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Diplomatic Correspondence > Diplomatic Correspondence > Flashcards

Diplomatic Correspondence Flashcards

0
Q

Type of Foreign Service Correspondence

A

External communications

Internal communications

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1
Q

Diplomatic correspondence

A

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.

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2
Q

External communications type

A 
Notes
Memorandum
Oral interview
Letter of Credence
Letter of Recall
Consular Commission
Exequatur
Full Powers
Exchange of Notes
Ceremonial Communications
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3
Q

Note type

A

First Person Note

Third Person Note

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4
Q

First person Note type

A

Formal first person note

Informal first person note

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5
Q

Third person note type

A 
Note verbale
Circular diplomatic note
Note diplomatique
Collective note
Identic notes
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6
Q

Memorandum type

A

Aide-Memoire

Pro-Memoria

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7
Q

External communication meaning

A

Communications with foreign governments.

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8
Q

Note

A

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.

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9
Q

First person note

A

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.

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10
Q

Third person note

A

Not signed but initialed in in the lower right hand corner of the last page by a duly authorised signing officer

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11
Q

Formal first person note

A

Requiring the signature of the minister of foreign affairs or the chief mission

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12
Q

Informal first person note

A

It may be signed by the chief of a mission without his title

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13
Q

Note verbale

A

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

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14
Q

Note verbale first paragraph

A

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

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15
Q

Note verbale ending

A

The Embassy avails itself of this opportunity to renew to the Ministry the assurances of its highest consideration

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16
Q

Circular diplomatic note

A

Identical notes addressed to “Their Excellencies and Messieurs the Chief of Mission”

It is not signed but initialed in the right hand corner

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17
Q

Note diplomatique

A

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

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18
Q

Collective note

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

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.

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19
Q

Identic note

A

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

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20
Q

Memorandum

A

Detailed statement of facts and of arguments based thereon. Almost similar to note but does not begin and end with usual diplomatic courtesy.

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21
Q

Aide Memoire

A

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

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22
Q

Pro-memoria

A

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

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23
Q

Oral interview

A

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.

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24
Q

Letter(s) of Credence

A

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.

25
Q

Letter(s) of Recall

A

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.

26
Q

Consular commission

A

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.

27
Q

Exequatur(s)

A

An authorization given by the receiving state to the head of a consular agent to the exercise of his functions.

28
Q

Full Powers

A

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.

29
Q

Exchange of Notes

A

A means whereby states subscribe to certain understandings or recognize certain obligations as binding upon them.

30
Q

Ceremonial communications

A

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.

31
Q

Diplomatic Communication

A

Exchanges of information by way of writing, speech and signals

32
Q

Dispatch

A

Report / message from the embassy to the home office vice versa

33
Q

Modus vivendi

A

Temporary agreement pending the negotiation of a more definitive arrangements
Temp agreement intended to be replaced by a more permanent detailed agreement

34
Q

Protocol

A

Agreement added to an existing agreement

An instrument which amends or supplements an existing treaty or convention.

35
Q

Treaty

A

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

36
Q

Ultimatum

A

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.

37
Q

Diplomatic communication

A

Activity of sharing ideas, thoughts, feelings composed of writing, speech and signals

38
Q

Levels of communication

A

Action
Interaction
Transaction

39
Q

Correspondence not included in this readings provided by Sir Usop

A 
Full powers
Despatch
Modus vivendi
Protocol
Treaty
Ultimatum
40
Q

Full powers (sir usop)

A

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

41
Q

Before signing a treaty

A

Diplomat obligated to show his full powers document to the other parties involved.

42
Q

Despatch

A

A report as opposed to a telegraphic mess from an embassy to the home office and vice versa

43
Q

Modus vivendi

A

Temporary agreement, interim in character, pending the negotiation of a more definite arrangements

44
Q

Protocol

A

Another name for an agreement which can be added to another agreement. It added new subject of agreement to the original document

45
Q

Treaty

A

Formal mutually binding agreement between countries

46
Q

Ultimatum

A

Last statement indicating a final position. On occasion, it is a prelude to the initiation of military action.

47
Q

Tour d horizon

A

Touring the horizon

48
Q

Bout du papier

A

Sister of aide memoire and no substantive purpose in aiding one’s memory

49
Q

Diplomatic communication

A

Activity of sharing ideas, thoughts, feelings composed of writing, speech and signals

50
Q

Levels of communication

A

Action
Interaction
Transaction

51
Q

Correspondence not included in this readings provided by Sir Usop

A 
Full powers
Despatch
Modus vivendi
Protocol
Treaty
Ultimatum
52
Q

Full powers (sir usop)

A

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

53
Q

Before signing a treaty

A

Diplomat obligated to show his full powers document to the other parties involved.

54
Q

Despatch

A

A report as opposed to a telegraphic mess from an embassy to the home office and vice versa

55
Q

Modus vivendi

A

Temporary agreement, interim in character, pending the negotiation of a more definite arrangements

56
Q

Protocol

A

Another name for an agreement which can be added to another agreement. It added new subject of agreement to the original document

57
Q

Treaty

A

Formal mutually binding agreement between countries

58
Q

Ultimatum

A

Last statement indicating a final position. On occasion, it is a prelude to the initiation of military action.

59
Q

Tour d horizon

A

Touring the horizon

60
Q

Bout du papier

A

Sister of aide memoire and no substantive purpose in aiding one’s memory

Diplomatic Correspondence (2 decks)

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