1.2. Informal letters

Informal letters are used for the day-to-day correspondence of the Secretariat with persons outside the Secretariat and for communications addressed to other organizations in the United Nations system. They are also used for letters from the Secretary-General or from under-secretaries-general or assistant secretaries-general to permanent representatives or senior members of missions or delegations, except when the subject makes a formal letter more suitable.

The salutation of an informal letter should begin with the same margin as the text and be followed by a comma. It should be six or more lines below the reference number, depending on the length of the letter.

The complimentary closing should be centered above the signature block.

The salutation and corresponding closing may take any of the following forms, as appropriate:

Salutation Dear Sir (Dear Madam), Dear Sirs (Dear Mesdames), Dear Mr. ... (Dear Mrs. ..., Dear Miss. ..., Dear Ms. ...), Dear Mr. (Madam) Ambas­sador

Corresponding Closing Yours truly, Yours sincerely (or Sincerely yours), I remain, dear Mr. (Madam) Ambassador, Yours sincerely,

When the name of the addressee is known, it should be used. The forms "Dear Sir" and "Dear Madam" are appropriate only in impersonal letters. In circular letters the form "Dear Sir or Madam" may be used.

On informal letters the date should appear in the upper right-hand part of the page on the same horizontal line as the reference number, ending at least fifteen spaces from the right-hand edge.

The left-hand margin should be twenty spaces from the edge of the page and the right-hand margin about fifteen. {From "United Nations Correspondence Manual")

EXHIBIT 52

LETTER

Secretary-General to

Permanent Representative

(Informal)

United Nations New York

21 August 19.

Reference:

Dear Mr: Ambassador,

I was very sorry to read reports about the extensive damage caused by the recent floods in your country. I should be grateful if

you would be so kind as to transmit the attached message of sympathy from me to the President.

I remain, dear Mr. Ambassador,

Yours sincerely,

Secretary-General

His Excellency

Mr....

Ambassador Extraordinary and Plenipotentiary

Permanent Representative of ...

to the United Nations

New York, N. Y.

EXHIBIT 53

LETTER

Secretariat official to

Permanent Representative

(informal)

United Nations New York

Reference:

17 February 19.__

Dear Mr. Ambassador

Thank you for your letter No. A 4/18/1 of 8 February 19.__

indicating that the site of the forthcoming seminar on the effective realization of civil and political rights at the national level has been moved from the Assembly Hall of the University of the West Indies to the Conference Room of the Myrtle Bank Hotel in downtown Kingston. I am happy to note that the Conference Room at the Myrtle Bank Hotel has all the necessary facilities for the seminar.

This information has been incorporated into the notes for the information of participants and of observers from non-governmental organizations, copies of which are enclosed herewith.

I remain, dear Mr. Ambassador, Yours sincerely,

Director Division of Human Rights

His Excellency

Mr....

Ambassador Extraordinary and Plenipotentiary

Permanent Representative of ...

to the United Nations

New York, N.Y.

EXHIBIT 54 LETTER

Secretariat official to

head of a specialized

agency

(informal)

United Nations

New York

5 September 19__

Reference:

Dear Dr. ...,

On behalf of the Secretary-General, I should like to transmit herewith the text of a resolution concerning the activities of foreign economic and other interests which are impeding the implemen­tation of the Declaration on the Granting of Independence to Colonial Countries and Peoples in Namibia and in all other Territories under colonial domination and efforts to eliminate colonialism, apar­theid and racial discrimination in southern Africa (A/AC. 109/755).

In forwarding this resolution, I wish to draw your attention to operative paragraph 19, which contains a recommendation to the organizations within the United Nations system. Copies of this resolution have been transmitted to the organizations concerned as well as to all States.

Yours sincerely,

Under-Secretary-General

for Political Affairs,

Trusteeship and Decolonization

Dr....

Director-General

World Health Organization

Geneva

Switzerland