Protocol and Etiquette Presented by: Yadav Khanal Resource Person Institute of Foreign Affairs Protocol and Etiquette Points to be touched upon may include, among other things: Appointments Receiving/seeing off guests (greetings) Holding meeting/exchange of communication Use of the car/flag Dress code Sitting postures Hosting/attending lunch/dinners Invitations Miscellaneous Protocol and Etiquette Appointments: 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 Etiquette Greetings 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 Etiquette While Holding meeting Start the meeting with warm welcome Recall the earlier meetings if held before Start and end with very positive note Never say no while responding/reacting to a proposal/idea expressed by the counterpart May 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 Etiquette Use 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 Etiquette Dress 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 Etiquette Shirts/ties combination Plain shirt (white and pastel shades)-striped or Check tie or patterned tie Check/striped shirts-plain tie Good quality leather shoes/ generally laced shoes on formal occasions, Black socks are generally preferred The lower button of a coat is usually left undone Buttons must be undone while seated Protocol and Etiquette Sitting postures How to sit in front of VIPS/dignitaries Upright position/alert No crossed-legged in front of VIPs/dignitaries No leaning against the sofa Always keep the guests at the right side of host Protocol and Etiquette Hosting/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 guests Ascertaining type of lunch/dinners (formal/sit-down/buffet) Draw /fix appropriate menu depending on season/guests Punctuality for the event-reach on time and do not get embarrassed by being undue tardy Protocol and Etiquette Light drinks before the dinner/lunch Pre-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 Madeira Fish/chicken-white wine Red meat-red wine Dessert-port, sweet wine or champagne Cheese-port Protocol and Etiquette Red wines, port, Madeira, and sherry is served in room temperature Beaujolais, very dry sherry- sometimes chilled Champagne, white wine, rose wine- served cold After 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 Etiquette No 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 Etiquette Speech/remarks at banquet/dinners and luncheons Generally short speech/remarks are made at the official banquets/dinners/luncheons Even 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 table Never ask about age, marital status or number of children specially with ladies Protocol and Etiquette Miscellaneous 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 wishes Putting handkerchief at the top pocket of coat matching the tie Topi- 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 Etiquette While wearing coat, the middle button is fastened while standing if it is a three button coat, unbutton when sitting The upper button is fastened if it is two button coat Don’t slurp while taking tea/coffee Use the forks with left hand and knife with right hand without clinking it or making unpleasant sound No picking nose/ear during the event or make any noise Exchange 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 Etiquette Do’s and don’ts Do’s Stand 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 coat Be polite and always appreciative Give preference to you seniors Protocol and Etiquette Don’ts Don’t make noises with your cutlery or waive them when talking Avoiding coughing, scratching, belching or blowing your nose Never 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 noise Do not gargle while drinking water Protocol and Etiquette Don’ts Do not spread your elbows while eating and also do not put it on the table during dining Never tie the napkin around the neck Do not poke your teeth with a toothpick or fingernail Do not slurp your soup, gnaw at bones or lick your fingers At buffet, do not pile food on your plate, you can always go for second or third time Protocol and Etiquette The qualities that a diplomat should possess may be summed up as follows: D-Diligence, discretion I-Intuition, intelligence P-Perseverance, polish, punctuality L- Language proficiency O-Observation powers M-Mannerly A-Adaptability, acumen T-Tenacity, tact Thank You !