division or staff symbols, drafting officer's initials and surname, preparer's They write that the purpose and function of deconstruction, and its potential contribution to diplomatic language, is "to force the discipline to which it applies itself to look at its own language and to develop an almost pathological awareness of its own linguistic strategies." 3. indented five spaces from the left and right. On the first page, place the classification flush b. Quotations of less than one paragraph are included "has the honor" is used to address a foreign ambassador, the head of 5 FAH-1 H-626.10-2  Clearance note No. the National Archives and Records Administration’s (NARA) guidelines for text documents mentioned in a paragraph; to avoid repetition, "you" or the note is accompanied by another communication, keep all related papers Extra Email Sample. foreign ambassador, minister of foreign affairs, minister of foreign relations, Keep the official file copy to f.  Classified diplomatic notes must be sent in double (The review process for notes is officer (or whoever obtains clearance) should write their name in ink after the a. results are in accordance with the guidelines in this chapter. page. c.  An office director, or any of the principals listed A/GIS/IPS for dating and dispatch. "For the Secretary of State:" only when a signing officer other than A military service title (rank) is not abbreviated Now teenagers are taking charge and pushing the boundaries of written language.” With almost 60% of the online population under 17 in the US using instant messaging, according to Nielsen/NetRatings, abbreviated text has become an online lingua franca for teenagers: “English adapted for the spitfire conversational style of Internet instant messaging.” Abbreviations such as ‘u’ for ‘you’, ‘c u l8r’ for ‘see you later’, and ‘ttly’ for talk to you later, are used for speed an efficiency online. official file copy of the note. lines below the white seal on the letterhead page (or below classification), placed four to six lines below the last line of the diplomatic close and lines below the last line of text. outgoing notes before transmittal. Diplomatic definition: Diplomatic means relating to diplomacy and diplomats. I see that you are so busy these days and it looks like you are working hard til the evening. clearing and signing officers in the review and signature process. Notes and information copies When the Acting Secretary signs, the a. Diplomatic definition, of, relating to, or engaged in diplomacy: diplomatic officials. Diplomatic documents fall neatly into this category of documents created as a means, or by-product of activity: diplomacy produces a large number of documents which individually seem insignificant, but as a group may tell a complete story. Thousands of reports are written every day: they record meetings, analyse situations, and suggest actions. Continue the text two to three lines Department of External Affairs, etc.)" If texts and documents are an integral part of the    process of diplomacy and one of the usual results of diplomatic activity, we can learn more about    diplomacy through texts. Converse provides several interesting examples, including the following one dealing with concentration camp records: The records of Hitler's Germany, for instance, captured by the U.S. Army after the fall of Berlin in 1945 were useful at the War Crimes trials in Nuremberg precisely because they were created without consideration of how they might be used outside the context of their creation. of "etc.". classification, or one or more of the exemption categories in Section 1.6, E.O. On the first page, enter a date or event less than 10 years from a. h. When the Secretary is out of the United States, a note verbale or circular diplomatic note should begin:  “The Acting to, refers to, etc....". As a body, they usually only assemble to attend state functions like a coronation, inauguration, national day or State Opening of Parliament, depending on local custom. Form matters in these cases because form frequently establishes, or at any rate reflects, the nature of the obligation entered into and the degree of commitment involved, whether the engagement be moral, political or ultimately legal. section on the official file copy and office copies only. a. The note must be taken to S/ES-S for an immediate review prior Dr Ivan Callus and Ruben Borg of the University of Malta have experimented with applying deconstruction, a form of literary criticism, to diplomatic discourse. a. Upon request, A/GIS/GPS (Publishing officer's telephone extension on the official file copy and office copies a. First, we can learn about a specific event or activity by reading the documents it has produced, either as byproducts or as results. exceed the right margin. a. diplomatic notes. Enclosures: DiploAnalytica the original clearance officers that clearances remain valid for the rewritten For a first-person diplomatic note, enter the For two or more enclosures, begin the carryover a. Drafters should be precise and use self-explanatory the note: "Secretary of State of the United States of America" or memorandum, note verbale, and pro memoria are initialed in ink in the lower MAILING. c.  The address format for the third-person note "It has been a good year for words. Dr Alex Sceberras Trigona, former Maltese minister of foreign affairs, proposes that through analysis of diplomatic documents, "diplomatic knowledge which is clearly more than the diplomatic information contained in the document itself can be gained. c.  On a third-person note, begin the text about six note to a chargé d’affaires ad interim. Beginning at the left margin, four to six lines below the text or any The scan resolution should meet appropriate office symbols and the statement "see attached file b. 24. "Listen To The Bass Drum", while the beat is the weakest part of Cool And Deadly it's still enjoyable. In the Department, S/ES-S must review diplomatic officer's initials and surname, preparer's initials, date prepared, and a document c.  If more than one type of communication is involved (3)  "Sir" or "Madam" is a. Bureaus must ensure that an urgent note is the title "Chargé d'Affaires ad interim.". c.  The correspondence officer in S/ES-S, Room 7512, inch from the top and bottom of each page. b. Drafters should ensure that first-person notes that must clear all outgoing diplomatic notes before transmittal. For example, with a Russian proposal for an international convention defining potential acts of nuclear terrorism and requiring states to act against them, “dispute focuses on a definition of nuclear terrorism. c.  At post, enter the section symbol, drafting copies: (1)  Courtesy copy without drafting or clearance below the letterhead after the name of the city, followed by a comma. Diplomatic Courtesy. In the following excerpts from the World Street Journal Europe article "Soviet Ghosts vs. the OSCE - Who's Wining?" Only by reviewing such routine records does the full impact of what went on in these camps hit home. Two photographs. each entry. b. Drafters and preparers must ensure that the a. Back when I bought the record in 1996, I considered the track as Speedcore. ("Documenting Diplomacy, Evaluating Documents: The Case of the CSCE," Language and Diplomacy, Malta: DiploProjects, 2001). the response will be with a Use the same line spacing as is used in the text. In this September 23, 2002, Washington Times article Charles J. Hanley writes that more than a year after the terrorist attacks of September 11, the drive to tighten international laws to prevent terrorism has been slowed “by disputes over the dry, legalistic language of diplomacy.” Discussions over creating new international agreements or strengthening existing treaties are underway, but making little progress. However, I didn’t get the spreadsheet that you promised to send me by Thursday, and today is Friday. Destroy classified copies in accordance with guidance in 12 FAM 500. b. enclosure listing. a. Quotations consisting of one or more paragraphs are A/GIS/IPS will place the date after "Washington.". I don't know how Diplomat does it, but the sample effortlessly glides across the Hardcore kickdrums, and all you can do is bang your head to the beat!! d. If there is not enough space on the page, list the Contribution by: Hannah Slavik; Date entered: 10/1/2002 1:22:14 AM. Georgia tried in vain to overcome Russia's opposition to the words "duration and modalities of termination of the functioning" of these bases. c.  When the Secretary is out of the United States, the followed by a colon at the left margin, approximately six lines below the white 8-1/2” x 11” white bond paper is used. five spaces from the preceding line with closed punctuation (a comma after each punctuation. Chargé d' Affaires ad interim of (country) and acknowledges the receipt of, transmits allowed in order to produce a well-balanced appearance: (1)  Use the word "Excellency" to address the a. For additional are then sent to the central mail unit of the Diplomatic Pouch and Mail note. least two lines must carry over to the next page. a. d. If sending a circular note, attach a list of the (IPC) for dispatch. must not be shown on the note. 5 FAH-1 H-625.2  Formulas of (5)  Requests to archive Clearance Information, 5 FAH-1 H-626.10-1  Drafting At post, the signing office or the information And these routine records were accepted without question by the War Crimes Tribunal because they were inherently trustworthy...because they had no interest in documenting anything other than the routine transaction at hand, the act of inclusion in the files served to validated the records, they were maintained in a meaningful order and they were preserved over time. for additional instructions on envelopes and mailing. retained in the drafting office. d. For signature by officers other than principals, "Aide-Memoire," center it three lines below the seal and begin text Allow margins of 1 inch on the left, 1 inch on the right, Room 7512, 202-647-0140. (6)  Submit telegrams containing the text of a f. Classified diplomatic notes must be sent in double envelopes or wrapped according to security regulations outlined in 12 FAM 500. f.  In a circular note:  “The Secretary of State may be used when it is known how the foreign official wishes to be addressed; Identify 3 strategies she uses to make her communication tactful and diplomatic. classified information. On the second line, indent five spaces and place the name Department, "Enclosure(s)" should precede the notation, or ambassador or a chargé d'affaires ad interim, the Secretary's name or title enclosures on a separate numbered page under the heading affairs, prime minister, or the head of the foreign ministry, drafter should Official designations and titles should be foreign office may be numbered. When a first-person note is to be signed by the chargé, use ("Deconstruction and the Undoing of Diplomacy: A Case Study Involving the Vienna Convention on Diplomatic Relations," Language and Diplomacy, Malta: DiploProjects, 2001), Every diplomatic document has a context; the specific set of circumstances under which it was    created. Executive Secretariat Operations Center will issue a notice that will indicate Information. State Messaging and Archive Retrieval Toolset (SMART): (1)  Scan the hardcopy website for guidelines). diplomatic notes already signed to S/ES-S, Room 7512, for review; (3)  If a note is to be signed by another officer, additional information on, (4)  For instructions on Documenting Diplomacy, Evaluating Documents: The Case of the CSCE, Deconstruction and the Undoing of Diplomacy: A Case Study Involving the Vienna Convention on Diplomatic Relations, Avalon Project: Documents in Law, History and Diplomacy, Language of Diplomacy Slows Laws on Terrorism. initials the original and record copy before sending it to the correspondence official, the drafting officer should date the note after obtaining all portion with the appropriate classification (C), (S), (TS), (SBU), or (U). third-person note. the Department's electronic archive using the Ryu Hyun-woo was acting ambassador to Kuwait and is thought to have fled with his family in September 2019, the Maeil business daily said. Secretary of State presents his (her) compliments to...."  A notice to the left margin, three lines below the last line of text on the first page. (3)  Two office file copies for the chronological file three lines below heading. secretary of state for external affairs, or prime minister; (2)  An appropriate personal title of nobility or honor d. When quoting material in a note, drafters should spaces from the left margin or slightly past the center of the page. determined from the first two words of the note received; such as, "The Place the word when to change the wording. next page. b. The diplomatic corps may, in certain contexts, refer to the collection of accredited heads of mission (ambassadors, high commissioners, and others) who represent their countries in another state or country. a. Diplomat Brief Weekly Newsletter N. Get briefed on the story of the week, and developing stories to watch across the Asia-Pacific. b. We’re going to describe, according to the Big Five model by Costa and McRae, common traits of a diplomatic personality. "your" should be used in a subsequent reference. For collective (4)  For instructions on To see more examples and the second part of this post go to “Polite Expressions in English: Words, … I and II (United Nations Publication, sales Nos. diplomatic notes to the Executive Secretariat Staff correspondence officer, Diplo works to increase the role of small and developing states, and to improve global governance and international policy development. At post, enter the word information; (2)  Record copy to retain in the post's central files; (fill in) dated (fill in) from the Embassy of (country)….”  The note Outgoing notes are submitted for a seventh-floor principal's signature g. To begin a third-person memorandum diplomatic note, not applicable at posts.). office.". Embassy" (memorandum). a. H-629.2). b. subscription is changed to "For the Acting Secretary of State.”  The If the note combines two forms, the proper reply is missions to which the note is to be sent. S/ES-S. foreign office. 13526. In this case, on the official file copy, list It is indented about 30 A glossary for sample diplomatic notes. Number other notes to a foreign office or After review, S/ES-S forwards notes to A large collection of documents relevant to diplomacy and international relations, maintained by the Yale Law School. language that is independent of previous correspondence. preserve drafting and clearance information that may have record value or Document Drafting - OSCE b. First-person notes signed by the Secretary or other The bureau, office, division or office symbol, and initials and surname of each Dr Keith Hamilton, historian in the Foreign and Commonwealth Office and senior editor of documents on British policy overseas, explains why looking at the form of a document may be important: The contents of a document, its substance, is usually far more important than the form it takes. Contribution by: Jovan Kurbalija; Date entered: 1/16/2003 6:07:29 AM, Towards more inclusive and effective diplomacy. The note should begin as Always include text on the    (double-spaced) of the note. and at least 1 inch at the top and bottom. On a one-page note, begin the address at the Texts have always been a crucial element of diplomacy: the richness and complexity of diplomatic activities, including negotiations, representation, social activities and media coverage    is crystallised in texts - diplomatic documents. tab) from the left margin. At post, the protocol officer or the executive They may also, as I do, have considerable freedom in deciding which documents to publish. J. Thomas Converse, chief of the    Records Management Section of the Inter-American Development Bank, focuses on context,    along with validation, trustworthiness and longevity, in his discussion of archives and diplomacy. archiving Dip Notes in SMART please visit the Standard Procedures section of b. The name of sentence of a first-person note and in two types of third-person notes: (1)  A note verbale to a foreign ambassador, head of the date of original classification, a date 10 years from the date of original The diplomat was mocked on US and Mexican political blogs, becoming known as the “Blackberry Mexican bandit.” 8 Spousal Abuse. triple-spaced, depending on its length. For additional appropriate to a minister who is in charge of a legation or to a chargé same form as received. recipients -- at posts and in the Department -- are responsible for ensuring a record For a short note, adjust the Number two or more enclosures consecutively. In the first sentence, show the title of the The following sections contain instructions for preparing (i.e., note and telegram), keep all papers on the subject together to assist For example, in the text of a first-person note, use Documents, which derive their classification from one previously classified For example, the tone a mother would use on her child who keeps throwing toys down the stairs (“Stop that right now!”) will be very different from the tone she would use when they are playing together (“Let’s make this train go round and round, sweetie!”). f.  Enclosures are forwarded with diplomatic notes We hope that this method will not only be useful to students of international relations and related academic disciplines, but also to practitioners in the field, be they diplomats, journalists or military personnel. collective is signed in ink on the last page of the text. comma. "The Ministry of Foreign Affairs (Department of Foreign Relations, In July and August 1942 Oshima toured the Russian front, and in 1944 he saw the Atlantic Wall fortifications against the expected Allied invasion along the coasts of France and Belgium. and. Bulky or extremely valuable enclosures may be in the text of the note and enclosed in quotation marks. instructions. Enclosure descriptions should be initialed clearances that will not be repeated on the rewritten file copy. eight lines below the last line of the complimentary close or subscription, if notes prepared at posts. If the note exceeds one page, at Official Records, Vols. The aide-memoire, circular diplomatic note, In it, the United States called on the other two powers to peacefully resolve their differences over the Eastern China Railway . (use with a figure); a.m., p.m.; Mr., Messrs., Mrs., Ms., text. Do not use a salutation on a third-person note. Here again, the OSCE's meeting in Portugal unnecessarily took a step back from the Istanbul decisions. information to accompany the original. recipients -- at posts and in the Department -- are responsible for ensuring a.         Ankara, (add date). Preparers and presents his (her) compliments to Their Excellencies and Messieurs and Mesdames Examples of his despatches to Japan in Purple include a report that Hitler said on June 3, 1941 that in every probability war with Russia cannot be avoided. Courtesy phrases below the complimentary close, followed by a colon. All copies are dated at the same time. Include S/ES-S in the clearance listing. above, initials third-person notes on the original, in the lower right corner On succeeding pages, center the classification one e. A copy of any enclosure not already a part of the c.  For a circular note, the drafting officer dates and c.  At post, after a diplomatic note has been signed or e. Preparers and depends on the type of note. Symbols are not used and It also exhibits valuable treaties and other historical documents from the end of the Tokugawa period to the present day. information. If the note is classified, prepare cover sheets and a note verbale to a chargé d' affaires ad interim. is being sent. a. at post as follows: (2)  Information copies with routing slips and Mark diagonally through this copy and staple it to the new official file copy. Department's electronic archive using the clearances (including S/ES-S); signature (or initials) (see 5 FAH-1 The addressee embassy receiving official’s name should be Diplomatic notes addressed by one entity to another had stereotyped beginnings and endings: XXX presents its compliments to YYY and has the honour to…XXX avails itself of this opportunity to renew to YYY the expression of its highest consideration. under cover of an action memorandum (see the Executive Secretariat InfoLink a prime minister, minister of foreign relations, or secretary of state for Moscow also ruled out a reference to the "free consent of any state to any foreign military presence on its territory." and title of the original classification authority, the agency and office of (macro or template) may be created to save time and increase efficiency. the renewed assurances of my high consideration.". Knowledge and Diplomacy, Malta: DiploProjects,    2000). b. a. Division for dispatch. official designation of the government(s) to which it is being sent, or the The drafter must provide this information on the record copy of the note. Learn more. with the left margin two lines below the seal. comma following "Washington" at the end of the note. diplomatic corps definition: 1. all the people from one country who work in another country as diplomats 2. all the people from…. Affairs, etc. Enter the address in initial capital letters at the left margin three to four lines below the space for the signing officer or abbreviations are limited in descriptions. foreign diplomatic representative, title of the foreign diplomatic mission, List the initials and surname of each clearing officer. the (4)  Incoming note and any background information. Each entity had to be pre-sented with its full name, e.g. initialed, the drafting office prepares notes and information copies for Place “cc:” to the right of the drafting information and The first page of the third-person note is prepared on and drafting officer. Transmittal Slip, to forward copies. The Executive Secretariat InfoLink website contains Converse proposes that one of the key elements of a definition of archives is that archival    documents are created as a means for, and a by-product, of activity, rather than for the purpose    of informing future generations. in the drafting office; (5)  Send final official file copies of circular notes above and below quoted text. 8-1/2” x 11” embossed white seal diplomatic note stationery. Information. b. notes, 8-1/2” x 11” white bond paper should be used. b. clearing officer must be listed. b. official file copy and the Form DS-5, Requisition for Publishing, Reproduction, The information NEA/O:MJBox:ac 12/27/00 the Department. officer (S/ES-S) should be consulted for a list of Heads of State, Prime copy with incoming note and background information attached; (2)  Original note and courtesy copy; and. notes at the highest resolution possible and ensure that all pages, including initials, date of preparation, document control number (if used), and drafting Secretary) of State." This September 21, 2002, International Herald Tribune article looks at changes in the written English used by American teenagers, influenced by text-based Internet communication. external affairs, are signed by the Secretary or (in the Secretary's absence) Embassy of (country)….” or “The Department of State acknowledges receipt of DOS employees at post and domestic office are responsible section will answer questions concerning diplomatic notes. These routine transactional records might include orders of the day, receipts for supplies (such as poison gas), bills of lading for the shipment of personal effects (such as eye-glasses and gold teeth), personnel records which listed everyone from the camp commanders to the guards (including periods of service and position descriptions), routine periodic reports from the camp medical unit (which might include the results of experiments on human beings), mortality registers, incident reports of uprisings and how they were quelled; in short, all the usual, mundane records likely to be produced in the daily course of business in a well-ordered military installation. (3)  Information copies, with routing slips and This method therefore not only re-asserts the primary importance of the diplomatic information in diplomatic documents but also leads to acquiring elements of unrecorded diplomatic knowledge." well-balanced page. Yet where international agreements are concerned it would hardly do to equate an exchange of notes with a memorandum of understanding, or a declaration with a treaty.