Chapter 4 FORMS OF ADDRESS

Transcription

1 Chapter 4 FORMS OF ADDRESS

2 Contents General Titles of Addressees The Honable... _ His (Her) Excellency Abbreviations of Titles and I>egrees Befe Name... ~ After Name... ~ Dr. (Doct) Reverend, Right Reverend, etc Spouse of Distinguished Individual U.S. Citizens Gender Unknown Salutation and Close Salutations Complimentary Closes Examples of Fms of Address Page 42

3 Chapter 4 FORMS OF ADDRESS GENERAL The fms of address in this part are the conventional fms of address as determined by social and official custom. The style of salutation and complimentary close is infmal. Since address fms may vary in certain instances, it is imptant to consult the following rules in conjunction with the relevant address fm in the "Examples of Fms of Address." That way the existing address fms can be used as patterns f other addresses. TITLES OF S Flexibility may be exercised in the use of titles. F example, "The Honable" may be replaced by a title such as "Dr." "General," but it is not used in combination with another title. A title need not be given a separate line. Depending on the length of the names of individual and ganization and on the length of the address, the title could be placed after the last name on a line by itself, preceding either the name the ganization. After leaving a titled position, an individual may opt to retain his her distinctive title (such as "Judge" "General") throughout his her lifetime. The addressee's personal preference should be taken into account when deciding whether not to use a title in such cases. The Honable Written in full, "The Honable" is a title used to address, by name, current and fmer high officials - Presidential appointees, Federal and State elected officials, and mays. As a general rule, other county and city officials are not so addressed. "Honable" is not used by itself. F example: Crect: The Honable May L. Smith Attney General Increct: Honable May L. Smith Attney General "The Honable" is a courtesy title which may, in certain instances, be used with an official title without a name. Cabinet officers and Governs of States may be addressed in this manner. F example: The Honable The Secretary of State The Honable The Govern of Illinois "The Honable" is not used befe a last name alone. When appearing in the text of a letter other communication, "the" is not capitalized. F example: "... the speech given by the Honable John H. Doe". In the United States this title is also used to address ministers of feign embassies in Washington (including career ministers serving as charge d'affaires). F example: Charge d 'Affaires ad interim of Italy Use "The Honable" to address the heads of international ganizations by name, u~less the officials are entitled to "His (Her) Excellency" by virtue of a previous position. F example: Wld Health Organization Geneva, Switzerland His (Her) Excellency The title "His (Her) Excellency" is not, by custom, used to address high officials of the U.S. Government. The title is used, as appropriate, to address by name officers, feign ambassads, feign high officials, and fmer feign high officials by name. F example: Her Excellency (full name) Ambassad of Canada It is customary to omit "His (Her) Excellency" when addressing the British Prime Minister the cabinet officers of certain countries within the British Commonwealth. Any individual once entitled to the title "His (Her) Excellency" may retain it throughout his her lifetime. 43

4 44 U.S. Government Crespondence Manual 1992 ABBREVIATIONS OF TITLES AND DEGREES Befe Name With the exceptions of "Mr."f'Mrs."/and Dr.", do not abbreviate titles preceding full names in an address. Long titles such as "Lieutenant Colonel" and "Brigadier General" may be abbreviated f the sake of balance and appearance in the address when necessary. F example: Lt. Colonel John L. G. Smithson Note that the basic rank is not abbreviated. As in the example immediately above, the salutation would read: Dear Colonel Smithson: After Name Abbreviate designations of degrees, religious and fraternal ders, fellowships, and military service branch titles after a name. Type the initials of an individual degree der with periods but no spaces between them; type military service designations in capital letters without periods. Do not use scholastic degrees in combination with complimentary titles of address with military service ranks, except in the case of "The Reverend." When a name is followed by abbreviations designating religious and fraternal ders scholastic and honary degrees, their sequence is as follows: ders (religious first); theological degrees; academic degrees earned in course; and honary degrees in der of the bestowal. Using me than two degrees is unnecessary. F example: John Doe, D.D., D.Lit. Patricia L. Smith, M.D. Henry Brown, LL.D., Ph.D. Lt. Colonel Mary Hill, USAF The Reverend Gege Green, D.D. Dr. (Doct) Reverend, Right Reverend, etc. Written in full and preceded by "The", these titles are used in addressing members )f the clergy. They are not abbreviated. F example: The Reverend Paul Carter (clergyman) The Reverend Dr. Paul Carter (clergyman with doctate) The Right Reverend Paul Carter (bishop) Spouse of Distinguished Individual An individual does not share a spouse's official title and therefe should be addressed individually by his her own appropriate title and last name. F example: The American Ambassad and Mrs./ Mr. Doe U.S. Citizens In addressing U.S. citizens, complimentary titles should not appear in combination with any other title with abbreviations indicating scholastic degrees (except "The Reverend"). F example: John Smith, A.B., Ph.D. not Mr. John Smith, A.B., Ph.D. but The Reverend Dr. Geoffrey Ownye Gender Unknown Address an individual whose gender is unknown by first and last name. Do not use a complimentary title. This abbreviated title is used befe the names of persons who have acquired entitling degrees. It is not used in combination with the abbreviation indicating such degrees. F example: Dr. Jane Evans Jane Evans, M.D. not Dr. Richard Roe, Ph.D.

5 Chapter 4 - Fms of Address 45 SALUTATION AND CLOSE Salutations When a woman occupies a high government position, substitute the title "Madam" f "Mr." befe such fmal titles as "President," "Vice President," "Chairman," "Secretary," and "Ambassad." Substitute the appropriate title of"miss," "Mrs.," "Ms." f "Mr." when the surname, rather than a fmal title, follows. F example: Dear Madam Secretary: (Cabinet officer) Dear Madam Ambassad: Dear Mrs. Smith: (Member of the House of Representatives) hut Dear Senat Smith: (Member of U.S. Senate) Dear Ms. Jones: When it is not known if the addressee is a man woman, use the name as given. F example: Dear R.C. Roe: Infmal Salutation-This fm of salutation is the most commonly used in the United States. Unless the person holds a title, the salutation is usually "Dear Mr./ Miss/ Mrs./ Ms. (last name)." F example: Dear Mr./Miss/Mrs./Ms. Jones: Dear Senat Doe: Dear General Smith: Dear Mr. Brown: hut not Dear Reverend Brown: Examples of salutations to letters petitions having multiple signers are listed in the Appendix to this Chapter. In official crespondence, the titles of top-ranking government officials such as the President, Vice President, Chief Justice, Secretary, and Ambassad are never used with the individual's last name. Instead use the following salutation: Dear Mr. President: Dear Madam Ambassad: In some crespondence, the signing officer may direct the use of a salutation on a first-name basis when the addressee is personally known "My dear (first name)" is not used, however. F example: Dear Bill Dear Mary hut not My dear Cathy Fmal Salutation-"Sir": "Madam": is sometimes used as a fmal salutation in addressing high-ranking Federal, State, local officials. Letters to court officers often carry the salutation "Sir:" "Madam:" when they are addressed to the officer by title rather than by name. Likewise, letters to business firms private ganizations may bear the fmal salutation "Sirs Madams:" "Sirs and Madams:" when the identity of the specific addressees is not known. Modified No Salutation-Some ganizations may elect to omit the "Dear" the entire salutation. Organizations might adopt this infmal style f all crespondence f instances where the gender is unknown an infmal tone is desired f multiple addressees. Complimentary Close Generally, the complimentary close should be as fmal infmal as the salutation. Common practice is to use the infmal complimentary close "" unless otherwise specified in the following list unless another fm is preferred by the signing officer. "Sincerely yours," is another commonly used infmal close. Where the salutation is omitted, the complimentary close is not used.

6 46 U.S. Government Crespondence Manual 1992 EXAMPLES OF FORMS OF ADDRESS The following list shows the address element, salutation, and complimentary close, when used, f certain addressees. 1 THE WHITE HOUSE The President The President The White House Washington, DC Dear Mr./Madam President: Respectfully, The President: Respectfully submitted, Spouse of the President Assistant to the President Fmer President 3 The Vice President Fmer Vice President Direct, Office of Management and Budget Mrs. (full name) Mr. (full name) The White House Washington, DC Assistant to the President The White House Washington, DC (local address) (ZIP Code) Fmal: The Vice President Infmal: The Vice President of the United States Washington, DC The Honable (full Name) (no title) (local address) (ZIP Code) Direct, Office of Management and Budget Washington, DC Dear Mrs./Mr. 2 Dear President Dear Mr./Madam Vice President: Dear Mr./Madam Vice President: THE FEDERAL JUDICIARY The Chief Justice Associate Justice The Clerk of the Supreme Court The Chief Justice The Supreme Court Washington, DC Justice (surname) The Supreme Court Washington, DC The Clerk of the Supreme Court The Supreme Court Washington, DC Dear Chief Justice: Dear Justice

7 Chapter 4 - Fms of Address 47 ADDRESS ON LEITER AND ENVELOPE THE CONGRESS President of the Senate President of the Senate Pro Tempe President of the Senate President Pro Tempe Dear Mr./Madam President: Speaker of the House of Representatives Majity Leader The H.onable (full name) Speaker of the House of Representatives Majity Leader Dear Mr./Madam Speaker: Dear Mr./Madam Leader: Minity Leader United States Senat Majity Leader House of Representatives Minity Leader House of Representatives United States Representative Minity Leader United States Senat (Congressional District office address) Majity Leader House of Representatives Minity Leader House of Representatives House of Representatives Member, United States House of Representatives (local address) (ZIP Code) Dear Mr./Madam Leader: Dear Senat Dear Mr./Madam Leader: Dear Mr./Madam Leader: Dear Congressman, Congresswoman

8 48 U. S. Government Crespondence Manual 1992 Committee Chairman Chairwoman Chair Subcommittee Chairman Joint Committee Chairman 5 Senat-elect Representativeelect Office of a Deceased Senat Representative Chairman, Committee on (name) Chairman, Committee on (name) House of Representatives Chairman, Subcommittee on (name) (name of parent Committee) ' Chairman, Subcommittee on (name) (name of parent Committee) House of Representatives Chairman, Joint Committee on (name) Congress of the United States Washington, DC (ZIP Code) United States Senat-elect Representative-elect (address, if given) Care of the United States Senate House of Representatives Office of the late Senat 6 (full name) Office of the late Representative (full name) House of Representatives Dear Mr. Chairman/ 4 Madam Chairwoman/ Chair: Dear Senat Dear Mr./Madam Chairman: Dear Senat-elect Sincerely Dear Congressman-elect: Sir: Madam: Chaplain of the United States Senate House of Representatives Secretary of the United States Senate The Reverend (full name) Chaplain of the The Reverend (full name) Chaplain of the House of Representatives Secretary of the Senate 7

9 Chapter 4 - Fms of Address 49 Clerk of the House Resident Commissioner Delegate Clerk of the House of Representatives House of Representatives Resident Commissioner from Puerto Rico United States House of Representatives Delegate from (name) United States House of Representatives LEGISLATIVE AGENCIES Comptroller General Comptroller General of the United States Washington, DC Librarian of Congress - Public Printer Librarian of Congress Library of Congress Washington, DC Public Printer U.S. Government Printing Office Washington, DC EXECUTIVE DEPARTMENTS AND INDEPENDENT AGENCIES Cabinet Members Deputy Secretaries Assistant Secretaries Under Secretaries Secretary of (Department) Washington, DC (ZIP Code) Attney General Washington, DC Deputy Secretary of (name of Department) Washington, DC (ZIP Code) Assistant Secretary of (name of Department) Washington, DC (ZIP Code) Under Secretary of (name of Department) Washington, DC (ZIP Code) Dear Mr./Madam Secretary: Dear Mr./Madam Attney General:

10 50 U.S. Government Crespondence Manual 1992 Postmaster General Head of a Federal Agency, Authity, Board Postmaster General Washington, DC (title) (agency name) Dear Mr./Madam Postmaster General: Head of a maj ganization within an agency, if a Presidential appointee Chairman of a Commission ( Board) (title), (ganization name) (agency name) Chairman, (commission name) Dear Mr./Madam Chairman: Chairman of a Permanently Chartered Council Chairman (full name) (commission name) AMERICAN MISSIONS American Ambassad Personal (Special) Representative of the President Personal (Special) Representative of the President American Consul General American Consul American Ambassad (City (Country) Personal Representative of the President of the United States of America to (country) (City) State/Country) Personal Representative of the President of the United States of America to (country) (City) State/Country) Mr. (full name) American Consul General ( American Counsul) (City) (Country) Sir/Madam: (fmal) Dear Mr./Madam: Ambassad: (infmal) Very truly yours, (fmal) (infmal) Dear Ms./Mrs./Miss/Ms.

11 Chapter 4 - Fms of Address 51 ADDRESS ON LETIER AND ENVELOPE FOREIGN DIPLOMATIC MISSIONS TO THE UNITED ST ATES Feign Ambassad in the United States Feign Minister in the United States (head of a Legation) His (Her) Excellency (full name) Ambassad of (Country) Washington, DC (ZIP Code) Minister of (Country) Washington, DC (ZIP Code) Excellency: (fmal) Dear Mr./Madam Ambassad: (infmal) Very truly yours, (fmal) (infmal) Dear Mr./Madam Minister: Feign Minister in Counsel in the United States Minister Counsel Embassy of (Country) Washington, DC (ZIP Code) Dear Mr./Madam Minister: INTERNATIONAL ORGANIZATIONS United States Representative to the United Nations Organization American States United States Representative to the United Nations ( Organization of American States) Sir/Madam: (fmal) Dear Mr./Madam Ambassad: (infmal) Very truly yours, (fmal) (infmal) STATE AND LOCAL GOVERNMENTS Govern of State Lieutenant Govern State Senat State Representative Assemblyman Delegate May Govern of (State) Lieutenant Govern of (State) (State) Senate (State) House of Representatives ( Assembly House of Delegates) May of (City) Dear Govern Dear May

12 52 U. S. Government Crespondence Manual 1992 CHURCH OFFICIALS Minister Past Rect (with doctal degree) Minister Past Rect (no doctal degree) Presiding Episcopal Bishop Episcopal Bishop Episcopal Dean Methodist Bishop The Reverend (full name, degrees) (name of church) The Reverend (full name) (name of church) The Most Reverend (full name, degrees) Presiding Bishop of the Episcopal Church The Right Reverend (full name, degrees) Bishop of (diocese) The Very Reverend (full name, degrees) Dean of (church) The Reverend (full name, degrees) Methodist Bishop Dear Dr. Dear Bishop Dear Bishop Dear Dean Dear Bishop: Monnon Bishop Rabbi (with doctal degree) Rabbi (without doctal degree) Mr. (full name) The Church of Jesus Christ of Latter-day Saints Rabbi (full name, degrees) (Synagogue) Rabbi (full name) (Synagogue) Dear Mr. Dear Dr. Dear Rabbi

13 Chapter 4 - Fms of Address 53 Catholic Cardinal His Eminence (first name) Cardinal (surname) Dear Cardinal Catholic Archbishop The Most Reverend (full name) Archbishop of (archdiocese) Dear Archbishop Catholic Bishop The Most Reverend (full name) Bishop of (diocese) Dear Bishop Catholic Monsign (higher rank) Catholic Monsign (lower rank) The Right Reverend (full name) The Very Reverend (full name) Dear Monsign Dear Monsign (surname Catholic Priest Catholic Mother Superi of an institution The Reverend (full name) initials of der, if any) The Reverend Mother Superi, (initials of der, if used) (name of institution) Dear Father Dear Revered Mother: Orthodox Archbishop Orthodox Bishop Orthodox Priest Chaplain (military services) His Eminence Archbishop (full name) 8-10 East 79th Street New Yk, NY His Grace (full name) Bishop of (name of diocese) The Reverend (full name) (Name of church) Chaplain (full name) (rank, service designation) Your Eminence: Your Grace: Dear Father: Dear Ch:iplain

14 54 U. S. Government Crespondence Manual 1992 MILITARY SERVICES Army, Air Fce, Marine Cps General Lieutenant General Maj General Brigader General (full rank, full name, abbreviation of service) Dear General Colonel Lieutenant Colonel Dear Colonel Maj Captain First Lieutenant Second Lieutenant Dear Maj Dear Captain Dear Lieutenant Chief Warrant Officer Warrant Officer Sergeant Maj Master Sergeant Sergeant First Class Technical Sergeant Staff Sergeant Sergeant Dear Chief Warrant Officer (surname) Dear Warrant Officer Dear Sergeant Cpal Specialist, classes 4 through 9 Private First Class Private Airman First Class Airman Second Class Airman Third Class Basic Airman Dear Cpal Dear Specialist Dear Private Dear Airman Navy, Coast Guard Admiral Vice Admiral Rear Admiral Captain (full rank, full name, abbreviation of service) Dear Admiral Rear Admiral Dear Captain

15 Chapter 4 - Fms of Address 55 Commander Lieutenant Commander Lieutenant Lieutenant Ug) Ensign Chief Warrant Officer Enlistee ADDRESS ON LEITER AND ENVELOPE Dear Commander Dear Lieutenant Dear (rank, surname): All Services Retired Officer (full rank, full name, abbreviation of service), Retired Dear (rank, surname): SERVICE ACADEMY MEMBERS Army Coast Guard Cadet Navy Midshipman Air Fce Air Cadet Cadet (full name) Midshipman (full name) Air Cadet (full name) Dear Cadet Dear Midshipman Dear Air Cadet EDUCATION OFFICIALS President of a College University (with doctal degree President of a College University (without doctal degree) Dean of a School Dr. (full name) President, (name of institution) Mr./Mrs./Miss/Ms. (full name) President, (name of institution) Dean (full name) School of (name) (name of institution) Dear Dr. Dear Dean

16 56 U.S. Government Crespondence Manual 1992 Profess Associate Profess Assistant Profess Profess (full name) Department of (name) (name of institution) Mr. (full name) Associate ( Assistant Profess) Department of (name) (name of institution) Dear Profess Dear Profess PHYSICIANS AND LAWYERS Physician Lawyer (full name), M.D. (City) (State) (Zip Code) Mr./Mrs./Miss/Ms. (full name) Attney at Law Dear Dr. MULTIPLE S One Woman and One Man Two Me Men Mrs./Miss/Ms. (full name) and Mr. (full name) 8 Mr. (full name) and Mr. (full name) Dear Mrs./Miss/Ms. and Mr. Dear Mr. and Mr. Dear Messers. (surname) and

17 Chapter 4 - Fms of Address 57 Two Me Women Mrs./Miss/Ms. (full name) and Mrs./Miss/Ms. (full name) Dear Mrs. and Ms. Dear Mmes. (if married): and Miles. (surnames): (if unmarried) OTHER Unknown Gender Leslie Smith Dear Leslie Smith: All examples should be taken in context with the rules given in Chapter 4. Titles and names of individuals can be found in the "United States Government Manual." i.e., last name. Use The Honable unless the fmer President is entitled to another distinctive title (such as a military one) and prefers to be addressed by it. F example: General (full name): Dear General 4 Dear Mr. Chainnan is most commonly used; however, Madam Chainnan and Chair are options. Consult your agency guidelines the "Congressional Directy." 5 The names of the Standing Committees of the Senate and House of Representatives, as well as those of the Joint Congressional Committees, are listed in the "Congressional Directy." 6 If the name of the late Senat's secretary administrative assistant is known, the letter may be addressed to that person by name. 7 The title is "Mr." "Dr." as appropriate. "Reverend" is not used with the surname alone. 8 A letter to two me persons may be addressed as illustrated to only one of them when the other is mentioned by name in the opening paragraph.