I am reminded of the number of times (very few) in which a diplomatic mission is required to open a condolence book. As an ambassador, I have signed several condolence books, all for former post-holders – UN Sec-Gen Kofi Annan, the Emir of Kuwait, the Foreign Minister of the United Kingdom, the Chancellor of Germany. In 2019, the Malaysian embassies worldwide were asked to open a condolence book for His Majesty Sultan Ahmad Shah of Pahang, the father of the King of Malaysia (Yang DiPertuan Agong) at the time.

When the Japanese Government opened the Condolence Book for their former Prime Minister, Shinzo Abe, the number of diplomatic personalities who signed the book everywhere around the world was simply staggering. Nearly every single Head of Government came to the respective Japanese Embassy to sign the book.

Which led me to realise that the Condolence Book is yet another important diplomatic practice steeped in tradition.

First, a condolence book opened by an embassy must be at the instruction of headquarters (the Ministry of Foreign Affairs). Consideration of whether to open such a book is made taking into account the person’s last-held post, his/her contribution to the country, and his/her standing on the world stage. Therefore, the demise of a run-of-the-mill Minister of Youth and Sports of a country is unlikely to generate the instruction to open a condolence book. (Sorry!)

Second, the Third Person Note which the embassy sends out to the host country’s Ministry of Foreign Affairs and to all the embassies in that country is bordered in black; it is not a normal Third Person Note, it is a Third Person Note ‘clothed’ in black. In that Third Person Note, the details of the opening of the condolence book are laid out: the date(s), timing, venue. Intricate details of the deceased person, including the CV or how the person died, are never sent out with the Third Person Note.

Third, a writing table is set up, with the condolence book (a special book for this purpose), a pen and pen holder, a picture of the deceased, and the table flag of the country. Normally a small flower arrangement is also placed on the table for decorative purposes. Officers and staff of the embassy are then put on alert to receive guests and usher them into the room where the table is placed.

An informal practice of calling up first has grown out of this tradition. If a foreign ambassador will be signing the condolence book, the ambassador’s office will always notify the embassy that is opening the condolence book, of this fact. This will then allow the ambassador of that embassy, or a very senior officer, to receive the visiting ambassador. If a Minister, Prime Minsiter, or President is coming, then the usual courtesies and protocol are ramped up even higher.

The embassy will always set up a a holding room since there is normally a queue to sign the condolence book from among the diplomatic corps. In this instance, seniority and junior status in diplomacy takes a back seat since whoever arrives first will be asked to sign the condolence book on behalf of their country.

Fourth, messages in condolence books are always handwritten. The ambassador who represent his/her country in signing the book should be able to write there and then, and not have another piece of paper (or something similar) on standby. The messages would be similar – expression of loss, message written on behalf of country and head of state, mourning the passing. If there was any personal contact, then that can be included, but this is very rare.

Then the diplomat signs his/her name, the country they represent, and the date of the message.

Fifth, every new message must begin on a new page. So a very popular leader would need several condolence books.

What happens to the books after everything is completed? The books are sent back to capital, and then sent on to the bereaved family for safekeeping. It is theirs to do as they wish.