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Preparation of Correspondence External Communications Internal Communications

Preparation of Correspondence

External Communications

Intructions on the Preparation of Formal First-Person Notes

A.Stationery. Legal size white-seal paperbearing the title of the mission shall be used.
B.

Number of copies. The number of copies of notes to a foreign office or ministry or to high officials shall be determined by local customs and post requirements. A chronological file and subject file of notes shall be maintained by the Record Section. The drafting office shall keep its own file copies. A courtesy carbon copy shall accompany the original note.

As a general rule, five copies (original and four copies) are prepared and distributed as follows:

a. original - to addressee
b. courtesy carbon copy - to addressee
c. one carbon copy - file copy of drafting section or office
d. one carbon copy - chronological file of Record Section
e. one carbon copy - subject file of Record Section

C.Margins. One and one-half inches at the left, one inch at the right, and at least one inch at the bottom are used.
D.Spacing. Triple-spaced is used, however, notes of more than two pages may be double-spaced.
E.Numbering. Notes are numbered consecutively starting from the first day of the calendar year. The last two figures indicating the year are separated by dash, e.g. "No. 1-80". It is typewritten and placed in the upper left-hand corner, two spaces below the seal.
F.Date Line. The city and date with the day, month and year are written at the upper right-hand corner, two spaces below the file number.
G.Salutation. The salutation "Excellency" should be used in a formal note to a minister for foreign affairs, other high foreign government officials or to an ambassador of another country. If he holds a title or rank, the appropriate title is used. The salutation for a minister or a charge d'affaires of another country shall be "Sir". Depending on the length of note, the salutation is placed approximately six spaces below the white seal. It is flushed left, written in capital and small letters, and followed by a colon.
H.Text. A formal note written to a minister for foreign affairs, to other high officials, or to an ambassador or minister of another country is started with the customary diplomatic phrase "I have the honor..." However, when writing to a Charge d'Affaires ad interim, it does not commence with the same introduction.
I.Address. It is placed at the lower left-hand corner of the first page, flush with the margin. Each succeeding line is indented five spaces from the preceding line. Closed punctuation is used.
J.Key Words. They are placed on the lower right-hand corner of each page three spaces below the text. The first words of the following page are typed. They serve as key words to the continuity of thought and assure proper pagination.
K.Continuation Sheets. If more than one page is needed, at least two lines of the text are carried over in the following page in addition to the complimentary close. Page number is centered one inch from the top, for example "- 2 -"; using triple space for continuation of text.
L.Complimentary Close. The complimentary close for a minister for foreign affairs, other high foreign government officials, or an ambassador shall be "Accept, Excellency (or other appropriate title), the (renewed) assurances of my highest consideration." For a Minister of Charge d'Affaires "Accept, Sir, the (renewed) assurances of my high consideration."
M.Signature. Leave a space for pen signature of the Chief of Mission. However, when the Charge d'Affaires ad interim signs, it should be over his typewritten name and title.
N.Enclosures. These are typed single-spaced at least six spaces below the text and are numbered consecutively with a brief description of each. However, if there is only one enclosure, it is no longer numbered. Enclosures are indented five spaces to the right. The description of the enclosures should not extend beyond the middle of the page.

Example:

Enclosures:

(1) Letter dated 2 April 1980 from the Ministry of Agriculture

(2) Copy of press release no. 1 dated 3 April 1980
O.Identification. Office symbol, if any, or is it name, initials of chief of mission, drafting officer and stenographer's/typist's initials are typed on all copies (except the original and courtesy copy) one inch from the bottom of the last page.
P.Envelopes. First-person formal notes are not folded. Use large white envelopes 8.5 x 13.5 printed with the words "Foreign Service of the Philippines".
    

(SAMPLE: FORMAL FIRST PERSON NOTE)

Manila                                

7 January 1979                        

Excellency:

I have the honor to acknowledge the receipt of Your Excellency's
note of January 7, 1979, which reads as follows:

"Excellency:

        "On December 7, 1975, at the consultation of U.S. President Gerald R. Ford's state visit to the Philippines, a Joint Communique was issued by Philippine President Ferdinand E. Marcos and U.S. President Gerald R. Ford. The Joint Communique stated, inter alia, as follows:

        They agreed that the negotiations on the subject of United States use of Philippine military bases should be conducted in the clear recognition of Philippine sovereignty. The two Presidents agreed there should be an early review of the steps necessary to conclude the negotiations through the two panels already organized for that purpose.

        "Also, on May 4, 1978, at the conclusion of U.S. Vice President Walter F. Mondale's official visit to the Philippines, a Joint Statement was issued by Philippine President Ferdinand E. Marcos and U.S. Vice President Walter F. Mondale, in which it was agreed that representatives of their governments would negotiate amendments to the Military Bases Agreement reflecting certain principles.

        "Copies of the Joint Communique of December 7, 1975 and of the Joint Statement of May 4, 1978 are appended hereto for reference.

        "Representatives of our governments have since met and agreed on modification to the Philippine - United States Military Bases Agreement of 1947, as previously amended. Our representatives have agreed that:

                1. The bases subject of the Agreement are Philippine
        military bases over which Philippine sovereignty extends;

                2. Each base shall be under the command of a Philippine
        base commander; and

                3. The United States shall have the use of certain
        facilities and areas within the bases and shall have effective
        command and control over such facilities and over United
        States personnel, employees, equipment and material. Consistent
        with its rights and obligations under the 1947 Agreement, as
        amended, the United States shall be assured unhampered military
        operations involving its forces in the Philippines.

"In implementation of/                                        

His Excellency
        Richard W. Murphy
                Ambassador of the United States
                        Manila


 

- 2 -

        "In implementation of the above, the two governments have agreed on the attached implementing arrangements with annexes and accompanying maps.

        "They have further agreed that:

                1. Only the Philippine flag shall be flown singly at the
        Bases. The United States flag, together with Philippine flag
        which at all time ocupy the place of honor, may be displayed
        within buildings and other indoor sites at the United States
        facilities, and in front of the headquarters of the United States
        Commander and, upon coordination with the Philippine Base
        Commanders, for appropriate outdoor ceremonies such as military
        honors and parades on the facilities.

                2. Development of base lands subsequent to this Agreement,
        for other than military purposes, shall be accomplished in such
        a manner as to ensure that Philippine and United States military
        operations will remain unhampered and effective security of the
        bases will be maintained. The parties shall see to it that any
        such development will not limit the use of the facilities or in
        any way obstruct military operations, the safety of flight,
        navigation or the efficiency of communication or transportation.

                3. The provisions of the Military Bases Agreement of 1947,
        as previously amended, regarding grant and defnition of bases,
        as set forth in Article I, Article XXVI and Annexes A and B of
        such agreement are hereby superseded.

                4. In every fifth anniversary year from the date of this
        modification and untill the termination of the Military Bases
        Agreement there shall be begun and completed a complete and
        thorough review and reassessment of the agreement including its
        objectives, its provisions, its duration, and the manner of
        implementation to assure that the agreement continues to serve
        the mutual interest of both parties.

        "The two parties take note of the economic and social conditions in the areas surrounding the bases and express their joint interest in developing programs designed to upgrade them.

        "The two parties also take note of the decision by the Government of the Philippines to assume responsibility for perimeter security at the bases. This should significantly decrease contacts between Filipino civilians and American serviceman on official duty involving security. The parties also note the decision of the United States to retain accused personnel in the Philippines for a reasonable time, and to prevent their inadverted departure, in order to provide opportunities for adequate discussions between the two governments relating to the jurisdictional question in official duty cases.

        "If the foregoing is acceptable to the Government of the Philippines, I have the honor to propose that this Note and your Note in reply confirming acceptance constitute an agreement between our governments.

        "Accept Excellency th renewed assurances of my highest consideration."

I am pleased to/                        


 

- 3 -

        I am pleased to inform Your Excellency that the understanding contained in the above-quoted Note are acceptable to my Government, and that Your Excellency's Note above quoted and this reply thereto shall constitute an Agreement between our two Governments effective January 7, 1979.

        Accept, Excellency, the renewed assurances of my highest consideration.

(Signed) Carlos P. Romulo                                        

Minister for Foreign Affairs                                  


(SAMPLE: FORMAL FIRST PERSON NOTE TO A FOREIGN AMBASSADOR)

SEAL

London, 4 July 1980                                        

No. 1-80

Excellency:

        I have the honour to extend to Your Excellency my sincere

congratulations on the occasion of the Independance Day of the United

States of America.

        May I take this opportunity to express my best wishes for the

well-being of the people of the United States and my hope that the

friendly relations which so fortunately exist between our two countries

shall continue to be reflected in the cordial relations between our

two Missions here.

        Accept, Excellency, the renewed assurances of my highest

consideration.

[Pen Signature]                                                

Name & Title                                                

His Excellency

        ____________________________

                Ambassador Extraordinary and Plenipotentiary

                        of the United States of America

                                London


Instructions on the Preparation of Informal First Person Notes

Stationery

Short with seal bearing title of the mission.

Number of Copies

Same as Formal First Person Notes.

Spacing

Double or single-spaced depending on the length of the text. A short note looks better when it is double-spaced.

Salutation and Complimentary Close

The salutation and complimentary close of an informal note may follow the personal preferrence of the chief of mission/principal officer. The ministry uses the salutation "Dear Mr. Ambassador/Consul general (Minister or Charge d'Affaires)" and the complimentary close "Sincerely yours".

Text

The expression, "I have honor" is not used in an informal note.

Signature

Informal notes may be signed by the chief of mission without his title, or by a member of his staff over his diplomatic title. A principal officer signs over his name and title.

Address

The address is written at the lower left-hand corner of the first page. The first line is written flushed left and each succeding line is indented five spaces from the preceding line.

Envelopes

Regular white envelopes (4.1 x 9.5) with "Foreign Service of the Philippines" letterhead are used.

    

(SAMPLE: INFORMAL FIRST PERSON NOTE)

Madrid, 10 April 1980                                

No. 1-80

Dear Mr. Ambassador:

        In reply to your note of 8 April, I shall be glad to receive

you and the members of the French Trade Mission in my office at

the Embassy at ten o'clock, on Monday morning, 14, April.

Sincerely yours,                                

[Pen Signature]                                

His Excellency

        ________________

                Ambassador of France

                        Madrid


(SAMPLE: INFORMAL FIRST PERSON NOTE)

REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF FOREIGN AFFAIRS
MANILA

December 20, 1977                                

OFFICE OF THE SECRETARY

Dear Colleague:

        The other day I read William Blakeley's very
apt statement: "The bird, a nest; the spider, a web;
man, a friend." It is as friends that we have worked
together in our Foreign Service, and it is as a friend
that I send you my best wishes for a Christmas full
of the blessing that can fill your heart with unalloyed
happiness.

        In grateful recognition of your cooperation, I am

Sincerely,                                        

[pen: Carlos P. Romulo]                             

Mr. Rodolfo A. Arizala
        Philippine Embassy
                Buenos Aires


Instructions on the Preparation of Third Person Notes

Stationery

Third person notes shall be prepared on white embossed seal paper. The title of the mission, city and date shall be typed on the last page of the text at the bottom left-hand corner.

Number of Copies

The number of copies of notes to a foreign office or ministry or high foreign officials shall be determined by local customs and post requirements. Each post shall maintain a chronological file and subject file of notes. A courtesy carbon copy shall accompany the original note.

As a general rule, five copies (original and four carbon copies) are prepared and distributed as follows:

a. original - to addressee
b. courtesy carbon copy - to addressee
c. one carbon copy - file copy of drafting section or office
d. one carbon copy - chronological file of Record Section
e. one carbon copy - subject file of Record Section

Margins

One and one-half inches at the left, one inch at the right, and at least one inch at the bottom.

Spacing

Triple-spaced. Notes exceeding two pages may be double-spaced.

Addressee

Third person notes have no salutations but the first two lines should indicate to whom the note is being addressed.

Key Words

At the lower right-hand corner of each page, three spaces below the text, the first two words of the following page are usually typed. They serve as key words to the continuity of thought and assure proper pagination.

Signature/Wet Seal

Notes collectives are signed but notes diplomatiques may either be signed or initialed. All other third-person notes arew merely initialed in the lower right-hand corner of the last page of text by a duly authorized signing officer. A wet seal of the Embassy/Mission is placed at the lower right-hand corner of the last page near initial or signature.

Enclosures

These are listed and described on the last page, six spacesbelow the text, in the same manner as formal first-person notes.

Identification

Office symbol, if required, name, initials of chief of mission, drafting officer and stenographer's/typist's initials are typed on all carbon copies (except the original and courtesy copy) one inch from the bottom of the last page.

Text

Usually begins with "The Ministry of Foreign Affairs" or "The Embassy of the Philippines presents its compliments to..." and ends with "The Ministry of Foreign Affairs" or "The Embassy of the Philippines avails itself of this oportunity to renew/express the assurances of its highest consideration to..."

Date Line

It is placed at the end of the communication flushed left and two or three spaces below the last line.

Envelopes

Third-person notes are not folded. Use large, white envelopes (8.5 x 13.5) printed with the words "Foreign Service of the Philippines".

    

(SAMPLE: CIRCULAR DIPLOMATIC NOTE -- PERSON-TO-PERSON)

Republic of the Philippines
MINISTRY OF FOREIGN AFAIRS
Manila

No. 79-2445

        The Director General of Protocol presents his compliments

to Their Excellencies and Messieurs, the Chiefs of Missions, Heads

of International Organizations, and Principal Officers of Consular

Establishments in the Philippines and has the honor to remind them

of the contents of Circular Note No. 78-3194 dated 4 December 1978

advising all foreign embassies, international organizations and

consular establishments intending to do business with the different

Ministries of the Philippine Government or with any of their subor-

dinate uniths should, in accordance with existing protocol, course

all communication through the Ministry of Foreign Affairs.

        The Ministry finds it necessary to reiterate this procedure

in view of certain instances in which the above-said missions,

organizations and establishments deal directly with other Ministries

of the Government without coursing through the Ministry of Foreign

Affairs.

        The cooperation of all concerned will be appreciated.

        The Director General of Protocol avails himself of this

opportunity to renew to their Excellencies and Messieurs, the

Chiefs of Missions, Heads of International Organizations, and

Principal Officers of Consular Establishments in the Philippines

the assurances of his highest consideration.

Seal                                                

(initial)                                              

Manila, 30 July 1979


(SAMPLE: DIPLOMATIC NOTE - MINISTRY TO FOREIGN EMBASSY IN MANILA)

REPUBLIKA NG PILIPINAS

MINISTRI NG UGNAYANG PANLABAS
MAYNILA

 

No. ___________

 

        The Ministry of Foreign Affairs presents its

compliments to the Embassy of Switzerland and has the honor

to acknowledge with appreciation receipt of Note No. 53/80

dated 17 October 1980 concerning the ratification from the

Federal Department of Foreign Affairs of Switzerland on the

ratification by Finland of Protocol I and II to the Geneva

Conventions of 12 August 1949 from the Protection of War

Victims, as well as the accession of Bangladesh to said

Protocol.

 

        The Ministry of Foreign Affairs avails itself of this

opportunity to renew to the Embassy of Switzerland the

assurances of its highest consideration.

 

Manila, 27 October 1980

Seal                                                

(initials)                                             


(SAMPLE: NOTE VERBALE - MINISTRY TO FOREIGN EMBASSY)

REPUBLIKA NG PILIPINAS

MINISTRI NG UGNAYANG PANLABAS
MAYNILA

No. ___________

        The Ministry of Foreign Affairs presents its

compliments to the Embassy of Japan and has the honor to

refer to the Ministy's Note No. 81-12 dated 29 December

1980, concerning the International Association for

Educational Assesment (IAEA) Conference scheduled to be

held in Manila from 25 to 28 May 1981.

        The Ministry would appretiate it if the Embassy

could furnish information on whether there are participants

coming from Japan as well as their respective names and

designations so that said date could be submitted to the

National Working Committee not later than 31 March 1981.

        The Ministry of Foreign Affairs avails itself of

this opportunity to renew to the Embassy of Japan the

assurances of its highest considerations.

 

Manila, 16 March 1981

Seal                                                

(initials)                                             


(SAMPLE: NOTE VERBALE FROM AN EMBASSY TO A MINISTRY OF FOREIGN AFFAIRS)

No. ___________

        The Embassy of the Republic of the Philippines presents its

compliments to the Ministry of Foreign Affairs of the Republic of

France and has the honor to inform the Ministry that His Excellency

Juan de la Cruz, Ambassador Extraordinary and Plenipotentiary of the

Republic of the Philippines, will be arriving in Paris on 1 October

1976 aboard Air France Flight No. 187 to assume his post.

        It would be appreciated if Ambassador de la Cruz could be

accorded appropriate port courtesies in line with the friendly

relations happily existing between the Philippines and France.

        The Embassy of the Republic of the Philippines avails itself

of this opportunity to renew to the Ministry of Foreign Affairs of

the Republic of France the assurances of its highest consideration.

M.P.M.                                                

Wet Seal                                                
of the                                                   
Embassy                                                

Paris, 8 September 1976