Drafting Of Correspondence

General Instructions/Rules in Drafting Internal Correspondence

Basically, rules and instructions governing the drafting of external and internal correspondence are the same. Thus, when drafting internal correspondence such as letters, indorsements, despatches and reports, see to it that the basic rules mentioned in the previous Chapter are followed.

Reports

A report is one of the most important forms of communication which a diplomatic or consular official sends to the Ministry. It is a written document designed to inform and/or to serve as basis for decision or action. Thus, it is essential that a report be well written, well presented and well documented.

The following are guidelinesin report writing:

A.	Organize the material. In writing political, economic and cultural reports, it is important to make topical outline hich can be useful in choosing relevant data.
B.	Follow a simple, suitable writing style. Recommendations or important points contained in a report should be stated in the first paragraph. By following this rule, time and effort is saved both by the writer and the reader. Certain styles or formats may be followed:
1.	The narrative. This is informal in style and involves the enumeration of facts, comments, and recommendations in paragraph form. It makes use of sub-headings, underscored capital letters, or short "impact paragraphs".
2.	The outline. This provides the reader a ready checklist, especially if the writer has to give many important points. This is suitable for writing reports on policies, procedures and lengthy recommendations.
3.	The question-answer. When the report to be written is a response to inquiries from the Ministry, this style may be the most appropriate. This can assure logical organization, easy writing, and easy reading since the reader can easily refer to those questions which concern him most.
4.	The newsletter. This style entails the listing of the subjects and underlining of all key words and phrases. This enables the reader to skim over the report and quickly extract its main points or messages.
5.	The log. This is most useful and time-saving when the writer is on a diplomatic tour or official inspection. Entries of location, nature of business, topic of discussions are made with brief explanatory sentences.
C.	Edit the report. It is important to edit the report before having it typed but do not fail to re-edit after it is retyped. Check whether the report is understandable and complete.
D.	Document your information. The Revised Regulations of the Foreign Service of the Philippines (pp. VI-4 to VI-5) clearly states "that the source of each item of information, quotation, or statement of fact or opinion, included in official correspondence, which are not based on the observation or conclusion of the person signing or drafting the correspondence, shall be definitely and precisely cited in the following manner:
1.	Citation of published material. When a published material is quoted or otherwise included in official correspondence and reports, the title, number, date, place of issue, and appropriate page number of the publication from which the information has been obtained, shall be cited precisely. The original foreign title, if the information is important and not a matter of general knowledge and the political complexion of the publication shall also be indicated.
2.	Citation of unpublished material. In citing information derived from an unpublished source, the name of the organization, agency, or individual from whom the information was obtained, shall be given. If the information was obtained from an individual, the citation shall include his full name, title, position or occupation, membership in organization and any other particulars regarding him which bear on the credibility or reliability of his information. If, because of special circumstances, identification by name and title would be inadvisible, the identity and reliability of the information shall nevertheless be indicated.
3.	Method of citing source material. Source materials included in despatches, reports and letter may be cited in three ways: in the body of correspondence or reports; in the footnotes; or in an enclosure, appendix or anex. If the second method is used, each citation shall be definitely connected by a key symbol such as a number or letter of the alphabet, usually "X ," to the corresponding statement in the text. In statistical tables, the various sources shall be similarly indicated by the use of key symbols in the table and corresponding symbols in footnotes or appended notes.
4.	Method of citing confidential sources of information. If the source of information included in the communication or report is confidential, the source should be cited in an enclosure or anex to the communication or report and preferrably enclosed in an envelope.
5.	Copying of papers and extracts
a.	Copies of papers must be carefully compared with the original text. The words COPY and COMPARED (written in capital letters), with the appropriate initials and office symbols, are placed in brackets in the upper left-hand corner.
b.	Copies of papers for certification must follow literally the original text. Copies containing typographic and grammatical errors that are clearly accidental and render the sense ambigous may be corrected with teh approval of the responsible officer. In case of a correction, the correction inserted in brackets and underscored. An uncorrected misleading error may be indicated by the word sic (in brackets and underscored). A supplied omission in the text is indicated in brackets, without underscoring. Unless a correction or supplied omission is known to be exact, it is to be followed by a question mark.
c.	In copying papers or making quotations, indicate omitted text by an ellipsis (a full line of periods, indented five spaces from each margin and separated from one another by five spaces).
d.	In copying a document bearing a signature, the signature is included as part of the text. It is unnecessary to insert the word "signed" in front or after the signature. In copying a document bearing no signature (third person notes excepted), the bracketed words "No Signature", "File Copy", or "Not Signed" are appropriate and are inserted in the place of signature.
E.	Security classification. Despatches, reports and other official communications which should be secured from unauthorized persons shall be graded as classified material in accordance with the security measures provided in Parts G and II of Chapter 7 of the Revised Regulations of the Foreign Service of the Philippines (1962).
1.	TOP SECRET. This refers to certain secret material and information, the security aspect of which is paramount and/or the unauthorized disclosure of which would cause exceptionally grave damage to the nation's security or extreme embarrasment to the Government.

Some examples of TOP SECRET information are:

a.	Information regarding details of discussion or negotiations with foreign governments on important and delicate questions such as those embodied in memoranda of conversations, tentative draft of agreements and the premature disclosure of which might prejudice the successfull outcome of negotiations;
b.	Information, the disclosure of which might endanger national security or other important national interests;
c.	Information of a political character, the disclosure of which could gravely embarrass the Philippine Government;
d.	Very important plans especially of political and military character, individually made or in cooperation with foreign government(s).

SECRET. Similar to "TOP SECRET" information but a little less serious in character.

CONFIDENTIAL. This includes material or information which does not have the same degree of effect as that of TOP SECRET information but the disclosure of which would still be prejudicial to the interest or prestige of the nation, any governmental activity and individual, or world cause administrative embarrassment or difficulty.

Some examples of CONFIDENTIAL information are:

a.	Information on political development not divulged to the public;
b.	Communications on important economic and industrial matter connected with national interest obtained from private or confidential sources;
c.	Investigations, documents, and communications of a personal and disciplinary nature, the confidential character of which is safeguard for administartive reasons.

RESTRICTED. These materials and information, which should not be published or communicated to anyone except for offisial purposes.

Some examples of RESTRICTED information are:

a.	Economic, industrial, or political information which should not be releasedor communicated to the press or otherwise published and made available to the public;
b.	Certain administrative or instructional communications and documents intended strictly for official use;
c.	Reports on internal affairs of the Philippines and of foreign countries which should not be of public knowledge;
d.	Interpretation based on official or public reactions to general internationa or economic questions.

Modifying Phrases. Phrases to indicate a limited dissemination may be used in addition to security classification.

The examples are:

1. "For the Minister only"
2. "For the Deputy Minister only"
3. "For the Ministry only"
4. "For Limited Distribution"
5. "Not to be published as official information"

Despatches

The rules in drafting despatches are the same as those followed in making reports. Materials should be well organized and written in simple and suitable style. Paragraphs should have one subject matter at a time and discussion should be brief. Despatches should be well-documented.

Letters and Memoranda

When drafting letters and memoranda, the following should be taken into consideration:

a.	The addressee. It includes the name, position, title or function, of the intended recipient.
b.	The style. It should be directed without being too informal. Suavity and accuracy should be considered when writing letters and memoranda.

The basic differences between letters and memoranda are:

a.	Length. Memoranda are shorter and generally contain recommendations. Letters are usually longer.
b.	Formality. Memoranda are less formal with certain exemptions such as the Memorandum for the President or the Minister. Letters are more formal with polite introduction and ending.

Cover Sheets Examples

Cover Sheet for Confidential Documents

CONFIDENTIAL

(Unclassified if not covering Confidential document)

THIS IS A COVER SHEET

(Sample Cover Sheet)

Warning:

THE UNAUTHORIZED DISCLOSURE OF THE INFORMATION CONTAINED
IN THE ATTACHED DOCUMENT(S) WHILE NOT ENDANGERING NATIONAL
SECURITY WOULD BE PREJUDICAL TO THE INTEREST OR PRESTIGE
OF THE NATION, ANY GOVERNMENTAL ACTIVITY, OR WOULD CAUSE
ADMINISTRATIVE EMBARRASSMENT OR UNWANTED INJURY TO AN
INDIVIDUAL, OR WOULD BE OF ADVANTAGE TO A FOREIGN NATION.

Responsibility of persons handling the attached document(s):

1. Do not leave the document(s) unattended except when properly secured.
2. Transfer the document(s) only to persons who need to know and who pssess the required security clearance.
3. If so required obtain a receipt whenever relinquishing control of the document(s).

Storage:

Safe or filing cabinet with iron bar & combination padlock.

Reproduction:

Copies may be made of these document(s) except when the originating office has specifically stated that no copy shall be made without prior authority.

Disposition:

This cover sheet need not be included when the original document(s) is permanently filed.

CONFIDENTIAL

Cover Sheet for Secret Documents

SECRET

(Unclassified if not covering Secret document)

THIS IS A COVER SHEET

(Sample Cover Sheet)

Warning:

THE UNAUTHORIZED DISCLOSURE OF THE INFORMATION CONTAINED
IN THE ATTACHED DOCUMENT(S) WOULD ENDANGER NATIONAL SECURITY,
CAUSE SERIOUS INJURY TO THE INTEREST OR PRESTIGE OF THE
NATION OR OF ANY GOVERNMENT ACTIVITY THEREOF OR WOULD
BE OF GREAT ADVANTAGE TO A FOREIGN NATION.

Responsibility of persons handling the attached document(s):

1. Do not leave the document(s) unattended except when properly secured.
2. Transfer the document(s) only to persons who need to know and who pssess the required security clearance.
3. Obtain a receipt whenever relinquishing control of the document(s).

Storage:

Safe or its approved equivalent

Reproduction:

Copies should not be made without consent of the originating agency.

Disposition:

This cover sheet should be treated as part of the document to which it is attached and should be included when the document is permanently filed.

Requirement:

Anybody who has handled, read or acted on the attached document(s) shall sign in the appropriate space provided for in the record of transmission on the other side of this cover sheet.

SECRET