5 FAH-1 H-420
PREPARING LETTERS
(CT:CH-69; 05-23-2023)
(Office of Origin: S/ES)
5 FAH-1 H-421 GENERAL
(CT:CH-69; 05-23-2023)
a. Prepare letters in final form as prescribed in this chapter. See 5 FAH-1 H-500 for guidelines for drafting and preparing Congressional letters; see the Executive Secretariat InfoLink website for guidelines for letters prepared for the Secretary, other Department principals, and the President and Vice President.
b. Use the various features available with word processing software, e.g., preformatted glossary (macro/template), to prepare letters, provided the results are in accordance with the guidelines in this chapter.
5 FAH-1 H-422 STATIONERY
(CT:CH-69; 05-23-2023)
a. Use the Department of State official letterhead stationery for official business only (see 5 FAM 200).
b. Order Department or post letterhead stationery from the GSA Supply Catalog, or request copies from the administrative office supply center in the appropriate organization. All stationery must conform to the standards in 5 FAH-7, Graphics Standards Handbook.
c. Use standard 8 1/2" by 11" Department of State letterhead for the first page of all letters, except those prepared on special stationery for the signature of seventh-floor principals and Assistant Secretaries.
d. At post, place the name of the post two lines below the letterhead.
e. For succeeding pages, use 8 1/2" by 11" white bond paper.
5 FAH-1 H-423 REWRITES
(CT:CH-69; 05-23-2023)
a. When a letter is completely rewritten, mark diagonally through the record copy of the original letter. Staple the old original to the record copy of the new letter if it has record value (significant changes in text, clearances that are not repeated on the rewritten file copy, or instructions for rewriting). If corrections are on the original instead of the file copy, also keep the original. Place the same drafting information on the new letter that was on the old letter. Directly below this line, show the second author's drafting information preceded by "Rewritten:."
b. When a letter is prepared in another office to change the signature only, enter the word "Retyped:" on the line immediately below the identification line, followed by the office symbol, preparer's initials, and date. Include this information on the last page of the official record copy.
5 FAH-1 H-424 FORMATTING LETTERS
5 FAH-1 H-424.1 Margins
(TL:CH-4; 07-31-2002)
Allow at least one inch of space on letters for side, top, and bottom margins on all pages. If necessary, adjust margins so that the letter presents a well-balanced appearance. Keep hyphenation to a minimum and do not hyphenate a word at the end of the last line of text on a page.
5 FAH-1 H-424.2 Date
(CT:CH-69; 05-23-2023)
a. Include the date only if the letter will be signed the day it is prepared. Omit the date if the letter will be dispatched through A/GIS/IPS or post communications center.
b. Place the date below the Department or post letterhead. In the Department, center the date or align it with the "W" in Washington, DC. At post, align the date flush with the first letter in the printed letterhead. Spell out the month followed by the day and year in numerals (e.g., January 25, 2020).
5 FAH-1 H-424.3 Page Number
(CT:CH-69; 05-23-2023)
On succeeding pages, allow a one-inch top margin. Center the page number within the top margin, one-half inch from the top of the page (e.g., -2-). Continue the text from the preceding page, starting below the one-inch top margin.
5 FAH-1 H-424.4 Inside Address
(CT:CH-69; 05-23-2023)
a. Enter the address two to four lines below the date (depending on the length of the letter) flush with the left margin.
b. Limit the address to five single-spaced lines, flush with the left margin. Do not use punctuation, except with common abbreviations. Keep lines less than four inches long and indent carryover lines three spaces from the left margin (see 5 FAH-1 Exhibit H-426).
c. The town or city and state or country must appear on the same line. Spell out the town or city and state and country. Include at least the 5-digit zip code for all addresses in the United States, using the 9-digit zip code, if available.
d. Do not use an "Attention" line (use on envelopes only) or "Subject" line (include subject in opening sentence) on letters.
5 FAH-1 H-424.5 Salutation
(CT:CH-69; 05-23-2023)
a. Use the addressee's title of preference (e.g., Dr., Mrs., etc.).
b. Enter a salutation followed by a colon, flush with left margin and two lines below the last line of the address. The relationship of signing officer and addressee, as well as the subject matter will determine the proper salutation. If the title is unknown, use "Mr.” or "Ms." (see 5 FAH-1 Exhibit H-426).
5 FAH-1 H-424.6 Text
(CT:CH-69; 05-23-2023)
a. Begin text two lines below the salutation. Single-space the entire body of the letter and double-space between paragraphs. Double-space the text in letters with fewer than 8 lines (see 5 FAH-1 Exhibit H-424.6).
b. Prepare the letter in block style (flush with the left margin). To split a paragraph between two pages, at least two lines of the paragraph need to be on each page.
c. Avoid subdividing paragraphs. However, if necessary, indent each subentry and align with the first letter of text using bullets, numbering, or multilevel lists. Example:
- Forward
A. Introduction
1. Chapter
a. Section
d. Quoted text of two lines or less becomes a part of the paragraph. Use both double and single quotation marks. Example: The regulation clearly states "...ambiguous reference such as ‘herein’, ‘above’, and ‘below’ must not be used.” Quoted text of more than two lines is indented one-half inch from the left and right margins and is not to be enclosed in quotes.
e. Do not hyphenate a word at the end of a line or page.
f. Begin text on succeeding pages at least two lines below the page number (see 5 FAH-1 Exhibit H-424).
5 FAH-1 H-424.7 Complimentary Closing
(CT:CH-69; 05-23-2023)
a. Enter the complimentary close two lines below the last line of text, starting at the center point of the page. Use "Sincerely," unless the signing officer prefers a more formal closing (i.e., "Very truly yours").
b. The relationship of the signing officer and addressee, the nature of the letter, and the personal preference of the signing officer will determine if a more formal complimentary close is necessary.
5 FAH-1 H-424.8 Signature Block
(CT:CH-69; 05-23-2023)
Enter the signing officer's name three to five lines below and flush with the complimentary close. Add the title on the next line, directly below the name. If the title requires a carryover line, indent it three spaces. Do not exceed four lines in a signature block. If the letter will be printed on personalized stationery, as for the Secretary, the signature block is just the individual’s name.
5 FAH-1 H-424.9 Replying for a Principal Officer
(CT:CH-30; 10-07-2013)
When answering a letter on behalf of the Secretary or a principal officer, do not use a subscription. Begin the letter with an appropriate phrase, such as "Secretary Doe has asked me to reply...", “The Ambassador appreciated your letter of...", "In the absence of the Secretary...", etc.
5 FAH-1 H-424.10 Enclosures
(CT:CH-69; 05-23-2023)
a. Indicate that material is enclosed with the letter by placing the word "Enclosure(s):" flush with the left margin at least two lines below the signature block. If enclosures are described in the body of the letter, on the line below “Enclosures:”, indent one-half inch from the left margin and add “As stated.” (see 5-FAH-1 Exhibit H-424)
b. Assemble, number, and list each enclosure in the order mentioned in the letter in as few words as possible. Use common abbreviations. Single space and number two or more enclosures consecutively (do not number a single enclosure) directly below "Enclosure(s):" one-half inch from the left margin. Indent any carryover lines 2 spaces from the left margin (see 5 FAH-1 Exhibit H-424).
c. If more space is needed to list enclosures, enter the notation "For enclosures, see following page" in place of the enclosure heading. On a separate numbered page, list all enclosures below the heading "Enclosures:" one-half inch from the left margin.
d. If the enclosure is classified or administratively controlled (SBU), follow the instructions in 5 FAH-1 H-413. Be sure that the overall classification or control designation on the letter is at least equal to the marking on the enclosure.
e. If only the enclosure is classified, add the inscription "(UNCLASSIFIED when separated from enclosures)" directly below the classification in the header and footer of all the pages.
f. Include a copy of the enclosure(s) that is not already a part of the record with the official record copy. Enclosures that are not a part of the official record copy must be properly identified for easy retrieval from the central records.
5 FAH-1 H-424.11 Copies and Distribution
5 FAH-1 H-424.11-1 Copies
(TL:CH-4; 07-31-2002)
a. Keep copies to a minimum and provide information copies on a need-to-know basis. Always include an official record copy (with drafting information and original clearance signatures) for quick and easy retrieval.
b. Follow specific Department (front office) or post procedures for the type and number of office copies.
5 FAH-1 H-424.11-2 Distribution
a. (CT:CH-69; 05-23-2023)
b. When sending copies of letters to other than the addressee, include a statement to this effect in the text. Example: "A copy of this letter is being sent to Mr. John Doe of the Department of Agriculture for his information." (see 5 FAH-1 Exhibit H-424a)
c. Courtesy copies of seventh floor principal letters are not sent; for others, indicate this distribution by placing "cc:" flush with the left margin, two lines below the signature block or enclosure list (see 5 FAH-1 Exhibit H-424.6).
5 FAH-1 H-424.12 Drafting and Clearance Information
(CT:CH-69; 05-23-2023)
a. Record drafting and clearance information on a separate page at the end of the document (see 5 FAH-1 Exhibit H-424.12-3). Start the page with the Approver’s information, including office symbol, name, and title, and add the Approver’s initials on the same line after the document as been approved.
b. Two lines below Approver, record the Drafter’s information: office symbol, name, and contact telephone numbers, including a number at which the Drafter may be reached after normal business hours.
c. List clearance information starting two lines below Drafter, including for each the office symbol, name, and indication of clearance (i.e., “ok”, “info”, “info by request”, or other suitable description as provided on the Executive Secretariat’s InfoLink website.
5 FAH-1 H-425 ASSEMBLY FOR SIGNATURE
(CT:CH-69; 05-23-2023)
a. Arrange the complete package with the original letter on top and follow with the courtesy copy, enclosure, information copy(ies), and file copies, as needed (see 5 FAH-1 Exhibit H-425).
b. If the letter is classified or administratively controlled, prepare the necessary cover sheets and mail receipts (see 5 FAH-1 H-430, Envelopes and Mailing).
c. If required to prepare another type of communication simultaneously (i.e., telegram), keep all outgoing correspondence together for review and signature. Place a routing slip on the assembled papers listing the office symbol and location of each clearing office. List the signing officer last.
5 FAH-1 H-426 FORMS OF ADDRESS
(CT:CH-69; 05-23-2023)
a. The proper address form, salutation, and complimentary close are determined by social and official custom. Use the informal style for the salutation and complimentary close, unless a more formal style is warranted. See 5 FAH-1 Exhibit H-426 for a list of the proper forms of address.
b. To determine correct titles of foreign chiefs of state, heads of government, and foreign diplomats and officials, refer to the resources available on the Executive Secretariat InfoLink, such as the templates for “Letter 8.5x11” and “Letter 7x9”, as well as “Formatting Address Blocks – Guidance”. Additional information can be obtained from the appropriate regional bureau or the Department’s Office of Protocol (S/CPR).
c. At post, consult the protocol officer, the executive section, or the principal officer's secretary for correct titles.
d. Use the most common distinctive and complimentary titles and salutations. For the correct titles of U.S. or foreign government officials, see the U.S. Government Manual, Congressional Directory, U. S. Department of State Telephone Directory, or the appropriate military service register.
5 FAH-1 H-426.1 Titles
(TL:CH-4; 07-31-2002)
a. Use either "Mr." or "Madam" for such formal titles as President, Vice President, Chairman, Secretary, and Ambassador, e.g., Mr. President; Madam Chairman, etc. Address the spouse of a distinguished individual as Mr. or Mrs. and surname.
b. Do not abbreviate the title preceding full names in an address, except Mr., Mrs., or Dr. (Use Ms. in the same manner.) Abbreviate long titles such as "Lieutenant Colonel” or “Brigadier General,” when necessary. Spell out titles in an address for balance and appearance.
c. Abbreviate degree designations, religious and fraternal orders, fellowships, and military service branch titles after a name. Enter the initials of a degree or order with periods and no spaces. Use acronyms without periods, in capital letters for the various military services.
d. Do not combine scholastic degrees, complimentary titles, or military service rank, except with "The Reverend." When a name is followed by abbreviations designating religious and fraternal orders and scholastic and honorary degrees, use the following sequence: orders (religious first, than fraternal orders); theological degrees; academic degrees; and honorary degrees in order of bestowal.
5 FAH-1 H-426.1-1 His or Her Excellency
(TL:CH-4; 07-31-2002)
a. Use "His or Her Excellency" only to address by name foreign ambassadors and other former foreign officials.
b. Omit this title when addressing the British Prime Minister or cabinet officers of certain countries in the British Commonwealth.
c. The title "His or Her Excellency" is retained for life.
5 FAH-1 H-426.1-2 The Honorable
(TL:CH-4; 07-31-2002)
Use "The Honorable" to address:
(1) Current and former Presidential appointees; foreign diplomats in Washington who have the rank of minister (including a career minister serving as chargé d’affaires);
(2) Heads of international organizations (unless otherwise entitled to "His or Her Excellency" from a previous appointment);
(3) Federal and State elected officials; and
(4) Mayors.
(TL:CH-4; 07-31-2002)
Use "Dr." before the names of persons who have earned degrees to warrant the title. Do not combine the title "Dr." with any other title or abbreviation indicating scholastic degrees except "The Reverend."
5 FAH-1 H-426.1-4 Reverend/Right Reverend
(TL:CH-4; 07-31-2002)
Spell out the title when addressing members of the clergy. When a member of the clergy has attained a high scholastic degree level, use the title in combination with the level of scholastic achievement.
5 FAH-1 H-426.2 Salutations
(CT:CH-69; 05-23-2023)
a. Use the formal salutations "Sir" or "Madam" when addressing high-ranking Federal, State, or local officials. Use "Sir" or "Madam" when addressing court officials by title only. For letters to businesses or private organizations, use the formal salutations "Sirs," "Gentlemen," or "Mesdames" when the identity of the specific addressee is not known.
b. Use the informal salutation in Department correspondence. Use the title of preference if known. Otherwise, use Mr. or Ms. and surname, unless the person has a specific title such as Dr. See 5 FAH-1 Exhibit H-426 for examples of salutations.
c. Use the salutation "Dear Friends" only when the Department's response agrees with the writers' concerns. Otherwise, use "Dear Concerned U.S. Citizen" or a more neutral salutation as shown in 5 FAH-1 Exhibit H-426.
d. Use the salutation synonymous with the title for Department of State and other top-ranking government officials, such as Dear Mr. President; Dear Mr. Secretary; or Dear Madam Ambassador, etc.
e. If it is not known whether the addressee is a male or female, use the name as given.
Example: Dear M. C. Doe:
5 FAH-1 H-426.3 Complimentary Close
(CT:CH-69; 05-23-2023)
The complimentary close should reflect the same style as the salutation. Use "Sincerely" or "Sincerely yours", unless another form is preferred by the signing officer.
5 FAH-1 H-427 THROUGH H-429 UNASSIGNED
5 FAH-1 Exhibit H-424
Single-Spaced Letter
(CT:CH-69; 05-23-2023)
Ms. Helen M. Smith
1654 16th Street, N.W.
Washington, DC 20016-1654
Dear Ms. Smith:
This exhibit shows the format for a single-spaced letter and follows the
guidelines in 5 FAH-1 H-424, Formatting Letters. Allow at least one-inch
margins on all sides. Use Department of State or post letterhead stationery
for the first page and plain bond paper for succeeding pages. Omit the date
unless the letter will be signed the same day. Place the date below the
Department or post letterhead. In the Department, center the date or align
it with the “W" in Washington, DC; at post, align the date flush with the first
letter in the printed letterhead. See 5 FAH-1 H-413 for further information
regarding classified letters.
Begin the address two to four lines below the date or classification flush
with the left margin. Enter the salutation two lines below the address flush
with the left margin. Use the personal titles “Mr.” or “Ms.” unless another
title is known or preferred by the addressee. Begin the text two lines below
the salutation. Single space text in block style, and double space between
paragraphs.
Use the complimentary close, “Sincerely” unless the signing officer prefers
another form. Use “Very truly yours” for a more formal closing. Place the
complimentary close two lines below the last line of text, starting at the
center point of the page. Type the signature block three to five lines below
and flush with the complimentary closing.
Identify enclosures in the body of the letter and place “Enclosures:” two
lines below the signature block and flush with the left margin.
Immediately below and indented one-half inch, add “As stated” (see first example below). If enclosures are not identified in the body of the letter,
succinctly list them below “Enclosures:” (see second example below).
On succeeding pages center the page number one-half inch from the top of
the page (e.g., -2-). Continue the text at least three lines below this
number.
Sincerely,
Jane E. Doe
Chief, Personnel Division
Enclosures:
As stated.
Enclosures:
1. Management Survey
2. List of Questions and Answers for Participants
5 FAH-1 Exhibit H-424.6
Double-Spaced Letter
(CT:CH-69; 05-23-2023)
Embassy of the
Seal United States of America
Tokyo, Japan
April 15, 2002
Mr. John B. Doe
President, Correspondence Control
123 Main Street
Paris, France
Dear Mr. Doe:
Double-space the text of a short (8 lines or less), one-paragraph letter. Follow the
same format in 5 FAH-1 Exhibit H-424 for all other parts of the letter. List
enclosures not identified in the body of the letter. If a copy of the letter is to
be sent to someone other than the addressee, indicate this by placing “cc:”
flush with the left margin, two lines below the signature block or enclosure
listing, if used.
Sincerely,
Jane E. Doe
Chief, Personnel Division
cc: A/EX: JAdams
5 FAH-1 Exhibit H-424.12
Drafting and Clearance Information—Letters
(CT:CH-69; 05-23-2023)
A clearance page must be attached as the last page of the main document of
a package (i.e., if the letter is under the cover of an action memo, then the
clearance page for the entire package would be attached to the action
memo). Check templates and guidance on the Executive Secretariat InfoLink
for a list of offices that are required to clear on packages to seventh floor
principals.
Approved: [Bureau] – [Name], [Title] [Initials of approving principal]
Drafted: [Bureau/Office] – [Name], ext. 7-1234 and home/cell: ######-
####
Cleared:
Bureau Name Clearance Status
D: Name
D-MR Name
P Name
S/P Name
R Name
GPA Name
S/CPR Name [required
for correspondence***]
Other clearances as necessary, depending on subject matter covered.
***S/CPR clearance (SCPR-FOA-Clearance@state.gov) is required on
outgoing correspondence to foreign government officials wherein a
hardcopy or electronic signature is requested from a White House principal
(President, Vice President, First Lady, Second Gentleman, or the National
Security Advisor) or Department principal (S, D, D-MR, P, C, or ExecSec), and
should be obtained after all relevant country desk officers have cleared.
5 FAH-1 Exhibit H-425
Assembly for Signature—Letters
(TL:CH-4; 07-31-2002)
5 FAH-1 Exhibit H-426
Forms of Address
(CT:CH-69; 05-23-2023)
This exhibit gives examples of titles, address lines and salutations. Keep in mind that the titles and addresses that would normally fit on one line on a letter or envelope have been moved to the next line and indented. The city/state line is not shown for most Washington, DC, examples. Refer to the resources available on the Executive Secretariat InfoLink, such as the templates for “Letter 8.5x11” and “Letter 7x9”, as well as “Formatting Address Blocks – Guidance”. Additional information can be obtained from the appropriate regional bureau or the Department’s Office of Protocol (S/CPR) For the names and titles of White House staff members, see the current U. S. Government Manual or the Congressional Directory.
THE WHITE HOUSE
ADDRESSEE ADDRESS SALUTATION
|
The President |
The President |
Dear Mr./Madam President: |
|
Former President |
The Honorable |
Dear Mr. (surname): |
|
Wife of the President |
Mrs. (full name) |
Dear Mrs. (surname): |
|
Assistant or Special Asst. to the President |
The Honorable |
Dear Mr./Ms. (surname): |
|
Director, Office of |
The Honorable |
Dear Mr./Ms. (surname): |
THE VICE PRESIDENT
ADDRESSEE ADDRESS SALUTATION
|
The Vice President |
The Vice President |
Dear Mr./Madam Vice President: |
|
Former Vice President |
The Honorable |
Dear Mr. (surname): |
|
Wife of the Vice President |
Mrs. (full name) |
Dear Mrs. (surname): |
THE FEDERAL JUDICIARY – U.S. Supreme Court
ADDRESSEE ADDRESS SALUTATION
|
The Chief Justice |
The Chief Justice |
Dear Chief Justice: |
|
Wife of the Chief Justice |
Mrs. (full name) |
Dear Mrs. (surname): |
|
Associate Justice |
Justice (surname) |
Dear Justice (surname): |
|
The Clerk of the Supreme Court |
The Clerk of the |
Dear Mr./Ms. (surname): |
THE FEDERAL JUDICIARY - Court Officers
ADDRESSEE ADDRESS SALUTATION
|
Presiding Justice |
The Honorable |
Dear Justice (surname): |
|
Judge of a Court |
The Honorable |
Dear Judge (surname): |
|
Clerks of Court |
Clerk of the (name of court; |
Dear Mr./Ms. (surname): |
THE CONGRESS - U.S. Senate
ADDRESSEE ADDRESS SALUTATION
|
President of the Senate |
The Honorable |
Dear Mr./Madam President: |
|
President pro tempore of the Senate |
The Honorable |
Dear Senator (surname): |
|
Majority Leader or Minority Leader |
The Honorable |
Dear Senator (surname): |
|
Committee Chairman |
The Honorable |
Dear Mr./Madam Chairman: |
|
Subcommittee Chairman |
The Honorable |
Dear Mr./Madam Chairman: |
|
Senator |
The Honorable |
Dear Senator (surname): |
|
(District office) |
The Honorable |
Dear Senator (surname): |
|
Senator-elect |
The Honorable |
Dear Mr./Madam (surname): |
|
Former Senator |
The Honorable |
Dear Senator (surname): |
|
Office of a deceased Senator |
Office of the late |
Sirs: or Dear Mr./Ms. |
|
Chaplain of the United States Senate |
The Reverend |
Dear Mr./Dr., etc. (surname): |
|
Secretary of the United States Senate |
The Honorable |
Dear Mr./Ms. (surname): |
THE CONGRESS – U.S. House of Representatives
ADDRESSEE ADDRESS SALUTATION
|
Speaker of the House of Representatives |
The Honorable |
Dear Mr./Madam Speaker: |
|
Majority Leader or Minority Leader |
The Honorable |
Dear Mr./Ms. (surname): |
|
Committee Chairman |
The Honorable |
Dear Mr./Madam Chairman: |
|
Subcommittee Chairman |
The Honorable |
Dear Mr./Madam Chairman: |
|
Representative (Washington, DC office) |
The Honorable |
Dear Mr./Ms. (surname): |
|
(District office) |
The Honorable |
Dear Mr./Ms. (surname): |
|
Representative-elect |
The Honorable |
Dear Mr./Ms. (surname): |
|
Former Representative |
The Honorable |
Dear Mr./Ms. (surname): |
|
Office of a Deceased Representative |
Office of the late |
Sirs/Dear Mr./Ms. |
|
Chaplain of the House of Representatives |
The Reverend |
Dear Mr./Dr., etc. (surname): |
|
Clerk of the House |
The Honorable |
Dear Mr./Ms. (surname): |
|
Resident Commissioner |
The Honorable |
Dear Mr./Ms. (surname): |
|
Delegate |
The Honorable |
Dear Mr./Ms. (surname): |
THE CONGRESS - Joint Committees
NOTE: See the Congressional Directory for the names of the Standing Committees of the Senate and House of Representatives and Joint Congressional Committees.
ADDRESSEE ADDRESS SALUTATION
|
Chairman |
The Honorable |
Dear Mr./Madam Chairman: |
LEGISLATIVE AGENCIES
ADDRESSEE ADDRESS SALUTATION
|
Librarian of Congress |
The Honorable |
Dear Mr./Ms. (surname): |
|
Comptroller General |
The Honorable |
Dear Mr./Ms. (surname): |
|
Public Printer |
The Honorable |
Dear Mr./Ms. (surname): |
EXECUTIVE DEPARTMENTS
NOTE: Cabinet Secretaries represent the following Departments: Agriculture; Commerce; Defense; Education; Energy; Health and Human Services; Housing and Urban Development; Interior; Justice; Labor; State; Transportation; Treasury; and Veterans.
ADDRESSEE ADDRESS SALUTATION
|
Member of the Cabinet |
The Honorable |
Dear Mr./Madam Secretary: |
|
Acting Member of the Cabinet Addressed as Secretary |
The Honorable |
Dear Mr./Ms. (surname): |
|
Deputy Secretary |
The Honorable |
Dear Mr./Ms. (surname) |
|
Under Secretary |
The Honorable |
Dear Mr./Ms. (surname): |
|
Assistant Secretary |
The Honorable |
Dear Mr./Ms. (surname): |
|
Attorney General |
The Honorable |
Dear Mr./Ms Madam |
|
Solicitor General |
The Honorable |
Dear Mr./Ms. Madam |
|
United States Attorney/Mr./Ms. (full name) Marshal |
United States Attorney |
Dear Mr./Ms. (surname): (Marshal) |
|
Commissioner of Internal Revenue |
The Honorable |
Dear Mr./Madam Commissioner: |
|
District Director of Internal Revenue |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
|
Commissioner of Customs |
The Honorable |
Dear Mr./Madam (surname) |
INDEPENDENT AGENCIES
ADDRESSEE ADDRESS SALUTATION
|
Postmaster General |
The Honorable |
Dear Mr./Madam Postmaster General: |
|
Head of a Federal Agency, Authority, or Board Agency, if official is |
The Honorable |
Dear Mr./Ms. (surname): |
|
Head of a major organization within an a Presidential appointee |
The Honorable |
Dear Mr./Ms. (surname): |
|
President of a Commission or Board |
The Honorable |
Dear Mr./Ms. (surname): |
|
Chairman of a Commission or Board |
The Honorable |
Dear Mr./Madam Chairman: |
UNITED STATES MISSIONS
ADDRESSEE ADDRESS SALUTATION
|
U.S. Ambassador |
The Honorable |
Dear Mr./Madam Ambassador: |
|
U.S. Ambassador (with military rank) |
(full rank, full name) |
Dear (rank, surname): |
|
Former U.S. Non-Career Ambassador |
The Honorable |
Dear Mr./Ms. (surname): |
|
Former American Career Ambassador (Public Law 96-465, 94 Stat.2084) |
The Honorable |
Dear Mr./Madam Ambassador: |
|
Personal (Special) Representative of the President |
The Honorable |
Dear Mr./Ms. (surname): |
|
U.S. Chargé d'Affaires ad interim |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
|
U.S. Foreign Service Officer with personal rank of Minister |
The Honorable |
Dear Mr./Ms. (surname): |
|
|
The Honorable |
Dear Mr./Ms. (surname): |
|
U.S. Consul General (Consul, Vice Consul) |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
FOREIGN DIPLOMATIC MISSIONS TO THE UNITED STATES
NOTE: See 5 FAH-1 H-600, Diplomatic Notes, for instructions on preparing diplomatic notes.
ADDRESSEE ADDRESS SALUTATION
|
Foreign Ambassador in the United States |
His (Her) Excellency |
Dear Mr./Madam Ambassador: |
|
Minister (foreign) in the United States (Head of a Legation) |
The Honorable |
Dear Mr./Madam Minister: |
|
Chargé d'Affaires ad interim (foreign) in the United States |
Mr./Madam |
Dear Mr./Madam Chargé d’Affaires: |
|
Charge d’Affaires ad interim (foreign) in the United States with rank of Minister |
The Honorable |
Dear Mr./Madam Foreign Chargé d’Affaires: |
|
Minister Counselor (foreign) in the United States |
The Honorable |
Dear Mr./Madam Minister: |
|
Minister of Economic Affairs (foreign) in the United States |
The Honorable |
Dear Mr./Madam Minister: |
INTERNATIONAL ORGANIZATIONS
NOTE: Follow normal diplomatic procedures to communicate with most international organizations. Address communications to the ranking officer of an international organization that has no full-time representative. Address the official as "The Honorable" unless otherwise entitled to “His (Her) Excellency.”
ADDRESSEE ADDRESS SALUTATION
|
Organization with no Representative to the United States |
The (title of officer) |
Sir:/Madam: |
INTERNATIONAL ORGANIZATIONS - The Organization of American States
ADDRESSEE ADDRESS SALUTATION
|
Secretary General of the Organization of American States |
The Honorable |
Dear Mr./Madam Secretary General: |
|
Assistant Secretary General of the Organization of American States |
The Honorable |
Dear Mr./Ms. (surname): |
INTERNATIONAL ORGANIZATIONS - The United Nations
NOTE: Direct communication with the United Nations is inappropriate. Send all notes for the United Nations through the U. S. Representative, with a cover note containing appropriate instructions. Address the United Nations official as "The Honorable," unless otherwise entitled to “His/Her Excellency.”
ADDRESSEE ADDRESS SALUTATION
|
Secretary General of the United Nations |
The Honorable |
Dear Mr./Madam Secretary |
||
|
United States Representative to the United Nations |
The Honorable |
Dear Mr./Madam Ambassador: |
||
|
Chairman, United States |
Honorable (rank) |
Dear (rank) (surname): |
||
|
Delegation to the United Nations Military Staff Committee |
(full name), (service abbr.) |
|
|
|
Senior Representative of the United States to the General Assembly of the United Nations |
The Honorable |
Dear Mr./Ms. (surname): |
||
|
Senior Military Adviser |
(full rank, full name) |
Dear (rank, surname): |
||
|
U.S. Representative on the Economic and Social Council |
The Honorable |
Dear Mr./Madam Ambassador: |
||
|
U.S. Representative on the United Nations Disarmament Commission |
The Honorable |
Dear Mr./Madam Ambassador: |
||
|
U.S. Representative on the Trusteeship Council |
The Honorable |
Dear Mr./Madam Ambassador: |
||
STATE AND LOCAL GOVERNMENTS
ADDRESSEE ADDRESS SALUTATION
|
State Governor |
The Honorable |
Dear Governor (surname): |
|
Acting State Governor |
The Honorable |
Dear Mr./Ms. (surname): |
|
Lieutenant Governor |
The Honorable |
Dear Mr./Ms. (surname): |
|
Secretary of State of a State |
The Honorable |
Dear Mr./Madam Secretary: |
|
Chief Justice of a State |
The Honorable |
Dear Mr./Madam Chief Justice: |
|
State Attorney |
The Honorable |
Dear Mr./Madam Attorney |
|
State Treasurer, Comptroller, or Auditor |
The Honorable |
Dear Mr./Ms. (surname): |
|
President, State Senate |
The Honorable |
Dear Mr./Ms. (surname): |
|
State Senator |
The Honorable |
Dear Mr./Ms. (surname): |
|
Speaker, State House of Representatives, House of Delegates, or Assembly |
The Honorable |
Dear Mr./Ms. (surname): |
|
State Representative, Assemblyman or Delegate |
The Honorable |
Dear Mr./Ms. (surname): |
|
Mayor |
The Honorable |
Dear Mayor (surname): |
CHURCH OFFICIALS
ADDRESSEE ADDRESS SALUTATION
|
Protestant Minister, Pastor, or Rector (with doctoral degree) |
The Reverend |
Dear Dr. (surname): |
|
Protestant Minister, Pastor, or Rector (no doctoral degree) |
The Reverend |
Dear Rev. Mr. (surname): |
|
Rabbi (with doctoral degree) |
Rabbi (full name, degree) |
Dear Dr./Rabbi (surname): |
|
Rabbi (without doctoral degree) |
Rabbi (full name) |
Dear Rabbi (surname): |
|
Catholic Cardinal |
His Eminence |
Dear Cardinal (surname): |
|
Catholic Archbishop |
The Most Reverend |
Dear Archbishop (surname): |
|
Catholic Bishop |
The Most Reverend |
Dear Bishop (surname): |
|
Catholic Monsignor (higher rank) |
The Right |
Dear Monsignor (surname): |
|
Catholic Monsignor (lower rank) |
The Very |
Dear Monsignor (surname): |
|
Catholic Priest |
The Reverend |
Dear Father (surname): |
|
Catholic Mother Superior of an Institution |
The Reverend |
Dear Reverend Mother: |
|
Catholic Sister |
Sister (full name, order, if used) |
Dear Sister (first or first two given names): |
|
Catholic Brother |
Brother (given name) |
Dear Brother (given name): |
|
Mormon Bishop |
Mr. (full name) |
Dear Mr. (surname): |
|
Presiding Episcopal Bishop |
The Most Reverend |
Dear Bishop (surname): |
|
Episcopal Bishop |
The Right Reverend |
Dear Bishop (surname): |
|
Episcopal Dean |
The Very Reverend |
Dear Dean (surname): |
|
Methodist Bishop |
The Reverend |
Dear Bishop (surname): |
|
Chaplain |
Chaplain (full name) |
Dear Chaplain (surname): |
MILITARY SERVICES - Army, Air Force, Marine Corps
ADDRESSEE ADDRESS SALUTATION
|
General, Lieutenant General, Major or Brigadier General |
(full rank, full name) |
Dear General (surname): |
|
Colonel, or Lieutenant |
(full rank, full name) |
Dear Colonel (surname): |
|
Major |
(full rank, full name) |
Dear Major (surname): |
|
Captain |
(full rank, full name) |
Dear Captain (surname): |
|
First Lieutenant, |
(full rank, full name) |
Dear Lieutenant (surname): |
|
Chief Warrant Officer or Warrant Officer |
(full rank, full name) (address) |
Dear Mr. (surname): |
|
Master Sergeant, Sergeant Major, Sergeant First Class, Technical Sergeant, Staff Sergeant, or Sergeant |
(full rank, full name) |
Dear Sergeant (surname): |
|
Corporal |
(full rank, full name) |
Dear Corporal (surname): |
|
Specialist, classes |
(full rank, full name) |
Dear Specialist (surname): |
|
Private First Class, or Private |
(full rank, full name) |
Dear Private (surname): |
|
Airman First Class |
(full rank, full name) |
Dear Airman (surname): |
|
Retired Officer |
(full rank, full name) |
Dear (rank, surname): |
MILITARY SERVICES – Navy
ADDRESSEE ADDRESS SALUTATION
|
Admiral, Vice Admiral, Rear Admiral |
(full rank, full name) |
Dear Admiral (surname): |
|
Captain |
(full rank, full name), |
Dear Captain (surname): |
|
Commander, Lieutenant Commander |
(full rank, full name) |
Dear Commander (surname): |
|
Lieutenant, Lieutenant Junior Grade |
(full rank, full name) |
Dear Lieutenant (surname): |
|
Ensign |
(full rank, full name) |
Dear Ensign (surname): |
|
Chief Warrant Officer 4 |
(full rank, full name) |
Dear Chief Warrant Officer (surname): |
|
Master Chief Petty Officer, |
(full rank, full name) |
Dear Chief Petty Officer Senior (surname): |
|
Petty Officer First Class |
(full rank, full name) |
Dear Petty Officer (surname): |
|
Seaman |
(full rank, full name) |
Dear Seaman (surname): |
|
Retired Officer |
(full rank, full name) |
Dear (rank, surname): |
SCHOOL OFFICIALS
ADDRESSEE ADDRESS SALUTATION
|
University or College |
Dr. (full name) |
Dear Dr. (surname): |
|
University or College |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
|
Dean of a School |
(full name, degree) |
Dear Dr. (surname): |
|
Dean of a School |
(full name) |
Dear Dean (surname): |
|
Professor, Associate |
Professor Dr. (full name, degree) |
Dear Dr. (surname): |
|
Professor, Associate |
Professor (full name) |
Dear Professor (surname): |
|
Associate Professor, |
Mr. (full name) |
Dear Professor (surname): |
PHYSICIANS AND LAWYERS
ADDRESSEE ADDRESS SALUTATION
|
Physician |
(full name), M.D. |
Dear Dr. (surname): |
|
Lawyer |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
|
Doctor of Medicine (M.D.) |
Full name, M.D. |
Dear Dr. (surname): |
PRIVATE INDIVIDUALS and ORGANIZATIONS
NOTE: Always use the title of preference. The nature of the correspondence, the writer's position, and the signing officer's preference, will determine the salutation. Boys under 13 may be addressed as “Master” and the full name. In cases where there are multiple signers or long names, use a general salutation such as Friends or Concerned Americans. Use "Friends," but only for nonprofessionals (students), and never for petitions. The salutations "and Associates" and "and Colleagues" indicate a professional working relationship, while "Members" is general for organizations.
ADDRESSEE ADDRESS SALUTATION
|
One individual |
Mr./Ms. (full name) |
Dear Mr./Ms. (surname): |
|
Two or more individuals |
Mr. and Mrs. |
Dear Mr. and Mrs. (surname): |
|
|
Mr. (full name) and |
Dear Mr. (surname) and |
|
|
Mrs. (full name) and |
Dear Mrs. (surname) and Miss (surname) |
|
|
Ms. (full name) and |
Dear Ms. (surname) and Mr. (surname): |
|
|
Ms. (full name) and |
Dear Ms. (surname) and Ms. (surname): |
|
Men |
Messrs. (full name) |
Dear Messrs. (surname) and (surname): |
|
Married Women |
Mmes. (full name) |
Dear Mmes. (surname) and (surname): |
|
Unmarried Women |
Misses (full name) |
Dear Misses (surname) and (surname) |
|
Same Surname |
Messrs. (given name) and (full name) |
Dear Messrs. (surname): |
|
Organizations |
Members |
Dear Members (etc.): |
|
|
Mr. (full name) and Associates or (Colleagues) |
Dear Mr. (surname) and Associates (etc.): |
|
Informal groups |
Ms. (full name) and |
Dear Students: |
|
Petitions |
Ms. (full name) and |
Dear Ms. (surname) and |