Diplomatic Communications between States

1. One major and, in fact, increasingly important aspect of diplomatic work is the drafting of diplomatic documents.

There are many different forms of official diplomatic documents. A considerable proportion consists of documents that are of a purely intradepartmental nature. Another category of diplomatic documents are those

through which official international intercourse goes on in written form. Such documents express the position, of a state on a particular question of international affairs.

A large number of diplomatic documents are never published owing to the insignificance of their subject matter (for instance, notes requesting visas). But a fairly large proportion of diplomatic documents, particularly those relating to

important international problems, are made public.

2. Until recently diplomatic practice distinguished the following five forms of written official communications: (1) personal notes, (2) verbal notes (notes verbales), (3) aides-memoire, (4) memoranda, and (5) semi-official letters.

A personal note takes the form of a letter drawn up in the first person on behalf of its signatory. It begins with a salutation and ends with a complimentary phrase, that is, a standard expression of polite respect.

A verbal note is considered to be the most commonly used form of diplomatic communication. It is drawn up in the third person and is not usually signed. It begins and ends with standard formulas of courtesy.

Until fairly recently the choice of the form of note, signed or unsigned, was regarded as a definite indication of the state of relations between the countries concerned. Nowadays verbal notes have become part and parcel of the

international intercourse, and no one would now regard a verbal note sent to an embassy as a display of any ill will.

The aide – memoire is an informal summary of a diplomatic interview or

conversation which serves merely as an aid to memory; usually left at the foreign office by the ambassador or minister concerned at the foreign office.

A memorandum may be a separate and independent document or it may be appended to a personal note or a verbal note. In the latter case the memorandum elaborates and justifies the subject matter dealt with in the note. The distinguishing feature of a memorandum is a detailed exposition of the factual or legal aspects of a particular question.

Semi-official, or informal, letters are sent to officials, with whom one is

acquainted, in cases involving personal favours (thanks for an invitation, a request for assistance) or relating to administrative matters.

3. By their content diplomatic documents, whatever their form (notes,

declarations, aides-memoire, etc.), may be classified as follows:

a) documents containing proposals;

b) documents registering a protest;

c) documents warning of possible measures of retaliation;

d) documents establishing a political or international legal position in respect of an act committed by another state or states or in respect of an international event;

e) documents announcing measures contemplated or implemented, which are of international significance;

f) documents recording an agreement or a degree of accord reached.

Naturally, this classification is in some respect conditional, since in practice any diplomatic document may combine several of the above-mentioned characteristics. Even in that case, however, one of the meanings seems to be predominant.

It is customary in diplomatic correspondence to observe the rules of tact and politeness, to avoid harsh expressions wounding to the dignity of the

country to which a diplomatic document is addressed.