United Nations Correspondence Manual - UNU

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Specific types of correspondence 18 (c) Acknowledgements of the credentials or appointment of permanent representatives; (d) Similar information to Governments and permanent missions on matters involving the duties and responsibilities of the Secretary-General under the Charter of the United Nations or under the provisions of an international convention. 2. Style 104. A formal diplomatic style is used for communications of a formal nature addressed to: (a) Heads of State or Government; (b) Ministers for foreign affairs; (c) Permanent representatives of Member States; (d) Observers of non-member States. Where formal style is required, the established phraseology of diplomatic correspondence should be used. (a) Salutation 105. The proper salutation for a formal letter is “Sir” or “Madam” followed by a comma. In addressing a person with ambassadorial rank, the form “Excellency” may be used. The salutation should begin with the same margin as the text and should be typed six or more lines below the reference number, depending on the length of the letter. (b) Text 106. The first sentence of the text should include the expression “I have the honour to …” except in the case of formal letters from under-secretaries-general or assistant secretaries-general to permanent representatives. These begin with “I am directed by the Secretary-General to …” or “On behalf of the Secretary-General, I have the honour to …”. The expression “I have the honour …” is usually required only in the opening sentence. Succeeding paragraphs normally begin without this expression. 107. Where it is necessary to refer to a resolution or act of one of the organs of the United Nations or to a previous communication from the Secretary-General, the appropriate form is “I have the honour to refer to …” or “I invite your attention to …”. If a request is made of the addressee, the expression “I should be grateful …” is appropriate. (c) Complimentary close 108. The complimentary close for formal letters is “Please accept, Excellency (Sir, Madam), the assurances of my highest consideration”. It should be indented as a separate paragraph. 3. Presentation (a) Spacing 109. Use one-and-one-half spacing, or line spacing slightly larger than type size (see paragraph 20). Enclosures available in suitable form but in other spacing may be sent as they are; they need not be retyped.
(b) Address 110. Formal letters to ministers for foreign affairs or permanent representatives should, as a rule, include the name of the addressee in the address. The address should also contain personal titles such as “His Excellency”, “Her Excellency” and “Ambassador”, written in full (never “H.E.”). The full address should be given on the envelope, but details such as street address and room number may be omitted on the letter itself. (c) Example 111. For an example of a formal letter, see exhibit 1. E. Letters for signature by the Secretary-General 1. Use 112. Departments and offices are responsible for clearing with the Executive Office of the Secretary-General any outgoing communications involving matters of policy that should be brought to the attention of the Secretary-General. In consultation with that office, they are responsible for drafting appropriate correspondence for signature by the Secretary-General. All letters to heads of State or Government are to be signed by the Secretary-General. 113. The initiating department or office should prepare a letter for signature by the Secretary-General in the appropriate style and format and should ensure that the name and title of the official to whom the letter is addressed is consistent with the list of heads of State/Government and ministers for foreign affairs maintained by the Protocol and Liaison Service or with the Electronic Directory of Names and Addresses of Officials maintained by the Correspondence Unit. In order to make any desired changes in a letter submitted for signature, the originating department or office should have staff available on stand-by until the letter has received final clearance from the Executive Office of the Secretary-General. 2. Guidelines for preparation 114. Prepare letters for signature by the Secretary-General in accordance with the guidelines established by the Executive Office of the Secretary-General. Prepare transmittal letters to permanent representatives to the United Nations to accompany letters addressed to heads of State or Government and ministers in capitals and submitted for signature by the Secretary-General. Transmittal letters should have the same date as the letter being conveyed. F. Notes verbales 1. Use 115. A note verbale (referred to in the text of a communication simply as a “note”) 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. 116. Notes verbales may be addressed to: (a) A permanent representative or observer; (b) A permanent mission; Specific types of correspondence 19
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Page 5 and 6: Contents Chapter Paragraphs Page I.
Page 7 and 8: I. Introduction 1. To contribute ef
Page 9 and 10: (d) Furnishing guidance with regard
Page 11 and 12: III. Preparing and processing corre
Page 13 and 14: (f) Date 24. The date should be in
Page 15 and 16: “With reference to the letter dat
Page 17 and 18: ment, ministers for foreign affairs
Page 19 and 20: (d) Headpiece (i) Addressee 63. Opp
Page 21 and 22: (b) Margins 78. The appropriate mar
Page 23: (a) Salutation 95. The salutation o
Page 27 and 28: 120. A note verbale in reply to one
Page 29 and 30: V. Guidelines for electronic commun
Page 31 and 32: 3. Presentation 140. A standard for
Page 33 and 34: VII. Handling of correspondence A.
Page 35 and 36: Annex Some points of style A. Gener
Page 37 and 38: (b) For proper nouns and adjectives
Page 39 and 40: Declaration when citing the title o
Page 41 and 42: observer the United Nations militar
Page 43 and 44: section in general or specific refe
Page 45 and 46: (f) Statistics (g) Degrees: The tem
Page 47 and 48: syllable prefixal division of two l
Page 49 and 50: United Nations Nations Unies HEADQU
Page 57 and 58: REFERENCE: SCA/2/99(9) United Natio
Page 59 and 60: THROUGH: S/C DE: United Nations Nat
Page 61 and 62: UNITED NATIONS INTEROFFICE MEMORAND
Page 63 and 64: United Nations Facsimile transmissi
Page 69: TO: À: United Nations Nations Unie

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