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Series of inclos
Copies as inclos
Reference to previous subjects.
are sent as inclosures, two copies should be forwarded. Tabular statements accompanying despatches are, in all cases, to be footed up.
119. Should such inclosures be in any foreign language, exact copies of the originals are to be forwarded. Translations of these should also accompany the despatches, unless, when, from pressing emergency, no time is allowed to make them. In the case of vouchers for expenditures, the translation must be attached to each voucher. Whenever it is mentioned in a despatch that a paper is inclosed, an oblique line is to be made in the margin (thus /), and above such line is to be placed the number corresponding to the number of inclosure. All inclosures should be indorsed and numbered. The numbers and indorsements, especially on all accounts and returns, should show briefly but clearly what the inclosures are, and should correspond to the description required in the "List of Inclosures" prescribed in paragraph 117. The vouchers of an account should not be set out in the "List of Inclosures," but the account only.
120. Each series of inclosures is to be numbered anew in each despatch, commencing with No. 1; and when there are more inclosures than one in a despatch each inclosure is to be numbered in the order in which it is to be read.
121. In transmitting copies of correspondence with despatches, Consuls are requested to use half sheets of paper in all cases where they will suffice to contain the text of the note to be copied. In making copies of correspondence, the blank space on a page at the end of one communication should not be used to begin another. The copy of each communication should be on its own sheet, or, if brief, on its own half-sheet. Copies should not be made on alternate pages. 122. When Consuls write upon any subject upon which they have previously written, they will be careful to refer to the number of such previous despatches, both by number and date.
123. All despatches are to be folded like those sent from the Department of State. Gum, sealing-wax, or wafers are not to be put upon the despatches or the inclosures, but only on the envelopes which cover them.
124. All Consular correspondence will be addressed on the inside to the Assistant Secretary of State.
Address of envel
Dates of reports.
125. All envelopes covering Consular despatches will be addressed. addressed to the Secretary of State, as shown in Form No. 8. 126. Despatches are never to be antedated; and when re- opes. turns, which are ordered to be transmitted "quarterly," “half-yearly," or "annually," cannot be completed on the last day of the quarter, half-year, or year, as the case may be, for want of sufficient information on that date, or for any other reason, the Consul will notify the proper Department thereof, and the returns will be made up to that date as soon as practicable thereafter.
127. Reports on returns ordered by special instructions are to be sent as inclosures in separate despatches, each des. patch relating solely to the report or return as ordered to be made by such instructions. The several quarterly reports prescribed by these regulations, of which a recapitulation is given in paragraph 564, should be transmitted in a single despatch, not in separate despatches. The quarterly account, however, with the Department of State should be sent in a separate despatch.
Annual report of
128. A return must be rendered on the 31st of December of each year, or as soon after as possible, of the number and dates of the despatches to the Department written during despatches, the year, and transmitted by the earliest conveyance, and, if practicable, before the Consul writes any dispatches in the ensuing year.
129. A Consul will hold correspondence on public matters (independently of that which his official duties require him to conduct with the local authorities and individuals of the place where he resides, and officers or others employed in our commercial marine) with the Secretary and Assistant Secretaries of State, the Secretary of the Treasury, the Comptroller, the Fifth Auditor, the Register of the Treasury, Collectors of Customs as to invoices and prices-current, the United States Legation in the country where he resides, other Consular Officers, and with naval or military officers in the service of the United States who may be employed in the neighborhood, and to whom it may be necessary to
Correspondence with other Departments.
Receipt of instructions.
communicate immediately any event of public interest, and with no other persons.
130. With the exception of the correspondence with the Treasury Department respecting accounts,* and such other correspondence as special provisions of law or these regulations may require him to have with other Departments or officers, he will conduct no official correspondence with any other Department except through the Department of State. This instruction is especially applicable to communications from subordinates of other Departments. Such communications should not be answered without first obtaining permission from this Department to do so.
131. Printed matter should be transmitted under covers open at both ends, if sent through the regular mails.
132. The receipt of all instructions from the Department of State must be acknowledged by return mail.
Passports and Protection of Citizens of the United States.
Issued to citi- 133. Passports are to be issued only to citizens of the United States, and are to be numbered, commencing with No. 1, and so continuing consecutively until the end of the incumbent's term of office. For a Diplomatic or Consular Officer to issue a passport to a person not a citizen of the United States is a penal offense punishable on conviction by imprisonment not exceeding one year, or by a fine not exceeding $500, or both. Persons who have merely declared
* Owing to their unfamiliarity with the methods of accounting pursued in the Treasury Department, Consular Officers are frequently at a loss to understand the import of statements of adjustment of accounts which they receive from the Fifth Auditor or First Comptroller, and they thereupon enter into an argumentative correspondence with the Accounting Officers of the Treasury, which in most cases is productive of little else than mutual vexation. As such correspondence does not contribute in any manner to the efficiency of the Consular Officer or to the maintenance of that friendly spirit which should pervade all his official dealings, and as the Accounting Officers are almost invariably in the right, it is desired that Consular Officers shall, hereafter, submit to the Department of State, for advice and instruction, any and all differences of opinion which may arise between them and the Accounting Officers of the Treasury.
their intention to become citizens are not in the full sense citizens of the United States within the meaning of the law. Provided, that nothing herein contained is to be construed as in any way abridging the right of persons domiciled in the United States, but not naturalized therein, to maintain internationally their status of domicil and to claim protection from this Government in the maintenance of such status. 134. Passports in the United States can be issued only at the Department of State. In foreign countries they can be issued only by the acting chief Diplomatic Representative; or in the absence of a Diplomatic Representative from the country, then by the Consul-General, if there be one, or, in the absence of both of the officers last named, by a Consul (Form No. 9 of the Consular Regulations). In the colonies of a country a passport may be issued by a Consul-General, if there be one; otherwise by a Consul. The issue of passports by Consular Agents is prohibited. Professional titles will not be inserted in passports. A fee equivalent to five dollars in the gold coin of the United States must be charged and collected for each passport granted or issued by a Diplomatic Agent.
By whom issued.
135. When an application is made for a passport by a Application. native citizen, before it be granted the applicant must make a written declaration under oath, stating his name in full, age, and place of birth, supported, also, if possible, by the affidavit of a creditable person, to whom the applicant is personally known, and to the best of whose knowledge and belief the declaration is true, and the Minister or Consul may require such other evidence as he may deem necessary to establish the applicant's citizenship. If the applicant claims to be a naturalized citizen, he shall also produce the original or certified copy of the decree of the court by which he was declared to be a citizen; and it is the duty of the Minister or Consul, at the close of each quarter, to transmit to the Department a statement of the evidence on which all such passports were issued or granted. The applicant should also, in both cases, be required to take the oath of allegiance, and the oath should be transmitted to the Department with the quarterly return. A passport issued from this Department, coupled with the proof that the person in whose be
Unauthorized certificates not per mitted.
Returns as to passports issued.
half it is presented is the person named therein, may be taken as prima facie evidence of the citizenship of the applicant, within two years from its date.
136. It is understood that persons present themselves in some foreign countries to the Diplomatic or Consular Representatives of this Government with certificates of citizenship issued by a local or municipal officer, such as the mayor of a city, or a notary public, with a view to be registered as American citizens, that they may travel under the protection of such certificates. The laws of the United States permit the Secretary of State alone to grant or issue passports in the United States, and prohibit all persons "acting, or claiming to act, in any office or capacity under the United States or any of the States of the United States, who shall not be lawfully authorized so to do," from granting or issuing "any passport or other instrument in the nature of a passport," to or for any citizen of the United States, or to or for any person claiming to be, or designated as such, in such passport or verification." Such certificates, therefore, have no legal validity, and are not to be recognized. An instrument issued by an unauthorized person substantially in the form used by the Department of State is within the letter and intent of the prohibition of the statute. It is not material whether such instruments are issued in foreign countries or in the United States, and the prohibition applies equally to State, municipal, or Federal officers.
137. Complaints have from time to time reached the Department of State of the issue of passports, or papers in the nature of passports, by Consular Officers when prohibited from doing so. In future it will be required that Diplomatic Officers shall make, in addition to the return hereinafter prescribed, a semi-annual return of passports to the Department, showing each passport issued by Consular Officers in any form which may have been presented to them for visa or otherwise. This report will embrace the name of the person to whom the passport was issued, whether such person is a citizen by birth or naturalization, the date of issue, the name and title of the Consular Officer issuing the same, the form of the passport or paper, and also the several