and, if theyare to be sent to an office away from Headquarters, the address of the person or per-sons concerned should be indicated on the original and on all copies of the letter ormemorandum following the main text, and individually marked with a check mark.If there is not sufficient space in the lower left-hand corner, the entries may be madein two columns.

30. Send copies direct to the addressees. When letters are sent to other organiza-tions of the United Nations system, send copies to their liaison offices in New York.In addition send a copy of each letter to the Assistant Secretary-General for PolicyCoordination and Inter-Agency Affairs.

(j) Continuation of pages

31. Dots or slashes at the bottom of a page to indicate more to follow may be usedin memoranda, facsimiles or telegrams but are not appropriate in letters and notesverbales. Each page after the first should have at least three lines of text in additionto the complimentary closing, where this is used.

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(k) Enclosures and attachments

32. If there are enclosures with a letter or note verbale, or attachments to a memoran-dum, indicate this by writing “Enclosure(s)” or “Attachment(s)” at the bottom of thelast page; write the number of enclosures or attachments, if there is more than one.

33. If the text of an enclosure does not originate within the Secretariat, it shouldnormally be prepared on plain heavy white paper and marked “Copy” in the upperleft-hand corner.

34. When appropriate, enclosures should be made available in the relevant workinglanguages. When an enclosure is a translation, the phrase “Translated from …”, withthe language of the original communication, should be typed in the upper left-hand cor-ner.

35. When an enclosure is a questionnaire, memorandum or report, other than adocument, emanating from the United Nations, it should be prepared on a continua-tion sheet with the United Nations letterhead.

(l) Personal and/or confidential correspondence

36. If a letter or memorandum is personal and/or confidential, the word “Personal”or “Confidential” or the words “Personal and confidential” should appear below thereference number.

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(a) Official and personal titles

37. Take great care in the use of official and personal titles in the address, saluta-tion and text of communications. Consult the Protocol and Liaison Service on ques-tions relating to heads of State or Government or foreign ministers; on other ques-tions concerning persons or officials in a particular country, consult the appropriatepermanent mission. The List of Staff of the United Nations Secretariat is a usefulsource of information for internal correspondence. For senior officials in other or-ganizations of the United Nations system, consult the Directory of Senior Officialsprepared by the Office for Inter-Agency Affairs. In general, do not use personal ti-tles in the text of correspondence.

(b) Names of states

38. The authoritative spelling and order of listing of the names of all States Mem-bers of the United Nations (as well as those of a number of non-member States andareas) is given in the most recent issue of the terminology bulletin entitled CountryNames, issued under the document symbol ST/CS/SER.F/–. The current edition isST/CS/SER.F/347/Rev.1.

(c) Reference to previous communications

39. Where there has been previous correspondence on a subject, the text of acommunication should contain a precise reference to the last communication, withthe date, reference or file number, and a brief indication of its subject, if necessary.Examples:

“ With reference to your letter of 5 April 1984 concerning …”

“ Further to my letter (Reference number) of (date) regarding …”

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“With reference to the letter dated 30 June 1993 addressed to … by the Perma-nent Representative of … to the United Nations, I have the honour to informyou that …”

In any correspondence be sure to include in the first paragraph a description of thesubject of the text sufficiently detailed to provide an appropriate context for thecommunication.

(d) Reference to resolutions or decisions

40. When referring to a resolution or decision of a United Nations organ, state thenumber and date of the resolution or decision, the name of the organ concerned andthe title or subject. The following forms are appropriate:

“In section 5 of its resolution 47/216 of 23 December 1992, the General Assem-bly approved, with effect from 1 March 1993, a revised base salary scale for staff…”

“On the basis of the recommendation presented by the International Civil Serv-ice Commission (ICSC) in its eighteenth annual report, the General Assembly,by its resolution 47/216 of 23 December 1992, approved increases in the chil-dren’s allowance and in the secondary dependant’s allowance of staff …”

“Pursuant to paragraph 17 (a) of General Assembly resolution 46/183 of 20December 1991, the UNICEF Board of Auditors has reviewed measures takento implement its prior recommendations.”

41. When reference to the number, title and date of a resolution or decision doesnot seem to provide sufficient information, the relevant parts of the resolution maybe quoted in the communication.

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42. Departments and offices are responsible for clearing outgoing correspondencewith authorized officials before dispatch:

(a) Clear with the Executive Office of the Secretary-General outgoing com-munications involving matters of policy that should be brought to the attention ofthe Secretary-General;

(b) Clear certain other outgoing communications in accordance with instruc-tions issued from time to time by the Secretary-General or other officials;

(c) Clear all outgoing communications involving financial commitments, forexample, authorizations to incur expenditure or requests for payment, addressed tooffices away from Headquarters with the Accounts Division, Office of ProgrammePlanning, Budget and Accounts;

(d) Clear communications on substantive matters to information centres,missions and regional commissions with the appropriate substantive departments.

43. Inform and, where necessary, consult the Assistant Secretary-General for Pol-icy Coordination and Inter-Agency Affairs regarding correspondence with other or-ganizations in the United Nations system or other intergovernmental organizationsthat affects relations, coordination or cooperation with them, including in particular,correspondence with members of the Administrative Committee on Coordinationrequiring the signature of the Secretary-General or to be sent in his name. Forwardcopies of all such correspondence to the Office for Inter-Agency Affairs. (See para-

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graph 37.) Consult that Office as appropriate, with respect to other such correspon-dence if new developments or new factors are involved.

44. Correspondence directed to Governments may be addressed to any of theStates shown on the Correspondence Unit worksheet or the List of Permanent Mis-sions to the United Nations. In cases of doubt regarding the propriety of sendingcommunications to addressees other than those listed, the organizational unit initi-ating the correspondence should obtain clearance from the Office of Legal Affairs,where legal issues are involved and, for matters of a political nature, from the officecompetent in the particular area concerned.

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45. Letters to heads of State, heads of Government and ministers for foreign af-fairs are normally signed by the Secretary-General. Letters to permanent represen-tatives are normally signed by the Secretary-General, an under-secretary-general oran assistant secretary-general. When specifically authorized by an under-secretary-general or assistant secretary-general to do so, however, other officers may commu-nicate directly with permanent representatives. Correspondence on technical or rou-tine subjects or on matters on which the Secretary-General’s policy has been clearlyestablished may be signed by officials of lower rank on the general authorization ofthe head of the department or office.

46. In the absence of the head of an organizational unit, the officer in charge of theunit should normally sign correspondence in his or her own name and should notsign the name and title of the absent supervisor in the signature block. He or shemay however, if appropriate, refer in the text to the absence of the supervisor.

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47. The term “individual correspondence” is used to designate letters, notes ver-bales, facsimiles or telegrams addressed to one or more, but fewer than 25, recipi-ents, with copies, if appropriate, to other interested parties for their information. Ingeneral, the preparation and dispatch of individual correspondence is the responsi-bility of the initiating department or office. However, letters to heads of State orGovernment, which in all cases are signed by the Secretary-General, are preparedand dispatched by the Office of the Secretary-General and the Correspondence Unit.

48. Place the completed communication, with any attachments and enclosures, inan outgoing or interoffice envelope for collection and dispatch. Forward any copiesmade for the information of other interested parties to the recipients in a similarmanner. The originating department or office should retain at least one copy of alloutgoing correspondence for its own files.

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49. The term “multiple correspondence” is used to designate a single, identicaltext, whether a letter, note verbale, facsimile or telegram, sent as an individualcommunication to each of 25 or more recipients.

50. The Correspondence Unit is responsible for the final typing, assembling anddispatch of multiple letters or notes verbales addressed to heads of State or Govern-

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ment, ministers for foreign affairs, permanent representatives or observers, andheads of specialized agencies and other organizations in the United Nations system.

51. Departments or offices wishing to send multiple correspondence should usethe Correspondence Unit worksheet (form EOR.2, see exhibit 19) to request theservices of the Unit. The worksheet, signed by an authorized official of the depart-ment, should be submitted in original (not by facsimile or electronic mail) andshould clearly indicate the name and telephone number of the person to be contactedconcerning the correspondence.The worksheet should also clearly show the namesof the countries or organizations to which the correspondence is to be sent.

52. Submit the original and two copies of the text of multiple correspondence onproper letterhead stationery signed by an authorized official. If the text is longerthan two paragraphs, it should be accompanied by a text-processing diskette, withthe file name clearly indicated.

53. Where translation of a communication to be processed by the CorrespondenceUnit is required, the language should be checked under the heading “Translation re-quired” on the worksheet. Relevant documents or references that may assist in thetranslation should be attached to the draft and the worksheet sent to the Correspon-dence Unit, which will arrange for the translation.

54. The Correspondence Unit is responsible for obtaining translation only of thosecommunications that it prepares and dispatches. For other communications, depart-ments or offices may submit the text of the communication or attachment, accompa-nied by relevant background documents and references, with a request for servicesform to the Documents Control Section, Central Planning and Coordination Service,Department of General Assembly Affairs and Conference Services.

55. The Correspondence Unit will prepare the correspondence in final form andwill affix the signature of the authorized official from its computer database of sig-nature blocks. If the signature of the official in whose name the communication is tobe sent is not in the data base, the department or office concerned should submit thesignature in black ink on a separate blank piece of white paper. If the official inwhose name the letter is to be sent is absent, the Correspondence Unit will acceptthe signed request of another official to use the signature block of the absent offi-cial, if the Unit has received prior written authorization to follow such a procedure.

56. The originating department or office is responsible for providing to the Corre-spondence Unit the required number of any attachments, prepared in the correct fi-nal form. The enclosures should, if possible, be submitted in the same language ofthe communication with which they will be sent. If they are United Nations docu-ments, the text should be the latest edited version.

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57. Use interoffice memoranda within the Secretariat, for communications bothwithin a given duty station and with other duty stations:

(a) To record facts, decisions or opinions to which reference may be neces-sary later;

(b) To make or respond to proposals;

(c) To convey information.

Interoffice memoranda are incorporated in the official files kept by individual depart-ments or offices. They are the accepted way of making written reports for internal use.

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58. The following guidelines supplement those provided in paragraphs 18 to 36above. Models based on a standard layout for reference in preparing memoranda areavailable as exhibits 10–12.

(a) Paper and envelopes

59. If using the text-processing template, prepare interoffice memoranda on blankletter-size bond paper; otherwise, prepare memoranda on letter-size paper with pre-printed letterhead, “United Nations [emblem] Nations Unies || Interoffice memoran-dum | Mémorandum intérieur.” Blank paper of similar quality should be used for con-tinuation sheets. No envelopes are required for interoffice memoranda distributed atHeadquarters; such memoranda are sent in interoffice mail envelopes. For interofficememoranda addressed to field or other United Nations offices serviced by diplomaticpouch, use standard-size (US Commercial No. 10) envelopes of bond paper.

(b) Spacing

60. The text of a memorandum should begin at a distance of 0.5 in. from the lastline of the subject. Single spacing is normally used, although short memoranda (15lines or less) may be typed in one-and-one-half spacing. Line spacing (line height)slightly larger than type size should be used (see paragraph 20).

61. Additional one-line spaces should be used to separate paragraphs and indentedquotations.

(c) Numbering of paragraphs

62. All paragraphs of interoffice memoranda, except those consisting of only oneparagraph, should be numbered consecutively to facilitate later reference.

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(d) Headpiece

(i) Addressee

63. Opposite the printed word “To:” should be typed the name of the addressee,normally preceded by “Mr.”, “Mrs.”, “Miss” or “Ms.”. The name should be fol-lowed, on the same line, by the addressee’s official title. The section, division anddepartment should be typed below the name.

64. Memoranda addressed to more than one person may be prepared in any of thefollowing forms, as appropriate:

(a) Type the names and titles, followed by the names of the division or sec-tion and the department or office, in abbreviated form if necessary, one under theother, in the space opposite the word “To:”. If the sender and addressee(s) are in thesame department, mention the department only once;

(b) Type the names and titles, followed by the name of the division and ofthe department or office, in abbreviated form if necessary, on a separate page, inwhich case type the words “See attached list” opposite the word “To:”;

(c) Address the memorandum to groups of addressees, such as “All direc-tors;”

(d) With text-processing, prepare the memorandum and merge it with a listof addressees.

When desirable, a complete list of addressees may be attached to the memorandum.

65. When a memorandum is sent through an intermediary, the name of the inter-mediary, normally preceded by “Mr.”, “Mrs.”, “Miss” or “Ms.” and followed by theofficial title, should be typed after the word “Through:”. The section, division anddepartment should appear on the next line, with the department in abbreviated formif space is not sufficient.

(ii) Sender

66. After the printed word “From:” should be typed the name of the sender (with-out “Mr.”, “Mrs.”, “Miss” or “Ms.”), followed by the sender’s official title. Thesection or division and the department should appear on the next line. If the senderand addressee are in the same department, the department may be omitted from theaddress of the sender.

(iii) Subject

67. A concise statement of the subject-matter should appear opposite the printedword “Subject:”. The subject should be typed in lower-case letters with an initialcapital for the first word and in single spacing. Bold font should be used for thesubject, whether in one line or more.

68. If any of the elements mentioned above is too long to fit on one line, the textmay be continued, indented two spaces, on a second line.

(iv) Date and reference number

69. The date and the reference number should be entered in the appropriate spacesprovided on the right-hand side of the page.

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(e) Signature

70. Interoffice memoranda should be signed or initialled either beside the name ofthe sender at the top of the page or at the end of the text.

(f) Examples

71. Examples of interoffice memoranda are given as exhibits 10–12.

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72. Each memorandum should normally deal with one subject only. Where amemorandum requires extensive supporting analyses or detailed statistical informa-tion, these should be set out in an annex.

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73. When a memorandum is sent through an intermediate officer, an extra copyshould be provided for the intermediate officer, who should initial the original andforward it with any observations he or she may wish to make.

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74. When typing, proofreading and correcting have been completed, the memo-randum and any attachments to it should be assembled for dispatch. Place the origi-nal, with the enclosures and any copies intended for the addressee, in an interofficemail envelope giving the name and room number of the addressee and deposit it inan out-tray for collection and delivery by the Messenger Unit. In the case of memo-randa relating to personnel matters, the copy made for the use of the Personnel Rec-ords Unit should be addressed to that Unit.

75. Place information copies intended for staff at Headquarters in the interofficemail. Indicate the name and room number of the official to whom each copy is di-rected on the interoffice mail envelope. Copies to be sent to addressees other thanpersons at Headquarters should be placed, with covering or routing slips where ap-propriate, in addressed envelopes to be collected and dispatched.

�����������������������������76. With the exceptions noted below for informal and formal letters, the generalinstructions given in paragraphs 12 to 56 above and 77 to 92 below apply to allcategories of letters used in United Nations correspondence. A standard layout forletters has been prepared, and models based on this layout using text-processingsoftware are available as exhibits 1–6. It should be used wherever possible to elimi-nate the need to format individual letters and to ensure a standard appearance.

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(a) Paper and envelopes

77. US letter-size bond paper is available in letterhead paper for first sheets and inpaper headed “United Nations [emblem] Nations Unies” for continuation sheets.When a template for the desired correspondence is available for text-processing,blank letter-size bond paper should be used.

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(b) Margins

78. The appropriate margins are set in the template provided for use with text-processing. The use of stationery with pre-printed letterhead may require adjustmentof margins.

(c) Spacing

79. For memoranda, informal letters and notes verbales use line spacing slightlylarger than type size, for example:

Type size Line spacing

10.0 12.011.0 13.012.0 13.513.0 14.514.0 15.0

A more open line spacing (one-and-one-half, or double) may be used, for aestheticreasons, in communications of 15 lines or less. One-and-one-half spacing is nor-mally used in formal letters. Enclosures and attachments available in suitable formbut with other line spacing may be sent as they are and need not be retyped.

80. Whatever line spacing is used, additional spaces should be used between thesalutation and text, between paragraphs of text and between the text and the com-plimentary close.

81. Quotations of more than three lines are typed indented by as much as the nor-mal paragraph indentation of the text.

(d) Continuation of pages

82. Dots or slashes at the bottom of a page to indicate more to follow are not ap-propriate in letters and notes verbales.

(e) Signature block

83. The signature block should be typed at a distance of four to six line spacesbelow the complimentary close, depending on the length of the text.

84. The several lines of the signature block should be indented about 3.25 in. fromthe beginning of the text column. In letters written in English the title of the signingofficial appears below the name.

85. The approved signature blocks for under-secretaries-general and assistant sec-retaries-general may be obtained from the Correspondence Unit.

86. The first line of the signature block of a letter signed by an official of lowerrank should consist of his typed name; the second line should give his official title;and the third, the name of his department, office, bureau, division or section as ap-propriate. If the last element is too long, an additional line should be used; but nomore than four lines should be used in the signature block.

(f) Address

87. Addresses should follow the forms given in the Electronic Directory of Namesand Addresses of Officials maintained by the Correspondence Unit or the Directory

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of Senior Officials of United Nations System Organizations. Use the functional title,and not the rank, of the official to whom the correspondence is addressed. When indoubt about the name and proper form of address of heads of State or Governmentor ministers for foreign affairs, consult the Protocol and Liaison Service, whichmaintains a current list of such officials. In other cases, obtain the information fromthe appropriate permanent mission.

88. The names of officials of permanent missions are listed in a handbook preparedby the Protocol and Liaison Service entitled Permanent Missions to the United Nations.

89. On a letter the address should be typed—flush with the left-hand margin—atthe bottom of the first page.

90. Addresses on envelopes should be blocked and single-spaced. The name androom number of the signatory should be typed on the envelope below the heading“United Nations [emblem] Nations Unies”.

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91. When typing, proofreading and correcting have been completed, the letter, to-gether with any attachments to it, should be assembled for dispatch. Place the origi-nal, with its enclosures and any copies intended for the addressee, in a regular ormanila envelope. The signing official should place his or her initials or signature onthe upper left-hand corner of the envelope beside his or her name and room number.Place the assembled communication in an out-tray for collection and dispatch.

92. When information copies have been prepared, place those directed to staff atHeadquarters in an interoffice mail envelope giving the name and room number ofthe official to whom they are directed. Copies to be sent to addressees other thanpersons at Headquarters should be placed, with covering or routing slips where ap-propriate, in addressed envelopes to be collected and dispatched with the original.

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93. Use informal letters for:

(a) Day-to-day correspondence of the Secretariat with persons outside theSecretariat;

(b) Communications addressed to other organizations of the United Nationssystem;

(c) Letters from the Secretary-General or from under-secretaries-general orassistant secretaries-general to senior members of missions or delegations below therank of ambassador, except when the subject makes a formal letter more suitable.

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94. An informal style is more appropriate for non-formal communications to per-manent representatives or observers below the rank of ambassador, for communica-tions to the heads or officials of other organizations in the United Nations system,and for letters on substantive and administrative matters to officials of Governmentand permanent missions below the rank of ambassador and letters to the public.

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(a) Salutation

95. The salutation of an informal letter should begin with the same margin as thetext and be followed by a comma. It should be typed six or more lines below thereference number, depending on the length of the letter.

(b) Complimentary close

96. The complimentary close should be aligned with the signature block.

97. The salutation and corresponding complimentary close may take any of thefollowing forms:

Salutation Corresponding close

“Dear Sir” [“Dear Madam,”“Dear Sirs”, “Dear Mesdames,”] “Yours truly,”

“Dear Mr. …,” [“Dear Mrs. …,”“Dear Miss …,” “Dear Ms. …”] “Yours sincerely,” (or “Sincerely yours,”)

“Dear Mr. [Madam] Ambassador,” “I remain, Dear Mr. [Madam]…”

The form “Dear Ambassador Smith” is not used.

98. Use the name of the addressee when it is known. The forms “Dear Sir” and“Dear Madam” are appropriate only in impersonal letters. In circular letters the form“Dear Sir or Madam” may be used.

99. Do not use familiar forms such as “Dear Bill” in official letters, even when thewriter and the addressee are personally acquainted.

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100. The following guidelines supplement those contained in paragraphs 18 to 36above.

(a) Address

101. In an informal letter to a government official, the name and title should appearin the address.

(b) Examples

102. For examples of informal letters, see exhibits 3 to 6.

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103. Use formal letters for communications to heads of State or heads of Govern-ment, ministers for foreign affairs, permanent representatives and observers, on suchsubjects as:

(a) Official statements of policy by the Secretary-General;

(b) Actions taken or contemplated by the Secretary-General in connectionwith decisions or recommendations of organs of the United Nations;

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(c) Acknowledgements of the credentials or appointment of permanent rep-resentatives;

(d) Similar information to Governments and permanent missions on mattersinvolving the duties and responsibilities of the Secretary-General under the Charterof the United Nations or under the provisions of an international convention.

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104. A formal diplomatic style is used for communications of a formal nature ad-dressed to:

(a) Heads of State or Government;

(b) Ministers for foreign affairs;

(c) Permanent representatives of Member States;

(d) Observers of non-member States.

Where formal style is required, the established phraseology of diplomatic corre-spondence should be used.

(a) Salutation

105. The proper salutation for a formal letter is “Sir” or “Madam” followed by acomma. In addressing a person with ambassadorial rank, the form “Excellency” may beused. The salutation should begin with the same margin as the text and should be typedsix or more lines below the reference number, depending on the length of the letter.

(b) Text

106. The first sentence of the text should include the expression “I have the honourto …” except in the case of formal letters from under-secretaries-general or assistantsecretaries-general to permanent representatives. These begin with “I am directed bythe Secretary-General to …” or “On behalf of the Secretary-General, I have thehonour to …”. The expression “I have the honour …” is usually required only in theopening sentence. Succeeding paragraphs normally begin without this expression.

107. Where it is necessary to refer to a resolution or act of one of the organs of theUnited Nations or to a previous communication from the Secretary-General, the appro-priate form is “I have the honour to refer to …” or “I invite your attention to …”. If a re-quest is made of the addressee, the expression “I should be grateful …” is appropriate.

(c) Complimentary close

108. The complimentary close for formal letters is “Please accept, Excellency (Sir,Madam), the assurances of my highest consideration”. It should be indented as aseparate paragraph.

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(a) Spacing

109. Use one-and-one-half spacing, or line spacing slightly larger than type size(see paragraph 20). Enclosures available in suitable form but in other spacing maybe sent as they are; they need not be retyped.

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(b) Address

110. Formal letters to ministers for foreign affairs or permanent representativesshould, as a rule, include the name of the addressee in the address. The address shouldalso contain personal titles such as “His Excellency”, “Her Excellency” and “Ambas-sador”, written in full (never “H.E.”). The full address should be given on the envelope,but details such as street address and room number may be omitted on the letter itself.

(c) Example

111. For an example of a formal letter, see exhibit 1.

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112. Departments and offices are responsible for clearing with the Executive Officeof the Secretary-General any outgoing communications involving matters of policythat should be brought to the attention of the Secretary-General. In consultation withthat office, they are responsible for drafting appropriate correspondence for signa-ture by the Secretary-General. All letters to heads of State or Government are to besigned by the Secretary-General.

113. The initiating department or office should prepare a letter for signature by theSecretary-General in the appropriate style and format and should ensure that thename and title of the official to whom the letter is addressed is consistent with thelist of heads of State/Government and ministers for foreign affairs maintained by theProtocol and Liaison Service or with the Electronic Directory of Names and Ad-dresses of Officials maintained by the Correspondence Unit. In order to make anydesired changes in a letter submitted for signature, the originating department or of-fice should have staff available on stand-by until the letter has received final clear-ance from the Executive Office of the Secretary-General.

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114. Prepare letters for signature by the Secretary-General in accordance with theguidelines established by the Executive Office of the Secretary-General. Preparetransmittal letters to permanent representatives to the United Nations to accompanyletters addressed to heads of State or Government and ministers in capitals and sub-mitted for signature by the Secretary-General. Transmittal letters should have thesame date as the letter being conveyed.

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115. A note verbale (referred to in the text of a communication simply as a “note”)is a formal note written in the third person. This form is always used in replying toan incoming note verbale; an incoming letter is answered by a letter.

116. Notes verbales may be addressed to:

(a) A permanent representative or observer;

(b) A permanent mission;

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(c) A minister for foreign affairs;

(d) A ministry of foreign affairs.

Where direct correspondence with any other government officer or office has beenauthorized, it must be in letter form. The note verbale is not normally used forcommunications with other organizations in the United Nations system and shouldnever be used for communications with non-governmental organizations or the pub-lic.

117. Typical uses of notes verbales include:

(a) The exchange of information between the United Nations and Govern-ments or permanent missions;

(b) The transmission of decisions or recommendations of United Nations or-gans;

(c) Requests for and acknowledgements of information and documents;

(d) The transmission of information regarding the time and place of meetings;

(e) The acknowledgement of changes in the membership of permanent mis-sions or delegations;

(f) Other requests or acknowledgements to Governments relating to the sub-stantive work of the United Nations.

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118. Notes verbales addressed to officials or missions of Member States or to offi-cials or missions of non-member States maintaining permanent observer missions atHeadquarters should be written in the working language indicated in the Correspon-dence Unit worksheet (form EOR.2, see exhibit 19). Where two languages are indi-cated, the first should normally be used.

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(a) Salutation

119. In a note verbale, the salutation forms part of the opening sentence of the textand begins with the regular paragraphing. In selecting the form of the salutation, itis important to note the following instructions:

(a) A note verbale may be written in the name of the Secretary-General or of theSecretariat, but not in the name of a department or of an official of the Secretariat;

(b) When a note verbale is sent in the name of the Secretary-General, it isaddressed to a person, for example:

“ The Secretary-General of the United Nations presents his compliments to thePermanent Representative of … to the United Nations and has the honour to…” (see exhibit 7);

(c) When a note verbale is sent in the name of the Secretariat, it is addressedto an office, not a person, for example:

“ The Secretariat of the United Nations presents its compliments to the PermanentMission of … to the United Nations and has the honour to …” (see exhibit 9).

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120. A note verbale in reply to one addressed to the Secretary-General should al-ways be sent in the name of the Secretary-General. Thus, if a note verbale from apermanent mission is addressed to the Secretary-General, the reply will be sent inthe name of the Secretary-General to the permanent representative, for example:

“The Secretary-General of the United Nations presents his compliments to thePermanent Representative of … to the United Nations and has the honour toacknowledge receipt of the Permanent Mission’s note …”.

121. A note verbale in reply to a note verbale from a minister for foreign affairs orpermanent representative should be sent in the name of the Secretary-Generalwhether the incoming note is addressed to the Secretary-General, to a subordinateofficial, to the Secretariat or to a department. A note verbale forwarding a communi-cation at the request of a Member of the United Nations or its permanent missionshould be in the following form only:

“The enclosed communication dated … is transmitted to the permanent mis-sions of the States Members of the United Nations at the request of …”

(b) Close

122. The practice of the United Nations is that there is no complimentary closingfor a note verbale. If, however, a complimentary closing is considered appropriate,the following closing should be used:

“The Secretary-General (Secretariat) avails (himself/herself)(itself) of this op-portunity to renew to the Permanent Representative (Permanent Mission) of(Member State) to the United Nations the assurances of (his/her)(its) highestconsideration.”

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123. The instructions given in paragraphs 18 to 36 above concerning referencenumber, initials of drafting official, margins, spacing, indentation, numbering ofpages, continuation of pages and enclosures apply also to notes verbales.

(a) Signature block

124. A note verbale contains no signature; instead, it should be initialled under thedate by the officer responsible for its dispatch. A note verbale prepared by the Cor-respondence Unit will normally be initialled by the responsible officer of that Unit.

(b) Date

125. The date should appear on the right-hand side of the last page, two to six linesbelow the last line of the text, depending on the length of the note.

(c) Address

126. The address does not appear on a note verbale; it is typed only on the accom-panying envelope.

(d) Examples

127. For examples of notes verbales, see exhibits 7, 8 and 9.

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128. Certain communications to be circulated to all delegations at the request of aMember State are issued with a covering note verbale bearing the reference numberNV/[year]/– (for example, NV/84/3) and are circulated to delegations through theregular channels. Such notes verbales are prepared in the normal style and aredrafted in the two working languages of the Secretariat (English and French) irre-spective of the language or languages of the communication; the communicationsare reproduced in the language or languages in which they were submitted.

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129. Electronic mail (e-mail) has become an important means of communication forthe United Nations. The least costly of the electronic communications systems,e-mail is fast and reliable. Any registered e-mail user can communicate with anyother user worldwide. The United Nations e-mail system serves most of the UnitedNations Secretariat offices and missions around the world. A global organizationale-mail directory has been established from local directories maintained at each dutystation. Messages may also be exchanged between users of most alternative elec-tronic mail services available from private carriers.

130. Guidelines for the use of e-mail are set out in information circularST/IC/1997/70 of 27 October 1997.

131. When sending e-mail over the Internet, it should also be kept in mind thatneither the stability of the Internet nor security of transmissions can be guaranteed.Receipt of messages sent outside the internal e-mail system used by the United Na-tions cannot always be confirmed. It may therefore be desirable to request the ad-dressee to acknowledge receipt of the message. It is the responsibility of the sendingand receiving offices to decide the extent to which e-mail communications can beaccepted as formal correspondence.

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132. While e-mail is still primarily an informal mode of communication, the languageused in e-mail messages should adhere to United Nations standards for discourse.

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133. In preparing e-mail, keep in mind that recipients may have different softwarefrom those used by senders. Therefore, it is best to send the message in a simpleformat, avoiding special characters and ornamental fonts. Limit lines to no morethan 75 characters, and preferably no more than 50, for ease of reading. Use shortparagraphs. The recommended font for e-mail messages is 10 point Courier New, amonospace font that is easy to read and will ensure proper alignment of any columnsor tables. If the style of the communication is kept simple, it is more likely that therecipient will see the message as the sender intended it to appear on screen.

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134. E-mail permits the worldwide electronic transmission of messages, documentsand data created by any type of microcomputer as files attached to an e-mail mes-sage. However, system restraints may make it necessary to limit the total size of anattached file to no more than two megabytes (2,000,000 bytes). Do not use e-mail tosend large documents of a non-urgent nature. Append attached files with the pro-

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gram notation (for example, .doc or .wpd) for ease of downloading. To ensure re-ceipt, send very important files or messages by facsimile or on a diskette. As acourtesy, do not transmit large files without prior approval of the addressee.

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135. E-mail is subject to all United Nations rules and regulations governing theconduct of official business through conventional methods. These include policiesfor the retention of administrative and other inter-office correspondence, and appro-priate arrangements should be made to save e-mail messages if necessary. A printed-out copy of an e-mail message should be kept on file as a record for future referencein routine administrative matters. Do not expect to store messages indefinitely onthe central e-mail system itself. As set out in information circular ST/IC/1997/11 of4 February 1997, procedures have been established for the automatic deletion ofmessages after specified periods of time:

(a) Messages that have been read and are in the Inbox and any messages inthe Message Log folder will be automatically deleted after 30 days;

(b) Messages in all other folders will be deleted after 90 days.

Archive messages to be saved for longer periods of time outside the central e-mailsystem; do not use the system to store departmental or office archives.

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136. A facsimile is an exact copy of a document or other written or printed materi-als produced by electronic scanning and transmission of the resulting data.

137. Facsimile transmission is used to transmit a wide variety of correspondencerequiring urgent attention. It is the usual mode of communication between Head-quarters and duty stations in the field. Telephone exchanges and economical leasedlines between Headquarters and the different United Nations offices make facsimiletransmission increasingly cost-effective, and facsimile is now considered the mostconvenient mode of communication by many United Nations users.

138. Official communications such as memoranda and other forms of correspondencemay be transmitted by facsimile. However, notes verbales should not be sent by fac-simile. Follow-up letters should be sent to confirm facsimile transmissions dealingwith matters with legal and financial implications. When letters to high officials aretransmitted by facsimile, the original letter should be sent by mail. When a communi-cation transmitted by facsimile is also sent by mail, some indication should be affixedto the communication that the communication was sent by facsimile on a specifieddate. This will help the recipient to avoid acting twice on the same communication. Inthe case of other correspondence without legal or financial implications, it is not neces-sary to send the original by mail; to do so may be confusing to the recipient.

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139. Costs of facsimile transmission are based on the number of pages and the numberof minutes required for transmission (instead of the number of words in the case of ca-ble messages). It is therefore not necessary to use the extremely abbreviated style ap-propriate to cables. It is important, however, to be as clear and concise as possible.

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140. A standard format for messages to be sent by facsimile is given in exhibits 13and 14. A template with this format in Microsoft Word is available. Whatever formatis used, it is essential that facsimile transmissions contain the following information,in addition to the text of the message itself:

(a) The name, functional title and fax number of the addressee;

(b) The name, functional title, fax number, telephone number and e-mail ad-dress of the sender;

(c) The date of the transmission;

(d) The reference number of the communication;

(e) The number of pages included in the transmission;

(f) The subject of the transmission;

(g) The names of any officials who cleared the communication;

(h) The names of any interested parties who should receive copies of thecommunication;

(i) The standard United Nations disclaimer (in appropriate communications,see exhibit 14).

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141. Facsimile transmissions can be sent from any department or office in which afacsimile machine has been installed. It is not necessary to submit messages to acentral unit for onward transmission.

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142. Telegrams and cables have largely been replaced by facsimile or e-mail as ameans of electronic communications. They are still used when it is neccesary to sendencoded communications.

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����v�����������143. A covering slip is a printed attachment used to transmit a copy of a communi-cation for information purposes to an addressee outside the United Nations Secre-tariat other than the person to whom the communication is addressed (see exhibit15). Covering slips do not require a file number, date or authorizing official’s ini-tials. They are available in English, French and Spanish.

������������������144. A forwarding slip is a printed form requesting a person outside the Secretariatto transmit a communication. It is to be used when a letter or note verbale is for-warded through an intermediary (see exhibit 16). Forwarding slips do not requirefile number, date or authorizing official’s initials.

���������������145. A routing slip (form COM.6) is designed for use within the Secretariat only, totransmit a file or communication to another person or office (see exhibit 17). It hasspace for brief remarks but should not be used to record information or commentsintended for the file or for permanent record.

���������������������146. A complimentary slip is a printed form used to forward material to an addresseeoutside the Secretariat in the same way as a routing slip is used within it (see exhibit18). It should not be used to forward material to an addressee within the Secretariat.

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�������������������������������147. Incoming communications received by mail, by hand from delegations, orthrough the diplomatic pouch service are initially sorted and distributed by the MailOperations Unit of the Special Services Section, Facilities Management Division,Office of Central Support Services.

148. Official mail, personal mail and communications marked “Confidential” are allrouted unopened direct to the person or office addressed. Communications not ad-dressed to any particular individual or office are routed by subject-matter to the ap-propriate office for reply.

149. Unless clearly identified as “Personal” or “Confidential”, all communicationsreceived should be opened immediately and brought to the attention of the appropri-ate official or, in his or her absence, to an associate for action.

������������������������������������150. Certain types of communications are subject to special handling. Instructionswith regard to the principal types are given below.

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151. Formal credentials and other communications relating to the representation ofMember States at meetings of United Nations organs should be sent to the Office ofLegal Affairs. Credentials and other communications relating to the appointment,titles or addresses of permanent representatives and other members of permanentmissions at Headquarters should be sent to the Protocol and Liaison Service. Occa-sionally such communications are delivered personally to Secretariat officials in of-fices other than the Protocol and Liaison Service. In that event it is the duty of theofficials concerned to ensure that these communications are transmitted promptly tothe Protocol and Liaison Service.

152. Credentials and other communications relating to the representation of Mem-ber States at meetings held at sites other than United Nations Headquarters are to betransmitted promptly to the substantive unit of the Secretariat responsible for serv-icing the meeting concerned.

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153. During normal duty hours, “most immediate” and “immediate” telegrams arecommunicated to the addressee by telephone. During non-duty hours, all “most im-mediate” telegrams are transmitted to the addressee, at any hour, immediately uponreceipt, and “immediate” telegrams are transmitted up to 10 p.m. In both cases, theoperator keeps a copy of the telegram available for delivery by messenger on thefollowing duty day.

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154. Action copies of incoming telegrams are routed by the Cable Operations Unitimmediately to the persons responsible for action.

155. Information copies are routed directly to other officials noted in the telegram.Officials receiving information copies should not take action without the knowledgeof the person to whom the action copy has been sent.

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156. Communications from the public and from non-governmental organizations(public-interest correspondence) are routed according to subject-matter, and the de-partments or offices receiving them are responsible for replying on behalf of the UnitedNations. Communications dealing with subjects not specifically within the compe-tence of any other department or office are routed to the Department of Public Infor-mation.

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157. All communications addressed to the President of the General Assembly or tothe General Assembly are sent by the Mail Operations Unit to the General Assemblyand ECOSOC Affairs Division.

���������������158. As far as possible, staff members should avoid receiving their private mail at theUnited Nations. If necessary, they may arrange for it to be addressed to them as follows:

Name of staff memberRoom number or locationP.O. Box 20New York, NY 10163-0020

Mail addressed in this way is delivered promptly to the Mail Operations Unit anddistributed to the addressees. This address should not be used for official mail.

159. Unless it is clearly marked “Personal” or “Confidential”, mail addressed tostaff members at the United Nations is considered official.

����������������������������������160. To make sure that incoming communications are dealt with promptly and toassist in controlling the movement of files within departments, it is recommendedthat any organizational unit that receives a substantial number of communicationsfor action maintain a log of incoming correspondence. Such logs may show the ref-erence number, date of receipt, subsequent routing within the department and actiontaken. They may also indicate interim acknowledgements where such are made.

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���������������������������������1. To contribute effectively to the conduct of the business of the United Nations, thecorrespondence of the Organization must be concise, clear and accurate in content, di-rect and dignified in style, correct in form and attractive in appearance. The followingsuggestions are intended to help the drafter of correspondence meet these criteria.

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2. Regardless of the urgency, take time to answer the questions “Why am I writ-ing? To whom am I writing ? What, if any, action do I expect as a result of what Ihave written?” This will make it easier to draft more clearly and concisely.

(a) Why am I writing?

(i) Is it to give someone information?(If so, what information? For what purpose?)

(ii) Do I need information?(If so, what information? For what purpose?)

(iii) Is some action needed?(If so, what action? For what purpose?)

(b) To whom am I writing?

(i) Who will the reader(s) be?

(ii) What does (and doesn’t) the reader know about the situation?

(iii) What does the reader need to know?

(iv) What questions will the reader have in mindwhen reading my communication?

(v) How is the reader likely to react?

(vi) What is my relationship to the reader?

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3. Once we know what we want to communicate, to whom and why, we can draftcorrespondence clearly, correctly and concisely, using a simple style that is neithersimple-minded nor simplistic. It is unadorned, avoiding arcane constructions andseldom-used words, and therefore is easily understood. Nevertheless, a simple stylecan convey complex ideas with subtlety and grace and without ambiguity.

4. Here are some positive and negative rules to be followed whenever possible toachieve simplicity and clarity in writing:

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Positive rules

(a) Be concrete and specific, rather than vague and indirect.

(b) State your facts or ideas directly ( subject-verb-object).

(c) Use verbs in the active rather than the passive voice.

(d) Use concrete rather than abstract words.

(e) Use short words, short sentences, and short paragraphs rather than longwords, long sentences and long paragraphs.

Negative rules

(a) Don’t use any more words than necessary to convey your meaning.

(b) Don’t use a circumlocution if a single word or phrase will do.

(c) Don’t use emphasis (bold, italics, underlining) in correspondence.

(d) Don’t use needless adjectives and adverbs (don’t overemphasize).

(e) Avoid anything which might offend the sensibilities of the readers.

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5. Well-constructed papers present soundly reasoned propositions, starting withintroductory paragraphs, followed by intermediate paragraphs to develop the narra-tive point-by-point and ending with concluding paragraphs to present recommenda-tions, make requests or invite other forms of response.

6. Introductory paragraphs should normally begin with a statement of the proposi-tion to be presented in the paper. These paragraphs should be brief, with no more thansix lines of text; the major points to be covered in the paper should be identified. Thenarrative should be developed in a series of intermediate paragraphs analyzing thepoints in order of importance as set out in the introductory paragraph. Concludingparagraphs should be very brief, recapitulating the analysis, drawing conclusions andmaking recommendations, inviting comments or whatever form of response is desired.

����������7. United Nations correspondence follows the spelling given in the latest editionof The Concise Oxford Dictionary of Current English. Where the dictionary givesalternative spellings, use the one printed first. Where British and American spellingsdiffer, the British usage is followed in United Nations texts. Where the dictionarygives part of a word within parentheses, use the longer form.

���������������������������8. Use initial capital letters sparingly, according to the general rules set out be-low. Use initial capitals

(a) To mark beginnings:

(i) The first word of a sentence;

(ii) The first word of a subsidiary part of a sentence set outas a subparagraph or item on a list;

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(b) For proper nouns and adjectives and for recognized geographical names;

(c) For the first word in titles of books, periodicals and United Nations pub-lications, regardless of what part of speech it may be, and for all other words exceptarticles, conjunctions and prepositions in the text and in footnotes;

(d) For the first word, for proper nouns and other words that normally havethem:

(i) In titles of books in bibliographic lists;

(ii) In titles of articles and unpublished papers;

(iii) In titles of United Nations documents issued with a mast-head;

(iv) In headings that are not in full capitals;

(v) In legends on figures and maps;

(e) For all words except articles, conjunctions and prepositions in titles ofseries of documents;

(f) For the official titles of persons, councils, commissions, committees,Secretariat units, organizations, institutions, political parties and the like;

(g) For the title of posts in the personnel hierarchy(First Officer, Principal Officer), but not for the designation of functions;

(h) For the names of special rooms, halls and buildings(the General Assembly Hall);

(i) For the names of organized movements(the Movement of Non-Aligned Countries);

(j) For chapters, sections, articles and similar divisions of texts.

9. The following examples, frequently found in United Nations documents, showthe use of initial capital letters or lower-case letters in United Nations practice:

Act, of a legislative bodywhen citing the title of a specific act

AdministrationIn specific references, when used in the sense of “Government”

administrative instruction

advisory opinion (of the International Court of Justice)

agenda, agenda item, agenda item 24

annex, an annex, annex III, the annexes to the report

appendix, an appendix, appendix IV, the appendices

Arabic language and type

Arabic numerals

article, an article, article 3But: Article when making a general or specific reference to

an Article of the Charter of the United Nations and the Statuteof the International Court of Justice

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chairpersonsof the Main Committees of the General Assembly, to establish a draftingcommittee whose chairperson would report …

But: Chairperson of the Fifth Committee

chapter chapter IIBut: Chapter when making a general or a specific reference to a Chapter of

the Charter of the United Nations and the Statute of the InternationalCourt of Justice

chargé d’affairesBut: Chargé d’affaires of the Permanent Mission of Andorra to the United

Nations

commission(s)regional commissions

But: Commission (when used as a short title of a specific body that hasalready been mentioned), Economic Commission for Africa

committee(s)the committees of the General Assembly

But: Committee (when used as a short title), the Main Committees of theGeneral Assembly

conferenceBut: Conference (when used as a short title of a specific conference that has

already been mentioned), the World Conference on Human Rights

conference room, conference room paperBut: Conference Room 4

constitutiona written constitution, the constitutions of many States

But: Constitution in a specific reference to the Constitution of a State, aspecialized agency and the like, for example, article 28 of theConstitution of the Republic of Indonesia … as provided in theConstitution of the World Health Organization

consultant

continent, for example, the continent of Africa

continental shelf

Contracting Partyin the text of treaties, conventions and the like, otherwise lower case

conventionBut: Convention, in citing the title of a specific instrument, for example, the

Convention on the Rights of the Child

councilBut: when using it as a short title, as noun or adjective, for example, Council

resolution 1979/81

Dag Hammarskjöld Library (Auditorium, Building)

decadeBut: First United Nations Development Decade, Decade for Women

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Declarationwhen citing the title of a specific declaration made at the government orinternational agency level

Decree when citing the title of a specific decree

delegation, a delegation, the delegation

demarcation line

departmentin general references, for example, one of the three departments of theSecretariat dealing with the question; the government departmentconcerned

But: Department in specific references, for example, the Department ofPolitical Affairs, the Department of Commerce of the United StatesGovernment

documentin general or specific references

draft

earth in general referencesBut: Earth, in reference to the planet in, for example, texts relating to outer

space; for example, artificial Earth satellites

east, eastern (geographical)

East, Eastern (political), for example, East-West dialogue

executive heads, of the specialized agencies

executive secretaries of the regional commissionsBut: Executive Secretary of ECA, ECE, ECLAC, ESCAP or ESCWA

expert a group of expertsBut: the Group of Experts on Global Warming

extrabudgetary(XB may be used in budget documents)

financial regulation (rule) 3.5But: Financial Regulations (Rules) of the United Nations

foreword

funds-in-trust

General Servicecategory of the staff of the United Nations

governmentlocal or municipal government, a system of government, a change ofgovernment, government-owned, government agency, a governmentdepartment

But: Government (when representing a State, as a noun only) the Governmentof India, that Government, the Government concerned, the metropolitanGovernment, any Government wishing to participate

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groupBut: Group of 77, Group of African States

hallBut: (the) General Assembly Hall, in this Hall

head of a delegation or Government, head of State

headquartersthe headquarters of ESCAP, the Commission headquarters building

But: the Headquarters of the United Nations, the Headquarters Building whenreferring specifically to the United Nations building in New York

hemispherenorthern, southern, eastern, western

information centres

information circulars

information services

international civil service,international civil servant

interregional adviser

introductionin the introduction to his report, he stated that …

introductory note

island(s) the island of CyprusBut: the Cayman Islands

language proficiency examination

language training programme

law including all references to the profession of lawBut: Law in citing the title of a specific legal instrument

liaison officer

member(s)an individual member of a committee, a State member of a United Nationsorgan, for example, members of the Security Council, a member of aspecialized agency or any other organization, also a non-member State

But: States Members of the United Nations, a State not a Member of theUnited NationsNote: “States Members of the United Nations or members of agencies inthe United Nations system …”

note a note by the Secretary-General

numberBut: No. (only when followed by a number or used as an abbreviation

for number)Supplement No. 2 (The plural form is Nos.)

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observer the United Nations military observer in San SalvadorBut: Observer ( a person appointed to attend a meeting

without the right to vote)

office, term of officeBut: Office (with official titles) for example, the Office of Legal Affairs, the

Office of the Iraq Programme

Organizationwhen referring specifically to the United Nations

parliamentunless referring specifically to a legislative body that is actually called“Parliament”

part in general reference, for example, as stated in part one of the reportBut: Part One as a heading

party in general or specific references, for example,the States parties to the Treaty

But: Party when using it in a formal text such as the text of a treaty, forexample, the Parties to the present Convention, and when referring to aspecific political Party, for example, the Conservative Party, the SocialistParty

permanent member of the Security CouncilBut: Permanent Mission of the Philippines to the United Nations

Permanent Observer Mission of Switzerland to the United NationsPermanent Representative of Fiji to the United Nations

personal representative of the Secretary-General, in general references

pledging conferenceBut: Fourth Pledging Conference for the World Food Programme

plenary in general and specific referencesBut: Plenary Meetings in references to the body of documents in the Official

Records

Power in general or specific references to a State, for example, a great Power;also when used adjectivally in that sense, for example, a three-Poweragreement

preambleBut: Preamble in general or specific references to the Preamble to the Charter

of the United Nations

preface

President of the General Assembly, of a United Nations council, of a Stateor of a recognized international or national body

Professionalcategory of the staff of the United Nations, for example, staff in theProfessional category and above

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programmein general references

But: Programme in references to a separately constituted body, for example,the World Food Programme

purposes and principlesof the Charter of the United Nations

question the question of Western Sahara

rapporteurin general reference

But: Rapporteur of the Second Committee

region except when part of the title of an administrative division of a State

regional adviser

regional commission

regular budget(RB may be used in budget documents)

regulationregulation 2.1 of the Staff Regulations

report report of the Secretary-General

representativea representative, the representative of France, the personal representativeof the Secretary-General, the senior … representative

But: Special Representative of the Secretary-General (as a title)Permanent Representative of Algeria

resident coordinatorresident representative

the resident representative of UNDP has the responsibility…But: capitalize in specific references, for example, the Resident

Representative of UNDP in Turkey, Ms. …,Resident Representative of UNDP in Chile

resolution

room

rule rule 104.5 of the Staff Rules

rules of procedure

secretariatof the Military Staff Committee, secretariat of a specialized agency orother organization

But: Secretariat in general or specific references to the Secretariat of theUnited Nations

secretary in general referencesBut: Secretary in specific references, for example, the Secretary of the Second

Committee

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section in general or specific reference, for example, section 3 of the budgetBut: Section in the official title of a Secretariat unit

seminar in general referencesBut: Seminar, for a specific seminar with an established title

session the fifty-fourth session of the General Assembly,the eighteenth special session

south, southerngeographical use

But: South (political and economic use): North-South dialogue

specialized agency

staff members of the United Nations

staff regulation (rule) 4.5But: Staff Regulations (Rules) of the United Nations (a title of a publication)

State in both general and specific references to a countryor to a specific state in a federation, for example, the State of New York

subcommission(s)subcommittee(s)

But: Subcommission and Subcommittee when used as short title of a specificbody already mentioned

Territory in a general or specific reference to aNon-Self-Governing Territory or Trust Territory

transitioncountries with an economy in transition

Treaty in citing the title of a specific instrument; otherwise lower case

trusteeshipunder trusteeship

trust funds

volume in general and specific references

war during the world wars, the cold war, the threat of a third world warBut: First World War, Second World War

west, westerngeographical use (except in ECA terminology, West Africato denote the subregion)

But: Western (political or economic use), the Western Powers

working groupin general reference

But: Working Group when referring to a specific group with anestablished title

working paperin general and specific reference, for example, working paper No. 6

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�������������10. With the use of text-processing in the preparation of correspondence, under-lining is replaced by the use of italics or boldface.

11. Boldface should be used for the subjects of memoranda and for headings in thetext.

12. Italics should be used for the following:

(a) The titles of books, periodicals, newspapers, films, plays and televisionprogrammes;

(b) The names of vessels and airplanes;

(c) Certain mathematical indications;

(d) The titles of laws, decrees and the like in foreign languages;

(e) Non-English words other than those generally considered to have beenadopted into the language (consult The Concise Oxford Dictionary if in doubt).

13. Do not use italics or boldface for emphasis in correspondence.

���������14. In accordance with traditional conventions, numbers may be expressed in fig-ures or in words; the nature of the text is the determining factor. In legal, formal, lit-erary and narrative style, words are used in certain contexts. In scientific, technicaland statistical texts, figures are used almost exclusively.

15. In general, numbers under 10 should be expressed in words (for example,eight, not 8). Numbers should also be expressed in words in the following contexts:

(a) At the beginning of a sentence:Four hundred and fifty women were selected;

(b) In fractions in narrative text:Only two thirds of the applicants were qualified;

(c) In references to ages in non-technical, non-statistical texts:This applies to children under nine years old.

16. Numbers between 10 and 999,999 should normally be written in figures exceptwhen they begin a sentence. In addition, the following are always expressed in figures:

(a) Percentages:Only 4 per cent of the total, compared with 16 per cent the previous year.

(b) Ratios:Yields were 3 tons per hectare. The ratio was 10 : 1.

(c) Results of voting:The resolution was adopted by 15 votes to none, with 65 abstentions.

(d) Dates and time of day:On Wednesday, 21 July 1999, at 10.30 a.m.

(e) Numbers with fractions:Costs were reduced by 10.75 per cent and profits almost doubled,increasing 1.75 times over the previous year.

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(f) Statistics

(g) Degrees:The temperature was 10.15 °C.

(h) Dimensions, weights and measures:The container is 10.5" long, 6" wide and 3.2" deep; it weighs 1.2 pounds.

(i) Series of figures

(j) Document symbols: A/54/1

(k) Page and paragraph references: chapter V, page 13, paragraph 2

17. Sums of money and decimals are normally given in Arabic numerals, as in$6.50. Arabic numerals are also used in the recording of votes, except for zero, forexample, the draft resolution was adopted by 112 votes to none, with 1 abstention.

18. Percentages should be expressed in figures and the words “per cent” should nor-mally be written out. The sign % may be used in tables, but only when space is limited.

19. Dates are given in the form “4 January 1999.” Forms such as “4/1/99” are notused in official correspondence because of differences in usage regarding the orderof the numerals indicating the day and the month. Time is indicated as follows:10.25 a.m. (not 10:25 a.m.). The 24-hour day may also be used, for example, 2100hours (not 21.00 hours).

20. Main Committees of the General Assembly are numbered by ordinals, for ex-ample, the First Committee. The numbers of sessions of the General Assembly or ofthe Councils are written out, for example, the fifty-fourth session, but the numbersof meetings are given in figures, for example, the 9th meeting. Usage as regardsmeetings and sessions of the bodies may vary.

21. When a quantity is expressed by two numbers indicating a range:

(a) If the name of the unit is written out, it should be given only once, afterthe second number, for example, salary increases ranging from 3 to 4 per cent ayear; an additional 10–12 per cent of the children need special attention, for the 10-to 15-year-old age group, for 10- to 15-year-olds;

(b) If the name of the unit is represented by a symbol, the symbol should al-ways be repeated, for example, a high temperature of 63°–70°;

(c) If the name of the unit is represented by a symbol or abbreviation con-sisting of a letter or letters, the symbol or abbreviation should be given only once ifa hyphen is used to mark the range, for example, it required 15–20 lb of acid;

(d) Either a hyphen or two prepositions or conjunctions should be used,never a mixture of both, for example, the shells landed 2–3 km from the village, theshells landed from 2 to 3 km from the village;

(e) The two numbers showing the range should be homogeneous for example,from 3,430,700 to 4,000,000 units were built (not from 3,430,700 to 4 million units);

(f) To reduce the possibility of confusion, numbers should be expressed infull, whether in figures or in words, in the indication of any range, for example, “Itincreased from $2 million to $5 million (not from $2 to $5 million).

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22. When two numbers occur together, they should be expressed in differentstyles, according to the nature of the elements and the context, for example, twenty15-cent stamps, 120 fifteen-cent stamps, 12 ten-foot poles.

23. When two or more numbers to which different rules apply occur in a series, orin proximity in the same sentence, referring to the same thing, the rule applying tothe higher or highest number should apply to all, for example, “14, previously 9,”not “14, previously nine.”

�������v��������������������24. Special care should be taken, in the use of abbreviations, to ensure that theirmeaning will be clearly understood. If it is necessary to make frequent use of an ab-breviation that may not be familiar to the reader, the complete form should be givenin full, followed by the abbreviation in parenthesis the first time it occurs; thereaf-ter, the abbreviation may be used alone. Abbreviations should not be used for wordsor titles that occur only once or twice in a text. The words “United Nations” shouldnever be abbreviated, nor should the following titles be abbreviated:

Economic and Social CouncilGeneral AssemblySecretary-GeneralSecurity CouncilUnited Nations Office at GenevaUnited Nations Office at NairobiUnited Nations Office at Vienna.

25. If a title occurs frequently in a text, a short form may be used. The full titleshould be given the first time it appears and repeated only where necessary for clar-ity. Thereafter, a short title may be used unless there is a risk of ambiguity. Thismethod should be used, in particular, for titles for which there is no official abbre-viation. Examples of short titles are the Assembly, the Council, the Commission, theCommittee, the Special Committee. Short forms or abbreviations may be used insome circumstances for the names of certain Member States. They should not beused at the first reference. The latest issue of the terminology bulletin on the namesof Member States (currently ST/CS/SER.F/ 347/Rev.1) is the authority on the sub-ject and should always be followed.

26. Acronyms and other abbreviations are sometimes used informally for thenames of units of the Secretariat, committees and the like. They are acceptable andeven unavoidable in texts such as internal correspondence and informal notes. Ac-ceptable abbreviations for units of the Secretariat and Secretariat services, to beused only in internal correspondence and informal notes, are listed in the UnitedNations Telephone Directory. In case of doubt, consult the Editorial Service.

27. A database of the principal officially recognized abbreviations and acronymsencountered in United Nations documents in all official languages is available onthe United Nations intranet in the Reference Materials section under Terminol-ogy/General Nomenclature or Acronyms.

����v��������������28. The division of words at the end of a line should, as far as possible, be avoidedin United Nations correspondence. Where division is necessary, the following rulesshould be applied wherever possible. To avoid uneven spacing, however, one-

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syllable prefixal division of two letters is permissible, for example, in-ternational,ar-ticle but avoid two-letter suffixal divisions such as tight-en, debt-or, hard-ly.

(a) Divide a word after a vowel, turning over the consonant where there is onlyone consonant for example, prece-dent. In present participles, take over-ing, for exam-ple, carry-ing, divid-ing, crown-ing, thrill-ing, but tack-ling, puz-zling, hand-ling;

(b) Generally, where two consonants come together, put the hyphen betweenthe consonants, for example, prin-ciple, sec-retariat, but progress-ive, impass-able;

(c) Do not divide terminations such as -cian, -sion, -tion when they form onesound, for example, ascen-sion, subtrac-tion, conven-tion, but avoid divisions betweena vowel and such terminations, for example, poli-tician, div-ision, organiz-ation;

(d) Avoid such divisions as read-just, which might, at first glance, be misread;

(e) If possible, do not divide a word at the end of a page;

(f) Words that double their final consonant to form their present participlesshould be split between the consonants so doubled, for example, forgetting, control-ling;

(g) Endings such as -ted, -ded, should not be turned over;

(h) Vowels which are sounded separately may be divided, for example, of-fici-ate, cre-ate, odi-ous.

����������������������29. Refer to the latest edition of The Concise Oxford Dictionary of Current Eng-lish for guidance in the formation of plurals. In forming the plurals of compoundterms, the significant word in the compound should be made plural. The significantword may occur:

(a) as the first element of the compound, for example:all previous Secretaries-Generalambassadors-at-largecommanders-in-chief;

(b) as the second element in the compound, for example:under-secretaries-generalassistant secretaries-generaldeputy chiefs of staff;

(c) as the last element of the compound, for example:assistant commissionerslieutenant-colonelstrade unionsvice-presidents.

30. When a noun is hyphened with an adverb or a preposition, the noun should bemade plural, for example, passers-by.

31. When neither word in the compound is a noun, the last word should be madeplural, for example, go-betweens.

32. In forming plurals of nouns taken into English from other languages, prefer-ence, when there is a choice of usage, should be given to the English manner offorming the plural.

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United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

Her Excellency Ms. Penny W. Wensley Permanent Representative of Australia to the United Nations New York, NY

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R E F E R E N C E : LA19.4.2 29 January 1999

Excellency,

On behalf of the Secretary-General, I should like to invite your attention to the fact that the terms of office of the following five members of the International Court of Justice will expire on 5 February 2000:

Mr. Christopher G. Weeramantry (Sri Lanka) Mr. Gilbert Guillaume (France) Mr. Raymond Ranjeva (Madagascar) Ms. Rosalyn Higgins (United Kingdom of Great Britain and Northern Ireland) Mr. Gonzalo Parra-Aranguren (Venezuela)

In accordance with Articles 4 and 13 of the Statute of the International Court of Justice, the General Assembly and the Security Council, during the fifty-fourth regular session of the General Assembly, will elect five judges for a period of nine years, beginning on 6 February 2000.

I have the honour to refer to paragraph 1 of Article 4 of the Statute of the Court and to request you to transmit the enclosed communication to the members of the national group of your country in the Permanent Court of Arbitration, inviting them to nominate candidates in the election. This request is made in accordance with paragraph 1 of Article 5 of the Statute of the International Court of Justice which provides, inter alia, that the Secretary-General should invite the members of the Permanent Court of Arbitration to undertake, by national groups, the nominations "within a given time".

U N IT E D N AT IO N S N AT IO N S U N IE S PA G E 2

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With this provision in view, the national group has been requested to send its nominations so as to reach the Secretary-General no later than 31 August 1999. It should be noted that in application of the foregoing provision of Article 5, nominations made after this date may not be acceptable.

Please accept, Excellency, the assurances of my highest consideration.

Hans Corell Under-Secretary-Generalfor Legal Affairs, The Legal Counsel

Enclosure

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

His Excellency Mr. Jørgen Bøjer Permanent Representative of Denmark to the United Nations New York, NY

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R E F E R E N C E : 29 June 1999

Excellency,

The Secretary-General should be grateful if you would kindly forward the enclosed letter to His Excellency Mr. Niels Helveg Petersen, Minister for Foreign Affairs of Denmark.

A copy of the letter is attached for your information.

Please accept, Excellency, the assurances of my highest consideration.

S. Iqbal Riza Chef de Cabinet

Attachment

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

His Excellency Mr. Andrea Negrotto Cambiaso Permanent Representative of Italy to the United Nations Geneva

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R E F E R E N C E : SG/90/99 28 June 1999

Dear Mr. Ambassador,

Further to your letter of 17 June 1999 to the Secretary-General, I am pleased to enclose the Secretary-General's preface for the brochure being printed in conjunction with the exhibition of the Italian painter Trento Longaretti, along with our best wishes for a successful event.

I remain,Dear Mr. Ambassador,

Yours sincerely,

Edward Mortimer Principal Officer

Enclosure

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

Dr. Gro Harlem Brundtland Director-GeneralWorld Health Organization GenevaSwitzerland

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R E F E R E N C E : CARICOM/3/99 11 February 1999

Dear Dr. Brundtland,

On behalf of the Secretary-General of the United Nations, I have the honour to transmit herewith the text of the resolution on "Cooperation between the United Nations and the Caribbean Community" (A/RES/53/17), adopted by the General Assembly on 29 October 1998.

In forwarding this resolution, I wish to draw your attention to operative paragraph 7, by which the Assembly recommended, inter alia, "that the second general meeting between representatives of the Caribbean Community and its associated institutions and of the United Nations system be hosted in 1999 in the Caribbean region in order to review and appraise progress in the implementation of the agreed areas and issues and to hold consultations on additional measures and procedures as may be required to facilitate and strengthen cooperation between the two organizations". Copies of this resolution have been transmitted to the organizations concerned and to all Member States. The above-mentioned operative paragraph has been brought to the attention of the Secretary-General of the Caribbean Community Secretariat and that of Permanent Representatives of CARICOM Member States to the United Nations.

Yours sincerely,

Kieran Prendergast Under-Secretary-Generalfor Political Affairs

Enclosure

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

Mr. Richard Jolly Special Advisor to the Administrator United Nations Development Programme New York

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R E F E R E N C E : 10 June 1999

Dear Mr. Jolly,

On behalf of the Secretary-General, I would like to thank you for your letter of 17 May 1999, inviting the Secretary-General to speak at the opening plenary of the First Global Forum on Human Development, to be held at the United Nations Secretariat at 10 a.m. on 29 July 1999.

The Secretary-General is very pleased to accept this invitation. He looks forward to addressing this distinguished gathering on 29 July.

Yours sincerely,

S. Iqbal Riza Chef de Cabinet

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

International Plant Genetic Resources Institute Via delle Sette Chiese 142 00145 Rome, Italy

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R E F E R E N C E : IAMLADP/29(98) 4 May 1998

Dear Sirs,

Copies of the first set of documents issued in connection with the forthcoming Inter-Agency Meeting on Language Arrangements, Documentation and Publications (IAMLADP) have been sent to you and other observers today. This advance shipment is intended to facilitate your preparation for the consideration of the relevant agenda items.

The opening of the Meeting will take place at 10.30 a.m. on 29 June. However, we do not know yet which conference room will be allocated to us.

I will be glad to provide any additional information or assistance that you may require.

Yours sincerely,

Adolfo Crosa Secretary of IAMLADP

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

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R E F E R E N C E : COOP/DESA/99/1

The Secretary-General of the United Nations presents his compliments to the Permanent Representative of Bulgaria to the United Nations and thanks his Government for forwarding to him in response to his note of 17 April 1998 (COOP/DESA/98/1) the information on legislative and administrative initiatives taken with a view to ensuring a supportive environment for cooperatives for inclusion in his report on the subject in accordance with General Assembly resolution 51/58. A copy of report A/54/57 is attached.

The General Assembly is expected to take action at its fifty-fourth session on the Secretary-General's report, in particular on the question of the desirability and feasibility of elaborating United Nations guidelines aimed at creating a supportive environment for the development of cooperatives.

For further information or clarification please contact the address below:

Department of Economic and Social Affairs Division for Social Policy and Development United Nations Two United Nations Plaza Room DC2-1348 New York, NY 10017

Telephone: 1 (212) 963-1713 Fax: 1 (212) 963-3062 E-mail: vinokourov@un.org

14 April 1999

S.B.

Annex enclosed

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

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R E F E R E N C E : SCA/2/99(9)

The Chairman of the Security Council Committee established pursuant to resolution 864 (1993) concerning the situation in Angola presents his compliments to the Permanent Representative of Egypt to the United Nations and has the honour to transmit herewith an addendum (Annex III/Add.3) to the list of senior officials of UNITA and adult members of their immediate families as an addendum to the list previously transmitted with his communications SCA/2/98(3) of 19 February 1998 and SCA/2/99(3) of 19 February 1999. The Chairman also wishes to advise that in this instance, the Committee is not in possession of details such as date of birth, passport number, etc.

The Committee will update the aforementioned list on a regular basis and transmit it, with any additions or deletions, to all States as an addendum to Annex III.

7 July 1999

M.R.

Annex enclosed

United Nations NationsUnies H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

T E L . : 1 ( 2 1 2 ) 9 6 3 . 1 2 3 4 • FA X : 1 ( 2 1 2 ) 9 6 3 . 4 8 7 9

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R E F E R E N C E : UN Yearbook

The Secretariat of the United Nations presents its compliments to the Permanent Mission of the Republic of Hungary to the United Nations and has the honour to inform the Mission that the new edition of the Yearbook of the United Nations, compiled by the Department of Public Information, is now available.

The volume gives a comprehensive account of the activities of the United Nations and related agencies during 1996. It is hoped that the material contained in this latest volume will be a useful addition to the reference material on the work of the United Nations system.

A copy has been made available for the Mission. It may be obtained, on request, from the Delegation Documents Distribution Room located in the North Lawn (NL-316). Additional copies may be purchased from the United Nations Publications, Sales Section, 2 United Nations Plaza, RoomDC2-0853, New York, NY 10017 (Sales No. E.97.I.1).

29 January 1999

S.B.

United Nations Nations Unies IN T E R O F F IC E M E M O R A N D U M M E M O R A N D U M IN T E R IE U R

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T O : Mr. Eduardo Gelbstein, Director Ad-interim D AT E : 24 November 1998 A: Information Technology Services Division, OCSS/DM

R E F E R E N C E : IMP/3/98T H R O U G H :

S / C D E :Federico Riesco, Assistant Secretary-General Department of General Assembly Affairs and Conference Services

F R O M :D E :

Patricia Lecomte du Noüy, Director Interpretation, Meetings and Publishing Division, DGAACS

S U B J E C T :O B J E T :

Request to develop UN correspondence templates for distribution via the Central Management Software

1. This is in reply to your memorandum dated 10 November 1998.

2. We welcome your initiative, and will be happy to contribute. It will be our pleasure to provide you with the text-processing templates of the basic correspondence forms listed in your memorandum for you to distribute to the staff via the Central Management Software (CMS).

3. We already have a prototype template for an Interoffice Memorandum created in MS Word 97 and we are working on other forms. Our migration to MS Word from WordPerfect, our current standard text-processing package, will include the development of the final versions of the correspondence templates, along with the templates for all basic types of documents. Meanwhile, for testing, we could share with you the prototype templates, as we are developing and fine-tuning them.

cc: Maxim Zhukov

United Nations Nations Unies IN T E R O F F IC E M E M O R A N D U M M E M O R A N D U M IN T E R IE U R

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T O :A:

All Directors, Chiefs of Service and Chiefs of Section

D AT E : 17 November 1999

R E F E R E N C E : DCS/68/99T H R O U G H :

S / C D E :

F R O M :D E :

Federico Riesco, Assistant Secretary-General Department of General Assembly Affairs and Conference Services

S U B J E C T :O B J E T :

Meeting of programme managers

1. There will be a meeting of all programme managers at 10 a.m. Friday morning in the conference room on the 15th floor to review the discussion of the report of the Committee on Conferences in the Fifth Committee and the draft resolution on the Pattern of Conferences.

2. In addition, we will consider temporary assistance requirements for the rest of the year. Please bring your latest estimates of expenditures to date and requirements for the rest of the year.

U N IT E D N AT IO N S • IN T E R O F F IC E M E M O R A N D U M N AT IO N S U N IE S • M E M O R A N D U M IN T E R IE U R PA G E 2

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7. This is the second page of an interoffice memorandum. It should have at least three lines of text.

8. The names of persons to whom a copy of the memorandum is sent should appear on the last page of the memo.

cc: [Name]

United Nations • Facsimile transmission NationsUnies • Télécopie

H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

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D AT E : 22 April 1999 T O / A: Ms. Angélique Doueihi, Information Officer

United Nations Information Centre, Sydney, Australia FA X : 61 (2) 9262-5886

T E L . : 61 (2) 9262-5111 F R O M / D E : Adolfo Crosa, Director

Interpretation, Meetings and Publishing Division, DGAACS FA X : 1 (212) 963-6542

T E L . : 1 (212) 963-9452 E - M A IL / M E L : crosa@un.org

R E F . : KSM/EGPA G E S: One ( IN C L U D IN G T H IS PA G E / Y C O M P R IS C E T T E PA G E )

C O P IE S: --S U B J E C T / O B J E T : "United Nations Language Certification Board"

In reply to your fax of 19 April 1999, please be informed that I have no knowledge of the existence of a "United Nations Language Certification Board".

Best regards, Adolfo Crosa

United Nations • Facsimile transmission NationsUnies • Télécopie

H E A D Q U A RT E R S • S IE G E N E W Y O R K , N Y 1 0 0 1 7

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D AT E : 10 December 1999 T O / A: Vendor of services

FA X : 1 (212) 255-4478 T E L . : 1 (212) 255-4479

F R O M / D E : Name of staff member, Procurement Division,Office of Central Support Services, Department of Management

FA X : 1 (212) 963-9858 T E L . : 1 (212) 963-6225

E - M A IL / M E L : staffmember@un.orgR E F . : TEST/2/99

PA G E S: 17 ( IN C L U D IN G T H IS PA G E / Y C O M P R IS C E T T E PA G E )

C O P IE S: --S U B J E C T / O B J E T : Purchase of maintenance services

I am transmitting herewith a draft contract to cover the provision of services through the first quarter of 2000.Please let me have your comments as soon as possible. Thanks.

Notice of confidentiality

This facsimile transmission contains United Nations proprietary information that is strictly confidential and/or legally privileged and is intended strictly for use by the official of the United Nations and/or the named recipient hereof.

Any unauthorized disclosure, copying, distribution or other use of the information herein is strictly prohibited. If you have erroneously received this facsimile transmission, please notify the United Nations immediately. Thank you.

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UnitedNations NationsUniesH E A D Q U A RT E R S • S I È G E

The Secretary-General of the United Nationshas the honour to enclose herein,

for information, a copy of a communicationwhich has been sent

to interested governments.

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UnitedNations NationsUniesH E A D Q U A RT E R S • S I È G E

The Secretary-General of the United Nationshas the honour to request that the

communication enclosed herein, of which a copyis attached for information, be forwarded

to the address indicated.

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UnitedNations NationsUniesR O U T I N G S L I P • F I C H E D E T R A N S M I S S I O N

T O / A : Mr. Paul KazarovF R O M / D E : Maxim Zhukov

R O O M / B U R E A U : S-1527e E X T N . / P O S T E : 3-8048D AT E : Thursday, 12 June, 2000

For action Pour suite à donnerFor approval � Pour approbationFor signature Pour signature

For comments Pour observationsMay we discuss? Pourrions-nous en parler?

Your attention Votre attentionAs discussed Comme convenuAs requested Suite à votre demande

Note and return Noter et retournerFor information Pour information

Here is a printout of the .pdf versionof the booklet for the InterpretationService. The file, booklet1.pdf, isin the e-mail. I have optimized theconversion settings for "Press".

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UnitedNations NationsUniesH E A D Q U A RT E R S • S I È G E

With the complimentsof the

Secretary-General of the United Nations

Avec les complimentsdu

Secrétaire général de l’Organisationdes Nations Unies

United Nations NationsUniesC O R R E S P O N D E N C E U N I T W O R K S H E E T

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S E R I A L N O . : 0000000T O : Correspondence Unit, room S-1494, ext. 3-6760, 3-6761

D R A F T E R : [Name] D E P T . : [Dept.] R M . : [Rm. No.] E X T . : [Tel. ext.]

T H E AT TA C H E D C O M M U N I C AT I O N S H O U L D B E A D D R E S S E D T O :Permanent Representatives of Member StatesPermanent Observers of non-member StatesOrganizations indicated below

�������������

� Afghanistan� Albania� Algeria�� Andorra

* � Angola� Antigua and

Barbuda** �� Argentina

� Armenia� Australia� Austria� Azerbaijan� Bahamas� Bahrain� Bangladesh� Barbados� Belarus� Belgium� Belize� Benin� Bhutan

** �� Bolivia� Bosnia and

Herzegovina� Botswana� Brazil� Brunei Darussalam

* � Bulgaria� Burkina Faso� Burundi� Cambodia� Cameroon�� Canada� Cape Verde� Central African

Republic� Chad

** �� Chile� China

** �� Colombia� Comoros� Congo

**�� Costa Rica� Côte d’Ivoire� Croatia

**�� Cuba� Cyprus� Czech Republic� Democratic

People’s Republicof Korea

� DemocraticRepublic of theCongo

� Denmark� Djibouti� Dominica

** �� DominicanRepublic

** �� Ecuador* � Egypt

**�� El Salvador** �� Equatorial Guinea

� Eritrea� Estonia� Ethiopia� Fiji� Finland� France� Gabon� Gambia� Georgia� Germany� Ghana� Greece� Grenada

**�� Guatemala� Guinea� Guinea-Bissau� Guyana� Haiti

** �� Honduras� Hungary� Iceland� India� Indonesia� Iran (Islamic

Republic of)� Iraq� Ireland� Israel� Italy� Jamaica� Japan� Jordan� Kazakhstan� Kenya� Kiribati� Kuwait� Kyrgyzstan� Lao People’s

Dem. Republic� Latvia� Lebanon

� Lesotho� Liberia� Libyan Arab

Jamahiriya� Liechtenstein� Lithuania� Luxembourg� Madagascar� Malawi� Malaysia� Maldives� Mali� Malta� Marshall Islands� Mauritania� Mauritius

** �� Mexico� Micronesia

(FederatedStates of)

� Monaco� Mongolia� Morocco� Mozambique� Myanmar� Namibia� Nauru� Nepal� Netherlands� New Zealand

** �� Nicaragua� Niger� Nigeria� Norway� Oman� Pakistan� Palau

** �� Panama� Papua New Guinea

** �� Paraguay** �� Peru

� Philippines� Poland� Portugal� Qatar� Republic of Korea� Rep. of Moldova� Romania� Russian Federation� Rwanda� Saint Kitts and

Nevis� Saint Lucia

� Saint Vincentand theGrenadines

� Samoa� San Marino� Sao Tome and

Principe� Saudi Arabia� Senegal�� Seychelles� Sierra Leone� Singapore� Slovakia� Slovenia� Solomon Islands� Somalia� South Africa

**�� Spain� Sri Lanka� Sudan� Suriname� Swaziland� Sweden� Syrian Arab Rep.� Tajikistan� Thailand� The former

Yugoslav Rep.of Macedonia

� Togo� Tonga� Trinidad and

Tobago� Tunisia� Turkey� Turkmenistan� Uganda� Ukraine� United Arab

Emirates� United Kingdom� United Republic

of Tanzania� United States

** �� Uruguay� Uzbekistan�� Vanuatu

** �� Venezuela� Viet Nam� Yemen� Yugoslavia� Zambia� Zimbabwe

�����������������

� Cook Islands� Holy See� Niue� Switzerland� Tuvalu

�������������

�� FAO� IAEA�� ICAO�� IFAD�� ILO� IMF� IMO�� ITU�� UNESCO�� UNIDO�� UPU� WB�� WHO�� WIPO�� WMO�� WTO

* English to Missions. **�� Spanish normally, English as alternate language. **�� Spanish normally, French as alternate language.

T R A N S L AT I O N R E Q U I R E D : English French Spanish

F I L E C O P Y T O B E R E T U R N E D T O : [Name] R M . : [Rm. No.]S P E C I A L I N S T R U C T I O N S :

Signature of Correspondence Officer

United Nations Nations UniesD E L E G AT I O N O F A U T H O R I T Y D É L É G AT I O N D E P O U V O I R S

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T O :À:

[Chief of Department or Service concernedChef du Département ou du Service intéressé]

D AT E : [Date]

[Name of official authorizedNom du délégataire]

I S H E R E B Y A U T H O R I Z E D T O R E Q U E S T / T O A C T A S :E S T A U T O R I S É PA R L E S P R ÉS E N T E S À R E Q U É R I R ( S E RV I C E S O U F O U R N I T U R E S ) / À A G I R E N Q U A L I T É D E :

[Authority delegated / Pouvoirs délégués]

F O R T H E / P O U R L E C O M P T E D E :

[Organizational unit / Unité ou Groupe]

Signature of the Authorizing Officer / Signature du délégateur/délégatrice

Signature of the official authorized / Signature du délégataire

Department / Département

O R I G I N A L : To addresseeÀ remettre au destinataire

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 1 of 34 UNCLASSIFIED (U)

5 FAH-1 H-600 DIPLOMATIC NOTES

5 FAH-1 H-610 USING DIPLOMATIC NOTES

(CT:CH-26; 06-21-2012) (Office of Origin: IRM/BMP/GRP/GP)

(Updated only to revise Office of Origin and some formatting)

5 FAH-1 H-611 GENERAL (CT:CH-12; 09-23-2005)

a. Diplomatic notes are used for correspondence between the U.S. Government and a foreign government. The Secretary of State corresponds with the diplomatic representatives of foreign governments at Washington, DC, U.S. embassies abroad, and foreign offices or ministries.

b. The chief of mission corresponds with the foreign ministry of the host government at posts and other foreign office representatives.

c. When diplomatic notes are used to negotiate international agreements (see 11 FAM 700 for details).

d. The Department of State serves as the official channel for diplomatic communications between the U.S. Government and a foreign government, except for certain military activities (see 1 FAM and 5 FAH-1 Exhibit H-611 for a list of diplomatic terms).

e. A/RPS/IPS/PSD controls all diplomatic notes. When a diplomatic note is received in the Department that has not been processed by A/RPS/IPS/PSD (i.e., when an A/RPS/IPS/AAS/SAS tasking sheet is not attached), the recipient should send the note to A/RPS/IPS/PSD, 6th Floor, SA-2.

f. Preparers may use the various features available with word processing software to prepare diplomatic notes, provided the results are in accordance with the guidelines in this chapter. A glossary (macro or template) should be created to save time and increase efficiency.

g. Before transmittal, the Correspondence Officer, S/ES-CR, Room 7512, must clear all outgoing diplomatic notes.

h. A record copy of all diplomatic notes must be filed in the Archiving Access System Division of the Office of Programs and Services (A/RPS/IPS/AAS).

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5 FAH-1 H-610 Page 2 of 34 UNCLASSIFIED (U)

i. Posts send copies of diplomatic notes between posts and the host government and between posts and other diplomatic missions to A/RPS/IPS/PSD,6th Floor, SA-2.

j. All communications addressed to a foreign government are in English. A U.S. note that constitutes part of an international agreement based on an exchange of diplomatic notes is always in the English language. If the note contains a full quote from a foreign office note, the quotation must be in English.

k. Letters should be used for informal, routine correspondence with members of foreign diplomatic missions at Washington, DC and officials of the foreign office and diplomatic corps at posts (see 5 FAH-1 H-400 for guidelines on preparing letters).

l. Diplomatic Notes must be prepared as first-person notes or third person notes in accordance with the guidelines in this chapter. The Executive Secretariat InfoLink Web site contains guidance on diplomatic notes signed by a seventh-floor principal.

5 FAH-1 H-612 TYPES OF DIPLOMATIC NOTES

5 FAH-1 H-612.1 First-Person Notes (CT:CH-11; 05-18-2005)

a. Sample first-person notes prepared for the Department and post are shown in 5 FAH-1 Exhibit H-612.1.

b. A first-person note is used for the most important correspondence. First-person notes are prepared in the Department to be signed by the Secretary, Deputy Secretary, an under secretary, an assistant secretary, or a deputy assistant secretary (see the Executive Secretariat InfoLink Web site).

c. At post, first-person notes are used for correspondence between a chief of mission and the head of a foreign ministry or a foreign diplomatic mission. When an embassy is notified by the foreign office that the head of the foreign ministry will be absent, the note should be addressed to the acting head of the office, i.e., Acting Minister of Foreign Affairs, Acting Minister of Foreign Relations, etc.

5 FAH-1 H-612.2 Third-Person Notes (TL:CH-4; 07-31-2002)

Third-person notes are not signed, but initialed in the lower right corner of the last page by an office director or higher in the Department. At post the chief of mission must authorize the signing officer. Drafters should keep the third-person note in the third person. First person or second person pronouns (e.g., I, we, you,

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your) must not be used. Drafters may use one of the following third-person notes according to content:

(1) Note Verbale;

(2) Memorandum;

(3) Aide-Memoire;

(4) Pro Memoria;

(5) Note Diplomatique;

(6) Note Collective; and

(7) Circular Diplomatic Note.

5 FAH-1 H-612.2-1 Note Verbale (TL:CH-4; 07-31-2002)

a. A note verbale is an informal third-person note. It is less formal than a first-person note but more formal than an aide-memoire (see samples in 5 FAH-1 Exhibit H-612.2-1A through Exhibit H-612.2-1I).

b. A note verbale to a foreign ambassador or head of a foreign ministry is begun with a diplomatic courtesy phrase. The note is initialed, not signed, in the lower right corner of the last page by an office director or above, or an officer authorized by the chief of mission.

5 FAH-1 H-612.2-2 Memorandum (TL:CH-4; 07-31-2002)

a. A memorandum is a written statement on any subject, generally of a routine nature, from the Department (not the Secretary of State to an ambassador) or post (not the ambassador or chargé). It may also be written to a foreign embassy in Washington or to a foreign ministry or mission (see 5 FAH-1, Exhibit H-612.2-2A, and 5 FAH-1, Exhibit H-612.2-2B).

b. When preparing a memorandum, the drafter should identify the diplomatic mission in Washington in the first sentence. For example:

(1) "The Department (acknowledges receipt of, has received, etc.) (the note dated..., note no. ...dated...), from the Embassy of (name of country) ...;" and

(2) "The Department (informs, transmits to, etc.) the Embassy of (name of country) … ."

c. At post a memorandum should begin with "The Embassy of the United States of America (informs, transmits, to, etc.) the Embassy Legation of (name of country) at (city)… ."

d. Drafters should not begin a memorandum from the Department with courtesy

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phrases. At post, drafters may begin with a formula of diplomatic courtesy or end with a complimentary diplomatic close only if it is the local custom.

e. The memorandum is initialed in the lower right corner on the last page by an office director or higher, or an officer authorized by the chief of mission.

5 FAH-1 H-612.2-3 Aide-Memoire (TL:CH-4; 07-31-2002)

a. An aide-memoire summarizes an informal diplomatic interview or conversation and serves as an aid to memory. It does not begin with a courtesy phrase, but must clearly state in the first two lines the title of the ambassador or foreign official to whom it is addressed (see 5 FAH-1, Exhibit H-612.2-3A, and 5 FAH-1, Exhibit H-612.2-3B).

b. When an aide-memoire is prepared in the Department, it is not signed, but initialed in the lower right corner of the last page of text. An officer usually hands an aide-memoire to the ambassador (or representative). It may also be sent through regular mail channels.

c. At post, the chief of mission (or representative) may hand the note to the foreign official or leave it at the foreign office. An officer authorized by the chief of mission must initial the note in the lower right corner of the last page.

5 FAH-1 H-612.2-4 Pro Memoria (TL:CH-4; 07-31-2002)

a. A pro memoria is a formal record of discussion. It speaks for and under the direction of the government presenting it. At the Department, it is usually handed to a foreign ambassador, minister (or representative). The note is initialed in the lower right corner of the last page by an office director or higher (see 5 FAH-1, Exhibit H-612.2-4A, and 5 FAH-1, Exhibit H-612.2-4B).

b. At post the pro memoria is usually left at the foreign office by the chief of mission (or representative), or is handed to the foreign official (or representative). An officer authorized by the chief of mission initials it in the lower right corner.

5 FAH-1 H-612.2-5 Note Diplomatique (TL:CH-4; 07-31-2002)

A note diplomatique is a formal note between governments which speaks for and under the direction of the government presenting it. A diplomatic courtesy phrase or complimentary close is not used. A note diplomatique may be signed or initialed by a government representative from the Department or an officer authorized by the chief of mission at post (see 5 FAH-1, Exhibit H-612.2-5A, and 5 FAH-1, Exhibit H-612.2-5B).

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5 FAH-1 H-612.2-6 Note Collective (TL:CH-4; 07-31-2002)

a. A note collective is a joint note addressed by two or more governments to one or more governments. It is rarely used since it involves close relations among the signing governments and may be regarded unfavorably by the recipient governments (see 5 FAH-1, Exhibit H-612.2-6A and 5 FAH-1, Exhibit H-612.2-6B).

b. Replies are prepared individually and diplomatic courtesy phrases are omitted. The note collective requires a full signature, not initials, by representatives of the governments presenting it.

5 FAH-1 H-612.2-7 Circular Diplomatic Note (TL:CH-4; 07-31-2002)

a. A circular diplomatic note is an identical note addressed to "Their Excellencies and Messieurs and Mesdames the Chiefs of Mission" if it is being sent to all diplomatic missions in Washington. The courtesy phrase "has the honor" should be used on all circular diplomatic notes (see 5 FAH-1, Exhibit H-612.2-7A, and 5 FAH-1, Exhibit H-612.2-7B).

b. If the circular diplomatic note is being sent to a list of missions, a descriptive phrase is used in the first sentence following the words "the chiefs of mission." For example:

(1) "of the governments concerned with the..."; and

(2) "of the governments of (list countries names)... ."

c. At post, the circular diplomatic note is addressed to "Their Excellencies Messieurs the Chiefs of Mission in (name of country)" or, "Their Excellencies, Messieurs and Mesdames the Chief of Mission in (name of country).

d. For a selective list of missions, one of the following descriptive phrases is used in the first sentence following the words "the Chiefs of Mission":

(1) "of the governments concerned with the ...";

(2) "of the governments named on the enclosed list ...";

(3) "of the governments signatory to ..."; and

(4) "of the governments of (names of countries) ... ."

e. In the Department, an office director or a higher level official must initial the circular diplomatic note in the lower right corner of the last page.

f. At post, an officer authorized by the chief of mission must initial the circular diplomatic note.

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5 FAH-1 H-613 DEMARCHES

5 FAH-1 H-613.1 General (TL:CH-4; 07-31-2002)

a. A demarche is a formal diplomatic representation of one government’s official position, views, or wishes on a given subject to an appropriate official in another government or international organization. Demarches generally seek to persuade, inform, or gather information from a foreign government. Governments may also use a demarche to protest or object to actions by a foreign government.

b. A U.S. Government demarche to a foreign government is made on the basis of front-channel cable instructions from the Department of State. Although the content of a given demarche may originate in another U.S. Government agency, only the Department may also instruct a post to deliver the demarche. Unless specifically authorized by the Department, posts should not act on instructions transmitted directly from another post, or from another agency, whether by cable or other means (e.g., e-mail, FAX, or phone).

c. Any State Department officer or other official under the authority of the chief of mission can make a demarche. Unless the Department provides specific instructions as to rank (e.g., “the Ambassador should call on the Foreign Minister”), the post has discretion to determine who should make the presentation and which official(s) in the host government should receive it.

5 FAH-1 H-613.2 Preparation of the Demarche (TL:CH-4; 07-31-2002)

Demarche instruction cables from the Department should include the following elements:

(1) OBJECTIVE: The objective is a clear statement of the purpose of the demarche, and of what the U.S. Government hopes to achieve.

(2) ARGUMENTS: This section outlines how the Department proposes to make an effective case for its views. It should include a rationale for the U.S. Government’s position, supporting arguments, likely counter-arguments, and suggested rebuttals.

(3) BACKGROUND: The background should spell out pitfalls; particular sensitivities of other bureaus, departments, or agencies; and any other special considerations.

(4) SUGGESTED TALKING POINTS: Suggested talking points should be clear, conversational, and logically organized. Unless there are compelling reasons to require verbatim delivery, the demarche instruction cable should make it clear that post may use its discretion and local knowledge

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to structure and deliver the message in the most effective way. (“Embassy may draw from the following points in making this presentation to appropriate host government officials.”)

(5) WRITTEN MATERIAL: Use this section to provide instructions on any written material to be left with the host government official(s). Such material could take the form of an aide-memoire, a letter, or a “non-paper” that provides a written version of the verbal presentation (i.e., the talking points as delivered). Unless otherwise instructed, post should normally provide an aide-memoire or non-paper at the conclusion of a demarche. Classified aide-memoire or non-paper must be appropriately marked and caveated as to the countries authorized for receipt, i.e., Rel. U.K. (Releasable to U.K.)

5 FAH-1 H-613.3 Delivery and Follow-up Action (TL:CH-4; 07-31-2002)

a. Upon receipt of demarche instructions from the Department, post should make every effort to deliver the demarche to the appropriate foreign government official(s) as soon as possible.

b. After delivering the demarche, post should report to the Department via front-channel cable. The reporting cable should include the instruction cable as a reference, but it need not repeat the talking points transmitted in that cable. It should provide the name and title of the person(s) to whom the demarche was made, and record that official’s response to the presentation. As appropriate, the reporting cable should also describe any specific follow-up action needed by post, Department, or the foreign government.

5 FAH-1 H-613.4 Demarche Requiring Translation (CT:CH-12; 09-23-2005)

a. When posts have been instructed to provide a copy of a message (usually in the form of a demarche) in a specific foreign language, the drafting officer is to submit the text to the Office of Language Services (A/OPR/LS).

b. A/OPR/LS is available to translate Demarches intended for Arabic, French, Russian and Spanish speaking countries, in Washington before the message is transmitted to post (see Department Notice Announcement Number: A/OPR/LS 2000-09-009, dated September 5, 2000).

c. The following guidelines apply to Demarches requiring translation.

(1) Drafters must give A/OPR/LS sufficient lead-time to prepare quality translations.

(2) Drafting offices should provide relevant background information to facilitate the translation.

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(3) Drafting offices must send messages produced in Cyrillic or Arabic by FAX or e-mail; the current telegraphic network will not support text in these languages.

(4) Drafters should provide instructions regarding classification and sensitivity of issue.

(5) Drafting offices should provide the date required, name of drafter and phone number, in case any questions arise.

5 FAH-1 H-614 THROUGH H-619 UNASSIGNED (TL:CH-1; 09-30-1993)

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5 FAH-1 EXHIBIT H-611 DIPLOMATIC TERMS

(TL:CH-4; 07-31-2002)

Agreement—See Treaty.

Agrement—Official approval by a foreign government of an ambassador-designate.

Aide-memoire—A diplomatic note (see 5 FAH-1 H-600, Diplomatic Notes). An informal summary of a diplomatic interview or conversation that serves merely as an aid to memory. It does not begin with a formula of courtesy, but it must indicate clearly in the first two lines to which ambassador, minister, or mission it is being addressed. Usually left at the foreign office by the ambassador or minister concerned (or representative), or handed to the ambassador or minister concerned (or representative) at the foreign office.

Alternat—The principle of the “alternat" refers to the arrangement of the names of countries that are party to a treaty. Each country retains an original instrument in which its name appears first.

Ambassador—

(1) Ambassador-designate—A diplomatic agent who has been designated by the head of state as personal representative, and approved by the foreign head of state but who has not presented copies of our credentials to the foreign ministry.

(2) Appointed Ambassador—A diplomatic agent who has been designated by the head of state as personal representative, approved by the foreign head of state, and who has presented copies of credentials to the foreign ministry.

(3) Ambassador Extraordinary and Plenipotentiary—A diplomatic agent: the personal representative of the head of one state accredited to the head of another state. The ambassador extraordinary designation ordinarily given to a non-accredited personal representative of the head of state.

Asylum—There are two different types of asylum, one is generally known as diplomatic asylum, the other as territorial or political asylum. Diplomatic asylum usually refers to asylum in embassies and legations by persons in imminent danger of life or limb—a practice that the United States does not generally follow. Territorial or political asylum has to do with persons taking refuge, usually for reasons of persecution, in the territory of another country.

Chancery—A term used to designate the office of an embassy or legation.

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Chargé d'Affaires (de missi)—A person accredited by letter to the secretary of state or minister for foreign affairs of one country by the secretary of state or minister for foreign affairs of another country, in place of a duly accredited ambassador or minister. The complete title is seldom used. It is customarily shortened to chargé d'affaires.

Chargé d'Affaires ad interim—Usually the counselor or secretary of the embassy or legation, who automatically assumes charge of a diplomatic mission in the temporary absence of an ambassador or minister. The words "ad interim" should not be omitted from this title, except in a salutation. A chargé d'affaires ad interim who has the personal rank of minister plenipotentiary is addressed the same as other chargé d'affaires ad interim. The ministerial rank is personal and has no connection with the diplomatic status of chargé d'affaires ad interim. Such a personal ministerial title may follow a name but it should come before an official diplomatic title.

Chargé des Affairs—-Sometimes used to describe a person who has been placed in custody of the archives and other property of a mission in a country with which formal diplomatic relations are not maintained.

Circular diplomatic notes—Identical notes addressed to "Their Excellencies Messieurs and Mesdames the Chiefs of Mission" (see 5 FAH-1 H-600, Diplomatic Notes).

Cold War—Conflict between nations by means of power politics, economic pressures, spy activities, or hostile propaganda but without engagement by arms.

Compromis (sometimes called Compromis d'arbitrage)—A formal agreement between two or more countries setting forth the terms of an arbitration between them.

Convention–See Treaty.

Corps Diplomatique—See Diplomatic Corps.

Declaration—See Treaty.

Delegation—A group of persons appointed to an international conference, commission, or organization.

Demarche– A formal diplomatic representation of one government’s official position, views, or wishes on a given subject to an appropriate official in another government or international organization.

Détente—Relaxing, easing of tension.

Diplomacy—The art and practice of conducting negotiations between nations.

Diplomatic Agent—A person who carries on regular diplomatic relations in the country to which the agent has been appointed; an agent representing a sovereign or state for some special purpose.

Diplomatic Corps—The collective heads of foreign diplomatic missions and their

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staffs within the capital of a country.

Diplomatic Correspondence—Official correspondence between the agents authorized by a state to conduct its foreign relations either at home or abroad, with similarly authorized representative of foreign governments.

Eloignement—Estrangement; distance; remoteness; dislike.

Envoy—A diplomatic agent. A special envoy is one designated for a particular purpose, such as the conduct of special negotiations and attendance at coronations, inaugurations, and other state ceremonies of special importance. The designation is temporary.

Envoy Extraordinary—A Diplomatic agent.

Envoy Extraordinary and Minister Plenipotentiary—A diplomatic agent accredited to a government.

Exequaturs—Documents that are issued to consuls by the governments to which they are sent, permitting them to carry on their duties.

Extraterritoriality—Special jurisdiction exercised by a nation in other countries under treaty.

Final act—The designation of the formal statement or summary of the proceedings of a conference.

Full powers—A document, issued by a head of state, head of government, or minister of foreign affairs, empowering a diplomatic agent or representative to conduct special business with a foreign government, such as drawing up and signing a treaty.

General Act—See Treaty.

Good offices—Mediatory services by a third party intended to promote agreement or arbitration between two parties.

Great Seal—The Seal of the United States (always capitalized; affixed only under authorization of the President to commissions of appointment and certain documents signed by the President).

Identic—Constituting an action or expression in which two or more governments follow precisely the same course or employ an identical form distinguished from joint action or expression.

Immunity—Exemption of foreign diplomatic representatives from local jurisdiction.

International conference—A meeting of delegates from several countries.

Letter of credence—A formal paper from the head of one state to the head of another accrediting an ambassador, minister, or other diplomatic agent as one authorized to act for a government or head of state.

Letter of recall—Formal paper from the head of one state to the head of another

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recalling ambassador, minister, or diplomatic agent.

Mandate—An order to control a territory under international agreement.

Memorandum (pl., memorandums)—A written statement on any subject, generally routine, from the Department of State or ministry of foreign affairs to an embassy or legation (not from the Secretary of State or minister for foreign affairs to an ambassador, minister, or chargé d'affaires ad interim).

Minister—A diplomatic representative ranking below an ambassador and usually accredited to states of less importance.

Mission—A general term for a commission, delegation, embassy, or legation.

Modus Vivendi (pl., modi vivendi)—A temporary arrangement between two sovereignties providing for the conduct of certain affairs pending negotiations for a treaty.

National—A comprehensive term indicating a citizen of a state or any other person who owes allegiance to and is entitled to the protection of a state.

Non-paper—A written summary of a demarche or other verbal presentation to a foreign government. The non-paper should be drafted in the third person, and must not be directly attributable to the U.S. Government. It is prepared on plain paper (no letterhead or watermark). The heading or title, if any, is simply a statement of the issue or subject. (For example: “Genetically-Modified Organisms.”)

Open-door policy—Equality of commercial opportunity for all nations in a country to which the doctrine is applied.

Passport—In international law, an official document issued to an individual by the individual's own government certifying to the individual's citizenship and requesting foreign governments to grant safe and free passage, lawful aid, and protection while under their jurisdiction.

Persona non grata (pl., personae non gratae)—One who is not acceptable.

Power—A synonym for sovereign state.

Precedence—The order of ceremonial or formal preference.

Pro memoria (sing., pl.)—A formal note embodying the written record of a diplomatic discussion. It is usually left at the foreign office by the ambassador or minister concerned (or representative), or is handed to the ambassador or minister concerned (or representative) at the foreign office.

Protocol of deposit—To record formally the deposit of a sufficient number of ratifications to bring a multilateral treaty into force.

Protégé—A native of one country who is, under treaty, protected by another government in whose employ the native may be.

Protocol—A term applied to diplomatic formalities (official ceremonials, precedence, immunities, privileges, courtesies, etc.) (see also Treaty).

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Protocol of exchange—Document stating that on a given day the instruments of ratification were exchanged in connection with a bilateral treaty.

Rapprochement—Establishment or state of cordial relations; also, the act of coming or being drawn together.

Ressortissants—The term included U.S. citizens, nationals, and protected persons, the latter being those subjects of the Sultan of Morocco who, under the treaties, were entitled to the protection of the United States.

Treaty, Convention, Agreement, General Act, Declaration, Protocol, Exchange of Notes, Memorandum of Understanding—Compacts between states or governments, varying in form according to their formality and the method of bringing them into force. (For information regarding negotiations of treaties and other international agreements, see Volume 11, Political Affairs.)

Ultimatum—A communication to one government in which another government sets forth a final proposition, condition, or demand the rejection of which will end negotiations and resort to force or other direct action.

Visa—In international law, an endorsement made on a passport by the proper officials of a foreign country, denoting that it has been examined and that the holder may enter the country; also a document issued permitting entry into a country for permanent residence.

Voeu (French)—An official expression by an international conference of a wish or a hope, often in the form of a resolution; a proposal or recommendation made by a country to an international body or conference.

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5 FAH-1 EXHIBIT H-612.1(A) FIRST-PERSON FORMAL NOTE TO AMBASSADOR—

DEPARTMENT (TL:CH-04: 07-31-2002)

(omit date) DEPARTMENT OF STATE WASHINGTON (omit date)

Prepare formal notes on 8 ½” x 11” paper. For the first page, use embossed white-seal, “Department of State Washington” Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper. Use a 1 ½ inch margin on the left, and at least 1 inch on the right. Leave at least 1 inch at the bottom.

Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a foreign ambassador.

Direct questions regarding the exact title to the Secretariat Correspondence Officer, Room 7512. Submit first-person notes to the Secretariat Correspondence Officer in an original and three (3) copies with initials and drafting information on copies only. See the Executive Secretariat InfoLink Web site.

Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph.

For the Secretary of State:

(Pen signature)

Enclosure:

Translation of Decree

His (Her) Excellency

(name),

Ambassador of (country).

DIPLOMATIC NOTE

white embossed seal

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5 FAH-1 EXHIBIT H-612.1(B) FIRST-PERSON FORMAL NOTE TO

AMBASSADOR—EMBASSY (TL:CH-04: 07-31-2002)

EMBASSY OF THE white UNITED STATES OF AMERICA

embossed seal December 27, 2001 Excellency: Prepare formal notes on 8 ½” x 11” paper. For the first page, use embossed white-seal blue-embossed “Embassy of the United States of America” letterhead. For succeeding pages, use white bond paper. Use a 1 ½ inch margin on the left, and at least 1 inch on the right. Leave at least 1 inch at the bottom. Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a foreign ambassador. Use photocopies on 8 ½” x 11” paper for all other copies. Place drafting and clearing information on file copies only. Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurance of my highest consideration,” as the last paragraph.

(Pen signature) Enclosure(s): (describe) His (Her) Excellency (name), Ambassador of (country). A/EX:ADoe:ab 12/26/02 Clearance: A/IAP:WJones X1234

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5 FAH-1 EXHIBIT H-612.1(C) FIRST-PERSON FORMAL NOTE TO CHARGÉ—DEPARTMENT

(TL:CH-04: 07-31-2002)

white embossed seal (omit date)

DEPARTMENT OF STATE WASHINGTON Sir (Madam): Prepare formal notes on 8 ½” x 11” paper. For the first page, use embossed white-seal “Department of State Washington” Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper. Use a 1 ½ inch margin on the left, and at least 1 inch on the right. Leave at least 1 inch at the bottom. Do not use the courtesy phrase “I have the honor” when writing to a chargé d’affaires. Submit first-person notes to the Secretariat Correspondence Officer in an original and three (3) copies with initials and drafting information on copies only. See the Executive Secretariat InfoLink Web site. When a chargé d’affaires has the rank of minister plenipotentiary, use a personal title, but address the official as “The Honorable.” Use the complimentary diplomatic close, “Accept, Sir (Madam), the renewed assurances of my high consideration,” as the last paragraph. For the Secretary of State: (Pen signature) Enclosure(s): (describe) Mr. (Miss, Mrs., Ms.) (name), Chargé d’Affaires ad interim of(country). A/LM:BMDoe:bc Clearance: M/OFM:WJones 12/26/02 x00000/doc# S/ES-CR:Name DIPLOMATIC NOTE

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5 FAH-1 EXHIBIT H-612.1(D) FIRST-PERSON FORMAL NOTE TO CHARGÉ—

EMBASSY (TL:CH-04: 07-31-2002)

EMBASSY OF THE white UNITED STATES OF AMERICA embossed seal November 15, 2002

Sir (Madam):

Prepare formal notes on 8 ½” x 11” paper. For the first page, use white-seal, blue-embossed “Embassy of the United States of America” letterhead. For succeeding pages, use white bond paper. Leave a 1 ½ inch margin on the left, and at least 1 inch on the right. Leave at least 1 inch at the bottom. Use photocopies on 8 ½” x 11” paper for all other copies. Do not use the courtesy phrase “I have the honor” when writing to a chargé d’affaires. When a chargé d’affaires has the rank of minister plenipotentiary, use a personal title with the salutation, “The Honorable.” Use the complimentary diplomatic close, “Accept, Sir (Madam), the renewed assurances of my high consideration,” as the last paragraph. (Pen signature) Enclosure(s): (describe) Mr. (Miss, Mrs., Ms.) (name), Chargé d’Affaires ad interim of (country). M/POL:ADDoe:ab 11/14/02 Clearance: M/EX:WJones x3456

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5 FAH-1 EXHIBIT H-612.1(E) FIRST-PERSON FORMAL NOTE TO A

FOREIGN CABINET MINISTER—EMBASSY (TL:CH-04: 07-31-2002)

EMBASSY OF THE white UNITED STATES OF AMERICA

embossed seal December 13, 2002 Excellency: Prepare formal notes on 8 ½” x 11” paper. For the first page, use white-seal, blue-embossed “Embassy of the United States of America” letterhead. For succeeding pages, use white bond paper. Leave a 1 ½ inch margin on the left, at least 1 inch on the right, and at least 1 inch at the bottom. Begin the first sentence of the note with the courtesy phrase, “I have the honor,” when writing to a foreign cabinet minister. Use photocopies on 8 ½” x 11” paper for all other copies. Place drafting and clearing information on file copies only. Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph. (Pen signature) Enclosure(s): (describe) His (Her) Excellency (name), Minister of (name of portfolio, i.e., Defense, Trade, etc.) of (country), (capital). A/LM:BFDoE:ab 12/12/02 Clearance: A/EX:WJones x3456

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5 FAH-1 EXHIBIT H-612.1(F) FIRST-PERSON FORMAL NOTE TO FOREIGN

MINISTER—DEPARTMENT (TL:CH-04: 07-31-2002)

white embossed seal (omit date) DEPARTMENT OF STATE WASHINGTON Excellency: Prepare formal notes on 8 ½” x 11” paper. For the first page, use embossed white-seal “Department of State Washington” Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper. Leave a 1 ½ inch margin on the left, at least 1 inch on the right. Leave at least 1 inch at the bottom. Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a minister of foreign affairs. Direct questions regarding the exact title to the Secretariat Correspondence Officer, Room 7512. Submit first-person notes to the Secretariat Correspondence Officer in an original and three (3) copies with initials and drafting information on copies only. See the Executive Secretariat InfoLink Web site. Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph. For the Secretary of State: (Pen signature) Enclosure(s): 1. Translation of Decree 2. Copy of Secretary’s Letter of (date) His (Her) Excellency (name), Minister of Foreign Affairs of (Country),(Capital). DIPLOMATIC NOTE

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5 FAH-1 EXHIBIT H-612.1(G) FIRST-PERSON FORMAL NOTE TO FOREIGN

MINISTER—EMBASSY (TL:CH-04: 07-31-2002)

EMBASSY OF THE white UNITED STATES OF AMERICA embossed seal San Jose, November 28, 2002 Excellency: Prepare formal notes on 8 ½” x 11” paper. For the first page, use white-seal, blue-embossed “Embassy of the United States of America” letterhead. For succeeding pages, use white bond paper. Use a 1 ½ inch margin on the left, and at least 1 inch on the right. Leave at least 1 inch at the bottom. Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a minister of foreign affairs (in some countries, the title “Secretary of State for External Affairs” or “Minister of Foreign Relations” is used). Use photocopies on 8 ½” x 11” paper for all other copies. Place drafting and clearing information on file copies only. Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurance of my highest consideration,” as the last paragraph. (Pen signature) Enclosure(s): (describe) His (Her) Excellency (name), Minister of Foreign Affairs of (country), (capital). A/LM/EX:MDoe:ab 11/27/02 Clearance: A/DCP:WJones X1234

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5 FAH-1 EXHIBIT H-612.2-1(H) THIRD-PERSON NOTE, NOTE VERBALE—

DEPARTMENT (TL:CH-4; 07-31-2002)

white embossed seal For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”). The opening sentence begins with the standard courtesy language, “The Secretary of State presents his (her) compliments to His (Her) Excellency the Ambassador of (country) and has the honor to…”. Use the courtesy phrase “has the honor,” when writing to a foreign ambassador, but do not use “has the honor” for a foreign chargé d’affaires ad interim. See examples in 5 FAH-1 H-625.2. Do not use first-person or second-person pronouns in a third-person note. Do not use a complimentary diplomatic close in a note verbale. An authorized officer initials the note in the lower right corner of the last page of the text. After initialing, send it for review to the Secretariat Correspondence Officer, Room 7512, with the record copy, one courtesy copy (without initials), and three (3) copies with initials. S/ES-CR will forward the note to A/RPS/IPS/PSD, 6th Floor, SA-2 for dating and mailing. If the note will be handed to the foreign representative, attach a memorandum giving the name and number of a point of contact before submitting the note to S/ES-CR. The note will be picked up and taken to A/RPS/IPS/PSD for dating before it is given to the representative. Place drafting and clearing information on file copies only. Enclosure(s): (describe) Department of State, Washington, (omit date). initials A/LM:FCook:jj Clearance: 12/27/02 x7000/doc# S/ES-CR:Name DIPLOMATIC NOTE

5 FAH-1 EXHIBIT H-612.2-1(I) THIRD-PERSON NOTE,

NOTE VERBALE—EMBASSY (TL:CH-4; 07-31-2002)

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white embossed seal For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”) A note verbale is more formal than an aide-memoire, and less formal than a first-person note. Use the courtesy phrase “the Ambassador of the United States presents his (her) compliments to His (Her) Excellency the Minister of Foreign Affairs of (country) and has the honor. . . .” (In some countries, the title “Secretary of State for External Affairs” or “Minister of Foreign Relations” is used). Do not use a complimentary close in the note verbale. The note is initialed, not signed, in the lower right corner of the last page of the text by an authorized officer. Show drafting and clearance information on file copies only. Enclosure(s): (describe) Embassy of the United States of America, (capital), (date). initials IRM/APR/RG:FCook:jj Clearance: 11/8/02/x7000/doc# S/ES-CR:Name

DIPLOMATIC NOTE

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5 FAH-1 EXHIBIT H-612.2-2(A) THIRD-PERSON NOTE, MEMORANDUM—

DEPARTMENT (TL CH-4; 07-31-2002)

white embossed seal For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”). Do not use a diplomatic courtesy phrase in a memorandum. Indicate clearly in the first sentence the diplomatic mission in Washington to which the memorandum is being sent. There is some flexibility in the working of the opening sentence. See examples in 5 FAH-1 H-625.2g. Reply to an incoming note in the same form as the note that is received. When the incoming note combines two forms, the form of reply is determined by the first words of the note received. Use a note verbale for the reply when the note begins, “The Ambassador (Chargé d’Affaires ad interim). . .” If it begins, “The Embassy. . .,” use a memorandum form. The memorandum is initialed, not signed, in the lower right corner of the last page of the text by an Office Director or higher. After initialing, send it for review to the Secretariat Correspondence Officer, Room 7512, with the record copy, one courtesy copy without initials, and three (3) copies with initials. S/ES will forward it to A/RPS/IPS/PSD, 6th Floor, SA-2 for dating and mailing. Place drafting and clearance information on file copies only. Enclosure(s): (describe) Department of State, Washington, (omit date).

initials DIPLOMATIC NOTE

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 24 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-2(B) THIRD-PERSON DIPLOMATIC NOTE,

MEMORANDUM—EMBASSY (TL CH-4; 07-31-2002)

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Do not use a diplomatic courtesy phrase in a memorandum. At post, drafters may begin with a formula of diplomatic courtesy or end with a complimentary diplomatic close only if it is the local custom. A memorandum to a foreign ministry begins with the formula, “The Embassy of the United States of America informs (transmits to) the Ministry of Foreign Affairs of (country). . .”

A memorandum to a foreign diplomatic mission begins: “The Embassy of the United States of America informs (transmits to) the Embassy (Legation) of (country) at (city). . .”

The memorandum is initialed, not signed, in the lower right corner of the last page of the text by an authorized signing officer.

Show drafting and clearance information on file copies only.

Enclosure(s):

(describe)

Embassy of the United States of America,

(capital), (omit date).

IRM/APR/RG:AJones:sec Clearance: 12/12/02/ x5678 IRM/APR:WSmith S/ES-CR:name

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 25 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-3(A) THIRD-PERSON NOTE, AIDE MEMOIRE—

DEPARTMENT (TL:CH-4; 07-31-2002)

AIDE-MEMOIRE

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Center the heading “AIDE-MEMOIRE” on the page, three lines below the seal. Begin the text of the note three lines below the heading.

Do not use the courtesy phrase “has the honor” or a complimentary close in an aide-memoire. Indicate clearly in the first sentence the ambassador or diplomatic mission in Washington to which it is being sent.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed, not signed, in the lower right corner of the last page of text by an authorized signing officer. After initialing, send it for review to the Secretariat Correspondence Officer, S/ES-CR Room 7512. Submit an original and three (3) initialed copies. An aide-memoire is usually handed to the foreign ambassador (or representative) at the Department. Attach a memorandum giving the name and number of a point of contact before submitting it to S/ES-CR. Take the note to A/RPS/IPS/PSD, 6th Floor, SA-2 for dating before it is handed to the foreign representative.

Enclosure(s):

(describe)

Department of State,

Washington, (omit date).

initials

WHA:AB:FCook:cm Clearance: 11/4/02/x77700 XYZ/C:ASmith M:DMJones

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 26 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-3(B) THIRD-PERSON NOTE, AIDE MEMOIRE—EMBASSY

(TL:CH-4; 07-31-2002)

AIDE-MEMOIRE

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Center the heading “AIDE-MEMOIRE” on the page, three lines below the seal. Begin the text of the note three lines below the heading.

Do not use the courtesy phrase “has the honor” or a complimentary close in an aide-memoire. Indicate clearly in the first sentence the ambassador or diplomatic mission in Washington to which it is being sent.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed, not signed, in the lower right corner of the last page of text by an authorized signing officer. The chief of mission (or representative) may hand it to the foreign office official (or representative) or may leave it at the foreign office.

Place drafting and clearing information on file copies only.

Enclosure(s):

(describe)

Embassy of the United States of America,

(capital), (omit date).

initials

WHA:AB:FCook:cm Clearance: 12/5/02/x77700 XYZ/C:ASmith

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 27 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-4(A) THIRD-PERSON NOTE, PRO MEMORIA—

DEPARTMENT (TL:CH-4; 07-31-2002)

PRO-MEMORIA

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Center the heading “PRO-MEMORIA” on the page, three lines below the seal. Begin the text of the note three lines below the heading.

The note may begin, for example, “The Government of the United States. . .” Do not use the courtesy phrase “has the honor” or a complimentary diplomatic closing in a pro-memoria.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed in the lower right corner of the last page of text by an authorized signing officer. After signing, or initialing, send it for review to the Secretariat Correspondence Officer, Room 7512, with the record copy, one courtesy copy (without initials), and three (3) copies with initials. A pro memoria is usually handed to the foreign ambassador (or representative) at the Department. Attach a memorandum giving a name and number to call before submitting the note to S/ES-CR. Take the note to A/RPS/IPS/PSD for dating before it is given to the foreign representative.

Place drafting and clearing information on file copies only.

Enclosure(s):

(describe)

Department of State,

Washington, (omit date).

initials

WHA:AB:FCook:cm Clearance: 11/21/02/x77700 XYZ/C:ASmith S/ES-CR:Name

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 28 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-4(B) THIRD-PERSON NOTE, PRO MEMORIA—EMBASSY

(TL:CH-4; 07-31-2002)

PRO-MEMORIA

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Center the heading “PRO-MEMORIA” on the page, three lines below the seal. Begin the text of the note three lines below the heading.

The note may begin, for example, “The Government of the United States. . .” Do not use the courtesy phrase “has the honor” or a complimentary close.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed in the lower right corner of the last page of text by an authorized signing officer. The chief of mission (or representative) may hand it to the foreign office official (or representative) at the foreign office.

Enclosure(s):

(describe)

Embassy of the United States of America,

(capital), (omit date).

initials

WHA:AB:FCook:cm Clearance: 11/7/02/x77700 XYZ/C:ASmith

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 29 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-5(A) THIRD-PERSON NOTE,

NOTE DIPLOMATIQUE—DEPARTMENT (TL:CH-4; 07-31-2002)

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

A note diplomatique is a formal note between governments. It may begin, for example, “the Government of the United States. . .” Do not use the courtesy phrase “has the honor” or a complimentary close in a note diplomatique.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed in the lower right corner of the last page of text by an authorized officer. After initialing, send it for review to the Secretariat Correspondence Officer, Room 7512, with the record copy, one courtesy copy without initials, and three (3) copies with initials. A note diplomatique is handed to the foreign ambassador (or representative) at the Department. Attach a memorandum giving a name and number of a point of contact to call before submitting the note to S/ES-CR. Take the note to A/RPS/IPS/PSD for dating before it is given to the foreign representative.

Place drafting and clearing information on file copies only.

Enclosure(s):

(describe)

Department of State,

Washington, (omit date).

initials

WHA:AB:FCook:cm Clearance: 11/14/02/x77700 XYZ/C:ASmith S/ES-CR:Name

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 30 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-5(B) THIRD-PERSON NOTE,

NOTE DIPLOMATIQUE—EMBASSY (TL:CH-4; 07-31-2002)

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

A note diplomatique is a formal note between governments. It may begin, for example, “the Government of the United States. . .” Do not use the courtesy phrase “has the honor” or a complimentary close in a note diplomatique.

Do not use a first- or second-person pronoun in a third-person note.

The note is initialed in the lower right corner of the last page of text by an authorized signing officer. The chief of mission (or representative) may hand it to the foreign office official (or representative) at the foreign office.

Enclosure(s):

(describe)

Embassy of the United States of America,

(capital), (omit date).

initials

WHA:AB:FCook:cm Clearance: 12/6/02/x77700 XYZ/C:ASmith

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 31 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-6(A) THIRD-PERSON NOTE,

NOTE COLLECTIVE—DEPARTMENT (TL:CH-4; 07-31-2002)

For the first page and for succeeding pages, use white bond paper (8 ½” x 11”).

A collective note, generally referred to as a joint note, is addressed to two or more governments from one or more governments. Do not use the courtesy phrase “has the honor” or a complimentary diplomatic closing in a note collective.

Do not use a first- or second-person pronoun in a third-person note.

Address individual replies to each government listed on the incoming collective note.

The note is signed, not initialed, on the last page of the text by the representatives of the governments presenting it.

Place drafting and clearing information on file copies only.

For the United States of America:

(Full Signature) (name of representative)

For Great Britain:

(name of representative)

For France:

(name of representative)

Enclosure(s):

(describe)

Department of State, Washington, (omit date).

WHA:AB:FCook:cm Clearance: 11/15/02/x77700 XYZ/C:Asmith S/ES-CR:Name

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 32 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-6(B) THIRD-PERSON NOTE, NOTE COLLECTIVE—

EMBASSY (TL:CH-4; 07-31-2002)

For the first page and for succeeding pages, use plain white bond paper (8 ½” x 11”).

A collective note, generally referred to as a joint note, is addressed to two or more governments. Do not use the courtesy phrase, “has the honor” or a complimentary diplomatic closing in a note collective.

Do not use a first- or second-person pronoun in a note collective.

The note is signed, not initialed, on the last page of the text by the representatives of the governments presenting the note.

Place drafting and clearing information on file copies only.

For the United States of America:

(Full Signature) (name of representative)

For Great Britain:

(name of representative)

For France:

(name of representative)

Enclosure(s):

(describe)

(capital), (date).

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 33 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-7(A) THIRD-PERSON NOTE, CIRCULAR DIPLOMATIC

NOTE - DEPARTMENT (TL:CH-4; 07-31-2002)

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Use the courtesy phrase, “has the honor” in a circular diplomatic note. If it is to be sent to all diplomatic missions in Washington, begin with, “The Secretary of State presents his/her compliments to Their Excellencies, Messieurs and Mesdames the Chiefs of Mission and has the honor to. . .”

If the note is to be sent to a selected list of missions, use a descriptive phrase in the first sentence following the words “The Chiefs of Mission.”

Send the record copy to interested offices for clearances. Date the original and record copy before sending to S/ES-CR. Prepare a Form DS-5, Requisition for Publishing, Reproduction, and Distribution Services, indicating the number of copies, including extras, for distribution.

Prepare the list of missions to receive the note and send this list, the original note, and the record copy to the Secretariat Correspondence Officer, S/ES-CR, Room 7512, for review and forwarding to A/RPS/IPS/PSD, 6th Floor, SA-2 for processing. The reproduced copies of the note and list will be returned to the drafting office by A/RPS/IPS/PSD for assembling and mailing. Upon request, A/RPS/IPS/PSD will prepare labels.

Do not use the complimentary close on a circular diplomatic note.

Place drafting and clearing information on file copies only.

Enclosure(s): (describe)

Department of State,

Washington, (omit date). Initials

WHA:AB:FCook:cm Clearance: 12/28/02/x77700 XYZ/C:Asmith S/ES-CR:Name

DIPLOMATIC NOTE

white embossed seal

UNCLASSIFIED (U) U.S. Department of State Foreign Affairs Manual Volume 5 Handbook 1

Correspondence Handbook

5 FAH-1 H-610 Page 34 of 34 UNCLASSIFIED (U)

5 FAH-1 EXHIBIT H-612.2-7(B) THIRD-PERSON NOTE, CIRCULAR DIPLOMATIC

NOTE—EMBASSY (TL:CH-4; 07-31-2002)

For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”). For succeeding pages, use white bond paper (8 ½” x 11”).

Use the courtesy phrase, “has the honor” in a circular diplomatic note. If it is to be sent to a selected list of missions, use the descriptive phrase in the first sentence following the words, “The Chiefs of Mission.”

Do not use first- or second-person pronouns in a third-person note.

The note is initialed, not signed, in the lower right corner by an authorized signing officer. Do not use a complimentary close on a circular diplomatic note.

Enclosure(s):

1. List of missions.

2. Number and describe other enclosures.

Embassy of the United States of America,

(capital), (omit date).

Initials

M/POL:AJones:sec Clearance: 11/8/02/x77700 ECON:Wsmith

DIPLOMATIC NOTE

white embossed seal