Official life.

 What Is Protocol?

In formal terms, protocol refers to an accepted set of rules for proper behavior and etiquette, especially when officials or representatives from different countries interact. These customs also apply at national, state, and local government levels. The word “protocol” comes from the Greek word protokollen, meaning “first glue,” because it helps "hold things together" in formal situations.

Protocol includes things like who takes precedence in a ceremony, how people should be addressed, and what is considered respectful conduct at official events. While primarily used in government and diplomatic settings, protocol is sometimes followed by ordinary citizens—for instance, when writing to a public official, handling the American flag, or standing during the national anthem.

Help with Protocol Questions

If you have questions about protocol—like how to seat guests at an official event—you can contact:

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

• State protocol matters: Call the governor’s office

• Local protocol matters: Contact your mayor’s office

• Military protocol: Speak to a local branch of the military

Precedence and Rank

The Table of Precedence is an unofficial list used to organize officials at events. Each administration can revise the list. Some high-ranking officials include:

1. President of the United States

2. Visiting heads of state or monarchs

3. Vice President

4. U.S. Governors (in their own state)

5. Mayors (in their own city or town)

6. Speaker of the House

7. Chief Justice

8. Former Presidents

9. U.S. Ambassadors

10. Secretary of State

11. UN Secretary-General

12. Foreign ambassadors (by seniority)

13. Supreme Court Justices

14. Cabinet members (by when their department was created)

State and Local Order might 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 official meals, guests are seated according to rank:

• The host/hostess sits at the ends of the table or in the middle (for easier conversation).

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

• The most important female guest (or wife of the top-ranking man) sits to the host's right.

• Guests are often seated alternating men and women.

If the guest of honor is outranked by others, the host might:

• Ask higher-ranking guests to give up a top seat

• Seat people at multiple tables with different co-hosts

Guests without official titles are seated based on age, accomplishments, or shared interests.

Place Cards and Titles

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

• For unique roles like "President" or "Mayor," just the title is used.

• When a title can apply to more than one person (e.g., "Senator"), the full title and surname are listed.

• 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 addressed as “Senator [Last Name]”

• House Representatives: Address as “Mr./Mrs./Ms.” unless being introduced formally

• Governors: “Governor [Last Name]” in conversation

• Cabinet Members: “Mr./Madam Secretary” or 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 surname)

When in doubt during an introduction, say “How do you do?” and use “Sir” or “Ma’am” until you know the correct title.

The Title “The Honorable”

• Used when introducing current or former top officials (e.g., President, VP, Cabinet, Governors, Ambassadors).

• It’s not used when speaking directly to the person.

• Not printed on business cards or used in signatures.

• State senators and mayors lose the title when they leave office.

Academic, Military, and Professional Titles

• Doctors: Use “Dr.” in professional or social settings.

• Judges: Use “Judge [Last Name]” or “Your Honor” in court.

• Military:

  • Officers are called 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 long-term or remain active in reserve status.

Dealing with Representatives from Other Countries

Because customs differ widely around the world, there's no single set of international protocol rules. However, before traveling abroad, you can get guidance from:

• The embassy of the country you’re visiting (located in Washington, D.C.),

• A consulate near you,

• That country’s mission to the United Nations in New York.

These offices can help you understand how to interact respectfully with people in other countries.

Titles for Military Academy Students

Students at U.S. military academies are officially unmarried and are socially addressed as “Mr.” or “Ms.”

• At West Point, the Air Force Academy, and the Coast Guard Academy, students are called Cadet [Last Name].

• At the Naval Academy and Merchant Marine Academy, they are called Midshipman [Last Name].

Interacting with Foreign Dignitaries

When Americans attend ceremonies or host dignitaries abroad, here are some helpful tips:

• Use professional titles out of courtesy. For instance, in Italy, a man with a university degree is “Dottore,” and a woman is “Dottoressa.” In Germany, a business leader might be “Herr Direktor.”

• Heads of state and ambassadors may be addressed as “Your Excellency”.

• Kings and queens are called “Your Majesty”, and royalty like princes or princesses are “Your Royal Highness.”

• Nobility like dukes and duchesses may be addressed as “Your Grace.”

• Even in former monarchies, royalty may still be referred to by their titles out of respect.

Meeting the President and First Lady

When you receive an invitation to the White House, it will include details about when to arrive and what to wear. If you’re unsure about anything, feel free to ask when you RSVP. One important rule: never be late—it’s considered very disrespectful to miss the president’s entrance.

At the scheduled time, the president enters first, followed by the first lady.

• At small gatherings, they will walk around the room, greeting and shaking hands with each guest.

• At larger events, they stay in one place while guests line up to greet them.

Typically, men go ahead of their wives in the receiving line—unless the woman is the more prominent guest. An aide will announce each person before they greet the president and first lady.

Protocol during greetings:

• Women wearing gloves should take off the right glove before shaking hands.

• Call the president “Mr. President”, and use “Sir” occasionally if the conversation is longer.

• Refer to the first lady as “Mrs. [Last Name]”, and thank her politely for the invitation.

• Keep the conversation brief unless they choose to continue it.

• After you’ve said hello, step aside but remain standing until they’ve moved on.

Giving Gifts to the President

Do not bring or send gifts to the president unless it’s been approved by a White House aide or secretary in advance. For security reasons, unapproved gifts won’t be accepted.

Instead of gifts, the Obama-Biden administration encouraged people to make charitable donations in their communities, which is always a thoughtful and appropriate gesture.

Attending a Papal Audience in Rome

Visitors to Rome can attend a general audience with the Pope. These usually happen on Wednesday mornings, either outdoors in St. Peter’s Square (weather permitting) or indoors in an auditorium.

To attend:

• You must request tickets well in advance.

• Tickets are free and can be requested through your hotel, or by contacting the Prefecture of the Papal Household via fax or their website: vatican.va.

• On Sundays at noon, the Pope also appears briefly at his window to bless the crowd. This event is open to everyone and doesn’t require tickets.

What to Expect at a General Audience

• Audiences start around 11:00 AM, but times change in summer (10:00 AM) and winter (9:00 AM).

• Arrive very early if you want a good seat—early birds get the best spots.

• When the Pope appears, everyone stands. Once he is seated, the crowd may sit.

• He gives a brief talk and a blessing to the crowd and any religious items people bring.

• 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 respectfully.

• No shorts.

• Skirts should cover the knees.

• Shoulders must be covered.

• Necklines should be conservative.

• Women don’t need head coverings anymore.

For papal Masses or special events:

• Men should wear a suit or coat and tie.

• Women should wear a formal dress or suit.

For Non-Catholics

Non-Catholics are welcome at papal audiences. During the event:

• Everyone stands, sits, and kneels as directed.

• Non-Catholics are not expected to make the sign of the cross or participate in prayers, but they should still follow the general posture of the crowd out of respect.