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Protocol Etymology: Is derived from the French protocole which stems from the Latin – protocollum and from the Greek words protos, meaning first, and kolla, meaning to glue. Protocollum – originally referring to the rolls on which agreements between city-states, and later between nations, were recorded, was used subsequently to refer to agreements themselves. Later, as a document more or less supplementary to a principal agreement or treaty. Presently, it denotes ... “An international agreement itself, though usually one of supplementary nature or of a less formal or important character than a treaty.” - the documents on which the rights, obligations, privileges and immunities of diplomats were put down. It is now referred, to “those very rights and privileges of diplomats.” Protocol has been defined as... “The body of ceremonial rules to be observed in all written or personal official intercourse between the heads of different states or their ministers. It lays down the styles and titles of states, their heads and public ministers, and indicates the forms and customary courtesies, to be observed in all international acts.” In French: protocole diplomatique or protocole de chancelleries “it is” says P. Pradier-Fodere, “the code of international politeness.” Importance of Protocol Protocol is as old as society. 1. observance of fair share/distribution of goods 2. elementary rules of good breeding and mutual respect 3. hastens agreements in the international relations: Peace Congress of Westphalia – the first international conference which gave impetus to modern diplomacy (congress convened in 1642; meetings began in 1645; peace treaty was signed in 1648) 4. The use of protocol therefore saves time and effort Sources of Protocol 1. Local customs, laws and regulations 2. international agreements, such as the Peace of Westphalia, 1648; Peace Treaty of Utrecht, 1713; the Congress of Vienna, 1815; Aix-la Chapelle, 1818 3. Tradition 4. Treatises All Foreign Offices the world over have a department or division which acts as a liaison body between the Diplomatic Corps and the Department of Foreign Affairs. This headed by the Chief of Protocol. Agreation, Agrement The process of determining whether or not a diplomat is acceptable is called agreation, while the agreement to the accreditation of a diplomatic representative is commonly referred to as the agrement. The courtesy of the port – consists of the privilege to enter or leave the Philippines without delay, without being asked further questions other than those necessary to establish what are the personal effects not subject to tax and, with regard to the matter, without further examination. Free entry – refers to the entry, free of customs duty and other taxes, of goods which would normally be subject to taxation. Facilities of the port – means that the person entitled to this privilege is to be given priority over others in the examination and release of his effects and the inspection of his travel documents. Persons entitled to Port Courtesies 1. The President 2. ambassadors extraordinary and plenipotentiary 3. Permanent and special representatives and delegates and commissioners with the rank of ambassadors 4. envoys extraordinary and ministers plenipotentiary 5. permanent and special representatives or delegates and commissioners with the rank of envoy extraordinary and minister plenipotentiary. Who May Request Port Courtesies E.g. Laissez-passer: To the Chief officer of Customs at Manila or any other port of entry: The ................................. of the Republic of the Philippines at ......................... Presents his compliments to the Chief Officer of Customs at the port of disembarkation and hereby recommends to his good offices ......................... bearer of the present letter, for the granting of all such facilities as may be consistent with regulations in force. Signature of Chief of Mission (Seal of Mission) The Diplomatic and Consular List - This contains the names of all diplomatic officers from the rank of chief of mission down to third secretary or assistant attache. The wives and unmarried daughters of the diplomatic officers, living with them, as well as their addresses and telephone numbers are likewise listed. The order of precedence among the chiefs of mission is printed at the beginning of the List. The missions are then listed in the alphabetical order in which their countries are arranged. In the consular list, only officers from the rank of consul general down to vice consul are listed. Their wives and unmarried daughters above eighteen years of age, when living with them, are likewise included in the List. Consular offices are listed in alphabetical order of the names of the countries they represent. Congratulatory Messages It is the practice of the Department of Foreign Affairs to prepare a congratulatory message from the President to the head of the celebrating state, on the occasion of independence anniversaries, principal national holidays, and birthdays of monarchs. Felicitations are likewise sent on days of great rejoicing or celebration. Fifth Anniversary of the Republic of Indonesia ON THIS THE FIFTH ANNIVERSARY OF THE INDEPENDENCE OF THE REPUBLIC OF INDONESIA, THE GOVERNMENT AND THE PEOPLE OF THE PHILIPPINES JOIN ME IN CONVEYING TO YOUR EXCELLENCY MY SINCEREST FELICITATIONS. INDONESIA’S ATTAINMENT OF FREEDOM ADDS LUSTRE TO THE STRUGGLE OF ASIA FOR EQUALITY, JUSTICE, AND DEMOCRACY. MAY I FURTHER EXPRESS TO YOUR EXCELLENCY MY COUNTRY’S DESIRE OF FOMENTING AND STRENGTHENING THE CLOSE FRIENDLY RELATIONS BETWEEN OUR TWO COUNTRIES WHICH HAVE A LONG AND RICH HISTORIC BACKGROUND. The officials of the Department join me in extending to you and to the members of your staff my best wishes on this happy occasion. Accept , Excellency, the renewed assurances of my highest consideration CARLOS P. ROMULO Secretary of Foreign Affairs His Excellency Alexander A. Maramis Ambassador of the Republic of Indonesia Manila HEADS OF STATES For ceremonial purposes, the head of state is treated as if he were the state itself. By usage and law, the power over foreign affairs is vested in the head of state. The head of state may take any title conferred on him by the law of his country. Titles of Heads of States: The President of a republic – “Excellency” or “Mr. President” Kings and Emperors – “Majesty” or “Imperial Majesty” Grand Dukes – “Royal Highness Dukes – “Highness”; other princes – “Serene Highness” Pope – “His Holiness” Correspondence Between Heads of States Letters of credence, congratulatory messages on the occasion of national holidays or birthdays of a sovereign; messages of condolence on the death of a close member of the latter’s family. When the head of state assumes his post for the first time, he often informs in writing other heads of states which have recognized his country. On the Occasion on Accession to the Throne Because of Death or Abdication • Name and Title of Sovereign To (Name and Title of the Head of State) (Address) Great Good Friend: Called by the death (abdication) of my Father and by the order of succession to the throne of (name of country), I fulfil the duty of announcing to you my succession. I trust that my reign will always find support in your sentiments and I wish to assure you that on my part it will be a pleasure to maintain and to cultivate the friendly relations and goodwill which happily exist between our two countries Con’t I express the hope that you will lend me your valuable cooperation with a view to attaining this result, which is for the greater good of the peoples whose destinies have been confided in us. It is with this sentiment that I avail myself of this opportunity to convey to you my sincere wishes for the prosperity of (name of state and address) as well as for your personal happiness. Your Good Friend, Signature of the Sovereign Signature of Foreign Secretary Place and date of signing of letter On the Occasion of Election to the Presidency Name and Title of Head of State To (Name and Title of head of State) (Address) Great Good Friend: I have the honor to inform you that I have taken on this day my oath of office as President of (name of state), to serve as such for a period of six years. In conveying this information, I wish to assure you that it shall be my constant endeavor to maintain and strengthen the friendly relations that happily exist between Con’t our two countries at present time. I trust that in the attainment of this objective, you will lend me your cooperation. I avail myself of this opportunity to express to Your (Excellency/Majesty) my sincere wishes for the prosperity of (name of state), as well as your personal happiness. Your Good Friend, Signature of Head of State Signature of Foreign Secretary Place and date of signing of letter The reply may be as follows: Name and Title of Head of State To (Name and Title of Head of State) (Address) Great Good Friend: I have the honor to acknowledge your letter of (date), announcing your (accession, election) to the (Throne, Presidency). It is my hope that under your benign (wise) rule (leadership), the bonds of friendship that bind our two countries will be maintained and further strengthened. Please be assured that, on my part, I shall endeavor to work for the realization of this end. Con’t I avail myself of this opportunity to convey to Your (Majesty, Excellency) my sincere wishes for the prosperity of (name of state of addressee), as well as your well-being and happiness Your Good Friend Signature of Head of State Signature of Foreign Secretary Place and date of signing of letter Privileges and Immunities of Head of States The general practice is for the head of state not to visit another country in his official capacity unless invited. When so invited, his expenses as well as those of his entourage are borne by the host state. The head of state, when in a foreign country, is accorded ceremonial honors and is addressed by his usual title. He enjoys personal inviolability. The head of state is exempt from taxation, as well as from civil jurisdiction. The head of state may not claim immunity while travelling incognito. Inauguration of Heads of States The inauguration or oath-taking of a head of state is always a formal event. In most monarchical states it is an elaborate affair. Special missions sent are headed by an ambassador extraordinary and plenipotentiary. It is not customary in the Philippines to receive or to send special missions to the inauguration of a head of state. Example of invitation to the inauguration of a head of state is as follows: (Seal of the Republic of the Philippines) The Inaugural Committee Requests the honor of your presence at Ceremonies Attending the Inauguration of Simeon Benigno C. Aquino as President of the Philippines and Jejomar Binay as Vice-President of the Philippines on Wednesday morning, June the thirtieth two thousand and ten at twelve o’clock At the Luneta, City of Manila Invitation of Heads of States An invitation from a head of state is a command. It is never refused, except for reasons of illness, physical impossibility or bereavement. Different forms of invitations: A). The President requests the pleasure of your company at a Reception in honor of The Diplomatic Corps on Thursday evening, November twenty-four two thousand and eleven at nine o’clock Malacanang Con’t B.) In representation of the President The Vice President requests the pleasure of your company at a Reception on Saturday morning, July the fourth At ten o’clock Malacanang Con’t C) In honor of His Excellency the President of the United States of America and Madame Obama The President of the Philippines requests the pleasure of the company of Mr. Manny V. Pangilinan on Saturday evening, November the twenty-sixth Two thousand and eleven At 19:00 – 20:30 hours At Makati Shangrila Toasts of the Head of States In any function or reception given by a foreign diplomatic or consular officer in the Philippines, he may or may not toast the President. Flag and Seal of Heads of States: Heads of state usually have a standard indicative of their high office. In all official correspondence and documents, however, the only seal used is that containing the national coat of arms. Death of Heads of States: On the death of a head of state, a formal notification is made to all chiefs of mission accredited to the country of the deceased. Example of such notification FOREIGN OFFICE, _____ Sir: It is with the deepest sorrow that I have the honor to announce to you that it has pleased Almighty God to call to his rest His Most Gracious Majesty George VI, King of the United Kingdoms of Great Britain and Northern Ireland and the British Dominions beyond the Seas. The Mournful intelligence of his Majesty’s by death is being conveyed to your Government by His Majesty’s Diplomatic Representative at your country’s capital. I have the honor to be, With the highest consideration Sir, Your Obedient Servant, ANTHONY EDEN The diplomatic representatives abroad of the mourning country notify the Foreign Office of the country to which they are accredited, of the death of their head of state, more or less as follows: Excellency: It is with deep regret that I fulfill the sad task of informing you of the death of the Honorable Manuel Roxas, President of the Philippines, on April 15, 1948. A visitor’s book is provided at the Chancery of the Embassy, for those who may wish to pay calls of condolence, and will be open daily from eigth to twelve o’clock in the morning and from two to four o’clock in the afternoon, until the day of the funeral. Accept, Excellency, the renewed assurances of my highest consideration. Signature of Chief of Mission (Name and address of Foreign Minister) Within one week after the closing of the visitor’s book, the chief mission sends a card of thanks to all those who have expressed their condolences. The Ambassador of the Philippines gratefully acknowledges your expression of sympathy on the occasion of the death of The Honorable Manuel Roxas President of the Philippines Burial of Head State: The death of a head of state always involves a state funeral. Conducts of Diplomats on Death of Head of State: The flag is flown at half-staff daily for one month. All Filipino missions and offices abroad do likewise. Officers observe the usual symbols of morning, which may consist of a black arm-band, black tie, or other appropriate symbol. During the period of official morning, black-edged stationery envelopes should be used (3/8 inch wide).
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