Management of the foreign diplomatic corps

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The Directorate of Protocol and Chancellery is the link between the State of Luxembourg and diplomatic missions accredited to Luxembourg. It is responsible for the administrative management of the diplomatic community, as well as European and international civil servants. It also ensures the application of the Vienna Conventions at national level, in particular through: the issuance of diplomatic identity and legitimation cards, the issuing of certificates, access to the airport VIP lounge, the allocation of CD number plates, as well as privileges and immunities.

Accreditation procedures for foreign ambassadors

Agrément (accreditation)

The Embassy of the sending State submits a request for agrément to the Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade, Directorate of Protocol and Chancellery, by means of a verbal note accompanied by a biographical profile of the person concerned. The request for agrément may also be submitted in the course of an approach by the chargé d’affaires a.i. to the Chief of Protocol.

After examination, the Ministry submits the request for agrément to His Royal Highness the Grand Duke. The procedure may take several weeks.

The Ministry communicates the response to the Embassy of the sending State by verbal note.t

Accreditation to multiple States

The Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade must be informed if a sending State wishes to accredit a head of mission to another State and/or to an international institution (Art. 5.1 of the 1961 Convention).

A head of mission with multiple accreditations first presents his Letters of Credence in the State in which he resides.

Arrival of the head of mission

The Embassy informs the Directorate of Protocol and Chancellery by verbal note of the exact date and time of arrival of the ambassador-designate. In the case of arrival by air, the Directorate of Protocol and Chancellery informs the airport authorities and reserves the VIP lounge. On working days, during office hours, a member of the Directorate of Protocol and Chancellery welcomes the future head of mission at the airport.

Within a few days of arrival, the ambassador-designate may, at his request, be received by the Chief of Protocol.r On that occasion, he provides an authenticated copy of his Letters of Credence and of his predecessor's Letters of Recall. Thereafter, the ambassador-designate may undertake a series of visits. However, he does not yet take part in official receptions and should refrain from visiting Luxembourg ministers. He may nevertheless already have working contacts with officials of the Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade.

 

Presentation of the Letters of Credence
  • Letters of Credence

The Letters of Credence are to be addressed to '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 the Letters of Credence at the Grand bDucal Court

The head of mission requests admission to present his Letters of Credence to His Royal Highness the Grand Duke by submitting a request to the Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade.

The Ministry, through the Marshal of the Court, receives the instructions of the Grand Duke and informs the head of mission of the date and time fixed for the audience.

The head of mission pays a visit to the Marshal of the Court and the Ministry’s Chief of Protocol on the day before the presentation of the Letters of Credence (lounge suit).

  • Dress code

Full dress is prescribed: uniform, tailcoat with white waistcoat and decorations, or national dress. Grand Cross ribbons are worn over the white waistcoat.

Ladies are requested to wear a long afternoon dress with hat, or national dress.

Absence of the head of missiont

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 Vienna Convention). Should the head of mission be unable to appoint a chargé d'affaires, the nomination must be made by the Ministry of Foreign Affairs of the sending State. Any absence of the head of mission from the Grand Duchy of Luxembourg is to be notified by verbal note to the Directorate of Protocol and Chancellery.

Departure of the head of mission
  • 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 and Chancellery by verbal note.

  • Lettres 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, Defence, Development Cooperation and Foreign Trade. The Ministry, through the Marshal of the Court, receives the instructions of the Grand Duke and informs the head of mission of the date and time fixed for the audience.

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

Gentlemen are requested to wear a dark lounge suit, while ladies should wear a day dress with hat and gloves.