PROTOCOL HANDBOOK

1 PROTOCOL HANDBOOKPROTOCOL DIVISION MINISTRY OF EXTERNAL AFFAIRS GOVERNMENT OF INDIAPREFACEIt gives me immense pleasure in presenting this edition of the PROTOCOL HANDBOOK . I would like to give credit to my predecessor Shri Sanjay Verma, in whose tenure compilation of this edition was almost last edition of the PROTOCOL HANDBOOK was published in 2006. Since then, some policy and procedural changes have taken place in respect of privileges, immunities and facilities extended to Diplomatic Missions/Consular Posts and UN/Other International Organizations [Foreign Representations (FRs)] in India. PROTOCOL Division has also taken several steps to simplify and streamline procedures for interaction between FRs and Ministry of External Affairs.

2 Application forms for all services have been placed at the Website of the Ministry under URL < >.This edition of the PROTOCOL HANDBOOK is an effort to incorporate consequent changes in rules, regulations and guidelines on PROTOCOL issues and make them user-friendly with ample cross referencing and links to relevant Websites. A special feature of the HANDBOOK is addition of subject Goods & Service Tax (GST) under Chapter XVI and change of nomenclature of Chapter XIX from Foreign Cultural Centres and Assistance to Indian Cultural/Friendship Societies to guidelines for Establishment and Functioning of Foreign Cultural Centres.

3 In addition, new Chapters XXXIV to XXXVII have been incorporated for better clarity on the respective subjects. The contents of the HANDBOOK are available at the Website of the Ministry under URL < >.The PROTOCOL HANDBOOK should address, in a large measure, the most frequently asked questions. It is a handy reference book rather than a legally binding document. The Legislative sources for regulations are UN (P&I) Act, 1947 and the Diplomatic Relations (Vienna Convention) Act, 1972. Additionally, bilateral agreements and notifications issued by the Government of India are included in the regulatory would like to put on record the Ministry s appreciation for the contribution of Shri Raveendran G, Consultant ( PROTOCOL ), in bringing out this edition, as also the efforts of S/Shri Asheesh Gupta, Deputy Chief of PROTOCOL (P), Amit Kumar, PROTOCOL Officer-II and Mahesh Chand Giri, PROTOCOL Officer (Special), for their work in compiling this clarification on any issue, FRs are encouraged to contact PROTOCOL SINGH Joint Secretary to Govt.

4 Of IndiaNew Delhi December 2018 CONTENTSPagePart IOrganisational Chart of PROTOCOL Division (i)Distribution of Work in PROTOCOL Division(iii)Contacts in PROTOCOL Division (ix)Useful Websites (x)Part IIChapter IArrival/Departure details & List of Personnel1 Intimation of Arrival/Departure of Diplomats/Officials1 Submission of list of Personnel2 Chapter IIDiplomatic/Official Identity Cards3 Eligibility and Issuing Authority3 Application Forms3 Assignment of Designations4 Identity Cards for Spouses4 Identity Cards for Children5 Identity Cards for other Dependents 5 Validity and Renewal5 OCI/PIO Cards6 Identity Cards for collection/delivery of Mail and Diplomatic Bags6 Loss of Identity Cards6 Return of Identity Cards7 Relationships not recognized by Government of India7 Compulsory carrying of Identity Cards7 Limits on use of Identity Cards7 Chapter IIIP

5 Rivileges and Immunities Foreign Diplomatic Missions8 Privileges8 Exemption from Customs Duty8 Diplomatic Missions8 Diplomatic Agents9 Administrative and Technical Personnel10 Locally-Recruited Staff10 Exceptions/Restrictions on import10 Exemption from other Taxes and Fees11 Diplomatic Missions11 Diplomatic Agents11 Administrative and Technical Staff12 Locally-Recruited Staff12 Exemption from Registration as Aliens and obtaining of Residence Permit12 Immunity and Inviolability12 Diplomatic Missions12 Diplomatic Agents13 Administrative and Technical Personnel14 Locally-Recruited Personnel14 Chapter IVPrivileges and Immunities Consular Posts Headed by Career Consular Officers15 Privileges15 Exemption from payment of Customs duty and other taxes and fees15 Consular Posts15 Career Consular Officers15 Administrative and Technical Personnel16 Exemption from Registration as Aliens and obtaining of Residence Permit16 Immunity And Inviolability16 Chapter VPrivileges and Immunities Consular Posts Headed by Honorary Consular Officers17 PageConsular Posts17 Honorary Consular Officers17 Chapter VIPrivileges and Immunities Foreign Trade Commissioners21 Foreign Trade Commissioners21 Staff Members in the officers of Trade Commissioners22 Exemption from Registration as Aliens and obtaining of Residence

6 Permit22 Chapter VIIP rivileges and Immunities UN and its Specialized Agencies23 Offices of UN/UN Specialized Agencies23 Privileges23 Immunities25UN Secretary General/Assistant Secretary General26 Officials of UN/UN Specialized Agencies26 Privileges27 Immunities28 Experts/Officials Assigned to India28 Indian Nationals in the Employment of UN and UN Specialized Agencies29 Chapter VIIIP rivileges and immunities International Organizations30 Chapter IXRestrictions on Privileges and Immunities31 Chapter XProcedure for Customs Clearance of goods admissible for Duty-Free Import32 Exemption Certificate (EC)32 Documents to be attached to ECs33 Unutilized ECs36 Guidance to filing ECs for attestation by the Ministry36 Countersigning of ECs36 Specimen signatures of Countersigning Authority37 Demurrage37 Chapter XIRestrictions on Import/Export38 Import of goods via land route38 Import of Motor Vehicles38 PageImport of calendars, diaries, of publicity material for public distribution/ donation39 Import of religious books, tourism & educational material39 Import of items for Charity Shows, Charity Bazars, Food Promotion, of beef.

7 Poultry and beef/poultry products40 Import and installation of wireless telecommunication system/dish antenna/GPS (Global Positioning System)/earth station or other advanced communication systems40 Export of antique items40 Export of Motor Vehicles41 Trading in shahtoosh shawls42 Export of goods at the India-Pakistan border42 Import of Films42 Chapter XIIR egulations for Sale/Disposal of Items other than Motor Vehicles43 General rules for Sale/Disposal43 Sale/Disposal to non-Privileged Persons43 Sale/Disposal to Privileged Persons44 Violation of regulations of Sale/Disposal44 Prohibition of donation of Items procured duty free45 Sale/Disposal of goods procured locally with GST/(erstwhile)

8 Excise duty exemption/refund45 Chapter XIIISale/Disposal of Motor Vehicles46 Vehicles imported free of customs duty46 Locally Manufactured Motor Vehicles48 Retention of Imported Motor Vehicles after retirement49 Chapter XIVF irearms50 Chapter XVRegistration of Motor Vehicles51 Procedure for Registration51 Pre-Requisites for Registration51 Use of Diplomatic/UN Number Plates52 Change of Residence/Transfer of Vehicles54 PageAllocation of CD/CC/UN Numbers56 Diplomatic Missions56 Consular Posts57 Organizations notified under UN (P&I) Act, 194758 Home-based non-Diplomatic member of FRs58 Honorary Consuls General/Consuls59 Chapter XVIP rocedure for obtaining Exemptions-from/Refund-of Taxes and Duties60 Goods & Service Tax (GST)60 Tax Subsumed under GST 60 Goods outside the Ambit of GST61 Registration for Unique Identification Number61 Filing of Statement of GST62 Other important Information 62 Value Added Tax63 Central Excise Duty (Erstwhile)

9 64 Excise Duty on Petrol, Diesel and other Fuels65 Income Tax65 Chapter XVIID iplomatic Bags67 General Rules67 Diplomatic Bags carried as cabin baggage67 Diplomatic Bags transported as cargo68 Dispatch/Receipt of diplomatic bags at the airport68 Diplomatic Bags directly delivered-to/collected-from aircraft68 Chapter XVIIIC hannel of Communication69 Communication with the Central Government69 Communication with State Governments69 Invitations extended by Foreign Diplomatic Missions69 Courtesy Calls by HOMs on first arrival70 Invitations to Indian Armed services Officers70 Communications by Defence Advisers/Attach s71 Visit of Heads of Missions/Diplomats outside Delhi72 PageChapter XIXG uidelines for

10 Establishment and Functioning of Foreign Cultural Centres 73 Foreign Cultural Centres73 Cultural Centres outside stations of location of Missions/Posts73 Funding to the Foreign Cultural Centres74 Review of Activities of the Foreign Cultural Centres74 Executive Head of the Foreign Cultural Centres74 Report on Activities of the Foreign Cultural Centres to MEA74 Chapter XXPublicity by Missions75 General75 Printed Material75 Exhibition of Films75 Exhibition of Films outside Mission Premises77 Publicity by Consular Posts77 Chapter XXIL ocally-Recruited Employees78 Contract for Employment78 Verification of Antecedents78 services of Private Security Agencies79 Registration of Domestic Staff with Police79 Chapter XXIIS ecurity80 General80 Diplomatic Security Force, Delhi/Diplomatic Security Cell.