Two checks before the autumn ceremonies

Autumn is the busiest season for a protocol office. There are academic years to open, civic commemorations and military ceremonies, often more than one in the same week. Last year’s guest list is the natural starting point, and that is exactly where the mistakes hide.

Who holds that office today

Mayors, senior judges, police chiefs, military commanders, heads of mission: these offices change hands more often than it seems when you reopen a list from twelve months ago. An invitation addressed to the predecessor gets noticed, and it embarrasses both the person receiving it and the office sending it.

Check who currently holds each office before you generate the invitations, not after. An hour with the organisations’ official websites open alongside is usually enough.

Where the post arrives

The second check is on contact details. Private office and secretariat mailboxes change less often than people do, but they do change. Check them before sending to the whole list: if you wait for the first message to bounce, you have already lost days you needed for replies.

Where the organisation allows it, tie contact details to the office, not the person. The ambassador’s private office address stays valid when the ambassador changes.