Diplomatic Correspondence Manual

The Diplomatic Correspondence Manual provides comprehensive guidelines for drafting, formatting, and managing official diplomatic communications between governments, international organizations, and diplomatic missions. This manual covers protocols for formal letters, diplomatic notes, memoranda, aide-mémoire, and verbal communications, ensuring adherence to international diplomatic standards and etiquette.

1. Types of Diplomatic Correspondence 2. Formatting Standards 3. Language and Tone Guidelines 4. Addressing Protocols 5. Security Classifications 6. Delivery Methods 7. Response Timeframes 8. Archiving Procedures 9. Cultural Considerations 10. Emergency Protocols 11. Common Templates

Types of Diplomatic Correspondence

Official diplomatic communications include various document types with specific purposes and protocols.

Document Type	Purpose
Diplomatic Note	Formal written communication between governments
Aide-Mémoire	Summary of diplomatic conversation or position
Verbal Note	Less formal written communication
Personal Letter	Informal communication between officials
Memorandum	Internal or inter-agency communication
Circular Note	Communication sent to multiple missions
Note Verbale	Third-person formal diplomatic note
Protest Note	Formal objection to another state's actions
Credentials	Documents accrediting diplomatic representatives
Agrément Request	Request for approval of proposed ambassador

Formatting Standards

All diplomatic correspondence must follow established formatting protocols.

Letterhead: Use official government or mission letterhead with emblem.
Margins: Minimum 1-inch margins on all sides.
Font: Times New Roman 12pt or equivalent formal typeface.
Spacing: Single or 1.5 line spacing as appropriate.
Numbering: Sequential document numbering system.
Seals: Official seals where required by protocol.

IMPORTANT! Formatting errors can compromise document credibility and diplomatic standing.

Language and Tone Guidelines

Diplomatic language requires precision, formality, and cultural sensitivity.

Formal address: Use "Your Excellency" for ambassadors and high officials.
Third person: Note verbale uses third person exclusively.
Precise terminology: Avoid ambiguous or colloquial expressions.
Cultural sensitivity: Research cultural norms of recipient country.
Diplomatic phrasing: Use established diplomatic formulations.

CAUTION! Inappropriate language can cause diplomatic incidents.

Addressing Protocols

Heads of State: "Your Excellency" or appropriate royal title.
Ambassadors: "His/Her Excellency" followed by full name.
Government Ministers: "Honorable" followed by title and name.
Chargé d'Affaires: Formal address without "Excellency".
International Organizations: Address to Secretary-General or Director.
Multiple Recipients: List in order of diplomatic precedence.
Envelope Addressing: Follow host country postal protocols.
Electronic Correspondence: Maintain formal salutations.

Security Classifications

All diplomatic correspondence must be appropriately classified and handled.

Classification Levels: UNCLASSIFIED, CONFIDENTIAL, SECRET, TOP SECRET.

Marking: Clear classification markings on each page. Storage: Secure filing cabinets or safes. Transmission: Encrypted channels for classified material. Destruction: Cross-cut shredding or incineration for sensitive documents.

Delivery Methods

Diplomatic correspondence delivery follows specific protocols based on urgency and sensitivity.

Diplomatic pouch: For most official communications.
Courier: Designated diplomatic couriers for sensitive material.
Email: Encrypted email for time-sensitive unclassified correspondence.
Hand delivery: By diplomatic staff for high-priority communications.
Fax: Only for unclassified, non-sensitive documents.

Tip: Always obtain receipt for delivered diplomatic notes.

Response Timeframes

Standard response times vary by document type and urgency.

Urgent communications: 24-48 hour response expected.
Standard diplomatic notes: 5-7 working days.
Complex policy matters: 10-15 working days with interim acknowledgment.
Verbal communications: Immediate written confirmation if requested.
Non-urgent inquiries: 15-30 day response timeframe.
Acknowledgement: All correspondence acknowledged within 2 working days.
Extension requests: Formal notification if additional time required.
Follow-up: Systematic tracking of outstanding responses.

WARNING! Delayed responses may be interpreted as diplomatic disrespect.

Archiving Procedures

Systematic archiving ensures historical record and legal compliance.

Cultural Considerations

Understanding cultural norms prevents diplomatic misunderstandings.

CAUTION! Research local customs regarding colors, symbols, and gestures.

Emergency Protocols

Emergency diplomatic communications require special procedures and rapid response mechanisms.

Common Templates

Template Type	Purpose	Key Elements
Diplomatic Note	Formal communication	Reference numbers, formal salutations, precise language
Credentials	Ambassador accreditation	Full titles, appointment details, request for agrément
Protest Note	Formal objection	Specific incident details, legal basis, demanded actions
Aide-Mémoire	Meeting summary	Date, participants, discussion points, agreed actions
Circular Note	Multiple recipients	General address, identical content to all missions

Template Library: Available in diplomatic section shared drive.

Training: Quarterly workshops on diplomatic correspondence protocols.