Agreements

The External Affairs Department of the Velocity Interoperability Network keeps the register of instruments concluded between the Velocity Interoperability Network and bodies outside it. The register is the single record of what the Network has undertaken beyond its boundaries: an instrument that is not entered on it is not treated as concluded, and no member organisation may conclude an instrument of its own with an external body.

Before the Department was established, each member organisation dealt separately with the external bodies whose work touched its own. The same body might hold several understandings with the Network, in different terms and recorded in different places. Between 10 August and 5 September 2026 those understandings were called in, examined and, where they were still wanted, recast as instruments of the Network and entered on the register.

13

Instruments listed on the register

11

Instruments in force at 6 September 2026

2

Instruments under negotiation

7

External bodies party to an instrument

Classes of instrument. The register distinguishes four classes. The class determines whether the Network is bound and how the instrument may be revised.

Agreement

The most formal instrument. It binds the Network and the other party, states the obligations of each, and remains in force until it is replaced or withdrawn from. An agreement is concluded only where the Network is willing to be held to it.

Memorandum of understanding

A record of a common intention which does not bind either party. It is used where the parties wish to state how they will work together without creating an obligation, and where practice may need to change quickly.

Exchange of letters

Two letters in matching terms, one from each party. It is used to settle a narrow point, most often a procedure, and to record a matter already agreed in substance elsewhere.

Technical annex

A schedule attached to an agreement or memorandum which sets out formats, codes, timings and other detail. An annex may be revised by the officers named in it without reopening the instrument to which it is attached.

The register. Thirteen instruments are listed at 6 September 2026. Eleven are in force; two remain under negotiation and are shown without a date of signature.

By external body. Every body to which the Network maintains a representation is party to at least one instrument.

How an instrument is concluded. The seven stages below apply to every class, although an exchange of letters is ordinarily settled in a single round.

1. 1

   Step 1: Proposal

   A department of the Network, a member organisation or an external body proposes an instrument. The Office of Agreements examines whether the subject is already covered by an instrument in force and reports to the Department.

2. 2

   Step 2: Instruction

   The Department settles what the Network is seeking and instructs the officers who are to negotiate. Where the subject falls to another department of the Network, that department settles the substance and the Department conducts the negotiation on its instructions.

3. 3

   Step 3: Negotiation

   Negotiation is conducted through the representation accredited to the body concerned, or by a delegation sent for the purpose. Each round is reported to the Department, which may amend the instructions.

4. 4

   Step 4: Initialling of the text

   When the negotiators have settled a text, they initial it. Initialling records the text and no more; it does not bind the Network, and the text may still be amended before signature.

5. 5

   Step 5: Signature

   The text is signed on behalf of the Network by an officer authorised by the Department for that instrument. The date of signature is the date entered on the register.

6. 6

   Step 6: Entry on the register and publication

   The instrument is entered on the register, its class and status are recorded, and its conclusion is published in the Newsroom. An instrument that has not been entered on the register is not treated as concluded.

7. 7

   Step 7: Entry into force and review

   An agreement enters into force on the date it states, or on the date of signature where it states none. Every instrument is reviewed at least once a year, and the register records the outcome of each review.

Withdrawal and suspension. The Network may withdraw from an agreement on the notice the agreement states, or on three months' notice where it states none. A memorandum of understanding may be brought to an end at any time by either party. Where an instrument is suspended or brought to an end, the register records the date and the reason, and the change is published in the Newsroom.

Copies. A certified copy of any instrument in force may be requested from the Department and is issued within five working days. Texts under negotiation are not issued, because their terms may still change.

Requests and enquiries may be sent to contact@foreign.gov.vin. The bodies party to these instruments, and the representations accredited to them, are listed on the Representations page; the arrangements for their representatives to the Network on the Protocol and Accreditation page.