CONFIDENTIAL
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(d) of The Queen's other Realms 15 may be represented at CHOGM. Our briefing should avoid use of the ambiguous
expression "Her Majesty's Government": "the British Government" would be more suitable.
4. To enable us to meet the Cabinet Office's deadline, I should be grateful if these briefs could be sent to us as soon as possible, but by 6 p.m. on Wednesday 2 November at the latest. It is most important that this deadline of 2 November be met. However, those departments preparing briefs on "fast-moving issues" may seek to avoid the need for too many addenda by submitting their briefs by 6 p.m. on Monday 14 November, if events in the period 2 - 14 November are likely to necessitate significant changes in briefing; before they do so however they should seek prior approval from me (233 4493) or Mr Byrne (233 4558).
5.
To ease the pressure on CCD it would be most helpful if straightforward briefs on, for example, relatively dormant subjects, could be forwarded well before the deadline. However, before
being sent to CCD all briefs should be cleared with interested Whitehall departments and within the Office and to whatever level departments judge necessary.
6. It is essential that the format for these briefs, which is described in Annexes B and C, be followed exactly. They should be sent to CCD in final form; original plus two copies; typed on both sides of white A4 paper; with the text following straight on after the heading and the "Background" (sic) immediately following the "United Kingdom Objective" and "Points to Make"; and with the paragraphs numbered consecutively throughout. The Document Reproduction Centre will reproduce the briefs on paper on which any classification required is already printed. So please send your briefs to CCD without any classification typed top and bottom, but indicate in a covering note what the relevant classification should be.
7. Departments with a word processor compatible with CCD's machine (ICL DRS 8801) should send a floppy disc containing the text of their brief(s) together with the copies mentioned in the preceeding paragraph.
8. Annex B also sets out the requirements relating to any revised briefs, addenda or corrigenda that may be necessary. If any of these are thought necessary please consult me or Mr Byrne as a first step.
9. A CCD Documentation Unit to process briefs and other papers for CHOGM has been set up in room w137. Briefs (and any floppy discs) should be sent to Miss Marr in that room. Enquiries about format and reproduction of briefs may be made of iss Marr, her assistant, Miss Nicholson (233 8249 or 233 8354) Mr yrne or me.
24 October 1983
CONFIDENTIAL
ний J/Mlman
Commonwealth Coordination Dept
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