5 FAH-1 H-600
DIPLOMATIC NOTES
5 FAH-1 H-610
USING DIPLOMATIC NOTES
(CT:CH-73; 06-05-2024)
(Office of Origin: DT/BMP/SPB/SPD)
5 FAH-1 H-611 GENERAL
(CT:CH-58; 07-19-2021)
a. Diplomatic notes are used:
(1) For correspondence between the U.S. Government and a foreign government. The Secretary of State corresponds with diplomatic representatives of foreign governments at Washington, DC, U.S. embassies abroad, and foreign offices or ministries;
(2) When the chief of mission corresponds with the foreign ministry of the host government at posts and other foreign office representatives; and
(3) When diplomatic notes are used to negotiate international agreements (see 11 FAM 700 for details).
b. The Department of State serves as the official channel for diplomatic communications between the U.S. Government and a foreign government, except for certain military activities (see 1 FAM and 5 FAH-1 Exhibit H-611 for a list of diplomatic terms).
c. Preparers may use the various features available with word processing software to prepare diplomatic notes, provided the results are in accordance with the guidelines in this chapter. A glossary (macro or template) should be created to save time and increase efficiency.
d. Before transmittal, the S/ES-S Correspondence unit, Room 7512, must clear the Department’s outgoing diplomatic notes.
e. Preparers and recipients are responsible for ensuring a record copy of all diplomatic notes are filed in the Department's electronic archive using the State Messaging and Archive Retrieval Toolset (SMART). Requests to archive record copies of diplomatic notes in an alternate NARA scheduled-system should be sent to A/GIS/IPS:
(1) Scan the hardcopy notes at the highest resolution possible and ensure that all pages, including the attachments, are clear and easy to read. The scan resolution should meet the National Archives and Records Administration’s guidelines for text documents at 300 dots per inch (DPI) for documents up to 11x17 in size;
(2) Once electronically filed in SMART, the hardcopy note may be destroyed if no longer needed for Department business. DOS employees at post and domestic office are responsible for managing and destroying hardcopy diplomatic notes;
(3) Please click for additional information on NARA’s scanning guidelines. For instructions on archiving Dip Notes in SMART please visit the Standard Procedures section of the Records and Archives Management Division website; and
(4) For additional guidance on acceptable formats for digitized documents, please see 5 FAH-4 H-614.
f. All communications addressed to a foreign government are in English. A U.S. note that constitutes part of an international agreement based on an exchange of diplomatic notes is always in the English language. If the note contains a full quote from a foreign office note, the quotation must be in English.
g. Letters should be used for informal, routine correspondence with members of foreign diplomatic missions at Washington, DC, and officials of the foreign office and diplomatic corps at posts (see 5 FAH-1 H-400 for guidelines on preparing letters).
h. Diplomatic Notes must be prepared as first-person notes or third-person notes in accordance with the guidelines in this chapter. The Executive Secretariat InfoLink Web site contains guidance on diplomatic notes that need approval or will be signed by a seventh‑floor principal.
5 FAH-1 H-612 TYPES OF DIPLOMATIC NOTES
5 FAH-1 H-612.1 First-Person Notes
(CT:CH-56; 02-07-2019)
a. Sample first-person notes prepared for the Department and post are shown in 5 FAH-1 Exhibit H-612.1.
b. A first-person note is used for the most important correspondence. First‑person notes are prepared in the Department to be signed by the Secretary, Deputy Secretary, an under secretary, an assistant secretary, or a deputy assistant secretary (see the Executive Secretariat InfoLink Web site).
c. At post, first-person notes are used for correspondence between a chief of mission and the head of a foreign ministry or a foreign diplomatic mission. When an embassy is notified by the foreign office that the head of the foreign ministry will be absent, the note should be addressed to the acting head of the office, i.e., Acting Minister of Foreign Affairs, Acting Minister of Foreign Relations, etc.
5 FAH-1 H-612.2 Third-Person Notes
(CT:CH-58; 07-19-2021)
Third-person notes are initialed, not signed, in the lower right corner of the last page by an office director or higher in the Department. At post, the chief of mission must authorize the signing officer. Drafters should keep the third-person note in the third person. First person or second person pronouns (e.g., I, we, you, your) must not be used. Drafters may use one of the following third-person notes according to content:
(1) Note Verbale;
(2) Memorandum;
(3) Aide-Memoire;
(4) Pro Memoria;
(5) Note Diplomatique;
(6) Note Collective; or
(7) Circular Diplomatic Note.
5 FAH-1 H-612.2-1 Note Verbale
(CT:CH-56; 02-07-2019)
a. A note verbale is an informal third-person note. It is less formal than a first‑person note but more formal than an aide-memoire (see samples in 5 FAH-1 Exhibit H-612.2-1A through Exhibit H-612.2-1B).
b. A note verbale to a foreign ambassador or head of a foreign ministry is begun with a diplomatic courtesy phrase. The note is initialed, not signed, in the lower right corner of the last page by an office director or above, or an officer authorized by the chief of mission.
5 FAH-1 H-612.2-2 Memorandum
(CT:CH-58; 07-19-2021)
a. A memorandum is a written statement on any subject, generally of a routine nature, from the Department (not the Secretary of State to an ambassador) or post (not the ambassador or chargé). It may also be written to a foreign embassy in Washington or to a foreign ministry or mission (see 5 FAH-1, Exhibit H-612.2-2A, and 5 FAH-1, Exhibit H-612.2-2B).
b. When preparing a memorandum, the drafter should identify the diplomatic mission in Washington in the first sentence. For example:
(1) “The Department (acknowledges receipt of, has received, etc.) (the note dated..., note No. ..., dated...), from the Embassy of (name of country) ...;” and
(2) “The Department (informs, transmits to, etc.) the Embassy of (name of country) … .”
c. At post a memorandum should begin with “The Embassy of the United States of America (informs, transmits, to, etc.) the Embassy Legation of (name of country) at (city)… .”
d. Drafters should not begin a memorandum from the Department with courtesy phrases. At post, drafters may begin with a formula of diplomatic courtesy or end with a complimentary diplomatic close only if it is the local custom.
e. The memorandum is initialed in the lower right corner on the last page by an office director or higher or by an officer authorized by the chief of mission.
5 FAH-1 H-612.2-3 Aide-Memoire
(CT:CH-58; 07-19-2021)
a. An aide-memoire summarizes an informal diplomatic interview or conversation and serves as an aid to memory. It does not begin with a courtesy phrase, but it must clearly state in the first two lines the title of the ambassador or foreign official to whom it is addressed (see 5 FAH-1, Exhibit H-612.2-3A, and 5 FAH‑1, Exhibit H-612.2-3B).
b. When an aide-memoire is prepared in the Department, it is initialed, not signed, in the lower right corner of the last page of text. An officer usually hands an aide-memoire to the ambassador (or representative). It may also be sent through regular mail channels.
c. At post, the chief of mission (or representative) may hand the note to the foreign official or leave it at the foreign office. An officer authorized by the chief of mission must initial the note in the lower right corner of the last page.
5 FAH-1 H-612.2-4 Pro Memoria
(CT:CH-4; 07-31-2002)
a. A pro memoria is a formal record of discussion. It speaks for and under the direction of the government presenting it. At the Department, it is usually handed to a foreign ambassador, minister, or representative. The note is initialed in the lower right corner of the last page by an office director or higher (see 5 FAH-1, Exhibit H-612.2-4A, and 5 FAH-1, Exhibit H-612.2-4B).
b. At post, the pro memoria is usually left at the foreign office by the chief of mission (or representative), or is handed to the foreign official (or representative). An officer authorized by the chief of mission initials it in the lower right corner.
5 FAH-1 H-612.2-5 Note Diplomatique
(CT:CH-58; 07-19-2021)
A note diplomatique is a formal note between governments that speaks for and under the direction of the government presenting it. A diplomatic courtesy phrase or complimentary close is not used. A note diplomatique may be signed or initialed by a government representative from the Department of State or an officer authorized by the chief of mission at post (see 5 FAH-1, Exhibit H‑612.2‑5A, and 5 FAH-1, Exhibit H-612.2-5B).
5 FAH-1 H-612.2-6 Note Collective
(CT:CH-4; 07-31-2002)
a. A note collective is a joint note addressed by two or more governments to one or more governments. It is rarely used since it involves close relations among the signing governments and may be regarded unfavorably by the recipient governments (see 5 FAH-1, Exhibit H-612.2-6A and 5 FAH-1, Exhibit H‑612.2‑6B).
b. Replies are prepared individually, and diplomatic courtesy phrases are omitted. The note collective requires a full signature, not initials, by representatives of the governments presenting it.
5 FAH-1 H-612.2-7 Circular Diplomatic Note
(CT:CH-58; 07-19-2021)
a. A circular diplomatic note is an identical note addressed to “Their Excellencies and Messieurs and Mesdames the Chiefs of Mission” if it is being sent to all diplomatic missions in Washington, DC. The courtesy phrase “has the honor” should be used on all circular diplomatic notes (see 5 FAH-1, Exhibit H‑612.2‑7A, and 5 FAH-1, Exhibit H-612.2-7B).
b. If the circular diplomatic note is being sent to a list of missions, a descriptive phrase is used in the first sentence following the words “the chiefs of mission.” For example:
(1) “of the governments concerned with the...”; and
(2) “of the governments of (list countries names)... .”
c. At post, the circular diplomatic note is addressed to “Their Excellencies Messieurs the Chiefs of Mission in (name of country)” or, “Their Excellencies, Messieurs and Mesdames the Chiefs of Mission in (name of country).
d. For a selective list of missions, one of the following descriptive phrases is used in the first sentence following the words “the Chiefs of Mission”:
(1) “of the governments concerned with the ...”;
(2) “of the governments named on the enclosed list ...”;
(3) “of the governments signatory to ...”; and
(4) “of the governments of (names of countries) ... .”
e. In the Department, an office director or a higher-level official must initial the circular diplomatic note in the lower right corner of the last page.
f. At post, an officer authorized by the chief of mission must initial the circular diplomatic note.
5 FAH-1 EXHIBIT H-612.1(A)
First-Person Formal Note to Ambassador—Department
(CT:CH-64; 02-07-2023)
 |
DEPARTMENT OF STATE
WASHINGTON
[Add date when signed]
Excellency:
I have the honor to acknowledge receipt of your diplomatic note,
dated December 30, 2016, advising the Department of State of the
appointment of [name] as Ambassador Extraordinary and Plenipotentiary of
the Republic of [country] to the United States.
Print the first page on embossed white-seal, blue-embossed
“Department of State Washington” Diplomatic Note stationery (8 ½” x 11”)
and use 8 ½” x 11” white bond paper for succeeding pages. Use Calibri (Body) 15-
point font and leave one-inch margins on the left, right, and bottom. Line spacing
is double, with no extra spacing between paragraphs.Leave room for a date at the
top of the first page under “Washington;” the note should be dated at the time of
signature.
His/Her Excellency
[Full Name],
Ambassador of [Country].
DIPLOMATIC NOTE
-2-
An appropriate salutation is included at the beginning of first-person
diplomatic notes. When writing to an individual at the ambassador or
cabinet minister level, include the salutation “Excellency.” First-person
notes are written in the first person, using pronouns such as I, we, our, you.
Begin the first sentence with the courtesy phrase, “I have the honor,” when
writing to a foreign minister or ambassador. See examples of formulas of
diplomatic courtesy in 5 FAH-1 H-625.2.
Place the recipient’s address in the footer of the first page using
cascading style on the left margin and single line spacing. Add page
numbers in the header of second and subsequent pages. Use the
complimentary diplomatic close, “Accept, Excellency, the renewed
assurance of my highest consideration,” as the last paragraph. See
examples of formulas of diplomatic courtesy in 5 FAH-1 H-626.6.
Identify enclosures in the text of the diplomatic note and add
“Enclosures: As stated.” below the last paragraph. A diplomatic note does
not need a signature block. Depending on the content of the note, signature
by the Secretary, a deputy secretary, or an under secretary may be required.
Include the preface “For the Secretary of State” when the diplomatic note
will not be signed/approved by the Secretary.
Enclosure:
As stated.
For the Secretary of State
[Include only if a principal other
than the Secretary will sign]
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.1(B)
First-Person Formal Note to Ambassador—Embassy
(CT:CH--64; 02-07-2023)
|
EMBASSY OF THE
UNITED STATES OF AMERICA
[POST]
[DATE]
Excellency:
For the first page, use embossed white-seal, blue-embossed “Embassy
of the United States of America” Diplomatic Note stationery (8 ½” x 11”),
and use 8.5 x 11” white bond paper for succeeding pages. Use Calibri (Body)
15-point font and leave one-inch margins on the left, right, and bottom.
Line spacing should be double, and there should not be extra line spacing
between paragraphs.
At the top of the page, below “Embassy of the United States of
America” and on the right margin, add the name of the post, with the date
DIPLOMATIC NOTE
-2-
aligned to the post and on the next line. The note should be dated at the
time of signature. An appropriate salutation is included at the beginning of
His/Her Excellency
[Full Name],
Ambassador of [Country].
first-person diplomatic notes. When writing to an individual at the
ambassador or cabinet minister level, include the salutation “Excellency.”
First-person diplomatic notes are written in the first person, using
pronouns such as I, we, our, you. Begin the first sentence with the courtesy
phrase, “I have the honor,” when writing to a foreign minister or
ambassador. Place the recipient’s address in the footer of the first page
using cascading style on the left margin and single line spacing. See
examples of formulas of diplomatic courtesy in 5 FAH-1 H-625.2.
Add page numbers in the header of second and subsequent pages.
Use the complimentary diplomatic close, “Accept, Excellency, the renewed
assurance of my highest consideration,” as the last paragraph. Identify
DIPLOMATIC NOTE
-3-
enclosures in the text of the diplomatic note and add “Enclosures: As
stated.” below the last paragraph. See examples of formulas of diplomatic
courtesy in 5 FAH-1 H-626.6.
A diplomatic note does not need a signature block.
Enclosure(s):
As stated. (Pen signature)
-4-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.1(C)
First-Person Formal Note to Chargé—Department
(CT:CH--64; 02-07-2023)
 |
DEPARTMENT OF STATE
WASHINGTON
[Add date when signed]
Sir (Madam):
For the first page, use embossed white-seal, blue-embossed
“Department of State Washington” Diplomatic Note stationery (8 ½” x 11”),
and use 8 ½” x 11” white bond paper for succeeding pages. Use Calibri (Body) 15-point font and leave one-inch margins on the left, right, and
bottom. Line spacing should be double, and there should not be extra line
spacing between paragraphs. Leave room for a date at the top of the first
page under “Washington;” the note should be dated at the time of
signature.
First-person diplomatic notes are written in the first person, using
pronouns such as I, we, our, you. Do not use the courtesy phrase “I have the
DIPLOMATIC NOTE
-2-
honor” when writing to a chargé d’affaires. When a chargé d’affaires has
Mr. (Miss/Mrs./Ms.) [Full Name],
Chargé d’Affaires ad interim of [Country].
the rank of minister plenipotentiary, use a personal title but address the
official as “The Honorable.” See examples of formulas of diplomatic
courtesy in 5 FAH-1 H-625.2.
Place the recipient’s address in the footer of the first page using
cascading style on the left margin and single line spacing. Add page
numbers in the header of second and subsequent pages. Use the
complimentary diplomatic close, “Accept, Sir (Madam), the renewed
assurances of my high consideration,” as the last paragraph. See examples
of formulas of diplomatic courtesy in 5 FAH-1 H-626.6.
Identify enclosures in the text of the diplomatic note and add
“Enclosures: As stated.” below the last paragraph. A diplomatic note does
not need a signature block. Include the preface “For the Secretary of State”
when the diplomatic note will not be signed by the Secretary.
Enclosure(s):
As stated.
-3-
For the Secretary of State
[Include only if a principal other
than the Secretary will sign]
-4-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.1(D)
First-Person Formal Note to Chargé—Embassy
(CT:CH-64; 02-07-2023)
White
Embossed
Seal
EMBASSY OF THE
UNITED STATES OF AMERICA
[Post]
[Date]
Sir/Madam:
For the first page, use embossed white-seal, blue-embossed “Embassy
of the United States of America” Diplomatic Note stationery (8 ½” x 11”),
and use 8.5 x 11” white bond paper for succeeding pages. Use Calibri (Body
15-point font and leave one-inch margins on the left, right, and bottom.
Line spacing should be double, and there should not be extra line spacing
between paragraphs.
At the top of the page, below “Embassy of the United States of
America” and on the right margin, add the name of the post, with the date
DIPLOMATIC NOTE
-2-
aligned to the post and on the next line. The note should be dated at the
time of signature. An appropriate salutation is included at the beginning of
Mr. (Miss, Mrs., Ms.) [Full Name],
Charge d’Affaires ad interim of [Country].
first-person diplomatic notes. When writing to a charge d’affaires, include
the salutation “Sir” or “Madam.”
First-person diplomatic notes are written in the first person, using
pronouns such as I, we, our, you. Do not use the courtesy phrase “I have the
honor” when writing to a charge d’affaires. When a charge d’affaires has
the rank of minister plenipotentiary, use a person title but address the
official as “The Honorable.” See examples of formulas of diplomatic
courtesy in 5 FAH-1 H-625.2.
Place the recipient’s address in the footer of the first page using
cascading style on the left margin and single line spacing. Add page
numbers in the header of second and subsequent pages. Use the
complimentary diplomatic close “Accept, Sir/Madam, the renewed
DIPLOMATIC NOTE
-3-
assurance of my high consideration,” as the last paragraph. See examples of
formulas of diplomatic courtesy in 5 FAH-1 H-626.6.
Identify enclosures in the text and add “Enclosures: As stated.” below
last paragraph. A diplomatic note does not need a signature block.
Enclosure(s):
As stated. (Pen signature)
-4-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.2-1(A)
First-Person Formal Note to a Foreign Cabinet Minister—Embassy
(CT:CH-64; 02-07-2023)
 |
White
Embossed
Seat
Excellency:
For the first page, use embossed white-seal Diplomatic Note
stationery (8 ½” x 11”), and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing is double, with no extra line spacing
between paragraphs.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” The opening sentence
DIPLOMATIC NOTE
-2-
begins with the standard courtesy language, “The Secretary of State
presents his (her) compliments to His (Her) Excellency the Ambassador of
(country) and has the honor to…”. Use the courtesy phrase “has the honor”
when writing to a foreign ambassador, but do not use “has the honor” for a
foreign charges d’affaires ad interim. See examples of formulas of
diplomatic courtesy in 5 FAH-1 H-625.2.
Place the recipient’s address in the footer of the first page using
cascading style and single line spacing. Add page numbers in the header of
second and subsequent pages. Do not use a complimentary diplomatic
close in a note verbale.
Identify enclosures in the text of the diplomatic note and add
“Enclosures: As stated.” below the last paragraph. An authorized officer
initials the note in the lower right corner of the last page of text.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.1-1(B)
First-Person Formal Note to Foreign Minister—Department
(CT:CH-64; 02-07-2023)
 |
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8.5 x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
A note verbale is more formal than an aide-de-memoire but less
formal than a first person note. Do not use first-person or second-person
pronouns (I, we, our, you) in a third-person note; use the descriptive name
and/or it, such as “The Department of State requests the assistance of the
Embassy of Japan in processing the Department’s request for visas. The
Embassy is asked to send its approval to the Department via email.”
Use the courtesy opening phrase, “The Ambassador of the United
DIPLOMATIC NOTE
-2-
States presents his (her) compliments to His (Her) Excellency the Minister of
Foreign Affairs of (country) and has the honor to…” In some countries, the
title “Secretary of State for External Affairs” or Minister of Foreign
Relations” is used. See examples of formulas of diplomatic courtesy in
Add page numbers in the header of second and subsequent pages. Do
not use a complimentary close in the note verbale. Identify enclosures in
the text of the diplomatic note and add “Enclosures: As stated.” below the
last paragraph.
At the time of signature, add the date on the last line of the diplomatic
note after post’s location and end it with a period. The note is initialed, not
signed, in the lower right corner of the last page of text by an authorized
signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.2-2(A)
First-Person Formal Note to Foreign Minister—Embassy
(CT:CH-64;
02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Reply to an incoming note in the same for as the note was received.
When the incoming note combines two forms, the form of reply is
determined by the first words of the note received. Use a note verbale for
the reply when the note begins “The Ambassador (Charges d’Affaires, ad
interim)…” If the incoming note begins “The Embassy…”, use a
memorandum form.
Do not use first-person or second-person pronouns (I, we, our, you) in
DIPLOMATIC NOTE
-2-
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Do not use a diplomatic
courtesy phrase in the opening or closing of a memorandum. Indicate
clearly in the first sentence the diplomatic mission in Washington to which
the memorandum is being sent. There is some flexibility in the working of
the opening sentence. See examples in 5 FAH-1 H-625.2g.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text of the diplomatic note and add “Enclosures:
As stated.” below the last paragraph. At the time of signature, add the date
on the last line of the diplomatic note after “Washington,” and end it with a
period. The memorandum is initialed, not signed, in the lower right corner
of the last page of text by an authorized signing officer.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.2-2(B)
Third-Person Note, Note Verbale—Department
(CT:CH-64; 02-07-2023)
 |
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8.5 x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.”
At post, drafters may begin with a formula of diplomatic courtesy
and/or end with a complimentary diplomatic close, only if it is the local
DIPLOMATIC NOTE
-2-
custom. A memorandum to a foreign ministry begins with the formula, “The
Embassy of the United States of America informs (transmits to) the Ministry
of Foreign Affairs of (country)…” See examples of formulas of diplomatic
courtesy in 5 FAH-1 H-625.2.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text of the diplomatic note and add “Enclosures:
As stated.” below the last paragraph. At the time of signature, add the date
on the last line of the diplomatic note after post’s location and end it with a
period. The memorandum is initialed, not signed, in the lower right corner
of the last page of text by an authorized signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 Exhibit H-612.2-3(A)
Third-Person Note, Note Verbale—Embassy
(CT:CH-64; 02-07-2023)
AIDE-MEMOIRE
For the first page, use embossed white-seal Diplomatic Note
stationery (8 ½” x 11”), and use 8 ½” x 11” white bond paper for succeeding
pages. Use Times New Roman Calibri 15-point font and leave one-inch margins on
the left, right, and bottom. Line spacing should be double, and there should
not be extra line spacing between paragraphs.
Center the heading “AIDE-MEMOIRE” below the seal. Begin the text
of the note three lines below the heading. An aide-memoire is usually
handed to the foreign ambassador (or representative) at the Department.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or “it,” such as “The
Department of State requests the assistance of the Embassy of Japan in
DIPLOMATIC NOTE
-2-
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Indicate clearly in the first
sentence the ambassador or diplomatic mission in Washington to which the
aide-memoire is being sent. Do not use the courtesy phrase “has the honor”
or a complimentary close in an aide-memoire.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after “Washington,” and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-3(B)
Third-Person Note, Aide Memoire—Embassy
(CT:CH-64; 02-07-2023)
 |
AIDE-MEMOIRE
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Center the heading “AIDE-MEMOIRE” below the seal. Begin the text
of the note three lines below the heading. The chief of mission (or
representative) may hand the note to the foreign official (or representative)
or may leave it at the foreign office.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
DIPLOMATIC NOTE
-2-
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Do not use the courtesy
phrase “has the honor” or a complimentary close in an aide-memoire.
Indicate clearly in the first sentence the foreign official to whom the aidememoire
is being sent.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after post’s location and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-4(A)
Third-Person Note, Pro Memoria—Department
(CT:CH-64; 02-07-2023)
 |
PRO-MEMORIA
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Center the heading “PRO-MEMORIA” below the seal. Begin the text of
the note three lines below the heading.
Do not use first-person or second-person pronouns (I, we, our, you) in a third-person note; use the descriptive name and/or it, such as “The Department of State requests the assistance of the Embassy of Japan in processing the Department’s request for visas. The Embassy is asked to send its approval to the
DIPLOMATIC NOTE
-2-
Department via email.” The pro-memoria may begin with the phrase “The Government of the United States…” Do not use the courtesy phrase “has the honor” or a complimentary close in a pro-memoria diplomatic note. Indicate clearly in the first sentence the ambassador or diplomatic mission in Washington to which the aide-memoire is being sent.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after “Washington,” and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-4(B)
Third-Person Note, Pro Memoria—Embassy
(CT:CH--64; 02-07-2023)
|
PRO-MEMORIA
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Center the heading “PRO-MEMORIA” on the page, three lines below
the seal. Begin the text of the note three lines below the heading. The chief
of mission (or representative) may hand the note to the foreign official (or
representative) at the foreign office.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
DIPLOMATIC NOTE
-2-
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Indicate clearly in the first
sentence the foreign official to whom the pro-memoria is being sent. The
note may begin with the phrase “The Government of the United States…).
Do not use the courtesy phrase “has the honor” or a complimentary close in
a pro-memoria diplomatic note.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after post’s location and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-5(A)
Third-Person Note,
Note Diplomatique—Department
(CT:CH-64; 02-07-2023)
 |
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
A note diplomatique is a formal note between governments. It
may begin with the phrase “The Government of the United States…” An
aide-memoire is usually handed to the foreign ambassador (or
representative) at the Department.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
DIPLOMATIC NOTE
-2-
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Do not use the courtesy
phrase “has the honor” or a complimentary close in a note diplomatique.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after “Washington,” and end it with a period. The note is initialed, not signed, in the lower right corner of the last page of text by an authorized signing officer.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-5(B)
Third-Person Note,
Note Diplomatique—Embassy
(CT:CH-64; 02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
A note diplomatique is a formal note between governments. The chief
of mission (or representative) may hand the note to the foreign official (or
representative) at the foreign office. The note may begin with the phrase
“The Government of the United States…”
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
DIPLOMATIC NOTE
-2-
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.” Do not use the courtesy
phrase “has the honor” or a complimentary close in a note diplomatique.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after post’s location and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-6(A)
Third-Person Note, Note Collective—Department
(CT:CH-64; 02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
A collective note, generally referred to as a joint note, is addressed to
two or more governments from one or more governments. Address
individual replies to each government listed on the incoming collective note.
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
DIPLOMATIC NOTE
-2-
send its approval to the Department via email.” Do not use the courtesy
phrase “has the honor” or a complimentary close in a note collective.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after “Washington,” and end it with a period. The note is
signed, not initialed, on the last page of text by the representatives of the
governments presenting it.
For the United States of America:
(Full Signature) (name of representative)
For Great Britain:
(Full Signature) (name of representative)
For Germany:
(Full Signature) (name of representative)
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-6(B)
Third-Person Note, Note Collective—Embassy
(CT:CH-64; 02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
A collective note, generally referred to as a joint note, is addressed to
two or more governments from one or more governments. Do not use
first-person or second-person pronouns (I, we, our, you) in a third-person
note; use the descriptive name and/or it, such as “The Department of State
requests the assistance of the Embassy of Japan in processing the
Department’s request for visas. The Embassy is asked to send its approval
to the Department via email.” Do not use first-person or second-person
pronouns in a third-person note.
DIPLOMATIC NOTE
-2-
Do not use the courtesy phrase “has the honor” or a complimentary
close in a note collective. Address individual replies to each government
listed on the incoming collective note.
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after post’s location and end it with a period. The note is
signed, not initialed, at the end of the note by the representatives of the
governments presenting it.
For the United States of America:
(Full Signature) (name of representative)
For Great Britain:
(Full Signature) (name of representative)
For France:
(Full Signature) (name of representative)
For Germany:
(Full Signature) (name of representative)
-3-
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-4-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-7(A)
Third-Person Note, Circular Diplomatic Note—Department
(CT:CH-64; 02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
If the circular note is to be sent to all diplomatic missions in
Washington, begin the text with the phrasing “The Secretary of State
presents his (her) compliments to Their Excellencies, Messieurs and
Mesdames the Chiefs of Mission and has the honor to…” If the note is to be
sent to a selected list of missions, use a descriptive phrase in the first
sentence following the words “the Chiefs of Mission of ” (see examples in
5 FAH-1 H-612.2-7 and 5 FAH-1 H-625.2).
DIPLOMATIC NOTE
-2-
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.”
Add page numbers in the header of second and subsequent pages. Do
not use a complimentary close in a circular diplomatic note. Identify
enclosures in the text and add “Enclosures: As stated.” below the last
paragraph.
At the time of signature, add the date on the last line of the diplomatic
note after “Washington,” and end it with a period. The note is initialed, not
signed, in the lower right corner of the last page of text by an authorized
signing officer.
Enclosure(s):
As stated.
Department of State,
Washington, [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared:
5 FAH-1 EXHIBIT H-612.2-7(B)
Third-Person Note, Circular Diplomatic Note—Embassy
(CT:CH-64; 02-07-2023)
Print the first page on embossed white-seal Diplomatic Note
stationery (8 ½” x 11”) and use 8 ½” x 11” white bond paper for succeeding
pages. Use Calibri (Body) 15-point font and leave one-inch margins on the
left, right, and bottom. Line spacing should be double, and there should not
be extra line spacing between paragraphs.
Use the courtesy opening phrase “has the honor” but do not use the
complimentary close in a circular diplomatic note. The circular diplomatic
note is addressed to “Their Excellencies and Messieurs and Mesdames the
Chiefs of Mission in (name of country) and has the honor to…” If the note is
to be sent to a selected list of missions, use a descriptive phrase in the first
sentence following the words “the Chiefs of Mission of ” (see examples in
5 FAH-1 H-612.27 and 5 FAH-1 H-625.2).
DIPLOMATIC NOTE
-2-
Do not use first-person or second-person pronouns (I, we, our, you) in
a third-person note; use the descriptive name and/or it, such as “The
Department of State requests the assistance of the Embassy of Japan in
processing the Department’s request for visas. The Embassy is asked to
send its approval to the Department via email.”
Add page numbers in the header of second and subsequent pages.
Identify enclosures in the text and add “Enclosures: As stated.” below the
last paragraph. At the time of signature, add the date on the last line of the
diplomatic note after post’s location and end it with a period. The note is
initialed, not signed, in the lower right corner of the last page of text by an
authorized signing officer.
Enclosure(s):
As stated.
Embassy of the United States of America,
[Capital], [insert date at signing]. (pen initials)
-3-
Approved:
Drafted:
Cleared: