A GUIDE TO VIRGINIA PROTOCOL AND TRADITIONS

FOREWORD
he Practical Protocol Guide was first compiled and published in 1977. The many visiting dignitaries and official functions encountered during the 1976 bicentennial year in Virginia brought about many questions regarding protocol and procedure. The Guide was developed for use by the Governors Office and those directly associated with the office and its activities. It was intended as a concise reference outlining recommended, acceptable practices consistent with modern lifestyle and approved social usage. It was not meant to address all contingencies but to set forth some rules that could be applied and lead to logical solutions. There were many people and agencies involved in the original Guide, including personnel in the Governors Office, the Department of Military Affairs, the Military District of Washington, the Department of Planning and Budget, the Virginia House of Delegates, the Virginia Senate, the Division of Capitol Police, the Department of General Services, the Office of the Attorney General, and the Special Events Office of Colonial Williamsburg. Anne Geddy Cross and Trudy E. Norfleet performed in-depth and wideranging research and Martha U. Pritchard and Robert H. Kirby contributed significantly through extensive review and suggestions to content. Additional questions arose and subsequent expanded editions of the Guide were produced in 1987 and 1989. In 2002, copies were no longer available and Bruce F. Jamerson, Clerk of the House of Delegates; Susan Clarke Schaar, Clerk of the Senate; and William H. Leighty, Chief of Staff to the Governor, organized a group of knowledgeable state employees along with Anne Cross and Trudy Norfleet to produce this publication. Personnel from most of the original agencies supported this project. Assistance also came from staff at the Supreme Court of Virginia, the Office of the Secretary of the Commonwealth, the Virginia Economic Development Partnership, the Library of Virginia, the Virginia Museum of Fine Arts, and the Executive Mansion. It is hoped that the procedures and guidelines suggested in this publication will assist users in formulating answers to their questions based on accepted practices and common sense.

TA B L E O F C O N T E N T S
1. Protocol . . . . . . A. Precedence . . . . General Rules . Federal Order . Virginia Order . Armed Forces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1 1 2 3

B. Forms of Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 The Honorable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Excellency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Esquire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Courtesy Titles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Salutation and Complimentary Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Federal Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 State Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Judicial Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Local Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Diplomatic Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Foreign Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Ecclesiastical Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Military Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 C. Social Correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 D. Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 E. Dress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 F. Receiving Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 G. Dinners and Luncheons Seating . . . . . . . . . Special Events . . . . . Place Cards . . . . . . Precedence to Dining Toasts . . . . . . . . . . Toastmaster . . . . . . . . . . . . . . . . . . . . . . . Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 20 24 24 25 . 25 . 25

H. Foreign Visitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 2. 3. 4. Inauguration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Planning for a Visit To or From the Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Traditional Events at the Executive Mansion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
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TA B L E O F C O N T E N T S
5. States Information . . . . . . . . A. Order of Entry into the Union B. Governors and their Addresses . C. Legislatures and their Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . .

continued
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 31 32 32

6. 7. 8. 9.

Virginia Names and Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 State Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Meetings of the House of Delegates and the Senate . . . . . . . . . . . . . . . . . . . . . . . . . 36 Capitol Square . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 39 39 42 43 43

10. Flag Ceremonies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A. United States Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B. Virginia Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C. POW/MIA Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D. American/Foreign Anthems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11. Official Portraits

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

12. Official Mourning for State Officials 13. Electronic Communication

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

14. Questions and Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 15. Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 16. Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

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PROTOCOL

Precedence
General Rules
Another rule of precedence to remember is that in a limousine the right rear seat is the seat of honor. It is impossible to address individual situations in a publication of this nature. Sound reasoning and practical application of established precedence should be applied to determine appropriate ranking at a specific event. Two events with guest rankings are provided as examples at the end of this section.

ebsters Dictionary defines precedence as the right to superior honor on a ceremonial or formal occasion or the order of ceremonial or formal preference. Precedence is still determined by basic principles first set forth in the Eight Articles adopted by the Congress of Vienna in 1815. These principles resulted in the official precedence used today which is firmly set in Washington, D.C. and in all foreign capitals. Despite established rules, there are many situations which can alter the order of precedence; therefore, the U.S. Department of State does not publish its complete precedence list. Those wishing to observe strict protocol may send names and titles to the U.S. Department of State for suggested precedence. Unlike the federal government, there is no fixed order of precedence for state and local government officials. Generally, state precedence follows the same order as federal precedence. When several state officials of the same rank from different states are present, their ranking is determined by their states admission to the Union. A listing of these dates is found on page 31. When dealing with the American precedence, there are several rules which always hold true and which may differ from what one would assume the order of precedence to be. First, no one outranks a governor in his own state except the President or Vice President of the United States. Secondly, no one outranks a mayor in his own city or town or the Chairman of the Board of Supervisors in his own county except the Governor of the state or the President or Vice President of the United States.

Federal Order
The following unofficial list of precedence indicates the most usual order for various dignitaries:
The President of the United States The Vice President of the United States The Speaker of the House of Representatives The Chief Justice of the United States Former Presidents of the United States The Secretary of State The Secretary General of the United Nations Ambassadors of Foreign Powers Widows of former Presidents of the United States Ministers of Foreign Powers (Chiefs of Diplomatic Missions) Associate Justices of the Supreme Court of the United States The Cabinet Chief of Staff for the President Director of the Office of Management and Budget United States Representative to the United Nations The Senate Governors of States Former Vice Presidents of the United States The House of Representatives Charges daffaires of Foreign Powers The Under Secretaries of the Executive Departments and the Deputy Secretaries Administrator of the Agency for International Development Director of the United States Arms Control and Disarmament Agency Secretaries of the Army, the Navy, and the Air Force Chairman of the Council of Economic Advisors

It is important to remember that for purposes such as seating the spouses of officials take on the rank of their spouses. They do not have their own rank unless they also hold an office. One exception to this is widows of former presidents who do have official standing. At a public dinner to which the President of the United States has been invited and sends his or her spouse as representative, that representative is accorded the same rank as the President. This could also be true of governors in their own state, but not other federal or state government officials.

PROTOCOL

Chairman of the Board of Governors, Federal Reserve Chairman of the Joint Chiefs of Staff Chiefs of Staff of the Army, the Navy, and the Air Force (ranked according to date of appointment) Commandant of the Marine Corps (5 Star) Generals of the Army and Fleet Admirals The Secretary General of the Organization of American States Representatives of the Organization of American States Director of the Central Intelligence Agency Administrator of the General Services Administration Director of the U.S. Information Agency Administrator of the National Aeronautics and Space Administration Chairman of the Civil Service Commission Chairman of the Atomic Energy Commission Director of the Office of Emergency Preparedness Director of the Peace Corps Director of the Office of Economic Opportunity Special Assistants to the President Deputy Under Secretaries of State Assistant Secretaries of the Executive Departments Chief of Protocol of the United States Members of the Council of Economic Advisers Active or Designate United States Ambassadors and Ministers (career rank, when in the United States) Under Secretaries of the Army, the Navy, and the Air Force (4 Star) Generals and Admirals Assistant Secretaries of the Army, the Navy, and the Air Force (3 Star) Lieutenant Generals and Vice Admirals Former United States Ambassadors and Ministers to Foreign Countries Ministers of Foreign Powers (serving in Embassies, not accredited) Deputy Assistant Secretaries of the Executive Departments Deputy Chief of Protocol Counselors of Embassies or Legations of Foreign Powers (2 Star) Major Generals and Rear Admirals (1 Star) Brigadier Generals and Commodores Assistant Chiefs of Protocol

Virginia Order
Directed by previous practice, similarities on the Federal list, and established relationships, the following list is suggested as a guide to Virginias precedence:
Governor Lieutenant Governor Attorney General U.S. Senators for Virginia U.S. Representatives for Virginia Speaker of the Virginia House of Delegates Chief Justice of the Supreme Court of Virginia President Pro Tempore of the Senate of Virginia Former Governors Active and retired Justices of the Supreme Court of Virginia Federal Judges Governors Secretaries Secretary of the Commonwealth Widows of former Governors Members of the Senate of Virginia * Members of the Virginia House of Delegates * Judges of the Court of Appeals of Virginia Judges of Courts of Record Mayors of Cities ** Chairmen of Boards of Supervisors ** Mayors of Towns ** Former Lieutenant Governors Former Attorney Generals Appointed Heads of State Departments and Institutions Chairmen of Boards of Departments and Institutions Executive Assistants to the Governor * Within the House of Delegates and the Senate, members are ranked according to their seniority. ** This order of precedence changes when in own jurisdiction; see Precedence, page 1. One of the important factors in establishing their precedence is the size and importance of the jurisdiction.

PROTOCOL

Armed Forces
The order of precedence for members of the armed forces follows the order of precedence of the services: Army, Marine Corps, Navy, Air Force, and Coast Guard. As an example, a Marine Captain has equal rank with an Army Captain but is seated below him at the table. If a foreign dignitary is arriving on a military base, a conflict may arise between the ranking local official and the base commander. Generally speaking, if the base is Army Marine Corps just being used for transportation and will not be toured, the local official should take precedence and head the receiving line at the arrival ceremony. The Protocol Officer on the military base should be consulted for appropriate procedure. When considering the ranking of military personnel at a social event, the following order of precedence, prepared by the Department of Defense, may be helpful: Navy Air Force

Commissioned Personnel General (5 Stars) General (4 Stars) Lieutenant General (3 Stars) Major General (2 Stars) Brigadier General (1 Star) Colonel Lieutenant Colonel Major Captain First Lieutenant Second Lieutenant (no equivalent) General (4 Stars) Lieutenant General (3 Stars) Major General (2 Stars) Brigadier General (1 Star) Colonel Lieutenant Colonel Major Captain First Lieutenant Second Lieutenant Fleet Admiral Admiral Vice Admiral General (5 Stars) General (4 Stars) Lieutenant General (3 Stars) Major General (2 Stars) Brigadier General (1 Star) Colonel Lieutenant Colonel Major Captain First Lieutenant Second Lieutenant

Rear Admiral

Commodore

Captain Commander Lieutenant Commander Lieutenant Lieutenant Junior Grade Ensign

Warrant Personnel Chief Warrant Officer W-4 Chief Warrant Officer W-3 Chief Warrant Officer W-2 Chief Warrant Officer W-1 Chief Warrant Officer W-4 Chief Warrant Officer W-3 Chief Warrant Officer W-2 Chief Warrant Officer W-1 Chief Warrant Officer W-4 Chief Warrant Officer W-3 Chief Warrant Officer W-2 Chief Warrant Officer W-1 The Air Force no longer has Warrant Officers.

PROTOCOL Marine Corps Sergeant Major of the Marine Corps Sergeant Major or Master Gunnery Sergeant Navy
Enlisted Personnel

Army Sergeant Major of Army

Air Force Chief Master Sergeant of the Air Force Chief Master Sergeant or Command Chief Master Sergeant Senior Master Sergeant or First Sergeant Master Sergeant or First Sergeant Technical Sergeant

Master Chief Petty Officer of Navy

Command Sergeant Major or Sergeant Major

Master Chief Petty Officer or Fleet Command Master Chief Petty Officer Senior Chief Petty Officer

First Sergeant or Master Sergeant

First Sergeant or Master Sergeant

Platoon Sergeant or Sergeant First Class Staff Sergeant

Gunnery Sergeant

Chief Petty Officer

Staff Sergeant

Petty Officer First Class Petty Officer Second Class Petty Officer Third Class Seaman Seaman Apprentice Seaman Recruit

Sergeant

Sergeant

Staff Sergeant

Corporal or Specialist Private First Class Private E-2 Private E-1

Corporal

Sergeant

Lance Corporal Private First Class Private

Airman First Class Airman Airman Basic

Coast Guard personnel are ranked as the Navy. Virginia National Guard personnel are ranked as the Army (Army National Guard) and Air Force (Air National Guard).

PROTOCOL

Forms of Address
The Honorable
In the federal government, The Honorable is used to address, by name, high officials and former high officials of the American government (this includes officials who have held a commission), foreign ministers, and heads of international organizations. A person once entitled to The Honorable continues to be so addressed. A wife or husband does not share the others official title. Your Honor is never used, nor is The Honorable used with military or scholastic rank. The Honorable is used in addressing, by name:
American Ambassadors American Ministers (as a diplomatic title, not a religious title) American Representatives in international organizations Assistant Heads of independent federal agencies Assistant Secretaries of executive departments and officers of comparable rank Assistants to the President Cabinet officers Clerk of the U.S. House of Representatives Commissioners Commissioners of Washington D.C. Counselor of the Department of State Foreign Ministers (as a diplomatic title, not a religious title) Heads of major organizations in federal agencies Heads of international organizations (unless entitled to His Excellency by reason of a position previously held), alternates, deputies, and assistant heads High Commissioners Judges (Justices of the Supreme Court excepted) Legal Advisor of the Department of State President of the United States (if addressed by name) Public Printer Members of the U.S. House of Representatives Secretary of the U.S. Senate Secretary to the President United States Senators Sergeants at Arms of the U.S. Senate and U.S. House of Representatives Under Secretaries of executive departments U.S. Representatives, alternates, and deputies to international organizations Vice President of the United States

In state and local government, the practice of conferring The Honorable should not be overused to the extent that it becomes less meaningful. It is recommended that the following list be used as a guide in conferring The Honorable to state and local government officials:
Governor Lieutenant Governor Attorney General Justices of the Supreme Court Judges Mayors Governors Chief of Staff Governors Secretaries (such as Secretary of Administration) Commissioners of the State Corporation Commission and Workers Compensation Commission State Legislators Clerks of the Senate and House of Delegates Elected Members of County Boards of Supervisors, City Councils and Town Councils Secretary of the Commonwealth Elected Constitutional Officers

Excellency
Only three states, New Hampshire, Massachusetts, and South Carolina have written into their laws that the title Excellency is to be used for their governor. In other states the use of this title is only a courtesy. Etiquette books disagree on whether or not the term should be used and, if so, when it should be employed. Historically, Excellency has been strictly a title reserved for foreign ambassadors. Its use in America probably derived from colonial times when the British Royal Governors were addressed as Your Excellency. It seems more American to address governors of states as The Honorable rather than in the same manner as their British counterparts. This preserves the dignity of the Governors title without being overly pretentious. If one wishes to use the term Excellency on occasion, perhaps the most appropriate time would be when announcing the Governor at a formal occasion, as in: His Excellency, John H. Doe, Governor of the Commonwealth of Virginia.

PROTOCOL

Esquire
Esquire is a complimentary title. It is correct only when addressing an envelope and is always proper form to a lawyer and a clerk of court. On social correspondence the abbreviation is correct but is generally written in full in writing to a diplomat. The title of Esquire is of British origin and was once used to denote the eldest son of a knight or members of a younger branch of a noble house. Later, all graduates of universities, professionals, literary men, and important landholders were given the right to this title, which even today denotes a man of education. All formally engraved invitations are addressed to Mr. Stanley Smith; written invitations and other personal letters may be addressed to Stanley Smith, Esquire. Mr. and Esquire are never used in the same address.

Federal Officials
President of the United States Address The President The White House* Salutation Dear Mr. President Dear Madam President Conversation Mr. President Madam President On a Place Card The President * The address is to be indented two spaces on each line. This style should be applied throughout this section. Former President of the United States Address The Honorable John/Jane Dodd Salutation Dear Mr./Mrs./Miss Dodd Conversation Mr./Mrs./Miss Dodd On a Place Card Mr./Mrs./Miss Dodd Vice President of the United States Address The Vice President United States Senate Salutation Dear Mr./Madam Vice President Conversation Mr./Madam Vice President On a Place Card The Vice President Assistant to the President Address The Honorable John/Jane Smith Assistant to the President Salutation Dear Mr./Mrs./Miss Smith Conversation Mr./Mrs./Miss Smith On a Place Card Mr./Mrs./Miss Smith

Courtesy Titles
In official and social usage, every individuals name is preceded by a courtesy title such as Mr., Mrs., Miss, Dr., The Honorable, etc. Ms. is sometimes used when the marital status of a woman is unknown or she prefers that title. Ms. is not used in diplomatic or official correspondence. In those cases, Miss is used rather than Mrs. when the marital status is not known.

Salutation and Complimentary Close

There are many optional variations, both formal and informal, in forms of address, especially in the salutation and complimentary close. For example, to the Vice President: Salutation: Sir: or Madam: (formal) Complimentary Close: Very truly yours, (formal) Sincerely yours, (informal) The U.S. Department of State has adopted the informal style of address for American officials. This is a matter of personal preference and relates to how well the addressee is known to the addresser as well as the content of the letter. The following official forms of address seem most consistent with common practice in Virginia. The complimentary close has been omitted as the individual writing the letter best decides this. Forms of address for purely social correspondence are discussed on page 13.

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Cabinet Secretaries Address The Honorable John/Jane Smith Secretary of cabinet name Salutation (official) Dear Mr./Madam Secretary (unofficial) Dear Mr./Mrs. Smith Conversation Mr./Madam Secretary Or Mr./Mrs. Smith On a Place Card The Secretary of cabinet name Or Mr./Mrs. Smith The Attorney General Address The Honorable John/Jane Brown Attorney General Salutation Dear Mr./Madam Attorney General Conversation Mr./Madam Attorney General On a Place Card The Attorney General (When both Federal and State Officials are present, the U.S. Attorney General is listed as The Attorney General and the State Attorney General as The Attorney General of state.) The Chief Justice Address The Chief Justice The Supreme Court Salutation Dear Chief Justice Conversation Chief Justice On a Place Card The Chief Justice Associate Justice Address Justice Randolph The Supreme Court Salutation Dear Justice Randolph Conversation Justice Randolph On a Place Card Justice Randolph (Never use first names unless there are two identical last names. Retired Justices are addressed in the same way as Associate Justices.) Judge of a Court Address The Honorable John/Jane Martin Judge of the United States District Court for District Salutation Dear Judge Martin Conversation Judge Martin On a Place Card Judge Martin Representative Address The Honorable John/Jane Reed United States House of Representatives Salutation Dear Mr./Mrs./Miss Reed Conversation Mr./Mrs./Miss Reed On a Place Card Mr./Mrs./Miss Reed Senator Address The Honorable John/Jane Park United States Senate Salutation Dear Senator Park Conversation Senator Park On a Place Card Senator Park

PROTOCOL

The Speaker of the House of Representatives Address The Honorable John/Jane Jackson The Speaker of the House of Representatives Salutation Dear Mr./Madam Speaker Conversation Mr./Madam Speaker On a Place Card The Speaker

State Officials
Governor Address The Honorable John/Jane Doe Governor of Virginia Salutation Dear Governor Doe Conversation Governor Doe or Governor On a Place Card The Governor (outside of own state, The Governor of state)

PROTOCOL
Former Attorney General Address The Honorable John/Jane Brown Salutation Dear Mr./Mrs./Miss Brown Conversation Mr./Mrs./Miss Brown On a Place Card Mr./Mrs./Miss Brown Speaker of the House of Delegates Address The Honorable John/Jane Estes The Speaker of the House of Delegates of Virginia Salutation Dear Mr./Madam Speaker Conversation Mr./Madam Speaker On a Place Card The Speaker Former Speaker of the House of Delegates Address The Honorable John/Jane Estes Salutation Dear Mr. Speaker Or Dear Mr./Mrs./Miss Estes Conversation Mr. Speaker Or Mr./Mrs./Miss Estes On a Place Card Mr./Mrs./Miss Estes (A Speaker who leaves the General Assembly while Speaker continues to be referred to as Mr. Speaker.) President Pro Tempore of the Senate Address The Honorable Sally Smith President Pro Tempore of the Senate of Virginia Salutation Dear Senator Smith Conversation Senator Smith On a Place Card The President Pro Tempore of the Senate of Virginia Governors Cabinet Secretary Address The Honorable Michael/Mary J. Bradshaw Secretary of (cabinet name) Salutation Dear Mr./Madam Secretary Conversation Mr./Madam Secretary Or Miss/Mrs./Mr. Bradshaw Place Card The Secretary of (cabinet name)

Former Governor Address The Honorable John/Jane Doe Street Address Salutation Dear Governor Doe Conversation Governor Doe or Governor On a Place Card Governor Doe Lieutenant Governor Address The Honorable John/Jane Conner Lieutenant Governor of Virginia Salutation Dear Lieutenant Governor Conner Conversation Mr./Mrs./Miss Conner Or Lieutenant Governor On a Place Card The Lieutenant Governor (Outside of own state - The Lieutenant Governor of state) (Sometimes the Lieutenant Governor is informally referred to as Governor. As presiding officer in the Senate, he is referred to as Mr. President.) Former Lieutenant Governor Address The Honorable John/Jane Conner Street Address Salutation Dear Mr./Mrs./Miss Conner Conversation Mr./Mrs./Miss Conner On a Place Card Mr./Mrs./Miss Conner Attorney General Address The Honorable John/Jane Brown The Attorney General of Virginia Salutation Dear Mr./Madam Attorney General Conversation Mr./Mrs./Miss Brown Or Mr./Madam Attorney General On a Place Card The Attorney General (Outside of own state - The Attorney General of state)

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State Senator Address The Honorable John/Jane Frank Salutation Dear Senator Frank Conversation Senator Frank On a Place Card Senator Frank Former State Senator Address The Honorable John/Jane Frank Salutation Dear Senator Frank Conversation Senator Frank On a Place Card Senator Frank Member of the House of Delegates Address The Honorable John/Jane Gregory Salutation Dear Mr./Mrs./Miss Gregory Conversation Mr./Mrs./Miss Gregory On a Place Card Mr./Mrs./Miss Gregory Former Member of the House of Delegates Address The Honorable John/Jane Gregory Salutation Dear Mr./Mrs./Miss Gregory Conversation Mr./Mrs./Miss Gregory On a Place Card Mr./Mrs./Miss Gregory

PROTOCOL

Former Chief Justice of the Supreme Court of Virginia Address The Honorable Jane Hewitt Salutation Dear Chief Justice Hewitt Conversation Chief Justice On a Place Card Chief Justice Hewitt Justice of the Supreme Court of Virginia Address The Honorable Robert Smith Justice Salutation Dear Justice Smith Conversation Justice Smith On a Place Card Justice Smith Retired Justice of the Supreme Court of Virginia Address The Honorable Sally Jones Senior Justice The Honorable John Jones Retired Justice Salutation Dear Justice Jones Conversation Justice Jones On a Place Card Justice Jones (Some former justices become Senior Justices and continue to work on a schedule of 25% of normal hours. Other justices completely retire, but they may be called back on a case by case basis.) Chief Judge of the Court of Appeals of Virginia Address The Honorable Chris Tuck Chief Judge Court of Appeals of Virginia Salutation Dear Judge Tuck Conversation Judge Tuck On a Place Card Judge Tuck (All other judges, including Circuit Court Judges, District Court Judges, and Judges of Juvenile and Domestic Relations courts are addressed in a similar manner).

Judicial Officials
Chief Justice of the Supreme Court of Virginia Address The Honorable James Smith Chief Justice Supreme Court of Virginia Salutation Dear Chief Justice Smith Conversation Chief Justice On a Place Card The Chief Justice Or The Chief Justice of the Supreme Court of Virginia

PROTOCOL

Local Officials
Mayor Address The Honorable Randolph Cary Mayor of city Salutation Dear Mayor Cary Conversation Mr. Mayor On a Place Card The Mayor (Outside his city - The Mayor of city) Chairman of the Board of Supervisors Address The Honorable William Thomas Chairman, Board of Supervisors County of county Salutation Dear Mr. Thomas Conversation Mr. Thomas On a Place Card Mr. Thomas

Foreign Officials
Ambassador Address His Excellency Pierre Dunn Ambassador of country Salutation Dear Mr. Ambassador Conversation Mr. Ambassador On a Place Card The Ambassador of country Social His Excellency The Ambassador of country and Mrs. Dunn King Address His Majesty Frederick IX King of Denmark Salutation Your Majesty Conversation Your Majesty (for prolonged conversation, Your Majesty is used when first addressed and Sir/Maam is used afterwards.) On a Place Card His Majesty The King of Denmark Social His Majesty The King of Denmark Prime Minister Address His Excellency Harold Wilson The Prime Minister of Great Britain Salutation Dear Mr. Prime Minister Conversation Mr. Prime Minister On a Place Card The Prime Minister of Great Britain Social His Excellency The Prime Minister of Great Britain and Mrs. Wilson (If the leader of the country is female, the His and Mr. would change to Her and Madam.)

Diplomatic Officials
Ambassador of the United States (on post) Address The Honorable John/Jane Washington American Ambassador Salutation Dear Mr./Madam Ambassador Conversation Mr./Madam Ambassador On a Place Card The American Ambassador (Social correspondence addressed to The Honorable Jane Washington and her husband should read: The Honorable Jane Washington American Ambassador and Mr. Washington) Ambassador of the United States (away from post) Address The Honorable John/Jane Washington The American Ambassador to country Salutation Dear Mr./Madam Ambassador Conversation Mr./Mrs./Miss Washington Or Mr./Madam Ambassador On a Place Card Ambassador Washington Social The Honorable John/Jane Washington Ambassador to country and Mr. Washington

10

PROTOCOL

Ecclesiastical Officials
Protestant Minister Address The Reverend Tyler Carter Salutation Dear Mr. Carter Conversation Mr. Carter On a Place Card Mr. Carter Dean Address The Very Reverend John Marks, D.D. Dean of Washington Cathedral Salutation Dear Dean Marks Conversation Dean Marks On a Place Card Dean Marks Roman Catholic Priest Address The Reverend Custis Dandridge Salutation Dear Father Dandridge Conversation Father Dandridge On a Place Card Father Dandridge Jewish Rabbi Address Rabbi John Parke, Ph.D. Salutation Dear Dr. Parke Or Dear Rabbi Parke Conversation Dr. Parke Or Rabbi Parke On A Place Card Rabbi Parke Or Dr. Parke Bishops Presiding Bishop of the Protestant Episcopal Church in the United States Address The Most Reverend John Brooks, D.D., LL.D. Presiding Bishop of the Protestant Episcopal Church in the United States Salutation Dear Bishop Brooks Conversation Bishop Brooks On a Place Card Bishop Brooks

Other Protestant Episcopal Bishops Address The Right Reverend John Jones, D.D., LL.D. Bishop of Washington Salutation Dear Bishop Jones Conversation Bishop Jones On a Place Card Bishop Jones Roman Catholic Bishop in the United States Address The Most Reverend Robert Scott, S.T.D. Bishop of Buffalo Salutation Dear Bishop Scott Conversation Bishop Scott On a Place Card Bishop Scott Methodist Bishop Address The Reverend Joseph Dutton, D.D. Methodist Bishop Salutation Dear Bishop Dutton Conversation Bishop Dutton On a Place Card Bishop Dutton

11

PROTOCOL
All Sergeant Ranks Army (USA), Air Force (USAF), Marine Corps (USMC) (man or woman) Official Staff Sergeant John Henry Doe, USA (USMC or USAF) Staff Sergeant Elizabeth Smith Doe, USA (USMC or USAF) Salutation Dear Sergeant Doe Conversation Sergeant Doe On a Place Card Staff Sergeant Doe Social Staff Sergeant and Mrs. John Henry Doe Staff Sergeant Elizabeth Smith Doe and Mr. Ronald Doe Salutation Dear Sergeant and Mrs. Doe Dear Sergeant Doe and Mr. Doe All Petty Officer Ranks Navy (USN), Coast Guard (USCG) (man or woman) Official Chief Petty Officer John Henry Doe, USN Chief Petty Officer Elizabeth Smith Doe, USN Salutation Dear Mr. Doe Dear Miss or Mrs. Doe Conversation Mr. Doe Miss or Mrs. Doe On a Place Card Mr. Doe Miss or Mrs. Doe Social Mr. and Mrs. John Henry Doe Mrs. Elizabeth Smith Doe and Mr. Ronald Doe Salutation Dear Mr. Doe Dear Mr. and Mrs. Doe

Military Officials
Many sources outline the proper form of address for military personnel. Below are general rules that may serve as guidelines for individual situations. The full rank is usually used as a title when addressing letters and in formal introductions. When used in the greeting, the full rank is usually shortened. For instance, the salutation for a Lieutenant Colonel would be Colonel. The address or formal introduction for a first sergeant would include the full title. The salutation for correspondence to a first sergeant would be Sergeant. A chief petty officer would be greeted as Chief. To assist in addressing letters or invitations when spouses are included, some of these examples include a spouse with the same name and a spouse with a different name.
Major General Army (USA), Air Force (USAF), Marine Corps (USMC) (man or woman) Official Major General John Henry Doe, USA (USMC or USAF) Major General Elizabeth Smith Doe, USA (USMC or USAF) Salutation Dear General Doe Conversation General Doe On a Place Card Major General Doe Social Major General and Mrs. John Henry Doe Major General Elizabeth Smith Doe and Mr. John Doe Salutation Dear General and Mrs. Doe Dear General Doe and Mr. Doe Rear Admiral Navy (USN), Coast Guard (USCG) (man or woman) Official Rear Admiral John Henry Doe, USN (or USCG) Rear Admiral Elizabeth Smith Doe, USN (or USCG) Salutation Dear Admiral Doe Conversation Admiral Doe On a Place Card Rear Admiral Doe Social Rear Admiral and Mrs. John Henry Doe Rear Admiral Elizabeth Smith Doe and Mr. John Alexander Salutation Dear Admiral and Mrs. Doe Dear Admiral Doe and Mr. Alexander

Although forms of address for the military usually follow general rules, there are exceptions throughout the ranks and the services. Listed below are three resources that may be consulted when specific questions arise: McCaffree, Mary Jane and Pauline Innis. Protocol, The Complete Handbook of Diplomatic, Official and Social Usage. Dallas, TX: Hepburn Books, 1997. Swartz, Oretha D., Service Etiquette, 4th Edition, United States Naval Institute, Annapolis, Maryland, 1988. www.army.mil/usapa/epubs, choosing Information Management and then AR 25-50 Preparing and Managing Correspondence. Accessed November 27, 2002.

12

PROTOCOL

Social Correspondence
Envelopes for social correspondence of top government officials, e.g. The President, The Governor, Vice President, Lieutenant Governor, Chief Justice, and Attorney General, do not include the surname with the title. The title stands alone as follows: The President The White House The Chief Justice The Supreme Court When a spouse is included, the envelope would be addressed as follows: The President and Mrs. Doe The White House If the spouse of an official has his or her own title, it should be addressed as follows: The President and Dr. Doe If the spouse of an official uses a different surname, it should be addressed as follows: The President and Ms. Jane Smith
(First Lady is an unofficial title and should never be used except in informal introductions.)

The Chief Justice and Mrs. Winston The Supreme Court (or a home address) The social address for an Associate Justice differs slightly and includes the surname of the Justice. Mr. Justice Randolph and Mrs. Randolph The Supreme Court (or a home address)
(On social correspondence for other officials when an honorific such as The Honorable is used and a spouse is included, neither the honorific nor the title of the addressee should apply to the spouse. In fact, the title could be omitted if desired.)

With title The Honorable John H. Park Secretary of Finance and Mrs. Park Without title The Honorable Jane H. Park and Mr. Park

13

PROTOCOL

Invitations
All invitations extended to state officials should be acknowledged in a prompt and appropriate manner. Many invitations include a reply card of some kind. The use of reply cards has become more casual. They are an expedience for guests and an efficient way for the host group to sort and handle a large number of replies. Even the White House often uses reply cards in various sizes so that the responses to different events may be handled quickly. When reply cards are included with invitations, it is recommended that they be used. If a telephone number or e-mail address is given for response, the reply may be made by telephone or e-mail and a record maintained of the details of the call for file purposes.

Formal Invitations
All formal invitations are worded in the third person and their acceptances and regrets are answered in the same form and by hand. Formal invitations may be engraved, partially engraved, or handwritten. If partially engraved, all information to be added should be handwritten, preferably in black ink.

Reply to Formal Invitations

A reply to a formal invitation should be written in long hand on fine quality white or off-white double-fold stationery. The only exception to this is when an invitation is sent to a man or woman at an office address. In this case, the reply may be on personal or business stationary. Replies are handwritten in the same form and wording as the invitation. Mr., Mrs., Ms., and Dr. are the only abbreviations that should be used in any sort of reply, and the name of each sender should be mentioned. Courtesy titles should never be used when referring to oneself. An acceptance to an invitation should specify the date, hour, and place and always say the kind invitation. A regret to an invitation should refer only to the date, not the hour (the year should not be used in any type of response). One should speak of the kind invitation or very kind invitation when writing a regret. It is a courtesy to give a reason for regretting an invitation. The formal excuses are standardized and the only ones considered valid are illness, a previous engagement, or absence from the city. (An invitation to the White House is a valid and necessary reason for regretting all other, even previously accepted, invitations.) If the invitation is from the White House, a reason for not accepting is always given. The four valid reasons for regretting an invitation from the White House are severe illness, absence in some distant place from which return is obviously impossible, the death of a very close relative, or a family wedding. No matter what form an invitation takes or what manner is used for reply, invitations should always receive a timely response. If circumstances prevent a timely reply, it is still courteous to reply after the requested time and before the event.

Informal Invitations
Informal invitations are issued to state officials in various forms and ways. In addition to the above general recommendations, below is a suggested response to informal printed invitations from individuals, groups, or organizations without a reply card, or when a card is only for acceptances or contributions.

For invitations extended by letter, with or without a printed invitation accompanying it, responses should be made by letter with the officials signature.

14

PROTOCOL

Formal Invitation and Response

Governor and Mrs. Randall Lewis Thompson request the pleasure of your company at a reception on Friday evening, the ninth of April from seven until nine oclock The Executive Mansion
R.S.V.P. The Executive Mansion Black Tie

15

PROTOCOL

A White House Invitation and Response

The President and Mrs. Allen request the pleasure of the company of Governor and Mrs. Marshall at a concert and reception to be held at The White House on Wednesday evening, June 18, 1987 at nine oclock
White Tie

THE EXECUTIVE MANSION

THE EXECUTIVE MANSION

16

PROTOCOL

Samples of Formal Invitations When There Are Guests of Honor

Mrs. Warren Lewis Barton requests the pleasure of your company at coffee honoring the wives of members of the General Assembly of Virginia on Tuesday, the twentieth of February from eleven until half after twelve oclock The Executive Mansion
A reply is requested

Mrs. Warren Lewis Barton requests the pleasure of your company on the twentieth of February from eleven until half after twelve oclock The Executive Mansion

A reply is requested

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PROTOCOL

Example of an invitation when the Governor is female and married.

Example of an invitation when the spouse of the Governor has a different name and a title.

The Governor of Virginia and Mr. John Jones request the pleasure of your company at a reception on Friday, the tenth of March from six until seven-thirty oclock The Executive Mansion
R.S.V.P.

Governor Susan Smith and Dr. Robert White request the pleasure of your company for dinner on Sunday October 17, 2002 at seven oclock The Virginia Room The Williamsburg Lodge Williamsburg, Virginia
R.S.V.P. 804-555-2200 or [email protected]

Dress
Suggested Dress Definitions
One of the questions that seems to be uppermost in everyones mind when receiving an invitation is what is the appropriate dress? On many invitations the dress is indicated as white tie, informal, casual, etc., but even then uncertainty often exists as to the meaning of the terms. As one of the purposes of this book is to address practices as clearly as possible, the following dress definitions are offered.

Informal or Semi-formal
Men: Business suits Women: Dresses, short or long informal

Casual
Men and Women: Sports clothes to fit the activities planned; no coats or ties for men.

Military
Civilian terms often do not properly describe military attire. When the function is primarily a military affair, the armed services involved should be contacted for the best terminology to describe what the appropriate attire will be.

Formal
White tie means full evening dress tailcoats and white ties for men; long evening dresses for women. Black tie means tuxedos or dinner jackets for men; floor length or short evening dresses for women. For the Inauguration of the Governor of Virginia, males in the official party wear morning coats and women wear dark suits.
18

PROTOCOL

Receiving Line
A receiving line should be as short as possible, and the order of persons depends upon the formality of the occasion. In an official function for high-ranking dignitaries, the Department of State follows this sequence: host/hostess, guest of honor, guest of honors spouse, hosts/hostess spouse. (If the last person in line is female, a man should be added so a woman will not be left at the end of the line.) An alternate order, equally appropriate, is: host, hostess, guest of honor, and spouse of guest of honor. When the guest of honor is a head of state or government, the host and hostess relinquish their positions. The sequence is: Chief of State, spouse of Chief of State, host, hostess, and possibly another man. At an unofficial function, the hostess is first in the receiving line, then the guest of honor, the host, and the spouse of the guest of honor. For a Governors formal reception, it is customary for the Adjutant General of Virginia or his designee to stand at the entrance of the reception room to receive the names of the guests and convey them to the Governor by merely turning to him and saying Mr. Johnson. Guests do not shake hands with the Adjutant General, military designee or military aide and, in case of couples, give only the last name(s). A military aide may be placed at the end of the line to facilitate movement of the guests and to prevent a woman from being at the end of the receiving line.

Reception Room Guests Entry

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Sp

PROTOCOL

Dinners and Luncheons

Seating
Head Table Seating arrangements for a head table often cause unnecessary concern. As in other matters of protocol, courtesy and sound reasoning are the best guides, for many factors can alter established procedure. The following guide is to be considered in this light. At a formal occasion, the head table is arranged in order of precedence. If the guest of honor is to make an address, he sits to the right of the master of ceremonies at the center of the table. The second ranking guest sits at the left of the master of ceremonies and so on in alternating fashion. If at all possible, two women should not be seated together and a woman should not be left at the end of the table. A woman (or man) always takes the rank of her husband (or wife).
Spouse of The Former Governor Spouse of The Speaker of The House

When space permits, places are set along only one side of the table so the guests of honor face the tables at which the other guests are seated. The following is an example of seating for state functions where the Speaker of the House of Delegates is the Master of Ceremonies and the Governor is the Guest of Honor. Seated at the head table are:
The Governor and spouse The Speaker of the House of Delegates and spouse A former Governor and spouse A State Senator and spouse The local Mayor and spouse A city official

The Local Mayor

State Senator

The Governor

Spouse of Spouse of The Spouse of The The A Speaker of The Former State Local City The House Governor Governor Senator Mayor Official

Lectern

20

1 Tables of Eight At official functions, it is difficult to observe strict protocol when seating a table of eight. It may be easier to increase the number to ten. If not, either the correct order of precedence or the alternate seating of men and women must be sacrificed as shown below. Guests
The Host and Hostess The Governor and spouse The Speaker of the House and spouse A Mayor and spouse (outside of own city)* * see pp. 1 and 2

PROTOCOL

The Governor Spouse of The Mayor Hostess

Mayor

The Speaker

Spouse of The Speaker

Spouse of The Governor

Host The Speaker Spouse of The Mayor The Governor

Host

Hostess

Spouse of The Governor

Mayor

Spouse of The Speaker

21

PROTOCOL

Tables of Ten Guests

The Host and Hostess The Governor and spouse The Speaker of the House and spouse Former Governor and spouse A Mayor and spouse (outside of own city)* * see pp. 1 and 2.

The Governor Spouse of Former Governor Hostess

Mayor

The Speaker

Spouse of The Speaker

Spouse of The Mayor

Host

Former Governor Spouse of The Governor

Former Governor

Spouse of The Governor

Host

Spouse of The Speaker

Mayor

Spouse of The Mayor

The Speaker

Hostess

The Governor

Spouse of Former Governor

22

1 U-Shaped Table Guests

The Host and Hostess The Governor and spouse The Mayor of Richmond and spouse (Dinner is in Richmond) The Speaker of the House and spouse A former Governor and spouse The State Treasurer and spouse A State Senator and spouse A State Delegate and spouse A former Lt. Governor and spouse

PROTOCOL

Spouse of The Mayor

The Governor

Hostess

Host

Spouse of The Governor

The Mayor

The Speaker

Spouse of The Speaker

Spouse of State Treasurer

Spouse of Former Governor

Former Governor State Treasurer

State Senator

Spouse of State Senator

State Delegate

Former Lt. Governor

Spouse of Former Lt. Governor

Spouse of State Delegate

23

PROTOCOL Example 2 A corporation located in Richmond hosts a dinner held in Richmond, Virginia. Attendees are: the Mayor of Richmond, the Mayor of Norfolk, the U.S. Secretary of Education (the guest speaker), the Speaker of the Virginia House of Delegates, a Virginia Congressman (not from Richmond), a member of the Richmond City Council, a member of the Prince William County Board of Supervisors, and the Chairman of the Board of Supervisors of Fairfax County. Their ranking would be:
Mayor of Richmond U.S. Secretary of Education Virginia Congressman Speaker of the Virginia House of Delegates Mayor of Norfolk/Fairfax County Board Chairman Member of Richmond City Council/Member of Prince William County Board of Supervisors (If the dinner were in honor of the Norfolk Mayor or if he were the host, he would be seated in a higher position at the table. The Mayor and the Chairman are ranked equally. The Council Member and the Board Member are also ranked equally.)

Special Events
When mixing federal, state, and local officials, official rank and sound reasoning determine precedence. The purpose of the function must also be taken into consideration. If the order of precedence is being used to make table arrangements, the host and hostess assume a new position in seating. A mayor of a large city might be placed after a U.S. Senator or member of the U.S. House of Representatives. However, if the event were being held in the Mayors city, only the Governor, the U.S. President, or the U.S. Vice President would outrank him. One protocol book suggests that Lieutenant Governors in their own states equate to a Deputy or Under Secretary of an executive department on the federal level. Example 1 The Governor of Virginia is hosting a dinner at a Governors Conference in Williamsburg, Virginia. An event of this nature is generally considered more of a national event than a state event, and federal precedence is applied. Attending are: a member of the U.S. Senate from Virginia, 12 other southern governors, the Lieutenant Governor of Virginia, a Virginia State Senator, two members of the Virginia House of Delegates, the Mayor of Williamsburg, and a member of the Williamsburg City Council. Their ranking would be:
Governor of Virginia Mayor of Williamsburg Member of the U.S. Senate from Virginia Governors in order of states admission to the Union Virginia Lieutenant Governor Virginia State Senator Members of the Virginia House of Delegates* Member of Williamsburg City Council

Place Cards
For seated occasions of more than eight people, place cards eliminate confusion and provide identification. Place cards should be simple, as they are not intended to be a decoration but to serve a practical purpose. Names should be clearly legible. The names are usually written as you would introduce one guest to another, e.g. Mr. Randolph, Commander Brown, or Mrs. Williams. However, certain dignitaries are so important that their place cards are written by title alone. Their position is usually of the sort that only one person at a time can hold, e.g. The President, The Vice President, The Attorney General, The American Ambassador, The Governor, etc. Other notables have their names in addition to titles, e.g. Justice Fair, Senator Essex, etc. For spouses of officials, the place cards are simply written Mrs. (or Mr.) Tait; titled women are given their titles, as Duchess of Windsor or Lady Gloria Glover. (See also Forms of Address)

* If two members of a house of the Virginia General Assembly rank equally, they may be seated alphabetically. The highest-ranking man usually sits at the right of the hostess and the wife of the highest-ranking man sits at the right of the host for unofficial occasions. However, when seating according to true precedence, the highestranking man is seated at the right of the hostess and the highest-ranking woman (who may not be the wife of the highest-ranking man) is seated at the right of the host. The second ranking man is seated at the left of the hostess and the second ranking woman at the left of the host.
24

PROTOCOL

Precedence to Dining Room

At a formal dinner at the Executive Mansion, the Governor leads the way into the dining room, escorting the highest-ranking guest of the opposite sex. The Governors spouse and his or her escort enter last. At a large, public, official function, the host escorts the highest-ranking female guest, followed by the hostess and the guest of honor. These two couples lead the way to dinner. If the guest of honor is a woman, the host escorts her to dinner first. They are followed by the hostess and the highest-ranking male guest. The hostess and the guest of honor lead the way only if the guest of honor is extremely high ranking.

subject and sequence should be made known to the ranking foreign guest who will respond to them. Some reference to the guests country is usually made. Toasts are usually offered with champagne or dessert wine during or after the dessert course. A guest being toasted does not drink and remains seated. Everyone present, without rising, drinks the general toast To your health. The general format for a toast to a chief of state is His Excellency, The President of the French Republic.

Toastmaster
The chairman, toastmaster, or master of ceremonies sits at the center of the most prominent table. After the dessert is served, the toastmaster rises and makes a few remarks ending with a reference to the first speaker. The toastmaster then introduces the speaker by saying, It gives me great pleasure to introduce Dr. Marvin Blackburn.

Toasts
Ceremonial toasts require advance planning by the host who should consider the occasion, the guest of honor, and the country of the latter. There are times when toasts are expected and other times when a short welcoming speech to the honored guest is more appropriate. When ceremonial toasting is to occur, the

25

PROTOCOL

Foreign Visitors
Many foreign visitors come to Virginia to meet with the Governor and state officials or to attend various conferences or special events. It is important that the host is familiar with the customs of the visitors particular country; what gifts, food, and activities are appropriate; the proper form of address; what gestures that are common to an American really mean in the visitors country; and any other bits of information that will make both the host and the visitor more comfortable during the visit. It would entail extensive narration to address these aspects for the many countries represented by visitors to Virginia. It is more practical to provide several resources that the host could use to determine the best way to conduct business and entertain a guest from a particular foreign country. The following resources will most likely lead to others that will be helpful: Axtel, Roger E. Dos and Taboos of Hosting International Visitors. New York: John Wiley & Sons, 1990. Axtel, Roger E., ed. Dos and Taboos Around the World. 3rd Edition. Compiled by The Parker Pen Company. New York: John Wiley & Sons, 1993. Morrison, Terri, Wayne A. Conway, and George A. Borden. Kiss, Bow or Shake Hands: How to Do Business in Sixty Countries. Holbrook, MA: Bob Adams, Inc. Publisher, 1994. Culture Shock: A Guide to Customs and Etiquette: (A series of individual books by various authors on 50+ specific countries.) Portland, OR: Portland Graphic Arts Center Publishing Company, 1990s. Post, Peggy and Peter Post. Emily Posts, The Etiquette Advantage in Business, Personal Skills for Professional Success. 1st ed. New York: Harper Collins Publishers, Inc., 1999. Nwanna, Gladson. Dos and Donts Around the World: A Country Guide to Cultural and Social Taboos and Etiquette. Baltimore, MD: World Travel Institute,1998. Axtell, Roger, ed. The Dos and Taboos of Body Language Around the World. rev. and enl. ed. New York: John Wiley & Sons, 1997. Dresser, Norine. Multicultural Manners: New Rules of Etiquette for a Changing Society. New York: John Wiley & Sons, Inc. 1996.

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I NAU G U R AT I O N
At the request of the Commonwealth Inaugural Committee, the Department of Military Affairs arranges for placement and firing of the cannon to honor the newly sworn in Governor with a 19-gun salute. It is traditional that the casing of the first shot fired be presented to the Governor. They also provide the jet flyby, if one is scheduled. Since the Speaker of the House of Delegates presides over the swearing-in ceremony, the Clerk of the House provides valuable information on the procedures, the finances, the traditions, and the many details of the days activities. The Capitol Police provide security for the days activities within the Capitol building and Capitol Square and transportation for members of the General Assembly, when requested. The Virginia State Police provide security for the dignitaries and the general areas surrounding the Capitol Square as well as transportation for the principals where needed. The schedule of activities on the day of Inauguration may vary somewhat. Some incoming officials have requested a service at a downtown church. Some have had a Prayer Breakfast or an early morning reception for General Assembly members and invited guests. No matter what activity is chosen, the public swearing-in ceremony traditionally begins at 12 noon. Participants gather in different parts of the Capitol to organize for their entry onto the inaugural platform. The Ceremonial Inaugural Committee, dressed in formal attire, assembles in a House Room. The Committee proceeds by motorcade to where the Governor-elect, the Lieutenant Governor-elect, and the Attorney General-elect and their families have gathered and escorts them to the Capitol. Distinguished guests gather in the Old House Chamber. The members of the House and the Senate meet in their respective chambers and then the Senate joins the House of Delegates to convene a joint session in the House Chamber. The outgoing state officials and their family members assemble in the Old Senate Chamber. The incoming state officials, dressed in formal attire, and their families gather in a House Room and then move to the Old Senate Chamber.
27

he inauguration of a new Governor, Lieutenant Governor, and Attorney General is held on the first Saturday after the General Assembly Session begins in January of the year following the statewide election. The inaugural activities on that day are prescribed by statute and tradition but also allow for some special requests by the Governor-elect. Until 1982, the swearingin ceremony and parade reviewing stands were located on the South Portico of the Capitol Building. The ceremony was moved to the north side of the building in 1982 where more space was available for reviewing stands and spectators. Since that time, the Governorelect has chosen whether to use the South Portico or north side of the Capitol for the ceremony. On one occasion, to allow more seating for the swearing-in ceremony, the swearing-in took place on the South Portico and the parade was reviewed on the north side of the building. The Commonwealth Inaugural Committee appointed by the Governor-elect, Lieutenant Governor-elect, and Attorney General-elect is charged with planning the inaugural day activities. This includes: (1) developing and issuing the invitations and the programs, (2) choosing the participants in the parade, (3) developing a budget within the appropriation provided by the House of Delegates, (4) managing the guest lists for the activities of the day and evening, and (5) coordinating with state officials throughout the process. Many executive, legislative, and judicial staff assist the staff of the Commonwealth Inaugural Committee to plan and execute inaugural activities. The House of Delegates and Senate appoint members just prior to the inauguration to serve on a Ceremonial Inaugural Committee to escort the incoming officials and their families to and during the days activities. The Department of General Services installs the Official Party reviewing platform and stands for the public and news media, secures and sets up the sound system, provides sanitary facilities, and coordinates parking. They prepare the Governors Office for the new Governor and his staff beginning at noon on the day of the inauguration to be ready for use the following day. They move the outgoing Governor and his family from the Executive Mansion and move the incoming Governor and his family into the Executive Mansion over that weekend.

I NAU G U R AT I O N The oaths of office are administered to the Attorney General-elect first, then to the Lieutenant Governorelect, and finally to the Governor-elect. At the conclusion of the oaths, there is a 19-gun salute by the National Guard and a jet flyby, if that has been requested. After the salute, the previous Governor and his family retire from the platform. The newly sworn Governor addresses the assembled guests and signs procedural Executive Orders. The Joint Session of the General Assembly is adjourned and the parade begins. After the parade, the First Family proceeds to the Executive Mansion. Some Governors have chosen to have public events at the Executive Mansion or in the Capitol on the afternoon of the inauguration or the following day. An Inaugural Ball is traditionally held in the evening. To accommodate the large number of people of various ages who wish to celebrate with the new Governor, Lieutenant Governor, and Attorney General, officials have requested that additional balls be held.

Prior to any movement to the inaugural platform, it is traditional that the outgoing Governor meet with and present to the incoming Governor the keys to the Executive Mansion. At the appointed time, the distinguished guests move to the platform followed by the outgoing state officials and their families. The Sergeant at Arms announces the arrival on the platform of the outgoing Governor and his family, the members of the Ceremonial Inaugural Committee, the Attorney General-elect, Lieutenant Governor-elect, and Governor-elect with their families and in that order. When everyone is in place, the Speaker of the House begins the ceremony which is orchestrated by the Clerk of the House.The Governor-elect chooses the minister(s) to deliver the invocation and the benediction and any musical performer (singer or reader) or performance (band or orchestra) that is part of the ceremony. Each of the incoming officials selects the person who will administer his oath of office. It is required by statute that the person administering each oath be a member of the Virginia judiciary.

28

PLANNING FOR A VISIT TO OR FROM THE GOVERNOR

Information on whether the First Lady is included and what she is to do (required or optional) if she is included. When the Governor accepts the invitation, the following information should be provided at least one week prior to the event: Directions to area (including any special entrance and parking designated for Governors car). Name and title of person meeting the Governor and the exact place of meeting. A copy of the distributed invitation to the event, if applicable. Name and title of person introducing the Governor.
(It is customary in Virginia for everyone to stand when the Governor enters a room or when he rises to speak, as a show of respect for the Office.)

In the Governors Office

equests for office appointments with the Governor should be made in writing on letterhead, if applicable. Requests should be mailed, e-mailed, or faxed to the Governors Office and should include: Subject to be discussed Those attending Time requirement Contact person and phone number The Governors Office confirms the time of the appointment and states any time constraints. Generally, confirmation of the appointment and any subsequent adjustments are made by telephone. Should the Governor request the presence of additional people at the meeting and lead time allows, the visitor will be notified by phone of the Governors decision.

Away from the Governors Office

Events and situations involving the Governor flow more smoothly when everyone involved knows what is expected. The following procedures have proven satisfactory in planning for a gubernatorial visit: All invitations to the Governor should be made in writing, using letterhead of the individual or organization, if applicable. Although an immediate acceptance or decline may not be possible, invitations are acknowledged as soon as possible. All arrangements for a visit are confirmed one to two days before the event.

A copy of the program, if available, or an outline of the planned agenda. The guest list, if available and practical (based on the size of the event). An invitation or attendance list of elected officials (should the full guest list not be available or practical).

Office Responsibility
When the Governor accepts an invitation, the Governors Office provides the person in charge of the event with as much information regarding the Governors plans and needs as possible. This includes: Times and sites of arrival and departure, method of transportation. Composition of the Governors official party.

Host Responsibility
The host or hostess should provide the following information in the initial written letter of request: Sponsoring organization and/or person; type and size of audience; name, position, phone and fax numbers, and email address of contact person. Date, time, and exact location (town, street, building). What is expected of the Governor (speech, dinner, receive/give gift, unveil plaque, etc.). Speech topic, if not optional, and time allotted.

Any special needs that might exist such as light on the podium, arrangements for security or support staff, or supplemental transportation. The Governors security will visit the site at least one day prior to the event to become familiar with the area and plans surrounding the Governors participation. Should lodging be required, the Governors staff will make those arrangements.

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TRADITIONAL EVENTS AT THE EXECUTIVE MANSION

3. An event for the Pages of the House of Delegates and the Senate. Over the years, this has taken the form of a breakfast or an informal dinner. 4. A dinner for the Justices of the Supreme Court and their spouses. This is usually a black tie event. 5. A Christmas Party for members of the Governors Office staff and their spouses. 6. An Open House is often held during selected legislative sessions for staff in the General Assembly. 7. Mansion Tours and Open Houses. The Executive Mansion is open to the public for prearranged and scheduled tours. Requests for tours are managed by the Mansion staff. In addition, when Open Houses are held during special seasons of the year, such as Christmas and Garden Week, visitors may come to the Mansion on the days and hours scheduled.

ome social events are held at the Executive Mansion at such regular intervals as to become almost traditional. These functions are held at the discretion of the Governor as many conditions determine whether the functions should be modified or eliminated. Events that have been held fairly regularly over the past years are: 1. A formal reception for the members of the General Assembly, the Clerk of the House of Delegates, the Clerk of the Senate, state agency heads, and spouses. This reception is primarily scheduled during the long legislative sessions rather than the short ones. 2. A Coffee or tea for spouses of the members of the General Assembly and the Governors Cabinet. Spouses of state officials have been included here or have been invited to a separate function specifically for them.

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5
Alabama Alaska Arizona Arkansas California Colorado

S TAT E S I N F O R M AT I O N

Order of Entry into the Union

December 14, 1819 January 3, 1959 February 14, 1912 June 15, 1836 September 9, 1850 August 1, 1876 January 9, 1788 December 7, 1787 March 3, 1845 January 2, 1788 August 21, 1959 July 3, 1890 December 3, 1818 December 11, 1816 December 28, 1846 January 29, 1861 June 1, 1792 April 30, 1812 March 15, 1820 April 28, 1788 February 6, 1788 January 26, 1837 May 11, 1858 December 10, 1817 August 10, 1821 22 49 48 25 31 38 5 1 27 4 50 43 21 19 29 34 15 18 23 7 6 26 32 20 24 Montana Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming November 8, 1889 March 1, 1867 October 31, 1864 June 21, 1788 December 18, 1787 January 6, 1912 July 26, 1788 November 21, 1789 November 2, 1889 March 1, 1803 November 16, 1907 February 14, 1859 December 12, 1787 May 29, 1790 May 23, 1788 November 2, 1889 June 1, 1796 December 29, 1845 January 4, 1896 March 4, 1791 June 26, 1788 November 11, 1889 June 20, 1863 May 29, 1848 July 10, 1890 41 37 36 9 3 47 11 12 39 17 46 33 2 13 8 40 16 28 45 14 10 42 35 30 44

Connecticut Delaware Florida Georgia Hawaii Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri

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S TAT E S I N F O R M AT I O N

Governors and their Addresses

The most current resource for the names and addresses of the governors of the states and territories is the website for the National Governors Association. That site is: www.nga.org.

Legislatures and their Addresses

The most current resource for the addresses of and information on the legislative bodies of the states and territories is the website for the National Conference of State Legislatures. That site is: www.ncsl.org.

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VIRGINIA NAMES AND SYMBOLS

The lesser seal shall be affixed to all grants for lands and writs of election issued by the Governor; to all letters of pardon and reprieve; and to all commissions, civil and military, signed by the Governor. The lesser seal shall also be affixed to all other papers requiring a seal and authorized to be issued by the Governor for the purpose of carrying the laws into effect within the Commonwealth.The lesser seal, when deemed necessary by the Secretary of the Commonwealth, may be used as an authentication of the Secretarys or the Governors official signature. As stated in the Code of Virginia, 7.1-31.1, The seals of the Commonwealth shall be deemed the property of the Commonwealth; and no persons shall exhibit, display, or in any manner utilize the seals or any facsimile or representation of the seals of the Commonwealth for nongovernmental purposes unless such use is specifically authorized by law. Any use of the Seal of Virginia, including that of agencies and representatives of the Commonwealth, must be approved by the Secretary of the Commonwealth.

Names
Virginia

irginia was named for Queen Elizabeth I of England who was known as the Virgin Queen.

The Commonwealth of Virginia

The term commonwealth derives from English government and is defined today as a state where the power is vested in the people. Virginia has been referred to as a Commonwealth since it gained independence from Great Britain. Virginias Constitution, adopted on June 29, 1776, stated that all commissions and grants would be issued in the name of the Commonwealth of Virginia and would bear the Seal of the Commonwealth.

The Old Dominion

In appreciation for Virginias loyalty to the crown, King Charles II of England named Virginia the Old Dominion, adding Virginia to his dominions of Ireland, Scotland, and France.

Symbols
Greater and Lesser Seals of Virginia
Virginias great seal was adopted by the Virginia Convention on July 5, 1776. Its design was the work of a committee composed of George Mason, George Wythe, Richard Henry Lee, and Robert Carter Nicholas. George Wythe, a classical scholar, was probably the principal author of the design, which took its theme from ancient Roman mythology. The obverse side of the Great Seal depicts Virtue standing, in triumph, over Tyranny. Virginias motto Sic Semper Tyrannis, translated as Thus Always to Tyrants, appears at the bottom of the Seal. The reverse side of the Great Seal depicts (left to right) Eternity, Liberty, and Fruitfulness. The word Perservando across the top is translated as Persevering. Both sides of the Seal are bordered by Virginia creeper. The great seal shall be affixed to documents, signed by the Governor, which are to be used before tribunals, or for purposes outside of the jurisdiction of this State; and in every such case, except where the State is a party concerned in the use to be made of the document, the tax imposed by law on the seal of the State shall be collected and accounted for by the Secretary of the Commonwealth, as keeper of the seals.
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Obverse

Reverse

Lesser Seal of the Commonwealth

6 VIRGINIA NAMES AND SYMBOLS

Senate Seal
7.1-41 of the Code of Virginia directs that the Senate Rules Committee must approve any use of the Seal adopted by the Senate of Virginia. Such requests should be directed to the Clerk of the Senate. Current and former members of the Senate of Virginia may use the Seal of the Senate. The Seal for current members should be gold, and the Seal for former members should be blue. The Seal should not be used for any commercial purpose. Improper use of the Seal is punishable by law.

State Song
The song Carry Me Back to Old Virginia, written by James A. Bland and adopted as the official song of the Commonwealth of Virginia at the 1940 Session of the General Assembly of Virginia, was retired in 1997 when it was designated as the official song emeritus. Because of its emeritus status, it is no longer played at state functions.

Emblems
Numerous emblems have been designated over the years as official representatives of Virginia and others are added periodically. A complete listing may be found in the Code of Virginia beginning with 7.137.

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S TAT E H O L I D AY S
he legal holidays to be observed by the people of Virginia are: Labor Day The first Monday in September Columbus Day and Yorktown Victory Day The second Monday in October Veterans Day The eleventh day of November Thanksgiving Day and the day following The fourth Thursday and Friday next following in November Christmas Day The twenty-fifth day of December Any other day so appointed by the Governor of Virginia or the President of the United States.

New Years Day The first day of January Lee-Jackson Day Friday preceding the third Monday in January Martin Luther King, Jr. Day The third Monday in January George Washington Day The third Monday in February Memorial Day The last Monday in May Independence Day The fourth day of July

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MEETINGS OF THE HOUSE OF DELEGATES AND THE SENATE

Guests
It is traditional for the spouse of the Governor, the Supreme Court Justices, the State Corporation Commission Judges, the Attorney General, two special guests of the Governor, the Governors Cabinet Secretaries, and the Governors Chief of Staff and Counsel to be seated just below the speakers platform in an area referred to as the well. The Clerk of the House reserves seating for these individuals and also arranges for additional seating to accommodate the members of the Senate and other guests. Limited seating is available on the floor of the Chamber for staff members of the Governor, the Attorney General, and the Lieutenant Governor as well as guests of House and Senate members on the floor of the Chamber. Spouses of the Lieutenant Governor, the Attorney General, the President Pro tempore of the Senate, and the Speaker of the House as well as additional staff members in the Governors Office, the House of Delegates, and the Senate are seated in the gallery of the House Chamber. All participants who have been designated for introduction when entering the Chamber and have been assigned seating in the well of the Chamber assemble in the Old House Chamber to be placed in the proper order of entry. The Sergeant at Arms announces their arrival in the prescribed order into the Chamber as a group (e.g. Supreme Court Justices, Corporation Commission Judges, etc.) or individually (e.g.Attorney General, Governors Secretaries, etc.) Once announced, they are escorted to their seats in the Chamber and await the announcement of the Governors arrival.

Joint Session
State of the Commonwealth Address
he Virginia Constitution, Article V, 5, states The Governor shall communicate to the General Assembly at every regular session the condition of the Commonwealth, recommend to its consideration such measures as he may deem expedient . . . The Governor traditionally addresses the Joint Session of the Senate and the House of Delegates on the opening day of the General Assembly which, as prescribed by the Constitution of Virginia, meets annually on the second Wednesday in January.

Schedule
Several weeks prior to the opening session, the Clerk of the House informally contacts the Governors Chief of Staff and the Clerk of the Senate to discuss an appropriate time. The Speaker of the House then consults with the Governor and the President of the Senate to confirm the proposed time. The time of the Governors Address is then set forth in a Procedural Resolution.

Procedure
The first formal invitation to the Governor to speak to the General Assembly is through a House Joint Resolution resolving to meet in Joint Session to receive the Governor of Virginia and such communication as he may desire to make. At the fixed hour for the meeting of the Joint Assembly, the President of the Senate, the President Pro Tempore of the Senate, the Clerk of the Senate, and the Senators proceed to the Hall of the House of Delegates. The Sergeant at Arms announces the arrival of the Senate to the Speaker of the House, and the Delegates stand to receive the members of the Senate. The Senators generally sit in proximity to their corresponding Delegates. The President of the Senate sits on the Speakers right and the President Pro Tempore sits on the Speakers left. Once all members are seated, the Speaker, presiding as President of the Joint Assembly, calls the Joint Assembly to order. The Senate Clerk calls the roll of the Senate in alphabetical order and announces that a quorum is present. The members of the House register their presence on the electronic voting board.

Notifying the Governor

The Joint Assembly adopts a resolution that the President of the Joint Assembly appoint a committee of House and Senate members to notify the Governor that the Joint Assembly is duly organized and would be pleased to receive him and any communication he may desire to make. The committee then escorts the Governor to the House Chamber.

Entering and Leaving the Chamber

When the committee arrives at the door with the Governor, the Sergeant at Arms steps forward from the back of the Chamber, gains the attention of the President of the Joint Assembly, who recognizes the Sergeant at Arms who announces Mr. President, the Governor of
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MEETINGS OF THE HOUSE OF DELEGATES AND THE SENATE In 1934 reconstruction of the first capitol at Williamsburg was completed. Colonial Williamsburg invited the General Assembly to convene a commemorative session. The General Assembly issued a Joint Resolution accepting the invitation, and since that time has held regular commemorative sessions every four years. The Joint Commemorative Session is conducted in a fashion similar to joint sessions of the General Assembly held today. Guests invited to attend the session may include, but are not limited to, Virginias elected officials, the justices of the Supreme Court, former governors of Virginia, Colonial Williamsburg Foundation officials, Virginia members of the United States Congress, state officials, and local officials. Guest speakers have included governors, members of Congress, federal and state officials, foreign dignitaries, ambassadors, educators, historians, and even one president of the United States. Their topics usually encompass a historical theme.

Virginia. Traditionally, the Governor comes down the center aisle as the Assembly stands and applauds. He approaches the podium from the left or right side (his choice) and is seated behind the Clerks desk. He is introduced by the President of the Joint Assembly and makes his address from the Clerks desk, directly in front of the Speakers seat. The Clerk of the Senate and the Deputy Clerk of the House sit at the Governors right and the Clerk of the House and the Deputy Clerk of the Senate sit at the Governors left. No other individuals occupy the podium. Following the address, those attending the Joint Assembly rise and applaud as the Governor leaves the podium from the opposite side on which he entered. The Governor greets each of his own personal party and proceeds up the center aisle and out of the Chamber. The Governors family member(s) proceed directly behind him. All other guests in the Chamber and in the balcony are requested to remain in place. The President of the Joint Assembly calls the session back to order and calls upon a previously selected senator who moves that the Governors speech be printed as Senate Document 1. Another previously selected senator is called upon to move that the Joint Assembly be adjourned, and a voice vote adjourns the session. House members, all guests, and the media remain in place until the Senate departs. The Senate returns to its own Chamber to adjourn. The House adjourns, and all guests and media may leave.

Adjournment Sine Die

At the closing session of the General Assembly, the House informs the Senate that it is ready to adjourn sine die by communication of an adopted House Joint Resolution. The resolution states that a committee comprised of members of the House of Delegates and the Senate will be appointed to inform the Governor that the current Session of the General Assembly is ready to adjourn sine die and to ask if the Governor has any communication to make. The group proceeds to the Governors Office to deliver the communication. The Governor then thanks the Committee and sends his communication, which is read or distributed by the House and Senate Clerks to members of their respective bodies.

Commemorative Sessions
The House of Burgesses first met in a wooden church at Jamestown in 1619. In 1699 the capital was moved to Williamsburg and the Burgesses met in the Capitol building. The Virginia Constitution of 1776 confirmed the bicameral legislature, naming the two houses the House of Delegates and the Senate. Together the two houses are referred to as the General Assembly of Virginia. In 1780 the seat of government was moved to Richmond, but it was not until 1788 that the legislative bodies were able to meet in the newly constructed Capitol.

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C A P I T O L S Q UA R E
old and new halls of the House of Delegates, the Rotunda, the offices of the Clerks of the Senate and the House of Delegates, the legislative committee rooms, the enrolling office, or any other area specifically designated as legislative space. These spaces are the responsibility of the Clerks of the Senate and the House of Delegates.

he Division of Engineering and Buildings of the Department of General Services, under the direction and control of the Governor, shall have control of the Capitol Square, excepting those areas under the control of the General Assembly, the public grounds, and all other property at the seat of the government not placed in the specific charge of others. The Director shall have no control nor responsibility with respect to the old and new Senate chambers, the

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FLAG CEREMONIES

United States Flag

t is the universal custom to display the flag only from sunrise to sunset on buildings and on stationary flagstaffs in the open. However, when a patriotic effect is desired, the flag may be displayed 24 hours a day if properly illuminated during the hours of darkness. It should not be displayed on days of inclement weather, except when an all weather flag is displayed. The flag should be hoisted briskly and lowered ceremoniously. The flag should be displayed on all days, especially on New Years Day, January 1; Inauguration Day, January 20; Lincolns Birthday, February 12; Washingtons Birthday, third Monday in February; Easter Sunday (variable); Mothers Day, second Sunday in May; Armed Forces Day, third Saturday in May; Memorial Day (half staff until noon), the last Monday in May; Flag Day, June 14; Independence Day, July 4; Labor Day, first Monday in September; Constitution Day, September 17; Columbus Day, second Monday in October; Navy Day, October 27; Veterans Day, November 11; Thanksgiving Day, fourth Thursday in November; Christmas Day, December 25; such other days as may be proclaimed by the President of the United States; the birthdays of States (date of admission); and on State holidays. The flag should be displayed daily on or near the main administration building of every public institution, in or near every polling place on election days, and during school days in or near every schoolhouse. The flag should never be displayed with the union down except as a signal of dire distress. It should never touch anything beneath it the ground, floor, water, or merchandise. It should never be carried flat or horizontally, but always aloft and free. In order that no disrespect is shown to the flag of the United States, the flag should not be dipped to any person or thing. Regimental colors, state flags, and organizational or institutional flags are to be dipped as a mark of honor. When used in connection with the unveiling of a statue or monument, the flag should form a distinctive feature during the ceremony, but the flag itself should never be used as the covering for the statue. Dry cleaning a soiled flag is not prohibited, but when it is in such condition that it is no longer a fitting emblem for display, it should be destroyed in a dignified manner, preferably by burning. Many veterans and scouting organizations collect tattered flags for ceremonial
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The U.S. flag, when displayed with another flag, against a wall from crossed staffs, should be on the right, the flags own right, and its staff should be in front of the staff of the other flag. The flag, when carried in a procession with another flag or flags, should be on the marching right; that is, the flags own right.

If there is a line of other flags, it should be carried in front of the center of that line.

The flag should be at the center and highest point of the group when a number of flags of States or localities or pennants of societies are displayed from staffs.

10

FLAG CEREMONIES

burning. If burning is not an option, some have suggested that it be shredded. During the ceremony of hoisting or lowering the flag or when the flag is passing in a parade or in a review, all persons present except those in uniform should face the flag and stand at attention with the right hand over the heart. Those present in uniform should render the military salute.When not in uniform, men should remove the headdress with the right hand holding it at the left shoulder, the hand being over the heart. Aliens should stand at attention. The salute to the flag in the moving column should be rendered at the moment the flag passes. When flown at half staff, the flag should be first hoisted to the peak for an instant and then lowered to the halfstaff position. It should be raised to the peak before it is lowered for the day. Only the President of the United States and governors of states, territories, or possessions of the Untied States have the authority to lower the United States flag to half-staff.

The flag of the United States should always be at the peak if flown with other governmental flags or flags of societies. When flown from adjacent staffs, the flag of the United States should be hoisted first and lowered last. When flags of two or more nations are displayed, they are to be flown from separate staffs of the same height, and the flags should be of approximately equal size. The United States flag is at the far right, the flags right, and is hoisted first followed by the flags of the other nations in alphabetical order.

The flag should never be used to cover or drape a speakers stand or platform. Bunting is used for this purpose and is hung with the blue stripe at the top, the white in the middle, and the red at the bottom. When used on a speakers platform, the flag, if displayed flat, should be displayed above and behind the speaker.

When displayed from a staff and placed on the platform with the speaker, the flag should occupy the position of honor and be placed at the speakers right as he faces the audience. Any other flag so displayed on the platform should be placed at the speakers left as he faces the audience. If the U.S. flag is displayed at the audience level, the audience becomes prominent and the flag is positioned at the audiences right.

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FLAG CEREMONIES

Use of Flag for a Funeral

The Flag Code does not prohibit use of the U.S. flag on the casket of any American citizen, but it is usually reserved for the following:
President or Vice President of the United States or former office holders Cabinet Members appointed by the President or former office holders Members of active military Honorably discharged veterans Retired military personnel

Closed Casket Head

Open Casket Head

Flag Display on an Automobile

The staff should be fixed firmly to the chassis or clamped to the right front fender of the vehicle.
Half Closed Casket Head

Flag Display in Parade or Program

When flags of two or more nations are displayed, they are to be flown from separate staffs of the same height. When displayed with the United States flag, the foreign flag assumes the second position in line. The foreign nations flag would precede the state or city flag, except when the state or city is the host to the foreign visitor. When the state is hosting, the state flag assumes the second position of honor, the visiting foreign dignitarys flag assumes the third position, and the city flag assumes the fourth position. The order of precedence for flags is:
The United States flag The flags of foreign countries (usually displayed in alphabetical order) The United States Presidents flag State flags (either in order of admission to the Union or in alphabetical order) Military flags Personal flags by order of rank

(Striped section of flag folded under to shorten length.) The flag is placed on a closed casket with the union at the head and over the left shoulder of the deceased. When the casket is totally open, the flag is folded to the shape of a cocked hat and placed in the lid at the left shoulder of the deceased. If the lid is closed over the lower half of the remains, the flag is folded and draped in the same relative position as for a closed casket. It should not be lowered into the grave or be allowed to touch the ground. It may be given to the nearest of kin during the service.

(Other territorial flags may be flown in the order presented after the state flags. These are District of Columbia, Commonwealth of Puerto Rico, Guam, American Samoa, and Virgin Islands.)

The United States flag commands the position of honor; i.e. the highest elevation which is always the honor point regardless of its relative position from right to left. If all flags are on the same elevation, then the honor point is the right-hand position, considered to be the flags own right as to the directional facing. If mounted on the front fenders, the United States flag would fly freely on the right-front fender as you sit in the drivers seat. Other flags may be displayed from a multiple holder on the left-hand front fender or on the right-hand front fender with the United States flag at the honor point.

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FLAG CEREMONIES

Virginia Flag
As directed by the Code of Virginia, 7.1.35, it is the responsibility of the Director of the Division of Engineering and Buildings that during the sessions of either house of the General Assembly, the flag of the Commonwealth shall be kept raised over the Capitol or other place of session. 22.1-133 of the Code of Virginia states that displaying the flags of the United States and the Commonwealth at each public building within the Commonwealth is authorized and encouraged. Further, a Virginia flag shall be furnished by the Commonwealth for each new public school upon written request to the Governor by the local school board having jurisdiction. Such a request should be accompanied by a statement from the local school board that it will furnish and maintain a flagstaff or pole, and the ropes, pulleys and other equipment needed for flying the flag. The flag of the Commonwealth may be flown on the same flagstaff or pole as the flag of the United States and immediately thereunder. If a separate flagstaff or pole is provided for the flag of the Commonwealth, such flag shall be flown to the immediate left of the flag of the United States. Virginia State flags may be purchased from the Division of Purchases and Supply of the Department of General Services in Richmond, Virginia. There are no prescribed guidelines either in the Code of Virginia or in practice for disposal of the Virginia flag. Therefore, it is suggested that the guidelines for disposal of the United States flag be followed, if possible. With any method, disposal should be carried out in a respectful manner.
Head

Placement of State Flag over Casket

As with the United States flag, it should not be lowered into the grave, and it may be presented to the next of kin during the service.

Occasions for Flying the State Flag at Half-Staff

When flying a flag at half-staff, it should first be raised to its peak and then lowered to half-staff. Before lowering it for the day, it should first be raised to its peak and then lowered. The State flag shall be flown at half-staff: On May 30 Memorial Day. On this day the State flag is displayed at half-staff until noon only, then raised to the top of the staff. Thirty days from the day of death of the Governor, Governor-elect, or a former Governor of the Commonwealth of Virginia. Fifteen days from the day of death of the Lieutenant Governor, Lieutenant Governor-elect, Attorney General, Attorney General-elect, Chief Justice of the Supreme Court, President Pro Tempore of the Senate, Speaker of the House of Delegates, or member of Virginias Congressional Delegation. Ten days from the day of death of a former Lieutenant Governor, Attorney General, Chief Justice of the Supreme Court, President Pro Tempore of the Senate, or Speaker of the House of Delegates. Five days from the day of death of an Associate Justice of the Virginia Supreme Court. The flag will be flown at the Capitol at half-staff from the day of death until sundown of the day of interment of a State Senator or a member of the House of Delegates who died in office.

Use of the Virginia Flag for a Funeral

There is nothing in the Code of Virginia relative to draping a casket with the Virginia flag. Based on usage of the United States flag for this purpose, the following guidelines are suggested. At the request of the family and provided by the family or friends of the deceased, the Virginia state flag may be used on the casket of current or former statewide elected officials, members of Congress or the General Assembly, state law enforcement personnel, and members of the Virginia National Guard. It may also be used at funerals of local law enforcement personnel or state employees when killed in the line of duty.

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10 The flag will be flown at half-staff at the Capitol in the event of death of a member of the Governors Cabinet or other State officials and former officials at the discretion of the Governor, and on such other occasions as ordered by the Governor, or in the absence of the Governor, the Secretary of Administration, or in the Secretarys absence, the Director of the Department of General Services. The United States flag will remain at full staff except: (1) on any occasion when the flag of the United States is flown at half-staff by Federal statute or Executive Order or (2) by order of the Governor in the event of death of a present or former official of the government of the state. The Virginia flag will be flown at half-staff when the United States flag is flown in such a manner. Any communications to be sent throughout the state in regard to flying the State flag at half-staff will be managed by the Division of Capitol Police in the following manner. Upon receipt of a written order from the Governor, the Capitol Police will notify the members of the Governors Cabinet and selected state agencies at the seat of government (listing to be maintained by Capitol Police and shared with Cabinet Secretaries when administrations change). State agencies not contacted by the Capitol Police will be notified by their respective Governors Cabinet member. The Capitol Police will notify local governments. A decision to fly the flag or flags at half-staff throughout the State will be made known to the public by a press announcement from the Governors Office. All such orders to fly the State flag at half-staff will be issued by the Governor in written form indicating the occasion being observed, the flag(s) to be lowered (Virginia only or Virginia and United States), and the length of time the flag(s) should be at half-staff. In the absence of the Governor, the Secretary of Administration will issue such orders or, if the Secretary of Administration is absent, the Director of General Services shall issue such orders.

FLAG CEREMONIES

POW/MIA Flag
In 2.2-3310.1 of the Code of Virginia, the General Assembly of Virginia recognizes members of the armed forces of the United States who were or still are prisoners of war or reported missing in action.To honor, remember, and observe the service and sacrifice of these individuals, the General Assembly directed that all agencies and institutions of the Commonwealth display the POW/MIA flag on public buildings on the following days: Armed Forces Day the third Saturday in May Memorial Day the last Monday in May Flag Day the twelfth day of June Independence Day the fourth day of July National POW/MIA Recognition Day the third Friday in September Veterans Day the eleventh day of November

American/Foreign Anthems
Whenever the American Anthem is played, one stands and faces the music or the U.S. flag, if one is displayed. All present except those in uniform should stand at attention facing the flag with the right hand over the heart. Men and women in uniform should render the hand salute if outdoors; if indoors, they should stand at attention but not salute. Men not in uniform should remove the headdress with the right hand holding it at the left shoulder, the hand being over the heart. The positions described for all present should be held until the last note of music is played. At a political dinner, the American Anthem is played after the head table guests have arrived at their places, but before they are seated. If there is a public toast to the President of the United States, the first stanza of the American Anthem is played after the toast. When a high-ranking guest from another country is present, it is customary to play their national anthem as well. Technically, the foreign anthem should follow the American Anthem. As a courtesy, however, the foreign anthem is usually played first.

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OFFICIAL PORTRAITS
Speaker of the House of Delegates
A House Resolution authorizes the current Speaker of the House to appoint a committee of Delegates and the Clerk of the House of Delegates to select an artist and supervise the painting of the former Speakers portrait.The committee consults with the former Speaker to determine his choice of artist.The House appropriates the funding for the cost of the artist, the frame, and the framing. The portrait is hung in the House Chamber, and the oldest portrait is moved to another part of the Capitol, another state building, or housed with the states art collection in The Library of Virginia. After the portrait is hung, an unveiling ceremony is held prior to the beginning of the next House session, attended by the former Speaker, his invited guests, House members, and the media.

Governor
While in Office
ny individual, agency, or organization that wishes to have a picture of a Governor while in office may make that request to the Governors Office. The size and quality of the picture requested will determine if the picture is free of charge or must be acquired through a private vendor.

Leaving Office
A House Joint Resolution appoints a committee to contract for a portrait of each outgoing governor, to have it painted, appropriately framed, and hung in the Capitol. The committee consists of the Governor or his designee, the Speaker of the House of Delegates, the President Pro Tempore of the Senate, the Clerk of the House of Delegates, and the Clerk of the Senate. The Governor selects the artist to paint his portrait and works with the artist to have it completed. The General Assembly appropriates a sum sufficient for the costs of the artist, the frame, and the framing. The portrait is viewed by the Art and Architectural Review Board for their official review. This Board is charged with review of art that will become part of the states art collection and will be displayed in buildings of the Commonwealth of Virginia. An unveiling ceremony is arranged by the Governors Office in concert with the Department of General Services. The portrait is hung just outside the entrance to the Governors Office, draped, and unveiled to a group of staff, media, and special guests of the Governor. Traditionally, portraits of the more recent governors are displayed along the balcony of the third floor of the Capitol building. When a portrait is rotated off the balcony, it usually is displayed in another part of the Capitol, the Executive Mansion, another state building, or housed with the states art collection in The Library of Virginia.

President of the Senate

A Senate Resolution authorizes the current President of the Senate to appoint a committee of Senators and the Clerk of the Senate to select an artist and supervise the painting of the former Presidents portrait. The committee consults with the former President to determine his choice of artist. The Senate appropriates funding for the cost of the artist, the frame, and the framing. The portrait is hung in the Senate Chamber, and the oldest portrait is moved to another part of the Capitol, another state building, or housed with the states art collection in The Library of Virginia. An unveiling ceremony is held prior to the beginning of the next Senate session, attended by the former President, his invited guests, Senate members, and the media.

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O F F I C I A L M O U R N I N G F O R S TA T E O F F I C I A L S
At 9:30 a.m. on the day of the funeral, the Capitol was closed to the public. At 10:00 a.m. a service was held for invited guests of the family. The Governor, a close friend in the Virginia Senate, and the pastor of the church of the family participated in the services which concluded at 10:30 a.m. Speakers were set up to broadcast the service to the public assembled on the Capitol Square lawn at the South Portico. Following the memorial service, the body was moved to the church for the funeral service.

n Virginia there is no official procedure for the period of mourning for state officials who die while in office. In such instances, matters have been handled in accordance with the wishes of those most concerned.

Statewide Elected Official

As records are sometimes urgently searched to determine how matters were handled in the past, the following summary of events for a period of mourning for a Lieutenant Governor who died in office may serve as a guide: The Governor proclaimed one week of mourning. All state flags were flown at half-staff during the period and all U.S. flags on state buildings were also flown at half-staff (also see flag ceremonies). The period of mourning was modified in 1974. All state offices were closed from 9:30 a.m. until 1:00 p.m. on the day of the funeral. On the day before the funeral, the body lay in state in the Rotunda of the State Capitol which was open to the public.

Member of the General Assembly

The House of Delegates and Senate have established a practice of draping in black for 30 days the desk of a member who died while in office and for 7 days the portrait of a former Lieutenant Governor. If the respective chamber is not in session, a memorial message is displayed on the voting board during the same period.

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E L E C T RO N I C C O M M U N I C AT I O N
Include your printed name, title, and contact information at the end of your message if the recipient does not know you well. The way e-mail addresses are written does not necessarily make it clear who is sending the message. If you get an e-mail response and wish to keep the conversation flowing, do not start a new e-mail message since this will lose the connectivity of the conversation. Simply reply and keep the exchanges together in the same message. However, you eliminate the need for the correspondents to review the entire exchange by using the symbol > and keying in enough information from the previous message to indicate to what your response is related. One of the advantages of e-mail is that it can save paper if one does not print every message. Make an effort to save electronic messages on your computer system and print only those that must be in print. Remember that no e-mail is private. Someone, somewhere probably has the ability to read every email that is sent. E-mail system administrators, company monitors, and hackers can view the messages, and some messages could get misdirected. You have no control over what the recipient of your e-mail does with your message. Do not send an e-mail that you would not want to read in tomorrows paper. E-mail messages are permanent even though you delete them from your computer. Someone with skill and knowledge can retrieve them from the system. E-mail is designed for convenience. Do not expect an immediate response. Before electronic mail, correspondence, reports, and information were written on paper and were readily available to file and to create a historical recording on a subject. That historical recording is not assured with the proliferation of e-mail. Freedom of Information statutes should be followed to properly maintain and retain e-mail correspondence. Correspondents using email for government business should consider this information from the Office of the Attorney General. A public record includes all writings and recordings set down by mechanical or electronic recording regardless of physical form or characteristics prepared or owned by, or in the possession of a public body or its officers, employees, or agents in the transaction of public business.
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ith the proliferation of computers and electronic communication, questions arise regarding proper etiquette for electronic mail. Here are some aspects to consider when composing, sending, and replying to e-mail messages. The subject line should be brief and provide a clue to the contents of the message. Messages should be concise and to the point. Try to keep your messages to 25 lines or less. Text wrapping is not available to some people. Try to keep each line to 70 characters or less. If you include a salutation in the message, use one you would normally use in traditional written correspondence. E-mail is more conversational than traditional paperbased correspondence. However, people who do not know you will form an impression of you by reading your message. Think about what you need to say. Phrase it properly with acceptable grammar usage. Use punctuation only where it is necessary rather than scattering it about for emphasis. Keep your intended audience in mind and construct your message accordingly. Reread the message to make sure it is clear before you send it. Special characters, fancy fonts, and colors are not read the same by all machines. Avoid using them if possible. Some systems cannot accept attachments. Some systems cannot read non-text files. It might be wise to determine the capabilities of the recipients system before sending attachments. Avoid abbreviations, jargon, and acronyms unless you are certain those in the e-mail conversation will understand what they are. Using symbols known as smilies or emoticons to express emotion is not recommended, as many people may not be able to interpret their usage.These symbols are read by turning ones head to the side, i.e. : - ( for a frown. If you must add emphasis, you can (1) put an asterisk (*) before and after a word or short phrase, (2) capitalize the first letter of a word or the whole word (using uppercase letters is equivalent to shouting in e-mail messages so use them sparingly), or (3) add extra exclamation marks.

13 Using e-mail creates a record that will be available to the public under the Freedom of Information Act. E-mails need to be retained according to the Public Records Act administered by The Library of Virginia. This Act sets forth records retention and management guidelines. You cannot automatically delete e-mail messages when your conversation is completed. Answers to specific questions and subject information may be obtained from The Library of Virginia. Electronic meetings are another means of communication that require guidelines. Electronic meetings are those transacted through telephonic, video, or other means of electronic communication. Only state governing bodies may hold electronic meetings. Political subdivisions and local governing bodies may not meet electronically under any circumstances. The Code of Virginia, 2.2-3708, sets procedures for electronic meetings, defined by the Freedom of Information Act as a gathering of three or more members of a public body while sitting physically. No closed meetings may be conducted electronically. A quorum of the public body must be physically assembled at one location. Other members may participate from remote locations. Notice must be provided at least 30 days in advance, unless it is an emergency meeting. All locations must be made available to members of the public, and all persons attending the meeting must have equal opportunity to address the public body.

E L E C T RO N I C C O M M U N I C AT I O N

Minutes must be taken at all electronic meetings. In addition, an audio recording of a telephone meeting and an audio/visual recording of a video meeting must be made. The recording must be preserved for three years and be made available to the public. The Attorney General of Virginia has written an opinion that the use of e-mail by members of a public body does not constitute a meeting, and is thus permissible under the Freedom of Information Act, as it defines a meeting. 2.2-3710 of the Freedom of Information Act was amended in the 2001 General Assembly Session to state that a member of a public body may separately contact other members of that same body in person, over the phone, or by e-mail as long as the contact does not constitute a meeting as defined by the Freedom of Information Act. The Freedom of Information Advisory Council issued an opinion that use of a listserve by members of a public body does constitute a meeting if used to discuss or transact public business. A listserve is defined as a list of e-mail addresses of people who subscribe to participate on the listserve. When an email message is sent to the listserve, it is automatically delivered to the electronic mailbox of every user on the list. Questions on the Freedom of Information Act and how it applies to the use of electronic communication may be directed to the Virginia Freedom of Information Advisory Council at 1-866-448-4100.

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QUESTIONS AND ANSWERS

Q. I would like to have a Virginia flag that has been flown over the State Capitol. How should I accomplish this? My son was a Page for the General Assembly, and I would like to secure a Virginia flag that has been flown over the Capitol to display at our home. How can I accomplish this? A. Anyone may purchase a Virginia flag that has been flown over the Capitol by contacting the Governors Office, a member of the General Assembly, or the Virginia Department of General Services. It is recommended that a Page make the request through a member of the General Assembly or the Clerks Office of the legislative chamber in which he or she served. Q. How can a military installation in Virginia get a Virginia flag to fly on its base? A. An official on the military installation base may request a Virginia flag for use at that installation by contacting the Governors Office. Q. Is it appropriate for a military person in uniform or civilian clothes to salute the Governor? What response is expected from the Governor? A. Members of the Virginia National Guard in uniform or civilian clothes and on duty would salute the Governor since he is their Commander in Chief. Personnel in the United States Armed Forces are not obligated to salute the Governor but might do so as a sign of respect. The Governor may return the military salute to acknowledge the respect shown to him, but the action is not required of him. However, the Governor should acknowledge the salute in some manner.

Q. Can anyone fly the Virginia flag or the United States flag at half-staff? When the flags over the State Capitol are flown at half-staff, should all Virginia and United States flags across the Commonwealth be lowered? Can the Virginia flag be flown at half-staff at the death of my grandfather who was in the army? If either the United States or the Virginia flag is lowered, how long does it stay down? Do the governing officials of a locality (i.e. mayor, board of supervisors) have authority to lower either the United States or the Virginia flags in their locality? A. Only the Governor has the authority to order Virginia flags on public buildings be flown at half-staff. The President of the United States or the Governor of Virginia can authorize the United States flag be flown at half-staff on public buildings. The orders will indicate how long the flag(s) should remain at halfstaff. When the United States and Virginia flags are at half-staff over the Capitol, it is because either the President of the United States or the Governor has authorized it. Flags over other public buildings in Virginia should be flown in the same manner. Local officials have the authority to lower their jurisdictional flags but not the United States and Virginia flags. Neither the President nor the Governor has authority over flags flown on private property. Therefore, it is up to the property owner when and if he/she lowers the flag(s).

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INDEX
14 14 14 Addresses, contact Governors Legislatures Adjournment Sine Die, General Assembly Ambassador Foreign United States Anthems American Foreign Art and Architectural Review Board Attorney General State Federal Attorney General-elect Automobile Displaying flag on Seat of Honor Capitol Square Cabinet Secretaries Closing Session, General Assembly Commemorative Sessions, General Assembly Commonwealth of Virginia Complimentary Close Congressmen Representatives Senators Speaker of the House Correspondence Official Social Courtesy Titles Dinners and Luncheons Place Cards Precedence to Dining Room Precedence at Tables, Examples Seating Toastmaster Toasts Diplomatic Officials Dress Casual Formal Informal Military Electronic Communication Freedom of Information Act guidelines Meetings Tips for writing electronic mail messages 32 32 37 10 10 43 43 44 2, 5, 8, 27, 42 7 27-28 41 1 27, 38 1, 2, 5, 7, 8 37 37 33 6 7 7 7 6-12 13 6, 14 6-12, 24 25 24 20-24 25 25 10 18 18 18 18 47 47 46

Accepting Invitations Formal Informal White House Address, forms of Ambassadors Away from post, U.S Foreign On Post, U.S. Woman, U.S. Bishops Methodist Protestant Episcopal Roman Catholic Complimentary Close Courtesy Titles Dean Esquire Excellency Federal Officials Assistant to the President Associate Justice Attorney General Cabinet Secretary Chief Justice Former President of the United States Judge President of the United States Representative Retired Justice Senator Speaker of the House of Representatives Vice President of the United States Honorable, Use of King Local Officials Board of Supervisors, Chairman Mayor Military Officials Minister, Protestant Priest, Roman Catholic Prime Minister Rabbi, Jewish State Officials Attorney General, current and former Chief Justice, current and former Court of Appeals Chief Judge Delegate, current and former Governor, current and former Governors Cabinent Secretary Judges Lieutenant Governor, current and former President Pro Tempore of the Senate Senator, current and former Speaker of the House, current and former Supreme Court Justice, current and former

10 10 10 10 11 11 11 6 6 11 6 5 6 7 7 7 7 6 7 6 7 7 7 7 6 5 10 10 10 12 11 11 10 11 8 9 9 9 7-8 8 9 8 8 9 8 9

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INDEX
31 6 5 28, 30 5 5-7 6 7 7 7 7 6 7 6 7 7 7 6 41 39 41-42 40, 42-43 39-43 43 40, 43 39-43 42-43 39-43 43 10 10 10 26 47 37 37 38 9 8 9 8 36 Precedence Exception to Order of Rank Federal State Receiving Line State of the Commonwealth Address Governor-elect Guest of Honor Entering the dining room Invitations Receiving Line Seating Head Table Seating Holidays, Commonwealth of Virginia Honorable, Use of Inauguration Invitations Examples of Formal Guest of Honor Informal Regretting Reply Cards Telephonic Reply White House Judicial Federal Forms of Address State Forms of Address King Lieutenant Governor Honorable, Use of Form of Address Joint Sessions of General Assembly Mourning Portrait, as President of the Senate Receiving Line Social Correspondence State Precedence Lieutenant Governor-elect Local Officials Honorable, Use of Form of Address Seating State Precedence Master of Ceremonies Mayor Exception to Order of Rank Form of Address Honorable, Use of State Precedence Seating 1 1 2 19 36-37 27-28 25 17 19 20-23 20-23 35 5 27-28 15-18 14-18 17 14 14, 16 14 14 14 7 9 10 5 8 36 42, 45 44 19 13 2 27-28 5 10 20-23 2 20, 25 1 10 5 2 20-23

Entry of States into the Union Esquire Excellency Executive Mansion Federal Officials Honorable, Use of Forms of Address Assistant to President Associate Justice Attorney General Cabinet Secretary Chief Justice Former President Judge President Representative Senator Speaker of the House Vice President Flag, use of Automobile Disposing of Funerals Half-Staff How Displayed POW/MIA Saluting United States Flag Virginia Flag When Displayed With American/Foreign Anthems Foreign Officials Ambassador King Prime Minister Foreign Visitors Freedom of Information General Assembly, Virginia Adjournment Sine Die Commemorative Session Control of Capitol Square Form of Address Delegate President Pro Tempore of the Senate Senator Speaker of the House of Delegates, current and former Joint Session Governor Appearances, away from the office Host Responsibility Office Responsibility General Assembly, address to Control of Capitol Square Form of Address Office Appointments Portrait

29 29 36-37 38 7 29 44

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Military Aide in Receiving Line Federal Precedence for Officials, Form of Address Precedence Order for Services Mourning for State Officials General Assembly Statewide elected Old Dominion Place Cards Content Use of Portraits Governor President of the Senate Speaker of the House of Delegates Precedence Armed Forces Board of Supervisors Chairman Definition of Event Samples Federal Listing Governor Limousine Mayor Spouses To Dining Room Virginia Listing President, U.S. Form of Address Assistant to Social Correspondence President Pro Tempore of the Senate Form of Address Joint Session of General Assembly State Precedence Prime Minister Receiving Line Regretting Invitations Replies to Invitations Saluting the Flag Seals Senate State, Greater and Lesser Seating Arrangements Senators, U.S. Federal Precedence Forms of Address State Precedence 19 1-2 12 3-4 45 45 33 6-12 24 44 44 44 1-4 2 1 20-24 1-2 1-2 1 2 1 25 2 6 6 13 8 36 2 10 19 14-16 14 40, 43 34 33 20-23 1 7 2 Speaker of the Virginia House of Delegates Form of Address Honorable, Use of Inauguration Mourning Portrait Receiving Line Seating State Precedence State Holidays State of the Commonwealth Address State Officials Honorable, Use of Forms of Address Attorney General, current and former Chief Justice, current and former Delegate, current and former Governor, current and former Judicial Lieutenant Governor, current and former Senator, current and former Speaker of the House, current and former Virginia Congressional Officials State Precedence State Song, emeritus Supervisors, Board Chairman Exception to Order of Rank Form of Address Honorable, Use of State Precedence Symbols, Virginia Titles, Courtesy Vice President, U.S. Virginia Names Commonwealth of Virginia Old Dominion Virginia White House Invitations Replies

INDEX
8 5 27-28 45 44 19 20-23 2 35 36-37 5 8 9 9 7-8 9 8 9 8 7 2 34 1 10 5 2 33-34 6

1, 5, 6, 13, 41 33 33 33 14, 16 14

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BIBLIOGRAPHY AND WEBSITE RESOURCES

Internet Resources
Army Publication # AR 25-50, Preparing and Managing Correspondence. Accessed October 10, 2002 through www.army.mil/usapa/epubs. Brain Bank, Forms of Address. Accessed September 16, 2002 through www.cftech.com. Defense Supply Center Columbus Public Affairs Office, Columbus Federal Voice, June 5, 2002. Flag-flying etiquette law prevails. Accessed September 17, 2002 through http://federalvoice.dscc.dla.mil. Electronic Mail. Accessed September 30, 2002 through www.iwillfollow.com/email.htm. Electronic Mail. Yale University, New Haven, Connecticut, Sterling Memorial Library. Accessed September 30, 2002 through www.library.yale.edu/training/netiquette. Military Protocol and Salutes. Accessed September 23, 2002 through http://neds.nebt.daps.mil/Directives/regs/ ch-12.pdf. Sherwood, Kaitlin Duck, A Beginners Guide to Effective Email. Accessed October 12, 2002 through www.webfoot.com. United States Code, Title 36, Chapter 10, Flag Code. Accessed October 21, 2002 through www.usflag.org/us.code36.html. The Virginia Freedom of Information Advisory Council, AO1-01, Electronic Communications and FOIA, Accessed October 24, 2002 through http://dls.state.va.us.

Baldridge, Letitia. Letitia Baldridges Complete Guide to The New Manners. New York: Rawson Associates, 1990. Code of Virginia, 2.2-2400, 2401, 2402. 2001 Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (2001 Replacement Volume). Code of Virginia, 22.1-133 and 7.1-35. Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (2000 and 1999 Replacement Volumes). Code of Virginia, 7.1-37 through 41. Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (1999 Replacement Volume). Code of Virginia, 2.2-3300. Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (2001 Replacement Volume). Code of Virginia, 2.2-3310.1. Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (2001 Replacement Volume). Code of Virginia, 2.2-3702, 3708, 3710. Matthew Bender & Company, Inc., a member of the LexisNexis Group, 1950 (2001 Replacement Volume). Crocker, Ltc. Lawrence P USA (Ret.). Army Officers . Guide, 46th Edition. Stackpole Books, 1993. The General Assembly of Virginia, Joint Commemorative Sessions, a bound volume of Journals of the House of Delegates and the Senate of Virginia including the Joint Assemblies of 1984, 1988, 1992, 1997, and 2000. McCaffree, Mary Jane and Pauline Innis. Protocol, The Complete Handbook of Diplomatic, Official and Social Usage. Dallas, TX: Hepburn Books, 1997. Practical Protocol Guide, Governors Office, Commonwealth of Virginia, 1977. Protocol Guide, Commonwealth of Virginia, 1989. Report of the Secretary of the Commonwealth, 1996-1997. Commonwealth of Virginia. Rogers, George Wesley and Louis H. Manarin. Officers of the Senate of Virginia 1776-1990. Richmond, VA: Commonwealth of Virginia, 1990. Swartz, Oretha D., Service Etiquette, Fourth Edition. Annapolis, Maryland: United States Naval Academy, 1988.

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Booklet designed by Office of Graphic Communications Virginia Department of General Services Booklet printed by Virginia Correctional Enterprises December, 2002