Protocol for the Modern Diplomat

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. Smith, may I present Mr. Jones?" is used internationally. For less formal occasions simply stating the two names, "Mrs. Smith, Mr. Jones," is acceptable. Making personal introductions (i.e., introducing oneself) is perfectly acceptable and encouraged. Adding context about yourself and your role is helpful. For example, "Hello, I'm Jane Smith, Vice Consul at the United States Embassy." In English, the accepted, formal response to any introduction is, "How do you do?"

Informally, a smile, "Hello," or, "It's nice to meet you," are fine. Other languages have very particular phrases, so be sure to learn them upon arriving at post. 

       When making introductions, honor is recognized by the name spoken first. Courtesy gives honor to those who are older, higher in rank, titled, have a professional status, or are female. To make the introductions more pleasant, tell each individual a bit of information about the other. This encourages the conversation to continue. As they do when a woman enters the room, men should rise when being introduced to a woman. In some countries, a man kisses a married woman's hand. Men also rise when being introduced to another man. Women should rise when being introduced to another woman for whom she wishes to show great respect, such as the hostess, a very distinguished woman, or much older woman. In some countries, women rise when introduced to all others. 

        Throughout the world, greeting and leave-taking customs may include handshakes, salutatory gestures or other specific expressions. If there is such a tradition, use it with host country nationals, foreigners and fellow staff members. Failure to abide with tradition may be interpreted as rudeness or a lack of respect for colleagues. 

         The best and most courteous way to handle recognizing someone without recalling his or her name is to mention your name again. For example, "Good evening, I'm Jim Smith. We met recently at the ambassador's home. I'm pleased to see you again." More than likely, he/she will reintroduce himself/herself. Starting from the assumption that he/she may also not remember your name could save both of you potential embarrassment.

Titles

Forms of address for foreign government official s and people holding professional, ecclesiastical, or traditional titles vary among countries. The correct local usage can be verified at post. Following are titles for U.S. and some foreign officials that are widely used in both spoken and written address. It is appropriate to begin letters and refer to others directly and indirectly with the following titles.

Diplomatic Titles
Chiefs of Mission
• Mr./Madam Ambassador (this also applies to an ambassador with a military title), or
Ambassador Reed.*
• Sir Richard—British ambassador who is a knight (Sir Richard's wife would be
addressed as "Lady Smith.")
• Lord Montgomery—British ambassador who is a baron
• Mr./Mrs. Douglas or Ms. Williams—the ambassador's spouse
Chargé d'Affaires
• Mr./Ms/Mrs./Madam Randal
Ministers and Others
• Mr./Madam Taylor

* Special note should be made of how to address ambassadors. Over the years, and recently as well, there has been discussion about the use of the honorific title of Ambassador by former ambassadors, both those who remain active in the Foreign Service and those who are retired. For years, Department regulations have forbidden this usage unless actually in the job of ambassador or for those few who retired with the personal rank of career Ambassador. For current employees, long-standing custom and practice, however, has established a clear tradition in the Department and in the Foreign Service that persons who have served as ambassador after Senate confirmation may continue to use the title after such service in appropriate communications with others, may be referred to in communications and conversations by the title of Ambassador, and may be introduced to public audiences by the title.

The Department has also clarified the use of the title for persons who have retired from the Foreign Service or left government service who served as ambassador after Senate confirmation. An amendment to the various regulations permits the use of the title, “Ambassador, Retired,” for all such persons.

Although the United States does not use the term, "Excellency," some countries do when referring to ambassadors. Even if the host country uses the term "Excellency," American chiefs of mission in those countries are addressed as "Mr./Madam Ambassador" by U.S. citizens. Foreign