Handbook On Protocol, Social Graces and Etiquette

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Handbook on Protocol,
Social Graces and Etiquette
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CARLOS P. ROMULO SCHOOL OF DIPLOMACY
Special Programs Section
Handbook on Protocol,
Social Graces and trtiquette
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FOREIGN SERVICE INSTITUTE

Department of Foreign Affairs
z33o Roxas Boulevard, Pasay City
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(-.
Table of Gontents
Foreword
CHAPTER 1: Precedence I
CHAPTER 2: Assumption of Charge B
CHAPTER 3: Procedures for lncoming and Outgoing

Foreign Ambassadors to the Philippines
and Presentation of Credentials 12
CHAPTER 4: National Flag, Anthem, IVlotto, Coat-otArms and other

Heraldic ltems and Devices of the Philippines 20
CHAPTER 5: lmmunities and Privileges, Diplomatic Vehicles,

and Residences and Offices 27
CHAPTER 6: Calls and Social Functions 30
CHAPTER 7: Names, lntroductions, and Addressing Officials 34
CHAPTER 8: Hosting Social Events E1
CHAPTER 9: Organizing Official Functions bb
CHAPTER 10: Etiquette for Everyday Situations 71
Acknowledg ment
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FOREWORD
Protocol refers to the accepted rules governing the conduct f government

officials, most especially diplomats, in a forelgn (or host) country Rules of protocol are
also observed in different international and local organizations. These rules include
courtesies, niceties, and politeness in oral and written communication, attendance in
different functions, and in the day-to-day performance of duties of officials and
diplomats. To a certain degree it also includes the rules of behavior of ordinary people
in respecting the formal and official practices of a foreign country.
Protocol is, thus, important as, according to Pierre de Fouquieres, "Protocol

refers to the good-breeding of nations." lt regulates the interaction of nations and their
representatives; promotes friendly and peaceful relations; ensures efficiency as it
minimizes confusion and conflict; and resolves disputes concerning privileges and
immunities of persons entitled to them.
Sources of protocol lnclude local customs, laws and regulations, scholarly

works, treaties, and international agreements. The important international agreements
relating to protocol are the Congress of Vienna (1815), Congress of Aix-la-Chapelle
(1818), Pan Havana Convention (1928), The Vienna Convention on Diplomatic
Relations (1961), and the Vienna Convention on Consular Relations (1963).
For the Department of Foreign Affairs, which is the lead government agency
that conducts diplomacy, rules of protocol and social graces are particularly significant.
All of its personnel, from its highest-ranking officials to its most junior staff, are
expected to know and practice these rules as they represent our country abroad,
Philippine protocol practices conform to traditional and customary international

practices also observed in other countries. Rules of Protocol are prescribed in the
Philippine Foreign Service Code ('1983) and the Regulations of the Department of
Foreign Affairs (1 996).
Through this Handbook, the Foreign Service lnstitute (FSl) hopes that these
different protocol practices, as well as general rules of good manners, will be made
more accessible to the men and women of the Philippine Foreign Service as they
perform their noble duty as representatives of our country and the Filipino people.
This first edition is by no means complete. The FSI believes that through the
suggestions and feedback of the readers and users of this Handbook, it can
continually improve this material and include other important developments in the
practice of protocol and social graces. The FSI encourages collaboration with its
clients to fulfill its mandate of providing excellent and relevant training to the personnel
of the DFA.
ORIGINAL SIGNED
MINERVA JEAN A. FALCON

Director
Foreign Service lnstitute
15 May 2009
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CHAPTER 1
PRECEDENCE
Precedence is the priority of place based on superiority of rank.1 ln protocol, the

observance of precedence is important as it indicates basic recognition and respect for
rank and seniority. Often it is the primary source of goodwill among diplomats and
officials.
(1) Precedence among Diplomatic Representatives. Diplomatic

representatives, in international practice, are classified in the order of their ranks as
follows:
a Heads of lvlission:
(1) Ambassadors or Nuncios accredited to Heads of State, and other
heads of mission of equivalent rank.
(2) Envoys, Ministers and lnternuncios accredited to Heads of State
(3) Charge d' Affaires ad hoc (ot de mlssl )
(4) Charge d'Affaires ad interim.
b. Diplomatic officers other than heads of mission

(1) Ministers
(2) M in isters-Cou nse llor
(3) Counsellors
(4) First, Second, Third Secretaries
(5) Attaches
(2) Precedence Among Heads of Diplomatic Missions
2.1. Among diplomatic representatives of the same class, for example

Ambassadors, precedence is determined by priority in dates of
presentation of credentials.
2.2. The ranking of head of mission is the Dean or Doyen of the
Diplomatic Corps. ln Catholic countries, however, the
representative of the Pope (Nuncio) is usually the Dean,
regardless of the date of his accreditation.
According to the G/obal Portal for Diplomats, the Dean or Doyen
of the Diplomatic Corps serves an important function as "the Dean
represents the diplomatic corps in collective dealings with host
country officials on matters of ceremonial or administrative
character affecting the corps as a whole." 2
2.3. Among Charge d'Affaires, precedence is determined by the dates
of accreditation. However, a Charge d'Affaires accredited to the
Minister of Foreign Affairs outranks a Charg6 d' Affaires ad-
interi. (temporarilv actin g as Head of Mission in the absence of
the Chief of Mission).
(3) Precedence of ranking officials of Host Country over foreign

Ambassadors. While each country has its own rules, it is generally recognized that the
1
The Regulations of the Department of Foreign Affairs. 1993. Rules cited in this chapter are
from this source, unless otherwise indicated.
2
www.ediolomat.com/nd/olossarv.htm date accessed'1 1 February 2OOg.
1
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Chief
Chief of State, the Prime Minister, the Presiding Officers of the Legislature,.the
Justice of the Supreme Court and the Minister of Foreign Affairs precede foreign
Ambassadors.
the
ln the philippines, the President, the Vice-President, former Presidents,
President of the senate, the speaker of the House of Representatives, the
chief of
Justice of the Supreme Court and the Secretary of Foreign Affairs precede foreign
Ambassadors.
(4) precedence Among Foreign Service Officers. The following rules,

unless modified by instructions issued to meet a specific case, shall be observed
in
determining precedence among Foreign Service Officers in diplomatic and consular

offices abroad:
4.1 An Officer with a higher rank shall precede one with a lower rank.
4.2 ln case two or more officers at the same post belong to the same
rank and class, the order or precedence shall be determined by
the higher rate of salary withirr the class'
4.3 ln case two or more officers at the post belong to the same class
and receive the same salary, the officer who first arrived at the
post shall take Precedence,
4.4 when not within the jurisdiction of their assignment, officers take
precedence among themselves in accordance with their class and
date of appointment to that class.
(5) Precedence of officers in the Philippine Foreign Service:
5.1. Within a mission, the ranking of officers are as follows: Chief of

Mission, Minister, Minister-counsellor, counsellor, First
secretary, second secretary, Third secretary and Attache.
5.2. Within a Consulate, the ranking of officers are as follows: Consul
General, Consul and Vice Consul.
5.3. The chief of Mission of the Embassy or the Head of the consular
Post outranks any other Philippine officials, except the President,
the vice President, and the secretary of Foreign Affairs, although
he may, if desirable for the prestige of the country, defer to any
higher ranking official.
5.4 The chief of Mission, or in his absence, the charge d' Affaires,
ad interim precede over all officials and representatives of other
Oepartments or Agencies assigned in the same Post'
5.5 The ranking Minister, Counsellor or First, Second, or Third
secretary w-no is a regular Foreign service officer, irrespective of
class and grade and who becomes a charg6 d' Affaires,, in the
absence oitne Chief of Mission, shall take precedence after the
Head of Mission.
5,6 subject to the preceding rule, Attach6s and Assistant r\ttach6s,
with assimilated ranks oi Foreign service officers, shall rank with
but immediately after other regular Foreign service officers
belonging to the same class and grade.
5.7 Attach6 belonging to the Armed Forces and after thern, Trade
promotion Attich6s shall have precedence over other attaches
with the same assimilated rank of Foreign service otficers' The
same rule applies to Assistant Attach6s.
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5.8. Assistant Attaches with no assimilated rank of Foreign Service
Officers shall rank after Assistant Attaches wlth assimilated rank.
(6) The General Order of Precedence in the Philippines (as of 2008)
(Note: lt is always advisable to consult with the Department of

Foreign Affairs' Office of Protocol for the latest order of
precedence)
. The President
. The Vice President
. Former Presidents of the Philippines
. The President of the Senate
. The Speaker of the House of RepreSentatives
. The Chief Justice of the Supreme Court
. The Secretary of Foreign Affairs
'. Foreign Ambassadors Extraordinary and Plenipotentiary
The Executive Secretary
. The Secretary of Finance
. The Secretary of Justice
. The Secretary of Agriculture
. The Secretary of Public Works and Highways
. The Secretary of Education
. The Secretary of Labor and Employment
. The Secretary of National Defense
. The Secretary of Health
. The Secretary ofTrade and lndustry
. The Secretary of Social Welfare and Development
. The Secretary of Agrarian Reform
. The Secretary of Environment and Natural Resources
. The Secretary of lnterior and Local Government
. The Secretary of Tourism
. The Secretary of Transportation and Communication
. The Secretary of Science and Technology
. The Secretary of Budget and Management
. The Secretary of Energy
. Foreign Envoys Extraordinary and Ministers Plenipotentiary
. The Director General, National Economic and Development
Authority
. Press Secretary
. National Security Council Director-General
. The Head ofthe Presidential Management Staff
. PresidentialSpokesman
. Solicitor General
. Presidential Legal Counsel
. The Chairman of the L4MDA
. The Head of the Office for Muslim Affairs
. Other Presidential Advisers with Cabinet Rank
. Members of the Senate (seniority in length of sertice)
. lVlembers of House of Representatives (seniority in length of
service)
. Associate Justices of the Supreme Court
. The Commissioners of Constitutional Commissions
. lvlembers of the Council of State who are not Cabinet Members
3

Acting Heads of the Departments & Former Vice Presidents of
the Philippines
The Undersecretaries of Foreign Affairs
Ambassadors of the Philippines assigned to foreign posts
U ndersecretaries of the Department, including the Assistant
Executive Secretaries
Assistant Secretaries of Departments, Directors-General &
Chiefs of lvlission I & Il of the Department of Foreign Affairs
The Governor of Central Bank
Foreign Charges d' Affaires de missi, Foreign Charge d' Atfairs
ad interim
The Mayor of Manila
The Presiding Justice of the Court of Appeals, the President of
the University of the Philippines, the Chief of Staff,
Commissioners or Officials with the rank of Undersecretary
Heads of permanent United Nations Agencies in the Philippines,
who hold the rank of Director
Provincial Governors
The Vice Chief of Staff
Foreign Ministers-Counsellors, Counsellors of Embassies,
Consul General, Foreign Military Attach6s with the rank of Major
General or Rear Admiral, and Officers o{ equivalent rank of the
Armed Forces of the Philippines
Judges of the Regional Trial Court
First Secretaries of Foreign Embassies, Foreign Military
Attaches with the rank of Brigadier General or Commodore &
Officers of equivalent rank of the Armed Forces of the
Philippines
Mayors of chartered cities
Directors/Commissioners of Bureau & Chief of Offices
Presidents, Chairmen & Managers of government corporations
Second Secretaries & Consuls of Foreign Embassies, Foreign
Military Attachds with the rank of Colonel or Lieutenant Colonel,
and Officers of equivalent rank of the Armed Forces of the
Philippines
Third Secretaries & Vice Consuls of Foreign Embassies, Foreign
Military Attaches with the rank of Major or Captain & Officers of
equivalent rank of the Armed Forces of the Phillppines
(7) Some Practical Applications of the Protocol of Precedence:
Charge d'Affaies (CDA) of an embassy outranks CDA of a

Legation. (Legations are seldom sent by States now)
lf Chief of Mission (CM) is a lady and the function involves only
CM without their wives, the lady diplomat attends without the
husband.
Where the Ambassador or Minister is a lady and the function
requires the presence of the CM, who are arranged either as a
group or separately from their husbands, the lady Ambassador
or Minister ranks after the wife of the Ambassador or Minister
who precedes her (the Lady Ambassador or Minister). f)er
husband is ranked after the last accredited Minister.
ln standing, walking or sitting, the place of honor is at the right -
when the person entitled thereto stands or walks at the right
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Precedence is when the person entitled to it, goes a step before
the other who is at his left side as in ascending a stair or
entering a room,
ln lateral arrangement, when persons present stand side by
side in a straight line, the outside place on the right or the
central place is the first.
When two persons enter a room or walk single file, the one of
higher rank walks ahead or in front of ihe person of lower rank.
When two persons walk side by side, the one of higher rank
walks to the right of the person of lower rank.
When there are three persons, the second ranking person
enters first, followed by the highest-ranking person. The last to
go in is the person of lowest
When there are four, the fourth enters first. lf they are five, the
fourth and the second go in first in that order, then the first,
followed by the third and the fifth.
. The place of honor depends on the number of people present.

. The person of higher rank in a public ceremony is always the
last to arrive and the first to leave.
. ln going up airplanes, the person of highest rank goes up last
and comes down first.
. ln entering a car, the person of highest rank enters first.
However, when the intention is to give him the seat to the right,
which is the place of honor, it is correct for the person of lower
rank to go in first"
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(8) Protocol in lnternational Organizations
8.1. ASEAN
When ASEAN Heads of States meet in a Summit meeting or

when ASEAN Foreign Ministers meet in a Foreign Ministers'
meeting, their positions in standing or sitting position is done
according to the alphabetical /ls rgs of their countries in the
English Language. Thus, the positions from left to right (from the
view of the observer) are as follows:
Sec Gen
(Brunei Darussalam, Cambodia, lndonesia, Laos, Malaysia, lvlyanmar, Philippines'

Singapore, Thailand, Vietnam, Secretary General (Encode in a line) )
Observer
8.2. Asia-Pacific Economic Council (APEC)
APEC is represented by either the Heads of State, Heads of

Government, Foreign Ministers or a senior official.
When standing together in a tine or sitting together in a line, their

positions are also according to the alphabetical listings of their
countries from left to right from the view of the observer. The
following illustration maybe used as a guide:
Third llne: STUVWXYZ

Second line: <\\ ROPONMLKJ
First line: ABCDEFGHI
-Front-
-Observers-
(Note: To conform to local protocol rules, consult with the MFA of the Host
Country of the meeting)
8.3. lf a member of a Royalty is present on the occasion, follow the

normal rule of the precedence - that is, the honored person is
given the place of honor and stands or sits at the right of the Host.
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lllustration:
Royalty President of the Philippines (Host)
Observer
(Note: To conform to local protocol rules, consult with the lVinistry of Foreign
Affairs of the Host Country of the meeting. )
(9) Precedence in signing treaties
9.1. Principle of Alternat - in bilateral treaties, each country signs first

on the original copy it retains.
In this example, the part of the document where the signatories would sign
should be:
Philippin es'Copy
S nature
Re blic of the Phili ines United States of America
United States' Copv
s nature
United States of America Re ublic of the Phili tn es
9.2 ln multilateral treaties, signatories sign in alphabetical order in

French or English language of the names of their countries.
Example: ASEANCountries
Brunei Darussalam
Cambodia
lndonesia
Lao PDR
Malaysia
Myanmar
Philippines
Singapore
Thailand
Vietnam
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CHAPTER 2
ASSUMPTION OF CHARGE
I. ASSUMPTION OF CHARGE OF DIPLOMATIC MISSIONS
(1) Agrdation and Agrdment. Before the public announcement of the appointment
of an Ambassador, an informal inquiry as to whether or not he is persona non
grata is ordinarily made with the government of the country of his prospective
assignment. The process of inquiry is called agrdation. The reply to the inquiry
expressing acceptability of the Ambassador is called agreement, or agrdment.
(2) Documents for the Ambassador
After taking his oath of office, an Ambassador shall be furnished the following
papers:
a. Appointment as Ambassador
b. A sealed letter of credence
c. An open or office copy of the letter of credence
d. Letter of recall of his predecessor, if any
e. lnstructions in writing
f. Diplomatic passports for himself, his family and his suite
g. A copy of the Regulations of the Department of Foreign Affairs
(3) Preparations Prior to Departure
The Secretary of Foreign Affairs shall invite a newly appointed Ambassador for a
briefing and give the necessary instructions to be carried out in the
Ambassador's post of assignment. The Ambassador should familiarize himself
with the operation of his post of assignment by going through relevant
documents, such as treaties and agreements between the Philippines and the
host country and, if necessary, with other countries that are pad of his
jurisdiction. He should meet with concerned officials, offices, and divisions which
could give substantial inputs regarding his post and counlry of assignment. He
should consult with the appropriate Department officials regarding general
matters of administration and official procedures.
(4) Preliminaries for Presentation of Credentials
4.1. Promptly upon arrival at the post, the newly appointed Ambassador shall
request for an informal conference with the Minister or Secretary of
Foreign Affairs to arrange for the formal presentation of his letter of
credence and the letter of recall of his predecessor, if any, to the Chief of
State.
4.2 He shall at the same time, in his own name, address a formal note to the
Secretary or lvlinister of Foreign Affairs, communicating the fact of his
appointment and requesting the designation of a time and place for his
official reception. ln the informal conference, he shall present to the
Minister or Secretary of Forelgn Affairs the open copy of his letter of
credence as well as the copy of his address to be delivered during the
presentation of his credentials.
4.5 lf the diplomatic representative has the rank of Charge d'Affaires,

the letter of credence is addressed to the lvlinister or Secretary of Foreign
Affairs. He shall address a formal note to the latter, conveying to the
IVinister or Secretary the open copy of his letter of credence and shall
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await the Minister's or Secretary's pleasure for presentation of the
original.
4,4 A copy of the letter of credence shall be placed in the archives of the
mission.
(5) Ceremony in Presentation of Credentials
5.1. On the occasion of the presentation of letters of credence to the Chief of

State, it is customary in most capitals for the incoming Ambassador to
make a brief address. The address shall be delivered either in English or
Filipino. Copies of the address and of the reply must be sent to the
Department. The speeches made in the ceremonies are purely formal and
should not allude to any controversial matter between the two
governments.
5.2. The Chief of Protocol of the post should be consulted as to the proper attire
to be worn in the ceremonY.
5.3. The newly appointed diplomatic representative should be accompanied by

all Foreign Service Officers, attach6s and other officers assigned to the
mission in a diplomatic capacity when presenting his letter of credence' if
this arrangement is in accordance with local protocol
(6) Entry Upon Official Day
The official duties of a diplomatic representative in so far as the receiving state is

concerned begin on the day of his presentation of the letter of credence by the
Ambassador to the Chief of State, or in the case of a charge d'affaires, to the
Minister or Secretary of Foreign Affairs. lf the formal audience or reception is
delayed, it is customary for the Minister or Secretary of Foreign Affairs to make
necessary arrangements for the transaction of diplomatic business with the new
representative pending such reception,
(7) Official Calls Upon Entry to Duty
The diplomatic representative shall, immediately upon his arrival, study the local
rules and practices regarding official calls on other of{icials of the host
government and members of the diplomatic corps, which a mission already
established should have in its files. ln his initial official visits, he may be
accompanied by the ranking Foreign Service Officer assigned to the mission in a
diplomatic capacity. /n a// cases, he should call on the diplomatic representatives
ofASEAN member states.
(8) Subordinate Diplomatic Officers
No previous approval by a receiving government ls ordinarily required in the

case of subordinate diplomatic personnel in a mission, although it is generally
recognized that the receiving government has the right to object to any
prospective diplomatic officer. ln some countries, however, previous approval is
required for military and other armed forces attaches.
(9) Preparation before Departure of other Diplomatic Officers
Subordinate diplomatic personnel, before their departure for their forergn posts,
should familiarize themselves with the work of the mission to which they are to
be assigned. They should read the Post Reports and other pertinent documents
o

in the Department. The Office of Personnel and Administrative Services shall
program their enrolment in the pre-departure orientation seminar conducted by
the Foreign Service lnstitute.
(10) Calls for Subordinate Officers
10.1. Local practice shall be followed as to whether subordinate diplomatic

officers should call or not on their counterparts in the diplomatic corps or
on other officials of the Foreign Office of the host government. ln lieu of
calls, the cards of the ofFicers, accompanied by the card of the Head of
Mission, are usually sent to members of the diplomatic corps with the
mark "p.p." (pour presenter) in pencil at the lower left-hand corner of the
card of the Head of Mission.
10.2. In the large capitals, calls might be impracticable. However, in all cases,
the mission shall send notes to the Foreign Office and to the other
diplomatic missions at the post informing them of the arrival and
assumption of duties of the subordinate diplomatic officer.
10.3. The arrival of all subordinate personnel, diplomatic and non-diplomatic,

and changes in the order of precedence in the mission shall be
communicated in a formal note to the Foreign Office of the host
government,
10

II. ASSUMPTION OF CHARGE OF CONSULAR ESTABLISHMENTS
(1 1) Need for Authority from the Receiving Government
Performance of consular functions on the part of the consular officer requires

previous authority from the foreign government given in the form of an
exequatur; or pending its issuance, a provisional recognition.
(12) Commission on Exeq uatur
The consular commission is the formal appointment of a consular officer by the

Head of State of the sending government, and the exequatur is the formal
acceptance by the receiving government for him to perform consular functions.
The consular commission is transmitted by the Department to the diplomatic

mission, if there be one, in the country where the consular office is located,
with instructions to request lor an exequatur from the host Foreign Office.
When obtained, the exequatur is transmitted by the diplomatic mission to the
consular office.
(13) Provisional Recognition

Whenever there is delay in the issuance of a consular commission and/or of
the exequatur, a provisional recognition shall be requested beforehand to
enable the consular offlcer to perform consular functions.
A provisional recognition is requested by the diplomatic mission, upon

instructions from the Home Office, in a note to the local Foreign Office, which
grants provisional recognition in a return note,
(14) Preparation for Duty and Official Calls
14.1. A principal officer who will

head a consular post shall prepare for his
assignment in the same manner that the diplomatic representative
does.
14.2. A consular officer, upon assuming his official duties, shall send his
official card to, or call personally on, the proper local officials and his
counterparts in the consular corps, depending upon the local custom.
The principal officer shall, in all cases, call on the heads of ASEAN
missions in the area of his assignment.
11

CHAPTER 3
PROCEDURES FOR INCOMING
AND OUTGOING FOREIGN AMBASSADORS TO THE PHILIPPINES
AND PRESENTATION OF CITEDENTIALS3
I. PROCEDURES
(1) For incorning Ambassadors
1.1. Checklist for Preparatory Arrangements
The concerned Embassy should furnish in advance the Office of Protocol and
State Visits of the Department of Foreign Affairs with the following:
o Car flag of the Ambassador's country

. Audio cassette or CD and musical score of the national anthem
. Advance copy of the speech which the Ambassador will hand over during
the presentation of credentials
. Open copies of the Letters of Credence and Recall
. Two (2) 2" x 2" photographs of the Ambassador-desig nate
. Two (2) 2" x 2" photographs of the Ambassadordesignate's spouse (if
any)
1,2. Pre-arriva I Arrangements
1.1.1 For a resident Ambassador-designate: The Embassy makes

arrangements with the Office of Protocol and State Visits (OPSV)
of the Department of Foreign Affairs for the arrival and
presentation of credentials of the Ambassador designate. The
Embassy is requested to inform the Department as soon as
available or at least 34 weeks before the intended arrival in
lvlanila so that initial verification of calendar possibilities for the
courtesy calls and presentation of credentials could be made.
However, the exact date and time of presentation of
credentials are set only after the Ambassador-designate has
actually arrived in the Philippines.
1.1 .2 For a non-resident Ambassador-desig nate: Arrangements for

the arrival and presentation of credentials are made with the
Office of Protocol and State Visits through the Philippine Embassy
in the capital where the Ambassador-designate is a resident, and
when applicable, through the consulate in Manila of the
Ambassador-designate's counky. The Otfice of Protocol and
State Visits can also make arrangements for the hotel and vehicle
needs of the Ambassador-designate upon his request.
Procedures for preparing the schedule of calls of a non-resident
Am bassador-desig nate are similar to those of a resident
Am bassador-desig nate. Scheduling of presentation of
credentials of non-resident Ambassadors.desig nates are
done on certain pre-determined periods/dates of the year.
The non-resident Ambassadors are advised of the exact clates of
presentation of credentials as early as possible in order to provide
ample preparation time for travel arrangements.
3
From the Regulations of the Department of FoJeign Affairs, 1995
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1.3. Arrival in the Philippines
I .J. I For arrivals during regular working days, the Ambassador-

designate is met by the Deputy Chief of Protocol of the
Department of Foreign Affairs, For arrivals on weekends, legal,
official and religious holidays, the Ambassador-designate is met
by a Protocol Officer of the Department of Foreign Affairs.
However, it would be appreciated if the Ambassador-
designate could arrive at a convenient day or time (avoiding,
as much as possible, legal, official and religious holidays, as
well as early morning and late night arrivals). Following are
regular holidays observed in the Philippines:
Regular National Holidays
New Yeals Day January 1
Ivlaundy Thursday lvlova b le

Good Friday lr,4ovable
Araw ng Kagitingan April 9
Labor Day May'1
lndependence Day June 12
National Heroes Day (last Sunday of August)
Bonifacio Day November 30
Christmas Day December 25
Rizal Day December 30
Nationwide Special Public Non-Working Holidays
Anniversary of EDSA F ebruary 25

People Power Revolution
Black Saturday lvlovable
Eid El Fitr Movable
All Saints Day November'1
Christmas Eve December 24
Last Day of the Year (Special Holiday) December 31
t.c.z. The Office of Protocol and State Visits makes appropriate

arrangements for airport courtesies and related matters with the
airport authorities regarding the arrival of the Ambassador-
designate. A designated airport lounge, at the NAIA Terminal
he/she wiil be arriving in, will be used for the reception of the
arriving Ambassador-designate. Aside from the Embassy's
Charg6 d'Affaires a.i., a reasonable number of Embassy staff and
spouses, if so desired, may be allowed at the airport for the
Ambassador-desig nate's arrival, Entry of persons and vehicles
into restricted areas of the airport is subject to pre-arranged
standard procedure. lmmigration, customs and quarantine
formalities for the Ambassadordesignate and his party will be
attended to and facilitated by the Office of Protocol and State
Visits.
1.4. Official Welcome at the Department of Foreign Affairs;

Calls on the DFA Chief of Protocol, the Assistant Secretary for the
Geographic Region and the Secretary of Foreign Affairs
13

1 The Ambassador-desig nate, accompanied by an E:mbassy official
.4.1 .
normally the Chargd d'Affaires a.i.,), arrives at the Department of

Foreign Affairs to make calls on the DFA Chief of Protocol' the
Assistant Secretary for the Geographic Region and thereafter on
the Secretary of Foreign Affairs,
1.4.2. Upon arrival at the Office of Protocol and State Visits, the
Ambassador-designate signs the Register of Ambassadors and
Distinguished Visitors. After a briefing on the ceremony and
arrangements for the presentation of credentials, the
Ambassador-designate is escorted by a Protocol Officer for the
call on the Assistant Secretary of the Geographic Region.
Thereafter, the Chief of Protocol accompanies the Ambassador-
designate and his companion to the Office of the Secretary of
Foreign Affairs.
1.4.3 During the call on the Secretary of Foreign Affairs, the
Ambassador-desig nate hands over to the Secretary the open
copies of the Ambassador's Letter of Credence and the Letter of
Recall of his predecessor, as well as a copy of the text of the
presentation speech, the original of which the Ambassador-
designate shall hand over to the President during the presentation
of credentials ceremony.
1.5. Calls on Other High Government Officials
The Department, through the office handling the geographic region of the
Ambassador-desig nate, should be informed if the Ambassador-designate
intends to pay courtesy calts on other high government officials after the
presentation of credentials. However, such calls are to be arranged by
the Embassy directly with the offices of said officials.
(2) For Outgoing Ambassadors
2.1. Farewell Calls

2.1.1. For a resident Ambassador: When an Ambassador is about to
end his/her tour of duty, the Embassy informs the Department,
through a note verbale, indicating his/her intended date of
departure. The Department would appreciate receiving
information on the departure preferably 2-3 weeks before the
Ambassador's intended departure. Requests for farewell calls on
the Secretary of Foreign Affairs and the President are arranged
through the office of Protocol and State Visits in coordination with
the concerned geographic otfice. The Office of Protocol and State
Visits will inform the Embassy of the exact time/date of farewell
calls on the Secretary of Foreign Affairs and the President. All
other farewell calls of the Ambassador on other government
officials (other than the Secretary of Foreign Affairs and the
President) may be arranged by the Embassy directly with the
offices of said officials, however, the office handling the
gecgraphic region of the Ambassador-designate should be
informed of such calls,
2.1.2. For a non-resident Ambassador: The procedure of arranging
and scheduling farewell calls of a non-resident Ambassador shall
be similar to that of a resident Ambassador. However, the
Ambassador's intention to come to the Philippines to pay his
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farewell calls on Philippine officials must be communicated as
early as possible to the Philippine Embassy, in the capital where
the Ambassador-designate is a resident, well in advance
2,2. Airport Arrangements for Departure
The Office of Protocol and State Visits, upon receipt of the notice of the
Ambassador's departure, makes appropriate arrangements with the
airport authorities. A special lounge at the airport will be used for the
sending otf of the Ambassador.
During regular working days, the DFA Chief of Protocol/Deputy Chief of
Protocol sends off the outgoing Ambassador at the designated special
lounge at the airport. For departures on weekends, legal, official and
religious holidays, the Ambassador is sent off by a Protocol Officer of the
Department of Foreign Affairs. However, it would be appreciated if the
Ambassador-desig nate could depart at a convenient day/time
(avoiding, as much as possible, legal, official and religious holidays,
as well as early morning and late night departures)'
II. PROCEDURES FOR PRESENTATION OF CREDENTIALS
(1) Attire
The Ambassador-designate and members of his/her entourage may wear their

national dress, diplomatic uniform, complete morning formals or business suit. A
rosette or miniatures of decorations, if any, may be worn on the occasion.
(2) Members of the Ambassador-designate's entourage

The entourage for the presentation of credentials shall be composed of the
members of the diplomatic staff and shall not exceed a total of six (6) persons'
including the Ambassador-designate. (A complete list of the entourage must be
submitted to the Office of Protocol and State Visits at least 48 hours before the
date of the presentation of credentials).
(3) Departure for Malacafian Palace

3.1. The DFA Chief of Protocol, together with the Director of Ceremonials and
the Philippine Military Aide, proceed to the Ambassador-designate's
residence in the ceremonial car with motorcade escorts. They are met at
the door of the residence by a diplomatic officer who accompanies them
to the room where the Ambassador-designate awaits to welcome them
and introduce his/her spouse and members of the diplomatic staff
present.
3.2. The Ambassador-designate hands over to the Philippine lvlilitary Aide the
original Letters of Credence and Recall together with the original text of
the presentation speech for safekeeping until the actual ceremony.
3.3. From the residence of the Ambassador-designate' the party shall

proceed to Malacaffan Palace in the following manner:
3.1 .1 The Ambassador-designate, assisted by the Philippine Military

Aide, boards the ceremonial car on the right side and takes the
rear right seat. The DFA Chief of Protocol boards the ceremonial
car on the left side and takes the rear left seat. The Philippine
15

Nlilitary Aide takes the front seat to the right of the chauffeur. The
Philippine flag is unfurled and remains so during the time the
ceremonial car is in use by the Ambassador-designate
3.1.2 The rest of the entourage board their respective vehicles

arranged in the order of precedence. It would be practical to have
at least two entourage members per vehicle in order to shorten
the length of the motorcade. The car of the Charg6 d' Affaires
shall fly the flag of his/her country.
112 The motorcade with escort cars and motorcycles leading the way
proceed to Malacafian Palace.
(4) Arrival Honors at Malacafran Palace

4.1. When the motorcade comes to a stop at the palace grounds, the
. Ambassador-designate and other passengers of the ceremonial car wait
for few seconds before alighting. This momentary delay is to enable the
rest of the entourage to leave their vehicles and position themselves at
the point of disembarkation of the Ambassador-designate.
4.2. After alighting from the ceremonial car, the DFA Chief of Protocol
introduces the Military Host of the Presidential Security Group Honor
Guards to the Ambassador-designate. They then proceed to the salute
base, followed by the rest of the entourage, for the rendering of honors to
the Ambbssador-designate by the Honor Guards. ln proceeding to the
place of honor at the salute base, the Ambassador-designate is escorted
on his left by the Military Host of the Presidential Security Group and on
his right by the DFA Chief of Protocol. The Philippine Military Aide will be
directly behind the Military Host from the Presidential Security Group.
4.3. The rest of the entourage are guided by the Director of Ceremonials to
the area behind the principal personages and position themselves in a
horizontal line in accordance with their order of precedence. The highest
ranklng diplomatic staff member shall be the person at the right-most end
of the line, to his left will be the other entourage members according to
descending order of precedence. The Director of Ceremonials shall be
positioned at the left flank of the line.
4.4. As soon as the Ambassador-designate and his entourage are in their
respective places, the Honor Guards execute Present Arms and the band
plays the national anthem of the Ambassador-designate, followed by the
Philippine National Anthem. During the playing of the anthems, all
participants stand at attention and render appropriate respect
4.5. At the conclusion of the anthems, the Military Host from the Presidential
Security Group invites the Ambassador-designate to review the troops.
For this purpose, the Ambassador-designate is jointly escorted by the
N/ilitary Host from the Presidential Security Group and the Honor Guards
Commander. They proceed lefhvard to the front line of the assembled
band and troops.
4.6. As they walk down the line to the right side and reach the center where
the Colors are located, the Ambassador-desig nate may salute the Colors
by executing a hand salute or by a slight bow of the head.
4.7. At the end of the line, they turn right and return in a diagonal angle to
their original angle to their original places at the salute base. (This
movement is similar to tracing the sides of a triangle).
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4.8 The ceremony concludes when the Honor Guards Commander offers a
handshake and executes a salute to the Ambassador-desig nate.
4,9. As soon as the ceremony is over, the Ambassador-designate and the

members of his entourage are escorted to the main doorway of
Malacanan Palace. The Ambassador-designate is flanked on the right by
the DFA Chief of Protocol and on the left by the Military Aide. The others
follow according to their order of precedence. At the doomay, the Chief
of Presidential Protocol awaits the Ambassador-designate. The DFA
Chief of Protocol introduces the Chief of Presidential Protocol to the
Ambassador-designate.
4.10. The Chief of Presidential Protocol escorts the Ambassador-designate into
the presidential palace and leads him to the table where the Presidential
Registry Book is located. While the Ambassador-designate is signing the
book, the rest of the entourage are assembled slightly behind him.
4.11. fhe Chief of Presidential Protocol invites the Ambassador-designate and
his entourage to a designated holding room for a briefing on lhe scenario
of the presentation of credentials.
(5) The Presentation of Credentials Ceremony

5.1. Upon the signal of the Chief of Presidential Protocol, the Ambassador-
designate and his entourage are invited to take their positions. The
Ambassador-designate takes the front position and slightly behind him on
his left is the Philippine Military Aide and on his right is the DFA Chief of
Protocol. Behind them on a horizontal line is the entourage of the
Ambassador-desig nate, with the highest ranking member being the
person in the right end followed to his left by the other members in
descending order of precedence. The Director of Ceremonials takes his
position on the left flank of the line formed by the entourage members.
5.2. Upon arrival, the President proceeds to the designated position for the
start of the presentation of credentials flanked to the right by the
Secretary/U ndersecretary of Foreign Affairs (a pace behind the
President), and to the left by the Chief of Presidential Protocol (also a
Pace behind)"
5.3. The DFA Chief of Protocol then introduces the Ambassador-desionate to
the President as follows:
"Mr./llme President, I have the honor to present, His/Her Excellency
@eme) Ambassador Extraordinary and Plenipotentiary of the (geUnty) to
the Republic of the Philippines."
5.4. The Ambassador-designate delivers brief remarks (not the whole speech,
but only a few sentences). The Philippine Military Aide steps foruard to
hand over the folder, continuing the Letters of Credence and Recall and
the original text of the presentation speech to the Ambassador-designate.
The Ambassador-designate then steps forward and hands to the
President the said folder.
5.5. The President delivers his/her remarks. The President and the new
Ambassador shake hands and exchange amenities. The President
informs the new Ambassador that he/she may now wish to present the
members of his entourage. The Ambassador presents individually the
members of the entourage who step forward, (the most senior in rank at
the head of the line) and shake hands wlth the President. Then the
entourage members return to their designated places.
17

5.6. After the introduction of the entourage the following photo opportunities
may ensue:
a. The President and the new Ambassador;
b. The President, The Secretary of Foreign Affairs, the new
Ambassador and his entourage.
5,7 The President invites the Ambassador for a private conversation in the
adjoining room together with the Secretary/U ndersecretary of Foreign
Affairs. The invitation may expressly include the most senior staff
member of the Ambassador. The rest of the entourage returns to wait at
the receiving salon. At the conclusion of the private conversation, the
Ambassador takes leave of the President and the Secretary/
Undersecretary of Foreign Affairs.
5.8 The Ambassador is escorted from the room by the Chief of Presidential
Protocol, then through the cordon of honor guards. The rest of the
entourage follows the Ambassador. At the foyer, the Chief of Presidential
Protocol bids farewell to the Ambassador and his entourage.
(o The Ambassador, assisted by the Philippine lvlititary Aide, boards the
ceremonial car on the right side and takes the rear right seat. The DFA
Chief of Protocol boards the ceremonlal car on the left side and takes the
rear left seat. The Philippine Military Aide takes the front seat to the right
of the chauffeur. The car flag of the Ambassador's country is unfurled at
the ceremonial car. The car flag on the motor car of the Charg6 d'Affaires
is no longer flown. The motorcade proceeds to Rizal Park.
(6) Wreath Laying Ceremony at the Monument of the National l-lero, Dr. Jose
P. Rizal
NOTE: This is an inte qral part of the o resentation ceremonies.
6.1. Arrival/Anthems
o. t. t_ ln front of the monument of the National Hero Dr. Jose Rizal, the
new Ambassador, accompanied by the DFA Chief of
Protocol/Protocol Official, is greeted by the Military Host. The DFA
Chief of Protocol/Protocol Official and the military Host escort the
Ambassador to his place of honor at a position facing but distant
from the monument.
o. t .z. The Ambassador is flanked on his right by the Chief of Protocol
and on his left by the Military Host. The Ambassador's entourage
is guided by the Director of Ceremonrals to their respective
positions in a horizontal line behind the Ambassador and his
escorts-
6.1.3. The Commander orders the Ceremonial Guards to present arms.
The military band plays the national anthem of the country of the
Ambassador followed by the Philippine National Anthem. All
civilian.
6.1.4. and military participants stand at attention and render appropriate
respect to the national anthem. After the last note of the anthem,
the guards are commanded to Order Arms,
6.2. ProcessionalM/reathOffering
6.2.1. The rest of the entourage remains in place while the Ambassador,
on cue of and escorted by the Military Host and the DFA Chief of
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Protocol/Protocol Official, walks toward the monument. The DFA
Chief of Protocol/Protocol Official and the lVilitary Host stop at the
foot of the steps.
6.2.2. The Ambassador goes up to the base of the monument where he
stops to place the wreath. The wreath is brought up and put in
place by the Ambassador with the help of the military wreath
bearers.
6.3 Gun Salute and Taps/Recessional
6.3.1. When the wreath is in place, the Ambassador, still facing the
monument, takes two to three steps backwards and stands at
attention. At this time, the ceremonial guards are commanded to
Present Arms, followed by three volleys of rifle fire and the
playing of "Taps" by the band, At the last note of Taps, the
ceremonial guards are commanded to Order Arms ("BABA...ta!"
in the Filipino language).
6.3.2. This is the signal for the Ambassador to turn around, walk away
from the monument and toward the DFA Chief of
Protocol/Protocol Official and the Philippine Military Aide. When
the Ambassador reaches them, the DFA Chief of
Protocol/Protocol Official and the Philippine Military Aide take
their respective escort positions beside the Ambassador and they
walk back to the Ambassador's original place of honor at the starl
of the ceremony.
6.3.3 On reaching their places in front of the rest of the entourage, the
Ambassador and his escorts turn around to face the monument.
At the conclusion of the ceremony, the Ambassador shakes
hands with the Commander of the Ceremonial Guards.
6.3.4 The Ambassador is escorted to the ceremonial car by the lVlilitary

Host and the DFA Chief of Protocol / Protocol Official, followed by
the Military Aide and the rest of the entourage who board their
respective vehicles for the motorcade back to the residence of the
Ambassador.
6.3.5 After a few minutes of congratulatory amenities and informal

conversation at the Ambassador's residence, the DFA Chief of
Protocol/Protocol Official, the Military Aide, and their staff take
leave of the Ambassador, his/her spouse and the diplomatic staff.
19

CHAPTER 4
NATIONAL FLAG, ANTHEM,
MOTTO, COAT-OF-ARMS AND OTHER HERALDIC ITEMS
AND DEVICES OF THE PHILIPPINES
The Philippine Flag and Anthem, motto, coat-of-arms and other heraldic items
are national symbols "which embody the national ideals and traditions, and which
express the principles of sovereignty and national solidarity; they seek to manifest the
national virtues and to inculcate in the minds and hearts of our people a just pride in
their native land." Thus, utmost reverence and respect should be accorded to these
symbols. Republic Act 8491, or the Flag and Heraldic Code of the Philippines,
a
prescribes how these national symbols should be properly treated.
I. THE PHILIPPINE NATIONAL FLAG
(1) Care of the National Flag
The use and care of the flag of the Philippines shall be done in a manner
manifesting deep respect for the national emblem. Every precaution shall be
exercised in its handling and care.
(2) Display of the National Flag in Philippine Missions and Official Functions
Abroad
2.1 The flag shall be flown over a Philippine mission or consulate between
the hours of sunrise and sunset on all Philippine national holidays; on
certain holidays in the country where the mission or consulate is locatedi
and on such other occasions as the officer in charge may deem
appropriate. When necessary, the flag may also be flown for purposes of
protection. However, the local usages in this display of the flag should be
appropriately considered.
The flag should be displayed only from sunrise to sunset or between
hours as may be designated by the Department. lt should alv/ays be
hoisted briskly and lowered slowly and ceremoniously. lt should not be
flown when the weather is inclement.
The flag shall not be raised when the weather is inclement. lf already
raised, the flag shall not be lowered
t.5 The flag, if flown from a flagpole, shall have its blue field on top in time of
peace and the red field on top in time of war; if in a hanging position, the
blue field shall be to the right (left of the observer) in time of peace, and
the red field to the right (left of the observer) in time of war.
The flagpole staff must be straight and slightly tapering at the top.
2.4 lf planted on the ground, the flagpole shall be at a prominent place and
shall be of such height as would give the flag commanding position in
relation to the buildings in the vicinity.
lf attacired to a building, the flagpole shall be on top of its roof or
anchored on a sill projecting at an angle upward.
lf on a stage or platform or Philippine government office, the flag shall be
at the left (facing the stage) or the left of tlre office upon entering.
" Please refer to R.A. 8491 at the Official Philippine Government Porlal,
http lwww.g ov. ph./aboutph i l/R4849 1. as p.
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OE When the Philippine flag is flown with another flag, the flags, if both are
national flags, must be flown on separate staffs of the same height and
shall be of equal size. lf in Philippine territory, the Philippine flag shall be
hoisted first and lowered last.
lf the other flag is not a national flag, it may be flown in the same lineyard
as the Philippine flag but below the latter and it cannot be of greater size
than the Philippine flag.
2.6. ln Philippine territory, when displayed with another flag, the Philippine
flag shall be on the right of the other flag. lf there is a line of other flags'
the Philippine flag shall be in the middle of the line.
When carried in a parade with flags which are not national flags, the
Philippine flag shall be in front of the center of the line.
2.7. When used on a speaker's platform, the flag should be displayed above
and behind the speaker, never on the front of the platform. lf flown from a
staff, it should be on the speaker's right.
2.8. No flag or pennant should ever be flown above the Philippine flag, except
the church pennant which should fly above the flag during divine services
on board a Philippine war vessel.
2.9. The flag shall be hoisted to the top briskly and lowered ceremoniously.
The flag shall never touch anything beneath it, such as the ground, flood,
water or other objects.
After being lowered, the flag shall be handled and folded solemnly as part
of the ceremony.
2.14. The flag should never be draped over the head, top, or other part of a
vehicle or of a railroad train or boat. When the flag is displayed in a
motorcar, the staff should be affixed firmly to the chassis,
2.11. The colors should never be draped with black crepe except when the
President declares a national mourning.
2.12. The flag should be loaned only when the purpose for which it is
requested is a proper one, e.g., to drape on the casket of a deceased
veteran.
2.13. When it is desired to use the national colors as a covering for a speaker's
desk, in general, bunting should be used. Bunting should be arranged
with the blue above, the white in the middle, and the red below.
2.14. A flag worn out through wear and tear shall not be thrown away. lt shall
be solemnly burned to avoid misuse or desecration. The flag shall be
replaced immediately when it begins to show signs of wear and tear.
(3) Salute to the Flag
During the ceremony of hoisting or Iowering the flag or when the flag is passing
in a parade or in a review, all persons present should face the flag, stand at
attention, and salute. The salute is executed by placing the right hand over the
heart. Men should remove their hats or head dresses with the right hand and
hold them at the left breast. The salute to the flag in the moving column is
rendered at the moment the flag passes. When the national anthem is played'
the same manner of saluting the flag is to be observed.
(4) Conduct of Flag-Raising Ceremony

4.1 . All government offices and foreign missions shall observe the flag-raising
ceremony every Monday morning and the flag-lowering ceremony every
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Friday afternoon. The ceremony shall be simple and dignified and shall
include the playing or singing of the Philippine National Anthem
4.2. The observance of the flag ceremony in official or civic gatherings shall
be simple and dignified and shall include the playing or singing of the
anthem in its original Filipino lyrics and march tempo
4.3 During the flag-raising ceremony, the assembly shall stand in formation
facing the flag. At the moment the first note of the anthem is heard,
everyone in the premises shall come to attentioni moving vehicles shall
stop. All persons present shall place their right palms over their chests,
those with hats shall uncover: while those in military, scouting, security
guard, and citizens military training uniforms shall give the salute
prescribed by their regulations, which salute shall be completed upon the
last note of the anthem.
4.4 The assembly shall sing the Philippine natjonal anthem, accompanied by
a band, if available, and at the first note, the flag shall be raised briskly.
The same procedure shall be observed when the flag is passing in review
or in parade.
(5) Conduct of the Flag-Lowering Ceremony
During the flag-lowering, the flag shall be lowered solemnly and slowly so that
the flag shall be down the mast at the sound of the last note of the anthem.
Those in the assembly shall observe the same deportment or shall observe the
same behavior as for the flag+aising ceremony.
(6) Half Mast
The flag shall be flown at half-mast as a sign or mourning on all the buildings
and places where it is displayed, as provided for in this Act, on the day of official
announcement of the death of any of the following officials:
a. The President or a former President; for ten (10) days:

b. The Vice-President, the Chief Justice, the President of the Senate
and the Speaker of the House of Representatives, for seven (7)
days; and
c. Other persons as determined by the government.
The flag, when flown at half-mast, shall be first hoisted to peak for a moment
then lowered to the half-mast position. The flag shall again be raised to the peak
before it is lowered for the day.
The flag may be used to cover the caskets of the honored dead of the military,
veterans of previous wars, national artists, and of civilians who have rendered
distinguished service to the nation, as may be determined by the local
government unit concerned. ln such cases, the flag shall be placed such that the
white triangle shall be at the head and the blue portion shall cover the right side
of the caskets. The flag shall not be lowered to the grave or allowed to touch the
ground, but shall be folded solemnly and handed over to the heirs of the
deceased.
22

(7) Pledge to the Flag
The following shall be the Pledge of Allegiance to the Philippine flag:
Ako ay Pilipino
Buong katapatang na nunumpa
Sa watawat ng Pilipinas
At sa bansang kanyang slnasagrsag
Na may dangal, katarungan at kalayaan
Na pinakikilos ng sambayanang
Maka-Diyos
Maka-tao
Mlakakalikasan at
llakabansa.
Such pledge shall be recited while standing with the right hand with palm open
raised shoulder high. lndividuals whose faith or religious beliefs prohibit them
from making such pledge must nonetheless show full respect when the pledge is
being rendered by standing at attention.
(8) Flag Days
The period from lrilay 28 to June 12 of each year is declared as Flag Days,
during which period all offices, agencies and instrumentalities or government,
Philippine business establishments, institutions of .learning and private homes
are enjoined to display the flag.
(9) Specifications of the National Flag
9,1. The flag shall have the following proportions. The width of the flag, 1; the
length of the flag, 2; and the sides of the white triangle, 1.
9.2, The technical specifications shall be as follows:
The blue color shall bear Cable No. 80173; the white color, Cable No.
80001; the red color, Cable No. 80108; and the golden yellow, Cable No.
80068.
9.3. All requlsitions for the purchase of the Philippine National Flag must be
based on strict compliance with the design, color, craftsmanship and
material requirements of the Government. Coordinate with the DFA
Home Office for the purchase and acquisition of the Flag.
(10) Prohibited Acts on the Use of the Philippine Flag
It shall be prohibited:
10.1, To mutilate, deface, defile, trample on or cast contempt or commit any

act or omission casting dishonor or ridicule upon the flag or over its
su rface;
10.2. To dip the flag to any person or object by way of compliment or salute;
10.3, To use the flagl
a. As a drapery, festoon, tablecloth;
b. As covering for ceilings, walls, statues, or other objects;
c. As a pennant in the hood, side, back and top of motor vehicles;
d. As a staff or whip;
e. For unveiling monuments or statues; and
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f. As trademarks, or for industrial, commercial or agricultural labels
or designs,
To display the flag:
a. Under any Painting or Picture;

b. Horizontaily face-up. lt shall always be hoisted aloft and be
allowed to fall freely;
c. Below any platform; or
d. ln discotheques, cockpits, night and day clubs, casinos,
gambling joints and places of vice or where frivolity prevails'
10.4. To wear the flag in whole or in part as a costume or uniform;
10.5. To add any word, figure, mark, picture, design, drawings, advertisement,
or imprint of any nature on the flag;
10.6. To print, paint or attach representation of the flag on handkerchiefs,

napkins, cushions, and other articles or merchandise;
10.7. To display in public any foreign flag, except in embassies and other
diplomatic establishments, and in offices of international organizations;
and
10.8. To use, display or be part of any advertisement or infomercial
II, THE NATIONAL PHILIPPINE NATIONAL ANTHEM

(1) The National anthem, Lupang Hinirang, shall always be sung in the national
language within or outside the country. The following shall be the lyrics of the
National Anthem:
Bayang magiliw,
Perlas ng Silanganan
Alab ng puso,
Sa Dibdib mo'y buhaY.
Lupang Hinirang,
Duyan ka ng magiting,
Sa manluluPig,
Di ka pasisiil.
Sa dagat at bundok,
Sa slmoy at sa langit mong bughaw,
Itlay dilag ang tula,
At awit sa paglayang minamahal.
Ang kislap ng watawat mo'Y
Tagumpay na nagniningning,
Ang bituin at araw niya,
Kailan pa ma'y di magdidilim,
Lupa ng araw ng luwalhati't pagsinta,
Buhay ay langit sa piling mo,
Amng lryaya na pag may mang-aa?i,
Ang mamatay nang dahil sa iYo.
(2) The rendition of the National Anthem, whether played or sung, shall be in
accordance with the musical arrangement and composition of Julian Felipe,
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(3) When the National Anthem is played at a public aathering, whether by a band or
by singing or both, or reproduced by any means, the attending public shall sing
the anthem. The singing must be done with fervor.
(4) As a sign of respect, all persons shall stand at attention and face the Philippine
flag, if there is one displayed, and if there is none, they shall face the band or the
conductor. At the first note, all persons shall execute a salute by placing their
right palms over their left chests. Those in military, scouting, citizen military
training and security guard uniforms shall give the salute prescribed by their
regulations. The salute shall be completed upon the last note of the anthem.
(5) The anthem shall not be played and sung for mere recreation, amusement or
entertainment purposes except on the following occasions:
a) lnternational competitions where the Philippines is the host or has a
representative;
b) Local competitions;
c) During the "signing off" and "signing on" of radio broadcasting and television
stations;
d) Before the initial and last screening of films and before the opening of theater
performances; and
e) Other occasions as may be allowed by the National Historical lnstitute (NHl).
III. THE NATIONAL MOTTO
The National Motto shall be "lrrlAKA-DlYOS, AIAKA-TAO, MAKAKALIKASAN AT

MAKABANSA."
IV. THE NATIONAL COAT.OF.ARMS
The National Coat-of-Arms shall have: Paleways of two (2) pieces, azure and
gules; a chief argent studded with three (3) mullets equidistant from each other;
and, in point of honor, avoid argent over all the sun rayonnant with eight minor
and lesser rays. Beneath shall be the scroll with the words 'REPUBLIKA NG
P/L/P/NAS, " inscribed thereon.
V. THE GREAT SEAL
(1) The Great Seal shall be circular in form, with the arms as described in the
preceding section, but without the scroll and the inscription thereon. Surrounding
the whole shall be a double marginal circle within which shall appear the words
"Republika ng Pilipinas." For the purpose of placing The Great Seal, the color of
the arms shall not be deemed essential but tincture representation must be
u sed.
(2) The Great Seal shall also bear the National Motto.
(3) The Great Seal shall be affixed to or placed upon all commissions signed by the
President and upon such other official documents and papers of the Republic of
the Philippines as may be provided by law, or as may be required by custom and
usage. The President shall have custody of the Great Seal.
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VI. OFFICIAL SEAL AND OTHER HERALDIC ITEMS AND DEVICES
('1) Any government entity, including the military, may adopt appropriate coat-of-
arms, administrative seals, logo, insignia, badges, patches, and banners; and
initiate awards, citations, orders or decorations; as may be authorized by
Congress or the Office of the President.
(2) Such heraldic devices and items shall be filed with the National Historical
lnstitute (NHl) for recording and evaluation as to precedence, design' customs
and tradiiions. The NHI shall promulgate the corresponding rules and regJlations
which shall be submitted for approval to the Office of the President or to
Congress.
(3) All government offices including the military are to purchase all heraldic items
and devices from manufacturers accredited and authorized by the NHl Such
items and devices shall be subject to inspection by the purchasing agency's
internal inspector and the COA representatives using the design and
specifications approved by the Office of the President or by the Congress,
throug h the NHl.
(4) No government official or employee shall accept any order or decoration from
any foreign government without the consent of Congress, and without the prior
evaluation and documentation of such order or decoration by the NHl.
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CHAPTER 5
IMMUNITIES AND PRIVILEGES, DIPLOMATTC VEHICLES, AND
RESIDENCES AND OFFICES
l. IMMUNITIES and PRIVILEGES
(1) Conventions on Diplomatic lmmunities and Privileges
The status, rights, privileges and immunities of members of the diplomatic

and consular staff and household are governed by the 1961 Vienna
Conventron on Diplomatic Relations and the 1963 Vienna Convention on
Consular Relations. Offlcers and employees assigned abroad should be
thoroughly acquainted with the provisions of these Conventions.
(2) Customs Privileges
While basic rules and practices on customs privileges are universally

established by the Conventions, supplementary regulations may vary among
countries.
(3) Offenses against Diplomats
ln the Philippines, offenses committed against an accredited diplomat are

legally considered as criminal acts. Sec. 6 of Republic Act No. 75, s.'1946,
provides: "Any person who assaults, strikes, wounds, imprisons or in any
manner offers violence to the person of an ambassador or a public minister,
in violation of the law of nations, shall be imprisoned for not more than three
years, and fined not exceeding two hundred pesos, jn the discretion of the
court, in addition to the penalties that may be imposed under the Revised
Penal Code."
II. PHILIPPINE RULES ON DIPLOMATIC MOTOR VEHICLES
(1) lmportation of Motor Vehicles

Except as may be otherwise be provided for in reciprocal arrangements, only
one car for the official use of the head of mission, to be registered in the
name of the Embassy or Mission, shall be allowed to be imported or
purchased tax-free and duty-free.
Each Mission or Embassy is allowed to import or purchase tax-free and duty-
free, depending upon the size of each mission, not more than five motor
vehicles for official use.
(2) lmportation for Personal Use

2.1. Heads of Posts, during each tour of duty, may import or purchase for
personal use not more than two motor vehicles tax-free and duty-free.
2.2. Other consular officers, except honorary consular officials, during
each tour of duty, may import or purchase locally for personal use
one (1) motor vehicle tax-free and dutyJree.
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l.J. Administrative and other staff nrembers of the diplomatic nlissions
and consular establishments, including Filipino citizens and
permanent residents and those who do not have diplomatic or
consular officer status, are not entitled to import motor vehicles tax-
free and duty-free.
(3) Replacement of Motor Vehicles
Replacement of motor vehicles by means of imparting or purchasing tax-free

and dutyJree vehicles shall be allowecl only after three (3) years from the
date of registration of the motor vehicle to be replaced.
ln any case the old vehicle is sold to a non-privileged buyer, taxes and duties
must be paid thereon, based on the value assessed at the time of sale to the
non-privileged buyer.
(4) Disposal of Motor Vehicle
When the owner of a motor vehicle which was imported tax{ree and duty-
free is transferred to another station before the end of the three-year period,
the car may be re-exported or sold to another person who has the same
privilege of importing or purchasing a motor vehicle taxjree and duty{ree.
(5) Sale of Tax-Exempt Motor Vehicle
Any sale to any person or entity of any motor vehicle imported tax-lree and
duty-free should be reported to the Department and the corresponding
license plates should be surrendered to the Department.
III, RESIDENCE AND OFFICES OF FILIPINO DIPLOMATS ABROAD
(1) Place of Residence
Diplomatic officers and employees shall, as a rule, establish their rr:sidence

at the seat of the mission. With the approval of the Secretary of Foreign
Affairs, however, they may establish temporary residence at a place other
than the seat of the mission, if conveniently near it, and within the country
where the mission is located. Consular officers and employees shall reside
within the consular districts to which they are assigned and as near as
practicable to the office.
(2) Selection of Offices and Quarters
Otfices as well as residential quarters for diplomatic and consular officers

shall be as presentable and dignified as the appropriations therefor permit.
Except in combined offices, consular oflices shall be as centrally and
conveniently located as possible preferably in the business districts,
(3) Coat of Arms
The coat of arms of the mission shall be placed above or by the principal
entrance of the residence of the Head of Mission and of the chancery, unless
such arrangement is not practicable or is in confli.t with local customs. The
same rule is applicable to consular offices and residences.
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(4) Acquisition of Property for Office and Residential Quarters
Without in any way placing the Philippine Government under obligation, the
feasibility shall be explored for acquiring ownership of real estate to house
the chancery or the consular office and the residence of the Head of l\,4ission
or the Head of Consular Post and possibly of the other personnel' in lieu of
the general practice of paying rental on leased properties.
(5) Office Plan
Diplomatic and consular offices shall be so planned that visitors shall enter
first a waiting room or public reception room where an information or
reception clerk shall be placed on constant duty during office hours
ln diplomatic missions, the consular section shall as much as practicable be
separated from the rest of the mission. lf the mission occupies a building of
more than one floor, the consular section should be on the first floor.
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Copyrighl O Foreign Service lnstitute Publicallons All R thts Reserved

CHAPTER 6
CALLS AND SOCIAL FUNCTIONS
I. CALLS
(1) Upon Entrance to Duty

Calls are made in accordance with local practice. This can be ascertained
from the Dean of the Diplomatic Corps, upon whom the Ambassador calls
soon after the presentation of his credentials.
(2) Arranging Calls for Diplomatic and Consular Officers

A Head of Mission desiring to make a call on the Head of State, the Minister
of Foreign Affairs or any other ranking official of the receiving Government
shall ordinarily course his request through the Chief of Protocol of the
Foreign Office.
The same rules apply to calls by subordinate diplomatic officers on officials
of the Foreign Office or other offices of the receiving Government.
Subordinate officers do not, however, ordinarily call on officers of much
higher category and rank than theirs. Calls of consular officers are arranged
directly with the officer concerned.
(3) Making and Returning Calls

A courtesy call should be made promptly at the appointed time. lt should
generally not exceed fifteen minutes, unless the parties manifestly desire to
prolong it. Calls made by officers of equal or superior rank shall be returned,
but calls of officers of lower rank may be merely acknowledged by leaving
cards at the latter's offices. As a matter of courteous consideration, however,
a call of an officer of lower rank may be returned. Calls should be returned
within a week or, at most, ten days.
(4) Calls among Diplomatic Ladies

lnquiries with the local Protocol Office ihould be made as to what calls
should be made by wives of the Head of Mission on wives of officials of the
receiving Government or members of the Diplomatic Corps.
(5) Calling Cards - The following forms may be used for official calling cards
(5.5 X I cms):
Juan de la Cruz
Ambassador Extraordinary
aod Plenipoteotiary of the Phllippincs
Tokyo
Juan de la Cruz
ar [/ice Con:ul
7'hird ,\et t eltr),
Enhussy o! the Philippines

Tokyo
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Less formal cards may indicate the address and telephone number at the bottom, thus:
Juan de la Cruz
.Second Sec:returt
Embissy oi rhc Philippincs Tcl No 146l -4245r

ll-24 Ninrpcidirt]lchi 3496-n555
Shibuyu.ku, Totyo. r{pu l50 Fux No. (0ll349G2731
II. SOCIAL FUNCTIONS
(1) lnvitations to Subordinate Officers

lnvitations issued by the Head of lvlission to his subordinate officers and
employees to official social functions partake of the nature of official orders and
may not be declined, except for unavoidable reasons. Subordinate officers shall
arrive earlier than the other guests to assist the Head of lvlission in their
entertainment,
(2) Form of lnvitations

lnvitations to special occasions, such as the national holiday reception, shall be
specially printed with the seal of the Republic of the Philippines at the middle-
top. lnvitations to less formal occasions may be made on printed forms with
blanks left to be filled with the name of the invitee, the time, place, and, if
desired, the purpose of the invitation at the space at the top. lnvitations shall be
issued in the name of the Head of Mission and his wife, if she is present at the
post.
(3) Accepting lnvitations

R.S.V.P. invitations shall be answered as soon as conveniently practicable. The
answer must be categorical and never conditional or indefinite.
(4) Greeting the Head of Mission

Personnel of the Foreign Service establishment shall greet their Head of Mission
and the latter's spouse in any ceremony or social gathering even though they
had seen the latter shortly earlier.
(5) Guest of Honor and Other Guests

To avoid difficulties in seating arrangements in a formal party, guests who
outrank the guest of honor should, if possible, not be invited.
(6) Place Cards

Place cards shall state only the simple titles of Heads of Mission and other high
ranking guests as "The Minister of Foreign Affairs" or "The Ambassador of
Spain", but the surname shall be used on place cards for the wives, as "Mrs.
Romu lo."
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(7) Seating A.rrangement
Under a single table arrangement, the guest of lronor is always seated
immediately to the right of the host or hostess, and the next ranking guest
immediately to the left, and so forth. Ladies, as much as possible, should
alternate with gentlemen. Husbands and wives r;hould not, as much as possible,
be seated side by side"
When two guests are of the same rank and one is of the same nationality as the
host, precedence shall be given the other.
A Head of Mission who is single may request the wife of a subordinate to be a
hostess for a social function although he may also make, in the alternative, the
guest of honor his co-host.
(8) Use of Card for Certain Occasions

Cards are used for certain occasions to express felicitations, bid farewell, etc.,
proper abbreviated annotations being written in pencil on the lower left corner, as
followsl
p.p. - pour presenter (to introduce an otficial)
p.r. - pour remercier (to express thanks)
p.c. - pour consoler (to express condolence)
p.f, - pour feliciter (to extend felicitations)
p.p.c.- pour prendre conge (to take leave)
(9) Dress
Officers shall see to it that they are properly dressed for each function or
ceremony. The dress desired is ordinarily indicated at the lower right hand
corner of the invitation card"
9.1. Full or evening dress or "white tie," used by gentlemen for formal
evening functions, consists of:
1) Black swallow tail coat with satin or fine grosgrain lapels;
2) Black trousers with side braid along each outseam;
3) White shirt with a stiff bosom;
4) Wing collar and white bow tie;
5) White waistcoat, single or double breasted, with or without
lapels;
6) Black silk socks and black patent leather shoes;
7) High silk top hat or opera hat and white buck-skin gloves; and
8) When necessary, black or dark blue overcoat with white silk
' muffler.
9.2. Dinner dress, ordinarily "black tie," and more colloquially, "tuxedo,"
consists of the following:
. Black hip-length coat wittr silk or satin lapels;
. Black trousers with wide braid along each outseam (same as
full evening dress);
. White, stiff or pleated bosomed shirt; or a soft evening shirt
with studs instead of buttons;
o Turn-down, or attached collar and a black bow tie;
r Low-cut black waistcoat, unless coat is double breasted; and
. Opera hat or black homburg (usually the latter)
ln the Philippines and other tropical countries, or in summer in temperate places,

the coat may be of white or light cream color.
32

9.3. The morning dress or "cutaway" worn at formal functions held
during the day, consists of
1) Black or oxford-gray cutaway tailcoat, hanging open in front,

but without silk or satin lapels;
2) Matching waistcoat or drove-gray double breasted waistcoat;
3) Striped trousers, either gray and black or black with white
lines;
4) White shirt with stiff front, or soft with stiff or semi-stiff collar;
5) Turn-down collar being more often used than wing collar even
on formal occasions, and a gray or black and white four-in-
hand tie, or "ascot;"
6) Black socks and shoes; and
7) Top hat; or gray homburg on certain occasions if the gray
cutaway is worn.
(10) Meeting and Seeing-off Officials

A Head of Mission shall ordinarily meet and see-off the Head of State and the
Secretary or Minister of Foreign Affairs when any of them leaves for, or arrives
from, other countries. The wife of the Head of Mission shall ordinarily be
present when the official arriving or departing is accompanied by his wife,
A Head of Mission sfrall also meet and see-off important official personages
coming from, or going'to the Philippines on official missions.
(11) Leaving Post

A Head of Mission, upon leaving his post, on termination of his tour of duty,
personally bids farewell to the Head of the State, the Chief of the Foreign
Office, to other Heads of Mission and to close friends, he sends cards marked
"p,p.c." in pencil.
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CHAPTER 7
NAMES, INTRODUCTIONS, AND ADDRESSING OFFICIALS
(1) Which name to use
1.1. Use the conservative approach, i.e , title followed by the last name, if
spoken. ln writing, note the different variations in different countries and
cultures:
1.1.1. ln the Philippines and most countries the order is: first name/s,
middle name (maiden name of mother in males and single
women, and family name of husbands in married women), and
the last (family) name.
Examples: Juan Villa Cruz, Christine Guzman Santiago
Note that in the Philippines, especially among women
professionals, it is also becoming popular to have a hyphenated
family name containing both the maiden family name of the
woman and her husband's famlly name.
Example: Gloria Macapagal-Anoyo
Note also that in the Philippines it is common to see "Ma." in
names of women, e.g. Ma. Erlinda Romero, sometimes even
men, Jose tvla. Roque. This is an abbreviated form of "lvlaria", a
common first name in the country.
1.1.2. Among the Chinese, or people of Chinese descent, the order is

reversed - last name followed by the first name.
Example: Yao Ming, Lee Kuan Yew
1.1.3. Among the lndians - name + s / o or d / o

(Rajiv don of lndia)
Priyanba Daughter of Sonia
1.1.4. Malaysian - name + bint or binte

(Ahmad bint Abduilah)
(Fatima binte Maryam)
Note: It is always advisable to learn the local culture and practice

pertaining to the use of names to properly address people.
(2) lt is always a sign of respect and courtesy to remember the names of people and
to be able to say or write them correctly. This is the first step towards
establishing friendships and goodwill with other people, whether in formal or
informal circumstances.
ln official documents, memoranda, correspondence, and invitations, it is

essential to get the names right.
2.1. lf you forget the name of the person you are speaking to, politely say
"Could you please repeat your name for me so I could get it right."
(lf you still can't remember, you oan say, "Before I excuse myself ,
please tell me your name again,") Or " lam sorry, but could lget
your name again."
c^

OTHER ALTERNATIVES IF MEMORY FAILS YOU
There are other tactful ways of saving yourself without the other person knowing that at
the moment you have no idea what he/she is called.
) lf you encounter someone who greets you warmly but whose name or
face you can't recall, stall.
> Return the person's greetings"
) Then let him/her do the talking, listening attentively and at the same time
trying to remember his/her name.
) Sometimes the conversation will give you a clue as to the person's
identity.
D ln the meanwhile, try to appear as if you remember him/her as well.
> You can ask for a calling card or simply ask "What do they call you for
short?" if lhe occasion permits.
) lf you cannot recall the person's name and the conversation continues
longer than you expected, sometimes it is better to ask the person
apologetically and politely to remind you of his name rather than calling
him by a name that you are not sure is his
aa DEALING WITH UNCOMMON NAMES

) Take extra care in pronouncing someone's name if it is uncommon or
difficult to pronou nce.
) To ask that person to check your pronunciation of his/her name or to
inquire about the correct way of saying it is appropriate and a compliment
to that person.
F Never make fun of another person's name or ask how he or she ever
came to be called that way. This is rude and inconsiderate.
) Be sensitive to one who is trying to pronounce a difficult name. lnform
him/her of the proper way to say your name.
F lf someone mispronounces your name, correct the other person
immediately and gentlY.
D To make light of the situation so as not to embarrass the other, you can
tell some anecdotes on the difficulty people have had with your name.
aa When you greet people you have not seen in a long time or those you
don't usually encounter, it is polite to identify yourself immediately.
Example: "How are you Mr. Cruz? l'm David Singson, we
attended a conference together a couple of months
ago."
"l'm Ric Suarez. Mrs. Santos, lrye go to the same

gym."
(3) Making lntroduction
3,1. lntroducing people to each other
3.1.1 The proper protocol in introducing people to each other is guided

by considering their sex, age and rank, thus, introduce:
?E
Copyright O Foreign Service lnslitute P!blicalions All Righls Reserved

> a man to a woman;
> a younger person to an older woman, also single women are
introduced to married women and the younger one is introduced
to the older one;
> a lower ranking person to a higher-ranking person.
Example: "Alice may lintraduce Ric Cortazar"

then say to the man:
" Ric I would like you to meel Alice Cruz."
However, if Ric is a person occupying a high rank

(say President of a company) than Alice, the position
shou ld be considered first.
Example: "Mr. Cortazar, may I present Alice Cruz."

"Alice, this is Mn Cortazar, Prcsident of the
company."
P Should a person join a group, it is easier to say:
Example: "l would like you all to meet Gerry Alonzo."

"Gerry meet Diane Santos, Patricia Noble, and
Nena Ortiz."
) lntroduce newcomer first to the group and then the group, usually
at random, without observing priorities, if all are more or less of
equal ranking.
) However, should the group include people of rank, it is best to
introduce the newcomer, to the people of higher rank.
Example: "Your Excellency, Mr. Ambassador this is Gerry

Alonzo."
) Rulers of countries, church dignitaries and chiefs of delegations
representing a country are always given the higher priority when
people are introduced to them.
(4) oTHER RULES ON TNTRODUCTTON
4.1. When you are doing the introductions, make sure to speak clearly and
pronounce the names carefully and correctly. lt is also polite to look at
the persons you are speaking to. lt is accepted to provide descriptions
about the persons you are introducing, especially if it is relevant to the
conversation. Observe professional titles, such as Doctor or Attorney,
when introducing people.
(Be careful with the use of the title DOCTOR, even if the person has a
doctorate degree (PhD). This is usually appropriate only for Doctors of
medicine.)
4.2. ln the Philippines, titles such as Senator, Governor, Ambassador,

Congressman, etc. are retained even though the person's term of office
may have ended.
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Copyright @ Foreign Service lnstirute Publications All Rights Reserved

4.3. Some suggested words of introductions are:
"Madam... may I present..." (man's name)

"Sir... may I present.. ." (a younger person's name)
"lvlay I introduce.. ."
"l have great pleasure in introducing ..." (Name of guest speaker)
4.4, When you are being introduced it is always advisable to smile and
acknowledge both the person making the introduction and the person/s
being introduced to you. Should a man be seated, it is polite for him to
stand up shake hands with other men and bow slightly to the women
unless they offer to shake his hand.
Shaking hands with the person you are meeting for the first time is
already acceptable in most countrles. However, when a man and a
woman are belng inkoduced to each other, it might be more prudent for
the man to wait for the woman to extend her hand first. lt is also prudent
for a man not to address a woman by her first name or nickname unless
she indicates that she wishes him to do so, this is especially true for
formal occasions and business meetings.
4.5. When being introduced you may politely say "How do you do?" or "How
are you?" You may also want to repeat the other person's name to help
you remember it: "How do you do, Mr. Bautista?" . A warm "Hi", "Hello",
or "Good afternoon (or whatever is appropriate)", is also acceptable,
Avoid using lines such as: "My pleasure", "Charmed, l'm sure", "Delighted
to make your acquaintance". These are unnatural and trite responses.
You may say instead "l'm glad to meet you." Ar "l've heard so much
about you." Bul say these only if you really mean them.
Should the person introducing you mispronounce your name, or provided
incorrect information about you, point out the error immediately and set it
right. Do this politely without offending or embarrassing the person
introducing you.
4.t - There is nothing improper about introducing yourself to others, but do it
politely and courteously. Timing is very important, especially if you are to
interrupt a group of people in the middle of a conversation. N4ake sure
that the group is receptive to your approach by making eye contact and
offering a smile. Always be friendly in your approach and when
necessary say: "excuse me".
When introducing yourself, state both your first and last names and avoid
using "mister" or "miss" or any other title or honorific. lf it is relevant to
the conversation or you need to indicate what you do, simply state it: "l
am Ricardo Cruz, I am a lawyer..." or "Good evening, I am Christina
Santos, Second Secretary of the Philippine Embassy in New Delhi. ,."
4.7. lntroductions are not always necessary. For instance, if you are walking
with a group and you chance upon a person you know, it is not necessary
to make introductions even if you talk briefly to that person. Also when
eating out with a group and a friend or acquaintance passes by your
table, you are under no obligation lo present him to the group.
+.o. It is prudent to consider that there might be local and cultural variations
when making introductions. lt is always wise to know the local practice
and to follow them to avoid any misu nderstanding.
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(5) HANDSHAKE
5.1. ln handshakes, the proper precedence are:
> The person of authority extends his/her hands first.
> A woman extends her hand to a nran.
> A dignitary of the church extends his hand to a woman.
) An elder woman extends her hand first to a younger woman
5.2. Always shake hands with your right hand. ln some cultures, shaking
hands using the left hand is considered very impolite.
5.3. Always accept a gesture of handshake. lt is considered rude and
disrespectful to ignore or refuse an offer of handshake.
5.4. tf you are holding a drink, especially during cocktails, hold it with your left
hand so that your right hand is always free to shake hands when your are
introduced to somebody.
5.5. lf your hands are both full, say with a drink on one hand and an appetizer
on the other, and a person extends his hand to you, just politely say "lt is
so nice to meet you, excuse me (or forgive me) but my hands are full."
Make sure, however, to extend a gesture of handshake to that person if
another opportunity arises and if it still appropriate, e.9., before you leave
or before that person leaves.
5.6. Shaking hands is not only for introductions, it is also an appropriate
gesture when an agreement has been reached; when a meetlng has
been concluded; or when saying goodbye in formal occasions and official
functions.
5.7, Handshakes should be firm, but not too tight. lt usually lasts no longer
than 4 seconds. Always give a warm handshake, avoid being reluctant
and hurried, however, also avoid being over eager, and never exaggerate
your handshake.
(6) CARDS
6.1. Types of Cards
6.1 .1 . Calling Card
Ricardo S. Cruz
Minister
A calling card contains only the name and profession of the holder
Seal
6.1.2 Business Card

Ricardo S. Cruz
Minister
Embassy of the Philippines Tel No._

(Address) Fax No.
JO
Copyright @, Foreign Service lnstitute Publications All Rights Roserved

A business card contains the name, profession of the holder and other
information such as address and contact number of the holder.
6.2 Calling and Business Cards should always be formal. Fonts and font
sizes ihould be easy to read. Use standard white stationery and avoid
colored stationeries and those with decorations. Never use a scented
card. Avoid putting pictures or unnecessary graphics, SUch as borders,
drawings, and other art works.
6.3 Remember that Cards serve many purposes. Aside from giving a new
acquaintance a ready reference or guide in pronouncing your name, they
are utilized in informal greetings or conveying informal messages' This is
done by simply writing in pencil on the left hand corner of the card
accepted French abbreviations, such as:
p.r. - pour remercier - to express thanks or appreciation

p,p. - pour presenter - to introduce or present somebodY
p.c. - pour consoler - to convey sympathies or
condolence
p,f. - pour feliciter * to congratulate or felicitate
p.p.c. - pour prendre cong6 - to take leave or say adieu
6.4. Timing is also important in giving your card. Sometimes, it is not

advisable to present your card immediately upon being introduced or
when entering an otfice. One should wait for the proper occasion.
Remarks like "What sort of business are you in?" or "l hear you are
an investment broker, how do I reach yott?" could be the right
moment to present a card.
6.5 ln giving a card, always be polite and accompany it with a phrase like:
"May I give you my card in case I can be of help to you?"
6.6 When someone offers you a card, take it with your right hand' Glance at
it and put it in a pocket or in handbag after a little while. Never put a card
in your pocket or handbag without reading its content, this is considered
as rude.
6.7 ln some cultures, like the Japanese and Chinese, you have to use both
hands, using thumb and forefinger, in handing your card. The name
printed on the card should face the receiver. Bow slightly as you hand the
card to the person.
6.8. lt is the same when receiving a card from a Japanese or Chinese, use
both hands, using thumb and forefingers, to receive card, Look at the
card, read it to show appreciation, Do not put the card away immediately.
Wait for a little while before putting card in your pocket or until giver has
left, When you are seated and in front of a table, it is also very polite to
place the cards on the table for a while, or throughout the duration of your
conversation.
1
I
itl'',
l
v
I
\ ..d
[. I
39

(7) Addressing Officials
Address Government Officials: A

lntroduction and Addressing Letter Speaking
Personage Place Card
Envelopes Salutation to
The
The President Dear Mr. Mr. President The President
The White House President
President
Address
(Abroad he is introduced as
"The President of the United
States of America,")
Mrs. Madison Dear Mrs Mrs. Madison Mrs. Madison
The First Lady
(She is the only official woman Madison:
always addressed out of respect as
"Mrs. Madison", without a given
name.) A social invitation would be
addressed to:
The President and Mrs. Madison
The Vice President Dear Mr. Vice Mr. Vice The Vice President
The Vice President
The White House President: President
Address
A social invitation would be
addressed to:
The Vice President and Mrs. Adams
Mrs. John Adams Dear Mrs. Adams: Mrs. Adams Mrs. Adams
Vice President's
Address
Wife
The Honorable Dear Mr. Speaker Mr. Speaker The Speaker of the
Speaker of the
Michael Duncan House
House
Speaker of the House
or, socially:
The Speaker of the House
and Mrs. Duncan
The Chief Justice Dear Mr. Chief Mr. Chief The Chief Justice
Chief Justice
The Supreme Court Justice J ustice
Address
or, socially:
The Chief Justice and Mrs. Warner
Associate Justice Justice Zissu Dear Justice: Justice or Justice Zissu

The Supreme Court or, socially: or Justice Zissu
Justice Zissu and Mrs. Zissu Dear Justice
Zissu:
The Honorable Dear Mr. The Secretary The Secretary
Cabinet Member
Desmond Palmer Secretary: or of Labor
Secretary of Labor Secretary
Address Palmer
or, socially:
The Secretary of Labor
and Mrs. Palmer
The Honorable Dear Mr. Under Mr. The Undersecretary
Undersecretary
Otto Norgren secretary: Undersecretary of Labor
of Labor
Under:secretary of Labor (subsequently
or, socially: Sir)
The Undersecretary
of Labor and Mrs, Norgren
Attorney General The Honorable Dear Mr. Attorney Mr. Attorney The Attorney
Edward R. Warden General General General
Attorney General of the lJnited (Subsequently
States Sir)
or, socially:
The Attorney General
and Mrs, Warden
40

Addressin Government Officials: A
't..
lntroduction Letter i,peaKing
Personage Place uard
Director of The Honorable Dear Director Madam Director The Director
Central Agnes L. Schmidt of Central
lntelligence Director of Central lntelligence lntelligence
Address
or, socially:
The Director of Central
lntelligence
and [t/r. Helmut Schmidt
U.S. Senator The Honorable Dear Senator Senator Senator Lee
Frederick H. Lee Lee: or
United States Senate Senator Lee
Address
or, socially:
Senator and Mrs. Frederick H.
Lee
U.S. The Honorable Sarah Thune Dear Ms. Thune Ms. Thune Sarah The
Representative House of Representatives Honorable
Address Thune or
or, socially: Ms, Thune
The Honorable Sarah Thune
and Mr. Christopher Thune
American The Honorable Dear Ambassador Luce Ambassador
Ambassador David R. Luce Ambassador Luce
Abroad American Embassy Luce:
Address
or, socially: or
The Honorable David R. Luce Dear Mr.
and Mrs. Luce Ambassador
Governor The Honorable Dear Governor The Governor
Francis L. Fine Governor of Florida
Governor of Florida or
Address or
or, socially: Governor Fine
Governor and Mrs. Francis Fine Dear Governor
Fine:
State Senator The Honorable Dear Senator Senator Morales The Honorable
Jorge Morales Morales: Jorge Morales
or, socially:
State Senator Jorge Morales
and Mrs, Morales
Mayor The Honorable Dear Mr. Mayor: Mayor Breck The Mayor
Stanley Breck, Jr. of Providence
or
Mayor of Providence
or, socially: Dear Mayor
Mayor Breck:
and Mrs. Stanley Breck, Jr,
Judge The Honorable Dear Judge Judge Quinlan Judge Quinlan
Robert Quinlan Quinlan:
Judge, Appellate Division
Supreme Court of the State
of New York
or, socially:
Judge and Mrs. Robert Quinlan
41

Addressing Women
Addressing fhe Spouse s of Officially Ranked People
lntroduction and Addressing l. ,il-etter Speaking to

Envelopes Place Card
,:Salutation
When an official's The Secretary of Commerce Dear Mrs. Roe: Mrs, Roe Mrs, Roe
wife uses her and Mrs. Roe
husband's name
When an official's The Secretary of Commerce Dear Mrs;. Smith Ms. Smith Ir/s. Smith
wife goes by her Mr. Ralph Baldwin
own name and Ms. Marian Smith
Spouse of high- Senator Ann Green Dear Mr. Green Mr. Green lilr. Green
ranking woman and Mr. David Green
When both The Honorable Dear Senator Senator Green Sienator Green
husband and wife David Green and
Green:
have rank The Honorable Ann Green
Commander Jerome Tate and
Lieutenant Tate L.ieutenant Tate
Lieutenant Tate
Dear
Lieutenant Tate:
USE 'MADAME' WHEN ADDRESSING A WOMAN FROM A FORETGN COUNTIIY

we call women in this country "Mrs.," "Miss," or "Ms.," followed by a surname, when we
meet a woman from another country, we often have trouble catching a complicated
name, and we don't know whether to call her "Miss" or "Mrs." The Solution is to call her
simply "Madame," French is the language of diplomacy throughout the world, and
"Madame" is almost as much of a catch-all as "Ms." ln the American idiom,
Use "Madame" for a woman who is out of her teens or if you know for a fact that she is
married. lt makes life very simple. You don't have to say "Madame Abdoural'rmane"
when you're taking with her. Just "Madame" will do.
..THE HONORABLE'' .A TITLE OF RESPECT tN AMERICA
"The Honorable" in front of a person's name is a title held for life by a person who holds
or has held high office at the federal, state, or city levels. However, there is a nuance
that must be remembered: A person who is addressed by others as "The Honorable"
should not put the title on her own business cards, a personal letterhead, or on the
invitations she extends. lf, for example, an ex-official is now a partner in a law firm, on
firm's stationery his name would be listed with the other partners with "The Honorable"
before it, but if it his stationery alone, his name should not bear that honorific, lrr other
words, it is a distinction bestowed by someone else on a person, not by the person on
himself ,
The following are among those who carry "The Honorable" title through their
lives:
The President and the Vice President
Catrinet members, Deputy Secretaries, U ndersecretaries, and Assistant Secretaries
Presidential Assistants
American career and appointed ambassadors
American representatives (including alternates and deputies) to international
organizations
The Chief Justice of the Supreme Court, associate justices, judges of other courts
All members of Congress
The Secretary of the Senate; the clerk of the House
The sergeants at arms of the Senate and House
42

Librarian of Congress
Comptroller General (General Accounting Office)
Heads, assistant heads, and commissioners of U,S. government agencies
Governor and lieutenant governor of a state
Secretary of State, Chief Justice, and attorney general of a state
State treasurer, comptroller, or auditor
State senator, representative, assemblyman, or delegate
Ivlayor
Members of the city council, commissioners, etc.
ln addressing an invitation to a married woman who is in office and whose husband has
no rank, her name proceeds his:
The Honorable Julia Rosen and lvlr. Geoffrey Rosen
Address
When she is no longer in office, she still retains "The Honorable," but her name returns
to its place afler her husband's:
Mr. Geoffrey Rosen and The Honorable Julia Rosen
Address
THE BRITISH: OUR FRIENDS WITH MANY TITLES

Since we do much business with Great Britain, it is important for those having a great
deal of contact with the country to understand its layers of leadership: the Crown, the
government, and the peers of the realm.
Protocol for the Royal Family is carefully prescribed, and even though philosophically
we do not adhere to the principles of a monarchy, we should respect our British friends,
admiration for it. lt is impossible to please the British in their own country and to please
British business people visiting here if we are totally unknowledgeable about their
country's history or the Crown.
THE ROYAL FAMILY
One does not write directly to a member of the Royal Family; write to "The private
Secretaryto...'
Her lr/ajesty the Queen
His Royal Highness, Prince Philip, The Duke of Edinburgh
His Royal Highness, The Prince Charles, Prince of Wales
Her Royal Highness, The Princess Ann (married to Commodore Timothy Lawrence
of the Royal Navy)
His Royal Highness, The Prince William
His Royal Highness, The Prince Harry
His Royal Highness, The Duke of York
Her Royal Highness, The Duchess of York
His Royal Highness, The Prince Edward (manied to Sophie Reese Jones,
The Countess of Wessex)
lf you are fortunate enough to be invited to tea by Her Majesty the eueen, your
invitation will come from her Master of the Household, and it might read as follows:
The Master of the Household

is Commanded by Her Majesty to invite
[your name written on this line]
to an Afternoon Party at Buckingham Palace
on Tuesday, February 4rh from four to six o'clock
43
Copyright O Foreign Service lnstitute publicaUons A Rights Resetued

The British Government
lntroduction and Addressing Letter Sp€aking Place Card
Official
The Prime Minister The Rt. Hon. Mary Smith, M.P. Dear Prime Madam Prime The Prime Minister
The Prime Minister Minister: l\4inister
(M.P. means Member
Parliament)
or, socially:
The Prime Minister
and lvlr. lvan smith
The Home The Rt. Hon. Ronald Coates, Dear lvlr. Coates: L{r. Coates The Home
Secretary oa or, if titledl or, if he is titled, Secretary
(Equivalent or our M.P. Dear Sir Ronald: it might be:
Secretary of State) Home Secretary or Sir Ronald
or, socially: Dear Lord Coates: or
The Rt. Hon. Roland Lord Coates
and Mrs. Coates
( Other Cabinet oosts would be addressed in a similar manner.)
A Britislr His Excellency Dear Ambassador lvlr, Ambassador The Ambassador
Ambassador David Leeds Leeds: or of Great Britain
to the United Ambassador of Great Britain or, it titled: Sir David
States or, if he is titled, Dear Sir David:
it mighl be;
His Excellency
Sir David Leeds
et cetera
The Peera e
lntroduction and Addressing Letter Speaking Place Card

Otficial
Envelopes n to
A non-royal duke The Duke of Oakford Dear Duke: Duke The Duke of
or Dear Duchess Duchess Oakford
The Duke and Duchess of The Duchess
Oakford of Oakford
(The English often address a duke and duchess as "Your Grace" and speak of them as "His Grace the Duke of..." but
Americans are not expected to follow this procedure,)
Duke's Marquess of Chester Dear Lord Chesteri Lord Chester Lord Chester
eldest son and or, socially:
Dear Lady Chester Lady Chester Lady Chester
daughter-inlaw The Marquess and Marchioness
of Chester
Marquess's Earl of Meads Dear Lord of Lord Ny'eads Lord l\4eads

eldest son; or, socially: Meads:
Lady Meads Lady Meads
Earl's wife, Earl and Countess of lvleads
Dear Lady of
a countess
Meads:
Viscount Viscounl Brentwood Dear Viscount Lord Brentwood Viscount

eldest son or, socially: Brentwood: Brentwood
Lady Brentwood
of an earl Viscount and Viscountess
Dear Lady Viscounless
Brentwood
Brentwood: Brent\ryood
Baron The Lord Lyndhurst Dear Lord Lord Lyndhursl Lord Lyndhurst
Baroness or, socially: Lyndhurst;
Lady Lyndhurst Lady Lyndhurst
Lord and Lady Lyndhurst
Dear Lady
Lyndhurstl
Baionet Sir Albert Northrop, Bt. Dear Sir Albe( Sir Albert Sir Albert
or, socially:
Dear Lady Lady Northrop Lady Northrop
Sir Albert and Lady Northrop
Northrop:
44
CopyrighiO Foreign Service lnstitute Publications Ali Righls Reserved

Canadian Officials
Speaking Place Card
Official
utation to
Governor
His Excellency Dear Governor Governor The
General
Eric C. Johnson General: General Governor
or, socially: Generalof
Their Excellencies Canada
Governor General
and Mrs. Johnson
Lieutenant His Honour Dear Lieutenant Lieutenant The

Governor of The Honourable Governor: Governor Dowd Lieutenant
Canada
Gerald L. Dowd Governor of
Lieutenant Governor Canada
or, socially:
Lieutenant Governor
and Mrs. Dowd
Prime Minister
The Right Honourable Dear Mr, Prime Prime Minister The Prime
of Canada Andrew C. Fitch, P.C., M.P. lVinister: Fitch Minister of
Prime tt/inister of Canada Canada
or, socially:
The Prime Minister and Mrs
Fitch
Premier of a The Honourable Dear Madam Premier Cadre The

province Carolyn Cadre Premier: Premier of
Premier of the Province of Quebec
of Canada
Quebec
or, socially:
The Honourable
Carolyn Cadre and
lt/r. Jacques Cadre
Member of The Honourable Dear Senator Senator The

Laura Flynn Flynn: Honourable
Senate
The Senate, Ottawa Laura Flynn
or, socially:
The Honouralbe Laura Flynn
and Mr. Lesley Flynn
Member of Samuel Morris, Esq,, M.P. Dear Mr. Morris: Mr. Morris Samuel
House House of Commons Morris,
of Commons or, socially: Esq,, M.P
Mr. and Mrs. Samuel Morris
His Worship Dear Mr. Mayor: Mr. Mayor The Mayor of
Mayor of a
city or town Mayor Kenneth Woods Toronto
City Hall
or; socially:
His Worship Mayor
Kenneth Woods and Mrs.
Woods
Chief Justice
The Right Honourable Dear Mr. Chief Chief Justice The Chief
Roger C. Bolton Justice: Bolton Justice of
Chief Justice of Canada Canada
or, socially:
The Right Honourable
Roger C. Bolton and Mrs
Bolton
Nole; Since people in Great Britain and the Commonwealth spell "Honourable" with the "u," it is roper
to use their own spelling.
45

Diplomatic Protocol with Other Nations
Writing to Officials of Foreign Repubtics
When you write to officials of a foreign republic, follow the style give in this table of the country of
France.
...r.:,i, ,.:'
Official and Addressing, '; l-ettei Speaking Place Card
Salutatio to
President of the His Excellency Dear Mr. Mr. President The President
Republic Henri Vaudoyer President: of the Republic
President of the Republic of of France
France
Address
or, socially:
The President of France
and Madame Vaudoyer
Prime Minister of His Excellency Dear Mr. Prime Mr. Prime Minister The Prime
the Republic of Jean de I'Abeille Minister: Minister of the
France Prime Minister of the Republic
Republic of France
of France
or, socially:
The Prime Minister
of the Republic of France
and Madame de l'Abeille
Minister of Her Excellency Dear Madame Madame Minister The Minister of
Foreign Affairs of Jeanne d'Arcy Minister: Foreign Affairs
the Republic of Minister of Foreign Affairs of the Republic
France or, socially: of France
The Minister of Foreign
Affairs and Monsieur Pierre
d'Arcy
The United Nations
Otficial lntroduction and Addressing I laitar Speaking Place Card

The Siecretary Her Excellency Dear Madame Madame The

General Frangoise d'Estain Secretary Secretary Secretary
Secretary General of the General: General General of
United Nations (Madame the United
d'Estain, Nations
subsequently)
A foreign UN His Excellency Dear Mr. Mr. Ambassador Ambassador
Ambassador Koto Matsumada Ambassador (Sir, Matsumada
Ambassador of Japan subsequently)
Permanent Mission of Japan
to the United Nations
The United The Honorable Dear Mr. Mr. Ambassador Ambassador

States Henry Gregory Ambassador: (Sir, Gregory
Representative United States Representative subsequently)
to the United to the United Nations
Nations
46
Copyright @ Foreign Service lnstitul€ Publications All Rights Reserved

MtltranY RRttx
The Army, Air Force, and Marine Corps have the following commissioned officers
according to rank:
General
Lieutenant General
It4ajor General
Brigadier General
Colonel
Lieutenant Colonel
l\4ajor
Captain
First Lieutenant
Second Lieutenant
The Navy and Coast Guard have the following:
Admiral
Vice Admiral
Rear Admiral
Captain
Commander
Lieutenant Commander
Lieutenant
Lieutenant, junior grade
Ensign
How to Address a Mili Man or Woman
Examples of lntroduction and Addressing Letter Speaking Place Card
Military Rank Envelopes Salutation to
First Lieutenant Dear Lieutenant Lieutenant Dix, Lieutenant
First lieutenant
Richard Dix, USMC Dix: or Dix
or, socially: Lieutenant
First Lieutenant and Mrs.
Richard Dix
Captain Joseph Piteo, USN Dear Captain Captain Piteo, Captain Piteo
Captain in the NavY
or, socially: Piteo: or
Captain and Mrs. JosePh Piteo Captain
Lieutenant Colonel Dear Colonel Haig: Colonel Haig, Colonel Haig
Lieutenant colonel
Frank Haig, USMC or
or, socially: Colonel
Lieutenant Colonel
and [\4rs. Frank Haig
Chief Warrant Officer Dear Chief Warrant Chief Warrant Ms. Turner
Chief warrant officer
Jane Turner Officer Turner: Officer Turner
or, socially: or, or, informally:
Chief Warrant Officer Jane informally: Ms. Turner
Turner and Mr. Anthony Turner Dear Ms, Turner:
Master Sergeant Dear Sergeant Sergeant Tatum Mr. Tatum
Noncommissioned
Tony Tatum Tatum:
officers in Army, Air
or, socially:
Force, and Marine
Master Sergeant
Corps
and Mrs, Tony Tatum
Follow same form for any rating, including Sergeant Major, Sergeant First Class, Platoon Sergeant, Corporal,
Specialist [classes 4 to 9], Private First Class, etc')
SN Robert Peltz Dear Seaman Seaman Peltz Seaman Peltz
Enlisted person
Address of his command Peltz:
in Navy
or, socially:
Seaman and Mrs. Robert Peltz
Major Robert Orr, USAF Dear Major Orr: Major Orr Major Orr
Retired officer in
Retired
Army or Air Force
Address
or, socially:
Maior and Mrs. Robe( Orr
47

How to Address a Mili Man or Woman
Examples of lntroduction and AddfessinS. .
.rl-etter Speaking Place Card
Militarv Rank ''Sblutation to
Retired officer in Rear Admiral Spencer Davis, USN Dear l\dmiral Davis: Admiral Davis Admiral Davis
Navy or Coast Retired
Guard Address
or, socially:
Rear Admiral and Mrs. Spencer
Davis
Cadet at West Point Cadet Mark Boland, U.S. Army Dear Mr. Boland: Mr. Boland Mr. Boland
(same for Air Force Company--,Corps of Cadets or
Academy, with United States t\4ilitary Academy Dear Cadet Boland
address chanqe) West Point, NY 19 0996
Midshipman at Midshipman Joan Doan Dear tvls. or Miss Doan Ms. or Miss Doan Ms. Doan
U.S. Naval U.S. Naval Academy
Academy; Cadet at or Dear lvlr. Cole:
U.S. Coast Guard Cadet Stephen Cole Mr. Cole Mr. Cole
Academy United States Coast Guard
Academy
Protestant C
Official lntroduction and Addressing Letter Speaking Place Card

Clergyman with The Reverend Dr. Amos E. Long Dear Dr. Long Dr. Long Dr. Long
Doctor's degree or, socially:
The Reverend Dr. Amos E. Long
and Mrs. Long
The Reverend Anne Smith Dear Ms, or Miss Smith Ms. or Miss Smith Ms. or Miss
Clergywoman
or, socially: Smith
without
The Reverend Anne Smith
Doctor's degree
and Mr. Peter Smith
Presrding Bishop of
The Right Reverend James Gard, Dear l3ishop Gard: Bishop Gard Bishop Gard
Presiding Bishop
the Episcopal
Church in the United or, socially:
States
The Right Reverend James
Gard and Mrs. Gard
Bishop of the
The Right Reverend Dear l3ishop Webb: Bishop Webb Bishop Webb
David Webb
Episcopal Church
Bishop of Washington
or, socially:
The Right Reverend David Webb
and Mrs. Webb
The Reverend Michael Forest Dear Bishop Forest: Bishop Forest Bishop Forest
Methodist Bishop
Methodist Bishop
or, socially:
The Reverend Michael Forest
and Mrs. Forest
The Very Reverend Dear Dean Dunn: Dean Dunn Dean Dunn
Dean
Angus Dunn
or, The Very Reverend Angus
Dunn, Dean of St. John's
or, socially:
The Very Reverend Angus Dunn
and Mrs. Dunn
The Venerable Stewart G. Dodd Dear Archdeacon Dodd Archdeacon Dodd Archdeacon
Archdeacon
Archdeacon of Boston Dodd
or, socially:
The Venerable Stewart G. Dodd
and Mrs. Dodd
The Reverend Randolph Dear Canon Tate: Canon Tate Canon Tate
Canon
Tate Canon of St. Andre's
or, socially:
The Reverend Randolph Tate
and Mrs. Tate
48

Mormon Cle
Official lntroduction and Addressing, . .Letler Speaking Place Card
Envelopes , Sdlutation to
Mormon Bishop Mr. Timothy Blake Dear Mr. Blake: Mr. Blake Mr. Blake
Church of Jesus Christ of
Latter-day Saints
or, socially:
Mr. and Mrs. Timothy Blake
Roman Catholic Hierarch
Otficial lntroduction and Addressing Letter Speaking Place Card

The Pope His Holiness, the Pope Your Holiness: Your Holiness
or
His Holiness, Pooe Auqustus lll
The Apostolic His Excellency Your Excellency: Your Excellency/ Your Excellency/
Delegate in The Most Reverend Bishop His Excellency the His Excellency
Washington of Washington, D.C. Apostolic the Apostolic
(the Pope's The Apostolic Delegate Delegate Delegate
representative) Address
Cardinal His Eminence, Your Eminence: Your Eminence/ Your Eminence/
Joseph Cardinal Sheehan or, Dear Cardinal Cardinal Sheehan Cardinal Sheehan
Archbishop of St. Louis Sheehan:
Bishop and The Most Reverend Paul Your Excellency: Excellency/ Excellency/
Archbishop Murphy, Bishop [Archbishop] of or, Bishop Murphy Bishop Murphy
Chicago Dear Bishop
Murphv:
Monsignor The Right Reverend Dear Monsignor Monsignor Cuneo l/onsignor Cuneo
Julius Cuneo Cuneo:
Priest The Reverend Father Dear Father Orr: Father Orr Father Orr
James Orr
Church rectory address
Brother Brother David Maxwell Dear Brother Brother David Brother David
David: or or
or Brother Maxwell Brother Maxwell
Dear Brother
Maxwell:
Nun Joan Reynolds, R,S.C.J. Dear Sister: Sister Reynolds Sister Reynolds
or, Sister Mary Annunciata or Sister Mary or Sister Mary
Annunciata Annunciata
Eastern Orthodox Communion

lntroduction andlAddresSliiirr,, . ,'Letter Speaking
Official .t:. Place Caid
Envelopes, , ,:it"i;lt1:,.' to
.
'sbii.rtation
Patriarch His Holiness, the Ecumenical Your Holiness: Your Holiness Your Holiness
Patriarch of Constantinople
Bishop and Same as Roman Catholic
priest Church
Archimandrite The Very Reverend Reverend Sir: Father Costos Father Costos
Greqory Costos
49

Faith
lntroduction and Addressing l-e$gr Speaking Place Card
Offlcial
Erivelopes Sbh:itatibn to
Rabbi Rabbi Melvin Schwartz Dear Rabbi Rabbi or Rabbi

Address Schwartz: Rabbi Schwartz Schwartz
or, socially:
Rabbi and Mrs. Melvin Schwartz
Cantor Cantor Samuel Stein Dear Cantor Stein: Cantor Stein Cantor Stein
Address
or, socially:
Cantor and Mrs. Samuel Stein
Intro-! uplign and Addressin g Letter i9plihios Place Card

Envg!ooes Salutation Itii": .
Major John Martin, Dear Major Martin: Chaplain Major Martin

Chaplain or, or
Address Dear Chaplain: Major Martin
or, for a
Catholic, chaplain: or, for Catholic,
Dear Father Martin: Father Martin
or for a Jewish chaplain, or, for Jewish,

Dear Rabbi Martin Rabbi Martin
50

CHAPTER B
HOSTING SOCIAL EVENTS
The most common social events in diplomatic lrfe are cocktail parties, formal
dinners, vin d' honneur, luncheon, and teas.
(1) RECEPTTON LrNE

1.1. At formal receptions, there is usually a receiving line to give each guest
the opportunity to greet the Host, Hostess and Guests of Honor. When
entertaining in honor of distinguished guests, the following receiving line
are recommended:
a) Host, Guest of Honor, Host's Wife, Wife of the Guest of Honor
b) Host, Guest of Honor, Wife of the Guest of Honor, Hostess
1.2. lt is also customary to announce the arrival of guests. This is usually
done either by the Protocol Officer, Military Attache or a Junior Official. It
is also useful to have one or more Junior Officers standing near the end
of the line.
'1 .3, At National Day receptions, the receiving line may include the Deputy
Chief of Mission (DCM) and his wife after the Chief of lVission (CM) and
his wife.
1.4. The receiving line at the reception or cocktail party should be kept as
short as possible. A long receiving line tends to slow down a reception
and serves no useful purpose.
1.5. At the end of the function, when the guests depart, the order of the
reception line is reversed.
(2) TOAST
2.1. Toasting is a graceful means of expressing good feelings and senliment
to an Honoree county. Thus, it is acceptable in almost all social functions
such as Vin d' honneur, National Day receptions, official dinners and
luncheons, cocktail receptions,
2.2. The toast is usually done either before or after dessert. A toast is usually
preceded by a remark by the Host, after which the Host invites other
guests to join him in a toast. The Honoree then responds with his own
remarks and invites the guests for another toast.
2.3. ln diplomatic functions, toasts are usually made for a country, the Head
of State or Government, and, as with other functions, the Host and
Honoree. A toast can also refer to the healthy cooperation and good
relations between countries and governments.
2.4. lt is customary toast with wines, but other beverages are also acceptable,
especially in countries where wines or other alcoholic drinks are
prohibited.
2.5. Sample of a very simple toast:
My friends
A toast to the Republic of the Philippines
To (name of person being toasted)
For his health, happiness and good fortune
To everyone here present and
To people of goodwill everywhere
51
Copyright O Fore 9n Service lnstitute Publicatrons All Rights Reserved

Mabuhay (the audience takes their sips first before the person
offering a toast)
(3) FOOD, DRINKS, and DINING
3.1. Cocktails, Wines, and Liquor

3.1.1. Different glasses are used for different drinks during parties and
dinners. For cocktails like martinis, stingers, Manhattan, sidecars,
and the like, cocktail glasses are used. These are stemmed
glasses designed to keep the heat of the hand from the chilled
content. Glasses for wines are also stemmed for the same
purpose. For liquors which can be served "on-the-rocks", i,e. with
ice, such as scotch or vodka, tumblers or old-fashioned glasses
are used. For tall drinks such as gin and tonic, scotch with soda,
bourbon with ginger ale, Singapore sling, or any other drink
requiring a glass with more volume, highballglasses are used.
The following illustrates the different glasses and the drinks which they are used
for:
,Y SHERRY
COCKTA IL
Vt/HIT E R SNTFTER LIQUOR
!VINE WINE
PILSNER
I i1
ONT E
ROC c
c HAM NE TULI P
SHAPED HI H BALL
MUG
3.1.2. Most common cocktails include: Martini, Sidecar, Whisky sour,

Alexander, Daiquiri, Manhattan, Gin and Tonic, Singapore sling,
Tom Collins, Sangria, Margarita. There are also a wide variety of
wines, but there are basically three categories: Red, White, and
Rose wines,
3.1.3. lf you are hosting a cocktail party in your
residence, it is
advisable to have the following beverages called "merry
mixers": Whisky, Rum, Gin, Vodka, White wine, Red Wine,
Tequila, Bourbon, Vermouth, Soda, Tonic water, Limejuice, Beer,
Soft drinks, and fruits juice. You should also have some orange
slice, cherries, onion pearls, assorted nuts, cocktail napkins, and
toothpicks.
52

(4) FORMAL DINNER
4,'1, Dinnerrequirements
4.1 .1 China show plates: dinner plates, salad plates, soup plates, and
bread plates (finer than those used for daily meals). Show plates
are usually silver or brass, capiz or wood to be placed directly
under the dinner plates.
Silvers or cutlery: fork, knives, spoons, usually of silver, although
high quality stainless may be used.
4 Glasses
4 4 Linen: Tablecloth, napkins, placemats, table runners, doily.
4 5 Optional accessories: candelabra, salt and peppershakers, place
card holders, ashtrays, hostess bell.
4 1 o Table centerpiece (usually flower or fruits).
4 1 7 Seating diagram, place cards, and finger bowls.
4.2. Seating Arrangements
4.2.1 FOR ROUND TABLE
H H
1
3 GH LGH
5 7 LH 1
o 6 2
?
2 4 4 5
GH 6
H - Host
LH - Lady Host
GH - Guest of Honor
LGH - Lady Guest of Honor
Entertainment
SEATING ARRANGEMENTS
4.2,2. FOR RECTANGULAR TABLE

51H375 1H379
ODD NUMBER EVEN NUMBER
84GHz6 8 4 GH 2 6 10
H - Host
LH - Lady Host
GH - Guest of Honor
LGH - Lady Guest of Honor
Copynght O Fore gn Service lnstitute P!blicatrons Al Rghls Reserved

4.2.3 Rectangular Table of Eight
d? 7,
U
1
'1 2
Hostess ?
GH 2
1
U
o
+ Host
GH: gentleman of honor
LH: lady of honor
4.2.4 Round Table of Eight

Host
o
+ ?
4
d o
Hostess I
4,2.5. When dining out
? Host ?
LH 1
2
? 2 ?
I GH
Hostess U
Tables of Ten
3 ?
I o
Host Hostess
? C)
4 a
o f
54

Hostess When only one sex is represented:
8
d UN 1 6
7 6
2 3
? ?
5 4
d 2 6
3 2
? 1 LH ? 1 GH
Host
Host
GH: gentleman of honor GH: guest of honor
LH: lady of honor
Seating at a U-Shape Table

39 o ?
2 1 Host Hostess 1 2
? 34 d ? 4 3 (l
6 5 6 I 6 65 ?
a 78 U ? I 7 o
Seating at the Head Table

d9d966?d96
7531GHMCLH246
Head Table
GH : gentleman of honor
LH : lady of honor
lvlC : master of ceremonies
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Multi-Table Arrangements
Asst. Host Host Asst. Host Asst. Host
3 1 2 aA
4.4" Table Settings
4.4.1. Formal Table Setting
56

1. Butter/Bread Knife 8. Fish fork 15. Cocktail
o
2, Pepper Meat fork
3. Salt 10. Napkin
4. Dessert sPoon 11. Dinner plate
5. Water 12. Meat knife
6. Wine 13. Fish knife
7. Champagne 14. Soup spoon
4.4.2. EverydaY Dinner Setting
4.4.3. Traditional Formal Service
57
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4.4"4. Classic Formal Service
4.4.5 Royal Service
4.4.6. Table Setting: Some Basic Guidelines
fork, if needed, is also placed on the left.
dinner plate. The soup spoon (with a large rounded head and loops
heavy) is the only spoon on the table.
blades facing the Plate.
up the farthest utensils on each side as different courses are served.
58

dinner plate.
is not necessary to fold the used table napkin, place it on top of the
dinner plate neatlY.
dinner table.
room for guests to know their place at the dinner table'
the candles and the centerPiece.
gr"ti. Put in cold water and a curl of lemon peel or flower d6cor in the
bowl,
on each saucer, and the cup's handle is directed towards the guest'
preferable. Very elaborate candles with color or metallic ornamentation

are in poor tasle and will detract the effect of the centerpiece' Candle
flames should be above eye level or well below. Candle is seldom used
in daytime.
and the table itself will look cluttered, making it less attractive to the
guests,
attractiveness since people like to see what they are eating.
4.5. Menu
4.5.1. Standard Menu
A,O
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Optional items:
> Wines
D Sherbet
> Liqueur
) Brandy
) Chocolates
4.5.2. Sample menu for a formal dinner
) Hors d' oeuvres - shrimp cocktail
) Soup - beef consomm6
F Fish course - tenderloin steaks with tossed green salad
) Dessert - cake
) Coffee or Tea
> Brandy/liqueur
4.5.3. Sequence of food service

) Hors d'oeuvres
F Bread / butter
) Soup
) Salad
D White wine
F Fish
F Sherbet
) Red wine
) Meat
! Fruits
) Dessert
! Tea / coffee
> Liqueur
F Brandy
) Chocolates
4.6. Dinner Service: Some Guidelines

F ln a formal dinner, the service calls for a procedure of exchanging one
plate for another so the place in front of the guest is always clean until
dessert,
) Food is served from the left side of the guest and the plate is removed
from the right. The waiter or server removes the plate with the right hand.
F All service starts with the Lady Guest of Honor followed by all other lady
guests with the Hostess the last to be served among the ladies. Then the
male Guest of Honor is served and then the other gentlemen and finally
the Host.
) ln a larger table, it is preferable to simultaneously serve the guests so
that food will be eaten while still hot.
! Dry crackers or dry toast and butter are usually served with the soup.
They are placed on the bread and butter plate.
) White wine should be properly chilled and is served first. lt is then poured
into the wine glass prior to the next course. All wines are served flom the
rig ht of the diner.
> Salad is served after the soup or it may also before the meat course.
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> The following should not be brought to the guests: thermos bottle of hot
water, bottlt of instant coffee, oi can of milk lnstead, have a special
container for instant coffee and a similar one for tea Use silver or
por"Lruin coffee pot for hot water, a cream and sugar set and a small
container for lemon or calamansi. Calamansi should be wrapped
individually in cheesecloth.
F Water glasses are filled at intervals throughout the meal
) Wines are poured before the courses and refilled when necessary'
> A tray of chocolate or mints are passed around after dinner amenities are
taking place. These are called "petit fours".
(5) Dinner Etiquette
5.'1. Napkin
your
D As soon as you sit down at the table, spread your napkinbeacross
leg. A regullr completely
sized napkin (16 inch,es square) must
un-folded;i large dinner napkin (23 x 23 inches) should be only unfolded
table.
rratt. rne napt<in should stay on the lap until you rise to leave the
> lf you must leave the table during the meal' put the napkin on the seat of
the chair (not on the table).
FWhendinnerisover,foldthenapkinneatlyandleaveitonthetableto
theleftoftheplate.lfusingnapkinrings,foldthenapkinscarefullyand
slip them into their rings before leaving the table'
> Don't use the naPkin as a bib.
) A woman should not blot her lipstick on the napkin'
5.2. Saying grace

lf orace is to be said before the meal, follow your host's lead lf the host
reirains standing for the blessing of the food' you should do too
your
Don't drink or eat anything before grace is said' Remain silent wlth
head bowed until thi end of the prayer' You may say Amen' then put
your napkin in Your laP.
E2 When to start eating.

The last person to be served is the host/hostess Everyone at the table
should wait until the last person is served before starting to eat An
exception to this is when the host urges the guests to begin eating at
once as soon as the food is served
lf there is no hostess, then the woman guest of honor on the host's right
should be the first one to begin eating Everyone else will follow her'
5.4. Serving oneself from the Platter

D All food bowls and platters are passed from the left'
) To serve yourself from a platter, take the serving fork in your left hand
and spoon in your right and scoop up the food in order to transfer them to
your plate.
) Leave the serving utensils lying neatly side by side in a manner that
makes it easy for the next person to serve himself ,
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> Take modest portions. This is true even in a buffet, if the food is plentiful,
you can always go back for more.
5.5. Special food preference

lf you have any reason (medical, religious, etc.) that wo-uld not allow you
to eat food noimally served in parties, dinners or other formal meals' talk
it over your host prior to the event.
lf you are not able to talk to the host prior to the event, just politely
detline the food that is being served and discreetly explain to the host
why you could not partake of the food. Being discreet on this matter will
avoid embarrassment on the part of the host. Also avoid discussing the
matter during the meal, as this might make the other guests
uncomfortabl;. Be gracious not to draw attention to yourself so that the
others can enjoy the meal. Do not force the host to prepare special food
for you if the event is already going on, but if he insists and does prepare
one, be sure to thank Your host.
Help yourself with the other food that you could eat, this would be very
reassuring to the host.
5.6. Spilling
! lf you spill anything that could be blot out with napkin, do so For a minor
stain, such as drops of gravy or sauce, dab it and clean it as well as
possible with three or four pats of the napkin. Return the napkin to the lap
folded in such a way not to transfer the stain from the napkin to your
clothes.
F ln a restaurant, the host should call the waiter to clean up the spill.
F lf you accidentally break a glass, or any dinnerware, or your spillage
ruined a tablecloth or any linen, sincerely apologize to your host. lf the
dinnerware or linen is the personal property of the host' you can offer to
replace the damaged wares or linens.
P Apologize to the other guests for having spilled something Do not,
however, prolong the apologies. The sooner the party gets back to
normal, with the accident forgotten, the better for everyone.
5.7. Positions of lmplements

When you pause from eating, put the fork, tines down, on the left side of
the plate and the knife, with blade facing inward, on the right. When
dinner is completely finished, put the knife, with blade facing inward, and
fork next to each other on the right side of the plate (as in American
style).
ln the case of coffee or tea, Iay the spoon on the under saucer, do not
leave it sticking up in the cup. Do not, however, lay the spoon in the
soup plate, leave it instead, in the soup bowl. ln a tall glass of iced tea
with a tall spoon or stirrer, balance the stirrer on the under-saucer when
not in use. lf there is no under saucef, the stirrer remains upright in your
glass; grasp it between your index and middle finger while you drink so
that it does not fall out of the glass.
62
Copyright @ Foreign Service Institute Publications All Rights Reserved

5.8. Table Manners
> Always maintain good Posture at table with your body straight in the chair
and feet together on the floor.
) When not eating, rest your hands on the table (with bottom of the wrists
balanced on th; table;s edge) or leave your hands under the table on
your lap. Do not put your elbows on top of the table'
> Do not play with the utensils or with your food.
F Rather than reach across the table to grab something you like, ask the
person nearest to the item to pass it on to you Remember to say
;'please" when asking a favor and "thank you" once your favor has been
granted.
> Do not pour salt and pepper over the food before you have even tasted it'
lf the dinner or lunch is prepared by the host, do not ask for condiments
or sauces if nonb are provided, you may, however, do this in restaurants
> Cut your meat one piece at a time. Cut one small piece, then eat it before
cutting another.
) The only way to eat is quietly. Chew only small bites of food - and
swallow them with the mouth closed.
> Do not eat too fast. Swallow each mouthful before shoveling in the next'
P Never speak when your mouth is full
> Wlpe as often as necessary your fingers and mouth with the napkin'
) You may mop the sauce remaining on your plate, spearand a small piece of
then put lt in
uierd on your fork, squish if around in the sauce
rolt ot
your mouth taking care not to let it drip on you Don't take a piece of
'bread
in your fingers and do the mopping up because that can be messy
Using the bread on the fork is preferable.
) lf you are served certain food that you dislike,. either politely decline.or'.if
possible do
it L already on your plate, leave it untouched, but as much as
hy out all food that is served to You.
Soups
! The proper way of scooping soup is to tip your soup bowl on plate away
from you and spoon the soup away from you.
> Pick up your soup cup or bowl only after everything floating around it -
bits of'miat, cheese, mushrooms' etc. - has been consumed' Then and
only then can you pick it up and take it to the last sip.
D Soup must not be cooled by stirring' lifting with the spoon' or blowing lf it
is too hot, spoon the soup along the rim of the plate where it cools faster'
! Take the soup soundlessly, without a slurp.
! lf you take soup from a cup, you will need to wipe off your mouth'
F Do not dunk a piece of bread or roll in the soup. If offered a spoon and a
bowl of breadcrumbs, serve yourself some on top of the soup, if you
desire, but only a verY few.
) Never break the cracker into the soup, it will make it soggy.
> lt is acceptable to tilt the soup plate backwards to get the remaining soup'
This is acceptable but it is best to leave a little on your plate.
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Copyright O Foreign Service lnstitute Publicalions All Rights Reserved.

! Take your soup from the side of your spoon, not from the front, as it
is too large. Remove the soup plate from the right.
American style of eating

) After cutting the meat, put the knife down on the plate, transfer the fork to
your right from the left, spear a piece of meat and then eat it. Here there is a
iransfei of the fork after cutting, from the left hand to the right hand.
Continental style of eating
) Keep your fork in the left hand and convey the food to the mouth after cutting
a piece of meat. The knife remains in your right hand. Here the fork is held in
the left hand and the knife in the right hand all through the meal. This is a
much quieter, more graceful and more efficient way of eating than the
American way. There is no clattering that occurs as one shifts the fork from
the cutting positions in the left hand to the eating position in the right,
meanwhile laying the knife down on the plate each time
D The order of holding the utensils can be reversed if you are left- handed.
Eating Dessert
P Dessert is eaten more easily continental style.
! lt is easier to eat almost any dessert by using two implements - a fork and a
spoon.
F Eat the dessert with the spoon in your right hand and use the fork as a
buttress on the left or do the opposite - spoon in your left hand and fork in
your right whtchever is comfortable to you.
Eating specific food
Fish
F Filleted fish is easy to eat. lf the fish is not filleted, however, the
technique is to insert the tip of the knife under the backbone, slide the
knife under the fishbone and then gently lift the fishbone with the knife.
Put it on the side of the plate. lf the fish is served with the head, cut it off
first before you fillet the fish.
Pasta
> The easiest way to eat noodles or pasta is with the fork in your left hand
and the knife (or spoon) on the right. Twirl the strands of pasta around
the fork. Pile a small amount of pasta on the fork and support by pushing
the knife (or spoon) against it to keep it intact. Then bring the fork to your
mouth. (lf you are left handed, you can hold the fork with your right hand
and the knife with your left.)
P Some people use a piece of bread on the right hand as a "pusher" to act
like a spoon in keeping the noodles on the fork.
) Some people eat pasta without using the spoon as support. This is
perfectly fine. Just twine some noodles around the fork, then, keep
turning you fork around slowly until the strands are rolled compactly
around it and put it in your mouth.
) Mix the sauce and grated cheese beforo eating the pasta dish You may
mop the last pasta sauce with a piece of bread speared on your fork.
) Never cut the strands of pasta into pieces.
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Copyrighl O Foreign Service lnstitute P,rblications All Rights Reserved

Drinking wine and liquors
) Drinking wine is optional and politely refusing it is fine'
> Do not ask for a soft drink or beer unless it is offered'
> Hold the wine glass at its stem. Do not place the wine glass in between
your fingers n6r cup it with your palm Wines taste better if they are
cirittea, anO doing these wiih the wine glass will warm the wines
contained in them. Do these, however, with liquors, such as bTandy' as
liquors taste better if they are warm.
F Brandies should occupy only % ot the glass, never fill to the brim A
brandy glass is held wiih the palm of the hands facing upwards and the
stem is caught between the third and fourth finger'
) AlwaYs drink moderatelY.
(6) After the event
)lfyouarethehost,besuretogreetandthankyourguestsastheyleavethe
event.
}lfyouareaguest,besuretothankyourhostsbeforeleavingtheoccasion.
Afier formal dinners, do not linger longer than is necessary unless the host
inSiststhatyouStaylonger.ontheotherhand,ifyouhavetoleaveearliel
than the other guesis, politely apologize to the host and the other guests A
short explanation would be reassuring to the host'
) lt is also acceptable to send a note of thanks the day after the event'
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Copyrighl O Foreign Service lnstilute Publications All Righls Reserved

CHAPTER 9
ORGANIZING OFFICIAL FUNCTIONS
(1) INVTTATTONS
. lnvitations to special occasions such as National Day receptions shall be

printed with the seal of the Republic of the Philippines at the middle-top.
. lnvitations to less formal invitations shall be made on printed forms with

blank spaces left to be filled in with the name of the invitee, the time, and
venue of the event. The occaslon for inviting shail be indicated at the upper
left side of the corner either printed or typewritten (or a slip of paper pasted).
lllustration of an lnvitation
In honor ol
The Secretary of Foreign Affairs

requests the pleasure of
(lnvitee)
to a dinner on at 8:00 in the evening

at
(address)
RSVP: Attire:
Name ofperson to be notified Men - Business Suite /
Tel.No.-- Barong Tagalog
Ladies -' Long Gown / Cocktail or
as appropriate
. Formal invitations are phrased in the third person.

1.1. Wordings ln an Invitation
- "Regues t the honor of ..."
1.1.1. To a person of higher rank
1.1.2. To a person of equal or lower rank - "Reguest the pleasure of ,,."
- "Cordially invite"
1.2. RSVP - "Repondez sil vous plait" (answer if you please). lnvitations to
receptions, garden parties, and teas do not require an answer unless a
response ls requested.
1.3. When invitations are telephoned or issued verbally, cards reminding
guests of their acceptance are usually sent. Appropriate word "To remind
you of ....... '' (function/ Date/time)
1.4. An invitation from the President or Heads of State of host countries is not
to be refused. lt is always appropriate to prioritize these invitations even if
there you have prior commitments.
'1.5. Invitations rrom ranking officials and superiors should also, as much as
possible, be accepted.
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1.6 There are only very few acceptable reasons for regretting an invitation,
especially from ranking officials and superiors. These are recent death in
the family, Severe illness, or other emergencies. Appropriate wording:
"Regret exceedingly that an invitation of the President prevents their
xeeping their engagement to..."; "Regret that owing to the recent death
of..." oi"Regret owing to the severe illness of.'."; They will be unable to
accept the very kind invitation of... because of ',
"'
1.7 lnvitations must be conveyed through official channels such as the DFA,
the Embassy of lnvitee in Manila, the Philippine Embassy in lnvitee's
Country.
1.8. For meetings, an agenda is usually prepared and sent with the invitation.
For conferences, a schedule of day-to-day activities and the topics to be
discussed should be sent to the invitee.
'1,9. Acceptance of invitation
Wordings of Acceptance to an invitation , "The Government of the RePublic

of the Philippines is Pleased to accept the invitation of
" ; "The Minister of has the
honor to accept the kind invitation of
1 .'10. Regret to invitation
Wordings of Regrets to an invitation: "The Government of the Philippines

regrets the kind in vitation of "The Minister of
regrets being unable to accePt the kind invitation of
1.11. Acceptance or Regret to an invitation conveyed in same manner as the

original invitation, that is, through official channels.
(2) HOSTTNG OFFICIAL VISITS AND CONFERENCES

1.12. Kind of visit/PurPose of visit
1. lnitial visit
2. Return visit
3, Conference
4. State visit
1,13, Secretariat is responsible for the documentation of visit/conference, it is
also responsible for the overall management of the event, from the
preparation to the actual implementation'
Check list for the Secretariat:
1.13.1. Delegationlist
Official Delegates - names, titles, ranks, positions
Alternate delegates
Advisers
Accompanying family members
Accompanying support personnel
Personal Data
Health requirements
Food restrictions
Other information about Delegation
67

t.tJ.z Travel ltinerary and Flight Details
Chartered FIight / Carrier / Commercial Flight/Private FIight
Date of departure from place of origin
Date of Arrival
Time of Arrival
1.13.3. Hotel Accommodations

Advance registration
Room assignment
lnformation kits at Guest's Rooms
Flowers
Welcome drinks
Master list of Delegation members with room numbers
1.13.4. Local transportation

Cars for Delegation, accompanying personnel
Escorts
Ambulance
'1.'13.5. Security requirements

Police escort
Security in Hotel
t. tJ.o. Conference venue

Secretariat
Supplies
Communications and other logistics
Seating arrangements
Presidential tables or head table
Flags
Microphones and other equipment
I, IJ, T Arrival of Guests at Airport

Customs
lmmigration
Quarantine
Reception at planeside
Flowers for Ladies / Garlands for Gentlemen
lntrod uction of receiving officials
lntroduction of arriving guests
Assignment of Protocol Assistants to each Delegate
Collections of luggage and loading in Cars
1.13.8. From Airport to Hotel

Itinerary
Escorts and security
1 .13.9 Arrival at hotel

Distribution of keys
Welcome drinks
Welcome by Hotel Manager
Flowers / Fruits in room
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lnformation kit in Delegate's Room
Escorting to Rooms
Demonstration on use of room facilities (if necessary)
Hot / cold water, TV monitor, etc.
Telephone conneclions
(Note: Always allow guests to have a short rest in the room after
arrival before proceeding to any activity such as the welcome dinner.)
1.13 10 Evening Activity

Welcome Dinner
Reception Line
Cocktails
Welcome speech by Host
Toast
Response by Chief Delegate
Return Toast
Exchange of gifts
Dinner proper
Evening entertainment
1.13.1't , First Day of Visit and Subsequent Days

Courtesy call on President (optional) or on appropriate official
Visit to Rizal Monument at the Luneta (optional)
Start of official program of visit. A separate program for
Spouses of Delegates may be prepared.
Arrival at Conference Venue
Flag Arrangement
Seating Arrangement
Principal guest
Other Delegation Members
Public / Gallery
Conference kit containing Conference documents
Conference Proper
Presentation of Country Papers
Simultaneous translation (if necessary)
Distribution of copies of Country Paper to Delegates
1.13.12. Delegates consultation on side of meetings
1 .13.1 3. Preparation / drafting of Conference Communiqu6

Press Conference
1.13.14 Signing of Conference Communiqu6

Alternate - bilateral treaty
Alphabetical order in French or English language of names of
participating countries - multilateral treaty.
1 .13.15. Closing ceremonies

Closing statement of Host
Closing statement of Chief Delegate
Ivledia coverage
Exchange of Decoration (optional)
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1.13.16. Free Day (optional)
Sightseeing
Shopping
1.13.17 . Departure
Advance check-in
Gather luggage
Motor to Airport
Airport Ceremony
Boarding Aircraft
'1.13,18. Post conference activities by Host

Settle hotel bills
Clear Conference venue
Take out equipment
Prepare Conference report
Send appreciation letters to those who assisted in
visit/conference
70

CHAPTER ,IO
ETIOUETTE FOR EVERYDAY SITUATIONS
(1) BUSINESS AND OFFICE SETTINGS
1.1. ln business, assume all superiors and associates (those of equal rank) prefer
to be addressed formally. The use of first names, however, is acceptable in
many organizations, especially among peers. lt is also perfectly normal, for
empioyers, especially older ones, to call subordinates by first names provided
this is always done professionally. Subordinates should never call their
bosses by their first names, unless they have been given permission to do so.
Even in such circumstances this should be done with respect. To be more
respectful, especially in the Philippines, it is preferable to attach the
customary "Sir" or "Ma'am" to the boss'first name.
1.2 It is very important to maintain a professional demeanor in all offlcial and
business situations. Never use foul language and avoid using slang words
and terminologies.
1.3 Meetings are very important in business, in the office, and especially in
diplomacy. Make sure to be prepared and prompt in attending meetings. lt is
preferable to make an appointment if you would like to meet wlth or call on
someone. lt is always an inconvenience to everyone involved if a meeting is
cancelled, especially on a very short notice, so unless it is necessary make
sure that you keep your commitments in participating in meetings.
1.4 Always be polite. Say "Thank you", "Please" and "You're welcome". Be
pleasant in greeting people with "Good morning" or "Good afternoon" or other
appropriate greetings.
4E Maintain amicable relations with officemates.
l O. Always be considerate of people around you Avoid interrupting those who are
working.
1.7. Do not gossip. Stay away from office politics.
1.8. AIways dress appropriately for office work.
1.9. Be professional by keeping your commitments.
1 .10. Always follow office rules and regulations.
(2) TELEPHONE ETIQUETTE
2.1. Answer a telephone call promptly and politely. Speak clearly and avoid
interrupting the caller if he is speaking.
2.2. T ake the calls of your officemates if they are not present.
2.3. Have a paper and pencil ready for taking messages.
2.4. lf you have to put a caller on hold, tell him why and thank him afterwards for
waiting. lf the interruption will take a while, offer to call back and do call back.
2.5. Be polite enough to give the caller your undivided attention during telephone
conversations.
2.6. End the call properly, don't abruptly end the conversation and put down the
phone. Let the caller hang up first.
2.7. For cellular phones or pagers, use the silent mode when you are in a meeting
or in a public place or event such as a cinema, concert, lecture, program,
presentation or a religious service.
tt

2.8. It is atso best to avoid enterlaining calls during meetings and other functions.
2.9. When you are talking with someone avoid reading messages from your hand
phone, lf it cannot be avoided, excuse yourself. This is also true when dealing
with calls.
(3) IN A RESTAURANT
3.1. The man walks ahead of the woman as they step into the restaurant to direct
her to their table. Although it is not necessary to open the door for a woman,
this gesture is still commonly acceptable and many consider this as polite.
3.2. Upon entering the restaurant, the man walks ahead of the woman to direct her
to their table. lf there is a waiter at the entrance to attend to them, the man
should step back and allow the woman to enter before him.
3.3. On arriving at the table, the waiter or the man pulls out the chair for the
woman.
3.4. When a group enters a restaurant and when one of them sees people he/she
knows but whom the rest may not be familiar wlth, the person should merely
nod or briefly greet his/her acquaintances while proceeding with the group to
their table. Should it be necessary to make introductions, the man at the table
must stand when presented to women. Women may remain seated when
being introduced to other people.
3.5. A woman's seat in a restaurant is determined by the view the location
provides. She should be gjven the seat that allows her to see and appreciate
the view outside. Otherwise, she should have the seat from where she may
look out into the main dining room of the restaurant. She should not be seated
where passing people or a swinging door may hit her or where she has to
face a wall.
3.6. When two couples eat out together, the women take the wall seats, while the
men occupy the aisle seats. The man should be seated facing the woman.
3.7. Where a younger pair is out wlth an older pair, the older couple sits on the
wall seats. When a woman is in the company of two men, she should be
seated between them.
3.8. The proper way to call a waiter to your table is to catch his eye and make a
signal such as raising your hand for him or her to come over. Do not attract
unnecessary attention to yourself by clapping your hands, whistling or calling
out "psssf" to your waiter. These are rude habits.
3.9. The host begins to settle the account with the restaurant. Call the waiter and
ask him/her for the bill. A simple statement "check please" will do. lf the
waiter is at a distance, you can make a small card gesture designating the bill.
3.10. Upon receiving the bill, the host could look over it and should everything be in
order, the host returns the bill with the payment. lf there is a mistake, raise it
over quietly to the waiter's attention.
3.1 1 . Tipping is optional as most restaurants include a service charge in your check.
ln many countries the usual tip is around 10% of the total charge You may
also tip through your credit card. Fill in the space for tip with the amount you
want to leave for your waiter.
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(4) ON THE ESCALATOR
4.1. Always occupy the right side of the moving stairway if you are not in the rush
Leave the left side free for those who are in a hurry to stride through it'
4.2. lf you are with a group, each of you should occupy only one step in the
escalator and stand behind one another.
(s) oN rHE ELEVATOR

5.1 . Avoid talking out loud and attracting attention.
5.2. Give way to passengers who are stepping out.
5.3. Never smoke inside the elevator.
5.4. When you find yourself standing nearest the control panel of the elevator and
other passengers could not easily reach it, be gracious enough to ask what
floor they are headed and press the button for them.
(6) AT THE CONCERT, PLAYS AND BALLETS
o. I lf you are the host or invited some guests to such events, make sure that their
tiikets and other arrangements are in order. lt is best to accompany them
until they are seated or, when ushers are available, endorse them to an usher.
The host always lets his guests walk ahead of him.
o.2. When a man accompanies a woman to a theater' the man should take the
aisle seat. lf two couples are attending such events' together, one man should
enter their row of seats first, then the women follow and the other man would
be the last to take his seat.
C'. J. On opening nights, gala performances, and other occasions requiring formal
attire, women must be in a long gown or Filipino terno and the men should be
in suits or barongs. lt is best to check in the invitation or tickets if there is
prescribed attire.
73
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REFERENCESi
Baldrige, Letitia. New Manners for New Times: A Complete Guide to Etiquette.
Scribner, New York, 2003
Bernardo, Conchitina S. lhe Compleat Filipino. Anvil Publishing lnc., Quezon City, 1997
Lott, James E. Practical ProtocoL A Guide to lnternational Courtesles. Gulf Publishing
Co., Houston, 1973
Mitchell, Mary. The Complete ldiot's Guide to Etiquette; 3'd edition. Alpha (Penguin
Group, USA) Inc. 2004
Powers, John Robert. Socla/ Skl//s; A Modern Guide to Global Llving. John Robert
Powers lnternational, Makati City, 2006
Radlovlc, t\,4onte. Eflquette and Protocol, 1957
Santos, Jerril. Procedures for tncoming and Outgoing Ambassadors and Presentation of
Credentials. Office of Protocol and State Visits, Department Foreign Affairs.
Pasay City, 5 May 2006
Ang Watawat ng Pilipinas. Philippine Centennial Commission, 1997

Executive Order No. 236: Establishing the Honors Code of the Philippines to Create an
Order of Precedence of Honors Conferred and other Purposes. 19
September 2003
Kalayaan (Supplement of the 1O4rh Anniversary of Philippine lndependence l2 June
2002)
Regulations of the Department of Foreign Affairs. Pasay City, 28 April 1995.
Republic Act No. 8491. An Act Prescribing the Code of the National Flag, Anthem,
Ivlotto, Coat of Arms and other Heraldic ltems and Devices of the Philippines.
12 February 1998
Vienna Convention on Consular Relations, 1963
Vienna Convention on Diplomatic Relations, 1961
74
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ACKNOWLEDGIVENT
This Handbook on Protocol, Socta/ Graces and Etiquette was prepared

under the direction of former FSI Director Jocelyn Batoon-Garcia The
draft of this Handbook was prepared by Ambassador (Rethed) Fortunato
D. Obtena, incorporating the comments and contributions from Chiefs of
Mission, Ministers and Foreign Service Officers of the Depafiment'
Ambassador Oblena put together the materials from local and foreign
sources, his experience of tiirty'five years in the foreign service, and his
associaiion with and membeiship in the diplomatic corps in the countries
where he se,.ved as a Philippine envoy.
The personnet of the Depaftment and the foreign service are invited to
cont;ibute theh expertise and experience to enrich further this handbook
to reflect the real and changing nature of its character and confenls'
75

Foreign Service lnstitute
Minerva Jean A. Falcon
Director
Staff
Nomer B. Ado ll
Ritchelle J. AIburo
John Marie T. Baguios
Rhodora M. Joaquin
Eivette P. Lagman
Andres Astro Y. I\/arasigan
Carmelita S. Marasigan
Amaliarita H. Retumban
Hope B. Tornilla
Jemimah Joanne C, Villaruel
Fortunato D. Oblena
Consultant
76
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FOREIGN SERVICE INSTITUTE

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CHAPTER 2: Assumption of Charge B

CHAPTER 3: Procedures for lncoming and Outgoing

CHAPTER 4: National Flag, Anthem, IVlotto, Coat-otArms and other

CHAPTER 5: lmmunities and Privileges, Diplomatic Vehicles,

CHAPTER 6: Calls and Social Functions 30

CHAPTER 7: Names, lntroductions, and Addressing Officials 34

CHAPTER 8: Hosting Social Events E1

CHAPTER 9: Organizing Official Functions bb

CHAPTER 10: Etiquette for Everyday Situations 71

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Protocol refers to the accepted rules governing the conduct f government

Protocol is, thus, important as, according to Pierre de Fouquieres, "Protocol

Sources of protocol lnclude local customs, laws and regulations, scholarly

Philippine protocol practices conform to traditional and customary international

MINERVA JEAN A. FALCON

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Precedence is the priority of place based on superiority of rank.1 ln protocol, the

(1) Precedence among Diplomatic Representatives. Diplomatic

b. Diplomatic officers other than heads of mission

(2) Precedence Among Heads of Diplomatic Missions

2.1. Among diplomatic representatives of the same class, for example

(3) Precedence of ranking officials of Host Country over foreign

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(4) precedence Among Foreign Service Officers. The following rules,

determining precedence among Foreign Service Officers in diplomatic and consular

(5) Precedence of officers in the Philippine Foreign Service:

5.1. Within a mission, the ranking of officers are as follows: Chief of

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(6) The General Order of Precedence in the Philippines (as of 2008)

(Note: lt is always advisable to consult with the Department of

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(7) Some Practical Applications of the Protocol of Precedence:

Charge d'Affaies (CDA) of an embassy outranks CDA of a

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. The place of honor depends on the number of people present.

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When ASEAN Heads of States meet in a Summit meeting or

(Brunei Darussalam, Cambodia, lndonesia, Laos, Malaysia, lvlyanmar, Philippines'

8.2. Asia-Pacific Economic Council (APEC)

APEC is represented by either the Heads of State, Heads of

When standing together in a tine or sitting together in a line, their

Third llne: STUVWXYZ

8.3. lf a member of a Royalty is present on the occasion, follow the

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Royalty President of the Philippines (Host)

(9) Precedence in signing treaties

9.1. Principle of Alternat - in bilateral treaties, each country signs first

United States' Copv

9.2 ln multilateral treaties, signatories sign in alphabetical order in

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I. ASSUMPTION OF CHARGE OF DIPLOMATIC MISSIONS

(2) Documents for the Ambassador

(3) Preparations Prior to Departure

(4) Preliminaries for Presentation of Credentials

4.5 lf the diplomatic representative has the rank of Charge d'Affaires,

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(5) Ceremony in Presentation of Credentials

5.1. On the occasion of the presentation of letters of credence to the Chief of

5.3. The newly appointed diplomatic representative should be accompanied by

(6) Entry Upon Official Day