TN 4 (05-92)

RM 05005.004 Correspondence From Foreign Government Officials on Duty in the United States

A. INTRODUCTION

We receive two different types of inquiries from OPI for processing: NOTES VERBALE and routine correspondence.

B. DEFINITIONS

1. Notes Verbale

NOTES VERBALE are diplomatic communications, rather formal in nature, drafted in the third person, and never signed.

EXCEPTION: When the Department of State indicates, in writing, that SSA should reply directly to the foreign government, handle as routine correspondence.

2. Routine Correspondence

Non-diplomatic correspondence which is not a complaint, a request for change in procedure or does not involve a policy question.

C. PROCEDURE

1. Preparing Correspondence

  • Use regular letterhead stationery.

  • Address the letter to the intended addressee, remembering to capitalize the name of the locality and country. If the FSP fails to indicate the addressee or if the inquirer's address is not shown, address the letter to the FSP.

  • Prepare the letter for the appropriate signature.

NOTE: In most cases this is the Office Director. It can be signed by the final reviewing officer unless the nature or content of the incoming requires the Office Director signature.

  • Prepare an original, one courtesy copy, (and a file copy if required by procedure governing the content of the reply).

2. Releasing Correspondence

  1. Routine Correspondence - Route the correspondence directly to the foreign government's embassy or consular office.

  2. NOTES VERBALE  (Diplomatic Correspondence)

    • Complete a form OF-41. Enter the notation, “For transmission to the address shown in the Remarks: space.” Address the form as set out below:

      U.S. Department of State

      Office of Special Consular Services

      Washington, D.C. 20520

    • Attach the OF-41 to the outgoing correspondence.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105005004
RM 05005.004 - Correspondence From Foreign Government Officials on Duty in the United States - 05/13/1992
Batch run: 01/27/2009
Rev:05/13/1992