Contacting the embassy. Sponsorship letter for a Schengen visa Letter to the consul for a visa

If all documents are in order and the check does not reveal any violations, a Russian visa for EU citizens upon invitation on the letterhead of an accredited company can be issued for a period of up to 5 years, and for US citizens - for a period of up to 3 years.

The appearance of an invitation from an accredited organization is not fixed by law, so it can be arbitrary. But such an invitation must necessarily indicate the registration number of the company that issued the invitation, passport details, visa validity period and its frequency. Such an invitation must be certified by the signature of the head of the company and its seal.

More detailed information on how to obtain a business visa to Russia can be found in the section.

Sponsorship letter- an official statement in which a certain person voluntarily undertakes to provide financial support for the foreign trip of one of his relatives (in the event that this relative is not able to independently pay for his future trip).

A sponsorship letter is not necessary in all cases, but only in some special circumstances.

It will have to be issued if you plan to travel to one of the Schengen countries, but do not work and do not have a significant amount of money in your bank account.

Who needs a sponsorship letter?

List of persons who, in addition to other required documents, will need to provide a sponsorship letter in order to obtain an exit visa:

• adult citizens who are temporarily unemployed and cannot present an extract from their personal account, thus confirming their financial solvency;
• housewives those who are supported by a spouse and are not officially employed anywhere;
• students universities, institutes, colleges, schools and other educational institutions that do not have a permanent place of work;
• disabled citizens(for example, disabled people);
• non-working pensioners.

As a rule, all these categories of citizens are not able to provide proof of their employment, as well as prove the presence of a significant amount of money in their account.

All these people, if they want to apply for a Schengen visa of a particular state, will have to ask one of their relatives or friends to issue a sponsorship letter.

In the event that you do not officially work anywhere, but have your own account in any bank that contains a considerable amount of money, it will be enough to present only an extract from this account.

Registration of sponsorship orders in such cases is not required. The main thing is that you are sufficiently wealthy and can pay for your trip and all travel-related expenses yourself.

Who can become a sponsor?

It is very important to choose the right person who can vouch for you. Not just anyone can act as such a sponsor.

It is best if it is one of your closest relatives (for example, father, mother, husband, wife, son, etc.), with whom you can document the relationship.

Such a document could be a birth or marriage certificate.

Many Schengen embassies allow the possibility of a sponsorship letter being issued by a person who is not related to the applicant.

Any solvent citizen of the Russian Federation can be a sponsor.

The main thing is that he has a permanent place of work and can document guarantees that he assumes all financial responsibility associated with your trip.

Such expenses include the cost of hotel accommodation, food, excursion services, transportation, etc.

For example, your civil partner may act as a sponsor if you have not formalized your relationship, as well as the organization where you work, or the host party (for example, in the case of a business trip or study trip).

It is worth noting that the diplomatic missions of some states take a very strict approach to the issue of issuing such a guarantee, in particular, to the selection of those persons who can act as sponsors.

In some cases, there is a possibility of refusal if your sponsor is not a relative, but some other person.

But there are also those embassies that do not pay special attention to this point.

All these nuances depend on the state where you are going, as well as on the destination of the trip.

A sponsorship letter is allowed to be drawn up and written without any clear order, in any form, no special form is required. It is extremely important that its content contains facts indicating the relationship between the sponsor and the applicant.

In addition, this document must certainly indicate the dates of the planned trip, the place of visit, as well as the sponsor’s passport details and other personal information.

Usually the text of the sponsorship letter is written in Russian, but the embassies of some countries require that it be written in English.

As a rule, there is no need to notarize a sponsorship guarantee, but if the sponsor is not your relative, but some other person, it is still better to have the document certified by a notary.

Today, many people who often receive short-term Schengen visas know from their own experience that for peace of mind it is worth obtaining notarization in advance - this increases the chances of receiving a visa.

One letter of sponsorship can be issued to several of your relatives at once. For example, if you are traveling with a large family, and only one of you has a permanent high income, this person can write one sponsorship certificate for all participants in the trip.

Sample sponsorship letter for Schengen visa 2019

To make it easier for you to compose a sponsorship letter, we offer you two samples of such documents (in Russian and English). Despite the fact that such papers can be drawn up in free form, there are still certain rules for their preparation.

Example of a sponsorship letter in Russian

I, Petrov Petrovich, (date of birth, passport number and series, registration address), am the sponsor of the trip and with this statement I guarantee payment of all expenses associated with the stay of my wife Olga Ivanovna Petrova (date of birth, passport number and series, registration address) on the territory of the Czech Republic and the Schengen countries in the period from 10/12/2018 to 10/25/2018 Date, signature.

The template and sample filling can be downloaded from the links:

Sponsorship letter in English

I, Petrov Petr Petrovich, holding passport №…, date of issue: 2.10.14, issued at Police Department of Moscow City. I take over liability regarding all trip financial expenditures of my wife Petrova Olga Ivanovna (passport No. 364578) for the trip to France during the period since 10/12/2018 till 10/25/2018. I understand that the above statement made by me are true and correct. PetrovPetrPetrovich, 10/1/2018.

As a rule, the embassy of each Schengen country independently establishes the procedure for issuing a sponsorship letter.

You can check any details and details (for example, the language of the document) at the diplomatic mission of the state where you are going, as well as on the official website of this embassy.

List of documents for the sponsorship letter

In addition to the letter itself, you will have to collect a number of certain documents that must be presented to the diplomatic mission.

All these documents should guarantee the financial stability of the sponsor and his readiness, if necessary, to incur some expenses associated with the upcoming trip:

1. Photocopy of the sponsor's general passport

   Typically, you only need to provide a copy of the first page of your passport information. If the person playing the role of sponsor also has a foreign passport, a copy of it can also be presented along with other papers.

2. Certificate from place of work

   It must certainly be issued on company letterhead. This document must indicate the position currently held by the sponsor, the contact telephone number of the head of the organization, the signature of the chief accountant or general director, and a seal.

   There is no need to order a certificate in advance; it is better to do it immediately before visiting the embassy, ​​since the certificate must be current and valid.

   Sponsors who are registered as individual entrepreneurs, instead of this document, can present a copy of the entrepreneur’s registration certificate and a copy of the certificate of registration with the tax authorities.

3. One of the documents confirming the financial solvency of the sponsor:
   • Certificate of sponsor's salary

     Each embassy independently sets the amount of the required salary for the person acting as a sponsor (as a rule, this amount should be at least 500-700 euros). The certificate must be received no earlier than 30 days before the documents are submitted to the embassy.

     If the sponsor and the applicant are relatives, when applying for a visa, provide documents confirming the relationship to the embassy.

   • Certificate (or statement) about the state of the sponsor’s personal bank account

     It is advisable that this certificate indicate not only the amount of funds in the account, but also the movement of money over the last three months.

     The certificate must also be current - it must be received no earlier than a month before visiting the embassy to obtain a visa.

This is a general list of requirements and necessary documents that should be provided to the diplomatic mission.

It should be noted that each embassy has the right to establish its own rules and additional requirements for the preparation of a sponsorship letter.

Before asking one of your relatives to draw up such a guarantee for you, check all the details on the website of the relevant embassy or contact its representatives by phone.

Diplomatic correspondence is an example of the correct style of composing a written message, which should be followed in any other type of activity, including business.

In the flow of modern information, diplomatic documents, that is, those that relate to the foreign policy of states, occupy a special place.

These include: speeches by government officials, messages, notes, memoranda, letters, telegrams from heads of state and government outlining the positions of states on pressing issues of our time. The content of diplomatic documents reflects the diversity of life itself. In form, these can be messages recognizing the independence of states and a proposal to establish diplomatic relations, and statements affecting the fate of all nations, such as, for example, proposals for nuclear disarmament and preventing the militarization of space, and a warning, protest regarding the actions of certain states in international arena, posing a threat to the peace and independence of other states. Diplomatic correspondence in recent years reflects global problems that are of particular importance: preserving the natural environment, overcoming the backwardness of the countries of the so-called “third world”, combating diseases, searching for new sources of energy, etc.

The drafting of diplomatic documents is one of the most important areas of work of foreign affairs departments. As a rule, control over compliance with established correspondence practices is assigned to the protocol service.

In diplomatic practice, the most traditional types of diplomatic correspondence are:

1) personal notes;

2) verbal notes;

3) memorial notes;

4) memorandums;

5) private letters of a semi-official nature.

Some of these documents are framed by so-called politeness formulas, compliments.

Protocol politeness formulas are used in personal and verbal notes, memos sent by couriers (a form of document that is used quite rarely).

A personal note is sent on issues of important and fundamental importance or contains information about a major event. The note is drawn up in the first person on behalf of the person signing the note and begins with an address. The most common form is: “Dear Mr. Minister”, “Dear Mr. Ambassador”. This message is intended to favorably dispose the recipient regarding the content of the text. Accurate knowledge of his regalia, scientific titles, etc. will help you choose the right style of addressing the addressee. In particular, there are countries (in Asia and Africa, for example) where high-ranking and influential people have various titles, the proper mention of which can immediately place the reader at ease. For example, among Muslims it is customary to add the prefix “H” to the name of a person who has performed the Hajj.
Next comes the semantic part of the document. The note ends with a compliment (politeness formula), in which the author “testifies his respect.”

The tonality of personal notes can be more or less warm. If a note begins with the words: “Mr. Minister”, “Mr. Ambassador” and ends with “With respect” (without “sincere” or “deep”), then the author’s intention is obvious to give the note a restrained character.

The letter writer may begin a personal note with “Dear Mr. Minister” and end with “With sincere respect.” The intention here is to give the note a warm, friendly character. Other types of compliments:
To the Minister of Foreign Affairs or Ambassador

I ask you, Mr. Minister, Mr. Ambassador, to accept the assurances of my highest respect.
To the Envoy, Charge d'Affaires

I ask you, Mr. Minister, Mr. Charge d'Affaires, to accept the assurances of my very high regard.

Sample personal note:
Ministry of Foreign Affairs

Russian Federation

Moscow, ___ January ___ 20
Dear Mr. Ambassador,

Please accept my sincere gratitude for your friendly congratulations on the occasion of the successful launch of a spacecraft with an international crew on board.

I fully share your opinion that this victory will serve the cause of progress of all mankind and the strengthening of friendship between our peoples.

With deep respect

(personal signature)

Mr.

Republic

Sample of a personal note on the presentation of credentials:
Embassy

Russian Federation

___ March 20
Dear Mr. Ambassador,

I have the honor to announce that on March 20, I presented His Excellency Mr. President with credentials, with which the President of the Russian Federation V.V. Putin accredits me as Ambassador Extraordinary and Plenipotentiary to ______

Expressing my satisfaction that I am thus called to maintain official and personal relations with you that will be consistent with the friendly relations existing between our countries, I ask you, Mr. Ambassador, to accept the assurances of my very high regard*.
Mr. __________,

Ambassador Extraordinary and Plenipotentiary

(personal signature)
* This sample may be edited depending on the state of relations with the country of the ambassador to whom the note is sent.
The nature of the compliment must take into account the principle of reciprocity, especially in the case of sending a return note.

The form of appeal also depends on the specific case and local practice. The letter may contain:

to the Minister - Mr. Minister, Your Excellency;

to the Ambassador - Mr. Ambassador, Your Excellency;

to the envoy - Mr. Envoy or Mr. Minister; charge d'affaires ad interim – Mr. Chargé d'affaires (the adjective “temporary” is usually not written in address).

If the charge d'affaires is an adviser with the rank of envoy, then the address to him should be as follows: “Mr. Minister.”

Depending on local practice, the word "master" may be written in full in order of reciprocity.

The seal, as well as the name and position of the signatory, are not affixed to the note.

The address is written in the lower left corner of the first page of the note, regardless of the number of sheets. The address indicates the rank of the person to whom the note is sent:
Mr. A.D. Lusaka,

Ambassador Extraordinary and Plenipotentiary of the Republic of Zambia

Moscow

In some cases, depending on local practice and on the basis of mutual respect, the title is used before the surname of the person to whom the personal note is sent:
His Excellency

Mr. D.P. Dharu,

Ambassador Extraordinary and Plenipotentiary of the Republic of India

Moscow
or
E.P. Mr. D.P. Dharu,

Ambassador Extraordinary and Plenipotentiary

Republic of India

Moscow

The same text that is printed on the personal note is printed on the envelope.

Diplomatic practice is constantly evolving, moving away from established forms.

During the Second World War, when the situation dictated that the heads of state of the anti-Hitler coalition make urgent and responsible decisions, the practice of exchanging personal letters and messages between them developed.

The established practice since that time of exchanging personal messages between heads of state, government, and foreign ministers on the most important issues of world politics puts such documents in a special category, going beyond the previously established traditional forms of diplomatic correspondence.

This type of diplomatic correspondence has become widespread in recent years. It is often referred to as a personal message from the head of state or government. From a formal point of view, such a message can be classified as “personal notes.” However, due to the high position of the sender and recipient, as well as the great importance of such documents, it is customary to distinguish them as an independent type of diplomatic correspondence. In these messages, as in personal notes, there are protocol formulas - an address and a final compliment. For example, the formula of address in the Address to heads of state or government: “Dear Mr. President.” The final compliment of the message could be: “Sincerely” or “Sincerely.”

In messages that begin with the full title of the addressee, for example, “To His Excellency Jacques Chirac, President of the French Republic,” the text should also be preceded by an address.

In this case it could be: “Dear Mr. President,” otherwise: “Your Excellency.”

Currently, the exchange of messages between heads of state is becoming less and less common in practice. They have been replaced by a new form of opinion: television negotiations. The current level of development of interstate negotiations provides a unique opportunity to quickly and reliably exchange opinions, regardless of distance.

A note verbale is the most common document nowadays. Ministries of foreign affairs and embassies conduct diplomatic correspondence mainly by sending notes verbales. Notes verbales are used to address and resolve a wide range of issues. They set out political, economic, scientific, technical and other problems of both bilateral and multilateral nature. The notes also request visas, report traffic accidents involving embassy employees, and provide embassies with information of a representative nature (on organizing trips of the diplomatic corps around the country, inviting diplomats to events on the occasion of the country’s national holiday, excursions to industrial enterprises and scientific institutions) etc.

Verbal notes begin and end with a compliment. The note begins with the full name of the sender and recipient: The Ministry of Foreign Affairs of the Russian Federation expresses its respect to the Embassy of the Republic of Bulgaria and has the honor to inform..."

The final compliment contains an abbreviated title: “The Ministry takes this opportunity to renew to the Embassy the assurances of its highest regard.”

Sometimes the words “takes advantage of the opportunity” are omitted from the compliment, for example when the note reports a traffic accident involving a diplomat, which resulted in human casualties. Obviously, the words “seizes the opportunity” are inappropriate in this context, and the compliment could take the following form: “The Ministry renews the assurances of its very high regard to the Embassy.”

If the Ministry’s note verbale is a response to a note from the Embassy, ​​then in this case the note will begin as follows: “The Ministry of Foreign Affairs of the Russian Federation expresses its respect to the Embassy of France and in connection with the Embassy’s note No. ___ dated (day, month, year) has the honor to inform the following..." The compliment in the notes can be omitted, but this is done only if the note contains a protest in connection with the actions of representatives of the embassy or the state (an attempt to engage in illegal activities, a gross violation of norms of behavior). It is clear that in such a case the compliment would weaken the protest and, therefore, would distort the character of the note.

A compliment is not used in notes verbales containing a message declaring mourning in a country, or in notes expressing condolences, as well as based on the principle of reciprocity in cases where the foreign affairs department of a particular country does not use compliments in its diplomatic correspondence.

The range of protocol politeness formulas is very wide. This allows you to soften a more austere tone or give it more warmth. However, you should always remember: nothing is valued so highly or costs so little as politeness. Strong expressions, rhetorical turns of phrase, vague hints, exclamation marks, abbreviations in the form of “etc. and so on." are not allowed in musical notation. When working on the text of a note containing, for example, a protest, it is worth remembering that it may not be accepted, and this, in turn, can lead to a conflict situation with far-reaching consequences.

The text of verbal notes is written in the third person.

Both personal and verbal notes are printed on premium quality stamp paper. Under the coat of arms there is the inscription “Ministry of Foreign Affairs of the Russian Federation” or “Embassy of the Russian Federation in (name of country).”

As in a personal note, the address is written in the lower left corner on the first sheet of the note verbale:
To the embassy

of the Hungarian Republic

Moscow
Ministry of Foreign Affairs

Republic of the Congo

Brazzaville
The same text is printed on the envelope.

Sample note verbale:
MINISTRY OF FOREIGN AFFAIRS

RUSSIAN FEDERATION

No. 3/1 DGP
The Ministry of Foreign Affairs of the Russian Federation expresses its respect to the Embassy ___ and in response to its note No. 0108 dated ___ February 20 ___, has the honor to announce that the Russian competent authorities have no objections to the appointment of Major General of Aviation ___ as military and air attache at the Embassy ___ In Russian federation.
The Ministry takes this opportunity to renew to the Embassy the assurances of its highest regard.
Moscow, ___ February 20 ___

Embassy Moscow
In international practice, notes verbales signed or endorsed by the head of a diplomatic mission are now increasingly rare. There is practically no difference between notes verbale with a signature (visa) and those that only have an embassy seal.

A note verbale has an outgoing number, code and date of departure, for example No. 14/1 DE or 27/DGP. No additional indexes are placed. If necessary, this is done on a copy that remains on file. The note is sealed with the mastic official seal of the Ministry of Foreign Affairs or the embassy. The stamp is placed at the end of the note text, where the date of departure is printed. It is necessary to ensure that the coat of arms depicted on the seal is in the correct position.
SAMPLES OF VERBAL NOTES*
* Note design features:

1) stamp in the left corner;

2) place and date of departure at the top;

3) the note is endorsed;

4) the address abbreviation “Protocol” is incorrect (see translation below).
REPUBLIQUE FRANCAISE AMBASSADE DE FRANCE EN RUSSIE

No. 293/MID
L'Ambassade de France presente ses compliments au Ministere des Affaires Etrangeres de la Federation de Russie et a l'honneur de l'informer de ce qui suit.

Monsieur Jacques BAUMEL, Ancien Minister, Vice-President de la Commission de la Dé fense Nationale et des Forces Arm th es de l'Assemblee Nationale, President de la Commission de D th fense de l'UEO, Vice-President de l'Assemblee Parlementaire du Conseil de l'Europe, arrivera A Moscow en provenance de Bakou le 13 November 1995 A 21 h par le vol 216 de la Compagnie Transaero A l'aeroport de Cheremetievo 1.

L’Ambassade de France serait reconnaissante au Ministre des Affaires Etrang and res de la Federation de Russie de bien vouloir intervenir aupres des autorites de l’aeroport de Cheremetievo 1 pour que le salon d’honneur soit ouvert A l'arrivee de M. BAUMEL, et saisit cette occasion pour lui renouveler les assurances de sa haute consideration.
MINISTERE DES AFFAIRES ETRANGERES DE LA FEDERATION DE RUSSIE
– Protocole

Monsieur Jacques BAUMEL, Ancien Minister, Vice-President de la Commission de la Defense Nationale et des Forces Armees de l'Assemblee Nationale, President de la Commission de Defense de l'UEO, Vice-President de l'Assemblee Parlementaire du Conseil de l 'Europe, arrivera a Moscow en provenance de Bakou le 13 November 1995 a 21 hparle vol 216delaCompagnie Transaero a l'aeroport de Cheremetievo 1.

L'Ambassade de France serait reconnaissante au Ministere des Affaires Etrangeres de la Federation de Russie de bien vouloir intervenir aupres des autorites de I'aeroport de Cheremetievo 1 pour que le salon d'honneur spit ouvert a l'arrivee de M. BAUMEL, et saisit cette occasion pour lui renpuveler les assurances de sa haute consideration.
MINISTERE DES AFFAIRES ETRANGERES DE LA FEDERATION DE RUSSIE
– Protocole

– Premier Department Europe
EMBASSY OF FRANCE IN RUSSIA

No. 293/MID
The French Embassy expresses its respect to the Ministry of Foreign Affairs of the Russian Federation and has the honor to inform Him of the following.

Former Minister, Deputy Chairman of the Defense and Armed Forces Committee of the National Assembly, Chairman of the WEU Defense Committee, Deputy Chairman of the Parliamentary Assembly of the Council of Europe, Mr. Jacques BOMEL will fly to Moscow from Baku on November 13 at 21.00 on flight 216 of Transaero airlines to Sheremetyevo-1 airport.

The French Embassy would be grateful to the Ministry of Foreign Affairs of the Russian Federation not to refuse the courtesy to assist the authorities of Sheremetyevo-1 airport to open a VIP lounge for Mr. BOHMEL upon His arrival, and takes this opportunity to renew to Him the assurances of its high regard.
MINISTRY OF FOREIGN AFFAIRS OF THE RUSSIAN FEDERATION

Moscow
AMBASSADE DE LA REPUBLIQUE DU SENEGAL

EN FEDERATION DE RUSSIE

12, Rue Donskaya

No. 0552 /ASM/95 MOSCOU,

le 04 Dec. 1995
L’Ambassade de la Republique du Senegal presente ses compliments au Ministere des Affaires Etrangeres de la Federation de Russie et a l’honneur de porter a sa haute connaissance que Madame Absa Claude DIALLO, L'Ambassade de la Republique du Senegal presente ses compliments au Ministere des Affaires Etrangeres de la Federation de Russie et a l'honneur de porter a sa haute connaissance que Madame Absa Claude DIALLO, ambassadeur Extraordinaire et Plenipotentiaire du Senegal, se propose de quitter definitivement Moscou, le Mercredi 6 December 1995, par Vol AF 1849 a 16.15, a l'issue des operations de fermeture de l'Ambassade du Senegal.

En exprimant au Ministere des Affaires Etrangeres de la Federation de Russie, sa tres vive appreciation pour sa constante sollicitude et l'excellence des relations entretenues, l'Ambassade de la Republique du Senegal saisit sette occasion pour lui renouveler les assurances de sa tres haute consideration .
MINISTERE DES AFFAIRS ETRANGERES

DE LA FEDERATION DE RUSSIE

Moscow*
* 1) Place and date of departure at the top;

2) printing at the sheet cut to the right;

3) the note is endorsed (see further translation).
Embassy

REPUBLIC OF SENEGAL

0552
The Embassy of the Republic of Senegal expresses its respect to the Ministry of Foreign Affairs of the Russian Federation and has the honor to convey, upon His high information, that Mrs. Absa Claude Diallo, Ambassador Extraordinary and Plenipotentiary of Senegal, intends to finally leave Moscow on Wednesday, December 6, 1995, on flight AF 1849 at 16.15 after she completed the procedure for closing the Senegalese Embassy in Moscow.

Expressing its deep gratitude to the Ministry of Foreign Affairs of the Russian Federation for the constant support and excellent relations existing between the two countries, the Embassy of the Republic of Senegal takes this opportunity to renew to the Ministry the assurances of its very high regard.
Moscow, December 4, 1995
MINISTRY OF FOREIGN AFFAIRS OF THE RUSSIAN FEDERATION

Moscow
In the diplomacy of the 50s, the practice of exchanging notes directly between governments appeared. This indicates not only the expansion of the scope of traditional forms of diplomatic correspondence, but also the increased role of foreign policy and the increasing level of responsibility of diplomacy in resolving the cardinal issues of our time. Currently, this practice is rarely used.

As a rule, there are no compliments in notes on behalf of the government. Typically, in this case, the note begins as follows: “The Government of the Russian Federation has the honor to declare to the Government of (name of country) the following.”

There is no final compliment in the note. All notes are official documents, regardless of the nature of the matter presented therein. Any note is considered as coming from the government. Notes require proper attention and require a response from the one to whom they are directed.

In diplomatic practice, cases of sending a collective note by representatives of several states are becoming increasingly rare. States build their relations on a bilateral basis as equal, sovereign members of the world community. A collective note - either from the entire diplomatic corps or from a group of embassies - can be considered as a demarche, an attempt to exert pressure, which cannot but cause a negative response.

Of particular interest is the interaction between ambassadors and countries of the European Community in Moscow in relation to the authorities of the host country. The rotation of the Community presidency in Brussels automatically leads to the fact that the ambassador of the presiding country becomes the head of the ambassadors of the EU countries in Moscow, representing the interests of the Community and speaking on its behalf. Such speeches and documents (notes, letters), under certain conditions, can be considered as collective demarches.

To avoid the charge of collective demarche, a form of directing identical notes is used. This is resorted to when it is necessary to express to a state a point of view agreed upon between several countries or to inform about the adoption of appropriate measures.

Diplomatic correspondence contains documents that do not require complementary formalization. These include memos and memoranda.

There are two types of memos: memos delivered in person and memos sent by courier. A memorandum is usually given in person to enhance the meaning or emphasize the importance of an oral statement or request made during a conversation, to facilitate further progress of the matter, and to prevent the possibility of misinterpretation or misunderstanding of the conversation or oral statement. The text of the memorandum is drawn up in an impersonal form using the expressions: “a request is raised”, “it is necessary to state”, “it is reported”.

Memorial notes are printed on plain paper without a coat of arms. The address and outgoing number are not included; Only the place and date of departure are indicated: “g. Moscow, ___ July 20___." Above the text of the note is printed the inscription: “Memoir.”

Memorial notes sent by couriers are now quite rare. In form, they are almost no different from a verbal note: they are written in the third person, contain an address and a compliment, are printed on a note form, have a number, place of sending and date. Unlike a note verbale, such notes are not stamped or addressed. At the top there is an inscription: “Memoir”. Memorandums are sent either at the request of the person with whom the conversation took place, or as a reminder of a particular issue.

A memorandum is a document that examines the factual side of a particular issue, contains an analysis of its individual aspects, sets out arguments in defense of one’s position, and contains polemics with the arguments of the other side. The memorandum can be either an annex to a personal or verbal note, or a separate document, delivered personally or sent by courier. Attaching a memorandum to a note makes it possible to shorten the text of the note itself and at the same time provides certain advantages in the nature of the presentation of the issue that is the subject of correspondence.

The memorandum, as an appendix to a personal note, is printed on music paper without a coat of arms; number, stamp, place (city) and date of departure are not included. The memorandum, presented in person, is printed on sheet music and does not have an address or compliment. There is no stamp or number on it, but the place and date of departure are indicated.

A private letter of a semi-official nature is sent to familiar officials in cases where any assistance is required in resolving issues that are the subject of official correspondence or negotiations, in order to emphasize the interest of the author in a given matter or to expedite the resolution of any issue by using the influence of the person to whom it is sent letter.

Private letters are written on plain paper (half a sheet), sometimes on letterhead with the sender's first and last name or official title printed in the upper left corner. The reverse side of the sheet is not used. The address in such a letter is as follows: “Dear Mr. N”:

A final compliment is required. The number is not indicated on the letter; the date and personal signature are required. The address is written only on the envelope.

Sample private letter:
Moscow, ___ February 20___
Dear Mr. Ambassador,

Returning to our pleasant conversation yesterday, I would like to thank you once again for your kind invitation to the concert of the soloists of your country’s opera house.

My wife and I greatly enjoyed the music of the famous classics, and the performing skills of the artists were beyond praise.

The evening spent in your home will remain in our memory for a long time.

Please accept, Mr. Ambassador, the assurances of my deep respect for you.

(signature)
§ 10. When leaders speak and write
In addition to the types of diplomatic documents listed above, which are considered traditional and generally accepted, there are others that are used by many states. Unlike those discussed above, such documents do not have a strict form. This significantly expands their capabilities in terms of the nature of the formulation and coverage of problems.

Diplomatic documents of this group should include declarations, messages, statements of heads of state, government, ministers of foreign affairs, and legislative bodies of states on issues of international relations.

With the development of telegraph and radio communications, the type of diplomatic documents known as telegrams became widespread. As a rule, telegrams require a response. The contents of telegrams often have important political significance.

Reasons for sending telegrams can be different: national holidays, anniversaries, anniversaries of important events, etc. Not a day goes by without leading newspapers publishing these types of documents on their front pages. Sending, for example, a telegram in connection with the assumption of the post of a new head of state is not only a sign of politeness accepted in international protocol practice. This is also an indicator of the level and nature of relations between states, an occasion to demonstrate the desire to continue to develop cooperation and expand ties.

Thus, in connection with the assumption of office by George W. Bush as President of the United States of America, President of the Russian Federation V.V. Putin sent him a congratulatory telegram.
TO HIS EXCELLENCE MR. GEORGE W. BUSH, PRESIDENT OF THE UNITED STATES OF AMERICA

Washington DC
Dear Mr. President,

I congratulate you on your official assumption of office as President of the United States of America and sincerely wish you success in your new high post.

I fully share your expressed desire to “strengthen Russian-American friendship in the coming years.”

I would like to express some preliminary considerations regarding how we imagine the ways of developing the Russian-American dialogue. For us, the United States is the most important foreign policy partner, and we, for our part, are ready to continue to work towards strengthening new cooperative relations between our countries and peoples, and jointly searching for answers to the serious challenges that the 21st century poses to us and international society as a whole. I agree with you that Russian-American relations must be approached pragmatically, cooperate on an equal basis across a broad spectrum of coinciding interests, and find rational solutions to existing disagreements on a mutually acceptable basis.

I think that a good foundation has been created for such an approach in our relations, useful experience has been accumulated through many trials and even errors. Therefore, by building positive continuity on it and at the same time taking into account new realities, we can move forward in expanding the improvement of our cooperation and interaction. The main thing is; as you rightly emphasize, is that; that we threaten each other more and do not see each other as adversaries. Of particular importance now, of course, is the beginning of our direct dialogue, in which you and I, as I understand it, adhere to a common approach. I know that you value frank personal communication. In this regard, in the coming months, without waiting for some large international forum, I would suggest considering the possibility of our meeting, say, in a third country: Such a meeting would not be of a formalized nature; it would take a long time to prepare through bureaucratic channels, and there we could, without unnecessary detail, exchange views on the international economic and political situation, the priorities of our interaction. Of course, you and I will not solve all the problems “on the spot,” but we will undoubtedly give our representatives an impetus for a productive dialogue.

This, in particular, applies to the complex of strategic offensive arms/missile defense problems. Here, as we understand, there is both a coincidence of approaches regarding further reductions in nuclear weapons, and fundamental disagreements regarding missile defense. It is necessary to find ways and return to a joint search for means of ensuring our national security and maintaining strategic stability.

In principle, I am ready to talk about our vision of the most pressing regional problems. The last years of the 20th century once again clearly demonstrated that success in a peaceful settlement can only come when Russia and the United States act together or on parallel courses. This concerns our common interest in continuing the negotiation process in the Middle East, in resolving the situation in the Balkans, the Korean Peninsula, in countering the international terrorist threat, and in solving many other problems.

An important task is to make fuller use of the potentials of the two countries in intensifying Russian-American business ties against the backdrop of a difficult international economic situation, and making the relevant bilateral mechanisms more effective.

If such a plan of action, based on the situation that is developing in the United States after the presidential elections, suits you, then it would be advisable to hold a meeting of our foreign ministers to launch it. Relevant instructions from I.S. I have already given Ivanov and I hope that K. Powell will also receive a similar assignment.

In conclusion, I would like to once again express the hope that relations of equal, mutually beneficial cooperation between Russia and the United States will receive concrete development for the benefit of the peoples of our two countries and the entire international community.

Sincerely,

V. PUTIN
Speaking about diplomatic correspondence, one cannot fail to mention documents emanating from the highest legislative bodies: appeals to the parliaments of various states on issues of disarmament, prevention of nuclear war, joint communiqués of parliaments following the visits and negotiations of parliamentarians.

Important diplomatic documents include responses by leading statesmen to appeals or questions from representatives of public organizations or individuals; answers to questions from newspaper correspondents on the most pressing issues of the international situation; speeches of state representatives at international forums and public meetings dedicated to significant dates in relations with foreign states; speeches by heads of state, government, and foreign ministers at diplomatic receptions in honor of foreign guests. Such documents are usually published in the press. They are filled with great political content and affect not only bilateral relations, but also global problems, due to which they receive great international resonance.

International practice knows documents of a diplomatic nature that are adopted on a regional and global basis. These include UN documents.

During its existence, the UN has adopted a significant number of different documents that have had a significant impact on international processes and the formation of the international climate. As an example, we can cite two of them: the Universal Declaration of Human Rights (December 1948), which declared that “all human beings are born free and equal in dignity,” and the Declaration on the Granting of Independence to Colonial Countries and Peoples (December 1960). ), which stated that “all peoples have the right to self-determination,” that “they freely determine their political status and pursue their economic, social and cultural development.”

Although, in accordance with the UN Charter, documents adopted by the General Assembly are in the nature of recommendations, they nevertheless have great moral and political weight and influence the formation of the position of the world community on a particular issue. Thus, the Declaration of 1960 contributed to the completion of the collapse of the colonial system.

As one foreign journalist wittily put it, “a UN resolution is not a restaurant menu that can be easily rejected.”

In any diplomatic document, both content and form are important. In this regard, the technique of drawing up such documents and the ability to realize the possibilities inherent in documents of various types deserve attention.

Drafting a diplomatic document requires taking into account many factors. Ultimately, the diplomatic service decides what to leave in a particular document, what to omit, what arguments to give preference to, etc. However, it is necessary to take into account possible counter-arguments from partners. Therefore, the preparation of this kind of documents requires great professional knowledge and diplomatic experience.

The Russian diplomatic service actively uses the entire arsenal of forms of diplomatic correspondence. Having accumulated extensive experience in drafting diplomatic documents, openly addressing governments and peoples, Russian diplomacy influences the outside world, mobilizes all progressive forces in defense of peace and trust between peoples.

Diplomatic correspondence, like diplomacy in general, has gone through a long path of development. Being one of the forms of diplomatic activity of the state, diplomatic documents reflect the features inherent in the socio-economic system of the country, language, and culture. However, despite all the differences, what was common to diplomatic documents of different eras was that special requirements have always been and continue to be imposed on them to this day. And the point is not only that in the past, diplomatic documents came only from the monarch or were signed by an authorized person on his behalf and were addressed to someone else, the head of state. Whether the document was written in cuneiform on clay tablets, like the agreement between the Egyptian pharaoh Ramses II and the Hittite king Hattushil III (1296 BC), or on papyrus, silk, paper, it had a special meaning (“written with a pen - you can’t cut it out with an ax"). Sovereign heads of state committed themselves to upholding the “letter and spirit” of the document. Deviations from accepted obligations (oral or written) entailed a loss of prestige and trust, which, of course, does not go unnoticed for the state.

Since all documents of diplomatic correspondence are official, the correct choice of the type of document is of great importance: it must correspond to the specific case.

In this case, one should proceed mainly from the content of the document, have a good knowledge of the technique of diplomatic correspondence and take into account the traditions of the host country when it comes to notes of a diplomatic mission. It is customary to respond to a verbal note with a verbal note, and to a personal letter with a personal letter. It is considered impolite to respond to a personal letter with a verbal note, just as it is considered impolite to respond to a letter with a personal signature with a letter with the name typed on a typewriter.

A diplomatic document requires a response. Failure to respond will be perceived as a response of a certain negative nature: This form of response should be resorted to in exceptional cases. Any document begins with an appeal. The exact title and surname of the person to whom the document is addressed are sometimes no less important than its contents. Any distortions in the past and now are not allowed.

During the reign of Alexei Mikhailovich (1645-1676)* in Rus', the embassy order (then Ministry of Foreign Affairs) was headed by the outstanding Russian diplomat Duma boyar Ordin-Nashchokin. In the official letter drawn up in the embassy order addressed to the tsar, the word “sovereign” was omitted; In this regard, the king sent Ordin-Nashchokin a letter with the following content:

“On the 19th day of April, he naturally wrote to us, and in your reply in the first column it is written where it was necessary to write us, the great sovereign, and they wrote the great one, but the sovereign was not written. And you did this without caution, and all our letters will come to you, and henceforth you would write our, the great sovereign’s, name and honor with great caution in your replies and in all our affairs that will be in the letter.

And you, clerks, would read all the letters yourself more than once and look out for them so that in future there would be no such carelessness in your letters.

...And the clerk Grishka Kotoshikhin, who wrote that formal reply, was ordered to inflict punishment on the mother for this - to beat the batogs”1.

* Alexei Mikhailovich (1645-1676) since 1645 pursued an active foreign policy, the most important tasks of which he considered the return of Russian lands that were under the rule of the Polish-Lithuanian Commonwealth and Sweden, as well as ensuring the security of the southern borders from attacks by Turkey and its vassal - the Crimean Khanate. Alexey Mikhailovich personally signed decrees and documents, directly supervised foreign policy negotiations with Sweden, Poland and other states, and strengthened control over the activities of Russian ambassadors.

Currently, such severe penalties are not imposed for errors in a diplomatic document, but they are still fraught with serious consequences.

Strictly adhering to traditional norms and rules of correspondence, diplomatic protocol closely monitors compliance with these norms and rules on the part of foreign states, and resolutely opposes their violation and, even more so, attempts to damage the dignity of the country.

One of the requirements for a diplomatic document to this day remains the correct spelling of the addressee's surname and title. A document may sometimes contain something unpleasant for the addressee, but politeness formulas must be observed. Many people are very particular about spelling and the order in which their names are written. Both must strictly comply with the records in official documents emanating from the institutions in which these individuals work. Particular attention is required when writing complex names and surnames (Spanish, Arabic, etc.), and abbreviations should not be allowed, guided by the rules of the Russian language. Some peoples do not have surnames as we understand them, they only have a name, to which the father’s name is sometimes added in official correspondence; an arbitrary abbreviation of one name can cause a person justified offense.

Figuring out where the last name is and where the first name is is the responsibility of everyone tasked with preparing a diplomatic document. Do not infringe on the dignity of your partner, show correctness and respect - this is what the correct writing of a message and address means. In this case, the form is no less important than the content. The history of diplomacy knows many examples when attempts were made to codify titles and formulas of politeness when addressing monarchs, members of their families, representatives of the church, dukes, marquises, baronets, I'm stupid. Back in the middle of the 17th century, the Russian embassy order established a list of “titles to which the Moscow Tsar wrote to the potentate.” The basis was the principle of mutual respect: “... the king writes in his letters to the surrounding great potentates their titles according to their dignity, as they describe themselves, without belittling.”

An inexperienced diplomat tasked with conducting correspondence can often face difficulties even today, especially when leaving documents addressed to heads of state. So, in 1984, the head of Malaysia was Sultan Iskander. Its full title could hardly have been written accurately without the help of an authoritative source, but even here some “perestroika” could not have happened. The clarified title of the head of Malaysia was: “His Majesty Sultan Azlan Shah, Supreme Head of Malaysia, Akong of Malaysia.” No less original was the official title of the former head of state of Zaire: “His Excellency Marshal Mobutu Sese Seko Kuku Ngebendu Wa Za ​​Banga, President of the Republic of Zaire, Chairman of the Executive Council, Chairman - Founder of the People's Movement.”

And here is the title of the head of state and government of Brunei Darussalam, with which Russia established diplomatic relations and sent its ambassador: “His Majesty Sultan Sir Muda Hassanal Bolkiah Muizzadin Waddaulah Sultan and Head of State, Prime Minister of Brunei Darussalam.”

Errors in spelling or understanding the names and surnames of high-ranking officials sometimes lead to oddities, as, for example, in the semi-anecdotal case of a hotel owner in the south of France. A foreigner approached him with a request to give him a hotel room; when asked who he was, the foreigner replied: Domingo Rumardo Montealegre Almendares Covarrubias; Having heard this, the owner said that the first two could stay in his hotel, and the rest - in the hotel opposite... And this was one Spaniard.

At first glance, it may seem unimportant if one note begins with the words “... has the honor to announce that...”, and the other simply “... informs that...” However, this is far from the case. Departures from the generally accepted formula may occur. But this must be a deliberate step, and it needs serious reasons. When, for example, a representation is made or a protest is expressed in connection with some conflict situation, the document may not contain the usual final compliment (“... takes advantage of the opportunity to renew... assurances of his... respect”).

Attempts by the diplomacy of some countries to abandon established formulas of politeness do not find support in international practice. The vast majority of states show each other signs of respect in their diplomatic correspondence. If one of the parties refuses the politeness formulas, then, based on the principle of reciprocity, the other party does the same.

A diplomatic document must have an impeccable appearance. Therefore, all diplomatic documents are printed on the highest quality machine-cut paper. When printing text, erasures and corrections are not allowed. Envelopes for documents must be of appropriate size and quality. The seal should be in its proper place - at the bottom of the document, and the text should be beautifully located throughout the entire sheet.

History knows of cases when the paper on which a document was written carried a greater semantic load than its content itself.

In 1915, Japan presented an ultimatum to China - the so-called “twenty-one demands”. They were talking about extortionate conditions, and Chinese President Yuan Shikai was slow to respond. Then the Japanese ambassador advised him to hold the paper on which the ultimatum was printed to light. The watermarked silhouettes of Japanese warships were clearly visible on the paper.

Diplomatic correspondence of the present day does not require a huge number of scribes to “whitewash” official documents. Nowadays, personal letters of a semi-official nature are sometimes still written by hand. All other diplomatic letters are typed, often even using duplicating equipment. But at the same time, if the author of the letter wants to show signs of special respect to the addressee, addressing him (“Dear Mr. Ambassador”, “Mr. Minister”, etc.), as well as a final complement (“With best wishes”, “Sincerely yours”) ", etc.) he writes by hand, although the rest of the text will be typed.

Currently, affixing a seal to a diplomatic document has been reduced to a simple formality. Previously, the location of the seal on a document was of fundamental importance. In 1595, the Russian ambassador Vasily Tyufyakin, sent to Iran to conclude a treaty, was instructed to insist that “the shah order his nishan (seal) to be attached to the final document at the bottom, and not at the top.” As a compromise, the ambassador could agree that the Shah affix the seal “to the side, in the middle of the letter.”

The royal seal was a symbol of power and could only coexist with the seal of another sovereign and at the same level2. This testified to the equality and sovereignty of heads of state. And nowadays, when affixing notes with an official seal, you should carefully ensure that the coat of arms occupies the correct, strictly vertical position*.

* On the royal charters of Moroccan ambassadors, the seal is still placed at the top. This is perhaps the only country in the world that issues credentials in this way.
The Ministry of Foreign Affairs conducts diplomatic correspondence in the language of its country. However, a translation into a foreign language may BE attached to the official text. This is done if there is an intention to convey the contents of the document to the addressee as quickly as possible, and also to prevent possible inaccuracies that may be made when translating the document by the addressee. In the first years of the People's Commissariat of Foreign Affairs, a number of notes verbales were sent to foreign missions in Moscow in French.

Embassies may correspond with the Ministry of Foreign Affairs in the language of their country. But this rule is not universal. Embassies often conduct correspondence in the language of the host country or attach translations of documents into this language to the originals. Diplomatic documents, as a rule, must be delivered personally to the addressee or sent by courier and handed over to a special authorized person against signature. It is not recommended to send diplomatic correspondence by mail.

No matter how important the form and attributes of politeness in a diplomatic document are, priority should still be given to the content, clarity of presentation, logic of thought, evidence of facts, taking into account the characteristics of the addressee and his possible reaction.

A diplomatic document will be effective if it reflects the entire complex set of large and small problems affecting one or more countries, if it is imbued with concern for the good of humanity.

In diplomatic correspondence, inaccuracy, distortion of facts, or their understatement or exaggeration should not be allowed. Such sloppiness makes the document vulnerable, since its content will be called into question. Subsequent amendments and clarifications, as a rule, cannot help. Therefore, when analyzing and selecting facts in documents, you should use only those that have absolute reliability.

It is appropriate to apply the rule to diplomatic documents: words should be cramped, but thoughts should be spacious. The language of diplomatic documents is simple, laconic, comparisons and epithets are rarely used. However, an artistic image applied to a place can enhance the expressiveness of the document.

The word in a diplomatic document must be absolutely authentic to the concept embedded in it. If a word in some context can be understood and interpreted differently, then it is better not to use it, but to choose another one. The Russian language is rich and powerful, but a passion for literary style at the expense of clarity and clarity can be harmful.

While presenting the idea clearly and clearly, striving to use fresh words and unhackneyed formulations, the author of the document should not neglect already established and established concepts. There is no need, for example, to look for a semantic replacement for the expressions “peaceful coexistence”, “cold war”, politics “from a position of strength”, “new thinking”, “perestroika”, “public diplomacy”. These and other similar established expressions in different languages ​​express specific, unified concepts.

The word in diplomatic correspondence and in diplomacy in general can be both an ally and an enemy. Skillfully chosen and said to the point, it will convince those who doubt, sway those who are wavering in the right direction, and strengthen the conviction of those who sympathize. With a strict selection of verbal material, a diplomatic document will become evidentiary and convincing. A word spoken in a hurry, written in a document in a hurry, will become an enemy, as it is not for nothing that they say: “The word is not a sparrow; if it flies out, you will not catch it.”