Appointment of a new Permanent Representative
In appointing a new Permanent Representative, it is not necessary to secure agréments from the Secretary-General. When a new Permanent Representative is appointed to the United Nations, it is advisable that the permanent mission concerned submit, at the earliest opportunity, details of the Permanent Representative's arrival date, means of transport and port of entry into the United States of America to the Permanent Mission of the United States of America to the United Nations, in order that the necessary customs and immigration clearances may be obtained from the United States authorities and arrangements made for extending to him/her, upon arrival, the usual diplomatic courtesies.
The Permanent Representative should submit his/her curriculum vitae and a copy of the letter of credentials to the Chief of Protocol as soon as possible, in order that they may be reviewed to ensure that they correspond to the accepted standard.
Upon the arrival of the new Permanent Representative in New York, he/she should arrange an appointment with the Chief of Protocol in order to be briefed on the details of the established procedure for the presentation of credentials to the Secretary-General. After this meeting, the Chief of Protocol will finalize the necessary arrangements, such as fixing the date and time, for the new Permanent Representative to present his/her letter of credentials to the Secretary-General.
The recommended attire for the ceremony of the presentation of credentials is a lounge/business suit, preferably dark, or national dress.
On the day and time agreed upon, the Chief of Protocol will escort the new Permanent Representative to the office of the Secretary-General for the ceremony of the presentation of credentials. He/she may be accompanied by one or two members of his/her delegation. A photographer will take an official portrait of the new Permanent Representative just before the presentation of credentials. The actual presentation will be recorded by the United Nations visual media. Family members are discouraged from attending the presentation of credentials.
It is expected that, at the time of the presentation of credentials, the new Permanent Representative will make a brief statement to the Secretary-General.
A special press release containing biographical data on the new Permanent Representative and announcing his/her presentation of credentials to the Secretary-General will be issued by the Department of Public Information on the same day.
It is customary for a newly appointed Permanent Representative to call on the Presidents of the General Assembly, the Security Council and the Economic and Social Council and senior officials of the Secretariat. It is suggested that the new Permanent Representative inform all other Permanent Representatives in writing that he/she has presented his/her letter of credentials to the Secretary-General and assumed his/her duties. Apart from that, the Chief of Protocol sends out a memorandum informing all departments of the United Nations of the presentation of credentials of the new Permanent Representative.
As to the procedure of the accreditation of a Permanent Representative of a Member/observer State to the offices of the United Nations at Geneva, Vienna, Nairobi, Addis Ababa, Bangkok, Beirut and Santiago a letter of credentials should be addressed, by name, to the Secretary-General of the United Nations, and presented to his representative at the aforementioned duty stations, who will accept them on his behalf. A copy of the credentials should be forwarded to the Chief of Protocol at the United Nations Headquarters in New York.
Letters and Notes Verbales
All correspondence addressed to the Protocol and Liaison Service at United Nations Headquarters should be addressed to the Chief of Protocol. Diplomatic movements, appointments, promotions, departures, etc., as well as any personnel movements, should be announced in a letter [not a note verbale] addressed to the Secretary-General. Any official communication containing important information regarding the Governments of Member States should also be communicated in a letter by the head of the mission.
Notes verbales addressed to the Protocol and Liaison Service should bear the official seal and the initials of the responsible officer. Such notes are normally used to communicate routine administrative matters other than personnel matters.
Registration of Members
of Permanent/Observer Missions
The names of all members of permanent missions, whether diplomatic or non-diplomatic, and of their families and household employees should, upon their arrival at Headquarters, be communicated to the Protocol and Liaison Service. For this purpose the following documents, as applicable, should be sent to the Protocol and Liaison Service.
(a) Persons with diplomatic status:
(i) A registration form (SG.5) signed by the applicant with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Secretary-General signed by the Permanent Representative or chargé d'affaires a.i. stating:
a. Name, diplomatic rank, functional title and date of appointment;
b. Request for privileges and immunities;
c. Order of precedence at the mission;
(iii)Five colour passport-size photographs for a diplomat and four for a spouse; children of diplomats between the ages of 16 and 21 are also entitled to United States Department of State identification cards, for which purpose two photographs should be provided;
(iv) Diplomatic passport with a valid arrival/departure record (form I-94) for all members of the diplomat's household;
(v) An application for a United Nations building pass (form SG.32) for principal and spouse only.
(b) Support and technical staff without diplomatic status (except household employees):
(i) A registration form (SG.5) signed by the head of chancery or the administrative officer, with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Chief of Protocol and signed by the head of chancery or the administrative officer stating the name, functional title and date of appointment;
(iii) Four colour passport-size photographs of the staff member, if he/she holds the nationality of the mission in which he/she is employed; staff members holding nationalities other than that of the mission must provide one photograph;
(iv) Passports of the staff member and all members of his household, along with valid arrival/departure records (form I-94);
(v) An application for a United Nations building pass (form SG.32) for the staff member only.
(c) Household employees:
(i) A registration form (SG.5) signed by the employer and indicating all family members of the household employee with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Chief of Protocol signed by the head of chancery or the administrative officer stating the name, occupational title and effective date of appointment;
(iii) A passport with a valid arrival/departure record (form I-94);
(iv) A copy of the employment contract between the employer and the employee.
(d) Persons with dual accreditation:
When Permanent Representatives of Member States are dually accredited to the United Nations and the United States of America, in addition to the procedures outlined in (a) above, such dual accreditation must be indicated on the registration form (SG.5) after being cleared by the United States Department of State. All other mission personnel, both diplomatic and non-diplomatic, who work simultaneously at the missions and consulates, embassies or other diplomatic, commercial or media representations, should also obtain clearance for dual accreditation from the United States Department of State and submit a copy thereof to the United Nations Protocol and Liaison Service at the time of registration. Those who have dual accreditation will retain their A-1 visa status.
It is important to note the following:
(a) For the registration of a new Permanent Representative, no letter from the mission is required;
(b) United Nations building passes are not issued to children, spouses of non-diplomatic staff members or household employees;
(c) All diplomats and non-diplomats are required to register with the Protocol and Liaison Service all members of their immediate families and their household employees;
(d) The registration form should contain the current private address and telephone number of the person to be registered. The address of the permanent mission as the private address is not acceptable unless the person actually resides there;
(e) Permanent residents of the United States should include their passports and a copy of their alien registration cards along with the registration form (SG.5);
(f) When a staff member is married to another member of a mission who is also employed by the mission, both must be registered separately.
Non-immigrant household employees are granted G-5 visas. If the I-94 forms of those employees are near expiration, employees may apply to the Permanent Mission of the United States of America for extensions prior to the expiration of their authorized stay in the United States. The United States Mission performs that service for G-5 visa holders. There is therefore no need for employees to go directly to the Bureau of Citizenship and Immigration Services. Such extensions require a completed and signed application (form I-539), an arrival and departure record (form I94) and a letter from the employer confirming continuation of employment of the person in question together with a copy of the employment contract.
Interns should be registered with the United Nations Protocol like any other member of the Mission and should be at least 18 years of age. Internship is for a short term and the appointment letter must specify the duration of internship and whether or not the intern will be remunerated. Interns cannot be remunerated unless they have the appropriate visa status.
Diplomatic privileges and Immunities
Diplomatic personnel of permanent missions of Member States are entPtled to the privileges and immunities laid down in article V, section 15, of the Agreement between the United Nations and the United States of America regarding the Headquarters of the United Nations ("Headquarters Agreement"), which applies to:
"1. Every person designated by a Member State as the principal Permanent Representative to the United Nations of such Member State or as a Permanent Representative with the rank of ambassador or minister plenipotentiary;
"2. Such resident members of their staff as may be agreed upon between the Secretary-General, the Government of the United States and the Government of the Member concerned;".
The procedure to be followed in this case is as follows:
(a) Permanent Representatives and their spouses do not need to request that special arrangements be made for obtaining diplomatic privileges and immunities. Upon receipt of the registration papers and passports, together with the necessary number of photographs, the Protocol and Liaison Service, on behalf of the Secretary-General, will take the necessary steps to include the names of the Permanent Representatives and their spouses on the list of members of permanent missions with diplomatic privileges and immunities;
(b) Diplomatic personnel of permanent missions who perform diplomatic functions and hold diplomatic rank are entitled to the privileges and immunities mentioned above. Permanent Representatives should, in a letter addressed to the Secretary-General, request that all necessary arrangements be made, specifying the member's diplomatic rank and order of precedence in his/her mission. The Protocol and Liaison Service will not process the applications submitted in the form of a note verbale.
Documents certifying that diplomatic personnel of permanent missions are entitled to diplomatic privileges and immunities are issued by the United States Mission to the United Nations within approximately two weeks of the date of the original request.
It is important to note that diplomatic privileges and immunities are not granted to members of diplomatic personnel who are citizens or permanent residents of the United States.