Official life.

What Is Protocol?

Technically, protocol is the agreed upon guidelines on correct behavior and etiquette, especially when officials or representatives of different nations are present. At the national, state, and municipal government levels, these norms also prevail. The word "protocol" comes from the Greek term protokollen, meaning "first glue," since protocol helps to "hold things together" in official situations.

Protocol includes things like who gets priority in a ceremony, how to refer to people, and what respectful behavior is in formal gatherings. While applied primarily by the government and diplomatic community, protocol is sometimes followed by ordinary citizens—for instance, when they pen a letter to a public official, interact with the American flag, or rise for the national anthem.

Help with Protocol Questions

If you have questions regarding protocol—i.e., how to seat guests at an official function—you can call:

U.S. Department of State's Office of Protocol: (202) 647-1735

State protocol matters: Call the office of the governor

Local protocol matters: Call your city's mayor's office

Military protocol: Speak with a local military base

Precedence and Rank

Table of Precedence is an informal list used to order officials at functions. The list can be revised by each government. Among the senior officials are:

President of the United States

Visiting heads of state or monarchs

Vice President

U.S. Governors (in their home state)

Mayors (in their home city or town)

Speaker of the House

Chief Justice

Former Presidents

U.S. Ambassadors

Secretary of State

UN Secretary-General

Foreign ambassadors (by rank of seniority)

Supreme Court Justices

Cabinet members (by year when their department was created)

State and Local Order can include:

State: Governor, Lieutenant Governor, Attorney General, U.S. Senators, etc.

City/Town: Mayor, city council president, public advocate, comptroller, etc.

Seating at Formal Dinners

At formal dinners, individuals are seated according to rank:

The host/hostess is seated at the ends of the table or in the middle (for easy conversation).

The most prestigious male guest sits to the hostess's right.

The highest-ranking female guest (or wife of the topmost man) sits to the host's right.

Alternating men and women is how guests usually sit.

If the honored guest is junior to other guests, the host might:

Ask higher-ranking guests to yield a superior seat

Seat people at multiple tables with alternate co-hosts

Guests without formal titles are seated based on age, accomplishment, or shared interest.

Place Cards and Titles

At formal events, place cards help guests find their place and identify how to address others:

For special titles like "President" or "Mayor," only the title is used.

When a title may be held by more than one person (like "Senator"), the full title and surname are used.

Ordinary guests use "Mr." or "Mrs./Ms."

How to Address Officials

In Conversation and Introductions

President or Vice President: "Mr./Madam President" or "Mr./Madam Vice President"

Senators: Always referred to as "Senator [Last Name]"

House Representatives: Use "Mr./Mrs./Ms." unless formally introduced

Cabinet Members: "Mr./Madam Secretary" or formal full title to avoid confusion

Supreme Court Justices: "Justice [Last Name]" or "Chief Justice [Last Name]"

Ambassadors: "Mr./Madam Ambassador"

Religious Leaders:

Catholic priests: "Father [Last Name]"

Protestant clergy: usually "Reverend" or "Pastor"

Cardinals: "Your Eminence"

Rabbis: "Rabbi" (with or without last name)

In doubt in an introduction, use "How do you do?" and use "Sir" or "Ma'am" until you know the correct title.

The Title "The Honorable"

Solely used for introduction of existing or former high-ranking officials (e.g., President, VP, Cabinet, Governors, Ambassadors).

Not used when addressing the person.

Not used on business cards or signatures.

State senators and mayors forfeit their title when no longer in office.

Academic, Military, and Professional Titles

Doctors: Use "Dr." in professional or social contexts.

Judges: Use "Judge [Last Name]" or "Your Honor" in court cases.

Military:

Officers are addressed by rank (e.g., "General," "Colonel").

Introductions include full title (e.g., "Rear Admiral Gates").

Chaplains: Addressed by rank or informally as "Chaplain," "Father," or "Rabbi."

Retired officers may use their title if they served for the long term or still remain active in reserve status.

Dealing with Representatives from Other Countries

Because customs differ widely all over the world, there is no single rule for foreign protocol. But before going abroad, you might be cautioned by:

The embassy of your host nation (in Washington, D.C.),

A local consulate office,

The mission of that country to the United Nations in New York.

These agencies will help you learn how to behave respectfully among others from other countries.

Titles for Military Academy Students

U.S. military academy cadets are officially unmarried and socially address each other as "Mr." or "Ms."

The cadets at West Point, the Air Force Academy, and Coast Guard Academy are addressed as Cadet [Last Name].

At the Naval Academy and Merchant Marine Academy, the students are addressed as Midshipman [Last Name].

Handling Foreign Dignitaries

When Americans hold guest ceremonies or receive foreign dignitaries overseas, these are some tips of use:

Employ professional titles out of courtesy. For instance, in Italy, a man who has achieved an education is "Dottore," while a woman is "Dottoressa." In Germany, a corporate leader might be "Herr Direktor."

State heads and ambassadors may be addressed as "Your Excellency."

Kings and queens are addressed as "Your Majesty", and royalty princes or princesses are "Your Royal Highness."

Members of nobility like dukes and duchesses may be addressed as "Your Grace."

Even in former monarchies, royalty are still addressed by title as a matter of respect.

Meeting the President and First Lady

When you are invited to the White House, your invitation will indicate when to arrive and how to dress. If you have any questions about something, don't be afraid to ask when you return your RSVP. One tip: don't be late—it's incredibly rude to miss the president's arrival.

At the prescribed time, the president in first, with the first lady following. 

At intimate gatherings, they will make their way around the room, shaking hands and greeting each guest. 

At larger parties, they stand still while guests stand in line to welcome them.

Men typically line up ahead of their wives—barring the more prominent guest, perhaps a woman. An aide will precede each person before shaking hands with the president and first lady.

Greetings protocol:

Women wearing gloves need to take off the right glove before extending handshaking.

Address the president as "Mr. President," and address him as "Sir" at intervals when the interaction is long.

Address the first lady as "Mrs. [Last Name]" and politely thank her for the invitation.

Make the conversation short unless they want to engage in it longer.

Move back after greeting but continue standing until they have passed by.

Presenting Gifts to the President

Don't bring or send presents to the president unless first cleared by a White House secretary or aide in advance. Due to security reasons, unapproved presents won't be accepted.

Alternatively, the Obama-Biden administration asked people to make donations locally that benefit charities, which is always a generous and appropriate act.

Going to a Papal Audience in Rome

Tourists in Rome can go to a General Audience with the Pope. They occur normally on Wednesday mornings, either outside in St. Peter's Square (depending on the weather) or inside an auditorium.

To go:

You need to apply for tickets well ahead of time.

Tickets are not charged and can be applied for by your hotel, or by phoning the Prefecture of the Papal Household by fax or using their website: vatican.va.

At noon on Sundays, the Pope also briefly appears at his window to bless the crowd. This is open to everyone and no tickets are required.

What to Look Forward to for a General Audience

Audiences start approximately 11:00 AM but are changed during summer (10:00 AM) and winter (9:00 AM).

Arrive very early if you would like a good spot—early bird catches the worm.

When the Pope comes, all stand. Once he is seated, people are able to sit.

He gives a short speech and a blessing to the people and whatever religious objects one is carrying.

If time allows, he personally greets people in the front section before leaving on his portable throne.

What to Wear

For general audiences:

Dress modestly and modestly.

No shorts.

Skirts must be below the knees.

Shoulders must be covered.

Necklines must be modest.

Women no longer require head coverings.

For papal Masses or festivities:

Men should dress in coat and tie or a suit.

Women should dress in dress or formal suit.

For Non-Catholics

Non-Catholics can go to papal audiences. During the event:

Everyone stands, sits, and kneels when directed.

Non-Catholics do not need to make the sign of the cross or participate in prayers, but should otherwise mimic the body language of the audience out of respect.