Diplomatic handbook

 

 

 

A BUFFET DINNER

 

In recent times a popular method of entertaining has been the Buffet Dinner. It provides an opportunity to offer a variety of dishes to meet various tastes and dietary restrictions, and it enables the host and hostess more effectively to move among their guests. There are many variations. Guests may be formally seated at tables of six or eight where the first course is served, with guests subsequently helping themselves at the Buffet Table. In rather formal Buffet Dinners it would not be unusual for the second course to be served, and also the dessert. A slightly less formal buffet would be to arrange table placings by name at round or card tables, but no courses would be served: guests would help themselves. An informal Buffet Dinner would be one without place settings, but with tables for guests to sit where they will. And finally a Buffet Dinner organised by a diplomat in a small house or apartment could be quite informal with guests sitting wherever seats are available or - as a last resort - standing.

 

 

 

A LUNCH PARTY

 

The invitation, seating plan and other arrangements (including the leaving of cards, p.r.) are the same as for a dinner, but the meal will be lighter and the general atmosphere of the party is likely to be less formal. Ladies (guests) may or may not wear hats, according to the custom of the country (the hostess never wears a hat). Guests are normally invited at I o'clock for 1.15 p.m., in which case they would leave between 2.15 and 2.30 p.m. They will be offered aperitifs or fruit juice on arrival and, after the meal, coffee and liqueurs.

 

 

 

A COFFEE PARTY (LADIES)

 

Coffee parties are a useful, simple and fairly informal method of enabling wives to meet other wives; but they are not popular with late risers. It may or may not be the custom to wear hats: cards 'p.r.' are not left. If invited for 11 o'clock, guests would leave soon after 12 noon.

 

 

 

A TEA PARTY (LADIES)

 

Tea parties tend to be rather formal, and last approximately from 4 o'clock until 5.15 p.m. It may or may not be the custom to wear hats; cards are not left.

 

 

 

A VIN D'HONNEUR

 

When there is a specific cause for celebration or for honouring an individual or a group of people - for example when a Head of Mission has presented his credentials, an agreement has been signed or a delegation has arrived - a Vin d'Honneur is commonly offered. Drinks, both alcoholic and non-alcoholic - often champagne - are served, and the occasion, which is quite formal, usually lasts for about an hour.

 

 

 

GENERAL OBSERVATIONS

 

For Muslims and people of the Judaic faith, pork or pork products are unacceptable, and orthodox Muslims and Jews will not eat other meats unless they are halal or kosher respectively. If one has guests of the Hindu faith, it would be improper to serve beef, but it would not be unreasonable to serve a vegetarian meal, making particular provision for one's vegetarian guests. It would therefore be a thoughtful gesture to enquire about any dietary restrictions your guests may have when inviting them to a function, making appropriate arrangements to meet particular sensitivities.

In East Asia, the preferred implements for eating are chopsticks. In South-East and South Asia and in West Asia one uses knives, forks and spoons or one's fingers, but it is taboo to use the left hand. When in doubt the rule is to do as one's host or hostess does.

In many non-European societies it is considered impolite to hand or receive anything with the left hand; also in some societies it is impolite to point with the index finger or to sit in a manner where the soles of your feet or shoes are visible to your host or guests.

In many Asian societies it is customary to remove one's shoes before entering a home. Moreover, more orthodox Muslims do not shake the hand of a person of the opposite sex. In all such situations it would be wise to be guided by local custom and practice.

It is also useful to bear in mind that smoking is actively discouraged by some hosts and hostesses. Smokers should look out for signs: the non-availability of ashtrays being a clear signal that smoking is not welcome.

 

 

 

ACCEPTING HOSPITALITY

 

Invitations in writing should be answered promptly, preferably within twenty-four hours. If they are not answered promptly and the answer is in the negative, the hostess will not have an opportunity to find a suitable substitute. The reply is in the third person, and on the following lines:

Mr and Mrs X thank Mr and Mrs Y for their kind invitation to

dinner on Thursday 3rd May at 7.30 p.m. and have much pleasure

in accepting.

 

or

 

Mr and Mrs X thank Mr and Mrs Y for their kind invitation to

dinner on Thursday 3rd May at 7.30 p.m. but very much regret

that they will be unable to accept as they will be away from

.......................... on that date (or 'owing to a previous engagement').

 

If a husband and wife are invited to lunch or dinner and only one can attend, it is usual to decline on behalf of both. If, however, a verbal understanding is reached, or if the occasion does not involve a seating arrangement (e.g. a reception), then the one may accept for himself (occasionally herself) alone, the reply being on the following lines:

 

Mr and Mrs X thank Mr and Mrs Y for their kind invitation to a

reception on Thursday 3rd May at 9 p.m. Mrs X very much regrets

that she will be unable to attend, but Mr X has much pleasure in accepting.

 

The time of a function is specified on the invitation; for lunch or dinner it is considered a politeness to arrive at the time stated, or preferably five minutes later. For most receptions and cocktail parties the time of arrival is more flexible, as it must be if two or more have to be attended on the same night. In these circumstances it is not unknown for husband and wife to fulfil an engagement separately, usually meeting at the final function; and in the case of representation at national day celebrations, members of a mission will often take it in turn to be present. If however, the reception is given for an occasion when a speech is likely to be made, for example the award of a decoration or a farewell, then it is important to arrive within 15-20 minutes of the time stated on the invitation.

The time of departure from a function varies, but it is better to be brief than to overstay one's welcome.

 

 

 

SAYING 'THANK YOU'

 

The counterpart to generous hospitality by the host or hostess is appreciation on the part of the guest, and ways of showing this will depend both on the occasion and the custom of the country. After a mixed dinner, a mark of appreciation would normally be appropriate, and this might take the form of flowers to the hostess either before or after the occasion, or for those of less exuberant temperament the humble 'thank- you' letter. This follows the simple rule that it should contain only sentiments of appreciation, and might be on the following lines:

 

Dear Mrs ...............................................

 

I am writing to say how very much my husband and I appreciated

your kind hospitality last night.

The dinner was a most enjoyable occasion, and we are very

grateful for your kind invitation.

 

Yours sincerely,

 

 

 

INTRODUCING PEOPLE

 

A gentleman is normally presented or introduced to a lady; and a junior is always presented to a senior, e.g.

 

'Mrs Smith, may I introduce Mr Jones.'

 

Similarly:

 

'Your Excellency (Ambassador), may I present Mr Robbins, Counsellor

in the Ruritanian Embassy.'

 

When introducing two people, the simple presentation of the one to the other by name is rarely adequate. If, as at a reception, they may be expected to embark on a conversation it is essential to give a brief description of their respective functions, e.g. 'Mrs Smith, may I introduce Mr Suva? Mr Suva is Cultural Attaché at the Brazilian Embassy and knows Scandinavia well. Mrs Smith's husband is a director of Wotherspoons, and they have just arrived from Oslo.'

 

 

 

VISITING CARDS

 

The visiting card is a useful device in that it performs functions on behalf of its owner. It may be delivered personally, delivered by chauffeur or sent by post, according to local custom and the degree of intimacy that it is designed to convey. For example, if the Ruritanian Counsellor, who is married, arrives at a post he may (if it is the local practice) send or take to Counsellors of other missions (who are married) two of his own cards and one of his wife's; and the two parties would consider themselves as being formally introduced to each other and free to act accordingly. The reason for the Ruritanian Counsellor presenting two of his own cards and one of his wife's is that he may present his compliments to another Counsellor and to that Counsellor's wife; but a lady in these circumstances will only present her compliments to another lady: it would not be correct for her to present them to a man unless she were herself a diplomat. To those who are unmarried he would send or take one card of his own.

Visiting cards may also convey specific messages, which take the form of initials pencilled at the bottom. The most common ones are:

 

p.p.  pour présentation. to introduce or present somebody

p.p.c. pour prendre congé. to take one's leave, or say farewell

p.r.  pour remercier. to thank, e.g. for a dinner

p.c.  pour condoléances. to express condolences

p.m. pour mémoire. to remind.

 

Visiting cards may be 'cornered' (i.e. the top lefthand corner is folded down, then back nearly to its original place) to indicate that they have been presented personally.

It is usual for a married diplomat to have at least two sets of cards: one with his name, rank and embassy; and one bearing only his name and that of his wife.

Perhaps the most important function of a visiting card is to serve as a reminder of new acquaintances made at receptions and other functions - their name, initials, address and rank. Diplomats on all such occasions should go well equipped with a supply of their own cards for distribution, and in their turn can build up a valuable collection of other people's as a source of reference.

 

 

 

WINES AND LIQUEURS

 

 

WINES

 

Wines are part of the tradition of diplomatic entertainment in many countries, and although the past decade has witnessed the transformation of wine-production from the age-old skill of viticulture to its modern status as a branch of the agro-chemical industry, a basic knowledge of the subject is not entirely irrelevant.

 

(a) Table wines, i.e. those drunk with a meal, may be categorised in various ways, e.g. by colour - red, rosé (pink) or white; by taste - sweet, medium or dry; by effervescence - sparkling or still; by 'body' - full-bodied or light, and, of course, by country. The 'vintage' of a wine is the year in which the grapes were harvested. Some years have produced better wines than others, and a 'vintage chart' providing the relevant information can be purchased for a small sum; if a wine is 'non-vintage' it may be a blend of wines of various years.

 

(b) Fortified wines are wines to which alcohol (usually brandy) has been added. They may be drunk before a meal as aperitifs, or at the end of a meal as dessert wines.

At the end of a meal port wine is a traditional drink in many countries. Vintage port is matured mainly in the bottle; tawny (and ruby) are matured in the wood and should not be kept long in the bottle. A suitable alternative is madeira: Bual, Malvasia (Malmsey) or Verdelho.

Vintage ports and some red wines develop with age a deposit at the bottom of the bottle and need decanting; the clear wine is poured carefully into another vessel (usually a 'decanter') and the dregs or lees are left behind: the process also airs the wine.

 

(c) Spiced and fortified wines include vermouths: red (sweet) and white (dry); and a variety to be found under trade names such as Cinzano, Dubonnet, etc.

 

 

Choosing wines

The choice of wines with a meal is essentially a matter for individual taste, but as a general rule dry white wine goes with fish; red wine with meat, and sweet wine with sweets. The following may be taken as an example, but much depends on whether the food is plainly or richly prepared.

 

Soup    Dry sherry or madeira

Fish     Plainly cooked: Moselle; in rich sauce: white burgundy

White meat   Plainly cooked - Rhine spätlese; in a rich sauce - red burgundy

Roast or game  Claret, red burgundy, red Rioja Gran Reserva  

Sweets    Sauterne or sweet hock

Cheese    Full red wine, port

Dessert    Port or madeira        

 

Red wines are best if served at room temperature (in cold climates they are usually served too cold). They should not be rapidly heated (e.g. placed in hot water or too close to a fire); and if possible they should be brought into the dining-room several hours before the meal and allowed to 'rest', and the heavier ones given time to 'breathe' with the cork extracted, care being taken that they are not jostled. All white wines should be served chilled; sweet white wines may be served cold.

Many countries now produce excellent wines of appropriate type, and in such countries it is always a compliment to one's guests to serve their 'national' wine.

The transformation of wine production in recent years has had two major consequences: the emphasis on 'varietal' wines i.e. those made atone or two specific grape varieties (e.g. Cabernet Sauvignon, Merlot, Pinot Noir, Syrah among the reds and Chardonnay, Riesling, Sauvignon Blanc, Steen and Tokay among the white) in place of 'regional' wines usually containing traditional grape varieties; and the increase in the number of wine-producing areas. Apart from the traditional European producers, wines eminently suitable for diplomatic entertainment are now available from other parts of the world, particularly Australia, California, Chile and New Zealand; whilst South Africa is making a welcome return, with its 300-year-old tradition of wine-making being reflected in the excellence of its products.

France and Germany nevertheless remain in the forefront of producers of 'fine wines', and whilst the wording on the label cannot in all cases be taken as a precise indication of the contents of the bottle, the following information is a useful guide.

 

 

 

 

 

 

FRENCH WINES

 

There are three categories of French table wines: 'Appellation d'Origine Controlée' (A.C.), 'Vin Délimité de Qualité Supérieur' (V.D.Q.S.) and 'Vin de Table' (Vin de Pays); the two latter being mainly for local consumption.

 

Bordeaux is the most prominent producer of red A-C. wines (claret) which bear the year of the vintage and the name of one of its regions, e.g. Haut Médoc, or alternatively one of its communes, e.g. St-Estèphe or Pauillac.

 

The white A.C. wines which are famous are sweet: from Sauternes, which includes Barsac, and Château Yquem.

 

The higher quality red and white Bordeaux wines are usually bottled on the Estate and will bear on the label the words 'mis en bouteilles dans nos caves', 'chais' or 'celliers'; whilst the cork will be marked 'mis en bouteille'... etc. The length of the cork usually indicates the quality of the wine: the longer, the better.

Certain wines from Bordeaux in the Appellation Controlée category are entitled to be described as 'classed growths' on the basis of classification awards, and may add to their label 'premier cru', 'deuxième cru', etc., to 'cinquième cru' depending on their rating in 1855 when the awards were made. Some of lesser standing may be styled 'Cru Bourgeois'. As a general rule fine wines from Bordeaux (and from the Loire) will bear the name of a Château (i.e. the vineyard).

 

Burgundy: Burgundy may come under varous general headings such as 'Bourgogne', 'Côte de Beaune Villages', etc., but the fine wines are from the Côte de Nuits (preferably red), e.g. Fixin, Gevrey Chambertin; and from the Côte de Beaune (preferably white), e.g. Volnay, Meursault.

 

Wines from Burgundy do not bear the name of a Château, but may show the name of the 'Clos', 'Domaine' or occasionally the vineyard where appropriate; and the white wines are all dry.

Further south in the Burgundy region come Macon (red and white); and Beaujolais which is almost entirely red. Beaujolais primeur is drunk within a few months of the vintage.

 

The Côtes du Rhône produces some good, often slightly sharp-tasting full-bodied red wine especially from Châteauneuf-du-Pape.

 

The Loire Valley produces a wide variety of red, rosé and white wines, bearing famous names such as Sancerre and Muscadet.

 

Wines from Alsace are mainly light, clean and dry; and Champagne is a wine mainly for celebration.

 

 

 

GERMAN WINES

 

Production of German wine falls into three categories: (1) Table wine, (2) Quality wine and (3) specially graded Quality wines.

 

1. Tafelwein: consumed mainly in Germany.

2. Qualitätswein: quality wine made from approved grape varieties. Within this category falls Liebfraumilch, which is a Qualitätswein from Rheinpfalz, Rheinhessen, Nahe or Rheingau.

3. Qualitätswein mit prädikat: the highest category of German wine; must also be from approved grape varieties.

Kabinett: lightest of these wines, usually dry.

Spätlese: literally means late harvest; wines have more body, and a degree of sweetness.

Auslese:  rich wines made from the ripest bunches of grapes, picked individually.

Beerenauslese: wines of exceptional quality, from individually selected grapes; sweet and full-bodied.

Trockenbeerenauslese: highest category of German viticulture; a wine rarely made; from individually        selected grapes, shrivelled almost to raisins.

Eiswein: rare wine made from grapes harvested and crushed while still frozen.

Sekt: sparkling wine, whose effervescence reflects characteristics of the Rhine and Mosel.

 

The label will normally also include the name of the vineyard/property (e.g. the Weingut) and the region (the Bereich); the official growers' number (the Amtliche Prüfungsnummer); the type of grape (e.g. Riesling, Müller-Thurgau, Sylvaner); and the word Erzeuger-Abfüllung if the wine is estate bottled.

 

 

 

LIQUEURS

 

Liqueurs are potent, concentrated drinks and are taken after a meal. Mostly they have a brandy base to which herbs, fruit and/or syrup are added.

 

 

 

NON-ALCOHOLIC DRINKS

 

It should always be borne in mind that many people, for a variety of reasons, drink non-alcoholic beverages, and that as much care should be taken in providing for their taste as is taken for those preferring alcohol. Orange juice (unless freshly pressed) is often the last resort of the unimaginative.

 

 

 

 

Appendix B

INTERNATIONAL

ABBREVIATIONS

 

 

 

 

The letters 'q.v.' indicate that the subject is referred to elsewhere in the text.

 

ACP   African, Caribbean and pacific Countries, European

Union/Lomé Convention (q.v.) 

AFTA    ASEAN Free Trade Area

AID   Agency for International Development (US

Government Agency)

ALADI   Latin American Integration Association (q.v.)

APEC   Asia-Pacific Economic Cooperation

ARF   ASEAN Regional Forum

ASAT   Anti-satellite systems

ASEAN   Association of South-East Asian Nations (q.v.)

ASEM   Asia-Europe Meeting

 

 

BCEAO   Banque centrale des Etats de l'Afrique de l'Quest

BENELUX  Customs Union of Belgium, the netherlands and

Luxembourg

BIS    Bank for International Settlements (q.v.)

B-ISDN   Broadband integrated services digital network

BSEC   Black Sea Economic Cooperation

 

 

CABEI   Central American Bank for Economic Integration