Mohan Krishna Shrestha
Ambassador of Nepal to France
(2010-2014)
& Former Chief of Protocol, MOFA, Nepal

States, with well-defined boundaries, were born only after the Treaty of Westphalia of 1648 A.D. Thereafter, states began exercises to exchange Ambassadors.

Yet, rules for protocol could not take any shape for long.

In the lack of protocol, previously there had been many occasions when melees pursued and in frantic moments to go first, fights erupted and chaos ruled.

In worst events, even Ambassadors were used to be arrested and killed during functions and parades.

Threats used to be issued for wars. Such chaos ruled for long in the lack of any treaty on protocol issues in old days.

In one old bizarre incident in a country, in the lack of any specified protocol, host government and Ambassadors could not decide who would go, first, for the function because there was not anything like accepted protocol.

So, it was decided to cut 25 gates leading to the main hall enabling all Ambassadors to enter into room at the same time.

Taking into consideration such grave situations leading to nightmarish scenarios, the then leaders seriously realized an acute need for concluding an international treaty on protocol.

Consequently, they talked and negotiated one in1815 known as the Congress of Vienna and signed in it.

This first ever treaty provided a sound base for formal international protocol.

The term protocol is derived from the Greek word Protokollan.

Normally such diplomatic words come either from French or Latin. However, the word protocol seems to be an exception.

Understanding the rules of protocol is essential to conducting diplomacy.

Protocol encompasses everything from knowing how to greet properly to high ranking foreign dignitaries, understanding foreign customs or having suitable seating arrangements at a state functions.

Protocol is the framework by which international relations are conducted. It is an accepted set of rules which makes the state diplomatic functions and ceremonies easier to conduct on the basis of seniority.

In international politics, protocol is the etiquette of diplomacy and state affairs.

A protocol is a rule which clarifies how an activity should be performed, especially in the field of diplomacy.

Protocols specify the proper and generally accepted behavior in matters of state such as showing appropriate respect to the high state dignitaries, ranking diplomats in chronological order of their accreditation and so on.

Protocol is also a set of international courtesy rules which are well-established and time-honored.

These rules have made it easier for nations and people to live and work together. Part of protocol has always been the acknowledgment of the hierarchical standing.

Protocols rules are based on the principles of civility.

There are two meanings of the word protocol.

In the legal sense, it is defined as an international agreement that supplements or amends a treaty.

In the diplomatic sense, the term refers to the set of rules, procedures, conventions and ceremonies that relate to relations between states.

In general, protocol represents the recognized and generally accepted system of international courtesy. Protocol is a subject full of sensitivity. Internet Protocol has also come, these days, which guides the use of internet use.

Usage of Protocol:

Protocol is necessary everywhere be it in the home, office, society, the country and, at large, in the world.

If there is no protocol, our societies and countries can run amok.

Like in any country, our diplomacy and protocol issues are being dealt by the Ministry of Foreign Affairs. Under the Ministry, there are 30 Embassies, 3 Permanent Missions (New York, Geneva and Vienna) and 6 Consul General Offices (Hong Kong, Lhasa, Kolkata, Jeddah, New York and Guangzhou).

Similarly there are 26 foreign Embassies in Kathmandu, SAARC Secretariat, United Nations Development Program Office, UN Regional Peace and Disarmament Center, offices of other International organizations and INGOs. Moreover, there are about 40 Hon. Consul Offices in Kathmandu.

Nepal also has similar number of Hon. Consuls/Consul General in many countries. They are also part of our diplomacy and protocol.

To deal with protocol matters, we have a separate Protocol Division in the Ministry of Foreign Affairs. Chief of Protocol is the main person in charge of protocol matters.

I worked as COP for about 10 months between 2009 to 2010 before being appointed as Ambassador to France.

MOFA has its own protocol.

Hon’ble Minister for Foreign Affairs is the political master of the ministry. While Secretary is the administrative head of the Ministry.

There are several Joint Secretaries, Under Secretaries and other officials. When Secretary is out of the country, Joint Secretary second in seniority works as Officiating Foreign Secretary.

Joint Secretaries are the heads of the political divisions.

Protocol Division of the Ministry has multifarious activities.

Foremost important works of the division are management and arrangement for visits of VVIPs both out-going and in-coming.

Similarly, an arrangement for the presentation of the credentials by foreign Ambassador to Rt. Hon. President is yet another important work.

Division also prints diplomatic book which gives details about the diplomatic corps, international organizations and other foreign institutions with regard to their personnel (now it has been made online).

Division also provides protocol and consular assistance to diplomatic corps as per Vienna Conventions. Management of services and facilities to diplomatic corps and their family including issuing of visas are being dealt by the division.

Request by foreign diplomatic missions for meeting with Nepali high dignitaries must also be processed through the protocol division.

This is a simple rule understood by every diplomat. The division efficiently handles such requests.

Credential Presentation:

One of the main functions of the Protocol Division is to arrange the presentation of Credentials by Foreign Ambassador to our Rt. Hon. President.

There are two types of Ambassadors.

Resident Ambassadors who are based in Kathmandu and Non-Resident Ambassadors who are based in New Delhi, Colombo, Islamabad and Dhaka.

In our protocol, always Resident Ambassadors come first. Protocol Division also deals with regard to the Appointment of foreign Ambassadors (processing to give agreement) to Nepal as well as Appointment of Nepali Ambassadors to foreign countries.

I remember one good experience while working as Deputy Chief of Protocol in 2005.

Three non-resident Ambassadors came to Kathmandu from New Delhi by same flight. Venezuelan Ambassador Milena Santana Ramirez descended from the plane first.

Other two Ambassadors followed her.

She quietly told me that she was the first one to arrive. She meant that in protocol, she must be first. We also have the same system. When several Ambassadors arrive for the presentation of the credential, we give first priority to the one who sets foot in our soil.

We have short but very impressive function with regard to the presentation of the credential.

Once the date of the presentation of the credential is fixed, Protocol Division informs Ambassadors in Kathmandu (if any new one) and Non-Resident Ambassadors in New Delhi.

After getting confirmation, Ambassadors are gathered in a designated hotel about one and half hours before hand. Protocol Officers take care of them.

From Hotel, either official cars or horse-driven coach takes Ambassador, his/her spouse to the Presidential Palace (Shital Niwas).

COP receives Ambassador and leads to the place where President will be standing.

They walk very cautiously and slowly. Once they reach in front of the President, they bow to the President.

COP introduces Ambassador-designate to the President.

Then, President and Ambassador exchange greetings. Ambassador-designate handover his/her credential.

A photo session takes place. Ambassador is introduced to other high state dignitaries.

President invites Ambassador for tea/coffee. Extension of hands by the President means the session is over.
COP takes Ambassador to the same place where he received and handover to the Protocol Officer. Ambassador signs guest book. Army band gives a salute. The Ambassador leaves Presidential Palace with flag fluttering in the car. Within 15 to 20 minutes, the ceremony is accomplished.

Experience of Credential Presentations:
France:
I reached Paris on 17 June 2010 and news came that credential presentation ceremony will be held on 2 July 2010 at the Elysees Palace in Paris.

Such a short duration was a record in itself as Protocol officers said to me. Normally, due to the busy schedules of the President, it take months to make such ceremony.

Once function date is fixed from Presidential Palace, waiting Ambassadors are informed.

A protocol officer comes to the Embassy for briefing. Cars and motor-cycles arrive in scheduled time. On that fine early morning of 2nd July, gurgling sounds of 4 giant motor-cycles attracted the attention of our neighbourhood.

Neighbours came to Varandah to see why so much sound the near the residence of Nepali Ambassador from the early morning. In fact, police escorts and two official cars arrived in front of our residence to fetch me and to take to Elysees Palace.

Ambassador goes to the Elysess Palace in time. Upon arrival at the palace, Ambassadors are being received by the Chief of the Protocol and other officials very warmly.

All Ambassador-designates are led to be assembled in a room. COP requests to Ambassadors to stand in the allotted number/place in the carpet.

President Nicolas Sarkozy came accompanied by the COP and a Minister.

COP introduced Ambassador to the President. President and Ambassador can exchange greetings.

President receives credentials from the same place and hand over to the COP.

A small reception is organized.

Thereafter, Ambassadors are requested to go to their original place for standing.

Again President comes and say good-bye.

At that moment, Ambassadors can speak for greetings. But many miss the opportunity due to shortage of time.

Very few Ambassadors could speak shortly. During our credential presentation ceremony, there were a total of 15 Ambassadors (Resident and Non-Resident).

Later on, as I heard, the number swelled to 24 Ambassadors at one time. Now, the ceremony also seems to have been modified.

Greece:

Greek Foreign Ministry informed that next credential ceremony will be held on 18 July 2012. I along with my wife and daughter reached Athens in time.

Foreign Ministry was close to Presidential Palace.

President Carlos Papulias was a famous politician, who has had already served 15 years as Foreign Minister.

On designated day, I was taken by the Protocol people to the Presidential Palace. It was a nice building with congenial surroundings. Guards were all tall guys standing with lancets with Greek national costumes.

There were five non-resident Ambassadors and I was first in the order.

At the exact time, President arrived and I presented my Letter of Credence and conveyed the good wishes from our President.

He replied in the same way.

After all Ambassadors presented their credentials, a small ceremony was held. President moved to another place and he was flanked by senior officials of the Palace and Foreign Ministry including Foreign Minister. President and All Ambassadors faced each other. President spoke and expressed Greece’s readiness to work hand in hand with all countries for the world peace, stability and economic development. All Ambassadors were given short time to express their views also. I felt it was a noble program and not seen elsewhere. After the ceremony was over, a reception was held where President too came for chats.

Monaco:
Monagasque Foreign Ministry informed me about the presentation of the credential ceremony to be held on 15 May 2012. Subsequently we reached Monte Carlo, the capital city on time.

On the designed day, a carcade came to our hotel Novotel and were escorted to the Palace of His Serene Highness.

It was situated atop a hill commanding beautiful scenery of Monaco and Mediterranean Sea.

It was a pleasant day and early morning sunlight provided enough warmth. On arrival, a small contingent of Monagasque guards presented a Guard of Honor.

What a fantastic honour to be felt. Thereafter, Chief of Protocol led us (Nepal, Honduras and Burkina Faso Ambassadors) to the main hall where high Palace authorities welcomed us.

After sometime, HSH Prince Albert II came to the ceremony room.

I was the first to be called and to present LOC.

I knew HSH Prince holds a very good affection towards our country and people.

After a very short ceremony, Prince invited me to another room for chats. It was a most joyous and honorable moment in my life that I was talking with the Sovereign Prince of the billionaires haven.

I seized the opportunity to inform him about the prevailing political and economic situation of the country.

In particular, I briefed Prince about the congenial situation for Foreign Direct Investment.

He replied that if good and viable projects are introduced, he would give words to Monagasque investors to go to Nepal for investment purposes.

What a grandeur way of thinking welfare of our country at such highest level.

Prince earlier visited Nepal in November 2011 in his own plane. He went to Rigaon in Dhading district to inaugurate the school building which was built by his personal donation.

Prince told me that the natural smiles of the children in that winter day was most pleasant and memorable.

He further said that Nepalese people are honest and hold pure hearts. What an honour from the mouth of such a famous Sovereign Prince.

Portugal:

Our Embassy was informed that on 2nd May 2012, a function for the presentation of the credential will be held in Lisbon.

I wrote to the foreign Ministry seeking permission.

It did not came even at the last minute. Such inordinate delay reminded me that a most vicious and wicked man was at the helm of the Foreign Ministry, at that time, whose avowed policies were based on vengeance.
However, I and my wife reached Lisbon in time and stayed at Landmark Hotel.

On the morning of 2nd May, I was fully prepared in national attire to proceed to the Presidential Palace.

Lady protocol officer also arrived in time and we were just gossiping as time was left.

Then, a question came as a bombshell. She asked Excellency, where is your car? I said, of which car you are talking about.

She said you should arrange your own car to go to the Presidential Palace.

I said, it is normal practice that Host Government provides such a car for the ceremony.

She replied, we have no practice like that here. Protocol department did not informed me in briefing, neither I visualized such a situation as I have had arranged cars for so many Ambassadors while working as Chief of Protocol.

A small commotion ensued. Luckily, Lisbon based social worker and businessman Makar Bahadur Hamal had a BMW car and who was standing close to me.

He offered his services and assistance at that perilous moment and drove safely to the Presidential Palace in due time. I heaved a sigh of relief. Presentation of the credential ceremony went smoothly.

President Anibal Silva de Calvo, an eminent economist showed great interest in Nepal and wished to visit our country someday.

Spain:

Myself and many other Ambassadors accredited to Spain have already passed 3 years and were running in the fourth year.

We were appointed non-resident Ambassador to Spain. Among my close colleague was Ambassador Khouanta Phalivong of Lao DPR also. We often used to meet and talk and one topic, indeed, was the pending credential presentation ceremony in Spain.

In the early January 2014, we got a Note Verbal from Spanish Embassy indicating that a ceremony has been arranged for the presentation of the credential for the non-residential Ambassadors on 5 January 2014. It was a big and good news, indeed, for us who were facing jittery moments.

I flew to Madrid for the ceremony.

There were altogether 15 Non-resident Ambassadors including Singaporean Ambassador Barry Desker who was based in Singapore itself. But, he came to present his Letter of Credential to King Juan Carlos II. This type of appointment and ensuing actions were unheard of.

On the appointed day, I went to the Zarazuela Palace in Madrid about 45 minutes’ drive from my hotel. Palace had a sprawling complex, however, due to winter cold, trees seemed without any leaves.

Deers were wandering here there. Security was quite tight.

Only after a thorough checking, Ambassadors were allowed to the Palace complex.

Upon arrival at the Palace building, Chief of Protocol received us Ambassadors one by one and after sometime, we were led to the main ceremony hall.

King Juan Carlos II was sitting in a chair and he was flanked by Foreign Minister Jose Manuel Garcia-Margallo, a veteran politician and other high ranking palace officials.

King was so sober and decent. He expressed his regret for over delay for the ceremony which was caused by his illness.

King expressed Spain’s desire and readiness to work for the world peace. He harked on the promotion of friendship among nations.

Ambassadors were seated one by one in a semi-circle order and it was in seniority basis.

Hardly there were 6 to 7 meters between King and Ambassadors. It was looked like a class room and the ambience was so great and relaxing. Chief of Protocol called on Ambassadors to present their credentials one by one.

Following the instruction, I got up and presented my Letter of Credence to standing King.

We exchanged pleasantries. King so kindly reminisced their visit to Nepal in 1987 and said in front of all, Nepal is a beautiful country. I felt pride to hear such wonderful words from the mouth of none other than Spanish monarch.
Ceremony was so simple, well arranged and short. All Ambassadors spoke highly of the acumen of Spanish authorities in arranging and hosting such a wonderful credential presentation ceremony.
Earlier prior to the Credential presentation ceremony, Foreign Minister Garcia-Magallo hosted a reception in honor of visiting foreign Non-resident Ambassadors.

When I met him, I presented to him a booklet on Nepal in Spanish language.

He said to me, Ambassador, you brought only booklet for me, not invitation to visit your beautiful country.

Embarrassed to hear such comments, yet I recouped and replied Yes, Your Excellency Foreign Minister, just tell me when you can visit, I will bring invitation for you from my country.

He laughed. I too was impressed by his sense of humour.

Vienna Conventions:

Vienna Convention on Diplomatic Relations of 1961 and on Consular Relations of 1964 – Every diplomat must read Vienna Convention on Diplomatic Relations of 1961 and another one on Consular Relations of 1964.

These two conventions serve as the foundation for the conduct of international diplomacy.

Duties and responsibilities of the Host Governments, of diplomats, services and privileges they are supposed to get during the stationing in the host countries are all given in detail. In the capital cities of every country, there is a diplomatic corps.

Washington DC has the largest diplomatic corps. Other big cities like Paris, Tokyo, and Moscow also have large diplomatic corps. Smallest diplomatic corps in the world is found in Monte Carlo, capital of Monaco with just two embassies i.e. France and Italy.

In every capital city, diplomatic corps are led by a Dean selected on the basis of seniority.

However, in certain cities like Paris and others, the Papal Nunciature of Holy See serves as permanent Dean of the Diplomatic Corps. Diplomats must act according to the protocol and decency.

Diplomats must obey the rules and regulations of the Host country.

If a diplomat violates the rules of the Host country, he/she can be expelled from that country even within a short notice declaring him/her a Person Non Grata (meaning unacceptable diplomat).

Normally, any Ambassador in any country, after presentation of the credential, pays courtesy calls on high state dignitaries. Similarly, he/she pays courtesy call on Dean of the diplomatic corps and other Ambassadors as per convenience. In large capital cities, it is not possible to make calls on to every Ambassador.

Foreign diplomatic missions can deal with the Host government only through the Foreign Ministry. This is a universal practice. I realized it in all countries I served in Bangkok, Tokyo, Abu Dhabi and Paris.

In one incident, while in Bangkok, we sent a letter to the Thai commerce Ministry, but they returned saying that it must come through the Foreign Ministry.

But in our country, freedom to diplomats seems much more.

One incident in the past mentioned that one foreign Ambassador met the Chief Minister of one Pradesh got serious attention.

Normally, whatever be the political system of the Government, foreign affairs issues are being dealt by the Ministry of Foreign Affairs.

Foreign Ambassadors and diplomats must work being in close cooperation with MoFA, while dealing with Nepali state dignitaries.

In old days also, one Officer from the Foreign Ministry must be present at the meeting between Ambassadors or other foreign delegates with our Nepali high dignitaries.

Now-a-days, this practice seems to have lost its steam. Such a scenario deprives the state to loose opportunity to keep the minutes of the talks in the institutional memory.

In international diplomacy also, at times, problems crop up. Most infamous case of the violation of Vienna Convention is the seizure of American diplomats in Tehran on 4 November 1979 and held captive for 442 days.

Mr. Eric Lange, Dean of the Diplomatic Corps and Swiss Ambassador, appealed for their release citing Vienna Convention but to no avail. Ultimately they were released on 20 January 1981 after protracted negotiation.

A foreign Minister of our neighboring country had to resign when his under garments were sent by diplomatic bag after his return from London.

Diplomatic bags are used only for official communication and its sanctity cannot be violated by anyone.

# This article has been published in the AFCAN journal no 2: Thanks Afcan and the distinguished author: Ed. Upadhyaya.