Protocol and Etiquette

Presented by: Yadav Khanal

Resource Person Institute of Foreign Affairs

Protocol and EtiquettePoints to be touched upon may include, among

other things:

AppointmentsReceiving/seeing off guests (greetings)Holding meeting/exchange of communicationUse of the car/flagDress codeSitting posturesHosting/attending lunch/dinnersInvitationsMiscellaneous

Protocol and EtiquetteAppointments:

Officials have to clarify the objective of meeting while seeking appointments. In the case of meeting with diplomats or foreigners the channel of Foreign Ministry or Diplomatic Mission should be used through Formal request or telephone call.

Protocol and EtiquetteGreetings

Namaskaar: In Nepal or elsewhere we may do Namaskaar first and shake hand later or shake hand straight away

Bend your head while doing namaskar or shaking hands with guests and seniors

Handshakes: hand shakes should be firm with men and less so with ladies and do so only after they raise their hands

Hugging: In Arab/Muslim cultures Kissing in most European Countries In Turkey, Malaysia, Brunei, the Philippines, women’s hands are

kissed while greeting (limited to conservative upper class), started in Eastern Europe

Remember the old maxim: when in Rome do as the Romans do i.e. follow the local way of doing things in a country

Protocol and Etiquette

Receiving/seeing off of counterpart Receive guest (s) generally at the entrance of your

door, may receive at the door of car/at the airport See off at the exit of your room, again, may

accompany the guest up to the car if he/she is of appropriate counterpart. Sometimes, we may come up to the car door and see off to give importance/special treatment

Depending upon the importance and status of visiting guests they may be received at the airports as well

Protocol and EtiquetteWhile Holding meeting

Start the meeting with warm welcome Recall the earlier meetings if held beforeStart and end with very positive noteNever say no while responding/reacting to a

proposal/idea expressed by the counterpartMay say, we will give thought to the matter, we

may get back on the matter in due course, We may hold consultation with our head quarter

and come back with our appropriate response During the meeting, only the leader to speak,

others to listen unless authorized by the leader

Protocol and EtiquetteUse of car/flag

The flag car should be put next to the side of driver’s seat

VIP should be seated in the side of the flag, next to the side of driver’s seat behind

There may be different practices in countries with Left hand/Right hand drive

While sharing the car the Senior/VIP/ Visiting guest must be requested to take the seat first

Protocol and EtiquetteDress Code

White tie dinner (most formal with decoration, popular in Britain

Formal Nepali dress can be used by Nepali official instead of white tie.

Black tie dinner ( bow tie), with black suit: in formal dinners

Nepali dress can also be worn instead of black tie.

Protocol and Etiquette• National dress: Daura suruwal, coat, topi;• Lounge suit/informal: dark lounge suit, dark

suits in charcoal, dark grey or navy blue are best. Brown is generally not worn.

• Smart Casual: with tie and coat (combination), looking smart, generally prevalent in South Asia

• Casual: Generally, without tie or coat, free style (with shirt and pant- no half pant and vest please !), tie and coat may be used depending on the weather

Protocol and EtiquetteShirts/ties combination

Plain shirt (white and pastel shades)-striped or Check tie or patterned tie

Check/striped shirts-plain tieGood quality leather shoes/ generally laced

shoes on formal occasions, Black socks are generally preferredThe lower button of a coat is usually left

undoneButtons must be undone while seated

Protocol and EtiquetteSitting postures

How to sit in front of VIPS/dignitaries Upright position/alertNo crossed-legged in front of VIPs/dignitariesNo leaning against the sofaAlways keep the guests at the right side of

host

Protocol and EtiquetteHosting/attending lunch/dinners

Seating arrangements must be carefully arranged, Chief host and chief guest must be seated across the table and arrangements for other delegates should be made accordingly on the basis of seniority

Sending out invitations well in advance with date, time, venue and dress code clearly indicated at the card

Seeking and sending RSVPs Find out nos. of Veg/non-veg guestsAscertaining type of lunch/dinners

(formal/sit-down/buffet)Draw /fix appropriate menu depending on

season/guestsPunctuality for the event-reach on time and do not get

embarrassed by being undue tardy

Protocol and EtiquetteLight drinks before the dinner/lunchPre-dinner drinks include: whiskey, gin, sherry

(sweet/dry wine from Spain), vermouth, vodka, red and white wine, juice and other soft drinks

Drinks at the formal (seated) dinners include as follows:Soup-dry sherry or MadeiraFish/chicken-white wine Red meat-red wine Dessert-port, sweet wine or champagneCheese-port

Protocol and EtiquetteRed wines, port, Madeira, and sherry is served

in room temperatureBeaujolais, very dry sherry- sometimes chilledChampagne, white wine, rose wine- served coldAfter dinner drinks include: brandy, cognac,

armagnac, liqueurs (cointreau, drambuie, benedictine, crème de menthe etc)

Pre-lunch drinks: gin, beer, punch, campari, vodka, wines etc

Protocol and EtiquetteNo of glasses/forks/knives/spoons are

required depending on the nature of the dinners/luncheon etc

Similar number of plates are required for dinners/luncheons depending on the type of luncheon/dinners

Generally side plates are kept at the left hand side of your table

Forks/knives are to be used from outside -in

Protocol and EtiquetteSpeech/remarks at banquet/dinners and luncheonsGenerally short speech/remarks are made at the

official banquets/dinners/luncheonsEven in informal settings, short remarks are made, so

the main host/guest should be prepared to speak a few words

Generally speech/remarks are made just after the meal is over and before pudding/dessert is served

Initiate talks of common interest while on dining tableNever ask about age, marital status or number of

children specially with ladies

Protocol and EtiquetteMiscellaneous

Tie not (s)- could be single/double depending on the size and length as well as the likes of the user

Tie pin- may be used as per user’s wishesPutting handkerchief at the top pocket of coat

matching the tieTopi- Generally may not go with suit, but these

days it is quite often used. Put your all pens into the inside pocket of your

coat

Protocol and EtiquetteWhile wearing coat, the middle button is fastened while

standing if it is a three button coat, unbutton when sittingThe upper button is fastened if it is two button coatDon’t slurp while taking tea/coffeeUse the forks with left hand and knife with right hand

without clinking it or making unpleasant soundNo picking nose/ear during the event or make any noiseExchange gifts, if any, after the signing of the

minutes/agreement/MOUs etc. Gifts may be exchanged through diplomatic missions or protocol officer later

Protocol and EtiquetteDo’s and don’ts

Do’sStand up whenever some one enters a room.

Stand up for introduction, greetings, leave taking

Hold door open for the lady, hold the chair for her when she sits or rises from table

Help the lady in and out of her coatBe polite and always appreciativeGive preference to you seniors

Protocol and EtiquetteDon’tsDon’t make noises with your cutlery or waive

them when talkingAvoiding coughing, scratching, belching or

blowing your noseNever speak with your mouthful or ask a question

to a person sitting beside you just when the person has taken food in the mouth. Do not chew with your mouth open

Sip the wine without making any noiseDo not gargle while drinking water

Protocol and EtiquetteDon’ts Do not spread your elbows while eating and

also do not put it on the table during diningNever tie the napkin around the neckDo not poke your teeth with a toothpick or

fingernailDo not slurp your soup, gnaw at bones or lick

your fingersAt buffet, do not pile food on your plate, you

can always go for second or third time

Protocol and EtiquetteThe qualities that a diplomat should possess

may be summed up as follows:D-Diligence, discretionI-Intuition, intelligenceP-Perseverance, polish, punctualityL- Language proficiencyO-Observation powersM-MannerlyA-Adaptability, acumenT-Tenacity, tact

Thank You !