The Alternate Permanent Representative of the United States of America lo (he United Nations (Vienna) presents her compliments to the Secretary -General of the United Nations and, in accordance with article IV of (he Convention on Registration of Objects Launched into Outer Space, has (lie honour to transmit the registration data for the United States space launches for the period October-December 20__ and January-February 20__ (see annex).
VII. Study the following texts, identifying the types of UN communication they belong to. Comment on their differences and similarities.
Reference:
The Secretary-General of the United Nations presents his compliments to the Permanent Representatives of... to the United Nations andhas the honour to refer to General Assembly resolution 40/159 of 16December 20__ entitled "Implementation of the Collective SecurityProvisions of the Charter of the United Nations for the Maintenance of International Peace and Security", a copy of which is attached.
By this resolution, the Assembly, inter alia, invited those Member States that have not yet done so, to communicate no later than 30 April 20__ their views and comments on the matter and requested that such views and comments be transmitted to the Ad-Hoc Committee.
The Secretary-General would, therefore, appreciate receiving the view and comments of His/Her Excellency's Government in accordance with the above-mentioned provision.
20 January 20 __
(initialled)
Annex enclosed
* * *
Reference: 12 February 20__
Your Excellency:
We have the honour to inform Your Excellency that the Government of... and the Government of... have simultaneously issued a Joint Communiqué concerning the establishment of diplomatic relations between our two countries, the text of which is as follows:
"The Government of... and the Government of... on the basis of the purposes and principles of the Charter of the United Nations, inparticular the mutual respect for national sovereignty, territorial integrity,non-interference in the internal affairs of each other and the peacefulsettlement of disputes between states, have agreed to establish formaldiplomatic relations as of 10 February 20__ ".
Excellency, we would request you to transmit this communication
the Member States of the United Nations. We take this opportunity
renew to you the assurances of our highest consideration.
PermanentPermanent
Representative of___ Representative of___
to the United Nationto the United Nation
VIII. Translate into English:
( )
( ) ( ) .
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IX. Complete the following note verbale supplying the information you may find appropriate.
Note verbale dated _______ from the Permanent Mission of ________
to the United Nations addressed to the Secretary-General.
The Acting Permanent Representative of the Republic of _________
to the United Nations presents his compliments to the Secretary-General of the United Nations and, with reference to_________, dated _______, concerning._______ has the honour to transmit herewith _______
(see annex).
The Acting Permanent Representative would be grateful if _________
X. Write a note verbale on behalf of the UN Secretariat using the information below. See tables 17and 18.
Addressee: Permanent Mission of the Republic of... to the United Nations.
Date; 24 February 20_____
Reference:AD315 (1) HQ (3).
Subject: Reply to the Permanent Missions request to place the Economic Research Institute of on the official mailing list for copies of the
Indicated series of publications. A special shipment of back issues is to be arranged, the details of which will be communicated to the Permanent Mission in due course.
XI. Speak on the style and composition of notes verbales.
Table 17
Note Verbale
OPENING LINES
| The Secretary-General of the United Nations The Secretariat of the United Nations The Permanent Representative to the United Nations The Permanent Mission to the United Nations | presents his (its) compliments to | the Permanent Representative of (name of country) to the United Nations the Minister for Foreign Affairs of (name of country) the Permanent Mission of (name of country) to the United Nations the Secretary-General of the United Nations the Permanent Representatives (and Permanent Observers) to the United Nations the Secretary-General of the United Nations the Permanent Missions (and Offices of Permanent Observers) to the United Nations | and has the honour | to inform him that... to acknowledge (the) receipt of his note No. 17 of 10 December to refer to its note dated 14 November 20 to transmit herewith the programme of activities in... to inform them that... |
Table 18
| CONCLUDING LINES | ||
| The Secretary- (General of the United Nations
The Secretariat of the United Nations
The Permanent Representative to the United Nations
The Permanent Mission to the United Nations | would + be grateful if would + appreciate it if | the credentials of repre- sentatives and the names of alternate representatives and advisers could be submitted to him not less than twenty-four hours before the first meeting. the names of the representatives who will attend the session could be communicated to the Secretary-General as soon as possible. the Secretary-General would have this note circulated as an official document of the General Assembly under item 21 of the agenda. |
| avails himself (itself) of the opportunity | to extend (renew) to the Permanent Representative to the United Nations (to the Ministry of Foreign Affairs) the assurance(s) of his (its) highest consideration. | |
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1.4. INTEROFFICE MEMORANDA
Interoffice memoranda are used for correspondence within the Secretariat. They are appropriate for correspondence both within a given duty station and with other duty stations. They are used to record facts, decisions or opinions to which reference may be necessary later, to make or respond to proposals or to convey information. They are incorporated in the official files kept by individual departments or offices.
Each memorandum should normally deal with one subject only. Where a memorandum requires supporting analysis or detailed statistical information, these should be set out in an annex.
Interoffice memoranda should be prepared on letter-size paper headed "INTEROFFICE MEMORANDUM (emblem) MEMORANDUM INTERIEUR". They may be written in English or French.
Opposite the printed word "To", the name of the addressee preceded by "Mr.", "Mrs.", "Miss" or "Ms" should be typed, followed by his or her official title. The section, division and department should be typed below the name.
Memoranda addressed to more than one person may be prepared in any of the following forms, as appropriate:
(a) The names and titles, followed by the names of the division or section and the department or office, in abbreviated form if necessary, may be typed, one under the other, in the space opposite the word "To". If the sender and the addressee(s) are in the same department, the department is mentioned only once. This applies also to the forms indicated in subparagraphs (b) and (d) below. If the word "Through" is not applicable, it may be deleted to provide extra space. The original should be sent to the senior addressee and copies to the other addressees;
(b)The names and titles, followed by the name of the division or section and of the department or office, in abbreviated form if necessary, may be given on a separate page, in which case the words "See attached list" should be typed opposite the word "To";
(c) a memorandum may be addressed to groups of addressees, such as "All directors and chiefs of section", and reproduced in ditto or in any other appropriate form;
(d)a memorandum may, if there are many addressees, be typed on ditto, with the name of the addressees given in a separate list as in subparagraph (b) above;
(e) a memorandum may be typed once, with the name omitted tiller "To". It may then be photocopied and the names may be inserted on each of the copies. Where desirable, the list of addressees may be attached.
When a memorandum is sent through an intermediary, the name of I he intermediary, normally preceded by "Mr.", "Mrs.", "Miss" or "Ms" and followed by the official title, should be typed after the word "Through". The section, division and department should appear on the next line, with the department in abbreviated form if space is not sufficient. If the sender and addressee are in the same department, the department may be omitted from the address of the sender.
After the printed word "From" the name of the sender (without "Mr.", "Mrs.", "Miss" or "Ms") should be typed, followed by the senders official title. The section or division and the department should appear on the next line.
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A concise statement of the subject matter should appear opposite the printed word "Subject". The subject should be typed in lowercase letters with an initial capital for the first word and in single spacing. It should be underlined completely, whether on one line or more. If any of the elements mentioned above is too long to fit on one line, the text may be continued, indented two spaces, on a second line.
The date - given in the form "29 June 20___" - and the reference number should be entered in the appropriate spaces provided on the right-hand side of the page.
If a memorandum is confidential and/or personal, the word "CONFIDENTIAL" or "PERSONAL" or the words "PERSONALAND CONFIDENTIAL" should appear one and one-half spa* below the word "Reference".
On all carbon copies the initials of the drafting official, upper-case letters followed by an oblique line and the initial: the typist, also in upper-case letters, e. g. AB/CD, should be typed ending two spaces from the upper right-hand corner of the page.
When two or more persons collaborate in the drafting of memorandum, the initials of all of the persons concerned should be given, those of the person having primary responsibility being given first, e. g. AB/CD/EF. If a person makes minor changes on draft prepared by someone else, his or her initials should not appear.
The left-hand margin should normally be aligned with the printed word "Subject" (see exhibit 62). If the memorandum is short, the margin may, for aesthetic reasons, be aligned with the first lei It of the typewritten indication of the subject (see exhibit 63). The right-hand margin is of about 15 spaces when the left-hand margin is aligned with the first letter of the word "Subject", and of about 20 spaces when the memorandum is short and the left-hand margin is aligned with the first letter of the typewritten indication of the subject.
The text of a memorandum should begin four or more line below the last line of the subject, depending on the length of the memorandum. Single spacing is normally used, although short memoranda (15 lines or less) may be typed in one-and-one-half spacing.
Interoffice memoranda should be signed or initialled either beside the name of the sender at the top of the page or at the end of the text. (From "United Nations Correspondence Manual")
EXHIBIT 62
INTEROFFICE
MEMORANDUM
UNITED NATIONS (emblem) NATIONS UNIES
INTEROFFICE MEMORANDUM
MEMORANDUM INTERIEUR
TO: Mr. (name), Chairman DATE: 10 February 20_
A: Working Committee, REFERENCE:
Publications Board
THROUGH: Ms (name), Secretary
S/CDE: Working Committee, Publications Board
FROM: (name), Director
DE Publishing Division Department of Conference
Services
SUBJECT: Transborder Data Flows
OBJET:
1. In reply to your memorandum of 20 January 20___ referring to the financial implications for external typesetting of the above publication in French and Spanish for internal reproduction, we have prepared the cost estimate.
2. The volumes are estimated at 220 pages each. The French typesetting estimate is $ 12,000, which includes the preparation of.art work for figures and maps. The Spanish estimate is $ 10,500; however, the translations would have to be submitted simultaneously in order to prepare both French and Spanish artwork together.
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Copy to:..
EXHIBIT 63
INTEROFFICE
MEMORANDUM
(multiple addressees,
addressed as groups)
UNITED NATIONS NATIONS UNIES
INTEROFFICE MEMORANDUM
MEMORANDUM INTERIEUR
TO: All Directors, Chiefs DATE: 27 April 20__
A: of Service and Chiefs of Section REFERENCE:
THROUGH
S/C DE:
FROM: (name), Under-Secretary-General
DE: for Conference Services and Special Assignments
SUBJECT: Statistical Unit
OBJET:
As from 1 May 20___, the departmental Statistical Unit (heretofore the Central Programming, Unit of the Executive Office) will report to the Chief, Documents Control.
ASSIGNMENTS
1. Read the text and answer the checkup questions1. What is the medium for internal correspondence within the UN Secretariat? 2. What subjects require interoffice memoranda? 3. When are they generally used? 4. Who are they usually addressed to? 5. How many subjects are normally dealt with in each memorandum? 6. What is the basic outline of an interoffice memorandum? 7. What is the correct form of the date in interoffice memoranda?
II Complete the following sentences using the required information limn the above text.
1. Interoffice memoranda are used for.... 2. Each memorandum should deal with.... 3. It should be prepared on.... 4. The memorandum may be addressed to.... 5. If the sender and the addressee(s) are in the same department,.... 6. When a memorandum is sent through an intermediary... 7. The text of a memorandum should begin....
III. Decipher the following Latin abbreviations consulting Appendix l if necessary
i.q.e. d.; 1. c; loc. cit; 1. s.; NB; op. c; op. cit; p. a.; Q. E. D.
IV.Study the texts in exhibits 62 and 63, comment on their style and
imposition.
V.Summarize the following in English taking note of the words and
phrases in bold type.
INTEROFFICE MEMORANDUM
To the Under-Secretary for Conference Services
1. You asked for our comments and advice on the subject of protection of l United Nations cultural property in the event of an armed conflict, in particular as it related to the United Nations Office at Geneva.
The question of the applicability to the United Nations of the Convention for the Protection of Cultural Property in the Event of an Armed Conflict appeared, upon examination, to be one of considerable complexity
In order to clarify the various matters involved, we decided to seek I he advice of Unesco, under whose auspices the Convention was concluded and which under the Convention has certain special responsibilities in regard to its application.
2. Our observations would be as follows:
(i) Because under the Convention "cultural property" covers property "irrespective of origin or ownership, United Nations cultural property is already protected, under Chapter I of the Convention, in those Slates which are Parties to the Convention.
(ii) Article 3 of the Convention states that "The High Contracting Parties undertake to prepare in time of peace for the safeguarding of cultural property situated within their own territory against the foreseeable effects of an armed conflict, by taking such measures as they consider appropriate". There may be advantage for the United Nations Office at Geneva to retain contacts in this connection with the Swiss authorities, in order to be informed of the measures of protection envisaged or adopted by Switzerland.
It would appear however to us that the United Nations itself should take the precautionary measures which it may deem fit while keeping tin-Swiss authorities informed in appropriate circumstances.
3. In the light of all relevant factors, our opinion would be that while we should remain in contact with Switzerland and possibly other host States Parties to the Convention as to the measures they are taking under the Convention and make them aware, at appropriate times, of the problem which the utilization for military purposes of areas surrounding United Nations buildings may present for the Organization, we should not, in the present circumstances, seek "special protection" under the Convention.
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Our position in this respect is motivated by the general attitude the United Nations has to preserve as regards the admissibility of armed conflicts, the responsibilities it has with respect to the maintenance of international peace and security, and the fact that we may assume that the Organization's buildings and belongings would presumably be respected to the extent possible in case of an armed conflict, because of their very nature and purposes.
VI. Write an interoffice memorandum on behalf of the Director of Radio and Visual Services Division using the information below. See exhibits 58 and 59.
Addressees: ALL Staff RVSD/DPI.
Date: 15 July 20__.
Reference: DPI 1542 (1-2).
Subject: Reports on conferences, seminars and meetings away from Headquarters.
RVS staff members officially assigned to conferences, seminars and meetings away from Headquarters are reminded of their responsibility to submit post-mission reports to the Office of the Director upon their return. The reports are requested within one week of the end of the conference.
VII.Study the different uses of numbers in UN communications. Some of the principal rules are given below.
1. In general, numbers under 10 should be expressed in words: numbers from 10 on should be expressed in figures except when they begin a sentence. In statistical texts, however, numerals should be used exclusively.
2. Numerals rather than words should be used in referring to a chapter or section of a document (e. g., chapter V, paragraph 4). Care should be taken to distinguish between the Roman and Arabic numerals appropriate hi such cases.
3. Sums of money and decimals are normally given in Arabic numerals, is in
$ 6.50. The appropriate currency symbol should be given: for example, Jamaican dollars should be abbreviated $ "J", the symbol preceding the indication of the country.
4. Main Committees of the General Assembly are numbered by ordinals (e.g., the First Committee). Arabic numerals are used in the recording of voles, except for zero (e. g., the draft resolution was adopted by 12 votes to none, with 1 abstention).
5. The numbers of sessions of the General Assembly or of the Councils are spelt out (e. g., the thirty-eighth session), but the numbers of meetings given in figures (e. g., the 9th meeting).
6. Percentages should be expressed in figures, and the words "per cent" should normally be written out. The sign may be used in tables, but only
7. Dates are given in the form: 4 January 2007, not January 4, 2007. Forms such as 4/1/97 are not used in official correspondence because of differences in usage regarding the positions of the numerals indicating the day and the month. Time is indicated as follows: 10.25 a. m., not 10: 25 a. m...
VIII.Translate into English.
1) - 60% ; 2) 93% , 2005-2006 ..; 3) 10 2008 ; 4) ; 5) 478 20 2010 ; 6) 1514 (XV) 14 2006 ; 7) .
IX. Speak on the means of correspondence within the UN Secretariat.
