United Nations Correspondence Manual - UNU

Specific types
of correspondence
14
(e) Signature
70. Interoffice memoranda should be signed or initialled either beside the name of
the sender at the top of the page or at the end of the text.
(f) Examples
71. Examples of interoffice memoranda are given as exhibits 10–12.
3. Style
72. Each memorandum should normally deal with one subject only. Where a
memorandum requires extensive supporting analyses or detailed statistical information,
these should be set out in an annex.
4. Copies
73. When a memorandum is sent through an intermediate officer, an extra copy
should be provided for the intermediate officer, who should initial the original and
forward it with any observations he or she may wish to make.
5. Assembling and dispatch
74. When typing, proofreading and correcting have been completed, the memorandum
and any attachments to it should be assembled for dispatch. Place the original,
with the enclosures and any copies intended for the addressee, in an interoffice
mail envelope giving the name and room number of the addressee and deposit it in
an out-tray for collection and delivery by the Messenger Unit. In the case of memoranda
relating to personnel matters, the copy made for the use of the Personnel Records
Unit should be addressed to that Unit.
75. Place information copies intended for staff at Headquarters in the interoffice
mail. Indicate the name and room number of the official to whom each copy is directed
on the interoffice mail envelope. Copies to be sent to addressees other than
persons at Headquarters should be placed, with covering or routing slips where appropriate,
in addressed envelopes to be collected and dispatched.
B. Letters: general guidelines
76. With the exceptions noted below for informal and formal letters, the general
instructions given in paragraphs 12 to 56 above and 77 to 92 below apply to all
categories of letters used in United Nations correspondence. A standard layout for
letters has been prepared, and models based on this layout using text-processing
software are available as exhibits 1–6. It should be used wherever possible to eliminate
the need to format individual letters and to ensure a standard appearance.
1. Presentation
(a) Paper and envelopes
77. US letter-size bond paper is available in letterhead paper for first sheets and in
paper headed “United Nations [emblem] Nations Unies” for continuation sheets.
When a template for the desired correspondence is available for text-processing,
blank letter-size bond paper should be used.