Classification and main features of diplomatic documents

The diplomatic style is characterized primarily by clarity and simplicity. This is not about the banality of the craftsmanship method of expression, but about the classical form, which involves choosing the only suitable word for each subject. Many authors conduct correspondence within the framework of documentary linguistics and at the same time give preference to technical aspects and principles of its design. Our article will focus on diplomatic language and diplomatic documents. Consider their classification and main features.

Diplomatic language category

Not every stylist is able to turn into a master of such correspondence, without special training. Diplomatic documents should be understood as official documentation, papers of national importance. Their content is usually initially set, established even before the start of work on the formation of the paper itself. For example, telegrams of heads of state drawn up on the basis of a national holiday; notes that contain an offer (request, message, etc.). It is worth noting that the compilation of diplomatic documents is subject to certain stereotypes. Therefore, work on paper can be described as work on a word.

In the history of relations of an international nature, one can find a significant number of negative examples that are associated with inaccuracies in the formulations proposed in the process of presenting fundamental points of view. If the brevity of the content obviously harms the meaning of the paper, then it is also not needed. It is very important to understand that what is desired must be expressed fully and accurately. In modern society, diplomacy is called the art of negotiation. However, if there is no diplomacy at the desk, then it certainly is not at the negotiating table.

Classification of diplomatic documents

It is important to indicate that until recently, only five documents were included in this category of documentation. Among them, it is advisable to distinguish the following:

• Verbal notes.
• Personal notes.
• Memoranda.
• Commemorative notes.
• Private semi-official letters.

The presented basic diplomatic documents (and the corresponding approach) in the relatively recent past fully met the requirements for diplomatic documentation. The practice of relations of a diplomatic nature has opened up the broadest possibilities of using other papers these days. These include: communiqués, telegrams, statements and more. Many documents that do not fall into the "happy five" also fulfill their effective and useful functions. They are used in the process of communication between states, as well as in the daily activities of the diplomatic plan. This indicates the absence of an unambiguous criterion related to the division of diplomatic documents into types and their characteristics. In this case, the guilty limitation of the terms themselves: “diplomatic” and “correspondence” is not ruled out. So, if we are talking about the first concept, it means that only papers of embassies and the Ministry of Foreign Affairs can be included in this category. The protocol formulas of politeness are used in verbal and personal notes, as well as memorial notes that are sent with couriers (a documentary form that is rarely used).

Personal notes

One type of diplomatic document is a personal note. It should be noted that it is sent on issues of fundamental and important importance and, as a rule, contains information about any large-scale event. The note is drawn up in the first person, and the appeal is the beginning of the document. One of the most common forms is diplomatic documents containing a statement by the Minister of Foreign Affairs. As a rule, they begin with the words "Dear Mr. Minister" or "Dear Mr. Ambassador." The introduction is followed by the semantic part of the paper. The ending is a definite politeness formula, in other words, a compliment by which the author "proves respect for the person."

It should be borne in mind that the tone of personal notes is both more and less warm. In any case, the personal signature of the addressee remains the most important component of the document. As in the distant past, and in the modern period it is customary to sign paper with a fountain pen, which is filled with black ink. Under no circumstances should ball pens with a red or other rod be used in diplomatic documents containing a statement by the Minister of Foreign Affairs or ministers of other levels.

Note verbale

A note verbale should be understood as the most common form of paper today. Embassies and ministries of foreign affairs conduct correspondence, usually by sending notes verbally. It is worth noting that the adjective “verbal” came from the Latin word “verbalis”, which means not “verbal note”, but “verbal”, or a document, “which should be seriously taken into account”. This is the reason that some researchers equate the paper with the message of the oral plan. It is possible that such an interpretation can be attributed to the original meaning of this form of a diplomatic document in diplomatic language. At present, convincing someone of this is not so difficult - it is impossible. Verbal notes are used to consider and further resolve a wide range of issues. They set out economic, political, scientific, technical and other problems of both a multilateral and bilateral plan.

With the help of notes, road accidents with the participation of embassy staff are also reported, visas are requested, a representative plan is communicated to the embassies (for example, organization of trips of the diplomatic corps around the country, excursions to industrial structures and scientific organizations, invitation of diplomats, for example, to an event in honor of the national holiday of the country), as well as information on the arrival of new employees, on the departure of those employees whose service period is considered to be expired. The diplomatic documents under consideration (the Ministry of Foreign Affairs of the Russian Federation) may include a specific request from the mission or the attitude of the state, which acts as an accreditor to a specific event at the international level. Thus, the list of issues addressed in notes verbales is extremely wide today.

Memo note

Another example of a diplomatic document is a memo. It is worth noting that about its purpose, you can draw conclusions by name - “note for memory”. Currently, there are two varieties of notes. We are talking about documents personally transmitted and papers sent by courier. It should be noted that a memo is usually handed to a person’s hands in order to draw his attention and emphasize the importance of this issue, to strengthen the value of an oral request or statement. This form is also called a commemorative note-express. The reasons for handing the paper in question, which occupies a special place in the collection of diplomatic documents, can be a variety of issues, ranging from clarifying the meanings of terms and words, as well as the provisions of the articles and ending with the most important problems between the parties.

Memorandum

Further, it is advisable to consider the memorandum. This diplomatic document is a means of considering the factual side of a particular issue and contains an analysis of its individual aspects. The paper outlines arguments in defense of a particular position, as well as a polemic with the arguments of the second side. It is worth noting that the memorandum can be drawn up as an annex to a verbal or personal note or as an independent paper, handed over or sent by courier. In the first case, a diplomatic document is printed on special musical paper without a coat of arms, and the seal, number, city and date of departure are not needed. In the second - we are talking about printing on a note sheet without a compliment and appeal. There are no numbers and seals on it, but the date and place of departure are indicated. One of the requirements for a diplomatic document is the inscription "Memorandum", located in the center. Such paper in diplomatic circles is often called an express memorandum.

It is interesting to know that in the recent past the memorandum was called the French word "deduction" (in translation - "conclusion") or "des motifs" ("motivation", "statement of motives"). The French diplomat Jean Ceret describes this diplomatic document as a note that is intended to be presented exclusively to the head of state, but today it would be wrong and at least illogical to agree with his conclusion. You should know that most often a memorandum is used as an appendix to a personal or verbal note.

Private letter

A good example of a diplomatic document is a private letter. So, paper of semi-official value is sent to official acquaintances when certain assistance is required in resolving issues that are considered the subject of official negotiations or correspondence. The main purpose of a private letter is to emphasize the author’s interest in the relevant case or to accelerate the resolution of a particular issue by using the influence of the person to whom the letter is sent. In this case, the diplomat can personally discuss the issue, as well as leave a note of an informal nature called “non papier”, with a brief summary of the meaning of the problem.

It should be noted that private letters are issued on plain paper, sometimes on a form with the surname and name or official title of the sender printed using a typographic technique in the upper left corner. A peculiarity of the diplomatic document is that its reverse side of the sheet is not used under any circumstances in accordance with the rules of execution. The appeal in such a letter, as a rule, is as follows: "Dear Mr. M". A final compliment is a must. The number on the document of diplomatic correspondence is not indicated, a personal signature and date, one way or another, are necessary. The address should be indicated only on the envelope.

Diplomatic requirements

Consider the basic requirements for archives and documents of the diplomatic mission, relevant both in the past and today. One of them is the literacy of the title. The paper can sometimes contain something unpleasant for the interlocutor, however, the politeness formulas, one way or another, must be followed. It is important to note that any diplomatic official document begins with an appeal. The exact name and title of the person to whom it is addressed is sometimes considered no less important than the content of the paper. Any reduction, distortion is currently unacceptable in the same way as in the past.

In any case, diplomatic documentation implies an answer. Its absence, as a rule, is perceived as a reaction of a definitely negative plan. So, they respond to a verbal note with a verbal note, to a personal letter - in the same way. In society, it is considered extremely impolite to respond to a personal letter, for example, with a note verbale or to a letter with a personal signature - a letter with the name that is printed on a typewriter.

The archives and documents of the diplomatic mission under any circumstances should have an ideal appearance. By the way, this is precisely the reason why all diplomatic papers are printed on the highest quality material. Envelopes for documentation should have the appropriate size and quality characteristics. The seal should be placed in a strictly established place for it, that is, at the bottom of the paper, and the text should be nicely placed on the entire sheet. Considering the principles of diplomatic correspondence, one cannot but recall the documents emanating from the highest legislative bodies, which include appeals to parliaments of different states regarding issues of preventing nuclear war, disarmament, joint communiqués of parliaments based on the results of visits, as well as negotiations of parliamentarians.

The language of diplomacy: a traditional and modern approach

“The ambassadors have neither ships, nor heavy artillery, nor fortresses. Their weapons are words and opportunities ”(Demosthenes). This is how the language of diplomacy can be characterized. It is worth noting that the formal business style is best perceived as sub-styles. Consider the main features of the diplomatic style. Diplomacy should be understood as the art of resolving disagreements of an international level through peaceful means. This is nothing but skill and technique that harmoniously affect international relations and are subject to certain customs and rules. It is advisable to consider a diplomatic language as an expression that is used to refer to two different concepts. First of all, we are talking about the language for official diplomatic relations and the drafting of international treaties. The second is about the totality of special phrases and terms that form the generally accepted diplomatic dictionary.

To date, there is no mandatory linguistic unity, an official plan for drafting international agreements (in the past, the official language was French). The fact is that the principle of linguistic equality is gradually being affirmed. State bodies of foreign relations conduct official correspondence in a “foreign” language with rare exceptions, and the exchange of diplomatic documentation is carried out only in their national language.

The second meaning of the concept of the language of diplomacy, which implies a set of special phrases and terms that are included in the generally accepted vocabulary (for example, “good offices”, “modus vivendi”, “arbitration”, “status quo” and so on), implies that the specific the weight of such terms in modern diplomatic documentation is very insignificant. On the style and language of these papers, there are a number of comments that deserve attention in the book of H. Wildner. The book is called "The Technique of Diplomacy." The author notes that the diplomatic style should be distinguished primarily by clarity and simplicity. By this is meant not the banality of the craftsmanship method of expression, but the classical form of simplicity, able to choose for each object a single word that is suitable in specific circumstances.

Everyday life of diplomacy - not at the diplomatic floor, but at the desk

It is interesting enough to analyze the requirements for the professional characteristics of a diplomat acting as a representative of the speech profession. The ability to inspire confidence in the future, as well as prudence - these are perhaps the most important of them. A well-known politician in Russia, Anatoly Gavrilovich Kovalev, determined that trust is a specialist whose behavior style fits into the general features of the relationship of certain states, whose word is authoritative. As noted above, diplomacy should be understood as the art of resolving disagreements of an international plan by peaceful means. The basis of modern diplomacy is precisely the theory of constant negotiations, which was developed by Cardinal Richelieu in The Political Testament.

In addition to participating in negotiations and conferences of an international nature, attending ceremonies and official receptions, diplomats have a wide range of responsibilities, which are almost completely hidden from prying eyes. One of the most important sectors of these people's activities, which are gaining increasing specific importance, is paperwork. It is worth knowing that diplomatic correspondence is one of the key forms of diplomatic work of the state in implementing the tasks and goals of its foreign policy.

Forms

In addition to the one presented in the previous chapter, there are other forms of diplomatic activity of the state. Among them, it is advisable to identify the following points:

• Participation in congresses of an international plan, meetings or conferences, that is, in meetings of representatives of states of periodic importance at different levels.
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The same political content, which is transmitted through unequal verbal expressions from the lips of an official representing the interests of a particular state or the authority of an international organization, can be perceived differently. It is worth noting that diplomacy has always used this. The nuancing of words and concepts is a storehouse of opportunities, but only for skillful diplomacy.

It is interesting to know that during the time of Henry IV, the diplomat Jannen - a Frenchman - was sent to Holland to fulfill a mediation mission, which consisted of inducing the United Provinces and Spain to negotiate peace. However, neither the Prince of Orange nor the King of Spain were inclined to negotiate. As a result, they were interrupted and renewed several times in a new way. Negotiations lasted (if this communication can be called that) for almost 2 years, when Jannen, clearly knowing how powerful the words are and how weaknesses are characteristic even of great people, decided to replace the word “peace” with the lexical expression “long truce”. So, for the pride of the monarchs, who did not want to agree to peace, a truce seemed acceptable.

The content of diplomatic papers and its features. Conclusion

So, we examined in detail the category of diplomatic documents, as well as the classification currently relevant. Such documentation is official, “state” papers. It should be noted that for the language of diplomacy, it is not the musicality of the phrase, not the stylistic perfection, but the complete and unshakable correspondence to the enclosed content, the extremely accurate expression of its meaning and political point of view on a particular issue that is especially important.

The content of the considered category is usually considered established, given (by the appropriate government authority that determines the policy) even before starting work on the formation of the paper itself. That is why, in practice, the task, as a rule, boils down to expressing the content as clearly as possible, fuller and more convincingly, the only form of existence of which in diplomatic paper is the language itself and its key element - the word. This clarifies how important the work on the word, language, as well as the correspondence of each phrase, the meaning that is embedded in it. It should be noted that a sufficient percentage in texts of a diplomatic nature is occupied by the use of the grammatical category of duty (for example, “such and such a government should” or “such and such a nation is necessary”).

It must be borne in mind that what is called the diplomatic document plays a fundamental role. Today, it is advisable to classify the answers of heads of state to questions or appeals of individuals or representatives of public organizations as the most important diplomatic papers; answers to questions from the correspondents of the print media on the most pressing issues related to the situation around the world; speeches by statesmen at international forums and public meetings.