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Notes On Protocol

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Notes On Protocol

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lanesrapeter4
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© © All Rights Reserved
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Introduction to

Protocol
and
Etiquette

Helena Burger
Helena Burger and Associates
P O Box 33252, Glenstantia, 0010
Tel (012) 348 2133
Fax (012) 3485315
E-mail: info@|HBandA.co.za
ISBN0- 620-28570-2 Copyright  Helena Burger 2004
© All rights reserved
This manual is used subject to the conditions that it shall not,
by way of trade or otherwise, be lent, sold, re-sold, hired out,
or otherwise circulated. No part of this publication may be
reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopy, without
permission in writing from Helena Burger.
While every precaution has been taken in the preparation of
this document, the authors assume no responsibility for errors
or omissions, or damages resulting in the use of the
information contained herein. In no event shall the author be
responsible for any loss or profit or any other commercial
damage, including, but not limited to special, incidental,
consequential, or other damages.

2
TABLE OF CONTENT
TABLE OF CONTENT............................................................................................................................................. 3

INTRODUCTION TO PROTOCOL .......................................................................................................................... 5

1 Definition....................................................................................................................................................... 5

2 Origin of the word ........................................................................................................................................ 5

3 History........................................................................................................................................................... 5

INTRODUCTION TO DIPLOMACY ......................................................................................................................... 6

4 Definition....................................................................................................................................................... 6

5 Vienna Conventions..................................................................................................................................... 6

INTERNATIONAL GOVERNMENT SYSTEMS ....................................................................................................... 8

6 Introduction .................................................................................................................................................. 8

7 The state and the government .................................................................................................................... 8

8 Head of state and head of government ...................................................................................................... 8

THE OFFICIAL TABLE OF PRECEDENCE............................................................................................................ 9

9 Introduction .................................................................................................................................................. 9

10 History........................................................................................................................................................... 9

11 Examples of precednece ........................................................................................................................... 10

12 Structures within diplomatic missions..................................................................................................... 12

OFFICIAL FORMS OF ADDRESS ........................................................................................................................ 12

13 Introduction ................................................................................................................................................ 12

OFFICIAL VISITS .................................................................................................................................................. 13

14 Introduction ................................................................................................................................................ 13

15 Description of visits ................................................................................................................................... 13

16 Practical programme arrangements ......................................................................................................... 16

17 Keep the delegations informed of progress ............................................................................................ 16

18 Travel arrangements .................................................................................................................................. 17

NATIONAL SYMBOLS.......................................................................................................................................... 17

19 Introduction ................................................................................................................................................ 17

20 The national flag......................................................................................................................................... 17

21 The national coat of arms .......................................................................................................................... 19

22 The national anthem................................................................................................................................... 21

OVERVIEW OF ETIQUETTE................................................................................................................................. 21

23 Definition..................................................................................................................................................... 21

24 Social and business etiquette ................................................................................................................... 21

25 Protocol and etiquette................................................................................................................................ 22

26 The host ...................................................................................................................................................... 22

27 Greeting in different cultures .................................................................................................................... 22

3
28 Body language ............................................................................................................................................22

29 Introducing people .....................................................................................................................................23

30 A good guest...............................................................................................................................................23

31 Conversation...............................................................................................................................................23

32 Seating.........................................................................................................................................................24

33 Serving ........................................................................................................................................................24

34 Speeches and toasts ..................................................................................................................................24

35 Smoking ......................................................................................................................................................24

36 Prayers at dinner ........................................................................................................................................24

37 Eating habits ...............................................................................................................................................25

INVITATIONS ........................................................................................................................................................26

38 Introduction.................................................................................................................................................26

39 Information required...................................................................................................................................26

EXAMPLES OF PROGRAMMES AND CHECKLISTS..........................................................................................28

4
INTRODUCTION TO PROTOCOL

1 DEFINITION

Protocol is the official form of procedure used in the affairs of state and diplomatic relations.
While in some matters custom may be used, the norms introduced do not constitute a protocol but
simply what we may term good manners, urbanity or knowing how to behave (what to say and social
use). Thus, there is a distinct difference between protocol and etiquette.
Protocol codifies and puts into practice the rules of ceremonial procedure and supervises the
application of those rules. It regulates the activities of national authorities such as governments,
parliaments and administrations as well as foreign officials, diplomats and consuls. By following the
rules of protocol, people can interact in successful relationships that allow freedom of action to
everyone in day-to-day relations.
Protocol allots to each their proper place in political and administrative structures. It determines the
rules for the exchange of official and private correspondence or the manner of address; in fact, it
determines everything to ensure that an individual receives the precedence and respect to which that
individual’s position entitles him or her.
The rules of diplomatic protocol intend to uphold the relations and interactions between states and
their officials. A breach of protocol is seen as deliberate or interpreted as calculated. It is a display of
distrust in the diplomat or the country involved and never fails to affect the relations between the two
governments concerned. It is, therefore, essential to adhere to the rules. The Official Table of
Precedence, the Official Forms of Address and the Diplomatic Immunities and Privileges Act 37 of
2001 (that incorporate extracts of the Vienna Convention of 1961) are the documents which form the
basis of protocol rules in South Africa.

2 ORIGIN OF THE WORD

The word protocol is of Greek origin and derives from the word protokollum. The word prota means
first and kola means glue. The Greeks introduced a document to state the ownership of specific
portions of land. This document had to be authenticated in some way. They produced a smaller piece
of paper, glued it to the document to act as a seal of authenticity and called this smaller piece a
protocol. It reminds one that we “glue” revenue stamps to documents to authenticate them! The word
protocol was later connected to all official rules.
In the course of history, the use of the word has been extended to mean the summary of a book
pasted to the first page. Some countries called their police protocols. Amendments to signed
agreements are also known as protocols. The difference between a protocol and any other
amendment is that a protocol must be numbered and signed. The rules of a research project are
called the protocol of the research and the results will only be valid if the researcher stayed within the
protocol.

3 HISTORY

People can only co-exist peacefully by communicating successfully with one another and with other
groups. This communication usually involves some form of ceremony. Ceremonial conduct,
therefore, is as old as time itself. When two people come together they operate in some relation to
one another, be it as equals, as junior and senior or as elder and younger.
Official ceremonial conduct started when the rulers of two clans, villages, principalities or the
equivalent wanted to send messages of war, peace, famine, pestilence or trade to one another. The
messenger represented his leader and this gave him a certain status in society. It was expected that
messengers would be treated with the respect and prominence that their position afforded.
The Greeks developed a political system where they used a consul as the emissary of the ruler. The
Romans commissioned senators to travel throughout the Roman Empire in the name of the Caesar.
During the Byzantium era, the Venetians were the first to train the messengers, who became known
as diplomats. The Duke of Milan appointed the first resident ambassador to the court of Cosimo de
Medici in Florence in 1450. This was during the city state system period of Italian political history.
After the Napoleonic wars, diplomats representing different countries convened in Vienna in 1815 to
discuss diplomatic practice, immunities and privileges. The document they compiled became known

5
as the Vienna Convention on Diplomatic Practice. This document was revised in 1961 and on 16 April
of that year, the new Vienna Convention saw the light. This document is still the authority today.
Although South Africa is not a signatory to the convention, most of the articles of the convention are
incorporated in Act 37 of 2001 on Diplomatic Relations.

INTRODUCTION TO DIPLOMACY

4 DEFINITION

“Diplomacy is the conduct of international relations by negotiation rather than by force, propaganda, or
recourse law, and by other peaceful means (such as gathering information or engendering goodwill)
which are either directly or indirectly designed to promote negotiation” (Berridge 1999:11).
Diplomacy, therefore, deals with the form, structure and code of the message – the how of managing
international affairs but not the what. Foreign policy is the content of the message (what).
The application of the rules provides the opportunity to keep embarrassing situations from happening
and assists in creating a distraction free environment for the meeting while still giving space to
acknowledge different cultures and religions.

5 VIENNA CONVENTIONS

International society is only loosely organised but it has established certain rules of behaviour that
influence the behaviour of states. Traditionally, states were the only entities that could enjoy rights
and duties under international law or enter into international agreements but now the same rights and
obligations have been conferred on international organisations like the United Nations, European
Union and African Union. The formal or legal aspects of bilateral diplomacy are the following:
5.1.1 International law
International law is the system of law that governs relations between states. Sources of international
law according to Article 38 (1) of the Statute of the International Court of Justice are treaties, customs,
general principles of law recognised by civilised nations, teachings of qualified academic writers of the
various nations and judicial decisions.
There should be cohesiveness between international law and national law. International law uses
national law as framework. A treaty or other rule of international law sometimes imposes an obligation
on a state to enact a particular rule as part of their national law.
International organisations and non-governmental organisations have also entered the arena of
bilateral and multilateral agreements. This brought a completely new dimension to international law.
These organisations now also have legal status, but how and to what extent, are not easy to define.
5.1.2 Vienna Convention on Diplomatic Relations of 1961
The need to have a convention on diplomatic relations became necessary when more countries
started to enjoy diplomatic relations. The need to structure the diplomatic world is stated in the
preamble of the Vienna Convention on Diplomatic Relations. It states that the status of diplomats is
recognised, that it is important to maintain international peace, security and friendly relations amongst
nations, irrespective of culture and ideology, and that social systems are important and established for
the benefit of nations and not individuals. Standardised behaviour and conduct have been established
with certain built-in measures to act as deterrent for those countries that signed the convention but do
not abide by the “rules”.
One hundred and seventy-seven countries have ratified the Vienna Convention making it the most
widely applied convention today. The success of the convention lies in the fact that the content is
fairly technical, the focus narrow, prior agreement on many issues was achieved, the writers were
highly competent and knowledgeable and all participants shared the same objective.
Diplomatic missions can be defined as organs or subjects of international law that are permanently
accredited to another subject of international law for the purpose of maintaining diplomatic relations.
Every recognised independent state has the right to send diplomatic agents to represent its interests
in another state and respectively receive such agents. There is, however, no obligation in
international law to exercise this right. All diplomatic relations are negotiated and agreements
between the countries will rule on matters such as level of relations, special privileges and restrictions,
size of mission, place where mission will be situated, etc.

6
The Vienna Convention, based on a draft prepared by the UN International Law Commission, codifies
the established practices governing diplomatic relations. The Convention covers establishment of
diplomatic relations and missions, use of flag and emblem, appointment of staff, privileges and
immunities, inviolability of premises, persona non grata, and termination of diplomatic function among
many other subjects. The almost universal acceptance of this instrument reflects the importance of its
subject matter to the international community.
The articles of the Convention are classified into the following categories:
• Article 1 and 48 – 53: Signing and ratification
• Articles 2, 4 – 19 and 46: Establishment and conduct of diplomatic relations
• Article 3: Functions
• Article 20 – 37 and 39 – 42: Privileges, immunities and facilities
• Article 38 and 47: General stipulations
• Article 43 – 45: End of term of a diplomat
5.1.3 Vienna Convention on Consular Relations, 1963
Article 5 of the Vienna Convention on Consular Relations, 1963 rules that the consular mission will
protect the interests of the sending state and its nationals (both individual and bodies corporate) in the
receiving state within the limits allowed by international law. The consular office is also responsible for
furthering the development of commercial, economic, cultural and scientific relations between the
sending and receiving states. The consular office must also keep abreast of developments on
commercial, economic, cultural and scientific fields in the receiving state and report these
developments to the sending state.
The consular office is further responsible for administrative functions such as issuing visas and
permits, maintaining contacts with businesses, acting as a notary and civil registrar and assisting
nationals of its own country when in the foreign country. This assistance may entail help with visa
problems or offering legal and moral support when a citizen of the sending state is charged with a
criminal offence or jailed. The consular officer has the right to operate within the consular district with
the receiving state’s approval. The consular office solves disputes through negotiations with the
receiving country and strives to reach consensus when handling problems.
A unique difference between the appointment of an ambassador and a consul-general is in the
territory where they are allowed to operate. Agrément gives a diplomat permission to conduct his or
her duties in the total territory of the country. The exequatur will name the regions where consular
staff may operate. Immunities for consular personnel according to the functional approach will only
apply to the officially indicated regions of a country.
5.1.4 Diplomatic Immunities and Privileges Act of a country
Every country that is a signatory to the Vienna Convention has the right to make laws that will specify
certain articles of the conventions in more detail. The national laws of countries that ratified the
convention cannot pass legislation that is contrary to the intent of the convention. The South African
Act on Diplomatic Relations of 2001, article 37 states that the family members of a diplomatic agent
that form part of his or her household shall enjoy the privileges and immunities stated in Articles 29
and 36.
Act 35 of 2008 amended Section 2(2) b of Act 37 of 2001 referring to the family of a diplomat as
follows:
i) Spouse
ii) A dependent child under the age of 18 years
iii) Any other dependent family member recognised as such by the sending country
iv) Life partner officially recognised by sending country
5.1.5 Conclusion
The Vienna Convention has had a very profound but positive impact on the way that diplomatic
relations are conducted. Unnecessary quibbling about relatively unimportant issues, such as
precedence that have the potential to become insurmountable, are now solved by the convention in an
objective way.

7
INTERNATIONAL GOVERNMENT SYSTEMS

6 INTRODUCTION

Always apply protocol in an objective manner at all functions, ceremonies and meetings when official
representatives of governments are present. The Vienna Convention on Diplomatic Relations
stipulates in the preamble that all countries are equal, irrespective of their political system, culture,
size, etc. However, the government structure of a country is important as it determines the positions
and seniority of its representatives. It is important to understand all the terminology used to ensure
that status is correctly interpreted for protocol purposes.

7 THE STATE AND THE GOVERNMENT

The state is a political association that establishes sovereign jurisdiction within defined territorial
borders and exercises authority through a set of permanent institutions. These institutions are public,
administered through public funding and are responsible for the collective organisation of communal
life. Government is an institution or mechanism that has the power to make, implement and
adjudicate laws for a certain territorial area. In dealing with issues of politics and government, it is
important to understand the difference between a state and a government. Heywood (1997:85-86)
makes the following distinctions:

• The state is more extensive than a government as it includes all institutions in the
public realm (even government) and all members of the community.
• The state is a permanent and continuing entity while a government is temporary as systems
change or remodel.
• Government is the means through which the state brings authority into operation.
• The state exercises impersonal authority as it recruits and trains personnel in a bureaucratic
manner which ensures that they can resist the ideological enthusiasm of the government of
the day.
• The state, in theory at least, represents the permanent interest of society, which is the
common good or general will. Government, conversely, represents the partisan sympathies of
those in power at a particular time.
Globalisation threatens the existence of the historic state. The economic interdependence of
countries in different spheres of the globe and international bodies such as the United Nations and the
European Union diminish the ability of governments to make unilateral decisions. Privatisation of
traditionally government enterprises also influences the decision-making ability of governments. The
delegation of power from national to local levels of governments has the same effect.

8 HEAD OF STATE AND HEAD OF GOVERNMENT

Another important issue relates to the difference between a head of state and a head of government.
In protocol, a head of state enjoys the highest status in a country, irrespective of the authority that the
person exercises in the country. Therefore, there is no correlation between the authority or power of a
position and the protocol associated with that position. To illustrate the difference between a head of
state and a head of government, for protocol purposes, we distinguish between two government
systems, namely a monarchy and a republic (military regimes and dictatorships fall into this category
for this purpose).
8.1 Monarchy
In a monarchy, the position of head of state, that of king, queen, emir or whatever the traditional leader
is called in that culture and country, is a hereditary position. There are two types of monarchies:
• In a traditional monarchy the executive authority rests with the head of state. Bahrain, Bhutan,
Brunei, Jordan, Morocco, Nepal, Oman, Saudi Arabia, Swaziland, Thailand and the United
Arab Emirates are examples of this type of monarchy. There is no head of government in
these countries.
• In a constitutional monarchy the position of head of state rests within a constitution but the
executive authority does not rest in the position on the head of state. Constitutional
monarchies include Belgium, Great Britain, Denmark, Japan, Liechtenstein, Norway, Sweden

8
and Spain. A head of government, usually called a prime minister, exercises the executive
authority of the government ruling the country.
8.2 Republic
A republic is a form of government in which sovereignty resides in the people entitled to elect, directly
or indirectly, the representatives who hold office for a limited period.
The head of state, mostly called a president, comes to that position by different means. The
electorate can elect him or her or the political structures of the government can elect the head of state.
In South Africa, parliament elects the president from amongst the members of the party elected by the
people. In military regimes and dictatorships, no elections are held and the head of state normally
usurps the position. The question of executive authority plays no role in the identification of this
position in a republic.
In a republic, there are three different basic structures, namely:
• In a presidential republic, the executive authority lies with the president. This president is both
head of state and head of government (USA, RSA).
• In a constitutional republic, the position of head of state is ceremonial and carries no executive
authority (Israel, Germany). The head of government exercises the executive authority.
• In a combination of these two forms certain executive powers lie with the head of state and
others with the head of government (France, Namibia).

THE OFFICIAL TABLE OF PRECEDENCE

9 INTRODUCTION

As humans we always find it difficult to make objective decisions when people we either like or dislike
are part of the picture. In protocol it is very important to objectively assess seniority as it is used to
determine where people sit, the order of speeches at a function, the order of arrival of guests at formal
and ceremonial functions: basically who does what, when and where.
The basic principle is always to place the host first. This is not an indication of the host’s seniority but
simply indicates the role that the person will play at the function. The host becomes the centre stage
of a function with the guest of honour on the right-hand side of the host. When working with a guest
list it should appear as follows:
1. Host
2. Guest of honour
3. Guests according to the National Table of Precedence and other guests in order of seniority

10 HISTORY

The interaction of people and countries necessitated the formulation of rules regarding precedence.
Squabbles over precedence within the diplomatic community became the order of the day in early
diplomatic relations and sometimes it even led to physical violence! The situation deteriorated to the
point where the peace accord of the Seven Years’ War could only be negotiated after five years of
arguing about the seating arrangements at the peace table. (Do not forget our own struggles to start
the Codesa negotiations!)
By 1504, the situation was so bad that Pope Julius II decided to step in. He felt that as the most
important Christian on earth it was his responsibility to afford precedence to Christian kings and rulers.
He decreed the Ordo Regum Christianorum and declared that his precedence be accepted as a
matter of course. The precedence of monarchs was determined by the age of their monarchy.
The position was the following:
France AD 481 Denmark AD 1015
Spain AD 718 Two Scillies AD 1130
England AD 827 Sweden AD 1132
Austria AD 1000 Portugal AD 1139 etc.
In 1564, Pope Pius IV decreed that the Ordo Regum Christianorum should also apply to
ambassadors. This relieved the situation only for a short period. It was, for example, unacceptable for
an ambassador of Austria who had been in a country for a number of years to be junior to an

9
ambassador of France who was new to the court. In 1661, the situation further deteriorated after the
ambassadors of France and Spain to England actually fought a dual at the harbour to have the honour
of escorting a new ambassador to the king. Both countries recalled them after the king threatened
their monarchs with war. The precedence of ambassadors came under discussion again and the
Pacta de Famille was signed on 15 August 1761 at Vienna. This pact between diplomats determined
that the ambassador accredited to a specific court the longest would be the most senior.
The Vienna Convention determines that the date and time of the Credentials ceremony determines
seniority amongst ambassadors and high commissioners. The use of the word Rubric to indicate the
different groups or categories in an Official Table of Precedence was taken from the usage in old acts
to have headings in the colour red (ruby in Latin) to group ideas together.

11 EXAMPLES OF PRECEDNECE

11.1 Head of State and Heads of Government


When Head of State and Heads of Government attend the same function Heads of State are placed
more senior than Heads of Government and both are placed according to the date that they assumed
office. In most cases the rule of 1761 is followed namely date of appointment. A list current on 24
April 2012 of the 16 most senior Heads of State can found below:
Title Assumed office Country
King Bhumibol Adulyadej 9 June 1946 Thailand
United Kingdom, Australia, Canada, New
Zealand, Jamaica, Barbados, Grenada,
6 February 1952 Papua New Guinea, Solomon Islands,
Queen Elizabeth II
Tuvalu, Saint Lucia. Bahamas, Belize,
Antigua and Barbuda, Saint Vincent and the
Grenadines, Saint Kitts and Nevis,
Sultan Qaboos bin Qaboos 23 July 1970 Oman
Queen Margrethe II 14 January 1972 Denmark
King Carl XVI Gustaf 15 September 1973 Sweden
King Juan Carlos 22 November 1975 Spain
President Teodoro Obiang
3 August 1979 Equatorial Guinea
Nguema Mbasogo
President José Eduardo dos
10 September 1979 Angola
Santos
Queen Beatrix 30 April 1980 Netherlands
President Paul Biya 6 November 1982 Cameroon
Sultan Hassanal Bolkiah 1 January 1984 Brunei
President Yoweri Museveni 26 January 1986 Uganda
King Mswati III 25 April 1986 Swaziland
President Blaise Compaoré 15 October 1987 Burkina Faso
President Robert Mugabe 31 December 1987 Zimbabwe
Emperor Akihito 7 January 1989 Japan

11.2 United Kingdom


In the United Kingdom it called Orders of Precedence and there is a different table for men and
woman, although the sovereign is number one in both! There is also a order for England and Wales
and a different one for Scotland. A shortened version for England and Wales follows
The Sovereign
The Duke of Edinburgh
The Prince f Wales
The Sovereign’s younger sons
The Sovereign’s grandsons (according to the seniority of their fathers)
The Sovereign’s cousins
The Archbishop of Canterbury
Lord High Chancellor

10
Archbishop of York
The Prime Minister (if male)
Lord High Treasurer
Lord President of Council
Speaker of the House of Commons
Lord Privy Seal
Ambassadors and High Commissioners, and many more.
There is also seniority in the Peerage and it is as follows Duke, Marques (Marqui), Earl (Comte,
Count), Vicount and Baron. Baronet does ot form part of the Peerage and is a hereditary rank.

11.3 United States od America


The order is established by the President, through the Office of the Chief of Staff, and is maintained by
the State Department's Office of the Chief of Protocol. It is only used to indicate ceremonial protocol
and has no legal standing; it does not reflect the presidential line of succession or the equal status of
the branches of government under the Constitution.

President of the United States (Barack Obama)


Foreign heads of state/Reigning monarchs
Vice President of the United States (Joe Biden)
Governor (of the state in which the event is held)
Mayor (of the city in which the event is held)
Speaker of the House of Representatives (John Boehner)
Chief Justice of the United States (John Roberts)
Former Presidents of the United States (in order of term) Jimmy Carter (January 20, 1977 –
January 20, 1981), George H. W. Bush (January 20, 1989 – January 20, 1993), Bill Clinton
(January 20, 1993 – January 20, 2001), George W. Bush (January 20, 2001 – January 20, 2009)
Ambassadors of the United States (at the Ambassador's post)
United States Secretary of State (Hillary Rodham Clinton)
Secretary-General of the United Nations (Ban Ki-moon)
Ambassadors Extraordinary and Plenipotentiary of Foreign Powers accredited to the United States
(in order of the presentation of their credentials)

11.4 France
The French order of precedence is a symbolic hierarchy of officials in the Government of France used
to direct protocol.The current order of precedence was established by presidential decree number 89-
655 of September 13, 1989.

The President of the Republic


The Prime Minister
The President of the Senate
The President of the National Assembly
Former Presidents of the Republic, in order of term Valéry Giscard d'Estaing, Jacques Chirac
The Government (Ministers forming the Government), in the order decided by the President of the
Republic , Former Prime Ministers, in order of term Pierre Mauroy, Laurent Fabius, Michel Rocard,
Édith Cresson, Édouard Balladur, Alain Juppé, Lionel Jospin, Jean-Pierre Raffarin, Dominique de
Villepin
The President of the Constitutional Council
The Vice President of the Conseil d'État
The President of the Economic, Social and Environmental Council
Members of the National Assembly
Senators
The judicial authority represented by the first President of the Court of Cassation and the public
prosecutor of that court
The first President of the Revenue Court and the public prosecutor of that court
The Great Chancellor of the Légion d'honneur, chancellor of the National Order of and the members of
the councils of these orders
The Chancellor of the Order of the Libération, and the members of the council of this order
The Chief of the Defence Staff
The Ombudsman (Médiateur) of the Republic

11
12 STRUCTURES WITHIN DIPLOMATIC MISSIONS

The ranks of heads of mission are defined in Article 14 of the Vienna Convention on Diplomatic
Relations. When two countries with diplomatic relations accredit new diplomats, their respective ranks
in the mission will be negotiated and recorded on or in his or her diplomatic identity card or book. The
ranks are Ambassador or High Commissioner, Apostolic Nuncio or Pro-nuncios, Minister, Chargé
d’Affaires en titre, Chargé d’Affaires ad interim, Counsellor, First Secretary, Second Secretary, Third
Secretary and Attaché. Members of the Department of International Relations and Cooperation of the
sending state usually form the line management of a mission. Article 19(2) indicates that
administrative and service staff can, if there are no diplomatic staffs, also act as head of mission.
Article 17 states that the head of a mission must notify the Ministry of International Relations and
Cooperation of the precedence of the members of the diplomatic staff of the mission. The most
common precedence is:
• Ambassador or High Commissioner
• Minister (normally acts as Chargé d’Affaires a.i.)
• Counsellor
st
• 1 Secretary
nd
• 2 Secretary
rd
• 3 Secretary
• Attaché

OFFICIAL FORMS OF ADDRESS

13 INTRODUCTION

There is a distinction between a “from of address” and a “title”. A title is always used with a name (first
name or surname). A title is used in accordance with rules that apply to that specific title (Sir is
used with only first name “Sir John” in verbal address) while a form of address has very few rules,
example the title for the monarch of Great Britain is Her Majesty in third person and You Majesty
in first person but the form of address used for the sovereign id “ma’am”.
Use the correct title of a person and the correct abbreviation of that title. English grammar rules
dictate that if an abbreviation ends with the same letter as the word being abbreviated then no
punctuation is used; for example, the abbreviation of Advocate takes a full stop as it ends on a
different letter than the word - Adv. but “Mr” ends on the same letter and therefore no full stop is
used.
It is the prerogative of a woman to choose if her marital status is part of her identify and which title she
will use, example the use of Mrs or Ms. The title Ms is sometimes used as a counterpart for Mr.
(The pronunciation of Ms is “Miz”)
When using The Hon, Mr, Mrs, Ms or Miss is omitted and any other title is placed in front of The Hon.
Dr The Hon John Smith
Mr and Mrs, however, are used with His of Her Excellency, for example
HE Dr/Mr/Mrs/Ms/Miss A B Surname.
Positions do not become titles that can be placed in front of names. If you refer to a President it will be
either Your Excellency (if that is the correct honorific for that country) or Mr (Madam) President or
Mr (Ms or Mrs) Surname.
Letters denoting abbreviations of orders and decorations follow the name of the bearer using the
address in the letter and on the envelope, for example
Rev. H.J. Hendrickse, GCOB.
The abbreviations for Member of Parliament (MP) and Member of the Executive Council (MEC) or
Member of the Provincial Legislature (MPL) are used on the envelope, in the salutation of a letter,
on a programme, etc. and are placed behind the name of the member. The name of the spouse
follows the name of the official on the card. A husband’s initials identify a married woman when
he is the office-bearer, for example:
Male official: Mr A B Surname and Mrs A B Surname
Female official: Mrs A B Surname and Mr Surname

12
On invitations the names appear as follows:
if the husband is the official, the husband’s initials and surname are used to identify both persons Mr
and Mrs A B Surname. If the wife however has a different surname it will be Mr AB Surname and
Ms Other Surname.
If the wife is the official, her initials are used to identify only her and the surname is used for both
persons, for example:
Female official: Mrs (Ms) A B Surname and Mr Surname
DO NOT USE Minister A B Surname when addressing a minister in person. This is only done in third
person (when referring to the minister) in the English language. The correct form to use is Mr
(Madam) Minister or Mr (Mrs/Ms) Surname. The above applies to the President, Deputy
President, Deputy Ministers and Premiers.
Do not use initials to identify judges. If two judges in the same rubric have the same surname, add the
initials to the name of the junior judge.
Note the difference between Madam and Madame. Madam is used in English-speaking countries and
Madame is used in French-speaking countries. Please replace this form of address in the
following pages as required. When using this form of address it is usually abbreviated to ma’am
(pronounced “mam” like in Pam).
Academic titles replace Mr, Mrs, Ms or Miss. Honorary academic titles, for example Honorary Doctor,
are only used when participating in an academic function.
When an envelope is addressed to a person in office, the spouse is not included on the envelope even
if the letter or card includes the name of the spouse.
Basic grammar rules in English determines that if a word and its abbreviation begins and ends in the
same letters of the alphabet there is no punctuation after the abbreviation:
Mister (Mr), Doctor (Dr) but Advocate (Adv.) and Professor (Prof.). Remember in the USA American is
used and rules differ from English!
In acronyms there is also a difference between English and American. American tend to place a full
stop between the letter U.S.A. and in English it would be USA.

OFFICIAL VISITS

14 INTRODUCTION

By following the guidelines set for official visits the interaction between countries is made easier and
regulated so everybody knows what to expect and what can be expected. These rules set the basic
scenario from which there can be negotiated to accommodate the cultures, practices and policies of
both countries. In the business environment, similar rules have been compiled as codes of conduct
which all employees, from chief executive officer to junior manager, are expected to honour.

15 DESCRIPTION OF VISITS

15.1 State visits


A state visit is a visit by a head of state. It takes place on recommendation of the Minister of
International Relations and Cooperation after a formal invitation has been received from another head
of state. A delegation consists of two groups, namely the A-suite and B-suites. The A-suite is limited
to twelve persons including the head of state and his or her spouse. Any other members
accompanying the head of state are regarded as the unofficial delegation or B-suite. Members of the
B-suite are not necessarily included in official appointments and functions.
Travel expenses to and from the home country are the responsibility of the visiting government or
foreign embassy. The length of the stay is usually a maximum of three nights and four days. The
office of the head of state will, in consultation with the resident foreign mission, the relevant political
directorate and the state and official visits office of the Department of Foreign Affairs or relevant
department, compile a comprehensive programme for the dignitary. The programme will combine
requests of the dignitary with the objectives of the government. A-suite members, except the spouse

13
of the head of state, are expected to follow the same programme as the principal dignitary. The B-
suite is the responsibility of the local embassy and need not follow the same programme as the VIP.
The A-suite will be the gusts of the hosting government and the B-suite is the responsibility of the
visiting government and/or the local embassy.
15.1.1 Press arrangements
Arrangements for the accommodation and transport of accredited and visiting journalists will be the
responsibility of the foreign embassy. Details of equipment should be provided by a carnet (card with
all the relevant information) and presented to custom officials on arrival in and departure from the
visiting country.
The compilation of a programme for the accompanying official press delegation is the responsibility of
the foreign embassy.
15.1.2 Local transport
The hosting government will provide suitable vehicles for members of the A-suite. The B-suite will be
the responsibility of the visiting government and/or foreign embassy and the expenses connected to
their travel will be for the account of the embassy or visiting government.
15.1.3 Security arrangements
The hosting country is responsible for the safety of the visitors and security profile of the visits will be
established together with the visiting country’s recurity.
Submit the following details for the importation and clearance of firearms of security staff to the state
and official visits office of the Department of International Relations and Cooperation:
• Full name
• Full passport details
• Name and make of firearm
• Serial number
• Number of rounds
Do not assume that permits for firearms will be issued automatically as permits are subject to new
legislation on firearms. Permits for firearms should be presented to security officials on arrival and
handed back to the hosting country authorities on departure.
15.1.4 Personal staff
Ladies-in-waiting, aides-de-camp and personal valets have guest status. It is the prerogative of the
visiting government and/or foreign embassy to decide whether these people comprise part of the A-
suite or B-suite. Should they be part of the A-suite they will not be considered an addition to the
twelve members already stipulated.
15.1.5 Official functions
Personal staff usually does not attend official functions such as state banquets, official dinners and
official meetings. Where the attendance of any personal staff is imperative, foreign embassies should
take the matter up with the state and official visits office of the relevant department.
Both the host and the visiting head of state hold state banquets. The dress code is normally dark suit
but hosts may indicate black tie or traditional dress. Should this be the case, delegations must be
informed before leaving so that they can pack accordingly. The expectation is that both heads of state
will make speeches for approximately five minutes followed by a toast. The exchange of gifts is
usually done through the Protocol office, except at specific functions which require the direct
presentation of a gift to the other party. The prerogative of presenting any gifts (and the number of
gifts) lies with the visiting country and is decided by the foreign embassy in liaison with the state and
official visits office.
15.1.6 Private aircraft
The following information must be reported to the VIP guest section, Department of International
Relations and Cooperation in order to obtain clearance:
• Overflight and landing clearance
• Type of aircraft
• Registration number
• Call sign
• Day and time of arrival in hosting country

14
• Day and time of departure from hosting country
Security pertaining to access to the aircraft is the responsibility of the visiting government. Airports will
be responsible for the overall security of the parked aircraft at the relevant airport. Payment and
arrangement of refuelling and related aircraft services will be the responsibility of the visiting country
and/or foreign embassy and should be directly arranged by the visiting country and/or foreign
embassy with a local handling agent.
15.1.7 Ceremonies
It is only considered the official arrival of a visit when the visiting head of state meets the hosting head
of state. This can take place at the airport or the head of state’s office or residence. At the airport:
• A red carpet is used and must be well secured.
• A guard of honour is only used if it is the official arrival.
• The military band plays the national salute for an official arrival.
• The national flags of both countries are displayed. Many countries use the visiting country’s
national flag as decoration throughout the airport and city.
If the official arrival will take place at the hosting head of state’s office or residence, a high ranking
politician (minster) meets the visiting head of state at the airport. The A-suite is taken to their
accommodation thereafter the heads of state meet to officially start the visit.

15.2 Official visits


An official visit is a visit by a head of state or government or any other senior cabinet minister invited
by his or her South African counterpart. The delegation consists of ten members including the
principal and his or her spouse in the case of a head of government and for minister the delegation
consists of five (one plus four) members.
The duration of the visits varies between three to five nights. The state and official visits office will, in
consultation with the relevant political directorate and local foreign mission, compile a comprehensive
programme for the dignitary. The programme will combine the requests of the visiting dignitary with
the objectives of the hosting government. A-suite members are expected to follow the same
programme as the principal and B-suite members are the responsibility of the local embassy.
The visitor’s arrival at the airport may include a welcoming ceremony. The relevant minister meets the
delegation. No anthem is played but a guard of honour and a red carpet may be used if the occasion
calls for it.
The exchange of gifts is usually done through the Protocol office except at specific functions which
require the direct presentation of a gift to the other party. The prerogative of presenting any gifts lies
with the visiting country and is decided by the foreign embassy in liaison with the department acting as
host. Only the official delegation is invited to the official dinner.

15.3 Special visits


Envoys, consisting of two members (one plus one), sent to a country on a special mission enjoy the
necessary privileges and ceremonies required by their status and the occasion. The host country will
cover all costs from arrival.

15.4 Working visits


A working visit is undertaken at the initiative of the head of state or government or senior Cabinet
minister without a formal invitation from their counterpart. These visits do, however, require the
agreement of the hosting counterpart. All logistical arrangements for the visitor are made by the
hosting government.

15.5 Private visits


A private visit by a foreign dignitary is undertaken for private, business, medical or recreational
purposes. Visits undertaken to participate in conferences organised by non-governmental
organisations also fall in this category. An extension of a state or official visit beyond the set period is
also designated as a private visit.

15
16 PRACTICAL PROGRAMME ARRANGEMENTS

Your department invites an overseas company to officially visit South Africa. As the International
Liaison Officer, you are advised of the proposed visit and requested to deal with all relevant
arrangements. Here is a practical guide how to:
1. Get organised.
2. Open a file (electronic and hard copy) which will contain every bit of information on the visit
from day one until the visit concludes.
3. Start to assimilate relevant information.

16.1 Information required


• Names of the members of the visiting delegation
• The name of the leader of the delegation, his or her rank and position within the organisation
structure
• A curriculum vitae (CV) of each delegation member
• A confirmed timeframe, flight itinerary (arrival and departure dates) with flight numbers, airlines
to be used, and if applicable, the proposed schedule for each city to be visited
• The cities proposed to be included in the visit and a timeframe for each stopover
• An indication of the category of accommodation required or if accommodation arrangements
have been made
• Transport needs

16.2 Documentation required


Obtain approved documentation from the delegation on the following:
• The overall purpose and objectives of the visit – well-motivated and clearly defined objectives
assist tremendously in arranging an appropriate programme
• A list of organisations with whom they wish to meet
• Discussion points or questions which they wish to raise
• Possible fields of co-operation which could result from the visit
With the above information, the planning process can commence. Always start by drafting an outline
programme.

16.3 First draft of programme


Assemble a draft programme to indicate (see example):
• Timeframe
• Flight detail
• Accommodation details
• Transport details
• Possible contacts
With this outline in place, the planning of particular appointments can commence. The next step is to
request appointments. Contact the relevant organisations telephonically and advise them of the
proposed visit. Immediately follow up with a fax or e-mail, containing a delegation list.
The delegation list must include:
• CVs of all the members in the delegation
• The proposed draft programme and day and time proposed for meetings
• The objectives and purpose of the visit - this information guides an organisation in suggesting
relevant people or sections to be met
You should follow up your fax with a personal telephone call on the same day to discuss and secure
appointments for the visiting delegation. It is important to confirm and insert appointments as soon as
possible.

17 KEEP THE DELEGATIONS INFORMED OF PROGRESS

Provide a semi-final draft for comment to the delegation approximately two weeks before their
departure. This allows for any changes that might be needed. If the motivation and objectives for the
visit are clear from the beginning, then minimum changes should be necessary.

16
Three days before the arrival date, double check the programme and confirm all appointments and
arrangements.

17.1 Final programme


Print and bind a final programme for each delegation member. Include the following in the
programme:
• The final itinerary
• CVs of the important officials or officers to be met
• Short fact file on hosting country
• Short profiles on the agencies or organisations to be met
Provide your supervisor or chief executive officer with the following information:
• An extra copy of the programme
• CVs for the delegation members (indicate the leader of the delegation clearly)
• Short profile of the delegation’s company (if required)
• In case of overseas visitors, a short fact file on their country of origin (if required)
Should you accompany the delegation, be prepared for some hiccups and a lot of responsibility during
the visit (if anything should go wrong, you will be the first one the delegation will turn to for help). Use
the opportunity to learn, observe and enjoy!

18 TRAVEL ARRANGEMENTS

18.1 Introduction
The success of travelling starts with the arrangements. Arrangements can be made through a travel
agent or the secretary may make the arrangements. The most effective way to make travel
arrangements is to keep a checklist.

18.2 Checklist
User-friendly checklists are a great blessing to the user. Every aspect of the trip must be displayed on
the checklist template, with an indication of the recommended timeframe for that action. Due dates
can then be filled in at an early planning stage (see example at the back of the document).

NATIONAL SYMBOLS

19 INTRODUCTION

Most countries in the world will have at least an Anthem, National Flag and a Coat of Arms or Emblem.
In many instances the National (Royal, State) Seal will be added to the group. In some countries
photos of certain people will also be regarded as a national symbol.

20 THE NATIONAL FLAG

20.1 Introduction
The study of flags is known as vexillology, from the Latin vexillum meaning flag or banner. Flags were
initially used in time of war to identify the different armies and their continguents. Later it was also
used as signals from ships, in battle or to identify if there was any infectious desease on land on on
ships. Today flags are mistly used for partiotic reasons to identify countries, states, cities, schools and
even businisess.
The rule regarding the display of flags during state and official vists are as follows: the hosting country
flag takes precedence and will be diaplyed to right hand side of the host (left hand side of the
spectators).
The Vienna Convention on Diplomatic Relations determines that only the Head of Mission may display
the flag at home. The head of state and head of mission may also display the country flag

17
20.2 General rules regarding flags
The rules regarding the display of flags are very similar for all flags although there will be some
differences. Flags are used by countries internationally and if every country has different rules it will
become a source of contention and strife.
20.2.1 Flagstaff
Flagstaffs which are erected outside a building should be placed either on the roof or in front of the
building to give the greatest possible prominence to the national flag, according to circumstances.
Flagstaffs should as far as possible be fitted with a truck equipped to carry a double set of halyards to
prevent failure to hoist the national flag at the specified hour. Flagstaffs should also be erected and
fixed in such a manner that they can be lowered for painting or repairs.
Flagstaffs used indoors must be placed as prominently as possible in entrance halls, conference
rooms and in offices. These flagstaffs need not be equipped with hoist ropes as the flags are not
hoisted and lowered daily.

20.3 Hoisting and lowering of the national flag


Except on ceremonial occasions, where the national flag should be hoisted unfurled, it should, at the
specified hour, be hoisted rolled-up to break at the truck. At sunset, or at the appointed time, it should
be lowered slowly. In some countries the national flag may be left on the flagstaff at night only if it is
properly illuminated.

20.4 Half-masting of national flag


The national flag should be at half-mast as a sign of mourning only on instruction. When the national
flag is at half-mast, it should first be hoisted to the top of the flagstaff and then slowly lowered until the
centre of the flag is halfway between the truck and the bottom of the flagstaff. Before the flag is
lowered at sunset, or at the appointed time, it should first be hoisted to the top of the flagstaff. The
number of days that the national flag is half-masted is determined by the seniority of the person who
died and will be mentioned in the published direction.

20.5 Respect for the national flag


The national flag must at all times be treated with dignity and respect. The flag must not touch the
floor or the ground; be used as a tablecloth or be draped in front of a platform; be used to cover a
statue, plaque, cornerstone etc. at unveiling or similar ceremonies; or be used to start or finish any
competition, race or similar event.
In the carrying out of these instructions, due respect and ceremony are observed and the authority
and dignity of the state, as expressed by the flying of the flag, are properly upheld.

20.6 General instructions


The Instructions Regarding the Flying of the Flags are written in terms of both the speaker and
spectator’ point of view. However, these general instructions are explained in terms of the perspective
of the speaker as the position of the audience can change or can be from several different angles.
1. When the national flag is displayed vertically against a wall, the red band should be to the right
of the speaker with the hoist uppermost. When the national flag is displayed horizontally, the
hoist should be to the right of the speaker and the red band uppermost.
2. When the national flag is displayed next to or behind the speaker inside a venue, for example
with the speaker on a stage, the national flag must be placed on the speaker’s right hand.
When the national flag is placed elsewhere in the venue, it should be to the left of the speaker
as he of she faces the audience.
3. Outside a building, the national flag is always displayed on the furthermost right flagstaff.
However, if the flagstaffs are directly across the entrance of the building the national flag is
displayed on the middle flagstaff.
4. When the national flag is displayed together with:
a) other flags, it must be hoisted first and lowered last;
b) national flags of other countries, all the flags displayed must be approximately the same
size and must be flown at the same height. The national flag of South Africa must be on
the right-hand side of the building or platform;

18
c) any other flags, which are not national flags and are on separate flagstaffs, the national
flag must be in the middle or on the right side of the speaker or at the highest point of the
group;
d) any other flags on the same flagstaff, the national flag must be at the top;
e) any other flag on crossed staffs, the national flag must be to the speaker’s right and its
staff must be in front of the staff of the other flag; and
f) flag(s) in procession, the national flag must be on the marching right (that is, to the right of
the soldiers marching).
5. Officers responsible for flying the national flag should:
a) decide, using their own discretion, whether the storm flag be used during stormy weather
when a larger flag, the halyards or flagstaff may be damaged;
b) be familiar with these instructions;
c) ensure that flags, halyards and flagstaffs are well maintained and not carelessly handled;
d) ensure that flags which are not in use are carefully rolled up and placed in a holder
specially provided for this purpose;
e) make sure that wet flags are property dried before they are put away; and
f) return flags which are unfit for further use to the original office of issue for repair or
replacement. Worn, faded or frayed flags should be disposed of by burning and without
ceremony. It is not considered an act of disrespect to burn an unserviceable flag.
6. When national flags are used together, either the French or English names of countries are
used alphabetically to determine precedence or the flags are hoisted accordingly. At the
Olympic Games, South Africa enters the arena high up on the list, as in French the name of
our country is Afrique du Sud.
7. If countries’ flags are displayed with towns’ or companies’ flags, rule 3(c) applies. The flags of
countries are displayed first and then those of towns or companies.
8. At the signing of agreement ceremonies, place a table flag of the signatory’s own country in
front of him or her and the national standard size flag of the other country behind the signatory
from that country.

20.7 Size of the national flag


Most standard flags in the world are 180cm X 120 cm. This standardised size makes it easy to display
flags of different countries together as you may not display country flags of different sizes together.
(The bigger flag will be interpreted as being more senior.)
Ceremonial size flags can be a big problem as some countries differentiate their flags by using
different sizes while other countries use fringing to identify a ceremonial flag. Some countries fly
ceremonial flags only on commemorative days while others use it to identify senior executive offices.
Below is an example of the sixes of the South African flag.
LOCATION OR USE SIZE
• Union Buildings and Tuynhuys 540 cm x 360 cm
• Buildings housing government departments’ and provincial
legislative authorities head offices and members of Cabinet and 270 cm x 180 cm or larger
deputy ministers, according to the size of the building
• Ceremonial use, according to the size of the building 270 cm x 180 cm or larger (ceremonial flag)
• Ordinary use, according to the size of the building 270 cm x 180 cm or 180 cm x 120 cm
• Use during stormy weather 90 cm x 60 cm

• Table flag (There is no standard size for a table flag.) 15cm x 10 cm (suggested)

21 THE NATIONAL COAT OF ARMS

21.1 The role of the coat of arms or emblem


A national coat of arms, or a state emblem, is the highest visual symbol of the state. The coat of arms
endorses all the important events in your life – birth, school, marriage and death certificates and your
passport all carry the coat of arms. The smallest coin has it on one side. When away from the country
seeing it on a plaque at the embassy signals a home away from home. The coat of arms is also a
central part of the Great Seal, traditionally considered to be the highest emblem of the state. Absolute

19
authority is given to every document with an impression of the Great Seal on it as this means that the
president has approved it.

21.2 Difference between a coat of arms and an emblem


The words emblem, coat of arms, logo, crest, badge and others are used interchangeable by the
public. In heraldry they have different meanings and sometimes status. A coat of arms will have the
following aspects:

Crest A figure or symbol affixed to the top of a helmet, usually derived from or relating to the
arms on the shield. The crest sits on the torse, a wreath created by twisting the primary
colour and metal together.

Mantle Derived from the cloth worn over the helmet as protection from the sun. The outer
colour is traditionally the primary colour in the arms, while the lining is traditionally the
primary metal.

Helm Deriving from the helmets worn in battle, the stylized helm sometimes signifies the rank
of the person whose arms it accompanies.

Crown Present only in the achievement of those entitled to bear it, the crown represents the
rank of a noble.

Shield The main part of the achievement, the shield is also called the coat-of-arms, arms, or
armorial. The design of the arms is exclusive to the individual to whom they are granted,
although the arms of individuals within the same family often are highly similar.
Supporters Originally decorative in nature, supporters came to be considered part of a specific
individual's achievement. They now appear only in the arms of governments, titled
families, and those in positions of authority.

Compartment When an achievement includes supporters there is sometimes provided a visual


or Ground element for them to stand upon. This object may appear as a natural form (eg. a hill) or
as a decorative bracket.

Insignia A person who had been knighted by one of the various British and European Orders
would usually display the insignia of the order (often the collar or badge) around or
behind the shield in their armorial. None are present in the example above.
Motto Mottos are not exclusive to an individual or family, but are rather chosen by the
individual to express an ideal, goal, or admonition. They are often in Latin, although not
necessarily so.

An emblem would only have the shield and sometimes a motto at the bottom.
Logos are more informal and would normally be associated with business and products used for
identity.

21.3 The “don’ts” of a national coat of arms or emblems


• A national coat of arms should not be overlapped or blended with other visual objects,
unless if this is done for security purposes on items such as passports.
• No borders may be drawn around a national coat of arms and no changes may be made
to the thickness of lines.
• A national coat of arms should not be displayed in part sections as this may distort its
intended symbolism.
• The composition area of a national coat of arms may not be interfered with, defaced or
creatively adapted in any form.
• A national coat of arms may not be used as a drop shadow or watermark nor may it be
slanted or skewed.
• No changes may be made to the font type.
• Avoid placing a national coat of arms on textured or patterned backgrounds.
• Copying from inferior reproductions is discouraged to avoid poor quality images that may
compromise the integrity of the national coat of arms.

20
22 THE NATIONAL ANTHEM

22.1 Introduction
Wikipedia defines a national anthem as follows: A national anthem (also national hymn, song etc.)
is a generally patriotic musical composition that evokes and eulogizes the history, traditions and
struggles of its people, recognized either by a nation's government as the official national song, or by
convention through use by the people.

22.2 Rendition of the national anthem


The national anthem is sung or played:
• when the head of state or his or her representative is present at official gatherings;
• after the presentation of a national token or honour (order or decoration);
• after the president’s arrival or at the end of a state banquet;
• after proposing a toast to the country; and
• at important occasions where it is fitting to collectively express national pride, such as national
days, sporting occasions, at schools to in still a feeling of patriotism in the youth

22.3 Protocol on respecting the national anthem


Most countries follow the rule that citizens must stand to attention – with their hands placed at their
sides – while singing the National Anthem or when it is played.
When more than on country is together and the anthems are played the visitors anthem will be played
first. When a guard of honour is saluted, only a head of state will answer the national salute (playing
of the anthem) all other people answers the general salute.

OVERVIEW OF ETIQUETTE

23 DEFINITION

Etiquette is a code of conduct accepted as the standard of behaviour within a group by the majority of
the group. Therefore, etiquette is good manners within a group. If you call etiquette a set of rules you
lose sight of the fact that humans are social beings first; to make our existence and participation in a
group easier, we create a framework to satisfy human social, cultural and physiological needs.
Social etiquette, conversely, is the reflection of the culture of the people operating in a specific
situation. It may have changed from how the same group practised a ceremony two decades ago but
it still portrays that culture. If the English, Americans, Australians and Japanese invite you to tea, you
will have four different scenarios to tell your grandchildren.
People are in the habit, even if it is unintentional, of interpreting and judging every action someone
else performs. They observe and judge using from their own experiences, attitudes, social system,
cultural background and communication skills. The other person, in turn, does the same from his or
her experiences, attitudes, social system, cultural background and communicating skills. This process
can lead to misinterpretation, friction and hostility because of a possible clash in culture, experience
and attitudes. So, it is obvious that a society or working group needs a standardisation of action
without the individual losing his or her own identity. We achieve this by observing internationally
accepted business practices.

24 SOCIAL AND BUSINESS ETIQUETTE

When you decide to join an organisation you leave, to a large extent, your own culture at home and
subscribe to the culture of your organisation. Most organisations have a written code of conduct that
determines the way staff interacts with management and other organisations.
Globalisation has led to business etiquette becoming more standardised, irrespective of culture. Many
business executives operate on an international scale, and therefore, know what accepted behaviour
in most countries is.
The social scene is part of the business arena, and therefore, your social graces contribute to your
professional image and attitude. There should be no distinction in the way you treat junior and senior

21
colleagues. Good manners must be an integral part of your make-up as it is part of the way that you
advertise yourself.
Entertaining is an art and the secret lies in the natural, relaxed approach of the host or hostess.
Nothing makes guests more uncomfortable than sitting alone in the lounge while you scuttle between
the kitchen and the dining room.
When planning a meal you should remember that guests, no matter how eminent, shrink from an
ostentatious show. The way you present yourself and the meal must seem effortless to guests.
Always aim to put your guests at ease. The most important aspect of the function to the host must be
the enjoyment derived by others from coming to the function.

25 PROTOCOL AND ETIQUETTE

Protocol and etiquette go hand-in-hand and cannot be separated. Therefore, you must understand
the difference between protocol and etiquette to be able to decide if and when you can change the
rules. Protocol rules facilitate logistics to make sure that everybody receives the ceremonies that their
position entitles them to. By changing these rules unilaterally, you could offend the people to whom
you want to show courtesy. This will reveal that you do not understand the standard rules of official
interaction. Etiquette rules relate more to individual behaviour, and therefore, breaking the rules
reflects on the individual and not the organisation. At a an official function the greeting action (shaking
hand, kissing on cheeks, bowing) will be connected to culture of the person but the words
accompanying the action will be protocol (Your Majesty, Your Excellency, Madam Minister) and is the
same in all countries. The allocation of seating at a dinner table is done according to seniority
(protocol) but the food maybe cultural and the way of eating (etiquette) will be according to the
accepted norm within the group.

26 THE HOST

The success of an event rests on two pillars namely, accurate planning and faultless performance.
Consider the number of guests you want to invite and the purpose of the event. Separate the guest of
honour and the spouse. Seat the female guest on the right side of the host and the partner on the
right side of the hostess.
Behaviour during the meal often indicates the confidence or insecurity of the host. After the serving of
the meal, the host always starts to eat first and finishes last.

27 GREETING IN DIFFERENT CULTURES

Greeting is as old as humanity and it important to understand the different gestures that people use
when greeting to be able to interpret the gesture correctly and to respond appropriately.

The Thai put their hands together elbows pointing


Arabs touch their chests, then their mouths and
outward and fingers pointing to the face. They
then their foreheads symbolising “I give you my
bow and say “sawasdee”. The depth of the bow
heart, I give you my words and I give you my
indicates the difference in seniority between the
thoughts”.
two persons involved in the greeting.

In Japan, one greets with a bow or “ojigi”. The


In Australia, you are greeted with the words: “How depth of the bow is once again important as it
are ya?” implying hello and not enquiring about indicates the relation of the status of the two
your state of being. When they say goodbye, they people involved. Japanese should not be greeted
say: “See ya later!” even if they are never going to by hand as in Western culture and if visitors to
see you again in their life. Japan decide to bow they should make sure that
the depth of the bow is correct.

28 BODY LANGUAGE

More communication takes place through gestures, attitudes, posture and distances than through any
other form of communication. Non-verbal communication in direct contact has many implications.
Non-verbal communication is an intricate process that involves facial expression, voice tone and
physical movements of the body. Sixty-five percent of face-to-face conversation is non-verbal.

22
Information is distributed verbally while interpersonal relations are non-verbal. A non-verbal message,
such as a look, may sometimes be more effective than any number of words.
Culture should always be remembered when considering body language as the same gesture or
posture may have different cultural meanings for different groups; for example, eye contact in German
culture shows respect while in African cultures it is considered disrespectful.

28.1 Gestures
28.1.1 Universal
There are some basic human communication gestures recognised throughout the world, such as
smiling, frowning, a nod with the head to say “yes” and the lifting of the shoulders to show that you do
not know. When travelling in foreign countries it is best to avoid signs if you do not know the exact or
regional meaning.
28.1.2 Cultural meanings
The impact of body language is so great and there are so many criteria to study that it is impossible to
deal with at length in this context. The aim here is to alert you to some implications of body language.
A very enlightening way to study body language is to take fifteen minutes every day and just sit and
watch people.

29 INTRODUCING PEOPLE

Introduce people in the following order: younger to elder, single to married, man to lady and junior to
senior. Men should stand up and shake hands. Ladies may remain seated and may choose if they
want to shake hands. When introducing a younger woman to an elderly lady, the younger person will
always stand. When introducing a person to a VIP, ask the VIP’s permission: “May I introduce Mr A
Surname, Manager of Bush Bank?”
Avoid introducing somebody to more than four to six people at a time. It is embarrassing for the guest
if he or she cannot remember all the names later during the function. Add some information regarding
the person you are introducing, for example, mention if he or she is a visitor to the country or region or
has certain interests, if applicable. The idea is to give people a subject to start a conversation with.
At a cocktail reception line, you must introduce yourself to the host and guests of honour when
standing in the receiving line. If you arrive late, go and introduce yourself to the host and guest of
honour. Circulate among the guests and introduce yourself.

30 A GOOD GUEST

A few tips when interacting socially:


Reply promptly to invitations and take a small gift of appreciation.
Be social – communicate. Try to put people at ease.
Drink responsibly.
Leave after the coffee has been served.
Say thank you by note, written on paper without lines or phone the host the next day.
Follow the dress code requested by the host.
Arrive on time and never be the last to leave. Please remember to note the times indicated on the
invitation card, especially with a cocktail reception.

31 CONVERSATION

The weather, the season and current events are always a good starting point.
Do not talk too much, and consequently, dominate the conversation.
Be sensitive to the topics you introduce.
Avoid discussions about religion, politics and sex.
Do not tell ethnic jokes.
If you want to get a conversation going, do not ask questions to which other people can answer
yes or no.

23
32 SEATING

Table plans must be provided if more than eight guests are present. The ideal situation would be to
have a table plan at the entrance and seating cards at each place. Seating cards should be filled in on
both sides to enable all guests to read the name.
Wait for seating instructions at the table or follow the instructions on the table plan.
Men take their places after all the women have been seated.
A man should pull out the chair for the woman next to him and help her to be seated.
Sit upright and on the edge of the chair.

33 SERVING

Traditionally, food was served on platters; waiters presented these platters from the left and guests
served themselves. When garnish became paramount, especially with the introduction of nouvelle
cuisine, food came to the table plated and now waiters serve plated dishes from the right-hand side of
the person seated at the table. The table is also cleared from the right side.
It is important to remember:
• The plate is served from the right if the food is already dished up on the plate (plated).
• It is served from the left if you must help yourself.
• Empty plates must be removed from the right.
• Leave the cleaning of the table to the waiters. Do not even push your plate back.
• Waiters should clear the table of salt and peppershakers, unused and used plates and glasses
before serving dessert. Only glasses with wine or champagne, serviettes, flowers, candles,
place cards and dessert spoons and forks must be on the table.

34 SPEECHES AND TOASTS

It helps the flow of a function if speeches, toasts and other ceremonies are performed after the main
course but before dessert is eaten. Cheers, prost and skol are typical toasts. Presenting a toast
means extending good wishes to someone; you are not a praise singer!
A toast at official occasions should be performed in the following manner. The programme director
requests the guests to see that they have a filled glass to participate in the toast. Next, the
programme director announces the person that will propose the toast. The key to remember is that
you are not invited to deliver a speech, just to propose a toast. The following words may be used to
introduce the toast “Ladies and Gentleman I invite you to join me in a toast to The President of the
Republic of South Africa, Mr Jacob Zuma.” Everybody, except the person being toasted, rise, take
their glasses and wait for the person toasting the president to say “The President” and then everybody
repeats in unison “The President”. Glasses are extended towards the person being toasted and then
a small sip is taken and everybody sits down. The person that is toasted never stands and never
drinks a toast to himself or herself.
Speeches delivered at official social occasions must be kept to the minimum and the time allocated by
the organisers or host should be respected.

35 SMOKING

Never smoke at a luncheon or dinner table. Smokers must inquire if it is permissible to smoke. In
South Africa, smoking is only allowed in a closed area of the restaurant. Many countries have
regulations regarding smoking in public places and restaurants. If there are no ashtrays around, it is
usually an indication of no smoking.

36 PRAYERS AT DINNER

The host may wish to say a prayer or ask for a moment’s silence (a few seconds and end it with a
phrase such as “enjoy your meal”) before dinner is started. At the end of the meal the host may again
ask for a moment silence and end the silence with something like “hope you enjoyed your meal”.

24
37 EATING HABITS

37.1 Eating with cutlery


Cutlery is set on both sides of the main plate and is used from the outside to the inside. Cutlery is
placed back on the plate after putting food in the mouth, while chewing and while listening to other
guests’ stories. The knife and fork is placed on the plate in an upside down “V” while eating. When
you have finished, the knife and fork is placed together in the twelve o’clock – six o’clock position with
the cutting edge of the knife towards the fork.

37.2 Eating with hands


In many cultures and religions it is still the custom to eat with hands and not utensils. There are
different rules pertaining to these customs but it is very important to observe the hygienic rules of the
community. Do not put your hand into the communal dish and do not play with the food. A ceremony
of washing the hands is first completed before using your hands to eat.
At official functions in South Africa, the accepted custom is to use cutlery but this does not diminish
the traditional eating habits practised in traditional situations. Only when a finger bowl is on the table
can you use your hands.

37.3 Eating with chopsticks


Chopsticks are used in countries such as Japan, China, Korea and Vietnam. They have different
words for the utensils and etiquette rules also vary. In general the following rules will be accepted
everywhere. Pick up chopsticks or ohashi with the right hand. Rest the chopsticks in the left hand
while placing them in the proper position in the right hand.
Place the chopsticks on the rest, called a hashi-oki, between bites. They may also be placed on the
side of a dish or saucer if a hashi-oki is not provided. It is not proper for the chopsticks to touch the
tray or table after you have started eating. In a formal situation, it is proper to lay the chopsticks down
when being served. When finished, lay them across the plate or rice bowl. Some people put them
back in the paper they came in and bend a corner.
In more formal, expensive restaurants, you may receive lacquer chopsticks that are placed on the
hashi-oki. These are slick and more difficult to use.
When taking food from a communal plate, do not use the end of the chopsticks that you put in your
mouth. Reverse the chopsticks and use the unused end to take food. Always use serving chopsticks
if they are available. Do not spear food or point with a chopstick and never pass food with your
chopsticks to someone else’s plate.

DINNER TABLE GAFFES


• Do not play with the table utensils or crumble the bread.
• Do not put your elbows on the table, sit too far back or lounge.
• Do not talk too loudly or boisterously.
• Be cheerful in conduct and conversation.
• Never, if possible, cough or sneeze at the table.
• Never tilt back your chair while at the table or at any other time.
• Do not talk with your mouth full.
• Never make a noise while eating.
• Do not chew with your mouth open.
• Never indicate that you notice anything unpleasant in the food.
• Do not break your bread into the soup or mix it with gravy.
• Never leave the table before other guests without asking leave from the host.
• Eat soup with the side of the spoon, without noise. Eat dessert from the front of the spoon.
• Use only the fork to convey food to your mouth, except when a spoon is necessary for liquids.
• Eat raw oysters with a fork.
• Never pour tea or coffee into the saucer to cool but sip it from the cup.
• If a dish is presented to you, serve yourself first and then pass it on.

25
INVITATIONS

38 INTRODUCTION
An invitation to a function gives the host the opportunity to tell the guests more about the function. It
can also suggest the theme of the function by using a specific colour, form or wording. Invitations to
launches are part of the launch and carry the theme of the launch; dinner dances can be more
colourful and artistically inventive but official invitations should look official and the wording should be
official. This must not be interpreted as boring, just official!
Pre-printed cards or cards printed for the occasion can be used. If pre-printed cards are used the
reason for the function may be typed on a strip of paper and pasted to the top left corner of the card.
Do not use a stapler to attach the slip. When the majority of the guests are foreigners that might not
know the name of the host, then you can include the name and then the designation in smaller font.

39 INFORMATION REQUIRED

Always extend an invitation in the third person and write the name in black ink. Design the invitation
card to provide the following information to guests:

39.1 Host and/or hostess


Identify the host and/or hostess. If there is only a host, he or she will be identified by his or her job
title. If the spouse acts as hostess or co-host use the job title of the host and then identify the spouse
by using initials and surname of the host.
For example:
Minister of Cooperative Governance and Traditional Affairs and Mrs Surname
39.2 Invitee
Use the correct title for the guest. If it is an official function, identify the guest by title, initials and
surname. For a less formal occasion, title, first name and surname can be used. If it is an invitation to
friends only first names and surnames are necessary. See Unit 9: Official Forms of Address for more
information. The name must always be written on the card as it is a personal invitation and not a mail
drop! Only use black ink and never use tipex to correct spelling mistakes. It creates a bad impression
of the host and his or her organisation.

39.3 Address
The complete address of the venue where the function is to be held must appear on the invitation
card, for example, room number, floor, building, street number, street, suburb and town. Include a
map if necessary.
If an invitation is delivered by hand, the words “By Hand” must be written on the envelope and the
physical address must appear on the envelope. Let the receiver sign to acknowledge receipt when
you deliver the invitation.

39.4 Date
Make sure you indicate the day of the week as well as the date. Make sure that they correspond.

39.5 Time
State the time clearly. The first time indicated on an invitation is the time of arrival of guests, in other
words 12:30 for 13:00 means arrive at 12:30 for pre-lunch drinks and start the lunch at 13:00. State
the starting and ending time of a cocktail reception example 18:00 to 20:00. Do not use the letter “h”
when indicating time as it is no longer the correct format to indicate time.

39.6 Reply instructions


Indicate the reply instructions in the bottom left-hand corner of the card. Honour the RSVP date.
Etiquette dictates that an invitation should be replied to within three days of receiving it. Even if the
secretary of the invitee cannot answer whether the invitee accepts or declines the invitation, the host
should be informed that the invitation was received and an answer will be forthcoming.

26
The French abbreviations are commonly used but you can also use the English for clarity:
• RSVP – répondez s’il vous plaît - Please reply
Give the name of the person and telephone number. If it is a very large function it is a good
idea to include a telephone number, fax number and e-mail. It is very helpful if guests can
reply at any time, also after hours.
• p.m. – pour mémoire - To remind
If someone has already accepted a verbal invitation and the card only acts as a reminder,
draw a line through RSVP, if printed, and write the abbreviation p.m. above it.
• Regrets only
Use for large functions and only people who cannot attend should answer. Think carefully
before you use this as people tend to forget to phone or they may not have received their
invitations. It may entail that you cater for too many guests. Consider using “Acceptances
only” where only guests who will be coming to your function answer. This sounds more
positive and will ensure that your guests respond.
• Confirmation of attendance
All guests must confirm their attendance or non-attendance before (fill in a date approximately
5 days before the function).

39.7 Dress code


Write the dress code in the bottom right corner of the card. Only the man’s dress code is indicated on
the invitation card as fashion plays a very important role in the way women dress. Long dresses might
represent formal dress one year and casual the next! This makes it very difficult to indicate dress
code to women. The dress code requested for men will give women a clearer indication of what is
expected. Do not use the terms “formal” and “informal” to indicate the dress code. Style of clothing
and the way we entertain have changed too much for these terms to be of any use nowadays.
Dress plays an important role on every conceivable occasion. However, there are certain special
occasions where dress should not only receive particular attention but should also conform to certain
requirements. It is important to be quite specific on dress code to avoid any embarrassment to your
office or your guests. .
Although dress code has been relaxed, the community still has certain expectation of hosts and as
such they should adhere to basic rules:
• Never “outdress” your guests. Breaking this etiquette rule embarrasses everybody.
• Follow the dress code indicated on an invitation card as the host is setting the guidelines for
his or her function.
• Do not use the term “smart casual”. It not does clearly indicate the dress code required for
a function. Rather indicate if guests are required to wear a tie or not. Never wear clothes
made of denim material when invited in an official capacity even to an “informal” occasion. It
is considered as casual, social wear for private functions.
• Invitation cards never state the dress code for women. Ladies should combine the instructions
indicated for men with the type of function mentioned on the invitation and then take fashion
and personal style into consideration. If hats are required at a function (usually a parade or
garden party) it must be stated on the invitation as optional as hats are no longer an essential
part of a woman’s wardrobe.
Different dress codes defined:
39.7.1 Black tie
This consists of a tuxedo (black jacket with black satin lapels and black trousers with a satin stripe
down the leg), black bow tie, white unstarched evening shirt and black shoes. It is only suitable for
evening functions.
39.7.2 Dark suit or Lounge suit
A dark suit (dark charcoal, dark blue and black suits) consists of a dark suit, tie, shirt and black shoes.
Please note that only black, dark grey and dark blue are recognised dark suit colours. Brown and
green suits are not recognised as dark colours. A bow tie is not worn with a dark suit. This is worn to
a function commencing 18:00 or later or at formal luncheons. The more important the ceremony is,
the darker the suit that will be worn. Lounge suit (suit and tie) is usually indicated for receptions held

27
after 6:00 p.m. This attire may be also worn for morning coffee parties, luncheons, afternoon tea and
receptions, sherry parties, garden parties, evening outdoor receptions and evening receptions.
39.7.3 Day suit
This indicates a suit (jacket and trousers are made of the same material and the same colour) with a
tie shirt, matching tie and shoes. It is worn during the day but not to a functions commencing after
18:00 or later (except cocktail receptions when so indicated).
39.7.4 Jacket and tie required
At informal occasions when suits are not recommended but a certain degree of formality still exists, a
blazer, slacks, shirt and tie can be worn. A polo neck shirt or “Madiba shirt” will also be acceptable.
This shirt must have long sleeves and worn with all buttons fastened.
39.7.5 No jacket and tie required
This dress code is usually used at barbecues and all gatherings where the host wants an informal
function.

EXAMPLES OF PROGRAMMES AND CHECKLISTS

An example of a programme for the first three days of a seven-day programme:


VISIT OF MR LIU CHANG, CEO, MIASHU, REPUBLIC OF KOREA AND DELEGATION
TO SOUTH AFRICA FROM 17 – 23 MARCH 2006
DELEGATION
Mr Liu Chang : CEO and leader of delegation
Mrs Amy Liang : Director: Human Resources
Mr Lin Tso : Director: Engineering and Mining Resources
Mr Andrew Bush : Mining consultant
Ms Sue Yung : Personal assistant to Mr Chang

Contact information Ms Linda Mumba Transport provided by The Limousine Company


Tel: (011) 458 9112 Fax: (011) 458 9113 Driver: Gilbert Ridge
Cellular phone: 083 146 2899 Cellular phone: 083 567 5332 Tel Office: (011) 763 8955

Accommodation Sandton Sun International IN: 17 MARCH OUT: 21 MARCH


496 Rivonia Road, Sandton, Johannesburg Tel: (011) 496 1234 Fax: (011) 496 1235
SATURDAY 17 MARCH
18:30 Depart from Seoul International Airport Flight SA293

SUNDAY 18 MARCH
16:35 Delegation arrives at Johannesburg International Airport Flight SA293
Proceed through Immigration and Customs
Met and accompanied by Ms Linda Mumba, Assistant Director, International Liaison Office,
Johannesburg
Depart for hotel
Evening at leisure

MONDAY 19 MARCH
07:45 Assemble in the Blue Room 12th Floor
Introduction to the Board of Executives, Miashu, Johannesburg
Briefing on programme arrangements
08:15 Business breakfast with captains of industry and commerce
th
Venue: Blue Room, 12 Floor, Sandton Sun International

28
09:30 Breakfast concludes, depart for Miashu Headquarters, Johannesburg
Venue: Miashu Headquarters, 456 Anderson Road, Sandown
Tel: (011) 462 7866
Fax: (011) 462 7843
10:00 Meeting with Mr Gary Anderson, CEO Miashu, Johannesburg and Board of Directors
th
Venue: Boardroom, 5 Floor
11:15 Financial briefing presented by Mr Reg Mahlulu, Director Financial Services
th
Venue: Boardroom, 5 Floor
12:30 Depart for lunch
Venue: The Blue Mariner, 32 Bucks Avenue, Rosebank Tel: (011) 452 6157
12:45 – 14:15 Lunch hosted by Ms Edith Grammer, CEO, Anglo American, South Africa
(Include the guest list here)
14:30 Depart for the Department of Trade & Industry
Venue: DTI Building, 598 Schoeman Street, Pretoria
Tel: (012) 341 2367
15:30 Meeting with Mr Reg Nkosi, Director Trade Relations, Asia, Department of International
Relations and Cooperation
Venue: Union Buildings
Tel: (012) 351 1000
16:30 Meeting concludes, return to Johannesburg, Sandton Sun International
18:00 Depart hotel for Korean Consulate
18:30 – 20:30 Cocktail hosted by Mr Yung-tek Chung, Trade Counsellor, Embassy of Korea
Venue: Consulate of Korea, 67 Oriental Street, Bryanston Tel: (011) 777 5555. Return to Hotel.

Checklist for the traveller


The traveller can concentrate on what lies ahead at his or her destination if he or she knows that all
the tools needed are ready and on hand.

DOCUMENTS MEETINGS SPECIAL ITEMS

Letter of invitation All meeting documents Gifts


Travel documents Prepared speeches Laptop and printer
Tickets Translations of speeches if necessary Exhibition board
Visas Agendas of meetings Extra tables for displays
Accommodation information Previous minutes Data projector
Car hire information Handouts Flags
Inoculation certificates Presentations Pens (signing ceremony)
Passport Booking of venue Desk pads
Traveller’s cheques and credit cards Refreshments and meals
Diary Name cards or name tags
Daily itinerary with contact numbers Place cards
Business cards Break away-rooms
International driver’s licence Media interview room
Letters of introduction Media releases
Name list of visitors in precedence Copying and printing facilities nearby

29
An example of checklist that can be used for travel arrangements:

VISIT TO: DATE:


NAME OF TRAVELLER: (full name and title required for airline tickets)

Name: Passport Nr:

Transport to airport: From: Date: Time:


Departure information: Flight: Date: Time:
Arrival information: At: Date: Time:
FIRST STOP: ACCOMMODATION
Transport from airport: Car hire company:
Driver’s licence information: Reservation no:
Name of hotel: Date in: Date out:
Address: Method of payment:
Telephone: Fax:

Special needs:
Reservation no:
(room type/no smoking/fax facilities/longer bed/dietary requirements)
Onward travel information: Flight: Date: Time:
SECOND STOP: ACCOMMODATION
Transport from airport Car hire company:
Driver’s licence information: Reservation no:
Name of hotel: Date in: Date out:
Address: Method of payment:
Telephone: Fax:

Special needs:
Reservation no:
(room type/no smoking/fax facilities/longer bed/dietary requirements)
RETURN TRAVELTO SOUTH AFRICA

Transport to airport: From: Date: Time:


Departure information: Flight: Date: Time:
Arrival information: Flight Date: Time:
Transport from airport To: Date: Time:
CONTACT INFORMATION

South African Embassy or High Commission: Contact information for back-up in the office:
Address: Telephone:
Telephone: Fax:
Fax: Mobile:

30

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