THE PROTOCOL

HANDBOOK
THE PROTOCOL
HANDBOOK
Table of Contents

2. CEREMONIALS 20
PREAMBLE 4
2.1. Visits by Heads Of State 20
1. ACCREDITATION PROCESS, PRIVILEGES
2.2. Visits by other Foreign Dignitaries and
AND IMMUNITIES 5
Officials 23
1.1. Establishment of Diplomatic Missions and 2.3. Prior Notification of Visits and Transits 26
Consular Posts in Rwanda 5 2.4. Kigali International Airport (KIA) 26
1.2. Approval of Use 5 2.5. Other Rules and Practices 28
1.3. Appointment and Accreditation of 2.6. Overfly/Landing Procedures for Foreign
Diplomatic Staff 6 State Aircrafts 29
1.4. Order of Precedence of Heads of 2.7. Firearms 29
Diplomatic Missions 9 2.8. Communications Equipment 30
1.5. The Dean of the Diplomatic Corps 9 2.9. Flags 30
1.6. Precedence among the Diplomatic Staff 2.10. Dress Code 30
of the Missions 9
1.7. Opening of a Military Section 10 ANNEXES 32
1.8. Appointment of Administrative and
Annex 1 : A Guide to Titles and Forms of
Technical Staff 10
Address 32
1.9. Locally Recruited Staff 11
Annex 2 : Public Holidays in Rwanda
1.10. Domestic Personnel 11
36
1.11. Visa Requirements 12
Annex 3 : Categories of Visas and IDs 37
1.12. Identity Cards 12
1.13. Family and Household Members 13
1.14. Diplomatic Pouches and Couriers 13
1.15. Diplomatic Immunities 14
1.16. Private Gainful Employment 14
1.17. Income Tax 14
1.18. Mandatory Bank Account 15
1.19. Duty Free Privileges 15
1.20. Motor Vehicles 16
1.21. Security of Foreign Missions 17
1.22. Polling Stations 17
1.23. Driver’s License 17
1.24. Import of Plants and Animals 18
1.25. Consular Posts 18
1.26. International/Regional Organizations 19

The Protocol Handbook 3

PREAMBLE
The Protocol Handbook issued by the Ministry of Foreign Affairs and International Cooperation
(Ministry) provides protocol guidelines and practical information based on the interpretation
of pertinent international norms by the Government of the Republic of Rwanda.

It is an essential resource about protocol guidelines for developing diplomatic relationships

and effectively delivering diplomatic functions.

It stipulates the special rights enjoyed by privileged persons in the Republic of Rwanda derived notably
from the 1961 Vienna Convention on Diplomatic Relations (VCDR) and the 1963 Vienna Convention
on Consular Relations (VCCR).

The Protocol Handbook is a non-statutory and informational document that guarantees no rights.
In line with Vienna Conventions, privileges and immunities are granted to the diplomatic missions
and consular posts to allow them and their staff to function properly. In addition to the Handbook,
further reference should be made to the circular notes sent by the Ministry to the missions and posts.

The Protocol Handbook may be found online on the following website of the Ministry:
www.minaffet.gov.rw.

For more information, please do not hesitate to contact the Protocol Division via
protocol@minaffet.gov.rw.

The Ministry wishes all members and families of the Diplomatic and Consular Missions, International
and Regional Organisations an enjoyable and fruitful tenure of duty in Rwanda.

4 The Protocol Handbook

1. ACCREDITATION PROCESS,
PRIVILEGES AND
IMMUNITIES
1.1. Establishment of Diplomatic
Missions and Consular Posts
in Rwanda
a) A foreign state wishing to open a new
diplomatic mission or consular post in
Rwanda must send a request to the Protocol
Division at the Ministry of Foreign Affairs
and International Cooperation by way of a
diplomatic note.
b) The request may be issued by the Ministry of
Foreign Affairs of the sending state or from
its Diplomatic Mission accredited to Rwanda
and must contain the following information:
i) Classification of the mission/post;
ii) Detailed justification of the need and
importance of establishing such a
mission/post
c) The Ministry will relay the Government of
the Republic of Rwanda’s decision by way of a
diplomatic note.
1.2. Approval of Use
a) Premises (land, buildings and portions
thereof) may only be used for the official
purposes of diplomatic missions and career
consular posts with prior approval of the
Ministry.
b) Prior approval is also required if premises
are to be used as official housing for resident
members of the diplomatic mission or career
consular post.
c) The premises of diplomatic missions and
career consular posts must not be used in
a manner incompatible with the functions
of the mission or post 1. Therefore, in order
to prevent their special status from being
adversely affected in any way, diplomatic and
consular premises must not be leased to third
parties, nor may third parties be permitted
to use such premises.
d) Buildings or parts thereof that are not used for
diplomatic or consular purposes are subject
to all the normal provisions of Rwandan law.
They are not eligible for any tax exemptions,
nor are they inviolable or entitled to the
protection guaranteed for diplomatic and
career consular premises.
1.2.1. Application for approval of use
a) Applications for approval of use should be sent
to the Ministry, by way of a diplomatic note,
and must include the following information:
i) Location and UPI number of the
relevant plot of land, building or
part of a building;
ii) Whether it is to be purchased or
leased;
iii) Whether it is to be used for official
purposes or residential purposes;
iv) The name and copy of identification
documents of the owner of the
land, building or portion thereof.
b) Missions are strongly advised to apply for
approval of use in good time prior to the
purchase or lease of a property. In case
a mission or a member of the diplomatic
personnel wishes to relocate, details of the
next location should be submitted to the
Ministry.
Vienna Convention on Diplomatic Relations (VCDR), Vienna,
1
18 April 1961, Article 41 (3) & Vienna Convention on Consular
Relations (VCCR), Vienna, 24 April 1963, Article 55 (2)
The Protocol Handbook 5
c) In case sending State wishes to establish
“offices forming part of the mission” in
localities other than the chancellery,
the sending State needs to submit a
substantiated and motivated request to the
Protocol Department of the Ministry.2 Such
establishment requires prior and explicit
consent of competent Rwandan Authorities.
d) As “offices forming part of the mission”, only
trade offices facilitating economic relations
between the sending state and the receiving
state may be considered.
e) Diplomatic missions should also be
aware of the risk of squatting in buildings
owned by the sending State that are not in
diplomatic use, as these buildings do not
enjoy diplomatic immunity.
A consular post may be established in the
territory of the Republic of Rwanda only
with the Government of the Republic of
Rwanda’s consent.3
The Embassy of the sending State informs
the Ministry of Foreign Affairs and
International Cooperation by diplomatic
note stating the sending State’s wish to
open a consular post.
In addition, the sending State details
reason(s) pertaining to the establishment
of a consular or an honorary consular post
and determines the seat of the consular
post and its classification. Prior approval of
the Government of the Republic of Rwanda
is mandatory.
f) The consular post may make succeeding
changes in the consular post, its
classification and the consular district, only
with the approval of the Government of the
Republic of Rwanda.
2
VCDR, Article 12
3
VCCR, Article 4
6 The Protocol Handbook
1.3. Appointment and
Accreditation of Diplomatic
Staff
1.3.1. Accreditation of the Head of
Diplomatic Mission
The application for accreditation of the
designated Head of Mission should be made
through a request for agrément in the form of
a diplomatic note addressed to the Ministry.
The request for agrément must be provided in
one of Rwanda’s official languages and must be
accompanied by a detailed curriculum vitae of
the designated Head of Mission.
a) For Ambassadors residing in Rwanda,
a requesting note verbale should be directed
to the Ministry.
b) For Ambassadors residing outside
Rwanda, the sending state should notify
the diplomatic mission of the Republic
of Rwanda accredited to the country of
residence of the Ambassador.
c) Prospective Heads of Diplomatic Missions
must await the decision on agrément
outside of Rwanda. Any form of publicity
including the name of the person concerned
in connection with his/her new assignment
before agrément is granted, is considered
inappropriate.
d) In case a Head of a Diplomatic Mission is to
be accredited to more than one state and
is to reside outside Rwanda, it is customary
to await the agrément of the country of
residence.
e) If the new Head of a Diplomatic Mission is
not to reside in the same country as his/
her predecessor, the Government of the
Republic of Rwanda should also be notified
to that effect.4
4
VCDR, Article 5 (1)
1.3.2. Approval and Rejection of a Head of
a Diplomatic Mission
Once approved, the sending state will be notified
of the endorsement of the Government of the
Republic of Rwanda by way of a diplomatic note.
The Government of the Republic of Rwanda
is under no obligation to neither accept the
proposed candidate nor provide explanation of
the refusal of agrément.5
1.3.3. Accreditation of a Chargé d’affaires
en titre
a) The sending State specifies the level
of representation with the receiving State.
b) The Chargé d’Affaires en titre does not
present letters of credence to His Excellency
the President of the Republic, but delivers
‘lettres de cabinet’ from the Minister of
Foreign Affairs of the sending State to the
Minister of Foreign Affairs of the receiving
State.
1.3.4. First Arrival of the Head of Mission
a) Prior to the first arrival of a Head of Mission
whether resident or non-resident, the
sending state should notify the Ministry by
way of a Diplomatic Note of the planned
date and time of his/her arrival and the
mode of transport to be used, including the
flight details where applicable.
b) A designated official from the Ministry will
greet the Ambassador- Designate upon first
arrival.
VCDR, Article 4
5
1.3.5. Presentation of Letters of Credence
a) The Protocol Division will communicate
the date of presentation of the Letters of
Credence and Recall to the President of the
Republic of Rwanda by way of a diplomatic
note, including further instructions on the
preparation.
b) Copies of Letters of Credence signed
by the Head of State should be sent to
protocol@minaffet.gov.rw while confirming
attendance. The Letters of Credence shall
be in English or French. In cases where
they are in another language, an official
translation thereof in either English or
French should be provided.
c) On a fixed date, the Ambassador/High
Commissioner-designate is briefed by
the Head of the Protocol Division on the
ceremony of the presentation of Letters of
Credence. He/she subsequently presents
a copy of his/her letter of Credence (“Copie
d’Usage”) and a copy of the Letter of Recall
of his/her predecessor (if applicable) to the
Minister of Foreign Affairs and International
Cooperation.
d) The order of presentation of credentials or
of a true copy thereof will be determined
based on the date and time of arrival of the
head of the mission.6
e) The Diplomatic Mission should inform the
Ministry of the names and designation
of accompanying delegation members
(In not more than two weeks) who would
be escorting the Ambassador/High
Commissioner-designate during the
ceremony of the presentation of Letters of
Credence. The spouse of the Ambassador/
High Commissioner-designate may also
accompany him/her.
f) Non-resident Heads of Mission are provided
with transport facilities between airport
and hotel and for official calls (from the
day prior to the day after the credential
ceremony). Accommodation is not covered.
VCDR, Article 13 (2)
6
The Protocol Handbook 7
g) The above-mentioned protocol
arrangements are not applicable during
routine visits to Rwanda.
1.3.6. Calls on the Ministry of Foreign
Affairs and other Government
Officials
a) A Head of Mission assumes his/her office
when the Letters of Credence have been
presented to the President of the Republic of
Rwanda. Thus, he/she cannot attend official
events even after the presentation of “Copie
d’usage”. At this stage, the Ambassador/
High Commissioner- designate will only be
allowed to carry out his duties at the Mission,
meeting MINAFFET officials, calling on
members of the diplomatic corps, attending
receptions and public events organized by
diplomatic missions, meeting their national
communities. However, he/she is not
allowed to attend official events organized
by GoR, calling on Rwandan officials from
other institutions than MINAFFET, speaking
in national days and public events organized
by their own diplomatic missions, meeting
members of the private sector and the civil
society, giving interviews to the media.
b) Once the Ambassador/High Commissioner
has presented his/her Letters of Credence
to the President of the Republic of Rwanda,
requests to call on Rwandan Government
Officials should be directed to the Ministry
of Foreign Affairs and International
Cooperation by way of a diplomatic note
indicating the purpose of the call and
possible points of discussion.
c) For any urgent matter, such as a visit of the
Head of State or any other senior official of
the sending State before the presentation of
credentials by the Ambassador-designate
upon clearance, the latter can request for
a derogation, in writing and ahead of time.
8 The Protocol Handbook
1.3.7. Absence Notification of a Head of
Mission
The absence of a Head of Mission from the
station should be notified to the Ministry by
way of a diplomatic note. The nomination
of a Chargé d’Affaires a.i. should be made as
provided in Article 19 of the VCDR.
1.3.8. Final Departure of a Head
of Mission
a) An Ambassador or a High Commissioner
ending his/her tour of duty in Rwanda will
inform the Ministry by way of a diplomatic
note initialled by the recalled Head of
Mission. The note should contain the date
of departure of the recalled Head of Mission
and the designated Chargé d’Affaires ad
interim. In the absence of such designation,
only the Ministry of Foreign Affairs of
the sending state may appoint a Chargé
d’Affaires ad interim.
b) If the Head of Mission has been residing
in Rwanda for at least three (3) years, he/
she can request for an audience with the
President for farewell call.
c) The Head of Mission may also pay a farewell
call on the Minister of Foreign Affairs
and International Cooperation and other
Government Officials upon request.
d) On the day of departure, the Protocol
Division will make necessary arrangements
for the Head of Mission’s final departure.
e) At the end of tour of duty, the Mission must
return identification documents and other
administrative objects issued to the Head of
Mission.
1.3.9. Demise of a Head of Mission en poste
a) In case of demise of a Head of Mission en
poste, the Government of the Republic of
Rwanda provides necessary assistance for
the proper organization of any formal or
other ceremonies involved and facilitates
the administrative arrangements in this
regard.
b) The Ministry dispatches a message of
condolence to the family of the deceased
and to the Government of the Sending
State on behalf of the Government of the
Republic of Rwanda. A designated official
from the Ministry pays a visit of condolence
to the bereaved family.
c) On the day of the departure of the deceased,
the flag of the Republic of Rwanda is
lowered to half-mast at the headquarters
of the Ministry of Foreign Affairs and
International Cooperation and the Kigali
International Airport.
d) Relevant immigration procedures relating
to the departure of the deceased shall be
applicable.
1.4. Order of Precedence of
Heads of Diplomatic Missions
The criteria applied to determine the precedence
among heads of diplomatic missions in Rwanda
is as follows:
a) Within each class of heads of mission,
seniority is based on the date on which the
head of mission assumed his/her duties,
i.e. the moment he/she presented his/her
letters of credence to the Head of State.
b) If two or more heads of mission presented
their letters of credence on the same day,
the order is determined by who actually
was first to arrive in the country.
c) In case two or more heads of mission arrived
on the same day and hour, the precedence
is determined based on the date on which
the agrément was granted.
d) In the unlikely event of any two or more
Heads of Diplomatic Missions having arrived
in Rwanda on the same aircraft and having
been given the agrément on the same date,
then their respective order of precedence is
determined with reference to the time their
agrément was sought.
1.5. The Dean of the Diplomatic
Corps
a) The Collective body of foreign diplomats
accredited to a particular country or body
is known as the Diplomatic Corps.
b) The Dean of the Diplomatic Corps is
the longest serving Ambassador/High
Commissioner in the country.
1.6. Precedence among the
Diplomatic Staff of the
Missions
a) First arrival and final departure of
diplomatic staff members should be
notified to the Ministry.7 The precedence of
the members of the diplomatic staff of the
mission shall be notified by the head of the
mission to the Ministry.
b) To this effect, Missions are requested to send
to the Ministry a comprehensive staff’s list
containing names, diplomatic grades where
applicable, positions, and the starting date
of employment of its diplomatic personnel,
their families and other staff. The list must
be updated every January. The Personnel
should be grouped in the following
categories:
i) Diplomatic missions:
• Resident diplomatic personnel +
dependents
• Rwandan and non-Rwandan locally
employed staff
• Domestic Personnel of resident
diplomatic personnel
7
VCDR, Article 10
The Protocol Handbook 9
 ii) Career consular posts:
• Resident personnel
• Rwandan and non-Rwandan locally
employed staff
• Domestic Personnel of resident
personnel
iii) Honorary Consulate posts:
Personnel
iv) International Organizations:
• Resident personnel + dependents
• Rwandan and non-Rwandan locally
employed staff
1.7. Opening of a Military Section
1.7.1. Creation of a Defence Attaché and
Police Section
It is necessary to first create the military or
police section to be able to appoint a defense or
police attaché and their staff.
1.7.2. Appointment of Defence, Military,
Naval, Air Force or Police Attaché
a) Foreign States wishing to appoint a defense,
military, naval, air force or police attaché,
their deputies and other staff members with
the rank of commissioned officer must seek
written consent of the Government of the
Republic of Rwanda by way of a diplomatic
note addressed to the “Ministry of Foreign
Affairs and International Cooperation”.
When submitting the official request,
a detailed curriculum vitæ (CV) of the
proposed candidate should be attached.
b) Once approved, the sending state will
be notified of the endorsement of the
Government of the Republic of Rwanda by
way of a diplomatic note.
10 The Protocol Handbook
c) The Diplomatic Mission shall notify the
Ministry of Foreign Affairs and International
Cooperation of the actual date of arrival
and recall of the attaché.
1.8. Appointment of
Administrative and Technical
Staff
a) Arrival and departure dates of non-
diplomatic staff, members of the
family of a non-diplomatic staff, and
domestic personnel should be officially
communicated to the Ministry.
The procedures to be followed for arrival in
Rwanda are similar to those for diplomatic
officials (as mentioned in the visa
requirement section below).
b) Customarily, the secretaries, administrative
employees and assistants, translators,
clerical staff, office staff, ICT technicians, etc.
belong to the administrative and technical
staff of the diplomatic mission. This staff
does not enjoy diplomatic immunity.
c) A member of administrative and technical
staff carries a service passport, which
indicates the holder’s function.
d) The Diplomatic Mission must inform the
Protocol Division, by way of a diplomatic
note, of the cessation of functions of the
members of administrative and technical
staff entered in the Protocol Registers. This
notification should be made on the day of
the termination of duties at the very latest.
The definitive departure of family members
must also be notified.
e) The Protocol Division kindly reminds
missions of the obligation to return
issued identification documents and
other administrative documents when the
member of administrative or technical staff
end their functions.
1.9. Locally Recruited Staff
a) Missions are encouraged to employ
Rwandan citizens or Rwanda Permanent
Residents as locally- recruited staff. Any
Mission that wishes to employ a locally-
recruited staff, who is not a citizen or a
permanent resident of Rwanda, must seek
prior approval from the Ministry by way of
a Diplomatic note in which it indicates the
rationale;
b) All Locally-Recruited Staff are liable
to pay income tax on their earnings, to
Social security contributions for and other
contributions in accordance with Rwandan
Laws;
c) Missions who employ Locally-Recruited
Staff are required to observe Rwandan
Labor Laws. Thus, they must observe
Social Security Regulations, including the
payment of required health insurance and
social contributions. For more information,
please contact the Rwanda Social Security
Board (Email: info@rssb.rw, Toll free line
number: 4044/ 0788157100).
d) Missions are required to ensure that the
employment contracts between them and
the locally-recruited staff are in accordance
with the Rwandan Labor Laws.
e) Any dispute between Diplomatic Missions
and the locally-recruited staff will be
first examined by the Legal Office of the
Ministry of Foreign Affairs and the Labor
Inspectorate for an amicable settlement. If
attempts for an amicable settlement fail,
the employment disputes will be submitted
to competent courts of Rwanda.
1.10. Domestic Personnel
a) A Head of Diplomatic Mission who wishes
to employ domestic personnel from abroad
must first obtain authorization from the
Ministry of Foreign Affairs and International
Cooperation prior to their arrival in the
country.
b) A diplomatic note including the following
details should be submitted to the Ministry:
i) Name, date and place of birth and
nationality of the domestic personnel;
ii) The number and expiration date of
his or her passport (a copy should be
enclosed to the note);
iii) The employer’s name and the position
at the diplomatic mission or consular
post;
iv) A copy of the domestic personnel’s
full-time employment contract in any
official language of Rwanda except if
they are covered by the International
Conventions ratified by Rwanda;
v) A declaration in which the employer
guarantees to pay all costs that may
arise, including:
• Social security contributions;
• Resident permit fees during the
concerned employee’s stay in
Rwanda;
• All repatriation costs.
vi) Domestic personnel are considered as
any other locally recruited staff. Thus,
they ought to be paid for social security
contributions starting from the first day
of work in Rwanda, whether they have
another social security coverage in a
foreign country or not.
vii) The starting date and duration of the
domestic personnel’s employment
contract should be communicated to
the Ministry.
c) Each Head of the Mission is responsible for
repatriating the domestic personnel upon
termination of the contract or when the
Head’s own tour of duty ends. A work permit
issued to an expatriate is not transferable
and a fresh application should be made in
case of transfer.
The Protocol Handbook 11
d) Missions must notify the Ministry of the
arrival and departure of all domestic
personnel employed by Heads of Missions.8
e) Other diplomatic personnel wishing to
employ domestic personnel may apply for
authorization, following the requirements
mentioned above. Applications are
evaluated on a case-by-case basis.
1.11. Visa Requirements
a) Prior to the arrival of Diplomatic/Consular
Personnel, Foreign Missions must submit
a diplomatic note providing the following
information:
i) Particulars of the Official
ii) Particulars of the Passport
iii) Designation
iv) Proposed date of travel
v) Expected duration of term of duty
vi) Particulars of the family members of
the official (if applicable)
b) The Directorate General of Immigration
and Emigration is in charge of issuance of
visas and resident permits. All applications
are submitted through the Ministry. More
information on types of Visas and IDs is
provided in Annex 3.
c) Upon arrival in Rwanda, diplomatic/
consular personnel and their family
members are provided with an entry visa
valid for 1 month. In this period, they
complete formalities related to resident
permit application.
d) More information on other required
documents for the application process is
available online via the below links:
• For Diplomatic and Consular Personnel:
https://www.migration.gov.rw/our-
services/permits/temporary-resident-
permits/d-diplomats/
VCDR, Article 10(1)(c)
8
12 The Protocol Handbook
• Administrative and other Staff: https://
www.migration.gov.rw/our_services/
permits/
1.12. Identity Cards
Identity Cards for diplomatic personnel are
issued by the Directorate General of Immigration
and Emigration to members of the Diplomatic
Corps and their dependents after issuance of
visas/resident permits.
Diplomatic personnel are advised to carry
identity cards at all times and to present them
upon request to police officers and other law
enforcement authorities.
1.12.1. Application for Identity Cards
Applications for Identity Cards are to be made
by Missions to the Directorate General of
Immigration and Emigration. The following
documents are required:
i) A Diplomatic Note from the Mission
together with the duly filled in
application form, available at https://
www.migration.gov.rw/forms/
ii) A recommendation letter from the
Ministry
iii) 1 passport-sized photographs (with
white background).
iv) A photocopy of the passport biometric
page
v) A photocopy of the issued permit
1.12.2. Validity of Identity Cards
The validity of a Diplomat’s Identity Card (ID) is
aligned with his/her resident’s permit.
One month before it expires, a request for
renewal of a Diplomatic ID should be sent to
the Ministry if the Diplomat’s stay is extended.
1.12.3. Loss of Identity Cards
Loss or theft of an Identity Card should be
immediately reported to the Police. Further,
it must be communicated to the Ministry by
means of a diplomatic note accompanied by
the Police report.
1.12.4. Application for Replacement of
Identity Cards
The following documents are required whenever
an application for a replacement Identity Card
is made:
i) A diplomatic note along with a duly
filled in Application Form, available at
https://www.migration.gov.rw/forms/
ii) 1 passport-sized photograph
iii) Specimen Signature
1.13. Family and Household
Members
1.13.1. Member of the family forming part
of the household
The following persons qualify as members of a
diplomatic/consular personnel’s family and as
part of his/her household:
a) A legally married spouse
b) Legitimate, recognized and adopted
children under the age of 21;
c) Legitimate, recognized and adopted children
under the age of 25, if they are single and
pursuing education;
d) Legitimate, recognized and adopted
children of any age, if they are physically
and mentally disabled, with no own income
and unable to earn their living.
e) Financially dependent children do not
engage in gainful employment,
f) Diplomatic personnel may apply for an
identity card for their parents or parents-
in-law to form part of their household, by
way of a diplomatic note. The Note must
indicate the motivation for such request
and must be accompanied by a letter of
guarantee. Applications are evaluated on a
case-by-case basis.
1.14. Diplomatic Pouches and
Couriers
a) The Government of the Republic of Rwanda
provides facilities at the airport for proper
storage of diplomatic pouches until they
are cleared.9 All consignments, including
the diplomatic pouches shall be recorded
and declared at the Customs on a special
form prescribed for that purpose.
b) The accompanied or unaccompanied
diplomatic pouch shall bear visible external
insignia of a State (seal or leaden seal, the
sender’s name and the consignee’s address).
The diplomatic pouches and individual
carry-on items shall be screened in
accordance with the National Civil aviation
security program. However, diplomatic
pouches shall not be detained or opened at
the screening check points.
d) On arrival, a diplomatic pouch shall be
awaited in the customs control area, and
on departure it shall be escorted until the
customs control desk.
e) If the diplomatic pouch is suspected to
contain items “not necessary to conduct all
official business by the Mission”, as stated
by the Vienna Convention on Diplomatic
Relations, the Customs shall request to send
back the diplomatic pouch for inspection.
f) The non-diplomatic items shall be subject
to customs formalities as appropriate.
g) Any problem, which may arise, should be
communicated promptly to the Ministry.
VCDR, Article 27 (relating to “Security of Diplomatic Bags”)
9
The Protocol Handbook 13
1.15. Diplomatic Immunities
a) Diplomatic and Consular Officers are
granted immunities in accordance with the
Vienna Conventions;
b) Privileged persons are expected to respect
the laws of the host country;
c) In case of serious breaches of the national
law, the Ministry may request the waiver
of diplomatic immunity of any privileged
person to allow prosecution. If the waiver
is refused by the Sending State, the recall
of the privileged person may be requested.
d) Diplomatic immunities are not considered
for disputes pertaining to employment
contracts, procurement contracts and other
similar contracts.
e) Driving under the influence of alcohol
is a serious offence and may entail the
suspension of the driver’s license. Further,
if the offence is aggravated by injury to a
third party, the driver may be prosecuted,
subject to c) above.
f) Road accidents should be reported to the
Rwanda National Police as appropriate.
Police should be called to the spot in case of
accidents involving personal injury (Police
hotline: 112 and/or Director in charge of
accident investigations: +250 788 311 557)
g) All motor vehicles must be covered by a
valid insurance policy at all time.
h) The Rwanda National Police in efforts to
ensure safety and the lives of people, has
installed traffic cameras on highways across
the country as an enforcement to deter
violation of traffic rules and regulations.
Those cameras are non-selective in their
operations and thus generate automatically
traffic fine tickets to anyone who violates
traffic regulations including the set speed
limits.
i) Missions are advised to continue observing
traffic laws and regulations. Any violator
be automatically fined and notified by the
system.
14 The Protocol Handbook
1.16. Private Gainful Employment
1.16.1. Employment of Spouses
Spouses of diplomatic staff resident in Rwanda
are not allowed to take up employment.
However, they are authorized to engage in
gainful employment, subject to the following
conditions:
a) On the basis of reciprocity with the Sending
State and in accordance with signed
agreements and pertinent laws of the
Republic of Rwanda;
b) Appropriate work permit will be sought from
the Directorate General of Immigration and
Emigration, by way of a diplomatic note to
the Ministry. However, the working spouse
will be bound by existing Rwandan labor
laws;
c) Once a work permit is granted, immunity
in accordance with the VCDR or under any
other applicable International Instrument
will not apply in respect of any act carried
out in the course of, and in connection with
the gainful occupation; and if employed, the
Spouses of diplomatic staff will be subject
to the fiscal and social security regimes
for all matters pertaining to their gainful
occupation.
1.17. Income Tax
a) Locally recruited staff of foreign Missions in
Rwanda are required to pay Income Tax on
their salaries and allowances.
b) Foreign Missions are required to submit to
the Rwanda Revenue Authority through the
Ministry of Foreign Affairs and International
Cooperation, a list of their locally recruited
staff in a period not exceeding 30 days after
their recruitment.
1.18. Mandatory Bank Account
a) Employers are obliged to pay salaries of
domestic personnel and other locally-
recruited staff through bank accounts.
b) Employers must produce proof of the
existence of a personal bank account within
30 days after the recruitment of the local
staff and the agreed salary must be paid
through this account by the employer on
a monthly basis. Cash payment of salaries
are not permitted.
c) The Ministry reserves the right to request
domestic personnel and other locally
recruited staff to provide copies of bank
statements to ensure compliance.
1.19. Duty Free Privileges
Diplomatic Missions and International
Organizations/Institutions represented in
Rwanda and their accredited personnel holding
diplomatic passports are exempt, on the basis
of reciprocity, or by agreement, from Customs
duties on imported or locally purchased articles
in accordance with a quota system.
a) All requests for imported duty free
purchases, within acceptable norms,
should be electronically submitted to the
Ministry through Rwanda e-Single Window
via https://sw.gov.rw/ by a Clearing
Agent; supported by relevant documents
( i.e. invoices, arrival notice, packing lists,
agreement with the Government of the
Republic of Rwanda, where applicable, and
a detailed list of contents of the packages).
b) The above documents should be
accompanied by a diplomatic note
indicating that the purchased articles are
for personal/official use. The note should
bear the following:
i) The signature of the privileged person;
ii) The signature of the Head of Mission or
Chargé d’Affaires
iii) The seal of the Mission.
c) All exemption applications are processed
and cleared within a reasonable time
period. Incomplete applications will be
rejected in the system.
d) The application for motor vehicles
exemption is submitted by way of a
diplomatic note to the Ministry of Foreign
Affairs, along with relevant documents as
mentioned in point a) above.
1.19.1. Value Added Tax (VAT) Refund
Process
Diplomatic Missions and International
Organizations/Institutions are refunded taxes
paid on:
a) Rent, Communication and other services
supplied by VAT registered institutions/
persons (supply of water and electricity is
zero-rated);
b) Services supplied by VAT registered hotels
and restaurants;
c) Fuel used in motor vehicles bearing CD/
CMD number plates according to quotas
fixed by the Ministry
The request should be submitted online
accompanied by the following details:
i) Taxpayer Identification number (TIN)
ii) Identification documents (Diplomatic
Passports or Diplomatic ID cards)
iii) International Organizations
Representatives/Personnel should
provide a copy of agreement signed
between the concerned organization
and the Government of the Republic of
Rwanda.
The Protocol Handbook 15
1.20. Motor Vehicles 1.20.2. Number plates

1.20.1. Registration Missions are responsible for having their own

a) Registration of all motor vehicles is
compulsory. Any vehicle imported or
bought locally must be registered with
Rwanda Revenue Authority through the
Ministry.
b) In Rwanda, the authorization to import and
register a Right Hand Drive (RHD) vehicle
cannot be granted on any basis, in the
interest of road traffic safety.10
number plates made and covering all related
expenses. Number plates are issued by Rwanda
Revenue Authority, through a request addressed
to the Ministry.
1.20.3. Entitlement
Diplomatic Personnel, Members of the
administrative and technical personnel of
diplomatic missions may:

c) While seeking registration of a diplomatic a) Import one vehicle free of tax and duty
note containing the following information b) Application for exemption of tax and duty
should be provided: for an additional car may be examined
based on reciprocity principle
i) Make and Model
ii) Engine Number
iii) Chassis Number 1.20.4. Re-export of Vehicles
iv) Year of Manufacture
v) Country of origin Missions should notify the Ministry prior to
the re-export of the vehicle. The Ministry will
d) The motor vehicle license is renewed inform Rwanda Revenue Authority accordingly.
following the below timetable.
The renewal is done on gratis basis.
1.20.5. Disposal of Vehicles

a) Applications for the disposal of motor

Type of Plate Numbers Period
vehicles should be made to the Ministry
CMD of Foreign Affairs and International
Every 4 years Cooperation. Vehicles purchased under
CD
privilege may be disposed of at any time.
UN Every 4 years
b) If sold to a non-privileged person: duty,
IT Every 12 months taxes and all other appropriate fees should
be paid.
c) Missions are required to inform the Ministry
of the final departure of any personnel who
owns a duty free vehicle and to ensure that
proportionate duty, as applicable, on these
vehicles has been paid before the departure
of the staff concerned.

Presidential Decree No 85/01 of 2/9/2002 regulating

10

general traffic police and road traffic and the Presidential

Order No 25/01 of 25/02/2015

16 The Protocol Handbook

1.21. Security of Foreign Missions
a) Foreign diplomatic missions or consular
posts enjoy inviolability in the Republic of
Rwanda in accordance with the provisions
of the Vienna Convention on Diplomatic
Relations and the Vienna Convention on
Consular Relations.
b) The Republic of Rwanda, as a receiving state,
attaches special attention to the protection
of foreign missions and undertakes
appropriate security steps and actions
against intrusion and inflicted damage.
c) The Rwanda National Police has the
responsibility for coordinating the
protection of diplomatic and consular
premises, personnel and foreign interests.
d) Missions should notify the Ministry of the
address of the chancery as well as the
residential addresses of their personnel.
e) All Diplomatic Missions in Rwanda are
advised to ensure permanent security
at their premises with Private Security
Companies operating in Rwanda.
f) In the case of emergency and imminent
danger affecting diplomatic missions,
consular posts or offices of international
governmental organizations and members
of their international staff, the following
services may be contacted by phone 24
hours a day:
i) Police Hotline -112
ii) Fire & Rescue Service -111
iii) Emergency Medical Service -912
1.22. Polling Stations
If the Mission plans to open a polling station at its
premises, it is kindly advised to communicate to
the Ministry the details pertaining to this event
for the Police to make necessary arrangements
for traffic flow (if large crowds are expected).
Polling stations outside the chancery may also
be arranged by the mission. As soon as the
mission has identified a suitable location to
be used for the polling stations, the Ministry
must be notified by way of a diplomatic note
specifying the locations, date and time of the
event for proper coordination with competent
authorities.
1.23. Driver’s License
a) A foreign driver’s license is acceptable in
the Republic of Rwanda only if it is still valid
in the country of issue. Driving without a
driving license is an offence punishable by
law;
b) Diplomats residing in Rwanda for less than
one year shall be exonerated from having
the national driving license if s/he holds:
i) An international driving license;11
ii) A foreign driving license, in conformity
with Vienna Convention (Annex 6 of
Vienna Convention of November 8,
1968) as long as that driving license is
valid and has been issued by another
Contracting Party or by an Organization
authorized to that effect by another
party to the Convention.
c) Diplomats can, without being obliged to
undergo theory and practical tests, obtain a
national driving license on presentation of
their international or foreign license, under
the condition of introducing the request
before the expiry of the period of one year
as provided by the law.
Conforming to the model constituting Annex 7 of Vienna
11
Convention of November 8, 1968 (relating to road traffic)
The Protocol Handbook 17
d) Missions are requested to submit an official
request together with the driver’s license to
the Commissioner of Police (Traffic Branch).
e) If the license is in a language other than
English or French, an official translation
thereof, with the seal of the Diplomatic
Mission, must be produced along with the
request (certified correct by the issuing
authority).
1.24. Import of Plants and
Animals
Importation of plants, plant parts, plant
products (fruits and vegetables), planting
materials (seeds, bulbs, corns, rhizomes,
etc), live animals, including pets, and animal
by-products into the territory of Rwanda
requires an Import Permit from the Ministry
of Agriculture and Animal Resources of the
Republic of Rwanda.
Application should be submitted to the Ministry
of Foreign Affairs by way of a diplomatic note
with details of intended plants/ animals to be
imported.
1.25. Consular Posts
1.25.1. Appointment of a Head of a
Consular Post
a) A Head of a consular post may only be
appointed if there is an existing post. If there
is no existing consular post, it must first be
established as mentioned in Section1.1 of
the Handbook.
All correspondences related to the
appointment of a Head of a consular post
are made between the Ministry of Foreign
Affairs of the sending State and the Ministry
of Foreign Affairs and International
Cooperation of the Republic of Rwanda.
18 The Protocol Handbook
b) The diplomatic note must contain the
candidate’s name and proposed designation,
category, class and seat of the consular
post. Along with the diplomatic note, must
include a curriculum vitae prepared in one
of the official languages of the Republic of
Rwanda.12
c) The Head of a consular post shall assume
his/her functions by an authorization of
the Government of the Republic of Rwanda
granted in the form of the Exequatur.
1.25.2. The Head of an Honorary
Consulate
a) The Ministry of Foreign Affairs of the sending
State appoints an Honorary consul and
seeks approval of the Ministry of Foreign
Affairs and International Cooperation of the
Republic of Rwanda by way of a diplomatic
note. The candidate is proposed, with a clear
description of his/her functions and the
location of his/her post. The application of
the chosen candidate must be accompanied
by his/her full and detailed curriculum
vitae, and a copy of his/her identity card.
b) The decision to permit the establishment
of any particular honorary consular post
is subject to political discretion of the
Government of the Republic of Rwanda. An
honorary consul is accredited for four (4)
years, with the possibility for extension. The
Ministry of Foreign Affairs of the sending
State shall renew their appointment. Failure
of doing so by the end of the four (4) year
term shall be considered as the termination
of his/her assignment.
c) An Honorary consulate cannot be without
a Head of post for a period longer than six
(6) months. If the Honorary consulate is
reopened, the Ministry of Foreign Affairs
of the sending state will undergo new
procedures with the Ministry of Foreign
Affairs and International Cooperation of the
Republic of Rwanda.
12
VCCR, Article 11 and 12
1.25.3. Privileges of Honorary Consuls
a) The Ministry of Foreign Affairs and
International Cooperation recognizes
the purpose of consular privileges and
immunities as not to benefit individuals
but to ensure the efficient performance of
consular business on behalf of the sending
State. In accordance with the VCCR, the
privileges and immunities of an Honorary
Consul accredited to Rwanda are limited to
acts performed in the exercise of consular
functions. The mentioned privileges
and immunities do not extend to family
members or support staff.
b) The Ministry shall only grant exemption
from taxes, customs and duties for specified
articles imported for the post’s official use
(coats of arms, flags, signboards, seals
and stamps, printed items, office furniture
and equipment as well as related items).
A Diplomatic Note from the sending
State shall be attached on the exemption
request.13 This does not apply to motor
vehicles. However, an Honorary Consul may
be eligible to obtain a consular plate (CC)
for a vehicle registered in his/her name.14
c) Duty-free purchase of alcohol shall be
limited to amounts for consumption for
official receptions only.
d) Consular premises are exempted from taxes
only if used exclusively for the purpose of
the work of the consular post.
1.25.4. Immunities of Honorary Consuls
Honorary Consuls shall respect and comply
with national laws and regulations and shall
not interfere in the internal affairs of the
Government of the Republic of Rwanda.
Honorary Consuls are not immune from
personal search, arrest, detention and
prosecution. However, should they be arrested,
detained or prosecuted, they have the right to
have this fact promptly notified to their sending
State.
VCCR, Article 62
13
14
Presidential Order n° 72/01 of 30/10/2003, Regulating Road
Traffic Policies
Consular premises are immune and inviolable
only if used exclusively for the purpose of the
work of the consular post.
1.25.5. Termination of the Functions
a) The honorary consulate or the sending
State itself may terminate the functions
at any moment. Upon termination of the
accreditation after four years, the Ministry
of Foreign Affairs of the sending state may
submit a request for a new term of office.
In the event of non-extension, notification is
given to the Ministry of Foreign Affairs and
International Cooperation of the Republic of
Rwanda.
b) The Ministry is entitled to terminate the
exequatur in the event of misuse of the title
by the honorary consul or in the event of
aggravating actions.
1.26. International/Regional
Organizations
1.26.1. Accreditation of Representatives
of International/Regional
Organizations
a) The accreditation of Representatives
of International/Regional Organizations
should be made through a request for
agrément in the form of a diplomatic note
addressed to the “Ministry of Foreign Affairs
and International Cooperation”:
b) The request for agrément must be provided
in one of Rwanda’s official languages
and must be accompanied by a detailed
curriculum vitae of the proposed candidate.
c) Prospective Heads of International/
Regional Organizations must await the
decision on agrément outside of Rwanda.
Any form of publicity including the name
of the person concerned in connection with
his/her new assignment before agrément is
granted, is considered inappropriate.
The Protocol Handbook 19
d) Upon first arrival in the country, Heads of
International/Regional Organizations are
advised to pay an introductory courtesy
call to the Minister of Foreign Affairs and
International Cooperation to present their
credential letters. In the absence of the
Minister, a designated official from the
Ministry will be assigned to receive the
Head of the Organization.
1.26.2. Privileges and Immunities accorded
to International/Regional
Organizations
a) Privileges and immunities are granted to the
International and Regional Organizations in
accordance with the bilateral treaties, host
agreements, United Nations convention
of privilegies and immunities and host
agreements between the Government of
the Republic of Rwanda and the respective
Organization.
b) In conformity with the concluded bilateral
treaties and agreements between the
Government of the Republic of Rwanda
and the respective Organization, the
International/Regional Organization is
requested to notify the Ministry of the
appointment, arrival and final departure of
its head, members, as well as members of
their families and service staff.
c) The International/Regional Organizations
are requested to notify to the Ministry
about changes in personnel stating the
actual function or position of the person
concerned, and the name of the person
being replaced by way of a diplomatic note
addressed to the Ministry.
d) Along with the diplomatic and consular
corps, the members of the International
and Regional Organizations are registered
at the Ministry and issued appropriate
identity cards. (See section 1.12 on Identity
Cards)
20 The Protocol Handbook
e) In addition to the aforementioned,
Organizations shall submit lists of their
staff to the Protocol Division twice a year.
2. CEREMONIALS
The Protocol Division of the Ministry of Foreign
Affairs and International Cooperation, is
responsible for the overall organization and
logistics of incoming visits of high-ranking
foreign dignitaries. It also assists Missions with
the preparations of inward state, official and
working visits and in some cases with private
visits and transits.
2.1. Visits by Heads Of State
Visits of the Heads of State and Government are
categorized as follows:
• State visit
• Official visit
• Working visit
• Private visit
• Stop over or transit visit
Executive Prime Ministers’ official, working and
private visits to the Republic of Rwanda are
treated the same way as those of Heads of State.
2.1.1. State visit
a) A state visit is the highest formal visit by a
head of state to the Republic of Rwanda, at
the invitation of the President of the Republic
of Rwanda. State visits are considered the
utmost expression of friendly bilateral
relations between two sovereign states, and
are characterized by an emphasis on official
public ceremonies.
b) In line with the national values, customs,
and norms the following protocol is
ordinarily observed during State visits:
i) The invitation for the state visit is
extended by the President of the
Republic of Rwanda.
ii) The program of the visit includes a
formal welcoming ceremony, bilateral
meetings and other working sessions,
signing of agreements (where
applicable), press opportunity, state
banquet, wreath-laying ceremony at
the Kigali Genocide Memorial, and visits
to places of interest.
iii) Details of the program including further
protocol and security arrangements are
agreed upon by both parties during
mutual consultations.
iv) The President of the Republic of Rwanda
greets and bids farewell to visiting
Heads of State and Executive Heads of
Government.
v) If the visiting Head of State/Government
is accompanied by his/her spouse, the
President of the Republic of Rwanda
welcomes them accompanied by his/
her spouse.
vi) The welcoming ceremony mainly
comprises of a presentation of bouquet
of flowers to the Head of State and his/
her spouse (where applicable); greeting
of Rwandan government officials,
the Dean of the diplomatic corps and
members of the visiting delegation as
well as the inspection of full guard of
honor. The receiving line may change
depending on the arrival time.
vii) It is also important to note that if the
visiting Head of State arrives after
18:00hrs local time (sunset), the
formal welcoming ceremony is done
the following day at the Office of the
President.
viii) Throughout his/her official program
and visits to other sites of interest, the
visiting Head of State is accompanied
by a suite of honor composed of a
designated Cabinet Minister referred
to as the Host Minister or Minister in
attendance, the Ambassador of the
Republic of Rwanda to the visiting
country, a protocol officer, and an Aide
de Camp.
ix) The list of the members of the visiting
delegation (names and titles) per order
of precedence as well as all other
information relating to biography,
dietary restrictions, blood group and
any special physical requirements in
respect of the visiting dignitary and his/
her spouse should be communicated to
the Ministry in due course.
x) The state visit often includes exchange
of symbolic gifts, which are exchanged
respectively between the Chiefs of State
Protocol.
xi) The departure ceremony is the reverse
of the arrival ceremony.
Composition of the visiting delegation
The official delegation is 1 or 2 + 10. However,
the delegation can be composed of more
officials at the discretion of the visiting state.
Courtesies
The following are courtesies offered by the
Government of the Republic of Rwanda for the
official delegation (1 + 10) only for the duration
of the state visit:
• Access to the Airport VVIP lounge
• Accommodation: 1+10 (bed and
breakfast)
• Transport: (1) Main motorcade +
Official delegation (10)
• Interpretation services during official
functions.
The above does not apply to advance teams and
non-resident head of diplomatic missions who
arrive before their Head of State.
The Protocol Handbook 21
2.1.2. Official visit
a) An official visit is when a Head of State
is invited by the President of Rwanda for
working sessions. This type of visit has less
official public ceremonies. However, visits
to places of interest might be included in
the program following consultations from
both parties.
b) In line with the national values, customs,
and norms the following protocol is
ordinarily observed during official visits:
i) The program of the visit normally
includes, bilateral meetings and other
working sessions, signing of agreements
(where applicable), press opportunity,
wreath-laying ceremony at the Kigali
Genocide Memorial, and visits to places
of interest. Both parties agree upon
details of the program including further
protocol and security arrangements
during mutual consultations.
ii) Upon arrival, the visiting Head of State/
Head of Government is welcomed by a
designated government official
iii) Greeting officials: the major greeting line
is composed by Rwandan government
officials and members of the visiting
delegation.
iv) The visiting Head of State/Government
proceeds to the VVIP Lounge through
silent troops in lines.
v) The list of the members of the visiting
delegation (names and titles) per order
of precedence as well as all other
information relating to biography,
dietary restrictions, blood group and
any special physical requirements in
respect of the visiting dignitary and his/
her spouse should be communicated to
the Ministry in due course.
vi) The official visit often includes exchange
of symbolic gifts, which are exchanged
respectively between the Chiefs of State
Protocol.
22 The Protocol Handbook
vii) Throughout his/her official program
and visits to other sites of interest, the
visiting Head of State is accompanied
by a suite of honor composed of a
designated Cabinet Minister referred
to as the Host Minister or Minister in
attendance, the Ambassador of the
Republic of Rwanda to the visiting
country, a protocol officer, and an Aide
de Camp (ADC).
viii) The departure protocol is the reverse of
the arrival.
Composition of the visiting delegation
The official delegation is 1 or 2 + 5. However, the
delegation can be composed of more officials at
the discretion of the visiting state.
Courtesies
The following are courtesies offered by the
Government of the Republic of Rwanda for the
official delegation (1 + 5) only for the duration
of
the Official visit:
• Airport VVIP lounge
• Accommodation: 1+5 (bed and
breakfast)
• Transport: (1) Main motorcade +
Official delegation (5)
• Interpretation services during official
functions (where applicable).
The above does not apply to advance teams and
non-resident head of diplomatic missions who
arrive before their Head of State.
2.1.3. Working visit
a) A working visit is a formal visit by a Head of
State to Rwanda;
i) By the initiative of the visiting State or
ii) Upon invitation of the President
of the Republic of Rwanda for a
particular occasion (International/
Multilateral Summits and Conferences,
commemoration events, etc…).
b) In line with national values, customs, and
norms the following protocol is ordinarily
observed during working visits:
i) Upon arrival, a designated government
official welcomes the visiting Head of
State.
ii) The major greeting line is composed
by Rwandan government officials and
members of the visiting delegation.
iii) The visiting Head of State/Government
proceeds to the VVIP Lounge through
silent troops in lines.
iv) The program is agreed by both parties
when the visiting Head of State initiates
the visit. For International/multilateral
summits and conferences, the program
of the event is considered.
v) Courtesy calls on the President of the
Republic are arranged upon the request
of the visiting Head of State through the
Protocol Division.
vi) The departure ceremony is the reverse
of the arrival ceremony.
Composition of the visiting delegation
The official delegation is 1 or 2 + 1. However,
the delegation can be composed of more
officials at the discretion of the visiting state.
Courtesies
The following are courtesies offered by the
Government of the Republic of Rwanda for the
official delegation only for the duration of the
working visit:
• Airport VVIP lounge
• Accommodation: 1 (bed and breakfast)
• Transport: Principal’s motorcade
• Interpretation services during official
functions (where applicable).
For international/multilateral summits,
conferences, and other events, the Ministry
publishes protocol guidelines for each event
with details on courtesies to be extended to
Heads of State and their delegation.
2.1.4. Private visit
A private visit is when a head of state visits
Rwanda for private business such as holidays,
visiting friends, etc.
There is no courtesy extended to him/her but
the Government of the Republic of Rwanda
provides security and protocol as well as other
specific facilities justified by his/her status.
There are no specific ceremonies to this type of
visit.
2.1.5. Stop over or transit
When a Head of State stops over or transits
through the Republic of Rwanda, there is no
ceremony. The following arrangements are
made:
i. The Head of State is met
at the airport by a designated Government
Official. Protocol assistance is provided
during the transit period in the VVIP Lounge.
ii. In case of a long transit (more than three
hours), protocol assistance, transport
facilities and security are provided.
The Ministry should be contacted in this
regard in due course (Please refer to
section 2.3. of the Handbook for more
information).
2.2. Visits by other Foreign
Dignitaries and Officials
2.2.1. Royal family members
Crown Princes/ Princesses are welcomed by
a designated government official and officials
from their embassies. They are provided with
security and protocol. Arrival and departure
details as well as a detailed program have to
be communicated in advance to the Protocol
Division of the Ministry of Foreign Affairs
and International Cooperation for further
arrangements.
The Protocol Handbook 23
Courtesies
The following are courtesies offered by the
Government of the Republic of Rwanda only for
the duration of their stay:
• Access to the VVIP lounge
• Accommodation: 1 (bed and breakfast)
• Transport: VIP motorcade
• Interpretation services during official
functions (where applicable).
2.2.2. First Ladies, Former Heads of
State, Vice presidents, Heads of
Parliament/ Senate, Chief Justice
and Prime Ministers
A visiting dignitary in the category mentioned
above coming to Rwanda for an official or
working visit is welcomed by a designated
government official and officials from their
embassies.
Arrival and departure details as well as
a detailed program have to be communicated in
advance to the Protocol Division of the Ministry
for further security and protocol arrangements.
Courtesies
The following are courtesies offered by the
Government of the Republic of Rwanda only for
the duration of the official and working visit:
• Access to the VVIP lounge
• Accommodation: 1 (bed and breakfast)
• Transport: VIP motorcade
• Interpretation services during official
functions (where applicable).
The above does not apply to advance teams and
non-resident heads of diplomatic missions who
arrive prior to the visiting dignitary.
It is important to note that there are no specific
courtesies for private visits.
24 The Protocol Handbook
2.2.3. Ministers of Foreign Affairs
Ministers of Foreign Affairs coming to the
Republic of Rwanda for official or working visits
are received on arrival by a designated official
from the Ministry and officials from their
embassies. A protocol officer and security agent
are assigned to the visiting Minister during the
duration of his/her stay.
Arrival and departure details as well as a
detailed program have to be communicated in
advance to the Protocol Division of the Ministry
for further arrangements. The departure
proceeding is the reverse of the arrival.
Courtesies
The following
are courtesies offered by the Government of the
Republic of Rwanda only for the duration of the
official and working visit:
• Access to the VIP lounge: One (1)
• Accommodation: 1 (bed and breakfast)
• Police lead car
• Transport: 1 (VIP Car)
It is important to note that there are no specific
courtesies for private visits.
2.2.4. Special Envoys
Protocol for special envoys is arranged as
follows:
i) They are met and seen-off at the
airport/border by a Protocol Officer and
are provided with transport facilities
during their stay (2 VIP cars).
ii) The Government of the Republic of
Rwanda does neither book nor pay for
his/her accommodation.
iii) The Protocol Division of the Ministry
makes arrangement for needed
appointments.
2.2.5. Visits by other Ministers and
Dignitaries 2.2.5.2. Ministers in Transit

2.2.5.1. Official/Working visits Ministers in transit are met by an official from

i) Any proposed visit should be
communicated well in advance through
diplomatic channels to the Ministry
of Foreign Affairs and International
Cooperation.
ii) Upon confirmation by the host
institution of the Government
of Rwanda, the program is put together
by concerned parties.
The visit takes place under the guidance
of the host institution.
iii) The VIP is received and seen off by his/
her counterpart and/or a high official of
the host institution.
the resident diplomatic mission of his/her
country. Appropriate arrangements are made
by their missions and all expenses are covered
by the delegation.
2.2.7. Other official delegations
Other official delegations visiting the Republic
of Rwanda for work and other official purposes
are welcomed by their respective counterparts
and granted protocol facilitation at the airport.
In case the official delegation has been invited by
the Government of the Republic of Rwanda, the
relevant institution determines the appropriate
courtesies to be extended.

iv) The host institution provides all the For an official delegation that has not been
necessary logistical arrangements invited by the Government of the Republic
during the stay of the VIP, including of Rwanda, the Resident Mission or relevant
receptions, cocktails etc. institution makes appropriate arrangements.

v) In case a VIP has been invited by the

Government, the relevant institution
makes arrangements for airport VIP
lounge fees, accommodation and
transport.

vi) For a VIP who has not been invited

by the Government of the Republic
of Rwanda, the Resident Mission or
relevant institution makes appropriate
arrangements. All expenses are borne
by the VIP.

The Protocol Handbook 25

All expenses are borne by the official delegation.
2.3. Prior Notification of Visits and Transits
Prior notification of visits and transits is essential to ensure timely arrangements. The notifications
should be made as follows:
Category of guests Visit
Head of State 4 weeks
Head of Government 4 weeks
Vice Presidents, Heads of Parliament,
4 weeks
Chief Justice and Prime Ministers
Minister/Special Envoy 2 weeks
First arrival of Head of Mission 2 weeks
Other senior officials 1 week
2.4. Kigali International Airport
(KIA)
2.4.1. Access to Security Restricted Areas
of the Airport
a) Security Restricted Areas means zones of
airside of an airport which are identified as
priority risk areas where in addition to access
control, other security control measures
are applied. Such areas will normally
include, inter alia, all commercial aviation
passenger departure areas between the
screening checkpoint and the aircraft, the
ramp, baggage make-up areas, including
those where aircraft are being brought into
service and screened baggage and cargo are
present, cargo sheds, mail centers, airside
catering and aircraft cleaning premises or
any other areas that may be prescribed in the
National Civil Aviation Security Programme
or the Airport Security Programme.
b) Eligible persons from diplomatic missions
and consular posts may obtain access to
security restricted areas by means of an
airport access badge carrying electronic
information. Two types of airport access
26 The Protocol Handbook
Transit
1 week
1 week
1 week
1 week
N/A
N/A
badges are available for persons who need
to access restricted areas by reason of their
duties:
i) The Permanent Access Badge
ii) The Temporary Access Badge
Permanent Access Badge
a) Every mission is eligible for three (3)
permanent airport badges, allocated to the
following officials:
i) The Head of Mission (1)
ii) The Deputy Head of Mission (1)
iii) The Military Attaché (1)
b) The application for permanent airport
access badge should be submitted online
through this link https://caa.gov.rw/base/
which is accessible on Rwanda Airports
company website http://www.rac.co.rw.
The following supporting documents shall
be uploaded onto the application:
i) A recommendation letter from
the Ministry of Foreign Affairs and
International Cooperation to Rwanda
Airport Company (RAC)
ii) A proof of payment of 23,600 RWF paid
to Account No: 00040-06948300-35
of Rwanda Airports Company (RAC) in
Bank of Kigali (BK)
 iii) A Copy of the applicant’s passport and
passport photo
c) Upon approval of the issuance of badges,
applicants will present themselves
individually at Kigali International Airport
for photo capturing, signature and
subsequent collection of own badges.
Temporary Access Badge
a) The other diplomatic or non-diplomatic
personnel who are not entitled to
permanent access badges requiring access
to airport restricted areas are facilitated
with Temporary Access Badges by reason
for their duties.
b) The application for temporary airport
access badge should be submitted online to
the Rwanda Airports Company , via http://
www.rac.co.rw at least 48hrs prior to the
visit at Airport. A recommendation letter
from the Ministry of Foreign Affairs to the
Rwanda Airport Company (RAC) would be
required.
c) The Temporary access badge will be
collected at the Airport Access Office, upon
presentation of appropriate identification
and should be returned right after the visit
of the official.
Access to the Aircraft Operating Areas
1. Access of persons
a) Permanent or temporary airport badges
for diplomats does not provide automatic
access to aircraft operating areas (Tarmac).
In case of necessity, a separate application
which is submitted to the Ministry of Foreign
Affairs and International Cooperation by
way of a diplomatic note at least 48hrs prior
to the visit of the official at the airport shall
be required.
b) Diplomatic personnel who are travelling or
wish to access airport restricted areas are
subjected to security screening.
N.B: The level of access granted by a permanent
airport badge does not include the airport
tarmac (aircraft operating areas)
2. Access of vehicles
a) Access of vehicles to the AOA is restricted
to authorized ground handling vehicles
operating thereon.
b) Diplomatic vehicles conveying cargo may
be allowed access to the Airport freight/
cargo terminal and shall be subjected
to screening. However, other diplomatic
vehicles shall not be screened at landside
security checkpoints.
2.4.2. Use of airport lounges
a) The Government of the Republic of
Rwanda has two Lounges:
i) The VVIP Lounge
ii) The VIP Lounge
b) Both lounges are located in restricted areas
of the airport that require prior clearance
by the airport authorities. Procedures
mentioned in section 2.4.1 on airport access
to be followed.
c) The following visiting dignitaries have
access to the VVIP Lounge:
• Heads of State
• First Ladies/Spouses
• Heads of Government (Executive Prime
Ministers or not)
• Vice Presidents
• Deputy Prime Ministers (where there is
an Executive Prime Minister)
• Heads of Parliament (Upper or Lower
Chamber)
• Chief Justice
• Former Heads of State
d) Spouses of the following dignitaries can only
access the VVIP Lounge when travelling
with spouse-dignitaries:
The Protocol Handbook 27
 • Deputy Prime Ministers (where there is
an Executive Prime Minister)
• Heads of Parliament (Upper or Lower
Chamber)
• Chief Justice
• Former Heads of State
e) The following visiting dignitaries have
access to the VIP Lounge:
• Ministers and Ministers of State/Deputy
Ministers
• Members of Parliament (Upper or
Lower Chamber)
• Ambassadors
• Heads of International/Regional
Organisations
• Secretary Generals/Permanent
Secretaries
• High ranking Military and Police
Officers
Courtesies
• For official visits: Access to the VIP
Lounge is granted to dignitaries at
the level of Permanent Secretary and
above. For organizational reasons the
format is (1).
• For working visits: Access to the VIP
Lounge is granted to dignitaries at
the level of Minister and above. For
organizational reasons the format is (1).
• With regard to Diplomatic Missions
(resident and non-resident), access
to the VIP Lounge is granted to
Heads of Mission only, upon their first
arrival and final departure. This does
not apply to routine visits of non-
resident ambassadors and/or resident
ambassadors’ access when receiving
guests from their respective countries.
• Prior to such use, the Ministry of Foreign
Affairs and International Cooperation
must be informed in writing at least
72 Hours in advance through protoc.
airport@minaffet.gov.rw. For arrivals
28 The Protocol Handbook
or departures during weekends and on
Mondays, requests should reach the
Ministry by noon on Thursday in order
to ensure that they are processed in
time.
• In case a VIP is invited by the
Government of the Republic of Rwanda,
the host institution extends VIP lounge
courtesies to the guest.
• The number of members of the visiting
delegation/Diplomatic missions wishing
to meet or see off a VIP is limited to
a maximum of two (2) at their own
expenses. Drivers and other attendants
wait at the parking area.
• In all other scenarios, access to the VIP
Lounge is subject to a fee.
2.5. Other Rules and Practices
2.5.1. Channels of Communication
All communications between diplomatic/
consular missions as well as International
Organizations and all Rwandan Government
institutions should be channeled through the
Ministry of Foreign Affairs and International
Cooperation of the Republic of Rwanda by way
of a diplomatic note.
Diplomatic notes requesting for audiences,
courtesy calls and meetings with Rwanda
Government Officials should indicate the
purpose of the meeting.
2.5.2. Events hosted by diplomatic
missions
The following guidelines should be followed:
a) A Diplomatic Mission intending to host
an official event is required to inform
the Ministry by way of a diplomatic note
indicating its nature and significance.
b) The Ministry designates an Official to
represent the Government of the Republic
of Rwanda to the said event.
c) Although Diplomatic Missions may already
be in direct contact with Government
Institutions, all invitations addressed to
Government Officials should go through
the Ministry.
d) The above also applies to National Day
celebrations.
2.5.3. Participation in official functions
hosted by the Government of the
Republic of Rwanda
a) Heads of Diplomatic Corps are invited to
official functions presided over by the Head
of State in person and to the celebrations
of all national days and commemoration of
any other national events
b) Invitations are issued by the Protocol
Division
c) Invitations addressed to Heads of Mission
are not transferrable. Only Heads of Mission
whose absence in the country was officially
communicated to the Ministry are allowed
to be represented by a Chargé d’ Affaires,
a.i.
2.6. Overfly/Landing Procedures
for Foreign State Aircrafts
Presidential or private/chartered aircrafts
planning to overfly the Rwandan airspace or
land in the Republic of Rwanda should apply
for Diplomatic Clearance via the Protocol
Division in the Ministry of Foreign Affairs and
International Cooperation.
The application for overflight and landing
clearance should be officially submitted by
way of a diplomatic note as well as online via
https://caa.gov.rw/RAIS/, not later than 48
hours prior to arrival.
For clearance to be issued, the diplomatic
note should contain all the information listed
below:
i) Nationality of Carrier:
i) Operator/owner:
ii) Type of aircraft:
iii) Aircraft Call sign:
iv) Aircraft Registration:
v) Purpose of flight:
vi) Names of passengers and nationality:
vii) Airport of departure, date and time:
viii) Airport of destination, date and time:
ix) Entry point into Rwanda airspace, date
and time:
x) Exit point from Rwanda airspace, date
and time:
xi) Copies of passengers’ passports
The Government of the Republic of Rwanda
does not cover any landing or ground handling
fees.
2.7. Firearms
a) All Diplomatic Missions or their agents
desiring to possess firearms must apply for
a license prior to importing firearms into
Rwanda. Detailed specifications in respect
of the firearms to be imported should
be provided to the Ministry by way of a
diplomatic note;
b) The above also applies for authorization
for the right to carry weapons for security
personnel accompanying foreign dignitaries
visiting Rwanda;
c) Five (5) side arms are permitted for the
security personnel accompanying Heads of
State visiting Rwanda. Permit application
should be submitted to the Ministry by way
of a diplomatic note, at least 48hours prior
to the arrival of the Head of State;
d) Security personnel are permitted to carry
their arms and ammunitions up to the
Airport Police Counter where they are
required to declare the same, upon arrival
and prior to departure;
The Protocol Handbook 29
e) Permit to carry arms and ammunitions is
issued upon arrival at entry point (Airports
and other borders).
The below information should be provided in
the note:
Security Agent Details:
Names Mr/Mrs/Ms……………….
Passport No: …………….........….
Nationality: ………………........….
Employed by Country/
Organisation…………………........
iii) Any preferred frequencies;
iv) Area of usage;
v) Power output.
b) Visiting delegations should declare
communications equipment to security
personnel at the port of arrival both at
arrival and departure and should operate
them in the assigned frequencies;
c) Diplomatic missions are requested
to provide the list of Security Officers
accompanying visiting dignitaries by way of
a diplomatic note addressed to the Ministry.

Firearm specifications:
Type: …………...........................….
Model & Calibre: ………….....….
2.9. Flags
Ammunition: ………………......…
In Rwanda, it is customary for Heads of Mission
Serial number: …………….....….
to fly their national flags as follows:
Any other equipment:
………………………………….......…
i) at their Chancery buildings at all times;
Date and Point of entry:
ii) at their residence, when they are in the
………………………………......….
country; and
Duration of the permit requested:
iii) on their official car, when they are on
…………………….......................
official duty.
Consuls/Honorary Consuls should only fly
Undeclared weapons:
the flag of the country they represent at their
offices.
a) The arms and ammunition that were not
cleared prior to the visit are handed over to
Flag etiquette during the Commemoration of
the Rwanda National Police for safe custody
the 1994 Genocide against the Tutsi in Rwanda
until their departure from Rwanda;
The flag of the Republic of Rwanda flies at half-
b) The arms and ammunition are handed back
mast in the first week of commemoration of the
to the security personnel, at the airport/
1994 Genocide against the Tutsi in Rwanda (07th
borders, on the day of departure; and
- 13th April), as a mark of national mourning
and remembrance of over a million Tutsi killed
c) The Rwanda National Police makes the
during the Genocide in 1994.
required security arrangements for foreign
dignitaries.
In solidarity, diplomatic missions as well as
international organizations are invited to also
2.8. Communications Equipment fly their countries’ flags and organizations’
flags at half-mast during the above mentioned
a) Authorisation for the use of radio period.
frequencies and any other communications
equipment must be obtained in advance
from the Ministry. 2.10. Dress Code
The following information must be provided: For all official functions, the dress code is
mentioned at the bottom of the invitation card.
i) Bandwidth; This section gives a brief description of the main
ii) Frequency range (also known as the
spectrum);

30 The Protocol Handbook

types of dress and the occasions for which they attire you might wear to work in a corporate
are considered appropriate. setting.

Informal or Semi-Formal Male Attire

Informal or Semi-formal dress code may be • Sport coat

worn during banquets, dinners, cocktail parties, • Slacks/Smart trousers
and evening receptions. • Dress Shirt
• Tie (optional)
Male Attire • Dress shoes or Loafers

• Dark suit Female Attire

• Tie or bow tie
• Dark shoes and socks • Blazers
• Shift dress
Female Attire • Slacks/Smart trousers
• Blouses
• Knee-length cocktail dress • Pumps or flats
• Floor-length ball gown
• Long skirt with top Casual
• High-heeled shoes or dressy flats
• Traditional or national dress is also Casual is considered as a ‘no dress code’ attire
considered appropriate. or simply ‘Comfortable Clothing’. It may be
worn for off-site events (i.e. particular field
Business Attire or Formal visits, Umuganda- the monthly community
service-, sports activities, etc…)
Business attire may be worn during working
breakfast/ lunch, daytime meetings, afternoon Male Attire
tea/coffee, and some receptions.
• Polo or Round-neck shirts
Male Attire • Pullovers
• Jeans
• Dark suit (Business) • Sports wear
• Tie or bow tie (for receptions) • Loafers or comfy shoes
• Dark shoes and socks
Female Attire
Female Attire
Knee length day time dress
• Business suit or daytime dress
• Pumps or flats • Polo or Round-neck shirts
• Pullovers
For some of the above types of events, Smart • Jeans
Casual or Business Casual attire may be • Sports wear
considered. Smart casual is the basic everyday • Pumps, flats or comfy shoes

The Protocol Handbook 31

ANNEXES

Annex 1 : A Guide to Titles and Forms of Address

Protocol Officials Address block in How referred to in

Salutation
Rank correspondence person
1 The President of His/ Her Excellency, Your Excellency, Your Excellency first,
the Republic of The President of the then
Rwanda Republic of Rwanda, Mr., Madam
[Title], [ full names] President, or
Sir, Madam
2 The President of The Honorable Honorable Mr., Madam
the Senate President of the President of the President of Senate
Senate, [title], Senate, first, then
[ full names]
Sir, Madam
3 The Speaker of The Honorable Honorable Mr., Madam Speaker
the Chamber of Speaker of the Speaker, first, then
Deputies Chamber of Deputies, Sir, Madam
[title], [full names]
4 Chief Justice The Honorable Chief Honorable Chief Chief Justice first,
Justice, [title], Justice, then
[full names] Sir, Madam

5 The Prime The Right Honorable, Right Mr., Madam Prime

Minister Prime Minister, [title], Honorable, Minister first, then
[full names] Prime Minister,Sir, Madam
6 Former Heads of The Honorable Dear Mr. Mr. President first,
State Former President President then,
[title], [full names] Sir, Madam
7 Ministers The Honorable Honorable/Dear Honorable Minister/
Minister of …, [title], Minister, Minister of State
[full names], first, then,

Ministers of State The Honorable Honorable/ Sir, Madam

Minister of State in Dear Minister of
charge of …, [title], State,
[full names]

32 The Protocol Handbook

8 Heads of His/ Her Excellency Your Excellency, Your Excellency first,
Diplomatic [Title], [full names], Dear [Title], then Sir, Madam
Missions The Ambassador/ [Surname]
High Commissioner
of [country official
name],

Charge d’ Affaires The Chargé d’ Dr/Madam/ Mr./Madam Charge

Affaires of the Mr. Charge d’ d’ Affaires first,
[Embassy],[Title], Affaires, thenSir, Madam
[full names]

9 Prosecutor The Honorable, Dear Mr., Mr., Madam,

General [title], [full names], Madam, Prosecutor General
Prosecutor General first, then
Prosecutor
General Sir, Madam
Mayor of Kigali The Mayor of the City Dear Mr./ Mr./Madam Mayor
of Kigali, [title], Madam Mayor, first, then
[full names] or
Dear Sir/Madam Sir/Madam:
Governors of The Governor of Dear Mr./ Mr./Madam
Province [Province], [title], Madam Governor first,
[full names] Governor, or then
Dear Sir/ Sir/Madam:
Madam,
Ombudsman The Ombudsman, Dear Mr./Madam
[title], Ombudsman, or Ombudsman first,
[full names] then
Dear Sir/
Madam, Sir/Madam:
Chief of Defense The Chief of Defense Dear Chief of Chief of Defense
Staff Staff, Defense Staff, or Staff, or Military
[ Military rank] ,[title], Rank first,
[full names] Dear Sir/ then
Madam, Sir/Madam
Commissioner The Commissioner Dear Mr./Madam
General of Police General of Police, Commissioner Commissioner, or
[rank] ,[title], General, or Military Rank first,
[full names] then
Dear Sir/
Madam, Sir/Madam
Commissioner The Commissioner Dear Mr./Madam
General of General of Rwanda Commissioner Commissioner
Rwanda Correctional Services , General, or General or Rank
Correctional [rank] ,[title], first, then
Services [full names] Dear Sir/
Madam, Sir/Madam

The Protocol Handbook 33

 Secretary General The Secretary Dear Secretary Mr./Madam
of National General of National General, or Secretary General,
Intelligence and Intelligence first, then
Security Services and Security
Services,[rank] ,[title], Dear Sir/Madam
[full names] Sir/Madam
Governor of the The Governor of the Dear Governor, Mr./Madam
National Bank of National Bank of or Governor first, then,
Rwanda Rwanda,[title], [full
names] Dear Sir/Madam Sir/Madam
Auditor General The Auditor General Dear Auditor Mr./Madam Auditor
[title], [full names] General, or General first, then,

Dear Sir/Madam Sir/Madam

Director of Cabinet The Director of Dear Director of Mr./Madam Director

in the Office of the Cabinet in the Office Cabinet, or of Cabinet first, then,
President of the President,
[title], [full names] Dear Sir/Madam Sir/Madam

Director of Cabinet The Director of Dear Director of Mr./Madam Director

in the Office of the Cabinet in the Office Cabinet, or of Cabinet first, then,
Prime Minister of the Prime Minister
[title], [full names] Dear Sir/Madam Sir/Madam

Rectors of The Rector of Dear Rector, Mr./Madam Rector

Higher Learning [University Name], or first, then,
Institutions [title], [full names]
Dear Sir/Madam Sir/Madam

Presidents of The President of [ The Dear Sir/Madam Sir/Madam

the National National Commission
Commissions of…], [title], [full
(i.e. Human names]
Rights, Unity and
Reconciliation)

Executive The Executive

Secretaries Secretary of [ The Dear Sir/Madam Sir/Madam
of National National Commission
Commissions of…]; [title], [full
names]

Chief of Staff The Chief of Staff Dear [Military [Military Rank]

Army Army , [Military Rank Rank], [Surname] first, then
], [full names] Sir /Madam

34 The Protocol Handbook

 Chief of Staff Air The Chief of Staff Air Dear [Military [Military Rank]
Force Force [Military Rank], Rank], [Surname] first, then
[full names] Sir /Madam

Chairman of the The Chairman of Dear Chairman, Mr./ Madam

Private Sector the Private Sector Chairman first, then
Federation Federation, [title], Sir, Madam
[full names]

10 Senators The Honorable, Dear Senator Senator [Surname],

Senator, [title], [Surname];
[ full names], Honorable
Senator
[Surname], or
Dear Sir/Madam

Deputies The Honorable, [title], Dear [title], Honorable

[ full names], MP [surname]; [Surname]
Honorable
[title],
Sir/Madam
[Surname], or
Dear Sir/Madam

The Protocol Handbook 35

Annex 2 : Public Holidays in Rwanda

Date Name Type

1 Jan New Year Public Holiday

2 Jan Day After New Year’s Day Public Holiday

1 Feb National Heroes’ Day Public Holiday

Commemoration of the
7 Apr Public Holiday
Genocide against Tutsi

Apr Good Friday Public Holiday

Mar-Apr Easter Public Holiday

Mar-Apr Easter Monday Public Holiday

1 May Labor Day Public Holiday

Eid al-Fitr Public Holiday

1 Jul Independence Day Public Holiday

4 Jul Liberation Day Public Holiday

31 July Eid Al-Adha Public Holiday

First Friday of August Umuganura Day Public Holiday

15 Aug Assumption of Mary Public Holiday

25 Dec Christmas Day Public Holiday

26 Dec Boxing Day Public Holiday

Please note :

Most public and private employees work on a Monday through Friday schedule. When a
public holiday falls on a non-workday (Saturday or Sunday), the holiday is observed on
Monday apart from the commemoration of the Genocide against the Tutsi on 7 april For
updated information on National days please click on the following link:
www.gov.rw/holidays

36 The Protocol Handbook

Annex 3 : Categories of Visas and IDs

Category of Type of Type of Visa Type of Payment Payment

Official/Personnel Passport issued ID Card of resident of ID
issued permit

Diplomatic and Consular Missions

Resident diplomatic / Diplomatic D1 Diplomatic Free of charge Free of

consular personnel Passport ID charge
and their dependents

Ordinary M2 Ordinary Free of charge 5000rwf

Passport ID
(dependants)

Administrative and Service H2 Ordinary Free of charge Free of

Technical Staff Passport ID charge
R (Special No ID Free of charge Not
Pass) applicable
Issued for
short period
assignement
Ordinary H2 Ordinary 150.000rwf 5000rwf
Passport ID
R (Special No ID 50.000rwf Not
Pass) applicable
Issued for
short period
assignment
Locally-Recruited Ordinary H2 Ordinary 150.000rwf 5000rwf
Staff (non-Rwandan) Passport ID
Domestic Personnel Ordinary H2 Ordinary 150.000rwf 5000rwf
Passport ID

The Protocol Handbook 37

International and Regional Organizations

Resident Diplomatic D2 Diplomatic Free of charge Free of

Coordinator, Heads/ Laisser-Passer ID charge
Representatives of Diplomatic
Organizations, Deputy Passport
Representatives,
other officials with Laisser-Passer H5 Technical Free of charge 5000rwf
Diplomatic status and Assistance
their dependants ID
Official/ E2 Technical Free of charge 5000rwf
Service Assistance
Passport ID

Ordinary M2 Ordinary Free of charge 5000rwf

Passport ID
(Dependents)

Ordinary H2 Ordinary 150.000rwf 5000rwf

Passport ID

Resident Personnel Laisser-Passer H5 Technical Free of charge 5000rwf

and their dependants Assistance
Consultants/Experts ID
Volunteers Official/ H2 Technical Free of charge 5000rwf
Service Assistance
Passport ID

Ordinary H1/ Ordinary 150.000rwf 5000rwf

Passport H2 ID
R (Special No ID 50.000rwf Not
Pass) applicable
Issued for
short period
assignment
Technical Staff Service/Official E2 Technical Free of charge 5000rwf
(providing technical Passport or Assistance
assistance to GoR Ordinary
Institutions) Passport
Locally-Recruited Ordinary H2 Ordinary 150.000rwf 5000rwf
Staff (non-Rwandan) Passport ID
Domestic Personnel Ordinary H2 Ordinary 150.000rwf 5000rwf
Passport ID

38 The Protocol Handbook

 The Ministry of Foreign Affairs and
International Cooperation

2506 (local) / +250788125043 (international)

Social media | the Ministry of Foreign Affairs and International Cooperation

 The Ministry of Foreign Affairs and
International Cooperation

40 The Protocol Handbook