Protocol is a means by which people of all cultures can relate to each other. Whether you are an employee or spouse, have few representational responsibilities or are running your post’s protocol office, this booklet produced by the State Department is a good starting point to prepare. 

What is Protocol?

Protocol is, in effect, the frame for the picture rather than the content of it. American casualness is sometimes interpreted as rudeness in other societies. What does it say if the representatives of the world’s most powerful nation are indifferent to the appropriate respect owed to representatives of other nations, or to ranking members of their own staff abroad? This can be taken as a personal or national insult.  The necessary respect is expressed most visibly through spoken courtesies. Below are some tips on how to address and introduce diplomatic representatives.

Addressing Others

Although guidelines exist, proper forms of address vary greatly from culture to culture. Be sure to check local customs, but a few general rules follow. The spirit of formality among diplomatic representatives usually means not addressing others by their first names as quickly as is done in the United States. One should rely on courtesy titles until invited to do otherwise. Socially, one can refer to a spouse by his/her first name or as "my husband" or "my wife" rather than as "Mr. /Mrs. Smith." When dealing with household employees however, you should still refer to your spouse as "Mr. /Mrs. Smith." Ambassadors are addressed as Mr. /Madam Ambassador or Ambassador Jones. Only by special invitation or long friendship should one address an ambassador by first name and then only when not in the public eye. In indirect address, refer to the ambassador as "the ambassador", with his/her spouse as "the ambassador and Mr. /Mrs. Jones," or if the ambassador's spouse is a woman who kept her maiden name after marriage, "the ambassador and his wife, Ms. Smith." An ambassador of the United States may continue to be addressed as "Mr. /Madam Ambassador" after retirement or after returning from his/her duties abroad. In some French-speaking countries, the wife of the ambassador may be referred to as Madam Ambassador. Therefore, in those countries, refer to a female ambassador by her last name (Ambassador Jones) to avoid confusion and ensure that she receives her due respect.  Those of rank below Ambassador are addressed as Mr., Ms. or Mrs., if marital status is known. As references to America can be ambiguous, especially in the Western Hemisphere, avoid using terms such as "American ambassador" or "American citizen." Similarly, to be clear and to avoid offending others by suggesting that the U.S. constitutes the entire continent use "United States" in all references to this country.

Introductions

For a formal occasion, the traditional "Mrs. Smith, may I present Mr. Jones?" is used internationally. For less formal occasions simply stating the two names, "Mrs. Smith, Mr. Jones," is acceptable. Making personal introductions (i.e., introducing oneself) is perfectly acceptable and encouraged. Adding context about yourself and your role is helpful. For example, "Hello, I'm Jane Smith, Vice Consul at the United States Embassy." In English, the accepted, formal response to any introduction is, "How do you do?" Informally, a smile, "Hello," or, "It's nice to meet you," are fine. Other languages have very particular phrases, so be sure to learn them upon arriving at post. When making introductions, honor is recognized by the name spoken first. Courtesy gives honor to those who are older, higher in rank, titled, have a professional status, or are female. To make the introductions more pleasant, tell each individual a bit of information about the other. This encourages the conversation to continue. As they do when a woman enters the room, men should rise when being introduced to a woman. In some countries, a man kisses a married woman's hand. Men also rise when being introduced to another man. Women should rise when being introduced to another woman for whom she wishes to show great respect, such as the hostess, a very distinguished woman, or much older woman. In some countries, women rise when introduced to all others. Throughout the world, greeting and leave-taking customs may include handshakes, salutatory gestures or other specific expressions.

Further Reading

Protocol for the Modern Diplomat

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