Protocol Rules

          Dear colleagues,

          We are glad to present you a digest that covers protocol rules regulating activity of diplomatic missions consulates of foreign countries and international organizations, members of their staff, service personnel, including their family members, while fulfilling their duties in the Republic of Azerbaijan.

          Protocol rules compiled in this digest are based on legislation of the Republic of Azerbaijan, Vienna conventions on Diplomatic (18 April 1961) and Consular (24 April 1963) relations, other international agreements the Republic of Azerbaijan is party to. At the same time, principles of reciprocity were considered, while this digest was planned.

          We would like to request your attention and compliance with the rules given in this digest.

Sincerely yours,

Parvin Mirzazadeh,

Ambassador Extraordinary and Plenipotentiary,

Head of the State Protocol Department.

 

 

For further information please contact through:

Tel: (+994 12) 596 93 33

Fax: (+994 12) 592 8297

e-mail: protocol@mfa.gov.az

www.mfa.gov.az

 


Rules of accreditation of the staff of diplomatic missions, consular posts and representations of international organizations in the Republic of Azerbaijan and their family members at the Ministry of Foreign Affairs of the Republic of Azerbaijan

  1. General provisions

1.1. These Rules regulate the registration (hereinafter referred to as “the accreditation”) of employees of diplomatic missions, consular posts and the representations of international organizations (hereinafter referred to as “diplomatic mission”) and their family members at the Ministry of Foreign Affairs of the Republic of Azerbaijan (hereinafter referred to as “Ministry”).

1.2. The accreditation is carried out by the State Protocol Department of the Ministry.

1.3. The persons accredited by the Ministry are recognized as the staff members of diplomatic missions.

1.4. The persons belonging to below-mentioned categories are accredited by the Ministry:

1.4.1. Members of diplomatic staff and their family members;

1.4.2. Members of administrative and technical staff and their family members;

1.4.3. Service staff, private servants, who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries;

1.4.4. The citizens of the Republic of Azerbaijan, working at the diplomatic missions;

1.4.5. Honorary consuls.

1.5. The spouses of members of diplomatic and administrative staff and their children under 18 years of age are considered family members. The person, who is officially married to a staff member of a diplomatic mission, is considered a spouse. According to the legislation of the Republic ofAzerbaijan, the persons, who have the partner relationships and are in the same-sex marriages, are not accepted as spouses.

1.6. On the basis of mutuality principle the question of accreditation of parents and the children aged 18-25 years, who live together with the members of the staff of diplomatic missions, can be considered by the Ministry.

  1. Types of identity cards

2.1. The Ministry issues to the members of diplomatic and administrative-technical staff of diplomatic missions, their family members, service staff, private servants, , who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries, the citizens of the Republic of Azerbaijan, working at the diplomatic missions, and honorary consuls the identity (ID) cards of below-mentioned types:

2.2. The diplomatic card:

2.2.1. To members of diplomatic staff and their family members;

2.2.2. To heads of diplomatic missions, non-resident in Baku, to one member of diplomatic staff of the same diplomatic missions, the military (defense, police or frontier) attachés;

2.2.3. To employees, working at the representations of the United Nations Organisation and its specialized agencies in the Republic of Azerbaijan, who have the UN  “Laissez-Passer” (excluding citizens of the Republic of Azerbaijan or the persons, who permanently reside in the Republic of Azerbaijan) and their family members;

2.2.4.  To heads of the representations of international organizations, who enjoy the diplomatic status, privileges and immunities under the provisions of the agreement concluded with the Republic of Azerbaijan (excluding the citizens of the Republic of Azerbaijan) and their family members.

2.3.     The service card:

2.3.1.  To employees of diplomatic missions, who are holders of service passports, and their family members;

2.3.2.  To employees, working at the representations of the United Nations Organization and its specialized agencies in the Republic of Azerbaijan, who do not possess a UN “Laissez-Passer” (excluding citizens of the Republic of Azerbaijan or persons, who permanently reside in the Republic of Azerbaijan), and their family members;

2.3.3.  To the administrative and technical staff of the representations of international organizations in the Republic of Azerbaijan, who enjoy privileges and immunities according to provisions of the agreement concluded with the Republic of Azerbaijan, but who are not holders of service passports (excluding citizens of the Republic of Azerbaijan and the persons, who permanently reside in the Republic of Azerbaijan), and their family members.

2.4. The card:

2.4.1. To the members of administrative-technical and service staff, citizens of foreign countries, who work at the diplomatic missions, but who are not holders of service or special passports and who at the same time do not enjoy privileges and immunities;

2.4.2. To private servants, who are not members of staff of diplomatic missions;

2.4.3. To the citizens of foreign countries, who permanently reside in the Republic of Azerbaijan and are employees of diplomatic missions, but are not holders of diplomatic and service passports, the citizens of third countries;

2.4.4. To the members of administrative-technical and service staff of diplomatic missions, citizens of the Republic of Azerbaijan.

2.5. The card of honorary consuls:

2.5.1. To the honorary consuls of foreign countries in the Republic of Azerbaijan.

2.5.2. Staff members of diplomatic missions mentioned in this item enjoy privileges and immunities specified in the Vienna Convention on Consular Relations of 1963 with regard to honorary consuls.

2.5.3. Family members of honorary consuls are not accredited.

2.6. In spite of the fact that a member of the diplomatic mission comes under any of the above-mentioned categories by the type of his/her passport and the position held, on the basis of the principle of reciprocity the Ministry has the right to clarify the status of the member of a diplomatic mission and to determine the category of the card to be issued.

2.7. All cards are valid for 2 years.

2.8. The privileges and immunities of the staff members of diplomatic missions are determined in accordance with the Vienna Convention on Diplomatic Relations of 18 April 1961, the Vienna Convention on Consular Relations of 24 April 1963 and other international treaties the Republic ofAzerbaijan is a party to.

  1. The issuance of cards

3.1. For the accreditation of the staff members of diplomatic missions the below-mentioned documents should be submitted to the Ministry:

3.1.1. The Verbal Note;

The Verbal Note on the accreditation should be sent within 10 working days after the arrival in the country or the employment. The Note should contain the name, surname, position in the mission and the diplomatic rank (if applicable) of the person to be accredited.

3.1.2. Two (2) color photographs (size 3x4 cm, on the white background);

3.1.3. A copy of pages of the foreign citizens’ passport with basic information on its holder (name, surname, photograph and type of passport), as for the citizens of the Republic of Azerbaijan – a copy of their ID card;

3.1.4. Two (2) copies of the Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.2. In case the home address is not known at the moment of filling in the Application, the information on it should be submitted to the Ministry by means of a Verbal Note within 15 working days after the address becomes known or is changed.

3.3. In case of the expiry of ID cards or the change of position of ID cards holders the below-mentioned documents should be submitted to the Ministry:

3.3.1. The Verbal Note;

The name, surname, position in the mission and diplomatic rank (if any) of the person to be accredited should be given in the Note;

3.3.2. Two (2) color photographs (size 3x4 cm, on white background);

3.3.3. A copy of the expired or changed ID card;

3.3.4. Two (2) copies of Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.4. The application concerning the expiry or change of ID cards should be submitted at least within 10 working days before the expiration.

3.5. During the receipt of new ID cards the originals of the expired or changed cards should be submitted to the Ministry.

3.6. In case of a loss, theft or damage of ID cards the below-mentioned documents should be submitted to the Ministry for obtaining the new cards:

3.6.1. The Verbal Note;

The name, surname, position in the mission and diplomatic rank (if applicable) of the person to be accredited and one of the reasons of request (loss, theft or damage) should be given in the Note;

3.6.2. Two (2) color photographs (size 3x4 cm, on white background);

3.6.3. Two (2) copies of the Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.7. After the respective documents (mentioned in paragraphs 3.1- 3.6)  are officially submitted to the Ministry the ID cards, being prepared within 15 working days, will be issued in the below-mentioned order:

3.7.1. The ID cards are received personally by the members of the diplomatic staff of diplomatic missions or by the authorized diplomat on the basis of the respective Verbal Note of a diplomatic mission;

The ID cards of family members can be received by the head of the family or by the authorized diplomat on the basis of the respective Verbal Note of a diplomatic mission;

3.7.2. The ID cards of members of administrative and technical staff should be received personally by the holders of cards;

The ID cards of their family members can be received by the head of the family;

3.7.3. The service staff of diplomatic missions, private servants, who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries personally receive their ID cards;

3.7.4. The ID cards of honorary consuls should be received personally by the holders of cards.

  1. The return of ID cards

4.1. The ID cards of the staff members of diplomatic missions should necessarily be returned with the below-mentioned documents to the Ministry within 10 working days after the termination of their activities in the Republic of Azerbaijan or their work at the diplomatic missions:

4.1.1. The Verbal Note;

The name, surname, position in the mission of the person, whose activity is completed, should be mentioned in the Verbal Note.

4.1.2. A copy of the Notification form of departure (Annex 2) completed in the established order and certified by the seal of the diplomatic mission and the signature of the head of mission.

4.2. In case the ID cards are not returned to the Ministry the applications on the accreditation of new members of diplomatic missions will not be considered.

The Protocol Rules on the appointment of military attachés to the Republic of Azerbaijan

          The appointment of military attachés (military, air, naval, police attachés and their assistants) to the Republic of Azerbaijan is carried out through presentation of a Diplomatic Note to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan, requesting the consent to the appointment of a military attaché. The Note must contain the following information: name, family name, military rank and the residence of the military attaché. The detailed biography of the military attaché shall be attached to the Note. The biography shall include detailed information on his/her education, the military positions he/she held, the knowledge of foreign languages and the marital status.

          In the Republic of Azerbaijan, the consent to the appointment of a military attaché is provided in accordance with the universally accepted international norms and the existing diplomatic practice. The timing of the approval process is determined on the basis of reciprocity.

          The military attaché is considered to be appointed to this position after the receipt of the consent to his/her appointment. After the consent is received the sending Party submits a Diplomatic Note to the State Protocol Department of the Ministry of Foreign Affairs, requesting an accreditation of the military attaché.

 

Guidelines on import-export and exploitation of satellite and radio communication equipment by diplomatic missions, consulates and representations of international organizations functioning in the territory of the Republic of Azerbaijan 

  1. General provisions

            These guidelines are prepared in accordance with the article 27 of  “Vienna Convention on Diplomatic Relations” of April 18, 1961; the article 35 of  “Vienna Convention on Consular Relations” of April 24, 1963; decisions № 228 and 224 of the Milli Mejlis (Parliament) of the Republic of Azerbaijan of 21 July 1992 “On Accession to the Vienna Convention on Diplomatic Relations” and “On Accession to the Vienna Convention on Consular Relations”; decree № 292 of the President of the Republic of Azerbaijan of 12 September 2005 and decision №22 of the Cabinet of Ministers of the Republic of Azerbaijan of February 1, 2007.

            These guidelines regulate import-export of satellites and other radio communication equipment, permit for their use, grant of radiofrequencies for their use and oversight over their use operated by diplomatic missions, consulates and representations of international organizations (hereinafter referred to as diplomatic missions).     

            According to the legislation of the Republic of Azerbaijan, radiofrequencies for the radio communication equipment in the territory of the Republic is granted under the request of the Ministry of Foreign Affairs of the Republic of Azerbaijan (hereinafter - MFA) by the State Commission on Radiofrequencies (hereinafter - SCR) of the Republic of Azerbaijan; import-export of radio communication equipment and permit for their use by Ministry of Communication and Information Technologies (hereinafter - MCIT) of the Republic of Azerbaijan; registration, documentation and oversight over their use by MCIT’s State Radiofrequencies Department (hereinafter - SRD) provided via MFA according the reciprocity principle.

  1. Import-export of and permit for the use of satellites and other radio communication equipment by diplomatic missions functioning in the territory of the Republic of Azerbaijan

            Diplomatic missions shall submit 21 (twenty one) working days in advance a respective note verbale to the State Protocol Department of MFA for obtaining permit for use of satellites and other radio communication equipment, their import into and export from the territory of the Republic of Azerbaijan.     

            The note verbale should include detailed information on a type of radio communication equipment, its technical characteristics, model, number of frequency channels, purpose, date of import into or export from the country, vehicle of transportation, customs post of destination and etc.

            Import-export of satellite and radio communication equipment and their use can only be realized with a permit of MCIT and written consent provided to a diplomatic mission by MFA.

  1. Granting radio frequencies, registration and exploitation of satellite and other radio communication equipment operated or planned to be operated by diplomatic missions

            To operate satellites and other radio communication equipment, a diplomatic mission shall submit 15 (fifteen) working days in advance a respective note verbale to the State Protocol Department of MFA with a view to obtain frequency nominals, registration and permit for operating. The note verbale shall contain information on purpose of network, type of radio communication equipment, model, number of frequency channels, width of frequency bands, technical characteristics of technology and equipment to be operated, etc. as well as a questionnaire (Annex  1 or Annex 2)attached to the Guidelines shall be filled in and enclosed to the note.

          Radio frequencies to operate radio communication equipment is provided by SCR, whereas registration of and obtaining permit for frequencies use and granting actual frequency channels is  provided on the basis of a contract  by MCIT’s SRD with a diplomatic mission. If actual radio frequency channels are engaged, other radiofrequency channels can be proposed as a substitute.      

          MCIT’s SRD officially sends to MFA a contract, information on use of actual radiofrequency channels (indicating city, district or a concrete territory) and on payments. After diplomatic missions make payments according to the existing tariffs (Annex 3), MCIT’s SRD formalises in a form of certificate (Annex 4 or Annex 5) operation of radiofrequency and radio communication equipment and submits it to MFA.  Certificates are officially taken by diplomatic missions from MFA.  Certificates are issued for the duration of 1 (one) year and effective only in time of peace.

          Diplomatic missions should organize network in accordance with permit given to them and terms of contract signed with SRD. In case when diplomatic missions do not obtain permit for use of radio frequencies and do not make payments for use radio frequencies, exploitation of those radio communication equipment and use of frequencies can be severed and radio frequencies can be granted to other users. 

 

The Protocol Rules on the official presentation at the Ministry of Foreign Affairs of chargés d’affaires a.i., heads of representations of international organizations, consuls-general (consuls, vice-consuls, consular agents) and honorary consuls assigned to and with residence in the Republic of Azerbaijan

  1. a) The official presentation of chargé d’affaires a.i. of the embassy (embassy office) of a country with residence in Baku at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out based on an official diplomatic note addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan by the Ministry of Foreign Affairs of the country he/she represents.

          Within 5 working days after the chargé d’affaires a.i. arrives in the Republic of Azerbaijan or is appointed (if a staff member of the embassy already functioning in the Republic of Azerbaijan is appointed the chargé d’affaires a.i. for more than two months) the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. At the meeting, the chargé d’affaires a.i. should present to the head of the State Protocol Department (or the substituting person) an official note on his/her appointment by the Ministry of Foreign Affairs of the country he/she represents addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

  1. b) The official presentation of a head of the representation of an international organization at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out only on the basis of the letter of appointment by the head of the international organization he/she represents addressed to the leadership of the Republic of Azerbaijan or the official note of the international organization addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          Within 5 working days after the head of the representation of an international organization arrives in the Republic of Azerbaijan or is appointed (if a staff member of the representation of an international organization already functioning in the Republic of Azerbaijan is appointed its head) the State Protocol Department of the Ministry of Foreign Affairs should be requested a meeting. At the meeting, the head of the representation of an international organization should present to the head of the State Protocol Department (or the substituting person) the letter of appointment by the head of an international organization addressed to the leadership of the Republic of Azerbaijan or an official note of the organization on his/her appointment addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          The appointment of chargés d’affaires a.i. to the representations of international organizations is carried out in accordance with provisions set out in item (a) of the present Rules.

  1. c) The official presentation of the head of a Consulate-General (Consulate, Vice-Consulate, Consular Agency) in the Republic of Azerbaijan at the Ministry of Foreign Affairs is carried out based on the consular commission (with the full description of its consular district) of the country he/she represents.

          Within 10 working days after the head of a Consulate-General (Consulate, Vice-Consulate, Consular Agency) arrives in the Republic of Azerbaijan, the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. At the meeting, the newly appointed consul-general (consul, vice-consul, consular agent) should present the consular commission to the head of the State Protocol Department (or the substituting person).

  1. d) The presentation of an honorary consul to the Republic of Azerbaijan at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out based on the consular commission of the country he/she represents (with the full description of the consular district).

          Within 10 working days after the arrival of the honorary consul in the Republic of Azerbaijan, the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. During the meeting the consular commission is presented to the head of the State Protocol Department (or the substituting person) by the newly appointed honorary consul.

  1. e) When the functions or the duration of the mission (appointment) of the chargé d’affaires a.i., head of an international organisation, head of a consulate-general (consulate, vice-consulate, consular agency), honorary consul ends, they must hold a farewell meeting with the head of the State Protocol Department (or the substituting person) and the head of the respective department of the Ministry of Foreign Affairs (or the substituting person).

         

 On the rent and purchase of the real estate by the diplomatic representations on the territory of the Republic of Azerbaijan

          The rent and purchase of the real estate (buildings, lands and territories) by the diplomatic representations, consulate and representations of international organizations (hereinafter, diplomatic representations) with the aim of placement of their administrative buildings on the territory of the Republic of Azerbaijan are conducted according the following procedure:

  1. a) Based on the Legislation of the Republic of Azerbaijan, the sale of the lands on the territory of the country to foreign natural and legal persons is forbidden. As a   principle of reciprocity, the land can be leased to foreign natural and legal persons for the period of 99 years.
  2. b) The purchase of buildings (office, apartment, etc.) by the diplomatic representations is conducted based on the principle of reciprocity through the official permission of the Ministry of Foreign Affairs of the Republic of Azerbaijan. In connection with this, the diplomatic representations shall present the following documents regarding the building (office, apartment, etc.), which is planned to be purchased, to the State Protocol Department of the Ministry of Foreign Affairs: 

- Exact address of the building (office, apartments, etc); 

- Notarially certified copy of technical passport of the building (office, apartments, etc); 

- Notarially certified copy of certificate (extract from the real estate registry) of the building (office, apartments, etc);

- Other documents (if needed).

  1. c) The rent of the administrative buildings (embassy or representation, consulate, cultural centre, trade representation and etc.) and the residences of the heads of the diplomatic representations with the aim of their placement conducted by the diplomatic representations on the territory of the Republic of Azerbaijan shall be coordinated with the Ministry of Foreign Affairs of the Republic of Azerbaijan. In connection with this, the diplomatic representations shall present the following documents regarding the building (office, apartment, etc.) which are planned to be rented to the State Protocol Department of the Ministry of Foreign Affairs:   

- Exact address of the building (office, apartments, etc); 


- Notarially certified copy of technical passport of the building (office, apartments, etc); 

 

- Notarially certified copy of certificate (extract from the real estate registry) of the building (office, apartments, etc);

- Other documents (if needed).

 

  1. d) Taking into account that Icheri Sheher is the historical-architectural reserve, the purchase and rent of any real estate in Icheri Sheher shall be coordinated with the Administration of State Historical-Architectural Reserve Icherisheher under Cabinet of Ministers of the Republic of Azerbaijan via the Ministry of Foreign Affairs.

 

Traveling of the staff of diplomatic missions and honorary consuls accredited in the Republic of Azerbaijan on the territory of the Republic of Azerbaijan

            Staff of the diplomatic missions, consulates and international organizations (further - diplomatic missions), as well as members of their families and honorary consuls accredited in the Republic of Azerbaijan, exercise reciprocal right of free passage on the territory of the Republic of Azerbaijan except territories occupied by Armenia and regions situated along the line of contact between Armenian and Azerbaijani armed forces.

            It is recommended that, before traveling to the borderline areas, staff of diplomatic missions, as well as members of their families and honorary consuls accredited in the Republic of Azerbaijan, consult State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

            Before traveling to a region of the Republic of Azerbaijan with the aim to hold official meetings or to participate in official events, staff of diplomatic missions and honorary consuls accredited in the Republic of Azerbaijan are required to address State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan seven business days prior to the planned trip in order to facilitate official meetings with representatives of local authorities.

 

The protocol guidelines on the visits of delegations of foreign countries and international organisations as well as of the non-resident ambassadors accredited to the Republic of Azerbaijan through the Ministry of Foreign Affairs of the Republic of Azerbaijan

  1. The visits of delegations headed by Ministers of Foreign Affairs

          1.1. An official visit The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs (MFA).

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          The preparation of the program – in the preparation of the program of visit the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of diplomatic mission of Azerbaijan in that country are taken into account.

           Note: When preparing the program of meetings, one is guided by the principle of mutuality.

          The list of delegation – the complete list of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

           Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – as a rule, heads or deputy heads of respective territorial departments of the Ministry of Foreign Affairs, the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country, the ambassador of a country (chargé d’affaires a.i.) to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Note: The ambassador or the chargé d’affaires a.i. of the Republic of Azerbaijan may participate in a visit by the consent of the Minister.

          Accompanying persons – as a rule, during a visit the delegations are accompanied on the Azerbaijani side by the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country or a deputy head (head of division) of respective territorial departments of the Ministry of Foreign Affairs and the officials of the State Protocol Department.

          Format of meetings – the visiting delegations participate, as a rule, in official meetings in the following formats:

          – The format of meeting with the President of the Republic of Azerbaijan – coordinated with the President’s Protocol Service;

          – The format of meeting with the Prime Minister of the Republic of Azerbaijan – up to 1 + 5 persons (with an interpreter);

          – The format of meeting with the Chairman of Milli Majlis (Parliament) of the Republic of Azerbaijan – up to 1 + 8 persons (with an interpreter);

          – The format of the meeting with the Minister of Foreign Affairs of the Republic of Azerbaijan – up to 1 + 9 persons (with an interpreter);

          – The format of meetings with other officials is coordinated with the State Protocol Department of the Ministry of Foreign Affairs prior to each meeting.

          Note: At the request of the opposite party, the meetings can be conducted in a tête-à-tête format.

          Wreath-laying ceremony – the ceremonies of wreath-laying on the grave of Heydar Aliyev, the National Leader of Azerbaijan, (Honorary Alley) and the Eternal Fire (Alley of Martyrs) are included without fail in the programs of visits. The Azerbaijani side provides the guard of honour of the National Guard for the ceremonies.

          Note: The wreaths are ordered at the expense of visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side and on the basis of the request of the opposite side, a joint press conference with the participation of foreign ministers of both countries can be organized at the Ministry of Foreign Affairs.

          The official reception – on the basis of the mutuality principle the official reception in honour of the guest is held by the Minister of Foreign Affairs of the Republic of Azerbaijan. An official lunch or an official dinner is organized as an official reception.

          Note: A maximum of 1 + 9 persons of the opposite side (excluding security and media representatives) may participate in the official reception.

          A visit to the regions – at the request of the delegation its visit to the regions of the Republic of Azerbaijan can be organized.

          Placement of flags – The flag of the guest country is raised in front of the VIP lounge at the airport, in front of the building of the Ministry of Foreign Affairs, in the hall of the Ministry of Foreign Affairs, where the negotiations of full delegations are held, and on the VIP vehicle serving the visiting Minister.

          The use of the VIP lounge – on the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case 3 of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side ensures the use of the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side provides the delegations with the means of transport on the basis of the mutuality principle in the 1 + 4 format. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 4 format (excluding the security and media representatives) the Azerbaijani side bears the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. On the basis of the mutuality principle, all expenses for meals are paid as regards the Minister (excluding international and mobile telephone calls, caviar and alcoholic beverages produced abroad); as for the other members of the delegation, only expenses for breakfast are paid.

          Regarding presents – on the basis of the mutuality principle, the Ministry of Foreign Affairs may give presents to the head of the delegation and up to 4 official staff members during the visit.

          Note: The exchange of all presents during the visit is carried out by the State Protocol Department of the Ministry of Foreign Affairs.

          Accompanied by the spouse – in case the head of the delegation is accompanied by his/her spouse during the visit, a special program may be prepared for the spouse at the request of the opposite side.

          Note: According to the program, the motor vehicle is assigned to the spouse and he/she is accompanied by an official of the State Protocol Department of the Ministry of Foreign Affairs.

          1.2. A working visit Dates of the visit are coordinated in advance through the State Protocol Department of the Ministry of Foreign Affairs.

          Note: On the days off (on Saturdays and Sundays) and on holidays the foreign delegations are not received by the state institutions of the Republic of Azerbaijan and the official meetings are not held.

          The preparation of the program – during the preparation of the program of visit the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of the diplomatic mission of Azerbaijan in that country are taken into account.

          Note: When preparing the program one is guided by the principle of mutuality in organizing the meetings.

          The list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs in five working days before the visit.

           Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – As a rule, heads or deputy heads of respective territorial departments of the Ministry of Foreign Affairs, the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country, the ambassador of a country (chargé d’affaires a.i.) to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Note: The ambassador or the chargé d’affaires a.i. of the Republic of Azerbaijan may participate, if necessary, in a visit by the consent of the Minister.

          Accompanying persons – as a rule, during the visit the delegations are accompanied on the Azerbaijani side by the officials of the State Protocol Department of the Ministry of Foreign Affairs.

          Format of meetings – the visiting delegations participate, as a rule, in official meetings in the following formats:

          - The format of meeting with the President of the Republic of Azerbaijan is coordinated with the President’s Protocol Service;

          - The format of meeting with the Prime Minister of the Republic of Azerbaijan – up to 1 + 5 persons (with an interpreter);

           - The format of meeting with the Chairman of Milli Majlis (Parliament) of the Republic of Azerbaijan – up to 1 + 8 persons (with an interpreter);

          - The format of the meeting with the Minister of Foreign Affairs of the Republic of Azerbaijan – up to 1 + 9 persons (with an interpreter);

          - The format of meetings with other officials is coordinated with the State Protocol Department of the Ministry of Foreign Affairs prior to each meeting.

          Note: At the request of the opposite party, the meetings can be conducted in a tête-à-tête format.

          Wreath-laying ceremony – at the request of the opposite side, the ceremonies of wreath-laying on the grave of Heydar Aliyev, the National Leader of Azerbaijan (Honorary Alley) and the Eternal Fire (Alley of Martyrs) can be included in the programs of visits.

          Note: The Azerbaijani side may provide the guard of honour of the National Guard for the ceremonies. The wreaths are ordered at the expense of visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side and on the basis of the request of the opposite side, a joint press conference with the participation of foreign ministers of both countries can be organized at the Ministry of Foreign Affairs.

          The working lunch or dinner – the Minister of Foreign Affairs of the Republic of Azerbaijan may give working lunch or working dinner for the guest.

          Placement of flags – The flag of the guest country may be raised in the hall of the Ministry of Foreign Affairs, where the negotiations of full delegations are held, and on the VIP (main) vehicle serving the visiting Minister.

          The use of the VIP lounge – on the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side ensures the use of the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side can provide the delegations with only one vehicle on the basis of the mutuality principle. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: In case of a written request submitted in advance by the opposite side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 2 format (excluding the security and media representatives) the Azerbaijani side can bear the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. 6 On the basis of the mutuality principle, all costs of meals are paid as regards the Minister (excluding international and mobile telephone calls, caviar and alcoholic beverages produced abroad); as for the other members of the delegation only expenses for breakfast are paid.

          Note: If the Minister of Foreign Affairs of any country pays a visit to the Republic of Azerbaijan in the capacity of the chairman-in-office or a representative of an international organization (the OSCE, the European Union, the Council of Europe, etc.), then the expenses for the accommodation and meals are not paid.

          Regarding presents – the exchange of presents is not planned.

          1.3. A transit visit The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs.

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          The preparation of the program – in the preparation of the program of visit, the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of diplomatic mission of Azerbaijan in that country are taken into account.

          Note: When preparing the program of meetings one is guided by the principle of mutuality.

          The list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – As a rule, the deputy head or the head of section of respective territorial departments of the Ministry of Foreign Affairs, the ambassador (chargé d’affaires a.i.) of that country to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Accompanying persons – as a rule, on the Azerbaijani side during a visit the officials of the State Protocol Department of the Ministry of Foreign Affairs accompany the delegations.

          Organisation of meetings – At the request of the opposite side, the meetings of the delegation can be organized. The format of participation of the visiting delegations in the meetings is determined by the State Protocol Department of the Ministry of Foreign Affairs.

          Press conference – in case of the consent of the Azerbaijani side, at the request of the opposite side, a joint press conference with the participation of the Ministers of Foreign Affairs of the two countries can be organized.

          The working lunch or dinner – the Minister of Foreign Affairs of the Republic of Azerbaijan may give working lunch or working dinner for the guest.

          Placement of flags – the flag of the guest country can be raised on the VIP (main) vehicle, serving the visiting minister.

          The use of the VIP lounge – on the basis of the principle of mutuality, the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side provides the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side can assign only one vehicle by the mutuality principle. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          1.4. A visit in order to participate in international events and conferences held in the Republic of Azerbaijan The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs.

          The preparation of the program – the program of visit is prepared in accordance with the program of the event or the conference.

          Note: The organisation of additional meetings off the program is considered on the basis of a separate request.

          A list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs ten working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries. Meeting and seeing off is determined, as a rule, in accordance with organisational issues of the event or the conference.

          Accompanying persons – as a rule, during a visit the delegations are accompanied on the Azerbaijani side by the officials of the Ministry of Foreign Affairs.

          Placement of flags – the flag of the guest country can be raised on the VIP (main) vehicle, serving the visiting minister.

          The use of the VIP lounge – on the basis of the principle of mutuality, the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side provides the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

           Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the transport is determined in accordance with organisational issues of the event or the conference.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, they are determined in accordance with organisational issues of the event or the conference.

             1.5. A private visit

          During the private visit in accordance with the request of the opposite side the security officers can be assigned and the VIP lounge can be ordered for the Minister on the basis of mutuality principle.

  1. Visits of delegations headed by Deputy Ministers of Foreign Affairs Dates of the visit are coordinated in advance with the Ministry of Foreign Affairs by correspondence.         

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – during the preparation of the program, the written request on the meetings submitted by the counterparts in advance and the recommendations of the Azerbaijani diplomatic mission to that country are taken into consideration.

          Note: When preparing the program, one is guided by the mutuality principle as regards the organisation of meetings.

          The list of delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

           Meeting and seeing off – as a rule, on the Azerbaijani side a representative of the respective department of the Ministry of Foreign Affairs may participate, on the basis of mutuality principle, in meeting and seeing off the delegations.

          Accompanying persons – as a rule, on the basis of the mutuality principle, during a visit, the delegations are accompanied on the Azerbaijani side by the officials of the respective departments of the Ministry of Foreign Affairs.

          The format of meetings – the format of participation of the visiting delegations in the official meetings is coordinated in advance with the respective department of the Ministry of Foreign Affairs.

          Note: At the request of the counterparts the meetings can be held in a tête-à-tête format.

          The ceremony of laying a bunch of flowers – at the request of the opposite side, the ceremonies of laying a bunch of flowers on the grave of Heydar Aliyev, the National Leader of Azerbaijan (Honorary Alley) and the Eternal Fire (Alley of Martyrs) can be included in the program of visit.

          Note: The bunch of flowers is ordered at the expense of the visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side, at the request of the opposite side, a joint press conference with the participation of the Deputy Ministers of Foreign Affairs of the two countries can be organized.

          Lunch or dinner – The Deputy Minister of Foreign Affairs can hold a lunch or a dinner for the guest.

          Note: The opposite side may participate in lunch or dinner in the format of maximum 1 + 4 persons (excluding the security officers and media representatives).

          The use of the VIP lounge – on the basis of the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge free of charge in the 1 + 2 format. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as for the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, on the basis of the mutuality principle, the Azerbaijani side can assign one vehicle to the delegations.

          Note: The delegations can order additional vehicles through the “Azdipservis” company.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 2 format (excluding the security officers and media representatives) the Azerbaijani side can bear the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. As concerns the expenses for meals the Azerbaijani side bears the costs of breakfast.

          Regarding presents – during the visit, on the basis of the mutuality principle, the Ministry of Foreign Affairs may make a present to the head of delegation.

  1. Visits of the delegations of the Ministries of Foreign Affairs (at the level of heads of departments, divisions and sections) Dates of the visit are coordinated in advance with the Ministry of Foreign Affairs.

           Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – during the preparation of the program, the written request on the meetings submitted by the counterparts in advance and the recommendations of the Azerbaijani diplomatic mission to that country are taken into consideration.

          Note: When preparing the program, one is guided by the mutuality principle as regards the organisation of meetings.

           The list of the delegation – the complete list of the delegation that will pay a visit should be submitted to the Ministry of Foreign Affairs five working days in advance.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic mission of Azerbaijan in those countries.

          Meeting and seeing off – as a rule, an official of the respective department of the Ministry of Foreign Affairs may, on the basis of the mutuality principle, meet and see off the delegations.

          The format of meetings – as a rule, the format of participation of the visiting delegations is coordinated in advance on the basis of the mutuality principle with the Ministry of Foreign Affairs.

          Note: The meetings are organized according to the level of the delegation.

          Dinner or lunch – on behalf of the Ministry of Foreign Affairs of the Republic of Azerbaijan, a lunch or a dinner can be organized for the guest.

          Note: The opposite side may participate in lunch or dinner in the format of maximum 1 + 2 persons.

          The use of the VIP lounge – the Azerbaijani side can ensure meeting and seeing off the delegations through the VIP lounge free of charge on the basis of the mutuality principle.

          Transport – as a rule, on the basis of the mutuality principle, the Azerbaijani side can assign one vehicle to the delegations.

          Note: The delegations can order additional vehicles through the “Azdipservis” company.

          Expenses for accommodation and meals – as a rule, only on the basis of the mutuality principle, the Azerbaijani side can bear the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. As concerns the expenses for meals, the Azerbaijani side bears the costs of breakfast.

  1. Visits of delegations of international organizations Dates of the visit are coordinated in advance with the Ministry of Foreign Affairs.

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – during the preparation of the program, the written request on the meetings submitted by the counterparts in advance and the 12 recommendations of the Azerbaijani diplomatic mission to that country are taken into consideration.

          The list of the delegation – the complete list of the delegation that will pay a visit should be submitted to the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic mission of Azerbaijan in those countries.

          Meeting and seeing off – when the head of the organization or his/her deputies lead the delegation, the representative of the Republic of Azerbaijan to that organization and the official of the respective department of the Ministry of Foreign Affairs on the Azerbaijani side meet and see off the delegations.

          Note: When the heads of the UN, OIC, NATO, CIS, LAS and other international organizations pay a visit to Azerbaijan, the level of officials to meet and see them off is determined by the MFA leadership on a case-by-case basis. The representative of the Republic of Azerbaijan to the organization may participate in the visit by the consent of the Minister.

          Accompanying persons – If the delegation is lead by the head of the organization, the representative of the Republic of Azerbaijan to that organization and an official of the respective department of the Ministry of Foreign Affairs may accompany it on the Azerbaijani side.

          The format of meetings – the format of participation of the visiting delegation in official meetings is, as a rule, coordinated in advance with the respective department of the Ministry of Foreign Affairs.

          Note: At the request of the opposite side, the meetings can be held in a tête-à- tête format.

          Wreath- (bunch of flowers) laying ceremony – the ceremonies of wreath- (bunch of flowers) laying on the grave of Heydar Aliyev, the National Leader of Azerbaijan (Honorary Alley) and the Eternal Fire (Alley of Martyrs) may be included into the program of visit.

          Note: The wreaths (bunch of flowers) are ordered at the expense of visiting delegations.

          Press conference – In case of the consent of the Azerbaijani side, a press conference may be organized at the request of the opposite side.

           Reception – as a rule a lunch or a dinner may be organized on behalf of the Ministry of Foreign Affairs in honour of the head of international organization.

          Note: The opposite side may participate in lunch or dinner in the format of 1 + 4 persons.

          Placement of flags – The flag of the international organization is raised in front of the VIP lounge at the airport, in front of the building of the Ministry of Foreign Affairs, in the hall of the Ministry of Foreign Affairs, where the negotiations of full delegations are held, and on the VIP (main) vehicle serving the visiting Minister.

          Note: The decision on the placement of flags is taken by the State Protocol Department of the Ministry of Foreign Affairs on a case-by-case basis.

          The use of the VIP lounge – If the delegation is lead by the head of an international organization or his/her deputies the VIP lounge is provided, as a rule, for meeting and seeing off the delegations free-of-charge in the format of 1 + 4 persons. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the media representatives.

          Note: The VIP lounge is not provided on a free-of charge basis for meeting and seeing off other delegations of international organizations.

          Transport – as a rule, it is for the heads of international organizations that the Azerbaijani side may provide one vehicle during the visit.

          Note: The delegations can order additional vehicles through the “Azdipservis” company.

          Expenses for accommodation and meals – as a rule, it is for the head of an international organization that the Azerbaijani side may bear the accommodation expenses at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan.

          Regarding presents – during the visit a present may be given to the head of delegation.

  1. Visits of non-resident ambassadors Dates of the visit are coordinated in advance with the State Protocol Department of the Ministry of Foreign Affairs.

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – the meetings with the President of the Republic of Azerbaijan, the Minister of Foreign Affairs and the head of the State Protocol Department of the Ministry of Foreign Affairs are organized during the visits of ambassadors who come to the country in order to present their letters of credence. It is only after the ambassadors have presented their letters of credence to the President of the Republic of Azerbaijan that their other meetings 14 may be organized. The program of subsequent visits of ambassadors is prepared by the respective territorial department of the Ministry of Foreign Affairs.

          Note: The meetings are organized on the basis of the mutuality principle.

          The list of the delegation – the complete list of persons to accompany the ambassadors should be submitted to the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic mission of Azerbaijan in those countries.

           Meeting and seeing off – an official of the State Protocol Department of the Ministry of Foreign Affairs meets and sees off the ambassadors, who visit the country in order to present their letters of credence.

          Note: It is not foreseen that the officials of the Ministry of Foreign Affairs will meet and see off the ambassadors during their subsequent visits.

          The ceremony of laying a bunch of flowers – after the presentation of the letters of credence to the President of the Republic of Azerbaijan the ambassadors lay a bunch of flowers at the monument to Heydar Aliyev, the National Leader of Azerbaijan.

          Placement of flags – it is only after the presentation of the letters of credence to the President of the Republic of Azerbaijan that the flag may be raised on the vehicle.

          Note: The visiting ambassadors provide the flags.

          The use of the VIP lounge – it is only when the ambassadors visit the country for the presentation of their letters of credence to the President of the Republic of Azerbaijan that they are met and seen off through the VIP lounge.

          Note: During their subsequent visits the ambassadors can use the VIP lounge on the basis of the mutuality principle.

          Transport – the Azerbaijani side provides the ambassadors, who visit the country in order to present their letters of credence, with one vehicle (for 2 passengers at the most). The ambassadors may use that vehicle only for their transportation from the airport to the hotel, during the ceremony of presentation of their letters of credence to the President of the Republic of Azerbaijan and for their transportation from the hotel to the airport. Note: For other meetings and visits the vehicles, as well as additional ones can be ordered through the “Azdipservis” company.

          Accommodation expenses – as a rule, the Azerbaijani side does not bear the accommodation expenses. On the basis of the written request sent to the State Protocol Department of the Ministry of Foreign Affairs in advance, the rooms at the guest houses “Azadlyg” or “Respublika” which belong to the Administrative 15 Department of the President of the Republic of Azerbaijan or other hotels can be reserved.

 

Rules of receiving and sending diplomatic and consular pouches at the airports of the Republic of Azerbaijan by diplomatic missions, consulates and the representations of international organizations in the Republic of Azerbaijan

          These rules have been prepared in accordance with Articles 27 and 40 of the Vienna Convention on Diplomatic Relations of 18 April 1961, Article 35 of the Vienna Convention on Consular Relations of 24 April 1963, Articles 4.4.2-4.4.7 of the Security Manual for Safeguarding Civil Aviation against Acts of Unlawful Interference (ICAO Doc. 8973) and provisions of Appendix 35 to that document, Article 43.3 of the Law on Aviation of the Republic of Azerbaijan No. 944-IIQ of 24 June 2005, Decision 228 of 21 July 1992 on “The Accession to the Vienna Convention on Diplomatic Relations” and Decision 224 of 21 July 1992 on “The Accession to the Vienna Convention on Consular Relations” of the Milli Majlis (Parliament) of the Republic of Azerbaijan.

  1. a) General provisions

          The Aviation Security Department, a structural unit of the “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport), is responsible for the control over the procedures of ensuring security while sending and receiving the diplomatic or consular pouches (hereinafter referred to as diplomatic pouch) at the civil aviation airports of the Republic of Azerbaijan.

          Receiving or sending diplomatic pouch by the diplomatic missions, consulates and the representations of international organizations (hereinafter referred to as diplomatic missions) in the Azerbaijan Republic is conducted through the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          The Diplomatic missions in the Republic of Azerbaijan shall send an official note to the State Protocol Department of the Ministry of Foreign Affairs (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) in order to receive or send a diplomatic pouch.

          The note shall include a detailed information (name, surname, copy of accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs, contact telephone number) about the representative of the part receiving or sending a diplomatic pouch, the flight number, arrival and departure time, weight of the pouch, number of bags in the pouch, the airline invoice number (registration number or the number of the seal of the diplomatic pouch).

           The original of the note shall be submitted to the General Secretariat of the Ministry of Foreign Affairs (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) 3 (three) business days in advance. In its turn, the State Protocol Department (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) shall send the official information on sending or receiving of the diplomatic pouch to the “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) and respective customs agencies no later than 24 hours after the receipt of the note.

           Diplomatic missions sending or receiving the diplomatic pouch should submit the copy of the note on sending/receiving of the diplomatic pouch to the Aviation Security Department of the “Azerbaijan Airways” Closed JointStock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) at least 3 (three) hours before the departure (arrival) of the aircraft carrying diplomatic pouch.

          The security representatives provides protection for the diplomatic pouch from the unlawful interference from the moment the control measures are applied for the purpose of security until the departure of the aircraft, or after the arrival of the aircraft until the diplomatic courier receives it.

          Every item of the diplomatic pouch must bear visible external marks of its character.

          The packages constituting the diplomatic pouch may contain only official documents or articles provided for official use.

          According to the internal rules of “Azerbaijan Airways” Closed JointStock Company, the maximum weight of one place of diplomatic pouch (luggage) taken by the aircrafts of this company must not exceed 45 kg. If the weight of one place of diplomatic pouch (luggage) exceeds 45 kg. this load can be maintained as cargo in established order.

           If the weight and size of the diplomatic pouch meet the requirements determined by the carrier for the hand luggage and baggage transportation, then the diplomatic pouch, bearing visible external marks of their character and sent (received) by the diplomatic missions in the Azerbaijan Republic, is sent (received) through the lounge for official delegations of the International Airports. If the weight and size of the diplomatic pouch do not meet the requirements determined by the carrier, it is sent (received) only through the cargo terminal.

          The diplomatic pouch is not examined by hand and may not be seized. X-ray scanning in order to ensure the aviation security is made on the basis of mutual agreement with the Ministry of Foreign Affairs.

          If the diplomatic pouch contains the articles that can be damaged as a result of X-ray scanning or dangerous objects, additional information thereabout should be included in the note to the State Protocol Department of the Ministry of Foreign Affairs (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) by the diplomatic mission, ensuring the compensation for the possible material damage to the air company.

          In this case the diplomatic pouch may respectively be exempted from the of X-ray scanning procedures.

          The compensation for the damage caused to the air company due to the transportation of the diplomatic pouch that had not undergone the security check, is paid through civic procedures by the respective diplomatic mission sending diplomatic pouch.

          In case of sufficient reasons that the pouches contain items, products or equipment, which are prohibited, regulated by the quarantine norms and prohibited for transportation by aircraft according to the laws of the Republic of Azerbaijan, the personnel of the Aviation Security Department of the “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) and the Customs Authorities may offer to open the diplomatic pouch in presence of the official of a diplomatic mission. If this offer is refused, the diplomatic pouch is not allowed to be transported without being opened.

  1. b) Sending and receiving the diplomatic pouch accompanied by the representatives of the diplomatic courier service

          The diplomatic courier carrying diplomatic pouch shall enjoy personal immunity and shall not be liable to any form of arrest or detention. The diplomatic courier accompanying a diplomatic pouch and his hand luggage shall be subject to standard examination procedures of aviation security before boarding in a determined way.

          In case the representatives of the diplomatic courier service are met or seen off by the diplomatic mission in the lounge for official delegations, the diplomatic note with a request should be sent to the State Protocol Department (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) in advance. The note should indicate the name, surname of the responsible employee of the diplomatic mission, the number of the accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs, and the state registration plates of the vehicle.

          The employee of the diplomatic mission should present the accreditation card issued to him by the State Protocol Department of the Ministry of Foreign Affairs while entering the lounge for official delegations.

           If the sent diplomatic pouch is accompanied by the diplomatic courier service representatives, the person carrying the diplomatic pouch approaches the lounge for official delegations of international airports. The person carrying the diplomatic pouch presents the passport, air ticket, the cover document to the diplomatic pouch showing the sealed stamp number and the quantity of bags to the personnel of the Aviation Security Department of “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) in the lounge for official delegations. He boards aircraft after the personal security check in accordance with aviation security procedures.

          If the sent diplomatic pouch is accompanied by the diplomatic mission personnel as a diplomatic courier, the accreditation card issued to that employee by the State Protocol Department of the Ministry of Foreign Affairs should be presented to the personnel of the Aviation Security Department of “Azerbaijan Airways” Closed Joint-Stock Company Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) together with the documents enumerated above.

          If the received diplomatic pouch accompanied by the diplomatic courier service representatives, they are invited to the lounge for official delegations of international airports. The person carrying the diplomatic pouch presents the passport, air ticket, the cover document to the diplomatic pouch showing the sealed stamp number and the quantity of bags to the personnel of the Aviation Security Department of “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport)in the lounge for official delegations. He boards aircraft after the personal security check in accordance with aviation security procedures.

          If the received diplomatic pouch is accompanied by the diplomatic mission personnel as a diplomatic courier, the accreditation card issued to that employee by the State Protocol Department of the Ministry of Foreign Affairs should be presented to the personnel of the Aviation Security Department of “Azerbaijan Airways” Closed Joint-Stock Company (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) together with the documents enumerated above.

  1. c) Sending or receiving the unaccompanied diplomatic pouch

          The transportation of the diplomatic pouch unaccompanied by the representatives of the diplomatic courier service may be carried out with the written consent of the air carrier and in accordance with its regulations by means of being submitted to the captain of the aircraft. An official document with the number of bags comprising the diplomatic pouch is given to the captain of the aircraft, who is not, however, considered to be a courier.

           If the diplomatic pouch is sent or received unaccompanied it is necessary to send another note verbal to the State Protocol Department of the Ministry of Foreign Affairs (in Nakhchivan Autonomous Republic - the Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the Nakhchivan Autonomous Republic) containing information about the state registration plates of the vehicle of the diplomatic mission so that the vehicle may approach the lounge for official delegations.

          If diplomatic pouch is sent or received unaccompanied, an authorized representative of a diplomatic mission, sending the pouch, should present his/her passport, the accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs, and the document, authorizing him/her to send the diplomatic pouch, to the personnel of the Aviation Security Department of the Closed Joint-Stock Company “Azerbaijan Airways” (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) at the lounge for official delegations. Then in exchange of his/her identification document that person receives the entrance card with the word “visitor” on it, and accompanied by the Aviation Security Department official he/she approaches the aircraft in order to submit the diplomatic pouch, and after having submitted the diplomatic pouch leaves the premises through the lounge for official delegations.

          When the diplomatic pouch, which was sent unaccompanied, is received, an authorized representative of a diplomatic mission, receiving the pouch, should present his/her passport, accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs and the document, authorizing him/her to receive the diplomatic pouch, to the personnel of the Aviation Security Department of the Closed Joint-Stock Company “Azerbaijan Airways” (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) in the lounge for official delegations. After he/she receives the entrance card with the word “visitor” on it in exchange of his/her identification document, he/she, accompanied by the Aviation Security Department (in Nakhchivan Autonomous Republic - Aviation Security Service) official, approaches the aircraft in order to receive the diplomatic pouch. Having received the diplomatic pouch he/she leaves the premises through the lounge for official delegations.

  1. d) Sending and receiving diplomatic pouch through cargo terminal

          Independent of its weight and size the diplomatic pouch may be sent or received as cargo. In this case the diplomatic pouch is sent or received through cargo terminal.

          When the diplomatic pouch is sent as cargo, the person, sending it, should present his/her passport, accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs and the document authorizing him/her to send the diplomatic pouch to the personnel of the Closed JointStock Company “Azerbaijan Airways” (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) at the cargo terminal in agreement with the air carrier and in accordance with its rules of transportation. After receiving the entrance card with the word “visitor” in exchange of his/her identification document that person accompanied by the Aviation Security Department (in Nakhchivan Autonomous Republic - Aviation Security Service) official submits the diplomatic pouch to the cargo terminal for shipment. After having submitted the pouch that person leaves the cargo terminal.

          When the diplomatic pouch is received as cargo, the person who receives the diplomatic pouch should present his/her passport, accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs and the document authorizing him/her to receive the diplomatic pouch to the official of the Closed Joint-Stock Company “Azerbaijan Airways” (in Nakhchivan Autonomous Republic - Aviation Security Service of Nakhchivan International airport) at the cargo terminal. After having received the entrance card with the word “visitor” in exchange of his/her identification document that person accompanied by the Aviation Security Department (in Nakhchivan Autonomous Republic - Aviation Security Service) official enters the cargo terminal in order to receive the diplomatic pouch. After having received the pouch the person leaves the cargo terminal.

          The provisions not reflected in these Rules are noted in Annex 17 to the Convention on International Civil Aviation Organisation.

 

Information on the business hours of the Ministry of Foreign Affairs and the holidays of the Republic of Azerbaijan

          The Ministry of Foreign Affairs of the Republic of Azerbaijan has the following business hours:

Monday-Friday from - 09.00-18.00
Lunch breaks - 13.00-14.00
Days off - Saturdays and Sundays

The official holidays of the Republic of Azerbaijan are as follows:

1-2 January  - New Year

20 January  - National Day of Mourning

8 March  - International Women’s Day

20-21 March - Novruz

9 May  - Day of Victory over Fascism

28 May  - Republic Day 

15 June  - National Salvation Day

26 June  - Armed Forces Day

9 November  - State Flag Day

31 December  - Solidarity Day of the World Azerbaijanis

  - Ramazan Holiday (2 days)*

  - Qurban Bayrami (2 days)*
* Depending on the Hijri calendar the dates change every year.

            If the holidays coincide with the days off, then in accordance with the Decision of the Cabinet of Ministers of the Republic of Azerbaijan the next business days after holidays may be declared days off.

National day of the Republic of Azerbaijan is the Republic Day on 28 May (adopted in 1918).

On the days off and holidays the state institutions of the Republic of Azerbaijan do not receive foreign delegations and do not hold official meetings. It is not recommended for the diplomatic missions to hold official receptions or events in those days.

 

Rules of receiving documents from diplomatic missions accredited to the Republic of Azerbaijan by the Ministry of Foreign Affairs of the Republic of Azerbaijan

            The documents of all diplomatic missions accredited to the Republic of Azerbaijan should be officially submitted to the General Secretariat of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

            The General Secretariat of the Ministry of Foreign Affairs receives documents on weekdays Monday through Friday from 09.00 to 13.00, excluding holidays and days off.

            When submitting the documents, representative of a diplomatic mission is obliged to duly present to the General Secretariat officer, who receives the documents, accreditation card issued by the State Protocol Department. The documents submitted by the persons, who are not accredited at the Ministry of Foreign Affairs of the Republic of Azerbaijan, will not be accepted.

            After the documents have been accepted the General Secretariat officer will issue to the representative of the diplomatic mission a receipt indicating date and the time of the document submission.

            It is not recommended for the diplomatic missions in the Republic of Azerbaijan to send their documents using courier/postal services.

            Documents addressed to the Ministry of Foreign Affairs, as well as other state institutions of the Republic of Azerbaijan (verbal notes, letters, addresses etc) must necessarily be submitted with their attached unofficial translations into the Azerbaijani language – the state language of the Republic of Azerbaijan. Documents without unofficial translations into the Azerbaijani language will not be considered and those documents will be returned without being accepted.

            Contact information of the General Secretariat of the Ministry of Foreign Affairs of the Republic of Azerbaijan:

Address:  4, Sh.Gurbanov Str., Baku, AZ 1009

Telephones: +994 (12) 596 91 18, +994 (12) 596 91 57.

 

Rules of Obtaining Diplomatic Permission for aircraft over-flight and/or landing in the territory of the Republic of Azerbaijan

  1. Verbal notes for obtaining single-entry diplomatic permission for the civil and military aircraft that belong to other states for the over-flight through the air space and landing at the airports of the Republic of Azerbaijan, should be sent to the State Protocol Department of the Ministry of Foreign Affairs, excluding Saturdays, Sundays, and official holidays of the Republic of Azerbaijan as specified below:

 
- for the VVIP and VIP flights - 5 working days in advance
 
- for the over-flight by military and civil aircraft carrying dangerous cargo and equipped with weapons - 14 working days in advance

 
- for the over-flight and landing of military and civil aircraft with military and dangerous cargo on board as well as those equipped with combat, radar and air photo equipment - 14 working days in advance


 Type of aircraft, purpose and date of flight should be specified in the verbal note and a copy of the properly filled-in application form necessary for the flight should be annexed to the verbal note. The list of the most important persons aboard, cargo specifications and the flight plan should be included into the mentioned application form. 

 
Diplomatic permissions are valid for 72 hours.

  1.  In order to obtain annual diplomatic permission for usage of air space of the Republic of Azerbaijan a verbal note should be sent to the State Protocol Department of the Ministry of Foreign Affairs. Types of aircraft, their registration numbers, call signals, points of entry into and exit from the air space of the Republic of Azerbaijan, purpose of flight and the information on the cargo should be given in the verbal note.

 
Along with that, after issuance of the annual permission, information on the flight plan, cargo specifications and parameters should be provided with regard to every flight.
 
Annual diplomatic permissions are not applicable for the aircrafts landing to the airports of the Republic of Azerbaijan and at the same time for the below-mentioned overflights:

 
- VVIP and VIP aircraft

 
- Aircraft equipped with combat, weaponry, radar and air photo equipment


 - Aircraft flying to and from the Republic of Armenia
 
Single-entry permissions should be obtained for these flights according to the rules and terms noted in item “a”.
          c. After having received properly filled in requests for usage of the air space and airports of the Republic of Azerbaijan, the Azerbaijani side may request to submit additional information or documentation.

 

Regulations of issuing permission to the staff of diplomatic missions in the Republic of Azerbaijan to carry and use service firearms if necessary

          The license to carry and use service firearms, if necessary, by the staff of diplomatic missions functioning in the Republic of Azerbaijan is issued only in exceptional cases with the permission of the Minister of Internal Affairs of the Republic of Azerbaijan.

          A special permission (license) to carry and use, if necessary, service firearms can be issued with the aim of self-defence only in cases of real endangerment of life and health of the staff of diplomatic missions.

          A special permission (license) to carry and use, if necessary, service firearms is issued to the staff of diplomatic missions on the principle of reciprocity.

          Service weapons are not given to security officers who protect high-ranking members of diplomatic missions.

          In order to obtain the permission a diplomatic mission should apply to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan with a note verbale. The type, calibre and number of the weapon should be given in the note verbale and a copy of the accreditation card issued by the Ministry of Foreign Affairs of the Republic of Azerbaijan to the weapon bearer and four (4) colour photos, size 4 x 3 cm, should be annexed to the note.

          A real endangerment of life and health of a member of diplomatic mission should be substantiated and one such case should be reflected in the request sent to the State Protocol Department of the Ministry of Foreign Affairs.

          The requests for permission to the persons not accredited at the Ministry of Foreign Affairs of the Republic of Azerbaijan are not considered.

          The permission should be obtained before the weapon is brought to the territory of the Republic of Azerbaijan.

          The licence is valid for three years in accordance with the law of the Republic of Azerbaijan on “Service and civilian firearms”. A temporary and short-term licence to keep and use, if necessary, service firearms is not issued to members of a diplomatic mission.

          After the service weapon belonging to a diplomatic mission and its members is brought to the territory of the Republic of Azerbaijan it should be presented within 3 days to the Ministry of Internal Affairs to take specimens of its bullets and cartridge cases.

          In case the permission is denied it is not allowed to bring this service weapon to the territory of the Republic of Azerbaijan, to keep it in the territory of the Republic of Azerbaijan and to use it if necessary.

          Members of a diplomatic mission may on a legal basis use service weapon that belongs to them and based on a special permission (licence) to keep and use it if necessary in accordance with the legislation of the Republic of Azerbaijan only with the aim of self-defence.

          Members of diplomatic missions who obtained a special permission (licence) to keep and use if necessary, service firearms in the territory of the Republic of Azerbaijan should observe the requirements of the legislation of the Republic of Azerbaijan concerning firearms.

 

Conditions of the protection of diplomatic missions in the Republic of Azerbaijan

          The Azerbaijani side ensures the security of all diplomatic missions functioning in the Republic of Azerbaijan in the following way:

  1. a) The security of administrative buildings (offices) of all diplomatic missions functioning in the Republic of Azerbaijan is ensured on the basis of reciprocity, free of charge, by the Diplomatic Missions Protection Battalion of the Ministry of Internal Affairs of the Republic of Azerbaijan.

          A diplomatic mission should apply on this issue with a note verbale to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          The police officers who protect the diplomatic mission should be provided, at the expense, of the diplomatic mission, with a special place or a sentry box, size 2 in 2 m, equipped with a telephone connection, the heating/cooling system, a monitor and a water closet, as well as other devices and appliances necessary to ensure the required protection.

  1. b) Diplomatic missions, which are not protected on the basis of reciprocity, are protected by the method of patrolling by the respective police departments of the Ministry of Internal Affairs of the Republic of Azerbaijan.

          The above mentioned Diplomatic missions by permanent police posts, can be protected on the basis of payment after the conclusion of an agreement with the respective department of the Ministry of Internal Affairs of the Republic of Azerbaijan.

          A diplomatic mission should apply on this issue with a note verbale to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          The police officers who protect the diplomatic mission should be provided, at the expense, of the diplomatic mission, with a special place or a sentry box, size 2 in 2 m, equipped with a telephone connection, the heating/cooling system, a monitor and a water closet, as well as other devices and appliances necessary to ensure the required protection.

 

Information on submission of credentials in Azerbaijan Republic

Arrival of the New Ambassador

          When a newly appointed Ambassador arrives in Baku, he/she is met by an officer of the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in the VIP lounges of the airport, seaport or railway station. Arrival time: 09.00-22.00 (with the exception of Sundays and holidays). Should the Ambassador come to Baku by car, the State Protocol officer welcomes the Ambassador at the Embassy.

          The State Protocol Department of the Ministry of Foreign Affairs should be notified of the date and time of arrival, the flight number and the accompanying persons in order to meet the Ambassador.

Presentation of the copie of credential

          The newly appointed Ambassador presents the copy of the credentials either to the Minister of Foreign Affairs of the Republic of Azerbaijan, the Deputy Foreign Minister or Director of State Protocol Department.

          The newly appointed Ambassador is received by the Head of the State Protocol Department of the Ministry of Foreign Affairs before the ceremony.

          The officers of the State Protocol Department and of the relevant Territorial Department greet the Ambassador at the Ministry of Foreign Affairs. By agreement with the State Protocol Department, the Ambassador may be accompanied by members of diplomatic staff.

            Ceremony of presenting copy of the credentials to the Minister of Foreign Affairs is held in the meeting room of the Minister. The head of the relevant Territorial Department and a representative of the Department of Press and Information Policy of the Ministry of Foreign Affairs of the Republic of Azerbaijan take part in the meeting.

            The Ambassador presents copies of the Letters of Credence and Letters of Recall of his/her predecessor to the Foreign Minister. A photo is taken.

Ceremony of the presentation of credential

          The ceremony of the presentation of credential is held at the Presidential Palace of the Republic of Azerbaijan. On the appointed day, an officer of the State Protocol Department of the Ministry of Foreign Affairs accompanies Ambassador in an official car from his residence to the Presidential Palace of the Republic of Azerbaijan. The car is escorted till the Presidential Palace of the Republic of Azerbaijan. Up to two diplomats and a Military Attaché (if any) may accompany the Ambassador during the ceremony Ambassador’s spouse may also participate in the ceremony.

          In honour of the Ambassador a Guard of Honour presents arms and a red carpet is laid down in the official greeting area of the Presidential Palace. At the appointed time the car enters the official greeting area of the Presidential Palace. Ceremonial drum march sounds. The Officer-in-Command of the Guard of Honour welcomes the Ambassador in front of the car and salutes him/her. The Ambassador bows before the State flag of the Republic of Azerbaijan in front of the Guard of Honour (1) and passes before the Guard of Honour. At the entrance to the building officer of the Protocol Service of the President of the Republic of Azerbaijan meets him (2) and invites to a special room. Tea and soft drinks are served.

          When invited, Ambassador and the accompanying persons (in a row, according to the protocol order) passing through the “Meeting room” move forward to the “Room for Official ceremonies”. When they enter the “Room for official ceremonies”, head of the President’s Protocol Service introduces the Ambassador to the President of the Republic of Azerbaijan. The Ambassador faces the President from 2-3 steps away. The accompanying persons stand in a row 3 steps away behind the Ambassador. Foreign Minister of the Republic of Azerbaijan (or a Deputy Foreign Minister) and head of the International Relations Department of the Executive Office stand to the right of the President of the Republic of Azerbaijan.

          The Ambassador says“Mr. President, ….. I have the honour to present to you the Letter of Credence accrediting me as Ambassador Extraordinary and Plenipotentiary to the Republic of Azerbaijan and the Letter of Recall of my predecessor.” The Ambassador may add two sentences at his will. Then the Ambassador, approaching the President of the Republic of Azerbaijan, hands his/her Letter of Credence and the Letter of Recall (if any) of the predecessor, shakes hands with the          President. The President of the Republic of Azerbaijan and the Ambassador are invited to be photographed in front of the State flag of the Republic of Azerbaijan. The Ambassador presents to the President persons accompanying him and a photo is taken.

          The President of the Republic of Azerbaijan invites the Ambassador to a short meeting. The Minister of Foreign Affairs (or Deputy Minister of Foreign Affairs) of the Republic of Azerbaijan and head of International Relations Department of the President’s Executive Office take part in the meeting.

          After the meeting the officer of the President’s Protocol Service escorts the Ambassador to the exit. The Ambassador goes past the Guard of Honour and getting on the car, drives off.

Dress code in the ceremony

Men: dark suit or national costumes (Business attire - ?)
Ladies: women’s suits, national costumes or dresses.
Military attaché should wear a uniform if he participates.

Expiry of the term of office of the Ambassador

          The Ambassador, whose term of office has expired, applies to the State Protocol Department of the Ministry of Foreign Affairs to organize farewell meetings with the country’s leadership before leaving the Republic of Azerbaijan.

          When the term of office of the Ambassador with residence in Baku expires, a dinner is given in honour of the Ambassador on behalf of the Deputy Foreign Minister or the Head of the relevant department.

          The Ambassador, whose term of office has expired, is seen off from the VIP lounge of the airport, seaport, or railway station by State Protocol officer of the Ministry of Foreign Affairs. Departure times: 09.00-22.00 (with the exception of Sundays and holidays). The Ministry of Foreign Affairs should be notified in advance of the date and the time of departure, and the flight number in order to see the Ambassador off.

          If the Ambassador leaves the territory of the Republic of Azerbaijan by car, the officer of the State Protocol Department bids farewell to the Ambassador at the Embassy residence.

 

Rules of issuing entrance cards to restricted areas at the Heydar Aliyev International Airport for the representatives of diplomatic missions in the Republic of Azerbaijan

  1. a) The permission to enter the restricted areas at the Heydar Aliyev International Airport (entrance cards) is issued to the employees of diplomatic missions in the Republic of Azerbaijan only on the basis of reciprocity.

          Entrance cards provide the opportunity for the employees of diplomatic missions in the Republic of Azerbaijan to meet and see off the delegations and the employees of the diplomatic courier service, to participate in the settlement of the consular issues and other similar processes.

          The entrance cards to the restricted areas at the Heydar Aliyev International Airport can be issued only to diplomatic and administrative-technical personnel of the diplomatic missions in the Republic of Azerbaijan (up to 3 cards per mission).

          The persons, who are issued the entrance cards to restricted areas at the Heydar Aliyev International Airport, may enter the border areas, when they meet someone, the security areas, when they see someone off, as well as the transit areas. When the employees of the diplomatic missions enter the restricted areas of the Heydar Aliyev International Airport they should present along with entrance cards the accreditation cards issued by the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

  1. b) Entrance cards to restricted areas at the Heydar Aliyev International Airport are issued by the Aviation Security Department of the “Azerbaijan Airways” closed joint-stock company upon the written request by the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          In order to obtain the entrance cards the diplomatic missions should address the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan with a note verbal. The name, family name, position of the person, requested to be issued the entrance card, and the number of his/her accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan should be indicated in the note. At the same time, a copy of passport and accreditation card, two 4x3 cm colour photos of the person, requested to be issued the entrance card, should be attached to the note.

          The period of consideration of the entrance card requests submitted by the diplomatic missions to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan is 14 working days.

          The cards are presented personally to each employee of the diplomatic missions at the Pass Office of the Aviation Security Department of the “Azerbaijan Airways” closed joint-stock company.

          The entrance cards to the restricted areas at the Heydar Aliyev International Airport are issued for the period of 1 (one) year. The net cost of the entrance cards should be paid by the diplomatic missions to the Aviation Security Department of the “Azerbaijan Airways” closed joint-stock company.

 

Regulations on the temporary entry, carry and use of the service arms  on the territory of the Republic of Azerbaijan  by the security service employees of the foreign states

            The permission (license) to enter the service arms and the special protection means by the security service employees of the foreign states to the territory of the Republic of Azerbaijan is issued by the Special State Protection Service of the Republic of Azerbaijan via State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan in accordance with these Regulations.

  1. The Foreign Ministries of the foreign countries should send an official note (embassy, international organizations) to the State Protocol department of the Ministry of Foreign Affairs of the Republic of Azerbaijan three days in advance (except for Saturday, Sunday and official holidays of the Republic of Azerbaijan) and indicate the following information:

- name and surname of the security employee;

- passport number, the date and place of issuance of the passport of the security employee, and the blood type;

- quantity, serial number, type and caliber of the arm;

- quantity of the projectile and store;

- types and quantity of the communication means, used and other radio frequencies;

- number, quantity and type of the special protection means;

- the detailed information about the arrival and the departure

  1. The appropriate permission (license) for entering and carrying the service arm and the special protection means on the territory of the Republic of Azerbaijan is issued for the term of visit of the person accompanied by the security employee to the Republic of Azerbaijan.
  2. The service arm and the special protection means brought to the territory of the Republic of Azerbaijan are checked at the border check points by the Special State Protection Service and are permitted (licensed) in case of full identity with the information provided in the note.
  3. The mentioned permission (license) is returned back at the border check point to the Special State Protection Service upon the departure of the protected person.
  4. The advance working group members are not permitted to bring and carry the arms on the territory of the Republic of Azerbaijan.
  5. 6. Security service employees of the foreign countries, permitted to bring and carry the service arms and the special protection means on the territory of the Republic of Azerbaijan, can use manual power, special means and firearms on the territory of the Republic of Azerbaijan in accordance with the law of the Republic of Azerbaijan “on Police” as follows:

- in case of any attack or other form of violence by the firearm causing a real threat to human life and safety;

- in case of a riot and mass disorder involving a firearm;

- in case of release of the hostages or of the seized buildings, constructions, installations, sites and the transportation means by use of the firearm;

- when countering the attack of a group to the houses, enterprises, offices and organizations by use of the firearm;

- in case of an attempt to human life and when forced deterrence is useless;

- in case of an armed resistance while being detained;

- in case of preventing a crime causing a real threat for the human life;

- in case of prevention of the other person from getting the firearm;

- in case of an animal attack or a real threat
In case of an alert, or an emergency signal, the firearm can be used.

Before using the firearm, the verbal warning should be made or warning shot should be fired (in the event of a sudden or unexpected attack, and also if firearm, mechanical transportation means, predatory, wild or other animals are used in the attack, the firearm can be used without warning).

Except for the cases of an attack by use of the firearm or the armed resistance, firearm shouldn’t be used against women, under-aged, handicapped or persons with the evident physical and mental disabilities, as well as in mass gathering places where people gather and when others can be hurt.

          Issues concerning the compliance of the diplomatic missions with the road traffic rules in the Republic of Azerbaijan.

 

Issues concerning the compliance of the diplomatic missions with the road traffic rules in the Republic of Azerbaijan

  1. The Ministry of Foreign Affairs of the Republic of Azerbaijan calls on all the diplomatic missions in the Republic of Azerbaijan to comply with the traffic rules adopted in the country and to park their vehicles in special, respectively marked places allocated to them.

            In case the officers of the Main Traffic Police Department of the Republic of Azerbaijan, video cameras and radars register the traffic rules or parking violations by the cars of the diplomatic missions or their employees, they will pay the fines for administrative offences in accordance with the law of the Republic of Azerbaijan “On the Road Traffic rules”. The remission of fines procedures of the diplomatic missions’ staff with immunity and privileges are carried out only on the basis of reciprocity.

            The remission of fines procedures do not apply to the staff of diplomatic missions, who do not possess immunity and privileges.

  1. If there is enough evidence of drunk driving by the immunity and privileges possessing staff of the diplomatic missions in the Republic of Azerbaijan, they will be suspended from driving and offered to undergo a medical examination. The vehicle will be handed over to the authorized representative of the respective diplomatic mission upon the presentation of the accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

            An authorized representative of the respective diplomatic mission is invited to participate in the documentation process of the traffic accident that occurred with involvement of the vehicle belonging to the diplomatic missions or their staff. The authorized representative of the diplomatic mission may only participate in the documentation process of the traffic accident upon the presentation of the accreditation card issued by the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

  1. Operating conditions of all vehicles used in the traffic in the territory of the Republic of Azerbaijan should meet the requirements of the Road Traffic Law of the Republic of Azerbaijan from the road traffic security and the environmental protection point of view.

            In order to ensure the road traffic security and in accordance with the Road Traffic Law of the Republic of Azerbaijan the Main Traffic Police Department of the Republic of Azerbaijan carries out annual inspection of the technical condition of all vehicles registered in the Republic of Azerbaijan. This rule refers, without exception, to all vehicles of diplomatic missions or their staff in the Republic of Azerbaijan.

            In accordance with the 1961 Vienna Convention on Diplomatic Relations the diplomatic missions or their employees do not pay for highway use tax during the technical inspection of their vehicles. The diplomatic missions should pay only for the tax determined by the legislation of the Republic of Azerbaijan for the technical inspection of vehicles.

            If during the technical inspection the vehicles belonging to diplomatic missions or their staff meet basic technical requirements they receive a respective technical inspection card and a sticker for those vehicles. The vehicles which do not meet technical requirements are not allowed to be used.

            The vehicles registered in the year of their production are not technically inspected the same year.

 

Rules of registering/unregistering of vehicles, and using driving licenses of the diplomatic missions in the Republic of Azerbaijan

  1. a) Diplomatic missions accredited to the Republic of Azerbaijan as well as their employees have the right to import and purchase at the local markets transport vehicles free of customs and other fees.

            Number of vehicles imported or purchased by the diplomatic missions accredited to the Republic of Azerbaijan and the diplomatic and administrativetechnical staff of those missions is regulated by the principle of reciprocity.

            Vehicles, the configuration of which does not correspond to standards, rules and norms of the traffic security and environment protection, also those that have right-hand steering and tinted glass, will not be registered.

            The following documents should be submitted to the State Protocol Department of the Ministry of Foreign Affairs for the registration of the vehicles and to obtain license plates:

          - Note verbale;

          - Two copies of filled in “Application for registration (re-registration) of the vehicle by the State traffic police” (see the respective additional application form);

          - A copy of accreditation card of the vehicle owner;

          - Certificate of vehicle ownership (purchase contract, invoice or other documents as specified by the legislation);

          - A copy of the customs declaration and customs permit.

            State license plates for the vehicles of diplomatic missions functioning in the Republic of Azerbaijan and their staff members are issued in the following way depending on the type of accreditation cards of diplomatic and administrative technical staff:

             - “D” series – for the vehicles of diplomatic missions, consulates and international organisations with diplomatic status (immunity), as well as, official and personal vehicles of diplomats and their family members;

            - “T” series - for the vehicles of administrative and technical staff of diplomatic missions, consulates and international organisations with diplomatic status (immunity);

             - “FK” series – for the vehicles of honorary consuls;

            It should be noted that license plates for the vehicles purchased in Azerbaijan on the basis of a power of attorney are issued only upon presentation of purchase certificates. Depending on the sum of purchase, vehicle’s date of made and the volume of its engine, payment is made by the seller in accordance with the tariffs adopted in the Republic of Azerbaijan.

  1. b) In case the vehicles, belonging to diplomatic missions, accredited to the Republic of Azerbaijan, and to the diplomatic and administrative-technical staff of those missions, exit territory of the Republic of Azerbaijan for good or sold, license plates must be returned.

          Following documents should be submitted to the State Protocol Department of the Ministry of Foreign Affairs in order unregister and return license plates:

          - Note verbale;

           - Two copies of the “Application for taking the vehicle off the register by the State traffic police” (see the respective additional application form);

          - A copy of registration certificate of the vehicle;

           - A copy of the accreditation card of the owner of the vehicle.

          There are no limitations on vehicle sale. Vehicles brought to the Republic of Azerbaijan by a diplomatic mission can be sold at any time in the Republic. If the vehicle is sold to a diplomatic staff, no state duty is paid besides the service. If the vehicle is sold to a citizen of Azerbaijan, then the owner of the vehicle should pay customs duties in full prior to the sale.

           If the vehicle exits Republic of Azerbaijan for good or is sold but it is not taken off the register and the license plates are not returned, then the new license plates will not be issued to the vehicles of those diplomatic missions.

  1. c) If both state license plates of the vehicles that belong to diplomatic missions, accredited to the Republic of Azerbaijan, and to diplomatic and administrative technical staff of those missions, are lost, no duplicate plates are issued until the lost ones are found. New state registration plates are issued instead, as provided for in the legislation.
  2. d) It is prohibited to submit at all times for permanent or temporary use by the state bodies, non-governmental organizations and other institutions or an persons the vehicles belongs to diplomatic missions, accredited to the Republic of Azerbaijan, and to the diplomatic and administrative-technical staff of those missions or their state license plates.
  3. e) The Republic of Azerbaijan permits the staff of diplomatic missions to use international driving licenses issued by their states and at the same time offers an opportunity to obtain national driving licenses of the Republic of Azerbaijan. In order to obtain national driving licenses of the Republic of Azerbaijan the following documents should be submitted to the State protocol Department of the Ministry of Foreign Affairs:

          - Note verbale;

          - A copy of the driving license;

          - The attested translation of the driving license into the Azerbaijani language;

          - A copy of the accreditation card of the driving license holder.

 

Rules of providing the protection for foreign delegations visiting the Republic of Azerbaijan

            The protection of the heads of foreign delegations visiting the Republic of Azerbaijan can be provided by the Special State Protection Service of the Republic of Azerbaijan.

          The following persons visiting the Republic of Azerbaijan are provided protection by the Special State Protection Service:

          - Heads of state, government and parliament and ministers of foreign affairs;

          - Family members of the heads of state, government and parliament in case they are provided protection in their countries;

          - Secretary-General of the United Nations Organization and heads of other international organizations that are objects of protection;

           - Heads of delegations who are protected in their countries and who visit the Republic of Azerbaijan not accompanied by security officers.

           In this connection respective note verbale should be sent to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan. The note verbale should contain purpose of the visit, composition of the delegation and the route, exact dates of arrival and departure, information on whether the delegation will be accompanied by security officers or not, as well as a request to provide officers of the Special State Protection Service of the Republic of Azerbaijan.

           In this case the following rules, which are in force in the Republic of Azerbaijan, should be taken into account:

  1. a) Rules of bringing and bearing temporarily arms and means of communication in the Republic of Azerbaijan by the security officers accompanying protected persons.

          The embassies (diplomatic missions) should submit their proposals in writing in a form of a note verbale to the State Protocol Department of the Ministry of Foreign Affairs 5 business days before the planned arrival. The filled in forms 10a, 10b, and 10c should be attached to the note (see: annexes).

          Permission to bring and to temporarily bear the arms is given by the Special State Protection Service of the Republic of Azerbaijan. The rules of bearing, application and use of the arms stipulated by the legislation of the Republic of Azerbaijan are attached to the permission.

           It should be taken into account that it is not permitted for the security officers of other states to bear automatic firearms in the Republic of Azerbaijan.

          Permission to use requested radio frequencies is considered by the Special State Protection Service of the Republic of Azerbaijan. If the requested frequencies are not acceptable for use, alternative frequencies other ones will be offered.

          If delegation plans to bring into the country any additional special equipment it is important to obtain in advance permission to use it in the country. The information should be attached to the note.

  1. b) Rules of obtaining permission to protect a special aircraft

           In connection with the arrival of on aircraft of the protected person a note verbale should be sent to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          If security officers, arrive the country, express desire to participate in the protection of the aircraft, detailed information on those persons should be provided in the forms 10b and 10c, attached to the note.

 

Violation of Traffic Rules

The issue of payment of fines for traffic offences committed by foreign mission employees, enjoying  their  privileges and immunities, is ment to be settled on the basis of the principle of reciprocity.  

Payment of Taxes

   Payment of taxes for gainful employment of family members of a foreign mission staff in a host country is stipulated by bilateral intergovernmental agreements  which specify that family members of a foreign mission staff  should subject to the tax rules of a host country.

 

Requirements for the Use of VIP Areas of Airports of the Republic of Azerbaijan

          Heads of foreign diplomatic missions, their family members accompanying them (spouses and under age children), foreign deputy ministers and people of the same status can use VIP areas of international airports free of charge in conformity with the principle of reciprocity. In case the reciprocity principle is not complied, a head of a diplomatic missions can use a VIP area just twice: at  the beginning of his/her diplomatic mission, i.e., upon arrival to the Republic of Azerbaijan,  and at the end of his/her diplomatic mission, i.e., upon departure from the Republic of Azerbaijan.

For the use of a VIP area, apply to the State Protocol Department Monday through Friday from 9 a.m. to 6.p.m., except official holidays. An official request should be made 48 hours in advance and include a list of people intending to use a VIP area, their rank and flight schedule.

 

Application of  the (0) VAT Rate

The (0) VAT rate is granted to all foreign diplomatic missions on the basis of the principle of reciprocity. A foreign diplomatic mission should be informed via a written notice about being granted  the (0) VAT rate if Azerbaijan’s  diplomatic mission enjoys the same privilege in the country of this very mission, and if this foreign diplomatic mission has submitted all the relevant documents necessary for the procedure to the Ministry of Taxes of the Republic of Azerbaijan.

 

License plate registration of vehicles of the diplomatic missions accredited in the Republic of Azerbaijan

001        REPUBLIC OF TURKEY

002        REPUBLIC OF FRANCE

003        ISLAMIC REPUBLIC OF IRAN

004        RUSSIAN FEDERATION

005        UNITED KINGDOM

006        United States of America

007        Federal Republic of Germany

008        PEOPLE'S REPUBLIC OF CHINA

009        REPUBLIC OF IRAQ

010        REPUBLIC SUDAN

011        ISLAMIC REPUBLIC OF PAKISTAN

012        ARAB REPUBLIC OF EGYPT

013        UNITED NATIONS RESIDENT-COORDINATOR’S OFFICE

014        SLOVAK REPUBLIC/ CLOSED

015        HELLENIC REPUBLIC

016        STATE OF ISRAEL

017        REPUBLIC KAZAKHSTAN

018        GEORGIA

019        LIBYA

020        UKRAINE

021        REPUBLIC OF ITALY

022        KYRGYZ REPUBLIC

023        REPUBLIC OF UZBEKISTAN

024        NORWAY

025        KINGDOM OF SWEDEN

026        REPUBLIC OF POLAND

027        ROMANIA

028        INDIA

029        KINGDOM OF Saudi Arabia

030        TURKMENISTAN

031        REPUBLIC OF BULGARIA

032        JAPAN

033        O S C E / CLOSED

034        KINGDOM OF THE NETHERLANDS

035        T R A C E C A

036        European Bank for Reconstruction and Development

037        ASIAN DEVELOPMENT BANK

038        REPUBLIC OF LATVIA

039        SPECIAL REPRESENTATIVE OF THE SECRETARY-GENERAL OF THE COUNCIL EUROPE

040        REPUBLIC OF MOLDOVA

041        REPUBLIC OF KOREA

042        REPUBLIC OF BELARUS

043        STATE OF KUWAIT

044        SWISS CONFEDERATION

045        Hashemite Kingdom of Jordan

046        REPUBLIC OF LITHUANIA

047        KINGDOM OF BELGIUM

048        REPUBLIC OF CUBA

049        STATE OF QATAR

050        DELEGATION OF THE EUROPEAN UNION

051        REPUBLIC OF TAJIKISTAN

052        REPUBLIC OF HUNGARY

053        FEDERATIVE REPUBLIC OF BRAZIL

054        KINGDOM OF MOROCCO

055        CZECH REPUBLIC

056        REPUBLIC OF AUSTRIA

057        T U R K P A

058        STATE OF PALESTINE

059        ISLAMIC CONFERENCE YOUTH FORUM FOR DIALOGUE AND COOPERATION

060        REPUBLIC OF INDONESIA

061        REPUBLIC OF SERBIA

062        UNITED ARAB EMIRATES

063        ISLAMIC REPUBLIC OF AFGHANISTAN

064        REPUBLIC OF ARGENTINA

065        REPUBLIC OF COLOMBIA

066        MALAYSIA

067        KINGDOM OF SPAIN

068        UNITED MEXICAN STATES

069        REPUBLIC OF ESTONIA

070        REPUBLIC OF CROATIA

071        DEMOCRATIC PEOPLE’S REPUBLIC OF ALGERIA

072        INTERNATIONAL COMMITTEE OF THE RED CROSS

073        INTERNATIONAL ORGANIZATION FOR MIGRATION

074        UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES

075        WORLD BANK

076        FOOD AND AGRICULTURE ORGANIZATION (FAO) OF THE UNITED NATIONS

077        U N I C E F

078        INTERSTATE COUNCIL OF PLENIPOTENTIARY REPRESENTATIVES ON AVIATION AND AIRSPACE USE

079        INTERNATIONAL MONETARY FUND

080        REPUBLIC OF SLOVENIA

081        PORTUGUESE REPUBLIC

082        KINGDOM OF DENMARK

083        REPUBLIC OF HUNGARY

084        KINGDOM OF THAILAND

085        MONTENEGRO

086        FORMER YUGOSLAV REPUBLIC OF MACEDONIA

 

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