How to Write Like a Diplomat

Writing like a diplomat means presenting a clear, persuasive, and professional stance that reflects your country’s official policies. Here’s a more detailed breakdown to help you enhance your writing style in position papers:

1. Use Formal Language

• What This Means: Formal language sets the tone of authority and respect. Avoid using contractions (e.g., “can’t” → “cannot”), slang (e.g., “kickstart” → “initiate”), and casual expressions.

• How to Apply It: Opt for sophisticated vocabulary that conveys your message more formally. Instead of saying “fix the problem,” say “resolve the issue.” Use words like “implement,” “ratify,” “reform,” and “facilitate,” as these are commonly found in diplomatic documents.

• Why It Matters: Using formal language helps you sound serious and credible, making it clear that you represent an official position rather than a personal opinion.

2. Be Concise but Complete

• What This Means: Diplomatic writing should be to the point. You need to communicate your ideas clearly without unnecessary words, but also ensure you don’t leave out important details.

• How to Apply It: Avoid long-winded sentences and redundant phrases. For instance, replace “due to the fact that” with “because.” However, be sure to include sufficient background information, specific examples, and concrete evidence to support your position.

• Why It Matters: Diplomatic writing often involves limited space and time. Being concise yet complete allows your key points to stand out and keeps your argument focused.

3. Structure for Clarity

• What This Means: A clear structure ensures your reader follows your argument easily and understands each section’s purpose.

• How to Apply It:

  • Start with an Introduction that briefly states your position and the issue’s importance.

  • In the Background Section, outline the historical context and your country's perspective.

  • The Analysis Section should provide insights into the current situation and challenges.

  • The Proposed Solutions Section should offer clear, actionable steps.

• Why It Matters: A well-structured position paper shows that you understand the issue comprehensively and are organized in your approach. It also makes it easier for other delegates to engage with your argument during negotiations.

4. Maintain Neutrality

• What This Means: Neutrality involves using balanced language that avoids emotional reactions and remains objective, even when discussing sensitive issues.

• How to Apply It: Use language that is fair and balanced. Instead of saying, “This policy is a disaster,” say, “This policy has resulted in certain challenges.” Frame criticisms in a way that acknowledges both strengths and weaknesses.

• Why It Matters: Diplomatic writing should aim to foster cooperation, not confrontation. Neutral language demonstrates respect for other perspectives and facilitates productive dialogue.

5. Use Passive Voice Wisely

• What This Means: While generally discouraged in direct writing, the passive voice can be useful in diplomatic writing to depersonalize issues or soften statements.

• How to Apply It: Instead of directly blaming another country, use the passive voice to diffuse tension. For example, write, “Efforts have been made to address the situation,” instead of “Your country must address the situation.”

• Why It Matters: This technique helps you remain diplomatic while addressing sensitive topics. It allows for discussion without directly assigning blame.

6. Highlight Shared Interests

• What This Means: Focusing on common goals helps frame your position as cooperative and aligned with broader international objectives.

• How to Apply It: Use phrases like “We share the commitment to…” or “Our common interest lies in…” when discussing potential solutions. This language builds bridges, showing that your country is seeking collaboration, not conflict.

• Why It Matters: Highlighting shared interests makes you appear more open to negotiations and willing to work towards mutually beneficial solutions. This approach is essential for building alliances.

7. Be Specific with Proposals

• What This Means: When presenting solutions, offer detailed steps that make your proposals actionable and realistic.

• How to Apply It:

  • Clearly outline what actions you propose, who should implement them, and when they should be done. For example, “We propose that member states commit to a 10% reduction in carbon emissions by 2030, facilitated by a $10 million annual fund.”

• Why It Matters: Specific solutions demonstrate that your country has a concrete plan and is serious about implementing change. Vague proposals often lead to weak agreements.

8. Adopt an Objective Tone

• What This Means: An objective tone is professional and avoids personal bias. It helps present your arguments as credible and well-reasoned.

• How to Apply It: Avoid personal pronouns like “I think” or “We believe.” Use phrases like “The delegation of [country] asserts…” or “Our position is that…” This makes your writing sound official and representative of a nation.

• Why It Matters: Maintaining an objective tone ensures that your arguments are taken seriously and understood as reflective of national policy rather than individual opinion.

9. Be Cautious with Absolutes

• What This Means: Absolutes (e.g., “always,” “never,” “must”) can make your position sound inflexible, which is counterproductive in diplomatic writing.

• How to Apply It: Use more flexible phrases like “It is preferable,” “It is recommended,” or “In most cases.” This keeps the door open for negotiation while still communicating your position.

• Why It Matters: Flexibility is crucial in diplomacy. By avoiding absolutes, you show a willingness to compromise, which fosters collaboration.

10. Close Confidently

• What This Means: Your conclusion should restate your main points and emphasize your openness to dialogue.

• How to Apply It:

  • Summarize your stance and proposed solutions in the conclusion.

  • Close with a statement like, “The delegation of [country] is committed to constructive dialogue and looks forward to engaging with all member states.”

• Why It Matters: A confident closing reaffirms your position and sets a positive tone for future negotiations. It also shows that you are committed to finding a solution through collaboration.

Using these in-depth strategies will help you write position papers that not only sound more professional but also represent your country’s stance effectively.