PROTOCOL FOR

BACHELOR III
 Country Profile
❑Name: United Republic of Tanzania
❑Capital: Dodoma
❑Population: 47.6 million
❑Area: 945,087 sq km (364,900 sq miles)
❑Major languages: Swahili and English
❑Major religions: Christianity, Islam
❑Life expectancy: 58 years (men), 60 years
(women)
❑Currency: Tanzanian shilling
National Flag
 National Anthem
and National Flag
❑National Anthem - Notes from Nkosi Sikelel
iafrica of South Africa
❑National Flag
❑Ratio length to breath: 3/2 i.e.
❑3ftx2ft
❑6ftx4ft
❑12ftx8ft
❑Color code: BS 2660:1955
❑Colors: Green, Golden, Black and Blue
Coat of Arms
 Coat of Arms
❑Shield is put upon a representation of Mt.
Kilimanjaro, the highest mountain in Africa
❑The elephant tusks on each side of the shield
represent power of the people to determine
their own affairs
❑A man and woman on the left and right hand
sides of the shield represent cooperation
among the people of Tanzania
 Coat of Arms
❑At the feet of the man a representation of clove
plants from Zanzibar and on the feet of the woman
a representation of cotton plants from Tanzania
Mainland- both are source of income for the
country

❑The National Motto:

Uhuru na Umoja meaning: Freedom and Unity

❑Giraffe- a representation of the pride of the people

of Tanzania who are visionary and peace loving
 National Motto

The National Motto: Uhuru na Umoja

meaning: Freedom and Unity
 Appointment of
New Ambassadors
Proposal from Nje to the President after
vetting is done
President selects a name for post of
Ambassador
Head of State may reject all proposed names
from Nje and make his own. It is the
prerogative of the Head of State to do so as it
pleases the President
 Appointment
Name is proposed to the Receiving State
through a Note Verbale
Receiving State is expected to respond within
a reasonable period of time of one month
No response within a month or two is a sign of
rejecting the proposal
 Agrement
A response within a month will be in a form of
an Agrement
Once an agreement is received the new
Ambassador is announced publicly and date of
appointment commences the day the Head of
State selected the proposed name
 Courtesy Calls
Before departing to a new station, an
Ambassador is advised to pay courtesy calls to
a number of leaders and institutions.
The Head of State normally should be the last
person to see. The Protocol Department in the
Ministry will arrange order of paying the
courtesy calls according to the availability of
leaders
The Vice President, the Prime Minister, the
President of Zanzibar are a must see
Other leaders may include relevant Ministers
depending on the Mission assigned. Ministers
for Industries and Trade, Natural Resources
and Tourism, Agriculture, not forgetting the
Minister of Foreign Affairs itself.
 Letters of Credence and
Letters of Recall
Ensure that Names and Titles of the Head of
State in the Receiving State are spelled
correctly
On arrival make sure that copies of the letters
of credence are submitted to the Ministry of
Foreign Affairs as soon as possible. This action
will decide your position in the Order of
submitting the letters to the Head of State and
also the Order of Precedence
 Courtesy Calls
On arrival at the station of duty, the
Ambassador will be received officially by an
official from the Protocol Office in the Ministry
of Foreign Affairs using the VIP lounge.
The usage of the Representation car will be
without the National Flag. This status will last
until the day the Letters of Credence are
accepted by the Minister of Foreign Affairs.
 Courtesy Calls
Courtesy calls will begin after the visit to the
MFA and Credentials are accepted.
The Dean of Diplomatic Corps should be the
first to be called upon followed by the Deputy
Dean
Courtesy calls to Embassies to be represented
should go hand in hand with courtesy calls to
Ambassadors in the Regional Groups e.g. EAC,
SADC, AU, COMMONWEALTH etc.
 Courtesy Calls
Courtesy calls to P5 is also highly
recommended
Selected countries: India, Pakistan, Brazil,
Japan, Canada, Neighboring Embassies around
the Embassy or Ambassador’s Residence.
 WHAT IS DIPLOMACY?

• Desire to settle differences by peaceful

means instead of resorting to war.
• Application of intelligence, strategy and
tact by Actors in the management of
International Relations
 Diplomacy Defined
• Actors in diplomacy discharge their duties
using generally stated objectives guiding their
activities and relationships in interacting with
other actors in International Relations
• Most of the objectives and activities are spelt
out in the foreign policies of each state
• Tanzania’s New Economic Foreign Policy is the
tool for Ambassadors to pursue national
interests
 Foreign Policy
• General objectives that guide the activities
and relationship of states in their interactions
with other actors in pursuance of national
interests
 Formulation of
Foreign Policy
• Rational Model – Addresses needs of the
people
• Bureaucratic Model – Based on laws, rules and
regulations
• Organizational Model – Addresses concerns of
organized groups. People have progressed
from blind faith to awareness of public
problems which are not adequately given
appropriate responses
• Political systems have by and large lagged
behind in adapting to the public’s greater
intelligence and capability
• Channels for public involvement have not
been improved with mechanisms to help
people refine their understanding of public
issues
 Models
• Muddling Through Model is based on try and
err
• Flip flopping
• Ignore thorny issues – procrastination in favor
of pleasantries without being systematic in the
approach of solving problems hence lacking
thematic approach
• Ignore of being innovative to bring change in
line with existing situation
 Actors in
International Relations
• States: Before the establishment of the League
of Nations all the meetings and Conferences
were conducted at Summit Level-hence
Summitry Diplomacy
• Intergovernmental Organizations including
Supranational Organizations
• Non-Governmental Organizations
 Actors
• Eminent Persons
• Organized groups: Religious, civil societies,
Academic Institutions etc
• Media
• General public including netizens - hence
public diplomacy,
• Organized criminal groups: pirates, terrorists,
drug traffickers, human traffickers etc
 Concepts
In diplomacy states are the main actors.
Elements of a State includes the following:
A Country is a region legally identified as a
distinct entity in political geography with
specific area and boundaries. A country can be
independent or occupied as colony or other
forms of occupation
 Concepts
❑A nation is a large group of people with strong
bonds of identity based on shared culture,
religion, history, language or ethnicity without
necessarily considering formal political unions.
Is Zanzibar a nation?
❑ Nation-State refers to a single or multiple
nationalities joined together in a formal
independent political union.
 Concepts
A State is a legal or political entity that
comprises of the following characteristics:
❑Defined territory
❑A permanent population
❑A government
❑Sovereignty
❑Recognition
 Key Elements in
Diplomacy
❑Objectives
❑Activities
❑Relationships
❑Interaction
❑National interests
❑Hands off, eyes and ears on!
❑Tell the truth but not the whole truth
 How much do you
know yourself?
Knowledge in diplomacy
Absorption capacity
Imaginative power
Reptile behavior – selfishness behavior
Mammal behavior – Sentimental behavior
Primate behavior – Rational Behavior
accompanied by Emotional Power of
Intelligence (EPI)
 EPI
Emotional Power of Intelligence is acting from
the heart and facing any difficult situation with
courage and cool head
 AN EFFECTIVE DIPLOMAT
Possession of all good qualities:
Functional, practical, intrinsic and special
qualities
Widen knowledge all the time
Deepen absorption capacity
Sharpen imaginative powers
 Functional Skills:

❑Negotiating skills
❑Skills to observe, analyze and report
❑Skills to manage a situation
❑Skills on communication diplomacy
❑Skills on Public diplomacy
❑Cross-cultural skills
❑Impeccable personal appearances and
conduct
 Special Qualities:

Conversant with political conditions

Personal acceptability
Intellectual curiosity
Intellectual versatility
 Practical Qualities:

Practical Qualities:
❑Impeccable personal appearance-Decency and
presentable in terms of physical appearance
such as dress, hair style etc.
❑Calmness
❑Facing challenges without fear or out of fear
❑Self-control and patience
 Intrinsic Qualities:

❑Multilingual gifts
❑Advocacy and branding of a Country
❑Ability to listen
❑Versatility
 AIM OF DIPLOMACY
World peace, security, stability and
development
Win/Win End Result in any relationship
and interaction with other actors
Serving permanent national interests
based on objectives as articulated in the
foreign policy of a state
 DIPLOMATIC PRACTICE
In diplomatic practices a diplomat tells
the truth but not the whole truth
A diplomat has permanent national
interests to pursue but does not
necessarily have permanent friends
In the diplomatic practices words are of
less value compared to sound and Body
language: 10%; 30%; 60% respectively.
 MODERN DIPLOMACY
Westphalia Treaty 1648 sometimes known as
the peace of Westphalia ended the 30 years
religious war in Europe.
Marked the beginning of modern diplomacy
through the system of nation state.
The Congress of Vienna in 1814-1815 was
reinforced by the Concert of Europe in 1815.
Crimean War 1853-56 disrupted the Concert
 Industrial Revolution
The dawn of European Industrial Revolution
about the period 1760-1820 brought in new
demands.
Demands for raw materials resources to feed
the industries and labor to produce needed
raw materials-hence slavery and later
colonialism
 Modern Exploitation
Former colonies are still being exploited
through economic systems which are formed
to favor developed countries in particular
issues related to terms of trade
As long as developing countries remain
producers and exporters of raw materials
without any value added component, there is
little chance of getting out of the vicious circle
of poverty
 Way Out
Developing countries must now seriously
embark on industrialization. Developing
countries have all the resources needed to
feed all kinds of industries
Developing countries have the ability to do
away with the chronic disease of aid syndrome
Good leadership and good policies are key to
any genuine self sustaining national
development
 Role of Ambassadors
Embassies are established for political,
economic, social and cultural reasons etc. The
emphasis on which areas of activities to
concentrate on for any Embassy is decided on
a case by case.
Some Embassies will focus on political issues
while others on cultural or social activities.
Nowadays many Embassies are occupied with
economic issues in their daily activities
 Role of Ambassadors
The Head of State will normally give each
Ambassador specific mission to fulfill during
the tour of duty apart from the normal
diplomatic routine duties.
Once a mission is fulfilled there is a possibility
for an Ambassador to be transferred to
another mission or be recalled back to base to
be assigned other duties
 Head of Mission
Ambassador Extraordinary and
Plenipotentiary
Envoy Extraordinary and Minister
Plenipotentiary
Minister Resident
Charge d’Affaires En Titre or Charge d’affaires
en pied
 Types of Missions
Embassies - Ambassador
High Commissions – High Commission
Permanent Missions – Permanent
Representative
 Ranking at the Chancery
 Head of Mission
 Head of Chancery
 Minister Plenipotentiary
 Military Attachee
 Minister Counselor
 Counselor
 First Secretary
 Second Secretary
 Third Secretart
 Attachee
 Types of Staff
Home based staff are all members of staff
from the Headquarters of the Sending State
Local Staff are members of the staff in an
Embassy employed from the Receiving State.
These staff members may be citizens of the
Sending State or from other states including
the Receiving State
 CHARGE D’AfFAIRES
and Head of Chancery
Charge d’Affaires a.i. appointed by the
Head of Mission to lead the affairs of the
Mission in her/his absence from the
Station
Head of Chancery is the Head of
Administration in an Embassy and is
appointed by the Headquarters
 Diplomatic Correspondences
Correspondence within the Embassy will take
the normal format as done at home using
reports, minutes and Disciplinary letters or
letters to communicate with various Ministries
or institutions at home
Ambassador can address the President in
person or other leaders including the
Ministers when necessary
 Correspondence
Other officers communicating with
Headquarters, other Ministries or Institutions
at home will do so on behalf of the
Ambassador
Officers with special duties will communicate
with their respective Institutions in their
personal capacities. Ambassadors should not
demand to be informed about the contents of
their communication
 Correspondence
Apart from letters there are quarterly reports
and annual reports. Ensure that the reports
are well written and of quality desired to help
Headquarters to take the expected action
Flash Reports are prepared when and as
unexpected events take place and should be
reported back to Headquarters immediately
Normal Reports and letters are presented to
Headquarters using the Diplomatic Pouch
 Correspondence
Ensure that the diplomatic pouch is not
abused
Note that although the pouch enjoys the
privileges and immunities under the Vienna
Convention on Diplomatic Relations of 1961,
the Receiving State still can request the
Embassy to be permitted to inspect the pouch
when there are reasonable doubts about the
contents of the pouch. Please cooperate
 Correspondence
No arms, no drugs should be dispatched using
the pouch
Normally the pouch will be dispatched to
Headquarters at the end of every month. Note
that it paid for and therefore the bulkier it is,
delivery cost will be equally higher.
 Correspondence within
the Receiving State

Correspondence within the Receiving State is

done using a Note Verbale. It is highly
recommended that when corresponding with the
Ministries in the Receiving State, it should be
done through the Ministry of Foreign Affairs
unless advised otherwise by appropriate authority
Correspondence with other Embassies should
always be done using a Note Verbale
 Memorandum and Aide Memoire
Memorandum is a detailed statement of facts
and arguments. It is normally delivered in
person to the intended person
Aide Memoire is a summary of an interview or
meeting which normally is handed over to the
person after the meeting. It is so done to
ensure that facts of the meeting or interview
are not distorted
 Letter of Commission and
Exequatur
Letter of Commission
 It is a letter from a Sending State to a Receiving
State seeking acceptance of a person designated
as a Consul General or an Honorary Consul
Exequatur

Authorization given by the receiving State to the
Head of a Consular Agent to exercise her/his
functions in a specified district
 Full Powers
 Full Powers A document issued by a Head of
State accrediting a person or persons to
represent the government in international
conference with all necessary powers to take
part, negotiate, conclude and sign agreements
on behalf of a state
 Exchange of Notes
Exchange of Notes is a means whereby states
subscribe to certain understanding or
recognize certain obligations as binding upon
them.
 Ceremonial Correspondence
Ceremonial Communications: These may
consist of congratulatory messages on the
occasion of an election of a Head of State, the
birth of royal heir, a royal marriage, an
anniversary of a country’s independence or
any national holiday
It may be an expression of condolence on the
death of a Head of State or other dignitary
 Pro-Memoria
A formal record of a subject discussed. It is an
formal summary of a diplomatic interview.
Normally it carries instructions from
Headquarters. It is handed over personally by
the Ambassador to the representative of the
Receiving State
 Demarche
A demarche is a formal diplomatic
representation of a government’s official
position, views or wishes on a given subject to
an appropriate official in another government
or international institution
Demarches generally seek to persuade,
inform, or gather information from a foreign
government
 Demarche
Governments may use a demarche to protest
or object to actions by another government
Demarche may originate from an agency or
institution of a government, but only the
Ministry of Foreign Affairs may instruct an
Embassy to deliver the demarche to the
appropriate authority
 Protocol and Etiquette
Diplomatic protocol and Etiquette are sets of
formalities, rules, traditions and conventions,
observed by governments, agencies of foreign
affairs, diplomatic missions, other officials in
the process of international communication
Protocol is an international culture whose
formality is timeless irrespective of location or
space.
 Protocol
From the legal point of view, protocol stands
as a supplement to the main Agreement
• Basic elements of any diplomatic protocol are:
• Rules
• Customs
• Regulations
 Protocol
Elements of diplomatic protocol
Procedures
Courtesy
Professionalism
Acceptance
Respect
Expectation
 Etiquette
Etiquette is a set of rules which have been
accepted to be observed, respected and are
expected by people present in an official
function for its smooth running
• Rules of Etiquette:
Treat others as you would like to be treated
(Golden Rule)
Respect the privacy of other people without
imposing on them personal tastes
 Rules
Respect people based on precedence and
seniority status
Exercise tolerance and be discrete to
individuals
Punctuality
Management of Protocol values
 Rules
Management of ethics
Management of oneself
Management of other people
Note:
While Protocol provides a set of formalities to
be observed, etiquette prescribes rules of
good manners as recognized system of
international courtesy.
Functional and Behavioral Characteristics

In Protocol a person is observed from two

angles: functional part and behavioral part.
The Functional part deals with
professionalism. Some diplomats are political
scientists, others are lawyers, still others are
economists etc
The behavioral part involves mannerism in
talking, dressing and also includes walking
mannerism etc
 Why Protocol and Etiquette?
Protocol and Etiquette help people to observe
the international protocol culture and etiquette
aimed at achieving the best results at every
official function over time and space in order to
avoid any kind of Embarrassment
❑Protocol and Etiquette demand that every
person must pay high respect to every person
in the gathering without compromising
protocol and etiquette principles and courtesies
 Courtesies
The most conspicuous courtesies are
manifested through spoken courtesies. It is
thus absolutely important to avoid
straightforward hustling and flip flopping
 Order of Precedence
Order of precedence is an orderly hierarchical
structure of who preceded the other at entry
point for a specified job criteria. This is a normal
practice for Ambassadors in a receiving State.
Note:
The position of someone in the order of
precedence is not necessarily an indication of
functional importance, but rather an indication
of ceremonial or historical relevance.
 Order of Seniority

It is an orderly hierarchical importance of

ranking of office bearer
Diplomatic error with respect to order of
precedence and order of seniority never goes
without notice and has grave consequences
Failure to recognize or honor the appropriate
rank and order of precedence of a guest is
equal to an insult to her/his position
 Introductions
The purpose of making introductions is to
exchange names between people so that a
conversation can follow
For a formal occasion, the traditional "Mrs. X,
may I present Mr. Y?" is used internationally
For less formal occasions simply stating the
two names, "Mrs. Y, Mr. X” is acceptable.
 Introduction
Making introduction of oneself is done by
stating the name, position and place of work.
Response will follow similar formality
When making introductions, honor is
recognized by the name spoken first.
In a gathering of Kings, Queens, Head of
States and Head of Government, honor will be
given to Kings and Queens, then Heads of
State and lastly Heads of Government
 Introduction and
Local Customs
Proper forms of address vary greatly from
culture to culture. Be sure to check local
customs.
The spirit of formality among diplomatic
representatives usually means not addressing
others by their first names
For close friends names can be used but never
in public even if the event is very informal
 Usage of Proper Words
❑Use the word introduce for ordinary people
meeting for the first time
❑Use present for top leaders in the country
❑The first name pronounced depicts order of
precedence, status or seniority
❑At no time should one say: Please meet…..the
word meet should never be used in any
introduction
 Proper Titles
❑Ensure usage of correct titles, proper names
at least two names and the right rank
❑Ensure that equal forms of address are used:
E.g. Mr…….. I wish to introduce Mr, Mrs, Ms/
Dr./ Prof/Judge etc.
❑Be sensitive to the issue of gender
 Hand Shaking
❑Clenched hand-shakes should be light and
brief not exceeding 5 seconds
❑Look straight into the eyes of the other person
❑The up and down movement should not
exceed three times
❑Be aware of the positioning of the other hand.
In any case it should never be in your pockets,
it must be visible to the other person.
 Hand Shaking
❑If it is a Queen’s hand shake only finger tips of
the other person should be touched
❑Crushing hand shake is normally used by
soldiers
❑Avoid getting too close to the other person
especially if the other person is from the
opposite gender
 Hand Shaking
❑Other types of hand-shakes or greetings can
be used depending on the culture and
discipline of the group of the people
concerned like scouts using left hands to greet
each other.
❑Other groups use a hug. Others greet each
other on their knees or sprawling in-front of
the other person especially in case of greeting
a King or Queen or Chief
 Hand Shaking
❑Know when to initiate the handshake. Seniors
should initiate the move by extending their
hands
❑Overcome Social Anxiety Disorder (SAD)
❑Avoid asking: Haven’t I seen you somewhere
before?
❑Avoid being humorous at first meeting
 Greetings and
Hand Shaking
❑Stand and look someone straight in the eyes
before shaking hands
❑Offer a greeting before and during the
handshake
❑Shake hands in an up and down motion:
vertically two to three times
 Local Time Concept
❑In some countries an invitation for 8:00 pm
means you should arrive at precisely 8:00 pm In
some other countries, it means you should arrive
no earlier than 9:30 pm
❑To avoid awkward and embarrassing situations,
ask questions before attending social events.
❑Punctuality is always an ideal thing to do, but do
not be too early. For any function be there at
least five minutes to the time of appointment
 Conversations
❑There are cultural differences about what
constitutes casual conversation. In some
places, it is perfectly acceptable for someone
to ask your age or income but in other
situations it constitutes impoliteness
❑Knowing what is appropriate and what to
expect helps one avoid embarrassments
 Dress Code
❑Dress codes vary according to country and
event. Women should be particularly mindful
of conservative dress rules, such as skirt
length, low necklines, and having one's arms
covered
❑ Remember "casual" never means jeans or
shorts. It is always better to be too dressed
up than too dressed down
 Invitation Cards
❑It is very common to show the type of attire to
be worn on an occasion on the Invitation card.
❑ The card will also show time for the
reception, place of the reception and whether
one should confirm participation or not using
the telephone number shown on the card.
 Receptions
• Receptions are the most popular form of
official entertainment for they allow wide
variance in the number of guests invited and
in the formality of the occasion. They range
from the very formal to the less formal
• The most common and least formal receptions
are held in honor of a visiting official or in
celebration of some event such as National
Day, anniversary of a company etc
 Receiving Line
Guests should arrive before the receiving line
disbands, normally within the first 35 minutes
of the reception.
The order of persons in the receiving line may
vary with the type of occasion and desires of
the hosting official
Allows host to give guests most heartfelt
greetings and gratitude for attending the
event
 Receiving Line
A receiving line is the best opportunity to
greet each guest individually and give thanks
for being present
A Receiving line is formed the beginning of the
reception at the closing of the reception
At the head the receiving line stands the host
and hostess followed by other members of the
Institution and are the first to greet guests
 Receiving Line
The receiving line is commonly held at the
ceremony site or at the entry of the place
where the function takes place
At some occasions a Receiving line can be
used to cheer visiting dignitaries on arrival or
newly married couples
 Business Cards
❑Provide lasting impression on the person
when she/he is out of reach
❑Branding the business of a person
❑Source of future reference in case of need for
information or service
❑When receiving a calling card, as a matter of
courtesy take some time to look it over in-
front of the person offering the card
 Eating with Dignity
Table manners will include the following
elements:
❑Be sure you have an invitation card
❑Sit where you are assigned to sit
❑Your drinking glasses are on your right hand
side
❑Your bread plate is on your left hand side
 Table Manners
❑Your hand washing towel is on your left hand
side
❑All cutleries will be arranged to suit the menu
❑Use cutleries from the farthest side of your
right hand side and those from your left hand
side coming toward the eating plate
❑Your cutleries for dessert will be arranged in-
front of the eating plate
Drinking Glasses
Cutleries
End of Meal
 Table Manners
❑Do not talk to someone with a mouthful
❑Eat with your mouth shut
❑Drink or take soup sparingly without gulping
❑Do not cut your bread using your teeth use
your hands or the butter knife
❑If, for health or religious reasons, you
absolutely cannot try even a small portion of a
particular food or drink, it is acceptable to
refuse with a short explanation
 Table Manners
❑Consider new foods and drinks as an
opportunity to explore new cultures
❑Ask someone nearest to you to pass anything
to you if you cannot reach out by yourself.
❑Napkins should be dressed following a cue
from your host/hostess
❑Use of toothpick should be done with your
mouth shut and covered by your other hand
 Seating Arrangement
Eight persons
 14 persons
• Seating Arrangement for Fourteen
• The most common arrangement places the
host and hostess at the head and foot of the
table. ("W" represents a female guest; "M"
represents a male guest.)
14 persons
 Seating Chart
 Place a seating chart in the entrance hall so that each
guest may find his/her place before entering the dining
room
 Name cards are used when there are more than eight
guests. Place them above the plates with the names and
titles visible to the guests seated at either side
 When there are many tables, a table chart or Table
numbers are often used to assist guests in locating their
table. Numbers should also be written on the invitation
card
 Waiters
One waiter for every six to eight guests is
generally sufficient
If guests are served in sequence, the woman
on the host's right is served first and the host
or hostess is served last
At the end of the meal, the host or hostess
makes the first move to leave the table.
Guests then follow in order of precedence
 Visits
Types of visits:
State visit
Official visit
Working visit
Private visit
 State Visit
• A State Visit is a formal visit by Foreign Head of State to
another state which comprises of the following:
• A formal invitation by Head of State
• A pomp welcoming and farewell ceremonies
• A 21 gun salute and 19 gun salute for a Head of Government
• A Convoy on arrival and during departure
• Tete-a-tete meeting (one on one meeting)
• Official meeting
• State dinner
• Exchange of gifts
 Ceremony on arrival
Apart from the 21 gun salute, the guest will
inspect the guard of honor
National Anthems will be played starting with
that of the guest followed by the host
Enjoy entertainment groups
 Why 21 gun salute?
In biblical narrations and in the customs of Jews,
number 7 and number 3 are considered sacred
numbers.
The multiple of three was chosen because of the
mystical significance of the number three in
many ancient civilizations
Today it is generally believed that gun salutes are
set off in odd numbers because of an old naval
superstition that even numbers are unlucky
 RECEIVING LINE

During a State Visit a receiving line is a formal

reception line composed of people who will
be introduced to the visiting Head of State by
the Receiving Head of State who is the host
In normal functions such as National Day
receptions, a receiving line enables the host
and hostess to greet each invitee personally
 Receiving Line
• To stand in line and receive guests with a drink
or cigarette in your hand is considered
discourteous
 Order of Convoy
in Tanzania
 Sweeping car
 Police car
 Spouse
 Chief of Protocol
 Escort car
 VVIP
 Escort car
 Back-up car
 Rear Guard
 Ambulance
 Police car
 STATE BANQUET

• Preparation for the State Banquet includes:

• List of invitees
• Invitation cards
• Seating Chart
• Menu
• Entertainment groups, bands or cultural troupes
• Speeches
• Serving a Toast
• Date and time
• Venue
 Departure
• National Anthems are played starting with the
one of the host and then of the departing
guest
• No inspection of the guard of honor
 Official Visit
• An official visit by Head of State is prompted by the
host for a specific function such as officiating the
launching of Saba-Saba Exhibition Trade Fair
No elaborate pomp welcoming ceremony or
farewell ceremonies.
As a matter of courtesy the President will receive
him at the airport and see him off on leaving the
country.
State Dinners or exchange of gifts do not feature in
the official visit program
 Working Visit
Working visits are in most cases prompted by
International Institutions for some scheduled
meetings.
However some low key meeting with officials
of the host country can be organized.
 PRIVATE VISIT

These visits can have a number of scenarios.

They can take the form of holiday or treatment
 It can be attending meeting not organized by the
government especially in Multilateral Missions.
They can also take the form of a special mission
which should not catch the eye of the mass media.
Such visits were very common during the liberation
struggle for the Southern African countries.
 Privileges and Immunities
Spelt out in the Vienna Convention on
Diplomatic Relations which was established on
the 18th April 1961
Main purpose can be seen on the preamble
part para. 4 which is “Not to benefit
individuals but to ensure the efficient
performance of the functions of diplomatic
missions as representing States.”
 Article 1
Spells out meaning of a number of
expressions used in the Convention which
include:
Head of the Mission
Members of the mission
Members of the staff of Mission
Members of diplomatic staff
 Article 1
A diplomatic agent
Members of the administrative and technical
staff
Members of the service staff
A private servant
Premises of the Mission
 Article 3
Spells out the functions of a Diplomatic Mission
Representing the Sending State in the
Receiving State
Protecting in the Receiving State the interests
of the Sending State and of its nationals,
within the limits permitted by the
International Law
 Article 3
 Negotiating with the government of the
Receiving State
 Ascertaining by all lawful means conditions and
developments in the Receiving State, and
reporting thereon to the government of the
Sending State
 Promoting friendly relations between the Sending
State and the Receiving State, and developing
their economic , cultural and scientific relations
 Article 3
Nothing in the present Convention shall be
construed as preventing the performance of
consular functions by a diplomatic mission
 Article 8
Articulates that in principle members of the
diplomatic mission should be nationals of the
Sending State. Nationals of other States
including those of the Receiving State can only
be employed by mutual consent
 Article 9
For reasons best known to the Receiving State
a Head of a Mission can be declared persona
non grata and notify the same to the Sending
State without giving any explanation
Any member of the diplomatic mission can be
declared not acceptable
A person can be declared persona non grata
or not acceptable even before arriving in the
territory of the Receiving State
 Article 13
A Head of Mission is considered as having
taken up her/his functions in the Receiving
State either when credentials are presented or
when true copy of the credentials has been
presented to the Ministry of Foreign Affairs
The Order of presentation of the credentials
or a true copy thereof will be determined by
the date and time of the arrival of the Head of
the Mission
 Article 14
Spells out categories of Head of Missions
Article 14(2) clarifies that “Except as concerns
precedence and etiquette, there shall be no
differentiation between Heads of Mission by
reasons of their class.”
 Article 20
The Mission and its Head shall have the right
to use the flag and emblem of the Sending
State on the premises of the mission, including
the residence of the Head of the Mission, and
on his means of transport (usage of pennant
or pennon)
 Article 22 and Article 23
Article 22 Spells out the inviolability of the
premises of mission
Article 23 spells out exemptions from any type
of dues and taxes other than payment for
specific services rendered like water bills,
electricity etc
 Article 31 and Article 32
Article 31 describes when a diplomatic agent
shall enjoy immunity from civil and
administrative jurisdiction of the Receiving
State and when such an agent shall not enjoy
such immunity
Article 32 talks about circumstances a Sending
State can expressly declare a waiver to a
member of the diplomatic mission
 Article 37
Spells out that privileges and immunities
contained in the convention shall apply to
members of the family of a diplomatic agent as
well as members of the administrative and
technical staff forming part of her/his household,
provided they are not national of the Receiving
State
For nationals of the Receiving State privileges and
immunities shall apply only in the course of their
performing their duties
 Article 41
It is the duty of the person enjoying privileges
and immunities to respect the laws of the
Receiving State as well as not to interfere in
the internal affairs of the Receiving State
All official business with the Receiving State
shall be conducted with or through the
Ministry of Foreign Affairs or such other
Ministry as be agreed
 Article 42
A diplomatic agent shall not in the Receiving
State practice for personal profit any
professional or commercial activity
 Article 43, 44 and 45
Article 43 spells out circumstances which
brings a diplomatic agent at the end of her/his
tour of duty
Article 44 describes the responsibilities of a
Receiving State towards a mission in times of
conflict or war in the Receiving State
Article 45 talks about actions to be taken in
case a mission is forced to stop temporally or
permanently functions in the Receiving State
 Economic Diplomacy
Rapid changes in the world is a causal factor in
aligning the country to prevailing circumstances
of focusing on economic issues than political
issues
Tanzania’s role in the liberation of the countries
in Southern Africa is well acknowledged and
appreciated
Political struggles still continue to exist not with
the same intensity as struggle for freedom
 Economic Diplomacy
Tanzania must take advantage of its
geopolitical position to develop its people
instead of throwing blames on other people
for its poverty
Ignorance, disease and poverty still torment
the livelihood of the majority of the people in
the country
Mwalimu came up with Socialism and Self
Reliance
 Economic Diplomacy
Socialism and Self-Reliance may not have
yielded desired results. Are there elements to
serve Tanzania as lessons for way forward
What lies behind the “Hapa Kazi Tu” slogan?
How can the slogan be translated in economic
diplomacy?
Personally, I believe it is nothing but the idea
of self-reliance
 Economic Diplomacy
Self-reliance is not self-sufficiency
How can Tanzania make use of its resources to
achieve intended development in
collaboration with development partners?
Tanzania is well endowed with many
resources. Each Embassy should focus on
areas which can be taken by countries of
representation to make investment in
Tanzania
 Sector Development
Industries and Trade
Natural Resources and Tourism
Agriculture and Livestock
Minerals and Energy
Infrastructure
Education
Health
Science and technology
 Reach out
Aggressiveness is called for in implementing
economic foreign policy
Ideally the policy is formulated around
Rational model which is need based
Availability of resources both human and
financial resources must not be compromised
for a successful implementation of the policy
 Media Relations
Media is the plural form of medium as the
means of sharing information through
communication
Communication comes from the Latin word
“communicare”- to share
Mass media communication is the means of
sharing information with the general public
 Media Relations
• In 1997 President Clinton told his nation: “We
began the 18th Century with the choice:
whether or not to spread our nation from
Coast to Coast. We began the 20th Century
with a choice: to harness the Industrial
Revolution to our values. At the dawn of the
21st Century, we must now choose how to
shape the forces of the information age and
the global society."
 Information Age
❑Today diplomats live in an age of instants and rapid
changes as a result of high advancement in science
and technology
❑What is true to diplomats is true to many
corporate entities which must brave the white
water leadership and management
❑Executives must appreciate, understand and
analyze the relationship between information, the
media and the social, economic and political
parameters in which it must function
 Handling the Media
❑Skills in handling Media includes acquiring
important skills in report-writing and
professional presentation techniques using
different mass media
❑Mass media means technology that is
intended to reach a mass audience. It is the
primary means of communication used to
reach the vast majority of the general public.
 Media outlets
❑Today, the Internet is the most relevant form
of mass media and has become a major tool
for news outlets.
❑Since the evolution of the Internet, the
general public is now able to access those
same news outlets in an instant with just a
click of a mouse, instead of having to wait for
scheduled programs
 Media Outlets
Facebook:

Facebook can be thought of as the “social”

home for your business on the Internet

Twitter:

Twitter is meant not so much for friends and

family but for people you actually want to
communicate with.
 Influences of Media
❑Linked
It is more serious in nature compared to
Facebook and Twitter. Approach this social
media channel more seriously and assume that
the users will want serious, professional and
informative information
❑Instagram
photo-sharing program, not so much for
business rather for academic adverts
 Influences of Media
Social media networks are fantastic resources
for businesses of all sizes looking to promote
country brands online.
 Most of these networks are free to use, but
do have paid advertising options specifically
for brands that want to reach even more new
target groups.
 Influences of Media
Through mass media, news outlets have a
major influence on the general public and a
major impact on the public's opinion on
certain topics.
In many cases, the mass media is the only
source that the general public relies on for
news.
 Influences of Media
But just because you should be on social
media, that doesn't mean you should be on
every network.
It is important that you choose and nurture
the social media outlets that work best for
your Embassy so that you don't spread
yourself too thin.
 Choosing outlets
❑Don’t sign up for every social media channel
because they are new or popular or
fashionable.
❑Determine which is most relevant to your
Embassy. You should be excellent with one or
two channels than mediocre channels at five
or six in number
❑Do not choose an outlet just for the sake of
becoming social
 Reach out
❑Don’t wait for your customers to come to you;
reach out to them using the right outlet.
❑Social media has grown to become an
effective communications strategy to connect
and network with key internal and external
audiences.
❑Mass Media helps clients to listen, plan and
engage targeted groups by implementing
strategic campaigns that deliver measurable
results.
 Media an a Crisis
Crisis communication is designed to protect
and defend an individual, your Embassy facing
a public challenge to its reputation
It is also designed to take resolute decisions in
the face of any kind of catastrophe facing a
your Embassy at times of disasters, natural
and man made
All facts about the crisis must be well known
by the spokesperson of the Embassy
 Crisis Management
A crisis is a major catastrophe that may occur
either naturally or as a result of human error,
intervention, or even malicious intent.
It can include tangible devastation, such as the
destruction of lives or assets, or intangible
devastation, such as the loss of your
Embassy’s credibility or other reputational
damage.
 Crisis Management
❑It is important under such situations to have
clear internal channels of communication
through one person only. At the Embassy the
only spokesperson at any time including the
time of crisis is the Head of Mission
❑The phrase “No Comment” when interacting
with media should never be used and
ambiguous statements must be avoided at any
cost, always telling the truth but not the
whole truth
 Word of Advice
❑For the purpose of being an effective Representative
of your country or effectively being able to use
media you must acquire the following attributes by
Sir Francis Bacon:
❑Reading will make you a full person
❑writing an exact person
❑Talking a ready person
❑If you write little, you will need to have a present
wit; and if you read little, you will need to have
much cunning to seem to know what you do not
know
 Working Environment
Tanzania Embassies are small. Office staff should be
close to each other. This can only happen if
leadership creates a spirit of togetherness, draw
them together and to each other. Do not divide
them
Ambassadors from outside the Ministry of Foreign
Affairs are looked with suspicion. Prove them wrong
An Ambassador is not a field officer, give chance to
young diplomats to go out to gather information
 Embassies
 For young diplomats it is a learning place. Give them
an opportunity to learn the right things and to
experience unforgettable memories of enjoyment of
working at an Embassy
 Many problems arise out of the use of the meager
financial resources. Use it diligently and in a
transparent way not to cause grumblings
 Each staff member should be given a chance to
interact with her/his colleagues in an informal set up
for lunch, dinner etc. It is also a learning process
 Embassies
Try to find out the practice used in doing some
things like receiving delegates from home at
the airport. Who should be received by an
Ambassador in person or by other officers. Do
not change way of doing things in a drastic
manner. Be cooperative and understanding
Conduct meetings with staff members as
often as possible including local staff
 Mail Preview
Ensure that mail preview of incoming mails is
done by yourself to know exactly what is going
in the Embassy. Note thorny issues for
personal follow up
Ensure that you get to read Flimsy file to note
outgoing mails
Visits outside the capital should be
accompanied by the relevant officer dealing
with issues to be addressed
 Spouses
Spouses can suffer from stress if not kept
busy. There are a number of activities
organized by spouses. Give her/him a chance
to participate effectively including attending
field visits, attending receptions etc
Ensure that personal affairs back home are
not left to fate. Spouses should be given
chance to come back home as often as
possible to look after family affairs
 Distressed Persons
Nationals under custody or imprisonment
should be looked after, to ensure that justice is
served
Business people who may fall victims of
criminal like thieves etc. Assist them by
issuance of emergence travel documents and
to help them to have a safe passage back
home by contacting relatives for financial
assistance through the Embassy
 Distressed People
Stowaways should be assisted with emergence
travel document and safe passage back home. It
is strongly advised to visit them and relatives
informed
The welfare of students in your areas of
accreditation should be addressed well and in
time. Students can be a source of protest at your
Embassy causing embarrassments to the host
and to the government of the Sending State
 Diaspora
Today the Diaspora community is growing fast
because of international labor mobility. Ensure
that you draw them close to the Embassy.
Diaspora community is today a reliable source
of income for a nation if well organized
Diaspora community can contribute
significantly in many events such National Day,
during state visits etc
 FINAL

WE WISH YOU ALL VERY SUCCESSFUL TOURS OF

DUTY

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