The Writing Of Foreign Affairs Documents

foreign affairs Document It is the diplomatic negotiation between the diplomatic agencies and the relevant departments. Ceremony The form of correspondence. It must fully reflect the current foreign policy of the country. policy And related laws and regulations. Even courtesy letters, if the format, content, or content are not conventional, may lead to misunderstanding and unpleasantness of the recipient and even affect the state relations. Therefore, the requirements for drafting and sending foreign affairs documents are very strict, and we must be strict and accurate in writing. At the same time, sending and receiving articles in time, especially in diplomatic instruments, receiving or rejecting, or refusing to return, all reflect a political attitude and can not be a bit careless.

Several foreign affairs documents

1. note

A note refers to a notice on matters relating to diplomatic relations between countries, negotiations on related issues, representations of diplomatic etiquette, and official diplomatic statements on a certain issue. According to its importance, there are two kinds of official notes and general notes.

The official note is signed by the head of state, the head of the government, the Minister of foreign affairs, the ambassador, the agent, the provisional agent, etc., and is written in the first person, generally without the seal of the organization. The general note is issued by the diplomatic organ (foreign ministry) or by a diplomatic representative organ. It is usually signed by the third person, such as the official seal. However, some countries require the seal to be signed and then signed by diplomatic envoys or authorized diplomats. The difference between formal notes and general notes is mainly that they vary in scope of use.

The official note is used for: first, notification of important matters. Such as the change of state leaders, the replacement of ambassadors and Consul, and formal notification of a country's recognition, severing diplomatic relations, and resuming diplomatic relations. The two is the negotiation of important issues. If it is proposed to conclude or amend the treaty, it is suggested that bilateral and multilateral international conferences be held, mutual consular offices should be established, entrusted to host their property, heads of state and heads of government visit and other negotiations on important issues such as politics, military affairs and economy. The three is ceremonious ceremonial expression. Such as congratulations, condolences and so on. The four is to express a special attention to something, and also to use a formal note.

A general note is used for general negotiation, administrative notice, daily affairs and communication. Owing to the simplification of the foreign affairs documents and the wider use of the notes, the common notes have been used more frequently by the government on important issues.

The general notes are generally distributed to the local diplomatic missions by the same content, also known as the circular. For example, the Ministry of foreign affairs sends diplomatic notes, regulations, regulations and other notes to diplomatic missions, as well as diplomatic missions to inform ambassadors, temporary agents to leave office, return to office, diplomats to leave office and leave. Such notices can be printed in oil, and the agencies can write "foreign countries' representative offices abroad".

2. external correspondence

External correspondence (including diplomatic correspondence) refers to letters written by foreign leaders, diplomats and government departments to foreign counterparts and institutions. According to the content, the official letter is the official letter; the letter signed by the state leaders and diplomatic representatives signed by the relevant personnel should be diplomatic letters.

3. memorandum

A memorandum is a diplomatic instrument between a country and its diplomatic representative organs, which represents the government's diplomatic negotiations on an event or problem, and describes an opinion on facts, positions and laws, or refute the views of the other side, or reiterate certain contents of diplomatic talks. A memorandum can be handed in or delivered to the other person, without any guest language or honorific words. In the course of negotiations or negotiations, in order to facilitate the recording of the content of the conversation by the other party and avoid misunderstanding, the memorandum can be written in advance to hand over to the other party, or the memorandum should be sent to the other party after the conversation. In order to narrate facts or statements, to supplement one's views or opinions or to refute each other's views or opinions, a memorandum may be used if the notes are too solemn. Sometimes, as a reminder of something, a courteous reminder can also be sent to the memorandum.

A memorandum can also be an annex to a formal note or note.

The memorandum of memorandum is not numbered, not written, not sealed, and the number must be numbered, written, and sealed. Some are marked with three words "memorandum".

4. foreign telegram

Foreign telegram refers to a brief document issued by the state departments, institutions and personnel at all levels to engage in foreign affairs with foreign counterparts and personnel for the purpose of sending congratulations, condolences, condolences and preparation of transactional ties. The name, place name, title and name of the receiver should be clearly written. The title, full name or organization name and the location of the generator shall be specified in the inscription.

Stylistic requirements of foreign affairs documents

First, pay attention to the format of foreign affairs documents. If the foreign ministers and diplomatic representatives use the formal note, do not use the format of the general note, the non diplomatic agencies use external correspondence, do not use notes format, and so on.

People should adapt to the format of documents. Formal notes, diplomatic letters and telegrams are written in the first person's voice in the voice of the signatory. The general note is usually written in the third person in the name of the unit, and the other party also uses the third person. Generally speaking, it does not use the wording of "you" or "expensive Museum", but refers to the name of the recipient organ again. The external letter written in the name of the organization also uses the third person.

The signatory should be compatible with the reader, namely the person to the unit, the unit to the unit. For example, a formal note is a person to person, and the general note is the unit to the unit. In the personal diplomatic documents, we should pay attention to identity equivalence, such as prime minister to Premier, foreign minister to foreign minister. However, there are special cases, such as the ambassador as the Plenipotentiary of the state, and the foreign minister, the prime minister and the head of state. Other foreign correspondence can be written according to the actual situation.

Polite expressions should be adapted to the format. A polite language such as "XXXX * * * greeting" at the beginning of a general note can not be used as the opening word in personal letters. It is not necessary for the external documents issued by the external organs to be used. The compliments used at the end of the note should be adapted to the identity, relationship and occasion of the other party. For example, the instruments to the agency usually use "respect" or "a high respect"; for the Ministry of foreign affairs and embassies, they generally use "the highest respect". Transactional instruments also use "high respect". Honorific words should not be one page, but should follow closely with the other paragraph.

In terms of address, the title of the instrument should be called the title, name and so on. The title and name of the first time should be given the full name. The second occurrence can be used for short.

The envelope of the document and the name of the rising country are all used. The full name is used for the first time in the text, and it can be used for short after that. In some countries, because of coup or other reasons, the name of the country may change and must be changed at any time.

Generally speaking, the foreign document is based on the original Chinese characters. But in order to enable the addressee to understand the substance of the document exactly, it often attaches the translation of the country of receipt or the common third country text. The country sends a transactional letter to a foreign permanent representative office, or it can only use its own language without translation. The most important instrument is attached with the good translation (some countries have the word "informal translation"). The usage and format of different languages are different from those in Chinese. General letters and telegrams can also be written in accepted languages or general characters.