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Drafting Of Correspondence
Considering the volume and magnitude of work which officers are faced with everyday, it should be the primary consideration of the person/employee drafting the correwspondence to make the communication simple, direct and clear.
ABC's in Drafting of Official Correspondence
Diplomatic correspondence should possess the following characteristics: accuracy, brevity, clarity and suavity.
One of the primary functions of the Ministry of Foreign Affairs is to study, recommend and implement Philippine foreign policies. It is therefore important that these policies are well understood and explained. This can be done if the following elements in communication are present: objectivity, completeness of data, accuracy of facts and figures, correct spelling of names and titles, a thorough command of the English language and appropriateness in the choice of words.
One should avoid making general and exaggerated statements which could be the object of inquiry and doubt. It is also important that data are checked to ensure objectivity and consistency of information. Before sending the communication, it is best to make sure that there are no missing words or statements, typographicall and clerical errors.
In writing long reports, it is advisable to make topical outlines to insure continuity of ideas.
Simple, brief and direct type of communication is the most effective, easily understood, and therefore the best. Short sentences and paragraphs, carefully chosen words and expressions are to be used. If possible, communication should be limited to one subject only.
The correwspondence must be a complete document in itself, independent of other documents. Since the official who will read the communication is a busy man and has no time to engage in rhetorics, figures of speach, long sentences and flowery literary style of writing are not advisable. A communication must be grammatically correct, logical and must use well chosen words. Charts, graphs and figures to clarify statements are to be used if necessary. The last paragraph should contain the summary of the important points of the communication.
The manner of expression in diplomatic correspondence should be dignified. Care should be exercised in using phrases of courtesy, designations, titles and qualifications. The tone should be polite and in cases where disagreements or protest are brought up, the communication should always maintain sobriety and logic.