Appointment and Admission of Career Consular Officers
Circular Note NO. XDC-1706 of October 20, 2001
Last update: July 2018
The Department of Foreign Affairs and International Trade 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 to the matter of definitive recognition granted to career consular officers.
Requests for "Definitive Recognition" and entitlement criteria
The Department has the further honour to clarify to the Heads of Diplomatic Missions and notified Chargés d'Affaires, a.i. its procedures in respect to granting recognition to members of the career consular representation in Canada. The Department has ceased, pursuant to its circular note XDC-0708 of March 1998, to grant written provisional recognition to career consular officers appointed to Canada. This will continue to be consistently applied, irrespective of rank.
The Department would also like to bring to the attention of the Heads of Diplomatic Missions and notified Chargés d'Affaires, a.i. that the issuance of the career consular officer's acceptance constitutes the first condition to issue a note of Definitive Recognition (known as the exequatur). Diplomatic Missions should therefore submit the passports and other required documents immediately after the career consular officer's arrival in Canada to the Department, requesting accreditation, since the date of receipt of such request by the Department will be the primary factor in determining the date of Definitive Recognition.
Pending the delivery of the Definitive Recognition, the consular officer may be provisionally admitted to the exercise of his/her functions, in accordance with art. 13 of the Vienna Convention on Consular Relations. In such circumstances, the provisions of the Vienna Convention will apply.
Any future note seeking the Department's concurrence for the nomination of career consular officers will only be considered as notifications of the appointment concerned.
No overlap between consuls general
As a matter of State practice, Canada does not allow a transition period between a consul general and his/her successor. Foreign States must plan accordingly.
The Department has the further honour to remind to the Heads of Diplomatic Missions and notified Chargés d'Affaires, a.i. that, in the case of promotions for a consular officers, a new note of Definitive Recognition will be issued once the new acceptance has been processed.
The Department would greatly appreciate the Heads of Diplomatic Missions, and notified Chargés d'Affaires, a.i.'s assistance in disseminating the content of this note to members of their representation.
The Department of Foreign Affairs and International Trade 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 20, 2001
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