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