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| Orders > Correspondence Manual > Appendix C |
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External forms of address
The standard addresses are the conventional forms of address in general use. Use them as patterns for other addresses. They may be varied under certain circumstances.
(1) The Honorable may be replaced by a title such as General, Dr., or His Excellency, as appropriate.
(2) Use of The Honorable
(a) All Presidential appointees and Federal- and State-elected officials are addressed as The Honorable.
(b) All Mayors are addressed as The Honorable. However, as a general rule, county and city officials are not addressed as The Honorable.
(c) A person once entitled as Governor, Senator, Judge, General, The Honorable, His Excellency, or similar distinctive title may retain the title throughout his/her lifetime.
(3) The title Madam is used before such formal terms as President, Vice President, Chairman, Secretary, Ambassador, and Minister when the position is occupied by a woman.
(4) Use the title Senator for a female member of the Senate, or Senator-elect and use the title of Congresswoman for a female member of the U. S. House of Representatives, Congresswoman-elect.
(5) If correspondence is received from a foreign government official and it is uncertain how the person should be addressed (The Honorable or His Excellency), contact the FHWA Executive Secretariat for assistance. Another source of information is the Department of State, Executive Secretariat, which may be able to answer the inquiry.
General rules to observe when addressing communications to individuals by name and/or title are as follows.
(1) Spell out all titles in the address except Dr., Mr., and Mrs. Do not use two titles with the same meaning. For example:
| Do not use Mr. John Doe, Civil Engineer, or Dr. Paula White, M.D., on the same line. Use: JOHN DOE, P. E., or PAULA WHITE, MD |
(2) If it is not known whether the addressee is a man or woman, use Mr. with the name.
(3) Use Ms. when uncertain whether to use Mrs. or Miss.
(4) Address a person holding a Ph.D. degree as Dr. (Full Name) rather than as The Reverend, Dean, Professor, etc.
When responding to correspondence obviously from a child, use the following forms:
| Female - | Always use Miss |
| Male Ages 1 - 12 |
Master John Doe Dear John: |
| Ages 12 - 18 | John Doe Dear John: |
| Ages 18 + | Mr.John Doe Dear Mr. Doe: |
(6) When any official has military rank or a doctoral degree, use the proper title instead of Mr., Mrs., Miss, or Ms.
Internal forms of address
The following addresses are to be used for correspondence to organizations within DOT.
(1) Standard Addresses for Internal DOT Correspondence.
(2) Standard Addresses for Internal FHWA Correspondence.
The names of Secretarial Officers, Assistant Secretaries, heads of operating administrations, and heads of lower organizational elements may be obtained from the DOT Telephone Directory at http://hqdirectory.dot.gov/orgselect.cfm?type=org
Names and addresses of FHWA Key Field Personnel (Directors of Field Services, Resource Centers and Division Administrators) may be obtained from the FHWA Key Field Personnel Directory at https://fhwaapps.fhwa.dot.gov/foisp/keyfield.jsp
Names and addresses of Governors may be obtained from http://www.nga.org/portal/site/nga/menuitem.b14a675ba7f89cf9e8ebb856a11010a0
Names and addresses of State departments of transportation may be obtained from http://www.transportation.org/?siteid=37&pageid=332
What are the procedures for addressing international mail? Below are the guidelines from the U.S. Postal Service for addressing international mail. If additional guidance is needed check the USPS Web site for international addresses, http://www.usps.com/international/addressingintlmail.htm
Destination Address:
(1) Full address should be in uppercase letters.
(2) The last line of the address block must only include the complete county name (no abbreviations) written in uppercase letters.
(3) An address in a foreign language is permitted if the names of the city province, and country are also indicated in English.
(4) If possible, the address on the envelope should have no more than five lines.
(5) Below are examples provided by the U.S. Postal Service:
MR THOMAS CLARK MS PAULA APPLE EXCEPTION: For addresses to Canada , there must be two blank spaces between the province (ON) and the postal code (KIA 0B1). MS HELEN SAUNDERS |
Sender's Return Address:
(1) The return address showing the Sender's complete name (no first name initials unless trademarked).
Example:
| Mrs. Joyce Browning 6142 N. 18th Avenue Alexandria, VA 22301 USA |
| ADDRESSEE | ADDRESS ON LETTER | SALUTATION AND COMPLIMENTARY CLOSE | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
THE WHITE HOUSE |
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| The President | The President |
Dear Mr./Madam President: or The President: |
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| Spouse of the President |
Mrs. (Full Name) or Mr. (Full Name) |
Dear Mrs./Mr. (Surname): |
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| Assistant to the President |
The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Former President | The Honorable (Full Name) |
Dear President (Surname): |
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| The Vice President |
|
Dear Mr./Madam Vice President: Dear Mr./Madam Vice President: |
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| Former Vice President |
The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Director, Office of Management and Budget |
The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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THE JUDICIARY |
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| The Chief Justice | The Chief Justice |
Dear Chief Justice: |
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| Associate Justice | Justice (Surname) |
Dear Justice (Surname): |
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| Retired Justice | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. Justice: |
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| Presiding Justice | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. Justice: |
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| Judge of a Court | The Honorable |
Dear Judge (Surname): |
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|
The Clerk of the Supreme Court |
The Clerk of the Supreme Court |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Justice of the Peace | The Honorable (Full Name) or Justice of the Peace |
Dear Judge (Mr./Mrs./Miss/Ms.) (Surname): or Dear Sir: |
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| Constable (or Sheriff) | Mr. (Full Name), Constable or The Constable of (District) |
Dear Mr./Mrs./Miss/Ms. (Surname): or Dear Sir: |
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| Lawyer | Mr. (Full Name) or (Full Name), Esq. |
Dear Mr./Mrs./Miss/Ms. (Surname): or Dear Mr./Mrs./Miss/Ms. (Surname): |
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| THE CONGRESS
Senate |
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| President of the Senate (See Vice President) | The Honorable (Full Name) |
Dear Mr./Madam President: |
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President pro tempore |
The Honorable (Full Name) |
Dear Mr./Madam President |
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| United States Senate ( Washington office) or (at District office) |
The Honorable (Full Name) or The Honorable (Full Name) |
Dear Senator (Surname) |
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| Senator-elect | The Honorable (Full Name) or The Honorable (Full Name) |
Dear Senator-elect (Surname) or Dear Senator-elect (Surname): |
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| Former Senator | The Honorable (Full Name) |
Dear Senator (Surname): |
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| Majority Leader or Minority Leader |
The Honorable (Full Name) |
Dear Senator (Surname): |
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| Committee Chairman | The Honorable (Full Name) |
Dear Mr./Madam Chairman: |
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| Subcommittee Chairman [1] | The Honorable (Full Name) |
Dear Mr./Madam Chairman: |
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| Chairman of a Joint Committee | The Honorable (Full Name) |
Dear Mr./Madam Chairman: |
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| Secretary of the Senate | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): |
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| Secretary/Administrative Assistant to a Senator | Mr. (Full Name) |
Dear Mr./Ms. (Surname) |
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| Chaplain of the Senate | The Reverend (Full Name) |
Dear (Title): [2] |
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| THE CONGRESS
House of Representatives |
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| Speaker of the U.S. House of Representatives | The Honorable (Full Name) |
Dear Mr./Madam Speaker: |
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| United States Representative ( Washington office) or (at District office) |
The Honorable (Full Name) or The Honorable (Full Name) |
Dear Congressman/woman (Surname): |
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| Representative-elect | The Honorable (Full Name) or The Honorable (Full Name) |
Dear Representative/Congressman-elect: |
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| Majority Leader or Minority Leader |
The Honorable (Full Name) |
Dear Mr./Madam Leader: |
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| Former Representative | The Honorable (Full Name) |
Dear Representative/Congressman (Surname): |
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| Committee Chairman | The Honorable (Full Name) |
Dear Mr./Madam Chairman: |
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| Subcommittee Chairman [3] | The Honorable (Full Name) |
Dear Mr./Madam Chairman: |
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| Clerk of the House | The Honorable (Full Name) [4] |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Chaplain of the House | The Reverend (Full Name) |
Dear (Title) (Surname): [5] |
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| Office of a Deceased Representative | Ms. (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): [6] |
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| Resident Commissioner | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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LEGISLATIVE AGENCIES |
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| Comptroller General (Head of the General Accounting Office) |
The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Public Printer (Head of U.S. Government Printing Office) | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Librarian of Congress (Head of the Library of Congress) | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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EXECUTIVE DEPARTMENTS |
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| Members of the Cabinet (Addressed as Secretary) |
The Honorable (Full Name) |
Dear Mr./Madam Secretary: |
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| Attorney General (Head of the Department of Justice) | The Honorable (Full Name) |
Dear Mr./Madam Attorney General: |
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| Under Secretary of a Department | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Deputy Secretary of a Department | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Assistant Secretary of a Department | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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INDEPENDENT ORGANIZATIONS |
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| Director of the Office of Management and Budget | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Postmaster General (Head of the U.S. Postal Service) | The Honorable (Full Name) |
Dear Mr./Madam Postmaster General: |
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| Head of a Federal Agency, Authority, or Board | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Head of a Major Organization with an Agency (If the Official is Appointed by the President) | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| President of a Commission | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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| Chairman of a Commission | The Honorable (Full Name) |
Dear: Mr./Madam Chairman: |
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| Chairman of a Board | The Honorable (Full Name) |
Dear: Mr./Madam Chairman: |
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OTHER FEDERAL GOVERNMENT AGENCIES |
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| Commissioner of Internal Revenue | The Honorable (Full Name) |
Dear: Mr./Mrs./Miss/Ms. (Surname): |
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| District Director of Internal Revenue | Mr. (Full Name) |
Dear: Mr./Mrs./Miss/Ms. (Surname): |
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AMERICAN MISSIONS |
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| American Ambassador | The Honorable (Full Name) |
Sir: (Formal) |
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| American Ambassador (With Military Rank) |
(Full Rank) (Full Name) |
Sir: (Formal) or Dear (Rank) (Surname): (Informal) |
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| Former American Ambassador | The Honorable (Full Name) |
Dear Mr./Mrs./Miss/Ms. Ambassador: |
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| American Minister | The Honorable (Full Name) |
Sir: (Formal) |
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| American Minister (With Military Rank) | (Full Rank) (Full Name) |
Sir: (Formal) or Dear (Rank) (Surname): (Informal) |
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| American Consul General or American Consul |
(Full Name) or American Consul |
Dear Mr./Mrs./Miss/Ms. (Surname): |
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MISSIONS TO THE UNITED STATES |
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| Foreign Ambassador in the United States | His Excellency |
Excellency: (Formal) |
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| Foreign Minister in the United States | The Honorable (Full Name) |
Sir: (Formal) |
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Foreign Charge d'Affaires in the United States |
Mr./Mrs./Miss/Ms. (Full Name) |
Sir: (Formal) |
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| THE ORGANIZATION OF AMERICAN STATES | ||||||||||||||
Secretary General of the Organization of American States |
The Honorable (Full Name) |
Sir: (Formal) or Dear Mr. (Dr.) (Surname): |
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Assistant Secretary General of the Organization of American States |
The Honorable (Full Name) |
Sir: (Formal) |
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United States Representative on the Council of the Organization of American States |
The Honorable (Full Name) |
Sir: (Formal) |
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| United Nations Communications to the United Nations are addressed to the United States Representative to the United Nations, through the Department of State. The exceptions to this are communications that are sent directly to the United States Representative including those addressed to the Economic and Social Council, the Disarmament Commission, the Trusteeship Council, and the delegation to the General Assembly (when it is in session). Subject to the exceptions, direct communication with the United Nations is inappropriate. When necessary, the communication should be sent to the Secretary General of the United Nations through the United States Representative by means of a cover letter. |
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| Secretary General of the United Nations |
His Excellency (Full Name) Secretary General of the United Nations New York, New York 10017 |
Excellency: (Formal) Very truly yours, Dear Mr./Madam Secretary General: (Informal) Sincerely, |
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| United States Representative to the United Nations | The Honorable (Full Name) United States Representative to the United Nations New York, New York 10017 |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| Chairman, United States Delegation to the United Nations Military Staff Committee | The Honorable (Full Name) Chairman, United States Delegation United Nations Military Staff Committee United States Mission to the United Nations New York, New York 10117 |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| Senior Representative of the United States to the General Assembly of the United Nations | The Honorable (Full Name) Senior Representative of the United States to the General Assembly of the United Nations New York, New York 10017 |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| Senior Military Advisor to the United States Delegation to the United Nations General Assembly | (Full Rank) (Full Name) |
Dear (Rank) (Surname): Sincerely, |
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| United States Representative to the Economic and Social Council | The Honorable (Full Name) |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| United States Representative to the United Nations Disarmament Commission | The Honorable (Full Name) |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| United States Representative to the Trusteeship Council | The Honorable (Full Name) |
Sir: (Formal) Very truly yours, Dear Mr./Ms. (Surname): (Informal) Sincerely, |
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| STATE AND LOCAL GOVERNMENTS | ||||||||||||||
| Governor of a State | The Honorable (Full Name) |
Dear Governor (Surname): Sincerely, |
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| Acting Governor of a State | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Lieutenant Governor of a State | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Secretary of State of a State | The Honorable (Full Name) |
Dear Mr./Madam Secretary: Sincerely, |
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| Chief Justice of the Supreme Court of a State | The Honorable (Full Name) |
Dear Mr./Madam Chief Justice: Sincerely, |
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| Attorney General of a State | The Honorable (Full Name) |
Dear Mr./Ms. Attorney General: Sincerely, |
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| Treasurer, Comptroller, or Auditor of a State | The Honorable (Full Name) |
Dear Mr./Ms. (Surname) Sincerely, |
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| President of the Senate of a State | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| State Senator | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Speaker of the House of Representatives or the Assembly or the House of Delegates of a State [7] | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| State Representative, Assemblyman, or Delegate | The Honorable (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| State Secretaries of Transportation | Mr./Ms. (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Mayor | The Honorable (Full Name) |
Dear Mayor (Surname): Sincerely, |
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| President of a Board of Commissioners | The Honorable (Full Name) |
Dear Mr./Ms.(Surname): Sincerely, |
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| ECCLESIASTICAL ORGANIZATIONS [8] ROMAN CATHOLIC CHURCH | ||||||||||||||
| The Pope | His Holiness the Pope |
Your Holiness: (Formal) Sincerely, Most Holy Father: (Usual) Sincerely, |
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| Cardinal | His Eminence (Christian Name) Cardinal (Surname) |
Your Eminence: (Formal) Sincerely, Dear Cardinal (Surname): (Informal) Sincerely, |
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| Archbishop | The Most Reverend (Full Name) |
Your Excellency: (Formal) Sincerely, Dear Archbishop (Surname): (Informal) Sincerely, |
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| Bishop | The Most Reverend (Full Name) |
Your Excellency: (Formal) Sincerely, Dear Bishop (Surname): (Informal) Sincerely, |
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| Monsignor [9] | The Very Reverend Monsignor (Full Name) |
Very Reverend Monsignor: (Formal) Sincerely, Dear Monsignor (Surname): (Informal) Sincerely, |
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| Priest | The Reverend [10] (Full Name) (Add Initials of Order, If Any) |
Reverend Sir: (Formal) Sincerely, Dear Father (Surname): (Informal) Sincerely, |
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| Superior of a Sisterhood | The Reverend Mother Superior |
Dear Reverend Mother: (Formal) Sincerely, Dear Mother (Name): (Informal) Sincerely, |
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| Sister of a Sisterhood | Sister (Full Name) |
Dear Sister (Full Name): Sincerely, |
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| Superior of a Brotherhood | Brother (Name) |
Dear Brother: Sincerely, |
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| Member of a Brotherhood | Brother (Full Name) |
Dear Brother (Full Name): Sincerely, |
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| PROTESTANT EPISCOPAL CHURCH [11] | ||||||||||||||
| Bishop | The Right Reverend (Full Name) |
Right Reverend Sir: (Formal) Sincerely, Dear Bishop (Surname): (Informal) Sincerely, |
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| Archdeacon | The Venerable (Full Name) |
Venerable Sir: (Formal) Sincerely, My Dear Archdeacon (Surname): (Informal) Sincerely, |
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| Dean | The Very Reverend (Full Name) |
Very Reverend Sir: (Formal) Sincerely, Dear Dean (Surname): (Informal) Sincerely, |
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| Canon | The Reverend (Full Name) |
Reverend Sir: (Formal) Sincerely, My Dear Canon (Surname): (Informal) Sincerely, |
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| Rector | The Reverend (Full Name) |
Reverend Sir: (Formal) Sincerely, Dear (Dr. or Mr./Ms.) (Surname): (Informal) Sincerely, |
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| CLERGY OF OTHER DENOMINATIONS | ||||||||||||||
| Methodist Bishop | The Reverend (Full Name) |
Reverend Sir/Madam: (Formal) Sincerely, Dear Bishop (Surname): (Informal) Sincerely, |
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| Presbyterian Moderator | The Moderator of (Name) |
My dear Mr./Ms. Moderator: (Formal) Sincerely, Dear (Dr. or Mr./Ms.) (Surname): (Informal) Sincerely, |
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| Rabbi (With Doctoral Degree) | Rabbi (Full Name) |
Dear Dr. (Surname): or Dear Rabbi (Surname): Sincerely, |
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| Rabbi (Without Doctoral Degree) | Rabbi (Full Name) |
Dear Rabbi (Surname): Sincerely, |
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| Mormon President [12] | The President |
Sir: (Formal) Sincerely, Dear Bishop (Surname): (Informal) Sincerely, |
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| Mormon Elder12 | Elder (or Brother)(Full Name) |
Dear Elder (Surname): Sincerely, |
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| Seventh-Day Adventist President12 | The President |
My Dear Mr. President: (Formal) Sincerely, Dear President (Surname): (Informal) |
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| Seventh-Day Adventist Elder12 | Elder (Full Name) |
Dear Elder (Surname): Sincerely, |
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| Minister, Pastor, or Rector (with Doctoral Degree) | The Reverend (Full Name) |
Dear Dr. (Surname): Sincerely, |
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| Minister, Pastor, or Rector (Without Doctoral Degree) | The Reverend (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Chaplain (Military Services) | Chaplain (Full Name) |
Dear Chaplain (Surname): Sincerely, |
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| EDUCATIONAL INSTITUTIONS | ||||||||||||||
| President of a University or College (With Doctoral Degree) | Dr. (Full Name) |
Dear Dr. (Surname): Sincerely |
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| President of a University or College (Without Doctoral Degree) | Mr. (Full Name) |
Dear Mr. (Surname): Sincerely, |
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| President of a Theological Seminary | The Very Reverend (Full Name) |
Dear President (Surname): or Dear Dr. (Surname): |
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| President of a Religious School (Protestant) | The President of (Name of Institution) or The Reverend (Full Name) |
My dear Sir: (Formal) or My dear President (Surname): (Formal) |
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| Dean of a University or College (With Doctoral Degree) | Dr. (Full Name) |
Dear Dr. (Surname): Sincerely, |
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| Dean of a University or College (Without Doctoral Degree) | Dean (Full Name) |
Dear Dean (Surname): Sincerely, |
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| Professor (With Doctoral Degree) | Dr. or Professor (Full Name) |
Dear Dr. (Surname): or Dear Professor (Surname): |
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| Professor (Without Doctoral Degree) | Professor (Full Name) |
Dear Professor (Surname): Sincerely, |
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| Professor in a Theological Seminary | The Reverend Professor (Full Name) |
Dear Professor (Surname): or Dear Dr. (Surname): Sincerely, |
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| Associate Professor or Assistant Professor | Mr. (Full Name) |
Dear Professor (Surname): Sincerely, |
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| Superintendent of Schools (State and Local) |
The Superintendent of (Name) or Dr. (Mr. or Ms.) (Full Name) |
Dear Sir/Madam: Sincerely, Dear Dr. (Mr. or Ms.) (Surname): Sincerely, |
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| Board of Education or Members, Board of Education (State and Local) |
The Board of Education or Mr./Ms. (Full Name) |
Gentlemen/Ladies/Gentlemen and Ladies: Sincerely, Dear Mr./Ms. (Surname): Sincerely, |
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| School Board or Member of School Board |
The (Location) School Board or Mr./Ms. (Full Name) |
Gentlemen/Ladies/Gentlemen and Ladies: Sincerely, Dear Mr./Ms. (Surname): Sincerely, |
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| Principal of a School | Mr./Ms. (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| Teacher | Mr./Ms. (Full Name) |
Dear Mr./Ms. (Surname): Sincerely, |
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| MILITARY ARMY, AIR FORCE, MARINE CORPS | ||||||||||||||
| General, Lieutenant General, Major General, Brigadier General | (Full Grade) (Full Name), |
Dear General (Surname): Sincerely, |
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| Colonel, Lieutenant Colonel | (Same as Above) |
Dear Colonel (Surname): Sincerely, |
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| Major | (Same as Above) |
Dear Major (Surname): Sincerely, |
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| Captain | (Same as Above) |
Dear Captain (Surname): Sincerely, |
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| First Lieutenant, Second Lieutenant | (Same as Above) |
Dear Lieutenant (Surname): Sincerely, |
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| Chief Warrant Officer, Warrant Officer | (Same as Above) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
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| Sergeant Major | (Same as Above) |
Dear Sergeant Major (Surname): Sincerely, |
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| Master Sergeant, Gunnery Sergeant, Technical Sergeant, Staff Sergeant, Sergeant | (Same as Above) |
Dear Sergeant (Surname): Sincerely, |
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| Corporal, Lance Corporal | (Same as Above) |
Dear Corporal (Surname): Sincerely, |
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| Specialist, Classes 4 to 9 | (Same as Above) |
Dear Specialist (Surname): Sincerely, |
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| Private First Class, Private | (Same as Above) |
Dear Private (Surname): Sincerely, |
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| Recruit | (Same as Above) |
Dear Recruit (Surname): Sincerely, |
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| Airman First Class, Airman Second Class, Airman Third Class, Basic Airman | (Same as Above) |
Dear Airman (Surname): Sincerely, |
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| Retired Officer | (Full Grade) (Full Name), |
Dear (Rank) (Surname): Sincerely, |
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| NAVY, COAST GUARD | ||||||||||||||
| Admiral, Vice Admiral, Rear Admiral | (Full Grade) (Full Name), (Abbreviation of Service Designation) |
Dear Admiral (Surname): Sincerely, |
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| Commodore | (Same as Above) |
Dear Commodore (Surname): Sincerely, |
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| Captain | (Same as Above) |
Dear Captain (Surname): Sincerely, |
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| Commander, Lieutenant Commander | (Same as Above) |
Dear Commander (Surname): Sincerely, |
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| Lieutenant | (Same as Above) |
Dear Lieutenant (Surname): Sincerely, |
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| Ensign | (Same as Above) |
Dear Ensign (Surname): Sincerely, |
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| Chief Warrant Officer, Warrant Officer | (Same as Above) |
Dear Chief Warrant Officer (Surname): |
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| Chief Petty Officer | (Same as Above) |
Dear Chief Petty Officer (Surname): Sincerely, |
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| Petty Officer First Class, Petty Officer Second Class, and Petty Officer Third Class | (Same as Above) |
Dear Petty Officer (Surname): Sincerely, |
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| Seaman, Seaman Apprentice, and Seaman Recruit | (Same as Above) |
Dear Seaman (Surname): Sincerely, |
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| Fireman, Fireman Apprentice, and Fireman Recruit | (Same as Above) |
Dear Fireman (Surname): Sincerely, |
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| Airman, Airman Apprentice, and Airman Recruit | (Same as Above) |
Dear Airman (Surname): Sincerely, |
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| Construction Man, Construction Man Apprentice, Construction Man Recruit | (Same as Above) |
Dear Construction Man (Surname): Sincerely, |
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| Hospitalman, Hospitalman Apprentice, Hospitalman Recruit | (Same as Above) |
Dear Hospitalman (Surname): Sincerely, |
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| Dentalman, Dentalman Apprentice, and Dentalman Recruit | (Same as Above) |
Dear Dentalman (Surname): Sincerely, |
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| Stewardsman, Stewardsman Apprentice, Stewardsman Recruit | (Same as Above) |
Dear Stewardsman (Surname): Sincerely, |
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| Retired Officer | (Full Grade) (Full Name), |
Dear (Rank) (Surname): Sincerely, |
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| MILITARY MAIL (OVERSEAS) | ||||||||||||||
| Army | Show full grade; full name, including first name and middle name or initial; social security account number; organizations; and APO number and post office through which mail is to be routed. Example: Gen. Kenneth A. O'Brien, Jr., |
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| Air Force | Show full grade; full name, including first name and middle name or initial; social security account number; Postal Service Center (PSC) box number if served by PSC, or organization if not served by PSC (and box number, if appropriate); and APO number and the post office through which the mail is to be routed. Example: Personnel Served by PSC A1C James LaVar Green, Personnel Served by Unit Mail Room Sgt. Montgomery Stanback, |
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| Navy and Marine Corps | Show full name, including first name and middle name or initial, rank or rating, service number, shore base organization unit with Navy number, or mobile unit designation or name of ship, and the fleet post office (FPO) through which the mail is to be routed. Example: NAVY Mary D. Woodard, AQF-1, 319 04 02 USN USMC Lt. Joseph S. Woodard, 020478, USMC Dependents Residing with Military Personnel Miss Mary D. Woodard |
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| Army and Air Force | Show grade; full name, including first name and middle name or initial; social security account number; organization; military installation; and the State and the ZIP Code. Examples: Personnel Served by PSC Sgt. Keith P. Watkins, FR-212-03-1978 Personnel Served by Unit Mail Room A1C Melvin C. Schott, FR-002-04-1978 |
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| Navy and Marine Corps | Show full name including first name and middle name or initial, rank or rating, service number, organization, military installation and the ZIP Code. Example: Bill T. Hennessee, SK2, 513 02 64 USN M/SGT Bill T. Hennessee, 0204197 USMC Dependents Residing with Military Personnel Master Darrell L. Hennessee |
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| CORPORATIONS, COMPANIES, AND FEDERATIONS | ||||||||||||||
| A Company or Corporation | (Name of Company or Corporation) (Local Address) 00000 |
Ladies and Gentlemen: Sincerely, |
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| A Federation | (Name of Official) (Title), (Name of Federation) (Local Address) 00000 |
Dear Mr./Ms. (Surname): Sincerely, |
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| MEDICAL [13] | ||||||||||||||
| Physician | (Full Name), (Appropriate Abbreviation)
|
Dear Dr. (Surname): Sincerely, |
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| Two Physicians | Drs. (Full Name) and (Full Name) or Drs. (Same Surname) |
Dear Drs. (Surname) and (Surname): or Dear Drs. (Surname): |
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| Dentist | (Full Name), (Appropriate Abbreviation)
|
Dear Dr. (Surname): Sincerely, |
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| Veterinarian | (Full Name), (Appropriate Abbreviation)
|
Dear Dr. (Surname): |
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| Pharmacist | Mr./Ms. (Full Name), (Appropriate Abbreviation) or (Full Name), (Appropriate Abbreviation)
|
Dear Mr./Ms. (Surname): or Dear Dr. (Surname): |
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| Nurse | Mr./Ms. (Full Name), (Appropriate Abbreviation)
|
Dear Mr./Ms. (Surname): Sincerely, |
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| OTHER ADDRESSES SINGLE | ||||||||||||||
| A Man | Mr. (Full Name) (Local Address) 00000 |
Dear Sir: or Dear Mr. (Surname): |
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| An Unmarried Woman [15] | Ms. (Full Name) (Local Address) 00000 |
Dear Ms. (Surname): Sincerely, |
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| A Married Woman or Widow | Mrs. (Husband's Full Name) (Local Address) 00000 |
Dear Mrs. (Surname): Sincerely, |
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| Multiple [16] Two or More Men |
Messrs. (Surname) and (Surname) |
Gentlemen (Surname): |
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| Two or More Men of the Same Name | Messrs. (Given Name) and (Given Name) (Surname) (Local Address) 00000 or The Messrs. (Surname) (Local Address) 00000 |
Dear Messrs. (Surname): Sincerely, or Gentlemen: Sincerely, |
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| Two or More Unmarried Women | The Mses. (Surname) and (Surname) Miss (Full Name) and Miss (Full Name) ( |
Ladies (or Mesdames): Dear Misses (Surname) and (Surname): |
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| Two or More Women | Ms. (Full Name) and Mrs. (Full Name) (Local Address) 00000 |
Ladies (or Mesdames): Sincerely, |
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| One Man and One Woman | Mr. (Full Name) and Ms. (Full Name) or Mr. and Ms. (His Surname and Her Surname Separated by a Hyphen) |
Dear Mr. (Surname) and Ms. (Surname): Sincerely, or Dear Mr. And Mrs. (Surname-Surname) |
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| Men and Women [17] | Ms. (Full Name), Mrs. (Full Name) and Mr. (Full Name) (Local Address) 00000 or Mrs. (Full Name), Mr. (Full Name) and Mrs. (Full Name) (Local Address) 00000 |
Mesdemes and Dear Sir: Sincerely, or Dear Madam and Gentlemen: Sincerely, |
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| SINGLE ADDRESSEES | MULTIPLE ADDRESSEES | |||||||||||||
| The Secretary The Deputy Secretary General Counsel Assistant Secretary for (organizational title) |
Secretarial Officers: | |||||||||||||
| Administrator, Federal Aviation Administration Administrator, Federal Highway Administration Administration, National Highway Traffic Safety Administration Administrator, Federal Railroad Administration Administrator, Federal Transit Administration Administrator, Saint Lawrence Seaway Development Corporation Administrator, Maritime Administration Administrator, Federal Motor Carrier Safety Administration Administrator, Pipeline and Hazardous Materials Safety Administration Administrator, Research and Innovative Technology Administration |
Heads of Operating Administrations: | |||||||||||||
| Chief Counsel Chief Financial Officer Director, Innovative Program Delivery |
Chief Counsel: Chief Financial Officer Director |
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| Associate Administrator for Policy and Governmental Affairs Associate Administrator for Infrastructure Associate Administrator for Planning, Environment, and Realty Associate Administrator for Operations Associate Administrator for Federal Lands Highway Associate Administrator for Safety Associate Administrator for Research, Development and Technology Associate Administrator for Administration Associate Administrator for Civil Rights Associate Administrator for Public Affairs Associate Administrator for Professional and Corporate Development |
Associate Administrators: | |||||||||||||
Offices under all Associate Administrators Offices under one Associate Administrator |
All Program Offices Example: All Administration Program Offices: |
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| Director of Field Services - North Director of Field Services - South Director of Field Services - West |
Directors of Field Services: | |||||||||||||
| Office of Technical Services | Director of Technical Services: | |||||||||||||
| Alabama Division Office (each State has a Division Office plus Puerto Rico and the District of Columbia) |
Division Administrators: | |||||||||||||
| Eastern Federal Lands Highway Division Office Central Federal Lands Highway Division Office Western Federal Lands Highway Division Office |
Federal Lands Highway Division Engineers: | |||||||||||||
[1] If the complete address exceeds five lines, omit the name of the parent committee from the letter. However, the complete address should always be included on the envelope.
[2] The title is Dr., Mr., etc., as appropriate. The title Reverend is not used with the surname alone but may be used with another title; e.g., Reverend Dr. Smith or Rev. Mr. Smith.
[3] See Footnote 1
[4] If the Clerk's name is not known, use only his/her title in the address and Dear M. Clerk: in the salutation.
[5] See Footnote2
[6] If it is not known whether the addressee is a man or a woman, use either the full name such as "Dear Leslie Doe" or "Dear M. Doe."
[7] In most States, the lower branch of the legislature is the House of Representative. In some States, such as California and New York, the lower house is known as the Assembly. In others, such as Maryland, Virginia, and West Virginia, it is known as the House of Delegates. Nebraska has a one-house legislature. Its members are classed as Senators.
[8] Additional ecclesiastical information may be found in The World Almanac and Book of Facts available in the Departmental Library, the GSA Retail Store, and in other publications available from the DOT Library.
[9] There are two classes of Monsignori one (Domestic Prelates) are addressed as The Right Reverend. The other (Papal Chamberlains) are addressed as The Very Reverend. The Official Directory will give the correct designations. In the absence of definite information, it is always courteous to address any Monsignor as The Right Reverend.
[10] In all cases, The Reverend should not be used with a surname only, as The Reverend Smith. To say The Reverend Smith is like saying The Respected Smith. Hence, there must always be an intervening Christian name or initial, or a title such as Dr., Mr., Ms., or Professor between The Reverend and the surname.
[11] The names of the clergy of the Episcopal Church may be found in The Episcopal Church Annual.
[12] The title Reverend is not used in either the Mormon Church or the Seventh-day Adventist. Mr. may be used for any of their ecclesiastical ranks, or preferably Elder for their pastors.
[13] Titles may be used in connection with Dr., except M.D., D.D., or other degree letters that mean Doctor.
[14] These abbreviations do not constitute a complete listing but consist of the most frequently used to serve as a guideline. Appropriate abbreviations may be found in a standard dictionary and other reference books available from the DOT Library and the GSA Retail Store. Reference should also be made to incoming correspondence, if any, for correct degree letters and titles.
[15] In modern usage, women may be addressed by Ms., Mrs., and/or Miss. Married women may assume the name of their husbands or retain the name they had before marriage. In some instances, married couples combine their surnames with a hyphen. In all cases it is the preference of the addressee, when known, that should be followed. Incoming correspondence, if any, should be referenced. For Secretarial correspondence, the Executive Secretariat may be contacted. In the case of local correspondence when such questions arise, a telephone call to the addressee's office may be made to obtain the information. The plural of Ms. is either Mses. Or Mss.
[16] A letter to two or more persons may be addressed as illustrated, or to only one of them when the letter is mentioned by name in the opening paragraph.
[17] When the names of both men and women occur in the inside address, the individual whose name appears first should be addressed first in the salutation.
| Previous: Appendix B - Acronyms | Next: Appendix D - Preparation of Reports to Congress |
