A GUIDE TO
VIRGINIA PROTOCOL
AND TRADITIONS
FOREWORD
T
he Practical Protocol Guide was first compiled and published in 1977. The many
visiting dignitaries and official functions encountered during the 1976 bicentennial
year in Virginia brought about many questions regarding protocol and procedure. The
Guide was developed for use by the Governor’s Office and those directly associated with
the office and its activities. It was intended as a concise reference outlining recommended,
acceptable practices consistent with modern lifestyle and approved social usage. It was not
meant to address all contingencies but to set forth some rules that could be applied and
lead to logical solutions. There were many people and agencies involved in the original
Guide, including personnel in the Governor’s Office, the Department of Military Affairs, the
Military District of Washington, the Department of Planning and Budget, the Virginia House
of Delegates, the Virginia Senate, the Division of Capitol Police, the Department of General
Services, the Office of the Attorney General, and the Special Events Office of Colonial
Williamsburg. Anne Geddy Cross and Trudy E. Norfleet performed in-depth and wide-
ranging research and Martha U. Pritchard and Robert H. Kirby contributed significantly
through extensive review and suggestions to content.
Additional questions arose and subsequent expanded editions of the Guide were produced
in 1987 and 1989. In 2002, copies were no longer available and Bruce F. Jamerson, Clerk
of the House of Delegates; Susan Clarke Schaar, Clerk of the Senate; and William H. Leighty,
Chief of Staff to the Governor, organized a group of knowledgeable state employees along
with Anne Cross and Trudy Norfleet to produce this publication. Personnel from most of
the original agencies supported this project. Assistance also came from staff at the
Supreme Court of Virginia, the Office of the Secretary of the Commonwealth, the Virginia
Economic Development Partnership, the Library of Virginia, the Virginia Museum of Fine
Arts, and the Executive Mansion.
It is hoped that the procedures and guidelines suggested in this publication will assist users
in formulating answers to their questions based on accepted practices and common sense.
T ABLE OF CONTENTS
1. Protocol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
A. Precedence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
• General Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
• Federal Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
• Virginia Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
• Armed Forces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
B. Forms of Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
• The Honorable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
• Excellency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
• Esquire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
• Courtesy Titles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
• Salutation and Complimentary Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
• Federal Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
• State Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
• Judicial Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
• Local Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
• Diplomatic Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
• Foreign Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
• Ecclesiastical Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
• Military Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
C. Social Correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
D. Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
E. Dress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
F. Receiving Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
G. Dinners and Luncheons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
• Seating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
• Special Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
• Place Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
• Precedence to Dining Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
• Toasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
• Toastmaster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
H. Foreign Visitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2. Inauguration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3. Planning for a Visit To or From the Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4. Traditional Events at the Executive Mansion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
i
T ABLE OF CONTENTS continued
5. States’ Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
A. Order of Entry into the Union . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
B. Governors and their Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
C. Legislatures and their Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6. Virginia Names and Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
7. State Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
8. Meetings of the House of Delegates and the Senate . . . . . . . . . . . . . . . . . . . . . . . . . 36
9. Capitol Square . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
10. Flag Ceremonies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
A. United States Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
B. Virginia Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
C. POW/MIA Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
D. American/Foreign Anthems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
11. Official Portraits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
12. Official Mourning for State Officials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
13. Electronic Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
14. Questions and Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
15. Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
16. Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
ii
1
1 PROTOCOL
Precedence
General Rules
W
ebster’s Dictionary defines “precedence” as
“the right to superior honor on a ceremonial
or formal occasion” or “the order of ceremonial
or formal preference.”
Precedence is still determined by basic principles first
set forth in the Eight Articles adopted by the Congress
of Vienna in 1815. These principles resulted in the
official precedence used today which is firmly set in
Washington, D.C. and in all foreign capitals. Despite
established rules, there are many situations which can
alter the order of precedence; therefore, the U.S.
Department of State does not publish its complete
precedence list. Those wishing to observe strict
protocol may send names and titles to the U.S.
Department of State for suggested precedence.
Unlike the federal government, there is no fixed order
of precedence for state and local government officials.
Generally, state precedence follows the same order as
federal precedence. When several state officials of the
same rank from different states are present, their ranking
is determined by their state’s admission to the Union.
A listing of these dates is found on page 31.
When dealing with the American precedence, there are
several rules which always hold true and which may
differ from what one would assume the order of
precedence to be. First, no one outranks a governor in
his own state except the President or Vice President of
the United States. Secondly, no one outranks a mayor
in his own city or town or the Chairman of the Board
of Supervisors in his own county except the Governor
of the state or the President or Vice President of the
United States.
It is important to remember that for purposes such as
seating the spouses of officials take on the rank of their
spouses. They do not have their own rank unless they
also hold an office. One exception to this is widows
of former presidents who do have official standing. At
a public dinner to which the President of the United
States has been invited and sends his or her spouse as
representative, that representative is accorded the same
rank as the President. This could also be true of
governors in their own state, but not other federal or
state government officials.
Another rule of precedence to remember is that in a
limousine the right rear seat is the seat of honor.
It is impossible to address individual situations in a
publication of this nature. Sound reasoning and practical
application of established precedence should be applied
to determine appropriate ranking at a specific event.
Two events with guest rankings are provided as
examples at the end of this section.
Federal Order
The following unofficial list of precedence indicates
the most usual order for various dignitaries:
The President of the United States
The Vice President of the United States
The Speaker of the House of Representatives
The Chief Justice of the United States
Former Presidents of the United States
The Secretary of State
The Secretary General of the United Nations
Ambassadors of Foreign Powers
Widows of former Presidents of the United States
Ministers of Foreign Powers
(Chiefs of Diplomatic Missions)
Associate Justices of the Supreme Court of
the United States
The Cabinet
Chief of Staff for the President
Director of the Office of Management and Budget
United States Representative to the United Nations
The Senate
Governors of States
Former Vice Presidents of the United States
The House of Representatives
Charges d’affaires of Foreign Powers
The Under Secretaries of the Executive Departments and
the Deputy Secretaries
Administrator of the Agency for
International Development
Director of the United States Arms Control and
Disarmament Agency
Secretaries of the Army, the Navy, and
the Air Force
Chairman of the Council of Economic Advisors
1 P R O T O C O L
2
Chairman of the Board of Governors,
Federal Reserve
Chairman of the Joint Chiefs of Staff
Chiefs of Staff of the Army, the Navy, and the
Air Force (ranked according to date of
appointment)
Commandant of the Marine Corps
(5 Star) Generals of the Army and Fleet Admirals
The Secretary General of the Organization of
American States
Representatives of the Organization of
American States
Director of the Central Intelligence Agency
Administrator of the General Services Administration
Director of the U.S. Information Agency
Administrator of the National Aeronautics and
Space Administration
Chairman of the Civil Service Commission
Chairman of the Atomic Energy Commission
Director of the Office of Emergency Preparedness
Director of the Peace Corps
Director of the Office of Economic Opportunity
Special Assistants to the President
Deputy Under Secretaries of State
Assistant Secretaries of the Executive Departments
Chief of Protocol of the United States
Members of the Council of Economic Advisers
Active or Designate United States Ambassadors and
Ministers (career rank, when in the United States)
Under Secretaries of the Army, the Navy, and
the Air Force
(4 Star) Generals and Admirals
Assistant Secretaries of the Army, the Navy, and
the Air Force
(3 Star) Lieutenant Generals and Vice Admirals
Former United States Ambassadors and
Ministers to Foreign Countries
Ministers of Foreign Powers
(serving in Embassies, not accredited)
Deputy Assistant Secretaries of
the Executive Departments
Deputy Chief of Protocol
Counselors of Embassies or
Legations of Foreign Powers
(2 Star) Major Generals and Rear Admirals
(1 Star) Brigadier Generals and Commodores
Assistant Chiefs of Protocol
Virginia Order
Directed by previous practice, similarities on the Federal
list, and established relationships, the following list is
suggested as a guide to Virginia’s precedence:
G
overnor
Lieutenant Governor
Attorney General
U
.S. Senators for Virginia
U.S. Representatives for Virginia
Speaker of the Virginia House of Delegates
Chief Justice of the Supreme Court of Virginia
President Pro Tempore of the Senate of Virginia
Former Governors
Active and retired Justices of
the Supreme Court of Virginia
Federal Judges
Governor’s Secretaries
Secretary of the Commonwealth
Widows of former Governors
Members of the Senate of Virginia *
Members of the Virginia House of Delegates *
Judges of the Court of Appeals of Virginia
Judges of Courts of Record
Mayors of Cities **
Chairmen of Boards of Supervisors **
Mayors of Towns **
Former Lieutenant Governors
Former Attorneys General
Appointed Heads of
State Departments and Institutions
Chairmen of Boards of
Departments and Institutions
Executive Assistants to the Governor
*
Within the House of Delega tes and the Senate, members a re
ranked according to their seniority.
**
This order of precedence changes when in own jurisdiction;
see Precedence, page 1. One of the importa nt fa ctors in
establishing their precedence is the size and importance of the
jurisdiction.
3
Army Marine Corps Navy Air Force
Commissioned Personnel
General (5 Stars) (no equivalent) Fleet Admiral General (5 Stars)
General (4 Stars) General (4 Stars) Admiral General (4 Stars)
Lieutenant General Lieutenant General Vice Admiral Lieutenant General
(3 Stars) (3 Stars) (3 Stars)
Major General Major General Rear Admiral Major General
(2 Stars) (2 Stars) (2 Stars)
Brigadier General Brigadier General Commodore Brigadier General
(1 Star) (1 Star) (1 Star)
Colonel Colonel Captain Colonel
Lieutenant Colonel Lieutenant Colonel Commander Lieutenant Colonel
Major Major Lieutenant Commander Major
Captain Captain Lieutenant Captain
First Lieutenant First Lieutenant Lieutenant Junior Grade First Lieutenant
Second Lieutenant Second Lieutenant Ensign Second Lieutenant
Warrant Personnel
Chief Warrant Chief Warrant Chief Warrant The Air Force no
Officer W-4 Officer W-4 Officer W-4 longer has Warrant
Officers.
Chief Warrant Chief Warrant Chief Warrant
Officer W-3 Officer W-3 Officer W-3
Chief Warrant Chief Warrant Chief Warrant
Officer W-2 Officer W-2 Officer W-2
Chief Warrant Chief Warrant Chief Warrant
Officer W-1 Officer W-1 Officer W-1
Armed Forces
The order of precedence for members of the armed
forces follows the order of precedence of the services:
Army, Marine Corps, Navy, Air Force, and Coast Guard.
As an example, a Marine Captain has equal rank with
an Army Captain but is seated below him at the table.
If a foreign dignitary is arriving on a military base, a
conflict may arise between the ranking local official and
the base commander. Generally speaking, if the base is
just being used for transportation and will not be
toured, the local official should take precedence and
head the receiving line at the arrival ceremony. The
Protocol Officer on the military base should be consulted
for appropriate procedure.
When considering the ranking of military personnel at
a social event, the following order of precedence,
prepared by the Department of Defense, may be helpful:
1 PROTOCOL
4
Army Marine Corps Navy Air Force
Enlisted Personnel
Sergeant Major Sergeant Major Master Chief Petty Chief Master
of Army of the Marine Officer of Navy Sergeant of the
Corps Air Force
Command Sergeant Sergeant Major or Master Chief Petty Chief Master
Major or Sergeant Master Gunnery Officer or Fleet Sergeant or
Major Sergeant Command Master Command Chief
Chief Petty Officer Master Sergeant
First Sergeant or First Sergeant or Senior Chief Senior Master
Master Sergeant Master Sergeant Petty Officer Sergeant or First
Sergeant
Platoon Sergeant or Gunnery Sergeant Chief Petty Officer Master Sergeant
Sergeant First Class or First Sergeant
Staff Sergeant Staff Sergeant Petty Officer Technical Sergeant
First Class
Sergeant Sergeant Petty Officer Staff Sergeant
Second Class
Corporal or Corporal Petty Officer Sergeant
Specialist Third Class
Private First Class Lance Corporal Seaman Airman First Class
Private E-2 Private First Class Seaman Apprentice Airman
Private E-1 Private Seaman Recruit Airman Basic
Coast Guard personnel are ranked as the Navy. Virginia National Guard personnel are ranked as the Army
(Army National Guard) and Air Force (Air National Guard).
1 PROTOCOL
1 PROTOCOL
5
Forms of Address
The Honorable
In the federal government, The Honorable is used to
address, by name, high officials and former high officials
of the American government (this includes officials who
have held a commission), foreign ministers, and heads
of international organizations. A person once entitled to
The Honorable continues to be so addressed. A wife
or husband does not share the other’s official title.
Your Honor is never used, nor is The Honorable
used with military or scholastic rank. The Honorable
is used in addressing, by name:
American Ambassadors
American Ministers (as a diplomatic title, not a religious title)
American Representatives in international organizations
Assistant Heads of independent federal agencies
Assistant Secretaries of executive departments and
officers of comparable rank
Assistants to the President
Cabinet officers
Clerk of the U.S. House of Representatives
Commissioners
Commissioners of Washington D.C.
Counselor of the Department of State
Foreign Ministers (as a diplomatic title, not a religious title)
Heads of major organizations in federal agencies
Heads of international organizations (unless entitled to
“His Excellency” by reason of a position previously held),
alternates, deputies, and assistant heads
High Commissioners
Judges (Justices of the Supreme Court excepted)
Legal Advisor of the Department of State
President of the United States (if addressed by name)
Public Printer
Members of the U.S. House of Representatives
Secretary of the U.S. Senate
Secretary to the President
United States Senators
Sergeants at Arms of the U.S. Senate and
U.S. House of Representatives
Under Secretaries of executive departments
U.S. Representatives, alternates, and
deputies to international organizations
Vice President of the United States
In state and local government, the practice of conferring
The Honorable should not be overused to the extent
that it becomes less meaningful.
It is recommended that the following list be used as a
guide in conferring The Honorable to state and local
government officials:
Governor
Lieutenant Governor
Attorney General
Justices of the Supreme Court
Judges
Mayors
Governor’s Chief of Staff
Governor’s Secretaries (such as Secretary of Administration)
Commissioners of the State Corporation Commission and
Industrial Commission
State Legislators
Clerks of the Senate and House of Delegates
Elected Members of County Boards of Supervisors, City Councils
and Town Councils
Secretary of the Commonwealth
Elected Constitutional Officers
Excellency
Only three states, New Hampshire, Massachusetts, and
South Carolina have written into their laws that the
title Excellency is to be used for their governor. In
other states the use of this title is only a courtesy.
Etiquette books disagree on whether or not the term
should be used and, if so, when it should be employed.
Historically, Excellency has been strictly a title reserved
for foreign ambassadors. Its use in America probably
derived from colonial times when the British Royal
Governors were addressed as “Your Excellency.” It seems
more American to address governors of states as The
Honorable rather than in the same manner as their
British counterparts. This preserves the dignity of the
Governor’s title without being overly pretentious.
If one wishes to use the term Excellency on occasion,
perhaps the most appropriate time would be when
announcing the Governor at a formal occasion, as in:
“His Excellency, John H. Doe, Governor of the
Commonwealth of Virginia.”
1 PROTOCOL
6
Esquire
Esquire is a complimentary title. It is correct only
when addressing an envelope and is always proper
form to a lawyer and a clerk of court. On social
correspondence the abbreviation is correct but is
generally written in full in writing to a diplomat.
The title of Esquire is of British origin and was once
used to denote the eldest son of a knight or members
of a younger branch of a noble house. Later, all graduates
of universities, professionals, literary men, and important
landholders were given the right to this title, which
even today denotes a man of education.
All formally engraved invitations are addressed to Mr.
Stanley Smith; written invitations and other personal
letters may be addressed to Stanley Smith, Esquire.Mr.
and Esquire are never used in the same address.
Courtesy Titles
In official and social usage, every individual’s name is
preceded by a courtesy title such as Mr., Mrs., Miss,
Dr., The Honorable, etc. Ms. is sometimes used
when the marital status of a woman is unknown or
she prefers that title. Ms. is not used in diplomatic or
official correspondence. In those cases, Miss is used
rather than Mrs. when the marital status is not known.
Salutation and Complimentary Close
There are many optional variations, both formal and
informal, in forms of address, especially in the salutation
and complimentary close. For example, to the Vice
President:
Salutation:
Sir: or Madam: (formal)
Complimentary Close:
Very truly yours, (formal)
Sincerely yours, (informal)
The U.S. Department of State has adopted the informal
style of address for American officials. This is a matter
of personal preference and relates to how well the
addressee is known to the addresser as well as the
content of the letter.
The following official forms of address seem most
consistent with common practice in Virginia. The
complimentary close has been omitted as the individual
writing the letter best decides this. Forms of address
for purely social correspondence are discussed on page
13.
Federal Officials
President of the United States
Address
The President
The White House*
Salutation
Dear Mr. President
Dear Madam President
Conversation
Mr. President
Madam President
On a Place Card
The President
* The address is to be indented two spaces on each line. This
style should be applied throughout this section.
Former President of the United States
Address
The Honorable John/Jane Dodd
Salutation
Dear Mr./Mrs./Miss Dodd
Conversation
Mr./Mrs./Miss Dodd
On a Place Card
Mr./Mrs./Miss Dodd
Vice President of the United States
Address
The Vice President
United States Senate
Salutation
Dear Mr./Madam Vice President
Conversation
Mr./Madam Vice President
On a Place Card
The Vice President
Assistant to the President
Address
The Honorable John/Jane Smith
Assistant to the President
Salutation
Dear Mr./Mrs./Miss Smith
Conversation
Mr./Mrs./Miss Smith
On a Place Card
Mr./Mrs./Miss Smith
1 PROTOCOL
7
Cabinet Secretaries
Address
The Honorable John/Jane Smith
Secretary of ca
binet name
Salutation
(official) Dear Mr./Madam Secretary
(unofficial) Dear Mr./Mrs. Smith
Conversation
Mr./Madam Secretary
Or Mr./Mrs. Smith
On a Place Card
The Secretary of ca
binet name
Or Mr./Mrs. Smith
The Attorney General
Address
The Honorable John/Jane Brown
Attorney General
Salutation
Dear Mr./Madam Attorney General
Conversation
Mr./Madam Attorney General
On a Place Card
The Attorney General
(When both Federal and State Officials are present, the U.S.
Attorney General is listed as The Attorney General and the
State Attorney General as The Attorney General of state
.)
The Chief Justice
Address
The Chief Justice
The Supreme Court
Salutation
Dear Chief Justice
Conversation
Chief Justice
On a Place Card
The Chief Justice
Associate Justice
Address
Justice Randolph
The Supreme Court
Salutation
Dear Justice Randolph
Conversation
Justice Randolph
On a Place Card
Justice Randolph
(Never use first names unless there are two identical last
names. Retired Justices are addressed in the same way as
Associate Justices.)
Judge of a Court
Address
The Honorable John/Jane Martin
Judge of the United States
District Court for Distr
ict
Salutation
Dear Judge Martin
Conversation
Judge Martin
On a Place Card
Judge Martin
Representative
Address
The Honorable John/Jane Reed
United States House of Representatives
Salutation
Dear Mr./Mrs./Miss Reed
Conversation
Mr./Mrs./Miss Reed
On a Place Card
Mr./Mrs./Miss Reed
Senator
Address
The Honorable John/Jane Park
United States Senate
Salutation
Dear Senator Park
Conversation
Senator Park
On a Place Card
Senator Park
The Speaker of the House of Representatives
Address
The Honorable John/Jane Jackson
The Speaker of the House of Representatives
Salutation
Dear Mr./Madam Speaker
Conversation
Mr./Madam Speaker
On a Place Card
The Speaker
State Officials
Governor
Address
The Honorable John/Jane Doe
Governor of Virginia
Salutation
Dear Governor Doe
Conversation
Governor Doe or Governor
On a Place Card
The Governor
(outside of own state, The Governor of state
)
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Former Governor
Address
The Honorable John/Jane Doe
Street Address
Salutation
Dear Governor Doe
Conversation
Governor Doe or Governor
On a Place Card
Governor Doe
Lieutenant Governor
Address
The Honorable John/Jane Conner
Lieutenant Governor of Virginia
Salutation
Dear Lieutenant Governor Conner
Conversation
Mr./Mrs./Miss Conner
Or Lieutenant Governor
On a Place Card
The Lieutenant Governor
(Outside of own state - The Lieutenant Governor of state
)
(Sometimes the Lieutenant Governor is informally referred to
as “Governor.” As presiding officer in the Senate, he is referred
to as “Mr. President.”)
Former Lieutenant Governor
Address
The Honorable John/Jane Conner
Street Address
Salutation
Dear Mr./Mrs./Miss Conner
Conversation
Mr./Mrs./Miss Conner
On a Place Card
Mr./Mrs./Miss Conner
Attorney General
Address
The Honorable John/Jane Brown
The Attorney General of Virginia
Salutation
Dear Mr./Madam Attorney General
Conversation
Mr./Mrs./Miss Brown
Or Mr./Madam Attorney General
On a Place Card
The Attorney General
(Outside of own state - The Attorney General of state
)
Former Attorney General
Address
The Honorable John/Jane Brown
Salutation
Dear Mr./Mrs./Miss Brown
Conversation
Mr./Mrs./Miss Brown
On a Place Card
Mr./Mrs./Miss Brown
Speaker of the House of Delegates
Address
The Honorable John/Jane Estes
The Speaker of the House of Delegates of Virginia
Salutation
Dear Mr./Madam Speaker
Conversation
Mr./Madam Speaker
On a Place Card
The Speaker
Former Speaker of the House of Delegates
Address
The Honorable John/Jane Estes
Salutation
Dear Mr. Speaker
Or Dear Mr./Mrs./Miss Estes
Conversation
Mr. Speaker
Or Mr./Mrs./Miss Estes
On a Place Card
Mr./Mrs./Miss Estes
(A Speaker who leaves the General Assembly while Speaker
continues to be referred to as “Mr. Speaker.”)
President Pro Tempore of the Senate
Address
The Honorable Sally Smith
President Pro Tempore of the Senate of Virginia
Salutation
Dear Senator Smith
Conversation
Senator Smith
On a Place Card
The President Pro Tempore of the Senate of Virginia
Governor’s Cabinet Secretary
Address
The Honorable Michael/Mary J. Bradshaw
Secretary of (ca
binet name)
Salutation
Dear Mr./Madam Secretary
Conversation
Mr./Madam Secretary
Or Miss/Mrs./Mr. Bradshaw
Place Card
The Secretary of (ca
binet name)
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State Senator
Address
The Honorable John/Jane Frank
Salutation
Dear Senator Frank
Conversation
Senator Frank
On a Place Card
Senator Frank
Former State Senator
Address
The Honorable John/Jane Frank
Salutation
Dear Senator Frank
Conversation
Senator Frank
On a Place Card
Senator Frank
Member of the House of Delegates
Address
The Honorable John/Jane Gregory
Salutation
Dear Mr./Mrs./Miss Gregory
Conversation
Mr./Mrs./Miss Gregory
On a Place Card
Mr./Mrs./Miss Gregory
Former Member of the House of Delegates
Address
The Honorable John/Jane Gregory
Salutation
Dear Mr./Mrs./Miss Gregory
Conversation
Mr./Mrs./Miss Gregory
On a Place Card
Mr./Mrs./Miss Gregory
Judicial Officials
Chief Justice of the Supreme Court of Virginia
Address
The Honorable James Smith
Chief Justice
Supreme Court of Virginia
Salutation
Dear Chief Justice Smith
Conversation
Chief Justice
On a Place Card
The Chief Justice
Or The Chief Justice of the Supreme Court of Virginia
Former Chief Justice of the Supreme Court of Virginia
Address
The Honorable Jane Hewitt
Salutation
Dear Chief Justice Hewitt
Conversation
Chief Justice
On a Place Card
Chief Justice Hewitt
Justice of the Supreme Court of Virginia
Address
The Honorable Robert Smith
Justice
Salutation
Dear Justice Smith
Conversation
Justice Smith
On a Place Card
Justice Smith
Retired Justice of the Supreme Court of Virginia
Address
The Honorable Sally Jones
Senior Justice
The Honorable John Jones
Retired Justice
Salutation
Dear Justice Jones
Conversation
Justice Jones
On a Place Card
Justice Jones
(Some former justices become Senior Justices and continue to
work on a schedule of 25% of normal hours. Other justices
completely retire, but they may be called back on a case by
case basis.)
Chief Judge of the Court of Appeals of Virginia
Address
The Honorable Chris Tuck
Chief Judge
Court of Appeals of Virginia
Salutation
Dear Judge Tuck
Conversation
Judge Tuck
On a Place Card
Judge Tuck
(All other judges, including Circuit Court Judges, District Court
Judges, and Judges of Juvenile and Domestic Relations courts
are addressed in a similar manner).
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Local Officials
Mayor
Address
The Honorable Randolph Cary
Mayor of city
Salutation
Dear Mayor Cary
Conversation
Mr. Mayor
On a Place Card
The Mayor
(Outside his city - The Mayor of city
)
Chairman of the Board of Supervisors
Address
The Honorable William Thomas
Chairman, Board of Supervisors
County of county
Salutation
Dear Mr. Thomas
Conversation
Mr. Thomas
On a Place Card
Mr. Thomas
Diplomatic Officials
Ambassador of the United States (on post)
Address
The Honorable John/Jane Washington
American Ambassador
Salutation
Dear Mr./Madam Ambassador
Conversation
Mr./Madam Ambassador
On a Place Card
The American Ambassador
(Social correspondence addressed to The Honorable Jane
Washington and her husband should read:
The Honorable Jane Washington
American Ambassador
and Mr. Washington)
Ambassador of the United States (away from post)
Address
The Honorable John/Jane Washington
The American Ambassador to countr
y
Salutation
Dear Mr./Madam Ambassador
Conversation
Mr./Mrs./Miss Washington
Or Mr./Madam Ambassador
On a Place Card
Ambassador Washington
Social
The Honorable John/Jane Washington
Ambassador to countr
y
and Mr. Washington
Foreign Officials
Ambassador
Address
His Excellency Pierre Dunn
Ambassador of countr
y
Salutation
Dear Mr. Ambassador
Conversation
Mr. Ambassador
On a Place Card
The Ambassador of countr
y
Social
His Excellency
The Ambassador of countr
y
and Mrs. Dunn
King
Address
His Majesty Frederick IX
King of Denmark
Salutation
Your Majesty
Conversation
Your Majesty
(for prolonged conversation, Your Majesty is used when first
addressed and Sir/Ma’am is used afterwards.)
On a Place Card
His Majesty
The King of Denmark
Social
His Majesty
The King of Denmark
Prime Minister
Address
His Excellency Harold Wilson
The Prime Minister of Great Britain
Salutation
Dear Mr. Prime Minister
Conversation
Mr. Prime Minister
On a Place Card
The Prime Minister of Great Britain
Social
His Excellency The Prime Minister of Great Britain
and Mrs. Wilson
(If the leader of the country is female, the “His” and “Mr.”
would change to “Her” and “Madam.”)
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Ecclesiastical Officials
Protestant Minister
Address
The Reverend Tyler Carter
Salutation
Dear Mr. Carter
Conversation
Mr. Carter
On a Place Card
Mr. Carter
Dean
Address
The Very Reverend John Marks, D.D.
Dean of Washington Cathedral
Salutation
Dear Dean Marks
Conversation
Dean Marks
On a Place Card
Dean Marks
Roman Catholic Priest
Address
The Reverend Custis Dandridge
Salutation
Dear Father Dandridge
Conversation
Father Dandridge
On a Place Card
Father Dandridge
Jewish Rabbi
Address
Rabbi John Parke, Ph.D.
Salutation
Dear Dr. Parke
Or Dear Rabbi Parke
Conversation
Dr. Parke
Or Rabbi Parke
On A Place Card
Rabbi Parke
Or Dr. Parke
Bishops
Presiding Bishop of the Protestant Episcopal Church
in the United States
Address
The Most Reverend John Brooks, D.D., LL.D.
Presiding Bishop of the Protestant Episcopal Church
in the United States
Salutation
Dear Bishop Brooks
Conversation
Bishop Brooks
On a Place Card
Bishop Brooks
Other Protestant Episcopal Bishops
Address
The Right Reverend John Jones, D.D., LL.D.
Bishop of Washington
Salutation
Dear Bishop Jones
Conversation
Bishop Jones
On a Place Card
Bishop Jones
Roman Catholic Bishop in the United States
Address
The Most Reverend Robert Scott, S.T.D.
Bishop of Buffalo
Salutation
Dear Bishop Scott
Conversation
Bishop Scott
On a Place Card
Bishop Scott
Methodist Bishop
Address
The Reverend Joseph Dutton, D.D.
Methodist Bishop
Salutation
Dear Bishop Dutton
Conversation
Bishop Dutton
On a Place Card
Bishop Dutton
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Military Officials
Many sources outline the proper form of address for
military personnel. Below are general rules that may
serve as guidelines for individual situations.
The full rank is usually used as a title when addressing
letters and in formal introductions. When used in the
greeting, the full rank is usually shortened. For instance,
the salutation for a Lieutenant Colonel would be “Colonel.”
The address or formal introduction for a first sergeant
would include the full title. The salutation for
correspondence to a first sergeant would be “Sergeant.”
A chief petty officer would be greeted as “Chief.”
To assist in addressing letters or invitations when spouses
are included, some of these examples include a spouse
with the same name and a spouse with a different
name.
Major General – Army (USA), Air Force (USAF), Marine
Corps (USMC) (man or woman)
Official
Major General John Henry Doe, USA (USMC or USAF)
Major General Elizabeth Smith Doe, USA (USMC or USAF)
Salutation
Dear General Doe
Conversation
General Doe
On a Place Card
Major General Doe
Social
Major General and Mrs. John Henry Doe
Major General Elizabeth Smith Doe and Mr. John Doe
Salutation
Dear General and Mrs. Doe
Dear General Doe and Mr. Doe
Rear Admiral – Navy (USN), Coast Guard (USCG) (man
or woman)
Official
Rear Admiral John Henry Doe, USN (or USCG)
Rear Admiral Elizabeth Smith Doe, USN (or USCG)
Salutation
Dear Admiral Doe
Conversation
Admiral Doe
On a Place Card
Rear Admiral Doe
Social
Rear Admiral and Mrs. John Henry Doe
Rear Admiral Elizabeth Smith Doe and
Mr. John Alexander
Salutation
Dear Admiral and Mrs. Doe
Dear Admiral Doe and Mr. Alexander
All Sergeant Ranks – Army (USA), Air Force (USAF),
Marine Corps (USMC) (man or woman)
Official
Staff Sergeant John Henry Doe, USA (USMC or USAF)
Staff Sergeant Elizabeth Smith Doe, USA (USMC or USAF)
Salutation
Dear Sergeant Doe
Conversation
Sergeant Doe
On a Place Card
Staff Sergeant Doe
Social
Staff Sergeant and Mrs. John Henry Doe
Staff Sergeant Elizabeth Smith Doe and
Mr. Ronald Doe
Salutation
Dear Sergeant and Mrs. Doe
Dear Sergeant Doe and Mr. Doe
All Petty Officer Ranks – Navy (USN), Coast Guard
(USCG) (man or woman)
Official
Chief Petty Officer John Henry Doe, USN
Chief Petty Officer Elizabeth Smith Doe, USN
Salutation
Dear Mr. Doe
Dear Miss or Mrs. Doe
Conversation
Mr. Doe
Miss or Mrs. Doe
On a Place Card
Mr. Doe
Miss or Mrs. Doe
Social
Mr. and Mrs. John Henry Doe
Mrs. Elizabeth Smith Doe and Mr. Ronald Doe
Salutation
Dear Mr. Doe
Dear Mr. and Mrs. Doe
Although forms of address for the military usually
follow general rules, there are exceptions throughout
the ranks and the services. Listed below are three
resources that may be consulted when specific
questions arise:
McCaffree, Mary Jane and Pauline Innis. Protocol, The
Complete Handbook of Diplomatic, Official and
Social Usage. Dallas, TX: Hepburn Books, 1997.
Swartz, Oretha D., Service Etiquette, 4th Edition, United
States Naval Institute, Annapolis, Maryland, 1988.
www.army.mil/usapa/epubs, choosing Information
Management and then AR 25-50 – Preparing and
Managing Correspondence. Accessed November 27,
2002.
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Social Correspondence
Envelopes for social correspondence of top government
officials, e.g. The President, The Governor, Vice President,
Lieutenant Governor, Chief Justice, and Attorney General,
do not include the surname with the title. The title
stands alone as follows:
The President
The White House
The Chief Justice
The Supreme Court
When a spouse is included, the envelope would be
addressed as follows:
The President
and Mrs. Doe
The White House
If the spouse of an official has his or her own title, it
should be addressed as follows:
The President
and Dr. Doe
If the spouse of an official uses a different surname, it
should be addressed as follows:
The President
and Ms. Jane Smith
(“First Lady” is an unofficial title and should never be used
except in informal introductions.)
The Chief Justice
and Mrs. Winston
The Supreme Court (or a home address)
The social address for an Associate Justice differs slightly
and includes the surname of the Justice.
Mr. Justice Randolph
and Mrs. Randolph
The Supreme Court (or a home address)
(On social correspondence for other officials when an honorific
such as “The Honorable” is used and a spouse is included,
neither the honorific nor the title of the addressee should
apply to the spouse. In fact, the title could be omitted if
desired.)
With title
The Honorable John H. Park
Secretary of Finance
and Mrs. Park
Without title
The Honorable Jane H. Park
and Mr. Park
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Invitations
All invitations extended to state officials should be
acknowledged in a prompt and appropriate manner.
Many invitations include a reply card of some kind. The
use of reply cards has become more casual. They are
an expedience for guests and an efficient way for the
host group to sort and handle a large number of
replies. Even the White House often uses reply cards in
various sizes so that the responses to different events
may be handled quickly. When reply cards are included
with invitations, it is recommended that they be used.
If a telephone number or e-mail address is given for
response, the reply may be made by telephone or
e-mail and a record maintained of the details of the
call for file purposes.
Informal Invitations
Informal invitations are issued to state officials in various
forms and ways. In addition to the above general
recommendations, below is a suggested response to
informal printed invitations from individuals, groups, or
organizations without a reply card, or when a card is
only for acceptances or contributions.
For invitations extended by letter, with or without a
printed invitation accompanying it, responses should be
made by letter with the official’s signature.
Formal Invitations
All formal invitations are worded in the third person
and their acceptances and regrets are answered in the
same form and by hand. Formal invitations may be
engraved, partially engraved, or handwritten. If partially
engraved, all information to be added should be
handwritten, preferably in black ink.
Reply to Formal Invitations
A reply to a formal invitation should be written in long
hand on fine quality white or off-white double-fold
stationery. The only exception to this is when an
invitation is sent to a man or woman at an office
address. In this case, the reply may be on personal or
business stationary. Replies are handwritten in the same
form and wording as the invitation.
Mr., Mrs., Ms., and Dr. are the only abbreviations that
should be used in any sort of reply, and the name of
each sender should be mentioned. Courtesy titles should
never be used when referring to oneself.
An acceptance to an invitation should specify the date,
hour, and place and always say “the kind invitation.”
A regret to an invitation should refer only to the date,
not the hour (the year should not be used in any type
of response). One should speak of “the kind invitation”
or “very kind invitation” when writing a regret.
It is a courtesy to give a reason for regretting an
invitation. The formal excuses are standardized and the
only ones considered valid are illness, a previous
engagement, or absence from the city. (An invitation to
the White House is a valid and necessary reason for
regretting all other, even previously accepted, invitations.)
If the invitation is from the White House, a reason for
not accepting is always given. The four valid reasons
for regretting an invitation from the White House are
severe illness, absence in some distant place from which
return is obviously impossible, the death of a very close
relative, or a family wedding.
No matter what form an invitation takes or what
manner is used for reply, invitations should always
receive a timely response. If circumstances prevent a
timely reply, it is still courteous to reply after the
requested time and before the event.
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Formal Invitation and Response
R.S.V.P.
The Executive Mansion Black Tie
Governor and Mrs. Randall Lewis Thompson
request the pleasure of your company
at a reception
on Friday evening, the ninth of April
from seven until nine o’clock
The Executive Mansion
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A White House Invitation and Response
White Tie
The President and Mrs. Allen
request the pleasure of the company of
Governor and Mrs. Marshall
at a concert and reception to be held at
The White House
on Wednesday evening, June 18, 1987
at nine o’clock
THE EXECUTIVE MANSION
THE EXECUTIVE MANSION
A reply is requested
Mrs. Warren Lewis Barton
requests the pleasure of your company
on the twentieth of February
from eleven until half after twelve o’clock
The Executive Mansion
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Samples of Formal Invitations When There Are Guests of Honor
A reply is requested
Mrs. Warren Lewis Barton
requests the pleasure of your company
at coffee
honoring the wives of
members of the General Assembly of Virginia
on Tuesday, the twentieth of February
from eleven until half after twelve o’clock
The Executive Mansion
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Dress
Suggested Dress Definitions
One of the questions that seems to be uppermost in
everyone’s mind when receiving an invitation is “what
is the appropriate dress?” On many invitations the
dress is indicated as white tie, informal, casual, etc.,
but even then uncertainty often exists as to the
meaning of the terms.
As one of the purposes of this book is to address
practices as clearly as possible, the following dress
definitions are offered.
Formal
White tie means full evening dress – tailcoats and
white ties for men; long evening dresses for women.
Black tie means tuxedos or dinner jackets for men;
floor length or short evening dresses for women.
For the Inauguration of the Governor of Virginia, males
in the official party wear morning coats and women
wear dark suits.
Informal or Semi-formal
Men: Business suits
Women: Dresses, short or long informal
Casual
Men and Women: Sports clothes to fit the activities
planned; no coats or ties for men.
Military
Civilian terms often do not properly describe military
attire. When the function is primarily a military affair,
the armed services involved should be contacted for
the best terminology to describe what the appropriate
attire will be.
Example of an invitation when the
Governor is female and married.
R.S.V.P.
The Governor of Virginia and Mr. John Jones
request the pleasure of your company
at a reception
on Friday, the tenth of March
from six until seven-thirty o’clock
The Executive Mansion
R.S.V.P.
804-555-2200 or [email protected]
Governor Susan Smith and Dr. Robert White
request the pleasure of your company
for dinner
on Sunday October 17, 2002
at seven o’clock
The Virginia Room
The Williamsburg Lodge
Williamsburg, Virginia
Example of an invitation when the
spouse of the Governor has a different
name and a title.
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Receiving Line
A receiving line should be as short as possible, and the
order of persons depends upon the formality of the
occasion.
In an official function for high-ranking dignitaries, the
Department of State follows this sequence: host/hostess,
guest of honor, guest of honor’s spouse, host’s/hostess’
spouse. (If the last person in line is female, a man
should be added so a woman will not be left at the
end of the line.) An alternate order, equally appropriate,
is: host, hostess, guest of honor, and spouse of guest of
honor. When the guest of honor is a head of state or
government, the host and hostess relinquish their
positions. The sequence is: Chief of State, spouse of
Chief of State, host, hostess, and possibly another man.
At an unofficial function, the hostess is first in the
receiving line, then the guest of honor, the host, and
the spouse of the guest of honor.
For a Governor’s formal reception, it is customary for
the Adjutant General of Virginia or his designee to stand
at the entrance of the reception room to receive the
names of the guests and convey them to the Governor
by merely turning to him and saying “Mr. Johnson.”
Guests do not shake hands with the Adjutant General,
military designee or military aide and, in case of couples,
give only the last name(s).
A military aide may be placed at the end of the line
to facilitate movement of the guests and to prevent a
woman from being at the end of the receiving line.
Adjutant General or Designee
Governor
Spouse of Governor
Lt. Governor
Spouse of Lt. Governor
Attorney General
Spouse of Attorney General
Speaker of the House
Spouse of Speaker
The Chief Justice
Spouse of Chief Justice
Reception Room
Guests’ Entry
Military Aide
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Dinners and Luncheons
Seating
Head Table
Seating arrangements for a head table often cause
unnecessary concern. As in other matters of protocol,
courtesy and sound reasoning are the best guides, for
many factors can alter established procedure. The
following guide is to be considered in this light.
At a formal occasion, the head table is arranged in order
of precedence. If the guest of honor is to make an
address, he sits to the right of the master of ceremonies
at the center of the table. The second ranking guest sits
at the left of the master of ceremonies and so on in
alternating fashion. If at all possible, two women should
not be seated together and a woman should not be left
at the end of the table. A woman (or man) always takes
the rank of her husband (or wife).
When space permits, places are set along only one side
of the table so the guests of honor face the tables at
which the other guests are seated.
The following is an example of seating for state functions
where the Speaker of the House of Delegates is the
Master of Ceremonies and the Governor is the Guest
of Honor. Seated at the head table are:
The Governor and spouse
The Speaker of the House of Delegates and spouse
A former Governor and spouse
A State Senator and spouse
The local Mayor and spouse
A city official
The
Local
Mayor
Spouse of
The
Former
Governor
State
Senator
Spouse of
The
Speaker of
The House
The
Governor
Lectern
The
Speaker of
The House
Spouse of
The
Governor
Former
Governor
Spouse of
The
State
Senator
Spouse of
The
Local
Mayor
A
City
Official
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Tables of Eight
At official functions, it is difficult to observe strict
protocol when seating a table of eight. It may be easier
to increase the number to ten. If not, either the correct
order of precedence or the alternate seating of men
and women must be sacrificed as shown below.
Guests
The Host and Hostess
The Governor and spouse
The Speaker of the House and spouse
A Mayor and spouse (outside of own city)*
* see pp. 1 and 2
Mayor
Host
Spouse of
The Speaker
The
Governor
The
Speaker
Spouse of
The
Governor
Spouse of
The Mayor
Hostess
Mayor
Host
Spouse of
The Speaker
The
Governor
The
Speaker
Spouse of
The
Governor
Spouse of
The Mayor
Hostess
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Tables of Ten
Guests
The Host and Hostess
The Governor and spouse
The Speaker of the House and spouse
Mayor
Host
Spouse of
The Speaker
The
Governor
The
Speaker
Spouse of
The
Governor
Spouse of
The Mayor
Hostess
Former
Governor
Spouse of
Former
Governor
Former
Governor
Spouse of
The
Governor Host
Spouse of
The
Speaker Mayor
Spouse of
The Mayor
The
Speaker
Hostess The
Governor
Spouse of
Former
Governor
Former Governor and spouse
A Mayor and spouse (outside of own city)*
* see pp. 1 and 2.
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U-Shaped Table
Guests
The Host and Hostess
The Governor and spouse
The Mayor of Richmond and spouse
(Dinner is in Richmond)
The Speaker of the House and spouse
A former Governor and spouse
The State Treasurer and spouse
A State Senator and spouse
A State Delegate and spouse
A former Lt. Governor and spouse
Former
Governor
Spouse of
Former
Governor
Host
Spouse of
The
Governor
The
Mayor
Spouse of
The Mayor
The
Speaker
Hostess
The
Governor
Spouse of
The
Speaker
Former
Lt. Governor
Spouse of
State Senator
Spouse of
State
Treasurer
State
Delegate
State
Senator
Spouse of
Former
Lt. Governor
State
Treasurer
Spouse of
State
Delegate
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Special Events
When mixing federal, state, and local officials, official
rank and sound reasoning determine precedence. The
purpose of the function must also be taken into
consideration.
If the order of precedence is being used to make table
arrangements, the host and hostess assume a new
position in seating.
A mayor of a large city might be placed after a U.S.
Senator or member of the U.S. House of Representatives.
However, if the event were being held in the Mayor’s
city, only the Governor, the U.S. President, or the U.S.
Vice President would outrank him. One protocol book
suggests that Lieutenant Governors in their own states
equate to a Deputy or Under Secretary of an executive
department on the federal level.
Example 1
The Governor of Virginia is hosting a dinner at a
Governor’s Conference in Williamsburg, Virginia. An
event of this nature is generally considered more of a
national event than a state event, and federal precedence
is applied. Attending are: a member of the U.S. Senate
from Virginia, 12 other southern governors, the Lieutenant
Governor of Virginia, a Virginia State Senator, two
members of the Virginia House of Delegates, the Mayor
of Williamsburg, and a member of the Williamsburg City
Council.
Their ranking would be:
Governor of Virginia
Mayor of Williamsburg
Member of the U.S. Senate from Virginia
Governors in order of states’ admission to the Union
Virginia Lieutenant Governor
Virginia State Senator
Members of the Virginia House of Delegates*
Member of Williamsburg City Council
* If two members of a house of the Virginia General Assembly
rank equally, they may be seated alphabetically
.
The highest-ranking man usually sits at the right of the
hostess and the wife of the highest-ranking man sits at
the right of the host for unofficial occasions. However,
when seating according to true precedence, the highest-
ranking man is seated at the right of the hostess and
the highest-ranking woman (who may not be the wife
of the highest-ranking man) is seated at the right of the
host. The second ranking man is seated at the left of
the hostess and the second ranking woman at the left
of the host.
Example 2
A corporation located in Richmond hosts a dinner held
in Richmond, Virginia. Attendees are: the Mayor of
Richmond, the Mayor of Norfolk, the U.S. Secretary of
Education (the guest speaker), the Speaker of the
Virginia House of Delegates, a Virginia Congressman
(not from Richmond), a member of the Richmond City
Council, a member of the Prince William County Board
of Supervisors, and the Chairman of the Board of
Supervisors of Fairfax County.
Their ranking would be:
Mayor of Richmond
U.S. Secretary of Education
Virginia Congressman
Speaker of the Virginia House of Delegates
Mayor of Norfolk/Fairfax County Board Chairman
Member of Richmond City Council/Member of
Prince William County Board of Supervisors
(If the dinner were in honor of the Norfolk Mayor or if
he were the host, he would be seated in a higher position
at the table. The Mayor and the Chairman are ranked
equally. The Council Member and the Board Member are
also ranked equally.)
Place Cards
For seated occasions of more than eight people, place
cards eliminate confusion and provide identification.
Place cards should be simple, as they are not intended
to be a decoration but to serve a practical purpose.
Names should be clearly legible.
The names are usually written as you would introduce
one guest to another, e.g. Mr. Randolph, Commander
Brown, or Mrs. Williams. However, certain dignitaries are
so important that their place cards are written by title
alone. Their position is usually of the sort that only one
person at a time can hold, e.g. The President, The Vice
President, The Attorney General, The American
Ambassador, The Governor, etc. Other notables have
their names in addition to titles, e.g. Justice Fair, Senator
Essex, etc.
For spouses of officials, the place cards are simply
written Mrs. (or Mr.) Tait; titled women are given
their titles, as “Duchess of Windsor” or “Lady Gloria
Glover.” (See also Forms of Address)
1 PROTOCOL
25
Precedence to Dining Room
At a formal dinner at the Executive Mansion, the
Governor leads the way into the dining room, escorting
the highest-ranking guest of the opposite sex. The
Governor’s spouse and his or her escort enter last.
At a large, public, official function, the host escorts the
highest-ranking female guest, followed by the hostess
and the guest of honor. These two couples lead the
way to dinner. If the guest of honor is a woman, the
host escorts her to dinner first. They are followed by
the hostess and the highest-ranking male guest. The
hostess and the guest of honor lead the way only if
the guest of honor is extremely high ranking.
Toasts
Ceremonial toasts require advance planning by the host
who should consider the occasion, the guest of honor,
and the country of the latter. There are times when
toasts are expected and other times when a short
welcoming speech to the honored guest is more
appropriate. When ceremonial toasting is to occur, the
subject and sequence should be made known to the
ranking foreign guest who will respond to them. Some
reference to the guest’s country is usually made.
Toasts are usually offered with champagne or dessert
wine during or after the dessert course.
A guest being toasted does not drink and remains
seated. Everyone present, without rising, drinks the
general toast “To your health.” The general format for
a toast to a chief of state is “His Excellency, The
President of the French Republic.”
Toastmaster
The chairman, toastmaster, or master of ceremonies sits
at the center of the most prominent table.
After the dessert is served, the toastmaster rises and
makes a few remarks ending with a reference to the
first speaker. The toastmaster then introduces the
speaker by saying, “It gives me great pleasure to
introduce Dr. Marvin Blackburn.”
1 PROTOCOL
26
Foreign Visitors
Many foreign visitors come to Virginia to meet with the
Governor and state officials or to attend various
conferences or special events. It is important that the
host is familiar with the customs of the visitor’s particular
country; what gifts, food, and activities are appropriate;
the proper form of address; what gestures that are
common to an American really mean in the visitor’s
country; and any other bits of information that will
make both the host and the visitor more comfortable
during the visit.
It would entail extensive narration to address these
aspects for the many countries represented by visitors
to Virginia. It is more practical to provide several
resources that the host could use to determine the best
way to conduct business and entertain a guest from a
particular foreign country. The following resources will
most likely lead to others that will be helpful:
Axtel, Roger E. Do’s and Taboos of Hosting
International Visitors. New York: John Wiley & Sons,
1990.
Axtel, Roger E., ed. Do’s and Taboos Around the
World. 3rd Edition. Compiled by The Parker Pen
Company. New York: John Wiley & Sons, 1993.
Morrison, Terri, Wayne A. Conway, and George A. Borden.
Kiss, Bow or Shake Hands: How to Do Business
in Sixty Countries. Holbrook, MA: Bob Adams, Inc.
Publisher, 1994.
Culture Shock: A Guide to Customs and Etiquette:
(A series of individual books by various authors on 50+
specific countries.) Portland, OR: Portland Graphic Arts
Center Publishing Company, 1990s.
Post, Peggy and Peter Post. Emily Post’s, The Etiquette
Advantage in Business, Personal Skills for
Professional Success. 1st ed. New York: Harper Collins
Publishers, Inc., 1999.
Nwanna, Gladson. Do’s and Don’ts Around the
World: A Country Guide to Cultural and Social
Taboos and Etiquette. Baltimore, MD: World Travel
Institute,1998.
Axtell, Roger, ed. The Do’s and Taboos of Body
Language Around the World. rev. and enl. ed. New
York:John Wiley & Sons, 1997.
Dresser, Norine. Multicultural Manners: New Rules
of Etiquette for a Changing Society. New York: John
Wiley & Sons, Inc. 1996.
27
2 INAUGURATION
T
he inauguration of a new Governor, Lieutenant
Governor, and Attorney General is held on the
first Saturday after the General Assembly Session
begins in January of the year following the statewide
election.
The inaugural activities on that day are prescribed by
statute and tradition but also allow for some special
requests by the Governor-elect. Until 1982, the swearing-
in ceremony and parade reviewing stands were located
on the South Portico of the Capitol Building. The
ceremony was moved to the north side of the building
in 1982 where more space was available for reviewing
stands and spectators. Since that time, the Governor-
elect has chosen whether to use the South Portico or
north side of the Capitol for the ceremony. On one
occasion, to allow more seating for the swearing-in
ceremony, the swearing-in took place on the South
Portico and the parade was reviewed on the north side
of the building.
The Commonwealth Inaugural Committee appointed by
the Governor-elect, Lieutenant Governor-elect, and
Attorney General-elect is charged with planning the
inaugural day activities. This includes: (1) developing and
issuing the invitations and the programs, (2) choosing
the participants in the parade, (3) developing a budget
within the appropriation provided by the House of
Delegates, (4) managing the guest lists for the activities
of the day and evening, and (5) coordinating with state
officials throughout the process.
Many executive, legislative, and judicial staff assist the
staff of the Commonwealth Inaugural Committee to
plan and execute inaugural activities.
• The House of Delegates and Senate appoint members
just prior to the inauguration to serve on a Ceremonial
Inaugural Committee to escort the incoming officials
and their families to and during the day’s activities.
• The Department of General Services installs the
Official Party reviewing platform and stands for the
public and news media, secures and sets up the
sound system, provides sanitary facilities, and
coordinates parking. They prepare the Governor’s
Office for the new Governor and his staff beginning
at noon on the day of the inauguration to be ready
for use the following day. They move the outgoing
Governor and his family from the Executive Mansion
and move the incoming Governor and his family into
the Executive Mansion over that weekend.
• At the request of the Commonwealth Inaugural
Committee, the Department of Military Affairs arranges
for placement and firing of the cannon to honor the
newly sworn in Governor with a 19-gun salute. It is
traditional that the casing of the first shot fired be
presented to the Governor. They also provide the jet
flyby, if one is scheduled.
• Since the Speaker of the House of Delegates presides
over the swearing-in ceremony, the Clerk of the
House provides valuable information on the
procedures, the finances, the traditions, and the many
details of the day’s activities.
• The Capitol Police provide security for the day’s
activities within the Capitol building and Capitol
Square and transportation for members of the General
Assembly, when requested.
• The Virginia State Police provide security for the
dignitaries and the general areas surrounding the
Capitol Square as well as transportation for the
principals where needed.
The schedule of activities on the day of Inauguration
may vary somewhat. Some incoming officials have
requested a service at a downtown church. Some have
had a Prayer Breakfast or an early morning reception
for General Assembly members and invited guests. No
matter what activity is chosen, the public swearing-in
ceremony traditionally begins at 12 noon. Participants
gather in different parts of the Capitol to organize for
their entry onto the inaugural platform.
• The Ceremonial Inaugural Committee, dressed in
formal attire, assembles in a House Room. The
Committee proceeds by motorcade to where the
Governor-elect, the Lieutenant Governor-elect, and the
Attorney General-elect and their families have gathered
and escorts them to the Capitol.
• Distinguished guests gather in the Old House Chamber.
• The members of the House and the Senate meet in
their respective chambers and then the Senate joins
the House of Delegates to convene a joint session in
the House Chamber.
• The outgoing state officials and their family members
assemble in the Old Senate Chamber.
• The incoming state officials, dressed in formal attire,
and their families gather in a House Room and then
move to the Old Senate Chamber.
2 INAUGURATION
28
Prior to any movement to the inaugural platform, it is
traditional that the outgoing Governor meet with and
present to the incoming Governor the keys to the
Executive Mansion.
At the appointed time, the distinguished guests move
to the platform followed by the outgoing state officials
and their families. The Sergeant at Arms announces the
arrival on the platform of the outgoing Governor and
his family, the members of the Ceremonial Inaugural
Committee, the Attorney General-elect, Lieutenant
Governor-elect, and Governor-elect with their families
and in that order.
When everyone is in place, the Speaker of the House
begins the ceremony which is orchestrated by the Clerk
of the House.The Governor-elect chooses the minister(s)
to deliver the invocation and the benediction and any
musical performer (singer or reader) or performance
(band or orchestra) that is part of the ceremony. Each
of the incoming officials selects the person who will
administer his oath of office. It is required by statute
that the person administering each oath be a member
of the Virginia judiciary.
The oaths of office are administered to the Attorney
General-elect first, then to the Lieutenant Governor-
elect, and finally to the Governor-elect. At the conclusion
of the oaths, there is a 19-gun salute by the National
Guard and a jet flyby, if that has been requested. After
the salute, the previous Governor and his family retire
from the platform.
The newly sworn Governor addresses the assembled
guests and signs procedural Executive Orders. The Joint
Session of the General Assembly is adjourned and the
parade begins.
After the parade, the First Family proceeds to the
Executive Mansion. Some Governors have chosen to
have public events at the Executive Mansion or in the
Capitol on the afternoon of the inauguration or the
following day. An Inaugural Ball is traditionally held in
the evening. To accommodate the large number of
people of various ages who wish to celebrate with the
new Governor, Lieutenant Governor, and Attorney
General, officials have requested that additional balls be
held.
29
3 PLANNING FOR A VISIT TO OR FROM THE GOVERNOR
• Information on whether the First Lady is included
and what she is to do (required or optional) if she
is included.
When the Governor accepts the invitation, the following
information should be provided at least one week prior
to the event:
• Directions to area (including any special entrance and
parking designated for Governor’s car).
• Name and title of person meeting the Governor and
the exact place of meeting.
• A copy of the distributed invitation to the event, if
applicable.
• Name and title of person introducing the Governor.
(It is customary in Virginia for everyone to stand when the
Governor enters a room or when he rises to speak, as a show
of respect for the Office.)
• A copy of the program, if available, or an outline of
the planned agenda.
• The guest list, if available and practical (based on the
size of the event).
• An invitation or attendance list of elected officials
(should the full guest list not be available or practical).
Office Responsibility
When the Governor accepts an invitation, the Governor’s
Office provides the person in charge of the event with
as much information regarding the Governor’s plans
and needs as possible. This includes:
• Times and sites of arrival and departure, method of
transportation.
• Composition of the Governor’s official party.
• Any special needs that might exist such as light on
the podium, arrangements for security or support
staff, or supplemental transportation.
The Governor’s security will visit the site at least one
day prior to the event to become familiar with the area
and plans surrounding the Governor’s participation.
Should lodging be required, the Governor’s staff will
make those arrangements.
In the Governor’s Office
R
equests for office appointments with the Governor
should be made in writing on letterhead, if
applicable. Requests should be mailed, e-mailed,
or faxed to the Governor’s Office and should include:
• Subject to be discussed
• Those attending
• Time requirement
• Contact person and phone number
The Governor’s Office confirms the time of the
appointment and states any time constraints. Generally,
confirmation of the appointment and any subsequent
adjustments are made by telephone.
Should the Governor request the presence of additional
people at the meeting and lead time allows, the visitor
will be notified by phone of the Governor’s decision.
Away from the Governor’s Office
Events and situations involving the Governor flow more
smoothly when everyone involved knows what is
expected. The following procedures have proven
satisfactory in planning for a gubernatorial visit:
• All invitations to the Governor should be made in
writing, using letterhead of the individual or
organization, if applicable.
• Although an immediate acceptance or decline may
not be possible, invitations are acknowledged as soon
as possible.
• All arrangements for a visit are confirmed one to two
days before the event.
Host Responsibility
The host or hostess should provide the following
information in the initial written letter of request:
• Sponsoring organization and/or person; type and size
of audience; name, position, phone and fax numbers,
and email address of contact person.
• Date, time, and exact location (town, street, building).
• What is expected of the Governor (speech, dinner,
receive/give gift, unveil plaque, etc.).
• Speech topic, if not optional, and time allotted.
4
TRADITIONAL EVENTS AT THE EXECUTIVE MANSION
30
S
ome social events are held at the Executive
Mansion at such regular intervals as to become
almost traditional. These functions are held at the
discretion of the Governor as many conditions determine
whether the functions should be modified or eliminated.
Events that have been held fairly regularly over the past
years are:
1. A formal reception for the members of the General
Assembly, the Clerk of the House of Delegates, the
Clerk of the Senate, state agency heads, and spouses.
This reception is primarily scheduled during the long
legislative sessions rather than the short ones.
2. A Coffee or tea for spouses of the members of the
General Assembly and the Governor’s Cabinet. Spouses
of state officials have been included here or have
been invited to a separate function specifically for
them.
3. An event for the Pages of the House of Delegates
and the Senate. Over the years, this has taken the
form of a breakfast or an informal dinner.
4. A dinner for the Justices of the Supreme Court and
their spouses. This is usually a black tie event.
5. A Christmas Party for members of the Governor’s
Office staff and their spouses.
6. An Open House is often held during selected legislative
sessions for staff in the General Assembly.
7. Mansion Tours and Open Houses. The Executive
Mansion is open to the public for prearranged and
scheduled tours. Requests for tours are managed by
the Mansion staff.
In addition, when Open Houses are held during special
seasons of the year, such as Christmas and Garden
Week, visitors may come to the Mansion on the days
and hours scheduled.
31
5 STATES’ INFORMATION
Montana November 8, 1889 41
Nebraska March 1, 1867 37
Nevada October 31, 1864 36
New Hampshire June 21, 1788 9
New Jersey December 18, 1787 3
New Mexico January 6, 1912 47
New York July 26, 1788 11
North Carolina November 21, 1789 12
North Dakota November 2, 1889 39
Ohio March 1, 1803 17
Oklahoma November 16, 1907 46
Oregon February 14, 1859 33
Pennsylvania December 12, 1787 2
Rhode Island May 29, 1790 13
South Carolina May 23, 1788 8
South Dakota November 2, 1889 40
Tennessee June 1, 1796 16
Texas December 29, 1845 28
Utah January 4, 1896 45
Vermont March 4, 1791 14
Virginia June 26, 1788 10
Washington November 11, 1889 42
West Virginia June 20, 1863 35
Wisconsin May 29, 1848 30
Wyoming July 10, 1890 44
Order of Entry into the Union
Alabama December 14, 1819 22
Alaska January 3, 1959 49
Arizona February 14, 1912 48
Arkansas June 15, 1836 25
California September 9, 1850 31
Colorado August 1, 1876 38
Connecticut January 9, 1788 5
Delaware December 7, 1787 1
Florida March 3, 1845 27
Georgia January 2, 1788 4
Hawaii August 21, 1959 50
Idaho July 3, 1890 43
Illinois December 3, 1818 21
Indiana December 11, 1816 19
Iowa December 28, 1846 29
Kansas January 29, 1861 34
Kentucky June 1, 1792 15
Louisiana April 30, 1812 18
Maine March 15, 1820 23
Maryland April 28, 1788 7
Massachusetts February 6, 1788 6
Michigan January 26, 1837 26
Minnesota May 11, 1858 32
Mississippi December 10, 1817 20
Missouri August 10, 1821 24
5 STATES’ INFORMATION
32
Governors and their Addresses
The most current resource for the names and addresses
of the governors of the states and territories is the
website for the National Governors’ Association. That
site is: www.nga.org.
Legislatures and their Addresses
The most current resource for the addresses of and
information on the legislative bodies of the states and
territories is the website for the National Conference
of State Legislatures. That site is: www.ncsl.org.
33
6 VIRGINIA NAMES AND SYMBOLS
Names
Virginia
V
irginia was named for Queen Elizabeth I of
England who was known as the Virgin Queen.
The Commonwealth of Virginia
The term “commonwealth” derives from English
government and is defined today as a state where the
power is vested in the people. Virginia has been referred
to as a “Commonwealth” since it gained independence
from Great Britain. Virginia’s Constitution, adopted on
June 29, 1776, stated that all commissions and grants
would be issued in the name of the Commonwealth of
Virginia and would bear the Seal of the Commonwealth.
The Old Dominion
In appreciation for Virginia’s loyalty to the crown, King
Charles II of England named Virginia the “Old Dominion,”
adding Virginia to his dominions of Ireland, Scotland, and
France.
Symbols
Greater and Lesser Seals
of Virginia
Virginia’s great seal was adopted by the Virginia Convention
on July 5, 1776. Its design was the work of a committee
composed of George Mason, George Wythe, Richard
Henry Lee, and Robert Carter Nicholas. George Wythe,
a classical scholar, was probably the principal author of
the design, which took its theme from ancient Roman
mythology.
The obverse side of the Great Seal depicts Virtue standing,
in triumph, over Tyranny. Virginia’s motto Sic Semper
Tyrannis,translated as Thus Always to Tyrants, appears
at the bottom of the Seal.
The reverse side of the Great Seal depicts (left to right)
Eternity, Liberty, and Fruitfulness. The word “Perservando”
across the top is translated as Persevering.
Both sides of the Seal are bordered by Virginia creeper.
The great seal shall be affixed to documents, signed by
the Governor, which are to be used before tribunals, or
for purposes outside of the jurisdiction of this State; and
in every such case, except where the State is a party
concerned in the use to be made of the document, the
tax imposed by law on the seal of the State shall be
collected and accounted for by the Secretary of the
Commonwealth, as keeper of the seals.
The lesser seal shall be affixed to all grants for lands
and writs of election issued by the Governor; to all
letters of pardon and reprieve; and to all commissions,
civil and military, signed by the Governor. The lesser
seal shall also be affixed to all other papers requiring
a seal and authorized to be issued by the Governor for
the purpose of carrying the laws into effect within the
Commonwealth.The lesser seal, when deemed necessary
by the Secretary of the Commonwealth, may be used
as an authentication of the Secretary’s or the Governor’s
official signature.
As stated in the Code of Virginia,§ 7.1-31.1, “The seals
of the Commonwealth shall be deemed the property
of the Commonwealth; and no persons shall exhibit,
display, or in any manner utilize the seals or any
facsimile or representation of the seals of the
Commonwealth for nongovernmental purposes unless
such use is specifically authorized by law.” Any use of
the Seal of Virginia, including that of agencies and
representatives of the Commonwealth, must be approved
by the Secretary of the Commonwealth.
Obverse
Reverse
Lesser Seal of the Commonwealth
6 VIRGINIA NAMES AND SYMBOLS
34
State Song
The song “Carry Me Back to Old Virginia,” written by
James A. Bland and adopted as the official song of the
Commonwealth of Virginia at the 1940 Session of the
General Assembly of Virginia, was retired in 1997 when
it was designated as the official song emeritus. Because
of its emeritus status, it is no longer played at state
functions.
Emblems
Numerous emblems have been designated over the
years as official representatives of Virginia and others
are added periodically. A complete listing may be
found in the Code of Virginia beginning with § 7.1-
37.
Senate Seal
§ 7.1-41 of the Code of Virginia directs that the Senate
Rules Committee must approve any use of the Seal
adopted by the Senate of Virginia. Such requests should
be directed to the Clerk of the Senate.
Current and former members of the Senate of Virginia
may use the Seal of the Senate. The Seal for current
members should be gold, and the Seal for former
members should be blue. The Seal should not be used
for any commercial purpose. Improper use of the Seal
is punishable by law.
35
7 STATE HOLIDAYS
Labor Day
The first Monday in September
Columbus Day and Yorktown Victory Day
The second Monday in October
Veterans Day
The eleventh day of November
Thanksgiving Day and the day following
The fourth Thursday and Friday next following in
November
Christmas Day
The twenty-fifth day of December
Any other day so appointed by the Governor of Virginia
or the President of the United States.
T
he legal holidays to be observed by the people
of Virginia are:
New Year’s Day
The first day of January
Lee-Jackson Day
Friday preceding the third Monday in January
Martin Luther King, Jr. Day
The third Monday in January
George Washington Day
The third Monday in February
Memorial Day
The last Monday in May
Independence Day
The fourth day of July
36
8
MEETINGS OF THE HOUSE OF DELEGATES AND THE SENATE
Joint Session
State of the Commonwealth Address
T
he Virginia Constitution, Article V, § 5, states “The
Governor shall communicate to the General
Assembly at every regular session the condition
of the Commonwealth, recommend to its consideration
such measures as he may deem expedient . . .”
The Governor traditionally addresses the Joint Session
of the Senate and the House of Delegates on the
opening day of the General Assembly which, as prescribed
by the Constitution of Virginia, meets annually on the
second Wednesday in January.
Schedule
Several weeks prior to the opening session, the Clerk
of the House informally contacts the Governor’s Chief
of Staff and the Clerk of the Senate to discuss an
appropriate time. The Speaker of the House then
consults with the Governor and the President of the
Senate to confirm the proposed time. The time of the
Governor’s Address is then set forth in a Procedural
Resolution.
Procedure
The first formal invitation to the Governor to speak to
the General Assembly is through a House Joint Resolution
resolving to meet in Joint Session to receive the
Governor of Virginia and such communication as he
may desire to make.
At the fixed hour for the meeting of the Joint Assembly,
the President of the Senate, the President Pro Tempore
of the Senate, the Clerk of the Senate, and the Senators
proceed to the Hall of the House of Delegates. The
Sergeant at Arms announces the arrival of the Senate
to the Speaker of the House, and the Delegates stand
to receive the members of the Senate. The Senators
generally sit in proximity to their corresponding
Delegates. The President of the Senate sits on the
Speaker’s right and the President Pro Tempore sits on
the Speaker’s left. Once all members are seated, the
Speaker, presiding as President of the Joint Assembly,
calls the Joint Assembly to order.
The Senate Clerk calls the roll of the Senate in
alphabetical order and announces that a quorum is
present. The members of the House register their
presence on the electronic voting board.
Guests
It is traditional for the spouse of the Governor, the
Supreme Court Justices, the State Corporation
Commission Judges, the Attorney General, two special
guests of the Governor, the Governor’s Cabinet
Secretaries, and the Governor’s Chief of Staff and
Counsel to be seated just below the speakers platform
in an area referred to as the “well.” The Clerk of the
House reserves seating for these individuals and also
arranges for additional seating to accommodate the
members of the Senate and other guests.
Limited seating is available on the floor of the Chamber
for staff members of the Governor, the Attorney General,
and the Lieutenant Governor as well as guests of House
and Senate members on the floor of the Chamber.
Spouses of the Lieutenant Governor, the Attorney General,
the President Pro tempore of the Senate, and the
Speaker of the House as well as additional staff members
in the Governor’s Office, the House of Delegates, and
the Senate are seated in the gallery of the House
Chamber.
All participants who have been designated for
introduction when entering the Chamber and have
been assigned seating in the well of the Chamber
assemble in the Old House Chamber to be placed in
the proper order of entry. The Sergeant at Arms
announces their arrival in the prescribed order into the
Chamber as a group (e.g. Supreme Court Justices,
Corporation Commission Judges, etc.) or individually
(e.g.Attorney General, Governor’s Secretaries, etc.) Once
announced, they are escorted to their seats in the
Chamber and await the announcement of the Governor’s
arrival.
Notifying the Governor
The Joint Assembly adopts a resolution that the President
of the Joint Assembly appoint a committee of House
and Senate members to notify the Governor that the
Joint Assembly is duly organized and would be pleased
to receive him and any communication he may desire
to make. The committee then escorts the Governor to
the House Chamber.
Entering and Leaving the Chamber
When the committee arrives at the door with the
Governor, the Sergeant at Arms steps forward from the
back of the Chamber, gains the attention of the President
of the Joint Assembly, who recognizes the Sergeant at
Arms who announces “Mr. President, the Governor of
8 MEETINGS OF THE HOUSE OF DELEGATES AND THE SENATE
37
Virginia.” Traditionally, the Governor comes down the
center aisle as the Assembly stands and applauds. He
approaches the podium from the left or right side (his
choice) and is seated behind the Clerk’s desk. He is
introduced by the President of the Joint Assembly and
makes his address from the Clerk’s desk, directly in
front of the Speaker’s seat. The Clerk of the Senate and
the Deputy Clerk of the House sit at the Governor’s
right and the Clerk of the House and the Deputy Clerk
of the Senate sit at the Governor’s left. No other
individuals occupy the podium.
Following the address, those attending the Joint Assembly
rise and applaud as the Governor leaves the podium
from the opposite side on which he entered. The
Governor greets each of his own personal party and
proceeds up the center aisle and out of the Chamber.
The Governor’s family member(s) proceed directly
behind him. All other guests in the Chamber and in
the balcony are requested to remain in place.
The President of the Joint Assembly calls the session
back to order and calls upon a previously selected
senator who moves that the Governor’s speech be
printed as Senate Document 1. Another previously
selected senator is called upon to move that the Joint
Assembly be adjourned, and a voice vote adjourns the
session. House members, all guests, and the media
remain in place until the Senate departs.
The Senate returns to its own Chamber to adjourn. The
House adjourns, and all guests and media may leave.
Commemorative Sessions
The House of Burgesses first met in a wooden church
at Jamestown in 1619. In 1699 the capital was moved
to Williamsburg and the Burgesses met in the Capitol
building. The Virginia Constitution of 1776 confirmed
the bicameral legislature, naming the two houses the
House of Delegates and the Senate. Together the two
houses are referred to as the General Assembly of
Virginia. In 1780 the seat of government was moved to
Richmond, but it was not until 1788 that the legislative
bodies were able to meet in the newly constructed
Capitol.
In 1934 reconstruction of the first capitol at Williamsburg
was completed. Colonial Williamsburg invited the General
Assembly to convene a commemorative session. The
General Assembly issued a Joint Resolution accepting
the invitation, and since that time has held regular
commemorative sessions every four years. The Joint
Commemorative Session is conducted in a fashion
similar to joint sessions of the General Assembly held
today.
Guests invited to attend the session may include, but
are not limited to, Virginia’s elected officials, the justices
of the Supreme Court, former governors of Virginia,
Colonial Williamsburg Foundation officials, Virginia
members of the United States Congress, state officials,
and local officials. Guest speakers have included
governors, members of Congress, federal and state
officials, foreign dignitaries, ambassadors, educators,
historians, and even one president of the United States.
Their topics usually encompass a historical theme.
Adjournment Sine Die
At the closing session of the General Assembly, the
House informs the Senate that it is ready to adjourn
sine die by communication of an adopted House Joint
Resolution. The resolution states that a committee
comprised of members of the House of Delegates and
the Senate will be appointed to inform the Governor
that the current Session of the General Assembly is
ready to adjourn sine die and to ask if the Governor
has any communication to make.
The group proceeds to the Governor’s Office to deliver
the communication. The Governor then thanks the
Committee and sends his communication, which is read
or distributed by the House and Senate Clerks to
members of their respective bodies.
38
9
CAPITOL SQUARE
old and new halls of the House of Delegates, the
Rotunda, the offices of the Clerks of the Senate and
the House of Delegates, the legislative committee rooms,
the enrolling office, or any other area specifically
designated as legislative space. These spaces are the
responsibility of the Clerks of the Senate and the House
of Delegates.
T
he Division of Engineering and Buildings of the
Department of General Services, under the
direction and control of the Governor, shall have
control of the Capitol Square, excepting those areas
under the control of the General Assembly, the public
grounds, and all other property at the seat of the
government not placed in the specific charge of others.
The Director shall have no control nor responsibility
with respect to the old and new Senate chambers, the
39
10 FLAG CEREMONIES
United States Flag
I
t is the universal custom to display the flag only
from sunrise to sunset on buildings and on stationary
flagstaffs in the open. However, when a patriotic
effect is desired, the flag may be displayed 24 hours a
day if properly illuminated during the hours of darkness.
It should not be displayed on days of inclement weather,
except when an all weather flag is displayed. The flag
should be hoisted briskly and lowered ceremoniously.
The flag should be displayed on all days, especially on
New Year’s Day, January 1; Inauguration Day, January 20;
Lincoln’s Birthday, February 12; Washington’s Birthday,
third Monday in February; Easter Sunday (variable);
Mother’s Day, second Sunday in May; Armed Forces Day,
third Saturday in May; Memorial Day (half staff until
noon), the last Monday in May; Flag Day, June 14;
Independence Day, July 4; Labor Day, first Monday in
September; Constitution Day, September 17; Columbus
Day, second Monday in October; Navy Day, October 27;
Veteran’s Day, November 11; Thanksgiving Day, fourth
Thursday in November; Christmas Day, December 25;
such other days as may be proclaimed by the President
of the United States; the birthdays of States (date of
admission); and on State holidays.
The flag should be displayed daily on or near the main
administration building of every public institution, in or
near every polling place on election days, and during
school days in or near every schoolhouse. The flag
should never be displayed with the union down except
as a signal of dire distress. It should never touch
anything beneath it — the ground, floor, water, or
merchandise. It should never be carried flat or
horizontally, but always aloft and free.
In order that no disrespect is shown to the flag of the
United States, the flag should not be dipped to any
person or thing. Regimental colors, state flags, and
organizational or institutional flags are to be dipped as
a mark of honor.
When used in connection with the unveiling of a statue
or monument, the flag should form a distinctive feature
during the ceremony, but the flag itself should never
be used as the covering for the statue.
Dry cleaning a soiled flag is not prohibited, but when
it is in such condition that it is no longer a fitting
emblem for display, it should be destroyed in a dignified
manner, preferably by burning. Many veterans’ and
scouting organizations collect tattered flags for ceremonial
The flag should be at the center and highest point of the
group when a number of flags of States or localities or
pennants of societies are displayed from staffs.
The flag, when carried in a procession with another flag
or flags, should be on the marching right; that is, the
flag’s own right.
If there is a line of other flags, it should be carried in
front of the center of that line.
The U.S. flag, when displayed with another flag, against
a wall from crossed staffs, should be on the right, the
flag’s own right, and its staff should be in front of the
staff of the other flag.
10 FLAG CEREMONIES
40
burning. If burning is not an option, some have suggested
that it be shredded.
During the ceremony of hoisting or lowering the flag
or when the flag is passing in a parade or in a review,
all persons present except those in uniform should face
the flag and stand at attention with the right hand over
the heart. Those present in uniform should render the
military salute.When not in uniform, men should remove
the headdress with the right hand holding it at the left
shoulder, the hand being over the heart. Aliens should
stand at attention. The salute to the flag in the moving
column should be rendered at the moment the flag
passes.
When flown at half staff, the flag should be first hoisted
to the peak for an instant and then lowered to the half-
staff position. It should be raised to the peak before it
is lowered for the day. Only the President of the United
States and governors of states, territories, or possessions
of the Untied States have the authority to lower the
United States flag to half-staff.
When displayed from a staff and placed on the platform
with the speaker, the flag should occupy the position of
honor and be placed at the speaker’s right as he faces
the audience. Any other flag so displayed on the platform
should be placed at the speaker’s left as he faces the
audience. If the U.S. flag is displayed at the audience
level, the audience becomes prominent and the flag is
positioned at the audience’s right.
The flag should never be used to cover or drape a
speaker’s stand or platform. Bunting is used for this
purpose and is hung with the blue stripe at the top, the
white in the middle, and the red at the bottom. When
used on a speaker’s platform, the flag, if displayed flat,
should be displayed above and behind the speaker.
The flag of the United States should always be at the
peak if flown with other governmental flags or flags of
societies. When flown from adjacent staffs, the flag of the
United States should be hoisted first and lowered last.
When flags of two or more nations are displayed, they
are to be flown from separate staffs of the same height,
and the flags should be of approximately equal size. The
United States flag is at the far right, the flag’s right, and
is hoisted first followed by the flags of the other nations
in alphabetical order.
10 FLAG CEREMONIES
41
The United States flag commands the position of honor;
i.e. the highest elevation which is always the honor point
regardless of its relative position from right to left. If all
flags are on the same elevation, then the honor point is
the right-hand position, considered to be the flag’s own
right as to the directional facing. If mounted on the front
fenders, the United States flag would fly freely on the
right-front fender as you sit in the driver’s seat. Other
flags may be displayed from a multiple holder on the
left-hand front fender or on the right-hand front fender
with the United States flag at the honor point.
Use of Flag for a Funeral
The Flag Code does not prohibit use of the U.S. flag
on the casket of any American citizen, but it is usually
reserved for the following:
President or Vice President of the United States or
former office holders
Cabinet Members appointed by the President or
former office holders
Members of active military
Honorably discharged veterans
Retired military personnel
Flag Display on an Automobile
The staff should be fixed firmly to the chassis or
clamped to the right front fender of the vehicle.
Flag Display in Parade or Program
When flags of two or more nations are displayed, they
are to be flown from separate staffs of the same height.
When displayed with the United States flag, the foreign
flag assumes the second position in line. The foreign
nation’s flag would precede the state or city flag,
except when the state or city is the host to the foreign
visitor. When the state is hosting, the state flag assumes
the second position of honor, the visiting foreign
dignitary’s flag assumes the third position, and the city
flag assumes the fourth position.
The order of precedence for flags is:
The United States flag
The flags of foreign countries
(usually displayed in alphabetical order)
The United States President’s flag
State flags
(either in order of admission to the Union or
in alphabetical order)
Military flags
Personal flags by order of rank
(Other territorial flags may be flown in the order presented
after the state flags. These are District of Columbia,
Commonwealth of Puerto Rico, Guam, American Samoa, and
Virgin Islands.)
The flag is placed on a closed casket with the union at
the head and over the left shoulder of the deceased.
When the casket is totally open, the flag is folded to the
shape of a cocked hat and placed in the lid at the left
shoulder of the deceased. If the lid is closed over the
lower half of the remains, the flag is folded and draped
in the same relative position as for a closed casket. It
should not be lowered into the grave or be allowed to
touch the ground. It may be given to the nearest of kin
during the service.
(Striped section of flag folded under to shorten length.)
Closed Casket
Head
Open Casket
Head
Half Closed
Casket
Head
10 FLAG CEREMONIES
42
Virginia Flag
As directed by the Code of Virginia,§ 7.1.35, it is the
responsibility of the Director of the Division of
Engineering and Buildings that during the sessions of
either house of the General Assembly, the flag of the
Commonwealth shall be kept raised over the Capitol
or other place of session.
§ 22.1-133 of the Code of Virginia states that displaying
the flags of the United States and the Commonwealth
at each public building within the Commonwealth is
authorized and encouraged. Further, a Virginia flag shall
be furnished by the Commonwealth for each new
public school upon written request to the Governor by
the local school board having jurisdiction. Such a request
should be accompanied by a statement from the local
school board that it will furnish and maintain a flagstaff
or pole, and the ropes, pulleys and other equipment
needed for flying the flag.
The flag of the Commonwealth may be flown on the
same flagstaff or pole as the flag of the United States
and immediately thereunder. If a separate flagstaff or
pole is provided for the flag of the Commonwealth,
such flag shall be flown to the immediate left of the
flag of the United States.
Virginia State flags may be purchased from the Division
of Purchases and Supply of the Department of General
Services in Richmond, Virginia.
There are no prescribed guidelines either in the Code
of Virginia or in practice for disposal of the Virginia
flag. Therefore, it is suggested that the guidelines for
disposal of the United States flag be followed, if possible.
With any method, disposal should be carried out in a
respectful manner.
Use of the Virginia Flag for a Funeral
There is nothing in the Code of Virginia relative to
draping a casket with the Virginia flag. Based on usage
of the United States flag for this purpose, the following
guidelines are suggested.
At the request of the family and provided by the family
or friends of the deceased, the Virginia state flag may
be used on the casket of current or former statewide
elected officials, members of Congress or the General
Assembly, state law enforcement personnel, and members
of the Virginia National Guard. It may also be used at
funerals of local law enforcement personnel or state
employees when killed in the line of duty.
As with the United States flag, it should not be lowered
into the grave, and it may be presented to the next of
kin during the service.
Occasions for Flying the State Flag
at Half-Staff
When flying a flag at half-staff, it should first be raised
to its peak and then lowered to half-staff. Before
lowering it for the day, it should first be raised to its
peak and then lowered.
The State flag shall be flown at half-staff:
• On May 30 – Memorial Day. On this day the State
flag is displayed at half-staff until noon only, then
raised to the top of the staff.
• Thirty days from the day of death of the Governor,
Governor-elect, or a former Governor of the
Commonwealth of Virginia.
• Fifteen days from the day of death of the Lieutenant
Governor, Lieutenant Governor-elect, Attorney
General, Attorney General-elect, Chief Justice of the
Supreme Court, President Pro Tempore of the Senate,
Speaker of the House of Delegates, or member of
Virginia’s Congressional Delegation.
• Ten days from the day of death of a former Lieutenant
Governor, Attorney General, Chief Justice of the
Supreme Court, President Pro Tempore of the Senate,
or Speaker of the House of Delegates.
• Five days from the day of death of an Associate
Justice of the Virginia Supreme Court.
• The flag will be flown at the Capitol at half-staff
from the day of death until sundown of the day of
interment of a State Senator or a member of the
House of Delegates who died in office.
Placement of State Flag over Casket
Head
10 F L A G C E R E M O N I E S
43
• The flag will be flown at half-staff at the Capitol in
the event of death of a member of the Governor’s
Cabinet or other State officials and former officials
at the discretion of the Governor, and on such other
occasions as ordered by the Governor, or in the
absence of the Governor, the Secretary of
Administration, or in the Secretary’s absence, the
Director of the Department of General Services.
The United States flag will remain at full staff except:
(1) on any occasion when the flag of the United States
is flown at half-staff by Federal statute or Executive
Order or (2) by order of the Governor in the event
of death of a present or former official of the government
of the state. The Virginia flag will be flown at half-staff
when the United States flag is flown in such a manner.
Any communications to be sent throughout the state
in regard to flying the State flag at half-staff will be
managed by the Division of Capitol Police in the
following manner. Upon receipt of a written order from
the Governor, the Capitol Police will notify the members
of the Governor’s Cabinet and selected state agencies
at the seat of government (listing to be maintained by
Capitol Police and shared with Cabinet Secretaries
when administrations change). State agencies not
contacted by the Capitol Police will be notified by
their respective Governor’s Cabinet member. The
Capitol Police will notify local governments.
A decision to fly the flag or flags at half-staff throughout
the State will be made known to the public by a press
announcement from the Governor’s Office.
All such orders to fly the State flag at half-staff will be
issued by the Governor in written form indicating the
occasion being observed, the flag(s) to be lowered
(Virginia only or Virginia and United States), and the
length of time the flag(s) should be at half-staff. In the
absence of the Governor, the Secretary of Administration
will issue such orders or, if the Secretary of Administration
is absent, the Director of General Services shall issue
such orders.
POW/MIA Fla g
In § 2.2-3310.1 of the Code of Virginia, the General
Assembly of Virginia recognizes members of the armed
forces of the United States who were or still are prisoners
of war or reported missing in action.To honor, remember,
and observe the service and sacrifice of these individuals,
the General Assembly directed that all agencies and
institutions of the Commonwealth display the POW/MIA
flag on public buildings on the following days:
Armed Forces Day
the third Saturday in May
Memorial Day
the last Monday in May
Flag Day
the fourteenth day of June
Independence Day
the fourth day of July
National POW/MIA Recognition Day
the third Friday in September
Veterans Day
the eleventh day of November
American/Foreign Anthems
Whenever the American Anthem is played, one stands
and faces the music or the U.S. flag, if one is displayed.
All present except those in uniform should stand at
attention facing the flag with the right hand over the
heart. Men and women in uniform should render the
hand salute if outdoors; if indoors, they should stand at
attention but not salute. Men not in uniform should
remove the headdress with the right hand holding it at
the left shoulder, the hand being over the heart. The
positions described for all present should be held until
the last note of music is played.
At a political dinner, the American Anthem is played after
the head table guests have arrived at their places, but
before they are seated. If there is a public toast to the
President of the United States, the first stanza of the
American Anthem is played after the toast.
When a high-ranking guest from another country is
present, it is customary to play their national anthem as
well. Technically, the foreign anthem should follow the
American Anthem. As a courtesy, however, the foreign
anthem is usually played first.
44
11
OFFICIAL PORTRAITS
Governor
While in Office
A
ny individual, agency, or organization that wishes
to have a picture of a Governor while in office
may make that request to the Governor’s Office.
The size and quality of the picture requested will
determine if the picture is free of charge or must be
acquired through a private vendor.
Leaving Office
A House Joint Resolution appoints a committee to
contract for a portrait of each outgoing governor, to
have it painted, appropriately framed, and hung in the
Capitol. The committee consists of the Governor or his
designee, the Speaker of the House of Delegates, the
President Pro Tempore of the Senate, the Clerk of the
House of Delegates, and the Clerk of the Senate. The
Governor selects the artist to paint his portrait and
works with the artist to have it completed. The General
Assembly appropriates a sum sufficient for the costs of
the artist, the frame, and the framing. The portrait is
viewed by the Art and Architectural Review Board for
their official review. This Board is charged with review
of art that will become part of the state’s art collection
and will be displayed in buildings of the Commonwealth
of Virginia.
An unveiling ceremony is arranged by the Governor’s
Office in concert with the Department of General
Services. The portrait is hung just outside the entrance
to the Governor’s Office, draped, and unveiled to a
group of staff, media, and special guests of the Governor.
Traditionally, portraits of the more recent governors are
displayed along the balcony of the third floor of the
Capitol building. When a portrait is rotated off the
balcony, it usually is displayed in another part of the
Capitol, the Executive Mansion, another state building,
or housed with the state’s art collection in The Library
of Virginia.
Speaker of the House of Delegates
A House Resolution authorizes the current Speaker of
the House to appoint a committee of Delegates and
the Clerk of the House of Delegates to select an artist
and supervise the painting of the former Speaker’s
portrait.The committee consults with the former Speaker
to determine his choice of artist. The House appropriates
the funding for the cost of the artist, the frame, and
the framing. The portrait is hung in the House Chamber,
and the oldest portrait is moved to another part of the
Capitol, another state building, or housed with the
state’s art collection in The Library of Virginia.
After the portrait is hung, an unveiling ceremony is held
prior to the beginning of the next House session,
attended by the former Speaker, his invited guests,
House members, and the media.
President of the Senate
A Senate Resolution authorizes the current President of
the Senate to appoint a committee of Senators and the
Clerk of the Senate to select an artist and supervise
the painting of the former President’s portrait. The
committee consults with the former President to
determine his choice of artist. The Senate appropriates
funding for the cost of the artist, the frame, and the
framing. The portrait is hung in the Senate Chamber,
and the oldest portrait is moved to another part of the
Capitol, another state building, or housed with the
state’s art collection in The Library of Virginia.
An unveiling ceremony is held prior to the beginning
of the next Senate session, attended by the former
President, his invited guests, Senate members, and the
media.
45
12 OFFICIAL MOURNING FOR STATE OFFICIALS
I
nVirginia there is no official procedure for the
period of mourning for state officials who die
while in office. In such instances, matters have
been handled in accordance with the wishes of those
most concerned.
Statewide Elected Official
As records are sometimes urgently searched to determine
how matters were handled in the past, the following
summary of events for a period of mourning for a
Lieutenant Governor who died in office may serve as
a guide:
• The Governor proclaimed one week of mourning.
• All state flags were flown at half-staff during the
period and all U.S. flags on state buildings were also
flown at half-staff (also see flag ceremonies). The
period of mourning was modified in 1974.
• All state offices were closed from 9:30 a.m. until
1:00 p.m. on the day of the funeral.
• On the day before the funeral, the body lay in state
in the Rotunda of the State Capitol which was open
to the public.
• At 9:30 a.m. on the day of the funeral, the Capitol
was closed to the public. At 10:00 a.m. a service was
held for invited guests of the family.
• The Governor, a close friend in the Virginia Senate,
and the pastor of the church of the family participated
in the services which concluded at 10:30 a.m.
• Speakers were set up to broadcast the service to the
public assembled on the Capitol Square lawn at the
South Portico.
• Following the memorial service, the body was moved
to the church for the funeral service.
Member of the General Assembly
The House of Delegates and Senate have established a
practice of draping in black for 30 days the desk of a
member who died while in office and for 7 days the
portrait of a former Lieutenant Governor. If the respective
chamber is not in session, a memorial message is
displayed on the voting board during the same period.
46
13
ELECTRONIC COMMUNICATION
W
ith the proliferation of computers and
electronic communication, questions arise
regarding proper etiquette for electronic mail.
Here are some aspects to consider when composing,
sending, and replying to e-mail messages.
• The subject line should be brief and provide a clue
to the contents of the message.
• Messages should be concise and to the point. Try to
keep your messages to 25 lines or less.
• Text wrapping is not available to some people. Try to
keep each line to 70 characters or less.
• If you include a salutation in the message, use one
you would normally use in traditional written
correspondence.
• E-mail is more conversational than traditional paper-
based correspondence. However, people who do not
know you will form an impression of you by reading
your message. Think about what you need to say.
Phrase it properly with acceptable grammar usage. Use
punctuation only where it is necessary rather than
scattering it about for emphasis.
• Keep your intended audience in mind and construct
your message accordingly. Reread the message to make
sure it is clear before you send it.
• Special characters, fancy fonts, and colors are not read
the same by all machines. Avoid using them if possible.
• Some systems cannot accept attachments. Some systems
cannot read non-text files. It might be wise to determine
the capabilities of the recipient’s system before sending
attachments.
• Avoid abbreviations, jargon, and acronyms unless you
are certain those in the e-mail conversation will
understand what they are.
• Using symbols known as “smilies” or “emoticons” to
express emotion is not recommended, as many people
may not be able to interpret their usage.These symbols
are read by turning one’s head to the side, i.e. : - (
for a frown.
• If you must add emphasis, you can (1) put an asterisk
(*) before and after a word or short phrase, (2)
capitalize the first letter of a word or the whole word
(using uppercase letters is equivalent to shouting in
e-mail messages so use them sparingly), or (3) add
extra exclamation marks.
• Include your printed name, title, and contact
information at the end of your message if the recipient
does not know you well. The way e-mail addresses
are written does not necessarily make it clear who
is sending the message.
• If you get an e-mail response and wish to keep the
conversation flowing, do not start a new e-mail
message since this will lose the connectivity of the
conversation. Simply reply and keep the exchanges
together in the same message. However, you eliminate
the need for the correspondents to review the entire
exchange by using the symbol > and keying in
enough information from the previous message to
indicate to what your response is related.
• One of the advantages of e-mail is that it can save
paper if one does not print every message. Make an
effort to save electronic messages on your computer
system and print only those that must be in print.
• Remember that no e-mail is private. Someone,
somewhere probably has the ability to read every e-
mail that is sent. E-mail system administrators, company
monitors, and hackers can view the messages, and
some messages could get misdirected. You have no
control over what the recipient of your e-mail does
with your message. Do not send an e-mail that you
would not want to read in tomorrow’s paper.
• E-mail messages are permanent even though you
delete them from your computer. Someone with skill
and knowledge can retrieve them from the system.
• E-mail is designed for convenience. Do not expect an
immediate response.
Before electronic mail, correspondence, reports, and
information were written on paper and were readily
available to file and to create a historical recording on
a subject. That historical recording is not assured with
the proliferation of e-mail. Freedom of Information
statutes should be followed to properly maintain and
retain e-mail correspondence. Correspondents using e-
mail for government business should consider this
information from the Office of the Attorney General.
• A public record includes all writings and recordings…
set down by mechanical or electronic recording…
regardless of physical form or characteristics prepared
or owned by, or in the possession of a public body
or its officers, employees, or agents in the transaction
of public business.
13 ELECTRONIC COMMUNICATION
47
• Using e-mail creates a record that will be available to
the public under the Freedom of Information Act.
• E-mails need to be retained according to the Public
Records Act administered by The Library of Virginia.
This Act sets forth records retention and management
guidelines. You cannot automatically delete e-mail
messages when your conversation is completed.
Answers to specific questions and subject information
may be obtained from The Library of Virginia.
Electronic meetings are another means of communication
that require guidelines. Electronic meetings are those
transacted through telephonic, video, or other means of
electronic communication. Only state governing bodies
may hold electronic meetings. Political subdivisions and
local governing bodies may not meet electronically
under any circumstances.
The Code of Virginia,§ 2.2-3708, sets procedures for
electronic meetings, defined by the Freedom of
Information Act as a gathering of three or more members
of a public body while sitting physically.
• No closed meetings may be conducted electronically.
• A quorum of the public body must be physically
assembled at one location. Other members may
participate from remote locations.
• Notice must be provided at least 30 days in advance,
unless it is an emergency meeting.
• All locations must be made available to members of
the public, and all persons attending the meeting
must have equal opportunity to address the public
body.
• Minutes must be taken at all electronic meetings. In
addition, an audio recording of a telephone meeting
and an audio/visual recording of a video meeting
must be made. The recording must be preserved for
three years and be made available to the public.
• The Attorney General of Virginia has written an
opinion that the use of e-mail by members of a
public body does not constitute a meeting, and is
thus permissible under the Freedom of Information
Act, as it defines a meeting.
• § 2.2-3710 of the Freedom of Information Act was
amended in the 2001 General Assembly Session to
state that a member of a public body may separately
contact other members of that same body in person,
over the phone, or by e-mail as long as the contact
does not constitute a meeting as defined by the
Freedom of Information Act.
• The Freedom of Information Advisory Council issued
an opinion that use of a listserve by members of a
public body does constitute a meeting if used to
discuss or transact public business. A “listserve” is
defined as a list of e-mail addresses of people who
subscribe to participate on the listserve. When an e-
mail message is sent to the listserve, it is automatically
delivered to the electronic mailbox of every user on
the list.
Questions on the Freedom of Information Act and how
it applies to the use of electronic communication may
be directed to the Virginia Freedom of Information
Advisory Council at 1-866-448-4100.
48
14
Q UESTIONS AND ANSWERS
Q. Can anyone fly the Virginia flag or the United
States flag at half-staff? When the flags over the
State Capitol are flown at half-staff, should all
Virginia and United States flags across the
Commonwealth be lowered? Can the Virginia
flag be flown at half-staff at the death of my
grandfather who was in the army? If either the
United States or the Virginia flag is lowered,
how long does it stay down? Do the governing
officials of a locality (i.e. mayor, board of
supervisors) have authority to lower either the
United States or the Virginia flags in their
locality?
A. Only the Governor has the authority to order Virginia
flags on public buildings be flown at half-staff. The
President of the United States or the Governor of
Virginia can authorize the United States flag be
flown at half-staff on public buildings. The orders will
indicate how long the flag(s) should remain at half-
staff. When the United States and Virginia flags are
at half-staff over the Capitol, it is because either the
President of the United States or the Governor has
authorized it. Flags over other public buildings in
Virginia should be flown in the same manner. Local
officials have the authority to lower their jurisdictional
flags but not the United States and Virginia flags.
Neither the President nor the Governor has authority
over flags flown on private property. Therefore, it is
up to the property owner when and if he/she lowers
the flag(s).
Q. I would like to have a Virginia flag that has
been flown over the State Capitol. How should
I accomplish this? My son was a Page for the
General Assembly, and I would like to secure
a Virginia flag that has been flown over the
Capitol to display at our home. How can I
accomplish this?
A. Anyone may purchase a Virginia flag that has been
flown over the Capitol by contacting the Governor’s
Office, a member of the General Assembly, or the
Virginia Department of General Services. It is
recommended that a Page make the request through
a member of the General Assembly or the Clerk’s
Office of the legislative chamber in which he or she
served.
Q. How can a military installation in Virginia get
a Virginia flag to fly on its base?
A. An official on the military installation base may
request a Virginia flag for use at that installation by
contacting the Governor’s Office.
Q. Is it appropriate for a military person in
uniform or civilian clothes to salute the
Governor? What response is expected from
the Governor?
A. Members of the Virginia National Guard in uniform
or civilian clothes and on duty would salute the
Governor since he is their Commander in Chief.
Personnel in the United States Armed Forces are not
obligated to salute the Governor but might do so
as a sign of respect. The Governor may return the
military salute to acknowledge the respect shown to
him, but the action is not required of him. However,
the Governor should acknowledge the salute in
some manner.
49
15 INDEX
Accepting Invitations
Formal 14
Informal 14
White House 14
Address, forms of
Ambassadors
Away from post, U.S 10
Foreign 10
On Post, U.S. 10
Woman, U.S. 10
Bishops
Methodist 11
Protestant Episcopal 11
Roman Catholic 11
Complimentary Close 6
Courtesy Titles 6
Dean 11
Esquire 6
Excellency 5
Federal Officials
Assistant to the President 6
Associate Justice 7
Attorney General 7
Cabinet Secretary 7
Chief Justice 7
Former President of the United States 6
Judge 7
President of the United States 6
Representative 7
Retired Justice 7
Senator 7
Speaker of the House of Representatives 7
Vice President of the United States 6
Honorable, Use of 5
King 10
Local Officials
Board of Supervisors, Chairman 10
Mayor 10
Military Officials 12
Minister, Protestant 11
Priest, Roman Catholic 11
Prime Minister 10
Rabbi, Jewish 11
State Officials
Attorney General, current and former 8
Chief Justice, current and former 9
Court of Appeals Chief Judge 9
Delegate, current and former 9
Governor, current and former 7-8
Governor’s Cabinent Secretary 8
Judges 9
Lieutenant Governor, current and former 8
President Pro Tempore of the Senate 8
Senator, current and former 9
Speaker of the House, current and former 8
Supreme Court Justice, current and former 9
Addresses, contact
Governors 32
Legislatures 32
Adjournment Sine Die, General Assembly 37
Ambassador
Foreign 10
United States 10
Anthems
American 43
Foreign 43
Art and Architectural Review Board 44
Attorney General
State 2, 5, 8, 27, 42
Federal 7
Attorney General-elect 27-28
Automobile
Displaying flag on 41
Seat of Honor 1
Capitol Square 27, 38
Cabinet Secretaries 1, 2, 5, 7, 8
Closing Session, General Assembly 37
Commemorative Sessions, General Assembly 37
Commonwealth of Virginia 33
Complimentary Close 6
Congressmen
Representatives 7
Senators 7
Speaker of the House 7
Correspondence
Official 6-12
Social 13
Courtesy Titles 6, 14
Dinners and Luncheons
Place Cards 6-12, 24
Precedence to Dining Room 25
Precedence at Tables, Examples 24
Seating 20-24
Toastmaster 25
Toasts 25
Diplomatic Officials 10
Dress
Casual 18
Formal 18
Informal 18
Military 18
Electronic Communication
Freedom of Information Act guidelines 47
Meetings 47
Tips for writing electronic mail messages 46
15 INDEX
50
Entry of States into the Union 31
Esquire 6
Excellency 5
Executive Mansion 28, 30
Federal Officials
Honorable, Use of 5
Forms of Address 5-7
Assistant to President 6
Associate Justice 7
Attorney General 7
Cabinet Secretary 7
Chief Justice 7
Former President 6
Judge 7
President 6
Representative 7
Senator 7
Speaker of the House 7
Vice President 6
Flag, use of
Automobile 41
Disposing of 39
Funerals 41-42
Half-Staff 40, 42-43
How Displayed 39-43
POW/MIA 43
Saluting 40, 43
United States Flag 39-43
Virginia Flag 42-43
When Displayed 39-43
With American/Foreign Anthems 43
Foreign Officials
Ambassador 10
King 10
Prime Minister 10
Foreign Visitors 26
Freedom of Information 47
General Assembly, Virginia
Adjournment Sine Die 37
Commemorative Session 37
Control of Capitol Square 38
Form of Address
Delegate 9
President Pro Tempore of the Senate 8
Senator 9
Speaker of the House of Delegates,
current and former 8
Joint Session 36
Governor
Appearances, away from the office
Host Responsibility 29
Office Responsibility 29
General Assembly, address to 36-37
Control of Capitol Square 38
Form of Address 7
Office Appointments 29
Portrait 44
Precedence
Exception to Order of Rank 1
Federal 1
State 2
Receiving Line 19
State of the Commonwealth Address 36-37
Governor-elect 27-28
Guest of Honor
Entering the dining room 25
Invitations 17
Receiving Line 19
Seating 20-23
Head Table Seating 20-23
Holidays, Commonwealth of Virginia 35
Honorable, Use of 5
Inauguration 27-28
Invitations
Examples of 15-18
Formal 14-18
Guest of Honor 17
Informal 14
Regretting 14, 16
Reply Cards 14
Telephonic Reply 14
White House 14
Judicial
Federal Forms of Address 7
State Forms of Address 9
King 10
Lieutenant Governor
Honorable, Use of 5
Form of Address 8
Joint Sessions of General Assembly 36
Mourning 42, 45
Portrait, as President of the Senate 44
Receiving Line 19
Social Correspondence 13
State Precedence 2
Lieutenant Governor-elect 27-28
Local Officials
Honorable, Use of 5
Form of Address 10
Seating 20-23
State Precedence 2
Master of Ceremonies 20, 25
Mayor
Exception to Order of Rank 1
Form of Address 10
Honorable, Use of 5
State Precedence 2
Seating 20-23
15 INDEX
51
Military
Aide in Receiving Line 19
Federal Precedence for Officials, 1-2
Form of Address 12
Precedence Order for Services 3-4
Mourning for State Officials
General Assembly 45
Statewide elected 45
Old Dominion 33
Place Cards
Content 6-12
Use of 24
Portraits
Governor 44
President of the Senate 44
Speaker of the House of Delegates 44
Precedence
Armed Forces 1-4
Board of Supervisors Chairman 2
Definition of 1
Event Samples 20-24
Federal Listing 1-2
Governor 1-2
Limousine 1
Mayor 2
Spouses 1
To Dining Room 25
Virginia Listing 2
President, U.S.
Form of Address 6
Assistant to 6
Social Correspondence 13
President Pro Tempore of the Senate
Form of Address 8
Joint Session of General Assembly 36
State Precedence 2
Prime Minister 10
Receiving Line 19
Regretting Invitations 14-16
Replies to Invitations 14
Saluting the Flag 40, 43
Seals
Senate 34
State, Greater and Lesser 33
Seating Arrangements 20-23
Senators, U.S.
Federal Precedence 1
Forms of Address 7
State Precedence 2
Speaker of the Virginia House of Delegates
Form of Address 8
Honorable, Use of 5
Inauguration 27-28
Mourning 45
Portrait 44
Receiving Line 19
Seating 20-23
State Precedence 2
State Holidays 35
State of the Commonwealth Address 36-37
State Officials
Honorable, Use of 5
Forms of Address
Attorney General, current and former 8
Chief Justice, current and former 9
Delegate, current and former 9
Governor, current and former 7-8
Judicial 9
Lieutenant Governor, current and former 8
Senator, current and former 9
Speaker of the House, current and former 8
Virginia Congressional Officials 7
State Precedence 2
State Song, emeritus 34
Supervisors, Board Chairman
Exception to Order of Rank 1
Form of Address 10
Honorable, Use of 5
State Precedence 2
Symbols, Virginia 33-34
Titles, Courtesy 6
Vice President, U.S. 1, 5, 6, 13, 41
Virginia Names
Commonwealth of Virginia 33
Old Dominion 33
Virginia 33
White House
Invitations 14, 16
Replies 14
52
16
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December, 2002
