Protocol Guidelines to Organise Official Heads of Mission Visits to Canadian Provinces or Territories

Circular Note No. XDC-4844

The Department of Foreign Affairs, Trade and Development (Office of Protocol) presents its compliments to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’affaires, a.i. accredited to Canada and has the honour to refer them to the guidelines below relating to the organization of Heads of Mission visits to Canadian provinces and territories.

The contact list for the Offices of Protocol of Canada’s provinces and territories is found here.

The Department of Foreign Affairs, Trade and Development (Office of Protocol) avails itself of this opportunity to renew to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’affaires, a.i. accredited to Canada the assurances of its highest consideration.

OTTAWA, October 14, 2015 

Guidelines 

In the course of their assignment to Canada, Heads of Mission will travel in an official capacity to the country’s provinces and territories, seeking meetings with provincial and territorial authorities.

In order to facilitate coordination and communication, Heads of Mission are kindly requested to ensure their diplomatic mission in Ottawa follow the established procedure: 

  • Missions are encouraged to contact the Offices of Protocol in the province or territory of destination as early as possible in the planning process of a visit to confirm the most appropriate timing. 

  • Once timing of the official visit has been agreed to with the provincial or territorial authorities, a formal correspondence should be forwarded to the Chief of Protocol of the province or territory, confirming the dates of the visit, outlining its objectives and a list of the official meetings requested. 

  • The correspondence should be received in the Office of Protocol of the province or territory of destination early on, so as to ensure appropriate planning and coordination by local authorities. A point of contact at the Ottawa diplomatic mission or in the local consular post should be identified in the correspondence. 

  • Unless included in the initial communication, a separate message will be required, communicating the size and composition of the delegation, as well as full itinerary details. 

  • A full contact list of the chiefs of protocol of Canada’s provinces and territories is attached for reference.