II. Verbale notes, personal notes and circular notes

Lead-in

The following is the text of diplomatic notes sent to different countries.

1. Verbal Notes

Task 1. Read the text and get ready to answer the checkup questions:

1. What is a note verbale?

2. What style is preferred in drafting notes verbales?

3. What subjects require notes verbales?

4. Who are they usually addressed to?

5. What is the basic outline of a note verbale?

6. What protocol formulas are acceptable in notes verbales?

7. What instructions should be followed carefully in drafting a note verbale?

A verbal note or note verbale (referred to in the text of a communication simply as a ÓnoteÚ) is a formal note written in the third person. This form is always used in replying to an incoming note verbale; an incoming letter is answered by a letter. Notes verbales may be addressed to permanent representative (or an observer) or a permanent mission, a minister for foreign affairs or a ministry of foreign affairs. Where direct correspondence with any other government officer or old has been authorized, it must be in letter form. The note verbale is not normally used for communications with other organizations in the United Nations system, and should never be used communications with non-governmental organizations or public.

Typical uses of notes verbales include the exchange of information between the United Nations and Governments or permanent missions, the transmission of decisions or recommendations of United Nations organs, requests for and acknowledgements of information and documents, the regarding the time and place of meetings, acknowledgements of changes in the membership of permanent missions or delegations and other requests or acknowledgements to Governments relating to the substantive work of the United Nations.

Task 2. Read the text again and find Ukrainian equivalents for the words in bold.

Task 3. Read the text below and fill in the gaps with suitable words:

1. General 2. salutation 3. addressed 4. compliments

5. verbale 6. mission 7. honour 8. Permanent

A note a) … contains no complimentary closing. Its salutation forms part of the opening sentence of the text and begins with the regular paragraphing. In selecting the form of the b) …, it is important to note the following instructions:

A note verbale may be written in the name of the Secretary- c) … or of the Secretariat, but not in the name of a department or of an official of the Secretariat. When a note verbale is sent in the name of the Secretary-General, it is addressed to a person, e.g.:

“The Secretary-General of the United Nations presents his compliments to the Permanent Representative of ... to the United Nations and has the d) … to ...”.

When a note verbale is sent in the name of the Secretariat, it is e) … to an office, not a person, e.g.:

“The Secretariat of the United Nations presents its compliments the Permanent Mission of ... to the United Nations and has honour to ...”.

A note verbale in reply to one addressed to the Secretary-General should always be sent in the name of the Secretary-General. Thus, a note verbale from a permanent f) … is addressed to the Secretary-General, the reply will be sent in the name of the Secretary-General to the g) … Representative, e.g.:

“The Secretary-General of the United Nations presents his h) … to the Permanent Representative of ... to the United Nations and has the honour to acknowledge the receipt of the Permanent Mission’s note ...”.

Task 4. Read the text below and put the paragraphs into the correct order:

… On notes verbales the date should appear on the right-hand side of the last page, two to six lines below the last line of the text, depending on the length of the note.

… “The enclosed communication dated ... is transmitted to the permanent missions of the States Members of the United Nations at the request of ...”.

… A note verbale contains no signature; instead it should be initialled under the date by the officer responsible for its dispatch. The address does not appear on a note verbale but should be typed on the accompanying envelope. (From United Nations Correspondence Manual)

… A note verbale in reply to a note verbale from a minister for foreign affairs or permanent representative should be sent in the name of the Secretary-General whether the incoming note is addressed to the Secretary-General, to a subordinate official, to the Secretariat or to a department. A note verbale forwarding a communication at the request of a Member of the United Nations or its permanent mission should be in the following form only:

Task 5. Match the terms with their definitions. Consult the dictionary if necessary:

Minister-Designate the Secretary-General Minister Plenipotentiary to acknowledge to authorize note verbale accreditation foreign affairs Minister Resident mission

a diplomatic agent giving official authorization to or approval of; sending out a diplomatic envoy with credentials to an official or government of the receiving state a general term for a commission, delegation, embassy, or legation matters abroad that involve the homeland, such as relations with another country a third-person note (the form of diplomatic communication most frequently used) to confer authority upon (someone to do something); empower a chief administrative official, as of the United Nations to recognize, esp. in legal form, the authority, rights, or claims of a diplomatic agent who has been appointed to office, approved by the head of government to which he has been accredited, but has not presented his credentials a nonaccredited diplomatic agent representing his government