General knowledge on diplomatic correspondence



Diplomatic Correspondence: An Overview

Diplomatic Correspondence

Correspondence is a means of formal communication. Diplomats carry out their business through Diplomatic Correspondence. It is by means of such correspondence that diplomats convey what they wish to tell their counterparts. Official business is conducted through such correspondence. Diplomatic correspondence has to follow certain format which is considered a common and standard format in the diplomatic community throughout the world.

Points to consider while drafting diplomatic correspondence

• It has to follow the prescribed format. Any deviation may cause embarrassment. It may also be construed as a derogatory or insulting act on the part of the sender, which may affect bilateral relations.

• It should be clear and succinct in conveying the intended message. It should avoid needless repetition, verbosity and ambiguity.

• It should be concise and precise – should not be verbose, should not be discursive.

• It should be courteous – should reflect due courtesy in language. However, the message of the letter could be strong and hard.

• Appropriateness of wordings and terminologies should be there. Diplomacy is a very delicate field to handle. Inappropriate words may affect the bilateral relations.

• Sensitive issues are also included in the correspondence. Therefore, due reporting to the policy makers is essential before sending letters.

• Should be pleasant, persuasive and non-offensive.

Types

First Person Note

It is a note written by a diplomat to his counterpart or other related officials. The first person note has the components of salutation (Sir, Excellency, Your Excellency, Honorable Minister etc), contents of the letter and concluding part. If the letter is written by President, Prime Minister or Minister of Foreign Affairs, it is normally written on their letterheads. In such a note, the person writing the note comes in the scene.

The Third Person Note

It is also called a Note Verbale. It begins with a formula of courtesy, such as ‘The Ministry of Foreign Affairs (Sending Office) presents its compliments to the Embassy of Republic of India (Receiving Office) and has the honour to inform that…. In the middle part, the main content is written and it ends with a courtesy sentence such as ‘The Ministry of Foreign Affairs (Name of the sending office) avails itself of this opportunity to renew to the Embassy of Republic of India in Katmandu (Receiving Office) the assurances of its highest consideration.’ It has signature (initial), seal of the office issuing the note, date, and the place.

Others

Non Paper

It is an informal type of document given by a diplomatic office to another willing to convey their position and information in certain issue or incidents. It is written in a plain paper and doesn't have official stamp and signature of official. In such types of correspondence the office which handovers the Non paper only wishes to convey their position but does not want make it as a formal one.

Draft Resolution

When a country or a group of countries wish to convey their position or want to introduce some sort of mechanism or structure within an International Organization, they come out with the draft resolution seeking the support of other countries or members.

Memorandum of Understanding

When two sides agree on the modalities of co-operation between them, generally it is done through an MOU where details about the cooperation modalities are described.

Press Release

It is a document issued on different occasions like after or before the visit, meeting, any incident, reaction to some happenings and to make clarify on different matters.

Joint Press Statement/Release

Joint Press Statement/Release is an official communication or bulletin released jointly to the press by the negotiating/concerned parties. It highlights areas where agreement has been reached, areas where progress has been achieved and areas where differences remain. It may provide dates and venues, if any, for further meetings or negotiations.

Aide Memoire

A written summary of the key points made by a diplomat in an official conversation is known as Aide Memoire. Literally, a document left with the other party to the conversation, either at the time of the conversation or subsequently, is an aid memory. It is also prepared to convey the official position of a country/office to other country/office either in the hope of getting their support or making owns position clear.

Declaration

It may have two quite different meanings in diplomacy. First it may mean a unilateral statement by one state, ranging from an expression of opinion or policy to a declaration of war. It may also mean a joint statement by two or more states having the same binding effect as a treaty. In this latter connection declarations can be put forward either in their own right or appended to a treaty as an added understanding or interpretation.

Exchange of Notes/Letters

It is a common way of recording an agreement. The contents of the notes are, of course, agreed upon in advance by the two nations/sides. First a note is send by one and it is replied by other side acknowledging it.

Joint Communiqué

It is a joint statement issued on completion of the visit of the head of the state, head of the government, ministers and other high level dignitaries duly signed by the authorized person from both parties with full power to do so. In a joint communiqué areas of agreement are highlighted while areas of disagreement are kept under the carpet temporarily. It is usually an upbeat, positive statement on the state of relations of the two or more governments. It has binding nature so the parties are obliged to fulfill the obligations expressed in the document.

• It is customary to mention, at the outset of the communiqué, the name and designation of the head of the visiting delegation along with his/her entourage members and official meetings convened during the visit.

• It is common practice to refer past history of relation, common understanding, shared vision and preferences between two parties.

• Joint Communiqué usually clarifies common position on bilateral issues. No contentious issues are included in Joint Communiqué. Matters included in Joint Communiqué are obligatory to the parties.

• Joint Communiqué may not be issued if parties concerned fail to reach in common position on issues required to be addressed.

• Joint communiqué is released jointly by the parties involved either in negotiations or visits of high dignitaries like Head of the State, Head of the Government, Foreign Minister etc.

• Joint communiqué is drafted in third person language.

• A joint communiqué is normally composed in the following format:

o The first paragraph contains period of visit, names and titles of hosting and visiting dignitaries starting from the visiting one and accompanied spouses & members.

o The middle paragraphs between the first and last contain matters of negotiations, discussions, agreements and understandings agreed upon.

o A joint communiqué ends extending an invitation to the counterpart of the visiting dignitary or even higher dignitary if the visit is not at the Heads of State level following date and place.

Joint Communiqué

Of the Government of India and the Government of Nepal

(The following is the full text of the Nepal-India Joint Communiqué signed by the Prime Minister, Mr. Krishna Prasad Bhattarai, and the Prime Minister of India, Mr. Vishwanath Pratap Singh, in New Delhi on Sunday, June 10, 1990).

Shri K. P. Bhattarai, the Prime Minister of Nepal, visited India from 8-10 June, 1990 at the invitation of the Prime Minister of India, Shri V. P. Singh. The two leaders held talks on bilateral, regional, and international issues of mutual concern. The talks were held in the most cordial and friendly atmosphere, characterizing the age-old ties and shared values of the two countries in the economic, social, cultural and religious spheres.

The Prime Minister of India applauded the success of the movement for democracy in Nepal and the commencement of the process of the establishment of a multi-party system with a constitutional monarchy and with the people of Nepal as the repository of power. The two leaders reaffirmed their desire promptly to normalize the unique, friendly and brotherly relations between their two peoples, impart them new dimensions and dynamism and elevate them to ever-rising levels of cordiality.

The two leaders reiterated their Governments’ adherence to and respect for the principles of sovereign equality, territorial integrity, national independence, non-use of force, non-interference in each other’s internal affairs and peaceful settlement of all disputes. They agreed that Nepal and India will fully respect each other’s security concerns. In this context, neither side will allow activities in its territory prejudicial to the security of the other. The two countries shall have prior consultations with a view to reaching mutual agreement on such defense related matters which, in the view of either country, could pose a threat to its security.

The two leaders declared their solemn intention to usher in a new era of cooperation between the two countries – particularly in the spheres of industrial and human resources development, for the harnessing of the waters of the common rivers for the benefit of the two peoples and for the protection and the management of the environment.

During his visit, the Prime Minister of Nepal called on the President of India, Shri R. Venkataraman and on the Vice-President of India, Dr. S. D. Sharma. He also visited Rajghat and Shantivana and laid wreaths in honor of Mahatma Gandhi and Pandit Jawaharlal Nehru.

The Prime Minister of Nepal extended a cordial invitation to the Prime Minister of India to visit Nepal. The invitation was accepted with pleasure.

Done at New Delhi, June 10, 1990

Joint Communiqué’ on Hon President of Maldives Visit to Nepal

H.E. Mr. Mohammad Naseed President of Maldives visited Nepal from 8-10 January 2011 at the invitation of the President of Nepal H E Ram Baran Yadav. The two leaders held talks on bilateral, regional and international matters of mutual concerns. The talks were held in the most cordial and friendly atmosphere.

The two leaders reaffirmed their commitment and desire to further strengthen the friendly relation subsisting between their two countries to the best interest of sovereign equality, territorial integrity and national independence. Both the leaders reiterated their unflinching support to the principles of UN, NAM and SAARC.

The two Presidents declared their solemn intention to usher in a new era of co-operation between the two countries particularly in the spheres of tourism, human resources, Protection of environment, concerns for LDCs and SIDCs.

During his visit President of Maldives held meeting with H E Vice President, Rt Hon prime Minister. He also visited Hanuman Dhoka Durbar Square, National Museum and Martyrs memorial where he laid wreaths in honors of the Martyrs.

The President of Maldives extended a cordial invitation to the President of Nepal to visit Maldives. The President of Nepal accepted the invitation with pleasure.

Kathmandu

January 10, 2011

Press Release

The Executive Director of Conference on Interaction and Confidence Building Measures in Asia (CICA) Ambassador Gong Jianwei called on Minister for Foreign Affairs Hon. Mr. Pradeep Kumar Gyawali at the Ministry of Foreign Affairs today.

Hon. Minister welcomed the Executive Director and congratulated him for the role played by the organization in areas of peace and development though various confidence building measures.

The Executive Director briefed to Hon. Minister for Foreign Affairs about the role and activities of organization.

Earlier this morning, the Executive Director called on the Foreign Secretary, H.E. Mr. Shanker Das Bairagi at the latter's office. During the meeting, the role of CICA in areas of economic, environmental and human dimension was discussed. The Foreign Secretary expressed the hope that the confidence building measures initiated by the CICA would contribute to fostering peace, security and stability in Asia.

CICA was established in 1992 and has headquarters in Astana, Kazakhstan.

Ministry of Foreign Affairs,

Singhadurbar

1 June 2018

Press Release

H.E. Mr./Ms. XYZ, Ambassador of ABC called on Rt. Hon. President Mr./Ms. …. at the latter's Office today. Matters of mutual interest including cooperation and collaboration on climate change and disaster management were discussed during the meeting.

 

H.E. Ambassador scheduled to call on Rt. Hon. Prime Minister Mr. ……………..on 19 July 2018.

Office of the President/OPMCM/MoFA

………….

18 July 2018

(Invitation)

January 10, 2011

Excellency,

I take great pleasure in informing Your Excellency that the thirty-third Session of the SAARC Council of Ministers is being held in Kathmandu from March 21-22, 2011.

Your Excellency may be aware that this meeting, as an Inter-Summit Ministerial Meeting, will make review of the progress so far made in the implementation of the decisions of the fifteenth SAARC Summit held in Kathmandu in January last year.

I am therefore confident that the Ministerial Meeting, based on its review and assessment, will be able to provide further impetus to the core activities of cooperation under the framework of SAARC in the days ahead.

I have the honor and privilege to extend to Your Excellency a cordial invitation to lead the delegation of India to the Meeting of the Council.

My wife and I look forward to welcoming Your Excellency and Madame Sinha in Kathmandu for the Meeting of the SAARC Council of Ministers.

Please accept, Excellency, the assurances of my highest consideration.

Madhav Kumar Nepal

His Excellency S M Krishna

Minister of External Affairs

Government of India, New Delhi

(Congratulations message)

January 10, 2011

Excellency,

On behalf of the Government and people of Nepal as well as on my own, I would like to extend to Your Excellency my sincere congratulations and best wishes on your assumption of the high office of the President of the Republic of India.

I am confident that the friendly relations so happily subsisting between our two countries will be further strengthened in the days ahead.

Please accept, Excellency, the assurances of my highest consideration.

Ram Baran Yadav

Her Excellency

Ms Pratibha Patil

President of the Republic of India

(Condolence message)

January 10, 2011

Excellency,

I am deeply saddened to learn of the heavy loss of lives and property caused by the recent floods in China.

On behalf of the government and people of Nepal as well as on my own, I would like to extend to Your Excellency and through you to the affected people my heartfelt condolences and sympathies.

Please accept, Excellency, the assurances of our highest consideration.

Madhav Kumar Nepal

His Excellency

Mr. Jiang Zemin

President of the People’s Republic of China

Beijing, China

(Condolence message)

June 27, 2002

Excellency,

I am saddened to learn the passing away of Mr. Pierre Werner, former Prime Minister of Luxembourg on June 24, 2002. At this hour of tragedy, I wish to extend my heartfelt condolences and sympathies to Your Excellency and through you to the bereaved family members and the people and the government of Luxembourg.

May the departed soul rest in peace.

Please accept, Excellency, the assurances of my highest consideration.

Sher Bahadur Deuba

His Excellency

Mr. Jean-Claude Juncker

Prime Minister of Luxembourg

Luxembourg

(Congratulations Message)

HIS EXCELLENCY

DR. RM MARTY M. NATALEGAWA

FOREIGN MINISTER OF THE REPUBLIC OF INDONESIA

JAKARTA

EXCELLENCY,

I AM PLEASED TO EXTEND MY WARM CONGRATULATIONS AND BEST WISHES TO YOUR EXCELLENCY ON YOUR APPOINTMENT AS THE MINISTER FOR FOREIGN AFFAIRS OF THE REPUBLIC OF INDONESIA.

I BELIEVE THAT THE CORDIAL AND FRIENDLY RELATIONS SO HAPPILY SUBSISTING BETWEEN OUR TWO COUNTRIES WILL BE FURTHER STRENGTHENED DURING THE TENURE OF YOUR OFFICE.

SUJATA KOIRALA

DEPUTY PRIME MINISTER AND

MINISTER FOR FOREIGN AFFAIRS

GOVERNMENT OF NEPAL

HIS EXCELLENCY MR. HEINZ FISCHER

PRESIDENT OF AUSTRIA, VIENNA.

**************

EXCELLENCY,

I WOULD LIKE TO EXTEND TO YOUR EXCELLENCY MY HEARTIEST FELICITATIONS ON THE HAPPY OCCASION OF YOUR RE-ELECTION TO THE POST OF PRESIDENT OF AUSTRIA.

NEPAL AND AUSTRIA SHARE TRUE FRIENDSHIP AND COOPERATION BASED ON MUTUAL TRUST. I AM CONFIDENT THAT OUR RELATIONS, SO HAPPILY SUBSISTING BETWEEN OUR TWO COUNTRIES, WILL BE FURTHER STRENGTHENED DURING YOUR RENEWED TERM OF OFFICE.

I WISH YOUR EXCELLENCY GOOD HEALTH, HAPPINESS AND SUCCESS AS WELL AS FOR THE CONTINUED PROGRESS AND PROSPERITY OF THE PEOPLE OF AUSTRIA.

PLEASE ACCEPT, EXCELLENCY, THE ASSURANCES OF MY HIGHEST CONSIDERATION.

DR. RAM BARAN YADAV

PRESIDENT OF NEPAL

(National Day Message)

Her Excellency

Mrs. pratibha devisingh patil

president of the republic of india

new delhi

on the HAPPY OCCASION OF THE Republic DAY OF India, I EXTEND TO YOUR EXCELLENCY CORDIAL FELICITATIONS AND BEST WISHES FOR YOUR EXCELLENCY’S PERSONAL HEALTH AND HAPPINESS AND FOR THE PROGRESS AND PROSPERITY OF THE PEOPLE OF India.

I AM CONFIDENT THAT THE AGE-OLD FRIENDLY RELATIONS EXISTING BETWEEN OUR TWO COUNTRIES AND THE PEOPLE WILL GROW FURTHER IN THE YEARS AHEAD.

Dr. ram baran yadav

president of nepal

his EXCELLENCY

Dr. Manmohan singh

prime minister of the republic of india

New Delhi

***************************************************************************

ON THE happy OCCASION OF THE republic day of india, ON BEHALF OF the GOVERNMENT and People OF NEPAL, AND ON MY OWN, I EXTEND TO YOUR excellency, AND through you to THE PEOPLE OF india MY SINCERE CONGRATULATIONS.

I AM CONFIDENT THAT THE AGE-OLD FRIENDLY RELATIONS EXISTING BETWEEN OUR TWO COUNTRIES AND THE PEOPLE WILL GROW FURTHER IN THE YEARS AHEAD.

I WISH YOUr excellency's GOOD HEALTH AND HAPPINESS AS WELL AS PROGRESS AND PROSPERITY OF THE PEOPLE OF india.

madhav kumar nepal

prime minister of nepal

Note Verbale

The Embassy of the Federal Republic of Germany presents its compliments to the Ministry of Foreign Affairs, Government of Nepal, has the honor to communicate that the organization DSE is organizing a Regional Workshop “Competition, Law and Policies: Recent Initiatives” in Islamabad, Pakistan from 09 to 13 July, 2011 and requests the nomination of three participants.

The participants are requested to prepare a country paper about the harmonization efforts in Nepal and about the modern competition policy and laws within the SAARC region.

Please let the Embassy have your letter of nomination of suitable participants by June 22, 2001. Flight reservations and tickets will be arranged by the DSE.

The Embassy of the Federal Republic of Germany avails itself of this opportunity to renew to the Ministry of Foreign Affairs, His Majesty’s Government of Nepal, the assurance of its highest consideration.

Kathmandu, 10 January, 2011

(stamp, initial signature)

(Third person note)

No…..

The Embassy of the State of Kuwait presents its complements to the Ministry of External Affairs, Government of India, all Diplomatic/Consular Missions and offices of the Specialized Agencies of the United Nations and other International Organizations in New Delhi and regret to inform with profound grief and deep sorrow that His Highness Sheikh Juber Al-Ahmad Al-Jaber Al-Sabah, the Amir of the State of Kuwait has passed away on 15th January 2006.

A Condolence Book will be kept open at the Embassy of the State of Kuwait, 5-A, Shantipath, Chanakyapuri, New Delhi on the following dates and time:

Tuesday, 17.1.06 11:00 a.m. – 4:00 p.m.

Wednesday, 18.1.06 11:00 a.m. – 4:00 p.m.

Thursday, 19.1.06 11:00 a.m. – 4:00 p.m.

The Embassy of the State of Kuwait avails itself of this opportunity to renew to the Ministry of External Affairs, Government of India, all Diplomatic/Consular Missions and offices of the Specialized agencies of the United National and other International Organizations in New Delhi the assurances of its highest consideration.

New Delhi, 16 January, 2006

(Stamp, initial signature)

Ministry of External Affairs

Gulf Division

(Message in Quote and Unquote)

No…….

Excellency,

I have the honour to communicate the following message of condolences from His Majesty Gaynendra Bir Bikram Sha Dev, King of Nepal to His Excellency Mr. A.P.J. Abdul Kalam, President of the Republic of India. I shall be grateful if Your Excellency could kindly transmit the same to its highest destination.

Message

Quote

Excellency,

We are deeply saddened to learn of the heavy loss of lives and extensive damages caused to properties as a result of massive floods in the western state of Maharastra of India in recent days.

In this hour of grief, we, on behalf of the Government and people of Nepal, and on our own behalf, would like to extend deepest condolences and sympathies to Your Excellency, and through you to the government and the friendly people of the Republic of India and the bereaved families.

The people of Nepal join us in wishing an early recovery from the flood situation and resumption of normal life in the flood affected areas.

Please accept, Excellency, the assurances of our highest consideration.

Gyanendra Bir Bikram Shah Dev

His Excellency

Mr. A.P.J. Abdul Kalam

President of the Republic of India

New Delhi, India

Unquote

Please accept, Excellency, the assurances of my highest consideration.

K D Adhikari

His Excellency Mr. P. M. Nair

Principal Secretary to the President of India

Rastrapati Bhawan, New Delhi

Joint Communiqué

It is a joint statement issued on completion of the visit of the head of the state, head of the government, ministers and other high level dignitaries duly signed by the authorized person from both parties with full power to do so. In a joint communiqué areas of agreement are highlighted while areas of disagreement are kept under the carpet temporarily. It is usually an upbeat, positive statement on the state of relations of the two or more governments. It has binding nature so the parties are obliged to fulfill the obligations expressed in the document.

• It is customary to mention, at the outset of the communiqué, the name and designation of the head of the visiting delegation along with his/her entourage members and official meetings convened during the visit.

• It is common practice to refer past history of relation, common understanding, shared vision and preferences between two parties.

• Joint Communiqué usually clarifies common position on bilateral issues. No contentious issues are included in Joint Communiqué. Matters included in Joint Communiqué are obligatory to the parties.

• Joint Communiqué may not be issued if parties concerned fail to reach in common position on issues required to be addressed.

• Joint communiqué is released jointly by the parties involved either in negotiations or visits of high dignitaries like Head of the State, Head of the Government, Foreign Minister etc.

• Joint communiqué is drafted in third person language.

• A joint communiqué is normally composed in the following format:

o The first paragraph contains period of visit, names and titles of hosting and visiting dignitaries starting from the visiting one and accompanied spouses & members.

o The middle paragraphs between the first and last contain matters of negotiations, discussions, agreements and understandings agreed upon.

o A joint communiqué ends extending an invitation to the counterpart of the visiting dignitary or even higher dignitary if the visit is not at the Heads of State level following date and place.

Joint Communiqué

Of the Government of India and the Government of Nepal

(The following is the full text of the Nepal-India Joint Communiqué signed by the Prime Minister, Mr. Krishna Prasad Bhattarai, and the Prime Minister of India, Mr. Vishwanath Pratap Singh, in New Delhi on Sunday, June 10, 1990).

Shri K. P. Bhattarai, the Prime Minister of Nepal, visited India from 8-10 June, 1990 at the invitation of the Prime Minister of India, Shri V. P. Singh. The two leaders held talks on bilateral, regional, and international issues of mutual concern. The talks were held in the most cordial and friendly atmosphere, characterizing the age-old ties and shared values of the two countries in the economic, social, cultural and religious spheres.

The Prime Minister of India applauded the success of the movement for democracy in Nepal and the commencement of the process of the establishment of a multi-party system with a constitutional monarchy and with the people of Nepal as the repository of power. The two leaders reaffirmed their desire promptly to normalize the unique, friendly and brotherly relations between their two peoples, impart them new dimensions and dynamism and elevate them to ever-rising levels of cordiality.

The two leaders reiterated their Governments’ adherence to and respect for the principles of sovereign equality, territorial integrity, national independence, non-use of force, non-interference in each other’s internal affairs and peaceful settlement of all disputes. They agreed that Nepal and India will fully respect each other’s security concerns. In this context, neither side will allow activities in its territory prejudicial to the security of the other. The two countries shall have prior consultations with a view to reaching mutual agreement on such defense related matters which, in the view of either country, could pose a threat to its security.

The two leaders declared their solemn intention to usher in a new era of cooperation between the two countries – particularly in the spheres of industrial and human resources development, for the harnessing of the waters of the common rivers for the benefit of the two peoples and for the protection and the management of the environment.

During his visit, the Prime Minister of Nepal called on the President of India, Shri R. Venkataraman and on the Vice-President of India, Dr. S. D. Sharma. He also visited Rajghat and Shantivana and laid wreaths in honor of Mahatma Gandhi and Pandit Jawaharlal Nehru.

The Prime Minister of Nepal extended a cordial invitation to the Prime Minister of India to visit Nepal. The invitation was accepted with pleasure.

Done at New Delhi, June 10, 1990

Joint Communiqué’ on Hon President of Maldives Visit to Nepal

H.E. Mr. Mohammad Naseed President of Maldives visited Nepal from 8-10 January 2011 at the invitation of the President of Nepal H E Ram Baran Yadav. The two leaders held talks on bilateral, regional and international matters of mutual concerns. The talks were held in the most cordial and friendly atmosphere.

The two leaders reaffirmed their commitment and desire to further strengthen the friendly relation subsisting between their two countries to the best interest of sovereign equality, territorial integrity and national independence. Both the leaders reiterated their unflinching support to the principles of UN, NAM and SAARC.

The two Prime Ministers declared their solemn intention to usher in a new era of co-operation between the two countries particularly in the spheres of tourism, human resources, Protection of environment, concerns for LDCs and SIDs.

During his visit President of Pakistan held meeting with Vice President, Rt Hon prime Minister. He also visited Hanuman Dhoka Durbar Square, National Museum and Martyrs memorial where he laid wreaths in honors of the Martyrs.

The President of Maldives extended a cordial invitation to the President of Nepal to visit Maldives. The President of Nepal accepted the invitation with pleasure.

Kathmandu

January 10, 2011

Suggested talking points for H.E. Mr. Pradeep Kumar Gyawali, Minister for Foreign Affairs during courtesy call on by H. E. Mr. Gong Jianwei , Executive Director of Conference of Interaction and Confidence Building Measures in Asia (CICA)

………..

Hon. Minister may wish to:

1. Welcome Executive Director of CICA H.E. Mr. Gong Jianwei to his office.

2. Congratulate Mr. Jianwei for the achievements of CICA during the chairmanship of China. Also appreciate his role and efforts in promoting the objective of CICA.

3. Express happiness that CICA has been an active forum and deliberating on its roles in order to achieve its goals and objectives in regular basis.

4. Express that Nepal believes on the significant role of multilateral and regional organizations in achieving world peace and prosperity. Also express that the goal and objectives of CICA are complementing in enhancing cooperation towards promoting peace, security and stability in Asia.

5. Express Nepal's confidence on the role of CICA in contributing to achieve peace and stability in Asia for sustainable peace and development through its confidence building measures.

6. Express happiness to know that the process of implementation of confidence building measures within CIA framework has already commenced.

7. Highlight Nepal's unique success story of Peace Process which could be shared as one of the best practices as to how conflicts can be resolved and peace and stability could be achieved through dialogue.

8. State that with the completion of three-tier elections and with the formation of majority government, Nepal is in the path of stability. Also state that present government's priority is economic development and prosperity with sustaining peace in the country.

9. Express willingness to work with CICA and contribute in achieving its goals and objectives.

10. Discuss with CICA regarding the role Nepal can play to further enhance the initiatives taken by CICA with emphasis on the economic and environmental dimension.

11. Wish for his pleasant stay in Kathmandu and safe journey back to Astana.

12. Wish him a successful tenure of office.

Regional Organisations Division

Ministry of Foreign Affairs

Singha Durbar, Kathmandu

……………….

Press Release

The Executive Director of Conference on Interaction and Confidence Building Measures in Asia (CICA) Ambassador Gong Jianwei called on Minister for Foreign Affairs Hon. Mr. Pradeep Kumar Gyawali at the Ministry of Foreign Affairs today.

Hon. Minister welcomed the Executive Director and congratulated him for the role played by the organization in areas of peace and development though various confidence building measures.

The Executive Director briefed to Hon. Minister for Foreign Affairs about the role and activities of organization.

Earlier this morning, the Executive Director called on the Foreign Secretary, H.E. Mr. Shanker Das Bairagi at the latter's office. During the meeting, the role of CICA in areas of economic, environmental and human dimension was discussed. The Foreign Secretary expressed the hope that the confidence building measures initiated by the CICA would contribute to fostering peace, security and stability in Asia.

CICA was established in 1992 and has headquarters in Astana, Kazakhstan.

Ministry of Foreign Affairs,

Singhadurbar

1 June 2018

A Brief Note on

Conference on Interaction and Confidence Building Measures in Asia (CICA)

 Introduction

Conference on Interaction and Confidence Building Measures in Asia (CICA) is a multi-national forum aimed at enhancing cooperation towards promoting peace, security and stability in Asia. Its member states are committed to the UN Charter and believe that peace and security in Asia can be achieved through dialogue and cooperation.

The idea of convening the CICA was first proposed by H.E. Mr. Nursultan Nazarbayev, President of the Republic of Kazakhstan, on 5 October 1992, at the 47th Session of the United Nations General Assembly. This initiative was supported by a number of Asian countries. The two founding documents of CICA are Declaration on the Principles Guiding Relations among the CICA Member States adopted at the First Meeting of Ministers of Foreign Affairs held in Almaty on 14 September 1999 and Almaty Act, the charter of the CICA, adopted at the First Summit Meeting held in Almaty on 4 June 2002. These two documents became the stepping stone towards future evolution of the CICA.

The main objective of CICA are enhancing co-operation through elaborating multilateral approaches towards promoting peace, security and stability in Asia. The CICA pursues its policy based on the principles of sovereign equality, non-interference in internal affairs of the Member States and economic, social and cultural cooperation to achieve it’s All decisions within CICA framework are taken by consensus.

Member States

Presently CICA has 26 Member States accounting for nearly ninety percent of the territory and population of Asia. They are: Afghanistan, Azerbaijan, Bahrain, Bangladesh, Cambodia, China, Egypt, India, Iran, Iraq, Israel, Jordan, Kazakhstan, Kyrgyzstan, Mongolia, Pakistan, Palestine, Qatar, Republic of Korea, Russia, Tajikistan, Thailand, Turkey, United Arab Emirates, Uzbekistan, Viet Nam.

Nine countries and five multi-national organizations, including United Nations, have the observer status which are: (i) States: Belarus, Indonesia, Japan, Laos, Malaysia, Philippines, Sri Lanka, Ukraine and USA and (ii) Organizations: International Organization for Migration(IOM), League of Arab States, Organization for Security and Cooperation in Europe (OSCE), Parliamentary Assembly of the Turkic Speaking Countries (TURKPA) and United Nations.

Institutional Arrangements

Summit of the CICA Heads of State and Government is the highest decision making organ of CICA. The CICA Summit is convened every four years in order to conduct consultations, review the progress of, and set priorities for CICA activities. The fourth Summit took place in Shanghai, China in May 2014.

Meeting of the Ministers of Foreign Affairs is required to be held every two years. Ministerial Meetings are the central forum for consultations and examination of all issues related to CICA activities.  The fifth Ministerial meeting took place in April 2016.

Committee of Senior Officials meets as often as necessary, but not less than at least once a year to follow-up on previous CICA decisions, carry out consultations on the current CICA issues, oversee the work of Special Working Groups and co-ordinate the work of other meetings. 

Special Working Group studies specific issues, carries out the tasks mandated to it and submits reports to the Committee of Senior Officials.

Secretariat

CICA Secretariat, the administrative body of CICA is located in Almaty, Kazakhstan. It was established in 2006. The Secretariat comprises of Executive Director nominated by the Chairing country and Deputy Executive Director and Professional Personnel seconded by the Member States. The current Executive Director of CICA is Ambassador Gong Jianwei from China and the Deputy Executive Director is Ms. Anel Bakytbekkyzy from Kazakhstan. They are assisted at the Secretariat currently by diplomats from China, India, Russia and Kazakhstan who are seconded by their governments.

Following the tradition of the host of the Summit assuming the leadership of the organization, China is the current chair of CICA (2014-18).

Confident Building Measures (CBMs)

Creating an environment of confidence among Member States is central to the basic objectives of CICA. CICA Catalogue of Confidence Building Measures describes the various measures and Cooperative Approach for the implementation of the CICA CBMs lays down the procedures for implementing the confidence building measures. The Confidence Building Measures are categorised under five broad headings: economic dimension; environmental dimension; human dimension; fight against new challenges and threats; and military-political dimension.

The process of implementation of Confidence Building Measures within CICA framework has already commenced. Twelve Member States have volunteered to act as coordinating or co-coordinating countries for implementing specific projects of Confidence Building Measures in different areas.

CICA and International Organisations

CICA seeks to establish contacts and links with United Nations and regional and international organizations in support of its efforts to enhance peace, security and economic development in Asia. CICA was conferred observer status by the United Nations General Assembly at its 62nd session in 2007. In pursuance of its efforts to establish links with other organizations, CICA has signed Memorandum of Understanding with Economic Cooperation Organization (ECO), Eurasian Economic Community (Eurasec), International Organization for Migration (IOM), Assembly of People of Kazakhstan (APK), Shanghai Cooperation Organisation (SCO) and United Nations Office on Drugs and Crime (UNODC).

Nepal and CICA

CICA has taken initiatives to include as many Asian countries into the group for enhancing cooperation towards promoting peace, security and stability in Asia. The current chair of CICA, the People's Republic of China, has requested Nepal to seek the possibility of joining the organization as a member or as an observer. Ambassador Mr. Gu Ziping at the Ministry of Foreign Affairs of China talked with the officials of the Embassy of Nepal in Beijing regarding Nepal's possibilities of joining the organization. He informed that the financial contributions to the organization are voluntary. He also highlighted the positive role of CICA in promoting peace, stability and sustainable development in Asia, with its growing coverage and influence.

Opportunities:

1. It promotes partnership in Asia among countries for peace, prosperity and Security.

2. There is no obligatory membership fee or contributions. The contributions are solely voluntary.

3. CICA has intended to work closely on non-conventional dimensions of security. The declared dimensions of Confident Building Measures like economic dimension and environmental dimension could be of high significance to Nepal given our vulnerability in these sectors.

4. Nepal could benefit from various scholarships, workshops and other programs of the forum.

5. Joining the organization during the Chairmanship of China would indicate Nepal’s solidarity with China and its initiative for partnership and peace at the regional level.

6. The southern immediate neighbor India and other South Asian countries like Pakistan, Bangladesh and Afghanistan are its members whereas Sri Lanka is an observer.

Challenges

1. The Forum is run by voluntary contributions by member states. Hence, the Forum may always expect voluntary contributions from its members. This will have financial implications for Nepal in one way or the other.

2. CICA has 26 member and 9 observer countries so far. Among them, four (India, Pakistan, Bangladesh, Afghanistan) are SAARC members, four (India, Bangladesh, Thailand) are BIMSTEC members. Similarly, all six members of Sanghai Cooperation Organisation (SCO) are members of CICA. Hence, for a country like Nepal, active engagement in all these organizations/forums seems to be a challenge.

3. The member countries of CICA have to bear the expense of any official delegated to work in the CICA Secretariat or for the participation of any CICA meeting or events.

Conclusion

Asia has emerged as the global hub of economic growth and development. Twenty-six countries accounting for nearly ninety percent of the territory and population of Asia are already the members of this organization. CICA aims to include all countries having their territories in Asia. Currently China is the chair of CICA and it has taken initiatives to request Nepal to explore the possibilities of joining the organization. Most of the members of SAARC and all of the members of SCO are the members of CICA. Hence, Nepal may explore the possibilities of especial benefits that accrue to the membership of CICA vis-à-vis the possible liabilities.

May 2018

Kathmandu, Nepal

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BAY OF BENGAL INITIATIVE FOR MULTI-SECTORAL

TECHNICAL AND ECONOMIC COOPERATION

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Sixteenth BIMSTEC Ministerial Meeting

29 August 2018

Kathmandu, Nepal

Running Notes for the Chair/Hon. FM

Prepared as per the Draft Annotated Provisional Agenda

01. Opening of the Meeting

Secretary General of BIMSTEC will open the Meeting and make brief remarks. Secretary General will propose the Hon. Minister for Foreign Affairs of Nepal to be elected as the chairperson of the Meeting.

02. Election of the Chairperson of the Meeting

As per the existing practice, the Head of Delegation of the Member State hosting the Meeting i.e., Nepal (Hon. Minister for Foreign Affairs) will be elected as the Chairperson of the Meeting.

(Once the Secretary General gives the floor to the Hon. Foreign Minister)

Honourable Ministers,

Excellencies,

Secretary General of BIMSTEC,

Distinguished Delegates,

I extend my sincere thanks to you all for electing me as chair of this meeting and reposing trust and confidence on me.

I would seek your support in discharging my duty. I am confident that I will be able to steer the Meeting to productive deliberations and successful conclusion.

Let me make my opening remarks before we commence our agenda-wise deliberations.

(Opening Remarks)

Excellencies and distinguished delegates, with this brief remarks, May I now move to Agenda item 3: Adoption of the Agenda

Agenda Item 3: Adoption of the Agenda

Excellencies, I would like to draw your kind attention to the Agenda for today's Meeting which is contained in the Secretariat’s Document Number BIMSTEC/MM/16/2018/01/Rev.1 which has already been circulated to you.

May I invite the Meeting to consider the agenda?

(Some delegation may propose to add or delete some issues/agenda and, if there are request for the floor)

Now, I give the floor to Hon. …..

I thank Excellency for the proposal.

Now, I invite comments and observations on the proposal of.... from the floor.

(If those proposals are supported by others too, the agenda will be adopted accordingly)

(Pause)

I sense support for the proposal.

May I now propose to adopt the revised agenda?

If there are no further comments, may I take it that the Meeting wishes to adopt the agenda?

I see no objections.

It is so decided.

(Gavel)

Now, I invite you to move to the next Agenda item; that is country statements:

04. Statements by the Ministers of External Affairs/Foreign Affairs

As per the BIMSTEC practice, I now invite Heads of Delegation in alphabetical order to deliver their statements.

First of all, I would like to invite His Excellency Mr. Abul Hassan Mahmood Ali, M.P., Minister for Foreign Affairs of Bangladesh to deliver his statement.

Excellency, you have the floor.

(After the Foreign Minister of Bangladesh ends his statement)

I thank the Honorable Foreign Minister of Bangladesh for the statement.

Next, I would like to call upon, His Excellency Ambassador Mr. Sonam Tshong,

Foreign Secretary of Bhutan to deliver his statement.

(After the Foreign Secretary of Bhutan ends his statement)

I thank Ambassador Tshong for the statement.

Now, I would like to invite Gen. (Dr.) V. K. Singh (Rtd.), Minister of State for External Affairs of India to deliver his statement.

(After External Affairs Minister of India ends his statement)

I thank Hon. State Minister for External Affairs of India for the statement.

Now, I invite His Excellency Kyan Tin, Minister of International Cooperation of Myanmar to deliver his statement.

(After Minister of International Cooperation of Myanmar finishes his statement)

I thank Excellency for the statement.

I would now invite Hon. Vasantha Senanyake, Minister of State for Foreign Affairs of Sri Lanka to deliver his statement.

(After State Minister of Sri Lanka finishes his statement)

Thank you, Honourable State Minister for the statement.

Finally, may I invite His Excellency Don Pramudvinai, Minister of Foreign Affairs of Thailand to deliver his country statement.

(After Foreign Minister of Thailand finishes his statement)

Thank you, Excellency for your statement.

I thank the Honourable Ministers and Distinguished Delegates for delivering their statements and updating us about the implementation of the past decisions on agreed areas of cooperation.

I believe, the Secretariat has noted down the highlights of the statements which will be reflected in our report.

Excellencies, Distinguished Delegates,

Our Next item is Report by the Secretary General of BIMSTEC

05 Report by the Secretary General of BIMSTEC

I would like to request His Excellency M. Shahidul Islam, the Secretary General of BIMSTEC to present his report.

(Once Secretary General concludes presenting his report)

I thank the Secretary General for presenting the report.

Now I open the floor for comments, if any delegation wishes to take the floor, please do so.

(Look around the table if any delegation has raise the flag asking for floor)

I give the floor to .................. .

Thank you for the comment.

(After delegations make comments)

I thank all the delegation for their comments.

I request Secretariat to update the report including all the comments from the delegations.

Our Next Agenda is Briefing on the Preparation for the BIMSTEC Summit.

06 Briefing on the Preparation for the BIMSTEC Summit

Now, I would like to give floor to the delegation of Nepal to brief the Meeting on the preparation of the Summit.

(Once the Foreign Secretary concludes his presentation)

I thank you.

Do any delegations have any comments or question?

( If no flags has been raised)

I see none.

Let’s move to the next agenda item.

Excellencies, Distinguished Delegates,

I now propose to discuss Agenda item 7 and 8 together; Consideration and adoption of the Reports of the Special and the Nineteenth Session of the Senior Officials' Meeting.

07 Consideration and adoption of the Report of the Special Session of the BIMSTEC Senior Officials’ Meeting held in Kathmandu, Nepal on 11 August 2018

08. Consideration and adoption of the Report of the Nineteenth Session of the BIMSTEC Senior Officials’ Meeting to be held in Kathmandu, Nepal on 28 August 2018

I now give the floor to the Chair of the SOM, H. E. Mr. Shanker Das Bairagi, Foreign Secretary of Nepal, to present the Reports of both the sessions.

(Once Foreign Secretary of Nepal concludes his presentation)

I thank the Foreign Secretary of Nepal for presenting the reports of the Special and Nineteenth Sessions of the SOM.

Now I open the floor for comments, if any.

I see none. So the reports are adopted.

(Gavel)

The next Agenda is: Any Other Matters

11. Any Other Matters

May I now invite distinguished delegations to raise any issues or matters that you wish to bring to the attention of the Summit for deliberation.

(Pause)

(If no flag has been raised)

I see none.

Our Next item is: Date and Venue of the Seventeenth BIMSTEC Ministerial Meeting

12. Date and Venue of the Seventeenth BIMSTEC Ministerial Meeting

I open the floor for comments.

I thank delegation for the comments.

Our next agenda is: Consideration and Adoption of the Report of the Sixteenth BIMSTEC Ministerial Meeting

13. Consideration and Adoption of the Report of the Sixteenth BIMSTEC Ministerial Meeting

I request secretariat to display the draft report.

Are there any comments from the delegations?

I see none; I take it that the Meeting is agreeable to adopt the report.

(Gavel)

The next item is: Handover of the Chairmanship of BIMSTEC Ministerial Meeting

14. Handover of the Chairmanship of BIMSTEC Ministerial Meeting

(The Chairmanship of the BIMSTEC Ministerial Meeting will be handed over to Sri Lanka.)

Excellencies, Distinguished Delegates,

I would like to request the Hon. Minister of State for Foreign Affairs of Sri Lanka to assume the Chairmanship of the BIMSTEC Ministerial Meeting.

Now I would like give the floor to Hon. Minister of State for Foreign Affairs of Sri Lanka

(Once Hon State Minister concludes his remarks)

I thank Hon. Minister of State for Foreign Affairs of Sri Lanka for his remarks.

I congratulate Hon. Minister of State for Foreign Affairs of Sri Lanka for assuming the Chairmanship of the BIMSTEC Ministerial Meeting. ‘

I wish Sri Lanka a successful Chairmanship.

The last agenda item is: Closing Remarks by me

15. Closing Remarks by the Hon'ble Minister for Foreign Affairs of Nepal

Excellencies, Distinguished Delegates,

Allow me to make few closing remarks.

Closing Remarks.

I declare the closing of the .......

6 June 2016

MESSAGE

I am delighted to know that the Secretariat of the Bay of Bengal Initiative for Multi-Sectoral Technical and Economic Co-operation (BIMSTEC) is celebrating the Twenty-First Anniversary of the establishment of the organization on 6 June 2018. On behalf of the people and the Government of Nepal, I would like to express our sincere wishes for the continued success of this organization in achieving the goals and objectives for the welfare and prosperity of the people of our region.

The BIMSTEC region is endowed with abundant natural and human resources and provides numerous opportunities for all-round progress and development. If utilized prudently, it will bring about tangible benefits for mutual prosperity of the region. In order to realize these opportunities, BIMSTEC has so far made some concrete achievements. It has developed comprehensive framework for cooperation on crucial areas such as trade, investment, transport, and energy, among others. I believe that now is the time to deliver results using established mechanisms as we have completed our two decades of journey and are embarking on the third decade. We need to redouble our efforts, based on our past achievements, to bolster our future activities in order to have tangible impacts in the lives of peoples of the region through mutual collaboration and economic integration.

In order to ensure economic integration and enhance connectivity which could be the game changer for our region, we need to be focused and deepen our collaboration in a timely and prioritized manner. Our meaningful co-operation in trade and investment, and energy can deliver us considerable yet sustainable dividends. These initiatives, among others, will not only enhance co-operation in important sectors for mutual benefit but also further the cause of regional integration by laying the critical infrastructures that support regional collaboration on a sustained basis for the benefit of the people of the region.

On the special occasion of BIMSTEC Day, I would like to reaffirm Nepal’s firm commitment as the current Chair of BIMSTEC to regional co-operation and partnership under the framework of BIMSTEC, and express our willingness to work together with all Member States to move forward the process of regional integration in a meaningful way.

Happy BIMSTEC Day!

(Pradeep Kumar Gyawali)

22 November 2018

Cons. No. VR1811216

To Whom It May Concern

This is to state that Hon. …………… (Diplomatic PP No. ……………), Member of House of Representative, Federal Parliament of Nepal, is scheduled to leave for Qatar as a Chief Guest for General Get-Together and Exchange of Best Wishes Program at the invitation of Nepal Dhanuk Welfare Society which is going to be held in Doha on 30th November 2018.

Any needful cooperation extended to Hon. …………… including issuance of visa to ease his travel to Qatar by the concerned would be highly appreciated.

________________

Consular Officer

18 November 2018

Cons. No. ……………

To Whom It May Concern

This is to state that Mr. …………… (Ordinary PP No. ……………), Hon. ……………, High Court, Patan is planning to visit Germany shortly with his following family members:

1. Mrs. …………… (Ordinary PP No. 10454724), Spouse

2. Mr. …………… (Ordinary PP No. 10451080), Son

Any needful cooperation extended to them including issuance of visa to ease their travel to Germany by the concerned would be highly appreciated.

________________

Consular Officer

12 November 2018

Cons. No.VR1811124

To Whom It May Concern

This is to state that the following officials of Civil Aviation Authority of Nepal are scheduled to participate in Passenger Experience Management Training to be organized by Airport Council International in Germany from 3 to 7 December 2018:

1. Mr. …………… (Ordinary PP No. 05847665), Assistant Manager

2. Mr. …………… (Ordinary PP No. 07288170), Senior Officer

Any needful cooperation extended to them including issuance of visas to ease their travel to Germany by the concerned would be highly appreciated.

_____________________

Consular Officer

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