HANDBOOK ON

PROTOCOL PRACTICE

MINISTRY OF FOREIGN AFFAIRS

ROYAL GOVERNMENT OF BHUTAN
THIMPHU
2020
 HANDBOOK ON
PROTOCOL PRACTICE

MINISTRY OF FOREIGN AFFAIRS

ROYAL GOVERNMENT OF BHUTAN
THIMPHU
2020
 དཔལ་ལྡན་འབྲུག་གཞུང་། ཕྱི་འབྲེལ་ལྷན་ཁག།
MINISTRY OF FOREIGN AFFAIRS
ROYAL GOVERNMENT OF BHUTAN
THIMPHU, BHUTAN

FOREIGN SECRETARY

FOREWORD

The Ministry of Foreign Affairs (MFA) is pleased to

bring out this Handbook on Protocol Practice which
is being developed based on Bhutanese culture &
values and international norms & best practices. The
Handbook covers the protocol standards, entitlements &
ceremonials for the visit of Heads of State/Government,
Mission & International Organization & other dignitaries
and responsibility of the Department of Protocol, MFA.

The Handbook essentially sets out basic protocol procedures to be followed and
is expected to resolve frequently asked questions or issues on protocol matters
with regard to the visit of Heads of State/Government and other dignitaries. The
Handbook is also expected to ensure that the visit of Heads of State/Government,
and other dignitaries is seamless, memorable and successful.

MFA wishes to inform that this Handbook is only a guiding document for MFA
and other relevant stakeholders and in no way a legally binding document. There
may also be deviation from the handbook depending on the exigencies of a visit.

The Handbook is available on the Ministry’s website at www.mfa.gov.bt.

(Ambassador Kinga Singye)

 TABLE OF CONTENTS

Chapter 1: Preliminary 1

Chapter 2: Category of Visit and Entitlement 1

Chapter 3: Ceremony for Visit of Head of Delegation 5

Chapter 4: Organization of Visit 8

Chapter 5: Presentation of Credentials 10

Chapter 6: Miscellaneous 16

Chapter 7: Rules of Construction and Amendment 16

Chapter 8: Definition 17

Annex I 19

Annex II 20

Annex III 21

Annex IV 22

Annex V 24

Annex VI 25
 Chapter 1: Preliminary

Title
This document shall be called as the Handbook on Protocol Practice and shall
be referred to as The Handbook hereafter.

Adoption
The Royal Government of Bhutan adopted the Handbook during the 80th
Session of the third Lhengye Zhungtshog held on 23rd Day of the 10th Month of
Iron Male Rat Year of the Bhutanese Calendar corresponding to the 8th Day of
the December, 2020.

Application
This Handbook applies to the visit of Heads of State/Government, Mission and
International Organization and other dignitaries.

Objective
The Handbook is aimed at setting a common standard for the organization
of visits and ensuring effective communication and coordination among the
relevant stakeholders. The Handbook is based on the Bhutanese context and
international best practices.

Chapter 2: Category of Visit and Entitlement

I. Visit by Head of Delegation

State Visit
1. The Royal Government shall provide:
a. hospitality to the Head of Delegation, dependent(s) and other ten
members of the delegation or based on the principle of reciprocity.
b. ceremonial motorcade and the sequence shall be as per Annex I.

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2. The list of officials and the order of precedence for reception/see-off line
at the point of entry/exit during welcome/departure ceremonies shall be as
follows:
a. Representative of His Majesty The King;
b. Prime Minister;
c. Foreign Minister;
d. Minister-in-waiting;
e. Chief Operations Officer;
f. Foreign Secretary;
g. Secretary of relevant agency;
h. Chief of Police;
i. Heads of Mission;
j. Head of United Nations;
k. Dzongdag of concerned Dzongkhag; and
l. Other official(s) as deemed appropriate.

3. The list of officials and the order of precedence for reception/see-off line at
the place of stay shall be as follows:
a. Cabinet Minister;
b. Government ; and
c. Other official(s) as deemed appropriate.

4. His Majesty The King may:

a. grant an audience to the visiting Head of Delegation; and/or
b. host a Royal banquet for the visiting Head of Delegation.

5. Prime Minister shall:

a. call-on the visiting head of state; and
b. host a state banquet in honor of the visiting head of government.

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6. Visiting head of government shall call-on the Prime Minister.

7. Other call-ons and meetings shall be as per the wishes of the Head of
Delegation.

8. Head of Delegation may pay tribute to His Majesty The Third King of Bhutan
at the National Memorial Chorten.

Official Visit
9. The Royal Government shall provide ceremonial motorcade and the
sequence shall be as per Annex II.

10. The list of officials and the order of precedence for reception/see-off line at
the point of entry/exit shall be as follows:
a. Prime Minister;
b. Foreign Minister;
c. Minister-in-waiting;
d. Foreign Secretary;
e. Chief of Protocol;
f. Heads of Mission;
g. Dzongdag of concerned Dzongkhag; and
h. Other official(s) as deemed appropriate.

11. The list of officials and the order of precedence for the reception/see-off line
at the place of stay shall be as follows:
a. Cabinet Minister
b. Government Secretary and
c. Other official(s) as deemed appropriate.

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12. Prime Minister shall:
a. call-on the visiting head of state; and
b. host an official lunch/dinner in honor of the visiting Head of Delegation.

13. Visiting head of government shall call-on the Prime Minister.

Private Visit
14. Cabinet Minister or equivalent rank shall receive/see-off the head of
delegation at the point of entry/exit.

15. Protocol, security and other logistical arrangements shall be facilitated as

appropriate.

II. Visit by Other Dignitary

16. The visit shall take place under the aegis of the host agency.

17. The host agency shall provide or facilitate all necessary logistical
arrangements including protocol services in consultation with the Ministry
of Foreign Affairs.

III. Entitlement
18. The entitlement for the visit of Head of Delegation and Other Dignitary
shall be as per Annex III.

19. This entitlement shall be applicable only if the visit is for official purpose and
hosted by the Royal Government.

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 Chapter 3: Ceremony for Visit of Head of Delegation

Welcome and Departure

20. A red carpet with appropriate decoration shall be laid from the base of the
aircraft ladder to the Guard of Honor and Ceremonial Lounge.

21. The Chief of Protocol of the host country and the Chief of Protocol/Head of
Mission of the visiting country shall enter the aircraft, introduce themselves
to the Head of Delegation and request them to alight from the aircraft.

22. The Head of Delegation and his spouse shall be presented with flower
bouquets.

23. A representative of His Majesty The King / Prime Minister shall receive the
Head of Delegation at the foot of the aircraft ladder.

24. A Guard of Honor shall be presented to the Head of Delegation at the point
of entry or Tashichhodzong.

25. The Chief of Protocol shall invite the Head of Delegation and representative
of His Majesty The King / Prime Minister to the Saluting Dais for the
presentation of the Guard of Honor.

26. The Commander of the Guard of Honor shall present arms to the Head
of Delegation and National Anthems of the two countries shall be played.
The National Anthem of the visiting country shall precede that of the host
country. The Commander shall escort the Head of Delegation to inspect the
Guard of Honor.

27. The Chief of Protocol shall introduce the reception line up to the Head of
Delegation, usher to the Ceremonial Lounge for refreshments and escort the
Head of Delegation to the ceremonial motorcade.

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28. The Head of Delegation shall travel in a ceremonial motorcade to the point
of exit at the time of departure. A Guard of Honor may be presented to the
visiting dignitary at the point of exit. After the inspection of the Guard of
Honor, the Chief of Protocol shall escort the Head of Delegation until the
foot of the aircraft ladder.

Royal Audience
29. The motorcade shall be:
a. received at the South Gate of Tashichhodzong by the Dzongdag of
Thimphu Dzongkhag and Deputy Chief of Protocol.
b. led by a Chipdrel procession.

30. The Head of Delegation shall:

a. walk and follow the Chipdrel procession upon alighting from the vehicle
at the Dzong’s parking;
b. be received by the Aide-de-Camp to His Majesty The King and the Chief
of Protocol at the main entrance; and
c. be escorted by the Aide-de-Camp to His Majesty The King and Chief of
Protocol through the South Courtyard for the Royal audience.

State Banquet
31. Protocol Officers shall receive and conduct the invitees into the Reception
Hall. Invitees shall wait in line at the Reception Hall for the Head of
Delegation and the host.

32. The Chief of Protocol shall conduct the Head of Delegation and the host to
the Reception Hall.

33. The Head of Delegation and the host shall be invited to stand on a carpet
specially placed for them in the Reception Hall. National Anthems of the
visiting and host countries shall be played respectively.

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34. The Chief of Protocol of the host country shall introduce Bhutanese
dignitaries to the Head of Delegation. The Chief of Protocol/Head of Mission
of the visiting country shall present their entourage to the host.

35. The Protocol Officers shall then conduct the invitees into the Banquet Hall.

36. The invitees shall stand behind their chairs in the Banquet Hall as per the
seating plan. The Chief of Protocol shall escort the Head of Delegation and
the host to their respective seats in the Banquet Hall.

37. The host shall propose a toast to the Head of Delegation and vice versa.

38. The Head of Delegation shall take leave of the host and proceed to his vehicle
after the banquet.

Signing
39. The flags of the visiting and host countries shall be placed appropriately
(behind or on the side). The table flags shall however be placed on the
respective tables.

40. The Head of Delegation shall be seated on the right hand side of His Majesty
the King/ Prime Minister.

41. The signatories shall greet each other and remain standing at the signing
table in front of the Head of Delegation and His Majesty The King/Prime
Minister.

42. The Master of Ceremonies shall announce the name of the document and
the signatories.

43. The signatories shall take their designated seats and sign the document. The
dealing officials shall assist in completing all the signing formalities.

44. The signatories shall stand, congratulate each other, exchange the signed
document and pose for a photo.

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 Chapter 4: Organization of Visit

45. The Department of Protocol shall initiate the preparation of programme and
other associated arrangements in coordination with relevant stakeholders
for the visit of the Head of Delegation.

Programme
46. The Department of Protocol shall:
a. prepare a detailed programme in the form of a booklet.
b. share the draft programme in advance through the mission of the visiting
country and the booklet on arrival.
c. distribute the programme to the Bhutanese delegation and other relevant
officials.
d. prepare a separate programme for the visiting spouse, unless otherwise
agreed.

47. The content of the booklet shall include the itinerary, composition of
the delegation, motorcade plan, essential telephone numbers and other
information as necessary.

Transportation
48. The Department of Protocol shall provide transport during the visit.
However, extension of transportation to the delegation shall depend on the
composition of the delegation.

49. A separate luggage van shall be arranged for the Head of Delegation.

Security
50. The requirement and number of security arrangements shall be jointly
decided by the Department of Protocol and the Royal Bhutan Police.

51. The visiting country shall seek prior approval for the use of firearms, mobile
radio equipment and other security devices from relevant agency(s) through
the Ministry of Foreign Affairs.

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Customs and Immigration
52. The Department of Protocol shall facilitate or complete all customs and
immigration formalities for the delegation.

Gift
53. The Department of Protocol shall facilitate the exchange of gift between the
Head of Delegation and Royal Family Member/Head of State/Government.

Media Coverage
54. The modality of the press conferences, briefings, photo opportunities, mode
of communication and interpretation shall be jointly decided by the media
representatives of the visiting and host countries.

Engagements outside the capital

55. Engagements outside the capital shall be organized by the Department of
Protocol in coordination with the local authorities.

Flag/Portrait
56. During the state visit, flags of the visiting and host countries and portraits
of the Head of Delegation and His Majesty The King / Prime Minister shall
be displayed at the point of entry/exit, place of stay, venue and other places
as appropriate.

Information from the Visiting Side

57. The Department of Protocol shall obtain the following information in
advance from the visiting country.
i. Personal details of the visiting guest and spouse (if accompanying)
a. Name.
b. Designation.
c. Curriculum Vitae.
d. Blood Group.
e. Medical History.
f. Dietary Restrictions.

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 ii. Composition of delegation including media and Advance Teams and
interpreter (if required).
a. Travel Itinerary.
b. National Anthem and Flag:
c. A copy of the musical score and recording of the national anthem.
d. Personal standard flag (if any) and a sample of house flag, car flag
and table flag.

iii. Security and communication devices.

a. Names and passport details of persons carrying security and
communication devices.
b. Details (Name, Type, Number, Serial Number, Model, Rounds of
ammunition etc.) of security and communication devices.

Chapter 5: Presentation of Credentials

Presentation of Credentials by Ambassador-Designate of Mission

Order of Precedence
58. The order of precedence for presentation of credentials by ambassador-
designates on the same day shall be based on the date of the agrément. In the
event that the date of agrément falls on the same day, the order of precedence
shall be based on alphabetical order of the sending states.

Arrival
59. The Ambassador-designate shall be received by the Deputy Chief of Protocol
and Protocol Officer at the base of the aircraft.

60. The Protocol Officer shall complete all immigration, custom and other
formalities.

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Ceremony
61. The Chief of Protocol shall, in advance:
a. brief the ambassador-designate of resident and non-resident mission on
the credential ceremony;
b. receive true copies of the letter of credence of the ambassador-designate;
and
c. receive letter of recall of his predecessor.

62. The Ambassador-designate shall be:

a. accompanied by a protocol officer from his place of stay to Tashich-
hodzong in a convoy led by a police pilot.
b. received by Deputy Chief of Protocol at the Dzong’s parking and pro-
ceed with the Chhipdrel procession.
c. received by the Aide-de-Camp to His Majesty The King and the Chief of
Protocol at the main entrance of Tashichhodzong.
d. received by the Zimpon at the base of the stairs leading to the outer
chamber of the Throne Room.
e. introduced to the officials of the Ministry of Foreign Affairs by the Chief
of Protocol.
f. ushered to the Royal Waiting Room.

63. The officials of the Ministry of Foreign Affairs shall enter the Throne Room
and take their seats on the left-hand side of the Throne.

64. The spouse of the Ambassador-designate and accompanying delegates shall

be ushered by the Deputy Chief of Protocol and take their seats at the right
hand side of the Throne.

65. The Zimpon shall report the arrival of the Ambassador-designate to His
Majesty The King.

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66. The Ambassador-designate shall:
a. enter the Throne Room escorted by the Chief of Protocol.
b. stand facing the Throne with the Chief of Protocol to his right.
c. be presented to His Majesty The King by the Chief of Protocol.
d. present the Letter of Credence wrapped in a ceremonial scarf to His
Majesty The King.
e. be seated on the right side of the Throne.

67. The Chief of Protocol shall be seated next to the officials of the Ministry of
Foreign Affairs.

68. The Zimpon shall:

a. usher the state monks to the Throne Room;
b. announce the traditional ceremony; and
c. conduct Marchang and Zhugdrel.

69. The state monks shall leave the Throne Room, whereas others present shall
rise and remain standing after the conclusion of the traditional ceremony.

70. His Majesty The King shall:

a. greet the Ambassador and the Ambassador shall present his accompa-
nying delegation.
b. grant an audience followed by a photo opportunity.

71. The Ambassador shall:

a. leave the Throne Room accompanied by the Chief of Protocol.
b. be seen-off by the Aide-de-Camp to His Majesty The King from the
Tashichoddzong courtyard.
c. be escorted to his place of stay by protocol officer.

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Call on
72. The Ambassador shall call on to:
a. Prime Minister of Bhutan.
b. Foreign Minister.
c. Foreign Secretary.
d. Other Ministers and officials as deemed appropriate.

Reception
73. A reception shall be hosted in honour of the Ambassador by the Foreign
Minister.

Departure
74. The Ambassador shall be seen-off by the Deputy Chief of Protocol and
Protocol Officer at the base of the aircraft.
75. The Protocol Officer shall complete all immigration, customs and other
formalities.

Use of Flag
76. The national flags of Bhutan and the country of Ambassador-designate shall
be carried /displayed during/at the:
a. chhipdrel procession.
b. main entrance of Tashichhodzong.
c. entrance of the Throne Room.
d. reception.

77. The national flag of the country of the Ambassador shall be flown on his car
after the presentation of the credentials.

Layout
78. The layout in the throne room and the Grand Kuenray Hall shall be as per
Annex IV.

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Presentation of Credentials by Head-Designate of International Organization
79. The Deputy Chief of Protocol shall, in advance:
a. brief the head-designate of International Organization,
b. receive true copies of the letter of appointment of the head-designate;
and
c. receive letter of recall of his predecessor.

80. The Head-designate shall be:

a. accompanied by a Protocol Officer from his place of work to the Ministry
of Foreign Affairs.
b. received by the relevant Head of Department and Deputy Chief of
Protocol.

81. Senior officials of the Ministry of Foreign Affairs, state monks and
accompanying officials of the Head-designate shall stand in line in the
Ceremony Hall till the arrival of the Foreign Minister.

82. Officials of the Ministry of Foreign Affairs shall be seated on the left-hand
side of the Foreign Minister.

83. The accompanying officials shall be seated on the right-hand side of the
Foreign Minister.

84. The Deputy Chief of Protocol shall announce the arrival of the Head-
designate to the Foreign Minister.

85. The Head-designate shall:

a. enter the Ceremony Hall escorted by the Deputy Chief of Protocol.
b. stand facing the Hall with the Deputy Chief of Protocol to his right.
c. be presented to the Foreign Minister by the Deputy Chief of Protocol.
d. present the Letter of Appointment wrapped in a ceremonial scarf to the
Foreign Minister.
e. be seated on the right side of the Foreign Minister.
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86. The Deputy Chief of Protocol shall:
a. announce the traditional ceremony.
b. conduct Marchang and Zhugdrel.

87. The state monks shall leave the Hall, whereas others present shall rise and
remain standing after the conclusion of the traditional ceremony.

88. The Foreign Minister shall greet the Head of International Organization. The
Head shall then introduce accompanying officials to the Foreign Minister.

89. The Deputy Chief of Protocol shall introduce the officials of the Ministry of
Foreign Affairs to the Head of International Organization.

90. The Foreign Minister and the Head shall exchange brief remarks and leave
the Ceremony Hall.

91. The Head shall be:

a. seen-off by relevant Head of Department and Deputy Chief of Protocol.
b. accompanied by Protocol Officer from the Ministry of Foreign Affairs
to his place of work.

Reception

92. A reception shall be hosted in honour of the Head of International

Organization by the Foreign Secretary.

Use of Flag
93. The national flag of Bhutan and the flag of the International Organization
shall be displayed in/at the:
a. Ceremonial Hall.
b. reception.

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94. The flag of the respective International Organization shall be flown on his
car after the presentation of the credentials.

Layout
95. The layout in the Ceremony Hall shall be as per Annex V.

Chapter 6: Miscellaneous

Routine and Farewell Visits by Ambassador and Head of International

Organization.
96. Protocol Officer shall receive and see off the Ambassador and Head of
International Organization from the VIP lounge during routine visit.

97. Deputy Chief of Protocol and Protocol Officer shall receive and see off the
Ambassador and Head of International Organization from the Ceremonial
Lounge during farewell visit.

Responsibility of Department of Protocol

98. The responsibilities of the Department of Protocol for the purpose of this
handbook shall be as detailed in Annex VI.

Chapter 7: Rules of Construction and Amendment

99. In this Handbook, unless the context indicates otherwise, the singular shall
include plural and the masculine shall include feminine.

100. Amendment to this Handbook and its annexes shall be effected by the
Department of Protocol.

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 Chapter 8: Definition

101. Unless the context otherwise requires, the terms used in this Guidelines
shall have the following meanings assigned as hereunder:

i. Agency: Ministry/organization other than the Ministry of Foreign

Affairs.

ii. Ceremony: Ceremonial event at the time of welcome/ departure/ Royal

Audience/ State Banquet/signing/Presentation of Credentials.

iii. Chief Operations Officer: Head of Royal Bhutan Army.

iv. Chief of Police: Head of Royal Bhutan Police.

v. Dependent: Spouse and children of Head of Delegation.

vi. Dignitary: Official other than the head of delegation listed in the
Entitlement Chart.

vii. Document: Agreement or memorandum of understanding signed

during the state or official visit.

viii. Head: Person appointed as resident coordinator of the UN systems in

Bhutan, country representative, resident representative and head of
international or regional organization.

ix. Head of Delegation: Visiting King/Queen/Crown Prince and Head of

State/Government.

x. International Organization: The United Nations and its specialized

agencies, other international and regional organizations.

xi. Mission: Resident and non-resident Embassy and Consulate.

xii. Official Visit: Visit by Head of Delegation attending multilateral and

regional conferences/meetings/seminars/summits/forum, etc.

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xiii. Point of entry/exit: A place in the territory of Bhutan where the Head
of Delegation and other dignitaries arrive and depart during the visit.

xiv. Prime Minister: Prime Minister of Bhutan.

xv. Private Visit: Visit by present/former King/Queen/Crown Prince and

Head of State/Government for reason(s) other than official purpose(s).

xvi. Royal Government: Royal Government of Bhutan.

xvii. State Visit: Any formal visit by or at the level of King/Queen/Crown

Prince and Head of State/Government.

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 Annex I

CEREMONIAL MOTORCADE FOR STATE VISIT

The composition and sequence of the motorcade for the State Visit of Head of
Delegation is as follows:
1. Advance Pilot.
2. Press Van.
3. Pilot.
4. Chief of Protocol of Visiting and Host Countries.
5. Outriders.
6. Uniform Security.
7. VVIP.
8. Uniform Security.
9. Visiting Security.
10. VVIP Spare Car.
11. Protocol Officer.
12. Prime Minister.
13. Minister-in-waiting.
14. Ambassador of Visiting Country.
15. Ambassador of Host Country.
16. Delegation.
17. Ambulance.
18. VVIP Luggage Van.
19. Tail Car.

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 Annex II

CEREMONIAL MOTORCADE FOR OFFICIAL VISIT

The composition and sequence of the motorcade for the Official Visit of Head of
Delegation is as follows:
1. Pilot.
2. Chief of Protocol.
3. Uniform Security.
4. VVIP.
5. Uniform Security.
6. Spare car.
7. Minister-in-waiting.
8. Ambassador of Visiting Country.
9. Ambassador of Host Country.
10. Delegation.
11. Ambulance.
12. VVIP Luggage Van.
13. Tail Car.

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 Annex III
HOSPITALITY ENTITLEMENT CHART
Accommo- Transporta- Police Protocol Personal Se- Backup Ceremonial VIP
SI# Visitor Meals
dation tion Pilot Officer curity Officer Vehicle Lounge Lounge
1 Foreign Royal Family * * * * * * * * *
2 Guest of the Royal Family. * * * * * * * * *
3 Head of State/Government. Yes Yes Yes Yes Yes Yes Yes Yes No
4 Minister and equivalent post. Yes Yes Yes Yes Yes Yes Yes Yes No
5 Deputy Minister. Yes Yes Yes Yes Yes Yes No Yes No
6 Vice Minister. Yes Yes Yes Yes Yes Yes No Yes No
7 Guest of the Prime Minister. * * * * * * * No Yes
Former Head of State/Govern-
8 Yes Yes Yes Yes Yes Yes Yes Yes No
ment.

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9 Secretaries to the Government. No * Yes No Yes No No No Yes
On the
Ambassadors for PoC and
10 No * Yes day of Yes No No Yes No
farewell.
PoC
11 Ambassadors on routine visit. No * Yes No Yes No No No Yes
Non-accredited Ambassadors
12 No * * No * No No No Yes
(Head of Missions).
Heads of International Organi-
13 No * * No * No No * *
zation.
14 Special Envoys. * * Yes * Yes * * * *
15 Honorary Consul General. No * No No No No No No Yes
Employees & Members of
16 No * No No No No No No Yes
Friendship Association.

* As per the directives/ appropriateness/ reciprocity.

 Annex IV
Annex IV
LAYOUT
LAYOUT
A) Presentation
a) Presentation of Credentialsof
inCredentials in the Throne Room
the Throne Room

A=Ambassador-Designate
A=Ambassador-Designate
B=Chief
B=Chief of Protocol
of Protocol

21
22
 B) Presentation of Credentials in the Grand Kuenrey Hall
b) Presentation of Credentials in the Grand Kuenrey Hall
(*Minimum
(*Minimum of four
of four Ambassador-designates
Ambassador-designates for PoC for PoC
in the in the
Grand Grand
Kuenrey Kuenrey Hall)
Hall)

AD= Ambassador-Designate
AD= Ambassador-Designate
A=Ambassador-Designate
A=Ambassador-Designate
B=Chief of Protocol
B=Chief of Protocol

22
23
 Annex V

Annex V
LAYOUT
LAYOUT
Presentation of Credentials in the ceremony hall
Presentation of Credentials in the ceremony hall

A= Head-Designate
A= Head-Designate
B= Deputy Chief of
B= Deputy Protocol
Chief of Protocol

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 Annex VI

RESPONSIBILITIES OF DEPARTMENT OF PROTOCOL

1. Inform all relevant stakeholders (Department of Air Transport, Department
of Immigration, Department of Revenue and Customs, Relevant Ministry/
Dzongkhag(s), Royal Bhutan Police, Department of National Properties,
Dzong Maintenance Division, Department of Culture, Bhutan Power
Corporation, Thimphu Thromde, Ministry of Health, etc.) in written
communication about the visit and their required services.

2. Draft and finalize the program for the visit in consultation with relevant
stakeholders.

3. Requisition of vehicles.

4. Ensure driver’s code of conduct and cleanliness & condition of vehicle.

5. Arrive two hours prior to the arrival of head of delegation and dignitary.

6. Receive and see-off head of delegation and dignitary at the point of entry/
exit.

7. Ensure all arrangements at the airport (Lounge, Refreshments), place of stay

and venue for events are in place.

8. Seek appointments for and accompany during call-ons and meetings of

head of delegation and dignitary.

9. Reconfirm flight schedule.

10. Receive, usher and see-off head of delegation, dignitary and guests during
events hosted by the Ministry of Foreign Affairs.

11. Distribute invitation cards and confirm the list of invitees.

12. Ensure correct seating and table plans.

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Ministry of Foreign Affairs
Royal Government of Bhutan
Thimphu
www.mfa.gov.bt
PABX: +975-2-328183/ 322459/322473