Management of the foreign diplomatic corps

The Embassy of the sending State presents the request for certification in the form of a verbal note to the Ministry of Foreign and European Affairs, Directorate of Protocol and the Chancellery, accompanied by a biographical profile on the individual being approached. The request for certification can also be introduced in an approach by the chargé d’affaires a.i. to the chief of protocol.

After scrutiny, the Ministry of Foreign Offence submits the certification request to His Royal Highness the Grand Duke. The certification procedure may take several weeks.

The ministry of Foreign Affairs communicates the response by verbal note to the Embassy of the sending State.

The Ministry of Foreign Affairs must be informed if a sending State wishes to accredit a head of mission with another State and/or with an international institution (art. 5.1 of the 1961 Convention).

A head of post with multiple accreditations first of all submits his Letters of Credence in the country in which he resides.

The embassy informs the Directorate of Protocol by verbal note of the precise date and time of arrival of the certified ambassador. In the case of arrival by air, the Directorate of Protocol will inform the airport authorities and reserve the VIP lounge. On working days and during working hours, a member of the Directorate of Protocol will welcome the future chief of mission at the airport.

The certified ambassador will be received, at his request, by the chief of protocol within days of his arrival. He will hand him an authenticated copy of his Letters of Credence and his predecessor’s Letters of Recall. From that moment, the certified ambassador may undertake a series of visits. Nevertheless, he will not yet participate in official receptions. He will refrain from visiting Luxembourg ministers. He will however already be able to have working contacts with the Ministry of Foreign Affairs at civil servant level.

• Letters of Credence

The Letters of Credence are to be addressed to the attention of ‘Son Altesse Royale le Grand-Duc de Luxembourg’ or ‘His Royal Highness the Grand Duke of Luxembourg’ without specifying his name. 

• Ceremonial governing the presentation of Letters of Credence at the Grand-Ducal Court

The chief of mission requests the Ministry of Foreign and European Affairs to be admitted to present his Letters of Credence to His Royal Highness the Grand Duke.

The Ministry of Foreign and European Affairs receives orders from the Grand Duke via the Marshall of the Court and informs the head of mission of the appointed day and time for the audience.

The head of mission visits the Marshal of the Court and the Ministry of Foreign and European Affairs’ chief of protocol the day before presentation of the Letters of Credence (lounge suit).

• Dress code

Full dress uniform (either uniform or black tails and white waistcoat and decorations or national dress) is prescribed for all. Grand Cross ribbons are worn over the white waistcoat.

Ladies will wear a full-length afternoon dress and hat, or national dress.

The head of mission shall appoint a chargé d’affaires a.i. prior to any absence from the Grand Duchy of Luxembourg (art. 19 of the Convention of Vienna). Should the head of mission be prevented from appointing a chargé d’affaires, nomination of the latter must come from the Ministry of Foreign Affairs of the sending State. Any absence from Luxembourg of the head of mission is to be notified by verbal note to the Directorate of Protocol.

• Nomination of a chargé d’affaires a.i.

Prior to his departure, the head of mission must appoint a chargé d’affaires a.i. and inform the Directorate of Protocol to that effect by verbal note.

• Letters of Recall

Letters of Recall are traditionally presented by the successor.

• Ceremonial governing the farewell audience at the Grand-Ducal Court

The head of mission requests a farewell audience by verbal note to the Ministry of Foreign and European Affairs. The Ministry of Foreign and European Affairs receives orders from the Grand Duke via the Marshall of the Court and informs the head of mission of the appointed day and time for the audience.

To mark the end of his mission in the Grand Duchy, the head of Mission is received with his spouse by His Royal Highness the Grand Duke.

Gentlemen are to wear a dark lounge suit whereas lounge attire with hat and gloves is the rule for ladies.

The form for the declaration of arrival (Pdf, 171 Kb) in Luxembourg is an administrative procedure that is to be carried out upon your arrival in Luxembourg. This declaration must also be made if you have lived outside of the territory of Luxembourg for a period longer than 6 months.

The form for requesting a change (Pdf, 162 Kb) is an administrative procedure that must be undertaken when requesting a change of information in the National Register of National Persons (RNPP). This information includes, for example, any change of address, civil status or legitimation card.