Unit six

DIPLOMATIC CORRESPONDENCE

1. United Nations

1.1. Formal Letters

1.2. Informal Letters

1.3. Notes Verbales

1.4. Interoffice Memoranda

2. Diplomatic Communications between States

3. Other Diplomatic Acts

Communications

3.1. Agrement

3.2. Consular Commission and

Exequatur

3.3. Letters of Credence and

Letters of Recall

3.4. Full Powers

United nations communications 1.1. Formal letters

In the United Nations official communications may take the form of formal or informal letters, notes verbales, or memoranda. The following descriptions will suggest the appropriate form to use in different circumstances.

Formal letters are those employing diplomatic style and phra­seology. Normally such letters are addressed only to heads of State or Government, ministers for foreign affairs and permanent representatives.

Subjects which require formal letters include, among others, official statements of policy by the Secretary-General, actions taken or contemplated by the Secretary-General in connection with decisions or recommendations of organs of the United Nations, acknowledgements of the credentials or appointments of permanent representatives, and similar information to Governments and permanent missions on matters involving the duties and respon­sibilities of the Secretary-General under the Charter.

The proper salutation for a formal letter is "Sir" or "Madam" followed by a comma. In addressing a person with ambassadorial rank, the form "Excellency" may be used. The salutation should begin with the same margin as the text and should be typed six or more lines below the reference number, depending on the length of the letter. The text should begin with the expression "I have the honour to ...", except in the case of formal letters from under­secretaries or officials of equivalent rank to permanent represen­tatives. These begin with "I am directed by the Secretary-General lo ..." or "On behalf of the Secretary-General, I have the honour lo ...". The expression "I have the honour to ..." is usually required only in the opening sentence. Succeeding paragraphs should normally begin without this introductory phrase. Where it is necessary to refer to a resolution or act of one of the organs of the United Nations or to a previous communication from the Secretary-General, the appropriate form is "I have the honour to refer to ..." or "I invite your attention to ...". If a request is made of the addressee, the expression "I should be grateful" is appropriate. The complimentary close for formal letters is "Accept, Sir (Madam), (the assurance (s) of my highest consideration". It should be indented as a separate paragraph.

Formal letters to ministers for foreign affairs or permanent representatives should, as a rule, include the name of the addressee in the address. The address should also contain personal titles such as "His Excellency", "Her Excellency" and "Ambassador", written

in full. 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.

The date should be in the form "2 August 1995". The names of the months should not be abbreviated, and cardinal numbers should be used. The date should appear in the upper right-hand part of the page on the same horizontal line as the reference number, ending at least fifteen spaces from the right-hand edge. The left-hand margin should be twenty spaces from the edge of the page and the right-hand margin about fifteen.

To contribute effectively to the conduct of the business of the United Nations, its official correspondence must be clear and accurate in content, direct and dignified in style, correct in form and attractive in appearance. (From "United Nations Correspondence Manual")

EXHIBIT47

LETTER