5 FAH-1 H-610 USING DIPLOMATIC NOTES

UNCLASSIFIED (U)

5 FAH-1 H-600
DIPLOMATIC NOTES

5 FAH-1 H-610

USING DIPLOMATIC NOTES

(CT:CH-78; 12-27-2024)
(Office of Origin: S/ES-S)

(CT:CH-78; 12-27-2024)

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, lateral clearance for the Department’s outgoing diplomatic notes must be received from the Executive Secretariat Staff (SES-Line_Tasker@state.gov).

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 National Archives and Records Administration (NARA) scheduled-system should be sent to A/GIS/IPS.

(1) Scan hardcopy notes at the highest resolution possible and ensure all pages, including attachments, are clear and easy to read. The scan resolution should meet the NARA’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. Employees both at post and in domestic offices are responsible for managing and destroying hardcopy diplomatic notes.

(3) For instructions on archiving diplomatic notes in SMART, visit the Standard Procedures section of the Records and Archives Management Division website.

(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, including those that need approval or will be signed by an under secretary, deputy secretary, or the Secretary.

i. Delivery from the Department to Foreign Embassies in Washington, DC:

(1) Standard Delivery. Print the diplomatic note on the appropriate First-Person or Third-Person Diplomatic Note Stationery and have the note signed/initialed. Deliver to A/GIS/IPS, where it will be dated and placed in regular USPS mail to the recipient. This process is routine, and a diplomatic note could take a week to reach the intended embassy.

(2) Expedited Delivery. Drafting bureaus/offices are responsible for delivery of urgent notes. As is done for standard delivery, the note is printed on the appropriate Diplomatic Note stationery and signed/initialed. The bureau/office ensures the note is dated with the anticipated delivery date. The bureau can either deliver the original or email a pdf of the note to the embassy. If the intent is to send a paper copy at a later time, an explanatory note should be included in the email with the pdf attachment.

(3) Electronic Delivery. Drafting bureaus/offices can use the Electronic Diplomatic Note template on InfoLink to create, process, and deliver a note completely electronically. Instead of printing on Diplomatic Note stationery, the template already includes stationery information. Typed name/initials can be used to replicate the signature/initials of printed documents. It is imperative that the final version of the electronic diplomatic note be converted to a pdf before being transmitted, so recipients will not be able to view tracked changes or alter the document.

5 FAH-1 H-612 TYPES OF DIPLOMATIC NOTES

(CT:CH-78; 12-27-2024)

5 FAH-1 H-612.1 First-Person Notes

(CT:CH-78; 12-27-2024)

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, a deputy secretary, an under secretary, an assistant secretary, or a deputy assistant secretary.

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-78; 12-27-2024)

a. With the exception of the Note Collective, 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. First person or second person pronouns (e.g., I, we, you, your) must not be used in third-person diplomatic notes.

b. Third-person diplomatic note stationery does not have text at the top of the page; therefore, third-person notes must end with the location of the sending office, two lines below the last line of text or enclosures. The first line is flush with the left margin and ends with a comma; the second line begins one-half inch from the left margin and ends with a period.

(1) Notes from the Department end with:

Department of State,

Washington, [date].

(2) Notes from post end with:

Embassy of the United States of America,

[Capital], [date].

c. Drafters may use one of the following third-person notes according to content:

(1) Memorandum;

(2) Note Verbale;

(3) Aide-Memoire;

(4) Pro Memoria;

(5) Note Diplomatique;

(6) Note Collective; or

(7) Circular Diplomatic Note.

5 FAH-1 H-612.2-1 Memorandum

(CT:CH-78; 12-27-2024)

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-612.2-1).

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.) (diplomatic note No. …, dated…), from the Embassy of (country)…;” and

(2) “The Department (informs, transmits to, requests the assistance of, etc.) the Embassy of (country)…”

c. At post, a memorandum should begin with “The Embassy of the United States of America (informs, transmits, to, requests the assistance of, etc.) the Ministry of Foreign Affairs of (country)…”

d. Drafters should not begin or end a memorandum from the Department with courtesy phrases. At post, drafters may begin and/or end the note with a formula of diplomatic courtesy.

e. The memorandum is initialed in the lower right corner on the last page by a Department office director or higher or by an officer authorized by the chief of mission.

5 FAH-1 H-612.2-2 Note Verbale

(CT:CH-78; 12-27-2024)

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-612.2-2).

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-612.2-3 Aide-Memoire

(CT:CH-78; 12-27-2024)

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-612.2-3).

b. When an aide-memoire is prepared in the Department, it is initialed 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 emailed as a pdf or sent through regular mail channels.

c. At post, an officer authorized by the chief of mission initials the note in the lower right corner of the last page. The chief of mission (or representative) may hand the note to the foreign official or leave it at the foreign office.

5 FAH-1 H-612.2-4 Pro Memoria

(CT:CH-78; 12-27-2024)

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-612.2-4).

b. At post, the pro memoria is usually left at the foreign office by the chief of mission (or representative), or it 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-78; 12-27-2024)

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‑612.2-5).

5 FAH-1 H-612.2-6 Note Collective

(CT:CH-78; 12-27-2024)

a. A note collective is a joint note from two or more governments addressed 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. The note collective requires a full signature, not initials, by representatives of the governments presenting it (see 5 FAH-1 Exhibit H-612.2-6).

b. Diplomatic note replies to notes collective are individually addressed to each country, and diplomatic courtesy phrases are omitted.

5 FAH-1 H-612.2-7 Circular Diplomatic Note

(CT:CH-78; 12-27-2024)

a. A circular diplomatic note is an identical note addressed to more than three foreign chiefs of mission. If the note is going to all diplomatic missions in Washington, DC, the first line of the note should be “The Secretary of State presents their compliments to Their Excellencies and Messieurs and Mesdames the Chiefs of Mission and has the honor to…” (see 5 FAH-1 Exhibit H‑612.2-7).

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 named on the enclosed list…”

(3) “of the governments signatory to…”; or

(4) “of the governments of (names of countries)…”.

c. The note is initialed in the lower right corner of the last page by an office director or higher-level official.

5 FAH-1 Exhibit H-612.1(A)
First-Person Formal Note to Ambassador, Foreign Cabinet Minister, Head of International Organization with Rank of Ambassador—Department

(CT:CH-78; 12-27-2024)

First Person Formal Note to Ambassador, foreign cabinet minister, or head of international organization with ambassadorial rank from the Department, page one of four

First Person Formal Note to Ambassador, foreign cabinet minister, or head of international organization with ambassadorial rank from the Department, page three of four

5 FAH-1 Exhibit H-612.1(B)
First-Person Formal Note to Ambassador, Foreign Cabinet Minister, Head of International Organization with Rank of Ambassador—Embassy

(CT:CH-78; 12-27-2024)

First Person Formal Note to Ambassador or Foreign Minister from the Embassy, page one of three

First Person Formal Note to Ambassador or Foreign Minister from the Embassy, page three of three (clearance page)

5 FAH-1 Exhibit H-612.1(C)
First-Person Formal Note to Chargé, Head of International Organization without Rank of Ambassador—Department

(CT:CH-78; 12-27-2024)

First Person Formal Note to Charge from the Department, page one of three

First Person Formal Note to Charge from the Department, page three of three (clearance page)

5 FAH-1 Exhibit H-612.1(D)
First-Person Formal Note to Chargé, Head of International Organization without Rank of Ambassador—Embassy

(CT:CH-78; 12-27-2024)

Formal Note to Charge from Embassy, page one of three

Formal Note to Charge from Embassy, page three of three (clearance page)

5 FAH-1 Exhibit H-612.2-1
Third-Person Note, Memorandum

(CT:CH-78; 12-27-2024)