Diplomatic Correspondence Flashcards
Type of Foreign Service Correspondence
External communications
Internal communications
Diplomatic correspondence
It is the art of communicating among states and putting into written form important information, discussions or agreements essential to the conduct of foreign relations.
External communications type
Notes Memorandum Oral interview Letter of Credence Letter of Recall Consular Commission Exequatur Full Powers Exchange of Notes Ceremonial Communications
Note type
First Person Note
Third Person Note
First person Note type
Formal first person note
Informal first person note
Third person note type
Note verbale Circular diplomatic note Note diplomatique Collective note Identic notes
Memorandum type
Aide-Memoire
Pro-Memoria
External communication meaning
Communications with foreign governments.
Note
the most generally used form of correspondence.
A written communication from a minister of foreign affairs to foreign diplomatic envoys or high foreign government officials and vice versa.
First person note
A written communication between states understood to speak for and on behalf of government signed by its duly designated representatives.
Preferred it contains matter of great importance or when a more personal tone is desired.
Third person note
Not signed but initialed in in the lower right hand corner of the last page by a duly authorised signing officer
Formal first person note
Requiring the signature of the minister of foreign affairs or the chief mission
Informal first person note
It may be signed by the chief of a mission without his title
Note verbale
It takes a place of a signed note and has the same value as a signed note
Less formal than a first person note and for this reason it is the form of communication most used
Note verbale first paragraph
The Embassy (or the Ministry of Foreign Affairs) of the Philippines presents its compliments to the Ministry of Foreign Affairs of Japan and has the honor to
Note verbale ending
The Embassy avails itself of this opportunity to renew to the Ministry the assurances of its highest consideration
Circular diplomatic note
Identical notes addressed to “Their Excellencies and Messieurs the Chief of Mission”
It is not signed but initialed in the right hand corner
Note diplomatique
Formal note between governments. It is understood to speak for and on behalf of the government presented by its duly designated representative.
It is signed or initialed in the lower right hand corner
Collective note
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
Referred to as joint note and it is seldom used because of the danger that the state or states to whom it is addressed may consider it offensive.
Identic note
Notes identical in substance though not always in wording and they are sent separately yet almost simultaneously by the gov’t to gov’t of two or more states
Memorandum
Detailed statement of facts and of arguments based thereon. Almost similar to note but does not begin and end with usual diplomatic courtesy.
Aide Memoire
Informal summary of a diplomatic interview or conversation between the foreign minister that serves as an aid to memory and does not begin with a formula of courtesy. Usually left at the foreign office of the ambassador
Pro-memoria
Formal record discussed. It is understood to speak for and under direction of the government of the government whose representative presents it. Usually left at the foreign office by the ambassador
Oral interview
generally takes place in the foreign office at a date and hour previously arranged either in writing or by telephone. To avoid misunderstandings the diplomatic envoy may leave an aide-memoire to the diplomatic representative after the interview.
Letter(s) of Credence
A formal note from the head of one state to the head of another state, accrediting ambassador, as one authorized to act for his gov’t or head of state.
Letter(s) of Recall
A formal note from the head of one state to the head of another state, recalling a previously accredited ambassador, a minister, or other diplomatic agents. An incoming chief of mission usually hands a letter of recall of his predecessor to the head of state of a foreign gov’t before handing his letter of credence.
Consular commission
A document in a form of a commission, provided by the sending state to the head of a consular post. It certifies his capacity and as a general rule shows his full name, his category, and class.
Exequatur(s)
An authorization given by the receiving state to the head of a consular agent to the exercise of his functions.
Full Powers
A document issued by a head of a state/president accrediting one or more persons to represent him or the government in international conference and negotiations or expressing the consent of the state to be bound by a treaty, convention or agreement.
Exchange of Notes
A means whereby states subscribe to certain understandings or recognize certain obligations as binding upon them.
Ceremonial communications
May consist of congratulatory messages on the occasion of the election of the head of state, the birth of a royal heir, royal marriage, the anniversary of a country’s independence, or any other national holiday. May also be an expression of condolence, sympathy/regret, and occurrence of an accident.
Diplomatic Communication
Exchanges of information by way of writing, speech and signals
Dispatch
Report / message from the embassy to the home office vice versa
Modus vivendi
Temporary agreement pending the negotiation of a more definitive arrangements
Temp agreement intended to be replaced by a more permanent detailed agreement
Protocol
Agreement added to an existing agreement
An instrument which amends or supplements an existing treaty or convention.
Treaty
A formal mutually binding agreement among countries
An int’l agreement concluded between states in written form and governed by the int’l law, whether embodied in a single instrument or 2 or more related instrument
Ultimatum
The last word before a negotiation is broken off.
Generally takes the form of a written intimation that unless a satisfactory reply is received by a certain date, certain consequences will follow. Consequences are not necessarily war.
Diplomatic communication
Activity of sharing ideas, thoughts, feelings composed of writing, speech and signals
Levels of communication
Action
Interaction
Transaction
Correspondence not included in this readings provided by Sir Usop
Full powers Despatch Modus vivendi Protocol Treaty Ultimatum
Full powers (sir usop)
Document issued by the president which authorizes a diplomat to conduct and communicate special business on behalf of his government such as
Settlement of dispute
To negotiate
Signing treaty
Before signing a treaty
Diplomat obligated to show his full powers document to the other parties involved.
Despatch
A report as opposed to a telegraphic mess from an embassy to the home office and vice versa
Modus vivendi
Temporary agreement, interim in character, pending the negotiation of a more definite arrangements
Protocol
Another name for an agreement which can be added to another agreement. It added new subject of agreement to the original document
Treaty
Formal mutually binding agreement between countries
Ultimatum
Last statement indicating a final position. On occasion, it is a prelude to the initiation of military action.
Tour d horizon
Touring the horizon
Bout du papier
Sister of aide memoire and no substantive purpose in aiding one’s memory
Diplomatic communication
Activity of sharing ideas, thoughts, feelings composed of writing, speech and signals
Levels of communication
Action
Interaction
Transaction
Correspondence not included in this readings provided by Sir Usop
Full powers Despatch Modus vivendi Protocol Treaty Ultimatum
Full powers (sir usop)
Document issued by the president which authorizes a diplomat to conduct and communicate special business on behalf of his government such as
Settlement of dispute
To negotiate
Signing treaty
Before signing a treaty
Diplomat obligated to show his full powers document to the other parties involved.
Despatch
A report as opposed to a telegraphic mess from an embassy to the home office and vice versa
Modus vivendi
Temporary agreement, interim in character, pending the negotiation of a more definite arrangements
Protocol
Another name for an agreement which can be added to another agreement. It added new subject of agreement to the original document
Treaty
Formal mutually binding agreement between countries
Ultimatum
Last statement indicating a final position. On occasion, it is a prelude to the initiation of military action.
Tour d horizon
Touring the horizon
Bout du papier
Sister of aide memoire and no substantive purpose in aiding one’s memory
