One major and, in fact, increasingly important aspect of diplomatic work is the drafting of diplomatic documents.
There are many different forms of official diplomatic documents. A considerable proportion consists of documents that are of a purely intradepartmental nature. Another category of diplomatic documents are those through which official international intercourse goes on in written form. Such documents express the position of n state on a particular question of international affairs. Some of them are confidential by virtue of specific circumstances (there are even oral messages or oral statements whose contents are read out but not officially handed over to the addressees).
A large number of diplomatic documents are never published owing to the insignificance of their subject matter (for instance, notes requesting visas).But a fairly large proportion of diplomatic documents, particularly those relating to important international problems, are made public.
Until recently diplomatic practice distinguished the following five forms of written official communications:
(1) personal notes, (2) verbal notes (notes verbales), (3) aides-memoire, (4) memoranda, and (5) semi-official letters.
A personal note takes the form of a letter drawn up in the first person on behalf of its signatory. It begins with a salutation and ends with a complimentary phrase, that is, a standard expression of polite respect.
A verbal note is considered to be the most commonly used form of diplomatic communication. It is drawn up in the third person and is not usually signed. It begins and ends with standard formulas of courtesy.
Some handbooks on diplomatic practice, notably the fundamental book by Ernest Satow, do not name personal notes as anindependent form of diplomatic communication, but simply refer in "notes". It is, however, stipulated that a note may be either in the first or in the third person.[... ].
In diplomatic practice it is now common to distinguish between personal notes and verbal notes, the former being a note drawn up in the first person and signed, and the latter being drawn up in the third person and either initialled or left unsigned.
Until fairly recently the choice of the form of a note, signed or unsigned, was regarded as a definite indication of the state of Millions between the countries concerned. Nowadays verbal notes have become part and parcel of the international intercourse, and no one would now regard a verbal note sent to an embassy as a display of any ill will.
The aide-memoire. Diplomatic practice knows two types of aides-memoire: (a) handed over personally and (b) delivered by a courier. The purpose of transmitting an aide-memoire is to facilitate the further progress of a transaction and to prevent the subject of a personal conversation or an oral statement from being misinter-preted or misunderstood.
A memorandum may be a separate and independent document or it may be appended to a personal note or a verbal note. In thelatter case the memorandum elaborates and justifies the subjectmatter dealt with in the note. The distinguishing feature of amemorandum is a detailed exposition of the factual or legal aspects
of a particular question.
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In describing the memorandum, Ernest Satow notes that this form of diplomatic document is often a detailed statement of facts, and of arguments based thereon, not differing essentially from a note, except that it does not begin or end with a formula of courtesy, and need not be signed, but it may be convenient to accompany it with a short covering note. In earlier times these were often termed deduction or expose de motifs.
Semi-official, or informal, letters are sent to officials, with whom one is acquainted, in cases involving personal favours (thanks for an invitation, a request for assistance) or relating to administrative matters.
Most forms of diplomatic documents contain the following components, or elements:
a)protocol formulas;
b)purport;
c)argumentation;
d)exposition of the fact or facts.
Included under the heading of "protocol formulas" are the proper titling of the person addressed, an expression of respect for the addressee at the beginning and the complimentary phrase which concludes the document. Protocol formulas are used in personal messages of heads of government or state, personal notes, verbal notes, and aides-memoire delivered by a courier (the latter form has almost completely gone out of use). Other forms of diplomatic documents contain no protocol formulas.
As the name itself suggests, the purport is the principal part of a diplomatic document. In extent it may be very short as compared with the other parts. Yet it is the purport that carries the main idea of the document and is, in fact, a concentrated expression of a state's position on the main issue under discussion. To point out the purport correctly means to correctly grasp the meaning of n diplomatic document.
By their content diplomatic documents, whatever their form (notes, declarations, aides-memoire, etc.), may be classified as follows:
a)documents containing proposals;
b)documents registering a protest;
c)documents warning of possible measures of retaliation;
d)documents establishing a political or international legal position in respect of an act committed by another state or states or in respect of an international event;
e) documents announcing measures contemplated or implemented, which are of international significance;
f) documents recording an agreement or a degree of accord reached.
Naturally, this classification is in some respect conditional, since in practice any diplomatic document may combine several of the above -mentioned characteristics. Even in that case, however, one of the meanings seems to be predominant.
It is customary in diplomatic correspondence to observe the rules of tact and politeness, to avoid harsh expressions wounding in to the dignity of the country to which a diplomatic document is addressed. (From "Modern Diplomacy" by K.Anatoliev)
EXHIBIT 64
LETTER
Trade Representative to
Deputy Minister for
Foreign Affairs
(fomal)
Washington, June 1, 20__
Mr. Deputy Minister:
In connection with the Agreement on Trade Relations Between Blame of country) and (name of country) ("Agreement") to be signed today, I have the honor to confirm the understanding reached by our Governments as follows:
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Upon the extension of most-favored-nation treatment by (name ill country) to (name of country) in accordance with the terms of said Agreement, and after the date on which a note from theGovernment of (name of country) is delivered to the Government of (name of country) stating that the Government of (name of country) has, accordingly, made available most-favored-nation treatment for (name of country) no less favorable than that provided in an Agreement Between the Governments of (name of country) and (name of country) Regarding Trade signed on October 18, 20__, the balance of $674,000,000 in payment of lend lease accounts shall become due,and shall be paid, in accordance with the terms of the Agreement Between the Government of (name of country) and the Government
of (name of country) Regarding Settlement of Lend Lease, Reciprocal Aid and Claims, signed October 18, 19_.
The Government of (name of country) undertakes not to deliver the diplomatic note referred to above until export credits, guarantees and insurance through the Export-Import Bank and other similar credits for the purchase of American goods are available to (name of country) on terms appropriate to the transactions, in accordance with the exchange of letters between Mr.... and Mr.... dated May 15, 20_.
I have the further honor to propose that this letter and your letter of confirmation in reply shall constitute an agreement between our two Governments.
Sincerely,
United States Trade
Representative
The Honorable...
Deputy
Minister for Foreign Economic
Relations
(city, country)
EXHIBIT 65
LETTER
Minister for Foreign Affairs to
Minister for Foreign Affairs
(informal)
Reference: 25 April 20___
Dear Mr. Minister,
The Government of (name of the State) hereby adopts the Helsinki Final Act, the Charter of Paris for a New Europe, and all other documents of the Conference on Security and Cooperation in Europe.
The Government of (name of the State) accepts in their entirety nil commitments and responsibilities contained in those documents, all let declares its determination to act in accordance with their provisions.
Concerning the Vienna Document on Conference - and Security-Building Measures, the Government of (name of the State) agrees to apply all the provisions of the Vienna Document on CSBMs, and to an understanding that geographic scope of its application should be revised as soon as possible in order to ensure full effect of the rules of transparency, predictability and conflict prevention on its territory. Specific provisions on the above will be negotiated in the CSBM Negotiations and included in the Vienna Document 1992.
The Government of (name of the State) recognizes the requirement for prompt entry into force of the Treaty on Conventional Armed Forces in Europe. To that end, the Government of (name of the state) underlines the need for States with territory in the CFE area of application to undertake to move forward promptly with theratification of the CFE Treaty and to assure, in cooperation with other relevant newly independent States, all CFE obligations of the former Soviet Union.
The Government of (name of the State) invites and will fully facilitate the visit of a Rapporteur Mission to be arranged by the Chairman of the Council of Ministers of the CSCE. This Mission will report to the participating States on progress in (name of the State) toward full implementation of CSCE commitments and provide assistance toward that objective.
The Government of (name of the State) will concur in the admission of all other States established on the territory of the former Soviet Union as full participating States.
The Government of (name of the State) expresses its readiness for signature of the Helsinki Final Act and the Charter of Paris by the Head of State or Government of (name of the State) at the earliest convenience.
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I kindly ask you, Mr. Minister, to circulate copies of this teller to all representatives of the participating States of the CSCE Council of Ministers.
Please accept, Mr. Minister, the assurances of my highest consideration.
Sincerely,
His Excellency
Mr....
Minister for Foreign Affairs
Ministry of Foreign Affairs
(City)
(Name of country)
EXHIBIT 66
VERBAL NOTE
(Note Verbale)
Ambassador to Chiefs
Of Mission in the
Diplomatic corps
Of a host country
EMBASSY OF
(name of country)
The Ambassador of...presents his compliments to Their Excellencies and Messieurs the Chiefs of Mission in...and has the honour to inform them that Mr.... has been designated Third Secretary of Embassy and has assumed his duties. Mr.... is accompanied by his wife and they will reside at ________.
(city), (date)
EXHIBIT 67
VERBAL NOTE
(Note Verbale) Embassy to Ministry of
Foreign Affairs
EMBASSY OF (name of country)
IN (city)
No.__
The Embassy of... presents its compliments to the Ministry ofForeign Affairs of... and has the honour to present to the Ministry, enclosure, a notification of the Ministry of Foreign Affairs of...regarding the Conventions concluded at the Hague on 18 October 20__during the Second International Peace Conference.
The Embassy avails itself of this opportunity to renew to the Ministry of Foreign Affairs of... the assurances of its highest consideration.
(city), (date)
MINISTRY OF FOREIGN AFFAIRS
OF (name of country)
(city)
EXHIBIT 68
VERBAL NOTE
(Note Verbale)
Ministry of Foreign
Affairs to Embassy
(a note requesting visas)
MINISTRY OF FOREIGN AFFAIRS
OF (name of country)
(City)
No. ___
The Ministry of Foreign Affairs of (name of country) presents its; compliments to the Embassy of (name of country) and has the honour to request the Embassy to issue multiple visas to (names) who need to visit (name of country) on multiple occasions associated with tin Peace Corps Mission.
The Ministry thanks the Embassy in advance for complying with this request.
(city), (date)
EMBASSSY OF
(Name of country)
(City)
ASSIGNMENTS
I. Read the text and answer the checkup questions.
l. What is the role of diplomatic correspondence among other forms of the diplomatic activity of a state? 2. What are the main forms of writtenofficial communications between states? 3. What is the difference between a personal note and a verbal note? 4. What is an aide-memoire? 5. What is the difference between "a memorandum" as a form of diplomatic correspondence between states and "an interoffice memorandum" as a form of UN communications? 6. What are the main component parts of most forms of diplomatic communications between states?
7. How are the diplomatic documents classified with regard to their content?
II. Fill in each blank with the suitable word or expression from the above text.
1. A considerable proportion of diplomatic documents are of purely...
nature. 2. A takes the form of a letter drawn up in the first person on behalf of its.... 3. The term... correspondence covers letters exchanged between specific persons dealing with administrative matters. 4. A is drawn up in the third person and is neither addressed nor signed; it should, however, terminate with a formula of courtesy. 5. The purpose of transmitting an to prevent the subject of a personal conversation or an oral statement from being misinterpreted or misunderstood. 6. The distinguishing feature of a... is a detailed exposition of the factual or legal aspects of a particular question. 7. Included under the heading of,..." are the proper titling of the person addressed, an expression of for the... at the beginning and the... phrase which concludes the document
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III. Define the following terms in English consulting the Glossary of I Diplomatic Terms if necessary.
attaché, counsellor, diplomatic pouch, dispatch, doyen, espris de corps, mission.
IV.Study the texts in exhibits 64 and 68, point out words and phrases
pertaining to the formal or informal style.
V.Memorize the phrases below, suggest their Russian equivalents.
I) to accept all commitments and responsibilities contained in; 2) to act in accordance with the provisions of; 3) to confirm the understanding reached; 4) to deliver the diplomatic note referred to above; 5) to express ones readiness for signature of; 6) to issue multiple visas to; 7) to havethe further honour to propose that; 8) to declare one's determination in act; 9) to recognize the requirement for prompt entry into force of the treaty on; 10) to undertake to move forward promptly.
VI. Study the use of italicized words in different phrases, suggest then Russian equivalents.
NOTE
a circular ~; an official ~; a personal ~; a reply ~; a verbal ~ (a ~ verbale); an exchange of ~ s; the substance of a ~; a ~ requesting visas; to present a ~.
VISA
a business ~; a diplomatic ~; an entry ~; an exchange visitor ~; an exit ~; a multiple ~; an official (service) ~; a tourist ~; a transit ~; a valid ~; to apply for a ~; to cancel a ~; to deny a ~; to extend the validity of a ~; to grant a ~; to issue a ~; to make an application for a ~; to prolong tin1 validity of a ~; to refuse a ~.
VII. Suggest the English for:
1) ; 2) ; 3) ; 4) ; 5) ; 6) ; 7) () ; 8) ; 9) ; 10) .
VIII. Account for the use of verb-forms in the sentences below.
1. The Republic of... suggests that the item "On Some Urgent Measures to Reduce the Danger of War" be included in the agenda of the next session of the United Nations General Assembly. 2. The Republic of... now proposes that the following urgent measures for the lessening of war danger be taken. 3. The Republic of... proposes that all states refrain from building up their armed forces and conventional armaments as a first step towards their subsequent reduction. 4. To facilitate the attainment of this aim, the Republic of... proposes that all states in possession of nuclear weapons refrain for a certain time from nuclear explosions and make appropriate statements to this effect. 5. I request, Mr. Secretary-General, that this letter be regarded as a memorandum and be circulated as an official document of the United Nations General Assembly.
IX. Make up a few sentences following the model.
Model. The Republic of deems it necessary and possible, given the political will
of the powers concerned, to work out a Treaty on Complete and General Prohibition of Nuclear Weapon Tests.
X. Translate the following phrases into Russian. Mind that given (smth) corresponds to the Russian , , or .
given a free choice; given the opportunity; given a good will on the part of other states; given favourable market conditions; given the necessary prerequisites; given the political will of the powers concerned.
XI. Read and reproduce the following:
PARTS OF A NOTE
The recognized terms given below designate the different parts of correspondence. E. Satow used French terms without translating them. The current English term is used below and its French translation has been added in parentheses:
(i) Salutation (Appel) the salutation indicates the official title of the addressee, e.g., Sir, My dear Ambassador, etc.
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(ii) Title of address (Traitement) this is the courtesy title given to the addressee, e.g., Your Majesty, Excellency, etc.
(iii) Complimentary close (Courtoisie) this is the term of politeness used in ending letters. The terms vary according to the nature of the correspondence.
(iv) Signature authenticates the document. The name of the authorized signatory is usually typed at the end of the communication.
(v) Date this should include the place at which the letter is written and the day of the month and year. These details should never be abbreviated.
(vi) Address (Reclame, Adresse) the full name, title and address of the addressee are placed either at the top or bottom of the first page of the communication depending upon its nature (Reclame), and reproduced on the envelope (Adresse).
(From Diplomatic Ceremonial and Protocol by J. Wood & J. Serres)
XII. Study the traditional protocol formulas of diplomatic correspondence between states.
PROTOCOL FORMULAS
CORRESPONDENCE WITH PRESIDENTS OF REPUBLICS
The following forms apply:
| United States | United Kingdom | |
| Salutation: Title and Spoken | Excellency | Your Excellency |
| Address: | Your Excellency | Your Excellency |
| Complimentary Close: | Accept, Excellency, the assurances of my highest consideration | I have the honour to be, with the highest consideration, your Excellency's obedient Servant |
CORRESPONDENCE BETWEEN MINISTERS FOR FOREIGN
AFFAIRS AND VARIOUS FOREIGN RANKS
To a Minister for Foreign Affair
| Salutation: Title and Spoken | Excellency | Your Excellency |
| Address: | You or Your Excellency | You or Your Excellency |
| Complimentary Close: | Accept, Excellency, the (renewed) assurances highest consideration | I have the honour to be, of with the highest consi deration, Your Excellency's obedient Servant |
To a Foreign Ambassador, Minister Plenipotentiary, Head of Mission
| Salutation: Title and Spoken | Sir/Madam | Sir/Madam |
| Address: | Excellency | Your Excellency |
| Complimentary Close: | Accept, Excellency, the assurances of my highest consideration | I have the honour to be, with high consideration, Your Excellency's obedient Servant |
CORRESPONDENCE BETWEEN MINISTERS FOR FOREIGN AFFAIRS AND THEIR NATIONAL REPRESENTATIVES ABROAD
Correspondence between Ministers for Foreign Affairs and their representatives in foreign countries vary from nation to nation.For dispatches, the US Department of State and the British Foreign Office follow, in general, the same practice.
Correspondence between the British Foreign Office and its posts abroad In carried on in the form of dispatches and letters.The traditional forms of dispatch are:
To an Ambassador (man)
| United States | United Kingdom | |
| Salutation: | Sir (formal) My dear Ambassador (informal) | Sir (My Lord) |
| Title of Address: | You | You or Your Excellency or,Your Lordship (the last two when appropriate) |
| Complimentary Close: | Very truly yours | I am, with great truth and respect, Sir (My Lord), Your Excellency's obedient Servant |
To an Ambassador (woman)
| Salutation | Madam or My dear Madam Ambassador | Your Excellency |
| Title of Address: Complimentary | You | Your Excellency |
| Complimentary Close: | Very truly yours | I am, with great truth and respect, Madam, Your Excellency's obedient Servant |
To a Minister
| Salutation: | Sir | Sir |
| Complimentary Close: | Very truly yours | I am, with great truth, Sir (My Lord), Your obedient Servant |
To a Charge d'Affaires
| Salutation: | Sir | Sir |
| Complimentary Close: | Very truly yours | I am, with great truth, Sir (My Lord), Your obedient Servant |
To a Consul-General or Consul
| Salutation: | Sir | Sir |
| Complimentary Close: | Very truly yours | I am, with great truth Your obedient Servant |
DISPATCHES ADDRESSED BY A HEAD OF MISSION TO HIS MINISTER FOR FOREIGN AFFAIRS
| Salutation | Sir | Sir (My Lord), or My Lord Marquis |
| Title and Spoken Address: | You | You or Your Lordship |
| Complimentary Close: | Very truly yours | I have the honour to hr with the highest respect. Sir (My Lord), Yom (Lordship's) obedient Servant |
(From "Diplomatic Ceremonial and Protocol" by J.Wood & J.Serres)
XII. Suggest the Russian for:
1) Your Excellency; 2) My Lord; 3) Excellency; 4) Your Lordship; 5) My
Lord Marquis; 6) My dear Madam Ambassador; 7) Very truly yours; 8)Accept, Excellency, the assurances of my highest consideration; 9) I have the honour to be with the highest consideration, your Excellency's obedient Servant; 10) I am, with great truth and respect, Sir, Your Excellencys obedient Servant; 11) I have the honour to be, with the highest respect, My Lord, Your Lordship's obedient Servant; 12) I am, with great truth and respect, Madam, Your Excellency's obedient Servant.
XIV. Give the appropriate complimentary close to match each salutation below:
My Lord; Excellency; Your Excellency; My dear Ambassador; My Lord Marquis; Madam; Your Lordship; My dear Madam Ambassador.
XV. Identify the type of diplomatic communication translates into English.
()
()
,
, ( ), , .
, , .
( )
( )
()
XVI. Translate into English using the suggested words and phrases.
( )
2 20__ .
,
( ) 31 20_ (withthefollowingreservation):
"( ) (bound by) 31 20__ , (to submit to arbitration) . (interpretation or application of an agreement) , (parties to the dispute), , (by common consent)."
13 , (amendments) (should be addressed to):....
(I should like to request You), , ( ) .
,
( )
,
...,
. -,
XVII. Memorize the following French abbreviations used in the visiting
cards of diplomats.
| P.C. | pour condoleances | |
| P.F. | pour fete | |
| P.F.C | pour faire connaissance | |
| P.F.N. | pour feliciter l'occasion du Nouvel An | |
| P.P | pour presentation | |
| P.P.C. | pour prendre conge | |
| P.R | pour remercier | |
| P.R.V.. | pour rendre visite | |
| R.S.V.P | repondez s'il vous plait |
XVIII. TranslateintoEnglish:
- ,
( )
,
, .
( ) , , .
( ) , , , , , . , , 1992 .
( ) , ( ) .
, - , .
, - , .
,
XIX. Study the texts in exhibits 64 to 68, point out words and phrases
pertaining to the formal or informal style. Compare them with exhibits 52 to 57.
XX.Define the term "note", as seen in the text below.
