OFFICE OF THE PRIME MINISTER

Training MANUAL

ON

PROTOCOL AND NATIONAL SYMBOLS AND

EMBLEMS

May 2012

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A. WHAT IS PROTOCOL?

Protocol:

o Codifies and puts into practice the rules of ceremonial and supervises their

application.

o Is employed in working out the multiple details of extraordinary ceremonies as

well as those of the daily life of diplomatic missions.

o Governs both negotiations and settlement, and activated international

contracts, enhancing, by a display of pomp and splendour, the value attached

to them and the respect due to their social provisions.

o Allots to each his proper place in the political and administrative structure.

o Guarantees to those in official positions the exercise of their rights.

o Regulates conflicts of precedence which concern them as well as disputes

relating to the exercise of their privileges and the enjoyment of their privileges

and their immunities.

o Allow freedom of action to everyone in his day to day affairs and regulates the

activities of the national authorities (governments, parliaments and

administrations), as well as that of foreign authorities in official positions

attached to Governments (diplomats, consuls, international officials and

foreign missions, temporary or permanent), and private persons not belonging

to these various categories.

o Inculcates method, restraint, poise, and decorum for, in addition to ordering

the conduct of public ceremonies.

o Lays down rules for the exchange of official and private correspondence,

manner of dress, everything, in fact, to ensure that each person receives the

position and respect to which his office entitles him and which are recognised

by other political and administrative authorities and by society itself.

Those with no official position on any specific occasion can be allotted a place in

the order of precedence according to age, rank and position.

The rules of diplomatic protocol are intended to uphold the civilities between

states and their officials. By the rules, a participant at an official meeting is

entitled to a position according to his rank, interpreted and they should be closely

observed. One should not depart from them without good reason. Even then it

is at times difficult to avoid incidents because the authority does not respect the

rules marks a deliberate refusal and denial of obligations agreed upon in the

general interest.

Such a deliberate breach of protocol is always interpreted as a calculated

manifestation of distrust in the diplomat who is the victim of it, and never fails to

affect the relations between the two governments concerned. Any violations of

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these rules will provoke difficulties for its author, who should apologise and find

ways of correcting the mistake.

It would be well to bear in mind that women are more sensitive to such affronts

than men. Men will more readily accept apologies and explanations. Still not

many are capable of replying as was done to a hostess who apologised for not

being able to give an official the seat corresponding to his social position who

responded: “Madame, my place is always the best”.

The rules of protocol are not inviolable and ceremonial should not be compared

with religious rites.

Instead the rules of protocol are closely allied to desire both to accord the

persons concerned the treatment due to them and to the necessity of avoiding

friction with others. They evolve with due regard, to traditional and local custom,

and are meant not to upset established situations but to consolidate that which

has received the general consent. They can be adapted if necessary to the

situations, after study and in agreement with interested persons.

Specifically, Protocol helps to create a pleasant atmosphere at meetings or

gatherings, thus promoting an absence of strain and the reciprocal goodwill

which is most likely to contribute to the results which are expected from such

meetings.

Recorded violations or laxities of observations of Protocol practices remind us

that there is scope for personal feelings in those solemn obligations to which

important men subscribe.

B. The Vienna Conventions on Diplomatic and Consular Relations

The Vienna Convention is a codification of the privileges and immunities

recognised by the Law of nations and by reciprocal practice. It gives legal force

and a contractual character to the reciprocal organisation of states and of

diplomats who exercise their functions.

Any departure from this convention may cause serious diplomatic breaches

between the sending state and the receiving state.

Articles 29-39 of the Vienna Convention enumerate the privileges and immunities

granted to members of diplomatic Missions. Such immunities are granted to

empower diplomats to carry out their duties efficiently without local authorities

being able to prejudice their actions.

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C. Privileges and Immunities – The Vienna Convention

The Vienna Conventions of 1961 and 1963 provide for a number of privileges

and immunities. In addition, the receiving state must provide all facilities

necessary for a diplomatic mission or consular post to function (article 25, 1961

Convention and article 28, 1963 Convention).

The privileged position of diplomats in society is traditional, but it is not for this

reason that it continues to be respected; it is because representatives of a state

can only carry out their diplomatic functions satisfactorily if they are utterly free

from pressures, whether legal, physical or moral, that the state in which they are

serving may be able to impose on them.

In the majority of peaceful, law abiding countries, the privileges and immunities

afforded to diplomats may seem excessive and unnecessary; but un exceptional

times and in exceptional countries it is only the recognition of mutually applicable

privileges and immunities that enables diplomatic relations to be maintained.

Privileges principally consist of fiscal exemptions and customs facilities.

Immunities are concerned with limitations to the powers of the authorities

I the receiving state. Both mean that the representation and its members

are in an exceptional position vis-á-vis the authorities and members of the

public (of whatever nationally) in the receiving state.

Privileges and immunities are applicable both to the diplomatic mission and its

functions and to the individuals.

All diplomats enjoy personal inviolability and members of their family forming part

of the household similarly enjoy inviolability provided that they are not nationals

or permanent residents of the host state.

A state which accepts the establishment of a foreign diplomatic Mission is bound

to ensure complete protection to all members of that Mission and to their families

against physical violence whatever its source, and from attacks of their dignity

and freedom.

i) Immunities

Personal Inviolability and Protection. Personal Inviolability (i.e freedom

from arrest or detention) is the essential guarantee of diplomatic agents.

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Any acts of oppression directed against an agent who is a representative

of a state is considered as directed against the state itself.

Immunity from Criminal Jurisdiction. A diplomat and members of his

family forming part of his household (provided they are not national or

permanent residents) are immune from criminal jurisdiction of the host

state.

Immunity from Civil Administrative Jurisdiction. A diplomat and

members of his family forming part of his household (provided they are not

national or permanent residents of the host state) are immune from civil

and administrative jurisdiction I the host state except in the case of:

o A private dwelling owned by the agent and situated on the territory

of the receiving state.

o An estate where the diplomatic agent appears in a private capacity

and not in the name of the sending state.

o A professional or commercial activity exercised in the receiving

state by the agent outside his official functions.

Exemption from Liability to serve as a Witness. A diplomat and

members of his household (provided they are not national or permanent

residents of the host state) are not obliged to give evidence as witnesses

but in many cases do so in order to assist justice.

Waiver of Diplomatic Immunity. The immunity from jurisdiction of an in

individual entitled to such protection may be waived only by his

government. A wavier of immunity from civil or administrative proceedings

does no more than allow the person concerned to stand trial; a second

and specific waiver is required before the judgement can be put into effect.

Counter Claims. If legal proceedings are started, a person who enjoys

diplomatic immunity is not entitled to claim immunity from jurisdiction in

respect of any counter claim directly connected with the principal claim.

Inviolability of Correspondence: The papers and correspondence of a

diplomat and members of his family forming part of his household and

inviolable.

Inviolability of Property. The property of a diplomat is inviolable.

Inviolability of the Premises. The premises of a Mission and the private

residence of a Head of Mission are inviolable. They may not be entered

by agents of the host state without the permission of the head of Mission

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concerned, With this consent, however, the Police can intervene or enter

Diplomatic Premises.

Inviolability of Records, Documents, Correspondence and Archives.

The records, documents, correspondence and archives of a Mission are

inviolable at any time and where ever they may be.

Freedom and Inviolability of Communications. A diplomatic Mission is

entitled to communicate freely for all official purposes and to have access

to every facility for this is the state in which it is situated e.g. messages in

code.

The Diplomatic Bag, Pouch or Valise. This is a sealed bag or container

clearly marked as such, containing only official documents and articles for

official use. A Diplomatic bag can be accompanied or unaccompanied.

The Diplomatic bag is inviolable – it may not be opened or detained and

every facility must be given for its swift dispatch. It many be carried by a

diplomatic courier who enjoys personal inviolability and is not liable to any

form of arrest or detention.

Note: When communications between a State and a Diplomatic Mission

must pass through a third state, that state must furnish the same

inviolability as is accorded by the receiving state. Diplomatic bags are

inviolable when in transit through third states, as are diplomatic couriers.

Couriers must, however, obtain any appropriate passes.

Exemption from Inspection of Personal Luggage. The personal

luggage of a diplomat must not be searched UNLESS there are serious

grounds for believing that it contains articles that do not come within the

scope of privileges permitted or illegal imports or exports.

In this event the inspection is conducted only in the presence of the

diplomat or his authorised representative.

Freedom to Travel. All members of staff of a diplomatic Mission are

entitled to travel freely and without restriction in the state in which they are

serving, except in those areas to which access is limited on grounds of

national security.

Diplomatic Passports. Diplomatic Passports are issued by most states

to those of their nationals who are entitled to diplomatic immunity. They

are usually taken not as evidence as entitlement to immunity (this being a

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function prima facie of the diplomatic list) but as evidence of appointment

only.

Identity cards are also issued by the receiving state as evidence of

appointment.

Travel through a third state. Provided that they have any necessary

visas, diplomats and members of their family, whether ravelling with them

or separately, are entitled to inviolability and all other immunities

necessary to ensure a safe journey when passing through a third state on

their way to or from a post.

ii) Privileges

Exemption from National and Local Taxation. A diplomat and the

members of his family forming part of his household are exempt from all

dues and taxes, personal, real, national,, regional or municipal excepting:

- Indirect taxes e.g. GCT, though on a reciprocal basis a

refund of such taxes may be made.

- Dues and taxes on private immovable property unless it

is held on behalf of the sending state for the purposes of

the Mission.

- Estate succession or inheritance dues.

- Dues and taxes on private income originating in the host

state.

- Charges levied for specific services rendered.

- Registration, Court or record fees, mortgages dues and

stamp duty in respect of immovable property (except for

immovable property required as a part of the Mission).

Right to Import and Exemption from Customs Duties. A diplomat is

entitled to import, exempt of custom duties articles for their personal use,

including articles required for the upkeep of their establishment. They are

however liable to related charges of services e.g. storage. They must

comply with the regulations of the host state n respect of any articles

imported duty free that they subsequently sell or otherwise dispose of, e.g.

Motor Vehicle Policy.

Tax Exemptions. A diplomatic Mission is exempt form all national,

regional and municipal dues in respect of the Mission premises, whether

owned or leased, except for those charges which represent payment for

specific services rendered e.g. water, electricity, garbage collection. A

diplomatic Mission is also exempt from dues and taxes in respect of any

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fees and charges that it levies as part of the normal functions of the

mission.

Immigration. Most countries dispense with the regulations on

immigration and exit for members of diplomatic Missions, their families

and the servants employed to the sending state who accompany the

Diplomats. Private servants not being paid by the sending state and

employed to diplomats must go through normal immigration and work

permit procedures.

iii) Additional Information

Duration of Privileges and Immunities. Personal privileges and

immunities apply from the moment the member of a mission enters the

host country to take up his post or, if already in the country from the

moment of his appointment is notifies to the Ministry of Foreign Affairs.

Privileges and immunities come to end upon conclusion of his/her

functions; but immunity from jurisdiction in respect of acts carried out in

the course of his official duty has nor limits on time.

Representatives to International Organisations. In certain cases,

resident (and sometimes non-resident) representatives of states to

international organisations are entitled to the same privileges as

diplomats.

Members of Visiting Diplomatic Missions. It is customary to grant

privileges and immunities to visiting representatives from states that,

although not accredited as diplomats to any state, are exercising quasi-

diplomatic or representative functions e.g. Heads of States of their

representatives, government delegates to conferences.

D. ICCAO Regulations

A Convention of International Civil Aviation signed by thirty-two (32) states and

the permanent International Civil Aviation Organisation (ICAO) was formed in

November 1944 at an International Civil Aviation Conference in Chicago, ICAO

was established as a means to secure international cooperation and the highest

possible degree of uniformity in regulations and standards, procedures and

organisations regarding civil aviation matters.

Chapter 4 of the ICAO Regulations and see the CAA Aviation Security

Regulations (Annex I – extract from Annex 17 of the ICAO Relations).

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Government Officials as per the Table of Precedence

The table of precedence of Jamaica (which came into effect

on Monday, 21 April 1975) is as follows and was amended in 2007:

TABLE OF PRECEDENCE

1. Governor-General

2. Prime Minister

3. Deputy Prime Minister Leader of the Opposition

4. Members of the Cabinet

President of the Senate

Speaker of the Houses of Representatives

5. Former Governors-General

Former Prime Ministers

6. Chief Justice

President of the Court of Appeal

7. Ministers of State

8. President of the Jamaica Council of Churches

9. Widows/Widowers of National Heroes

Widows/Widowers of Former Governors-General

Widows/Widowers of Former Heads of Government

10. Attorney-General

11. Cabinet Secretary (Head of the Civil Service)

12. Head of the Foreign Service

Dean of the Diplomatic Corps

High Commissioners and Ambassadors

Head of Delegation of the European Commission

13. Members of the Privy Council

14. Deputy Speaker of the House of Representatives

Parliamentary Secretaries

15. Members of the Senate

Members of the Houses of Representatives

16. Judges of the Court of Appeal

Judges of the Supreme Court

17. Chairman of the Public Service Commission

Financial Secretary

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Solicitor General

Governor of the Bank of Jamaica

Auditor General

Director of Public Prosecutions

18. Chief of Defence Staff, Jamaica Defence Force

Commissioner of Police

19. Mayors and Chairmen of parish Councils except on municipals

occasions, when they take precedence immediately after the Prime

Minister

20. Custodes of parishes, except on formal occasions (other than municipal

occasions) in their own parishes when they precedence as

Representatives of the Governor-General

21. Chief of State Protocol

Resident Representative/Resident Coordinator – United Nations

Development Programme

Heads of Offices International and Regional Organisations

Consul-General

Members of the Consular Corps

22. Vice Chancellor of the University of the West Indies

President of the University of Technology

23. Chairmen of political parties having representation in Parliament

General Secretaries of political parties having representation in

Parliament

24. Holders of Jamaican National Honours

- Order of Merit

- Order of Jamaica

Modes of Address

Please see Annex II.

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A. ROLE OF A PROTOCOL OFFICER

The Protocol Officer is a Foreign Service Officer of the Ministry of Foreign Affairs

and Foreign Trade and or the Office of the Prime Minister. The Protocol Officer is

responsible for the ceremonials involved in State and Official Functions. This

essentially includes, inter alia:

The seating of dignitaries

Extending airport courtesies to officials

Providing advice to private and public sector entities on all Protocol issues

Facilitating the Diplomatic Corps accredited to Jamaica as provided under

the Vienna Convention.

B. ROLE OF THE VIP LOUNGE STAFF

The VIP Lounge Staff are employees of the Norman Manley International Airport

Limited (NMIA) (subsidiary of the Airports Authority of Jamaica) and MBJ Limited.

They are a vital to the Government of Jamaica in particular the Ministry of Foreign

Affairs and Foreign Trade in their role in extending courtesies to all dignitaries at

Jamaica’s International Airports. This function is expected of all Foreign Ministers.

The staff of the VIP Lounge report both to the NMIA/MBJ and to the Ministry of

Foreign Affairs and Foreign Trade as the state organ responsible for this function.

C. ROLE OF THE LIAISON AIDE

The Liaison Aide can be described as the personal assistant of all delegates. S/he

is the link between the Organising Committee of the Host Organisation, the

Overseas Secretariat and the Delegates. The essential functions of the Liaison Aide

are communication, information and assistance. The functional areas of the Liaison

Aide are:

The Airport

The Hotel Information Desk

The Conference Centre Information Desk

The Conference Room

The Entertainment Events/Field Trips

Some times there will be a dedicated Liaison Aide assigned to a single delegation or

VIP. The dedicated Liaison Aide reports directly to the delegation leader and

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transmits the needs, wants and desire of the delegation to organisers.

The Liaison Aide are supervised by a Coordinator but the report ultimately to the

Chief of Protocol. They take guidance from and work closely with the Protocol

Department.

Annex II

MODES OF ADDRESS IN THE JAMAICAN ORDER OF PRECEDENCE

Head of State of Jamaica

The Queen

The full Royal Style and Title of the Queen is: ‘Elizabeth the Second, by the Grace of God

of Jamaica and of Her other Realms and Territories Queen, Head of the Commonwealth’.

In formal announcements, The Queen should not be referred to as ‘she’ or ‘her’. After the initial mention the Queen should be addressed as: ‘Her Majesty The Queen’ or ‘The Queen’ or ‘Her Majesty’.

The Governor- General The Governor-General is The Queen’s representative, and performs most of the functions of Head of State. The Mode of Address in Writing/Formal Settings:

His Excellency the Most Honourable Sir Patrick Allen, ON, GCMG, CD* Governor-General King’s House Kingston 6 *ON Order of the Nation GCMG Grand Cross of the Order of St. Michael and St. George CD Commander of the Order of Distinction Opening Salutation: (For the Foreign Service) ‘Your Excellency, I have the honour to inform/invite/etc......... Closing:

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I avail myself of the opportunity to assure Your Excellency of my highest consideration.’ Name Title or Accept, Excellency, the renewed assurances of my highest consideration.’ Name Title (For Others) Opening Salutation: ‘Your Excellency Closing: Yours faithfully,’ Name Title Verbal Address/Subsequent Referrals ‘Your Excellency’ or ‘Governor-General’ Semi-formal Address: ‘Governor-General’ ‘Sir Patrick’ (senior colleagues and personal friends) Introduction: Your Excellency, may I present …….

The initials H.E. (The abbreviation for His Excellency), are not for formal usage, but may be used in informal and third person usage. The wife of the Governor-General is formally styled: ‘Her Excellency the Most Honourable Lady Allen’ She may be addressed formally as ‘Your Excellency’ and informally as ‘Lady Allen’. The first name should never be used. Place Card:

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The Governor-General

The Most Honourable Lady Allen Note Normally place cards are not used for the Governor-General nor the Prime Minister as, at this level, their seats would have been designated and carefully noted by those doing the seating.

The formal joint description of Their Excellencies is:

‘Their Excellencies The Governor-General and the Most Honourable Lady Allen’ or ‘Their Excellencies, the Most Honourable Sir Patrick Allen, ON, GCMG, CD and the Most Honourable Lady Allen’

At official functions where the Governor-General is present, the National Anthem should be played on his arrival. All persons present should stand silently with heels together and preferably with hands at sides Invitation Card: Placing the title before the name of the host is correct when addressing an invitation card, eg. Their Excellencies The Governor-General and the Most Honourable Lady Allen request the pleasure of the company of ............................

The Head of Government The Prime Minister In many Commonwealth countries, the Prime Minister is formally styled ‘The Honourable’. If he/she becomes a member of the Privy Council of the United Kingdom (an office held for life), then he/she is styled ‘The Right Honourable’. If the Prime Minister of Jamaica is a member of the Privy Council he/she is formally styled: ‘the Right Honourable ..........................., PC, MP’. Although it has become a tradition in Jamaica to use the postnominal letters ‘PC’, the British and other Commonwealth Countries generally do not use these letters, as it is considered implicit in the title ‘Right Honourable’. It is therefore optional. However, if a Prime Minister becomes a member of the Order of the Nation, he/she is styled the Most Honourable and if he/she becomes a member of the British Privy Council, the letters PC must be placed after the name as the prefix ‘Most Honourable’

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subsumes the prefix ‘Right Honourable’ eg. The Most Honourable P.J. Patterson, ON, OCC*, PC, QC.

* Mr Patterson was also awarded the Order of Caribbean Community, CARICOM’s highest honour

At formal official functions if the Governor-General is not present and where the Prime Minister is present, the National Anthem should be played to announce the arrival of the Prime Minister. All persons present should stand silently with heels together and preferably with hands at sides The Mode of Address in: Writing: The Most Honourable Portia Simpson Miller, ON, MP Prime Minister Office of the Prime Minister 1 Devon Road Kingston 10 Opening Salutation: ‘Madam/Dear Madam/Dear Madam Prime Minister/Dear Prime Minister I Closing: ......................................................................................... Yours faithfully (formal usage) Yours sincerely (semi-formal usage) Signature’ Verbal Address/Subsequent Referrals: ‘Madam Prime Minister’ (formal) /‘Prime Minister’ (semi-formal) Introduction: Prime Minister, may I introduce ……..

Informally: Only if you are a personal friend, the first name may be used in a private setting Place Card:

The Prime Minister Note

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Normally place cards are not used for the Governor-General nor the Prime Minister as, at this level, their seats would have been designated and carefully noted by those doing the seating.

Invitation Card: Placing the title before the name of the host is correct when addressing an invitation card, eg.

The Prime Minister The Most Honourable Portia Simpson Miller, ON, MP and

The Most Honourable Errald Miller request the pleasure of the company of

............................

MINISTERS OF GOVERNMENT

The Deputy Prime Minister, Other Cabinet Ministers and Ministers of State The Deputy Prime Minister and all other Ministers of the Cabinet are styled: ‘The Honourable’ The Mode of Address in: Writing: ______________________________ Deputy Prime Minister & Minister of ________________________ Ministry of ______________________ Opening Salutation: ‘Dear Deputy Prime Minister/Mr Minister/Sir ....................................................................... Yours faithfully (formal usage) Yours sincerely (semi-formal usage) Signature’ OR The Honourable Derrick Kellier, CD, MP Minister of Labour & Social Security Ministry of Labour & Social Security

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‘Dear Minister/ Dear Minister/Dear Minister Kellier OR The Honourable Richard Azan, MP Minister of State

Ministry of Transport, Works & Housing ‘Dear Minister /Dear Minister Azan If the Minister is also a Member of the Senate, he/she should be formally styled as

‘Senator the Honourable’: Senator the Honourable Arnold J. Nicholson, QC Minister of Foreign Affairs and Foreign Trade Ministry of Foreign Affairs and Foreign Trade

Opening Salutation: ‘Dear Senator Nicholson/Hon. Minister/Mr Minister ........................... Yours faithfully, Signature’

The Leader of the Opposition The former Leader of the Opposition, as a member of the Order of the Nation, and was therfore formally styled: ‘The Most Honourable Portia Simpson Miller, ON, MP’. The present Leader of the Opposition, was not conferred with the Order of the Nation and is therefore styled as follows in: Writing: Mr. Andrew Holness MP Leader of the Opposition 1 West King’s House Close Kingston 6 Opening Salutation:

‘Dear Sir, ............................................................................................................

Yours faithfully Signature’

‘Dear Mr. Holness/Leader of the Opposition

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........................................................................................................... Yours sincerely Signature’

Formal speech/subsequent to the initial mention: ‘The Leader of the Opposition Mr Andrew Holness Informally: ‘Mr. Andrew Holness

THE SENATE

The President of the Senate The President of the Senate is formally addressed ‘Senator the Honourable’. The mode of address in: Writing: The Reverend and Honourable Senator Stanley Redwood President of the Senate Address ‘Dear President Redwood/Dear Mr President/Dear Madam President .............................................................................. Yours sincerely Signature’ Formal speech/Subsequent referrals ‘(Mister) President’ ‘(Madam) President’ If the holder of this office is a Minister of Religion, the preferred form of address is ‘The Reverend Senator......’. The Deputy President of the Senate & All Other Members of the Senate The Deputy President of the Senate and all other Senators are referred to as ‘Senator’, without the use of ‘Mr/Mrs/Miss’ both formally and informally. Senators who are members of the Order of Jamaica or are Ministers of Government are addressed ‘Senator the Honourable.....’

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The mode of address in: Writing: Senator Angela Brown-Burke Deputy President of the Senate c/o The Houses of Parliament Address Opening Salutation: ‘Dear Sir/Madam (formal) ‘Dear Senator (Surname-optional) (semi-formal) .............................................................. Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’ OR Senator Lambert Brown Houses of Parliament Address Opening Salutations: ‘Dear Senator (Surname-Optional) .............................................................. Yours sincerely Signature’ Formal Speech: ‘Senator (Surname)’ or ‘Senator’ Informally: ‘Senator’

MEMBERS OF THE HOUSE OF REPRESENTATIVES The Speaker of the House of Representatives The Speaker of the House is formally referred to as: ‘Mr/Madam Speaker’, within the precincts of the House .

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The formal Mode of Address in: Writing: The Honourable Michael Peart, MP Speaker of the House of Representatives Houses of Parliament Address Opening Salutation: ‘Dear Sir/Madam (formal) ‘Dear Mr/Madam Speaker (semi-formal) .............................................................. Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’ Formal Speech ‘The Honourable Michael Peart/ ‘Mr Speaker’ Deputy Speaker of the House of Representatives The Deputy Speaker of the House of Representatives is formally addressed in: Writing: Mr Lloyd B. Smith, MP Deputy Speaker of the House c/o Houses of Parliament Opening Salutation: ‘Dear Sir/Madam (formal) ‘Dear Deputy Speaker (semi-formal) .............................................................. Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’

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Members of the House of Representatives Members of Parliament are usually referred to as ‘Mr/Ms/Mrs......, MP’ during their period in Office. If they are recipients of any state honours, the relevant post-nominal letters should be included before MP, for example, if a Member of Parliament is a member of the Order of Distinction in the rank of Commander he/she would be styled: Mr Derrick Kellier, CD, MP. If a Member of Parliament is the recipient of more than one state Order, the highest Order is placed first behind the surname, junior orders follow in succession. The formal manner of address in: Writing: Mr Karl Samuda, MP Member of Parliament for St Andrew North Central Opening Salutation: ‘Dear Sir (formal)

‘Dear Member of Parliament/Dear Mr Samuda (semi-formal) ............................................ Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’ The Attorney General

The Attorney General is referred to as Mr. or ‘the Honourable (if also a Minister of Government)’ on first reference, and ‘The Attorney General’ or ‘Mr/Mrs/Miss…………..’on subsequent referrals. This title is not hyphenated (neither is that of Solicitor General) The formal mode of address in: Writing:

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Mr. Patrick Atkinson, MP Attorney General Attorney General’s Department Address Opening Salutation:

‘Dear Sir/Madam (formal) ‘Dear Attorney General (semi-formal)

..................................... Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’

Former Governors-General

Former Governors-General are usually styled ‘The Most Honourable Sir’. They would not however, be styled as ‘His/Her/Your Excellency’. The formal Mode of Address is in: Writing: The Most Honourable Sir Howard Cooke, ON, GCMG, GCVO, CD Address Opening Salutation: ‘Dear Sir/Madam (formal) .............................................................. Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’ His wife is referred to as ‘The Most Honourable Lady Cooke’. Widows of former Governors-General would be referred to in the same manner.

Former Prime Ministers

The former Prime Minister is formally styled ‘The Most Honourable’ when he/she is a member of the Order of the Nation and ‘The Honourable’ when he/she is not.

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The Mode of Address in: Writing: The Most Honourable Edward Seaga, ON, PC Address Opening Salutation: ‘Dear Mr Seaga I Closing: ......................................................................................... Yours faithfully (formal usage) Yours sincerely (semi-formal usage) Signature’ His/Her spouse is referred to as ‘The Most Honourable/‘The Honourable Mrs/Mr ………’ depending on his/her prefix. The widows/widowers of former Prime Ministers would also be referred to in the same manner.

THE JUDICIARY

The Chief Justice & The President of the Court of Appeal The Chief Justice and the President of the Court of Appeal are formally referred to as: ‘The Honourable Mr/Mrs/Miss Justice (surname only), Chief Justice’ or ‘The Honourable Mr/Mrs/Miss Justice (surname only), President of the Court of Appeal’. Subsequently the Chief Justice may be referred to as, ‘The Chief Justice’, and the President of the Court of Appeal as ‘The President’.

In court, The Chief Justice and the President of the Court of Appeal are referred to as ‘My Lordship/Ladyship’ or ‘My Lord/Lady’. It is customary to appoint the Chief Justice and the President of the Court of Appeal to membership in the Order of Jamaica; once appointed, the formal mode of address is ‘The Honourable....., OJ’.

The formal mode of address in: Writing:

The Honourable Mrs Justice McCalla, OJ

Chief Justice

Supreme Court

Opening Salutation: ‘Dear Chief Justice/Madam/Sir

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................................... Yours faithfully Signature’ Verbal Address: ‘Chief Justice’, ‘Mrs Justice McCalla’

Semi-formal: ‘Justice McCalla’

(i) The Honourable Mr Justice Panton, OJ, CD

President of the Court of Appeal

The Supreme Court

Opening Salutation: ‘Dear Mr Justice Panton ............................... Yours faithfully Signature’ Verbal Address: ‘President’, ‘Mr Justice Panton’, Semi-formal ‘Justice Panton’ A Judge of the Court of Appeal/High Court A Judge of the Court of Appeal/High Court is formally styled, ‘The Honourable Mr/Mrs/Miss Justice’ on first reference, and ‘Mr/Mrs/Miss Justice’subsequently. In court he/she may be referred to as ‘My Lord/My Lady’ or ‘Your Lordship/Ladyship’. Note that the first name of a judge should be used only where there are two or more judges with the same surname, in which case the first name of the junior one(s) is used as well as the surname at all times. A Puisne (pronounced pu’ni-with a long ‘u’) Judge is merely a term used to describe a member of the High Court other than the Chief Justice. The Master rules on civil cases in Chambers, and is styled ‘The Master’ (whether male/female).

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A Resident Magistrate is ‘His/Her Honour Mr/Mrs/Miss ………….., Resident Magistrate’ (or ‘RM’). Subsequently he/she is referred to as: ‘the Magistrate or the Resident Magistrate’. In court he/she is referred to as ‘Your Honour’. Outside court circles the latter referral would only be used in the salutation of a formal letter or in formal introduction as a speaker. A Justice of the Peace (JP) is styled ‘Your Worship’ on the bench, otherwise he/she is addressed by name in the usual manner. When a judge of the Court of Appeal/High Court retires from service, he/she retains his/her judicial style, and this is written , ‘the Honourable Mr/Mrs/Miss Justice Black (ret’d)’. If an Attorney-at-Law who is a Member of the Queen’s Counsel (QC), becomes a judge of the High Court or the Court of Appeal, he/she drops the ‘QC’ after their name. Use of these postnominals may be resumed upon retirement.

Members of the Privy Council of Jamaica

The Members are styled ‘Honourable’. The post nominal letters ‘PC’ are not used as this is

reserved for members of the UK Privy Council for example, ‘The Honourable David Muirhead, OJ,

CD, QC’

The Honourable David Muirhead, OJ, CD, QC Member of the Privy Council of Jamaica Address Opening Salutation: ‘Dear Privy Councillor, ................................. Yours sincerely Signature’

President of the Jamaica Council of Churches

The President of the Jamaica Council of Churches is formally addressed in: Writing: The Most Reverend Donald J. Reece, DD President of the Jamaica Council of Churches Address Opening Salutation:

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‘Dear Sir (formal) ‘Dear President (In his capacity) (semi-formal) ................................ Yours faithfully (formal) Yours sincerely (semi-formal) Signature’ Verbal Address: ‘Your Grace/Archbishop ’ (according to his preference) Semi-formal: ‘Reverend Reece/Archbishop Reece’

Head of the Civil Service

The current Head of the Civil Service/Cabinet Secretary is formally addressed in: Writing: Ambassador the Honourable Douglas Saunders, OJ, CD, JP Head of the Civil Service and Cabinet Secretary Cabinet Office Opening Salutation: ‘Dear Cabinet Secretary/Ambassador Saunders .................................... Signature’ Verbal Address: ‘The Cabinet Secretary’, ‘Ambassador Douglas Saunders, OJ, CD, JP’, ‘Ambassador Saunders’

Head of the Foreign Service

The current Head of the Foreign Service is formally addressed: Writing:

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Ambassador Paul Robotham, CD Permanent Secretary and Head of the Foreign Service Ministry of Foreign Affairs & Foreign Trade Opening Salutation: ‘Dear Ambassador Robotham, .................................................. Yours sincerely Signature’ Verbal Address: ‘Ambassador Robotham’/ ‘Permanent Secretary’ Semi-formal: ‘Ambassador’

Heads of Missions in Jamaica

Ambassadors are formally addressed as: ‘His/Her Excellency’ The formal mode of address in: Writing: His Excellency Yuri Gala Lopez Ambassador of the Republic of Cuba Embassy of the Republic of Cuba Address Opening Salutation: ‘Your Excellency, ..................................... Closing Remarks: I avail myself of the opportunity to assure Your Excellency of my highest consideration.’ or Accept, Excellency, the renewed assurances of my highest consideration.’ or

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Please accept, Excellency, the assurances of my highest consideration.’ Name Title Verbal Address: ‘Your Excellency’ or ‘Ambassador Gala’ The informal manner in: Writing: Opening Salutation: ‘Your Excellency/Ambassador Gala .............................................. I have the....................’ Verbal Address: ‘Your Excellency’ or ‘Ambassador (Surname)’ High Commissioners High Commissioners are Heads of Diplomatic Missions of Commonwealth Countries. The formal manner of address in; Writing: His Excellency Stephen Hallihan High Commissioner

Canadian High Commission Address Opening Salutation: ‘Your Excellency, ....................................... Closing Remarks:

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I avail myself of the opportunity to assure Your Excellency of my highest consideration.’ Name Title or Accept, Excellency, the renewed assurances of my highest consideration.’ or Please accept, Excellency, the assurances of my highest consideration.’ Name Title The informal manner in: Opening Salutation: ‘Dear High Commissioner Hallihan or ‘Dear Mr Hallihan ............................................. Yours sincerely Signature’ Speech:

‘Ambassador (Surname)’/ ‘Your Excellency’ Head of the Delegation of the European Union The Head of the Delegation of the European Union is ranked at an Ambassadorial level and is referred to as ‘His Excellency’. The formal mode of address in: Writing: Her Excellency Paola Amadei Head of Delegation Delegation of the European Union Address Opening Salutation: ‘Dear Ambassador Amadei .................................................... Yours sincerely Signature’

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Charge d’Affaires, Acting High Commissioners, Consuls-Generals The above-mentioned individuals are usually referred to as ‘Mr/Mrs/Ms (Surname), Title’ Closing Remarks in writing from the Foreign Ministry to a Consul General: ‘I avail myself of the opportunity to renew the assurances of my high consideration.’ Name

Title

Chairman of the Public Services Commission

The Chairman is referred to as ‘Mr/Mrs/Ms (Surname), Title’

Financial Secretary/Permanent Secretary

The Financial Secretary and the Permanent Secretaries are referred to as ‘Mr/Ms/Mrs Permanent Secretary in the Ministry of .................’ If the holder of this office has been awarded the Order of Jamaica, the person is referred to as the Honourable......, OJ. If awarded any other distinction, the post-nominals identifying the distinction/award are placed after the person’s name, for example if conferred with the Order of Distinction in the rank of Commander he/she should be referred to as ‘Mr/Mrs/Ms (name), CD’. The formal mode of address in: Writing: Dr/Mr/Mrs/Miss ………………… Financial / Permanent Secretary Ministry of .................... Opening Salutation: ‘Dear Financial Secretary/ Permanent Secretary’ Verbal Address: ‘Dr/Mr/Mrs/Miss _______________’

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Solicitor General The current Solicitor General is formally referred to in: Writing:

____________________ Solicitor General c/o The Attorney General’s Office address

Governor of the Bank of Jamaica

The formal mode of address: Writing: Mr Brian Wynter Governor of the Bank of Jamaica Bank of Jamaica address Opening Salutation: ‘Dear Governor/ Dear Mr Wynter ................................................................. Yours sincerely Signature’ Verbal Address: ‘Governor’/ ‘Mr Wynter’

Auditor General The current Auditor General is formally referred to in: Writing:

Mrs Pamela Monroe Ellis

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Auditor General The Auditor General’s Department Address

Director of Public Prosecutions

The Director of Public Prosecutions is usually referred to as ‘Mr/Mrs/Ms ...............................’ The current DPP is formally addressed in: Writing: Ms Paula Llewellyn, CD, QC Director of Public Prosecutions Office of the Director of Public Prosecutions Opening Salutation: ‘Dear Madam/Sir (formal)

Dear Mr/Mrs/Ms _____________ (semi-formal) .......................................... Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’

Chief of Defence Staff

The title accorded to the Chief of Defence Staff is dependent on whether the Officer served previously in the Army/Air Wing element of the JDF or the Jamaica Defence Force Coast Guard The current Chief of Defence Staff is formally styled in: Writing: Major General Antony Anderson, OD, ADC, JP, psc Chief of Defence Staff Opening Salutation: ‘Dear Sir (formal)

Dear Chief of Defence Staff/ Dear Major General (semi-formal) .....................................................................

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Yours faithfully (formal) Yours sincerely (semi-formal)

Signature’ Informal /Subsequent Referrals: ‘Major General Anderson’ or ‘Chief of Defence Staff’

Commissioner of Police

The Commissioner of Police is referred to as: Mr/Ms/Mrs unless he or she has a prefix deriving from previous military service (Rear Admiral, Colonel) The current Commissioner of Police is formally styled in: Writing: Mr Owen Ellington, CD Commissioner of Police Office of the Commissioner of Police Address Opening Salutation: ‘Dear Sir (formal)

Dear Commissioner Ellington/Dear Commissioner (semi-formal) (after the initial form of address, we abbreviate ‘Rear Admiral’ to ‘Admiral’)

.......................................................... Yours faithfully (formal)

Yours sincerely (semi-formal) Signature’ Verbal Address/Subsequent Referrals: ‘Commissioner Ellington’ or ‘The Commissioner’

Mayors

The formal mode of address in: Writing: His Worship the Mayor Councillor Glendon Harris

Mayor of Montego Bay Address

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or Her Worship the Mayor Councillor Angella Brown Burke Mayor of Kingston & St. Andrew Address Opening Salutation: ‘Your Worship (formal) Dear Mayor (last name) (semi-formal) ................................................ Yours faithfully (formal) Yours sincerely (semi-formal) Signature’ Verbal Address: ‘His/Her/Your Worship’; ‘Mayor last name, ‘Councillor first name last name’ Semi-formal: ‘Mayor/Councillor (Surname)’

Custodes of Parishes

All custodes are referred to as ‘The Honourable’. A Custos on first mention is the Honourable John (Jane) Brown. Subsequently, he/she is referred to and addresses as ‘Custos’ and/or by name. Writing: The Hon. Steadman Fuller, CD, JP Custos of Kingston Address If the holder of this office is a Minister of Religion or has been accorded a doctorate of philosophy, the title in referral to this position would precede ‘The Honourable’ for example, ‘The Reverend Canon the Honourable Weeville Gordon, OJ, CD’

If the person is a medical doctor, ‘the Honourable’ would precede the professional title, eg. ‘The Honourable Dr Jean Black’. Verbal Address: ‘The Honourable Custos (Surname)’ or ‘Custos (Surname)’

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Vice Chancellor of the University of the West Indies

The Vice Chancellor is formally referred to in: Writing:

Professor E. Nigel Harris Vice Chancellor University of the West Indies Mona Campus Kingston 7

President of the University of Technology

The President of the University of Technology is formally referred to: Writing:

Professor the Honourable Errol Morrison, OJ President University of Technology 237 Old Hope Road Kingston 7

Chairman of Secretaries of the Political Parties having Representation in Parliament

The above-mentioned individuals are usually referred to as ‘Mr/Mrs/Ms (Surname), Title’

HOLDERS OF JAMAICAN NATIONAL HONOURS

The Order of Merit The honour of the Order of Merit (OM), ranked fourth in order of precedence, may be conferred upon any citizen of Jamaica or distinguished citizen of a country other than Jamaica (an honorary member) who has achieved eminent international distinction in the field of science, the arts, literature or any other endeavour. Members of the Order are styled ‘Honourable’ and entitled to place the letters ‘OM’ after their name. For example ‘Professor the Honourable Abraham Chen, OM’ The Order of Jamaica

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The honour of the Order of Jamaica (OJ), ranked fifth in the order of precedence, may be

conferred upon any Jamaican citizen of outstanding distinction or upon any distinguished

citizen of a country other than Jamaica (honorary member). Members of the Order are styled

‘Honourable’ and entitle to place the letters ‘OJ’ after their name. For example ‘The Honourable

Christopher Blackwell, OJ’

CORRECT FORMS OF ADDRESSING INVITATIONS

Addressing Invitations to Married Couples

When addressing invitations to couples, the names should be written on one line:

Mr and Mrs Amos Jay Winthrop

If the principal guest has a title and a very long name, you would use the second line for the

spouse’s name, indenting three spaces from the left. (‘the Honourable’ may be abbreviated to

‘the Hon.’ if there is a space difficulty).

The Most Honourable Sir Howard F. Cooke, ON, GCMG, GCVO, CD

and the Most Honourable Lady Cooke

The envelope of an invitation to an official function should normally be addressed only to the

principal guest if sent to his/her official address even though the spouse is also invited and

his/her name appears on the invitation card. The principal guest is given his/her prefix, title,

rank, decorations, etc. If the invitation is sent to the home address, the wife’s name should also

appear on the envelope if the husband is the principal guest.

An invitation to a cleric with the rank of Reverend should be in the form ‘The Reverend

John/Mary and Mrs/Mrs Henderson. If necessary, ‘Reverend’ may be abbreviated to ‘Revd’

(preferred by the Anglican Church) or ‘Rev.’.

Addressing Invitations to Unmarried Couples

Correspondence to men and women living together who are not married is addressed in

alphabetic order by surname:

Ms Ayrn Kalson

Mr Michael Wasson

If one of them is the principal guest, that person’s name would come first.

When Invitation is Issued to the Woman in Her Own Right

Traditionally an envelope was addressed t o a married woman as ‘Mrs Howard Shaw’. Today

there are acceptable options. If you do not know the husband’s first name or you are aware that

the woman prefers to be addressed by her own first name, it is correct to write ‘Ms (or Mrs)

Mary Shaw’. The use of the title ‘Ms’, whilst still not accepted by all women, is preferable, as

‘Mrs Mary Shaw’ is the customary way to address a divorcée. When a married woman does not

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assume her husband’s name, correspondence for both of them is addressed ‘Ms Amy Welch and

Mr Jason Venderland’ with their names appearing on the same line. If a married woman

hyphenates her maiden name with that of her husband, their names also appear on the same line

‘Mrs Amy Welch Venderland and Mr Jason Venderland’.

When a woman is a doctor, if her husband is a doctor also, they are addressed as ‘Drs Mary and

Simon Flint’ or ‘Dr Mary Flint and Dr Simon Flint’. If however, he is not a doctor, assuming that

she wishes to retain the title socially, letters should be addressed to ‘Dr Mary and Mr Flint’. If a

woman does not use her husband’s surname the correspondence would be addressed ‘Dr Mary

Green and Mr Simon Flint’.

When the wife outranks her husband her name comes first where they are invited simply as a

couple: Major Grace Renshaw and Lieutenant Renshaw. If she has retained her maiden name,

she still comes first. If one is a principal guest, his/her name is shown first regardless of rank.

Addressing Invitations to Other Persons

An invitation to a pair of guests of some relationship other than husband and wife takes one of

the following forms:

1. Brother and sister: Mr John Brown and Miss Elizabeth Brown

2. Mother and son and Father and son: Mrs [Mr]George Carruthers and Mr William

Carruthers (Note: An invitation to an adult son is usually sent separately from that to his

parents)

3. Mother and daughter and Father and daughter: Mrs [Mr] George Carruthers and Miss

Elizabeth Carruthers.

4. Unmarried sisters: The Misses Smith. Two unrelated women, however, are addressed

separately.

5. Messrs may not be used to address a father and son. It is correct only in writing letters to

unmarried brothers, or two or more business partners or members of a firm.

The form ‘and Lady’ may be used when it is not practicable to ascertain whether a gentleman is

married, if it is desired to allow a gentleman to bring, say, his daughter instead of his wife, if it is

desired to allow a bachelor to bring a partner. For ladies invited in their own right, the

comparable form is ‘and Guest’. The form ‘and Partner’ may also be used in either case but this

is not common in Jamaica.

Examples of How to Address Invitations to Married Couples

The Prime Minister and Mrs Golding

The Speaker of the House and Mrs Chuck

The President of the Senate and the Honourable Marigold Harding, CD, JP

The Chief Justice and Mr McCalla

Dr the Honourable Horace Chang, MP and Mrs Chang

Mr and Mrs Ian Wilkinson

Mr Ian Wilkinson and Mrs Wilkinson (if Mr Wilkinson is considered the principal guest)

Mrs Camille Jones and Mr Jones, (if Mrs Jones is considered the principal guest)

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References:

Letitia Baldridge’s New Complete Guide to Executive Manners

Emily Post’s Etiquette

Debrett’s Correct Form

Merrick Needham and Associates

DRESS

On invitations, the word “dress” or “attire” refers only to how men should dress.

Ladies are expected to take their cue from men’s attire.

Black Tie

• Black tie consists of a tuxedo with bow tie. Jackets are traditionally black with

matching grosgrain or satin collars and matching trousers with an outer seam of

the same fabric as the jacket collar.

• Formal shirts worn with tuxedos should be white, with or without pleats and

preferably should have a traditional collar rather than a wing collar.

• Patent leather shoes ought to be worn with tuxedos but highly polished formal

footwear is a suitable alternative.

• Women should, preferably, wear full-length evening dresses.

White Tie

• This is the most formal eveningwear consisting of white tie, wing collar and

tailcoat. It is however very rarely required today.

• Ladies are required to wear full-length evening dresses.

Business Suit

(otherwise referred to as a “Lounge Suit”).

• This refers to a matching jacket and trousers (a suit), preferably dark in colour.

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• A function at which men are required to wear business suits should be attended

by women also semi-formally dressed, not partly dressed (i.e. spaghetti straps or

backless).

• Women are required to wear cocktail or evening length dresses.

Casual Business Attire

Business Casual

• Men - smart trousers, shirt (no jacket or tie)

• Ladies - day dress

Evening Casual

• Men – Blazer (optional), dress slacks, dress shirt and tie

• Ladies - dress, pants or skirts of less elaborate fabric

Persons sending out invitations for an elegantly casual function

expect their guests to dress comfortably but appropriately.

Typically, men may wear a jacket sans tie or a dress shirt such as a

long sleeved Guayabera.

Day or Morning Dress

This refers to attire worn to formal official functions which are held in the daytime.

Women wear knee length dresses, usually in pastel shades, while men wear suits

(tail coat or regular) in lighter shades grey, beige or cream for example.

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DRESS NORMS

Occasion and Code Men Women • Official daytime events Dark business suit Tailored dress

eg Opening of Parliament (blue, black or grey) Tailored dark “Business Suit” dark socks, Black leather shoes suit, Hat and

Gloves are optional

• Official Luncheons Dark business suit Tailored “Business Suit” (blue, black or grey) Dress or

Dark socks, black, leather shoes Business Suit

Tea Parties Dark business suit Cocktail Dress

“Business Suit” (blue, black or grey) (below the knee) Dark socks, black leather shoes

• Reception or Cocktail Dark business suit Cocktail Dress “Business Suit” (blue, black or grey) (below the knee)

dark socks, Black leather shoes

• Official Dinner Dark business suit Long or Cocktail “Business Suit” (blue, black or grey) Dress (below the

dark socks, Black knee). No hat or leather shoes gloves

• State Balls or Dinners Dinner Jacket and Full-length “Black Tie” Matching trousers Evening Gown, With full collar white Small evening Shirt, black bow tie, purse Black socks and shoes

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SEATING

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NATIONAL SYMBOLS AND EMBLEMS

Jamaican National Flag 1.1 The Jamaican National Flag was first raised on Independence Day, 6 August, 1962. It signifies the

birth of the nation, recalls past achievements and gives inspiration towards further success.

Design

1.2 A bipartisan committee of the Jamaican House of Representatives designed the Jamaican National Flag. The flag comprises a diagonal cross or saltire with four triangles in juxtaposition, the diagonal cross in gold, the top and bottom triangles in green and the hoist and fly triangles in black, as in the illustration below (which shows the flag from the observer’s perspective, with the hoist edge of the flag to the left and the fly to the right). The length of the flag is twice its width (for example, a flag 3 feet wide will be 6 feet long). The width of the diagonal cross is one-sixth of the width of the flag (for example, the width of the cross on a 6 foot by 3 foot flag will be 6 inches).

Symbolism

1.3 The colours of the flag have the following symbolism: • Black depicts the strength and creativity of the people; • Gold, the natural wealth and beauty of sunlight;

Green, hope and agricultural resources

2. Use of National Emblems, Symbols etc. 8.1 The Chancery and Protocol Division of the Office of the Prime Minister is responsible for authorizing the use of the national Emblems (the Coat of Arms and the National Flag), the National Anthem, the National Symbols (Tree, Flower, Fruit and Bird) and the National Pledge.

8.2 The following summarizes some of the key principles concerning the use of national symbols. 1. The Coat of Arms may not be used without the prior permission of the Chancery and Protocol

Division of the Office of the Prime Minister (OPM).

2. The National Flag of Jamaica may be used freely provided: (a) when an image or representation of the National Flag is being used for advertising,

commercial or promotional purposes, it should:

Length

W

idth

Ho

ist

Fly

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always be used, represented or shown in a dignified manner

be represented in the approved colours of black, gold and green.

not be defaced by way of printing or illustration or be masked by other objects, but should be displayed in a manner which is described as ‘aloft and free' whereby all symbolic parts of the Flag can be seen.

never have placed on it any mark, insignia, letter, word, number, figure or drawing of any kind.

(b) the rules set out in Chapter 18 – Flag Use are respected.

3. Other flags of Jamaica are personal flags or flags of agencies of the state and may only be used by the person or agency to whom they relate or in a manner expressly permitted by them.

4. The national Emblems may not be incorporated into a trade mark or used for any commercial or other public purpose without the prior permission of the Chancery and Protocol Division of the Office of the Prime Minister. Applicants should note the following guidance:

Section 12(1) of the Jamaica Trademarks Act of 1999, states that a trademark containing the Coat of Arms of Jamaica, the national flag or other national symbol is not registrable as a trademark. The Act also states that the flags, armorial bearings or other state emblems of other member countries of the Paris Convention for the Protection of Industrial Property are not registrable unless that country authorizes such use.

Where persons submit trademark applications to the Jamaica Intellectual Property Office (JIPO) in which national emblems/symbols are used, the applications will not be accepted unless they are accompanied by authorization for use granted by the Office of the Prime Minister or from the appropriate authorities in the country concerned. Where there is no authorization to use the emblem, the applicant will be directed to request permission from the OPM or the country concerned. The OPM, in its consideration of an application to use the national symbols in a trademark, shall have particular regard to the manner in which the national symbols are to be represented in the [may grant or refuse approval for the use of the national symbols representation being used as part of the] artwork of the proposed trademark.

Factors which the OPM may take into account in considering an application to use the national symbols

may include whether the intended purpose is for educational or non-educational use, whether the

product will be commercially free or freely distributed.

Use of the National and Other Flags

1. Flying and Other Use of the National Flag 1.1 The following guidance should be observed in the flying or other use of the National Flag:

The national flag takes precedence over all other flags on Jamaican soil, including flags of other sovereign nations.

The national flag is a symbol of the nation and must always be treated with dignity and respect.

The national flag should never be smaller than any other flag flown at the same location. When the national flag is flown with other national flags, each flag should have the same width and be flown at the same height. If any of the flags is square, or nearly square, it may

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have a slightly larger width (up to 125%) so that its overall area is similar to the other flags. The Jamaican national flag should be hoisted first and lowered last

The national flag should never be flown above another national flag on the same staff (this would suggest superiority, or conversely, inferiority of one flag, or nation, over another).

The national flag should not be displayed in a position inferior to any other flag.

No other flag should be placed above or to the left of the national flag, (as viewed by an observer).

In a parade of flags, as the host country, the Jamaican flag enters last. All other flags are placed with consideration given to alphabetic order

Except at foreign diplomatic and consular missions and at offices of intergovernmental organizations, no foreign flag may be flown publicly in Jamaica unless the Jamaican national flag is flown at the same time.

During the hoisting and lowering of the national flag, or when the national flag is passing in parade or in review, all persons present should face the flag and stand to attention. Persons in uniform should salute and men not in uniform should remove their hats.

The national flag should be flown at the official residence of The Governor-General. The distinguishing flag of The Governor-General should also be flown when in residence.

The national flag should be flown at the official residence of the Prime Minister. The distinguishing flag of the Prime Minister should also be flown when in residence.

The national flag, in the form of a car pennant, should be flown on the cars of the Governor-General and the Prime Minister when they are present.

The national flag should not be draped over a vehicle, except on designated state, military and police occasions.

In state/official funerals, the coffin is draped with a 12x6 Jamaican flag

The national flag should never have placed upon it, nor on any part of it, nor attached to it any mark, insignia, letter, word, figure, design, picture, or drawing of any nature.

The national flag should normally be flown at all government and municipal offices and establishments, on or near the main administrative building, between 8am and sundown only but may be flown for twenty-four hours if illuminated in darkness.

The national flag should be flown on all government-owned ships, defence craft and lighthouses. A representation of the national flag should be displayed on all government-owned aircraft, rail and motor vehicles

The national flag should be flown on all merchant ships, boats and other vessels of Jamaican registry. All foreign registered vessels entering Jamaican territorial waters must fly the Jamaican national flag in the customary courtesy position (normally in the rigging on the starboard side of a mast)

The national flag should be flown on or near Polling Stations on the day of Elections.

The national flag may be flown on government-aided schools when in session.

The national flag may be flown on private buildings on all national and state occasions and must be flown on the occasion of official visits by the Governor-General and the Prime Minister

On occasions of official morning declared by the Office of the Prime Minister, the national flag is flown at half-mast for the period specified. The half-mast position is the mid-point of the visible flag pole.

The national flag should not be flown in inclement weather.

The national flag should not be allowed to touch the ground.

The national flag should be hoisted briskly and lowered ceremoniously.

The national flag should never be fastened, flown, used, or stored in such a manner as to permit the flag to be easily torn, soiled, or damaged in any way.

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A torn, faded or otherwise damaged flag should be removed and replaced with a new flag. The damaged flag should be destroyed in a dignified way, preferably by burning privately.

The national flag should not be flown or otherwise used purely decorative purposes on anything that is for temporary use and is likely to be discarded, except on state occasions.

The national flag should not be draped over the body, other than at competitive events where it has become customary for competition winners to drape their national flag over their shoulders when completing a lap of victory or at a photo-call. In these exceptional circumstances, every effort must be made to preserve the dignity of the national flag, not least by ensuring that it does not touch the ground and is properly handled before and after the event. Ideally, the flag should be draped with the hoist of the flag to the right or over the right shoulder.

2. Flying and Other Use of the National Flag by Jamaican Diplomatic and

Consular Representatives 2.1 In countries where it is the custom for diplomatic and consular representatives to fly their national flags on their official premises, residences and vehicles, Jamaica’s diplomatic and consular representatives should fly the Jamaican national flag. The usual size of flag flown at diplomatic and consular premises is 12 feet by 6 feet but, where the prevalence of high winds makes large flags unsuitable, the usual size is 6 feet by 3 feet. On vehicles, the usual size is 12 inches by 6 inches 2.2 Diplomatic and consular representatives may fly the Jamaican national flag at any time if they think it desirable, paying due regard to the views of the local authorities and to the practice followed by their foreign diplomatic and consular colleagues. On the occasion of local official celebrations or of mourning, local practice should be observed. As a general rule, it is desirable that the Jamaican national flag be flown on all occasions when this would be regarded as complimentary to the local authorities or to countries locally represented, or when omission to do so might give offence (e.g. on the occasion or death of a foreign Head of State).

3. Commercial Use of the National Flag 3.1 For guidance on the use of the National Flag for commercial purposes and in trademarks, etc. please see Chapter 16 – National Identity and Symbols.

4. Flying and Other Use of Other Flags of Jamaica Royal Standard 4.1 The Royal Standard is flown only when The Queen of Jamaica is present. Specific guidance and instructions will be provided by Buckingham Palace for the flying of the Royal Standard during visits to Jamaica by The Queen.

Flag of the Governor-General 4.2 The Governor-General’s flag is to be flown by day and night at the residence of the Governor-General, and lowered when the Governor-General is away from Jamaica or when he demits office. 4.3 The Governor-General’s flag should be flown on any ship in which he takes passage, and at any military ceremony at which he is present. The flag should also be flown in miniature on any vehicle or vessel in which the Governor-General is travelling. The Governor-General’s flag should be lowered immediately after he has left the vessel or vehicle in which he was travelling, unless he is scheduled to return to the vessel or vehicle in a short period of time. The Governor-General’s flag should never be

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flown on a vessel that is underway or on a vehicle that is in use when the Governor-General is not on board the vessel or in the vehicle.

Flag of the Governor-General’s Wife 4.4 The wife of the Governor-General has a personal flag which is used on designated occasions. The flag may be flown in miniature on any vehicle or vessel in which she is travelling, other than when she is accompanying the Governor-General (when the Governor-General’s flag is flown).

Flag of the Prime Minister 4.5 The Prime Minister’s flag is to be flown by day and night at the official residence of the Prime Minister and at the Office of the Prime Minister, and lowered when the Prime Minister is away from Jamaica or when he demits office. 4.6 The Prime Minister’s flag should be flown on any ship in which he takes passage. The flag should also be flown in miniature on any vehicle or vessel in which the Prime Minister is travelling. The Prime Minister’s flag should be lowered immediately after he has left the vessel or vehicle in which he was travelling, unless he is scheduled to return to the vessel or vehicle in a short period of time. The Prime Minister’s flag should never be flown on a vessel that is underway or on a vehicle that is in use when the Prime Minister is not on board the vessel or in the vehicle.

Defence Force Flags 4.7 Please consult Jamaica Defence Force for guidance on the use of Defence Force flags.

5. Flags of International Organisations 5.1 International Organisations such as the United Nations, World Bank, International Civil Aviation Organisation, CARICOM and the Commonwealth of Nations, are bodies whose members are primarily nation-states.

5.2 Flags of International Organisation are normally flown only at times and places relating to the organisation or at an event hosted by the organisation. For example, the flag of the Commonwealth of Nations is flown at Commonwealth Heads of Government Meetings and the Commonwealth Games.

5.3 At offices of the organisation or when the organisation hosts an event, the flag may be given the position of honour amongst other flags displayed there. For example, at the United Nations Headquarters in New York City, the UN flag is flown above the flags of the member states.

6. Flags at Sea 6.1 Flags are particularly important at sea, where they can mean the difference between life and death, and consequently where the rules and regulations for the flying of flags are strictly enforced.

6.2 Flags at sea have their own names. A national flag flown at sea is known as an ensign.

6.3 A courteous, peaceable merchant ship or yacht customarily flies its ensign on a staff at the stern of the vessel together with the flag of whatever port or waters it is currently visiting (known as a courtesy flag) at the mast. To fly one's ensign alone in foreign waters, a foreign port or in the face of a foreign warship traditionally indicates a willingness to fight, with cannon, for the right to do so. This

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custom is still taken quite seriously by many naval and port authorities and is readily enforced in many parts of the world by boarding, confiscation, and other civil penalties.

6.4 In some countries, yacht ensigns are different from merchant ensigns in order to signal that the yacht is not carrying cargo that requires a customs declaration. Carrying commercial cargo on a boat with a yacht ensign is deemed to be smuggling in many jurisdictions.

6.5 There is a system of international maritime code signal flags for numerals and letters of the alphabet. Each flag or pennant has a specific meaning when flown individually.

6.6 'Dressing Ship' is done with the international code signal flags. Officer's flags, club burgees and national flags are not used. The ship is dressed at 0800 and remains dressed until evening colours (at anchor only, except for a vessel's maiden or final voyage). The ship’s ensign is hoisted at the stern staff and the national flag may be displayed at the bow staff. A rainbow of international code flags is then arranged from the waterline forward to the waterline aft. Flags and pennants are bent on alternatively. It is good practice to follow a sequence of two flags, one pennant, two flags, one pennant etc. The sequence of flags can be any order but is usually arranged to give a harmonious colour pattern.

7. General Principles of Flying and Use of Flags 7.1 There are no internationally agreed regulations governing flag etiquette but there are generally accepted international practices, the key elements of which are as follows:

1. If displaying more than one flag, the national flag should be hoisted first and lowered last.

2. A general guide to the order of precedence of more than one flag is as follows: a. Flag of host country b. Flags of other country/countries c. Flags of International Organisations d. Flags of Provinces of host country e. Flags of Regions/Counties/Cities f. Corporate/House/Club/School/Organisation flags

3. When two or more national flags are flown together, all flags should be the same size and flown on separate flagpoles of the same height. The foreign national flags should normally be flown in alphabetical order according to the official language of the country unless there is another accepted order among the states concerned.

4. When a national flag is displayed with another flag, the national flag should be on the observer’s left, facing the staff. If the national flag is crossed with another flag, its staff should be in front of the other flag.

5. When three flags are flown the national flag should be flown on the centre flagpole.

6. When four flags are flown the national flag should be on the observers left.

7. When five flags or more are flown a national flag should be placed at each end of the line.

8. In a semi-circle arrangement of flagpoles, the national flag should be in the centre.

9. In an enclosed circle, the national flag should be centred and flown immediately opposite the main entrance of the building, or, if placed externally should be flown next to the entrance of the main building. The order of the flags should be clockwise in alphabetical order, either in official language of country or in English.

10. When the flag is displayed from a staff projecting horizontally or at an angle, the top, left corner (the canton) of the flag should be placed at the peak of the staff.

11. When a flag is displayed from a staff on a speaker’s platform, it should be on the speaker’s right as he faces the audience (i.e. on the observer’s left).

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12. A flag carried in a procession should be free flying. If a national flag is carried in procession with other (non-national) flags, it should be the first in the procession. If two or more national flags are carried in line abreast, the Jamaican national flag should be placed on the right hand side of the line facing the direction of movement or in the centre of the line. Alternatively, national flags may be placed at both ends of the line.

Mourning

13. As a sign of mourning, flags on flagpoles should be flown at half-mast. A black ribbon is attached to flags hoisted on shorter outrigger staffs, and a black cravat to military parade flags.

14. A flag to be flown at half-mast should be hoisted to the top of the flagpole for an instant and then lowered to the half-mast position. Similarly, when lowering the flag it should first be hoisted to the top of the flagpole then reverently lowered to the ground. NB There are two recognised “half-mast” positions, both of which are equally correct:

the midpoint of the visible flagpole or

a point from the top of the flagpole that equals the depth of the flag (for example a 3 feet (0.9m) deep flag, should be lowered 3 feet (0.9m) down from the top of the flagpole.

The customary half-mast position in Jamaica is the mid-point of the visible flagpole.

15. If more than one flag is flown at one location, all flags should all be flown at half-mast or not flown at all.

16. If more than one flag is flown at one location, the national flag should be hoisted first and lowered last

17. Flags of foreign nations should not be flown unless their country is also observing morning.

18. When a national flag is half-masted, it is normally flown in this position for a period of seven days, or until the funeral of the deceased person. (NB. This is a matter on which countries have widely different traditions and etiquette.)

19. A flag used as a coffin drape should be placed so that the hoist of the flag is at the head and the top edge of the flag is over the left shoulder.

Source: State and International Protocol Manual

Prepared by: Mr. Maurice Dalton

Protocol Consultant, Commonwealth Secretariat

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COAT OF ARMS

The original Coat of Arms, granted to Jamaica in 1661, was designed by the then Archbishop of Canterbury, William Sanderoft. Apart from a partial revision in 1957, it remains virtually the same as was originally designed.

The Arms shows a male and female Arawak, standing on either side of the shield, which bears a red cross with five golden pineapples superimposed on it. The Crest is a Jamaican crocodile surmounting the Royal Helmet and Mantlings.

The original Latin motto, "Indus Uterque Serviet Uni", has been changed to one in English: "Out of Many One People”. Use of the Jamaican Coat of Arms should not be permitted without the official sanction being first obtained from the Office of the Prime Minister The Coat of Arms signifies national sovereignty or ownership. It belongs to Jamaica and in general is for official use only. It is used on Government possessions such as buildings, official seals, money, passports, proclamations, publications, certificates, national honours and badges. The Coat of Arms, when used on letterheads should be placed in the position of prominence which is the top left, top right or centre. Departmental logos, when used in conjunction with the Coat of Arms should be placed at the bottom centre of the letterhead or alternatively below the Coat of Arms at the top left corner of the letterhead.

NATIONAL ANTHEM

All persons should stand at attention at the playing of the National Anthem and men

should remove their hats. Persons in uniform should salute

The first verse of the National Anthem should be sung and/or played on the arrival and

departure of the Governor-general and of the Prime Minister.

The National Anthem may be sung and or played on occasions of public gatherings

Schools

Singing of the National Anthem should form part of the ceremony of raising and

lowering of the Flag at the beginning and end of term and at Independence Celebrations

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CULTURAL ETIQUETTE

What is Culture

• A shared, commonly held body of general beliefs and values that defines what is

right for one group (Kluckhohn and Strodrbeck, 1961)

• A learned, shared, compelling, interrelated set of symbols whose meaning

provides a set of orientations for members of a society

• Socially elitist concepts, including refinement of mind, tastes and manners.

• Refers to artistic output that is characteristic of a particular ethnic or regional

group.

• Culture is learned- It is not innate; it is possible for a person who goes to another

culture to learn the new culture

• Culture is shared- it is possible to study and identify group patterns

• Culture is compelling- understanding culture is important in order to understand

behaviour

• Culture is learned- It is not innate; it is possible for a person who goes to another

culture to learn the new culture

• Culture is shared- it is possible to study and identify group patterns

• Culture is compelling- understanding culture is important in order to understand

behaviour

• Culture is interrelated- a culture needs to be studied as a complete entity

• Culture provides orientation- understanding a culture can help to determine how

group members might react in various situations.

• One’s own culture is basic to how one behaves.

• To understand how cultures are similar to or different from one’s own, it is

necessary first to examine and understand one’s own culture.

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Characteristics of Culture

• Gert Hofstede identified four cultural dimensions that are common to society and

organizations alike.

1. Power Distance – The extent to which hierarchical power places people at a

psychological distance between each other.

2. Uncertainty Avoidance – The extent to which ambiguity is perceived as

threatening, and on the other hand, risk-taking behaviour is avoided.

3. Masculinity/Femininity – the extent to which masculine traits such as

achievement, courage and competitiveness are valued over feminine values and

behaviour such as nurturing and sympathy.

4. 4. Individualism/Collectivism – the extent to which people define themselves

individualistically or in terms of groups to which they belong. This aspect also

involves the degree to which people perceive the inner group (family, social

organization) as a primary service of work and solution to their problems.

Cultural Norms vary from country to country but essentially can be defined by

how a people attribute and make a distinction between the following:

USE OF PERSONAL SPACE

RELATIONSHIPS

• Formal

• Informal

TIME/PUNCTUALITY

GESTURES

FOREIGN LANGUAGE

SENSITIVITIES

TABOOS

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CUSTOMER SERVICE

Six Keys to Exceptional Customer Service

Be Competent : Know your job, work quickly and efficiently. If you are unsure of

something, ask your supervisor

Be Knowledgeable: Be ready to answer questions and solve problems. Anticipate

questions and prepare yourself with the right information

Take Pride in a Job Well Done: Be enthusiastic, show your willingness to do a

job to the best of your ability

Let Your Appearance Work For You: Remember first impressions are lasting.

Look well-groomed and clean. Let appearance say: “Ask me….I am here to help”

Be Courteous: Show your good manners, listen patiently, be helpful

Go the Extra Mile: Go beyond expectations to show extra thoughtfulness and a

willingness to do more than enough

BE-ATTITUDES

Be attentive

Be personable

Be gracious

Be helpful

Be friendly

Be dependable

Be pleasant

Be understanding

Be patient

Be knowledgeable

Be neat

Be polite

Be considerate

Be cooperative

Be businesslike

Be likeable

Be energetic

Be concerned

Be resourceful

Be responsible

Be caring

Be honest

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The Customer’s Basic Needs

To be understood

To feel welcome

To feel important

To feel loved

CODES OF CONDUCT

Professionalism

Dress Code

Quality Service

Courtesy/Good Manners

Discipline/Timeliness/Punctuality/Going the Extra Mile

Team Work