PROTOCOL

OBJECTIVES
TO ENABLE PARTICIPANTS TO
UNDERSTAND THE TENENTS
OF OFFICIAL AND DIPLOMATIC
PROTOCOL AND TO
APPRECIATE STRAINS OF
FOREIGN PRACTICES AND
CUSTOMS WHICH ARE
ACCEPTED INTERNATIONALLY
AS GOOD BEHAVIOR

WHAT IS PROTOCOL?

Protocol is defined as the

observance of official formality
and etiquette channels of
communication
between governments as to the
agreed method of doing
business.
2

2. OFFICIAL PROTOCOL
Official protocol is carried on at two levels;
state protocol and diplomatic protocol.
2.1 State Protocol
State protocol centers around the President as
Head of State and government, the Prime
Minister, other ministers and state officials. It is
concerned with visits of foreign Heads of State
and of governments to Namibia; presidential
visits (national and international), State and
official dinners and banquets, official receptions
and entertaining at State House, etc.
3

OFFICIAL PROTOCOL, CONT.

2.2 Diplomatic Protocol
The Chief of State Protocol is responsible for
presenting Heads of Diplomatic Missions to the
President at the formal ceremony of presentation
of credentials.
He presents Namibian Heads of Missions
Designate to the President at the official
Commissioning ceremony,
Responsible for all appointments of Heads of
Missions, Heads of International
Organizations and other foreign dignitaries to
call on President, and is in attendance.
4

2.3 Operational Procedures

Instructions to the Chief of Protocol shall
issue from the Permanent Secretary of the
President as regards activities including the
President
The Secretary to Cabinet as regards activities
directed by the Cabinet
The Secretary to the Prime Minister as
regards activities including the Prime
Minister
The Permanent Secretary of Foreign Affairs
as regards diplomatic protocol
5

2.4 FUNCTIONS OF THE PROTOCOL

DEPARTMENT OF THE MINISTRY
OF FOREIGN AFFAIRS

Facilitates the conduct of relations

between the Government and the
diplomatic and consular missions
located and accredited to Namibia
Ensures that members of the
diplomatic and consular corps
understand and comply with local laws
and regulations;
6

FUNCTIONS CONT.
Administers the extension to the
diplomatic and consular corps of
appropriate privileges and immunities;
Advises Government, state House,
Government Departments and the
diplomatic corps on matters relating to
protocol, ceremony, privilege and
immunities
7

FUNCTIONS, Cont
Administers the formalities associated with
the appointment of heads of diplomatic
missions and consular posts to and from
Namibia;
Develops and implements protocol policies
and procedures in line with the
Governments policies and with international
practice;
Advises Namibian overseas missions on
matters related to Namibian protocol and
diplomatic privileges, immunity and
protection;
8

FUNCTIONS, cont
Ensures Namibian overseas posts
display the same standards of conduct
as is expected of foreign missions in
Namibia;
Coordinates the practical arrangements
for conferences held in Namibia when
required, and advises the Ministry of its
conference commitments.
9

3. PROTOCOL AT GOVERNMENT
LEVEL
3.1 Functions of the President as Head of
State:
The President is the Head of State, the Head
of Government and Commander in - Chief
of the Armed Forces. His functions include:
Constitutional
Legislation
Law and Order; security in the country
Diplomatic and International Relations
10

4.FUNCTIONS OF THE
PRESIDENT
4.1 Functions of the President as Head of
State
The President is the Head of State, the Head
of Government and Commander in - Chief
of the Armed Forces. His functions include:
Constitutional
Legislation
Law and Order; security in the country
Diplomatic and International Relations
11

FUNCTIONS OF THE
PRESIDENT, Cont..
Administrative functions (appoints the
Prime Minister, appoints all ministers,
Justice President, Ombudsman,
Director Generals, Auditor General,
Prosecutor General, Chiefs of the
Armed Forces, Ambassadors)
NOTE: The President of the Republic of
Namibia is immune from criminal
prosecution in any court of law.
12

4.2 Functions of the First Lady

She is the consort, i.e. companion, for the President
and is always by his side
She accompanies the President to all functions
She attends all diplomatic credentials, i.e. attends
commissioning of Ambassadors/High
Commissioners, she is present when Heads of
Foreign Missions present their credentials
She is the patron of the society and the patron of
functions when invited
If she is to deliver a speech, the text is provided by
the host
NOTE: The First Lady is always the guest of honor
when invited to a function alone.
13

5. MEETING THE PRESIDENT AND

THE FIRST LADY OFFICIALLY
5.1 Request for an appointment with the President
No request is directly addressed to the President
and any request from members of the public,
businesses, NGOs, etc. must be directed to:
The Secretary to the President: Presidential Affairs
State House
Private Bag 13339
Windhoek

14

6. NATIONAL ORDER OF
PRECEDENCE
Order of Precedence is the order in which
seniority is accorded to the dignitaries of
state at every official function, either
established by the government of the day, or
follows custom and practice hallowed by
time. It is never taken lightly and strictly
adhered to.
The order of precedence is observed
at/when:
15

NATIONAL ORDER OF
PRECEDENCE, Cont
Seating arrangements for all official,
public and private functions at which any
dignitary or special guest is present;
Presenting dignitaries to President or to
visiting dignitaries on formal occasions;
Arranging arrival and departure times for
dignitaries at functions. Most senior
dignitary last to arrive and first to leave;
16

ORDER OF PRECEDENCE,
Cont
Serving meals at formal receptions (lunches,
dinners, and buffet meals): the most senior
dignitary serve him/herself before others.
(Such a person is usually the guest of honor
of the host and therefore always served first).

NOTE: The President and the First Lady

are accorded the highest precedence in
the country at all functions.
17

6.1 THE ORDER:

1.1The President, Head of State and of the
Government, and the Commander-in-Chief
of the Defense Force.
1.2The Prime Minister and Leader of
Government Business in Parliament.
1.3The Speaker of the National Assembly.
1.4The Chairperson of the National
Council.
1.5The Chief Justice, etc
18

7. Request for an appointment with

the President
No request is directly addressed to the
President and any request from members of
the public, businesses, NGOs, etc. must be
directed to:
The Secretary to the President: Presidential
Affairs
State House
Private Bag 13339
Windhoek
19

Cont..
NO request is addressed directly to the President,
except between President and President:
Request should contain the following:
Purpose why the meeting is sought
Aims and objectives of the organization, if any
CV of the visitor
Total members who will be accompanying the guest
Any other relevant information

A reply from the President to the applicant will

be issued through the Secretary to the
President

When greeting either the President or the First Lady, men BOW
and women COURTSEY.
20

7.2 GIFTS:
For security reasons, gifts should not
be taken to the President unless
cleared with an aide or sent to State
House with prior permission from
his/her secretary or aide. THERE
SHOULD BE NO IMPROMPTU GIFTS,
EITHER DURING A PUBLIC SHOW OR A
VISIT TO A PLACE OF INTEREST
21

8.0 GENERAL GUIDELINES FOR

INTRODUCTION
Never greet the President first by hand, wait
till he offers his hand first in greeting
Younger people are introduced to older
people first, not vice versa
Men are introduced first and then the women,
except when the woman for instance is an
ambassador or if she is invited for her
position, she comes first
An unmarried woman (despite her age) is
introduced to a married man first
22

Introduction, Cont
A junior executive is introduced to a
senior executive
Staff is introduced to a guest, customer
or client
An equal in one organization is
introduced to an equal in another
organization

23

Introduction, Cont
The most important persons name is
mentioned first, i.e. Mr. President

or Your excellency, may I have the

honour to introduce to you Mr/Mrs

(Iitembu/Ndaitwa) of. from

Windhoek/Walvis Bay
A man stands up when a lady enters the
room or when introduced to a lady (gender
equality does not play any role, this is just
good manners)
The woman offers her hand first in greeting
24

Introduction, Cont
Check time on the invitation card
arrive within fifteen minutes of the

stated time
Rather stay away than turning up late.
Extend your excuse as soon as
possible after the reception.
Turning up late is a sign of disrespect
to the invitation of the host
25

Introduction. Cont
Do not take uninvited guests with you
Have your invitation card at hand to
confirm your invitation at the security
checkpoint
Dress as indicated on the invitation
card
Introduce yourself to the Master of
Ceremonies who normally receives the
guests
26

8.1 INVITATION FROM STATE

HOUSE
If the President and First Lady receive
guests Men bow and women curtsey. A
lady may prefer to bow rather curtsey.
It is permissible. The official precedes
the spouse in being introduced to the
President and the First Lady. (There is
a practical reason for this. Generally it
is the official who is most readily
recognized by the President or host)
27

Invitation from State House,

Cont..
All stand when the President
and First Lady enter the
Reception hall and remain
standing until President and
First Lady are seated or signal
to guests to take a seat
28

Invitation from State

House,Cont
All etiquette and table manners
are observed during the
function. Keep a close eye on
the Head of the table and follow
as the guests of honour are
doing
All stand for the toast
29

Invitation from State House, etc

All stop eating when the President
presents his speech
All stand when the President, the
First Lady and the guests of honor
from the Head table are leaving
The President and First Lady are the
last to arrive at the function and the
first to leave the function
30

8.2 ACCEPTING THE INVITATION

The invitation must be answered within
48 hours
Use fax, telephone or answering card
to confirm
Invitations by the President are always
accepted. You can write a letter to the
Secretary afterwards explaining why
you declined the invitation.
31

8.3 THE INVITATION CARD AND

ITS FORMATS

The invitation must indicate:

Name of host and /hostess
The guest or guests
The type of function: Breakfast,
brunch, lunch, cocktail, dinner: buffet
or sit down (set menu)
The day, date, time (in that order)
32

8.4 FORMAT OF INVITATION

CARDS: IMPORTANT GUIDELINES
The name of the guest is written by hand and
not typed (use black pen)
Always be specific about dress; always use
black tie, dress suit for formal functions
Always use smart casual or casual for informal
functions
Womans dress should be in accordance with
that of man, i.e. a black tie requires an evening
dress (long or short)
33

8.5 TYPES OF DRESS

8.5.1 INFORMAL DRESS:
The word may be misleading. In Europe,
informal dress for men may refer to a lounge suit
i.e. coat, trousers, shirt and jacket. In some
countries this may be formal dress. Informal may
also refer to casual dress. In Namibia it refers
to a lounge (ordinary day suit /office dress)
for all functions and refers to a dark suit in
winter (trousers and jacket do not need to
match)
34

Dress, cont
It could also be trousers without
matching jacket and without tie.
Ladies may choose dresses that suit
their own age and their figure i.e.
height and weight. Preference may be
given to wearing National dress, if
there is one. If not, European dress is
worn.
35

Dress, Cont
8.5.2 FORMAL DRESS:
Formal dress in some countries may
consist of morning dress worn for state
opening of parliament, weddings, white tie
for formal evening banquets etc. In
Namibia there is no such requirement.
Dark lounge suit is formal for such
purposes
36

DRESS, Cont..
EVENING DRESS:

Black tie (dinner jacket): dark suit or

black jacket and matching trousers
with normally one row of black braid
(garland/lacing) down the outside leg
Black tie is also a ceremonial dress
with a coloured braid down the outside
leg
The shirt is normally white with a black
velvet bow tie
37

Dress, Cont
White tie: Dark suit with a white black
velvet bow tie
Formal wear in Namibia is indicated on
the invitation card as Black tie.

38

9. HINTS FOR MEN

Before wearing a suit or jacket, remove
all external labels. Open Jacket pockets
Wear belt with trousers and must be
leather to leather (black shoes, black
belt)
The point of the tie must touch the belt
buckle
Lounge shirt worn should be worn with
tie, not just buttoned up
39

10. PLAYING HOST AT

FUNCTIONS
As host you must know the order of precedence,
i.e. who is who
The host must select his /her guests of honor

The President can take a seat in the

middle or head of the table with the First
Lady at the opposite
At a gala reception (state banquet) the head table is
facing the other tables and the hostess take place to
the right of the host
The most senior male guest takes the seat to the
right of the hostess (the head table should be served
at the same time)
40

PLAYING HOST. Cont

Food is served to each person on his left
while dirty/used dishes are removed from the
right, no plates are removed until everyone
has finished his round (course)
If the host and hostess took seats in the
middle of the table to face each other, the
most senior woman takes the and most
senior male takes right of the hostess
The woman to the right of the host is served
first, the host second and the rest follow
clockwise
41

PLAYING HOST. Cont

It is correct to start eating as soon as you are
served (you do not have to wait for the rest to
follow). The next course will only be served if
everybody has finished the first course
During sit down function (set menus) it is
wise to have more servants to serve quicker
During buffet functions guests can take a
seat and start eating as soon as they have
served themselves
Stop talking while your host is enjoying his
food
42

11. CONVERSATION
Good conversation is an art. It
is not only about words. It is
about the way you talk to
others, your voice, your body
language, the way you look at
someone (eye contact), facial
expression, your choice of
words and politeness
43

CONVERSATION, Cont.
Look at the person you are talking to. If
you are many dont just look at one
person. Look people in the eyes and
avoid focusing on their nose or
forehead as it gives the impression you
are trying to hide something. Know also
that in some cultures it is considered
unmannerly for a younger person to
look at his/her superior in the eyes
44

CONVERSATION, Cont.
Do not pass between two people talking
Do not wave your arms around. Do not
point fingers at someone. Never give
your back to someone you are talking to
Never judge people without knowing why
they do things that seem strange to you
Do not whisper to someone in the group;
it is bad manners
45

CONVERSATION, Cont.
Do not pass between two people talking
Do not wave your arms around. Do not
point fingers at someone. Never give
your back to someone you are talking to
Never judge people without knowing why
they do things that seem strange to you
Do not whisper to someone in the group;
it is bad manners

46

CONVERSATION, Cont.
Do not hog the conversation; give
others chance to air their views
Avoid talking shop or about a
specialized topic that involves
using jargon that most people do
not understand or do not have
interest in
47

CONVERSATION, Cont.
Confidential issues should never be
discussed at social parties
Gossip is taboo. Discuss events rather
than individuals.
Do not raise issues that might cause
dissention, e.g. politics or religion
Off color or dirty jokes should not
form part of the conversation
48

CONVERSATION, Cont.
Do not bore people with your
personal problems, family, diets,
etc.
Be a good listener rather than
being a good talker
Do not boast or lie about your
achievements
49

CONVERSATION, Cont.
Use language familiar to everyone
Do not get angry or quarrel
It is rude and dubious to ask
professional people, e.g. Doctors,
lawyers, auditors for professional
advice at social functions, thereby
trying to obtain free consultation. Make
an appointment to visit them at their
offices
50

11.TYPES OF FUNCTIONS

BREAKFAST
Continental Breakfast (Bread, jam, etc)
English breakfast (Bacon and eggs)
BRUNCH (pap)
- Combination of breakfast and lunch
LUNCH
Buffet (self- service)
Set menu (pre arranged menu)
A la carte (own selection
51

TYPES OF FUNCTIONS

COCKTAIL
Standing meal
Cold and hot
DINNER
Buffet
Set menu
A la carte
52

12. PUNCTUALITY AND TIME

SCHEDULES
Guests should arrive not 15 minutes later than the
initial time on the invitation card
Guests should assemble in a reception hall and have
an aperitif, i.e. juice and sherry
The host/hostess will indicate to guests to enter the
dining hall so the function can start
In the case of the President, the Master of
Ceremonies will inform guests to enter the dining
hall well in advance (not later than 15 minutes before
the arrival time of the President)
53

 The Presidents speech normally

follows the official welcoming by the
Master of Ceremonies, after which he
normally presents a toast
The Presidents speech is normally
aimed at recent events/highlights in the
media but could also touch on issues
like poverty, HIIV/AIDS, crime, abuse of
women and children, alcohol abuse, etc
54

 After the Presidents speech the Master

of Ceremonies will indicate the start of
dinner
All will be served according to the type
of reception and menu

55

56

13. SERVING PRINCIPLES

Specific waiters/servants are allocated
specific tables, i.e. there are waiters to
serve drinks and waiters only serving
meals
For state banquets a set menu is
appreciated and displayed on the tables.
All will eat the same food
57

 All guests should stand when the President is

entering the dining hall
The President and the First Ladys arrival is
signified by the playing of the National
AnthemThe Master of Ceremonies takes charge
of the function after all are seated
The Master of Ceremonies follows a pre
arranged program, normally starting to welcome
all guests, i.e. On behalf of His Excellency, The
President, the First Lady, guest of
honor/Distinguished guests, ladies and
gentlemen
58

 Protocol officers will know the table plans

and guide guests to their sets in case of a gal
function the state banquet
All guests should be seated by the time the
President arrives. (No late comers should be
allowed and are an insult to the dignity of the
President)
The correct procedure is to close the doors
of the dining hall after the President has
arrived
59

SERVING PRINCIPLES
Specific waiters/servants are allocated
specific tables, i.e. there are waiters to
serve drinks and waiters only serving
meals
For state banquets a set menu is
appreciated and displayed on the tables.
All will eat the same food

60

 Set menus usually start with a

cocktail, soup, starter, main
course, dessert and lastly coffee
or tea
White/Red wines as well as juices
are normally placed on the tables
and regularly replaced by waiters
61

 Guests are served from the left and

used dishes are removed fro the right
During a sit in reception waiters try to
serve all guests at the same time. Delay
is minimal
If the reception is in the form of a
buffet, everybody serves himself or
herself but which is time consuming
62

 Set menus can have a maximum variety of

food, i.e.
Either a cocktail or soup
Two types of meat
Two types of dessert
Biscuits and cheese
Coffee or tea
A la carte menus are not suitable at state
functions because it is too time consuming
63

 Nobody leaves while the President is

still present. A crisis should be the only
reason for someone to leave the hall
Guests should not demand for other
drinks than that on the table or pressing to
have a second plate of food

64

DOs AND DONTs AT

RECEPTIONS
Do not get drunk: if must drink do it in
moderation. If you cant control
yourself, rather dont drink anything or
stick to juices
Do not rush for food or drinks. Do not see
how much you can consume because it is
free of charge
Do not take any food away
65

 Dont engage in noisy conversations

Do not leave the function before the
host, the President
You are being observed and will have
to account to State House the following
day
Do not shout at stewards for service.
66

CELLULAR PHONE ETIQUETTE

Avoid loud conversations
Do not discuss private or personal business
in public
Switch cellular phones off during meetings
Use the cellular phones with care, especially
if the account is paid for
Cellular phones are expensive and should
not be left lying around
Switch off or put on silent ringing mode
during a function or meeting
67

 Do not use your cellular phone while

driving, it is distracting and can lead to
accidents. It is also a traffic offence
Do not speak on the cellular phone
while walking, it is a bad habit.

68

 Do not use your cellular phone while

driving, it is distracting and can lead to
accidents. It is also a traffic offence
Do not speak on the cellular phone
while walking, it is a bad habit.

69

SMOKING ETIQUETTE
Never smoke in the presence of the
President
Never smoke in front of the public in an
office
Never speak with a cigarette dangling from
your mouth.
Never leave a burning cigarette in an ashtray.
Use an ashtray for matches and cigarettes
butts.
Never smoke in a badly ventilated, confined
area.
70

Ask permission to smoke in a car or an office.

Always respect a "No smoking" sign in an office or in public
Always consider non-smokers
Don't smoke before a speech or meeting has been
concluded.
Don't smoke at a table while people are eating.
Don't smoke in a toilet or dressing room.
Don't throw cigarette butts into a toilet or urine bowl.
Don't walk and smoke and throw cigarette butts onto
pavements
Don't throw cigarette butts through the window while
driving.
If the host is not smoking during a reception, nobody
should then smoke.
71

TELEPHONE ETIQUETTE
INCOMING CALLS
Use a friendly tone of voice and answer the
telephone immediately
Greet, identify the organisation and ask if you can
help.
Address the person calling - try to keep to the
official language and you will not be wrong.
Ask the name of the caller and the nature of that call.
Give the required information correctly or refer the
caller immediately to the correct person (don't let the
call jump from office to office.)
72

General Rules
Do not eat or drink during a call.
Avoid speaking to other people during a call.
If someone is busy on the phone, don't interrupt, let
he/she finish that call.
Speak slowly and clearly.
Never place the receiver down hard on the table.
Never use strong language.
Do' not let the caller hold on longer than a few
seconds. Return to the caller at least every 15
seconds to let him / her know you have not forgotten
them.
Always
73

FLAG ETIQUETTE
THE CONSTITUTION AND THE FLAG

The National Flag is a symbol of

the nation. It is the emblem of its
unity, power, and its thought and
purpose as a nation. In Namibia no
other flag is placed above the
National Flag which must be
respected at all times.
74

USE OF THE FLAG

In Namibia it is flown on all public
buildings. Abroad the Namibia flag
is flown on the Chancery and the
Residence of the Head of Mission.
The Flag is also flown on the
official vehicle of the Head of
Mission.
75

HALF MAST

On the direction of the government, the National

flag is flown at half mast to signify national
mourning. The number of days for which the flag
must fly is indicated in the directive.
When the National flag is being flown at half
mast all other flags must be flown at half mast or
not at all.

76

USE OF THE FLAG

In Namibia it is flown on all public
buildings. Abroad the Namibia flag is flown
on the Chancery and the Residence of the
Head of Mission. The Flag is also flown on
the official vehicle of the Head of Mission.

77

DIPLOMATS IN NAMIBIA AND THE FLYING OF THEIR

NATIONAL
FLAGS

In Namibia diplomats, in accordance

with international law may fly their
national flags on the chanceries, the
residence of the Head of Mission and
on their official cars. The flag is
carried on a detachable staff placed
on the top of the right mudguard
78

PRECEDENCE OF FLAGS
The national flag has precedence:
that it occupies the right of the
other flags as observed while
standing directly in front of a
building and facing out to the
flags. To an observer facing the
building the National Flag should
be to the observers left.
79

 The National flag thus occupies

the right if there are two flags,
or the centre position if there
are three flags.
All flags must fly at the same
height
80

PRESIDENTS FLAG AND THE

NATIONAL FLAG
The National Flag is placed on the
Presidents right and his personal
flag on his left. WHENEVER THE
president makes a public
address, both flags are displayed
in the same position as indicated
above.
81

 The Presidents flag and the National

flag are seldom flown on the
Presidents car unless it is a very
important ceremonious occasion.
However when a foreign Head of State
is present in the same car, the National
Flag and the flag of the visitor are both
flown: the Namibian flag on the left and
the visitors flag on the right as viewed
from the front of the vehicle.
82

SWEARING IN CEREMONIES
AND INVESTITURE
ARTICLE 30: OATH OF AFFIRMATION BY
THE PRESIDENT

The President makes the oath

prescribed in Article 30 administered
by the Chief Justice or a Judge
designated by the Chief Justice for this
purpose
83

OATH OF AFFIRMATION BY THE PRIME

MINISTER, MINISTERS AND DEPUTY
MINISTERS

Before assuming office, a minister or

Deputy Minister shall make and
subscribe to an oath or solemn
affirmation before the President or a
person designated by the President
for this purpose, in terms set out in
schedule 2 of the Constitution. The
oath of affirmation is administered by
the Chief Justice. (Article 38)
84

JUDGES

The making of the oath or affirmation

by Judges in terms set out in
schedule I of the Constitution shall
take place before the President in
State House. The oath in the case of
the Chief Justice shall be
administered by the President. In the
case of other Judges the
oath/affirmation shall be administered
by the Chief Justice.
85

CONSTITUTIONAL OFFICE HOLDERS

Though the Constitution does not
prescribe that Constitutional office

Holders shall make an oath or affirmation

before assuming offices,

Government has decided that such office

holders shall make an oath or affirmation
before the President at State House and
shall be administered by the Chief Justice.
The oath shall be the same as prescribed
by the Constitution for a minister, i.e.
ARTICLE 38 of the Constitution, similarly
amended.
86

INVESTITURE
When National Honours are
instituted the Investiture Ceremony
shall be held at State House and
persons honored will be invested
with their insignias by the
President of the Republic.

87