EXTERNAL COMMUNICATIONS

Communications with foreign governments and/or their diplomatic and consular

representatives.

A. NOTE - the most generally used form of correspondence. A written communication

from a minister of foreign affairs to foreign diplomatic envoys or high foreign
government officials and vice versa.

1. First Person Note - a written communication between states understood to

speak for and on behalf of government signed by its duly designated
representatives. This form is preferred when it contains matter of great
importance or when a more personal tone is desired. It is signed by the foreign
minister or diplomatic envoy of the sending state and is addressed to the
diplomatic envoy or foreign minister of the receiving state.

a. Formal First Person Note- Written in the first person and requires the
signature of the minister of foreign affairs or the chief mission

b. Informal First Person Note - It may be signed by the chief of a mission

without his title, or by a member of his staff over his diplomatic title

2. Third Person Note – Written in the third person, not signed but initialed in the
lower right hand corner of the last page by a duly authorized signing officer.

a. Note verbale - It takes a place of a signed note and has the same value as
a signed note. Less formal than a first person note and for this reason it is
the form of communication most used.

b. Circular diplomatic note - Identical notes addressed to "Their Excellencies

and Messieurs the Chief of Mission". It is not signed but initialed in the right
hand corner of the last page of text by a duly authorized signing officer.

c. Note diplomatique - Formal note between governments. It is understood

to speak for and on behalf of the government presented by its duly
designated representative. It is signed or initialed in the lower right hand
corner of the last page of text by a duly authorized signing officer.

d. Collective note - Very formal note addressed by the representatives of

several states to a government in regard to some matter in which they have
been instructed to make a joint representation. Referred to as joint note and
it is seldom used because of the danger that the state or states to whom it is
addressed may consider it offensive.

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 e. Identic notes - Notes identical in substance though not always in wording
and they are sent separately yet almost simultaneously by the government to
government of two or more states.

f. Protest note -If a state finds another state’s actions unacceptable it can
either call the ambassador to the foreign ministry tell verbally or send a
protest note. It may be a condemnation of action, as one side does not
approve the other side’s action. It does not begin and end with diplomatic
courtesy.

g. Letters of Concern - differ from protest letters in their tone of language.

They are not as harsh as protest notes. They are usually effective in solving a
situation before it becomes a trouble. They are generally used between allies
or friendly states.

B. MEMORANDUM - Detailed statement of facts, and of arguments based on theory.

Almost similar to note but does not begin and end with usual diplomatic courtesy. It
need not be signed, since it is usually delivered either personally, following an
interview, or by means of a short covering note. Sometimes it is called a memoire or
aide-memoire or pro-memoria when it embodies a summary of conversation.

1. Aide-Memoire - An informal summary of a diplomatic interview or conversation

between the foreign minister or his assistant and a diplomatic envoy or his
representative. It merely serves as an aid to memory and does not begin with a
formula of courtesy. It is usually left at the foreign office by the ambassador or
minister concerned (or his representative), or is handed to the ambassador or
the minister concerned (or his representative) at the foreign office by the foreign
minister or his representative.

2. Pro-Memoria - A formal record of a subject discussed. It differs from an aide‐

memoire which is an informal summary of a diplomatic interview. It is
understood to speak for and under direction of the government whose
representative presents it and is usually left at the foreign office by the
ambassador or minister concerned (or his representative), or is handed to the
ambassador or minister concerned (or his representative) at the foreign office.

C. ORAL INTERVIEW - generally takes place in the foreign office at a date and hour
previously arranged either in writing or by telephone. To avoid misunderstandings
the diplomatic envoy may leave an aide-memoire to the diplomatic representative
after the interview.

D. LETTER OF CREDENCE - A formal note from the head of one state to the head of
another state, accrediting ambassador, as one authorized to act for his government
or head of state.
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E. CONSULAR COMMISSION - A document in a form of a commission, provided by
the sending state to the head of a consular post. It certifies his capacity and as a
general rule shows his full name, his category, and class.

F. AGREATION - a diplomatic procedure by which a state determines in advance

whether a proposed diplomatic envoy will be acceptable to the receiving state, by
sending communication of their proposal.

G. AGREMENT - Diplomatic courtesy requires that before a state appoints a new chief
of diplomatic mission to represent it in another state, it must be first ascertained
whether the proposed appointee is acceptable to the receiving state. The
acquiescence of the receiving state is signified by its granting its agrément to the
appointment. It is unusual for an agrément to be refused, but it occasionally
happens.

H. LETTER PATENT/ LETTRE DE PROVISION - a diplomatic procedure by which a

state determines in advance whether a proposed consular envoy will be acceptable
to the receiving state, by sending communication of their proposal.

I. EXEQUATOR - an authorization given by the receiving state to the head of a

consular agent to the exercise of his functions.

J. LETTER OF RECALL (PERSONA NON GRATA)- A formal note from the head of
one state to the head of another state, recalling a previously accredited
ambassador, a minister, or other diplomatic agents. An incoming chief of mission
usually hands a letter of recall of his predecessor to the head of state of a foreign
gov't before handing his letter of credence.

K. FULL POWERS - A document issued by a head of a state/president accrediting one

or more persons to represent him or the government in international conference and
negotiations or expressing the consent of the state to be bound by a treaty,
convention or agreement.

L. NOTICE OF TERMINATION - It is a letter informing the counterpart(s) that the

sender no longer wishes to maintain an agreement or a treaty. It requires a reply in
that respect. Any agreement or treaty which is not commented on before its
deadline is accepted to be valid for a new term.

M. EXCHANGE OF NOTES - It is a means whereby states subscribe to certain

understandings or recognize certain obligations as binding upon them. Agreements
on matters of minor importance are frequently made by means of formal notes
exchanged between the minister of foreign affairs, acting for his government, and
the resident diplomatic representative of the another country, similarly authorized.
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N. CEREMONIAL COMMUNICATIONS - These may consist of congratulatory
messages on the occasion of the election of the head of state, the birth of a royal
heir, a royal marriage, the anniversary of a countryʹs independence, or any other
national holiday. It may also be an expression of condolence on the death of the
head of state

O. OTHERS
1. An agreed minute is an informal document, which may or may not be a treaty.
Agreements and conventions are often accompanied by an exchange of side-
letters or an agreed minute, on which the details are written that are not written
in the main body of the text. What has been agreed upon is explained in the past
simple tense. Agreed minutes are suitable if further changes are planned on the
agreement. Signed.

2. Invitation letter - This is a letter for inviting the counterpart to a formal or an

informal meeting (ceremonial meetings like a wedding, festival or an opening
etc). It requires a reply either positive or negative. It can be printed on a card or
sent as a letter paper. If it is on a card it is not signed but on a letter paper it is
signed.

3. Bout de papier/ speaking note - These are very informal “documents” used
during the interview by the representatives who may be a president, an
ambassador or an envoy attained for the interview. It is almost always written
during the interview to change the flow of it by convincing the counterpart. They
are very rare to become public as they are confidential or unofficial.

4. The draft letter is a provisional copy of a text. It is used to warn another state
about the likely contents of the actual letter or solve misinterpretations. Draft
letters should be distinguished from bout de papier/ speaking notes as they are
more detailed and pedantically.

5. Demarches are corresponding on sensitive issues such as a state’s trying to

protect its interests from the effects of an event or a fore coming event. Actually
demarche is the name of the action. Its tools may be an aide‐memoire, a letter,
or a draft letter that explains and shows the state’s attitude.

6. Press statements/ press briefing/ press release - Press statements are

indirect communications with a state or states. They may be in the form of a
declaration, a protest or a demarche. They may be verbal or nonverbal. Media
such as a TV channel, a newspaper or even YouTube may be used to convey the
message. Nowadays it is quite common to use official twitters accounts for these
kinds of communication. It is a tool of public diplomacy.

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 7. Reports - Reports are detailed formal information on certain subjects. They are
prepared by UN envoys, representatives and sometimes other international
organizations are sent to UN members as letters.

INTERNAL COMMUNICATIONS
communications within the DFA or with other government agencies

A. INSTRUCTIONS – written communications from the DFA to Philippine diplomatic

and consular establishments.

1. Department Order – pertains to office operations and management. It

contains no introduction or explanation and has the force and effect of law.

2. Memorandum Circular – it contains instructions or explanations for home

office circulation only

3. Department Circular – Instructions for home office and foreign service

establishments.

4. Foreign Service Circular – Instructions limited to foreign service

establishments

5. Department Letter – Instructions from Secretary addressed to Philippine

Ambassadors abroad

B. COMMUNICATIONS FROM THE PHILIPPINE DIPLOMATIC AND CONSULAR

ESTABLISHMENTS

1. Despatches - Written communication to the DFA from Philippine diplomatic

and consular establishments involving questions of policy, political/economic
reporting or dissemination of information to other agencies of the Philippine
government

2. Reports – Written reports which are political, economic or cultural in nature

addressed by the Philippine diplomatic or consular offices abroad to DFA.
Relatively long and informative in character compare to despatches.

a. Annual reports
b. Monthly reports
c. Periodic reports
d. Cable/telegraphic reports

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 e. Long Range studies
f. Special Reports
g. Post Reports

C. CABLEGRAMS – a telegraph message sent by cable

D. LETTERS - Communication between officials of foreign service establishments and

officials of the DFA to other government agencies organizations and individuals. It
can be formal, informal or official informal letters.

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