Дипломатическая документация/Diplomatic Pieces of Documentation

Diplomatic Pieces of Documentation

The life of a diplomat is seen as something easy and comfortable. This perception of the image and the way of life is supported by the films (movies) and books and other sources of information. This is true to a certain extent that a certain part of the life of a diplomat can be exiting when he meets his colleagues at the receptions being fashionably dressed and discusses some burning latest news and issues or when they meet at the golf field or a tennis club for some leisure exercise.

The other greater part of his professional involvement is obscure and invisible as the real extent of the professional obligations is enormous and diverse. Winston Churchill was absolutely right saying that the working place of a diplomat is a writing table with the pen and paper. This is a very correct judgment of quite a responsible job with the possible legal consequences to come out.    

In reality a diplomat is involved in the heavy analytical exercises:

        To break down the current situation in the analytical sense and figure out the main trend.

        To set up the “confidence building measures” with the opponents and partners.

        To be protective of the external policy of the sending state

        To have the skill of convincing your opponents that your point of view is correct

        To scale up the cooperation between the sending and the receiving states

        To create a forward looking scenario of the development of the receiving state.

        A diplomat can hardly succeed without the talent of writing up a written review in the form of a memorandum, note or a political letter.

        The written text is quite important as it is the only proof and material trace of the actual state of things

It is the obvious fact that it is not easy to create a sensible piece of documentation of any kind. It is easy to guess what is expected from the diplomatic piece of documentation.

It was never easy due to the linguistic tradition the Diplomacy had grown into. All the pieces of the official correspondence in diplomacy were created in Latin and later on in French. It did cause some extra complications from the lexical and stylistical point of view.

What should also be kept in mind is the “play of words” when wording leaves space for double treatment, misinterpretation or complete confusion. The written mistake or a slip of the pen can have an irreversible effect. That is the reason why all the written matters are carefully looked into as something important in the career of a diplomat.

The actual significance of the turn-over of the pieces of documentation is the fact that it is the actual source of the changing world and the basic platform for the decision of the state leaders. They observe the entire world through the eyes of the diplomats.

Wrong judgment and poor processing of the information as well as the insufficient coverage of some key issues can lead to the nightmare or some other negative consequences. We can come up with the number of examples from the recent history. (Afghanistan, Iraqi nuclear materials and others)

All the pieces of Diplomatic Documentation are divided into:

Pieces of Documentation for the External and Internal Use.

External Pieces of Documentation:

Personal (Private) Note

Verbal Note

Collective Note

Identical Note

Circular Note

Memorable Note

Memorandum

Private Letters

Charter

Agreement

Statement (Joint Statement)

Communiqué

Declaration

Message of the Minister of Foreign Affairs, Prime-Minister, President

Letters of Credence (Credentials)

Recalling Letters

Internal Pieces of Documentation:

Recording of a diplomatic talk

Political Letter

Political Account Report

Informative Letters and Comments

Cipher Telegram

Review of the Media Coverage

Political Reference

Дипломатические Части Документации

Жизнь дипломата замечена как что-то легкое и удобное. Это восприятие изображения и образа жизни поддержано фильмами (фильмы) и книги и другие источники информации. Это верно до некоторой степени, из которого может выходить определенная часть жизни дипломата, когда он встречает своих коллег на модно украшаемых приемах и обсуждает некоторые горящие последние новости и выходит или когда они встречаются в области гольфа или теннисном клубе для некоторого осуществления досуга.

Другая большая часть его профессиональной причастности неясна и невидима, поскольку реальная степень профессиональных обязательств огромна и разнообразна. Уинстон Черчилль был абсолютно правильным высказыванием, что рабочее место дипломата - письменный стол с ручкой и бумагой. Это - очень правильное суждение о вполне ответственной работе с возможными юридическими последствиями, чтобы выйти.    

В действительности дипломат вовлечен в тяжелые аналитические упражнения:

• Сломать текущую ситуацию в аналитическом смысле и выяснить главную тенденцию.

• Настраивать “направленные на установление доверия меры” с противниками и партнерами.

• Быть защитным внешней политики государства посылки

• Иметь умение убеждения Ваших противников, что Ваша точка зрения правильна

• Расширять сотрудничество между посылкой и государствами получения

• Создать передовое выглядящий сценарий развития государства получения.

• Дипломат может едва преуспеть без таланта описывания письменного обзора в форме меморандума, отметить или политическое письмо.

• Письменный текст довольно важен, поскольку это - единственное доказательство и материальный след реального положения вещей

Это - очевидный факт, что не легко создать заметную часть документации любого вида. Легко предположить то, что ожидается от дипломатической части документации.

Это никогда не было легко из-за лингвистической традиции, в которую превратилась Дипломатия. Все части официальной корреспонденции в дипломатии были созданы на латыни и позже на французском языке. Это действительно вызывало некоторые дополнительные осложнения с лексической и стилистической точки зрения.

То, что должно также быть учтено, является “игрой слов”, когда формулировка оставляет пространство для двойного обращения, неверного истолкования или полного беспорядка. Письменная ошибка или описка могут иметь необратимый эффект. Это - причина, почему все материалы для печати тщательно изучены как что-то важное в карьере дипломата.

Фактическое значение товарооборота частей документации - факт, что это - фактический источник изменяющегося мира и основной платформы для решения государственных лидеров. Они наблюдают весь мир через глаза дипломатов.

Неправильное суждение и плохая обработка информации так же как недостаточное освещение некоторых ключевых вопросов могут привести к кошмару или некоторым другим отрицательным последствиям. Мы можем придумать число примеров от новейшей истории. (Афганистан, иракские ядерные материалы и другие)

Все части Дипломатической Документации разделены на:

Части документации для наружного применения и внутреннего пользования.

Внешние части документации:

Личное (частное) примечание

Вербальная нота

Коллективное примечание

Тождественная нота

Циркуляр

Незабываемое примечание

Меморандум

Личные письма

Чартер

Соглашение

Заявление (совместное заявление)

Коммюнике

Декларация

Сообщение министра иностранных дел, премьер-министра, президента

Верительные грамоты (верительные грамоты)

Вспоминание писем

Внутренние части документации:

Запись дипломатического разговора

Политическое письмо

Политический отчет о счете

Информативные письма и комментарии

Телеграмма шифра

Обзор освещения в СМИ

Политическая ссылка

Wording and the Key Notions

All the official pieces of documentation should be free of any ambiguity and stay as clear as they could be. They should not contain any idiomatic expressions and be crystal clear. All the referred arguments should be logically linked to each other and should not deviate from the point in hand.

It also concerns the verbal statements of the leaders and other officials authorized to convey the official position of the Government. What should be kept in mind that the pieces of documentation will be published in the Press and can easily be misinterpreted and given the wrong judgment. The history of diplomacy is stuffed with the examples of the complications or alienations caused by the wrong or careless statement. The ex-President of the Kyrgyz Republic Mr.Akaev being on an official visit to Israel told that they would like to set up an embassy in Jerusalem which was and still is the disputable territory. It definitely caused the confusion.

The ambassador of the Republic of Kazakhstan came up with the statement that Kazakhstan would stay as the nuclear power after all the issues of the peaceful settlement had been achieved.

It tells that all the written and verbal statements of the officials should be sensible and responsible.

All the diplomatic correspondence had been created in Latin until the 16th century and was gradually replaced by French. In Russia the French language was the official language of the aristocracy. It lasted till the end of the 19th century.

The back of the French language was cracked by the Great Britain that took up English as the language of its diplomacy. Then Austria and Germany introduced German as the official language of their diplomacy.

Nowadays the diplomatic pieces of documentation are written in the languages either of the sending or receiving states. For some small matters like “visa application” the language of the receiving state is used. The wording of the diplomatic notes is extremely polite and perceived by some people as “too sweat”.

The wording of the international agreements is quite different which is appropriate for the International legal style. They are created in 5 languages of the United Nations – English, French, Chinese, Spanish and Russian.

The Key Notions frequent in the Diplomatic Documentation:

Ultimatum can be realized in the form of a note or memorandum with the description of terms and conditions to be followed by the either party. It as a rule contains the list of claims to be considered within the set time limit. It can also mean the threat of the military actions.

Demarche – a diplomatic action undertaken by a Government and realized in the form of a note, memorandum or some other pieces of documentation. It contains protest, objection, put forward ideas or application.

Status quo – current situation with own ship inherited or acquired that should be cleared up and fixed

Ne varietur – should stay unchanged irrespective of all the subsequent alterations.

Casus belli – It is a formal pretext to wage up a warfare.

Legate – Authorized envoy.

Detente – Relaxation of the International Tension

Delimitation – Territorial approximation of the boundaries between the states

Demarcation – Fixing of the frontiers with establishment of all the specific signs

Denunciation – Rejection of the signed agreement

Renunciation – Reconfirmation of the of the signed agreement

Depository – Storage Facilities of the multilateral agreements achieved by a number of states

Ad Referendum – Authority of the Head of the diplomatic mission until he or she gets a reconfirmed package of the Letters of Credence. Put into effect at the change of the State Leader.

  Ad Hoc – Something set up for a particular case. A Commission called along to look into a single situation.

Modus Vivendi – A short-term arrangement concluded when there is no way to achieve for longer term or on a permanent base.

Modus Procedendi – The break-down of the procedures to be followed up on the way to the final arrangement.

Формулировка и Ключевые Понятия

Все официальные части документации должны быть свободными от любой двусмысленности и остаться столь же ясными, как они могли быть. Они не должны содержать идиоматические выражения и быть совершенно прозрачными. Все отнесенные аргументы должны быть логически связаны друг с другом и не должны отклониться от пункта в руке.

Это также касается словесных заявлений лидеров и других чиновников, уполномоченных передать официальное положение правительства. Что должно быть учтено, что части документации будут изданы в Прессе и могут легко быть извращены и даны неправильное суждение. История дипломатии наполнена примерами осложнений или отчуждений, вызванных неправильным или небрежным заявлением. Бывший президент киргизской республики, г-н Акаев, находящийся на официальном визите в Израиль, сказал, что они хотели бы настроить посольство в Иерусалиме, который был и все еще является спорной территорией. Это определенно вызвало беспорядок.

Посол республики Казахстан придумал заявление, что Казахстан останется как ядерная энергия после того, как все проблемы мирного урегулирования были достигнуты.

Это говорит, что все письменные и словесные заявления чиновников должны быть разумными и ответственными.

Вся дипломатическая корреспонденция была создана на латыни до 16-ого столетия и постепенно заменялась французским языком. В России французский язык был официальным языком аристократии. Это продлилось до конца 19-ого столетия.

Задняя часть французского языка была сломана Великобританией, которая подняла английский язык как язык его дипломатии. Тогда Австрия и Германия представили немецкий язык как официальный язык их дипломатии.

В настоящее время дипломатические части документации написаны на языках или посылки или получения государств. Для некоторых маленьких вопросов как "заявление на получение визы" используется язык государства получения. Формулировка дипломатических нот чрезвычайно вежлива и воспринята некоторыми людьми, поскольку “также потеют”.

Формулировка международных соглашений очень отличается, который является подходящим для Международного юридического стиля. Они созданы на 5 языках Организации Объединенных Наций – английский, французский, китайский, испанский и русский язык.

Key Notions, частые в Дипломатической Документации:

Ультиматум может быть понят в форме примечания или меморандума с описанием положений и условий, которые будут сопровождаться любой стороной. Это как правило содержит список требований, которые рассмотрят в пределах срока набора. Это может также означать угрозу военных действий.

Демарш – дипломатическая акция, предпринятая правительством и реализованный в форме примечания, меморандума или некоторых других частей документации. Это содержит протест, возражение, выдвиньте идеи или заявление.

Статус-кво – текущая ситуация с собственным судном унаследовала или приобрела, который должен быть убран и установлен

Неон varietur – должен остаться неизменным независимо от всех последующих изменений.

  Казус belli – Это - формальный предлог к заработной плате война.

Легат – Уполномоченный посланник.

Разрядка – Расслабление Международной Напряженности

Определение границ – Территориальное приближение границ между государствами

Установление границ – Установка границ с учреждением всех определенных знаков

Обвинение – Отклонение подписанного соглашения

Отказ – Подтверждение подписанного соглашения

Хранилище – Склады многосторонних соглашений достигнуты многими государствами

Референдум объявления – Власти Главы дипломатической миссии, пока он или она не получает подтвержденный пакет Верительных грамот. Осуществленный в изменении государственного Лидера.

  Специальный – Что-то настроенное для особого случая. Комиссия звонила вперед, чтобы изучить единственную ситуацию.

Образ жизни – краткосрочная договоренность завершила, когда нет никакого способа достигнуть для более долгого срока или на постоянной основе.

Способ Procedendi – расстройство процедур, которые будут развиты путь к заключительной договоренности.

Diplomatic Terms

Agreement – Treaty

Agrement – Official approval by a foreign government of an ambassador designate

Alternat – The principle of the “alternat” refers to the arrangement of the names of the countries that are party to a treaty. Each country retains an original instrument in which its names appears first.

Ambassador –

1)       Ambassador-designate – A diplomatic agent who has been designated by the head of state as personal representative, and approved by the foreign head of state but who has not presented copies of our credentials to the foreign ministry.

2)       Appointed Ambassador – A diplomatic agent who has been designated by the head of state, approved by the foreign head of state, and who has presented copies of credentials to the foreign ministry. 

Ambassador Extraordinary and Plenipotentiary – A diplomatic agent; The personal representative of the head of one state accredited to the head of another state.

Asylum – There are two different types of asylum, one is generally known as diplomatic asylum, the other as territorial or political asylum. Diplomatic asylum usually refers to asylum in embassies and legation by persons in imminent danger of life or limb.

Territorial or political asylum has to do with persons taking refuge, usually for reasons of persecution, in the territory of another country.

Chancery  - A term used to designate the office of an embassy or legation.

Charge d’Affaires (de missi) – A person accredited by letter to the secretary of state or minister for foreign affairs of one country  by the secretary of state or minister for foreign affairs of another state, in place of a duly accredited ambassador or minister. The complete title is seldom used. It is customarily shortened to charge d’affaires.

Charge d’Affaires ad interim – Usually the counselor or secretary of the embassy or legation, who automatically assumes charge of a diplomatic mission in the temporary absence of an ambassador or minister. The words “ad interim” should not be omitted from the title, except in a salutation. A charge d’Affaires ad interim who has the personal rank of minister plenipotentiary is addressed the same as other charge d’Affaires ad interim. The ministerial rank is personal and has no connection with the diplomatic status of charge d’Affaires ad interim. Such a personal ministerial title may follow a name but it should come before an official diplomatic title.

Charge des Affairs – Sometimes used to describe a person who has been placed in custody of the archives and other property of a mission in a country with which the formal diplomatic relations are not maintained.

Cold War – Conflict between nations by means of power politics, economic pressures, spy activities, or hostile propaganda but without engagement by arms.

Delegation – a group of persons appointed to an international conference, commission or organization.

Diplomacy – The art and practice of conducting negotiations between nations.

Diplomatic Agent – A person who carries on regular diplomatic relations in the country to which the agent has been appointed; an agent representing a sovereign or state for some special purpose.

Diplomatic Corps – The collective heads of foreign diplomatic missions and their staffs within the capital of a country.

Diplomatic correspondence – Official correspondence between the agents authorized by a state to conduct its foreign relations either at home or abroad, with similarly authorized representative of foreign governments.

  Corps Diplomatique – Diplomatic Corps

Dean of the Diplomatic Corp – Patriarch of stay in the country in the capacity of an ambassador.

Eloighement – Estrangement; distance; remoteness; dislike.

Envoy – A diplomatic agent. A special envoy is one designated for a particular purpose, such as the conduct of special negations and attendance at coronations, inaugurations, and other state ceremonies of special importance. The designation is temporary.  

Дипломатические Сроки

Соглашение – Соглашение

Agrement – Официальное одобрение иностранным правительством посла определяет

Альтернат – принцип "альтерната" ссылается на расположение названий стран, которые участвуют в соглашении. Каждая страна сохраняет оригинальный инструмент, в котором его имена кажется первым.

Посол –

1) Посол - определяет – дипломатический представитель, который был назначен главой государства как личный представитель, и одобрен иностранным главой государства, но кто не представил копии наших верительных грамот к министерству иностранных дел.

2) Назначенный Послом – дипломатический представитель, который был назначен главой государства, одобренным иностранным главой государства, и кто представил копии верительных грамот к министерству иностранных дел. 

Чрезвычайный и полномочный посол – дипломатический представитель; личный представитель главы одного государства, аккредитованного главе другого государства.

Убежище – есть два различных типов убежища, каждый является общеизвестным как дипломатическое убежище, другой как территориальное или политическое убежище. Дипломатическое убежище обычно обращается к убежищу в посольствах и дипломатической миссии людьми в нависшей опасности жизни или конечности.

Территориальное или политическое убежище имеет отношение к людям, находящим убежище, обычно по причинам преследования, на территории другой страны.

Канцелярия - термин имел обыкновение определять офис посольства или дипломатической миссии.

Поверенный в делах (de missi) – человек аккредитовал по буквам госсекретарю или министру иностранных дел одной страны госсекретарем или министру иностранных дел другого государства вместо должным образом аккредитованного посла или министра. Полное название редко используется. Это обычно сокращается поверенному в делах.

Временный поверенный в делах – Обычно адвокат или секретарь посольства или дипломатической миссии, кто автоматически принимает обвинение дипломатической миссии во временное отсутствие посла или министра. "Временные" слова не должны быть опущены из названия, кроме в привете. Поверенный в делах, временный, у кого есть личный разряд полномочного представителя министра, обращен то же самое как другой временный поверенный в делах. Министерский разряд является личным и не имеет никакой связи с дипломатическим статусом временного поверенного в делах. Такое личное министерское название может следовать за именем, но оно должно прибыть перед официальным дипломатическим названием.

Де Аффер обвинения – Иногда имел обыкновение описывать человека, который был размещен в опеку над архивами и другую собственность миссии в стране, с которой не поддержаны формальные дипломатические отношения.

  Холодная война – Конфликт между странами посредством политики власти, экономических давлений, действий шпиона, или враждебной пропаганды, но без обязательства оружием.

Делегация – группа людей назначила на международную конференцию, комиссию или организацию.

Дипломатия – искусство и практика проведения переговоров между странами.

Дипломатический представитель – человек, который продолжает регулярные дипломатические отношения в стране, на которую был назначен агент; агент, представляющий суверена или государство для некоторых особых целей.

Дипломатический Корпус – коллективные главы иностранных дипломатических миссий и их сотрудников в столице страны.

Дипломатическая корреспонденция – Официальная корреспонденция между агентами, уполномоченными государством провести его международные отношения или дома или за границей, с так же уполномоченным представителем иностранных правительств.

  Корпус Diplomatique – Дипломатический Корпус

Декан Diplomatic Corp. – Патриарх пребывания в стране от лица посла.

Eloighement – Отчуждение; расстояние; отдаленность; неприязнь.

Посланник – дипломатический представитель. Посол по особым поручениям - тот, определяемый для конкретной цели, такой как поведение специального отрицания и обслуживания в коронациях, инаугураций, и других государственных церемоний особого значения. Обозначение является временным.

Protocol Details of Diplomatic Documentation

Peculiarities and Corporate Style

Sovereign States as well as some other subjects of the International relations through their corporate representatives do carry out the exchange of the written addresses, reviews and pieces of documentation that make up the actual format of diplomatic correspondence.

There are different types of documentation which are used by the State and Government leaders which are put into effect respective to the occasion, topic and subject matter of the enclosed piece of information. Through this communicative vehicle the officials of the contacting parties address the words of welcome, congratulations, put across some new ideas or reconfirm the previous statements.

The universal and obligatory element in the exchange of messages between the sovereign parties is the accurate and respectful address with the correct wording of the names and titles of the recipients. Professional diplomats are very careful with all the minor details as it is easy to enter a political situation when the error can be treated as a personal insult. Therefore filling up the cards is considered to be a very significant part of the business.      

    Talking of the circulated pieces of documentation there is a distinction of the corporate ones which are sealed as the ones of top-secret or strictly confidential. In this regard we mean the reports of the ambassadors to the Ministry of Foreign Affairs and the messages reported to the office of the President and the Cabinet of Ministers for the decision taking on some burning issues.

Apart from the one created for the internal use there is a variety of documents which is exchanged among the State leaders, Heads of the Governments, Ministers of Foreign Affairs and diplomats of different calibers.

We mentioned on a number of occasions the significance of information as the tool of the diplomatic interactions. The exchange of the written messages is the vehicle of the promotion of the cooperation which is in fact the integral part of the professional obligations of the diplomats. There are many reasons for keeping the correspondence a flow. They can be related to the formal courtesy address, invitation, comments, reconfirmation of the position, request for the support or special opinion.

What are the basic principles of the Diplomatic Protocol with regard to the exchange of the written reviews?. The answer is obvious – Respect and Politeness. All the written matter should commence with the right form of address that should be accepted and complied with the norms of the Protocol. So, the form of address should be up to the liking of the recipient and accepted format as official people can negatively react to the wrong wording. One should definitely know the details of the person who is his targeted contact.

All the addressing appeals should start with the title indicating the status:

Dear Sir – for the person whom you do not know in person;

Dear Mister Ambassador;

Your Excellency;

Your Majesty;

Your Holiness;

Your Eminence;

The experience tells that it is better to overestimate someone rather than underestimate the person one applies to.

Complimentary phrases is the integral part of all the pieces of correspondence. Each of them begins with the words like – “The Ministry of Foreign Affairs of the Republic of Kazakhstan expresses its deep respect to the embassy of the Russian federation…. And ends up with the phrase like – “The Ministry of FA of the Republic of Kazakhstan is reconfirming its deep respect to you Mister Ambassador and your personnel”.

These sort of compliments are common irrespective of the text of the message. This is the legacy of the old days and sound as something out-of-date as the most conservative part of diplomacy. What should be kept in mind is that compliments should stay within reason and be acceptable with the local traditions and realties as words and phrases have different cultural dimension in different parts of the world.

The main part of the diplomatic piece of documentation as the text of the application, comment, request or special opinion on some event or a campaign with some legal consequences is the most important part of the document with the reproduction of the reason and the related attitude to the topic in hand. This part should be logically balanced and based on the strong arguments driven by the motives of friendship and cooperation. The letter (or some other forms of address)  should contain the position of your Government in a clear and transparent way.     

Signature as the final element of the text should be easily identified as something easy to read. As the sign of respect it should be handwritten under the text typed on the typing machine or computer. It tells that the text is original and was created exclusively for your attention.

When are the compliments useless? – When a Ministry or an Embassy comes up with the strong Letter of Protest and the compliments would devalue the strength of the arguments and confuse the meaning of the text. So, if there are no compliments in the text your partner is not happy and you are called along for a considerable change of the attitude with regard to your political course or some other issue.   

The diplomatic correspondence is never mailed off and delivered by the courier service to keep the track of the right timing. It has a strong reason the contacting parties should be sure of the fact that the exchange of messages is done with the authentic and original stuff.

  Diplomacy as you know is a very conservative area of activity which is very resistant to change, but still the innovations do come into in the sphere of Protocol as any other area of interaction in motion. Intensive contacts of the leaders and diplomats pave the way for more and more liberal approach. There are many examples speaking for this trend (“Meetings without ties” , Informal interactions and others, Visiting of Sauna and other places of Interest and as average visitors).

Nonetheless, nobody has officially rejected the entire package of Diplomatic pieces of documentation which are:

•          Speeches of the Leaders on the key issues of the external policy

•          Memorandums

•          Letters

•          Telegrams

•          Special messages with the appeal as the reaction to some new challenges

There are variety of reasons and appropriate format for the diplomatic correspondence to come out – Presidential elections, National Holidays, Change in the politics, Detailed comments on some new approach or some new initiatives. In other words Diplomatic Correspondence is a very important vehicle of developing professional contacts.

The representatives at the International Organizations are the most frequent users of the Diplomatic notes as they deal with a big number of contacting parties with the rapidly changing scenarios of the ongoing events.

Diplomatic missions and Consular Posts take up the notes as the common tool of their professional activity. As for the Governments them seldom use the notes as a minor and small caliber vehicle.

The number of reasons to apply to the Diplomatic notes is almost endless and can cover all the points of the business turn-over.

What are the types of the Diplomatic Notes?   

Personal Note is the piece of the Diplomatic Correspondence addressed to someone in person and created by the concrete individual in the first person singular.

Personal Note is the obvious sign of the interest shown to some issue by an ambassador and put across to the senior officials of the receiving state. It is also used to indicate some special private interest of the creator of the Note.

The personal note is typed on an official Logo Paper with the Emblem of the State in the top corner.

The personal note is created in strict accordance with the Protocol formalities and well dressed with the authorized phrases and compliments.

Personal note being private can be as formal and informal with the delicate touch on some issues outside of the professional issues. It is also quite flexible with the tone structure of the text.   

Private Message – As of the Second World War the new type of direct exchange of the Satellite leaders has grown into habit. There were many reasons for the direct contact of the three leaders. We shall look into them next year when we take up the subject –”Multilateral Diplomacy”.

Nowadays the world leaders use this sort of correspondence in a big way to narrow the gap between the discussion and solution of some vital issues that require a quick response.

Private messages can easily be conveyed by phone as this sort of communication is well protected security wise. 

Verbal Note is the corporate form of address that what makes it different from the Private Note. In effect it means something that is orally expressed, but in fact it is written and handed in to the recipient by the courier or officially authorized person.

It is created in the third person singular and shaped with all the diplomatic dressing. It is signed and sealed with the stamp either of the embassy or a consular agency.

The verbal note is a very official form of correspondence with no metaphors or other stylistic devises that can drive away the main idea of the text. If the text contains the nasty words or insults it is not usually accepted with the respective consequences that can negatively effect the relations of the involved parties.

In the left bottom corner there are all the details of the consignor including of the date and the place of origin

In some cases the verbal note can be forwarded to more than one recipient. Sometimes it can be mailed off to each member of the diplomatic family with the indication of the number of the receivers. This sort of the verbal note called circular. The most common case of the group address is the informing of the departure and arrival in the country.

All the verbal notes are issued in two copies – one for storage and the other for the business turn-over. Before it is mailed off it is stamped and given the serial number.

Collective Note is the peace of documentation delivered on behalf of a group of embassies. Normally it is a team effort to exercise pressure as a unanimous decision to take up some joint steps. It is a strong diplomatic move – demarche which is carefully considered and taken after consultations. In practice it is a rare move as the reaction for something out of the way.  

Memorial Note is handed in at the meetings of the diplomatic officials or can be delivered afterwards. It is put into effect as the reminder of some key issues or comments to the outcomes that cropped up later. The other idea of the memorial note is to put the key points on a piece of paper and convert it into the form of an official piece of documentation that should be responded.

It can also be reconsideration of some issues to avoid the confusion and misunderstanding.

The memorial note is created on a sheet of paper and never signed or sealed. It does not contain compliments – nothing but the text of the memorial note.

Memorandum is a very essential piece of documentation which is created on some special occasions with the detailed insight into the problem. Any memorandum describes and reproduces the whole story of the topic. It is a very analytical piece of documentation with the strong arguments put forward. It is very often used as the way to carry on the negotiations to achieve some compromise.

As a rule the memorandum is enclosed to the verbal note. It is typed on the logo paper without emblem. If it is not enclosed to the verbal note then it comes out with the date, time and the city of origin.

Since it is not a regular piece of documentation it should be well thought over as it attracts some special attention and carefully looked into.  

Statement of the Government is the fundamental piece of documentation devoted to some vital problems of the world politics like nuclear disarmament, outer space, terrorism or some others with the destructive potential for the mankind and human nature.

The Government of the Soviet Union used this piece of documentation in a big way with the idea to familiarize with some special and strong position on some burning issue and make it known worldwide.

Joint Statement or Communiqué is a very important piece of documentation which as a rule comes out of print on the fact of the ongoing negotiations or on the outcome of the meetings or concluded arrangements.

What makes it specific and somewhat different is the fact that the creation of this piece of documentation involves the team effort of at least two parties or even more. This is the obvious sign of multilateral diplomacy.

In practical terms communiqué is the identification or reconfirmation of the position of the involved parties with the idea of an appeal or preventive vehicle of ill treatment or falsification. So, communiqué is the informative, responsive or innovative piece of documentation.

Recollecting in our recent history we can come up with the number of occasions when the states applied to this sort of documentation. Communiqué on the everlasting friendship between Russian Federation and the Republic of Kazakhstan of 1992 to demonstrate that the break-off of the Soviet Union was not that destructive;. Communiqué of the heads of the Caspian States with the idea to develop the resources irrespective of the status.   

Telegrams is the piece of documentation frequently used these days by the leaders of the states. It is a very swift means of communication used as the reaction to some important events when the leaders can address each other in person congratulating on the National Holidays, birthdays or come up with the reaction when the situation is desperate or critical.

The advantage of a telegram is being swift and disadvantage is obvious – one can not extend the topics under discussion.

It is a good chance to be nice, responsive and having the possibility of keeping the contacts in the right capacity and shape. 

International Agreement is some special diplomatic piece of documentation. Working on the agreement takes a lot of time and involves some gigantic effort for the discussions, consultations and arriving at some acceptable decision. Sometimes we can talk of the arrangements to be achieved not between the two or three countries, but dozens. One can easily envisage the scope of problems with the number of players and respective interests behind.

Let us dwell on the procedure which is quite complex and time consuming. It has the sequence of steps – diplomatic initiated by the officials to push ahead; expert opinion done by the professionals to look into the details; political authority to be proved by the state leaders who are to sign it up.

Agreements can concern any topic – political, economic, military, humanitarian, legal or consular aid. They can be, as mentioned above – bilateral and multilateral. Some special terminology is applied like “participant”, “third state” and “parties in the agreement”. They may have different names: “Convention”, “Pact”, ”Protocol”, “Communiqué”, “Memorandum” and etc.   

They are structured as the following: Introductory statements; The Main part and Conclusion.

They are finalized with the signatures, dates and the place of origin. The are translated into the official languages of the involved parties with the conclusion that the text is authentic and has the equal value. It also enclosed the life time of the agreement and the moment it gets into effect.

The text of the agreement is typed on some special paper and bound up in the cover close the national coloring of the state flag. The signing and exchange of the copies is done as a part of the ceremony with the involvement of the Mass Media people.