Preparation of Correspondence

Internal Communications

General Instructions on Form of Despatches, Letters and Reports

Page Number. Each page of a despatch, report or letter, except the first page, is numbered. The number is placed at the center of the page one inch from the top and set off by a short horizontal line on each side of the figure, e.g. "- 2 -".

Margins. The left margin shall be one and one-half inches; right margin shall be one inch; one inch from the bottom; and one and a half inches from the top on all pages subsequent to the first page.

Indention. Paragraph indention is uniform; five spaces from the left margin. The margin of quotations is five spaces from the margin of the text where they are found.

Line Spacing. The text shall be single spaced, although very short letters may be double-spaced.

Key Words. The first few words of the following page should be written at the lower right-hand corner of each page three spaces below the text. They serve as key words to the continuity of thought.

Identification. The initials of the author in capital letters and initials of the typist in small letters are placed at the lower left-hand corner of the last page of all carbon copies.

Listing of Enclosures. Enclosures accopmanying official correspondence or reports are listed in numerical order, each followed by a brief descriptive phrase, at the lower left-hand corner on the last page of the communication or report. If the enclosure is a communication or copy thereof, the descriptive phrase states the name of the person by or to whom the enclosure is written and its date. If the enclosure is a document, publication or translation, proper identification is given.

Illustrations

(1) Letter from __________________ dated _____________.

(2) Bulletin of the Department of State, United States of America, vol. II, nos. 4 and 5, May 1, 1933, Washington, D.C.

Preparation of Enclosures. Enclosures are given the same consecutive number as listed in the correspondence. The number assigned to the enclosure is inserted just within the upper margin of its first page. The number shall be followed by a notation:

"Enclosure No. ___ to Despatch No. ___ (report or letter) dated ______
from Philippoine Embassy at __________ on subject of __________."

Below this notation, on the right-hand side of the first page, the source is indicated as follows:

"Enclosure No. 3 to Despatch No. 147
from Philippine Consul General at Hongkong on Shipping.
Source: The China Weekly, vol. 69, no. 10, August 4, 1959, Hongkong, p. 368."

Translations as Enclosures. When the enclosure is a translation from a foreign language, it must be accompanied by a copy of the original, if available.

The following rules are given for the guidance of an officer in making translations:

a.	As much as possible important decrees, legislation, notes or other communications with the Foreign Officer or high government officials should be translated in their entirety.
b.	Where laws or decrees are long and only certain parts are important, a summary may be made with the pertinent parts translated.
c.	Information from newspapers, pamphlets, magazines and other publications may be sumarized; but important parts, if not too bulky, may be enclosed.
d.	Translations should be accurate and precise. When the meaning of a word, phrase, or passage in the language of the original is reproduced, it should be enclosed in square brackets immediately after the English rendition of the word, phrase, or passage, or set forth in a footnote.
e.	The omission in a translation of a part of the text of the original shall be indicated in a uniform manner by three periods ..., as illustrated here. Explanatory comments or notes shall be enclosed in square brackets. However, it is preferred that footnotes be used for such comments or notes. Whichever system is used, they should be clearly marked "Comment (note) by reviewing (signing) officer" or "Note by translator", in order to distinguish them from any footnotes or comments in the original text. The initial of the translator shall be inserted at the end of the translation at the left of the page.
f.	The newspaper extracts are sent as enclosures, they shall be neatly cut out and pasted on paper.

Bulky Accompaniments. Documents, publications, packages, etc., which are referred to in the text of despatch, report or letter and which are too bulky to be sent as enclosures shall be forwarded under separate cover simultaneously with the correspondence in which the reference is made. Such accompaniments shall bear the following notation both on the first page and wrapper.

"Accompaniment No. ___ to Despatch No. ___ (report or letter) dated ______,
Philippine Embassy at __________, on subject of __________."

Fastening and Stapling Bulky Correspondence and Enclosures. If a despatch, report, letter or an enclosure consists of more than one page, each set of pages shall be fastened together by stapling them at the upper left-hand corner. If pages are too numerous to permit stapling, a hole is punched at the upper left-hand corner, one and a half inches from the top of the pages and a half inch from the left-hand margin, tied together with a cord. The knot of the cord should be at least one inch from the edge of the papers to permit easy handling and to allow convenient thumbing of pages without the need to untie the cord.

Copies. All copies of important correspondence and reports shall bear at the end, the following certification in the lower left-hand corner.

"A true copy of the signed original" followed by the initial of a responsible member of the office staff

(SAMPLE: MEMORANDUM)

REPUBLICA NG PILIPINAS
(REPUBLIC OF THE PHILIPPINES)
MINISTRI NG UGNAYANG PANLABAS
(MINISTRY OF FOREIGN AFFAIRS)
MAYNILA

MEMORANDUM FOR THE FOREIGN MINISTER

SUBJECT: UN International Conference on Sanctions
against South Africa, Paris, 20-27 May 1981

For the information of the Foreign Minister, our Mission
reported that the UN Secretary-General is inviting the Philippine
Government to participate in the United Nations International
Conference on Sanctions against South Africa scheduled to be
held in Paris from 20 to 27 May 1981. It may be recalled that
General Assembly resolution No. 35/206 I of 16 December 1980,
authorized the Special Committee Against Apartheid to take all
the necessary steps, in cooperation with the Organization of
African Unity, for the organization of the Conference.

The Philippine Mission to the United Nations, New York,
recommended that Ambassador Alejandro D. Yango and Mrs. Maria
Ramiro-Lopez, be designated to compose the Philippine Delegation
to the Conference.

If the Minister for Foreign Affairs has no other officers
in mind to comprise the Philippine Delegation, attached is a
draft radiogram to Misunphil, New York, authorizing Ambassador
Yango and Mrs. Ramiro-Lopez to attend said Conference in Paris.

20 April 1981

(SAMPLE: CABLEGRAM)

(cw) CAPWIRE
INTERNATIONAL TELEGRAM

SENDER NAME ________________________________ ADDRESS _____________________________________ DATE _________ ACCT. NO. ______ CHECK _______	FULL RATE [] OTHER ______ LETTER TELEGRAM (LT) [] (full rate unless otherwise marked)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To:	Via:_____________________ (CAPWIRE)

MISUNPHIL
NEW YORK

________________URGENT ORDERS 105-81 CONCERNING INTERNATIONAL

CONFERENCE ON SANCTIONS AGAINST SOUTH AFRICA CMA 20-27 MAY 1981

CMA PARIS CMA PHILIPPINE DELEGATION APPROVED AS FOLLOWS CLN

AMBASSADOR ALEJANDRO D. YANGO AS REPRESENTATIVE AND MRS. MARIA

RAMIRO-LOPEZ AS ALTERNATE PARA PLEASE FURNISH MINISTRY STATEMENTS

AND REPORT ON CONFERENCE END X X X X X X X X X X X X X X X X X X X X X

X X X X X X X X X X X X X X X X MINFORAF X X X X X X X X X X X X X X X X X

--------------------------------
Charge to MFA accounts:

Minister for Foreign Affairs

(SAMPLE: DESPATCH)

PHILIPPINE MISSION TO THE UNITED NATIONS

556 FIFTH AVENUE
New York, N.Y. 10036
_______________________
AREA CODE (212) 764-1300

No. 105-81

24 March 1981

Subject: International Conference on Sanctions against
South Africa, 20-27 May 1981, Paris

The Honorable
The Minister for Foreign Affairs
Manila

Sir:

I have the honour to forward, for appropriate action,
a note from the Secretary-General of the United Nations inviting
participation in the International Conference on sanctions against
South Africa which will be held from 20 to 27 May 1981, in Paris.
The draft agenda and proposed guidelines for the Conference are
attached herewith.

In view of the active participation of the Philippines
in the work of the Special Committee against Apartheid which has
primary responsibility for the convening of the Conference, it
is respectfully recommended that the undersigned, who is the
Philippine Representative to the Special Committee, be authorized
to participate as Philippine Representative to the Conference.
Travel expenses to and from Paris will be shouldered by the
United Nations.

It is also recommended that Mrs. Maria Ramiro-Lopez,
Alternate Philippine Representative to the Special Committee
against Apartheid, be designated member of the Philippine Delegation
to the Conference in addition to the undersigned.

It would be appreciated if a reply can be received
before 15 April 1981.

Very truly yours,

Permanent Representative

Encl.: as stated.

Enclosure 1.

Draft agenda of the International Conference
on Sanctions against South Africa

1.	Review of the present situation in South Africa and in southern Africa as a whole.
2.	International action against apartheid and in support of the struggle for liberation in South Africa: review of action taken by Governments and organizations and consideration of further action.
3.	Consideration of all aspects of sanctions against South Africa.

81-44041

Enclosure 2.

Proposed guidelines for the International Conference on
Sanctions against South Africa

A. Organization of the Conference

1. The work of the International Conference on Sanctions against
South Africa shall be conducted in plenary meetings and in two
commissions, the Political Commission and the Technical Commission.
All Governments, organizations and individuals invited to the
Conference shall be entitled to participate in the plenary
meetings and in the Commissions. All meetings shall be open to the
press and the public unless otherwise decided.

2. There will be two plenary meetings on the opening day of the
Conference. The meetings will be devoted to:

(a)	Opening of the Conference by the Secretary-General of the United Nations;
(b)	Election of the President and other officers of the Conference;
(c)	Addresses by heads of State or Government;
(d)	Statements by the Secretary-General of OAU, the Director- General of UNESCO, the chairmen of Onited Nations bodies concerned with southern Africa and Namibia, and specially invited guests.

3. Thereafter, plenary meetings and meetings of the Commissions
shall be held simultaneously.

4. The plenary meetings shall be devoted to statements by
representatives of Governments and intergovernmental organizations,
and a limited number of special guests, representatives of non-
governmental organizations and experts designated by the Preparatory
Committee, and for the consideration of the reports of the Commissions
and the Declaration of the Conference.

5. The draft of the Declaration shall be prepared by the Steering
Committee of the Conference.

6. The Political Commission shall consider items 2 and 3 of the
agenda and submit a report to the Conference.

7. The Technical Commission shall consider item 3 of the agenda,
with particular reference to:

(a)	Means for full and effective implementation of the arms embargo against South Africa;
(b)	Means to prevent the acquisition of nuclear-weapon capability b South Africa;

(c)

Feasibility, effectiveness and implications of other
sanctions against South Africa:

(i)	Diplomatic measures;
(ii)	Oil Embargo;
(iii)	Prohibition of loans and investments;
(iv)	Cessation of airline and shipping connexions;
(v)	Selective or comprehensive embargo on trade.

8. The reports of the Commission shall be presented to the plenary.

B. Ofiicers of the Conference

9. The Conference shall elect a President, Vice-Presidents and a
Rapporteur of the Conference. The President of the Conference shall
designate the chairmen of the Commissions from among the Vice-Presidents.

10. The Commissions shall elect their vice-chairmen and rapporteurs.
They may appoint drafting committees.

11. The officers of the Conference shall form a Steering Committee
which will be responsible for all matters relating to the Conference
and for the preparation of the draft of the Declaration. It shall
meet as required and may invite the liberation movements and other
participants to attend its meetings.

C. Statements

12. Statements in the plenary meetings, except by special guests,
shall be limited to ten minutes each.

13. Statements in the Commissions shall be limited to five minutes
each, except in cases where the Commissions may decide otherwise.

D. Messages

14. Messages to the Conference by head of State and Government and
chairmen or chief executive officers of intergovernmental organi-
zations shall be reproduced as documents of the Conference and
included in the records of the Conference.

E. Voting

15. It is hoped that all decisions at the Conference will be reached
unanimously or by consensus. In case voting is required, only
representatives of States Members of the United Nations shall be
entitled to vote.

F. Others

16. The official languages of the Conference shall be English and
French. Interpretation shall be provided from and into Chinese,
English, French, Russian and Spanish.

17. All questions of procedure not governed by the present guide-
lines shall be decided in accordance with the rules of procedure
of the General Assembly of the United Nations.

UNITED NATIONS - NATIONS UNIES

REFERENCE PO 230 SOAF (2-2-1)

The Secretary-General of the United Nations presents his
compliments to the Permanent Representative of the Philippines to
the United Nations and has the honour to refer to General Assembly
resolution 35/206 I of 16 December 1980 in which the Assembly
requested and authorized the Special Committee against Apartheid
to take all necessary steps, in co-operation with the Organization
of African Unity, for the organization of the International
Conference on Sanctions against South Africa.

Pursuant to that resolution, the Preparatory Committee of
the International Conference, established by the Special Committee,
has decided after due consultations, that the International
Conference will be held at UNESCO House, Paris, from 20 to 27 May
1981. It has approved the draft agenda and proposed guidelines
for the Conference, which are enclosed.

The Secretary-General would be grateful if the Permanent
Representative could convey to His Excellency's Government an
invitation to participate in the International Conference. It
would be appreciated if the names of the representatives are
communicated by 15 April 1981.

The Preparatory Committee hopes that all Governments would
designate high-level representatives to the International Conference
and take all apropriate steps to acquaint public opinion in their
countries with the purposes of the Conference.

9 March 1981

(SAMPLE: MINISTRY CIRCULAR)

Republic of the Philippines
MINISTRY OF FOREIGN AFFAIRS
Manila

MINISTRY CIRCULAR No. 2-79

For the information of oll concerned, quoted hereunder is the
text of a circular note dated 20 October 1978 from th U.S. Secretary
of State sent to the Philippine Ambassador in Washington, D.C.,
concerning the entry of certain agricultural products to the United
States:

                "The Secretary of State presents his compliments to Their
        Excellencies and Messieurs and Mesdames, the Chiefs of Mission
        and has the honor to inform them that the entry of agricultural
        products including fruits, vegetables, plant seeds, cut flowers,
        soil samples, meats, animal products, or other agricultural host
        materials is regulated by the Department of Agriculture to
        prevent the introduction of injurious or potentially harmfull pest
        and disease organisms into the United States.

                "These requirements are mandatory and admit to no exceptions.
        They require that all agricultural products be declared and
        submitted for inspection at the time of entry and, out of necessity,
        the destruction of prohibited items. When deemed necessary, exam-
        ination or the personal baggage is conducted in accordance with the
        provisions of the Vienna Conventions on Diplomatic and Consular
        Relations. The pertinent provisions, Articles 36 and 37 (1) of
        the Vienna Conventions on Diplomatic Relations and Article 49 of the
        Vienna Convention on Consular Relations, permit inspection when
        there is serious reason to believe that baggage contains imported
        items which are prohibited by the law or controled by the
        quarantine regulations of the receiving State.

                "To prevent incidents involving these requirements, if foreign
        government officials, dignitaries, or employees intend to bring
        agricultural products into the United States or if members of
        diplomatic missions or consular offices contemplate importing
        such materials, it is suggested that the diplomatic mission
        contact the Department of State by telephone to ascertain whether
        the particular items are admissible for entry. Inquiries should
        be directed to the Office of the Chief of Protocol, 632-3170 and
        632-3171. The attention of the Chiefs of Mission is also invited
        to the fact that all requests submitted to the Office of Protocol
        for the free entry of shipments of or containing agricultural
        products should clearly indicate the nature of the contents.

"This note supersedes Department of State notes on this
subject dated July 7, 1967 and October 19, 1962."

In order to prevent incidents involving the foregoing requirement
by the U.S. Department of Agriculture, all those concerned are enjoined
to be guided accordingly.

(SGD.)

Deputy Minister

Manila, 2 January 1979

(SAMPLE: FOREIGN SERVICE CIRCULAR)

Republic of the Philippines
MINISTRY OF FOREIGN AFFAIRS
Manila

FOREIGN SERVICE CIRCULAR NO. 29-80

SUBJECT: Clarification as to who are Macao Portuguese for purposes
of processing their visa applications under FSC 183-79
dated 21 August 1979

For the information and guidance of Philippine foreign service
establishments, the term "Macao Portuguese passport holders" mentioned
in LOI 911 dated 10 August 1979 and FSC 183-79 dated 21 August 1979
refers to the following:

                1) Those who hold passports issued on the basis of
        their having been born in Macao regardless of where the
        passports are issued.

2) Those who hold Portuguese passports issued in Macao.

3) Those of Macao Portuguese ancestry regardless of
where their passports are issued.

For the Minister of Foreign Affairs:

(Sgd.)
Director General for Consular Affairs

TO ALL PHILIPPINE DIPLOMATIC
AND CONSULAR ESTABLISHMENTS

Manila, 14 February 1980

(SAMPLE: ASSIGNMENT ORDER)

Republic of the Philippines
MINISTRY OF FOREIGN AFFAIRS
Manila

ASSIGNMENT ORDER NO. 82-78

Effective immediately, Mr. ____________________________________.
Foreign Service Officer, Class I, is hereby reassigned from the
Philippine Consulate General, Kobe, to the Philippine Embassy, Seoul,
as First Secretary and Consul General.

This amends Assignment Order No. ______ dated _________________,
and coded cablegram No. ______, insofar as Mr. ______________________
____________________ is concerned.

(Sgd.) CARLOS P. ROMULO
Minister of Foreign Affairs

Manila, 24 July 1978

TRUE COPY

Instruction on the Preparation of Despatches

Stationery

Legal size printed form with the letterhead "The Foreign Service of the Philippines". At the upper right-hand corner is the name of the post "Embassy of the Philippines/Consulate General" and the city address. At the upper left-hand corner is the round printed seal of the Republic of the Philippines.

Number of Copies

Despatches are prepared in six copies distributed as follows:

a. Three copies, including the original - to the Ministry of Foreign Affairs
b. One carbon copy - subject file at post
c. One carbon copy - chronological file at post
d. One carbon copy - drafting officer's section/office file at post

Numbering of Despatches

Despatches are numbered consecutively starting from the time a chief of mission/principal officer assumes his post until he is transferred, recalled or relieved. A Charge d'Affaires ad interim or acting principal officer continue the numbering of the chief of mission/principal officer.

Date

Date is indicated two spaces below the name of the originating post and address. In writing the date, indicate the day followed by the month and the year. For example: 27 April 1980.

Subject

Each despatch is limited to one subject. A brief descriptive phrase of the subject matter is placed two spaces after the word "Subject". The subject heading is typed in capital and small letters three spaces below the Despatch Number or security classification and five spaces indented from the left-hand margin towards the center. The subject heading is underlined or underscored.

Addressee and Originating Post

The name of the addressee is either preprinted or typewritten in the despatch form or stationery. The name of the originating post is also printed on the stationery at the upper right-hand corner.

The printed addressee is always:

The Honorable
The Minister for Foreign Affairs
Manila

Margins

Paragraphs are indented five spaces. Quotations are indented five spaces from the margin of the main text in which they are incorporated.

Spacing

Single-spacing must be used. However, double-spacing may be used if the text of the despatch is brief.

Text

Despatches shall be prepared or worded in a clear, concise and dignified manner.

Identification

The initials of the name of the chief of mission/principal officer, drafting officer and the stenographer/typist are to be typed or indicated in the lower left-hand corner, one inch from the bottom of the last page of the carbon copies. The initials of the chief of mission/principal officer are all in capital letters, while those of the drafting officer, stenographer/typist are all in small letters.

Page Numbering

Each page of a despatch, succeding the first page, is to be numbered consecutively at the center of the stationery one inch from the top and shall be set off by a short horizontal line on each side of the figure. Example: "- 2 -".

Signature

The subscription "Very truly yours," shall be used and typed two spaces below the last line of the text.

The chief of mission does not sign over his title but his name/title is typewritten on the carbon copies. The principal officer signs over his name and title.

If an officer is designated to sign for the chief of mission or principal officer, the subscription "For the Ambassador:" or "For the Consul General:" or "For the Charge d'affaires ad interim:" are to be used.

Example:

Very truly yours,

For the Ambassador:

Juan de la Cruz
First Secretary

For the Consul General:

Juan de la Cruz
Vice Consul

Enclosures

Enclosures are to be listed at the end of the despatch. The listing should include the description of the enclosure and the number of copies of each enclosure transmitted. In case of letter/note the date should also be included.

Security Classification

Appropriate security classification is typed in bold capital letters and underscored two spaces below the despatch number and on the top left corner of each succeeding page.

News Extracts

In case of newspaper extracts being sent as enclosures, at least five clippings should be obtained and each clipping should be pasted on letter size paper. Each clipping is to be properly identified by indicating the name of the publication, date and place of publication, and page number.

Summary of Long Despatches

A brief summary is contained in the opening paragraph of despatches which are more than five pages long.

(SAMPLE: DESPATCH)

THE FOREIGN SERVICE
OF THE
REPUBLIC OF THE PHILIPPINES

PHILIPPINE EMBASSY
Seoul

2 March 1979

No. 104-80

UNCLASSIFIED

Subject: Consular Commission of Consul (name)

The Honorable

The Minister for Foreign Affairs

Manila, Philippines

Sir:

I have the honor to request for the consular commission of
Mr. _________________________ as Consul General in this Embassy for
submission to the Ministry of Foreign Affairs, Republic of Korea.

Mr. ________________________ reported for duty at this post on
1 November 1978, and since then has been performing his duties on the
strength of a provisional recognition pending receipt of his consular
commission.

It will be appreciated if the Ministry can kindly send to this
Embassy Mr. ___________________'s consular commission as early as
possible so that upon submission of the aforesaid document, Mr. _____
______________ can be issued an exequatur by the host government.

Enclosed are two copies of Ministry Assignment Order No. 28-78
dated 23 September 1978 relative to the assignment to this post of
Mr. _________________________ as First Secretary and Consul General.

Very truly yours,

Pen Signature of Ambassador

Enclosures:

MFA Assignment Order No. 28-78
dated 23 September 1978 - (2 copies)

Instructions on Forms of Reports

Stationery and Number of Copies

Reports are made on legal or cap-size paper. The original together with the four copies are transmitted to the Ministry.

Form of First Page

The top of the first page shall have a one inch margin. The report is numbered on the first line together with the name of the place and the date of the preparation of the report.

Short reports may be contained or embodied in a despatch.

Topical Division

The subject matter of a report may be divided into topics and sub-topics.

Signature

The signature and title of the person preparing the report shall be affixed at the portion where signatures are customarily affixed in despatches and letters. The signature of the approving officer shall appear on the lower left margin of the report.

Index to Long Report

If the report is unusually long, and index of the main topics and the sub-topics shall be included. It shall begin two spaces below the name of the person preparing the report.

Remarks to Report

If the chief of mission/principal officer does not agree with important parts of the report, he may sign the word "Noted" instead of "Approved" and indicate his comments in the covering despatch.

(SAMPLE: POLITICAL REPORT)

Place, Date

No. 20

Subject: Regular Political Report Covering the Period 1-30 September 1979

by: (name)

First Secretary

This political report covers the period indicated above and
deals with the significant political developments under the following
headings:

        1. Political Parties
        2. Attitude on Philippine Foreign Policy
        3. Upcoming Presidential Elections
        4. Official Position on Status of Women

I.	Political Parties TEXT
II.	Attitude on Philippine Foreign Policy TEXT
III.	Upcoming Presidential Elections TEXT
IV.	Official Position on Status of Women TEXT
V.	Assessment/Recommendations TEXT

Respectfully Submitted:

(Sgd.) ________________

NOTED/APPROVED:

(Sgd.) ____________________
Ambassador

JC/ER/ab

(SAMPLE: ECONOMIC REPORT)

Place, Date

No. 31

Subject: Regular Economic Report Covering the Period 1-30 September 1979

by: (name)

First Secretary

This economic report covers the period indicated above on
significant economic developments under the following headings:

        1. New Tariff Rates
        2. Agricultural Innovations
        3. Expansion of Cottage Industries
        4. Local Advertising Strategies

I.	New Tariff Rates TEXT
II.	Agricultural Innovations TEXT
III.	Expansion of Cottage Industries TEXT
IV.	Local Advertising Strategies TEXT
V.	Assessment/Recommendations TEXT

Respectfully Submitted:

(Sgd.) ________________

NOTED/APPROVED:

(Sgd.) ____________________
Ambassador

JC/ER/ab

Instructions on Forms of Letters

Stationery and Number of Copies

Letters shall be prepared in short, single sheets bearing the name and title of the mission or the letterhead of the Ministry.

It should be prepared in sufficient number of copies to provide the ultimate addressee with the original and a copy, and each channel of communication with another copy.

Place and Date

They are typed ate the upper right-hand side of the first page.

Salutation and Body of Letter

The salutation shall be written flushed left and a few spaces below the line of the date, depending on the length of the letter.

The body of the letter shall begin five spaces to the right from the left margin and two spaces below the salutation.

Complimentary Close, Signature, Title

The complimentary close shall be written two spaces after the last line of the body of the letter.

The complimentary close should be "Very truly yours," although "Sincerely yours," may be used for semiformal correspondence. "Respectfully yours," should be used in very formal letters, usually written to religious leaders or personages. Officers are prohibited from using rubber stamps bearing facsimile signatures in official correspondence. The name of the signing officer shall be typed under his pen signature and shall be followed on the next line by his title.

Address

The name of the addressee shall be typed preceded or followed by the appropriate title of respect or courtesy (military rank, academic degree, "The Honorable", etc.) while the street number and the name of the street shall be typed on the second line; the city, and country on the third and if necessary, fourth line.

The first line of the address shall be written flushed left and each succeeding line shall be indented five spaces under the preceding line. The line-spacing in the address shall conform to the line spacing of the letter. It is preferred that the address shall be placed at the lower left-hand corner for uniformity.

In case a letter exceeds more than one page, the address should be placed on the first page.

Use of the Title "Honorable" and "Excellency"

High ranking officials in the Philippine Government including justices, cabinet members, assemblymen, commissioners and ambassadors are addressed the title of "Honorable". A charge d'affaires with a rank of minister-counselor shall be addressed as "Honorable" in correspondence written to him in his name.

Ambassadors and other high ranking officials of foreign governments are usually addressed as "Excellency".

(SAMPLE: FORMAL LETTER)

Manila, 6 March 1980

Sir:

Enclosed is a tube containing the Consular Commission of

Consul (name) to the Republic of Kenya, together

with its open copy and English translation.

Acknowledgement of the receipt of the enclosure would be

appreciated.

Very truly yours,
For the Minister for Foreign Affairs:

(name)
Deputy Director General of Protocol

Enclosure:

Consular Commission of Consul (name)

The Honorable
The Philippine Ambassador
Kenya, Nairobi

Instructions on Form of Indorsements

Stationery

Indorsements are prepared on short-size stationery.

File Numbering

The numbering follows the calendar year starting from 1 January and ending on 31 December.

Subject

The title of the subject matter is written two spaces below the seal. It is indented two spaces after the word "RE:" and underscored.

Example:

RE: Appointment of Honorary Consuls

Indorsement Number

Indorsements are numbered consecutively indicating whether it is the first or second indorsement. It is placed at the center, three or four spaces below the subject.

Place and Date

The place and date are indicated and centered below the indorsement number.

Text

Paragraphs of the text are indented five spaces to the right of the left-hand margin. Single-spacing is used but double-spacing is required between paragraphs. It starts with "Respectfully..." and is written in the third person.

Complimentary Close and Signature

No complimentary close is used. The sender signs over his full name and title.

Identification

The initials of the sending office, the head of the office, the drafting officer, all in capital letters are affixed at the lower left-hand corner three spaces below the signature, and the initials of the typist/stenographer in small letters are indicated in the same space of the carbon copies.

Transmittal

Basic communications are endorsed using the word "forwarded", "transmitted" or "referred" as appropriate. (Please see page 5, part 1 of the Correspondence Guide).

(SAMPLE: INDORSEMENT)

No. 9 357

SUBJECT: RCA/UNDP project draft

1st indorsement
Manila, 14 April 1981

Respectfully transmitted to the Commissioner, Philippine
Atomic Energy Commission, Quezon City.

It would be appreciated if the status of the project could
be conveyed to this Ministry so that the Philippine Permanent
Representative to the United Nations in New York could be instructed
to make appropriate representations with United Nations Development
Program (UNDP), New York.

For the Minister for Foreign Affairs:

Director-General for United Nations
and International Organizations

UNIO:LIV:RAA:GSC:ntp

PHILIPPINE MISSION TO THE UNITED NATIONS

556 Fifth Avenue
New York, N.Y. 10036
______________________
AREA CODE (212) 764-1300

No. 95-81

12 March 1981

SUBJECT: RCA/UNDP project draft

The Honorable
The Minister for Foreign Affairs
Manila

Sir:

I have the honor to transmit herewith the draft project
document of the United Nations Development Program (UNDP) Regional
Project of Governments party to the Regional Co-operative Agreement
for Research, Development and Training Related to Nuclear Science
and Technology (RCA).

Please forward the document to the Philippine Atomic Energy
Commission (PAEC) for their information and study. It appears from
informal consultation with representatives of UNDP and the Japanese
Mission that the financing aspects of the project are not yet firm
in viewof evaluations being undertken by UNDP based on a compre-
hensive report on commercial feasibility prepared by RCA.

The Mission will appreciate information from the PAEC of the
status of this project for our appropriate representations to UNDP.

Very truly yours,

Permanent Representative

Enclosures:
As stated.

(SAMPLE: INDORSEMENT)

No. 7066/81

Re: AALCC - Expert Group Meeting on
Protection of the Marine Environment
from 27th to 30th May 1981

1st Indorsement
New Delhi, 23 March 1981

Respectfully forwarded to the Honorable, the
Minister for Foreign Affairs, Manila, for his information
and appropriate action.

It is requested that one copy be furnished the
Honorable, the Solicitor General of the Philippines.

For the Charge d'Affaires a.i.:

Second Secretary

LEGAL
CONSULTATIVE COMMITTEE
27 RING ROAD, LAJPATNAGAR-IV
NEW DELHI - 110024
(INDIA)

No. 29(1)/81-ALCC March 16, 1981.

Dear Mr. Urquiola,

Expert Group Meeting on Protection of the Marine Environment
27th to 30th May 1981.

I am writing to inform you that an Expert Group Meeting
on Marine Environment would be held from the 27th to 30th
May 1981, both days inclusive, at Colombo, along with the
Twenty-second regular session of the Committee.

A list of topics for discussion at the meeting of Experts
is sent herewith for your information.

I do very much hope that it will be possible for your
government to participate at this meeting having regard to
the importance of the issues to be discussed.

With kind regards.

Yours sincerely,

Deputy Secretary General

Encl: As above.

Mr. Renato A. Urquiola,
Charge d'Affaires,
Embassy of the Philippines,
50-N, Nyaya Marg,
Chanakyapuri,
NEW DELHI - 110021.

ASIAN-AFRICAN LEGAL CONSULTATIVE COMMITTEE
TWENTY-SECOND SESSION

MEETING OF EXPERTS ON PROTECTION OF THE MARINE ENVIRONMENT

1.	Consideration of some of the major Conventions in the field of marine environment with a view to appropriate recommendations being made to member governments.
2.	Consideration of the regional seas programme under the co-ordination of UNEP with a view to focussing attention to the areas of urgent need and the stages of implementation.
3.	Possible action by the AALCC in order to assist in the development of regional and sub-regional arrangements to combat emergency situation - consideration of various existing arrangements and schemes in the Asian- African region - formulation of possible new schemes - technical and financial assistance needed for their implementation.
4.	Guidelines for legislation in the field of marine environment - consideration of the guidelines prepared by the IMCO and the drafts to be prepared by the AALCC Secretariat particularly in the areas not covered by the IMCO guidelines.

REPUBLIKA NG PILIPINAS
(REPUBLIC OF THE PHILIPPINES)
MINISTRI NG UGNAYANG PANLABAS
(MINISTRY OF FOREIGN AFFAIRS)
MAYNILA

RE: AALCC-Expert Group Meeting on Protection of the Marine
Environment from 27th to 30th May 1981

2nd Indorsement
Manila, 15 April 1981

Respectfully referred to the Commodore, the Philippine Coast
Guard, Manila, for his information a copy of letter No. 29(1)/81-
AALCC, dated 16 March 1981, regarding the AALCC's invitation for
Philippine participation in the Expert Group Meeting on Protection
of the Marine Environment scheduled to be held in Colombo from
27 to 30 May 1981 in conjunction with the twenty-second regular
session of the Committee.

It would be appreciated if the Ministry could be advised on
whether the Philippine Coast Guard intends to send representatives
to the meeting.

For the Minister for Foreign Affairs:

Director-General for United Nations
and International Organizations

(SAMPLE: INDORSEMENT)

Republic of the Philippines
MINISTRY OF FOREIGN AFFAIRS
Manila

No. ______

RE: 19th Specialized Training Course of Technicians and Managerial
       Personnel to be held in Italy, from 19 January to 19 June 1981,
       under the auspices of the International Technical Cooperation
       Program

1st Indorsement
Manila, 30 May 1980

Respectfully referred to the Honorable, the Minister of
Economic Planning, as Chairman, Special Committee on Scholarships,
National Economic and Development Authority, Manila, for information
and appropriate action.

Please note that the duly accomplished application form should
reach the Italian authorities concerned not later than 31 August 1980.

(Sgd.) CARLOS P. ROMULO
Minister for Foreign Affairs

Instructions on the Preparation of Memoranda

Stationery

Legal size or short size stationery, depending on the length of the text of the Memorandum shall be used.

Number of copies

The copies are distributed as follows:

a. original and two copies - to the addressee
b. one carbon copy - for post's subject file
c. one carbon copy - for post's chronological file
d. one carbon copy - for the drafting officer's file

Indications

The memorandum shall contain the number, security classification, addressee, and subject followed by the text of the memorandum.

The addressee is preceded by the words "Memorandum For:".

Example:
Memorandum For:
The Ambassador

Signature

The body is always written in the third person except in memorandums addressed to the President and signed by the Minister/Acting Minister for Foreign Affairs.

Example:
The undersigned ... (not "I")

With the exception of memoranda for the PResident which are signed by the Minister for Foreign Affairs/Acting Minister for Foreign Affairs, a memorandum bears only the author's surname. He does not signs but initials over his surname.

Date and Place

The place and date of the memorandum are indicated at the lower left-hand corner.

Enclosures

If there are more than one enclosures, they are described and enumerated at the lower left-hand corner four spaces from the place and date.

Identification

The initials of the drafting officer and the typist/stenographer are typed on the carbon copies one inch from the bottom of the page flushed left.

MEMORANDUM for:

All Directors-General and Heads of Units

SUBJECT: Manual on Diplomatic Correspondence

In the meeting of the Board of Foreign Service, it was decided
that the Foreign Service Institute be requested to prepare a manual
on diplomatic correspondence for use by the Ministry.

In response to such a request, a team of three ressearch project
officers (Ms. Marivic de Guzman, Ms. Evita del Rosario, Ms. Mary Ann
Arguillas) from the FSI was formed to prepare said manual. In
order to complete the project, the team will need the assistance and
advice of, and information from all offices. It would be appreciated,
therefore, if all offices could extend to them support and cooperation.

The finished output will go a long way in helping us meet one
of our basic needs in the Ministry.

(name)

23 May 1980

(SAMPLE: MEMORANDUM FOR PRESIDENT)

REPUBLIKA NG PILIPINAS
(REPUBLIC OF THE PHILIPPINES)
MINISTRI NG UGNAYANG PANLABAS
(MINISTRY OF FOREIGN AFFAIRS)
MAYNILA

No. ______

MEMORANDUM FOR THE PRESIDENT:

SUBJECT: Conferment of Decoration on the Arab Republic of
Egypt Ambassador

The Ambassador of the Arab Republic of Egypt, H.E. Abdel Monem
Zaki E. Shinnawi, will be ending his tour of duty in the Philippines
at the end of this month. Following the established practice of
awarding decorations to outgoing foreign ambassadors, I have the
honor to recommend the conferment of the Ancient Order of Sikatuna
with the rank of Datu on Ambassador Shinnawi.

Ambassador Shinnawi is returning to Cairo after having served
in the Philippines for more than six years. As stated in a separate
memorandum to the President, he is proposed to be succeeded by
Ambassador-designate, Mr. Mohammed Farouk El-Hennawy.

Attached, for the President's consideration, is a draft of the
proposed citation.

The President's pleasure is awaited.

(name)
Acting Minister for Foreign Affairs

Enclosure:

Draft of the proposed citation

14 November 1978

Instructions on Telegrams

Style and Use

Telegrams should never be used except in important urgent matters. The despatch or some other written form of communication should be utilized. The text shall be brief and condensed. The word "AYE" is used instead of "I" and articles, conjunctions, prepositions, punctuations and unnecessary words and phrases should be eliminated.

Forms

Telegrams for the Ministry of Foreign Affairs shall be addressed "MINFORAF, MANILA". Telegrams transmitting message or information to an official ministry or agency of the Philippine Government through the Ministry of Foreign Affairs shall contain appropriate words to indicate mere transmission, for example: "Following for (name and title) then followed by the text.

Cable addresses for the heads of Philippine diplomatic missions are usually "AMBAPHIL" (for Embassy); "MISUNPHIL" (for Philippine Permanent Missions in New Yourk or Geneva; and "PHILCONGEN" (Consulate General).

Numbering of Telegrams

Foreign Service Establishments shall number consecutively all telegrams comming from their offices. The numbering serial shall, except in a newly established office, start with the first telegram sent in each new calendar year (1 January) and shall terminate on December 31 0f the same year.

Signature

The Chief of Mission/Principal Officer signs telegrams sent to the Ministry.

Quotations

Since quotation marks are not used in telegrams, the words quoted shall be enclosed by the words "QUOTE" and "UNQUOTE". If there is a statement quoted further within the original quotation, the words "INTERQUOTE" and "END INTERQUOTE" shall be used.

Personal Telegrams

Unofficial of personal messages or information of any kind should not be contained in official telegrams. The Auditor General has ruled that any personal matter contained in a message will make the entire message personal and shall be charged against the sender.

Security

Security measures to be observed in the use of telegrams are provided for in Chapter 7 of the Foreign Service Rules and Regulations, (pp. 7-14-16).

Requirements for Audit and Accounting Purposes

For audit and accounting purposes, disbursement and travelling expense vouchers covering tolls on telegrams, radiograms and cablegrams should be supported with two certified copies of the message. However, when a cablegram refers to a code, a copy of the message is not attached. A certificate in lieu of a message is acceptable.

The amount paid for each message should be indicated in the said copies. In case the toll on a message is collectible from a government office or entity other than offices and establishments under the direct control and supervision of the Ministry of Foreign Affairs, four copies of the message should be submitted. Each copy should be identified with a notation at the bottom stating the amount and name of the particular bureau or office charged. The copies will be used as supporting sub-vouchers of bills to be rendered.

(SAMPLE: TELEGRAM - EMBASSY TO MINISTRY OF FOREIGN AFFAIRS MANILA)

Place/Date

RADIOGRAM FOR TRANSMISSION

MINFORAF

MANILA

ZUK-4280 URAD UK-26-80 PLEASE FURNISH THIS EMBASSY CURRICULUM

VITAE OF CONSUL ________________________________ PARA EMBASSY'S COPY

BIOGRAPHIC REGISTER IS 1970 EDITION PD WOULD THEREFORE APPRECIATE IF

MINISTRY COULD FURNISH COPY LATEST EDITION MFA BIOGRAPHIC REGISTER

FOR FUTURE REFERENCE END

AMBAPHIL

SENDER:

SGD. _______________________
Ambassador

(SAMPLE: CABLEGRAM - FROM MINISTRY OF FOREIGN AFFAIRS TO EMBASSY)

Manila, 14 April 1981

AMBAPHIL
NAIROBI

_________________ PLEASE REQUEST FROM OKALI HABITAT LIST OF COUNTRIES,

NON-GOVERNMENTAL AGENCIES, INTER-GOVERNMENTAL AGENCIES, LIBERATION

MOVEMENTS, SPECIALIZED AGENCIES, ETC. INVITED BY UNCHS TO ATTEND

4th SESSION MANILA PD END X X X X X X X X X X X X X X X X X X X X X X X

X X X X X X X X X X X X X X X X MINFORAF X X X X X X X X X X X X X X X X

-------------------------------
Charge to Funds for the Hosting of UNCHS:

For the Minister for Foreign Affairs:

Director-General for United Nations
and International Organizations

UNIO:LIV:JIY:MSJS:ags