When writing to diplomatic missions or within international organizations, the goal is often clarity wrapped in courtesy and neutrality. Diplomatic language softens directness, avoids blame and maintains relationships—even when the message is firm.
Here are some examples showing the contrasting styles:
Example 1. Plain English version: You did not send the documents on time.
Diplomatic version: We note that the documents have not yet been received and would appreciate your assistance in facilitating their transmission at your earliest convenience.
Changed version:
- Removes direct blame (“you did not”)
- Uses passive phrasing (“have not yet been received”)
- Adds polite hedging (“would appreciate your assistance”)
Example 2. Plain English version: We cannot approve your request.
Diplomatic version: We regret to inform you that we are not in a position to approve the request at this time.
Changed version:
- Introduces regret to soften refusal
- Avoids a blunt “no”
- Leaves space for future reconsideration (“at this time”)
Diplomatic writing often:
- Depersonalizes (avoiding “you did…”)
- Uses indirect phrasing
- Adds courtesy markers (regret, appreciation, acknowledgement)
- Keeps doors open
Exercise
Now you try. Convert the following diplomatic sentences into clear plain English:
- We would be grateful if you could provide clarification regarding the outstanding matters at your earliest convenience.
- It has come to our attention that there may have been delays in the implementation of the agreed procedures.
- Kindly note that failure to comply with the stated requirements may result in further administrative measures.
Here are clear plain English versions of the three diplomatic sentences, along with a brief note on each:
Answer key—suggestion only of plain English versions
1. Please explain the outstanding issues as soon as possible.
Changed version:
- Removes formality (“we would be grateful if…”)
- “Clarification regarding” → “explain”
- “At your earliest convenience” → “as soon as possible”
2. We’ve noticed that the agreed procedures have been delayed.
Changed version:
- Cuts the indirect lead-in (“it has come to our attention…”)
- Removes hedging (“may have been”)
- States the issue directly
3. If you don’t follow the requirements, we may take further action.
Changed version:
- “Kindly note” removed
- “Failure to comply” → “don’t follow”
- “Administrative measures” → “action” (simplified and clearer)
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Author: Carol Waites
Presentation/editing by Christina O’Shaughnessy
https://worldwidewriting.org/
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Carol Waites (PhD)
Email: carolswritingtips@gmail.com
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Carol’s memoir of her times at the United Nations, Behind the Flags, is available on Amazon and lulu.com
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It is also available for sale at Payot and in the UN bookshop at the Pregny entry in Geneva.