Diplomatic/Official Correspondence

1. Diplomatic/Official Correspondence

2. Congratulations!

3. Best Wishes!

4. Sessions Objectives • To be Updated on Essence of Formal Letter Writing techniques • To be aware about the possible errors/mistakes/blunders • To know the types of letters written in English/Diplomatic communication • Practice and feedback

5. Warm-up • FORMAL WAY OF COMMUNICATION BETWEEN OFFICES • WRITTEN- LETTERS, DIPLOMATIC NOTES, MESSAGES, E-MAILS ETC. • COVERS MAJOR PART OF OFFICIAL DUTY • LACKS HUMANE FACE, THEREFORE, CHALLENGING

6. Presentation Outline • Part 1- Techniques and Methods of drafting and Types of Correspondence • Part 2- Exercises • Part 3 Discussion

7. Techniques and Methods Dilemma: how to tackle Impersonal nature? *Impersonal- absence of tone, facial expressions, body languages* • Supplemented by format, punctuation, vocabulary and grammar Context: Diplomatic vs Routine

8. Think for a while • How to follow the prescribed format and why (to avoid possible embarrassment, derogatory or insulting act or difficulties in relations) • What makes it clear and succinct in conveying the intended message • How to avoid needless repetition, verbosity and ambiguity • Make it courteous • What are appropriate wordings and terminologies • How to make it pleasant, persuasive and non-offensive

10. 3 Golden Rules of Drafting One third on brainstorming and outlining Golden Rules of Drafting One third on writing One third on revising

11. Techniques and Methods 1- Format and Channel 2- Language 3- Purpose/context 4- Substance Formality Objectivity

12. Always bear in mind Think before you speak & Plan before you write

13. Format- Planning OBC of Writing 1- Opening – Date, Salutation (Your Majesty, Right Hon’ble, Hon’ble, Excellency, Miss/Mrs./Ms.) 2- Body- Paragraphs 3- Closing – Closing clause, addressee, signee, enclosure etc.

14. Format- Plan Body of the correspondence: how Chronological Problem/Solution Order of importance Logical sequences

15. Format- overall design • Clear- crystal • Correct- spell correctly, SVO agreement, complete sentence • Complete- no confusion (no constructive ambiguity) • Concise- stated in the least possible words/sentences • Courteous/Formal

16. 2- Language: keep it short and simple= KISS • Formal: I’m= I am; Hello= Dear; WBR- With best regards • Active:Passive-3:1- Say cheese, Cheese should be said • Courteous/sincere: appreciative, apologetic, positive • Direct: Get your message across, do not try to impress or make your addressee reflect but to act

17. Language Try to reveal your meaning in first reading But How? • Clearly express • Use Familiar words and Plain language • Maintain Consistency • Use familiar terminology-avoid technical words • Desist in using adjectives

18. Language • Grab Attention • Get directly to the point with some background, if any, not zigzag to reach your message • Paragraph: Have topic sentence and elaborate-examples • Know your audience- President, PM, Senior Officials, Counterpart etc.

19. Substance • Review the situation • Figure out the stakeholder-internal/external consult if necessary • Gather facts before drafting • Go through files /records • Consult senior, review relevant legal instruments • Review the past actions/progress

20. How to condense all four parts in a drat • Outline your goals clearly supported by argument and examples if necessary • Paragraph is essence of letter • Say something concrete in each paragraph • Edit Yourself • Limit your letter (1-1.5 pages) • attract your audience • Seek action

21. Train yourself in: Organizing thoughts Analyzing the audience Trying to be clear and concise Keeping letters simple Accentuating the positive Trial Session after mental break Always avoid unnecessary words in a sentence and avoid unnecessary sentences in a paragraph.

22. Further reading • Element of Writing- William Strunk Jr. and EB White (2003) • Business Writing Clear and Simple (2007) Learning Express LLC

23. Session 2

24. Types of Correspondence • Notes: First Person and Third Person • Letter • Recommendation Letters (E.g.:TWIMC) • Message • Press Release • Email • Others (Minutes, ad-memoire, non-paper, Exchange of Notes/Letters, Talking Points, Briefs, MoU etc.)

25. Notes • Third Person Note: • Basis of diplomatic correspondence- most widely used • Contains only third person pronouns-he, she, it, they, them • Has formulaic opening and closing • Is printed in letterhead, initialed and stamped over the initial • Title -‘Note Verbale’ may carry • Place of issue and date on the right hand corner • Addressee: Left hand corner of the paper • Enclosure: if any

26. Third Person Note • Beginning: 1- The Ministry/Embassy of … presents its compliments to the Embassy/Ministry of …and has the honour to … that 2- Substance 3- Closing The Ministry/Embassy avails itself of this opportunity to renew to the Embassy/Ministry the assurances of its highest consideration.

27. Letters/Notes: First Person Generally used form of official communication written in first person to the counterpart on various occasions including: • Carrying out routine business • Extending invitation • Conveying message • Conveying congratulations • Expressing condolences etc.

28. First Person cont… Format: • Beginning- letter head, date, salutations • Body- substance • Closing part- Formulaic closing, Name and signature of sender and details of addressee

29. First Person Letter • It can be exchanged between HoS/G and HoS/G, between the Head of Mission and Minister of Foreign Affairs, between HoM and HoM and other high Level Officials • Salutation may vary- depending upon context of communication and degree of closeness • Your Excellency, Excellency (US) Sir, Dear Sir, Dear Mr. (Full Name) My Dear …(British). • In most cases (High Level) starts with “I have the honour…” and ends with closing phrase “I avail myself of the opportunity to assure Your Excellency of my highest consideration. • Name of the sender on the right side of the paper and details of the addressee on the left edge of the paper

30. First person cont… • Official to Official Begins with My Dear (name of the addressee) and ends with Your sincerely (name of the sender) Letter from HoS/G/Minister of Foreign Affairs- written on their letterheads. In such a note, the person writing the note comes in the scene. No stamping is required.

31. First Person: General Letters • Involving high to mid-level officials • Less diplomatic in nature • Other structures as of First Person Note/Letter • Matter of technical and administrative nature • Most of the regular official correspondence that are to be written in first person format • Starts with “I have the honour”/I take this opportunity” etc • Ends with Looking forwards to…

32. Messages • Formal way of expressing closeness in varied occasion to: • Congratulate • Express condolences • Felicitate • Show Association • It can be both first person at various level to third person issued by MoFA/Missions

33. Message • Establishes official touch • Cultivate relationship • Immense importance in diplomacy • Conveys direct/subtle meanings • Strengthen relationships • Prescribed formats

34. Congratulatory Message • National day • Election of new government • Important national events- mega events, scientific breakthrough, achievements • Important political development- promulgation of new constitution, success of people’s movement • Birthday of HoS/G/FM to show personal care- Xi’s message to President Bhandari

35. Condolence Message • To express sorrow and sympathy usually on demise of national figures, natural calamities and loss of human lives and property by various reason • To show association in the effort of international community against some acts such as terrorism, extremism, aggression

36. Press Release • It is usually issued on the occasion such as visit, meeting, any incident, reaction to some happenings • A way of disseminating information to the wider public on important matters • It is sometimes a means to state official position • Only the agreed matters are mentioned • Official positions should be duly reflected • Anything under discussion or not agreed can not be the matter of release

37. E-Mails • Modern means of official correspondence • Easy, instant and efficient • Subject: clear and short • Message: Salutation-less formal than letters still maintain appropriate courtesy Body- to the point with expected action Closing

38. Session-3

39. Message- for Publication Message • I am pleased to learn that the Farmer's Association of West Bangle State of India is going to bring out a special publication entitled 'Farmer's Voices' on the occasion of Silver Jubilee of the establishment of Association. Farmers are backbone of our economy and occupy center stage in trade and commercial interaction between Nepal and India. • It gives me great satisfaction to sate that our two provinces are taking a leading role in agricultural development thereby facilitating bilateral trade based on agro-products. The association has been providing venue to our farmers and agro-technicians by organizing agro-fair, joint meeting ,visits for exposure and and experience sharing etc. Given the topographical similarities, common agricultural practices and long traditions of sharing techniques and seeds across the border, our two provinces hold immense potentials in modernization of agriculture. • We share excellent relations at grassroot level as we cherish the age-old friendship, cultural similarities and open border for free movement of our people. I would like to congratulate all of you on the happy occasion of marking the 25th anniversary of the establishment of Farmer's Association of West Bangal. I am confident that this occasion will lead our cooperation and partnership to a new height by bringing our farmers further closer. • I hope the features in this publication will serve as a medium to disseminate some of the important initiatives of the Farmer's Association of West Bengal. Sherdhan Rai

40. Congratulatory Message- Gov./CM- 05 January 2018 Excellency, On behalf of the Government and people of Nepal as well as on my own, I would like to extend to Your Excellency my sincere congratulations and best wishes on your assumption of the high office of the Chief Minister of the State of Utter Pardesh, India. I am confident that the friendly relations so happily subsisting between our two counties and states will be further strengthened during your Excellency’s tenure. Please accept, Excellency, the assurances of my highest consideration. ShankerPokharel His Excellency Shri Yogi Aditya Nath Chief Minister of Utter Pardesh The Republic of India

41. (Congratulations Message) HIS EXCELLENCY DR. RM MARTY M. NATALEGAWA FOREIGN MINISTER OF THE REPUBLIC OF INDONESIA JAKARTA  EXCELLENCY, I AM PLEASED TO EXTEND MY WARM CONGRATULATIONS AND BEST WISHES TO YOUR EXCELLENCY ON YOUR APPOINTMENT AS THE MINISTER FOR FOREIGN AFFAIRS OF THE REPUBLIC OF INDONESIA. I BELIEVE THAT THE CORDIAL AND FRIENDLY RELATIONS SO HAPPILY SUBSISTING BETWEEN OUR TWO COUNTRIES WILL BE FURTHER STRENGTHENED DURING THE TENURE OF YOUR OFFICE. SUJATA KOIRALA DEPUTY PRIME MINISTER AND MINISTER FOR FOREIGN AFFAIRS GOVERNMENT OF NEPAL

42. Condolence Message- Natural calamities 12 December 2017 Excellency, I am deeply saddened to learn of the heavy loss of lives and property caused by the recent floods in Tibet Autonomous Region of the People’s Republic of China. On behalf of the government and people of Province No. 3 of Nepal as well as on my own, I would like to extend to Your Excellency and through you to the affected people my heartfelt condolences and sympathies. Please accept, Excellency, the assurances of our highest consideration. CM (Name)   His Excellency Mr. … Secretary for the ....province of CCP Lhasa, China

43. Condolence Message-demise March 2017 Excellency,  I am saddened to learn the passing away of Mr. Pierre Werner, former Prime Minister of Luxembourg on June 24, 2002. At this hour of tragedy, I wish to extend my heartfelt condolences and sympathies to Your Excellency and through you to the bereaved family members and the people and the government of Luxembourg. May the departed soul rest in peace. Please accept, Excellency, the assurances of my highest consideration. Sher Bahadur Deuba His Excellency Mr. Jean-Claude Juncker Prime Minister of Luxembourg Luxembourg

44. Introductory Meeting Request- First Person Letter 27 February 2018 Dear Mr. …… I take this opportunity to inform you that I have recently assumed my office as Immigration Chief of Tatopani Border Point. I am pleased to learn that our two sides have been enjoying excellent working relations thereby making business of this border point smooth and effective. The exchange of meetings that have been taking place between our two offices have contributed to that end. Such meetings have provided us with the opportunity to share our views on varieties of issues especially of recent issues and challenges we face in course of discharging our duties. In this context, I would like extend an invitation to you for a bilateral official meeting on 4 April 2018. I hope you will be able to lead your delegation for the meeting on said date. I look forward to welcoming you and your delegation in Tatopani. Your Sincerely ………………. Mr. …. Immigration Chief Tatopani/…Immigration Office People’s Republic of China

45. First Person Letter-Thank you UN Agencies 27 February 2018 Excellency Nepal and the World Trade Organization have been enjoying cordial and fruitful relations ever since of her joining of the organization in 2004. Nepal has been benefitting from the various WTO initiatives especially from those related to the least-developed countries. Aid for Trade (AfT) is one of those provisions which is helping LDCs to further their trade prospects. The partnership we have successfully made in past 10 years through the Aid for Trade projects in diversifying our trade including through product development and private sector’s capacity building has been proved beneficial to Nepal. We would sincerely express our appreciation to the WTO for continuously supporting us through such successful project. Based on the achievements we have made through the AfT project, the Government of Nepal proposes the continuation of the project for another five years. Please accept, Excellency, the assurances of my highest consideration. ……….. H.E. Mr. …. Director General World Trade Organization Geneva

46. First Person- Thank You 06 October 2017 Excellency, I have the honour to write to Your Excellency in congratulating you for extending cooperation in the development of education sector in my State. The cooperation has contributed in increasing the literacy rate and enhancing the quality education. Such kind of cooperation will help consolidate our bilateral relations especially at people-to-people level. I look forward to your continued support in our development endeavours as our State is facing with several challenges in socio-economic front. Please accept, Excellency, the assurances of my highest consideration. CM XYZ  H.E. ABC ......

47. First Person- Confirmation of Nomination Dear Mr. Sharma Pokharel, It is my pleasure to inform you that you have been selected for a fellowship to attend the United Nations Regional Course in International Law for Asia-Pacific, which will be held in Bangkok, Thailand, from 7 November to 2 December 2016. As you are aware, the Regional Course is organized under the United Nations Programme of Assistance in the teaching, study, dissemination and wider appreciation of international law, and is conducted by the Codification Division, Office of Legal Affairs, in cooperation with the Government of Thailand and the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP). Please confirm your participation in the United Nations Regional Course in International Law upon receipt of this letter and no later than Friday, 20 May 2016. Please fill out and sign the attached confirmation letter, and return it to us, together with a copy of your passport page that contains your full name and date of birth (by scanning the original signed copy) and confirm the city you will be departing from by e-mail or by fax to the following address: United Nations Headquarters OLA/COD, Attn: Regional Course in International Law. (Fax: +1 212 963 1963 – Email: rcil-asia@un.org) Congratulations once again upon your selection for a fellowship to the United Nations Regional Course in International Law for Asia-Pacific. We look forward to receiving your confirmation letter shortly. We look forward to welcoming you in Bangkok Yours sincerely, Virginia Morris ………. Mr. Shatrudhwan P S Pokharel Permanent Mission of Nepal, New York

48. Third Person Note-Nomination Note Verbale The Embassy of the Federal Republic of Germany presents its compliments to the Ministry of Foreign Affairs, Government of Nepal, and has the honor to communicate that the organization DSE is organizing a Regional Workshop “Competition, Law and Policies: Recent Initiatives” in Islamabad, Pakistan from 09 to 13 July 2011 and requests the nomination of three participants. The participants are requested to prepare a country paper about the harmonization efforts in Nepal and about the modern competition policy and laws within the SAARC region. Please let the Embassy have your letter of nomination of suitable participants by 22 June 2011. Flight reservations and tickets will be arranged by the DSE. The Embassy of the Federal Republic of Germany avails itself of this opportunity to renew to the Ministry of Foreign Affairs, His Majesty’s Government of Nepal, the assurance of its highest consideration. Kathmandu, 10 January 2011 (stamp, initial signature) Ministry of Foreign Affairs Kathmandu, Nepal

49. Circular Note No….. The Embassy of the State of Kuwait presents its complements to the Ministry of External Affairs, Government of India, all Diplomatic/Consular Missions and offices of the Specialized Agencies of the United Nations and other International Organizations in New Delhi and regret to inform with profound grief and deep sorrow that His Highness Sheikh Juber Al-Ahmad Al-Jaber Al-Sabah, the Amir of the State of Kuwait has passed away on 15th January 2006. A Condolence Book will be kept open at the Embassy of the State of Kuwait, 5-A, Shantipath, Chanakyapuri, New Delhi on Tuesday, 17.1.06 between 11:00 a.m. – 4:00 p.m. The Embassy of the State of Kuwait avails itself of this opportunity to renew to the Ministry of External Affairs, Government of India, all Diplomatic/Consular Missions and offices of the Specialized agencies of the United National and other International Organizations in New Delhi the assurances of its highest consideration. New Delhi, 16 January 2017 (Stamp, initial signature) Ministry of External Affairs All Diplomatic Mission New Delhi

50. Message- quote unquote • (Message in Quote and Unquote) • No……. •  Excellency, •  I have the honour to communicate the following message of condolences from His Majesty GaynendraBir Bikram Sha Dev, King of Nepal to His Excellency Mr. A.P.J. Abdul Kalam, President of the Republic of India. I shall be grateful if Your Excellency could kindly transmit the same to its highest destination. • Message • Quote • Excellency, • We are deeply saddened to learn of the heavy loss of lives and extensive damages caused to properties as a result of massive floods in the western state of Maharastra of India in recent days. • In this hour of grief, we, on behalf of the Government and people of Nepal, and on our own behalf, would like to extend deepest condolences and sympathies to Your Excellency, and through you to the government and the friendly people of the Republic of India and the bereaved families. • The people of Nepal join us in wishing an early recovery from the flood situation and resumption of normal life in the flood affected areas. • Please accept, Excellency, the assurances of our highest consideration. • GyanendraBirBikram Shah Dev • His Excellency • Mr. A.P.J. Abdul Kalam • President of the Republic of India • New Delhi, India • Unquote • Please accept, Excellency, the assurances of my highest consideration. • K D Adhikari • His Excellency Mr. P. M. Nair • Principal Secretary to the President of India • RastrapatiBhawan, New Delhi