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100. The certificates of appointment of subordinate Officers in countries in which the United States have no Legation are sent to the principal Officer, with instructions to request, from the proper authority, the recognition or exequatur accorded to such Officers.
Certificates of subordinate offi
Delivery of archives and inven
101. Upon the receipt of the exequatur, or permission to act, the Consular Officer will apply to the person having tory. charge of the consular seals and public property of the office for their delivery to him; and having made an inventory jointly with his predecessor or the subordinate in charge, if either be present, of the books and other effects, he will transmit a copy of such inventory signed by himself and his predecessor, or the subordinate Officer, or in their absence by himself, to the Department of State. The form of the joint certificate is given in Form No. 5.
102. Upon the appointment of a Consular Agent, an inventory of all property at the Agency belonging to the United States should also be made by the incoming and outgoing Officers, with a certificate showing the date of delivery, both of which should be sent to the principal Officer, to be by him communicated to the Department of State.
Inventory at Consular Agency.
Certificate to Fifth Auditor.
103. He will likewise transmit to the Fifth Auditor of the Treasury a certificate (Form No. 5), executed jointly by himself and his predecessor, or the subordinate, if present, showing the date of actual entry on his duties. He may then take charge of the seals, archives, and property of the office. 104. Consular Officers who are prohibited from engaging Location of office in business will be expected to establish their offices at the most convenient central location that the sum allowed for office rent will permit, and to keep them open daily during the usual business hours of the place. No subordinate or branch office will be permitted in the same place with the Consulate. (See paragraph 520.)
105. Consular Officers are expected to live in the towns in which their offices are located by their commissions, and a disregard of this requirement will not be countenanced, except in those cases that have, for special reasons, been expressly exempted. In no case will a Consul be permitted to reside outside of his consular district.
Report of location, &c,, of office.
106. Consular Officers are required, at the earliest opportunity, to prepare and forward to the Department a brief report in relation to the offices occupied by them. This report must embrace the following particulars:
1. Give the street and number of the premises, stating whether they are in a residential or business quarter of the town. State whether the offices are separate and self-coutained, or whether office or desk-room only is occupied in the officer's residence, or in premises used for other busines purposes. State the actual rental, to whom paid, and how. Scrupulous exactness is enjoined in reporting the circumstances under which the offices are rented.
2. Give the number, size, arrangement, and employment of the rooms devoted to the public business. An outline sketchplan will probably be the most convenient mode of showing these particulars, and its utility will be enhanced if it shows the means of access from the street, and the window-lighting, whether on the street or on internal courts or wells.
3. State the manner in which the offices are protected when not open for business; whether by a janitor or porter in charge of the building, or by the residence on the premises of any official dependent whose wages are paid by the Department; and in the latter case, state the accommodations assigned to such dependent.
4. While it is not desired that the report should be accompanied by a full inventory of the property of the Government in the offices, it would be serviceable to describe generally the furnishing of each office-room.
5. It is expected that any change in the official quarters will be likewise reported in detail.
107. Consular Officers, especially in important commercial and manufacturing districts, are not permitted to have their offices in the counting-rooms or places of business of merchants, manufacturers, agents, solicitors, or brokers. The appropriate business of the Consular Officer must not fail to receive his personal attention, nor be left to be performed by such merchants, or other persons, or their clerks, so that the contents of invoices, which are in all cases to be regarded as confidential, become known to interested parties, to the serious injury of the persons to whom the in
voices properly belong. Such practices are highly reprehensible, and are ground for serious complaint. The Consular Office, whether the Consular Officer is prohibited from trading or not, must be in a respectable location and devoted exclusively to the Consular business; and no one but a duly authorized Officer must be permitted to have access to the Consular papers or to use the Consular seals.
108. If there are any public funds in the hands of his predecessor, the Consular Officer may take charge of them. The outgoing Officer, however, is responsible to the Government for them, and they cannot be demanded as a matter of right. It is expected in any case that sufficient funds, if in the hands of the outgoing Officer, will be left for the immediate needs of the office. For any moneys so transferred the outgoing Officer should be careful to take proper receipts, to be returned with his accounts with the Government. If the funds held by the predecessor are the proceeds of the effects of an American citizen who died intestate more than a year previous to the transfer of the office, which should have been remitted to the Treasury as provided by law, it is not usual to deliver them to the successor, but they should be remitted by the outgoing Officer, who is responsible therefor.
109. Having entered on the duties of his office, the Consular Officer, if a Consul-General, should immediately give notice thereof to the Department of State and to the Diplomatic Representative; if a Consul or Commercial Agent, he will give like notice to the Department and to the ConsulGeneral to whom he may be subordinate, or, if there be no Consul-General, then to the Diplomatic Representative, if there be one. He will also inform the principal Consular Officers of the United States in the country, and will also send his official card to, or call personally upon, the Consular Officers of other countries in the place, as the custom may be. He will also, before the expiration of ninety days after entering on his duties, nominate to the Department of State, through his immediate superior, or directly, agreeably to the instructions of paragraphs 36 and 37, suitable persons for appointment to the Consular Agencies in his jurisdiction, and a suitable person to be Vice-Consul or
Notice on enter ing on duties.
Use of arms and flag.
Vice Commercial Agent to act in case of his temporary alsence or of his relief from duty from any cause.
110. The arms of the United States should be placed over the entrance of the Consulate or Commercial Agency, unless prohibited by the laws of the country. Only one coat of arms will be permitted to be exposed in each port where a Consular Office is located, and that, of course, will be placed over the office devoted to Consular business. Wherever the custom prevails, the national flag should be hoisted on such occasions as the Consular Officer may deem appropriate, or when it may be required for his protection, or as the emblem of his authority. It is not usually necessary that it should be unfurled daily. The occasions for its display are within the judgment of the Consular Officer; but its use will be suggested on all national holidays of his own country, and whenever it would indicate a becoming respect to the customs, festivals, or public ceremonies of the country to which he is accredited.
111. In preparing the inventory of the public property above referred to, Consular Officers are instructed to follow, as closely as possible, the order of former inventories, so that a comparison can readily be made at the Department. A copy of each inventory should be carefully preserved among the Consular records.
Correspondence of Consular Officers with the Department of State.
112. All communications addressed to the Department, as well as inclosures, must be written on cap paper, in a fair, legible hand, on every page leaving an inch margin on each side of the page. Despatch paper of the prescribed form will be supplied by the Department upon requisition therefor.
113. All despatches must be numbered consecutively, beginning with the acceptance of the office, and continuing, consecutively, during the term of the incumbent. A ViceConsular Officer, acting in the absence of his principal, or when from a vacancy or other cause he is in charge of the
office, should continue the series of numbers of the principal or of the late Consul, as the case may be. This series will, in the case of a vacancy, be continued until the entry of a successo upon his duties. A new series should not be begun with the new year; and the series of numbers of despatches to the Department of State must not be used in communications to other Departments.
Despatch re stricted to one sub
114. Each despatch is, as far as possible, to be confined to one subject, and is to be divided into paragraphs when ject. treating of the several parts of a subject.
of certain subordi
115. The official correspondence of Consular Agents, and Correspondence of Marshals, Interpreters, and Consular Clerks, will be sub- nates. mitted to the examination of the principal Consular Officers to whom they are subordinate or to whose offices they are assigned. Consular Agents are not authorized to address the Department of State directly, or to make their reports or returns, except through their respective superiors. The despatches of Marshals, Interpreters, and Consular Clerks will be addressed to the Assistant Secretary of State.
. 116. All despatches to the Department of State should Form of despatch. begin upon the third page of the sheet. The second line on the first page should contain the number of the despatch and the station of the Consulate; the third line, the date of the despatch; the fifth line, the name of the Consular Officer and of the Assistant Secretary of State; the seventh line, the general subject of the despatch; and the subsequent lines of that and the following page (if necessary), a synopsis of the contents. A pro forma despatch is furnished by the Department. (Forms Nos. 6 and 7.)
117. Ia transmitting inclosures in despatches, the contents of the inclosures are to be briefly stated in the body of the despatch, and attention is to be directed to such points contained in them as may appear to be particularly deserving of notice. In each case, following the signature, the Consul should subjoin a "List of Inclosures," showing the names of the persons by and to whom the inclosure is written, and the subject.
118. All extracts from newspapers, sent as inclosures, must be neatly cut out and pasted upon cap paper, corresponding in size with the despatch. When printed papers