UNCLASSIFIED (U)

5 FAH-1 H-600 
DIPLOMATIC NOTES

5 FAH-1 H-610

USING DIPLOMATIC NOTES

(CT:CH-58;   07-19-2021)
(Office of Origin:  IRM/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-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 


                                                                                (omit date)

 

DEPARTMENT OF STATE
WASHINGTON

                                                                                (omit date)

 

For the first page, use embossed white-seal, blue-embossed “Department of State Washington” Diplomatic Note stationery (8½” x 11”), and use 8 ½” x 11” white bond paper for succeeding pages.  Use Times New Roman 14‑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.

        Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a foreign ambassador.  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

        Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph.

                                        For the Secretary of State:

                                        (Pen signature)

 

 

His (Her) Excellency

        (name),

                Ambassador of (country).

 

A/LM:FCook:jj                             Clearance:

12/27/02 x7000/doc#                  S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.1(B)  
First-Person Formal Note to Ambassador—Embassy

(CT:CH-58;   07-19-2021)

                                                EMBASSY OF THE

          white                                                UNITED STATES OF AMERICA

             embossed

        seal                                                           December 27, 2001

 

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 ½” x 11” white bond paper for succeeding pages.  Use Times New Roman 14‑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.

Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a foreign ambassador.  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurance of my highest consideration,” as the last paragraph.

 

(Pen signature)

Enclosure(s):

As stated.

His (Her) Excellency

(name),

Ambassador of (country).


A/EX:ADoe:ab 12/26/02       Clearance: A/IAP:WJones
                                                        X1234

 

DIPLOMATIC NOTE

 


5 FAH-1 Exhibit H-612.1(C)  
First-Person Formal Note to Chargé—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 


                                                                                (omit date)

 

DEPARTMENT OF STATE
WASHINGTON

                                                                                (omit date)

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 Times New Roman 14‑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 the courtesy phrase “I have the honor” when writing to a chargé d’affaires.  When a chargé d’affaires has the rank of minister plenipotentiary, use a personal title, but address the official as “The Honorable.”  Place the address in cascading form at the bottom left of the first page of the diplomatic note. 

Use the complimentary diplomatic close, “Accept, Sir (Madam), the renewed assurances of my high consideration,” as the last paragraph.

For the Secretary of State:

(Pen signature)

Enclosure(s):

        As stated.

Mr. (Miss, Mrs., Ms.) (name),

Chargé d’Affaires ad interim of(country).

 

A/LM:BMDoe:bc                          Clearance:  M/OFM:WJones

12/26/02 x00000/doc#                S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.1(D)  
First-Person Formal Note to Chargé—Embassy

(CT:CH-58;   07-19-2021)

Title: Embossed white seal - Description: Embossed white seal                                                EMBASSY OF THE

          white                                                UNITED STATES OF AMERICA

             embossed

        seal                                                           December 27, 2001

 

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 ½” x 11” white bond paper for succeeding pages.  Use Times New Roman 14‑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 the courtesy phrase “I have the honor” when writing to a chargé d’affaires.  When a chargé d’affaires has the rank of minister plenipotentiary, use a personal title, but address the official as “The Honorable.”  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

Use the complimentary diplomatic close, “Accept, Sir (Madam), the renewed assurances of my high consideration,” as the last paragraph.

(Pen signature)

Enclosure(s):

As stated.

Mr. (Miss, Mrs., Ms.) (name),

Chargé d’Affaires ad interim of (country).

 

M/POL:ADDoe:ab 11/14/02           Clearance:  M/EX:WJones

x3456

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.1(E)  
First-Person Formal Note to a Foreign Cabinet Minister—Embassy

(CT:CH-58;   07-19-2021)

                                                EMBASSY OF THE

          white                                                UNITED STATES OF AMERICA

             embossed

        seal                                                           December 27, 2001

 

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 ½” x 11” white bond paper for succeeding pages.  Use Times New Roman 14‑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.

Begin the first sentence of the note with the courtesy phrase, “I have the honor,” when writing to a foreign cabinet minister.  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph.

 

(Pen signature)

Enclosure(s):

As stated.

His (Her) Excellency

(name),

Minister of (name of portfolio, i.e., Defense, Trade, etc.)

of (country).

 

A/LM:BFDoE:ab 12/12/02              Clearance:  A/EX:WJones

x3456

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.1(F)  
First-Person Formal Note to Foreign Minister—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 


                                                                                (omit date)

 

DEPARTMENT OF STATE
WASHINGTON

                                                                                (omit date)

Excellency:

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 Times New Roman 14‑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.

Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a minister of foreign affairs.  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurances of my highest consideration,” as the last paragraph.

For the Secretary of State:

                                                        (Pen signature)
Enclosure(s):

As stated

His (Her) Excellency

(name),

Minister of Foreign Affairs of (Country).

 

A/LM:FCook:jj                             Clearance:

12/27/02 x7000/doc#                  S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.1(G)  
First-Person Formal Note to Foreign Minister—Embassy

(CT:CH-58;   07-19-2021)

Title: Embossed white seal - Description: Embossed white seal                                                EMBASSY OF THE

          white                                                UNITED STATES OF AMERICA

             embossed

        seal                                           San Jose, December 27, 2001

 

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 ½” x 11” white bond paper for succeeding pages.  Use Times New Roman 14‑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.

Begin the first sentence with the courtesy phrase, “I have the honor,” when writing to a minister of foreign affairs (in some countries, the title “Secretary of State for External Affairs” or “Minister of Foreign Relations” is used).  Place the address in cascading form at the bottom left of the first page of the diplomatic note.

        Use the complimentary diplomatic close, “Accept, Excellency, the renewed assurance of my highest consideration,” as the last paragraph.

 

(Pen signature)

Enclosure(s):

        As stated.

His (Her) Excellency

(name),

Minister of Foreign Affairs of (country),

(capital).

 

A/LM/EX:MDoe:ab 11/27/02                  Clearance: A/DCP:WJones

X1234

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.2-1(H)  
Third-Person Note, Note Verbale—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 

 

 

 


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 14‑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.

The opening sentence 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 chargé d’affaires ad interim.  See examples in 5 FAH-1 H-625.2.

Do not use first-person or second-person pronouns in a third-person note.  Do not use a complimentary diplomatic close in a note verbale.  An authorized officer initials the note in the lower right corner of the last page of the text.

Enclosure(s):

As stated

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

 

A/LM:FCook:jj                             Clearance:

12/27/02 x7000/doc#                  S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.2-1(I)  
Third-Person Note, Note Verbale—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 

 

 

 


For the first page, use embossed white-seal Diplomatic Note stationery (8 ½” x 11”).  For succeeding pages, use white bond paper (8 ½” x 11”).  Use Times New Roman 14‑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-memoire but less formal than a first-person note.

Use the courtesy phrase “the Ambassador of the United States presents his (her) compliments to His (Her) Excellency the Minister of Foreign Affairs of (country) and has the honor. . . .”  (In some countries, the title “Secretary of State for External Affairs” or “Minister of Foreign Relations” is used).

Do not use a complimentary close in the note verbale.

The note is initialed, not signed, in the lower right corner of the last page of the text by an authorized officer. 

Enclosure(s):

As stated

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

 

IRM/APR/RG:FCook:jj                           Clearance:

11/8/02/x7000/doc#                            S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.2-2(A)  
Third-Person Note, Memorandum—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 

 

 

 


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 14‑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 a diplomatic courtesy phrase in 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.

Reply to an incoming note in the same form as the note that is 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 (Chargé d’Affaires ad interim). . .”  If it begins, “The Embassy. . .,” use a memorandum form.

The memorandum is initialed, not signed, in the lower right corner of the last page of the text by an Office Director or higher. 

Enclosure(s):

As stated.

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

 

DIPLOMATIC NOTE


5 FAH-1 Exhibit H-612.2-2(B)  
Third-Person Diplomatic Note, Memorandum—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 

 

 

 


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 14‑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 a diplomatic courtesy phrase in a memorandum.  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.  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). . .”

        A memorandum to a foreign diplomatic mission begins: “The Embassy of the United States of America informs (transmits to) the Embassy (Legation) of (country) at (city). . .”

        The memorandum is initialed, not signed, in the lower right corner of the last page of the text by an authorized signing officer.

Enclosure(s):

As stated.

 

 

Embassy of the United States of America,

(capital), [insert date at signing]                    (Pen initials)

 

 

    IRM/APR/RG:AJones:sec                                   Clearance:
12/12/02/ x5678                                             IRM/APR:WSmith
                                                                    S/ES-S:name

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-3(A)  
Third-Person NOTE, Aide Memoire—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

 

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 14‑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” on the page, three lines below the seal.  Begin the text of the note three lines below the heading.

        Do not use the courtesy phrase “has the honor” or a complimentary close in an aide-memoire.  Indicate clearly in the first sentence the ambassador or diplomatic mission in Washington to which it is being sent.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed, not signed, in the lower right corner of the last page of text by an authorized signing officer.  An aide-memoire is usually handed to the foreign ambassador (or representative) at the Department. 

Enclosure(s):

        As stated

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

    WHA:AB:FCook:cm                                  Clearance:
11/4/02/x77700                                      XYZ/C:ASmith
                                                            M:DMJones

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-3(B)  
Third-Person Note, Aide Memoire—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

 

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 pagesUse Times New Roman 14‑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” on the page, three lines below the seal.  Begin the text of the note three lines below the heading.

        Do not use the courtesy phrase “has the honor” or a complimentary close in an aide-memoire.  Indicate clearly in the first sentence the ambassador or diplomatic mission in Washington to which it is being sent.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed, not signed, in the lower right corner of the last page of text by an authorized signing officer.  The chief of mission (or representative) may hand it to the foreign office official (or representative) or may leave it at the foreign office.

Enclosure(s):

        As stated

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

      WHA:AB:FCook:cm                                    Clearance:
12/5/02/x77700                                        XYZ/C:ASmith

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-4(A)  
Third-Person Note, Pro Memoria—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

 

PRO-MEMORIA

 

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 14‑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 note may begin, for example, “The Government of the United States. . .”  Do not use the courtesy phrase “has the honor” or a complimentary diplomatic closing in a pro-memoria.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed 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)

 

    WHA:AB:FCook:cm                                  Clearance:
11/21/02/x77700                                     XYZ/C:ASmith
                                                            S/ES-S:Name

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-4(B)  
Third-Person Note, Pro Memoria—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

 

PRO-MEMORIA

 

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 14‑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 note may begin, for example, “The Government of the United States. . .”  Do not use the courtesy phrase “has the honor” or a complimentary close.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed in the lower right corner of the last page of text by an authorized signing officer.  The chief of mission (or representative) may hand it to the foreign office official (or representative) at the foreign office.

Enclosure(s):

        As stated.

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

WHA:AB:FCook:cm                          Clearance:
11/7/02/x77700                                        XYZ/C:ASmith

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-5(A)  
Third-Person Note,
Note Diplomatique—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

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 14‑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, for example, “the Government of the United States. . .”  Do not use the courtesy phrase “has the honor” or a complimentary close in a note diplomatique.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed in the lower right corner of the last page of text by an authorized officer.  A note diplomatique is handed to the foreign ambassador (or representative) at the Department.

Enclosure(s):

        As stated.

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

    WHA:AB:FCook:cm                                  Clearance:
11/14/02/x77700                                     XYZ/C:ASmith
                                                            S/ES-S:Name

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-5(B)  
Third-Person Note,
Note Diplomatique—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

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 14‑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, for example, “the Government of the United States. . .”  Do not use the courtesy phrase “has the honor” or a complimentary close in a note diplomatique.

        Do not use a first- or second-person pronoun in a third-person note.

        The note is initialed in the lower right corner of the last page of text by an authorized signing officer.  The chief of mission (or representative) may hand it to the foreign office official (or representative) at the foreign office.

 

Enclosure(s):

        As stated.

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

WHA:AB:FCook:cm                          Clearance:
12/6/02/x77700                                        XYZ/C:ASmith

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-6(A)  
Third-Person Note, Note Collective—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

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 14‑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 the courtesy phrase “has the honor” or a complimentary diplomatic closing in a note collective.

        Do not use a first- or second-person pronoun in a third-person note.

        Address individual replies to each government listed on the incoming collective note.

        The note is signed, not initialed, on the last page of the 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 France:

 

(Full Signature)                       (name of representative)

Enclosure(s):

As stated

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

WHA:AB:FCook:cm                                      Clearance:

11/15/02/x77700                                         XYZ/C:Asmith

                                                                S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-6(B)  
Third-Person Note, Note Collective—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

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 14‑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. Do not use the courtesy phrase, “has the honor” or a complimentary diplomatic closing in a note collective.

        Do not use a first- or second-person pronoun in a note collective.

        The note is signed, not initialed, on the last page of the text by the representatives of the governments presenting the note.

                                    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)

Enclosure(s):

        As stated

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

M/POL:AJones:sec                     Clearance:
11/8/02/x77700                          ECON:Wsmith

 

DIPLOMATIC NOTE

 


5 FAH-1 EXHIBIT H-612.2-7(A)  
Third-Person Note, Circular Diplomatic Note—Department

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 

 


                                                               

 

 

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 14‑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 phrase, “has the honor” in a circular diplomatic note.  If it is to be sent to all diplomatic missions in Washington, begin with, “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.”

        Send the record copy to interested offices for clearances.  After the note is initialed and dated, prepare a Form DS-5, Requisition for Publishing, Reproduction, and Distribution Services, indicating the number of copies, including extras, for distribution.

        Prepare the list of missions to receive the note and send the list and the original note to A/GIS/IPS-RM, 6th Floor, SA-2, for processing.  The reproduced copies of the note and list will be returned to the drafting office by A/GIS/IPS-RM for assembling and mailing.  Upon request, A/GIS/IPS-RM will prepare labels.

        Do not use the complimentary close on a circular diplomatic note.

Enclosure(s):

        As stated.

 

Department of State,

Washington, [insert date at signing].                       (Pen initials)

WHA:AB:FCook:cm                                      Clearance:
12/28/02/x77700                                             XYZ/C:Asmith
                                                                    S/ES-S:Name

 

DIPLOMATIC NOTE


5 FAH-1 EXHIBIT H-612.2-7(B)  
Third-Person Note, Circular Diplomatic Note—Embassy

(CT:CH-58;   07-19-2021)

    white embossed 
     seal
 - Title: White embossed seal - Description: White embossed seal
 


                                                               

 

 

 

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 14‑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 phrase, “has the honor” in a circular diplomatic note.  If it is to be sent to a selected list of missions, use the descriptive phrase in the first sentence following the words, “The Chiefs of Mission.”

Do not use first- or second-person pronouns in a third-person note.

The note is initialed, not signed, in the lower right corner by an authorized signing officer.  Do not use a complimentary close on a circular diplomatic note.

 

Enclosure(s):

        As stated.

 

Embassy of the United States of America,

(capital), [insert date at signing].                   (Pen initials)

M/POL:AJones:sec                     Clearance:
11/8/02/x77700                          ECON:Wsmith

 

DIPLOMATIC NOTE

UNCLASSIFIED (U)