PROTOCOL TRAINING MANUAL
South African Protocol and Etiquette
2006
INTRODUCTION
The Directorate: Intergovernmental and Provincial Protocol from the Branch:
State Protocol of the Department of Foreign Affairs has compiled this Manual
from different official sources found in the archives of the Department as well as
contemporary publications.
Many South African Missions have also contributed to the contents. This Manual
covers simplified and abridged aspects of international Protocol, etiquette and
entertainment presented in such a way as to satisfy the needs of all the different
stakeholders of this Directorate. Other Manuals have been prepared regarding
the Protocol and etiquette of various cultures, usages and traditions of foreign
countries.
Protocol and etiquette, as practised today, have a very deep and rich history and
is of a background, which is embedded in almost all cultures and traditions of
most countries, including South Africa and most African countries. Most countries
and continents have in some way or another contributed to the evolvement of
Protocol and etiquette as it is practised today.
This Protocol and etiquette is recognised by the Presidency of South Africa and is
practised daily by the Presidency of South Africa, the Department of Foreign
Affairs and all other role-players in the Provinces and Local Governments.
These traditions and usages, which follow, are used internationally and the
official South African Protocol and etiquette are largely based on some traditional
and common usages as they are obeyed and recognised by the present South
African administration.
The majority of countries use these examples of Protocol and etiquette.
This Manual will hopefully empower you regarding the broad parameters of
Protocol and etiquette as practised in South Africa and internationally.
It is eventually up to the individual whether he or she wants to follow it to the
hilt. In essence, these are guidelines for you to follow.
COMPILED BY THE BRANCH: STATE PROTOCOL
DEPARTMENT OF FOREIGN AFFAIRS
PRETORIA
Copyright © DFA 2005
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INDEX
CHAPTER
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
PAGE
The Constitution of South Africa
Some observations regarding protocol and etiquette
Introduction: Diplomatic Relations: The Diplomat
Protocol: A historic background
Synopsis of International Protocol
The Ambassador/High Commissioner as Head of Mission
National days of Diplomatic Missions in South Africa
Official Table of precedence in South Africa
Invitations to dinners/lunches and functions
Dress code
Guest status and State gifts
Protocol when invited by a Head of State
Introducing people to each other
Cardinal rules regarding the movement of VIP’s
Forms of address
General information
Cellular telephones
Smoking
Office management and etiquette
Office protocol and client care
South African flag and anthem
Cultural differences one may encounter
Major world religions and their customs
Twinning Agreements
International Agreements
Official Entertainment
Directorate : Intergovernmental & Provincial Protocol
4
17
18
20
29
30
34
36
42
46
49
53
56
58
59
62
63
65
67
72
78
91
102
104
109
123
141
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Chapter 1
INTRODUCTION TO THE CONSTITUTION (Act 108 of 1996)
WHAT IS THE CONSTITUTION?
™ The Constitution is the supreme or highest law of South Africa.
™ The President, the Government and all the people of South Africa must follow
it.
™ The Constitution prescribes what the structures of Government are and what
powers they have.
™ It makes sure that your rights are protected and set up Institutions to check
that Government does not abuse your rights.
™ All other laws in the country must follow the Constitution. However, the
Constitution does not replace these other laws; instead, it sets out the
standards, which they must follow.
™ It is like the foundations of a house. The walls, windows, doors and roof of
the house are like the other laws. When you build a house, what the house
looks like will depend on what the foundations are. So too, all the other laws
in the country depend on what the Constitution stipulates.
EXAMPLE:
The Constitution is also much harder to change than other laws. Parliament can
usually change other written laws if more than 50% of the Members of
Parliament who are present support the change. This is also sometimes called a
simple majority. The Constitution needs a much higher percentage vote to
change it. To do so, at least two-thirds (66 2/3%) of the Members of Parliament
must agree to the changes.
Because the rules in the Constitution are hard to change, it means that future
Governments have to follow these rules too. The rules stay the same even if the
Government changes. In this way, the Constitution helps to make sure there will
always be democracy in South Africa.
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WHAT IS DEMOCRACY?
Democracy is one of the ways of governing a country. It is based on the idea
that everyone in a country should have a say about how the country is run.
However, because it is not possible for everyone to be in Parliament, people
choose other people to represent them in Parliament and to make decisions for
them. These people are chosen during an election when people vote for those
whom they believe can best represent them.
WHY WE NEED A NEW CONSTITUTION?
The Constitution is not the first South African Constitution. There have been four
Constitutions in South Africa before.
Before democratic elections could be held in April 1994, a different Constitution
had to be written. This was the Interim Constitution of 1993.
However, people who had not yet been democratically elected into Government
wrote the Interim Constitution. So, it was agreed that the Interim Constitution
would be a temporary Constitution, and that the new Constitution would be
written by the Government elected during the elections in 1994, which is the first
democratically elected Government in the history of South Africa. The Interim
Constitution set up the Constitutional Assembly (CA) to write the new
Constitution. However, the CA did not write the Constitution alone. All South
Africans were invited to say what they thought should be in the new
Constitution.
The Constitution was co-ordinated by the Constitutional Assembly and approved
by Government in 1996.
We now have the Constitution of 1996 (Act 108 of 1996).
QUICK LOOK AT THE CONSTITUTION
PREAMBLE
This is the introduction to the Constitution.
CHAPTER 1 - FOUNDING PROVISIONS
This has the basic ideas behind the Constitution; the national symbols (like the
flag) that will be used; and the official languages.
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CHAPTER 2 - BILL OF RIGHTS
These human rights are protected.
CHAPTER 3 - CO-OPERATIVE GOVERNMENT
This chapter stipulates that Government in South Africa has three spheres; a
national sphere, a provincial sphere, and a local sphere. It also stipulates how
the national, provincial and local spheres of Government must work together.
CHAPTER 4 - PARLIAMENT
Parliament is the part of the national Government, which writes new laws for the
whole country. It is made up of the National Assembly and the National Council
of Provinces.
CHAPTER 5 - THE PRESIDENT AND NATIONAL EXECUTIVE
The National Executive is the part of national Government, which puts the laws
written by Parliament into operation. The President is head of the National
Executive.
CHAPTER 6 – PROVINCES
This chapter stipulates how the provincial legislatures and executives are made
up and how they work. It deals with provincial constitutions. It also sets out the
areas over which both the national Government and the provincial Government
may make laws and stipulates what happens if these laws do not agree.
CHAPTER 7 - LOCAL GOVERNMENT
This chapter stipulates how local Government is made up, what powers it has
and what it must do.
CHAPTER 8 - COURTS AND ADMINISTRATION OF JUSTICE
This chapter deals with the courts in South Africa, what powers they have, and
how judges are chosen.
CHAPTER 9 - STATE INSTITUTIONS SUPPORTING CONSTITUTIONAL
DEMOCRACY
This chapter sets up Institutions to make sure that Government does its job
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properly and to help you protect your rights.
CHAPTER 10 - PUBLIC ADMINISTRATION
This chapter sets out the principles, which govern the Public Administration, and
the people who work for the Government.
CHAPTER 11 - SECURITY SERVICES
This chapter deals with the police, army and intelligence services. It stipulates
how these must work and makes sure that they act properly.
CHAPTER 12 - TRADITIONAL LEADERS
This chapter deals with traditional leaders.
CHAPTER 13 - FINANCE
To make sure that the money raised by the Government is used properly, this
chapter sets out rules that must be obeyed by the Government. It sets up the
Financial and Fiscal Commission, which helps work out how much money
provinces, and municipalities need. It also has the rules for the Central Bank.
CHAPTER 14 - GENERAL PROVISIONS
This chapter has rules about international agreements and customary
international law and stipulates how these will apply in South Africa.
SCHEDULE 1
This prescribes what the South African flag looks like.
SCHEDULE 2
This has the oaths of office and solemn affirmations, which the President, Deputy
President, Ministers and so on must swear before they take office.
SCHEDULE 3
This deals with how the President, Premiers, Chairperson of the National Council
of Provinces, Speakers and Deputy Speakers are elected.
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SCHEDULE 4
This is a list of the areas for which both the national Government and provincial
Governments can write laws, like health services and housing.
SCHEDULE 5
This is a list of the areas for which only provincial Governments can write laws,
like markets and refuse removal.
SCHEDULE 6
This deals with the changes that have to happen when the Constitution
starts to function.
SCHEDULE 7
This schedule prescribes what laws are replaced by the Constitution.
PROTECTING DEMOCRACY AND YOUR RIGHTS WITH THE
CONSTITUTION
To protect democracy and prevent abuse of power, the Constitution:
™ Gives you important or fundamental human rights in the chapter on the Bill of
Rights, and protects these rights;
™ Has rules about when elections must happen and makes sure that elections
happen regularly so that one Government cannot decide to stay in power for
ever;
™ Has rules, which make sure that power is separated between different parts
of Government so that no part has too much power. This is also called the
Separation of Powers;
™ Sets up national, provincial and local Government. These are called
spheres of Government. These spheres of Government work in different
places and help to make sure that the country is run properly and that
Government is close to the people it serves. It also makes sure that there is
a clear balance of power and that each part of Government knows what
powers it has;
™ Sets up a Constitutional Court, which has the final say about what the
Constitution means, and which can scrap laws made by the Government if
8
they go against the Constitution;
™ Sets up independent Institutions to educate citizens about their rights, to help
you protect your rights and to monitor (check) Government to make sure that
it is doing its work properly; and
™ Makes sure that the police, army and intelligence services protect South
Africa and its people.
THE BILL OF RIGHTS
Chapter 2 of the Constitution has the Human Rights, which will be protected.
However, one must remember that these rights can sometimes be limited. This
means they could be changed, restricted, or even taken away. However, this
can only be done:
™ If the law which limits a right applies to everybody;
™ If there is a good reason to limit the right; and
™ If limiting the right makes sense in an open and democratic country.
Some rights can also be suspended or taken away for a short time during a state
of emergency. Government can only call a state of emergency when war,
invasion, or revolution threatens the security of the country, or when there has
been a natural disaster (such as a flood). But there are some rights, like the
right to life, the right to human dignity, and some of the rights that arrested,
detained or accused people have, which cannot be suspended and can never be
taken away, even during a state of emergency.
(a)
WHAT IS IN THE BILL OF RIGHTS?
These are the human rights, which are protected by the Constitution:
EQUALITY
Everyone is equal and has the right to equal protection and benefit of the
Law.
No-one, including the Government, is allowed to treat one less than other
people (discriminate against you) because of race, gender, sex,
pregnancy, marital status (whether married or single), ethnic or social.
People may also be detained even if they are not accused of committing a
9
crime. For instance, they may be detained for medical reasons. This
section also sets out the rights that these people have.
(b)
DO PEOPLE HAVE TO FOLLOW THE BILL OF RIGHTS?
The Bill of Rights works to stop the Government from abusing the rights
of the people. Sometimes the Bill of Rights says which rights work
between the Government and the people, and which rights work between
people as well. For example, the section on Equality clearly stipulates that
people cannot discriminate against one another. If the Bill of Rights does
not say this, it is usually left to the courts to decide which rights work
between people.
(c)
WHO CAN TAKE A CASE INVOLVING THE BILL OF RIGHTS TO COURT?
One can take a case involving the Bill of Rights to court when one does so
or an association or organisation can take a case to court to protect the
rights of its members.
ELECTIONS
™ Elections have to be held at least every five years.
™ All South African citizens are allowed to vote in elections, as long as they are
at least 18 years old.
™ The party that wins an election becomes the Government.
SEPARATION OF POWERS
Government is divided up into three sections or branches (called the Legislature,
Executive, and Judiciary) to make sure that it works properly by each branch of
Government being able to check on the other to ensure that none abuse their
power. Each of these branches has a different job to do and each has the power
to do certain things only.
THE SPHERES OF GOVERNMENT
The governing of a country is a huge job. To make sure it works properly, it is
divided up into national, provincial and local spheres.
NATIONAL GOVERNMENT
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National Government deals with matters, which affect the whole country.
(a) THE NATIONAL LEGISLATURE
The national legislature is also called Parliament. It is made up of the National
Assembly and the National Council of Provinces. Parliament writes laws (Acts of
Parliament) which have to be obeyed by the whole country.
i.
THE NATIONAL ASSEMBLY (NA)
The NA has between 350 and 400 members. These members are
chosen during national elections and stay in Parliament for up to 5
years. This is also called a five-year term. Parliament is based in
Cape Town. The rules about who can be a member of the NA are
in chapter 4 of the Constitution.
ii.
THE NATIONAL COUNCIL OF PROVINCES (NCOP)
The NCOP is made up of 10 people or delegates from each
province. The NCOP represents the interest of the provinces at a
national level. It is involved in writing Acts of Parliament, which
affect the provinces. It also meets in Cape Town. The NCOP has
replaced the old Senate.
(b)
THE NATIONAL EXECUTIVE
The National Executive (NE) is also called the Cabinet. It is the body,
which puts the laws made by Parliament into operation. Members of the
Cabinet must follow a Code of Conduct, which is set out in an Act of
Parliament. This Code of Conduct will set up agreed rules about how
members of the Cabinet must behave.
PROVINCIAL GOVERNMENT
Provincial Governments deal with issues which affect their provinces only. These
include the health service provided by the province, nature conservation in the
province, and the major roads, which run through the province.
There is a Provincial Legislature to write laws for each province. These laws
have to be obeyed by people while they are in that province.
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Provincial Legislatures are also allowed to write provincial constitutions for their
Provinces. Nevertheless, like all laws written by the Provincial Legislature,
provincial constitutions cannot go against the Constitution.
Each province has a Provincial Executive to put these laws into operation. These
are made up of a Premier and an Executive Council.
LOCAL GOVERNMENT
The local sphere of Government is made up of municipalities. Municipalities deal
with issues, which affect the local area or municipality that they control. These
include electricity, fire fighting, traffic and parking and many other things.
Each municipality has a Municipal Council, which is both the Legislature and
Executive for that municipality.
Laws written by a Municipal Council are called by-laws. They have to be obeyed
by everyone living in or visiting a local area while they are in that local area. Bylaws cannot go against:
™ The Constitution
™ Acts of Parliament; or
™ Provincial laws for that Province.
One of the important things about local Government in the Constitution is that it
says Governments must see to the development of communities. This means
local Government must not just make sure that people follow the laws, but must
also serve the needs of their communities.
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THE CONSTITUTIONAL COURT
There are a number of different courts in South Africa. They are:
™ The Constitutional Court;
™ The Supreme Court of Appeal (which used to be called the Appellate
Division);
™ The High Courts (which used to be called the Supreme Courts);
™ Magistrates' Courts; and
™ Other courts set up by Acts of Parliament (such as the Industrial Court and
the Small Claims Court).
The Constitutional Court is the most important court when it comes to the
Constitution. If the Government writes a law or does anything to one or the
community, which goes against one’s rights, one can go to this court. If the
Constitutional Court agrees with one, it can set aside the law, or it can stop the
Government from doing what it is doing.
STATE INSTITUTIONS SUPPORTING CONSTITUTIONAL DEMOCRACY
The Institutions to protect people from abuse by the Government and to make
sure that Government does its work properly are set out in chapter 9 of the
Constitution. These Institutions are independent. This means the
Government does not control them at all, although they are created by the
Constitution.
They are:
™ The Public Protector investigates complaints about Government officials, like
pension pay out clerks. The Public Protector will try to solve the problem or
will refer it to someone who can.
™ The Human Rights Commission protects Human Rights. It will educate people
about Human Rights. It will investigate complaints about Human Rights
abuses and will help one take these to court. This Commission of Human
Rights stops laws, practices and customs that discriminate against people
because of their gender. It can also monitor, educate and lobby for things
like changing laws.
™ The Auditor-General checks how all sections of Government spend their
money. The Auditor-General is not allowed to work for a political party.
™ The Independent Election Commission manages all elections to make sure
13
they are free and fair.
™ The Independent Broadcasting Authority regulates broadcasting and assures
that radio and television broadcasts are fair and that they represent the views
of South African society.
SECURITY SYSTEMS
The security services of South Africa are a police service, a defence force and the
intelligence services.
The Constitution makes sure that these protect South Africa and the people who
live here by saying:
™ No-one who works for these can follow an order to do anything which is
against the law;
™ The security services are not allowed to act for or against a political party;
™ The defence force is the only military force allowed;
™ There is a Minister; a multi-party Committee of Parliament; and a secretariat
made up of civilians to make sure the police service and defence force do
their work properly; and
™ A civilian inspector will monitor what the intelligence services do.
WHAT ELSE DOES THE CONSTITUTION COVER?
PREAMBLE
This is the introduction to the Constitution. It stipulates why the Constitution was
written.
FOUNDING PROVISIONS
Chapter 1 deals with the basic principles of the Constitution and the national
symbols, which will be used, like:
™ The National Flag
™ The eleven (11) official languages
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CO-OPERATIVE GOVERNMENT
Government and government departments in each sphere (national, provincial
and local) must co-operate with other government departments in the same
sphere, and government in other spheres.
PUBLIC ADMINISTRATION
Chapter 10 sets out the principles which all people who work for Government or
Institutions such as public enterprises must follow. These principles include
things like being efficient, fair accountability and so on.
This chapter does not go into lots of detail, but stipulates that Government will
write laws to make sure these principles are obeyed.
It sets up a Public Service Commission to promote these principles in the public
service. The public service is made up of all the people who work for the public
administration. This includes bodies like Telkom and the SABI.
TRADITIONAL LEADERS
The institution, status and role of traditional leadership, according to customary
law, are recognised, subject to the Constitution. A traditional authority that
observes a system of customary law may function subject to any applicable
legislation and customs, which includes amendments to, or repeal of, that
legislation or those customs. The courts must apply customary law when the law
is applicable, subject to the Constitution and any legislation that specifically deals
with customary law.
Role of traditional leaders:
National legislation may provide for a role for traditional leadership as an
institution at local level on matters affecting local communities.
To deal with matters relating to traditional leadership, the role of traditional
leaders, customary law and the customs of communities observing a system of
customary law (a)
National or provincial legislation may provide for the establishment of
houses of traditional leaders; and
15
(b)
National legislation may establish a council of traditional leaders.
DICTIONARY
Acts of Parliament:
Laws written by Parliament
By-Laws:
Laws written by Municipal Councils
Constitutional Democracy:
A democracy where everyone, including
the Government must follow the rules in
The Constitution
Parliament:
The part of the National Government,
which writes new laws and changes old
written laws, elects the President, and
checks that the executive enforces its
laws.
Public Interest:
In the interest of the public, or good for the
public.
Speaker:
The chairperson of the National
Assembly or a provincial legislature.
ABBREVIATIONS
CA
Constitutional Assembly
NA
National Assembly
NCO
National Council of Provinces
NE
National Executive
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Chapter 2
SOME OBSERVATIONS REGARDING PROTOCOL AND
ETIQUETTE
Although there are a multitude of thematic books relating to Protocol and
etiquette , the guidelines which follow only try to prescribe the broad parameters
within which a state or an individual should move without embarrassing
him/herself or his/her Institution.
Most countries adhere to the western type of Protocol and etiquette and most
countries have their own manuals on Protocol and etiquette which rely heavily on
the sources on this subject by European - specifically French/German - and
American authors.
We in Africa have rich traditions and cultures, which manifest our own brand of
etiquette - which is in the making. Our beautiful, colourful and traditional dress
code is surely accepted world wide, as is our fine cuisine, which competes with
the best there is to offer.
With so many countries, regions, cultural groups and religious groups which all
have there own taboo's, do's and don’ts one can only furnish broad parameters
for all possible eventualities.
The best way forward is to observe how other people behave, ask
questions regarding foreign usage’s and cultures and be prepared that
things are done differently in other countries and respect it.
At the same time it is not inappropriate to expect visitors to our
country to also respect our traditions, cultures, dress code and cuisine.
The sincerity with which one approaches every Protocol and etiquette
matter overrides any so called breach in Protocol and etiquette.
These guidelines are therefore an effort to inform the individual regarding the
broad parameters of Protocol and etiquette as it is practised in South Africa and
internationally.
Eventually it is up to the individual whether he/she wants to follow it to the hilt.
17
Chapter 3
INTRODUCTION: DIPLOMATIC RELATIONS: THE DIPLOMAT
By R G Feltham: Diplomatic Handbook: 1994
QUOTE
At the present stage of the human's development the world is divided into over
190 units called states. How and why the states have the shape and population
they have today is mainly a matter of historical accident and personal design.
Within a state, the rule of law prevails, and those who break the law are
punished. However, outside the territory of a state, no such law exists and the
choice between international anarchy and international harmony rests freely with
the individual states. Towards fellow states they may behave responsibly or
irresponsibly, peacefully or aggressively; even a negative, isolationist attitude can
be beneficial or harmful, for every state is a member of a community and not
only its action but also its inaction affects the whole.
The main objective of any state in its relations with other states is to direct and
influence these relations for its own maximum advantage. Nevertheless, at the
same time, and only in self-interest, it has the responsibility of formulating its
policies towards other states and managing its relations in the interest of world
harmony, thus helping to prevent wars and the waste of wealth.
The formulation of foreign policy is one of the aspects of national politics and is
the task of the politician, while the management of international relations and
the reconciliation of diverse foreign policy priorities are the tasks of the diplomat.
The basis of the above diplomacy is communication between governments of
states (and to an increasing extent with international organizations), and this can
be effected directly between heads of governments or indirectly through the
intermediary of written correspondence or of an ambassador. Between the super
states and between neighbouring states diplomacy, at its highest level can most
logically be constructed by heads of government meeting together face to face
and exchanging their thoughts and ideas - talking, reasoning and discussing;
but, because of their variety and complexity, diplomatic relations in general can
only be conducted indirectly, and centuries of experience have shown that the
person of the ambassador is indispensable for this purpose. However, an
ambassador seldom works on his/her own; s/he is the head of a diplomatic
mission, working together as a team; provides the basic and all-important link
18
between government and government or between government and international
organization.
The breaching of the Berlin Wall raised problems in every corner of the world,
offered opportunities and required every country to review and re-define its
foreign policy priorities.
For diplomats the years to come are bound to be a period of intense and
increasing activity. They will be operating in a very different environment and will
need to acquire a more critical, a more analytical, more constructive attitude
towards problems which will inevitably arise, and they will have to relearn the old
diplomatic skills.
END OF QUOTE
Protocol and etiquette is a vehicle to assist any politician or diplomat in
this entanglement of agreements, negotiations and discussions, which
are called diplomacy. Protocol and etiquette are the lubricant, which
makes the diplomacy vehicle run smoothly.
19
Chapter 4
PROTOCOL: HISTORICAL BACKGROUND
PROTOCOL AND ETIQUETTE: A SUMMARY
The meaning of "protocol" is "our correct behaviour" - behaviour by a
state/organisation/Department/Local Government.
The meaning of "etiquette" is "my correct behaviour"- behaviour by the
individual.
Diplomacy is the interaction at any level among different sovereign states and
international organisations.
Protocol and etiquette is a vehicle to assist any politician or diplomat in
this entanglement of agreements, negotiations and discussions, which
are called diplomacy.
Protocol and etiquette are the lubricant, which makes the diplomacy
vehicle runs smoothly.
Since there are so many different cultural groups in the world, Protocol varies in
every country. The Protocol practised in South Africa is based upon the western
culture, which emanates from Western Europe. Most, if not all, countries of the
European Union; almost all English speaking and Commonwealth countries; the
USA and the Nordic countries have adopted these sets of Protocol and etiquette
rules. Muslim countries and those from the Far East have different sets of
etiquette and are referred to later in this document.
Origin and purpose
The international code of governmental behaviour is called Protocol.
Protocol is the official form of procedure used in the affairs of State and
diplomatic relations.
Etiquette concerns the rules of polite behaviour between individuals.
It so often happens that people think of "protocol and etiquette " as
something completely strange and difficult and complicated to
20
understand, with iron-fast rules for behaviour.
This misconception makes people act unnaturally in certain situations where it is
unnecessary.
The sincerity of behaviour is much more important than the rules,
which determine behaviour. Natural behaviour is the hallmark of sincerity. It
is therefore safest, in promoting communication, to adapt your behaviour to that
generally accepted in the circles in which you move.
While one remains in the environment to which one is accustomed, such
adaptation is usually not required.
For the politician/diplomat, however, whose movements will in the course of
his/her career take him/her to many widely different groups’ adaptability is a
sine qua non.
He/she must fall as naturally as possible into the behaviour patterns of the
societies in which he/she moves on the international stage or representing
his/her own country.
At the same time, to represent his/her own country, he/she must
maintain the qualities that distinguish his/her own country. This
apparent paradox does not create grave problems, for it is when the
politician/diplomat is entertaining foreigners that his/her own national
characteristics are emphasised. When one is a guest of foreigners,
he/she abides by their – the foreigners’ - rules. At the same time, one
could expect visitors to our country to observe our customs, dress code
and cuisine.
Etiquette in foreign parts is like Protocol and diplomacy itself, merely the
framework within which communication takes place.
This is a short review of the more important aspects of social behaviour by which
a politician/diplomat should and must abide.
Most English speaking countries in Africa in general follow British
customs/manners and this is a short summary of those customs/manners.
INTRODUCTION TO PROTOCOL
Diplomacy is the interaction at any level among different sovereign states and
international organisations.
21
Protocol is a regulating function of diplomacy.
It is difficult to think of Protocol outside the whole field of inter-state relations
and diplomacy.
Diplomacy can be defined as the management of international relations,
through negotiation.
Should something go wrong, or some guidance is needed, there should be some
procedure in place to provide a way forward. This is where Protocol comes to
the fore.
Protocol is the lubricant, which makes the protocol vehicle
move smoothly and is practised daily among States and
international organisations.
A SHORT HISTORICAL BACKGROUND ON PROTOCOL
In the maze of fiefdoms and monarchies in the medieval times, it was always
questioned who was the more important figure in the Old World.
In 1504, Pope Julius II, then perceived as the most important Christian on
earth, was accorded precedence over Christian kings and rulers of the world
during this period.
After this, the establishment of their monarchy determined the precedence
enjoyed by monarchs, for example,
France
Spain
England
Austria
Denmark
Two Sicilies
Sweden
Portugal
Prussia
Italy
AD481
AD718
AD827
AD1000
AD1015
AD1130
AD1132
AD1139
AD1701
AD1721
In 1815 different countries convened in Vienna to discuss diplomatic practice. A
document was drawn up at this convention, which became binding on all
countries that participated in the Vienna proceedings.
22
On 16 April 1961, 137 countries met to revise the 1815 document and to
streamline it with the present-day demands of those countries. This gave rise to
the Vienna Convention on Diplomatic Relations of 1961 and the Vienna
Convention on Consular Relations of 1963.
The Republic of South Africa acceded to the Vienna Conventions and some of the
articles of that Convention are incorporated in the Diplomatic Immunities and
Privileges Act, 2001 (Act No. 37 of 2001) of South Africa, which deals with
diplomatic relations.
DEFINITION OF PROTOCOL
The word Protocol is derived from the Latin world protocollum meaning 'first
glued-in' to the book, originally intended as a register, in which public documents
were bound. Later it came to mean the form used in drawing up such
documents. It also became employed to signify the forms to be observed in the
following:
™ Official correspondence of the Minister of Foreign Affairs
™ Diplomatic documents such as treaties, conventions, declarations, letters of
credence, full powers and other letters addressed by one Head of State to
another.
The word Protocol has also been used to denote the form taken by an
international agreement.
Protocol is commonly used to designate the code of behaviour, as
practised on diplomatic occasions.
Whenever a group of states comes together, they are regulated by
Protocol, which warrants that they conduct their affairs in ways that
conform to what is accepted as good behaviour in such a 'diplomatic
society'.
Protocol is dynamic and flexible, yet sufficiently specific and to the point to be
regarded as a guide at any time as to what is acceptable good conduct. It also
formalises channels of communication and methodologies of doing business
between the different governments (i.e. it harmonises Intergovernmental
conduct).
One might then pose the question: What is Protocol? According to the Concise
Oxford Dictionary, Protocol is defined as 'observance of official formality and
etiquette'.
23
Protocol, then, can be seen as the application of this official formality and
etiquette as practised, for instance, on diplomatic occasions where dignitaries
and very important persons (VIPs) official status, nationally and internationally,
will play a significant role in matters such as seating arrangements where rules
of precedence will be properly observed.
LEVELS OF PROTOCOL
When official Protocol within a government is practised, it is
done on two levels :
‰
STATE LEVEL
This type of Protocol is referred to as State Protocol and pertains largely to, and
is centrally located around the President as Head of State and the Government,
Ministers, Premiers, Speakers, Mayors and state officials, and by and large
relates to the following issues:
™ Visits of foreign Heads of State/Government to the Republic of South Africa.
™ Presidential visits (both in and outside the country).
™ State and official luncheons, dinners and banquets.
™ Official receptions and entertaining at the Presidential Guest House.
™ Reception of official visitors to the President.
™ All functions, be they at the level of State, province, municipal, commercial,
industrial or any other function where the President is present.
™ Swearing-in ceremonies.
™ Opening of Parliament.
™ Presentation of Credentials of foreign Heads of Mission.
™ Commissioning of South African Heads of Mission.
™ State funerals/memorial services of VIP’s & politicians. To be decided by
Government.
24
™ Opening and/or closing of international conferences.
™ Freedom Day celebrations.
™ Liaison with other Ministries, government agencies, Local Governments,
Provincial Governments and private organisations at all official receptions and
conferences involving foreign dignitaries and participants.
™ Liaison with State Security, the South African Police Service (SAPS), and the
South African National Defence Force (SANDF) on Protocol issues and
management of all State Protocol materials, for example flags,
arrival/departure ceremonies, National Orders, etc.
™ Compilation of a state guest list.
™ Matters pertaining to the Council Meetings of Local Governments.
™ Matters pertaining to the Provincial Legislatures
™ Matters pertaining to the NCOP meetings/sessions.
™ Matters pertaining to the meetings/sessions of the National Council of
Traditional Leaders and Provincial Houses of Traditional Leaders.
‰
DIPLOMATIC LEVEL
This type of Protocol pertains largely to the diplomatic and consular corps and is
concerned with diplomatic relations.
No nation lives in isolation. Nations are interdependent and in the twenty first
century the sovereignty and territorial integrity of members of the international
community are nurtured and respected.
This is done through principles of acceptable behaviour - each state is left
to promote and protect its interest, but this should be done with sensitivity
towards and respect for other states.
This is where diplomatic relations begin to emerge, which subsequently lead to
the establishment of diplomatic missions in each other's capital.
Before the 1961 and 1963 Vienna Conventions, mutual relations were normally
entered into through bilateral agreements regarding the treatment of reciprocal
countries' representatives.
25
The Vienna Convention on Diplomatic Relations of 1961 and the Vienna
Convention on Consular Relations of 1961 codified the accepted rules in this
regard.
The Republic of South Africa, as a member of the diplomatic community, has
entered into diplomatic relations with most of the members of the United Nations
(UN). These include Commonwealth countries, the Organisation of African Unity
(OAU), the Southern African Development Community (SADC) and other
regional blocks and nations.
DIPLOMATIC RELATIONS
The most profound manner of expressing a country’s recognition of the
sovereignty of another country, is by having diplomatic (and to a lesser extent
consular relations) with a another country; and to underscore this recognition by
accrediting a representative (Ambassador/High Commissioner) to that country
[or International Organisations.]
More than a hundred states have established diplomatic Missions in South Africa
and are therefore accorded privileges and immunities in accordance with
international law and the South African Diplomatic Immunities and
Privileges Act of 2001.
There are certain diplomatic implications, which need to be mentioned briefly.
The Republic of South Africa is a sovereign state with the President as Head of
State and of the Government and the Commander-in-Chief of the SANDF.
As a member of the Commonwealth, the Constitution of the Republic of South
Africa bears the following implications as far as the appointment of envoys from
South Africa to Commonwealth and non-Commonwealth countries is concerned.
The President of South Africa appoints (and receives) the following classes of
Heads of Mission:
™ Class One
♦
South Africa sends and receives diplomatic representatives to and from
Commonwealth countries as High Commissioners. Commonwealth
diplomatic missions in the Republic of South Africa are known as High
Commissions.
♦
South Africa sends and receives diplomatic representatives to and from
non-Commonwealth countries as Ambassadors. Non-Commonwealth
26
missions are known as embassies.
♦
South Africa also sends Permanent Representatives to and receives
usually the Head of the UNDP from the United Nations as the SecretaryGeneral's representative.
♦
South Africa also sends and receives a Representative to and from the
European Union.
♦
Head of Vatican office – Nuncio / Pro-Nuncio. (Diplomatic representatives
of the Pope).
♦
Letters of Credence of South African Heads of Mission are signed by the
President of the Republic and countersigned by the Minister of Foreign
Affairs.
™ Class Two
♦
Envoy Extraordinary and Minister Plenipotentiary.
♦
Head of a Legation (There are only a few in existence today).
™ Class Three
♦
Charge d’Affaires en titre, or en pied.
Class One and Two Head of Mission present their Credentials to the Head of
State (the President of the Republic of South Africa).
Class Three Heads of Mission present Letters of Introduction to the Minister
of Foreign Affairs.
™ The President personally receives the Letter of Commission and Letters of
Credence from Commonwealth and foreign Heads of Mission accredited to
South Africa at a formal ceremony at the Presidential Guest House (Pretoria)
or Office of the President (Cape Town).
™ Before the appointment of Ambassadors, Chargé d’Affaires ad interim are
appointed by the governments. They represent Letters of Introduction to the
Minister of Foreign Affairs.
™ Similarly, acting High Commissioners present Letters of Introduction to the
27
Minister of Foreign Affairs.
™ In the absence of Ambassadors or High Commissioners, a formal letter is sent
to the Minister of Foreign Affairs after the commissions of the countries
concerned have been accepted.
™ The President and Minister of Foreign Affairs should sign Credentials for
South African delegations to international conferences.
™ The diplomatic levels and scene concerns the following specific issues:
♦
The accreditation, presentation and departure of the diplomatic corps,
staff of international organisations and the consular corps.
♦
The administration of the Diplomatic Immunities and Privileges Act, 2001.
♦
Relations between the diplomatic corps and South African dignitaries (e.g.
President, Speaker of Parliament, Chief Justice, Chairperson of the NCOP,
government Ministers and South African citizens.
♦
Ceremonies involving diplomats.
28
Chapter 5
SYNOPSIS OF INTERNATIONAL PROTOCOL
The Vienna Convention on Diplomatic Relations of 1961 and the Vienna
Convention on Consular Relations of 1963 were formulated to reach agreement
on rules of conduct relating to diplomacy and to reduce conflict.
It is an observable fact that acceptable behaviour in one state might be
unacceptable in another. It would be unthinkable for two teams to enter into a
game of soccer if the rules were to be made up and changed following the start
of the game. Just so with diplomacy. Protocol is not a special attribute of
diplomacy alone.
Rules for proper international procedure and order are adopted as a matter of
course in all professions and organisations, where the absence of them would
lead to misunderstanding and disagreement that might eventually prevent any
effective work being done.
Thus the Protocol unit of the Department of Foreign Affairs of any country is a
very necessary link between the state and the diplomatic corps.
Practice with respect to the position of diplomats in most countries is
ordered by customary rules which are to a very large measure
embodied in the Vienna Convention on Diplomatic Relations of 1961.
The Convention deals, inter alia, with the following matters:
™ The establishment of diplomatic relations.
™ The functioning of diplomatic Missions.
™ The staffing of diplomatic Missions.
™ The size of a Mission.
™ Classes of diplomatic agents.
The role of the President is pivotal in most ceremonial affairs, hence the close
collaborative and consultative processes between the Presidency and the Ministry
of Foreign Affairs.
29
Chapter 6
THE AMBASSADOR/HIGH COMMISSIONER AS HEAD OF
MISSION
The Ambassador/High Commissioner is the representative of the Head of State
of his/her country and should be treated as such.
When the Ambassador/High Commissioner leaves the country a "Charge
d’Affaires ad interim" is appointed to take over his/her tasks.
The Consul-General or Consul is the representative of the Minister of Foreign
Affairs of his/her country.
All the above officials should be treated with the respect accorded to
them because of the position they hold.
Even if you know them personally, you should address them as Ambassador and
the spouse as Mr/Mrs [Surname] when other people are present.
HEAD OF MISSION
The Head of Mission is responsible for all matters connected with his/her Mission.
He/she may, and does, delegate various functions to his/her staff, but he/she
alone is responsible both to her/his own government and to the government to
which he/she is accredited for the conduct of the mission.
Irrespective of the size of his/her staff there is certain basic priorities to which a
Head of Mission normally devotes his/her personal attention:
™ The formulation of diplomatic policy;
™ Transmitting to the host government the views of his/her own government on
important matters of common interest and common policy, and acting as the
channel of communication between the two in such matters;
™ Reporting to his/her Ministry on events of political and economic significance,
whether they are of direct significance (e.g. the national budget or ministerial
changes) or of indirect significance (e.g. changes and trends in social or
economic conditions), and commenting on the views of third parties in the
country (e.g. articles from the local press, opinions of other diplomats);
30
™ Being aware of the people of influence and the sources of national power in
the state in which he/she is serving;
™ Conducting him/herself in his/her official and personal behaviour in such a
way as to bring credit to his/her country;
™ Cultivating as wide and as varied a circle of contact persons as possible.
THE MISSION
A diplomatic mission consists of a diplomatic representative, nominated by one
state (the sending state) and accepted by the other (the receiving state),
together with his/her staff and is established in the diplomatic capital of the
state.
As far as the receiving state is concerned, only one person represents
another state and he/she is head (or acting head) of that mission;
his/her staff, strictly speaking, has no direct representative function
and merely assist their head.
The staff of the diplomatic mission consists of the following:
™ The head of the mission (e.g. Ambassador/High Commissioner/Permanent
Representative) who is the person charged by the sending state with the duty
of acting in that capacity (Ambassador/High Commissioner/Permanent
Representative)
™ Persons with diplomatic rank from the Department of Foreign Affairs;
™ Persons from other departments such as Trade and Industry, Agriculture,
SASS and SANDF who are given diplomatic rank;
™ Transferred administrative and technical staff;
™ Members of the service staff of the mission (locally recruited personnel);
™ "Domestic employees" who are in the domestic service of the Head of Mission
and who are not employees of the sending state;
The term "diplomat" as used here describes a person in a diplomatic
mission who is entitled to full diplomatic privileges and immunities.
The functions of a mission are reflected in its structure and the following pattern
31
remains valid even if, as may happen in some instances, they are all performed
by a single person:
Sections and positions in an Embassy
The Head of Mission
Ambassador or High Commissioner or Permanent Representative
Chancery: Political section
™
™
™
™
™
Minister;
Counsellor;
1st Secretary;
2nd Secretary; and
3rd Secretary
Attached departments
™
™
™
™
™
™
Defence/military/naval/army etc attaches
Trade and Industry
Home Affairs
Labour
Communications
Health
Administration and coordination
™
™
™
™
Administrative Attaché
Foreign Assistant
Communications and other technical services
Local staff
The sections and positions in a Consulate General or Consulate are as
follows:
CONSULATE GENERAL AND A CONSUL GENERAL
(A Consulate General can be described as a Branch Office of the
Embassy/High Commission).
A Consul General is responsible to his/her Ambassador/High
Commissioner and is called Mr./Madame Consul General. Consulate
Generals are normally in the other larger cities in a country and not in
32
the capital of a country.
Head of Mission
™ Consul General;
™ Consul; or
™ Vice-consul
Political section
™ Consul;
™ Vice-consul;
™ Foreign Assistant
There are also Officials (Attaché’s) from other Departments who fall
under the rules of the Mission:
E.g.
Commercial section
Consular section
Press and information section
Military, Naval, Air and other specialist services.
33
Chapter 7
NATIONAL DAYS OF THE DIPLOMATIC CORPS
It is customary for diplomatic missions in South Africa (and South African
Missions abroad) to hold receptions to mark their National Day. These receptions
may be held:
™ in the morning from around 12.00 to 14.00 or
™ In the evening around 18.00 to 20.00.
Invitation
™ The diplomatic missions have a choice of whom to invite, and this choice is
theirs alone.
™ There are no rules governing the acceptance of dealing of an invitation to
attend such a reception by members of the SA Government or administration,
but normally the Chief of Protocol or his representative will attend a National
Day celebration.
™ In some countries though, there are set rules about who accepts and who
declines. This should always be verified and not assumed. In the Republic of
South Africa, accepting or declining is the prerogative of the guest.
Note: Often members of the diplomatic corps feel offended when local
dignitaries do not attend their receptions. If a problem does exist, it usually
means that their reception may be clashing with major national events in the
country affected.
It is however, deemed the responsibility of the diplomats themselves to take
appropriate action to ensure that their functions are well attended.
Protocol checklist
In the event where toasts are proposed, the Minister of Foreign Affairs (or
his/her representative) or the Chief of Protocol propose a toast to the Head of
State of the diplomatic mission an hour after the beginning of the reception, for
instance, if it is the National Day of Country A, an officer of the High Commission
shall call the gathering to order:
"Excellencies, ladies and gentleman, may I please have your attention:
the Minister of Foreign Affairs (or representative, or Chief of Protocol)
34
will propose a toast."
The Minister of Foreign Affairs (or his/her representative or Chief of Protocol):
"Your Excellencies , ladies and gentleman, may I ask you to join
me in a toast to the President of the Republic of (name of
country): The President."
The gathering responds:
"The President."
The High Commissioner/Ambassador replies:
“Minister, Excellencies, ladies and gentleman, may I ask you to
join me in a toast to the President of the Republic of South
Africa: The President."
The gathering responds:
"The President."
™ The National Day messages will be sent in the name of the President
and addressed to a Head of State of another country.
™ It should be noted whether a particular date is the National Day and/or
Day of Independence (or has another name) as some countries prefer
reference to either the one or the other.
35
Chapter 8
OFFICIAL ORDER OF PRECEDENCE IN SOUTH AFRICA
Rules to be observed:
(1)
The order of precedence laid down in the Table of Precedence shall be
observed on all official occasions and the host may deviate from it only
with the approval of the President of the Republic of South Africa.
(2)
When foreign relations or interests are the main focus of an official
function, or when precedence above office-bearers in Rubric 5 is given to
the Doyen of the Diplomatic Corps in terms of international protocol, the
Minister of Foreign Affairs shall be given precedence above the Doyen and
the office-bearers in Rubric 5.
(3)
When foreign relations or interests are the main focus of an official
function, the Director General of the relevant department hosting the
function, shall enjoy precedence after the Secretary of the Cabinet, the
Chief of the South African National Defence Force, and the Director
General of Foreign Affairs.
(4)
Rubric 15(a): Should the Public Protector already hold a higher position on
the Official Table of Precedence, he/she shall retain his/her personal
higher precedence for all official functions.
(5)
Rubric 15(e) is included, provided that Chairpersons of State Corporations
are invited, when the particular function relates to their specific fields or
according to the choice of the host, should he or she wish to invite all or
any of the Chairpersons.
(6)
Persons not appearing in the Table shall not be placed above persons
appearing in it unless they either have been accorded ad hoc precedence
in terms of Rubric 19 of the Table or are invited as guests of honour.
(7)
Courtesy precedence is restricted to persons who are not
normally resident in the Republic of South Africa, but includes
church dignitaries within the Republic, as well as other dignitaries, office
bearers and functionaries for whom separate provision has not been made
in the Table.
(8)
Amendments to the Table shall be effected only by the President of the
Republic of South Africa and shall be published in the Government
36
Gazette.
(9)
Visiting dignitaries of other countries holding the same rank will take
precedence over South Africans holding that rank.
(Please note that this Order of Precedence gives special recognition to
senior politicians and other political office bearers and members of the
judiciary. Public officials should never aspire or expect to be elevated
to the level/rubrics of democratically elected politicians)
Official Table of Precedence as amended 1 January 1996
Compiled by the Presidency.
Rubric 1
The President of the Republic of South Africa or the Acting President.
Rubric 2
Deputy President and the President-elect (for the period between his or her
election and assumption of office).
Rubric 3
(a)
The Chief Justice or the Acting Chief Justice.
(b)
President of the Constitutional Court or the Acting President of the
Constitutional Court.
Rubric 4
(a)
Former Presidents of the Republic of South Africa, in order of seniority.
(b)
Former Deputy Presidents, in order of seniority.
Rubric 5
Cabinet Ministers, the Speaker of the National Assembly, the Chairperson of the
National Council of Provinces and Premiers of the respective Provinces, in order
of seniority.
37
Rubric 6
(a)
Ambassadors, in order of seniority.
(b)
Envoys, Extraordinary and Ministers Plenipotentiary, in order of seniority.
(c)
Chargé d'Affaires en titre, in order of seniority.
(d)
Heads of other permanent Diplomatic Missions, in order of seniority.
Rubric 7
(a)
Deputy Ministers, Members of the Executive Councils and Speakers of
Provincial Legislatures, in order of seniority.
(b)
Deputy Speaker of the National Assembly, Deputy Chairperson of the
National Council of Provinces in order of seniority.
(c)
The Chief Whip of the majority party in the National Assembly and NCOP
and Deputy Speakers of Provincial Legislators, the Chairperson of the
Standing Committee on Public Accounts in the National Assembly and the
Parliamentary Councillor of the President, in order of seniority.
Rubric 8
The Secretary of the Cabinet and the Chief of the National Defence Force.
Rubric 9
(a)
Chargé d'Affaires ad interim of Embassies, in order of seniority.
(b)
Charges d'Affaires ad interim of Legations, in order of seniority.
(c)
Chargé d'Affaires ad interim of other permanent Diplomatic Missions, in
order of seniority.
Rubric 10
Leaders of the different Political Parties in the National Assembly and the NCOP,
in order of seniority.
38
Rubric 11
(a)
Deputy President of the Constitutional Court.
(b)
Judges of Appeal, in order of seniority.
(c)
Judges of the Constitutional Court, in order of seniority.
(d)
Judges President, in order of seniority.
(e)
Deputy Judges President, in order of seniority.
(f)
Judges of the Supreme Court, in order of seniority.
Rubric 12
Former Chief Justices, in order of seniority.
Rubric 13
Chairperson of the Commissions established under the Constitution (No 200 of
1993), in order of seniority.
Examples of these Commissions are:
™
™
™
™
™
™
Truth and Reconciliation Commission
Human Rights Commission
Youth Commission
Gender Commission
Independent Broadcasting Authority
Independent Electoral Commission
Rubric 14
(a)
Members of the National Assembly and of the National Council of
Provinces, in order of seniority.
(b)
Members of the Provincial Legislative Authorities, in order of seniority.
(c)
Local Royalties, in order of seniority.
39
(d)
Chairperson of the Council for Traditional Leaders.
(e)
Chairpersons of the Provincial Houses of Traditional Leaders, in order of
seniority.
Rubric 15
(a)
The Auditor-General, Governor of the SA Reserve Bank, Chairperson of
the Public Service Commission, and the Public Protector, in order of
seniority.
(b)
Members of the Public Service Commission, in order of seniority.
(c)
Directors-General and their equivalents of Government Departments,
including the Secretary to the National Assembly and the Secretary to the
NCOP, Secretary for Safety and Security, the Defence Secretary and
Directors-General of the respective Provinces, in order of seniority.
(d)
Attorneys-General, in order of seniority.
(e)
Chairpersons of State Corporations, in order of seniority.
Rubric 16
(a)
The Mayor of the capital of the Province in which the function is held.
(b)
Chairpersons of the Metropolitan Councils of the region in which the
function is held.
Rubric 17
Mayors of Provincial capitals, with seniority according to the grade in which the
Local Authority was categorised.
Rubric 18
The spouses of the foregoing persons (or in the case of single or divorced
persons or widowers/widows, the ladies/men officially recognised by the
Government as their hostesses) enjoy the precedence of their spouses (or the
persons for whom they act as host/hostesses) and vice versa.
Rubric 19
The President of the Republic of South Africa may on special occasions, accord
40
persons who do not appear in this Table courtesy precedence.
41
Chapter 9
INVITATIONS TO DINNERS/LUNCHES AND F UNCTIONS
Seating arrangements:
Seating arrangements are very important, since there are dynamics involved the
most important being the order of precedence. Failure to observe the order of
precedence can create diplomatic or interdepartmental rows or embarrassment.
Ideally, when a Guest of Honour is invited, no guest who ranks above
the Guest of Honour should be invited. However, circumstances permitting,
seating arrangements can be adapted to suit the situation.
When seating arrangements are considered, the guest list should be prepared
strictly according to the official Table of Precedence of the country. This is
especially relevant when seating the main table, as this would determine who is
seated on the right-hand side of the host. The following should be noted:
The Guest of Honour and his/her companion should be placed to the
right-hand side of the host. If the President has a companion, the
woman Guest of Honour will be placed on the President's right hand
and the man on his/her companion's right-hand side.
The most senior person/couple should be seated to the left of the host's
companion.
If there is an unaccompanied male guest, the precedence, which would have
been accorded to a spouse, is accorded the next woman in the order of
precedence.
Should the sum total of guests to be seated at a table be divisible by four:
™ men and women cannot be alternated in the normal manner, and
™ two men and two women will have to be placed together or the host and
hostess will be placed off-centre.
Depending on the nature of the location and the design of tables to be used, for
instance, round, rectangular, elongated, or a combination of both round tables
and an elongated table constituting the main table, seating both the host and
companion can be done in the following manner:
42
™ In the middle of the table facing each other with the host.
™ Where the table is rectangular, at opposite ends of the table.
™ Alongside each other. This is mostly suitable for a table regarded as the
main table, which is normally longer than the ordinary tables.
As stated the Table of Precedence should be obeyed with great care. The
companion shall be accorded the precedence of the office-bearer; for instance, a
husband shall be accorded the precedence of his wife if she has a higher
precedence and vice versa.
Individuals who may not ordinarily enjoy the same precedence may be seated
together. Courtesy precedence to persons not included in the Official Table of
Precedence (see Rubric 19) may be accorded to such persons. However, the
person enjoying precedence would be made aware of the deviance
from Protocol. It is recommended that seating be in accordance with the
Table of Precedence.
Invitation cards
Which information should appear on an invitation card ?
™
™
™
™
™
™
™
™
™
™
Venue
Date and day
Dress Code (traditional/uniform/day suit/dark suit/lounge suit. etc)
RSVP (or Regrets Only – but use is not recommend)
Reason for the occasion
Telephone number
Address
Directions (map attached where applicable)
Who is invited (alone or with partner)
Time (18:00 – 20:00 or 19:00 for 19:30)
Formal dinners and luncheons
a.
Table Plans
At formal dinners (and luncheons) it is desirable that there should be a
chart or table plan on display indicating clearly where each guest sits
at the table in relation to the dining room entrance.
This gives the guests, not only an indication of where they will be seated
43
at the table, but also who the other guests will be, who will be their
neighbours at table, and who are the guests of honour.
It is convenient to have the table plan in the entrance hall so that the
butler may invite the attention of guests thereto on their arrival, before
they advance into the sitting room to greet their hosts.
Alternatively the table plan may be placed at a convenient place near the
exit from the sitting room to the dining room.
b.
Place Cards
At any dinner of more than 6 to 8 persons it is desirable that there be
place cards at the individual table settings on the dining room table.
These assist the guests in finding their seats and help them to identify
their neighbours at the table. Put the name of the person on both sides
of the card so that persons sitting on the other side of the table also know
who they are talking to.
Seating and table precedence
a.
Precedence
At official and diplomatic functions the order of precedence at the table is
most important. However, as informal and easygoing a Cabinet Minister,
Ambassador or other diplomat, administrator, Mayor etc., may be in
ordinary life, it must be remembered that when attending a formal dinner
he/she is representing his/her Head of State, Government,
Country, Province, Municipality, etc. in some degree or other, and
care should be taken to see that he/she (and also his/her
spouse) is given the precedence to which he/she is entitled.
In spite of the existence of an official Table of Precedence, it is a fact that
at international gatherings many problems of seating arise. If the host is
in any doubt at all, he/she should consult the Protocol Division of the
Ministry of Foreign Affairs.
If problems are expected, it is advisable to do this before invitations have
been issued and accepted; or at least before invitations other than those
to the guest(s) of honour have been issued; otherwise situations can arise
which even a Chief of Protocol with the wisdom of Solomon could not
resolve to the satisfaction of all.
It is necessary then that the hosts give careful attention to the planning of
44
their guest list. Some points, which may usefully be borne in mind, are:
i.
A guest of honour may not normally be awarded the place of
honour if there are higher-ranking guests present. If it were
desired that a guest of honour be given the place of honour, one
would not invite higher-ranking guests.
ii.
If the guest list is packed with high-ranking guests, this could cause
some embarrassment to important guests having to sit near the
end of the table.
iii.
Foreigners are normally given precedence over nationals of equal
rank.
iv.
Language problems between guests may make desirable some
slight diversion from the strict rules of precedence. In such a case
the host may informally explain the position to the guests
concerned in advance.
v.
Guests who do not appear on the official Table of Precedence may
be seated according to the precedence which the host decides to
accord them. (After those appearing on the table of precedence).
Factors to be taken into account are age, prominence in the
community, etc.
45
Chapter 10
DRESS
What an individual wears is largely determined by that person's style. For state
and presidential entertainment, guests are bound to dress according to the
indications on the invitation card. It should, however, be noted that each
country has its own definition of some of the types of dress discussed below, and
that forms of dress and how they are defined, should not be assumed but
clarification should be sought.
Types of dress:
Dress is normally grouped into the following categories:
Morning dress (seldom used in South Africa)
Traditionally worn at royal garden parties, the races and weddings. In the
Republic of South Africa morning dress for state and presidential occasions is
virtually nonexistent.
Evening dress (seldom used in South Africa)
(a)
White Tie: Commonly called tails, worn with white tie and white waistcoat
on very formal occasions such as a State Ball. White Tie is seldom used in
South Africa.
Ladies wear long dresses.
(b)
Black Tie: It consists of a black jacket with silk lapels and matching
trousers, which have braid, down the outside leg. The shirt should be
white, worn with a black bow tie. Some people also wear a waistcoat or
alternatively a cummerbund. It should, however, be noted that a
waistcoat and a cummerbund are never worn together. Should a
double-breasted jacket be worn, neither the cummerbund nor the
waistcoat should be worn. Black shoes and black socks are worn with this
type of dress. During hot weather a white dinner jacket can be worn with
black trousers and cummerbund.
Ladies would normally wear short dresses. However, long dresses are
also acceptable (very much dependent on the fashion in the receiving
country)
46
(c)
Short black jacket with striped Grey trousers as occasionally worn on
formal parliamentary and state occasions during the day. Short black
jacket is worn with a white shirt, grey tie, black shoes and socks.
(d)
Traditional dress
Formal traditional dress is also acceptable at most if not all state
occasions in South Africa.
(e)
Uniform
Formal as prescribed by military regulations.
(f)
Dark suit
It has become accepted in South Africa that a dark suit for men is also
considered appropriate.
(g)
Informal dress
The word informal is sometimes misleading. In Europe, for
instance, this type of dress refers to a lounge suit. In some countries,
including the Republic of South Africa, a lounge suit (business suit) is
regarded as formal. Informal may also refer to casual dress. However,
casual dress normally refers to clothes worn to outdoor functions such as
barbecues and sporting events. To overcome confusion and avoid
doubts, individuals may consult the Chief of Protocol (or the
hostess/host) in this regard.
Women and dress
Women are normally afforded the opportunity of choosing dresses that suit then.
Some prefer to wear national dress if one does exist. The following are
important considerations:
™ As mentioned above, if black tie is stipulated for men, their companions have
a choice of long or short dresses or even decorative evening trousers.
However, long dresses are also acceptable (very much dependent on the
fashion in the receiving country).
™ The design should at all times be sensitive to the occasion. The specialness
of the occasion should be acknowledged, thus if the Guest of Honour is from
a Middle Eastern or Eastern country, for example, one should be sensitive
towards their culture, dress code, etc.
47
™ If gloves are worn (in the Republic of South Africa they are seldom
worn) it is expected that they be left on, for instance, in a receiving line, but
should be removed when eating.
™ In the Republic of South Africa hats are no longer commonly worn.
However, should they be worn, consideration should be taken of those seated
behind your. Size is thus important. Unlike men, women may wear hats
indoors.
™ Traditional dress is being acceptable to almost all ceremonies or
events.
48
Chapter 11
GUEST STATUS AND STATE GIFTS
Visits abroad or visitors to South Africa
Introduction
This part will attempt to facilitate the process of a South African Head of State,
government dignitary or VIP visiting a foreign country; visitors coming to South
Africa. There are different types of visits, for example, state, official,
working, and private that are undertaken by different dignitaries. Being a
host country and being a visiting country have more similarities than differences.
Always make sure of the object/purpose of the visit.
The following should be taken into account:
a.
The purpose and objective of the visit
In the event of a visit to a foreign country the Presidency (or Ministry
concerned) (in case of the President/Deputy President) together with the
Ministry of Foreign Affairs, will both give a clear indication of the visit.
There are processes for the outgoing/incoming visits for the
Premiers/Speakers/Chairperson of the NCOP/Traditional
Leaders.
The Department of Foreign Affairs will be of assistance in this regard.
Some indication should also be given of the intended benefit accruing
from the visit. If this is clearly defined the visit can, in due course, be
evaluated as being a success or failure.
b.
Purpose of the visit
♦
The visit might be undertaken in order to sign an agreement between
the two participating countries.
♦
A visit may be purely intended to strengthen close relations.
♦
The visit might be intended to establish new relationships.
49
c.
♦
An important consideration might be the need to engage in discussions
regarding bilateral issues of interest, for example, trade, cultural
issues, aid or exchange of ideas on regional issues.
♦
To share knowledge on technology, agriculture, industry or whatever is
of significance to the two countries.
Preparation for the visit
Depending on the nature, objectives and purpose of the visit, a committee
will be established to prepare for the visit. An advance team, which might
consist of members of the committee, is sent to the host country to
discuss the programme.
It is important to take into account that when a visit of this
nature is prepared, the preparations are approached both from
an official and from personal perspective.
State gifts
The current system regarding state gifts has been developed to facilitate the
administration on the purchasing, storage, presentation and record keeping of
state gifts. Currently state gifts are administered as follows:
a.
Purchasing of state gifts
State gifts are purchased from different suppliers. In the Department of
Foreign Affairs an order form is completed by the Directorate: State Visits
for new gifts that are to be purchased, and is sent to Provisioning
Administration at the Ministry of Foreign Affairs. The suppliers will deliver
the ordered gifts together with an invoice.
A payment advice is then completed by the Directorate: State Visits and
submitted to the Finance component of the Ministry of Foreign Affairs for
settlement.
A number is allocated to each gift, which is then recorded in an inventory
book.
Provinces/Local Governments etc might have their own
processes of purchasing gifts and budgetary provision should be
made for gifts.
50
b.
Presenting of state gifts
State gifts are presented to foreign citizens, usually Heads of State and/or
senior members of government, during state or official visits abroad, or to
South Africa.
If a state or official visit is to be undertaken, the Directorate: State Visits
will determine the gifts that will be presented and who the recipients will
be. The selected gifts are wrapped in the vault and the number of each
gift, as well as the name of its proposed presenter and recipient is noted.
The completed form must be submitted to the Directorate: State Visits
immediately on the party's return, along with any returned gifts. Prices of
the presented gifts are written on the form and the protocol officer
concerned will update the stock-book and send a copy to Finance for its
reference.
The Directorate: State Visits also keeps a record of the gifts given and
gifts presented to individuals in order to obviate presentation of the same
gifts on different occasions.
c.
Guidelines: Giving and receiving gifts
The following are basic guidelines for giving state gifts (as it stands
now):
d.
Presenting gifts
(not exact figures)
♦
Head of State
R2 000 - R5 000, if
authorised
♦
Deputy Head of State
R1 500 - R2 000
♦
Cabinet Ministers
R1 000 - R1 500
♦
Deputy Ministers and Premiers
R 800 - R1 000
♦
Directors-General
R 600 - R 800
♦
Deputy Directors-General
R 300 - R 500
51
e.
Receiving gifts
There are no regulations as to the receiving of gifts in the Republic of
South Africa. Officials are allowed to keep the gifts as long as they are not
regarded as bribes.
If the value is estimated at more than R150 (excluding meals) a
written submission, stipulating name of official, name of
benefactor, nature of gift, value, date, etc. should be presented
to Office of the relevant Deputy Director-General.
52
Chapter 12
PROTOCOL WHEN INVITED BY A HEAD OF STATE
(This information could also be used for functions hosted by
Premiers/Executive Mayors/MEC’s/Chairperson of the NCOP etc)
Introduction
Heads of State differ. Some are more formal than others are. People invited to
the Presidential Guest House or official residences are expected to be at ease
and look forward to the visit. Whatever the official function, there are
international guidelines laying down Protocol. These guidelines facilitate treating
the President with respect and amount to basic rules of common sense. In
most instances the information provided on the invitation card
complies with Protocol requirements. In addition to the invitation, the
Protocol components of the Ministry of Foreign Affairs and the Presidency will
provide further information and guidance.
Meeting the President and First Lady (or companion/spouse)
As stated above, there are no fixed rules about the approach of
presidents, some are more formal than others are. However, most cues
will be picked up from the President him/herself.
Please Note:
™ Men may bow and women may curtsey or nod on being introduced to
the President and the First Lady (or companion/spouse).
™ The same procedure may be observed when persons take leave of the
President and/or his/her companion/spouse.
™ Should the President extend his/her hand, persons are expected to
accept. (The choice to simultaneously bow or curtsey, with regard to
women, is left to the choice of the individual.)
Invitations to the Presidential Guest House and Official
Residences:
(This information could also be used for functions hosted by
Premiers/Executive Mayors/MEC’s/Chairperson of the NCOP etc)
53
Whether the President chooses to act formally or informally, invitations to
the Presidential Guest House and the Official Residences should be
handled in a formal manner and in consultation with the Protocol
components of the Presidency and the Ministry of Foreign Affairs. The
following should be observed:
™ Sufficient information is provided on the official invitation card as to
the purpose of the invitation, for example, banquet, luncheon, dinner
™ The date, time, venue and dress.
™ Invited guests should reply to the Protocol section as soon as possible,
well in advance of the RSVP date.
™ Invited guests should arrive at the time indicated on the invitation
card. Arriving 15 minutes before the indicated time is often
acceptable. If the time reads 18:30 for 19:00, guests should not arrive
later than 18:30.
™ Invited guests should not bring friends and/or relatives, who are not
officially invited. Uninvited guests at presidential functions cause
embarrassment to the President as host and to the uninvited guests
themselves.
™ Guests should comply with the dress code as indicated on the
invitation card.
™ On arrival guests are expected to produce their invitations for security
reasons.
™ Depending on the nature of the occasion, provide the Master of
Ceremony or protocol officer with your name, who will then present
the guest(s) to the President and the First Lady (or
companion/spouse).
™ When introduced to the President and First Lady (or
companion/spouse) the male guest precedes his/her
companion/spouse. As stated earlier, a person can simultaneously
bow or curtsey when shaking hands.
™ If the occasion is a banquet or dinner, guests are normally shown to
their seats. Before the entrance of the President, all remain standing.
When the President and First Lady (or companion/spouse) and their
54
guests of honour who enter last, reach their chairs, the National
Anthem in the case of a State Banquet is played, obeyed by a word of
welcome and grace or silent meditation.
™ In the event where the anthem is not played, grace will be said and
guests will be seated.
™ Etiquette will be observed during the function.
™ When a toast is proposed all guests stand up when so requested.
™ When the President and his/her entourage leave, guests are expected
to stand up. (Anthems may be played.) The presidential retinue
leaves first and guests are expected to remain at their seats.
Receiving guests:
There are a number of ways of receiving guests. The following method,
or a variation is acceptable.
Variation
™ Guests arrive in the reception area for pre-dinner drinks.
™ Guests are requested to move into the dining area to await the
President and First Lady (or companion/spouse) and their entourage.
™ The President's arrival is announced.
™ The President and First Lady (or companion/spouse) and Guest(s) of
Honour enter the dining area. Guests stand when the President enters
the dining area.
™ The National Anthem is played.
™ The guests are welcomed and grace is said/silent meditation is
allowed.
™ At a convenient time the President and main table guests depart.
™ Other guests leave the function immediately after the presidential
party according to the dictates of their protocol.
55
Chapter 13
INTRODUCING PEOPLE TO EACH OTHER
Introducing people to each other is one of the areas where we almost all fail.
The whole purpose underlying an introduction is to allow one person to get to
know another. In introducing one person to another, it is good to give some
background on the person involved. For example:
Rev Stofile, may I introduce James Peel, my colleague from the
commercial section? Rev Stofile is the Premier of the Eastern
Cape Province in South Africa.
From an introduction like this, a conversation will flow quite naturally.
The name of the most important person is mentioned first, followed by
the words "may I present" or "may I introduce" and then the name of the lesserranking person, adding where appropriate some words to give an indication of
the background of the person being introduced.
For example
"Mr Ambassador, may I present Mr Peter Mahlungu, who is the Chief
Director in the Department of Trade and Industry in the Eastern Cape
Province ".
"Mr Prime Minister, may I present Mrs Susan Green, who is the wife of the
American Consul-General, Mr. Butch Green, in Cape Town".
“Mr President, may I introduce the new Spanish Ambassador, H E
Ambassador Isabel Garcia to you? “
The person to whom the other are introduced (i.e. The
President) will then extend her/his hand and say: “ It is a
pleasure to meet you “ or “ How do you do “
It is unfair to introduce someone to a large group of people, as it is virtually
impossible to remember all the names.
Memory is an important element in introductions and you should train yourself to
concentrate and repeat the name so that both oral and aural faculties absorb the
necessary impressions. However, if you are introduced to another person and
you did not get his name; ask him/her to spell his/her name or exchange
56
business cards and then try and memorize the name.
The following rules are important when people are introduced to each
other:
a.
A male is always introduced to a female regardless of marital status
(except where the male is a senior person e.g. President, Minister, Bishop,
Director-General, etc.).
b.
A man/woman in a junior post is introduced to an important man/woman
like a minister.
c.
Young persons are introduced to older people.
d.
A lady could extend her hand first to shake hands and should have a firm
grip.
(It is very important to familiarize yourself with the customs of
the countries you visit or your visitors, for example in Muslim
countries and India only persons of the same gender shake
hands. This is also applicable amongst members of the ultraorthodox Jewish faith).
e.
Normally a woman may remain seated when introduced to a man, unless
he is very important.
f.
A man should normally rise when he greets a woman or when introduced.
g.
Young people should normally rise when introduced to older people.
h.
Normally a man should rise when a senior woman/man leaves or enters
the room.
57
Chapter 14
CARDINAL PROTOCOL RULES REGARDING MOVEMENT OF
VIP’s
1.
The most important visitor (leader of delegation, Head of State etc)
descends first from an aircraft and boards it last on departure (except for
a protocol officer).
2.
The most important person (leader of delegation, Head of State etc)
alights first from a motor vehicle/train and boards it last (except for a
protocol officer).
3.
The hostess/hosts always walks on the left-hand side of an
important visitor. That means that if a Minister/Premier/Mayor meets a
Head of State at an aircraft, s/he will accompany him/her to his/her
vehicle etc i.e. – s/he will always walk on the left of the visitor. (The
visitor will always stay on her/his right – even when inspecting the
military guard – if the Minister/Premier/Mayor partakes in the ceremony).
4.
In South Africa the left-hand rear seat in a motor vehicle is the
seat of honour and the foreign dignitary will be seated there –
even if the Minister is also in the vehicle. S/he will then sit behind
the driver on the right-hand rear seat. In countries where they drive on
the right-hand side of the road, this rule is reversed.
5.
At an official dinner/luncheon, the seat of honour for the top
visiting dignitary is on the right of the host/hostess.
6.
If introduced to a Head of State/Government one rises and normally
shakes hands. In some Muslim countries, men will not normally shake
hands with ladies (they will not normally extend their hands).
7.
A reception line at an aircraft; motorcade; function etc should be arranged
according to the Table of Precedence and should never result in a free for
all.
8.
In the office during a meeting with a foreign dignitary, the seat of honour
is the one on the right-hand side of the hostess or the minister.
9.
A guest of honour always leaves a dinner/luncheon table first (with the
host/hostess) – before any other guest departs.
58
Chapter 15
FORMS OF ADDRESS
NOTE: WHEN IN DOUBT PLEASE USE:
SIR OR MADAME
There are many variations in the forms of address in most foreign countries, but
generally the following forms of address are used for foreigners in South Africa
or abroad:
1.
Foreign President / Head of State
:
Your Excellency
2.
King or a Queen ( former of reigning)
:
Your Majesty
3.
Deputy President
:
Your Excellency
4.
Prime Minister
:
Your Excellency:
Mr Prime Minister;
Minister
5.
Foreign Minister
:
Your Excellency; Mr
Foreign Minister
6.
The Pope
:
Your Holiness
7.
An Archbishop
:
8.
Your Grace
A Cardinal
:
Your
Eminence
9.
Prince/Princess
:
Your Royal
Highness
59
10.
Chief Justice
Lordship
11.
:
Your
Ambassador/High
Commissioner
:
Your
Excellency
12.
Papal Nuncio/Nuncio ( the Pope’s representative):
Your Excellency
13.
Consul General
:
Consul-General
14.
President of the Senate
:
Your Excellency
15.
Duke/Duchess
:
Your Royal
Highness
16.
Princes/Princesses (Arab Kingdoms)
:
17.
Your Highness
Chairperson of the NCOP
:
Chair
18.
Mr/Madame
Premiers
:
Premier
and then
Mr/Madame Sideko
19.
20.
Mayors
:
Your Worship
Alderman
:
21.
Mr Alderman
Councillor
:
Councillor
60
22.
Town Clerk
:
Mr/Madame
Thabalala
23.
MEC
:
M E C, Councillor or
Mr/Madame/Ms
Radebe
(not Minister)
24.
Speaker
:
Madame/Mr
Speaker
25.
Director-General
:
Director-General or
or Mr/Madame/Mrs
Dlamini
NOTE: Many countries grant the title of Your Excellency permanently to
those who held it during their official duties – in most countries former
Ambassadors/High Commissioners remain with the title and are always
addressed as Your Excellency. The same applies to former Heads of State,
Prime Ministers and Ministers. When in doubt rather use a higher title than
affronting a person by addressing him/her incorrectly.
NOTE: Also ascertain that military personnel are addressed by their correct
ranks .
NOTE: Bear in mind that only the office bearer in the diplomatic sphere is
entitled to the title of Your Excellency. The spouse remains Ms Kakonge or Mr
Jones.
NOTE: Some countries have different titles, and the usage differs from country
to country. Before departing for a specific country ascertain from the relevant
political desk at Foreign Affairs or at the Protocol Directorate regarding the
correct forms of address.
NOTE: When in doubt use the forms of address: Madam or Sir. They are the
safest without offending anyone.
NOTE: Also address people with academic titles such as Professor, Doctor and
military personnel such as General, Admiral, Brigadier, etc by these ranks.
61
NOTE: WHEN IN DOUBT PLEASE USE:
SIR OR MADAME
62
Chapter 16
GENERAL INFORMATION
1.
When an envelope is addressed to a person in office, the spouse is not
included on the envelope even if the letter or card includes the spouse.
2.
Since 1 June 1985 no person in office bears the title "Honourable", with
the exception of Justices. Persons who relinquished their posts,
bearing the title "Honourable", before 1985, may retain the use of the title
with the permission of the President.
Note: The retraction of the title "Honourable" does not affect the international
use of "Excellency" for a foreign ambassador.
3.
For "Mr", substitute the correct title, e.g.: Dr; Prof.; Adv; Gen.; Col; etc.
4.
Letters denoting abbreviations of Orders, Decorations and Professions,
follow the name of the bearer on the envelope. Decorations of honour
precede MP.
6.
Their husband’s initials of first names identify married women. Correctly,
a widow keeps her husband's name.
5.
DO NOT USE Minister A B Smith. The correct form to use is Mr
Minister; or Mr A B Smith, Minister of ............. (Minister Smith is only
used when refer to the Minister in third person)
63
Chapter 17
CELLULAR INFORMATION
Cellular telephones are fast becoming the new scourges of the diplomacy and
protocol field. There are certain rules, which should be obeyed when you have a
CELLULAR telephone.
Hereunder follow some guidelines about how to use your CELLULAR telephone in
order not to upset your fellow colleagues in the office setup or other citizens in
public places:
™ Please be considerate when and where you use your CELLULAR telephone.
Please use it as you wish in your home/office/motor vehicle - when alone.
™ If you attend any meeting, please switch the telephone off and let the caller
use your voice mail. Under no circumstances should you allow your
CELLULAR telephone to ring during a meeting.
™ If necessary, ask the chairman to leave the meeting and check your voicemail
outside the venue.
™ Do not speak in an office on your CELLULAR telephone without asking your
visitor/guest for permission.
™ Do not leave your telephone on in the movies, theatre, and church. This is
very upsetting to the public.
™ Do not talk loud on your telephone when you are in the public place or in a
restaurant.
™ Do not use a table in a restaurant to loudly make all your private calls.
™ Please do not use a CELLULAR telephone on an aircraft after it has taken off.
This is in any case prohibited.
™ Please always be considerate when using your CELLULAR telephone. Please
consider other peoples’ feelings. Many people do not have CELLULAR
TELEPHONES - not because they cannot afford it, but because they dislike it.
™ Never let a CELLULAR telephone call interrupt a meeting with a customer etc
(this also applies to a normal telephone in the office. Take it off the hook or
64
tell your secretary not to bother you; or ask a colleague to take messages for
you.) He/she (the customer/visitor) was there first. If you have to answer
the CELLULAR telephone, let it only be to say that you will telephone back.
™ Do not let a CELLULAR telephone interrupt your normal dealings with
customers of visitors.
65
Chapter 18
SMOKING
1.
Smoking during a formal meal
It is impolite to smoke during a formal meal until the hosts have given
some indication that this is in order. The absence of ashtrays on the table
may be taken as an indication that smoking is not desired until the hosts
have cigarettes offered to the guests. At very formal official dinners, one
never smokes before the formal toasts to a Head of State or country.
(While wine enhances the taste of food, smoking between courses is
reputed to kill it and is frowned upon by French gourmets).
If invited for a lunch meeting, and the host does not smoke, it is common
courtesy for the guest also not to smoke. If invited to a house, and there
are no ashtrays on the table, it means "no smoking please" and the
guests should not ask for ashtrays but go outside for a smoke break if
they so wish. (It is interesting to note that despite extreme cold
temperatures in Canada, South African smokers would insist on smoking
and would often be found shivering outside).
Smoking at the table, particularly the main table, should be taken from
cues given by the host, for example, offering cigarettes, not smoking or
lighting his/her own cigarettes. If possible, all smoking should be
suspended until the end of the meal, but definitely not before the toast.
2.
General rules regarding smoking
™ Canadians and Australians are extremely sensitive about smoking and
it is recommended that visitors should refrain from smoking as far as
possible. Government buildings are ALL non-smoking buildings and
smokers have to go outside should they need a smoke-break.
™ In respect of Ramadan, non-Muslims are not to be seen eating,
drinking or even smoking, during this period.
™ Do not smoke unless invited to do so.
™ Never smoke in another person’s office.
66
™ If there are no ashtrays, this indicates no smoking.
™ Do not use plates, saucers, cups or dishes, as ashtrays if no ashtrays
are available - do not smoke.
™ Be tidy with ashtrays.
™ Never smoke at a dinner table.
™ Only smoke at a dinner table if permission is granted after the toast.
™ Do not speak with a cigarette hanging from the mouth.
™ Do not walk around in the passage or in the lift and smoke (burn
clothes).
™ Normally you do not smoke while walking in the street.
3.
Office smoking
™ Smoking during formal conferences is usually forbidden.
™ U-shaped seating: even if there are ashtrays on the tables, it is not
pleasant for non-smokers to be cooped up in a room full of smokers.
™ You may smoke in your office, unless told by your senior not to do so,
or company policy does not allow smoking.
™ When entering another person's office, always check to see if there is
an astray. If not, this person clearly does not approve of smoking and
you should accept this.
™ "No smoking” signs on a door or elsewhere in an office - do not
smoke.
™ Even if there is an astray, you should still ask permission to smoke.
™ Keep the ashtray in your own office clean.
™ Air the office by opening windows.
™ Air conditioners turn smoke into a very stale smell - spray anti-tobacco
aerosol, or use air freshener blocks.
67
Chapter 19
OFFICE ETIQUETTE
People are generally in the habit of interpreting and judging every action
someone else takes. The other person is doing the same from his/her
experience and cultural background.
This can lead to misinterpretation, friction and even hostility in an office
environment because of cultural differences. In our Country, this is even more
noticeable because of the diversity in our cultures. e.g. who goes into a room
first, how do you great another person, who greets first etc. In our contact
with diplomats and foreign business people it becomes even more confusing (to
shake hands or not, to bow - how deep, to kiss hands etc.)
In the Department, everyone takes responsibility to represent the Department to
the best of our ability. This we can only do if we have been informed. Together
with this we have to have good manners, be tolerant, thoughtful, act in goodwill
and respect other people as well as their possessions. In other words, treat
others in the way you want them to treat you.
1.
In the Office
™ Always be polite, use “please” and “thank you” - treat everyone with
respect from the senior to the cleaner.
™ Do not address seniors by their first names in front of other people.
™ Men normally rise for senior women.
™ Junior staff members normally rise for a senior member of the staff.
™ Knock before entering the office of a senior with a guest – then
introduce the guest to your senior
™ When entering another person’s office normally wait until you are
asked to be seated
™ Respect other people and their personal belongings and office
equipment - do not use anything without their permission
™ Men should normally wear jackets when meeting guests
™ Show a guest where to hang their coats and place their umbrellas
™ Certain clothes make a negative statement, it is considered
inappropriate (for women) to wear revealing clothes to the office
™ Don't disclose the confidential information that you have been
entrusted with to anyone
™ Don't discuss your colleagues – do not partake in office gossip
™ Don't point your finger to someone you are speaking to
68
™ Do not do your hair, nails, or makeup in your office especially when
dealing with unexpected visitors to the department.
™ If you have to eat in the office during office hours, keep your desk
neat, especially when you have to deal with unexpected visitors to the
department.
2.
Business image
™
™
™
™
™
™
™
3.
Both your person and office should appear neat and orderly
Dress appropriately for the office
Be supportive, friendly and helpful to everybody.
Get to know your work and acquire the right knowledge and attitude
Try to learn more about your job/the Department every day
Work as one of a team
Observe the official office hours
Telephone
™ Try to answer the telephone by the third ring, if there was a delay,
apologize immediately.
™ When speaking on the telephone don't say:
♦
♦
♦
♦
♦
Hello - say “Good Morning”/”good afternoon”
Cheers - say “good-bye”
Sorry - say “I regret”
OK
- say “all right”
Who is it? - say “to whom am I speaking?”
™ If you have to be out of the office use the "follow me" option.
™ Be friendly and helpful by using expressions such as: "may I help"; "I
am sorry to keep you waiting"; "may I be of service"; "would you
care to leave a message"; "may I speak to".
™ Announce yourself to the person calling: "Good morning this is
Ntabiseng Mbandla speaking”.
™ Assist the public where possible – this is good for public image.
™ If you are unable to help, try to find the correct person to deal with
the issue and transfer her call.
™ Offer to telephone back, if needed, and make sure you do.
™ Do not shout to a colleague that a call is waiting.
™ Keep a pad or answering book and note all calls and messages. Write
down the time and date the call was received, the caller’s name and
telephone number and any other particulars which might be helpful.
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™ If you take a message for a colleague, make sure you have all
the relevant information, take down the MESSAGE without
interrupting the caller and deliver the message promptly.
™ Don't disclose the whereabouts of a colleague or your senior to a
caller, rather say that they are unable to take the call right now (not
that they are out or you do not know where they are); take a
message and arrange for the colleague to phone back and make sure
they do.
™ Return calls as promised - and make sure that you have all the
relevant documentation at hand or give it to your senior, if he has to
reply, before returning the call. Never just promise; make sure the call
is returned.
™ Be brief and to the point, do not waste another person's time.
™ Do not slam down the telephone, replace it gently.
™ Normally the person who telephoned will end the call.
™ End your call on a positive note e.g. "I enjoyed talking the you";
"thank you very much for your time"; "please contact us again if we
can be of any assistance"; etc.
™ Do not eat, drink or smoke while answering the telephone.
™ If you have background music in your office, it should be very soft.
™ If you are a good secretary/assistant you should at all, times know
where your senior is, how to contact him/her and when he will be back
in the office.
™ You should also know if there is any person s/he does not wish to
speak with and how to handle the call.
™ If you are the caller announce yourself and the reason for the call
™ Be short and to the point
™ Do not use office telephones for long private telephone calls
™ If you are in another office when an important call comes through, get
up and leave the office, unless asked to stay.
4.
Visitors
™ Expected visitors
♦
Make sure that you go down to security to receive visitors before
the appointed time, do not let them wait.
♦
In our line of work the correct names and forms of address are
very important - make sure that you know the person’s correct
name as well as the correct name of the country. Remember you
create the first impression and one never gets a second chance to
create a first impression.
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♦
Be friendly and introduce yourself to the visitor - remember
“please” and “thank you”.
♦
Always walk on the left of the visitor, with the visitor on
your right side.
♦
Take them to your office or waiting area and offer them a seat.
♦
Then go to your superior and announce that the guest has arrived this enables him/her to put on his/her jacket and tidy his/her office.
Find out from your senior if/ when and how s/he wants tea served.
Find out if your head will require any file or document for the visit
and take it with you when you take the guest through. If the
senior will see the visitor walk up to the visitor and say: “ Mr X will
see you now, please come with me”.
♦
Walk ahead of the visitor, knock at your head’s office door and
then walk in and if s/he does not yet know the visitor introduce
them.
♦
If there is going to be a delay, clear it with your senior first and
then explain to the guest and apologize for the delay. If it is going
to be a long delay offer refreshments.
™ Unexpected visitors
♦
First, determine what the visitor wants to see your senior about.
♦
Then seat the visitor in your office and give him/her something to
read. Now go to your senior’s office, determine whether s/he is
available (do not do it telephonically for the guest to hear), inform
him/her what the visitor wants to see him/her about.
♦
Find out whether s/he will be able to see the visitor.
♦
If the senior can see the visitor find out whether s/her requires
anything for the visit and whether and when s/her wants
refreshments served.
♦
Then go back to your office, apologize if there was a delay and if
the senior is ready for the visitor take the visitor into your
supervisor's office.
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5.
♦
If your senior can't/does not want to speak to him/her apologize and explain that your senior is not in a position/available
to receive the visitor.
♦
If the senior can see him/her at a later stage, make an
appointment for another day or time, if s/he cannot does not want
to see him/her at all suggest making an appointment with another
person.
♦
If s/her can see the visitor later that same day - apologize
for the delay and make the visitor comfortable with books,
magazines, a newspaper etc. If the visitor has to wait for a long
time (find out from your senior first), offer some refreshments.
♦
Colleagues should not be allowed to interrupt your senior without
an appointment when s/her is busy.
In the office
™ Do not leave the office unless you inform your senior or supervisor
about where you are going and how long you will be out - this will stop
them from wasting time looking for you.
™ Inform your senior if you have to leave early or if you will be arriving
late.
™ Make sure you are introduced to all your colleagues.
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CHAPTER 20
OFFICE PROTOCOL AND CLIENT CARE
Office Protocol is the correct attitude towards one's company/department,
telephone calls, co-workers, office guests and clients.
Plainly put : Having good manners
Every employee should always remember that without clients or callers, they
would be without a job. One might be highly skilled in one's profession, but
unless office protocol is practiced, professionalism is demeaned and becomes
worthless.
This applies to the Public Service as well.
Office protocol must be practiced from the most senior to the junior staff and be
practiced in banks, radio stations, media, post offices, government departments,
restaurants, hotels, private practice and the private sector.
Know your work place
Get to know your company/department. It is amazing how many employees do
not know the function of their place of employment, its fax, telephone or
extension numbers, or what their co-workers do.
You should know who is:
the Minister/Managing Director/Premier/Executive Mayor/Town Clerk/Speaker
the Head of the Department/ Premier/Mayor/Town Clerk/Speaker
the secretaries of all the above
the accountant/the public relations officer/marketing/numbers of the
important people/departments/directorates in your Institution
™ the person dealing with complaints/ the person working with
media/international relations etc
™ who is responsible for what functions generally.
™
™
™
™
You should know what are:
™ the telephone, fax and extension numbers
™ office numbers/ the physical and postal addresses
™ the road directions from the nearest well-known town.
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Most important: What your department or institution does
Each department and institution should have an up-to-date list of the above
available, and it should be distributed on a regular basis to the staff - in
particular to switchboard personnel.
Telephone protocol
The first contact with an institution is the most important.
This reflects on the firm's general image, performance, skills
and attitude.
Switchboard - incoming calls
™ Answer promptly.
™ Greet the caller and identify your department/institutions :
"Good day, Department of Justice."
™ Be warm and empathetic: "Thank you for calling, how may I help you?"
General - incoming calls
™
™
™
™
™
Identify yourself: "Miss Coetzee speaking, may I help you?"
A secretary identifies her senior: "Mr Ledwaba's office, may I help you?"
Do not talk aside to colleagues whilst on the telephone.
Do not talk with food in your mouth / Speak into the telephone mouthpiece.
Do not cover the mouthpiece with your hand / Speak clearly and slowly.
Putting callers on hold
™ Be careful of discussion with co-workers, or making remarks while the line is
still open.
™ Do not put a caller on hold for longer than a few seconds.
™ Give a caller the choice of leaving a message or holding on.
™ Always say "Thank you for holding."
™ Make sure the caller is put through to the correct person.
™ When the required person is not available, suggest another person.
™ Use positive vocabulary:
Negative
Positive
Hello/Yes?
Who is speaking?
Who wants him/her?
“Good day, may I help you?”
“May I ask who is calling?”
“May I ask who is calling?”
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Why do you want to speak to
“May I ask the reason for the
him/her?
call?”
He is not here
“Mr X is not available”,
I do not know
“Please hold, I will try and find out”
Cheers/Goodbye
“Thank you for calling”
“Have a nice day”
OK
“My pleasure”
Making a call
™
™
™
™
Be sure you have the right number and area code.
Dial slowly and accurately / Make sure you have reached the right location.
Identify yourself and your organization.
When dialing on behalf of someone, make sure the person receiving the call
knows to whom they will be speaking to. "Mr Oliver, please hold on for Mr.
Theron from the Pretoria Technikon".
Taking a message
An effective message includes the following:
™
™
™
™
™
who the message is for / their reference / the caller's full name
the caller's telephone code, number and extension number
the caller's company, organization or department
date and time of call / reason for calling / whether it is urgent
name of the person who took the call
The message should be in duplicate and must be delivered.
Leaving a message
Make sure that the person who takes the message has taken down all the above
information and:™ obtain the name of the person who took the message
™ make a note of the date and time of the call
Appointments
™ Make an appointment before calling on a person, so that you are expected
and the other person may be prepared.
™ Confirm appointments nearer the time / Cancel in good time if necessary.
™ Arrange parking (if possible) and arrange for entrance at gates and building
(if necessary). Give the registration number of the car.
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™ Be punctual and have all relevant documentation available.
Office introductions
If an appointment was made and this person is now expected at your office:
™ Be prepared for the visit / Have all relevant documentation available.
™ Memorize the name of the visitor and introduce yourself: "Good day Mr X, I
am XXX. We have been expecting you"
The role of the secretary
The role of the secretary, if properly fulfilled, is that of a Personal Assistant - the
senior's "right hand." To achieve this, the secretary should:
Know the senior's role in the management team.
Take a keen interest in the job as well as the company's business.
Have a cheerful attitude towards the work.
Be trustworthy and loyal / warm and charming / well groomed.
Be able to make decisions in the absence of the senior.
Remind the senior of important matters.
Have initiative and readiness to take on extra tasks.
Be able to be tactful in shielding the senior from unnecessary interruptions or
demands.
™ Be able to handle aggressive or angry clients.
™
™
™
™
™
™
™
™
The office area
™
™
™
™
™
Keep it neat and tidy / Remove outdated notices from walls
Do not have yellow photocopies on walls.
Healthy, clean plants in an office create a good impression.
Keep ashtrays clean and open windows for fresh air.
Make the office an attractive place to be, even if it means spending your own
money on plants, pictures and ornaments.
Diary
™
™
™
™
Keep notes of appointments / Make daily notes of what you have to do.
Make notes of names and telephone numbers.
Consult your diary daily.
Delete entries as they are dealt with.
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Index
Keep an index of:- Airlines / airports / associations / car hire / couriers / florists /
hotels / travel agencies / emergency services / and other numbers that are used
regularly.
Sending a facsimile
™ Make sure that you dial the correct number.
™ Keep in mind that lines may cross, sending it through to a wrong number.
™ If it is an important facsimile, check to see if it was received. Telephone and
confirm, if necessary / Make sure that all pages are sent.
™ Keep your document as proof that you have sent it (mark the date and the
time)
™ The sender's name and number must be on the facsimile.
™ Make sure that you are available by telephone of fax so that the receiver can
contact you if the facsimile is unclear.
Receiving a facsimile
Make sure that the machine has sufficient paper in it.
Make sure the facsimile line is transferred to the machine.
Handle a facsimile received as being extremely urgent.
Make sure that you have received all pages, sort them according to page
numbers, and staple together.
™ If the facsimile is not clear, let the sender know which pages should be sent
again.
™ Make Photostat copies of all legal and/or important faxes for filing since the
ink on faxes disappears with time and the paper turns yellow.
™
™
™
™
Mail
™
™
™
™
Don't sit on it for days / Answer letters promptly, or
Send it promptly to the person who deals with that matter.
If it is marked "confidential", do not open it.
If time is needed (for internal investigation or discussion) send a letter of
acknowledgement, stating that the letter will be answered in due course.
Typing letters
™ Keep a dictionary handy, check spelling carefully.
™ Check the spelling of people's names and designations.
™ Ensure that the layout is neat and the spacing adequate.
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™ If you reply to a letter, which has a reference number, refer to this number in
your letter.
™ Always read the completed letter for typing errors before sending.
™ Check dates and references mentioned in your letter.
™ Make sure the address is correct on the envelope.
™ Keep copies of all correspondence.
™ Send letters off promptly.
Office appearance and Attitude
™ Few people can afford designer clothes. Taking care of oneself, however, is
more important than wearing smart clothes.
™ Be clean / Take care of personal hygiene - use deodorants.
™ Clothing must be clean, neat and tidy / Hair and nails must be clean.
™ If you use nail varnish, keep it fresh - remove old and chipped varnish.
™ Women's makeup must be neat and subtly applied.
™ Be careful of overwhelming perfume or after-shave lotions.
™ Keep jewelry clean - use toothpaste or dish washing liquid.
™ Fresh breath is important - keep your teeth in good condition. A charming
smile and healthy teeth are great assets.
Life is what you make of it
™
™
™
™
™
™
Care about yourself, your employer, co-workers and clients.
Avoid gossip / Do not be envious of other people.
Do not take your personal problems out on other people.
Make time for other people's problems.
Be punctual, efficient and considerate of other people.
Be friendly - always greet people.
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Chapter 21
SOUTH AFRICAN FLAG AND ANTHEM
1.
THE NATIONAL ANTHEM OF SOUTH AFRICA
Introduction
On 18 April 1994 the President approved a recommendation proclaiming
that "The Call of South Africa" and "Nkosi Sikelel' I-Afrika" shall become
the national anthems on 27 April 1994.
Shortened version
As determined by the President under sections 2 and 248(1) of the
Constitution of the Republic of South Africa, Die Stem van Suid-Afrika/The
Call of South Africa and Nkosi Sikelel' IAfrika were proclaimed as the
National Anthem of the Republic in Volume 346 No 15663 of the
Government Gazette of 20 April 1994. This caused a lengthy ceremony
and at the request of President Mandela, the then Executive Deputy
President Mbeki was requested to establish a committee to submit
proposals for a shortened version to Cabinet, which could be implemented
as a standard shortened version for official use.
A proposal was submitted and accepted by Cabinet on 17 May 1995. This
is now the version used at official ceremonies by the public.
Usage
The National Anthem may be played at official functions when it is
customary and fitting to perform a national anthem, for instance when a
head of state or his/her representative officiates, for example (a)
After the handing over of a mark of honour;
(b)
At a banquet after the arrival of the President and until he reaches
his/her seat (stop before he is actually seated);
(c)
After a toast is proposed in honour of the President of the Republic
79
of South Africa;
(d)
Towards the end of the banquet after which the guests normally
leave;
(e)
at important functions where it is suitable to express national
sentiment.
There are no restrictions on playing the national anthems in public or on
the use of the musical compositions, provided it is performed with due
respect for the anthems and in a dignified manner on appropriate
occasions.
In accordance with international custom, the anthems of foreign countries
will also be played at official functions in honour of a foreign head of state
or his/her representative.
On these occasions, the National Anthem is performed to pay homage to
the occasion together with the anthem of a foreign country. The order of
play is mainly determined by the emphasis required, for example:
(a)
The National Anthem would be played first at the South African
National Day celebrations.
(b)
The anthem of the foreign country would, however, be played first
at foreign functions.
(c)
When the guest of honour at an official South African function is
the representative of a foreign country, the anthem of the foreign
country is usually played first.
(d)
Under these circumstances, heads of mission are advised to use
discretion in accordance with local custom.
The national anthems should at all times be performed correctly and in a
stately manner. Using the anthems for commercial purposes is strictly
prohibited.
The necessary respect should be observed whenever the anthems are
played. It is expected of everyone present to stand upright, preferably to
attention. Missions should refrain from playing the anthems whenever it
is impracticable to ensure that the necessary respect is paid during the
performance of the anthems.
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The national anthems may not (a)
be played partly together with other music;
(b)
be performed in support of another composition;
(c)
be used in a radio serial without the necessary approval;
(d)
vary from the original compositions;
(e)
be performed only partially.
Reproduction
Reproduction of the anthems is considered when the need arises for a
particular kind of production to be made, or whenever a government or
statutory body needs a reproduction of the anthems for its own
requirements.
2.
NATIONAL FLAG
INTRODUCTION
Since time immemorial, the national flag of a people has been
the generally acknowledged symbol of its independence and
desire for unity, as well as a sign of its continued existence.
The pride of a people in its flag and its loyalty to that banner is,
as it were, an expression of its love for, its trust in and its
patriotism towards its native country.
A national flag is an indispensable national symbol of any free
and internationally recognized state.
The authority, and with it the dignity of the State, is expressed by the
displaying of the flag.
DESCRIPTION
The National Flag of South Africa consists of six colors - red (chili), green,
blue, white, black and gold.
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The National Flag will be rectangular in the proportion of two in the width
to three in the length; per pall from the hoist, the upper band red (chili)
and the lower band blue, with a black triangle at the hoist; over the
partition lines a green pall one fifth the width of the flag, fimbriated white
against the red (chili) and blue, and gold against the black triangle at the
hoist; the width of the pall and its fimbriations is one third the width of
the flag.
It must be pointed out that the flag does not hold any particular
symbolism and that every person is free to see into the flag what
he/she wishes. The six colours of the flag can be found in the colours
of every political party in South Africa - from the extreme left to the
extreme right - and represents the average colour renditions submitted by
the public during the period when proposals for a new flag could be
submitted and is lastly representative of political colours, historically and
modern, in South Africa.
REQUIREMENTS FOR FLAGPOLES/FLAGSTAFFS
™ It is important that the Flag is displayed prominently, and flagpoles
should therefore be positioned on the roof, in front of a building, or at
the entrance to an arena.
™ Flags may also be displayed inside buildings on flagpoles/flagstaffs.
™ If possible, the flagpole should be fitted with a truck equipped to carry
a double set of halyards to ensure that the Flag can be hoisted at a
particular time and without difficulty. No weathervane or ornamental
objects may be superimposed on the truck.
™ If possible, the flagpole/flagstaff should be erected in such ways that it
can be taken down for painting or repair. Flagpoles/Flagstaffs should
always be kept neat.
™ The length of the flagpole/flagstaff would depend on the height of the
building and on whether it is to be positioned on top of, or within, the
building. Miniature flags should be provided with 30-cm flagstaffs.
™ Flagstaffs used indoors must be placed as prominently as possible in
entrance halls, conference rooms and certain offices. They need not be
equipped with hoist ropes if the flags are hoisted and lowered daily.
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DISPLAYING OF THE NATIONAL FLAG AT MISSIONS/OFFICIAL
BUILDINGS
During office hours
As a rule, the Flag must be flown during office hours at all South African
missions, viz. at the chancery or office building and at the official
residence. However, the following circumstances beyond the control of a
Head of Mission may prevent the displaying of the Flag:
(a)
At a rented accommodation, the owner(s) of the property (ies)
might, for reasons of security, etc., refuse or withdraw permission
to fly the Flag on any particular day.
(b)
Local security forces or agencies may advise a Head of Mission not
to fly the Flag for fear of possible rioting, acts of reprisal, violent
demonstrations or acts of violence as such security forces or
agencies may not be able to guarantee that no harm will come to
the property or its occupants.
(c)
In State-owned premises or in rented accommodation in buildings
in which other tenants/the owners also reside or work, and where
life and property may be threatened as a result of acts of violence
or protestations because the Flag is being flown outside the
premises.
In such circumstances the Flag should be displayed indoors, preferably in
the entrance hall of the chancery or offices and in the entrance hall of the
official residence in a manner described in par 6.5.
In any event the ceremonial Flag should be displayed permanently in a
manner described in par 6.5 in the office of the Head of Mission or acting
Head of Mission and, where possible, all officials should display the
miniature Flag (table Flag) in their offices. This also applies to all public
service officials and local governments.
On Ceremonial or Commemorative Days
™ Certain days have been designated as ceremonial or commemorative days
and on such days the Flag, ceremonial-size, should be flown or displayed
in a manner described above at the chancery or offices and/or the official
residence:
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™ On such occasions the ceremonial Flag is hoisted from a point 3 m away
from the flagpole or displayed in a manner described above.
™ However, the ceremonial Flag may also be flown daily from a flagpole in
front of or on the top floor of the chancery or offices.
™ Missions may also display the ceremonial Flag in a manner described
above in the office of the acting Head of Mission and in the reception hall
at the official residence, on the occasion of the celebrations following the
handing over of the credentials of a new Head of Mission. This should
also be done on any other appropriate occasion at the chancery or offices
and/or the official residence, for example when South African dignitaries
such as Cabinet Ministers visit a mission.
Size
The size of the Flag should be in the proportion of 3 (length) to 2 (width).
The following sizes are used for the purposes indicated:
™ Standard: 180cm x 120cm or 270cm x 180cm, depending on the size
of the building or room
™ Ceremonial: 270cm x 180cm or larger, depending on the size of the
building or room
™ Storm Flag: 90cm x 60cm
™ Miniature (table Flag): 15cm x 10cm.
™ Car flag: 20cm x 30cm
Hoisting and lowering of the Flag
The Flag may be hoisted and lowered daily without a ceremony, but the
person responsible must show the necessary respect and dignity. It is
disrespectful to display the Flag in the dark. The Flag may be displayed in
the evening if illuminated.
A normal-sized Flag and Flag for stormy weather are hoisted while still
furled and is deployed at the truck of the flagpole.
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Flag-raising and flag-lowering ceremonies
Spectators at a flag-raising or flag-lowering ceremony should stand to
attention; those in uniform must salute. Whenever the Flag is hoisted or
lowered or whenever the Flag is carried in a march-past in a procession,
all persons present should look towards the Flag respectfully and silently,
with the men doffing their hats. Those in uniform should salute except at
parades where only the highest in rank salute.
The hoist rope is drawn tight so that the furled flag is at eye-level. The
Flag must at all times be held so as not to touch the ground.
Hoisting
Hoisting takes place in a solemn and stately manner, by pulling the rope.
The Flag is hoisted until it touches the pulley.
The Flag is unfurled by giving a firm tug to the rope that is fastened.
Other flags may only be unfurled after the National Flag has been
unfurled. When the flags have been unfurled, their hoist ropes are
fastened simultaneously to the flagpoles. If the National Anthems is
played or sung, the ropes are held (without holding on to the flagpoles)
until the end of the anthem, at which point the ropes are fastened to the
flagpoles.
On appropriate occasions, the National Anthems may be sung or played
(but not recited) when the Flag has been unfurled.
Lowering
The hoist rope is loosened and held without holding on to the flagpole.
The Flag is lowered slowly and evenly.
When the Flag reaches eye-level, it is caught and held so that it
does not touch the ground. When the toggle is in the hand, the
halyard is loosened and its ends are tied together and fastened firmly to
the flagpole. The remaining rope is folded up and stored between the
halyard and the flagpole.
The flags are then folded up. When the National Anthem is sung or
played the Flag should be lowered in such a way that the toggle falls into
the hands of the flagman on the final note.
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Displaying of the Flag together with the national flags of other
countries
Proper attention should be given to etiquette concerning flag precedence
whenever the Flag is displayed together with the national flags of other
countries or with the flags of companies or houses.
When flags are used for purely decorative purposes, without flag
precedence being taken into account, only flags of lesser status
such as the flags of companies or houses and banners and
pennants may be used.
On ordinary flagstaffs
When the Flag is displayed together with the national flags of other
countries, all the flags must be flown on separate flagstaffs of the same
height, and the flags must be of approximately the same size –
International convention requires in times of peace that the flag
of one country may not be displayed above the flag of another
country.
On top or in front of buildings
When the Flag is displayed together with the flags of other countries in
front of or on top of buildings, the Flag must appear on the spectator's
left (that is the right-hand side of the building).
The national flags of the other sovereign states are placed in alphabetical
order alongside our Flag.
On crossed staffs
When the Flag is displayed together with another flag on crossed staffs,
the Flag is placed on the right-hand side (that is the right-hand side of
the Flag), with its staff over the staff of the other flag.
During a procession
In the case of a procession that approaches from a particular direction,
each flag should hang with its corner of honour to the left of the
approaching procession, regardless of the direction of the street.
In a circle
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In a circle of national flags of sovereign states, our Flag is displayed on
the flagpole immediately in front of the main entrance of a
building or arena.
On a flagpole with a yardarm
When the National Flag is hoisted together with the national flag of
another sovereign state on a flagpole with a yardarm, the National Flag is
displayed as prescribed.
Where two Flags are available, one may be displayed at each end of the
line of national flags of sovereign states.
Displaying of the Flag together with flags of lesser status
The National Flag may be displayed together with other flags, including
the flags of municipalities, city councils, companies or other private
organizations.
The National Flag should always be hoisted first and lowered
last. Flags of lesser status should never be flown higher than the
Flag and should not be larger.
When the Flag is flown on the same flagpole as the flags or pendants of
cities or associations, the Flag should always be at the top.
When the Flag is flown together with the flags of cities or the banners of
associations in a group on poles, the Flag has to be placed in the middle
or at the highest point of the group.
When the Flag is displayed together with flags of lesser status on separate
flagpoles in front of or on top of buildings, the Flag should appear to
the left of the spectator (that is on the right-hand side of the
building).
Displaying of the Flag from buildings
When the Flag is flown without a flagpole from a building, for example
from a window, it should hang with its hoist to the left of the spectator in
the street.
87
When the Flag is flown on a staff that protrudes horizontally or diagonally
from a window, a balcony or in front of a building, the red band should be
hoisted up to the end of the staff, unless the flag is flown at half-mast.
Displaying of the Flag on vehicles
Flags may be displayed in front on vehicles, for example the official car.
In such cases, the Flag should always be on a flagstaff. The flagstaff is
attached to the front of the vehicle. Should two official flags be used, the
Flag always receives place of honour, for example on a car it appears to
the left and in front as the spectator sees the vehicle from the front.
Indoors displaying of the Flag
When the Flag is displayed in a room or hall or in any other meetingplace, it should be displayed on a flagpole or it should be spread
flat against the wall.
When it is displayed on a flagstaff on a platform, it should be placed to
the speaker's right.
When the Flag is displayed on a flagstaff in a hall or meeting-place (not
on the platform), the Flag should be placed to the audience's right.
Horizontal display: The red band should be above with the cord
seam to the spectator's left.
Vertical display: The flag should hang with the red band to the
spectator's left and with the cord seam above it.
When the Flag is used in a hall or meeting-place through which a
procession is to pass, it should hang with the cord seam to the left of the
spectators standing at the entrance. When the Flag is used in a hall
through which no procession is to pass, it should hang in such a way that
the corner of honour is to the north in a hall that lies east west, and to the
east in a hall that lies north-south.
Half-masting:
The Flag is flown at half-mast as a sign of mourning only on
instruction from the President
The correct way is to first hoist the Flag to the top of the flagpole, then
unfurl it, and to lower it slowly to a point halfway between the truck and
88
the bottom of the flagpole. Before the Flag is lowered, it is first hoisted to
the truck and then slowly lowered.
The Flag is flown at half-mast when the following persons die:
(a)
The President, the Chief Justice, the
Deputy-President, Cabinet Ministers, the Speaker, the Chairperson
of the NCOP, Deputy Ministers, the Leader of the Opposition,
Premiers of the Provinces, Judges of Appeal, Judge Presidents and
persons who have formerly occupied any of the above-mentioned
offices; Judges, the Deputy-Speakers, Members of the NCOP,
Members of Parliament, Members of a Provincial legislature,
Members of Executive Provincial Councils and Ambassadors of the
Republic.
(b)
The Flag may also be flown at half-mast on special request for
other persons, where those persons were highly regarded locally or
where their lives were lost through the activities of hostile forces.
(c)
It is also customary to display the Flag by way of paying the last
honours on the death of the heads of states of friendly countries or
certain other foreigners.
The period for which, and the size of the area, in which, the Flag is flown
at half-mast, would depend on the office held by the deceased.
CARE OF THE FLAG
The Flag and its hoist ropes should always be kept in good
condition and should have a neat appearance. It is disrespectful
to display a faded or torn flag. When a flag is soaked by rain, it
should be dried out before being stored.
Immediately after the Flag has been lowered, it should be rolled up. It
should not be dragged away or bundled up over one's shoulder or arm
and carried away. Nothing should be placed on top of the flag and it
should preferably be kept in a container.
The Flag is folded twice lengthwise and then twice breadth wise. It is
rolled up firmly towards the sleeve and the hoist rope is wound around
the Flag a few times.
89
When the Flag is not in use it should be rolled up neatly and looked after
properly. Care should be taken that nothing is being placed on top of the
Flag and it should therefore preferably be placed in a container.
VIOLATION OF THE FLAG
Violation of the Flag in any way whatsoever is prohibited by the
Constitution, and is a punishable offence. If an action is calculated to
hold the National Flag in contempt or if the Flag, without the necessary
authority, is removed from any place where it is displayed in terms of
instructions or directions issued by any State authority, whoever is
concerned is guilty of an offence and punishable on conviction with a fine
not exceeding R10 000 or imprisonment for a period not exceeding five
years.
IMPERMISSIBLE USES OF THE FLAG
[Because of the popularity of the National flag, very little of the
impermissible uses mentioned below are obeyed. One would
think that they should be revisited due to the incredible
popularity of the Flag and these prohibitions could probably be
revised. Until such time they remain in place]
The Flag may not be used in any of the following ways:
•
•
•
•
•
•
•
•
•
•
The Flag may never be used as a decoration.
The Flag may not cover monuments or statues that are to be unveiled.
A starter at races or competitions may never use the Flag. The Flag
has an objective in its own right and may not be used for other
purposes.
The Flag may not be used as a tablecloth.
No emblems, printing, trademarks or decorations may be placed on
the Flag, nor may any changes be made to the Flag.
The Flag may not be partially or entirely concealed by other objects.
All the parts of the Flag should be visible and identifiable.
The Flag may not touch the ground and should be flown or carried
aloft and open.
The Flag may not be used to advertise products or for publicity
purposes.
The Flag may not be used as a garment.
The Flag may not be displayed upside down, except when it is needed
as a genuine sign of emergency.
90
•
•
•
•
•
The Flag may not be displayed in the evening unless it is illuminated.
No representations of the Flag may be used where the Flag is rolled
around a flagpole, or attached to a flagpole in any other way.
A torn or faded Flag may not be displayed.
Flags or representations thereof may not be torn.
No objects may be placed on representations of the Flag. The
representations should preferably be framed and hung up.
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Chapter 22
CULTURAL DIFFERENCES ONE MAY ENCOUNTER
Hereunder follow some examples of cultural difference among nations.
There is a multitude of different cultures each with their own
peculiarities.
It is impossible to highlight all of them, but the most problematic would be those
usages in countries which adhere to the Muslim faith. Please see some of the
do's and don’ts below:
1.
2.
When Greeting
1.
The British lift their hats and shake hands.
2.
The Chinese and Japanese bow - the depth is important and is
determined by rules.
3.
The Eskimos rub their noses.
4.
In some European countries and Latin America, they kiss on
the cheek. However, here again it differs. The Dutch kiss once,
the French and Italians normally twice and the Iranians 3 times.
(Sometimes there is also a difference between two and three times
depending on how well you know the person.)
5.
In Thailand they put their hands together, fingers pointing
upwards and bow.
6.
In India they put their hands together and press their thumbs to
their forehead. Only the people of the same sex may shake hands.
7.
In the Moslem countries, a Lady does not touch a man, and
nobody touches another person with the left hand.
8.
The French men like to kiss a lady's hand.
Handshakes
1.
Even something as simple as handshakes differ from country to
country. Some people like to give you a very firm handshake - sign
of strong character.
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2.
3.
Others give you a soft had (to indicate no harm intended).
Names
1.
Most countries have some or other custom by which the
names are given or inherited. Before going to a new
country, one should establish what the custom is.
In some countries the child is given the fathers name e.g. in
Iceland if a gentlemen named Harold has a son called Eric, the son
will be called Erik Haroldson, and a daughter called Helga, will be
Helga Haroldsdottir.
2.
The way surnames are passed on also differ:
In India, some people only use the father’s initial and then the
name of the group to which they belong. When married a
daughter will drop her father’s name and take her husbands. The
Sikh group on the other hand adopts the name Singh for all the
males.
3.
In China, the person's family surname precedes both his/her given
name and his/her title. The wives keep their mothers' name and
do not take the name of their husband. It will then often happen
that she is called by different names by different people. e.g. Lee
Poo Choo wife of Tan Hoc Seng, will be called Mrs Tan by
Westerners. Close friends will call her Poh Choo but other people
will call her Madam Lee. The Koreans also use this system.
4.
In Arabia, the name of the son is often followed by the name of the
father, the two names joined by - ibn or ben - which means son of
e.g. Hassan-ibn-el-Abbas.
5.
In Spanish speaking countries they often combine the paternal and
maternal family names, this can often be very confusing. You have
to make sure of the person’s correct name as well as the way to
address them. It is polite and proper to address a Spaniard by his
first name with the prefix Don or Dona and omit the family name
e.g. Don Manuel.
6.
You can address a Russian by his or her given name and a
patronymic. (e.g. Ivan Nickolaievich or Olga Nickolaievna) Once a
93
friendship has been established the Russian first name is used and
shortened.
7.
4.
5.
The typical western naming pattern in which a married woman
assumes her husbands surname is also changing, today women
often retain their own surname or combine the two surnames.
Hands above or below the table
1.
The British and South Africans normally keep their hands on their
laps, below the table.
2.
Apparently the French and Italians do not trust the men with their
hands below the table and expect you to keep you hands from the
palms visible above the table, even when not eating.
3.
Remember elbows normally are not permitted on the table.
Gifts or flowers - be careful find out
1.
Find out the type of flowers, the number and the colour, which
should or should not be given. Also, find out when the flowers are
normally given or sent.
2.
In Italy and France, they send the flowers before the function. The
Dutch and Scandinavians take presents and flowers and the
hostess is expected to open them immediately.
3.
The Germans only open their gifts after the guests leave.
4.
With other gifts specially food or drinks you have to find out what
the rules are e.g. In Spain, Portugal and Italy they do not like you
to bring wine or food (chocolates) as gifts.
5.
In the Middle East, they are very generous with their gifts. Do not
give them handkerchiefs as they regard that as the breaking of a
relationship.
6.
In many countries giving a knife means cutting the friendship. If
you give a knife, you will often be paid one coin as a token that
you are buying the knife.
94
6
7.
Confusing Customs
1.
The British lift their hats out of politeness while the Chinese put
their hats back on their heads for the same reason.
2.
A German child (and many others) will stand to show respect to
others while the some other children will sit down.
3.
In some cultures, you have to look someone in the eye. In many
other cultures people will not look seniors in the eye, they refrain
from eye contact out of respect and in some countries children
might turn their back as a sign of respect.
Gestures
Watch out when using hand gestures, they are far from international and
what may be a friendly sign in one country could be an insult in another.
8.
1.
If you form a circle with thumb and forefinger, most Europeans will
know you mean "its the best", or even "OK". However, in some
Latin American countries the same gesture has a very vulgar
connotation. The same with the thumbs up sign, which is seen as
being rude in Turkey and the Middle East.
2.
Italians wave good-bye with the palm up and the fingers moving
back and forth - a beckoning signal to the Americans. When
people wave the fingers with the palm down in China, Japan and
other Oriental areas, does not say good-bye - it means "come here.
3.
Remember no matter where you go abroad, you can never assume
that your best manners will carry the way. You need a thorough
rundown on the local etiquette before your visit.
Serving salad
1.
In the RSA and England salad is eaten with their meal, the
Americans like to eat it before the meal and the French eat it after
the main meat course.
2.
France when preparing salad, never cut the leaves with a knife, but
simply break the leaves by hand.
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CULTURE IN DIFFERENT COUNTRIES
[NOTE: There are so many different cultures that it is a matter of
impossibility to name them all here. There are religious, cultural, ethnic
and regional differences in culture. The examples below are just a
sample of what can be expected in some other countries. The countries
in the Far East, Middle East and most Arab countries have vastly
different cultures and traditions. Please ask the Department of Foreign
Affairs to assist when planning a visit]
THE ARAB COUNTRIES:
™ Wear a lightweight dark suit, shirt and tie. Women do not wear slacks.
Remember arms, legs and ankles must be covered. In many countries, the
face of a women is also covered.
™ Arabs stand very close to you when talking to you. Do not step back.
™ Food and drink is often consumed before business. Even if you are not
hungry, do not refuse. Eat as much as you can. You will first be served hot
coffee or mint tea, you must drink this.
™ Do not touch anybody or anything with your left hand, as this is your unclean
hand. Do not present a gift with your left hand. A woman should never
greet a Muslim man by hand or even touch them.
™ Do not eat in public with the left hand. The Arabs eat food with the right
hand. If eating out of a communal platter the second knuckle of the fingers
should not touch the food. The fingers should not touch the mouth.
™ Do not enquire about an Arab's wife, rather about his home or his children.
Do not compliment his possessions, he may feel obliged to give them to you.
™ Do not point at or beckon a person.
™ Keep your feet on the floor, do not ever expose the soles of your feet or let
your feet point towards anybody.
™ Avoid discussing religion, women's rights, Israel and never swear or mention
God.
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™ Men should not speak to ladies alone in public.
MUSLIMS AND THEIR CULTURE
In Muslim countries, there are many traditions/ rules and regulations. You will
have to make a study of their culture to help you adapt. Here are but a few.
™ Remember Friday is a day of rest and government departments are closed.
It is not against the law to work on a Friday. In many countries, a business
owned by a Muslim will be closed between 12h00 and 14h00, as this is a time
of prayers.
™ Do not give a function during Ramadan - when you are not allowed to eat or
drink anything in public between sunrise and sunset. People will not even eat
or drink in your home during those times.
™ Muslims eat Halaal food. There are many rules and regulations but in
essence, this means that animals must be slaughtered according to certain
rules. To eat pork or pork products and to drink alcohol is against Muslim
customs.
EGYPT
™ Have business cards printed both in English and in Arabic.
™ Precedence - The local Order of Precedence is strictly adhered to; according
to the occasion and the people attending a meeting or interview.
™ Seniority is respected by people of a lower class or professional status, to
the point where they can be almost feudally subservient to their superiors.
™ Gifts are presented to guests and it is important for visitors to arrive well
prepared. It is also important to remember that as elsewhere in the MiddleEast, whenever anything is admired, it is traditional that the host will offer it
(usually symbolic) to his guest, sometimes his only prized possession, which
can cause discomfort.
™ Flowers or oriental pastries are presented to the hostess.
™ Refreshments are offered, nonstop, during meetings and discussions. The
Egyptians are very hospitable people and enjoy entertaining - also at home.
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Extravagant meals are presented to guests and it is frowned upon if you do
not partake or refuse what is offered.
™ Dinners are usually served as a buffet with seating available. Late hours are
kept, with invitation to dine at 21:30 in summer and 20:30 in winter. The
meal itself will only be served at 23h00 and will easily continue until 02h00 to
03h00 in the morning. Special functions can easily continue much later.
™ Spouses - normally do not attend official functions.
™ Entertaining - In the home of the westernized Egyptians, women will be
present and partake in meals and conversations. Should it be a more
traditional home, the women will be sitting to one side, will not mix with the
men, and sometimes will not be seen at the table. It is important to make
sure whether the invitation is for Mr and Mrs and not only for the official, to
avoid embarrassment. Should a woman be part of an official delegation, a
special effort will be made to have a female member of the family join the
group at the table.
™ Photographs - It is also customary that photographs are taken at every
opportunity possible and that copies of these photographs are given as
mementos to guests.
™ Alcohol is generally not served at functions, except if the host uses alcohol
(usually Gin and Whisky), rather than other liquor or wine. Pork is not eaten.
The Halaal tradition is respected, should it be obeyed, but it is not customary
of the general Egyptian way of life.
™ Dress - Although living in a very hot climate, the Egyptian people are very
formal in dress. In the business, professional and state sector, day suits are
worn. At evening functions, people tend to dress well. Dress in general is
conservative on the streets, with women increasingly wearing headscarves,
long dresses and covered arms. However, at a function in the big hotels, and
at private dinner parties, women will be dressed in the latest fashions.
™ Ramadan and its own special fasting traditions are to be respected. It lasts
for a period of one month according to the lunar calendar. Muslims will very
seldom travel during Ramadan. Should they travel, no meals or refreshments
will be used during the fasting period. It is customary that non-Muslims
respect the fasting and will avoid taking meals and refreshments in their
presence.
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™ Etiquette - Egypt was under the Ottoman and European colonial rule for
centuries. The mannerisms of the modern Egyptian reflect the strata of
society to which the individual belongs. In the diplomatic and high society,
spheres, classic European and "old world" etiquette is strictly adhered to.
Within the governmental structures, strong Eastern and even feudal etiquette
can be found. The most senior official is mostly encircled by servants of
lesser breeding who ensure that every wish is instantly attended to.
Coupled herewith is a strong military and socialist background ensuring that
fearful respect is enforced. The local media often refer to "important" and
"ordinary" people. A very strong class/caste system exists in which every
Egyptian is constantly categorized. The pecking order is accepted as a very
serious matter and foreigners are admonished not to interfere. Embassy staff
have on occasion been invited to people of lesser background and been
warned of negative consequences, as a visit to such a person would
undermine the status and credibility of the diplomat.
™ Gratitude fee - It is customary to pay fees of gratitude no matter how small
the task, for example the doorman, the security guard at the front entrance
of the building, taxis, the person at the lift and the parking attendant, etc.
This is a token of appreciation for services rendered.
SAUDI ARABIA
™ Business is not done during the month of Ramadan, the ninth month of the
Islamic year or on any other holy days. During the month of Ramadan,
fasting is practiced from sunup to sundown. Women do not partake in
business. Be patient when doing business - do not try to hurry the process
along.
™ No business is conducted from Thursday night to Friday night; Friday is their
Sabbath.
™ Food and drink should never be refused. Be prepared to drink a lot of mint
tea and sweet black coffee.
™ Dress - Women should not wear slacks or revealing clothes. All their limbs
should be covered.
Never:
♦
Enquire about the individual and his or her family, unless friendship has
already been formed.
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♦
Men should never ask about other men's wives, nor should women
enquire about another women's husband.
♦
Discuss unpleasant topics at social occasions.
♦
Assume that an invitation to Saudi social function includes both men and
women, find out. If both are invited, it is likely that the sexes will be
segregated.
♦
Expose the soles of your feet to Saudis or make idiomatic references to
shoes.
♦
Beckon or point with your finger.
♦
Prematurely withdraw your hand if a Saudi gentleman holds your hand.
♦
Show too much admiration for a Saudi's possessions in case he feels
obliged to offer the item under discussion to you.
Always:
♦
Greet/serve the eldest person first - regardless of social status.
♦
Depart after the presentation of incense or soon after the meal has
finished.
♦
Accept the first cup of coffee as an acknowledgement of the host's
hospitality even if you choose not to drink it. However, never accept
more than three cups of coffee unless you are socializing with a very close
friend.
♦
Carry your identity document with you.
™ When eating from a communal dish, do not let the fingers touch the mouth
or tongue. Leave a small portion of the meal uneaten.
JAPAN
™ Greeting is done by bowing, there is a specific way of doing this, place your
palms flat on your thighs and bow with a strait back from the waist. The
depth is important. No business is discussed on first meeting.
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™ Japan is a friendly but formal country. Do not use a person’s first name;
remember to find out which is the first name, it is usually written last.
™ Gifts - The giving of gifts is a Japanese culture, and the most important is
not the substance of the gift but the style and thought that went into it.
Never use white of yellow paper, all gifts should be beautifully wrapped in red
and gold. It is considered unlucky to give four of anything as a gift. An
arrangement of all-white flowers is a sign of bereavement and should be
avoided.
™ When visiting someone in hospital, easily digestible foods such as fruit as well
as cut flowers are acceptable. Pot plants should be avoided as these are
thought to cause illnesses to take a firmer root.
™ Physical contact - Do Not kiss in public. Amongst Japanese, it is
considered shameful to kiss in front of other people. It is considered impolite
in Japan to touch, hug or embrace someone. It is even unusual for boys and
girls to hold hands, unless they are in love.
™ They will never say no: they will however say: "It may be difficult" or "I
will think about it". Yes, does not mean Yes, it means I understand (not I
agree).
™ Chewing gum - While it is considered permissible to smoke when talking to
someone, it is considered very rude in the same situation to chew gum, or to
be the only person eating something.
™ Blow your nose - do not ever blow your nose in front of a Japanese person.
™ In Japan you should not make eye contact, it is bad manners.
™ Shoes - are never worn inside a Japanese house. After taking off one's
shoes at the entrance of the house, one must arrange one's shoes properly
and neatly with the toes pointed towards the door. (Avoid shoes with laces
or buttons). Special slippers are worn everywhere, except in the "tatami"
(rice mat) rooms. There are always separate pairs of slippers to be used
inside the toilets.
™ Japanese toilets are somewhat different from those to which South
Africans are accustomed. To use them one has to squat, which can be
awkward.
™ It is considered impolite in Japan to have a look into the kitchen of a home
you are visiting.
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™ When eating, chopsticks should never be placed inside the bowl, but
parallel next to it. The following actions are considered bad manners:
•
•
•
•
•
Spearing a piece of food with a chopstick
Using chopsticks to shift dishes around
Waving chopsticks in the air while trying to decide what to eat next
Rummaging about in the food looking for the tastiest morsel
Picking up a dish with the had that is holding the chopsticks
™ Drinking - At table take small sips from your drink, they keep on toasting
and keep on re-filling your glass, they will expect you to refill their glasses. If
you are not careful, you may be intoxicated before you realize it. They are
heavy smokers and do not always ask permission to smoke.
™ Bathrooms - When using a Japanese style bathroom it should be
remembered that washing is done outside the tub. One washed thoroughly
at the taps using the buckets for rinsing off before entering the bathtub.
™ "Meishis" or calling cards play an especially important role in Japan and are
usually printed in TOKIO with English on the one side and Japanese on the
other. These cards are exchanged during introduction and should be read
carefully. Etiquette calls for the lower ranking or younger person to offer
his/her card first. When the card is presented, it should be turned so the
other person can read it as he accepts it. It is considered impolite to use a
damaged card or one that bears a memo not intended for the receiver.
™ Tipping is generally not expected. However, a 10% service charge plus a
3% government tax is added to hotel, bar and restaurant bills over Yen
2,000. A 3% consumption tax is also in operation since April 1989.
102
Chapter 23
MAJOR RELIGIOUS CUSTOMS
1.
Food and drink practices of major religions
Some religious groups have dietary restrictions, which should be
respected and accommodated. The following are general rules in this
regard (there are many exceptions and variations).
♦
Islam
Due to religious laws, no pork products (ham, bacon, sausage, etc.)
may be served to Moslems, nor may food be prepared using pork
products (bacon grease, lard, etc.). Alcoholic beverages are also
normally forbidden by religious law. Sometimes, a Moslem guest of
honour does not drink but has no objection if others do. Those who
do not take alcohol should be served fruit juice or lemonade for toasts.
During the holy month of Ramadan, it is particularly important to
refrain from serving alcohol.
Some of the Moslem or predominantly Moslem countries are: Morocco,
Tunisia, Libya, Egypt, Jordan, Syria, Turkey, Iraq, Iran, Saudi Arabia,
Kuwait, Afghanistan, Malaysia, Indonesia, Pakistan, Sudan, Somalia
and Bangladesh (there are many others). Although India has a
majority of Hindus, it also has a sizable minority of Moslems.
♦
Hinduism
Dietary restrictions vary widely among Hindus according to local
custom, and their acceptance of outside practices. Many Hindus do
not eat meat, fish or fowl. Others also refrain from eggs. Others,
especially Joins, will not eat root vegetables, such as onions, carrots,
potatoes, garlic, beets or nuts that grow near the ground. The best
practice is to ask the guest's preferences in advance. They will not
mind. Milk and milk products are normally acceptable. Most Hindus
do not drink alcoholic beverages; fruit juice or other soft drinks may be
offered as a substitute.
The Hindu religion is practiced widely in India, Nepal, Sri Lanka and
103
Indian communities found in many other countries.
♦
Buddhism
No dietary restrictions. Since Buddhism is a personal and
individualistic religion, restrictions may be self-imposed. Because of
the Buddhist abhorrence of killing, some Buddhists do not eat meat.
Some do not drink alcoholic beverages.
Buddhism is practiced in Myanmar (Burma), Cambodia (Cambodia),
Laos, Thailand, Vietnam, Sri Lanka, Nepal, Japan, and Korea.
Buddhism practiced in Southeast Asia is different from that in
Northeast Asia: Mahayans in Northeast Asia, Theravada in Southeast
Asia.
♦
Judaism
The system of Jewish dietary laws is called "Kashrut, " and those who
observe it are said to be "keeping kosher". Kosher foods include all
fresh fruits and vegetable, any fish with fins and scales, most dairy
products and certain types of meat and poultry when slaughtered by a
kosher butcher. Jews who keep strictly kosher will eat kosher meat
only when it is prepared with kosher utensils in a kosher kitchen.
Others will observe one or more but not all of the Jewish dietary laws,
e.g. they may not eat pork products, they may not eat any shellfish,
and they may not eat meat products and milk products together (such
as a cheeseburger). If in doubt, ask the guest's restrictions in
advance. They will certainly appreciate the thoughtfulness. During
the week of Passover, which usually occurs around April, an additional
set of restrictions is in effect and to circumvent these further
restrictions, careful planning is required? Kosher foods are often
labeled "parve" or "pareve" (meaning containing no meat or milk
products).
♦
Catholicism
Many Catholics abstain from eating meat on given holy day particularly
in the Lenten season. Since custom vary widely, it is best to enquire
at post about prevailing customs.
104
Chapter 24
DEPARTMENT OF FOREIGN AFFAIRS: GENERAL GUIDELINES
REGARDING TWINNING OF CITIES AND PROVINCES
ANNEX A
Example of a typical Twinning Agreement.
ANNEX B
Possible areas of cooperation.
ANNEX C
The Definition of International Agreements.
1.
Introduction
1.1
A Twinning Agreement should not be confused with a so-called
International Agreement. A Twinning agreement is an informal
arrangement indicating mutual intentions and goodwill, but which does
not entail a legally binding document (Please see Annex A). An
International Agreement on the other hand can be defined as a written
agreement between states and/or international organizations and
therefore governed by international law ; whatever its particular
designation.(Please see Annex C)
1.2
The basic purpose of a Twinning Agreement should be to provide an
opportunity for contact on as wide a scale as possible with local
communities of other countries. Contact should therefore include all
levels of a community and not only be limited to a few functionaries.
1.3
It is also preferable that the forming of a Twinning Committee should
precede the twinning. The Twinning Committee should predetermine the
objectives, areas and manner of contact before an agreement is
presented.
1.4
Care should also be taken when considering twinning to ensure that the
respective South African province/town is able to afford the twinning - i.e.,
the financial implications must be considered BEFORE approaching the
overseas province/municipality.
2.
Twinning objectives
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2.1
The following objectives should be considered before signing a Twinning
Agreement:
•
•
•
•
•
The Agreement must not be cosmetic (i.e. just a symbolic gesture);
The Agreement must be aimed at real socioeconomic interaction;
Funding must be available as this increases the effectiveness of project
arising from such an arrangement;
the Agreement should promote good relations between local
authorities;
the Agreement should create opportunities for the extension of mutual
understanding, visits, contact and cooperation, as well as an exchange
of knowledge and information concerning the various activities of the
respective cities/provinces.
3.
Spheres of cooperation activities (Please see Annex B)
3.1
Possible spheres of cooperation are the following:
(a)
PUBLIC ADMINISTRATION:
Exchange of technical knowledge within various public authorities:
human resources policies, administrative systems, results of special
studies; cooperation in the fields of city planning, water
purification, management of parks, transport.
(b)
EDUCATION:
Liaison between universities, colleges, schools, lecturers and
students; academic exchange programmes.
(c)
CULTURE AND SPORT:
Joint art exhibitions, exchange of artists and musicians, liaison
between theatre groups; training of coaches and sportsmen.
(d)
ECONOMIC ACTIVITIES:
Financial transfers would be difficult to achieve and development
cooperation, exchange of experience and a strengthening of
reliable, efficient government structures should rather be strived at;
chambers of commerce linkages; enhancement and promotion of
investment.
106
4.
Factors in determining a suitable Twin City/Province
4.1
A twin city/province should be selected with care and the eventual
agreement between two cities/provinces should benefit the community
and country.
4.2
The choice of a twin city/province should also be practical in the sense
that it should be financially viable to ascertain the different goals. The
proposed twin cities/provinces should also be able to communicate
efficiently in order to formulate necessary exchange programmes.
4.3
Several other factors could play a role in determining a suitable twin
city/province, for instance:
(a)
SIZE AND LOCATION:
Corresponding populations ‘size should be considered. Both
cities/provinces being ports or having ports, or within an industrial,
mining or specific agricultural area.
(b)
RESEMBLANCE AND CHARACTER:
Corresponding character is also important: both cities/provinces
could be university towns/regions or tourist attractions or popular
holiday destinations, or both cities could be capitals.
(c)
HISTORY:
A shared historical association, e.g. similar town names.
(d)
SPECIFIC ISSUE OR PROJECT
Twinning should not be a meaningless exchange of office bearers
and consideration should be given to structure a Twinning around a
specific issue or project, i.e. tourism, public transport, housing and
then exchange information regarding the issues.
5.
Procedures regarding twinning agreements
5.1
The request, addressing at least some of the above-mentioned objectives
and factors, should be channeled to the Department of Foreign Affairs’
Directorate Provincial Liaison via the relevant South African mission or if it
is a request from a South African city/province via SALGA/NCOP. The
Directorate will then liaise with the Department of Constitutional
Development and SALGA/NCOP to identify a suitable city/province.
107
5.2
If the city/province, in either South Africa or the foreign country,
requesting a Twinning, has identified a city/province to twin, the
Directorate will liaise with SALGA/NCOP and the Department of
Constitutional Development to establish whether the Twinning would be in
accordance with government policy.
5.3
Once initial contact has been established, further negotiations would be
done directly between the twinning cities/provinces.
5.4
The following formal procedures regarding a Twinning Agreement, should
be adhered to:
(a)
Formal acceptance of the Agreement should be arranged in one of
the twin cities/provinces. The acceptance ceremony could take any
form, but should normally be done during a special Council
meeting. The ceremony should also include the formal signing of
the proposed agreement, by both mayors/premiers.
(b)
The acceptance date should be planned carefully to ensure
maximum publicity. It is recommended that the date should
correspond with an important event of national or local interest, i.e.
an art festival, opening of a sporting complex or trade fair.
The publicity gained by choosing an appropriate date will benefit
the Agreement as well as the chosen event.
(c)
Consideration should also be given to the following:
•
•
•
•
the drafting of a parchment scroll for signing by the respective
mayors premiers;
a possible anniversary celebration after a certain period;
organizing special events that could be linked to the signing of
the Agreement: visits by the official delegations to locations of
local interest, organizing special sporting events, art exhibitions
or theatre productions;
a databank regarding all city and provincial twinning
agreements to be kept at the Department of Constitutional
Development.
6.
Conclusion
6.1
It is very important that no effort should be spared to sustain a Twinning
Agreement. Considerable cost and effort is involved in reaching such an
Agreement, and it would be totally counterproductive if the Agreement
108
should fade as soon as a new Council takes over. It is therefore of the
utmost importance to do sound research before a Twinning Agreement is
considered and implemented.
109
CHAPTER 25
THE DEFINITION OF INTERNATIONAL AGREEMENTS IN TERMS OF
INTERNATIONAL LAW AND THE SOUTH AFRICAN CONSTITUTION
What is considered an international agreement?
Although the Constitution provides no definition of "international agreement", it
is clear that the term should be interpreted in accordance with rules of
international law which, through section 231 (4), became part of South African
law.
An international agreement can, therefore, in terms of the Vienna Convention on
the Law of Treaties between States and International Organizations or between
International Organizations (1980), be defined as a written agreement between
states and/or international organizations and governed by international law.
Whatever its particular designation. The latter part is important as some seem
to argue that since it is not termed a treaty or international agreement but
merely a joint communiqué or statement or, the one most often used, a
memorandum of understanding it is not considered an international agreement
and would, therefore, not be subject to the normal constitutional requirements.
A short description of the different terminology used to describe international
agreements and the true contextual meaning of each of these terms are
necessary to provide some clarity.
As a specific term, the word "treaty", is normally used for more formal
arrangements dealing with matters of gravity between the states party thereto.
The term "convention" is mainly reserved for agreements of a multilateral
character.
"Agreement" is used for an instrument less formal than a treaty or convention
and is usually applied to agreements of limited scope and fewer parties. This
term is employed when referring to both bilateral and multilateral agreements.
The term "protocol" is normally used when referring to an instrument dependent
on or linked to another treaty, without necessarily being an addendum or annex
to such a treaty. In such circumstances, it would serve as an ancillary
instrument to the original instrument.
110
"Memorandum of understanding" is the term used when dealing with a less
formal instrument usually concluded at the administrative level and usually
becoming binding on signature thereof.
"Declaration" denotes a treaty that declares common principles of policy and can
be unilateral or jointly released by the parties concerned.
An "exchange of notes" is one of the most informal of all treaty making
processes, very frequently adopted in recent times, through which states
conclude agreements.
An international agreement therefore has to comply with the following
requirements:
•
•
•
the parties should be subjects of international law;
the agreement should be governed by international law; and
the agreement should be in writing.
Who may enter into international agreements?
It is clear from the above that only subjects of international law may enter into
international agreements. The question whether provinces qualify as subjects of
international law should be answered in the light of South African Constitution
and international law.
The position regarding the power of provinces to enter into international
agreements as expounded by the previous South African Constitution, (Act 200
of 1993) is maintained by the present Constitution (Act 108 of 1996). The
present Constitution likewise does not permit provinces to enter into international
agreements. The powers of provinces are limited to the functional areas listed in
Schedules 4 and 5 of the Constitution. The conduct of foreign relations including
the entry into international agreements is not listed in the Schedules. Such
functional areas will therefore fall within the exclusive jurisdiction of the central
government.
This is underlined by sec 231 which requires approval of central government
through either the National Executive or Parliament before South Africa can enter
into an international agreement Sec 231 (1) provides that the negotiating and
signing of all international agreements are the responsibility of the National
Executive, namely Cabinet. In terms of Sec 91 (1) of the Constitution, Cabinet
consists of the President, as head of the Cabinet, a Deputy President and
Ministers.
Sec 231 (3) further provides that only certain categories of
agreements may enter into force after the national executive have approved the
111
signature thereof. In terms of Sec 231 (2) international agreements not falling in
these categories require Parliamentary approval before it can bind the Republic.
International law does not in principle recognize provinces as subject thereof. In
international law, provinces will only be allowed to enter into international
agreements, if the domestic law of a particular state authorizes provinces to act
as such. As was pointed out, the Constitution, being the supreme law of the
land, does not permit provinces to exercise such powers.
It is important to note that provinces are not prohibited from entering into
contracts with other entities abroad, provided they have the legal competency to
do so, as this would not impinge on the conduct of foreign relations and as long
as it falls within the functional areas of Schedule 4 and 5 of the Constitution.
Contracts are not governed by international law as in the case of international
agreements. The other option is to enter into an informal arrangement
indicating mutual intentions and goodwill but which does not entail a legally
binding document. (I.e. MOU's between Gauteng Province and Government of
Malaysia and a province in Korea respectively.)
Procedure to be followed for the conclusion of International
Agreements
In order to ensure compliance with the relevant constitutional requirements the
following procedures should be strictly adhered to before any international
agreement can be entered into:
1.
Section 231 (1) of the Constitution provides that the negotiating
and signing of international agreements is the responsibility of
the National Executive.
The approval of the National Executive is therefore essential before an
international agreement can be finalized and signed.
1.1
In terms of Sec 231 (3) international agreements of a technical,
administrative or executive nature, which do not require either ratification
or accession, require only approval of the National Executive as provided
for by sec 231 (1), in order to bind the Republic. Such agreements must
however be tabled in Parliament within a reasonable time. All other
international agreements require parliamentary approval to bind the
Republic.
1.2
In the case of agreements requiring approval of the national executive the
following two categories should be distinguished:
112
(1)
(2)
Agreements dealing with routine matters. Routine matters include
agreements dealing with non- contentious or departmental issues,
agreements not entailing legislative measures and agreement with
financial implications, which have not been included in the budget.
Agreements dealing with non-routine matters include agreements
dealing with contentious issues, requires legislative measure or
involves financial expenditure not budgeted for.
In the case of the first category of agreements, a line function Minister is
allowed to act on behalf of the Cabinet. This function must however be
exercised in consultation with the President. Formal approval is given by
way of a President's Minute.
The second category of agreements cannot be dealt with by a single
Minister and should be remitted to Cabinet by way of a Cabinet
Memorandum for the approval of the agreement and for the authorization
of a particular person to represent the Republic in concluding the necessary
formalities.
1.3
The rules relating tot he format, signature and initialing of Presidential
Minutes and Cabinet Memoranda are referred to in Chapter 5 (5.1, 5.13 5.20) of the "Manual on Executive Acts of the President of the Republic of
South Africa" issued by the Office of the President on 22 February 1997
and must be strictly adhered to.
2.
Each Government department takes responsibility for the negotiation,
drafting and obtaining the necessary approvals to enter into international
treaties or agreements they wish to conclude with other states or
international organizations.
2.1
The Department of Foreign Affairs and its Law Advisers are available to
render assistance and should be involved where necessary. It is the
function of the Department of Foreign Affairs inter alia to examine all draft
treaties and agreements in order to determine whether they are politically
acceptable from the point of view of South Africa's international relations
and to ensure that they are in accordance with international law and do not
conflict with our international obligations.
2.2
It is, however, important that the department concerned must first submit
a proposed treaty or agreement to the State Law Adviser of the
Department of Justice before referring it to Department of Foreign Affairs.
The functions of the Department of Justice is to scrutinize proposed
113
treaties or agreements from the points of view of good legal drafting and
possible conflict with South African Law.
2.3
The draft treaty or agreement is then sent to the Department of Foreign
Affairs for checking and certification, whereafter the department concerned
is responsible for the obtaining of presidential approval in accordance with
the procedure set out above.
2.4
The above mentioned provisions will apply mutatis mutandis where the text
of a treaty is drafted by another Government and submitted to the
Government of South Africa for its consideration.
2.5
The Department of Foreign Affairs would also assist other departments
where necessary in the final preparation and signing of a treaty or
agreement.
3.
Sec 231 (4) governs those international agreements, which have legislative
implications. As mentioned earlier, such agreements require parliamentary
approval. The application of such agreements depends on incorporation
into South African law. According to Sec 231 (4), an international
agreement becomes part of South African law when it is enacted into law
by national legislation. A self-executing provision of an agreement,
however, will apply automatically once it has been approved by Parliament
and is consistent with the Constitution or an Act of Parliament. Selfexecuting provisions refer to those international agreements or provisions
thereof that are of such nature that it can be directly applied in South
African law without being explicitly enacted into legislation.
4.
The procedure for submitting international treaties and agreements to
Parliament remains as it has been established in accordance with the
analogous provisions of the interim Constitution. In this regard, see
Cabinet Memorandum 22.94 and 10/95.
Approval by Parliament is
obtained by way of a resolution. Departments wishing to submit an
international treaty to Parliament will be required to prepare a draft
resolution and an explanatory memorandum which together with a copy of
the treaty, will be tabled in Parliament by way of notice of motion. The
normal rules of the National Assembly applicable when giving notice of a
motion shall apply.
4.1
Once Parliament has agreed to the ratification of or accession to an
international agreement, the necessary Instrument of Ratification or
Accession will have to be prepared by the department concerned in
consultation with the Department of Foreign Affairs. The Minister of
Foreign Affairs signs the Instrument of Ratification or Accession, which
114
Instrument will then be deposited through the Diplomatic Channel with he
government or organizations concerned.
5.
Finally, it should be reiterated that the Department of Foreign Affairs
controls and is responsible for the keeping and updating of the South
African treaty register. In order to ensure that the information in the
register is correct and to update, the original or a certified copy (in the
case of a multilateral convention or treaty) of each international agreement
to which South Africa has become a party, must be sent to the Legal
Section of the Department of Foreign Affairs for inclusion in the treaty
register and for safekeeping.
6.
General guidelines regarding Twinning of Cities and Provinces
ANNEX A
Example of a typical Twinning Agreement.
ANNEX B
Possible areas of cooperation.
1.
Introduction
1.1
A Twinning Agreement should not be confused with a so-called
International Agreement. A Twinning agreement is an informal
arrangement indicating mutual intentions and goodwill, but which does not
entail a legally binding document (Please see Annex A). An International
Agreement on the other hand can be defined as a written agreement
between states and/or international organizations and therefore governed
by international law whatever its particular designation. (Please see Annex
C)
1.2
The basic purpose of a Twinning Agreement should be to provide an
opportunity for contact on as wide a scale as possible with local
communities of other countries. Contact should therefore include all levels
of a community and not only be limited to a few functionaries.
1.3
It is also preferable that the twinning should be preceded by the forming of
a Twinning Committee. The Twinning Committee should predetermine the
objectives, areas and manner of contact before an agreement is presented.
1.4
Care should also be taken when considering twinning to ensure that the
respective South African province/town is able to afford the twinning - i.e.,
the financial implications must be considered BEFORE approaching the
overseas province/municipality.
115
2.
Twinning objectives
2.1
The following objectives should be considered before signing a Twinning
Agreement:
♦
The Agreement must not be cosmetic (i.e. just a symbolic gesture);
♦
The Agreement must be aimed at real socioeconomic interaction;
♦
Funding must be available as this increases the effectiveness of project
arising from such an arrangement;
♦
the Agreement
authorities;
♦
the Agreement should create opportunities for the extension of mutual
understanding, visits, contact and cooperation, as well as an exchange
of knowledge and information concerning the various activities of the
respective cities/provinces.
should
promote
good
relations
3.
Spheres of cooperation activities (Please see Annex B)
3.1
Possible spheres of cooperation are the following:
(a)
between
local
PUBLIC ADMINISTRATION:
Exchange of technical knowledge within various public authorities:
manpower policies, administrative systems, results of special studies;
cooperation in the fields of city planning, water purification,
management of parks, transport.
(b)
EDUCATION:
Liaison between universities, colleges, schools,
students; academic exchange programmes.
(c)
lecturers
and
CULTURE AND SPORT:
Joint art exhibitions, exchange of artists and musicians, liaison
between theatre groups; training of coaches and sportsmen.
(d)
ECONOMIC ACTIVITIES:
116
Financial transfers would be difficult to achieve and development
cooperation, exchange of experience and a strengthening of reliable,
efficient government structures should rather be strived at; chambers
of commerce linkages; enhancement and promotion of investment.
4.
Factors in determining a suitable Twin City/Province
4.1
A twin city/province should be selected with care and the eventual
agreement between two cities/provinces should benefit the community and
country.
4.2
The choice of a twin city/province should also be practical in the sense that
it should be financially viable to ascertain the different goals. The
proposed twin cities/provinces should also be able to communicate
efficiently in order to formulate necessary exchange programmes.
4.3
Several other factors could play a role in determining a suitable twin
city/province, for instance:
(a)
SIZE AND LOCATION:
Corresponding populations’ size should be considered. Both
cities/provinces being ports or having ports, or within an industrial,
mining or specific agricultural area.
(b) RESEMBLANCE AND CHARACTER:
Corresponding character is also important: both cities/provinces could
be university towns/regions or tourist attractions or popular holiday
destinations, or both cities could be capitals.
(c)
HISTORY:
A shared historical association, e.g. similar town names.
(d)
SPECIFIC ISSUE OR PROJECT
Twinning should not be a meaningless exchange of office bearers and
consideration should be given to structure a Twinning around a
specific issue or project, i.e. tourism, public transport, housing and
then exchange information regarding the issues.
5.
Procedures regarding twinning agreements
117
5.1
The request, addressing at least some of the above-mentioned objectives
and factors, should be channeled to the Department of Foreign Affairs'
Directorate Provincial Liaison via the relevant South African mission or if it
is a request from a South African city/province via SALGA/NCOP. The
Directorate will then liaise with the Department of Constitutional
Development and SALGA/NCOP to identify a suitable city/province.
5.2
If the city/province, in either South Africa or the foreign country,
requesting a Twinning, has identified a city/province to twin, the
Directorate will liaise with SALGA/NCOP and the Department of
Constitutional Development to establish whether the Twinning would be in
accordance with government policy.
5.3
Once initial contact has been established, further negotiations would be
done directly between the twinning cities/provinces.
5.4
The following formal procedures regarding a Twinning Agreement, should
be adhered to:
(a)
Formal acceptance of the Agreement should be arranged in one of
the twin cities/provinces. The acceptance ceremony could take any
form, but should normally be done during a special Council meeting.
The ceremony should also include the formal signing of the proposed
agreement, by both mayors/premiers.
(b)
The acceptance date should be planned carefully to ensure maximum
publicity. It is recommended that the date should correspond with an
important event of national or local interest, i.e. an art festival,
opening of a sporting complex or trade fair.
The publicity gained by choosing an appropriate date will benefit the
Agreement as well as the chosen event.
(c)
Consideration should also be given to the following:
♦
the drafting of a parchment scroll for signing by the respective
mayors premiers;
♦
a possible anniversary celebration after a certain period;
♦
organizing special events that could be linked to the signing of the
Agreement: visits by the official delegations to locations of local
118
interest, organizing special sporting events, art exhibitions or
theatre productions;
♦
a databank regarding all city and provincial twinning agreements
to be kept at the Department of Constitutional Development.
6.
Conclusion
6.1
It is very important that no effort should be spared to sustain a Twinning
Agreement. Considerable cost and effort is involved in reaching such an
Agreement, and it would be totally counterproductive if the Agreement
should fade as soon as a new Council takes over. It is therefore of the
utmost importance to do sound research before a Twinning Agreement is
considered and implemented.
119
EXAMPLE OF A TWINNING AGREEMENT
ANNEX A
AGREEMENT BETWEEN (CITY) AND (CITY) ON FRIENDSHIP AND
COOPERATION
The Mayor of ... Mr/Mrs.... and the Mayor of... Mr/Mrs .....,
♦
driven by the desire for the strengthening and multilateral development
of economic, trade, scientific, cultural and human relations,
♦
assured in the belief that firm and friendly relations between the two
cities will help in the mutual understanding between South Africa and
(Country),
♦
and taking into mind that (City) and (City) constitute the capitals of
independent states, agree to the following:
ARTICLE 1
The strengthening of friendly relations and cooperation which aim for a
better knowledge between the citizens of the two cities;
ARTICLE 2
The exchange of experience and knowledge on the following levels of local
administration - economic, scientific, town planning, transportation, health
and the protection of the environment;
ARTICLE 3
The development of cooperation on the levels of education and culture
especially with regards to the youth and sport, as well as the mass media;
ARTICLE 4
Both sides will encourage the cooperation between representatives of the
business world, banks and insurance services, medium and small-size
businesses of both cities;
ARTICLE 5
120
The cooperation between the two sides will be based on future
programmes and joint activities which will be agreed upon based on mutual
interests;
ARTICLE 6
The agreement will come into force upon the signing thereof. The
agreement was signed on (date) in two copies, in (foreign language) and in
English, both being legally valid.
(Signature)
Mayor
(Signature)
Mayor
EXAMPLE OF A TWINNING AGREEMENT
Framework of joint activities between (City) and (City)
According to the Agreement of friendship and cooperation between (City) and
(City), which was signed in ...... on (date), the Municipalities of (City) and (City),
agree to the following:
1.
The exchange of mutual experiences on all levels of local administration.
2.
The facilitation of the establishment of relations between the Chambers of
Commerce and Industry of (City) and (City).
3.
The exploration of the possibility for the participation of the Municipality of
(City) in international meetings on matters concerning the larger region.
4.
Investigating the possibility of the establishment of a (Country) Centre in
(City).
5.
Exploration of the possibilities for investments from (Country) in the
economy of (City).
6.
Exploration of the possibility for the participation of representatives or
specialists from the Municipality of (City) in ...........
7.
The facilitation of the furthering of relations between the Higher
Educational Schools of the two cities.
121
8.
The organization of a day for (Country) cinema and the presentation of
(Country) artists in (City), as well as the organization of music festivals with
the participation of artists from both cities.
(Signature)
Mayor
(Signature)
Mayor
122
ANNEX B
POSSIBLE AREAS OF CO-OPERATION
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
™
Manpower Development (Management Training at various levels);
Staff Exchanges (exposure programmes to gain wider experience);
Financial Management Systems and Skills Development;
Housing provision and upgrading for the poor and slum clearance
programmes;
Job Creation Strategies;
Urban Transportation;
Public Health Awareness Programmes, Aids;
Tools and Machinery for Small Scale Development;
Environmental protection and upgrading, prevention of pollution etc;
Town Planning and Evaluation (Property);
Systems Analysis;
Information Technology Programmes;
Tourism;
Libraries and the provision of books;
Cultural and Sporting Exchanges;
Technological Development and Transfer;
Civic awareness programmes;
Nursery and preschool education;
Skills training for school leavers and unemployed youth;
Garbage/Refuse disposal techniques.
123
CHAPTER 26
OFFICIAL ENTERTAINMENT
INDEX
1.
OFFICIAL ENTERTAINMENT
1.1
What is Entertaining
1.2
The purpose of Entertaining
1.3
The secrets of successful entertaining
1.4
The Administrative Code
2.
PLANNING
2.1
Basic considerations
2.2
Entertainment areas in your home
2.3
Getting your home ready
3.
TYPES OF FUNCTIONS
3.1
Breakfasts
3.2
Brunch
3.3
Tea Parties
3.4
Coffee Parties
3.5
Luncheons
3.6
Buffets
3.7
Formal Dinners Parties
3.8
Informal Suppers
3.9
Cocktails
3.10 Garden Party
3.11 Bar-b-Que.
3.12 Dinner Dance
4.
FORMAL DINNER
4.1
Silver cutlery
4.2
China
4.3
Crystal glasses
4.4
Serving dishes
4.5
Table linen
4.6
Flowers
4.7
Candles
4.8
Miscellaneous
124
5.
PLACE-SETTING
5.1
5.2
5.3
The underplate
Cutlery
Glasses
6.
SEATING
7.
THE DINNER
7.1
Before Dinner
7.2
Announcing Dinner
7.3
Serving Dinner
7.4
Serving Wine
7.5
After Dinner
7.6
Departure
8.
GIFTS
8.1
8.2
8.3
9.
TRICKY SITUATIONS
9.1
Unexpected guests
9.2
Guests arriving late
9.3
Accidents or spills
9.4
Cultural Differences
AND FLOWERS
Flowers
Gifts
Wine
OFFICIAL ENTERTAINING
1.1
What is Entertaining?
Entertaining is not an objective itself, it is merely a useful instrument,
creating a convivial atmosphere conducive to conversation and to
establish or expanding worthwhile contact. It provides the setting for
liaising with foreigners. It should be expertly planned and faultlessly
executed to enhance opportunity to discuss subjects of importance.
1.2
The purpose of Entertaining.
•
To encourage interaction with foreign guests resulting in friendly and
positive attitudes towards South Africa,
125
•
•
•
•
1.3
The secrets of successful entertaining.
•
•
•
•
•
1.4
To illustrate South African culture to contrast abroad,
To obtain and provide information and to gain deeper insight into
circumstances and events which would not be possible in a work
situation,
To widen your circle of friends and become better acquainted with
both the official and private citizens of the country you are residing in.
To host a farewell dinner or welcome cocktail for departing diplomatic
officials.
Start planning long before the date.
Be totally organized; write everything down.
List everything you need for the menu and for the house.
Set the table the day before. Make sure the diplomatic tools are clean
and polished.
Your party can be formal, informal or very casual – choose a
style that you are comfortable with!
The Administrative code.
Entertaining is a supporting tool, designed to assist in the realization of
the mission’s annually formulated goals and objectives.
Ask the Administrative Officer for a copy of the chapter that deals with
Expenditure on Official Entertaining Abroad from the official Foreign
Service Administrative Code.
Entertaining can be very expensive and you must be aware what refunds
you can get and what you must pay yourself.
2 PLANNING
It is essential to plan in terms of mission objectives and
your spouse’s/partner’s portfolio and responsibilities.
Junior officers are not expected to give large formal
dinners or receptions. The numbers of guest will determine
the type of functions and areas in your home that you will
use.
126
2.1
Basic considerations:
• Start planning long before.
• Ask around for tips on entertaining in the country
• Determine your own capabilities
• Decide the purpose of the entertaining
• Your guests
• The budget
• Customs in the country of your posting
• Dietary customs in the country e.g., halaal, kosher, vegetarian
• Venue (Ambassadors residence / your home / restaurant / hotel)
• The season
• The tone (formal / informal)
• The style (dinner / buffet / tea)
• The Menu
• Your kitchen, Staff (waiters, barman, cook)
• Diplomatic tools
• Invitation cards
2.2
Entertainment areas in your home.
•
•
•
•
•
•
2.3
Entrance hall
Dining room
Sitting room
Family room
Patio / balcony
Garden
Getting your home ready
When you invite people to your home, especially if it is a formal do, you
start to look at your home with a critical eye and all sorts of imperfections
start to leap out at you. We all want to portray ourselves as reasonable
tidy clean-living citizens. Try to have your home as tidy as possible before
the guest arrives. Put flowers in the rooms and new soap and clean
towels in the guest toilet. Close or lock doors if you must.
3 TYPES OF FUNCTIONS
There are several different types of functions one is invited
to. Some are very formal and other sometimes quite
informal. Familiarize yourself with all types of functions to
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avoid embarrassment.
3.1
Breakfasts
The easiest way to entertain would be the Informal Breakfast in a buffet
style where guests can help themselves to a variety of foods. The Seated
Breakfasts would require servants to prepared food and serve at the table.
A celebration is normally the reason for the Champagne Breakfasts and a
festive setting would be ideal. The Business Breakfasts is normally a
seated, fairly formal function with place cards and limited alcohol.
3.2
Brunch
This is quite similar to a breakfast but as the name implies, takes place
halfway between breakfast and lunch. The food is more substantial and
similar to food served at a light lunch.
3.3
Tea Parties
3.4
Coffee Parties
A coffee party can be held either in the daytime or late at night after
dinner or the theatre. Light savory snacks with flavoured coffees (e.g.
Irish coffee) are served while sitting in comfortable chairs discussing
topics of interest.
3.5
Luncheons
Several different types of lunches can be served either at home or at
restaurants. A Working Lunch normally takes place in a private room in a
restaurant or private club. In some countries, it is not unusual for men or
women to take time off to attend a Men’s lunch or Ladies’ Lunch. Should
you be required to host one of these lunches at your home, remember
The most popular method to entertain in the diplomatic
circles. It is an ideal socializing medium for women on their
own. The hostess prepares tables with fine linen, porcelain
and family silver. Cakes, pasties and small sandwiches are
attractively presented on tables and served with coffee and
tea. The Formal Tea can be compared with the Formal
Dinner – a very grand sit-down occasion.
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that the food for the Men’s lunch should be more substantial than for
ladies.
3.6
Buffets
Buffets are very popular and a large amount of people can be
accommodated with minimum staff. Any meal from breakfast to the
formal dinner can be served as a buffet. Food is set up on tables or your
sideboard and guests help themselves. Make sure you have enough
cutlery and plates. Use interesting tablecloths and fill the space between
dishes with decorations, plants or ornaments. Prepare dishes that will still
be attractive to eat after standing a wile. Good examples are mousaka,
bobotie, stews served with a variety of salads and breadrolls. Guests eat
while socializing and standing around (cocktail style). You can also
arrange for tables with a few chairs in you entertainment area.
3.7
Formal Dinner Parties
A sit-down dinner should be an unhurried event, with time to savor and
appreciate food, to have deep conversation and exchange ideas, but most
of all to build bridges and establish friendship. On these occasions you
take out beautiful things, silver crystal in order to indulge yourself and
your guests. At a formal dinner, the hostess never leaves the table and
you should have experienced staff to go ahead with all the stages of the
meal.
3.8
Informal Suppers
To most people informal means relaxed casual or “no need to dress up”
and by no means sloppy. Entertaining informal means that you can use
your day to day set of dinner service and simpler glasses, place mats. Do
not let your standards drop as a diplomat. Examples of informal suppers
are Fondue parties, Fireside Suppers or a Braai.
3.9
Cocktails
Normally a cocktail is given with a particular purpose in mind for example:
a National day, to welcome a newcomer, celebrating a promotion, a
birthday party, and a house warming party. A large number of people can
be entertained for about an hour or two. A bar is normally set up where
guests can help themselves. Snacks and about 8-10 different hors
d’oeuvres to give each guest about 24 bites are served. Dress code: black
dress and evening suit.
3.10
Garden Parties
The traditional garden party is essential a buffet tea with alcoholic
refreshments. It begins at 3.30pm and usually ends just after 6pm. You
need to dress formal and elegant.
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3.11
Bar-B-Que.
The most popular way to entertain in your garden is the Bar-b-Que
(braai). It can be formal or informal, during the day or at night. In most
cases, a buffet style meal would be the easiest. No paper plates! Have
enough meat for the guests and a variety of salads. Cater also for
vegetarians (vegetable kebabs). Make sure that you have enough space
and take into account bad weather.
3.12
Dinner Dance
In most countries missions have dinner dances at a major hotel to
celebrate either a year-end function, a special event or anniversary.
Missions might book tables at the event. It normally takes the form of a
sit-down dinner with dancing between speeches.
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4 THE FORMAL DINNER
This can be a very distressing event if you are not aware of
the rules and table manners. Familiarize yourself with all
the written and unwritten rules of Formal Dinners.
The equipment needed to give a formal dinner can be
divided into five categories: silver, china, crystal, serving
dishes, table linen.
4.1
Silver Cutlery
The silver (plated or stainless steel) cutlery set must be clean and well
polished. Only display those that you will use during the meal.
Familiarize yourself with the different types to avoid any embarrassment.
There are several different knives and forks. If in doubt – wait for the
hostess to see what she uses.
There are definite tools and techniques or methods to eat
artichokes, peas, asparagus, cheese, fruit, mussels,
oysters, pasta, snails, soup and sushi. Learn these methods
to avoid embarrassment. Practice before using them. It is
very important to learn the proper way to hold a knife and
fork. Learn the position of knife and fork when a diner has
finished.
4.2
Crystal glasses
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A separate glass is needed for each wine served. If you do not have
crystal glasses, find expensive looking glasses that match to use. It is
worth knowing what shape means red or white wine.
4.3
China
4.4
Serving dishes
With the exception of the dessert plates, all the china used
at a formal dinner should match and preferable be white.
Familiarize yourself with the different types of plates. You
can use a butter plate also as a cheese plate. Certain
countries do not use any side plates.
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Most serving dishes used in the formal dinner might be part of your dinner
service. The minimum requirement is two vegetable dishes, several flat
serving dishes in different sizes for meat or fish, a gravy boat, one or two
large glass bowls for pudding and wooden cheese board. Trays are
equally important and a salad bowl.
4.5
Table linen
The sort of tablecloth, mat or napkin used together with the cutlery and
crockery present the prevailing colour and is one of the most important
aspects to consider.
Formal dinner usually requires a damask white tablecloth, ironed,
spotlessly clean hanging about half way down to the floor. Place mats in
white lace or damask are often used on a beautiful polished table. Large
linen napkins for formal dinners should preferably be used.
4.6
Flowers
Flowers on the dining table should be short stemmed and not higher than
20cm. This will avoid guests not seeing each other.
4.7
Candles
4.8
Miscellaneous
Small salt and pepper sets are used either at every setting or between
every two diners and will be removed by waiters before the dessert is
served. If mustard is used it must be served in a small silver pot on the
Candlelight is indispensable both for setting the mood and
for making the table and people looking their best.
Candelabra or candlestick can both be used but the rule
“the shorter the candlestick the taller the candle” must be
abide by. At formal dinners, the candles are normally
white. There must be enough light. Use silver or crystal
candlesticks.
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table before dinner.
4.9
Waiters
Make sure that you have well trained waiters to serve. Telephone a hotel
beforehand and find names of waiters who are prepared to help you out
at a formal dinner. Meet with them before the event.
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5 THE PLACE-SETTING
Each diner gets a place setting even if they do not eat.
Make sure that you have more than enough utensils and
plates for the number of invited guests. Prepare the place
setting the night before and go through every setting to
avoid mistakes or missing cutlery.
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5.1
The Underplate
A silver underplate is used under each place setting.
5.2
Cutlery
The position of the silver at each place setting is governed by two basic
rules – “forks on the left” and “knifes and spoons on the right”. The
courses of the dinner are governed by the “eat from the outside rule”. The
dinner starts with the implements on the outside and course by course
works inwards to the center.
5.3
Glasses
At the majority of formal dinners, only one wine is served.
Glasses are put above the blade of the dinner knife. When
more than two wines are served, it is customary to position
the glasses in the order in which they will be used. It works
from right to left (fig B) or from left to right (fig A). The
waterglass must be filled before the guests sit down. Have
extra water glasses for guests who prefer juice instead of
wine.
6 SEATING
The hostess must work out the seating plans beforehand and keep note of
it. Formal dinners request small place cards with the guests’ name on the
table to indicate to guests where to sit. These cards are handwritten.
The highest-ranking female sits on the right of the host with the second
highest ranking female on his left. The highest-ranking male would be
then on the right of the hostess with the second highest-ranking male on
her left.
7 THE DINNER
7.1
Before Dinner
On arrival, a butler will take coats at the front door. The host and hostess
will greet guests in the entrance hall. If the hostess receives flowers, this
will then be sent to, the kitchen and she will put gifts on a nearby table.
Find out the custom in the country of posting. The host will take guests to
the lounge and offer them something to drink (whisky, gin and tonic,
juice, wine or sherry). Guests will be introduced to one another.
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7.2
Announcing Dinner
A butler will announce dinner by simply saying; “Dinner is served”. If
there is no help, the hostess will ask her guests to come to dinner and
lead the way. Everyone finds their places by reading the place cards or at
word from the hostess. The hostess should sit down as soon as she can
and the men should pull the women’s chairs for them before sitting down.
7.3
Serving Dinner
7.3.1 The different courses
Dinner should run smoothly without minimal interruptions to the flow of
conversation. Hire professional waiters to serve the courses.
The courses of a meal are served in the following order, but only very
rarely would all the courses listed here be served:
•
•
•
•
•
•
•
•
•
Soup (or first course)
Fish
Sorbet
Meat and vegetables (main course)
Salad
Pudding
Savory
Cheese
Fruit
Food is served to each person on the left, and plates are normally
removed from the right. No plates are removed until everyone has
finished the course. New plates are put around for the next course.
7.3.2 The order of service.
Traditionally, the woman on the host’s right is served first and the food is
then passed round the table clockwise. If the party is large, two people
are serving.
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7.4
Serving Wine
Each glass is filled to two thirds and from the right. With quite a variety
of wines in South Africa, several good wines can be served at a formal
dinner. If you do not want, wine simply put your hand over the glass
indicating no.
•
•
•
•
•
7.5
Sherry is served with soup
White wine is served with fish and shell fish
Red wine is served with red meat and game
Rose wine is served with white meat
Champagne or Sparkling wine can be served just before dessert, used
for a toast
After Dinner
When the meal has finished the hostess will rise and ask the guest to
follow her into the lounge. Coffee and liqueurs will then be served. She
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also may ask only the ladies with her and leave the men to port and
cigars. They will meet up with the men later.
7.6
Departure
8.
GIFTS AND FLOWERS
8.1
Flowers
Before causing a major incident find out the type of flowers, the number
and colour that should or should not be given in your country of posting.
In certain countries (Italy and France), they send flower before the
functions. The Dutch and Scandinavians likes receiving flowers and gifts
will open it immediately.
8.2
Gifts
The Germans open gifts after the departure of the guests. In the Middle
East they are very generous with gifts but giving handkerchiefs means
breaking a relationship. Acceptable gifts could be Rooibos tea, small
objects of art, traditional beadwork, etc.
8.3
Wine
Avoid giving alcohol in countries with strong religious rules for e.g.,
Muslim countries. Use grape juice. In Spain, Portugal and Italy they do
not like you to bring wine as a gift. Find out what is acceptable.
9.
People generally leave dinner parties between 11 and
midnight. It is polite to wait until the guest of honour
leaves or just after coffee has been served. The host will
take guests to the front door where they will thank him for
his hospitality before leaving.
TRICKY SITUATIONS
Unfortunately, things have a habit if not going according to
plan on the day of the event. Bear in mind that your guest
might be unaware so try not to panic and think of possible
alternatives. Your greatest hedge against mishaps is to
allow yourself enough time to do all the things you planned
and need to do. Be ready at least an hour before guest
arrive.
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9.1
Unexpected guests
Always keep a supply of essential foodstuff in the house if guests just
drop in. At a formal dinner, ask your caterer or staff to set another few
places at the table. Always have more than enough food for a dinner.
9.2
Guests arriving late
This is one of the greatest nuisances for a diplomatic hostess, especially
when guests think nothing of arriving 2 hours late. Whether you wait for
the late comers or not is a thorny issue. It depends on the custom in the
country you will have to wait if they are the guests of honour or
dignitaries.
9.3
Accidents or Spills
9.4
Cultural Differences
Find out the etiquette and protocol rules in your country of posting to
avoid any embarrassment.
10.
REFERENCES
In case of accidents, the rule is not to disrupt the party.
The hostess or servant should mop up the mess and
continue as if nothing has happened. When a guest spills
red wine on a white tablecloth, cover the mess with a
napkin and continue as if nothing has happened. Stay calm
and avoid the subject.
DEBRETT’S ETIQUETTE AND MODERN MANNERS
Edited by Elsie Burch Donald, 1981
INTERNATIONAL RELATIONS – REPRESENTATION,
ENTERTAINING OFICIALLY
By Maya Ingwersen, 1992
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CHAPTER 27
THE DIRECTORATE: INTERGOVERNMENTAL AND PROVINCIAL
PROTOCOL (DIPP)
GENERAL GUIDELINES TO POLITICIANS/OFFICIALS ON
OFFICIALS VISITORS ABROAD
Our stakeholders are the following:
PROVINCES: Premiers, Provincial Speakers, MEC’s, Provincial Director
Generals, Senior Officials, Standing Committees, Protocol officers in Premiers’
and Speakers’ offices.
LOCAL GOVERNMENTS: Metropolitan Mayors, Mayors, Councillors, Chief
Executive Officers, Town Clerks, Protocol Officers.
NATIONAL COUNCIL OF TRADITIONAL LEADERS: Traditional Monarchs
recognised by government, Chief Executive Officers of National and Provincial
Councils of Traditional Leaders, and Protocol Officers.
NATIONAL COUNCIL OF PROVINCES: Chairperson, Deputy Chairpersons,
Standing Committees, and Protocol Officers.
NATIONAL DEPARTMENTS: Only dealings with the Directors/other officers of
International Affairs/Protocol in all the National Departments. (Only as far as the
protocol related matters are concerned.)
MISSION OF DIPP
The MISSION of DIPP is to act as departmental contact point co-ordinating
the activities of Provincial/Local Governments/NCOP/TRADITIONAL MONARCHS
with regard to international relations, visits (incoming and outgoing) and other
international activities (twinning agreements etc)
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INTRODUCTION
Due to past logistical and other problems experienced by the Department
of Foreign Affairs and the South African Missions abroad when coordinating
visits from our clientele abroad or in South Africa, the following guidelines
will serve to assist in arranging these visits:
General
1. The Directorate: Intergovernmental and Provincial Protocol (DIPP) has been
designated to act as a CONTACT POINT in the Department of Foreign
Affairs in coordinating the activities of our stakeholders etc with regard to
international relations/activities.
2. These inter alia include the coordination of all international
activities by DIPP’s stakeholders. It is therefore important that all
initial requests be channelled through the Directorate:
Intergovernmental and Provincial Protocol (DIPP) of the Department of
Foreign Affairs.
3. For this purpose the Department of Foreign Affairs would like to have a
CONTACT PERSON in the Stakeholders’ offices The initial requests to
Foreign Affairs for an outgoing/incoming visits must be made through
this contact person or at least with his/her knowledge
4. The Directorate (DIPP) in turn will liaise with the responsible political
desks at Foreign Affairs and request the responsible South African
Mission(s) abroad for their input.
5. NOTE: The South African Missions have been requested to refer any
direct approaches to them by the Stakeholders back to this
Directorate.
6. Officials of Stakeholders are strongly urged also NOT to liaise directly
with foreign Missions (Embassies/High Commissions) in South
Africa, regarding appointments in their country (ies) because this
causes unnecessary duplication and delays.
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7. The Department of Foreign Affairs will liaise with the foreign
Missions in South Africa.
8. If some of our stakeholders are invited directly by an Embassy/High
Commission in South Africa as their guests and they undertake to make
ALL the arrangements – it is such a case it would be courteous to
inform Foreign Affairs in order that this Directorate could alert the
Mission in the country (ies) to be visited. Visiting a country in which
South Africa has diplomatic/consular representation without informing
the Ambassador/High Commissioner/Consul general might be construed
as undermining the authority of the High Commissioner/Ambassador.
The High Commissioner/Ambassador is appointed by the President of
South Africa and is as such the direct spokesperson and representative
of the President.
ITINERARIES
1. Before informing the Directorate of their planned visits, officials should
ensure that approval of their visits has been secured and that
sufficient funds are available for this purpose.
2. It would also be appreciated if the Directorate could be informed of the
planned visit well in advance, at least six weeks before departure.
3. It would also be appreciated if these requests could be channelled
through the CONTACT PERSONS (in the Offices of our Stakeholders)
Requests for assistance should be accompanied by the following
particulars:
‰
‰
‰
A list of the names of the visiting officials;
The leader or chairperson of the group, status and or position within the
government/organization structure;
A short CV of each member of the delegation;
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‰
‰
‰
‰
The overall purpose and objective of the visit including detailed
information and fields of interest, which will enable Missions to identify,
appropriate contact persons and organizations. Vague descriptions of
the contents of discussion points could result in appointments NOT
addressing the needs of the visiting officials entirely.
The level at which officials wish to hold appointments i.e. government
opinion formers or specialized technical personnel.
The contact details of the person coordinating the visit from the side of
the stakeholder. Alternatively, D I P P would provide stakeholders with
the necessary contact numbers details of our Missions abroad and the
Mission official who deals with the visit.
A proposed itinerary, i.e. flight details including the dates and times of
arrival and departure, and details regarding the hotels where the
delegations
CONSULTANTS
‰
‰
‰
‰
The Directorate: intergovernmental and Provincial Protocol ( D I P P ) does
not object to the utilization of consultants to assist our stakeholders in their
international activities. However, the Department of Foreign Affairs should be
informed as a matter of courtesy to ensure that there are no ambiguity
concerning the accommodation and transport arrangements and the
payments thereof.
DIPP’s experience is that consultants seldom consider the South African
Missions abroad when organizing these visits. Our Missions abroad represent
our stakeholders (and all South Africans) and therefore it would be negligent
to leave this coordination and visits in the hands of consultants alone.
Consultants ‘ reluctance to inform the Missions abroad, can lead to
embarrassing situations for the visitors/delegations when they have to turn to
the Missions when they are in distress ( e g loss of passports/injury/illness
etc)
When making use of consultants, please approach D I P P to ascertain
whether we cannot assist gratis, on the contrary, to consultants who expect
elaborate prices for coordination of visits with which the Department can
assist in.
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PASSPORTS AND VISAS
IMPORTANT CONTACT PERSONS
DIPLOMATIC PASSPORTS/VISA’S are issued by the Sub
Directorate: Appointments and Passports, [Ms Nkanyi Futshane
(Deputy Director)] within the Department of Foreign Affairs (Tel:
012 351 0772/Fax 012 351) and should be arranged with this Sub
Directorate directly).
1. Provincial politicians / Officials should ensure that they are in possession
of valid diplomatic/official/normal passports and visas. MEC’s
and some of their delegation members are entitled to Diplomatic
/Official passports. Application for these passports should be made
timeously.
Please direct your enquiries to the:
‰
‰
‰
‰
‰
Sub Directorate: Appointments and Passports:
Ms Nkanyi Futshane (Deputy Director)
Tel: 012 351 0772/Fax 012 351 0885
For Diplomatic passports ; and
For Visas - diplomatic and official visas)
1. DIPLOMATIC PASSPORTS are issued by the Sub Directorate:
Appointments and Passports within the Department of Foreign
Affairs (Tel: 012 351 0772/Fax 012 351) and should be arranged
with this Sub Directorate directly).
2. A DIPLOMATIC PASSPORT REMAINS the PROPERTY of the
Department of Foreign Affairs and must be returned to the
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Directorate: Diplomatic Immunities and Privileges after each visit –f
practically possible. Otherwise, they should be held in a secure place in
the Premier’s Office. If a holder of diplomatic passports loses the right
to hold one it should be returned to Foreign Affairs immediately.
3. Diplomatic passports are NOT to be used for private holidays or
other private purposes.
********************
4. NOTE: Please arrange for the return of the diplomatic passports or
the safekeeping thereof with the Section: SA Diplomatic Passports/Visas
in the Department of Foreign Affairs. Arrangements could be made
between DFA and the Premier’s/Speaker’s/Chairperson’s Office for the
safekeeping of these diplomatic passports in those offices. If an office
bearer ceases to hold the political office for which the passport
was issued – the passports must be returned to DFA as soon as
possible.
********************
5. OFFICIAL AND NORMAL PASSPORTS are issued by the
Department of Home Affairs, which has regional offices in the
respective Provinces and arrangements in this regard should be made
DIRECTLY with that Department.
6. Concerning VISAS, the Section: SA Diplomatic Passports/Visas can assist
with the issuing of visas for Diplomatic and Official Passports. It is,
however, the responsibility of the Province to contact the abovementioned Section: SA Diplomatic Passports/Visas in good time
(at least two weeks in advance) to ensure that the necessary
arrangements are made.
7. Please also ensure that the passport is valid for at least three
months after the visit. Some countries have indicated that passports
must be valid for a minimum of six months after the visit. Kindly
contact the Section: SA Diplomatic Passports/Visas concerning this.
8. Please also bear in mind that the bearer of a diplomatic passport is
NOT exempted from obtaining or holding visas for foreign
countries NOR is the bearer exempted from immigration and
customs control in any foreign country and South Africa.
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9. Delegations must ensure that they are in possession of transit visas
(if not in possession of a multiple entry visa) for the USA (especially if
they are only in transit through the USA en route to South American
countries.) Please, when in doubt as far as the USA is concerned, kindly
apply for multiple entry visas for the USA.
10. If a delegation passes through a country in transit to another country to
be visited, and want to return to the first country at a later stage, the
delegation must ensure that they are in possession of multiple entry
visas, should they wish to leave the airport while in transit.
11. It is of the utmost importance that the Section: SA Diplomatic
Passports/Visas receive the passports and requests for assistance well in
advance. Also, take time for dispatching passports to Pretoria into
consideration.
********************
PLEASE NOTE: SINGLE, MULTIPLE AND TRANSIT VISAS
1. If a South African passport holder does not have a multiple entry visa
to ENTER a certain country, but only a visa with a single entry,
he/she can only enter that specific country ONCE. Please ensure
how many entries are needed on an overseas visit and apply for the
appropriate visa at the relevant Mission in South Africa directly or
through the relevant Section: SA Diplomatic Passports/Visas at the
Department of Foreign Affairs (if travelling on a DIPLOMATIC
PASSPORT).
********************
2. PLEASE NOTE: Please ensures that the necessary VISAS are applied
for and obtained before departure. Most countries are ruthless as
far as the correct visas, passports and other related
documentation are concerned and will not let anybody INTO
their country (notwithstanding his standing in his/her own
country), if visas, passports, airtickets and travellers cheques are not
in order.
3. Please check visas, passports and all related travel documents, funds,
travellers cheques, air tickets thoroughly before departure and when
in doubt contact the relevant foreign Mission in South Africa or the
147
relevant Section: SA Diplomatic Passports/Visas at Foreign Affairs (if
travelling on a DIPLOMATIC PASSPORT) or this Directorate.
4. Even leaving the Airport during a stopover, while waiting for a
connecting flight, COUNTS as ONE entry into that country. If in
possession of a single entry visa, please note that it is only for a SINGLE
entry into a specific country and the passport holder will not be allowed
to enter that specific country again if the one entry has been used en
route to another country, while waiting for a connecting flight.
PLEASE NOTE: ARAB/MUSLIM COUNTRIES AND ISRAEL
1. Some Muslim countries will NOT allow South African passport
holders, who have a visa of Israel or any Israeli stamp in their
passports, into their countries. Malaysia, Saudi Arabia and most of the
Arab and/or Muslim countries will under NO circumstances:
•
Issue a visa in a South African passport with an Israeli stamp or visa
in it; and
•
Allow any South African passport holder with an Israeli visa or stamp
in his/her South African passport into their country even if a visa for
that country is not needed.
********************
VIP FACILITIES AT OVERSEAS AIRPORTS
1. In keeping with international regulations, our stakeholders may NOT
be entitled to VIP facilities/rooms and treatment in certain foreign
airports. The host country usually decides this.
2. However, if a foreign Embassy/High Commission has invited the
stakeholders as their guest(s), the host country would certainly make
provision for VIP treatment.
3. If VIP facilities are required abroad, please note that the applicant
will have to pay for it, unless he/she uses the VIP facilities of the
Airlines they are travelling with. VIP facilities are not automatically put
148
at the disposal of a Premier/Speaker/Chairperson etc. It must be
arranged through the relevant South African Missions.
ASSISTANCE BY MISSIONS ABROAD
1. Please note that South African Diplomatic Mission (High
Commissions/Embassies/Consul Generals) operate on tight budgets. Missions
are not at liberty to make any unexpected payments on behalf on visiting
delegations/individuals unless the necessary arrangements have been made
through DFA and the necessary financial codes have not been forwarded to
the Missions by the DIVISION: MISSION ACCOUNTS of the Department of
Foreign Affairs.
2. Expenses such as interpreters, hotel accommodation, travel arrangements will
be for the account of the delegation or visitor.
3. Please also note that Missions in cities with international airports do not have
the capacity to meet every delegation at the airport. These Missions have
compiled a restricted list of VIP’s from South Africa who will be met and
assisted by Mission staff.
4. Missions are not at liberty to give any advances etc without prior DFA
approval.
PAYMENTS ON BEHALF OF DELEGATIONS ABROAD
IMPORTANT CONTACT PERSON
``````
The Division: Mission Accounts, (Tel no (012) 351-1352 or fax no (012) 3511651) (MR. N MASIBIGIRI – Assistant Director) is responsible for payments on
149
behalf of Stakeholders at our Missions overseas and should be approached when
this service is required
1. Payments may be made through our Missions abroad on behalf of
Stakeholders – this includes expenses with regard to hotel
accommodation, transport, interpreters etc. – but application will
have to be made timeously with the Division: Mission accounts
at DFA (See below).
2. The Division: Mission Accounts, (Tel no (012) 351-1352 or fax no (012)
351-1651) is responsible for payments on behalf of Stakeholders at our
Missions overseas and can be approached for more details. If
requested, the Department of Foreign Affairs, through the South
African Missions abroad, can make arrangements for payments such as
accommodation, transport and meals (ONLY for those meals taken at
the hotel where the delegation is booked in) on behalf of visiting
delegations. (In this case a letter to the effect that the Province will
stand in for all the expenses of a visiting V I P or a delegation should be
forwarded timeously to the Sub Directorate: Mission Accounts of Foreign
Affairs (on an official letterhead).
3. The Division: Mission Accounts will inform the Mission to settle
the accounts on behalf of the Stakeholders ONLY after receipt
of the above requested authorizing letter – on the letterhead of
the Province etc.
4. Missions WILL NOT pay for personal expenses such as telephone
calls, room service, liquor, dry-cleaning, airport tax and meals taken
outside the hotel in which the delegation or V I P is staying. Kindly note
that Missions will also not pay for meals taken by the delegation/or
individual members of the delegation at restaurants.
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5. Missions will only pay for meals taken by the delegation at the hotel
where the delegation has been booked.
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6. Please note that IF NO arrangements are made for the
Department of Foreign Affairs to settle the accounts on behalf
of the Stakeholders, Missions WILL NOT settle the accounts.
7. Concerning AIRPORT TAX, it is apparently not possible for travel
agents in South Africa to include airport tax in the prepayment of tickets
for visits to certain countries. Please remember that traveller’s cheques
are generally NOT accepted as payment for airport tax.
8. Please make provision for AIRPORT TAX when leaving a foreign
airport. The local South African Embassy could advise on the amounts
to be paid. The Directorate: Intergovernmental and Provincial Protocol
could also give advice on airport taxes, currencies and denominations
9. Please also note that Mission will NOT give advances or assist
financially unless they have received written permission form the
DIVISION: MISSION ACCOUNTS at the DFA.
INTERPRETERS
1. In countries where the vast majority of the population does not speak
English Missions can assist in arranging INTERPRETERS for the
delegation, at the expense of the delegation/visitors. Depending
on the size of the delegation, two/or more interpreters might have to be
hired for the duration of the study tour and the delegation will have to
consider that.
********************
2. Interpreters employed at the Missions may normally not be used by
delegations, because these interpreters are vital to the daily functioning
of the Missions.
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HOTEL AND TRANSPORT ARRANGEMENTS
1. As far as hotel reservations are concerned, it is suggested that the
Department of Foreign Affairs and the Missions abroad be
consulted in this regard. South African travel agencies' choice of
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hotels and lack of knowledge of local conditions in certain cities, are
apparent. The relevant mission can also make the necessary hotel
reservations on behalf of the delegation if the Directorate has forwarded
the necessary financial codes to the DIVISION: MISSION ACCOUNTS.
2. Hotel/transport expenses in foreign countries will be at the expense of
the official/delegation
3. It is also proposed that the reservations only be confirmed once
appointments have been finalized.
4. Please also note that Missions normally cannot just make hotel
reservations abroad without the payment of a deposit. This can only
be done once the DIVISION: MISSION ACCOUNTS has informed the
Relevant Mission(s) to do the payments. Once reservations have been
made and a deposit paid, it might be difficult to retrieve this deposit
when hotel arrangements are changed at short notice.
5. As far as transport is concerned, Missions will in most instances be able
to arrange transport subject to the number of officials with the
understanding that it would be for the delegation's account.
6. NOTE: It is suggested that stakeholders settle all their expenses with
the travel agencies in South Africa. This will ease the problems of :
•
Carrying lots of funds abroad
•
The settling of expenditure between DFA and stakeholders account in
South Africa might take a few weeks.
However, the delegation should have enough funds (travellers
cheques) to cover all unforeseen expenses which might crop up
and which cannot be covered in South Africa before departure e.g.
taxi fees, airport taxes, private expenses in hotels, gifts etc.
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GENERAL HINTS
Hereunder follow some important hints, which must please be taken
into consideration:
1. It is customary that thank you letters are written to
hosts/interlocutors and the Directorate: Intergovernmental and
Provincial Protocol is more than willing to forward these letters from the
Stakeholders to the relevant hosts abroad, afterwards.
2. It is also customary to take small gifts (cuff links, pens, scarves,
books, etc.) for hosts/interlocutors to be handed over after the meeting,
often in reciprocity for small gifts received.
3. It is customary to tip waiters, drivers, taxi's and hotel attendants, etc.
abroad. Please make provision for this and ask the Missions in the
specific country for details.
4. In most countries, it is of the utmost importance to have large amount
of business cards at hand. Please ensure that all members of a
delegation have a sufficient supply of business cards.
5. Traveller’s cheques should be obtained at the official's bank before
leaving abroad. Use of credit cards abroad is an excellent way of settling
bills – please ensure that you have enough funds in your credit card in
South Africa. Please ensure that enough funds are available or
provided for.
6. Where necessary, obtain inoculations/vaccinations/injections. Any
medical clinic or general practitioner should be able to assist. Please get
them timeously. Also malaria tablets – should be taken before
departure and after return.
7. If required, upgrade your CELLULAR telephone for international
roaming. Do this with your service provider (SP). Telephone calls abroad are
heiniously expensive.
8. Please always be PUNCTUAL for social events and appointments.
Please also attend functions, dinners, and cocktails to which you are
invited. By not turning up the hosts might feel snubbed. If you are not
punctual, the hosts will not take you seriously.
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9. Dress code abroad tends to be on the formal side (business suite or
traditional dress). Please do NOT wear too informal dress and by
doing so embarrassing your host (ess), your institution and your
country. If you are not properly dressed, the hosts will not take you
seriously. Please dress properly when operating in the international
arena.
10. Please prepare your self or the delegation properly before you
attend meetings in the international arena. All to often South African
delegations are totally unprepared for their meetings. Sometimes the
knowledge of the country visited is also very meager. Please prepare
yourself properly. Please request this information from Foreign
Affairs before departure or from the Missions before attending
meetings, social functions etc.
11. Please remember that every delegation from Stakeholders is
seen as a South Africa delegation.
12. NB: Please ensure that proper travel insurance against any mishap
abroad (severe illness, death, and loss of baggage and personal
belongings) is acquired from your travel agent before departure. Medical
services in foreign countries are heiniously expensive.
13. Please ensure that you are au fait with the customs and traditions of
countries to be visited. The Department of Foreign Affairs or the South
African Missions abroad will be able to advise on the customs pertaining
to their countries of accreditation.
14. It is suggested that the size of official delegations be kept to the
minimum (i.e. 4 - 6 officials), as this will simplify logistical
arrangements, especially concerning transport.
15. The Department of Foreign Affairs welcomes receiving REPORTS on
the meetings/interviews/visits for record purposes and possible
distribution to other Stakeholders. Such reports will enable the
Department as well as its Missions abroad to maintain contact with
interested parties with a view of strengthening bilateral relations and
identifying possible fields of future cooperation between South Africa
and the host country. The Directorate: Intergovernmental and Provincial
Protocol can be of assistance to forward copies to other
Stakeholders, with the concurrence of the compilers, to assist them in
capacity building.
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16. If the Department of Foreign Affairs are informed in time, it could
arrange for profile of the countries to be visited to be forwarded to
the Delegations before their departure. In cases where an in depth
knowledge is required, it could be arranged at the Johannesburg
International Airport (as a last resort).
17. It is also courteous for any South African delegation to, as soon
as possible on arrival in a foreign country, pay a courtesy call
on the South African Head of Mission. This would also give the
delegation an opportunity to be briefed by the South African
representatives in the country and for the delegation to ask questions.
NOTE: SOME GENERAL HINTS OF IMPORTANCE FOR ALL MEMBERS OF
DELEGATIONS PROCEEDING ABROAD
1. Ensure your passport is valid for the duration of your trip.
2. Where necessary, apply for visas.
3. Foreign passport holders who live in South Africa should ensure that their reentry permit is valid.
4. Where necessary, obtain inoculations/vaccination/malaria tablets etc.
Medial practitioners can best advise in this regard.
5. Purchase your foreign currency and travelers cheques through any Bureau de
Change.
6. Obtain travel insurance.
7. If you will be taking valuables with you, complete a NEP form. Your
nearest bureau will be able to provide advice and forms.
8. If you any valuables you want safeguarded during your absence, contact your
Bank for information on their safe custody facility.
9. If required, upgrade your CELLULAR telephone for international
roaming.
10. It may be a good idea to register with your Bank’s Internet or telephone
banking facilities so you can pay accounts while you are away, if you will not
be paying them in advance.
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11. Ensure there are sufficient funds in your bank account to cover debit
orders.
12.
Ensure that your insurance policies are in order.
13. Check that your security system is in good order and a back-up facility is
available. You may want to inform your local security company of your
absence.
14. Cancel daily deliveries such as milk, bread and newspapers, or arrange for
someone to collect your newspapers.
15. Arrange for your mailbox, and possibly your post office box, to be cleared
daily.
16. Leave a set of house keys and a list of contact telephone numbers with
closest family or friends in case of emergency.
17. Arrange for your pets to be looked after.
18. Empty your fridge and freezer if no one will be staying in your home.
19. Arrange for someone to check your home regularly and water plants.
20. Disconnect the battery terminals of your car to prevent it from running flat in
your absence.
21. Return safely!!!
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