5 FAH-1 H-600
DIPLOMATIC NOTES
5 FAH-1 H-610
USING DIPLOMATIC NOTES
(CT:CH-56; 02-07-2019)
(Office of Origin: IRM/BMP/GRP/GP)
5 FAH-1 H-611 GENERAL
(CT:CH-56; 02-07-2019)
a. Diplomatic notes are used for correspondence between
the U.S. Government and a foreign government. The Secretary of State
corresponds with the diplomatic representatives of foreign governments at Washington, DC, U.S. embassies abroad, and foreign offices or ministries.
b. The chief of mission corresponds with the foreign
ministry of the host government at posts and other foreign office
representatives.
c. When diplomatic notes are used to negotiate
international agreements (see 11 FAM 700 for details).
d. The Department of State serves as the official
channel for diplomatic communications between the U.S. Government and a foreign
government, except for certain military activities (see 1 FAM and 5 FAH-1 Exhibit
H-611 for a list of diplomatic terms).
e. Preparers may use the various features available
with word processing software to prepare diplomatic notes, provided the results
are in accordance with the guidelines in this chapter. A glossary (macro or
template) should be created to save time and increase efficiency.
f. Before transmittal, the correspondence officer,
S/ES-S, Room 7512, must clear all outgoing diplomatic notes.
g. Preparers and recipients are responsible for ensuring a
record copy of all diplomatic notes are filed
in the Department's electronic archive using the
State Messaging and Archive Retrieval Toolset (SMART). Requests to archive
record copies of diplomatic notes in an
alternate NARA scheduled-system should be sent to A/GIS/IPS:
(1) Scan the hardcopy
notes at the highest resolution possible and ensure that all pages, including
the attachments, are clear and easy to read. The scan resolution should meet
the National Archives and Records Administrations guidelines for text
documents at 300 dots per inch (DPI) for documents up to 11x17 in size;
(2) Once electronically
filed in SMART, the hardcopy note may be destroyed if no longer needed for
Department business. DOS employees at post and domestic office are responsible
for managing and destroying hardcopy diplomatic notes;
(3) Please click for
additional information on NARAs scanning guidelines. For instructions on archiving Dip Notes in SMART
please visit the Standard Procedures section of the Records and Archives
Management Division website; and
(4) For additional
guidance on acceptable formats for digitized documents, please see 5 FAH-4 H-614.
h. All communications addressed to a foreign government
are in English. A U.S. note that constitutes part of an international
agreement based on an exchange of diplomatic notes is always in the English
language. If the note contains a full quote from a foreign office note, the
quotation must be in English.
i. Letters should be used for informal, routine
correspondence with members of foreign diplomatic missions at Washington, DC
and officials of the foreign office and diplomatic corps at posts (see 5 FAH-1 H-400 for
guidelines on preparing letters).
j. Diplomatic Notes must be prepared as first-person
notes or third person notes in accordance with the guidelines in this chapter.
The Executive Secretariat InfoLink Web site contains guidance on diplomatic
notes signed by a seventh-floor principal.
5 FAH-1 H-612 TYPES OF DIPLOMATIC NOTES
5 FAH-1 H-612.1 First-Person Notes
(CT:CH-56; 02-07-2019)
a. Sample first-person notes prepared for the
Department and post are shown in 5 FAH-1
Exhibit H-612.1.
b. A first-person note is used for the most important
correspondence. First-person notes are prepared in the Department to be signed
by the Secretary, Deputy Secretary, an under secretary, an assistant secretary,
or a deputy assistant secretary (see the Executive Secretariat InfoLink Web
site).
c. At post, first-person notes are used for
correspondence between a chief of mission and the head of a foreign ministry or
a foreign diplomatic mission. When an embassy is notified by the foreign
office that the head of the foreign ministry will be absent, the note should be
addressed to the acting head of the office, i.e., Acting Minister of Foreign
Affairs, Acting Minister of Foreign Relations, etc.
5 FAH-1 H-612.2 Third-Person Notes
(CT:CH-4; 07-31-2002)
Third-person notes are not signed, but initialed in the
lower right corner of the last page by an office director or higher in the
Department. At post the chief of mission must authorize the signing officer.
Drafters should keep the third-person note in the third person. First person
or second person pronouns (e.g., I, we, you, your) must not be used. Drafters
may use one of the following third-person notes according to content:
(1) Note Verbale;
(2) Memorandum;
(3) Aide-Memoire;
(4) Pro Memoria;
(5) Note Diplomatique;
(6) Note Collective; and
(7) Circular Diplomatic Note.
5 FAH-1 H-612.2-1 Note Verbale
(CT:CH-56; 02-07-2019)
a. A note verbale is an informal third-person note. It
is less formal than a first-person note but more formal than an aide-memoire
(see samples in 5 FAH-1
Exhibit H-612.2-1A through Exhibit
H-612.2-1B).
b. A note verbale to a foreign ambassador or head of a
foreign ministry is begun with a diplomatic courtesy phrase. The note is
initialed, not signed, in the lower right corner of the last page by an office
director or above, or an officer authorized by the chief of mission.
5 FAH-1 H-612.2-2 Memorandum
(CT:CH-4; 07-31-2002)
a. A memorandum is a written statement on any subject,
generally of a routine nature, from the Department (not the Secretary of State
to an ambassador) or post (not the ambassador or charg). It may also be
written to a foreign embassy in Washington or to a foreign ministry or mission
(see 5 FAH-1, Exhibit H-612.2-2A, and 5 FAH-1, Exhibit H-612.2-2B).
b. When preparing a memorandum, the drafter should
identify the diplomatic mission in Washington in the first sentence. For
example:
(1) "The Department (acknowledges receipt of, has
received, etc.) (the note dated..., note no. ...dated...), from the Embassy of
(name of country) ...;" and
(2) "The Department (informs, transmits to, etc.)
the Embassy of (name of country) ."
c. At post a memorandum should begin with "The
Embassy of the United States of America (informs, transmits, to, etc.) the
Embassy Legation of (name of country) at (city) ."
d. Drafters should not begin a memorandum from the
Department with courtesy phrases. At post, drafters may begin with a formula
of diplomatic courtesy or end with a complimentary diplomatic close only if it
is the local custom.
e. The memorandum is initialed in the lower right
corner on the last page by an office director or higher, or an officer
authorized by the chief of mission.
5 FAH-1 H-612.2-3 Aide-Memoire
(CT:CH-4; 07-31-2002)
a. An aide-memoire summarizes an informal diplomatic
interview or conversation and serves as an aid to memory. It does not begin
with a courtesy phrase, but must clearly state in the first two lines the title
of the ambassador or foreign official to whom it is addressed (see 5 FAH-1,
Exhibit H-612.2-3A, and 5 FAH-1, Exhibit H-612.2-3B).
b. When an aide-memoire is prepared in the Department,
it is not signed, but initialed in the lower right corner of the last page of
text. An officer usually hands an aide-memoire to the ambassador (or
representative). It may also be sent through regular mail channels.
c. At post, the chief of mission (or representative)
may hand the note to the foreign official or leave it at the foreign office.
An officer authorized by the chief of mission must initial the note in the
lower right corner of the last page.
5 FAH-1 H-612.2-4 Pro Memoria
(CT:CH-4; 07-31-2002)
a. A pro memoria is a formal record of discussion. It
speaks for and under the direction of the government presenting it. At the
Department, it is usually handed to a foreign ambassador, minister (or
representative). The note is initialed in the lower right corner of the last
page by an office director or higher (see 5 FAH-1, Exhibit H-612.2-4A, and 5
FAH-1, Exhibit H-612.2-4B).
b. At post the pro memoria is usually left at the
foreign office by the chief of mission (or representative), or is handed to the
foreign official (or representative). An officer authorized by the chief of
mission initials it in the lower right corner.
5 FAH-1 H-612.2-5 Note
Diplomatique
(CT:CH-4; 07-31-2002)
A note diplomatique is a formal note between governments
which speaks for and under the direction of the government presenting it. A
diplomatic courtesy phrase or complimentary close is not used. A note
diplomatique may be signed or initialed by a government representative from the
Department or an officer authorized by the chief of mission at post (see 5
FAH-1, Exhibit H-612.2-5A, and 5 FAH-1, Exhibit H-612.2-5B).
5 FAH-1 H-612.2-6 Note Collective
(CT:CH-4; 07-31-2002)
a. A note collective is a joint note addressed by two
or more governments to one or more governments. It is rarely used since it
involves close relations among the signing governments and may be regarded
unfavorably by the recipient governments (see 5 FAH-1, Exhibit H-612.2-6A and 5
FAH-1, Exhibit H-612.2-6B).
b. Replies are prepared individually and diplomatic
courtesy phrases are omitted. The note collective requires a full signature,
not initials, by representatives of the governments presenting it.
5 FAH-1 H-612.2-7 Circular
Diplomatic Note
(CT:CH-4; 07-31-2002)
a. A circular diplomatic note is an identical note
addressed to "Their Excellencies and Messieurs and Mesdames the Chiefs of
Mission" if it is being sent to all diplomatic missions in Washington. The courtesy phrase "has the honor" should be used on all circular
diplomatic notes (see 5 FAH-1, Exhibit H-612.2-7A, and 5 FAH-1, Exhibit
H-612.2-7B).
b. If the circular diplomatic note is being sent to a
list of missions, a descriptive phrase is used in the first sentence following
the words "the chiefs of mission." For example:
(1) "of the governments concerned with
the..."; and
(2) "of the governments of (list countries
names)... ."
c. At post, the circular diplomatic note is addressed
to "Their Excellencies Messieurs the Chiefs of Mission in (name of
country)" or, "Their Excellencies, Messieurs and Mesdames the Chief
of Mission in (name of country).
d. 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 signatory to ...";
and
(4) "of the governments of (names of countries)
... ."
e. In the Department, an office director or a higher
level official must initial the circular diplomatic note in the lower right
corner of the last page.
f. At post, an officer authorized by the chief of
mission must initial the circular diplomatic note.
5 FAH-1 H-613 DEMARCHES
5 FAH-1 H-613.1 General
(CT:CH-4; 07-31-2002)
a. A demarche is a formal diplomatic representation of
one governments official position, views, or wishes on a given subject to an
appropriate official in another government or international organization.
Demarches generally seek to persuade, inform, or gather information from a
foreign government. Governments may also use a demarche to protest or object
to actions by a foreign government.
b. A U.S. Government demarche to a foreign government
is made on the basis of front-channel cable instructions from the Department of
State. Although the content of a given demarche may originate in another U.S.
Government agency, only the Department may also instruct a post to deliver the
demarche. Unless specifically authorized by the Department, posts should not
act on instructions transmitted directly from another post, or from another
agency, whether by cable or other means (e.g., e-mail, FAX, or phone).
c. Any State Department officer or other official
under the authority of the chief of mission can make a demarche. Unless the
Department provides specific instructions as to rank (e.g., the Ambassador
should call on the Foreign Minister), the post has discretion to determine who
should make the presentation and which official(s) in the host government
should receive it.
5 FAH-1 H-613.2 Preparation of the
Demarche
(CT:CH-4; 07-31-2002)
Demarche instruction cables from the Department should
include the following elements:
(1) OBJECTIVE: The objective
is a clear statement of the purpose of the demarche, and of what the U.S.
Government hopes to achieve.
(2) ARGUMENTS: This section
outlines how the Department proposes to make an effective case for its views.
It should include a rationale for the U.S. Governments position, supporting
arguments, likely counter-arguments, and suggested rebuttals.
(3) BACKGROUND: The
background should spell out pitfalls; particular sensitivities of other
bureaus, departments, or agencies; and any other special considerations.
(4) SUGGESTED TALKING POINTS:
Suggested talking points should be clear, conversational, and logically
organized. Unless there are compelling reasons to require verbatim delivery,
the demarche instruction cable should make it clear that post may use its
discretion and local knowledge to structure and deliver the message in the most
effective way. (Embassy may draw from the following points in making this
presentation to appropriate host government officials.)
(5) WRITTEN MATERIAL: Use
this section to provide instructions on any written material to be left with
the host government official(s). Such material could take the form of an
aide-memoire, a letter, or a non-paper that provides a written version of the
verbal presentation (i.e., the talking points as delivered). Unless otherwise
instructed, post should normally provide an aide-memoire or non-paper at the
conclusion of a demarche. Classified aide-memoire or non-paper must be
appropriately marked and caveated as to the countries authorized for receipt,
i.e., Rel. U.K. (Releasable to U.K.)
5 FAH-1 H-613.3 Delivery and
Follow-up Action
(CT:CH-4; 07-31-2002)
a. Upon receipt of demarche instructions from the
Department, post should make every effort to deliver the demarche to the
appropriate foreign government official(s) as soon as possible.
b. After delivering the demarche, post should report to
the Department via front-channel cable. The reporting cable should include the
instruction cable as a reference, but it need not repeat the talking points
transmitted in that cable. It should provide the name and title of the
person(s) to whom the demarche was made, and record that officials response to
the presentation. As appropriate, the reporting cable should also describe any
specific follow-up action needed by post, Department, or the foreign
government.
5 FAH-1 H-613.4 Demarche Requiring
Translation
(CT:CH-56; 02-07-2019)
a. When posts have been instructed to provide a copy of
a message (usually in the form of a demarche) in a specific foreign language,
the drafting officer is to submit the text to the Office of Language Services
(A/OPR/LS).
b. A/OPR/LS is available to translate Demarches
intended for Arabic, French, Russian and Spanish speaking countries, in
Washington before the message is transmitted to post (see Department Notice Announcement Number: A/OPR/LS
2000-09-009, dated September 5, 2000).
c. The following guidelines apply to Demarches
requiring translation:
(1) Drafters must give A/OPR/LS sufficient lead-time
to prepare quality translations.
(2) Drafting offices should provide relevant
background information to facilitate the translation.
(3) Drafting offices must send messages produced in
Cyrillic or Arabic by FAX or e-mail; the current
telegraphic network will not support text in these languages.
(4) Drafters should provide instructions regarding
classification and sensitivity of issue.
(5) Drafting offices should provide the date required,
name of drafter and phone number, in case any questions arise.
5 FAH-1 H-614 THROUGH H-619 UNASSIGNED
5 FAH-1 EXHIBIT H-611
Diplomatic Terms
(CT:CH-4; 07-31-2002)
AgreementSee Treaty.
AgrementOfficial approval by a
foreign government of an ambassador-designate.
Aide-memoireA diplomatic note
(see 5 FAH-1 H-600,
Diplomatic Notes). An informal summary of a diplomatic interview or
conversation that serves merely as an aid to memory. It does not begin with a
formula of courtesy, but it must indicate clearly in the first two lines to
which ambassador, minister, or mission it is being addressed. Usually left at
the foreign office by the ambassador or minister concerned (or representative),
or handed to the ambassador or minister concerned (or representative) at the
foreign office.
AlternatThe principle of the
alternat" refers to the arrangement of the names of countries that are
party to a treaty. Each country retains an original instrument in which its
name appears first.
Ambassador
(1) Ambassador-designateA 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
credentials to the foreign ministry.
(2) Appointed AmbassadorA diplomatic agent who has
been designated by the head of state as personal representative, approved by
the foreign head of state, and who has presented copies of credentials to the
foreign ministry.
(3) Ambassador Extraordinary and PlenipotentiaryA
diplomatic agent: the personal representative of the head of one state
accredited to the head of another state. The ambassador extraordinary designation
ordinarily given to a non-accredited personal representative of the head of
state.
AsylumThere are two different
types of asylum, one is generally known as diplomatic asylum, the other as
territorial or political asylum. Diplomatic asylum usually refers to asylum in
embassies and legations by persons in imminent danger of life or limba practice
that the United States does not generally follow. Territorial or political
asylum has to do with persons taking refuge, usually for reasons of
persecution, in the territory of another country.
ChanceryA term used to
designate the office of an embassy or legation.
Charg d'Affaires (de missi)A
person accredited by letter to the secretary of state or minister for foreign
affairs of one country by the secretary of state or minister for foreign
affairs of another country, in place of a duly accredited ambassador or
minister. The complete title is seldom used. It is customarily shortened to
charg d'affaires.
Charg d'Affaires ad interimUsually
the counselor or secretary of the embassy or legation, who automatically
assumes charge of a diplomatic mission in the temporary absence of an
ambassador or minister. The words "ad interim" should not be omitted
from this title, except in a salutation. A charg d'affaires ad interim who
has the personal rank of minister plenipotentiary is addressed the same as other
charg d'affaires ad interim. The ministerial rank is personal and has no
connection with the diplomatic status of charg d'affaires ad interim. Such a
personal ministerial title may follow a name but it should come before an
official diplomatic title.
Charg des Affairs-Sometimes
used to describe a person who has been placed in custody of the archives and
other property of a mission in a country with which formal diplomatic relations
are not maintained.
Circular diplomatic notesIdentical
notes addressed to "Their Excellencies Messieurs and Mesdames the Chiefs
of Mission" (see 5
FAH-1 H-600, Diplomatic Notes).
Cold WarConflict between
nations by means of power politics, economic pressures, spy activities, or
hostile propaganda but without engagement by arms.
Compromis (sometimes called
Compromis d'arbitrage)A formal agreement between two or more countries setting
forth the terms of an arbitration between them.
ConventionSee Treaty.
Corps DiplomatiqueSee
Diplomatic Corps.
DeclarationSee Treaty.
DelegationA group of persons
appointed to an international conference, commission, or organization.
Demarche A formal diplomatic
representation of one governments official position, views, or wishes on a
given subject to an appropriate official in another government or international
organization.
DtenteRelaxing, easing of
tension.
DiplomacyThe art and practice
of conducting negotiations between nations.
Diplomatic AgentA person who
carries on regular diplomatic relations in the country to which the agent has
been appointed; an agent representing a sovereign or state for some special
purpose.
Diplomatic CorpsThe collective
heads of foreign diplomatic missions and their staffs within the capital of a
country.
Diplomatic CorrespondenceOfficial
correspondence between the agents authorized by a state to conduct its foreign
relations either at home or abroad, with similarly authorized representative of
foreign governments.
EloignementEstrangement;
distance; remoteness; dislike.
EnvoyA 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 special importance. The designation is temporary.
Envoy ExtraordinaryA Diplomatic
agent.
Envoy Extraordinary and Minister
PlenipotentiaryA diplomatic agent accredited to a government.
ExequatursDocuments that are
issued to consuls by the governments to which they are sent, permitting them to
carry on their duties.
ExtraterritorialitySpecial
jurisdiction exercised by a nation in other countries under treaty.
Final actThe designation of
the formal statement or summary of the proceedings of a conference.
Full powersA document, issued
by a head of state, head of government, or minister of foreign affairs,
empowering a diplomatic agent or representative to conduct special business
with a foreign government, such as drawing up and signing a treaty.
General ActSee Treaty.
Good officesMediatory services
by a third party intended to promote agreement or arbitration between two
parties.
Great SealThe Seal of the
United States (always capitalized; affixed only under authorization of the
President to commissions of appointment and certain documents signed by the
President).
IdenticConstituting an action
or expression in which two or more governments follow precisely the same course
or employ an identical form distinguished from joint action or expression.
ImmunityExemption of foreign
diplomatic representatives from local jurisdiction.
International conferenceA
meeting of delegates from several countries.
Letter of credenceA formal
paper from the head of one state to the head of another accrediting an
ambassador, minister, or other diplomatic agent as one authorized to act for a
government or head of state.
Letter of recallFormal paper
from the head of one state to the head of another recalling ambassador,
minister, or diplomatic agent.
MandateAn order to control a
territory under international agreement.
Memorandum (pl., memorandums)A
written statement on any subject, generally routine, from the Department of
State or ministry of foreign affairs to an embassy or legation (not from the
Secretary of State or minister for foreign affairs to an ambassador, minister,
or charg d'affaires ad interim).
MinisterA diplomatic
representative ranking below an ambassador and usually accredited to states of
less importance.
MissionA 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 pending negotiations for a treaty.
NationalA comprehensive term
indicating a citizen of a state or any other person who owes allegiance to and
is entitled to the protection of a state.
Non-paperA written summary of
a demarche or other verbal presentation to a foreign government. The non-paper
should be drafted in the third person, and must not be directly attributable to
the U.S. Government. It is prepared on plain paper (no letterhead or
watermark). The heading or title, if any, is simply a statement of the issue
or subject. (For example: Genetically-Modified Organisms.)
Open-door policyEquality of
commercial opportunity for all nations in a country to which the doctrine is
applied.
PassportIn international law,
an official document issued to an individual by the individual's own government
certifying to the individual's citizenship and requesting foreign governments
to grant safe and free passage, lawful aid, and protection while under their
jurisdiction.
Persona non grata (pl.,
personae non gratae)One who is not acceptable.
PowerA synonym for sovereign
state.
PrecedenceThe order of
ceremonial or formal preference.
Pro memoria (sing., pl.)A
formal note embodying the written record of a diplomatic discussion. It is
usually left at the foreign office by the ambassador or minister concerned (or
representative), or is handed to the ambassador or minister concerned (or
representative) at the foreign office.
Protocol of depositTo record
formally the deposit of a sufficient number of ratifications to bring a
multilateral treaty into force.
ProtgA native of one country
who is, under treaty, protected by another government in whose employ the
native may be.
ProtocolA term applied to
diplomatic formalities (official ceremonials, precedence, immunities,
privileges, courtesies, etc.) (see also Treaty).
Protocol of exchangeDocument
stating that on a given day the instruments of ratification were exchanged in
connection with a bilateral treaty.
RapprochementEstablishment or
state of cordial relations; also, the act of coming or being drawn together.
RessortissantsThe term
included U.S. citizens, nationals, and protected persons, the latter being
those subjects of the Sultan of Morocco who, under the treaties, were entitled
to the protection of the United States.
Treaty, Convention, Agreement,
General Act, Declaration, Protocol, Exchange of Notes, Memorandum of
UnderstandingCompacts between states or governments, varying in form according
to their formality and the method of bringing them into force. (For
information regarding negotiations of treaties and other international
agreements, see Volume 11, Political Affairs.)
UltimatumA communication to
one government in which another government sets forth a final proposition,
condition, or demand the rejection of which will end negotiations and resort to
force or other direct action.
VisaIn international law, an
endorsement made on a passport by the proper officials of a foreign country,
denoting that it has been examined and that the holder may enter the country;
also a document issued permitting entry into a country for permanent residence.
Voeu (French)An official
expression by an international conference 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.
5 FAH-1 EXHIBIT H-612.1(A)
First-Person Formal Note to AmbassadorDepartment
(CT:CH-04: 07-31-2002)
(omit
date)
DEPARTMENT OF STATE
WASHINGTON
(omit
date)
Prepare formal notes on 8 x 11 paper. For the
first page, use embossed white-seal, Department of State Washington
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper. Use a 1 inch margin on the left, and at least 1 inch on the right.
Leave at least 1 inch at the bottom.
Begin the first sentence with the courtesy phrase,
I have the honor, when writing to a foreign ambassador.
Direct questions regarding the exact title to the
Secretariat Correspondence Officer, Room 7512. Submit first-person notes to
the Secretariat Correspondence Officer in an original and three (3) copies with
initials and drafting information on copies only. See the Executive
Secretariat InfoLink Web site.
Use the complimentary diplomatic close, Accept,
Excellency, the renewed assurances of my highest consideration, as the last
paragraph.
For the
Secretary of State:
(Pen signature)
Enclosure:
Translation of Decree
His (Her) Excellency
(name),
Ambassador of (country).
DIPLOMATIC NOTE
5 FAH-1 Exhibit H-612.1(B)
First-Person Formal Note to AmbassadorEmbassy
(CT:CH-04: 07-31-2002)
EMBASSY
OF THE
white UNITED STATES OF AMERICA
seal December 27, 2001
Excellency:
Prepare formal notes on 8 x 11 paper. For the first
page, use embossed white-seal blue-embossed Embassy of the United
States of America letterhead. For succeeding pages, use white bond paper.
Use a 1 inch margin on the left, and at least 1 inch on the right. Leave at
least 1 inch at the bottom.
Begin the first sentence with the courtesy phrase, I have
the honor, when writing to a foreign ambassador.
Use photocopies on 8 x 11 paper for all other copies.
Place drafting and clearing information on file copies only.
Use the complimentary diplomatic close, Accept, Excellency,
the renewed assurance of my highest consideration, as the last paragraph.
(Pen signature)
Enclosure(s):
(describe)
His (Her) Excellency
(name),
Ambassador of (country).
A/EX:ADoe:ab 12/26/02 Clearance: A/IAP:WJones
X1234
5 FAH-1 Exhibit H-612.1(C)
First-Person Formal Note to ChargDepartment
(CT:CH-29;
05-20-2013)
white
embossed
seal (omit
date)
DEPARTMENT OF STATE
WASHINGTON
Sir (Madam):
Prepare formal notes on 8 x 11 paper. For the first
page, use embossed white-seal Department of State Washington Diplomatic Note
stationery (8 x 11). For succeeding pages, use white bond paper. Use a 1
inch margin on the left, and at least 1 inch on the right. Leave at least 1
inch at the bottom.
Do not use the courtesy phrase I have the honor when
writing to a charg daffaires. Submit first-person notes to the Secretariat
Correspondence Officer in an original and three (3) copies with initials and
drafting information on copies only. See the Executive Secretariat InfoLink
Web site.
When a charg daffaires has the rank of minister
plenipotentiary, use a personal title, but address the official as The
Honorable.
Use the complimentary diplomatic close, Accept, Sir
(Madam), the renewed assurances of my high consideration, as the last
paragraph.
For the Secretary of State:
(Pen signature)
Enclosure(s):
(describe)
Mr. (Miss, Mrs., Ms.) (name),
Charg dAffaires ad interim of(country).
A/LM:BMDoe:bc Clearance: M/OFM:WJones
12/26/02 x00000/doc# S/ES-S:Name
DIPLOMATIC NOTE
5 FAH-1 Exhibit H-612.1(D)
First-Person Formal Note to ChargEmbassy
(CT:CH-04:
07-31-2002)
EMBASSY OF THE
white UNITED STATES OF
AMERICA
embossed
seal November 15, 2002
Sir (Madam):
Prepare formal notes on 8 x 11 paper. For the first
page, use white-seal, blue-embossed Embassy of the United States of America
letterhead. For succeeding pages, use white bond paper. Leave a 1 inch
margin on the left, and at least 1 inch on the right. Leave at least 1 inch at
the bottom.
Use photocopies on 8 x 11 paper for all other copies.
Do not use the courtesy phrase I have the honor when
writing to a charg daffaires. When a charg daffaires has the rank of
minister plenipotentiary, use a personal title with the salutation, The
Honorable.
Use the complimentary diplomatic close, Accept, Sir
(Madam), the renewed assurances of my high consideration, as the last
paragraph.
(Pen signature)
Enclosure(s):
(describe)
Mr. (Miss, Mrs., Ms.) (name),
Charg dAffaires ad interim of (country).
M/POL:ADDoe:ab 11/14/02 Clearance: M/EX:WJones
x3456
5 FAH-1 Exhibit H-612.1(E)
First-Person Formal Note to a Foreign Cabinet MinisterEmbassy
(CT:CH-04: 07-31-2002)
EMBASSY
OF THE
white UNITED STATES OF
AMERICA
seal December 13, 2002
Excellency:
Prepare formal notes on 8 x 11 paper. For the first
page, use white-seal, blue-embossed Embassy of the United States of America
letterhead. For succeeding pages, use white bond paper. Leave a 1 inch
margin on the left, at least 1 inch on the right, and at least 1 inch at the
bottom.
Begin the first sentence of the note with the courtesy
phrase, I have the honor, when writing to a foreign cabinet minister.
Use photocopies on 8 x 11 paper for all other copies.
Place drafting and clearing information on file copies only.
Use the complimentary diplomatic close, Accept, Excellency,
the renewed assurances of my highest consideration, as the last paragraph.
(Pen signature)
Enclosure(s):
(describe)
His (Her) Excellency
(name),
Minister of (name of portfolio, i.e., Defense, Trade, etc.)
of (country),
(capital).
A/LM:BFDoE:ab 12/12/02 Clearance: A/EX:WJones
x3456
5 FAH-1 Exhibit H-612.1(F)
First-Person Formal Note to Foreign MinisterDepartment
(CT:CH-04:
07-31-2002)
white
embossed
seal
(omit
date)
DEPARTMENT OF STATE
WASHINGTON
Excellency:
Prepare formal notes on 8 x 11 paper. For the first
page, use embossed white-seal Department of State Washington Diplomatic Note
stationery (8 x 11). For succeeding pages, use white bond paper. Leave a
1 inch margin on the left, at least 1 inch on the right. Leave at least 1
inch at the bottom.
Begin the first sentence with the courtesy phrase, I have
the honor, when writing to a minister of foreign affairs.
Direct questions regarding the exact title to the
Secretariat Correspondence Officer, Room 7512. Submit first-person notes to
the Secretariat Correspondence Officer in an original and three (3) copies with
initials and drafting information on copies only. See the Executive
Secretariat InfoLink Web site.
Use the complimentary diplomatic close, Accept, Excellency,
the renewed assurances of my highest consideration, as the last paragraph.
For the Secretary of State:
(Pen signature)
Enclosure(s):
1. Translation of Decree
2. Copy of Secretarys Letter of (date)
His (Her) Excellency (name),
Minister of Foreign Affairs of (Country),(Capital).
DIPLOMATIC NOTE
5 FAH-1 Exhibit H-612.1(G)
First-Person Formal Note to Foreign MinisterEmbassy
(CT:CH-04: 07-31-2002)
EMBASSY OF THE
white UNITED STATES OF AMERICA
embossed
seal San Jose, November 28, 2002
Excellency:
Prepare formal notes on 8 x 11 paper. For the first
page, use white-seal, blue-embossed Embassy of the United States of America
letterhead. For succeeding pages, use white bond paper. Use a 1 inch margin
on the left, and at least 1 inch on the right. Leave at least 1 inch at the
bottom.
Begin the first sentence with the courtesy phrase, I have
the honor, when writing to a minister of foreign affairs (in some countries,
the title Secretary of State for External Affairs or Minister of Foreign
Relations is used).
Use photocopies on 8 x 11 paper for all other copies.
Place drafting and clearing information on file copies only.
Use the complimentary diplomatic close, Accept, Excellency,
the renewed assurance of my highest consideration, as the last paragraph.
(Pen signature)
Enclosure(s):
(describe)
His (Her) Excellency
(name),
Minister of Foreign Affairs of (country),
(capital).
A/LM/EX:MDoe:ab 11/27/02 Clearance: A/DCP:WJones
X1234
5 FAH-1 Exhibit H-612.2-1(H)
Third-Person Note, Note VerbaleDepartment
(CT:CH-29; 05-20-2013)
white
embossed
seal
For the first page, use embossed white-seal Diplomatic Note
stationery (8 x 11). For succeeding pages, use white bond paper (8 x
11).
The opening sentence begins with the standard courtesy
language, The Secretary of State presents his (her) compliments to His (Her)
Excellency the Ambassador of (country) and has the honor to. Use the
courtesy phrase has the honor, when writing to a foreign ambassador, but do
not use has the honor for a foreign charg daffaires ad interim. See
examples in 5
FAH-1 H-625.2.
Do not use first-person or second-person pronouns in a
third-person note. Do not use a complimentary diplomatic close in a note
verbale.
An authorized officer initials the note in the lower right
corner of the last page of the text. After initialing, send it for review to
the Secretariat Correspondence Officer, Room 7512, with the record copy, one
courtesy copy (without initials), and three (3) copies with initials. S/ES-S
will forward the note to A/GIS/IPS-RM, 6th Floor, SA-2 for dating and mailing.
If the note will be handed to the foreign representative, attach a memorandum
giving the name and number of a point of contact before submitting the note to
S/ES-S. The note will be picked up and taken to A/GIS/IPS-RM for dating before
it is given to the representative.
Place drafting and clearing information on file copies only.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
initials
A/LM:FCook:jj Clearance:
12/27/02 x7000/doc# S/ES-S:Name
DIPLOMATIC NOTE
5 FAH-1 Exhibit H-612.2-1(I)
Third-Person Note, Note VerbaleEmbassy
(CT:CH-29; 05-20-2013)
white
embossed
seal
For the first page, use embossed white-seal Diplomatic Note
stationery (8 x 11). For succeeding pages, use white bond paper (8 x
11)
A note verbale is more formal than an aide-memoire, and less
formal than a first-person note.
Use the courtesy phrase the Ambassador of the United States presents his (her) compliments to His (Her) Excellency the Minister of
Foreign Affairs of (country) and has the honor. . . . (In some countries, the
title Secretary of State for External Affairs or Minister of Foreign
Relations is used).
Do not use a complimentary close in the note verbale.
The note is initialed, not signed, in the lower right corner
of the last page of the text by an authorized officer.
Show drafting and clearance information on file copies only.
Enclosure(s):
(describe)
Embassy of the United States of America,
(capital), (date).
initials
IRM/APR/RG:FCook:jj Clearance:
11/8/02/x7000/doc# S/ES-S:Name
5 FAH-1 Exhibit H-612.2-2(A)
Third-Person Note, MemorandumDepartment
(CT:CH-29; 05-20-2013)
white
embossed
seal
For the first page, use embossed white-seal Diplomatic Note
stationery (8 x 11). For succeeding pages, use white bond paper (8 x
11).
Do not use a diplomatic courtesy phrase in a memorandum.
Indicate clearly in the first sentence the diplomatic mission in Washington to which the memorandum is being sent. There is some flexibility in the working
of the opening sentence. See examples in 5 FAH-1
H-625.2g.
Reply to an incoming note in the same form as the note that
is received. When the incoming note combines two forms, the form of reply is
determined by the first words of the note received. Use a note verbale for the
reply when the note begins, The Ambassador (Charg dAffaires ad interim). .
. If it begins, The Embassy. . ., use a memorandum form.
The memorandum is initialed, not signed, in the lower right
corner of the last page of the text by an Office Director or higher. After
initialing, send it for review to the Secretariat Correspondence Officer, Room
7512, with the record copy, one courtesy copy without initials, and three (3)
copies with initials. S/ES will forward it to A/GIS/IPS-RM, 6th Floor, SA-2
for dating and mailing.
Place drafting and clearance information on file copies
only.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
initials
DIPLOMATIC NOTE
5 FAH-1 Exhibit H-612.2-2(B)
Third-Person Diplomatic Note, MemorandumEmbassy
(CT:CH-29; 05-20-2013)
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Do not use a diplomatic courtesy phrase in a
memorandum. At post, drafters may begin with a formula of diplomatic courtesy
or end with a complimentary diplomatic close only if it is the local custom. A
memorandum to a foreign ministry begins with the formula, The Embassy of the
United States of America informs (transmits to) the Ministry of Foreign Affairs
of (country). . .
A memorandum to a foreign diplomatic mission
begins: The Embassy of the United States of America informs (transmits to) the
Embassy (Legation) of (country) at (city). . .
The memorandum is initialed, not signed, in the
lower right corner of the last page of the text by an authorized signing
officer.
Show drafting and clearance information on file
copies only.
Enclosure(s):
(describe)
Embassy of the United States of America,
(capital), (omit date).
IRM/APR/RG:AJones:sec Clearance:
12/12/02/ x5678 IRM/APR:WSmith
S/ES-S:name
DIPLOMATIC NOTE
5 FAH-1 EXHIBIT H-612.2-3(A)
Third-Person NOTE, Aide MemoireDepartment
(CT:CH-29; 05-20-2013)
AIDE-MEMOIRE
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Center the heading AIDE-MEMOIRE on the page,
three lines below the seal. Begin the text of the note three lines below the
heading.
Do not use the courtesy phrase has the honor or
a complimentary close in an aide-memoire. Indicate clearly in the first
sentence the ambassador or diplomatic mission in Washington to which it is
being sent.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed, not signed, in the lower
right corner of the last page of text by an authorized signing officer. After
initialing, send it for review to the Secretariat Correspondence Officer,
S/ES-S Room 7512. Submit an original and three (3) initialed copies. An
aide-memoire is usually handed to the foreign ambassador (or representative) at
the Department. Attach a memorandum giving the name and number of a point of
contact before submitting it to S/ES-S. Take the note to A/GIS/IPS-RM, 6th
Floor, SA-2 for dating before it is handed to the foreign representative.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
initials
WHA:AB:FCook:cm Clearance:
11/4/02/x77700 XYZ/C:ASmith
M:DMJones
DIPLOMATIC
NOTE
5 FAH-1 EXHIBIT H-612.2-3(B)
Third-Person Note, Aide MemoireEmbassy
(CT:CH-4; 07-31-2002)
AIDE-MEMOIRE
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Center the heading AIDE-MEMOIRE on the page,
three lines below the seal. Begin the text of the note three lines below the
heading.
Do not use the courtesy phrase has the honor or
a complimentary close in an aide-memoire. Indicate clearly in the first
sentence the ambassador or diplomatic mission in Washington to which it is
being sent.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed, not signed, in the lower
right corner of the last page of text by an authorized signing officer. The
chief of mission (or representative) may hand it to the foreign office official
(or representative) or may leave it at the foreign office.
Place drafting and clearing information on file
copies only.
Enclosure(s):
(describe)
Embassy of the United States of America,
(capital), (omit date).
initials
WHA:AB:FCook:cm Clearance:
12/5/02/x77700 XYZ/C:ASmith
DIPLOMATIC
NOTE
5 FAH-1 EXHIBIT H-612.2-4(A)
Third-Person Note, Pro MemoriaDepartment
(CT:CH-29; 05-20-2013)
PRO-MEMORIA
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Center the heading PRO-MEMORIA on the page,
three lines below the seal. Begin the text of the note three lines below the
heading.
The note may begin, for example, The Government
of the United States. . . Do not use the courtesy phrase has the honor or a
complimentary diplomatic closing in a pro-memoria.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed in the lower right corner of
the last page of text by an authorized signing officer. After signing, or
initialing, send it for review to the Secretariat Correspondence Officer, Room
7512, with the record copy, one courtesy copy (without initials), and three (3)
copies with initials. A pro memoria is usually handed to the foreign
ambassador (or representative) at the Department. Attach a memorandum giving a
name and number to call before submitting the note to S/ES-S. Take the note to
A/GIS/IPS-RM for dating before it is given to the foreign representative.
Place drafting and clearing information on file
copies only.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
initials
WHA:AB:FCook:cm Clearance:
11/21/02/x77700 XYZ/C:ASmith
S/ES-S:Name
DIPLOMATIC
NOTE
5 FAH-1 EXHIBIT H-612.2-4(B)
Third-Person Note, Pro MemoriaEmbassy
(CT:CH-4; 07-31-2002)
PRO-MEMORIA
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Center the heading PRO-MEMORIA on the page,
three lines below the seal. Begin the text of the note three lines below the
heading.
The note may begin, for example, The Government
of the United States. . . Do not use the courtesy phrase has the honor or a
complimentary close.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed in the lower right corner of
the last page of text by an authorized signing officer. The chief of mission
(or representative) may hand it to the foreign office official (or
representative) at the foreign office.
Enclosure(s):
(describe)
Embassy of the United States of America,
(capital), (omit date).
initials
WHA:AB:FCook:cm Clearance:
11/7/02/x77700 XYZ/C:ASmith
DIPLOMATIC
NOTE
5 FAH-1 EXHIBIT H-612.2-5(A)
Third-Person Note,
Note DiplomatiqueDepartment
(CT:CH-29; 05-20-2013)
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
A note diplomatique is a formal note between
governments. It may begin, for example, the Government of the United States.
. . Do not use the courtesy phrase has the honor or a complimentary close
in a note diplomatique.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed in the lower right corner of
the last page of text by an authorized officer. After initialing, send it for
review to the Secretariat Correspondence Officer, Room 7512, with the record
copy, one courtesy copy without initials, and three (3) copies with initials.
A note diplomatique is handed to the foreign ambassador (or representative) at
the Department. Attach a memorandum giving a name and number of a point of
contact to call before submitting the note to S/ES-S. Take the note to
A/GIS/IPS-RM for dating before it is given to the foreign representative.
Place drafting and clearing information on file
copies only.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
initials
WHA:AB:FCook:cm Clearance:
11/14/02/x77700 XYZ/C:ASmith
S/ES-S:Name
DIPLOMATIC NOTE
5 FAH-1 EXHIBIT H-612.2-5(B)
Third-Person Note,
Note DiplomatiqueEmbassy
(CT:CH-4; 07-31-2002)
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
A note diplomatique is a formal note between
governments. It may begin, for example, the Government of the United States.
. . Do not use the courtesy phrase has the honor or a complimentary close
in a note diplomatique.
Do not use a first- or second-person pronoun in a
third-person note.
The note is initialed in the lower right corner of
the last page of text by an authorized signing officer. The chief of mission
(or representative) may hand it to the foreign office official (or
representative) at the foreign office.
Enclosure(s):
(describe)
Embassy of the United States of America,
(capital), (omit date).
initials
WHA:AB:FCook:cm Clearance:
12/6/02/x77700 XYZ/C:ASmith
DIPLOMATIC NOTE
5 FAH-1 EXHIBIT H-612.2-6(A)
Third-Person Note, Note CollectiveDepartment
(CT:CH-29; 05-20-2013)
For the first page and for succeeding pages, use
white bond paper (8 x 11).
A collective note, generally referred to as a
joint note, is addressed to two or more governments from one or more
governments. Do not use the courtesy phrase has the honor or a complimentary
diplomatic closing in a note collective.
Do not use a first- or second-person pronoun in a
third-person note.
Address individual replies to each government
listed on the incoming collective note.
The note is signed, not initialed, on the last
page of the text by the representatives of the governments presenting it.
Place drafting and clearing information on file
copies only.
For the
United States of America:
(Full Signature) (name of
representative)
For Great
Britain:
(name of
representative)
For France:
(name of
representative)
Enclosure(s):
(describe)
Department of State,
Washington, (omit date).
WHA:AB:FCook:cm Clearance:
11/15/02/x77700 XYZ/C:Asmith
S/ES-S:Name
5 FAH-1 EXHIBIT H-612.2-6(B)
Third-Person Note, Note CollectiveEmbassy
(CT:CH-4; 07-31-2002)
For the first page and for succeeding pages, use
plain white bond paper (8 x 11).
A collective note, generally referred to as a
joint note, is addressed to two or more governments. Do not use the courtesy
phrase, has the honor or a complimentary diplomatic closing in a note collective.
Do not use a first- or second-person pronoun in a
note collective.
The note is signed, not initialed, on the last
page of the text by the representatives of the governments presenting the note.
Place drafting and clearing information on file
copies only.
For the
United States of America:
(Full Signature) (name of
representative)
For Great
Britain:
(name of
representative)
For France:
(name of
representative)
Enclosure(s):
(describe)
(capital), (date).
5 FAH-1 EXHIBIT H-612.2-7(A)
Third-Person Note, Circular Diplomatic NoteDepartment
(CT:CH-29;
05-20-2013)
For the first page, use embossed white-seal
Diplomatic Note stationery (8 x 11). For succeeding pages, use white bond
paper (8 x 11).
Use the courtesy phrase, has the honor in a
circular diplomatic note. If it is to be sent to all diplomatic missions in
Washington, begin with, The Secretary of State presents his/her compliments to
Their Excellencies, Messieurs and Mesdames the Chiefs of Mission and has the
honor to. . .
If the note is to be sent to a selected list of
missions, use a descriptive phrase in the first sentence following the words
The Chiefs of Mission.
Send the record copy to interested offices for
clearances. Date the original and record copy before sending to S/ES-S.
Prepare a Form DS-5, Requisition for Publishing, Reproduction, and Distribution
Services, indicating the number of copies, including extras, for distribution.
Prepare the list of missions to receive the note
and send this list, the original note, and the record copy to the Secretariat
Correspondence Officer, S/ES-S, Room 7512, for review and forwarding to
A/GIS/IPS-RM, 6th Floor, SA-2 for processing. The reproduced copies of the
note and list will be returned to the drafting office by A/GIS/IPS-RM for
assembling and mailing. Upon request, A/GIS/IPS-RM will prepare labels.
Do not use the complimentary close on a circular
diplomatic note.
Place drafting and clearing information on file
copies only.
Enclosure(s):
(describe)
Department of State,
Washington, (omit date). Initials
WHA:AB:FCook:cm Clearance:
12/28/02/x77700 XYZ/C:Asmith
S/ES-S:Name
DIPLOMATIC NOTE
5 FAH-1 EXHIBIT H-612.2-7(B)
Third-Person Note, Circular Diplomatic NoteEmbassy
(CT:CH-4; 07-31-2002)
For the first page, use embossed white-seal Diplomatic
Note stationery (8 x 11). For succeeding pages, use white bond paper (8
x 11).
Use the courtesy phrase, has the honor in a circular
diplomatic note. If it is to be sent to a selected list of missions, use the
descriptive phrase in the first sentence following the words, The Chiefs of
Mission.
Do not use first- or second-person pronouns in a
third-person note.
The note is initialed, not signed, in the lower right
corner by an authorized signing officer. Do not use a complimentary close on a
circular diplomatic note.
Enclosure(s):
1. List of missions.
2. Number and describe other enclosures.
Embassy of the United States of America,
(capital), (omit date).
Initials
M/POL:AJones:sec Clearance:
11/8/02/x77700 ECON:Wsmith
DIPLOMATIC
NOTE