THEUNIVERSITYOFWORLDECONOMYANDDIPLOMACY

DIPLOMATICCORRESPONDENCE

(ForthestudentsofInternationalRelationsfaculty)

TASHKENT2013

The textbook was approved at the Academicmethodological council

andrecommendedforpublication

DiplomaticCorrespondence

Author:Ye.V.Borisova,SeniorLecturer
Referee:G.N.Irmukhamedova,PHD,UWED
A.A. Tsakanian, Russian State Oil and Gas Gubkins
UniversityBranchinTashkent

This textbook is recommended for the 5th year students of International

Relations faculty who learn the English language and also for specialists in
International Relations. The book is aimed to use international relation
terminology, to use the information about diplomatic correspondence and
diplomatic documents, to develop speaking skills (in the form of discussion,
debates, presentation) writing skills (composing different types on diplomatic
notes)andanalyticalskills.
This book diplomatic correspondence can be used both in classes and for of
independentlearning.

Introduction
Communicationistodiplomacyasbloodistothehumanbody.Whenever
communicationceases,thebodyofinternationalpolitics,theprocessofdiplomacy,
isdead,andtheresultisviolentconflictoratrophy.
(Tran,1987:8)

Thepracticeofpreparingproperformsofdiplomaticcommunications
dates back to early periods of history when contacts among nations
assumed great importance. Since then, standardized forms have
developed, which member states of the family of nations generally use
now.
Diplomatic correspondence is the artof communicating among states
and putting into written form important information, discussions or
agreements essential to the conduct of foreign relations. Hence, the need
foraproperandacceptedstyleofwriting.
In this book the different types of diplomatic correspondence and
reports,andexplainedtheprocessesinvolvedintheirpreparation,drafting
and handling included. Instructions are also given for each type of
correspondence. A section on ceremonial correspondence (protocol) is
includedtofamiliarizethoseinterestedonthesubjectmatter.

ExternalCommunications
Communications with foreign governments and/or their diplomatic
andconsularrepresentativesmaytaketheformofanyofthefollowing:
A. Note
Awrittencommunicationfromaministerofforeignaffairstoforeign
diplomaticenvoysorhighforeigngovernmentofficialsandviceversa.Itis
themost generallyusedformof correspondencebetweenasendingstate,
the Philippine government and the receiving state, a foreign government.
The reply to an incoming note is in the same form as the note it is
answering.
Thisiswritteneitherinthefirstpersonorthirdperson.

1. FirstPersonNote
Awrittencommunicationbetweenstatesunderstoodtospeakforand
on behalf of government signed by its duly designated representatives.
This form is preferred when it contains matters of great importance or
whenamorepersonaltoneisdesired.Itissignedbytheforeignministeror

diplomatic envoy of the sending state and is addressed to the diplomatic

envoyorforeignministerofthereceivingstate.
a. Formalfirstpersonnote
Writteninthefirstpersonandusedinmostimportantcorrespondence
requiring the signature of the minister of foreign affairs or the chief of
mission.
b. Informalfirstpersonnote
Communication to a chief of a mission or to a member of his staff. It
maybesignedbythechiefofamissionwithouthistitle,orbyamemberof
hisstaffoverhisdiplomatictitle.

2. ThirdPersonNote
Writteninthethirdperson,notsignedbutinitialedinthelowerright
handcornerofthelastpageofthetextbyadulyauthorizedsigningofficer.
Collective Notes however, are signed, not merely initialed by the
representatives of the states presenting them. Notes Diplomatiques are
signedorinitialedinthelowerrighthandcornerofthelastpageofthetext
byadulyauthorizedsigningofficer.
a. NoteVerbale
Generally referred to as a thirdperson note. It takes the place of a
signednoteandhasthesamevalueasasignednote.Itislessformalthana
firstpersonnoteandforthisreasonitistheformofcommunicationmost
used. A Note Verbale begins with the following formula of diplomatic
courtesy:
The Embassy (or the Ministry of Foreign Affairs) of the Republic of
UzbekistanpresentsitscomplimentstotheMinistryofForeignAffairsof(nameof
country)andhasthehonorto...
Theusualendingis:
The Embassy avails itself of this opportunity to renew to the Ministry the
assurancesofitshighestconsideration.
ItmayalsobeinthenameoftheMinister,as:
TheMinisterofForeignAffairspresentshiscomplimentstoHisExcellency,
theAmbassadorof(nameofcountry)...
It is not signed but initialed in the lower righhand corner of the last
pageoftextbyadulyauthorizedsigningofficer.

b.Circulardiplomaticnote(s)
Identical notes addressed to Their Excellencies and Messieurs the
Chief of Mission. It is not signed but initialed in the lower righthand
cornerofthelastpageoftextbyadulyauthorizedsigningofficer.
c. Notediplomatique
Aformalnotebetweengovernments.Itisunderstoodtospeakforand
on behalf of the government presented by its duly designated
representative. It is signed, or initialed in the lower righthand corner of
thelastpageoftextbyadulyauthorizedsigningofficer.
d.Collectivenote
A very formal note addressed by the representatives of several states
to a government in regard to some matter in which they have been
instructed to make a joint representation. Generally referred to as a joint
note,itinvolvescloserelationsamongthesigningstates.Itisseldomused
because of the danger that the state or the states to whom it is addressed
may consider it offensive. It is signed, not merely initialed, by the
representativesofthesendingstates.
e. Identicalnotes
Notes identical in substance though not always in wording even as
theyaredraftedassimilarlyaspossible.Asaruletheyaresentseparately
yet almost simultaneously by the government of one state to the
governmentsoftwoormorestates,orbythegovernmentsoftwoormore
statestothegovernmentofoneormorestates.
TheCollectiveNoteandIdenticNotesarerarelyusedfortheyconvey
animpressionofgangingupagainstastateorstates.

3. Memorandum
Adetailedstatementoffacts,andofargumentsbasedontheory.Itis
essentiallysimilartoaNote.UnlikeaNote,however,itdoesnotbeginand
endwithusualdiplomaticcourtesy.Also,itneednotbesigned,sinceitis
usuallydeliveredeitherpersonally,followinganinterview,orbymeansof
ashortcoveringnote.Sometimesitiscalledamemoire,oraidememoireor
promemoriawhenitembodiesasummaryofconversation.

4. AideMemoire
An informal summary of a diplomatic interview or conversation
betweentheforeignministerorhisassistantandadiplomaticenvoyorhis
representative. It merely serves as an aid to memory and does not begin

with a formula of courtesy. It is usually left at the foreign office by the

ambassador or minister concerned (or his representative), or is handed to
the ambassador or the minister concerned (or his representative) at the
foreignofficebytheforeignministerorhisrepresentative.

5. ProMemoria
Aformalrecordofasubjectdiscussed.Itdiffersfromanaidememoire
whichisaninformalsummaryofadiplomaticinterview.Itisunderstood
to speak for and under direction of the government whose representative
presents it and is usually left at the foreign office by the ambassador or
ministerconcerned(orhisrepresentative),orishandedtotheambassador
orministerconcerned(orhisrepresentative)attheforeignoffice.

6. OralInterview
Thistypeofcommunicationgenerallytakesplaceintheforeignoffice
atadateandhourpreviouslyarrangedeitherinwritingorbytelephone.In
cases where there are many matters to be discussed so that it becomes
difficult to relay on ones memory, the diplomatic envoy may, after the
interview, leave an aidememoire or memorandum with the foreign
minister or the later may hand an aidememoire or memorandum to the
diplomaticrepresentativeaftertheinterviewusuallyarranged.Thisisdone
to avoid misunderstanding. For less important matters, a member of the
diplomatic staff of the mission arranges (also by telephone) to call on an
appropriate member of the ministry staff. Diplomats who arrange such a
meeting must conduct such interviews and discussions briefly and
succinctly. When no further matters need to be discussed, the diplomatic
officialconcernedshouldextendtheusualcourtesiesandleavepromptly.

7. LetterofCredence
Aformalnotefromtheheadofonestatetotheheadofanotherstate,
accrediting ambassador, as one authorized to act for his government or
headofstate.Itmaybeaddressedtoaheadofarepublicortotheheadofa
kingdom.

8. LetterofRecall
Aformalnotefromtheheadofonestatetotheheadofanotherstate,
recalling a previously accredited ambassador, a minister, or other
diplomatic agents. An incoming chief of mission usually hands a letter of

recallofhispredecessortotheheadofstateofaforeigngovernmentbefore
handinghisletterofcredence.ConsularCommission.
A document in the form of a commission or similar instrument,
providedbythesendingstatetotheheadofaconsularpost.Itcertifieshis
capacityandasageneralruleshowshisfullname,hiscategoryandclass,
theconsulardistrictandthesealoftheconsularpost.(SeeArt.11,Vienna
Convention on Consular Relations, 1963). A Consular Commission is
writteninbothEnglishandPilipino.

9. ExequaturAnauthorizationgivenbythereceivingstatetothehead
of a consular agent to the exercise of his functions. (See Art. 12, Vienn
ConventiononConsularRelations,1963).

10. FullPowers
A document issued by a head of a state/president accrediting one or
more persons to represent him or the government in in international
conferences and negotiations or expressing the consent of the state to be
boundbyatreaty,conventionoragreement.
The essential feature of the Full Powers is that the representative to
whom it is issued is rested with all the necessary power and authority to
takepart,negotiate,concludeandsignagreementsonbehalfofthestate.In
the signing of treaties or agreements, the action of the representative is
essentiallysubjecttoratificationbythegovernmentconcerned.

11. ExchangeofNotes
It is a means whereby states subscribe to certain understandings or
recognize certain obligations as binding upon them. Agreements on
mattersofminorimportancearefrequentlymadebymeansofformalnotes
exchanged between the minister of foreign affairs, acting for his
government, and the resident diplomatic representative of the another
country,similarlyauthorized.

12. CeremonialCommunications
These may consist of congratulatory messages on the occasion of the
electionoftheheadofstate,thebirthofaroyalheir,aroyalmarriage,the
anniversaryofacountrysindependence,oranyothernationalholiday.It
mayalsobeanexpressionofcondolenceonthedeathoftheheadofstate

or expression of sympathy/regret for his illness, the occurrence of an

accidentoranyothersimilarhappening.

VERBALNOTE
A note verbale is an informal thirdperson note. It is less formal
thanafirstpersonnotebutmoreformalthananaidememoire
A note verbale to a foreign ambassador or head of a foreign
ministryisbegunwithadiplomaticcourtesyphrase.Thenoteisinitialed,
notsigned,inthelowerrightcornerofthelastpagebyanofficedirectoror
above,oranofficerauthorizedbytheAmbassador.

SAMPLE1
TheCanadianEmbassypresentsitscomplimentstotheDepartmentof
State and has the honour to refer to Article 15 and Article 23.2 of the
Intergovernmental Agreement (IGA) governing the International Space
Station(ISS).
WhilenotingthattheNationalAeronauticsandSpaceAdministration
(NASA) has officially informed the International Space Station (ISS)
PartnersthatitisanticipatingacostgrowthofUS$4.8BintheISSprogram,
the Government of Canada observes that NASA has been directed by the
Administrationtoremainwithinitsbudget.
The Government of Canada notes that, in order to cope with its
budgetary constraints, NASA has provided a plan whereby further
developmentofcertainkeyISScomponentstobesuppliedbyNASA,has
been terminated (namely the Propulsion Module, the Habitation Module
and Node 3) and that work on the Crew Return Vehicle has been slowed
downsignificantly.Thisplanwould severelycurtailtheprogram,sinceit
would virtually eliminate the Partners collective ability to use the ISS as
intendedintheIGA.
Theelementsbeingdeletedareessentialtoexpandthecrewsizefrom
three to six or seven. The government of Canada is concerned this will
haveamajornegativeimpactontheabilitytoconductscienceontheISS,
as normal operation and maintenance of the station requires 2.5 crew
persons out of the three. Further, NASA has indicated that the Space
Shuttle flight rate will be reduced from seven to six or less per year. The
reductioninplannedcrewsizeandshuttleflightratewouldseverelylimit
astronautaccesstotheISSbyallPartners.

TheGovernmentofCanadabelievesthatNASAisunabletobearthe
cost of fulfilling its responsibilities per Article 15 of the IGA and would
appreciatetheopportunitytodiscusstheimpactoftheplannedreduction
inscopeoftheU.S.obligations.Further,asprovidedunderArticle23.2of
the IGA, the Government of Canada requests that the United States
conveneagovernmentlevelmultilateralconsultationofISSPartnersatthe
earliestpracticaltime.
TheCanadianEmbassyavailsitselfofthisopportunitytorenewtothe
DepartmentofStatetheassurancesofitshighestconsideration.
Washington,DC
October31,2001

CONGRATULATIONSLETTERPUBLICPOLICY
SAMPLE
The United States congratulates Kazakhstan on this weeks historic
completion of the BN350 Spent Fuel Program. Kazakhstan safely shut
downtheBN350plutoniumproductionreactorinAktau,securedmaterial
containing10metrictonsofhighlyenricheduraniumandthreemetrictons
of weapongrade plutonium, and transported it to a new secure storage
facilityinEasternKazakhstan.Insecuringenoughnuclearmaterialfor775
nuclear weapons, Kazakhstan, under the leadership of President
Nazarbayev, has made a significant contribution to global security and
nuclearnonproliferation.
WecommendthededicatedteamofhundredsofKazakhstanandU.S.
scientists, engineers, and safety, security and transportation experts who
worked tirelessly to accomplish an extremely difficult and ambitious
undertaking with the highest standards of safety and security. We also
thank the United Kingdom for its contribution to the later stages of this
project. The completion of this program is one of the many highlights of
the 15year track record of partnership and close cooperation between
Kazakhstan and the United States in reducing nuclear threats in
Kazakhstanandaroundtheworld.
The United States welcomes efforts to intensify our bilateral
partnership with Kazakhstan and promote international cooperation on
nuclearsafetyandnonproliferation.
These activities were conducted in accordance with U.S.Kazakhstan
Presidential Joint Statements in 2006 and 2010 and the goals of the 2010
NuclearSecuritySummitthispastAprilinWashington.Atthenewlong

term storage facility, the BN350 spent fuel will continue to be under
InternationalAtomicEnergyAgencysafeguards.

KEYWORDS,KEYPHRASEINCONGRATULATIONSLETTERS:
OnbehalfoftheGovernmentoftheRepublicofUzbekistan,Iwrite
tooffermycongratulations
The Government of the Republic of Uzbekistan is delighted to
congratulate
Ourgovernmentwelcomestheopportunity
Exercise:
1) The Government of Uzbekistan has signed a trade agreement with
India.Theagreementcallsfortheeliminationoftariffsonwoodandcotton
products. The Government of Uzbekistan would like to extend the
agreementtoincludeotherproducts,likecarsandfoodproducts.
2) YourcountryhasworkedcloselywiththegovernmentofRussiato
combat drug smuggling. In the past year you have seized 10,000 tons of
heroin in joint excersises. You wish to congratulate your partner for your
collaboration.YoualsowanttoremindRussiathattheproblemisnotover.
You would also like to suggest a meeting to explore ways to make this
cooperationlongerlasting.
3) Tajikistan has appointed a new Minister of Foreign Affairs. You
wish to congratulate him. You also wish to remind him of the close
relations between your two countries. You also wish to meet soon to
discussbilateralrelations.
CONGRATULATIONS LETTER TO FRANCE FOR THE
FOURTEENTHOFJULYBASTILLEDAY
Sample1a
TheMinistryofForeignAffairsoftheRepublicofUzbekistanpresents
its compliments to the Embassy of France and has the honor to
congratulate the people of France and the French government with the
FourteenthofJulyontheDayofBastilleandwishpeaceandprosperityto
thepeopleandgovernmentofFrance.
The Ministry of Foreign Affairs of the Republic of Uzbekistan avails
itself of this occasion to convey its sincere desire to maintain and to
developthefriendlyrelationsbetweenournationsandavailsitselfofthis
opportunitytorenewtheassurancesofitshighestconsideration.

10

Sample1b
CONGRATULATIONS LETTER TO THE GOVERNMENT OF
FRANCEONBASTILLEDAY,JULY14,2010
TheMinistryofForeignAffairsoftheRepublicofUzbekistanpresents
its compliments to the Embassy of France and has the honor to
congratulate the government and the people of France on their national
holiday. We wish your country and your people continued peace and
prosperity.
We would also like to take this opportunity to convey our sincere
desireto maintainandfurtherdevelopthefriendlyrelationsbetweenour
nations.RestassuredofourGovernmentshighestconsideration.

SAMPLE2
ItisanhonortojoinPresidentObamainextendinggoodwishestothe
people of Switzerland as you celebrate the founding of the Swiss
Confederation on August 1. This anniversary celebrates more than seven
hundredyearssincethefirstSwisscantonssworeanoathofconfederation
andhighlightsaremarkablehistoryofdemocracy.

Our shared dedication to constitutional democracy binds us together

andisthefoundationofourcommonvalues.Thisyearmarked30yearsof
SwisscommitmenttorepresentingU.S.interestsinTehranandproviding
assistance to American citizens there. We look forward to continuing to
work together to meet global challenges. Congratulations on the 719th
anniversaryoftheSwissConfederation.

SAMPLE3
MessageofcongratulationstoHisMajestytheEmperorofJapan
YourImperialMajesty,
OnbehalfofthepeopleofLithuaniaandonmyownbehalf,Iwould
like to extend sincere congratulations on your birthday and Japans
national holiday. I wish Your Imperial Majesty and the Imperial Family
happiness,continuedhealthandmanymomentsofjoy,andIsendmybest
wishes for the peace, harmony and wellbeing of your country and its
people.
I would also like to take the opportunity to wish you a Happy New
Year, hoping strongly that it will be prosperous and fulfilling. I am
confident that bilateral cooperation as well as political, economic and

11

cultural ties between Lithuania and Japan will be further developed,

bringingourtwocountriesandtheirpeopleevenclosertogether.
MayIagaincongratulateyouonyourbirthdayandnationalholiday.
Pleaseaccept,YourImperialMajesty,theassurancesofmyhighestesteem.
DaliaGrybauskait,PresidentoftheRepublicofLithuania

SAMPLE4
On behalf of President Obama and the people of the United States, I
congratulate Nelson Mandela and join the world in celebrating his 92nd
birthday this Sunday. I am honored and humbled to call President
Mandelamyfriend.Likemillionsofhisadmirersaroundtheworld,Iam
deeplymovedbyhisgenerosityofspiritandunfailingcourageintheface
ofoverwhelmingobstacles.After26yearslockedinanapartheidprison,he
emergedtoleadSouthAfricastransitionfromthedivisionofapartheidto
an integrated, multiracial democracy. He embraced his jailers without
bitterness or hatred and provided an example to his own people and
peopleeverywhere.
Last year, the United States joined 192 other United Nations member
statesinsupportingthecreationofNelsonMandelaInternationalDay.Its
first observance on July 18 this year honors President Mandelas
extraordinarycontributionsandlifelongcommitmenttojusticeandhuman
dignity.
NelsonMandelaisaherotopeopleofallbackgroundsandexperience
who strive for freedom and progress. His story is filled with an amazing
strength and integrity of spirit. There is no one more deserving of this
unprecedented international recognition, and I am delighted to offer him
mywarmestwishesonthisspecialday.

SAMPLE5
Letter dated June 9, 2010 from the Ministry of Foreign Affairs of
CanadatotheEmbassyofthePhilippines.
The Ministry of Foreign Relations presents its compliments to the
EmbassyofthePhilippinesandhasthehonortocongratulateyourcountry
onyourrecentsuccessfulnationalelection.
Your successful election exemplified the vitality of the countrys
democratic institutions and should be a point of pride. We congratulate
Presidentelect Benigno Noynoy Aquino III, whom the Filipino people
have chosen to lead their nation. Canada has long stood with the

12

Philippinesasatrustedallyandfriendandwewillcontinuetosupportthe
ongoing efforts of the Filipino people to build a secure and prosperous
country.
The Ministry of Foreign Relations avails itself of this opportunity to
renew to the Embassy of the Philippines the assurances of its highest
consideration.
SAMPLE6
Givingmybestthanks,KingChr.

CONDOLENSCELETTERS
SAMPLE1
I join President Obama in offering my sincere condolences on the
passing of former President of Lithuania Algirdas Brazauskas. President
Brazauskas led Lithuania through a period of remarkable change and
transformation. He played a crucial role in the independence movement
thatliberatedhiscountryandinspiredpeopleallovertheworld.
AsthefirstpresidentofafreeLithuania,andlaterasprimeminister,
heworkedtodeliveronthepromiseofdemocracy.Underhisleadership,
Lithuania joined NATO and the European Union and developed a strong
partnershipwiththeUnitedStates.PresidentBrazauskaswasachampion
forhisnationandhispeople.Todayourthoughtsandprayersarewithhis
familyandwithallthepeopleofLithuania.
SAMPLE2
TheLeaderoftheLybianRevolutionstatement
Tripoli,June6,2004
IexpressmyprofoundregretsoverReagansdeathbeforeheappears
beforejusticetoheldtoaccountforhisuglycrimein1986againstLibyan
children.

SAMPLE3
Letter dated February 10, 1984 from the Secretary of State to the
MinistryofForeignRelationsoftheSovietUnion.
TheGovernmentoftheUnitedStateswishestoextenditscondolences
to the Government and people of the Soviet Union, on the death of
ChairmanAndropov.TheUnitedStateswishestoemphasizetothepeople
andGovernmentoftheU.S.S.R.itsdesireforcooperationbetweenourtwo
countriesinthesearchforamorepeacefulworld.

13

As the President reaffirmed in his address of January 16, the United

States has sought and will continue to seek a constructive and realistic
dialogue with the Soviet Union aimed at building a more productive and
stable relationship. Our objective is not dialogue for its own sake, but a
dialogue that produces real solutions to the many concrete problems that
divideus.
There are, to be sure, fundamental differences between the American
and Soviet systems and our respective political beliefs. But the American
andSovietpeopleshaveacommoninterestintheavoidanceofwarandthe
reductionofarms.Itisthisneedtopreserveandstrengthenthepeacethat
isattheheartofU.S.policy.
The Presidents policy toward the Soviet Union seeks to achieve
progressinthreebroadareas:developingwaystoeliminatetheuseandthe
threat of force in international relations; significantly reducing the vast
arms stockpiles in the world, particularly nuclear weapons; and
establishing a better working relationship with Moscow, characterized by
greatercooperationandunderstandingandbasedonmutualrestraintand
respect.
AtthistimeoftransitionintheSovietUnion,ourtwonationsshould
looktothefutureinordertofindwaystorealizethesegoals.Inthenuclear
age,thereisnoalternativetodialogue.
TheUnitedStateshopesthattheSovietleaderwillworkwithusinthis
spirit and take advantage of the opportunities at hand to find common
groundandestablishamutuallybeneficialrelationship.
TheGovernmentoftheUnitedStatestakethisopportunitytorenewto
the Government of the Soviet Union the assurances of their highest
consideration.
SAMPLE4
BirthofaRoyalHeir
NV896829thMay
1968
Excellency:
IhavethehonortoacknowledgethereceiptofyourExcellencysNote
ofthe27thMay1968conveyingtomethegoodnewsofthebirthofa
PrincetoHerRoyalHighnessPrincessMargrethe.
IsharethefeelingoftheDanishpeopleoverthehappyeventand
extendmyheartfeltcongratulationstotheirRoyalHighnesses.

14

Pleaseaccept,Excellency,theassurancesofmostdistinguished
consideration.
[PenSignature]
HisExcellency
PoulHartling
MinisterforForeignAffairs
Copenhagen

LETTERSOFCONCERN
KEYWORDSTOSHOWCONCERN
Wearecloselymonitoringreportsof
TheGovernmentofUzbekistanstandsreadytoprovidenecessary
assistance to .. in the days and weeks ahead and looks forward to
coordinatingcloselywithofficialsfromyourcountry.
Theseallegationsraiseseriousquestions
Weextendourdeepestsympathies
Wecommendtheactionstakenbyyourgovernment
Weseekanexplanation
Weseekaclarificationonthesestatements
Thisunusualactrepresentsaviolationof

KEYTERMSFORCOURTESIES
The Ministry of Foreign Relations presents its complimentsand
havethehonorto
Ihavethehonortotransmit
Ihavethehonortoreferto
Wehavethehonortoreferto
Wehavethehonortoenclose
TheGovernmentfindsitnecessarytoenclose
Wehavethehonortoreproduce
The Government of Uzbekistan present their compliments to.,
and with reference to , have the honor to reproduce (bring to your
attention/enclose/refer/protest/acknowledge/toforward)
Pleasearrangeforthiscommunicationtobecirculated.

15

SAMPLE1

Note to the Ambassador of China from the US Secretary of State,
January12,2010
The Government of the United States considers it important to
communicateanoteofconcerntotheGovernmentofthePeoplesRepublic
ofChina.
WehavebeenbriefedbyGoogleonallegationsofcyberattacks,which
raise very serious concerns and questions. We look to the Chinese
government for an explanation. The ability to operate with confidence in
cyberspaceiscriticalinamodernsocietyandeconomy.TheGovernment
oftheUnitedStateswillhavefurthercommentonthismatterasthefacts
becomeclear.
TheGovernmentoftheUnitedStatestakesthisopportunitytorenew
to the Government of the Peoples Republic of China the assurances of
theirhighestesteem.

SAMPLE2
DraftletterfromPresidentJohnsontothePresidentInonuofTurkey,
June5,1964
I hope you will understand that your NATO allies have not had a
chance to consider whether they have an obligation to protect Turkey
againstSovietintervention,withoutthefullconsentandunderstandingof
itsNATOallies.
Actual letter sent from President Johnson to President Inonu of
Turkey,June7,1964
We have considered you as a great ally with fundamental common
interests. Your security and prosperity have been the deep concern of the
Americanpeople,andwehaveexpressedthisconcerninthemostpractical
terms. We and you fought together to resist the ambitions of the
communistworldrevolution.Thissolidarityhasmeantagreatdealtous,
andIhopeitmeansagreatdealtoyourgovernmentandyourpeople.

Exercise
Task:
Writeanoteofconcernonthefollowingcases:
1) AUNagencyhasaccusedyourcountryofcorruptpractices.

16

2) TheBBChasreportedthatauthoritiesofyourneighboringcountry
aredumpingunusedexplosivesneartheborderofyourcountry.
3) The EU has announced that it will be changing visa requirements
forstudentsfromCentralAsia.
4) Your government has denied the government of Tajikistan to use
Uzbekistanairspaceduringamilitarytraining.
5) Google Earth has begun publishing photos of sensitive military
installationsofyourcountry.
6) AmistakehasbeenmadeinaWorldBankpublicationaboutdebt.
Youwishtocorrectthaterror.
7) TherehasbeenabombingonatraininMoscow.100peoplehave
died,includingseveralcitizensofyourcountry.
8)
There has been massive flooding in Kirgyzstan. Numerous
peoplearedisplaced.
9) The government in one country has accused your country of
backingoutofatreaty.

Exercise
WriteaNoteofConcernonthefollowingcases:
1) AtreatywiththeAsianDevelopmentBankcallsforthatinstitution
toinvest$100millionbytheendof2013.Sofar,onlyabout$10millionhas
beenspentinyourcountry.Unlessthemoneyisdistributedbymid2013,
themoneywillbereturnedtotheADB.
2) The government of neighboring country has deported 1,000
citizens of your country. There are rumors that before they leave that
countrytheyarebeingforcedtogiveawaytheirassetsorpayauthoritiesto
remaininthecountry.
3) Your national football team is playing at a tournament in Berlin.
The TV show is broadcast on TV around the world. In the opening
ceremony there is a display with a band and the flag of your country is
shownupsidedown.YouareaskedtowriteaNoteVerbal.
SampleDiplomaticCorrespondence
TheUSissuedthefollowingnoteonMay6,1960
As already announced on 3 May, a United States National
Aeronautical Space Agency unarmed weather research plane based at
Adana,Turkey,andpilotedbyacivilianAmericanhasbeenmissingsince
1 May. The name of the American civilian pilot is Francis Gary Powers,
born17August,1929,atJenkins,Kentucky.

17

InlightoftheabovetheUnitedStatesGovernmentrequeststheSoviet
Government to provide it with the full facts of the Soviet investigation of
thisincidentandtoinformitofthefateofthepilot

SovietNotetotheUnitedState,10May1960
TheGovernmentoftheUnionofSovietSocialistRepublicsconsidersit
necessarytocommunicatethefollowingtotheGovernmentoftheUnited
StatesofAmerica.
At 5:36 a.m. (Moscow time), on May 1, this year, a military plane
violated the frontier of the USSR and invaded the air space of the Soviet
Union to the distance of over 2,000 kilometers. The Government of the
USSR,ofcourse,couldnotleaveunpunishedsuchagrossviolationofthe
Soviet state frontiers. When the deliberate nature of the flight of the
intruding plane became obvious, it was brought down by Soviet rocket
forcesnearSverdlovsk
These and other data cited in the speeches by the head of the Soviet
Governmenthaveutterlyrefutedtheinventedandhastilyconcoctedstory
oftheUSStateDepartment,setforthinanofficialpressreleaseon5May
andallegingthattheplanewasconductingmeteorologicalobservationsin
theupperlayersoftheatmospherealongtheSovietTurkishfrontier.
Itgoeswithoutsayingthatthegovernmenthasbeencompelledbythe
presentcircumstancestogivestrictorderstoitsarmedforcestotakeallthe
necessary measures against the violation of Soviet frontiers by foreign
aircraft
The Government of the Soviet Union strongly protests to the
Government of the United States of America in connection with the
aggressive acts by American aircraft and warns it that should such
provocations be repeated, the Soviet Government will have to take
retaliatory measures, the responsibility for whose consequences will rest
with the governments of the states committing acts of aggression against
othercountries

THEUSREPLIEDON12MAY
The Embassy of the United States of America refers to the Soviet
Governments Note of 10 May concerning the shooting down of an
Americanunarmedcivilianaircrafton1May,andunderinstructionfrom
itsGovernment,hasthehonortostatethefollowing.

18

The United States Government, in the statement issued by the State

Department on May 9, has fully stated its position with respect to this
incident.
In its Note the Soviet Government has stated that the collection of
intelligence about the Soviet Union by American aircraft is a calculated
policyoftheUnitedStates.TheGovernmentoftheUnitedStatesdoesnot
denythatithaspursuedsuchapolicyforpurelydefensivepurposes.What
it emphatically does deny is that this policy has any aggressive intent, or
that the unarmed U2 flight of 1 May was undertaken in an effort to
prejudice the success of the forthcoming meeting of the Heads of
GovernmentinParisortoreturnthestateofAmericanSovietrelationsto
the worst times of the cold war. Indeed, it is the Soviet Governments
treatment of this case which if anything, may raise questions about its
intentioninrespecttothesematters.
Foritspart,theUnitedStatesGovernmentwillparticipateintheParis
meetingon16Maypreparedtocooperatetothefullestextentinseeking
agreements designed to reduce tensions, including effective safeguards
againstsurpriseattackwhichwouldmakeunnecessaryissuesofthiskind.

Exercise
INCIDENT:OnBastilleDaytheAmbassadorforFranceinVenezuela
hostsacelebration.Alongwithotherforeighdiplomatsandseniorofficials
from the Venezuelan government, the Ambassador also invites ten
prominentdissidentsandcriticsoftheChavezGovernment.

ROUNDONE:
TEAM 1: You represent the Ministry of Foreign Relations of
Venezuela. You are offended that France has invited these dissidents to
theirparty.Youfeeltheyareextremistswhodonotrepresentmainstream
views.YouwritealettertotheFrenchEmbassyprotestingtheirdecision.
Youmustdecidewhattoprotest:theinvitationsorthefactthatFrance
ismeetingwithdissidents,orboth.
TEAM 2: You are the French Ambassador. You write a letter
explainingyourdecisiontoinvitethedissidents.

Exercise
INCIDENT: A new art exhibition at the British Museum features
treasures from the ancient world. Among those treasures are several

19

pricelessgoldvasescreatedinBeijingfortheruler.Forhundredsofyears
thesewerethoughttohavebeenlost.Afterallthistime,theyhaveturned
upinLondon.TheybelongtoaprivatecollectorwhoisBritish.
TEAM 1: You represent the Government of China. You believe these
treasuresbelongtoyourcountry.Expertswhohaveinspectedtheartverify
thattheyarepiecesthatoncebelongedtoSamarkand.ThepresentBritish
owner indicates that the treasures have belonged to his family for
generations.Theywereacquiredwhenhisdistantrelativestolethemwhen
theBritishdestroyedtheSummerPalaceinBeijinginthe19thcentury.
You have sent a letter to the UK Government asking for these
treasures to be returned. You can argue that there are precedents for
returningart.
TEAM2:YourepresenttheGovernmentoftheUnitedKingdom.You
argue that the art belongs to the world, not just to China. The art is also
very fragile and moving them may greatly damage them. Many other
pieces of art from the Summer Palace are in other museums around the
worldtoo,andChinahasnotaskedforthesetobereturned.
Youmustwritealetterdefendingyourdecisiontokeeptheart.

CIRCULARDIPLOMATICNOTE
A circular diplomatic note is an identical note addressed to Their
Excellencies and Messieurs and Mesdames the Chiefs of Mission if it is
beingsenttoalldiplomaticmissionsinTashkent.
Thecourtesyphrasehasthehonorshouldbeusedonallcircular
diplomaticnotes.
If the circular diplomatic note is being sent to a list of missions, a
descriptive phrase is used in the first sentence. For example: (1) of the
governments concerned with the...; and (2) of the governments of (list
countriesnames)....
AttheEmbassy,thecirculardiplomaticnoteisaddressedtoTheir
ExcellenciesMessieurstheAmbassador(orChiefsofMission)in(nameof
country)
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
signatoryto...;and(4)ofthegovernmentsof(namesofcountries)....

20

 In the MFA, an office director or a higher level official usually

initials the circular diplomatic note in the lower right corner of the last
page.

AIDEMEMOIRES
Anaidememoiresummarizesaninformaldiplomaticinterviewor
conversation and serves as an aid to memory. It does not begin with a
courtesyphrase,butmustclearlystateinthefirsttwolinesthetitleofthe
ambassadororforeignofficialtowhomitisaddressed.
Whenanaidememoireisprepareditisnotsigned,butinitialedin
thelowerrightcornerofthelastpageoftext.Anofficerusuallyhandsan
aidememoire to the ambassador (or representative). It may also be sent
throughregularmailchannels.
Atpost,thechiefofmission(orrepresentative)mayhandthenote
totheforeignofficialorleaveitattheforeignoffice.Anofficerauthorized
bythechiefofmissionmustinitialthenoteinthelowerrightcornerofthe
lastpage.

AIDEMEMOIREFORMAT

SAMPLE1
Aide Memoir from the US Embassy in Moscow to the US State
Department
Moscow,April1,1961,5p.m.
/1/Source: Department of State, Central Files, 751J.00/4161.
Confidential;Priority.
Eyes only Secretary. After discussion of Laos problem, Khrushchev
saidhewaspleasedatsignsofpossibilityimprovementourrelations.He
expressed particular satisfaction at Presidents action in stopping our
military from making boasting and threatening statements. He said each
timethiswasdoneSovietmilitaryfeltobligedreplyandthisdidmuchto
worsen atmosphere. I pointed out President had not only taken steps to
prevent statements which did not accurately reflect policy our govt, but
was also strengthening civilian control over military policy. K remarked
thiswasimportantandsaidtheyhadhadproblemwithMarshalZhukov.
He had been friend of Eisenhower and thought he was smarter than
Eisenhower.WhenlatterbecamePresidentZhukovdevelopedbigideas

21

about his own role. However Soviet system had no place for juntas
and when they had thrown Zhukov out he had himself stated they had
beenrighttodoso.
In telegram 2354 from Moscow, April 1, Ambassador Thompson
reportedthatChairmanKhrushchevhadcalledhiminthatdaytogivehim
a copy of a Soviet aidememoire responding to the United Kingdoms
proposal of March 23 for an international conference on Laos and an
immediateceasefire.Fortextoftelegram2354,seeForeignRelations,1961
1963, vol. XXIV, pp. 110111. The aidememoire expressed both Soviet
satisfaction that the United Kingdom now agreed to convening an
internationalconferenceandSovietsupportforaceasefireappeal.Textof
theaidememoireisprintedinDepartmentofStateBulletin,April17,1961,
pp.545546.
/3/On January 27 the White House had introduced stiff controls over
speechesandstatementsbyU.S.militaryspokesmen.
/4/Georgi K. Zhukov, Marshal of the Soviet Union and Minister of
Defense, was dismissed by Khrushchev at the end of 1957 for
adventurismandBonapartism.
Khrushchev said he deplored war propaganda in general and
suggested we should conclude agreement, perhaps international one, to
prevent publication of war propaganda. This already forbidden in Soviet
Union.Itmightbeallegedthatthiswasinterferencewithfreedomofpress
but on contrary it was measure to prevent abuse of press. Press not
allowed, for example, to advocate prostitutionwhy could it not prevent
war propaganda. He also started to give example of convention banning
chemicalwarfarebutthenrecalledwehadnotadheredtothisconvention
somethinghehadneverunderstood.
I said I thought our view was that it was not really practicable to
handlethisproblembytreatyandamongotherdifficultiesitwasvirtually
impossible draw line and say what was war propaganda and what not. I
thought however much could be done to diminish this type activity
particularlyifappropriateleadgivenattop.
Khrushchev then said he had fully agreed with Presidents position
thatwemustbothdisplayrestraintandtryavoid
confrontationofpowerofourtwocountries.Theyhadhoweverbeen
verymuchdisturbedbyBowlesspeech.WhenIinquiredwhatparticular
passage he had objected to he could not recall exactly but mentioned
problems of Congo, Cuba, and Laos. (I believe Soviets had in mind

22

particularly sentence beginning Our international interests are not

compatiblewiththeglobalobjectivesofSovietlongrangestrategy.)
With respect to Congo K said what had happened there and
particularlymurderofLumumbahadhelpedcommunism.Lumumbawas
notCommunistandhedoubtedifhewouldhavebecomeone.Hewasman
with limited outlook who easily became excited. He remarked we had
discussedthisproblembeforeandSovietpositionknown.
Turning to Cuba he could not agree with our policy there. Each
countryshouldbefreetochooseitssocialsystem.Theydidnotagree,for
example, with Yugoslav internal policies but this did not prevent them
from having good relations with that country. He said President had
indicatedthatfinancialaidwouldbegiventoaidinoverthrowofpresent
CubanGovt.Bandsofmigrshadbeenformedandthreatsmadeagainst
CubanGovt.HesaidSovietGovt.wouldopenlysupportCubanGovtand
wouldgivethemeconomicaid.HepointedoutSovietUnionhadnobase
inCubaandonlybasetherebelongedtous.Hethenwentontoquestion
ourpolicyofhavingbasesallaroundSovietUnion.Hedweltparticularly
onquestionofIran.Hesaidthiswaspoorcountrywheregovtwasdoing
little to help people. He said Shah liked to consider himself Monarch but
his ancestry not particularly enviable. We sought special rights for
ourselveseverywhere.SovietUnionwasnotthreateningIran.Ourtrouble
wasthatwewerenotconfidentofourownsystem.Wehadsetupalliances
toprotectmembersnotonlyfromoutsideaggressionbutfromsubversion.
Only subversionists in countries like Iran were students and others who
were dissatisfied with conditions. We had military advisors in Iran and
althoughheindicatedhewasnotmakingademandhewishedtostatethat
itwouldbemostusefultoourgoodrelationsifthesewerewithdrawn.
RevertingagaintoCubaheaskedwhywedidnotestablishdiplomatic
relations with that country and try to resolve our problems with it
peacefully.Hemadeclear Cubanshadnotputhimupto this buthewas
merelyspeakinghisownmind.
IrepliedthatwithrespecttoCongowehadhopedUNwouldbeable
deal with this problem and that we could both have remained out of it.
HoweverSovietUnionhadstartedfurnishingmilitaryandothersupplies
to one faction. Khrushchev intervened to state they had furnished
medicinesandinanyeventthesehadbeensuppliedtolegalgovt.Healso
saidwewereawareofhisviewsonUN.HammarskjoldwasUSagentand
carried out our orders. I denied this and said many of his actions had

23

annoyed us but we considered him objective. I went on to say that I

thoughtwhatbotheredusparticularlyaboutCubawasitsuseasabasefor
attempts on overthrow of other Latin American govts. When he disputed
thisIsaidIhadheardCubanpilotswerebeingtrainedinCzechoslovakia
inflyingjetplanes.Cubawouldneverbeableattackusandthereforethese
presumablyweredesignedforuseagainstotherLatinAmericancountries.
IsaidwehadbeenmostpatientwithCastro.Infirstplacewehadcutoff
supply of arms to Batista/5/ and although there had been differences of
opinion in US about Castro we had been fully prepared accept his govt.
However he had made most violent statements against US and had
confiscatedourassetstherewithoutcompensationandfinallyhadinsisted
onreducingourEmbassytohandfulofpeople.Wehadtriedtobepatient
but he had given us no choice. Khrushchev replied Castro said we were
usingEmbassytoharborspiesandCastrowasnotCommunist.Hesaidhe
hadnotheardofanytrainingofjetpilotsbutifhewereCastrohewould
buyjetplanessincethesewerenecessarytopreventarmsbeingdroppedto
counterrevolutionariesfromplanesflyingfromUS.Hethoughtthatinone
casewehadevenadmittedthis.Isaidwehadtakenstrictstepstoprevent
suchactivitiesalthoughtherehadIbelievedbeenonecaseinwhichaplane
hadgottenthrough.InconcludingKhrushchevsaidweshouldcontinueto
bepatientandshouldtrytoimproveourrelationswithCuba.
FulgencioBatistayZaldivar,PresidentofCubauntilJanuary1959.
He said he considered Soviet position in world was good since they
were on side of people trying to improve their lot. US was supporting
reactionary govts in many places. We often spoke of elections and he
inquired what would be result of election in Spain or South Vietnam or
South Korea. In latter Syngman Rhee had disappeared but new man was
not much better and people were dissatisfied. He did not think even we
knew what went on in Diems govt in Vietnam. I replied that there were
cases where we supported reactionary govts and there were two reasons
forthis.Firstwasthatwedidnotbelieveweshouldinterveneininternal
affairs of these countries and second was we were concerned at these
countriesbeingthreatenedbyCommunistexpansion.Khrushchevsaidhe
welcomedPresidentsideaofourcompetingineconomicfieldandinsuch
mattersascultureandtoseewhocouldbringpeoplethemosthappiness.If
oursystemcoulddemonstrateitcoulddothisbetterthancommunismhe
wasreadytoembraceoursystem.IsaidIcouldonlyrepeatwhatIhadsaid
tohimbefore,namelythatmuchofourdifficultycamefromourdifferent

24

points of view and misinformation and misunderstanding. US wanted

nothing more than prosperity and happiness of all peoples throughout
world but we did not think this should come about by outside
intervention. Khrushchev replied Soviet Union was also against
intervention in others affairs but there was no justification for ring of US
basesaroundSovietUnion.

SAMPLE2
Aidememoire from US Secretary of State Dulles to Ambassador of
IsraelEban11February1957
The United Nations General Assembly has sought specifically,
vigorously, and almost unanimously, the prompt withdrawal from Egypt
of the armed forces of Britain, France and Israel. Britain and France have
complied unconditionally. The forces of Israel have been withdrawn to a
considerable extent but still hold Egyptian territory at Sharm elSheikh at
theentrancetotheGulfofAqaba.TheyalsooccupytheGazaStripwhichis
territoryspecifiedbythearmisticearrangementstobeoccupiedbyEgypt.
WeunderstandthatitisthepositionofIsraelthat(1)itwillevacuateits
military forces from the Gaza Strip provided Israel retains the civil
administrationandpoliceinsomerelationshiptotheUnitedNations,and
(2)itwillwithdrawfromSharmelSheikhifcontinuedfreedomofpassage
throughtheStraitsisassured.
Withrespectto(1)theGazaStripitistheviewoftheUnitedStatesthat
theUnitedNationsGeneralAssemblyhasnoauthoritytorequireofeither
Egypt or Israel a substantial modification of the armistice agreement,
which, as noted, now gives Egypt the right and responsibility of
occupation. Accordingly, we believe that Israeli withdrawal from Gaza
shouldbepromptandunconditional,leavingthefutureoftheGazaStrip
to be worked out through the efforts and good offices of the United
Nations.
Werecognizethattheareahasbeenasourceofarmedinfiltrationand
reprisalsbackandforthcontrarytothearmisticeagreementandisasource
of great potential danger because of the presence there of so large a
number of Arab refugees about 200,000. Accordingly, we believe that the
United Nations Emergency Force, in the exercise of its mission, [should]
move into this area and be on the boundary between Israel and the Gaza
Strip.
The United States will use its best efforts to help to assure this result,

25

whichwebelieveiscontemplatedbytheSecondResolutionof2February
1957.
With respect to (2), the Gulf of Aqaba and access thereto the United
Statesbelievesthatthegulfcomprehendsinternationalwatersandthatno
nation has the fight to prevent free and innocent passage in the gulf and
through the Straits giving access thereto. We have in mind not only
commercialusage,butthepassageofpilgrimsonreligiousmissions,which
shouldbefullyrespected.
TheUnitedStatesrecallsthaton28January1950,theEgyptianMinistry
ofForeignAffairsinformedtheUnitedStatesthattheEgyptianoccupation
ofthetwoislandsofTiranandSanafirattheentranceoftheGulfofAqaba
was only to protect the islands themselves against possible damage or
violationandthat,thisoccupationbeinginnowayconceivedinaspiritof
obstructing in ,my way innocent passage through the stretch of water
separating these two islands from the Egyptian coast of Sinai, it follows
thatthispassage,theonlypracticableone,willremainfreeasinthepast,in
conformitywithinternationalpracticeandrecognizedprinciplesofthelaw
ofnations.
In the absence of some overriding decision to the contrary, as by the
International Court of Justice, the United States, on behalf of vessels of
UnitedStatesregistry,ispreparedtoexercisetherightoffreeandinnocent
passageandtojoinwithotherstosecuregeneralrecognitionofthisright.
It is of course clear that the enjoyment of a right of free and innocent
passage by Israel would depend upon its prior withdrawal in accordance
with the United Nations Resolutions. The United States has no reason to
assumethatanylittoralStatewouldunderthesecircumstancesobstructthe
rightoffreeandinnocentpassage.
The United States believes that the United Nations General Assembly
and the SecretaryGeneral should, as a precautionary measure, seek that
the United Nations Emergency Force move into the Straits area as the
Israeli forces are withdrawn. This again we believe to be within the
contemplationoftheSecondResolutionof2February1957.
We believe that our views and purposes in this respect are shared by
othernationsandthatatranquilfutureforIsraelisbestassuredbyreliance
upon that fact, rather than by an occupation in defiance of the
overwhelmingjudgmentoftheworldcommunity.

26

SAMPLE3
IMFStaffVisittoKosovo
April2129,2008
AideMmoire

1.AnIMFstaffteamvisitedPrishtinaduringApril2129,2008inthe
context of continuing technical services authorized in 1999 by the IMF
Executive Board. The missions principal tasks included a stocktaking of
recent economic and policy developments since the previous visit in
October 2007,1 a review of fiscal policy and budgetary execution in 2008,
andprovidingadvicetotheauthoritiesonamacroframeworkthatcould
underpin the governments MediumTerm Expenditure Framework
(MTEF) for 200811. This aidemmoire elaborates the missions findings
andpolicyadvice.

2.Kosovoseconomicperformancehasbeenmixed.Ontheonehand,
recent revisions to national income accounts point to both much higher
gross domestic product (GDP) than previously estimated, and to higher
growth rates. 2 The economy expanded at 4 percent in 2007 on strong
domestic demand supported by large flows of remittances and foreign
directinvestment,asustaineddonorpresence,andhigherdepositfinanced
credit growth. On the other hand, the expansion was accompanied by an
accelerationofinflation.Whilemostlybutnotsolelyreflectingincreasesin
international food prices, inflation rose to 13.2 percent yearonyear in
March 2008, exceeding rates in most neighboring countries. The current
account deficit remained high, widening slightly to 26 percent of GDP,
partlyreflectingcompetitivenesslosses.

3. Fiscal policy was commendably disciplined last year. Revenue

growth of 26 percent was much stronger than expected thanks mostly to
buoyantindirecttaxreceipts(duetofastgrowingimports)andtoonetime
revenues.Inaddition,fiscaldisciplinehelpedkeepcurrentspendinginline
with the budget. However, given line ministries poor planning and
implementation capabilities, overbudgeting of public investment was
evidenced by another year of low execution of capital spending. The
resulting large surplus in turn swelled the governments bank balance to
over400million(12percentofGDP).

27

Exercise
AIDEMEMOIREFORKOREASTANDOFF

TEAM1
1) Republic of Korea (South Korea): The army of North Korea began
shellingYeopyangIslandwithoutcauseonNovember23,2010.200rounds
werefired,killing2soldiers,anddestroyingdozensofhomes.Thearmyof
SouthKorearespondedbyshellingNorthKoreanpositions.
2) United States: You discuss advancing soldiers to the border,
preparingmilitaryaircrafts,andwhethertorespondmilitarily.Youshould
discuss military readiness.You discuss what kind of diplomatic note to
send:totheUNSecurityCouncil,toNorthKorea,orto

TEAM2
3) Democratic Peoples Republic of Korea (North Korea): Your
position is that South Korea initiated the attack. You weigh possible
options: military, diplomatic notes protesting South Koreas aggressive
actions,furtherthreatstoSouthKorea.
4) China: Your Ambassador in Pyongyang meets with the North
KoreanMFAtolearnwhathappened.YouwishtopushtheNorthKorean
side to step back and return to sixparty diplomatic talks. You should
remindNorthKoreathatitisasignatorytothe1953armistice.

TEAM3
1) Japan: You wish to condemn the attacks and convince the other
members of the six party talks to take a more aggressive stance against
North Korea. You wish to persuade Russia that the time for talks have
passedandthatpressureshouldbeincreased(forinstance:moresanctions,
a UN resolution to condemn North Korea, a military blockade, a
commissionofinquiry)
Russia:Youwishtoreturntosixpartytalksbutyouarenotprepared
to push for increase sanctions. Your position is that some form of
diplomacyshouldprevail.

28

DEMARCHES
A demarche is a formal diplomatic representation of one
governments official position, views, or wishes on a given subject to an
appropriateofficialinanothergovernmentorinternationalorganization.
Demarches generally seek to persuade, inform, or gather
informationfromaforeign
government. Governments may also use a demarche to protest or
objecttoactionsbyaforeigngovernment.
Althoughthecontentofagivendemarchemayoriginateinanother
Governmentagency,onlytheMinistryofForeignAffairsmayalsoinstruct
anEmbassytodeliverthedemarche.

PREPARATIONOFTHEDEMARCHE
Demarche instruction cables from the Ministry of Foreign Affairs
shouldincludethefollowingelements:
OBJECTIVE:Theobjectiveisaclearstatementofthepurposeofthe
demarche,andofwhattheGovernmenthopestoachieve.
ARGUMENTS: This section outlines how the Ministry proposes to
make an effective case for its views. It should include a rationale for the
Governmentsposition,supportingarguments,likely
counterarguments,andsuggestedrebuttals.
BACKGROUND: The background should spell out pitfalls;
particularsensitivitiesofotherbureaus,departments,oragencies;andany
otherspecialconsiderations.
SUGGESTEDTALKINGPOINTS:Suggestedtalkingpointsshould
be clear, conversational, and logically organized. Unless there are
compellingreasonstorequireverbatimdelivery,thedemarcheinstruction
cable should make it clear that post may use its discretion and local
knowledgetostructureanddeliverthemessageinthemosteffectiveway.
WRITTENMATERIAL:Usethissectiontoprovideinstructionson
any written material to be left with the host government official(s). Such
materialcouldtaketheformofanaidememoire,aletter,oranonpaper
thatprovidesawrittenversionoftheverbalpresentation(i.e.,thetalking
points as delivered). Unless otherwise instructed, post should normally
provideanaidememoire
the conclusion of a demarche. Classified aide memoire or nonpaper
mustbeappropriatelymarkedandcaveatedastothecountriesauthorized
forreceipt,i.e.,Rel.U.K.(ReleasabletoU.K.)

29

COLLECTIVELETTERS(orNOTECOLLECTIVE)
A note collective is a joint note addressed by two or more
governmentstooneormoregovernments.
Itisrarelyusedsinceitinvolvescloserelationsamongthesigning
governments and may be regarded unfavorably by the recipient
governments.
Replies are prepared individually and diplomatic courtesy phrases
areomitted.
The note collective requires a full signature, not initials, by
representativesofthegovernmentspresentingit.

SAMPLE1
Letter dated 20 April 1987 from the representative of China to the
SecretaryGeneral
Ihavethehonortoencloseherewiththetextofthestatementissuedon
15 April 1987 by the spokesman of the Ministry of Foreign Affairs of the
Peoples Republic of China concerning the illegal occupation by the
VietnameseauthoritiesofsomeofChinasNanshaIslands.
Ishouldbegratefulifyouwouldhavethisletterandthefulltextofits
enclosurecirculatedasanofficialdocumentoftheGeneralAssemblyand
oftheSecurityCouncil.
(Signed)LiLuye
PermanentRepresentativeofthe
PeoplesRepublicofChinatotheUnitedNations

Annex
Statementissuedon15April1987bythespokesmanoftheMinistryof
ForeignAffairsofChina
Recently Vietnamese authorities have once again encroached upon
Chinasterritorialintegrityandsovereigntybybrazenlysendingtroopsto
Bojiao Island on Chinas Nansha Islands and illegally occupying it. The
ChineseGovernmenthasstatedonmanyoccasionsthatNanshaIslandsas
wellasXishaIslands,ZhongshaIslandsandDongshaIslandshavealways
beenChinassacredterritoryandthatChinahastheindisputablesovereign
right over these islands and their adjacent waters, which brook no
encroachment by any country under whatever excuse and in whatever
form.TheChinese

30

Government strongly condemns the Vietnamese authorities for their

illegalinvasionandoccupationofsomeislandsofChinasNanshaIslands
andfirmlydemandsthattheVietnamesesidewithdrawitstroopsfromall
theillegallyoccupiedislandsofNanshaIslands.TheChineseGovernment
reservestherighttorecovertheseoccupiedislandsatanappropriatetime.

SAMPLE2
Letterdated17September1981fromtherepresentativeofGuatemala
totheSecretaryGeneral
(Original:Spanish)
(17September,1981)
I have the honor to reproduce below the text of a note of protest
against the United Kingdom date 16 September 1981 and delivered
yesterdaytotheEmbassyofSwitzerland,whichishandlingthatcountrys
affairsinGuatemala.Thenotereadsasfollows:
The Ministry of External Relations presents its compliments to the
HonorableEmbassyofSwitzerland,astheEmbassyhandlingtheaffairsof
theUnitedKingdomofGreatBritainandNorthernIreland,andwishesto
inform it that on Thursday, 10 September, 1981, at 2pm, a British
reconnaissance aircraft entered Guatemalan airspace without proper
authorization,flyingoverseveraldepartmentalcapitalsaswellasoverthe
nationalcapital,atanaltitudeof35,000feet.
This unusual act constitutes a flagrant violation of the most
elementary rules of international law and an abuse of territorial
inviolability. Moreover, it demonstrates the aggressive attitude of the
BritishGovernmentinprovokingapeacefulnationsoinsolently.
The Ministry of Foreign Affairs requests the Honorable Embassy of
SwitzerlandtoconveytotheGovernmentoftheUnitedKingdomthemost
energeticprotestoftheGovernmentofGuatemalaagainstthisact.
Please arrange for this communication to be circulated as a Security
Council document, with reference to Guatemalas request drawing the
CouncilsattentiontothedisputewiththeUnitedKingdomconcerningthe
TerritoryofBelize
(Signed)EduardCastilloArriola
PermanentRepresentativeofGuatemala
TotheUnitedNations

31

SAMPLE3
Russian Deputy Minister of Foreign Affairs Vladimir Chizhov
converseswithDanishAmbassadortoMoscowLarsVissing
(UnofficialtranslationfromRussian)
MinistryofForeignAffairsoftheRussianFederationInformationand
PressDepartment
OnDecember31DanishAmbassadorLarsVissingwassummonedto
the MFA of Russia, where Deputy Foreign Minister Vladimir Chizhov
made a representation to him over the reports that had come in on a
possible arrival of Chechen emissary Akmed Zakayev in Denmark in
spring2005attheinitiativeofthesocalledDanishCommitteeinsupport
ofChechnya.
TheRussiansidepresumesthattheDanishauthoritieswilldoallthey
cantopreventZakayevfromturningupinDenmarkorinaccordancewith
their international antiterrorist obligations will detain this accomplice of
terrorists on an Interpol inquiry in case of his entry into Danish territory
for his subsequent extradition to Russia or the initiation of legal
proceedings against him.Another appearance of Zakayev in Denmark
would also signify that the Danish side is openly ignoring the Russian
sides message regarding his stay in Copenhagen at the beginning of
December2004
This kind of development of events cannot but adversely affect the
stateofbilateralrelationsbetweenourcountries.

SAMPLE4
Annex 1 to the letter dated 28 February 2003 from the Permanent
RepresentativeofChinaandtheRussianFederationtotheUnitedNations
addressedtotheSecretaryGeneral
(Original:ChineseandRussian)
On27FebruaryMinisterofForeignAffairsoftheRussianFederation
Igor Ivanov and Minister of Foreign Affairs of the Peoples Republic of
China Tang Jiaxuan expressed profound concern over the situation in the
KoreanPeninsula.
Guidedbytheirsinceredesiretoassistthestrengtheningofpeaceand
stability in the AsiaPacific region, Russia and China call upon all
concernedpartiestoexertthenecessaryeffortstowardsapeacefulandjust
resolutionofthesituationintheKoreanpeninsula.

32

The sides emphasize that ensuring the nonnuclear status of the

Koreanpeninsula,theobservancethereoftheregimeofnonproliferation
of weapons of mass destruction and the preservation in that region of
peace, security and stability meet the common aspirations of the
internationalcommunity.
The sides note that a constructive and equal dialogue between the
United States of America and the Democratic Peoples Republic of Korea
hasgreatsignificanceforresolvingthesituationaroundtheNorthKorean
nuclearproblemandnormalizingAmericanNorthKoreanrelations.
The sides regard as necessary the continuation of an active dialogue
and the further development of cooperation between North and South
Korea.Thisprocessconstitutesasubstantialcontributiontoimprovingthe
situationontheKoreanpeninsulaandinNorthEastAsiaasawhole.
The sides take into account the position stated by the Democratic
PeoplesRepublicofKoreaontheabsenceofanintentiontocreatenuclear
weaponsandthedesiresignifiedbytheUnitedStatesofAmericaandthe
DemocraticPeoplesRepublicofKoreatoresolvetheproblemsbypeaceful
means.
The sides reiterate that Russia and China are ready to make every
effort to facilitate the AmericanNorth Korean dialogue and, in a bilateral
andmultilateralformat,tocontributeactivelytoapoliticalsolutionofthe
Koreannuclearproblemandthepreservationofpeaceandstabilityin
theAsiaPacificregion.
Russia and China intend to continue to develop goodneighborly,
friendly ties and cooperation with the Democratic Peoples Republic of
KoreaandtheRepublicofKorea.

Annex 2 to the letter dated 28 February 2003 from the Permanent

RepresentativesofChinaandtheRussianFederationtotheUnitedNations
addressedtotheSecretaryGeneral(extract)
(Original:ChineseandRussian)
On27FebruaryMinisterofForeignAffairsoftheRussianFederation
Igor Ivanov and Minister for Foreign Affairs of the Peoples Republic of
ChinaTanJiaxuanheldanindepthexchangeofviewsontheIraqquestion
andreadabroadmutualunderstanding.
ThesidesexpressedseriousconcernoverthetensionsaroundtheIraq
question.

33

The sides favor a resolution of the Iraq crisis by political and

diplomaticmeanswithintheframeworkoftheUnitedNations.Resolution
1441(2002)unanimouslyadoptedbytheUnitedNationsSecurityCouncil
on 8 November 2002, and that the other relevant resolutions provide the
necessarylegalbasisforthat.
Russia and China proceeded from the assumption that inspection
activities by the United Nations Monitoring and Verification and
InspectionCommission(UNMOVIC)andtheInternationalAtomicEnergy
Agency(IAEA)playanimportantroleinthematterofresolvingtheIraqi
question,haveachieveddefiniteprogressandshouldproceedfurther.The
United Nations Security Council should strengthen the guidance and
supportofinspectionwork.
The sides emphasized the Security Council bears the main
responsibilityforthemaintenanceofinternationalpeaceandsecurityand
should,guidedbythepurposesandprinciplesoftheCharteroftheUnited
Nations, continue to play a central role in resolving theIraq problem. All
member States of the United Nations must respect and protect the
authorityandpowersoftheUnitedNationsSecurityCouncil.

COLLECTIVELETTERS:THREATSANDWARNINGS

SAMPLE1
Letterdated26March1993fromtherepresentativesofFrance,Spain,
and the United Kingdom of Great Britain and Northern Ireland to the
PresidentoftheSecurityCouncil

26March1993

Wehavethehonortobringtoyourattentionthetextofthestatement
onBosniaandHerzegovinaadoptedbytheEuropeanCommunityandits
memberStatesatBrusselson26March1993.

Weshouldbemostgratefulifyouwouldhavethetextofthisletterandthe
statementcirculatedasadocumentoftheSecurityCouncil.

(signed)

(signed)

(signed)
AntonioPedauye

JeanMerimee

SirDavidHannay
ChargedaffairesPermanentRepresentativePermanentRepresentativ
PermanentMissionofSpainto ofFrancetothe oftheUnitedKingdom
UnitedNations

UnitedNations totheUnitedNations

34

Textofthestatement:

The European Community and its member States warmly commend

the decision of the Bosnian Government to sign the VanceOwen peace
plan.Theyreiteratetheirunequivocalsupportfortheplanandpaytribute
tothevaluableeffortsofthetwocoChairmen.

They also welcome the agreement between the Muslim and Croat
parties on the interim arrangements which form an important part of the
peacepackage.TheyhopetheSecurityCounciloftheUnitedNationswill
endorsethe
VanceOwenpeaceplan,andtheyexpresstheirreadinesstocontribute
substantiallytoitsimplementation.

TheCommunityanditsmemberStatesdemandthattheSerbsidenow
accept the plan in its entirety and cooperate fully in all aspects of its
implementation.TheSerbsmuststopallaggressionsatonce,preparingthe
wayforthecessationofhostilitiesbyallsides.

If the Bosnian Serbs refuse to accept the plan now, full international
pressurewillbebroughttobearonthem.Thecommunityanditsmember
States will continue strengthening sanctions and will consider further
measuresleadingtothetotalisolationofSerbiaMontenegro.

Exercise
COLLECTIVELETTERS

TEAM1
5) Republic of Korea (South Korea): Based on your discussion with
theUSyoudecidetowriteacollectivelettertoNorthKoreaoutliningyour
position.
6) UnitedStates:YoumustwriteaprotestnotetotheUnitedNations
SecurityCouncilbasedonyourdiscussionwithSouthKorea.
TEAM2
7) DemocraticPeoplesRepublicofKorea(NorthKorea):Youwritea
collectiveletterthatreflectsyourunderstandingwithChina.
8) China: Your MFA writes a letter to the Security Council outlining
steps towards a resolution. This should be based on the agreement you

35

have reached with North Korea. If you have not reached an agreement,
yournoteshouldreflectthatandshouldreflectyourpositiononthisstand
off.
TEAM3
2) Japan:YouwriteacollectivelettertotheGroupofSixnations.This
lettershouldreflectthepositionyouhavearrivedatwithRussia.Itshould
provideoneortwoconcretesuggestionsforwhattheGroupofSixshould
donext.
3) Russia:Youwriteademarchereflectingyourpositon.

MEMORANDA
A Memorandum is a detailed statement of facts and related
arguments.Itislikeanote,butmorelooseandfree.Ithasnoopeningor
closingformalities,anditdoesntneedtobesigned.Itmayhaveasecurity
classification.
Itisoftendeliveredwithacoverletter.(Sample1)
A common use of a memorandum is to support a claim, or
establishacase.(Sample5)
Memorandumsalsoexplainpolicyoptions.(Sample4)
Memoscanalsobeusedtomakeproposals.(Sample6)
Memorandaareoftenusedinconnectionwithtreaties.Memosare
used to present a particular interpretation of a clause or section of an
agreement.(Sample7)

SAMPLE1
Letterdated17March1993fromtherepresentativeoftheDemocratic
PeoplesRepublicofKoreatothePresidentoftheSecurityCouncil
Ihavethehonortotransmittoyouamemorandumof15March1993
issued by the Ministry of Foreign Affairs of the Democratic Peoples
RepublicofKorea.
I should be grateful if you would have this letter and the
memorandumcirculatedasadocumentoftheSecurityCouncil.

(signed)PakGilYon
PermanentRepresentative
OftheDemocraticPeoplesRepublicofKorea
TotheUnitedNations

36

TextoftheMemorandum(extracts)
Proceeding from its antinuclear peace policy, the Democratic
PeoplesRepublicofKoreaaccededtotheTreatyontheNonProliferation
of Nuclear Weapons with a view of getting the nuclear weapons of the
United States withdrawn from south Korea, removing its nuclear threats
against the DPRK and, furthermore, turning the Korean peninsula into a
nuclearweaponfreezone.Itconcludedthesafeguardsagreementwiththe
International Atomic Energy Agency (IAEA) and has since accepted
sincerelyIAEAinspections.
This process has substantiated the integrity of the peaceful nuclear
policy of the DPRK Government and further increased international trust
intheDPRK.
II.TheUnjustassertionsofsomeofficialsoftheIAEAsecretariat
SomeofficialsoftheIAEAsecretariatunreasonablyinsistedthatthere
existed inconsistencies in principle between the DPRKs initial report
and the result of the IAEAs measurement. There are none of the
inconsistenciesinprincipletheyclaimed.
Disprepencies between the DPRKs information and the result of the
IAEAs measurements are not the alleged inconsistencies. The
discrepencies have originated from the IAEAs own disregard of our
conditions for the operation of facilities and the characteristic features of
our nuclear activities and also from the artificial fabrication by some
officialsoftheIAEAsecretariatoftheresultofinspections

SAMPLE2
MemorandumfromtheSovietUniontoJapan,27January1960
AsocalledTreatyofMutualCo\operationandSecuritywassigned
betweenJapanandtheUnitedStateson19January,thisyear.Thecontents
ofthistreatyseriouslyaffectthesituationintheFarEastandintheareaof
thePacific,and thereforetheinterestsofmanystatessituatedinthatvast
region, above all, of course, such direct neighbors of Japan as the Soviet
UnionandtheChinesePeoplesRepublic.
Under this treaty the stay of foreign troops and the presence of war
basesonJapaneseterritoryareagainsanctionedforalongperiodwiththe
voluntary consent of the Japanese Government. Article 6 of this treaty
grants the United States use by its ground, air, and naval forces of
facilities and areas in Japan. The treatys reservations regarding

37

consultations on its fulfillment cannot conceal the fact that Japan may be
drawnintoamilitaryconflictagainstthewilloftheJapanesegovernment.
The treaty perpetuates the actual occupation of Japan, places her
territory at the disposal of a foreign power and alienates from Japan the
islands of Okinawa and Bonin, and its provisions inevitably lead to the
military,economicandpoliticalsubordinationofJapan.
The Soviet Government has repeadetly drawn the Japanese
Governmentsattentiontothedangerofeverystepininternationalpolicy
thatincreasesthethreatofanewwar.Itisobviousthatatpresentthereare
particularly weighty grounds for such a warning. The conclusion of the
military treaty by no means adds to Japans security. On the contrary, it
increasesthedangerofacatastrophewhichwouldbetheinevitableresult
ofJapansbecominginvolvedinanewwar.
Itisnotcleartoeveryonetodaythatinconditionsofamodernrocket
nuclear war the whole of Japan, with her small and densely populated
territory,dotted,moreover,with
foreign war bases, risks sharing the tragic fate of Hiroshima and
Nagasakiintheveryfirstminutesofhostilities?...
Considering, however, that the new military treaty signed by the
GovernmentofJapanisdirectedagainsttheSovietUnion,andalsoagainst
thePeoplesRepublicofChina,theSovietGovernmentcannotallowitself
tocontributetoanextensionoftheterritoryusedbyforeignarmedforces
byhandlingtheaforesaidislandsovertoJapan.
Inthisview,theSovietGovernmentconsidersitnecessarytostatethat
the islands of Habornai and Shikotan will be turned over to Japan, as
envisagedinthejointdeclarationoftheUSSRandJapanof19October1956
onlyonconditionthatallforeigntroopsarewithdrawnfromtheterritory
ofJapanandthatapeacetreatyisconcludedbetweentheUSSRandJapan.

SAMPLE3
Memorandum of a Conversation Between the Assistant Secretary of
State for InterAmerican Affairs (Rubottom) and the Cuban Ambassador
(Campa),DepartmentofState,Washington,January9,1958

Ambassador Campa paid a courtesy call on Mr. Rubottom this

afternoon, the first, subsequent to his return from the Christmas holidays
inCuba.

38


Mr.RubottominquiredaboutthehealthofPresidentBatista,thecrop
damagefromrecentstorms,thegeneralpoliticalatmosphereandprospects
for elections. The Ambassador replied that the President was in good
health, that the tobacco and banana crops were severely damaged by the
recent storms and losses ran into millions of pesos. With respect to the
political climate, he said everything was quiet in the Habana area and he
heardnotalkofrebelactivitiesineasternCuba.
After this general discussion, the Ambassador said there were two
mattershewouldliketotakeupwithMr.Rubottom.Onewasthequestion
ofourdelayinapprovingcertainsmallordersforarms.

He said that President Batista had inquired of him while he was in

Habana on this matter and indicated he could not understand why they
hadnotbeenapproved.Mr.Rubottomsaidthatwhilehewasnotawareof
the reason for this delay, this matter would have his personal and
immediate attention. He informed the Ambassador that sometimes when
otherDepartmentswereinvolved,delaysunfortunatelywereunavoidable.

The other matter he wished to mention was the question of recent

articlesintheNewYorkDailyNewsandtheWashingtonPostrelativeto
gambling in Habana where inferences were made to Batistas possible
connection with this pursuit. He said that while he was not making a
protestonthesearticles,hewantedtopointoutthattherewasnothingto
the statements about Batistas connection with gambling. He left a brief
memorandum on the subject and copies of said articles for the
Departmentsinformation.

SAMPLE4
MemorandumsentfromUSSecretaryofStatetoMinistersofForeign
Affairs of Australia and South Korea on Political Scenarios in South
Vietnam,June,1966
WhereAreWeHeading?
This memorandum examines possible developments and problems
withrespecttoSouthVietNam:

39

a.IntensifiedpacificationwithinSouthVietNam.Tomeetthesecurity
problem,thismightincludeasignificantincreaseinpresentUSandallied
forcestrength.
b.Aprogramofmeasured,limited,andspacedairattacks,jointlywith
theGVN,againsttheinfiltrationcomplexintheDRV.Suchattackswould
take place at the rate of about one a week, unless spectacular Viet Cong
actiondictatedanimmediateresponseoutofsequence.Thenormalpattern
of such attacks would comprise one GVN and one US strike on each
occasion, confined to targets south of the 19th parallel, with variations in
severity depending on the tempo of VC action, but with a slow upward
trendinseverityastheweekswentby.
c.ThattheUSitselfwouldtakenoinitiativefortalks,butwouldagree
tocooperateinconsultationsnotaconferenceundertakenbytheUKand
USSR as CoChairmen of the Geneva Conferences. As an opening move,
the British would request an expression of our views, and we would use
this occasion to spell out our position fully, including our purposes and
whatweregardasessentialtotherestorationofpeace.Wewouldfurther
presentourcaseagainsttheDRVintheformofalongwrittendocumentto
be sent to the President of the United Nations Security Council and to be
circulatedtomembersoftheUN.
1.Communistresponses.
a. Hanoi would almost certainly not feel itself under pressure at any
earlypointtoenterintofruitfulnegotiationsortocalloffitsactivityinany
way.Theywoulddenouncethecontinuedairattacksandseektowhipup
maximum world opposition to them. Within South VietNam, they might
avoid spectacular actions, but would certainly continue a substantial
patternofactivityalongpastlines,probablywithemphasisonthekindof
incidentswehaveseenthisweek,inwhichCommunistagentsstirredupa
village protest against government air attacks, and against the US.
Basically, they would see the situation in South VietNam as likely to
deterioratefurther(crumble,astheyhaveputit),andwouldbeexpecting
that at some point someone in the GVN will start secret talks with them
behindourbacks.
b.CommunistChinamightsupplyadditionalairdefenseequipmentto
theDRy,butwedonotbelievetheywouldengageinairoperationsfrom
Communist China, at least up to the point where the MIGs in the DRV
wereengagedandwehadfounditnecessarytoattackFukienorpossibly
iftheMIGshadbeenmovedthereVinh.

40

c. The Soviets would supply air defense equipment to the DRV and
wouldcontinuetoprotestourairattacksinstrongterms.However,wedo
notbelievetheywouldmakeanynewcommitmentatthisstage,andthey
wouldprobablynotdoso eveniftheChicomsbecameevenmoredeeply
involvedprovided that we were not ourselves attacking Communist
China. At that point, the heat might get awfully great on them, and they
would be in a very difficult position to continue actively working as Co
chairmen.
2. Within South VietNam the new government is a somewhat better
one, but the cohesive effects of the strikes to date have at most helped
things a bit. The latest MACV report indicates a deteriorating situation
except in the extreme south, and it is unlikelythat this can be arrested in
any short period of time even if the government does hold together well
and the military go about their business. We shall be very lucky to see a
leveling off, much less any significant improvement, in the next two
months.Inshort,wemayhavetohangonquitealongtimebeforewecan
hopetoseeanimprovingsituationinSouthVietNamandthisinturnis
reallythekeytoanynegotiatingpositionwecouldhaveatanytime.
4.Insumthemostlikelyprospectisforaprolongedperiodwithout
majorrisksofescalationbutequallywithoutanygivebyHanoi.

SAMPLE5
Statement by Mr. Hammarskjold on the interpretation of paragraph
fouroftheSecurityCouncilResolutionof9August,12August1960
The Secretary General, with reference to the Security Council
resolution of 9 August 1960, has the honor to inform the Council of the
interpretation which he has given to the Central Government of the
RepublicofCongo,aswellasthetotheprovincialgovernmentofKatanga,
ofoperativeparagraph4oftheresolution.

Memorandum on Implementation of the Security Council Resolution

of9August1960,OperativeParagraph4
1. Operativeparagraph4oftheresolutionoftheSecurityCouncilof9
Augustreads:ReaffirmsthattheUNForceinCongowillnotbepartyto
or in any way intervene in or be used to influence the outcome of any
internal conflict, constitutional or otherwise. This paragraph has to be
readtogetherwiththeoperativeparagraph3,whichreads:Declaresthat

41

theentryoftheUNForceintotheProvinceofKatangaisnecessaryforthe
fullimplementationofthisresolution.
2. Guidance for the interpretation of operative paragraph 4 can be
found in the attitudes upheld by the Security Council in previous cases
where elements of an external nature and elements of an internal nature
havebeenmixed.ThestandoftheSecurityCouncilinthosecaseshasbeen
consistent.Itmostclearlyemergesfromthepolicymaintainedinthecase
ofLebanonwhich,therefore,willbeanalysedhereinthefirstinstance.
3. IntheLebanesequestion,asconsideredbytheSecurityCouncilin
1958,therewasaconflictbetweenconstitutionalPresidentMr. Chamoun,
andagroupofinsurgents,amongthemMr.Karame,laterPrimeMinister
oftheRepublic.TheGovernmentcalledforUNassistance,allegingthata
rebellion was formented from abroad and supported actively by the
introductionofvolunteersandarmsacrosstheborder.
4. ApplyingthelinepursuedbytheSecurityCouncilintheLebanese
casetotheinterpretationofoperativeparagraph4,itfollowsthattheUN
ForcecannotbeusedonbehalfoftheCentralGovernmenttosubdueorto
forcetheprovincialgovernmenttoaspecificlineofaction.

SAMPLE6
Memorandum from the Finnish Government on the Convening of a
EuropeanSecurityConference,5May1969(extracts)
The Government of the Soviet Union approached recently the
governmentsofEuropeancountriesinthematterofthearrangementofa
European security conference and of its preparations. This proposal
concerningaspecialpreparatorymeetingwasextendedtotheGovernment
ofFinlandon8April1969.
The Government of Finland has on several occasions stated that
Finland considers a well prepared conference on European security
problems useful. The Government of Finland considers wellfounded the
view of the Soviet Union that such a conference should be convened
withoutanypreliminaryconditions.Theparticipantsshouldhavetheright
to express their views and to make their proposals on European
questions
TheGovernmentofFinlandiswillingtoactasthehostforthesecurity
conference as well as for the preparatory meeting, provided that the
governmentsconcernedconsiderthisasappropriate.

42

SAMPLE7
Memoranda(ExchangedBetweentheTwoSides)
UnitedKingdomMemorandum

In connection with the Joint Declaration of the Government of the

United Kingdom of Great Britain and Northern Ireland and the
Government of the Peoples Republic of China on the question of Hong
Kong to be signed this day, the Government of the United Kingdom
declaresthat,subjecttothecompletionofthenecessaryamendmentstothe
relevantUnitedKingdomlegislation:

a)Allpersonswhoon30June1997are,byvirtueofaconnectionwith
HongKong,BritishDependentTerritoriesCitizens(BDTCs)underthelaw
inforceintheUnitedKingdomwillceasetobeBDTCswitheffectfrom1
July1997,butwillbeeligibletoretainanappropriatestatuswhich,without
conferring the right of abode in the United Kingdom, will entitle them to
continue to use passports issued by the Government of the United
Kingdom.Thisstatuswillbeacquiredbysuchpersonsonlyiftheyholdor
are included in such a British passport issued before 1 July 1997, except
thateligiblepersonsbornonorafter1January1997butbefore1July1997
mayobtainorbeincludedinsuchapassportupto31December1997.
b)NopersonwillacquireBDTCstatusonorafter1July1997byvirtue
ofaconnectionwithHongKong.Nopersonbornonorbefore1July1997
will acquire the status referred to as being appropriate in subparagraph
(a).
c) United Kingdom consular officials in the Hong Kong Special
AdministrativeRegionandelsewheremayrenewandreplacepassportsof
persons mentioned in subparagraph (a) and may also issue them to
persons,bornbefore1July1997ofsuchpersons,whohadpreviouslybeen
includedinthepassportoftheirparent.
d) Those who have obtained or been included in passports issued by
theGovernmentoftheUnitedKingdomundersubparagraphs(a)and(c)
will be entitled to receive, upon request, British consular services and
protectionwheninthirdcountries.
Beijing,19December1984.

43

ChineseMemorandum
TheGovernmentofthePeoplesRepublicofChinahasreceivedthe
memorandumfromtheGovernmentoftheUnitedKingdomofGreat
BritainandNorthernIrelanddated19December1984.
Under the Nationality Law of the Peoples Republic of China, all Hong
Kong Chinese compatriots, whether they are holders of the British
DependentTerritoriesCitizensPassportornot,areChinesenationals.
TakingaccountofthehistoricalbackgroundofHongKonganditsrealities,
the competent authorities of the Government of the Peoples Republic of
Chinawill,witheffectfrom1July1997,permitChinesenationalsinHong
Kong who were previously called British Dependent Territories Citizens
tousetraveldocumentsissuedbytheGovernmentoftheUnitedKingdom
forthepurposeoftravellingtootherstatesandregions.TheaboveChinese
nationals will not be entitled to British consular protection in the Hong
Kong Special Administrative Region and other parts of the Peoples
RepublicofChinaonaccountoftheirholdingtheabovementionedBritish
traveldocuments.
Beijing,19December1984.

SAMPLE8
SECRETDOWNINGSTREETMEMO(extracts)
SECRETANDSTRICTLYPERSONALUKEYESONLY

From:MatthewRycroft
Date:23July2002
S19502

cc:DefenceSecretary,ForeignSecretary,AttorneyGeneral,SirRichard
Wilson,JohnScarlett,FrancisRichards,CDS,C,JonathanPowell,Sally
Morgan,AlastairCampbell
IRAQ:PRIMEMINISTERSMEETING,23JULY

CopyaddresseesandyoumetthePrimeMinisteron23JulytodiscussIraq.

44

Thisrecordisextremelysensitive.Nofurthercopiesshouldbemade.
Itshouldbeshownonlytothosewithagenuineneedtoknowitscontents.

John Scarlett summarised the intelligence and latest JIC assessment.

Saddams regime was tough and based on extreme fear. The only way to
overthrow it was likely to be by massive military action. Saddam was
worriedandexpectedanattack,probablybyairandland,buthewasnot
convinced that it would be immediate or overwhelming. His regime
expected their neighbours to line up with the US. Saddam knew that
regulararmymoralewaspoor.RealsupportforSaddamamongthepublic
wasprobablynarrowlybased.
CreportedonhisrecenttalksinWashington.Therewasaperceptible
shiftinattitude.Militaryactionwasnowseenasinevitable.Bushwanted
toremoveSaddam,throughmilitaryaction,justifiedbytheconjunctionof
terrorismandWMD.Buttheintelligenceandfactswerebeingfixedaround
the policy. The NSC had no patience with the UN route, and no
enthusiasmforpublishingmaterialontheIraqiregimesrecord.Therewas
littlediscussioninWashingtonoftheaftermathaftermilitaryaction.
CDS said that military planners would brief CENTCOM on 12
August,Rumsfeldon3AugustandBushon4August.

ThetwobroadUSoptionswere:
(a)GeneratedStart.Aslowbuildupof250,000UStroops,ashort(72
hour)aircampaign,thenamoveuptoBaghdadfromthesouth.Leadtime
of90days(30dayspreparationplus60daysdeploymenttoKuwait).
(b)RunningStart.Useforcesalreadyintheatre(3x6,000),continuous
air campaign, initiated by an Iraqi casus belli. Total lead time of 60 days
withtheaircampaignbeginningevenearlier.Ahazardousoption.

The US saw the UK (and Kuwait) as essential, with basing in Diego

Garcia and Cyprus critical for either option. Turkey and other Gulf states
were also important, but less vital. The three main options for UK
involvementwere:

(i)BasinginDiegoGarciaandCyprus,plusthreeSFsquadrons.
(ii)Asabove,withmaritimeandairassetsinaddition.

45

(iii)Asabove,plusalandcontributionofupto40,000,perhapswitha
discreteroleinNorthernIraqenteringfromTurkey,tyingdowntwoIraqi
divisions.

The Defence Secretary said that the US had already begun spikes of
activity to put pressure on the regime. No decisions had been taken, but
hethoughtthemostlikelytiminginUSmindsformilitaryactiontobegin
was January, with the timeline beginning 30 days before the US
Congressionalelections.

The Foreign Secretary said he would discuss this with Colin Powell
thisweek.ItseemedclearthatBushhadmadeuphismindtotakemilitary
action, even if the timing was not yet decided. But the case was thin.
Saddamwasnotthreateninghisneighbours,andhisWMDcapabilitywas
lessthanthatofLibya,NorthKoreaorIran.Weshouldworkupaplanfor
anultimatumtoSaddamtoallowbackintheUNweaponsinspectors.This
wouldalsohelpwiththelegaljustificationfortheuseofforce.

TheAttorneyGeneralsaidthatthedesireforregimechangewasnota
legal base for military action. There were three possible legal bases: self
defence, humanitarian intervention, or UNSC authorisation. The first and
secondcouldnotbethebaseinthiscase.RelyingonUNSCR1205ofthree
yearsagowouldbedifficult.Thesituationmightofcoursechange.
ThePrimeMinistersaidthatitwouldmakeabigdifferencepolitically
and legally if Saddam refused to allow in the UN inspectors. Regime
changeandWMDwerelinkedinthesensethatitwastheregimethatwas
producingtheWMD.ThereweredifferentstrategiesfordealingwithLibya
andIran.Ifthepoliticalcontextwereright,peoplewouldsupportregime
change. The two key issues were whether the military plan worked and
whetherwehadthepoliticalstrategytogivethemilitaryplanthespaceto
work.

Conclusions:
(a)WeshouldworkontheassumptionthattheUKwouldtakepartin
any military action. But we needed a fullerpicture of US planning before
wecouldtakeanyfirmdecisions.CDSshouldtelltheUSmilitarythatwe
wereconsideringarangeofoptions.

46

(b)ThePrimeMinisterwouldrevertonthequestionofwhetherfunds
couldbespentinpreparationforthisoperation.
(c) CDS would send the Prime Minister full details of the proposed
militarycampaignandpossibleUKcontributionsbytheendoftheweek.

Exercise
TEAM 1: There have been Taliban attacks near to your border with
Afghanistan.YourgovernmentisworriedthatauthoritiesinKabularenot
doingenoughtoprotectthefrontier.Youwriteamemotothegovernment
inKabulsuggestingwaystheycanimprovebordersecurity.
TEAM2:YouarenegotiatingatradearrangementwithKazakhstan.In
exchangeforsendingmoreelectricitytothatcountryatareasonablerate,
you would like the government of Kazakhstan to fly fewer of its own
flightstoTashkentandgrantUzbekairlinesmoreflightsintothatcountry.
Thedealwilllastoneyearandthenwillberevisited.
TEAM 3: You are negotiating a new counter narcotics plan for the
region. You are negotiating with the United States, Russia, and several
CentralAsiancountries,includingAfghanistan.Thenewarrangementcalls
for more inspections of shipments and vehicles and more information
sharing. You suspect that the regime in Kabul is making promises it will
not keep, and may not be interested in sharing information. You write a
secretmemototheothercountriessuggestinganalternativeproposal.
TEAM4:Youareinterestedinpromotingculturalexchangesbetween
Uzbekistan and India. You propose in a memo that both countries host a
new program of cultural activities in each others capitals. You further
suggestthatyourMinistriescollaboratetoorganizeatradefair.

STATEMENTS
Informal,andconversationalintone.Oftendeliveredintheformof
aspeech,andthensubsequentlydistributedtothemedia.
Aformofpublicdiplomacy.
Sometimescontainedinthebodyofapressrelease.
The format is like a press release, and indicates the date and the
placethestatementismade.

47

SAMPLE1
UnitedStatesMissiontotheOSCE
Statement on Kazakhstans Refusal to Review the Case of Yevgeniy
Zhovtis
AsdeliveredbyChargdAffairesCarolFuller
tothePermanentCouncil,Vienna
April29,2010
The United States was profoundly disappointed to learn on April 26
thattheSupremeCourtofKazakhstandeclinedtoreviewthecaseofnoted
humanrightsdefenderYevgeniyZhovtis.
The United States was dismayed when Mr. Zhovtis was sentenced to
four years imprisonment last September, after a trial marked by
proceduralanomaliesandanapparentlackofdueprocess.
We have repeatedly called upon Kazakhstan to provide a full and
impartial review of the trial in Mr. Zhovtis case, honoring boththe letter
and the spirit of our shared OSCE commitments. We were repeatedly
assured here in Vienna, in Washington, and in Astana that Mr. Zhovtis
case would be handled justly and fairly. The Supreme Courts decision
doesnotreassureusinthisregard.
WhileMr.Zhovtisstatusasawellknownfiguredoesnotentitlehim
to special treatment, neither should it result in what can be perceived as
unfairtreatment,whichsomehaveinterpretedasanefforttosilencehim.
We again call on Kazakhstan to carry out a fair and transparent
proceduralreviewofMr.Zhovtiscase.
Thankyou,Mr.Chairman

SAMPLE2
StatementbySecretaryofStateClintonontheAugust17th,2009explosion
inNazran,Ingushetiya
I am deeply troubled about reports of a suicide bombing today in
Nazran,Ingushetiyathathasresultedinthetragiclossofatleast20lives
and138injured.Therecanbenojustificationforsuchanactofterrorism.
This latest attack highlights the concerning increase in violence in the
regionaffectingofficialsandciviliansalike.Ourcondolencesgoouttothe
GovernmentofRussiaandthefamiliesofvictims.

48

SAMPLE3
Official Statement by US Ambassador to Kazakhstan on the Opening
ofaCounterNarcoticsTrainingCenter,December9,2009
Today we have gathered to open the first classrooms in the newly
renovatedtrainingcenter.
Counternarcotics training is important for all law enforcement
agenciesinKazakshtan,butinteragencytrainingisespeciallyimportant.
Oneofourhighestprioritiesistostrengtheninternationalcooperation
inthefightagainstdrugtrafficking.Theproblemaffectsallcountriesand
canonlybefoughtbyjoiningourefforts.ThatiswhythisCenter,whichis
openforKazakhstansneighborsaswell,issoimportant.
Drugs are a major threat to both the security and the health of our
citizens.Thenarcoticsbusinessnotonlyearnsitsleadershighprofits,but
alsofundsterrorism.
The transit of narcotics also increases the number of drug addicts in
thecountrybecauseapercentagestaysinthedomesticmarket.
On behalf of the U.S. Government, I would like to thank those here
todayforyourimportantworkinfightingdrugs.
The United States appreciates Kazakhstans efforts to fight drug
trafficking.Wevecooperatedwelltogether,andwelookforwardtomany
moreyearsofcooperation.

SAMPLE4
Official Statement of President Medvedev upon Invading South
Ossetia
August8,2008
Moscow
PRESIDENT MEDVEDEV: As you know, Russia has maintained and
continues to maintain a presence on Georgian territory on an absolutely
lawfulbasis,carryingoutitspeacekeepingmissioninaccordancewiththe
agreementsconcluded.Wehavealwaysconsideredmaintainingthepeace
tobeourparamounttask.Russiahashistoricallybeenaguarantorforthe
securityofthepeoplesoftheCaucasus,andthisremainstruetoday.
Last night, Georgian troops committed what amounts to an act of
aggression against Russian peacekeepers and the civilian population in
SouthOssetia.Whattookplaceisagrossviolationofinternationallawand
ofthemandatesthattheinternationalcommunitygaveRussiaasapartner
inthepeaceprocess.

49

Georgias acts have caused loss of life, including among Russian

peacekeepers. The situation reached the point where Georgian
peacekeepersopenedfireontheRussianpeacekeeperswithwhomtheyare
supposedtoworktogethertocarryouttheirmissionofmaintainingpeace
inthisregion.Civilians,women,childrenandoldpeople,aredyingtoday
in South Ossetia, and the majority of them are citizens of the Russian
Federation.
InaccordancewiththeConstitutionandthefederallaws,asPresident
oftheRussianFederationitismydutytoprotectthelivesanddignityof
Russiancitizenswherevertheymaybe.
It is these circumstances that dictate the steps we will take now. We
will not allow the deaths of our fellow citizens to go unpunished. The
perpetratorswillreceivethepunishmenttheydeserve.

SAMPLE5
Chairman Kerry Statement On Afghanistan WASHINGTON, D.C.
Senate Foreign Relations Committee Chairman John Kerry (DMA)
released the following statement today in response to Dr. Abdullah
Abdullahsdecisiontowithdrawfromtherunoffpresidentialelectionand
theAfghanElectionCommitteesdecisiontocanceltherunoffanddeclare
PresidentHamidKarzaithewinnerofthe2009presidentialcontest:
ThisisoneofmanycriticalmomentsforAfghanistan.President
HamidKarzaideserves
credit for his willingness to engage in the runoff election, and Dr.
Abdullah Abdullah deserves credit for showing restraint throughout this
difficultperiod.IapplaudDr.Abdullahforurginghissupporterstoavoid
violence,andforrefrainingfromactionswhichcouldtearthecountryapart
rather than help bring it together. With the election concluded, it is an
opportunity for the government of President Karzai to demonstrate
genuine progress in combating corruption, establishing rule of law, and
bringingmeasurableimprovementtopeopleslives.
It is my hope that all Afghans those who supported President
Hamid Karzai, those who supported Dr Abdullah, and those who
supportedothercandidatesduringtheelectionwillnowjointogetherto
buildabetterfuturefortheirnation.Thisisamomentwhenfundamental
changeisnotonlypossible,butabsolutelyessential.

50

SAMPLE6
Statement
Venezuela Denounces U.S. Extreme Right Attempting to Destabilize the
Planet Caracas
Published:11/25/2010
The Government of the Bolivarian Republic of Venezuela has
continuously warned of the existence of a political plan which seeks to
provoke incidents in the Korean Peninsula, specifically in the Yellow Sea,
withtheaimofleadingtoanewarmedconflict.Thisconstitutesastrategy
toperpetuatetheimperialistmilitaryhegemonyintheregion.
Itisessentialforpeacelovingcountriestodenouncethepremeditated
action coming from far rightwing groups in the U.S. These groups make
use of important institutions of the country such as the Pentagon, the
Department of State and the CIA in order to generate outbreaks of
instabilityacrosstheplanetaspartoftheneedtomaintainawelloiledU.S.
industrialandmilitarycomplex.
TheBolivarianGovernmentthereforeexhortstheDemocraticPeoples
RepublicofKorea,theRepublicofKoreaandthecountriesintheregionto
strengthen their capacity to understand each other in order to preserve
peace in the region and to avoid giving in to provocations plotted from
otherregionsoftheworldthatarepartoftheimperialistnecessitytoseize
powerinthoseareas.

SAMPLE7

StatementbyPresidentMahmoudAhmadinejadtocongratulatethe
PopeontheNewYear
Iranian President Mahmoud Ahmadinejad congratulated Pope
Benedict XVI on Jesus Christs birth anniversary and the beginning of the
newChristianyear.

Following the teachings of the divine prophets is, undoubtedly, the

only way to reach prosperity, justice, peace and durable friendship in the
world, Ahmadinejad said in his message. He also reiterated that eluding
the divine religions is the root cause of all moral, social and political
disorders as well as the economic meltdown in the world. The Iranian
president hoped for continued health and success of the Pope and

51

happiness and prosperity for all followers of the Jesus Christ and all
monotheistsintheworld

TEAM 1: You represent the government of Canada. A citizen of

Nigerialivinginyourcountryhasbeenkidnapped.ThatcitizenisSteven
Dikko, a former Minister in Nigeria. Your police discover Minister Dikko
drugged and unconscious in a large box at the airport. That box was
waiting for a plane from Nigeria but is not marked as diplomatic
baggage. Inside the box, sitting beside the drugged Dikko, is an agent
fromMossad.YouwriteastatementcondemningtheactionsofNigeria.
TEAM2:YourepresentthegovernmentofNigeria.YourAmbassador
inOttawahasbeensummonedbyCanadasMinisterofForeignRelations
toexplainedthekidnappingofaNigeriancitizenlivinginCanadaandto
explainwhyDikkowasfoundinaboxawaitingshipmenttoNigeria.You
writeastatementdenyinganyinvolvementinthisaffair.
TEAM 3: You are working at the Tajikistan Embassy in Washington
DC. One of your diplomatic colleagues has been sent to a conference in
Chicago.Whileheisontheplane,heattemptstosmokeacigaretteinthe
bathroom.Theplaneisdivertedto Clevelandand Americanofficialstake
your colleague into custody. The diplomat is questioned and makes a
remarkaboutnottryingtolighthisshoes.Thediplomatissubsequently
releasedandallowedtocontinuetoChicago. Youmustwrite astatement
defendingyourcolleague.
TEAM 4: You are a State Department official in Washington DC and
have to write a statement clarifying the situation. You may remind the
diplomatic corps that immunity doesnt extend to breaking laws on
travelling. Or you may write to say that the incident wasnt terrorism
related.
Exercise2
TEAM1:Youareadelegationataninternationalconferenceonenergy
in Central Asia, held in Dushanbe. You are making the case that a new
pipeline passing through your region will help economic development.
Whileyourministerismakingapresentation,heisfrequentlyinterrupted
bytheleaderofthedelegationfromIran,whoscreamsthathisislying.In
frontofthewholeconference,yourMinistertellstherepresentativeofIran
to shut up you idiot. You must write a statement explaining your
undiplomaticlanguage.

52

TEAM 2: You represent Iran. You write a statement condemning the

uncivil behavior of your counterpart and defending your allegation that
theproposedpipelineisnotinthebestinterestoftheregion.
TEAM3:ItisWorldAnimalDay.TheorganizationtheWorldWildlife
Federationhasputyourcountryonalistofcountriesthatmistreatanimals.
The MFA thinks this publication is wrong and has insulted the country.
You write a statement indicating that these allegations are wrong and
invitingtheWWFtoreturntoyourcountrytodoabetterjobinvestigating.
TEAM4:YouarepartofatradedelegationtoSeoul,SouthKorea.At
that meeting you have concluded deals thatwill lead to new investments
bySouthKoreancompaniesinUzbekistan.Thevalueoftheseinvestments
is $400 million. You have also helped wine companies from Uzbekistan
haveaccess to theKorean market. These companies estimate they will do
about$30millioninbusinessinSouthKoreainthefirstyear,andmorein
lateryears.Youwriteastatementcelebratingtheseachievements.

DIPLOMATICRANKS

Oneoftherulesinprotocolistheobservanceoftheorderofprecedence
at all functions where officials of a government or its representatives are
present.
The recognition of the proper rank and precedence of an official is of
utmost importance both in written correspondence and in conversation.
Failuretodosomayberegardedasaninsulttothepersonspositionand
the country he/she represents. To avoid confusion and ensure that the
person receives his due respect, one should take into consideration that
ranks,titlesandpostsinthecountryofaccreditationmayvaryfromthose
inthesendingstate.

Thelistofdiplomatictitlesandranks
Ambassador
Ambassador appointed ,

Ambassador extraordinary

Ambassador Extraordinary and Plenipotentiary

ambassadoratlarge

53

ambassadordesignate,,

attach;
careerdiplomat/
ChargdAffaires
chargdaffairesadinterim
commercialattach
consul
consulgeneral
counsellor(Am.E.:counselor)
diplomat
diplomaticagent
diplomaticcorps
doyen
emissary
envoy /
envoyextraordinary
EnvoyExtraordinaryandMinisterPlenipotentiary
()
headofaconsularmission
head of a (diplomatic) mission

internuncio
legate
military/serviceattach
minister1.2.;
ministerplenipotentiary
ministerresident
navalattach
nuncio;
resident/ordinaryambassador
technicalattach
viceconsul

Diplomatictitles
Ambassador: a topranking diplomat accredited to a foreign
governmentortotheheadofstateasaresidentrepresentative

54

Ambassadoratlarge: a diplomatic agent accredited to no particular

country
Ambassadordesignate:adiplomaticagentwhohasbeenappointedto
office, approved by the head of the receiving state, but has not presented
hiscredentials
Ambassador extraordinary: a nonaccredited personal representative
oftheheadofstateonaspecialdiplomaticmission
Ambassador Extraordinary and Plenipotentiary: a personal
representative of the head of one state accredited to the head of another
state,headofthemission(1stclass)
Attach: 1. the lowest ranking official of the diplomatic service, this
rank being abolished in many countries and replaced by the third
secretary 2. a senior diplomatic official attached to a mission for
specializedservices,e.g.:amilitary(naval,airorcommercial)
Charg daffaires: a diplomatic representative inferior in rank to an
ambassador or minister who is sent to another country and accredited to
theministerofforeignaffairs:headofthemission(3rdclass)
Charg daffaires ad interim: the counsellor or secretary of an
embassy or legation who automatically assumes charge of a diplomatic
missioninthetemporaryabsenceofanambassadororminister
Consul: an official appointed by a government to reside in a foreign
countrytolookaftertheinterestsofcitizensoftheappointingcountry
Consulgeneral:aconsularofficerofthehighestrank;seniorofficialat
theconsulategeneral
Counsellor: a senior secretary at an embassy who, in the absence of
theheadofamission,actsasChargedaffaires
Diplomat: 1. one engaged in diplomacy, esp. accredited to a seat of
governmentinthereceivingstate;2.anadroitnegotiator,atactfulperson
Diplomaticagent:headofthemissionoramemberofthediplomatic
staffofthemission
Diplomaticcorps:thecollectiveheadsofforeigndiplomaticmissions
andtheirstaffsinthecapitalofacountry
Doyen:aseniorofficialofthediplomaticcorps
Internuncio:apapalrepresentativerankingbelowanuncio
Legate:anenvoyorminister,esp.oneofficiallyrepresentingthePope
Ministerdesignate: a diplomatic agent who has been appointed to
office, approved by the head of government to which he has been
accredited,buthasnotpresentedhiscredentials

55

Viceconsul:adiplomaticofficernextinrankto,orqualifiedtoactin
placeof,aconsul

Exercises
Exercise1.
GiveRussianorUzbekequivalentstothegiventitles:
Charg dAffaires ad interim, Counsellor, First Secretary, Second
Secretary, Naval Attach, Press Attach, Ambassador Extraordinary and
Plenipotentiary, ConsulGeneral, Ambassadoratlarge, envoy, head of a
consularmission.
Exercise2.
GiveEnglishequivalents:
, ,
, , ,
, ,
,,,
.
Exercise3.
TranslatethefollowingintoEnglish:

,
.

. ,

.

()
, ,
( , ,
..),.
Exercise4.
TranslatethefollowingintoEnglish:


,
,
.

56


XIX . 19 1815 .
, 21
1818 . .
,
: (
), ,
( ),
, .
, .
, .
,,.

,
. 18 1961 .
,

. ,
:
,
( ),
().

57

DIPLOMATICTERMS

Agreement Official approval by a foreign government of an

ambassadordesignate.

Aidememoire A diplomatic note. An informal summary of a

diplomatic interview or conversation that serves merely as an aid to
memory.Itdoesnotbeginwithaformulaofcourtesy,butitmustindicate
clearlyinthefirsttwolinestowhichambassador,minister,ormissionitis
being addressed. Usually left at the foreign office by the ambassador or
minister concerned (or representative), or handed to the ambassador or
ministerconcerned(orrepresentative)attheforeignoffice.

AlternatTheprincipleofthealternatreferstothearrangementof
the names of countries that are party to a treaty. Each country retains an
originalinstrumentinwhichitsnameappearsfirst.

Ambassador
(1) Ambassadordesignate 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
credentialstotheforeignministry.
(2)AppointedAmbassadorAdiplomaticagentwhohasbeen
designated by the head of state as personal representative, approved
bytheforeignheadofstate,andwhohaspresentedcopiesofcredentialsto
theforeignministry.
(3) Ambassador Extraordinary and Plenipotentiary A diplomatic
agent:thepersonalrepresentativeoftheheadofonestateaccreditedtothe
head of another state. The ambassador extraordinary designation
ordinarilygiventoanonaccreditedpersonalrepresentativeoftheheadof
state.

Asylum There are two different types of asylum, one is generally

known as diplomatic asylum, the other as territorial or political asylum.
Diplomaticasylumusuallyreferstoasyluminembassiesandlegationsby
personsinimminentdangeroflifeorlimbapracticethattheUnitedStates
does not generally follow. Territorial or political asylum has to do with

58

personstakingrefuge,usuallyforreasonsofpersecution,intheterritoryof
anothercountry.

Chancery A term used to designate the office of an embassy or

legation.

Charg dAffaires (de missi) A person accredited by letter to the

secretary of state or minister for foreign affairs of one country by the
secretaryofstateorministerforforeignaffairsofanothercountry,inplace
ofadulyaccreditedambassadoror minister.Thecompletetitleisseldom
used.Itiscustomarilyshortenedtochargdaffaires.

Charg dAffaires ad interim Usually the counselor or secretary of

theembassyorlegation,whoautomaticallyassumeschargeofadiplomatic
missioninthetemporaryabsenceofanambassadororminister.Thewords
adinterimshouldnotbeomittedfromthistitle,exceptinasalutation.A
charg daffaires ad interim who has the personal rank of minister
plenipotentiaryisaddressedthesameasotherchargdaffairesadinterim.
Theministerialrankispersonalandhasnoconnectionwiththediplomatic
statusofchargdaffairesadinterim.Suchapersonalministerialtitlemay
followanamebutitshouldcomebeforeanofficialdiplomatictitle.

Charg des Affairs Sometimes used to describe a person who has

beenplacedincustodyofthearchivesandotherpropertyofamissionina
countrywithwhichformaldiplomaticrelationsarenotmaintained.

Circular diplomatic notes Identical notes addressed to Their

ExcellenciesMessieursandMesdamestheChiefsofMission

Cold War Conflict between nations by means of power politics,

economic pressures, spy activities, or hostile propaganda but without
engagementbyarms.

Compromis (sometimes called Compromis darbitrage) A formal

agreement between two or more countries setting forth the terms of an
arbitrationbetweenthem.

ConventionSeeTreaty.

59

CorpsDiplomatiqueSeeDiplomaticCorps.

DeclarationSeeTreaty.

Delegation A group of persons appointed to an international

conference.

DemarcheAformaldiplomaticrepresentationofonegovernments
official position, views, or wishes on a given subject to an appropriate
officialinanothergovernmentorinternationalorganization.

DtenteRelaxing,easingoftension.

DiplomacyTheartandpracticeofconductingnegotiationsbetween
nations.

Diplomatic Agent A person who carries on regular diplomatic

relations in the country to which the agent has been appointed; an agent
representingasovereignorstateforsomespecialpurpose.

Diplomatic Corps The collective heads of foreign diplomatic

missionsandtheirstaffswithinthecapitalofacountry.

Diplomatic Correspondence Official correspondence between the

agentsauthorizedbyastatetoconductitsforeignrelationseitherathome
or abroad, with similarly authorized representative of foreign
governments.

EloignementEstrangement;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
specialimportance.Thedesignationistemporary.

EnvoyExtraordinaryADiplomaticagent.

60

Envoy Extraordinary and Minister Plenipotentiary A diplomatic

agentaccreditedtoagovernment.

Exequaturs Documents that are issued to consuls by the

governments to which they are sent, permitting them to carry on their
duties.

ExtraterritorialitySpecialjurisdictionexercisedbyanationinother
countriesundertreaty.

FinalactThedesignationoftheformalstatementorsummaryofthe
proceedingsofaconference.

Full powers A document, issued by a head of state, head of

government,orministerofforeignaffairs,empoweringadiplomaticagent
or representative to conduct special business with a foreign government,
suchasdrawingupandsigningatreaty.

GeneralActSeeTreaty.

Good offices Mediatory services by a third party intended to

promoteagreementorarbitrationbetweentwoparties.

Identic Constituting an action or expression in which two or more

governmentsfollowpreciselythesamecourseoremployanidenticalform
distinguishedfromjointactionorexpression.

Immunity Exemption of foreign diplomatic representatives from

localjurisdiction.

International conference A meeting of delegates from several

countries.

LetterofcredenceAformalpaperfromtheheadofonestatetothe
head of another accrediting an ambassador, minister, or other diplomatic
agentasoneauthorizedtoactforagovernmentorheadofstate.

61

LetterofrecallFormalpaperfromtheheadofonestatetothehead
ofanotherrecallingambassador,minister,ordiplomaticagent.

Mandate An order to control a territory under international

agreement.

Memorandum (pl., memorandums) A written statement on any

subject, generally routine, from the ministry of foreign affairs to an
embassyorlegation(notfromtheSecretaryofStateorministerforforeign
affairstoanambassador,minister,orchargdaffairesadinterim).

MinisterAdiplomaticrepresentativerankingbelowanambassador
andusuallyaccreditedtostatesoflessimportance.

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
pendingnegotiationsforatreaty.

NationalAcomprehensivetermindicatingacitizenofastateorany
other person who owes allegiance to and is entitled to the protection of a
state.

Nonpaper A written summary of a demarche or other verbal

presentationtoaforeigngovernment.Thenonpapershouldbedraftedin
the third person, and must not be directly attributable to the U.S.
Government.Theheadingortitle,ifany,issimplyastatementoftheissue
orsubject.

OpendoorpolicyEqualityofcommercialopportunityforallnations
inacountrytowhichthedoctrineisapplied.

Passport In international law, an official document issued to an

individual by the individuals own government certifying to the
individuals citizenship and requesting foreign governments to grant safe
andfreepassage,lawfulaid,andprotectionwhileundertheirjurisdiction.

62

Persona non grata (pl., personae non gratae) One who is not
acceptable.

PowerAsynonymforsovereignstate.

PrecedenceTheorderofceremonialorformalpreference.

Promemoria(sing.,pl.)Aformalnoteembodyingthewrittenrecord
of a diplomatic discussion. It is usually left at the foreign office by the
ambassadororministerconcerned(orrepresentative),orishandedtothe
ambassadororministerconcerned(orrepresentative)attheforeignoffice.

Protocol of deposit To record formally the deposit of a sufficient

numberofratificationstobringamultilateraltreatyintoforce.

Protg A native of one country who is, under treaty, protected by

anothergovernmentinwhoseemploythenativemaybe.

Protocol A term applied to diplomatic formalities (official

ceremonials, precedence, immunities, privileges, courtesies, etc.) (see also
Treaty).

Protocol of exchange Document stating that on a given day the

instruments of ratification were exchanged in connection with a bilateral
treaty.

RapprochementEstablishmentorstateofcordialrelations;also,the
actofcomingorbeingdrawntogether.

Ressortissants The term included U.S. citizens, nationals, and

protectedpersons,thelatterbeingthosesubjectsoftheSultanofMorocco
who,underthetreaties,wereentitledtotheprotectionoftheUnitedStates.

Treaty,Convention,Agreement,GeneralAct,Declaration,Protocol,
Exchange of Notes, Memorandum of UnderstandingCompacts
between states or governments, varying in form according to their
formalityandthemethodofbringingthemintoforce.

63

Ultimatum A communication to one government in which another

government sets forth a final proposition, condition, or demand the
rejectionofwhichwillendnegotiationsandresorttoforceorotherdirect
action.

VisaIninternationallaw,anendorsementmadeonapassportbythe
proper officials of a foreign country, denoting that it has been examined
and that the holder may enter the country; also a document issued
permittingentryintoacountryforpermanentresidence.

Voeu(French)Anofficialexpressionbyaninternationalconference
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.

TITLESANDFORMSOFADDRESS

CourtesyTitleDistinctions
1.TheHonorable(Br.E.:Honourable)titleisaccordedforeigndiplomats
and officials of Cabinet or equivalent rank, Chargs dAffaires of ministerial
level, and heads of international organizations, unless the individual is
otherwiseentitledtoHisExcellency.Thistitleisalsousedinaddressingmost
highranking American officials, in office or retired: congressmen, senators,
governors,judgesandmayors.
Examples:
TheHonorable
(fullname)
ChargdAffairesadinterimof(country)
TheHonorable
(fullname)
DirectorGeneralofthe(internationalorganization)
The Honorable is never used by the person who holds the office in
issuingoransweringinvitationsoronpersonalstationaryorcallingcards.

Correct:
Mr.JohnSmith
UnderSecretaryof(department)
requeststhepleasureof

64

Wrong:
TheHonorableJohnSmith
UnderSecretaryof(department)
requeststhepleasureof
TheHonorableiswrittenoutinfullonthelineabove,ortotheleftof,the
name.
Sometimes on businesstype letters, it is abbreviated as The Hon. or
Hon.precedingthenameonthesameline,butthisisnotinthebestsocial
usage.
The Honorable is not used in speaking to a person or in salutation,
although it is sometimes used in platform introductions. It is never used
beforeasurnameonly,andwhenappearinginthetextofaletterorother
communication The is not capitalized (e.g., speech given by the
HonorableJohnSmith).
2.His/HerExcellencyappliestoaforeignChiefofState(thePresident
ofaforeignrepublic),headofgovernment(aPremier,aPrimeMinister),a
foreign Cabinet officer, foreign Ambassador, other foreign high official or
formerforeignhighofficial.
Example:
HisExcellency
JohnSmith
PrimeMinisterof(country)
A person once entitled to the title His Excellency may retain it
throughout his lifetime. It is customary to omit such a title when
addressingthePrimeMinisteroraCabinetofficerofacountrywithinthe
British Commonwealth. A Prime Minister takes the title The Right
Honourable in addition to and preceding the appropriate title denoting
rankofnobility,ifany.
3.Esquire.Thistitle,whenwritteninfull,maybeusedinaddressinga
lawyer, the Clerk of the United States Supreme Court, officers of other
courts, and male Foreign Service officers below the grade of Career
Minister. When Esquire is used, the individuals personal title (Mr., Dr.,
etc.)isomitted:e.g.,JohnSmith,Esquire.
4. Doctor (medical). This title, when abbreviated, is used before the
names of persons who have acquired entitling degrees. It should not be
usedincombinationwiththeabbreviationindicatingsuchdegrees.
Examples:
Dr.JohnSmithorJohnSmith,M.D.(DoctorofMedicine)

65

Dr. John Smith or John Smith, D.V.M. (Doctor of Veterinary

Medicine)
Dr.JohnSmithorJohnSmith,D.D.S.(DoctorofDentalSurgery)
The general practice is that a doctor is addressed professionally in
writing with the initials of his degree following his name. For personal
introduction and in conversation, both professionally and socially, the
preferredformisDr.Smith.
5. Academic titles. There are two types of academic titles; 1) doctors
degree,DoctorofPhilosophy(Ph.D.),2)academicposition.Iftheholderof
a doctorate is also a professor, he may be addressed as Professor John
SmithratherthanDr.JohnSmith.
A President, Chancellor, Dean, Acting Dean, Professor, or Acting
ProfessorwithdoctoraldegreeisusuallyaddressedasDr.withhisposition
writtenonthesamelinefollowingacomma,oronalinebeneaththename.
Forthosewithoutthedoctoraldegree,thetitleMr.isused.
To distinguish his position from other holders of a doctorate in the
samecommunitywhodonothavetheacademicposition,theindividualis
often addressed as President (or Chancellor) John Smith. The academic
positiontitleisgenerallyusedinmakingintroductions:e.g.,ProfessorJohn
SmithofRiversideCollege.
6. Ecclesiastical titles A clergyman may be called Dr. if he has an
academic doctoral degree that is earned (Ph.D.) or honorary (D.D. or
LL.D.).HemaybeaddressedasTheReverendinwritingbuthisfullname
shouldalwaysfollowthistitleandReverendmustalwaysbeprecededby
The. It is incorrect to address him as Reverend Smith or in writing as Dear
Reverend. Depending on the sect or denomination he represents and the
positionhefills,aclergymanmayalsobeaddressedasTheRightReverend
(ifabishop),Bishop,Cardinal,Father,Pastor,RabbiorCantor.
Abbreviations
Beforename
Titles preceding full names in a written address normally are not
abbreviatedwiththeexceptionofMr.,Mrs.andDr.
In diplomatic correspondence, excessively long titles (e.g., Lieutenant
Colonel,BrigadierGeneral)maybeabbreviatedintheaddressforthesakeof
balanceandappearance.
The abbreviation Messrs. is the plural form of the French word
Monsieur (Mister) and is used before a list of mens names: Messrs.
Smith, Brown, and Peterson, and before the names of business partners:

66

Messrs.Dombey&Sons.IncircularnotesthetitleMessieursisoftenused
alongwiththetitleMesdames,whenaddressingheadsofmissionsamong
whomtherearewomen.
Aftername
Designations of degrees, fellowships, professional occupations and
militaryservicebranchusedafteranameareabbreviated.Theinitialsofan
individualdegreeororderarewrittenwithoutspacesbetweenthembutwith
periods; military service designations are written in capital letters without
periods USMC (Unite States Marine Corps). Reserve officers of all the
servicesaddtheletterRafterthebranchUSMCR.Scholasticdegreesare
not used in combination with complimentary titles of address or with a
militaryrank.Academicdegreesandreligiousordersshouldbeusedinthe
following sequence: religious orders, theological degrees, doctoral degrees,
honorarydegrees.Itisacommonpracticetousenotmorethanthreedegrees
afteraname.
Herearesomemoreabbreviationsusedincorrespondence:
BachelorofArtsB.A.
BachelorofLawsLL.B.
BachelorofScienceB.Sc.
CaptainCapt.
ColonelCol.
DirectorDir.
DoctorofLawsLL.D.
DoctorofPhilosophyPh.D.
DoctorofScienceD.Sc.
His/HerExcellencyH.E.
His/HerRoyalHighnessH.R.H.
MasterofArtsM.A.
MasterofBusinessAdministrationMBA
MasterofLawsLL.M.
MemberofParliamentM.P.
ProfessorProf.
ReverendRev.
SecretarySec.
ViceChancellorV.C.
Salutations
Salutationsvaryaccordingtosex,officialrank,statusoftheaddressee,
degree of formality desired, and the relationship the person sending the

67

letter has to the recipient. In recent years there has been an increasing
tendencytouselessformalsalutationsinofficialcorrespondence.
The title Mr. is used before such titles as President, VicePresident,
Chairman,Secretary,AmbassadorandMinister.Iftheofficialisawoman,
thetitleofMissorMrs.(orMadam)issubstitutedforMr.andthesurname
ratherthanformaltitleisused.
Example:
DearMadamSecretary(toawomanCabinetofficer)
DearMrs.Smith(toawomanMemberoftheHouseofRepresentatives)
but
DearSenatorSmith(toawomanmemberoftheSenate)
Whenitisnotknownwhethertheaddresseeisamanorawoman,the
prefix Mr. is always used; when it is not known whether a woman is
married, Miss is used rather than Mrs., although in recent years some
agenciesuseMs. whenitisknownthatawomanprefersthattitle.Ms.is
notused,however,indiplomaticorofficialcorrespondence.
In official correspondence the titles of topranking government
officials (e.g., the President, Vice President, Ambassador) are never used
with the individuals surname. Instead, the formal salutation Dear Mr.
President,DearMr./MadamAmbassadorisused.
ThemostimpersonalopeningstoofficialsareSirandMadamandmaybe
usedforbusinessletters.GentlemenorLadiesmaybeusedifagroupisbeing
addressed.
ComplimentaryCloseinCorrespondence
Correspondencetohighofficials(e.g.,tothePresident,ChiefsofState,
amemberofaroyalfamilyornobility)maybeclosedwithRespectfullyor
Respectfullyyours.
In corresponding with other government officials, diplomats, private
citizens, Sincerely or Sincerely yours is proper. Very truly yours is
sometimes used in formal communications. In formal correspondence a
compliment is usually used: Accept, Excellency, the assurances of my
highest(orhigh)consideration/Pleaseaccept,Excellency,theassurancesof
myhighestandmostdistinguishedconsideration.
Assignments
1.SuggesttheRussianfor:
a) Dean, Dear Mr. Jones, Dear Mrs. Jackson, Dear Colleague, Dear
Professor,Excellency,DearSir,MydearMadamAmbassador,Madam,Sir

68

b) The Honorable John Smith, Professor John Smith, The Right

Honorable,Bishop,TheRightReverend,theReverendFather
c)SincerelyYours,
RespectfullyYours,
Pleaseaccept,Excellency,theassurancesofmyhighestconsideration.
I avail myself of this opportunity to renew to Your Excellency the
assurancesofmyhighestconsideration.
2.SuggesttheEnglishfor:
a) ,
, , ,
,,
b) , ,

c),
,
() ,

.
3.Deabbreviate:
TheReverendJohnMatthews,SJ,Ph.D.,D.D
JohnSmith,Esq.
JohnJones,D.D.S.
JaneBrown,LL.D.
Prof.JaneJeanneDoe
ThomasBrown,Esq.,M.P.
JaneSmith,M.A.
JohnSmith,LL.M.,Jur.Sc.D.
JaneSmith,LL.D.,Ph.D.

69

FORMSOFADDRESSFORFOREIGNCHIEFS
OFSTATE,FOREIGNOFFICIALSANDROYALTY

Position:President
Envelope:official

social

WifeofPresident

HisExcellencyJohnSmith
PresidentoftheRepublicof
(country)
(city,country)
HisExcellencyThePresidentof
(country)(andMrs.Smith)
Mrs.Smith(surnameonly)
Excellency:
or
DearMr.President(andMrs.
Smith):
Respectfully,orRespectfully
yours
ThePresidentoftheRepublicof
(country)(andMrs.Smith)
or
HisExcellency,(fullname)the
PresidentoftheRepublicof
(country)(andMrs.Smith)

YourExcellencyor,Mr.President
Mrs.Smith

Salutation

ComplimentaryClose
Introductions

Conversation
Position:PrimeMinister
Envelope:official

social

Salutation

His(Her)ExcellencyJohn/Jane
Smith
PrimeMinisterof(country)
His(Her)ExcellencyThePrime
Ministerof(country)(andMrs./Mr.
Smith
Mr.(Madame)PrimeMinister
(andMrs./Mr.Smith):
DearPrimeMinister(andMrs./
Mr.Smith)(theBritish
70

ComplimentaryClose
Introductions

Conversation

Notes

Position:CabinetMinister
Envelope:official

social

Salutation

ComplimentaryClose
Introductions

Conversation

Commonwealthonly):
Respectfullyyours,orSincerely,
His (Her)Excellency John/Jane
Smith, the Prime Minister of
(country)(andMrs./Mr.Smith)
Mr.(Madame)PrimeMinisteror,
Sir(Madame)
Mrs./Mr.Smith
When addressing the Prime
Minister or a Cabinet officer of the
British Commonwealth, it is
customary to use the title of The
RightHonorable
His (Her) Excellency John/ Jane
Smith
Minister of Foreign Affairs of
(country)
His (Her) Excellency The
Minister of Foreign Affairs of
(country)(andMrs./Mr.Smith)
Excellency:
orMr.(Madame)Minister(and
Mrs./Mr.Smith):
Respectfullyyours,orSincerely
yours,
His(Her)ExcellencyJohn/Jane
Smith,MinisterofForeignAffairsof
(country)(andMrs./Mr.Smith)
ExcellencyorMr.(Madame)
Minister
Mrs./Mr.Smith

71

TheRightHonorableJohnSmith,
NotesForaBritishCabinetOfficer
K.T.,M.P.

SecretaryofStateforForeign&

CommonwealthAffairs

DearMr.SecretaryofState:or
Salutationofficial
DearSirJohn:orDearMr.Secretary:

TheRightHonorableSirJohn
social
andLadySmith
Position:King
HisMajesty(fullname)
Envelope:
Kingof(country)

TheirMajesties,TheKingand

Queenof(country)

HerMajesty(fullname)

Queenof(country)
TotheQueenalone
Salutation
YourMajesty:
YourMajesties:
ComplimentaryClose
Respectfully,orRespectfully
yours,
HisMajesty(fullname),Kingof
Introductions
(country)

TheirImperialMajesties,The

KingandQueenof(country)
TheQueenalone
HerMajesty(fullname),Queen
of(country)
Conversation
YourMajestyor,inprolonged
conversation:Sir
YourMajestyor,inprolonged
conversation:Maam

Position:TheQueen(GreatBritain)
HerMajestyQueenElizabethII
Envelope:
London

HerMajestyQueenElizabethII

andHisRoyalHighnessThePrince

Philip,DukeofEdinburgh

HisRoyalHighnessThePrince

Philip,DukeofEdinburgh
TothePrinceConsort

72

YourMajesty:orMadam:
YourMajesties:
Sir:(formal)orDearDuke:
(informal)
Respectfully,orRespectfully
yours,
HerMajesty,TheQueen
Her Majesty, Queen Elizabeth II
and His Royal Highness The Prince
Philip,DukeofEdinburgh
His Royal Highness The Prince
Philip,DukeofEdinburgh
Your Majesty or, in prolonged
conversation:Maam
Your Royal Highness or, in
prolongedconversation:Sir

Salutation

TothePrinceConsort
ComplimentaryClose
Introductions

ThePrinceConsort
Conversation

Position:ThePrinceofWales
Envelope:

His Royal Highness Prince

Charles,K.G.
ThePrinceofWales
(address)
Salutation
Your Royal Highness: or Dear
PrinceCharles:
ComplimentaryClose
Yourssincerely,
Introductions
HisRoyalHighnessThePrinceof
Wales
Conversation
Your Royal Highness or, in
prolongedconversation:Sir
Note:K.G.standsforKnightCompanionoftheOrderoftheGarter
Position:Sultan
HisHighness(fullname)
Envelope:
Sultanof(country)

Note:inMalaya,theSultanbearsthe

titleHisMajesty.IftheSultanswifeisa

member of a royal family and bears the

title Princess, it is appropriate to

substituteitforSultana.

TheirHighnesses,TheSultanand

73

TotheSultanaalone

Sultanaof(country)
HerHighness(fullname)
Sultanaof(country)
YourHighness:
YourHighnesses:
Respectfully, or Respectfully
yours,
His Highness The Sultan of
(country)or
His Highness (full name), Sultan
of(country)
TheirHighnesses,TheSultanand
Sultanaof(country)
Her Highness The Sultana of
(country) or Her Highness (full
name),Sultanaof(country)
YourHighness
YourHighness

Salutation
ComplimentaryClose
Introductions

TheSultanaalone

Conversation

Assignments
1.GiveRussianequivalents:
YourExcellency,YourHighness,YourRoyalHighness,YourMajesty,
Respectfully yours, Mr. (Madame) Minister, The Right Honorable, His
(Her) Excellency The Minister of Foreign Affairs of (country), Dear Mr.
Secretary
2.TranslatethefollowingintoRussian:
QueensandkingsareaddressedasYourMajesty.QueenElizabeth
II is introduced as Her Majesty the Queen (not Queen of England, as
she is the Queen of the United Kingdom and a long array of additional
titles).
Princesand princessesarereferredtoYour RoyalHighness.Prince
Charles is introduced as His Royal Highness the Prince of Wales. Any
child or male line grandchild of a monarch is considered a prince or
princess. The spouse of a prince is also a princess, although she is not
alwaysPrincessHerFirstName.Thespouseofaprincessisnotalwaysa
prince. Greatgrandchildren in the male line of the monarch are not
considered princes or princesses. The courtesy titles Lord or Lady should
beusedforthesepersonages,addressingthemas,forexample,LadyJane

74

andintroducingthemasLadyJaneWindsor(unlesstheyhaveadifferent
titleoftheirown).
DukesandDuchessesarecalledYourGraceorDuke/Duchess.The
duke should be introduced to someone else as His Grace the Duke of
Norfolk,theduchessasHerGracetheDuchessofNorfolk.
Baronets and knights, if male, are addressed as Sir Ralph (if his
nameisRalphSweet)andhiswifeisLadySweet.Apersonholdingthis
title should be introduced as Sir Ralph Sweet, and his wife as Lady
Sweet. The abbreviation for Baronet (Bart. or Bt.) follows his name in a
writtenaddress.
Dames(theequivalentofknighthoodfor womenthereisnofemale
equivalent of baronetcy) are Dame Gertrude in conversation, and you
wouldintroduceherasDameGertrudeMellon.
Other forms of nobility (including Marquess/Marchioness,
Earl/Countess, Viscount/Viscountess, Baron/Baroness) are generally
addressed as, Lord or Lady Towlebridge (for the Earl of Towlebridge),
and introduced with their appropriate title, such as Viscount Sweet or
BaronessRivendell.

3.TranslatethefollowingintoRussian:
TheorderofprecedenceinBritishroyaltyandaristocracyisasfollows,
fromhighesttolowest:
King/Queen
Prince/Princess
Duke/Duchess
Marquess/Marchioness
Earl/Countess
Viscount/Viscountess
Baron/Baroness
Baronet
Knight/Dame

Exercise4.
TranslatethefollowingintoEnglish:

:,
.

75

 , ,
:,
,.
, .
,
. ,
:
.
:
.. , ,
,.

.
,
.
(.).

FORMSOFADDRESSFOROFFICIALS
OFINTERNATIONALORGANIZATIONSANDMEMBERS
OFDIPLOMATICMISSIONS

The Secretary General of the United Nations is addressed as The

HonorableunlessotherwiseentitledtoHisExcellency.Thespokenformis
Mr. Secretary General, Excellency (if appropriate) or Sir or Mr. Smith.
ForeignRepresentativestotheUnitedNationswithambassadorialrankare
addressed as Excellency or Mr. (Madam) Ambassador both orally and in
salutation of a letter. First, Second and Third Secretaries of a mission are
addressedasMr.Smith(bywhateverthefamilynamemaybe).

Position:SecretaryGeneraloftheUnitedNations
Envelope:official
HisExcellencyJohnSmith

Secretary General of the United

social
Nations

HisExcellency

TheSecretaryGeneraloftheUnited
Nations(andMrs.Smith)
Salutation
DearMr.SecretaryGeneral(andMrs.
Smith):

76

ComplimentaryClose
Introductions

Conversation

Notes

orDearMr.(Dr.)(andMrs.)Smith:
orExcellency:
Sincerely,
TheSecretaryGeneraloftheUnited
Nations, Mr. (Dr.) Smith (and Mrs.
Smith)
Or
HisExcellencyJohnSmith,Secretary
GeneraloftheUnitedNations(andMrs.
Smith)
ExcellencyorMr.Secretary
GeneralorMr.(Dr.)Smith
Mrs.Smith
SecretaryGeneralisanotherformused
inwriting

Position:PermanentRepresentativetotheUN(withpersonalrankof
Ambassador)
Note:IftheRepresentativeisalsoaChiefofMission,theusageis(The)
Ambassadorof(country)
Envelope:official
His Excellency (Dr.) (General) John

Smith

Permanent
Representative
of

(country)totheUnitedNationsor

The (country) Representative to the

social
UnitedNations
His Excellency (Dr.) (General) John
Smith
(andMrs.Smith)
Salutation
Dear Mr. Ambassador (and Mrs.
Smith):or
Excellency:
ComplimentaryClose
Sincerely,or
Accept, Excellency, the assurances
of my highest consideration (used in
officialcorrespondence)
Introductions
ThePermanentRepresentativeof
(country)totheUnitedNations,

77

Conversation

Position:Ambassador
Envelope:official

social

tothewifealone

Salutationformalinformal

ComplimentaryClose

AmbassadorSmith(andMrs.Smith)
or
AmbassadorSmith(andMrs.
Smith)
Mr.Ambassador
Mrs.Smith

HisExcellencyJohnSmith
Ambassadorof(fullnameofthe
country)
Note: At present, there are six
instances in which the name of the
country precedes the title of
Ambassador: Brazil, China, Great
Britain,Malawi,NepalandSweden.
The proper form of address would
be:e.g.HisExcellency,TheBrazilian
Ambassador(andMrs.Smith)
HisExcellencyTheAmbassador
of (full name of country) (and Mrs.
Smith) Note: It is customary to us the
title Mrs., except when the wife of an
Ambassador holds a royal or personal
title,i.e.PrincessorCountess.Thetitle
is then also used in salutation, during
introductionsandinconversation.
Mrs.JohnSmith
Excellency:or
DearMr.Ambassador(andMrs.
Smith):
Note: Madam Ambassador is
usediftheAmbassadorisawoman
Sincerely,or
Accept,
Excellency,
the
assurances
of
my
highest
consideration (used in official
correspondence)
78

Introductions

Conversation

His Excellency John Smith,

Ambassador of (full name of
country)(andMrs.Smith)or
Ambassador Smith (and Mrs.
Smith)
YourExcellencyor
Mr.Ambassador
Mrs.Smith

Position:President,InternationalMonetaryFund
(InternationalBankforReconstructionandDevelopment)
Envelope:official
TheHonorableJohnSmith

President,(nameofbank)
social
The Honorable John Smith

(andMrs.Smith)
Salutation
DearMr.(andMrs.)Smith:
ComplimentaryClose
Sincerely,
Introductions
The President of (name of
bank), Mr. Smith (and Mrs.
Smith)or
Mr.Smith(andMrs.Smith)
Conversation
Mr.Smith
Mrs.Smith

Exercise1.
GiveEnglishequivalents:
() ,
,,
, , ,

Exercise2.
SuggesttheRussianfor:
a)DearMr.Ambassador,YourExcellency,HisExcellencyJohnSmith,
Ambassadorof(fullnameofcountry),Mr.Minister
b) The Secretary of State presents his compliments to Their
Excellencies,MessieursandMesdamestheChiefsofMissionin(city)and
hasthehonourtoinform

79

TheSecretaryGeneraloftheUnitedNationspresentshiscompliments
to the Permanent Representative of (name of country) to the United
Nationsandhasthehonourtoinform
The Secretariat of the United Nations presents its compliments to the
Permanent Representatives (and Permanent Observers) to the United
Nationsandhasthehonourtoinform

Exercise3.
TranslatethefollowingintoEnglish:
:
,_____20____
,
,

.

,
.

.
, ,
.
()
Exercise4.
TranslatethefollowingintoRussian:
Thespiritofformalityamongdiplomaticrepresentativesusuallymeans
not addressing others by their first names as quickly as it is done in the
UnitedStates.Oneshouldrelyoncourtesytitlesuntilinvitedtodootherwise.
Ambassadors, for instance, are addressed as Mr./Madam Ambassador or
AmbassadorSmith.Onlybyspecialinvitationorlongfriendshipshouldone
addressanambassadorbyfirstnameandthenonlywhennotinthepublic
eye.
Exercise5.
TranslatethefollowingintoEnglish:

;;
;

80

 ;
.
, ,


.
,

.
.
(..).

FORMSOFADDRESSFORPRIVATECITIZENS

Position:President,Chancellor(universityorcollege)
Envelope:official
Dr.(Mrs.,Miss,Ms.)JaneSmith

President(orChancellor)

(nameofuniversityorcollege)

(Note: the initials of professional

degree(s) are frequently placed after the

name instead of the title Dr. when listed

in a college publication, e.g.: Jane Smith,

LL.D., Ph.D, President, (name of

social
university))
President (or Chancellor) Jane
Smith (and Mr. Smith) or Mr. and
Mrs.JohnSmith
Salutation
DearMrs.(Miss,Ms.)Smith:

DearMr.andMrs.Smith:
ComplimentaryClose
Sincerely,
Introductions
Dr.JaneSmith,President(or
Chancellor)of(nameofuniversityor
college)(andMr.Smith)
or
Dr.(Mrs.,Miss,Ms.)Smith(and
Mr.Smith)

81

Conversation

President(orChancellor)Smithor
Dr.(Mrs.,Miss,Ms.)Smith
Mr.Smith
Position:Dean(universityorcollege)
Envelope:official
Dr.(Mr.)JohnSmith

Dean, (name of department or

school)

(nameofuniversityorcollege)

(Note: the initials of professional

degree(s) are frequently placed after the

name instead of the title Dr. when listed

inacollegepublication,e.g.:JohnSmith,
social
LL.M.,Jur.Sc.D.)

Dean(andMrs.)JohnSmith
orDr.(Mr.)(andMrs.)JohnSmith
Salutation
DearDean(andMrs.)Smith:

orDearDr.(Mr.)(andMrs.)
Smith:
ComplimentaryClose
Sincerely,
Introductions
Dr.(Mr.)JohnSmith,Deanof
(nameofdepartmentorschool)
(nameofuniversityorcollege)
(andMr.Smith)or
DeanSmith(andMrs.Smith)
Conversation
DeanSmithorDr.(Mr.)Smith
Mrs.Smith
Position:Professor,AssociateProfessor(universityorcollege)
Envelope:official
Dr. Jane Smith (with doctoral

degree)

or Professor Jane Smith (without

doctoraldegree)

(nameofdepartmentorschool)

(nameofuniversityorcollege)

(Note: the initials of professional

degree(s) are frequently placed after the

name instead of the title Dr. when listed

social
in a college publication, e.g.: Jane Smith,

Ph.D..)

82

Dr.JaneSmith(andMr.Smith)
orMr.andMrs.JohnSmith
Salutation
DearDr.(Professor)Smith:

DearMr.andMrs.Smith:
ComplimentaryClose
Sincerely,
Introductions
Dr.(Professor)Smithof
(nameofuniversityorcollege)(and
Mr.Smith)or
Dr. (Professor) Smith (and Mr.
Smith)
Conversation
Dr. Smith or Professor Smith
(withintheuniversity)
Mr.Smith
Position:Doctor(medicineM.D.,dentalsurgeryD.D.S.,veterinary
medicineD.V.M.)
Envelope:official
John Smith, M.D. (or D.D.S. or
social
D.V.M.)
Dr.(andMrs.)JohnSmith
Salutation
DearDr.(andMrs.)Smith:
ComplimentaryClose
Sincerely,
Introductions
Dr.Smith(andMr.Smith)
Conversation
Dr.SmithorDoctor
Mrs.Smith
Position:Lawyer
Envelope:official
Mrs.(Miss,Ms.)JaneSmith,

AttorneyatLaw
social
Mrs.(Miss,Ms.)JaneSmith
orMr.andMrs.Smith
Salutation
DearMrs.(Miss,Ms.)Smith:
DearMr.andMrs.Smith:
ComplimentaryClose
Sincerely,
Introductions
Mrs.Smith(andMr.Smith)
Conversation
Mrs.(Miss,Ms.)Smith
Mr.Smith
Position:Man
Envelope:official
Mr.JohnSmith
social
Mr.(andMrs.)JohnSmith

83

Salutation
ComplimentaryClose
Introductions
Conversation
Position:SingleWoman
Envelope:official
social
Salutation
ComplimentaryClose
Introductions
Conversation
Notes

Position:MarriedWoman
Envelope:official
social
Salutation
ComplimentaryClose
Introductions
Conversation

DearMr.(andMrs.)Smith:
Sincerely,
Mr.Smith(andMrs.Smith)
Mr.Smith
Mrs.Smith
MissJaneSmith
MissJaneSmith
DearMissSmith:
Sincerely,
MissSmith
MissSmith
Ms.isnotroutinelyused.Most
governmentdepartmentsusethistitle
onlywhenapersonindicatesitisher
preferenceorwhenhermaritalstatus
isunknown.
Mrs.JohnSmith
Mrs.JohnSmithorMr.andMrs.
JohnSmith
DearMrs.Smith:
DearMr.andMrs.Smith:
Sincerely,
Mrs.Smith(andMr.Smith)
Mrs.Smith
Mr.Smith

Position:Divorcee
Envelope:official
social
Salutation
ComplimentaryClose
Introductions
Conversation
Notes

Mrs.SmithDoe
Mrs.SmithDoe
DearMrs.(Miss)Smith:
Sincerely,
Mrs.(Miss)Smith
Mrs.(Miss)Smith
A divorcee uses her maiden
family name followed by the
surname of her former husband. If
84

hermaidennamehasbeenrestored,
sheisaddressedas:Mrs.JaneSmith.
If her marriage has been annulled,
sheisaddressedas:MissJaneSmith.
Ms.isnotroutinelyused.Most
government departments use this
titleonlywhenapersonindicatesit
is her preference or when her
maritalstatusisunknown.
Position:Widow
Envelope:official
Mrs.JohnSmith

social
Mrs.JohnSmith
Salutation
DearMrs.Smith:
ComplimentaryClose
Sincerely,
Introductions
Mrs.Smith
Conversation
Mrs.Smith

Exercise1.
TranslatethefollowingintoRussian:
Thepurposeofmakingintroductionsistoexchangenamesbetween
people so that a conversation may follow. For a formal occasion, the
traditional Mrs. Smith, may I present Mr. Jackson? is used
internationally. For less formal occasions simply stating the two names,
Mrs.Smith,Mr.Jackson,isacceptable.
Whenmakingintroductions,honorisrecognizedbythenamespoken
first. Courtesy gives honor to those who are older, higher in rank, titled,
haveaprofessionalstatus,orarefemale.Tomaketheintroductionsmore
pleasant,itisappropriatetotelleachindividualabitofinformationabout
theother.Thisencouragestheconversationtocontinue.

Exercise2.RenderthefollowingintoEnglish:

.
, .
.
, ,
,

85

, ,
.
, ,
, .
.
.

,.
, ,
, , .
,
, , ,
.
,
,,,,
. : ,
, (
, , , ..)
, ,
.
: ,
. ,
, ,
.
:
.
,.

,
,.
(...)

86

87

THEUNIVERSITYOFWORLDECONOMYANDDIPLOMACY

DIPLOMATICCORRESPONDENCE

(forthestudentsofInternationalRelationsfaculty)

Theauthorsareresponsibleforthechoiceandpresentationofthefacts
usedinpublication,forthequalityofmaterials,fortheuseofproperdata,
aswellasdisclosureoftheinformation,usedinthebook.

Allrightsreserved

Format84x1081/32Volume5,5e.p.
Circulation50

PrintedinUWED
Mustaqillikavenue,Tashkent,RepublicofUzbekistan.

88