Step 1:Identify all of the individuals who will be involved in the agreement and hold a meeting to identify the shared functions, services and/or resources. Discuss a plan as to how the institutions/organizations will operate together.
Step 2:Write out the primary purpose or main goal of the agreement and determine what specific outcomes are expected. The purpose statement can include an identification of the parties involved, as well as the terms and conditions of the agreement. Depending on the style and complexity of the agreement, some documents begin with an opening statement or preamble which introduces the names of the parties that are involved in the agreement.
Step 3:Determine a timeline as to when the partnership and agreement will begin and when it will end. Be specific regarding the dates and any other terms determined to be of importance.
Step 4:Write down and determine which organization will be responsible for which services and resources.
Step 5:Draft the memorandum of understanding based on the decisions that were made during the meeting, then let all parties review, sign, date, and authorize the MOU.
Types of documents used in international co-operation activities
The term "treaty" can be used as a common generic term or as a particular term which indicates an instrument with certain characteristics.
(a) Treaty as a generic term: The term "treaty" has regularly been used as a generic term embracing all instruments binding at international law concluded between international entities, regardless of their formal designation.
(b) Treaty as a specific term: There are no consistent rules when state practice employs the terms "treaty" as a title for an international instrument. Usually the term "treaty" is reserved for matters of some gravity that require more solemn agreements. Their signatures are usually sealed and they normally require ratification. Typical examples of international instruments designated as "treaties" are Peace Treaties, Border Treaties, Delimitation Treaties, Extradition Treaties and Treaties of Friendship, Commerce and Co-operation. The use of the term "treaty" for international instruments has considerably declined in the last decades in favor of other terms.
The term "agreement" can have a generic and a specific meaning. It also has acquired a special meaning in the law of regional economic integration.
(a) Agreement as a generic term: The term "international agreement" in its generic sense consequently embraces the widest range of international instruments.
(b) Agreement as a particular term: "Agreements" are usually less formal and deal with a narrower range of subject-matter than "treaties". There is a general tendency to apply the term "agreement" to bilateral or restricted multilateral treaties. It is employed especially for instruments of a technical or administrative character, which are signed by the representatives of government departments, but are not subject to ratification. Typical agreements deal with matters of economic, cultural, scientific and technical co-operation. Agreements also frequently deal with financial matters, such as avoidance of double taxation, investment guarantees or financial assistance. The UN and other international organizations regularly conclude agreements with the host country to an international conference or to a session of a representative organ of the organization. Especially in international economic law, the term "agreement" is also used as a title for broad multilateral agreements (e.g. the commodity agreements). The use of the term "agreement" slowly developed in the first decades of this century. Nowadays by far the majority of international instruments are designated as agreements.
(c) Agreements in regional integration schemes: Regional integration schemes are based on general framework treaties with constitutional character. International instruments which amend this framework at a later stage (e.g. accessions, revisions) are also designated as "treaties".
The term "convention" again can have both a generic and a specific meaning.
(a) Convention as a generic term: The generic term "convention" thus is synonymous with the generic term "treaty".
(b) Convention as a specific term: Whereas in the last century the term "convention" was regularly employed for bilateral agreements, it now is generally used for formal multilateral treaties with a broad number of parties. Conventions are normally open for participation by the international community as a whole, or by a large number of states. Usually the instruments negotiated under the auspices of an international organization are entitled conventions .
The term "charter" is used for particularly formal and solemn instruments, such as the constituent treaty of an international organization. The term itself has an emotive content that goes back to the Magna Carta of 1215. Well-known recent examples are the Charter of the United Nations of 1945 and the Charter of the Organization of American States of 1952.
The term "protocol" is used for agreements less formal than those entitled "treaty" or "convention". The term could be used to cover the following kinds of instruments:
(a) A Protocol of Signature is an instrument subsidiary to a treaty, and drawn up by the same parties. Such a Protocol deals with ancillary matters such as the interpretation of particular clauses of the treaty, those formal clauses not inserted in the treaty, or the regulation of technical matters. Ratification of the treaty will normally ipso facto involve ratification of such a Protocol.
(b) An Optional Protocol to a Treaty is an instrument that establishes additional rights and obligations to a treaty. It is usually adopted on the same day, but is of independent character and subject to independent ratification.
(c) A Protocol based on a Framework Treaty is an instrument with specific substantive obligations that implements the general objectives of a previous framework or umbrella convention. Such protocols ensure a more simplified and accelerated treaty-making process and have been used particularly in the field of international environmental law.
(d) A Protocol to amend is an instrument that contains provisions that amend one or various former treaties, such as the Protocol of 1946 amending the Agreements, Conventions and Protocols on Narcotic Drugs.
(e) A Protocol as a supplementary treaty is an instrument which contains supplementary provisions to a previous treaty.
(f) A Proces-Verbal is an instrument that contains a record of certain understandings arrived at by the contracting parties.
The term "declaration" is used for various international instruments. However, declarations are not always legally binding. The term is often deliberately chosen to indicate that the parties do not intend to create binding obligations but merely want to declare certain aspirations.. Declarations that are intended to have binding effects could be classified as follows:
(a) A declaration can be a treaty in the proper sense.
(b) An interpretative declaration is an instrument that is annexed to a treaty with the goal of interpreting or explaining the provisions of the latter.
(c) A declaration can also be an informal agreement with respect to a matter of minor importance.
(d) A series of unilateral declarations can constitute binding agreements.