A diplomatic note is the standard written instrument by which governments communicate on official matters through diplomatic channels. It is typically drafted on embassy or foreign ministry letterhead and transmitted from one mission to a host state's foreign ministry, or between foreign ministries directly. Notes range from routine administrative requests (visa issues, credentials, customs clearances) to highly consequential acts such as protests, recognition of governments, treaty consent, or the assertion of legal claims.
Two principal forms exist. A note verbale is written in the third person, unsigned but initialled and sealed, and is the most common form for routine business. A first-person note (sometimes called a signed note or formal note) is signed by the head of mission or minister and is reserved for matters of greater weight, such as démarches on major policy issues.
Notes follow conventional courtesies — opening with a formulation like "The Embassy of X presents its compliments to the Ministry of Foreign Affairs of Y..." and closing with an "avails itself of this opportunity to renew the assurances of its highest consideration" formula. While stylized, these conventions carry legal meaning: a note can constitute evidence of state practice, formal protest preserving legal rights, or even acceptance creating treaty obligations under Articles 11–13 of the Vienna Convention on the Law of Treaties (1969).
Notes are usually delivered by hand or diplomatic bag and logged by both sides. They may be classified or made public. An exchange of notes between two governments can itself constitute a binding international agreement when the texts demonstrate intent to be bound. In contentious matters, the absence of a reply, or an unanswered protest note, may be cited later as acquiescence or silence relevant to a dispute.
Example
In 2022, several European foreign ministries delivered diplomatic notes to the Russian ambassador protesting the invasion of Ukraine and announcing the expulsion of named diplomats.