Lecture 5 Protocol

Lecture 5
Diplomatic communication and correspondence are a part of protocol; protocol is way beyond it.
Protocol is, however, always presented in communication and correspondence.
Starting from the type of document is used, the content and the way it should be presented,
protocol deals with both verbal and non-verbal communication.
Embassies accredited to other countries perform two different functions:

1) public diplomacy (talking to the citizens)
2) communication in the government
Even in public diplomacy, protocol is involved, which we often don't see. At the core of public
diplomacy, there is nation-branding and promotion of national interests of the country.
Types of communication
To successfully perform the protocol, you have to do the 7 types of listening. What is expected to
have an impact? You prepare the strategy according to how your country and its politics are
perceived in the press. For the information gathering, it is necessary to pay attention to sources:
1) state governmental official legislation and notes. For example, when you go to Bulgaria as an
ambassador, you have to take into account all official documents of the country.
2) statements of political leaders, officials, public leaders (what do they say about Ukraine?)
3) media - indirect source
4) think-tanks of research and scientific institutions
5) materials from civil society (political parties, NGOs)
6) diplomatic corps from other countries
Sometimes briefings are organized by foreign ministries, diplomats usually attend those
themselves or send their staff.
7) direct communication:
- transcripts and records of telephone calls and meetings
- social media feedback
8) communication within the accredited country
9) internal communication - MFA to its own embassy headquarters (внутрішньовідомча)
Inter-institutional - the embassy is related to different ministries of other country (міжвідомча)
This group of documentation is a lot of reporting, starting from briefings about the country to
regular (yearly, half-yearly) reporting, business trip reports.
Consular reports are also very important.
The main type of external communication are diplomatic notes:

1) personal signed notes - signed by the head of the mission (the ambassador), date, seal, official
letter head of the embassy
2) note verbale - never signed, just stamped, date, place, number, written in 3rd person
3) identic note, collective note (not used)
Less formal documents:
1) memorandum
2) aide-memoire
3) pro-memoria
4) non-paper - no signature, used to describe a position of a country without attributing it to be
official, it is confidential and usually not shared for public
They are sent not by a diplomatic courier, but by an ordinary courier/driver. These documents are
used during the meetings to remember the main points.
 Private semi-official letters are used between ambassadors who are in close relations with
each other to touch upon very sensitive issues.
 Note/appeal to the government - can be made public
 Communiqué - a form of press release
 Social media posts
 Procès-verbal - protocol, minutes of the meeting; after the signature it enters into force and
becomes obligatory.
 Demarche is not a diplomatic document; it is a representation of a government's position on
some issues. It is usually targeted to persuade, inform or gather information from a foreign
government. It can also be used as a protest to object to actions of a foreign government. It
can take a form of a note verbale or a signed note, memorandum - but it will have the
character and intent of it, it is not diplomatic correspondence.
Demarche has to always monitor the reaction of the recipient.
The protocol formula for official correspondence:

Beginning: "The Embassy of X presents its compliments to the... and has the honour to inform you
about..."
End: "The Embassy of X avails itself of this opportunity to renew to the... the assurances of its
highest consideration"
Requirements: professional, formal, no spelling mistakes, logical, coherent, concise, "to the point",
references to sources, timeliness
The role of business cards:

In diplomacy, business cards are needed during personal meetings. In the context of diplomacy:
- If you send greetings (a bouquet of flowers) and write in the left corner PF (paux (?) félicité -
"congratulations, greetings")
- PFFN - greetings on national holiday
- PP - recommending a person instead of you to represent you
- PR - thanks
- PC - for condolences
Levels of priority (urgent/normal communication) and access to the documents is always

determined: limited scope of circulation, secured channels of communication.
The external and internal communication are bound by diplomatic protocol and several
jurisdictions, therefore, getting access is not easy. Classified documents - until declassified, they
should not be used in public domain.
Communication has immunity, if no immunity - a state sovereign and the state's independent
actions are jeopardized.

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Lecture 5

Embassies accredited to other countries perform two different functions:

The main type of external communication are diplomatic notes:

The protocol formula for official correspondence:

The role of business cards:

Levels of priority (urgent/normal communication) and access to the documents is always

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