DIPLOMATIC PROTOCOL

By Pamela Eyring

Pandemic restrictions are falling away and in-person events are returning. Are you ready to mix and mingle? Here is some helpful protocol guidance to follow when attending diplomatic and government events.

Protocol has been around since cave-dwelling days, when he who was the mightiest made the rules. Defined as a code of strict adherence to correct etiquette and precedence, the rules of protocol are recognizable during military events, diplomatic meetings and visits of foreign delegations. Protocol reduces chaos and confusion while help people conduct business and build relationships.

Protocol is particularly useful when hosting meetings, arranging seating or positioning flags, presenting gifts, and officiating at ceremonies. However, protocol is not limited to government organizations. Businesses, universities, museums, hotels, airlines and serviceoriented groups use protocol. Even virtual meetings and events dictate the need for protocol.

Titles and forms of address

Around Washington, DC, the standard reference resource for how to address official correspondence is The Protocol School of Washington’s book, Honor & Respect: The Official Guide to Names, Titles and Forms of Address by Robert Hickey – one of PSOW’s trainers. It is used universally in government offices and for diplomatic events. It includes forms of address in English for officials around the world and provides guidelines for invitations, introductions, place cards, and more. It’s available on Amazon.

Before covering the forms of address useful in Washington – there is one rule to highlight. Elected and many high appointed US officials are addressed as “The Honorable (full name).” Remember that “The Honorable” is only used in writing. In conversation or a salutation switch to the appropriate honorific: “Mr./Ms./ Dr./Representative/Senator/Judge + (their surname).”

At the White House

The President is addressed by his office, without using his name. In official correspondence use “The President, The White House, …” In conversation or a salutation use “Mr. President” or, one day, “Madam President.”

The Vice President is addressed in the same way. His or her name is not used in direct address. In official correspondence use “The Vice President, Old Executive Office Building, …” In conversation or a salutation use “Mr./Madam Vice President.”

Senior officials and guests receive special courtesies based on their rank, title or hierarchy. The higher the rank, the more courtesies they receive. Precedence determines who speaks first, who receives the best seat, and where their country’s flag is placed.

Many high advisors to the President are addressed in writing on official correspondence as “The Honorable (full name), (office held), ….” And in conversation or a salutation with whatever honorific to which they are normally entitled: Mr./Mrs./Ms./Dr. (name). Unfortunately, there is no official list circulated with who is, and who is not, in this category. But those addressed as “The Honorable (full name)” typically include those designated as (1) assistant to the President, (2) special assistant to the President, and (3) counselor to the President.

Otherwise, White House staff members are addressed in writing and conversation as Mr./Mrs./Ms./Dr. (name).

At the State Department

The Secretary of State is addressed in official correspondence as “The Honorable (full name), Secretary of State, …” and in conversation or a salutation as “Mr./ Madame Secretary.” This pattern is used by all the secretaries in the cabinet as well as the secretaries of the armed forces. The formula is: “The Honorable (full name), Secretary of (name of department).”

Assistant secretaries, deputy assistant secretaries, deputy secretaries and undersecretaries of executive departments, including the Department of State, are addressed in official correspondence as “The Honorable (full name), (full title of position held), …” and in conversation or a salutation as “Mr./Mrs./ Ms./Dr. (name).” Don’t address them as “Mr./Madam Secretary.” This is the form of address of their boss!

Otherwise, staff at the Department of State is “Mr./Mrs./ Ms./Dr. (full name), …” in official correspondence and “Mr./ Mrs./Ms./Dr. (surname)” in conversation or a salutation.

On Capitol Hill

Senators are addressed in writing on official correspondence as “The Honorable (full name), …” and in conversation or a salutation as “Senator (name).”

Members of the House of Representatives are addressed in writing on official correspondence as “The Honorable (full name), …” In conversation or a salutation, the traditional and formal honorifics for these officials are Mr./Ms. But in contemporary use, many members prefer “Representative (name),” “Congressman (name),” or “Congresswoman (name)” in conversation or a salutation. It is correct to use these, too.

Staff members for the House and Senate are “Mr./ Mrs./Ms./Dr. (full name), …” in official correspondence and “Mr./Mrs./Ms./Dr. (surname)” in conversation or a salutation. On Capitol Hill only the elected officials – the senators and members of the House of Representatives – are “The Honorable (full name).

At embassies

Ambassadors to the United States are addressed in writing on official correspondence using the standard diplomatic form of address: “His/Her Excellency (full name), …”. In conversation or a salutation or address as “Your Excellency,” Less formally “Ambassador” or “Mr./Madam Ambassador.”

Only currently accredited ambassadors, more specifically ambassadors extraordinary and plenipotentiary, are “Your Excellency” based on their ambassadorship. Former ambassadors are addressed in writing on official correspondence as “Ambassador (full name)” (Note: no ‘Your Excellency”) and in conversation or a salutation address as “Ambassador (surname)” or simply “Ambassador.”

An interesting note is that US citizens address their US ambassadors to other countries as “The Honorable (full name), …. This correctly applies the same formula used by US citizens when addressing their high-ranking appointed and elected US. officials. But citizens of other countries address US ambassadors as “His /Her Excellency (full name), …” in the same style used worldwide when addressing foreign ambassadors.

A few ministers plenipotentiary are also addressed as “Your Excellency,” but those are the exception. As a rule, all other diplomats at an embassy—minister counselors; all types of chargés d’affaires; counselors; attachés; first, second and third secretaries; and all types of consuls—are “Mr./Mrs./Ms./Dr. (full name)” based on their diplomatic role. Only the country’s currently accredited ambassador is “His/Her/Your Excellency.”

Dinner and reception protocol is highly regarded in the nation’s capital, and this year attending events might feel awkward at first as we emerge from the fog of COVID-19. Here are some tips to feel confident and build professional relationships when attending special events.

The first step is to prepare. The invitation should tell you who’s invited (just you, or you and a guest), who is hosting the event, if there’s a guest of honor, when and how to respond to the invitation and what level of attire to wear, along with the date and time of the event.

If it’s a private event with security measures in place, bring all necessary credentials or identification for entry as requested. If you have dietary restrictions, inform the host/organizer ahead of time Be sure to snack on something before arriving because it’s hard to eat while engaged in conversation.

Receiving lines are common before a formal dinner or at a reception with more than 50 guests. Most likely, you will be expected to introduce yourself to the host and guest of honor, along with all others in the receiving line. Greet the host and say your first and last name clearly. You may add your title and organization (and country if living abroad). For example, “Good evening, Ambassador Al Otaiba. My name is Pamela Eyring and I am president of the Protocol School of Washington. Thank you for the kind invitation to join you in celebration of the UAE National Day.”

Keep the conversation positive and focus on appropriate topics such as travel, vacations, entertainment, popular

TV shows, new technology or other lighthearted small talk. Steer away from politics, money, religion and other sensitive topics when first meeting other guests.

Dining etiquette is crucial to building relationships.

In formal dining, you’ll receive a take-in card directing you to a certain table. At the table, there could be a place card with your name identifying your seat. Do not switch tables or place cards, or you will breach protocol. When seated, wait for the hosts to begin the dinner before you start eating. When they take their napkin, you may do the same. To maneuver a tight place setting, think “BMW” – B is for Bread, which is located on your left; M is for Meal, which is in the middle; and W is for Water or Wine identifying your glassware on your right side. This will help you avoid eating someone else’s roll.

Most importantly, have a good time and smile. 

Pamela Eyring is president and owner of the Protocol School of Washington. Accredited by ACCET, her school offers training on international protocol, business etiquette and communications skills. With over 30 years of government and private-sector experience, Eyring is a global thought leader in the etiquette and protocol industry. Eyring heads PSOW operations in Washington, DC; Columbia, South Carolina; and Dubai, United Arab Emirates.