The Secretary to the President has issued a new circular – Circular No. PS/SB/Circular/1/2025 –  providing updated guidelines for Government ministries and institutions regarding their interactions with foreign states, international organisations, diplomatic missions accredited to Sri Lanka, and Sri Lankan missions abroad. 

This circular amends the previous guidelines issued under Circular No. PS/EAD/Circular/16/2022 on 9 January 2023 and has been put into immediate effect from 1 January.

Upon inquiry about the circular, the Presidential Secretariat confirmed issuing it.  

The new set of directives is expected to streamline and systematise formal and functional interactions between various Sri Lankan State organs – including ministries, Provincial Councils, and departments – and foreign governments and diplomatic entities. 

The guidelines are designed to ensure that all interactions are consistent, organised, and aligned with national policies, contributing to a more coordinated approach in dealing with foreign states and international institutions.

In line with the directive from the President, all relevant officials within ministries, Provincial Councils, and departments are instructed to strictly adhere to the guidelines. 

The institutions have also been urged to inform their respective ministers, governors, chief ministers, and other key personnel about the contents of this circular.

According to the circular, on several occasions, requests have been made to the Ministry in charge of Foreign Affairs at very short notice to arrange official meetings with foreign dignitaries for Sri Lankan ministers and senior officials travelling abroad. 

In some instances, multiple visits by Sri Lankan dignitaries to the same foreign capital have occurred successively. This has prompted questions from foreign states about the necessity and rationale for such visits, often for similar purposes. 

Additionally, Sri Lanka’s missions abroad, which operate with limited staff and resources, face significant challenges when asked to facilitate such visits without adequate prior notice, leading to difficulties and delays.

The circular has also noted that Sri Lanka’s missions abroad are sometimes not informed about the visits of Sri Lankan ministers and senior officials to their countries of accreditation. This lack of communication has led to complications, preventing the mission from offering necessary assistance during these visits, according to the circular.

Furthermore, it has been observed that certain ministries have made direct requests to Sri Lanka’s missions abroad, and in some cases, to foreign government entities, for arranging facilities and other logistics for Sri Lankan VIPs making official or non-official visits. 

The circular specifies that this practice is inappropriate from both administrative and protocol perspectives, as well as in terms of foreign relations. Therefore, all requests for visits abroad must now be channelled solely through the Ministry in charge of Foreign Affairs. 

Sri Lanka’s missions abroad have been instructed not to entertain direct requests except in emergency situations, and even then, only in consultation with the Ministry of Foreign Affairs.

To avoid any complications, the circular mandates that all visit requests be rationalised, submitted well in advance, and routed through the Ministry of Foreign Affairs. These requests will be processed by the ministry, which will consider the foreign relations implications and provide guidance to missions abroad on the necessary actions. 

High-level appointments in many countries require significant lead time for coordination and this process ensures that all visits are appropriately planned.

Additionally, prior approval from the President must be obtained before any official visit abroad is undertaken.

Also, the circular outlines that before extending an invitation to a foreign dignitary to visit Sri Lanka during discussions abroad, the Ministry of Foreign Affairs must be consulted. This is to ensure that such visits align with Sri Lanka’s diplomatic priorities and foreign policy objectives. 

The potential benefits of the visit, as well as proper scheduling, considering the available resources, will also be evaluated.