Correspondence Manual

Total Page:16

File Type:pdf, Size:1020Kb

Correspondence Manual ST/AI/102/Revo 3 Correspondence Manual j|k UNITED 40 HÂTIONS Correspondence Manual ЖШ& (JNITED ## NATIONS New York, 1968 ST/Al/102/Rev.3 I актшшвяаи» January 1968 UNITED NATIONS CORRESPONDENCE MANUAL This manual replaces the edition published in 1962. It has been prepared, with the assistance of the correspondence officers of all departments, by the Registry Section of the Communications, Archives and Records Service, Office of General Services. Questions concerning its content should be directed to that office. Copies of the manual may be obtained through the Distribution Section of the Publishing Service. Similar manuals are available in French and Spanish. All staff members concerned with the drafting, typing or dispatch of official communications are urged to familiarize themselves with the manual and to observe the prescribed regulations and procedures. Although the manual is directed primarily to Headquarters' needs, the broad policies and procedures are of general applicability; it is expected that offices away from Headquarters will follow these instructions, suitably adapting them to local practice. David В. VAUGHAN Assistant Secretary-General Director of General Services Approved: С V. NARASIMHAN Under-Secretary-General Chef de Cabinet Blank page Page blanche CONTENTS ^^ ^ Pile number ^ ^Initials 8 Re50o^5^l^^^o^e5po^de^e ^Date 8 1.General ^ margins 8 ^Spacing 8 ^.Correspondence officers ^Indention 8 ^.Clearance ofoutgoing correspondence.... ^ numbering of pages 8 ^ Salutation, text and complimentary closD ^Signature of correspondence ing 8 ^.Correspondence and records services.... ^ Signature bloc^ 9 ^Address 9 6.^ist of Official Addresses and Official ^ enclosures 9 Correspondence Card Index ^Assembly and dispatch 10 20. Interoffice memoranda 10 ^ Paper and envelopes 10 ^Copies 10 ^ Heading 10 ^Initials 10 ^.General 2 ^ margins 11 ^Spacing 11 8. Style 2 ^ numbering of pages 11 9. Types of communications 2 ^ Indention and numbering of paragraphs. 1^1 ^ Formal letters 2 ^Signature 11 ^ Informal letters ^ Assembly and dispatch ^ ^ ^otes verbales 21. Cables 11 ^ Interoffice memoranda ^ General ^ ^ Cables ^Copies 11 ^ Referral sheets ^Heading ll ^ Covering slips and forwarding slips. ^Address Ц ^ Routing slips ^ Punctuation and paragraphing ^2 10.languages ^ Authorizations clearance and signature. ^2 ^Dispatch 12 11. Barnes and titles 22. Referral sheets ^2 12. References to resolutions 1^.Reference to previous communications.. 1^. Punctuation and capitalization 15. Spelling 6 16.lumbers 6 22. Distribution of incoming mail 12 2^.Communications received direct 12 25. Routing of official communications 18 26. Special handling of communications 18 T^^o^dd^oot^ ^ Communications relating to representad 1^.General tiento united nations organs 18 ^Cables 18 18.Communications processed by the CorreD ^ Communications from the public and spondencel^nit D from nongovernmental organizations.. 18 ^ Procedure ^ CommunicationstotheGeneralAssembly 18 ^Translations ^ Contracts and leases 18 ^ enclosures ^Standard letters D 27. Personal mail ^8 19. betters and notes verbales 28. Control of files 18 ^ Paper and envelopes ^ Removal or addition of papers 18 ^Copies ^ Transmittal of files 18 v Page Page (c) Overdue records 13 (h) Disposition of records when staff mem- (d) Putting away (PA) of records 13 bers are separated from service 14 (e) Bringing forward (BF) of records 29. Security classification of records 14 (f) Transfer of records between officials. (g) Departmental correspondence logs 14 30. Personnel records 14 EXHIBITS Letters Го Governments 1. Secretary-General to minister for foreign affairs (formal) 2. Secretary-General to permanent representative (formal) 3. Secretary-General to permanent representative (informal) 4. Secretariat official to permanent representative (formal) 5. Secretariat official to permanent representative (informal) 6. Secretariat official to official of permanent mission (informal) To specialized agencies 7. Secretary-General to head of specialized agency (informal) 8. Secretariat official to head of specialized agency (informal) 9. Secretariat official to head of specialized agency (informal impersonal) Го organizations, business firms and individuals 10. Secretary-General to non-governmental organization 11. Secretary-General to private citizen 12. Secretariat official to either intergovernmental organization or non-govern­ mental organization 13. Secretariat official to private citizen 14. Secretariat official to business firm Notes verbales 15. Secretary-General to minister for foreign affairs 16. Secretary-General to permanent representative 17. Secretary-General to permanent representative (special form) 18. Secretariat to ministry of foreign affairs 19. Secretariat to permanent mission Memoranda 20. Interoffice memorandum Cables 21. Multiple address cable 22. Multisubject cable (for punctuation and paragraphing) 23. Secretary-General to minister for foreign affairs 24. Secretariat official to government official 25. Secretary-General to private citizen 26. Secretsriat-dffi'cTart'otieia'ôîfimal ' vi Referral sneet 27. Referral sheet Eorms 28. Covering slip (form CR.28) 29. Special covering slip (form CR.30) 80. Forwarding slip (form CR.24) 81. Special forwarding slip (form CR.83) 82. Routing slip (form CR.18) 33. Correspondence Imit worksheet (form CR.2) 34. Correspondence control form (form CR.29) 35. Records transfer slip (form CR.108) Responsibilities of correspondence officers Parti RESPONSIBILITY FOR CORRESPONDENCE 1. General should be brought to the attention of the Secretary- To contribute effectively to the conduct of the General. business of the United Nations, its official corre­ Certain other outgoing communications should be spondence must be clear and accurate in content, cleared before dispatch in accordance with instructions direct and dignified in style, correct in form and issued from time to time by the Secretary-General attractive in appearance. The rules and procedures or other officials. For example, communications on in this manual, evolved in twenty years of experience, administrative matters to United Nations information are intended to guide and assist staff members in centres and United Nations missions away from drafting, typing or handling the various kinds of Headquarters should be routed through the Field official communications, including letters, notes Operations Service, while those to regional economic verbales, memoranda and cables. commissions should be routed through the Executive Office of the Department of Economic and Social The principal responsibility for drafting outgoing Affairs; communications on substantive matters to communications and for their substance and factual information centres, missions and regional economic accuracy naturally lies with the departments con­ commissions should be routed through the appropriate cerned. Normally the departments are also responsible substantive department. for typing, addressing and assembling communications for dispatch. Certain centralized correspondence and Within each department the correspondence officer records services are provided as described in sec­ should review, in draft form, all communications tion 5. addressed to: Replies to incoming communications should be (a) Heads of State or heads of Government; prepared and dispatched promptly. When the action requires more than five working days, it is desirable (b) Ministers for foreign affairs; to send an interim acknowledgement. This applies to (c) Permanent representatives and heads of perma­ internal communications as well as to those from nent missions and delegations. outside the United Nations. Correspondence to Governments may be addressed All thoughtful and constructive comments from the to any of the States shown on the List of Official public should be. given careful attention and an in­ Addresses (see section 6). When it is necessary to dividual reply. However, a standard reply may be correspond with non-member States not listed there, used where a large number of communications deal clearance must be obtained from the Office of Legal with one subject on which the policy of the Secretary- Affairs. General has been clearly set. Letters which are abusive or incoherent need not be answered and should Departments are responsible for ensuring that any be destroyed. required clearances are effected prior to the routing of outgoing correspondence to the Registry for dis­ patch and filing. 2. Correspondence officers The head of each department is responsible for 4. Signature of correspondence designating as correspondence officer a staff member of level P-3 or above. He may designate alternate Letters to heads of State, heads of Government and correspondence officers at level G-4 or above if ministers for foreign affairs are usually signed by required. Designations should be submitted on the Secretary-General. Letters to permanent repre­ form P.86 (Delegation of Authority) to the Supervisor, sentatives are normally signed by the Secretary- Correspondence Unit, Office of Conference Services. General, an under-Becretary or an officer of equivalent rank. When specifically authorized by an under­ The correspondence officer is responsible directly secretary, however, other officers may communicate to the head of the department for all correspondence directly with permanent representatives. Correspond­ matters. In particular, he shall ensure that corre­ ence dealing with subjects of a technical or routine spondence originating in the department shall
Recommended publications
  • An Experts' Guide to International Protocol
    9789463727167 An Experts’ Guide to International Protocol An Experts’ Guide to International Protocol Best Practice in Diplomatic and Corporate Relations Gilbert Monod de Froideville and Mark Verheul Amsterdam University Press Cover illustration: Elmer Dumlao Cover design: Elmer Dumlao, Jordan Lay-out: Crius Group, Hulshout First edition: April 2016 Second edition: July 2016 Third edition: November 2018 Fourth edition: April 2021 isbn 978 94 6372 716 7 e-isbn 978 90 4855 485 0 nur 754 doi 10.5117/9789463727167 © Gilbert Monod de Froideville, Mark Verheul / Amsterdam University Press, Amsterdam, 2021 All rights reserved. Without limiting the rights under copyright reserved above, no part of this book may be reproduced, stored in or introduced into a retrieval system, or transmitted, in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the written permission of both the copyright owner and the authors of the book. Any opinions expressed in this publication are those of the individual contributors and not necessarily those of the authors. Table of Contents Preface to the original edition by His Royal Highness Prince Carlos de Bourbon de Parme 9 Prologue 11 Acknowledgements 13 1. International protocol 17 Introduction 17 Protocol vs Etiquette 17 Etiquette and its History 18 Protocol and its History 20 Protocol and cultural differences 24 Interview with Professor Jaap de Hoop Scheffer, former Secretary- General of NATO 29 2. Precedence 41 Introduction and history 41 Comparison of countries around the world 44 Various facts, trivia, and guidelines 48 Protocol and the International Court of Justice by Dame Rosalyn Higgins, DBE, QC, former President of the International Court of Justice in The Hague 53 3.
    [Show full text]
  • Council of the European Union
    ISSN 1680-9742 QC-AA-05-001-EN-C EN EN COUNCIL OF THE EUROPEAN UNION GENERAL SECRETARIAT European Union - Union European EU Annual Report This, the seventh EU Annual Report on Human Rights, records the actions and policies undertaken by the EU between 1 July 2004 and 30 on Human Rights June 2005 in pursuit of its goals to promote universal respect for human rights and fundamental freedoms. While not an exhaustive account, it Rights-2005 onHuman Annual Report highlights human rights issues that have given cause for concern and what the EU has done to address these, both within the Union and outside it. 2005 EU Annual Report on Human Rights 2005 EU Annual Report on Human Rights, adopted by the Council on 3 October 2005. For further information, please contact the Press, Communication and Protocol Division at the following address: General Secretariat of the Council Rue de la Loi 175 B-1048 Brussels Fax: +32 (0)2 235 49 77 E-mail: [email protected] Internet: http://ue.eu.int Cataloguing data can be found at the end of this edition. A great deal of additional information on the European Union is available on the Internet. It can be accessed through the Europa server (http://europa.eu.int). Luxembourg: Office for Official Publications of the European Communities, 2005 ISBN 92-824-3179-7 ISSN 1680-9742 © European Communities, 2005 Reproduction is authorised, except for commercial purposes , provided the source is acknowledged. Printed in Belgium 2 TABLE OF CONTENTS Preface................................................................................................................................................................5 1. Introduction..............................................................................................................................................7 2. Developments within the EU ...................................................................................................................8 2.1.
    [Show full text]
  • Science and Art of the Diplomatic Protocol -- Alina Bugar
    Science and Art of the Diplomatic Protocol -- Alina Bugar Alina Bugar Founder, Art of Protocol [email protected] www.artofprotocol.com www.facebook.com/Art-of-Protocol-771515066245956/ There are many instruments which make a complex and delicate mechanism of foreign policy work successfully and effectively and the diplomatic protocol is one of the most important among them. In fact, it is the core of everything related to diplomacy. Any diplomatic activity is simply impossible to imagine without diplomatic traditions and rules. Protocol is a set of the established traditions and rules, a form of each foreign policy action of a state and its official representatives. Diplomatic ceremonial, in turn, means a strict adherence to established procedures. There has never been any public institution in the world, which existed without hierarchy and no civilization has ever existed without ceremonies. There has been a need of order since the very emergence of society. In the modern world ceremony based on traditions and national features has become universal. Diplomatic protocol is so important worldwide for its ability to create a friendly atmosphere in relations between the governments and their official representatives. Protocol codifies the ceremonial rules, puts them into practice and controls their implementation at the same time. According to the definition written by John Wood and Jean Serres in the book Diplomatic Ceremonial and Protocol, etymologically, the word "protocol" in the Byzantine diplomacy ​ ​ ​ used to mean the first part of the ceremonial speech document with the list of all participants. The concept of the state protocol exists in the practice of each country.
    [Show full text]
  • Georgia Protocol Guide Table of Contents
    GEORGIA PROTOCOL GUIDE TABLE OF CONTENTS Introduction: What is protocol? .........................................................................................................3 Message from Governor Nathan Deal ..............................................................................................4 Georgia Department of Economic Development International Relations Division............................5 Georgia Code ...................................................................................................................................6 A. Precedence ..................................................................................................................................6 B. Forms of Address .................................................................................................................. 7-12 • The Honorable ........................................................................................................................7 • His/Her Excellency .................................................................................................................7 • Former Elected Office Holders ................................................................................................7 • Federal Officials ......................................................................................................................8 • State Officials ..........................................................................................................................9 • Judicial Officials ....................................................................................................................10
    [Show full text]
  • Protocol for the Modern Diplomat, and Make a Point of Adopting and Practicing This Art and Craft During Your Overseas Assignment
    Mission Statement “The Foreign Service Institute develops the men and women our nation requires to fulfill our leadership role in world affairs and to defend U.S. interests.” About FSI Established in 1947, the Foreign Service Institute is the United States Government’s primary training institution for employees of the U.S. foreign affairs community, preparing American diplomats and other professionals to advance U.S. foreign affairs interests overseas and in Washington. FSI provides more than 600 courses – to include training in some 70 foreign languages, as well as in leadership, management, professional tradecraft, area studies, and applied information technology skills – to some 100,000 students a year, drawn from the Department of State and more than 40 other government agencies and military service branches. FSI provides support to all U.S. Government employees involved in foreign affairs, from State Department entry-level specialists and generalists to newly-assigned Ambassadors, and to our Foreign Service National colleagues who assist U.S. efforts at some 270 posts abroad. i Table of Contents Introduction ..................................................................................................................................... 1 Protocol In Brief ............................................................................................................................. 2 International Culture ....................................................................................................................... 2 Addressing
    [Show full text]
  • Is an Ultimatum the Last Word on Crisis Bargaining?
    Is an Ultimatum the Last Word on Crisis Bargaining? Mark Fey∗ Brenton Kenkely March 1, 2019 Abstract We investigate how the structure of the international bargaining process affects the resolution of crises. Despite the vast diversity in bargaining protocols, we find that there is a remarkably simple structure to how crises may end. Specifically, for any equilibrium outcome of a complex negotiation process, there is a take-it-or-leave-it offer that has precisely the same risk of war and distribution of benefits. In this sense, every equilibrium outcome of a crisis bargaining game is equivalent to the outcome of an offer in the ultimatum game. Consequently, if a state could select the bargaining protocol, it would choose an ultimatum or another protocol with the same result. According to our model, if states are behaving optimally, then we should observe no relationship between the bargaining protocol and the risk of war or distribution of benefits. An empirical analyses of ultimata in international crises supports this claim. ∗Professor, Department of Political Science, 109 Harkness Hall, University of Rochester, Rochester NY 14627. Email: [email protected]. yCorresponding author. Assistant Professor, Department of Political Science, 324 Commons Center, Vanderbilt University, Nashville TN 37203. Email: [email protected]. 1 Introduction One of the main tenets of the international conflict literature is that war is the result of bargaining failure. To understand why states fight each other, we must identify why they were not able to reach a deal at the bargaining table (Fearon 1995). In other words, to understand war we must understand pre-war negotiations.
    [Show full text]
  • Domestic Workers in Diplomats' Households
    Study Domestic Workers in Diplomats’ Households Rights Violations and Access to Justice in the Context of Diplomatic Immunity Angelika Kartusch Imprint The Institute Deutsches Institut für Menschenrechte The German Institute for Human Rights is the inde- German Institute for Human Rights pendent National Human Rights Institution in Ger- Zimmerstr. 26/27 many. It is accredited according to the Paris Principles 10969 Berlin of the United Nations (A-Status). The Institute’s activ- Phone: (+49) (0)30 25 93 59 - 0 ities include the provision of advice on policy issues, Fax: (+49) (0)30 25 93 59 - 59 human rights education, applied research on human [email protected] rights issues and cooperation with international organ- www.institut-fuer-menschenrechte.de izations. It is supported by the German Federal Minis- try of Justice, the Federal Foreign Office, the Federal Cover photograph: Ministry for Economic Cooperation and Development Ms Jacob Langford and the Federal Ministry of Labour and Social Affairs. The National Monitoring Body for the UN Convention Typesetting: on the Rights of Persons with Disabilities was estab- Wertewerk, Tübingen lished at the Institute in May 2009. June 2011 The project “Forced Labor Today - Empowering Traf- ficked Persons” is carried out by the Institute since ISBN 978-3-942315-17-3 (PDF) 2009 in cooperation with the Foundation “Remem- brance, Responsibility and Future” (EVZ). The research © 2011 Deutsches Institut für Menschenrechte for this study has been undertaken as part of the pro- German Institute for Human Rights ject, funded through the Foundation EVZ. The study All rights reserved was printed at the expense of the Institute.
    [Show full text]
  • Alternative Diplomacy
    INTERNATIONAL SCIENTIFIC JOURNAL "SCIENCE. BUSINESS. SOCIETY" WEB ISSN 2534-8485; PRINT ISSN 2367-8380 ALTERNATIVE DIPLOMACY АЛТЕРНАТИВНАТА ДИПЛОМАЦИЯ PhD Student, Rusinova, D.Z Veliko Turnovo University, Bulgaria [email protected] Abstract: Without claiming to be exhaustive, this paper aims at analyzing the tools of alternative (Track II and III diplomacy) for conflict resolution and crisis management. In order to maximize the gains from private diplomacy, the EU should take into account what Track II and III diplomacy has done so far to help solve conflicts, why it is need and how it can best be used. KEY WORDS: DIPLOMACY, NEGOTIATIONS, PRIVATE, INTERVENTION, EU, MEDIATION, CONFLICT, APPROACH, RESOLUTION, RESULT 1. Introduction opinion, organize human and material resources in ways that might help resolve their conflict”8 Montville emphasized that Track Two Diplomacy is not a substitute for Track One Diplomacy in its multilayered meaning represents a formulation Diplomacy, but compensates for the constraints imposed on and implementation of foreign politics, technique of foreign leaders by their people’s psychological expectations. Most politics, international negotiations and professional activity, 1 important, Track Two Diplomacy is intended to provide a bridge which is being performed by the diplomats Diplomacy can be or complement official Track One negotiations . Examples of simply defined as a primary method with which foreign politics Track Two organisations are Search for Common Ground, West is realized and as normal means of communication in 2 African Network for Peacebuilding (WANEP), European Centre international relations . In representation of one of the authors for Conflict Prevention (ECCP), and many others. »the (foreign) politics is a formulation and a direction; and the diplomacy a communication and realization.
    [Show full text]
  • The Protocol Advantage Protocol Library
    Protocol The Protocol Advantage Library Functioning in today's global environment requires an ability to deal with people of diverse backgrounds and customs. In addition to a thorough understanding of what is expected in your position, having a working knowledge of different traditions, sensitivity to cross‐cultural distinctions and a mastery of modern protocol and advance techniques are critical to achieving success. This continuing series provides executives and officials with the orientation they need to be informed and at ease when interacting and negotiating with international counterparts. www.ePROTOCOL.us [email protected] The following is a list of books, documents and other publications on the subject of protocol, etiquette, business customs, dining practices, cultural diversity and other related issues. Additions, corrections and updates are always welcome and much appreciated. We sincerely thank the Los Angeles County Office of Protocol for contributing to this listing. Items are available for loan through the Resource Section and can be requested electronically at info.ePROTOCOL.us. Acuff, Frank L. How to Negotiate Anything with Anyone Anywhere Around the World. American Management Association, New York 1993 A Dictionary of Heraldry. Friar, Stephen. ed., Harmony Books, New York 1987 Adlerstein, Marion von. Australia Vogue, Guide to Good Form. Bernard Leser Publications Pty. Ltd. under license from The Condé Nast Publications, Inc. New York. 1986 (124 page magazine, special issue) Aikman, Lonnelle. The Living White House. White House Historical Association, Washington, D.C. 1982 Albright, Madeleine. Read My Pins: Stories from a Diplomat’s Jewel Box. Melcher Media, New York 2009 Allsebrook, Mary. Prototypes of Peacemaking: The First Forty Years of the United Nations.
    [Show full text]
  • Protocol Handbook 2018
    PROTOCOL HANDBOOK PROTOCOL DIVISION MINISTRY OF EXTERNAL AFFAIRS GOVERNMENT OF INDIA PREFACE It gives me immense pleasure in presenting this edition of the Protocol Handbook. I would like to give credit to my predecessor Shri Sanjay Verma, in whose tenure compilation of this edition was almost completed. The last edition of the Protocol Handbook was published in 2006. Since then, some policy and procedural changes have taken place in respect of privileges, immunities and facilities extended to Diplomatic Missions/Consular Posts and UN/Other International Organizations [Foreign Representations (FRs)] in India. Protocol Division has also taken several steps to simplify and streamline procedures for interaction between FRs and Ministry of External Affairs. Application forms for all services have been placed at the Website of the Ministry under URL <http://meaprotocol.nic.in>. This edition of the Protocol Handbook is an effort to incorporate consequent changes in rules, regulations and guidelines on Protocol issues and make them user-friendly with ample cross referencing and links to relevant Websites. A special feature of the Handbook is addition of subject ‘Goods & Service Tax’ (GST) under Chapter XVI and change of nomenclature of Chapter XIX from ‘Foreign Cultural Centres and Assistance to Indian Cultural/Friendship Societies’ to ‘Guidelines for Establishment and Functioning of Foreign Cultural Centres’. In addition, new Chapters XXXIV to XXXVII have been incorporated for better clarity on the respective subjects. The contents of the Handbook are available at the Website of the Ministry under URL <http://meaprotocol. nic.in>. The Protocol Handbook should address, in a large measure, the most frequently asked questions.
    [Show full text]
  • DP-MA-02 NAME PROTOCOL MANUAL VERSION: 4 RESPONSIBLE for APPLICATION DEPARTMENT of PROTOCOL Page 1 of 134
    DOCUMENT TYPE MANUAL CODE: DP-MA-02 NAME PROTOCOL MANUAL VERSION: 4 RESPONSIBLE FOR APPLICATION DEPARTMENT OF PROTOCOL Page 1 of 134 Effective Date: 03/07/2020 REVISION CONTROL PREPARED BY POSITION DATE CESAR ORLANDO RINCÓN-RODRIGUEZ University Professional 18/06/2020 LUIS FERNANDO OROZCO-BARRERA Coordinator IWG Privileges and Immunities 18/06/2020 FABIO ESTEBAN PEDRAZA Coordinator, IWG Ceremonial 18/06/2020 MARIA XIMENA ESTEVEZ-BRETÓN-RIVEROS Minister-Counsellor 18/06/2020 GEOVANNY ÁNGEL GUILLEN-MENDOZA Minister-Counsellor 18/06/2020 CLARA ELENA MURIEL-TOBÓN Adviser 18/06/2020 METHODOLOGICAL CHECK WILSON ENERY BUITRAGO-CASTELLANOS Contractor 01/07/2020 CHECKED RODRIGO PINZON NAVARRO Director General, Protocol 02/07/2020 METHODOLOGICAL APPROVAL LEONARDO CARVAJAL-HERNÁNDEZ Chief Officer Advisory Office for 03/07/2020 Organizational Planning and Development DOCUMENT TYPE MANUAL CODE: DP-MA-02 NAME PROTOCOL MANUAL VERSION: 4 RESPONSIBLE FOR APPLICATION DEPARTMENT OF PROTOCOL Page 2 of 134 Contenido 1. OBJECTIVE ....................................................................................................................................... 8 2. SCOPE .............................................................................................................................................. 8 3. BASIS IN LAW ................................................................................................................................... 8 4. DEFINITIONS ...................................................................................................................................
    [Show full text]
  • United Nations Correspondence Manual
    ST/DCS/4/Rev.1 United Nations Correspondence Manual A guide to the drafting, processing and dispatch of official United Nations communications United Nations ST/DCS/4/Rev.1 Department of General Assembly Affairs and Conference Services United Nations Correspondence Manual A guide to the drafting, processing and dispatch of official United Nations communications United Nations • New York, 2000 1RWH 6\PEROVRI8QLWHG1DWLRQVGRFXPHQWVDUHFRPSRVHGRIFDSLWDOOHWWHUVFRPELQHGZLWK ILJXUHV0HQWLRQRIVXFKDV\PEROLQGLFDWHVDUHIHUHQFHWRD8QLWHG1DWLRQVGRFXPHQW 8QLWHG1DWLRQ3XEOLFDWLRQ 6DOHV1R(, ,6%1 &RS\ULJKW8QLWHG1DWLRQV $OOULJKWVUHVHUYHG 3ULQWHGLQWKH8QLWHG6WDWHVRI$PHULFD Introductory note The United Nations Correspondence Manual is intended to serve as a guide to the drafting of official correspondence in English, the processing and dispatch of offi- cial communications and the handling of incoming and outgoing communications. The present revised version supersedes the United Nations Correspondence Manual issued in 1984 (ST/DCS/4) and contains new sections on electronic communications. Although the Manual is concerned primarily with policies and practices at Headquarters, the broad policies and procedures set forth here are of general appli- cability and it is expected that offices away from Headquarters will follow these in- structions, adapting them to local needs if necessary. The Manual was prepared by the Interpretation, Meetings and Publishing Divi- sion and the Translation and Editorial Division of the Department of General As- sembly Affairs and Conference Services with the assistance of the Staff Develop- ment Services, Office of Human Resources Management, and the Information Technology Services Division and the Special Services Section of the Facilities Management Division, Office of Central Support Services. v Contents Chapter Paragraphs Page I. Introduction ...................................................................... 1–2 1 II. Responsibility for correspondence ............................................ 3–11 2 A.
    [Show full text]