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1. Address and Salutation. Selection of address and salutation formats must take into consideration the position of the addressee. The term "Honorable" is used when addressing all Presidential appointees, Federal and State elected officials, and city mayors. Salutations for persons addressed as "Honorable" should reflect that person's position, e.g., "Dear Senator (surname)," or "Dear Mr. Secretary."
When a woman holds a position that carries a formal title such as "President," "Chairman," or "Ambassador," the salutation would be "Dear Madam President," "Dear Madam Ambassador," or "Dear Madam Chairman."
Unless the person holds a title, the salutation is usually "Dear Mr./Miss/Mrs./Ms. (last name)."
In the event that the addressee's gender is not implied by the first name, i.e., "Leslie Smith," the address should not contain any reference to "Mr." or "Ms." and the salutation should read "Dear Leslie Smith."
2. Specific Examples of Address, Salutation, and Complimentary Closing. The following is a list of sample addresses, salutations, and complimentary closings for certain addressees.
NOTE: "Sincerely," is used for departmental correspondence, and "Sincerely," is used for the Director's correspondence.
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| The President The White House Washington, D.C. 20500 |
Dear Mr./Madam President: Respectfully, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Mrs./Mr. (Full Name) The White House Washington, D.C. 20500 |
Dear Mrs./Mr. (Surname): Respectfully, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Assistant to the President The White House Washington, D.C. 20500 |
Dear Mr./Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| The Vice President (Formal) United States Senate Washington, D.C. 20510 |
Dear Mr./Madam Vice President: Sincerely, (Formal) |
| Honorable (Full Name) (Informal) The Vice President of the United States Washington, D.C. 20510 |
Dear Mr./Madam Vice President: Sincerely, (Informal) |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) (Local Address) |
Dear President (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| The Chief Justice The Supreme Court Washington, D.C. (Zip Code) |
Dear Chief Justice: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Justice (Surname) The Supreme Court Washington, D.C. (Zip Code) |
Dear Justice (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) President of the Senate Washington, D.C. 20510 |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) President Pro Tempore United States Senate Washington, D.C. 20510 |
Dear Mr./Madam President: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Speaker of the House of Representatives Washington, D.C. 20515 |
Dear Mr./Madam Speaker: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) United States Senate Washington, D.C. 20510 or Honorable (Full Name) United States Senator (Home State Address) |
Dear Senator (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) House of Representatives Washington, D.C. 20515 or Honorable (Full Name) Member, United States House of Representatives (Home State Address) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Chairman, Committee on (Name) United States Senate Washington, D.C. 20510 or Honorable (Full Name) Chairman, Committee on (Name) House of Representatives Washington, D.C. 20515 |
Dear Mr./Madam Chairman: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Chairman, Subcommittee on (Name) (Name of Parent Committee) United States Senate Washington, D.C. 20510 or Honorable (Full Name) Chairman, Subcommittee on (Name) (Name of Parent Committee) House of Representatives Washington, D.C. 20515 |
Dear Mr./Madam Chairman: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close | |
|---|---|---|
| Honorable (Full Name) American Ambassador (City), (Country) |
Sir/Madam: Dear Mr./Madam Ambassador: Very truly yours, Sincerely, |
(Formal) (Informal) (Formal) (Informal) |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Mr./Mrs. (Full Name) American Consul General (or American Consul) (City), (Country) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close | |
|---|---|---|
| His Excellency (Full Name) Ambassador of (Country) (or American Consul) Washington, D.C. (Zip Code) |
Excellency: Dear Mr./Madam Ambassador: Very truly yours, Sincerely, |
(Formal) (Informal) (Formal) (Informal) |
| Address on Letter & Envelope | Salutation & Complimentary Close | |
|---|---|---|
| Honorable (Full Name) United States Representative to the United Nations (or Organization of American States) (City), (State) (Zip Code) |
Sir/Madam: Dear Mr./Madam Ambassador: Very truly yours, Sincerely, |
(Formal) (Informal) (Formal) (Informal) |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Secretary of (Name of Department) Washington, D.C. (Zip Code) or Honorable (Full Name) Attorney General Washington, D.C. (Zip Code) |
Dear Mr./Madam Secretary: Sincerely, Dear Mr./Madam Attorney General: Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Deputy Secretary of (Name of Department) Washington, D.C. (Zip Code) or Honorable (Full Name) Assistant Secretary of (Name of Department) Washington, D.C. (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Comptroller General of the United States General Accounting Office Washington, D.C. (Zip Code) or Honorable (Full Name) Chairman, (Name of Commission) Washington, D.C. (Zip Code) or Honorable (Full Name) Director, Office of Management and Budget Washington, D.C. (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, Dear Mr./Madam Chairman: Sincerely, Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Librarian of Congress Library of Congress Washington, D.C. (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Public Printer U.S. Government Printing Office Washington, D.C. (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Governor Of (State) (City), (State) (Zip Code) |
Dear Governor (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Lieutenant Governor Of (State) (City), (State) (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) (State) Senate (City), (State) (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) (Name of State) House of Representatives (or Assembly or House of Delegates) (City), (State) (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| * In most States, the lower branch of the legislature is the House of Representatives. In some States, such as California, New York, New Jersey, Nevada, and Wisconsin, 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. | |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) Mayor of (City) (City), (State) (Zip Code) |
Dear Mayor (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Honorable (Full Name) President, Board of Commissioners of (City) (City), (State) (Zip Code) |
Dear Mr./Mrs./Miss/Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| (Full Rank, Full Name, and Abbreviation of Service) (Retired is added if applicable) (Address) (City), (State) (Zip Code) |
Dear (Rank) (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Dr. (Full Name) President, (Name of Institution) (Address) (City), (State) (Zip Code) |
Dear Dr. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Dean (Full Name) School of (Name) (Name of Institution) (Address) (City), (State) (Zip Code) |
Dear Dean (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Professor (Full Name) Department of (Name) (Name of Institution) (Address) (City), (State) (Zip Code) |
Dear Professor (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| (Full Name), M.D. (Address) (City), (State) (Zip Code) |
Dear Dr. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Mr./Ms. (Full Name) Attorney at Law (Address) (City), (State) (Zip Code) |
Dear Mr./Ms. (Surname): Sincerely, |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Ms. (Full Name) and Mr. (Full Name) (Address) (City), (State) (Zip Code) |
Dear Ms. (Surname) and Mr. (Surname): Sincerely, |
| * A letter to two or more persons may be addressed as illustrated, or to only one of them when the other is mentioned by name in the opening paragraph. | |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Mr. (Full Name) and Mr. (Full Name) (Address) (City), (State) (Zip Code) |
Dear Mr. (Full Name) and Mr. (Full Name) or Gentlemen: Sincerely, |
| * A letter to two or more persons may be addressed as illustrated, or to only one of them when the other is mentioned by name in the opening paragraph. | |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Ms. (Full Name) and Ms. (Full Name) (Address) (City), (State) (Zip Code) |
Dear Ms. (Full Name) and Ms. (Full Name): Sincerely, |
| * A letter to two or more persons may be addressed as illustrated, or to only one of them when the other is mentioned by name in the opening paragraph. | |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Leslie Smith (Address) (City), (State) (Zip Code) |
Dear Leslie Smith: Sincerely, |
| * A letter to two or more persons may be addressed as illustrated, or to only one of them when the other is mentioned by name in the opening paragraph. | |
| Address on Letter & Envelope | Salutation & Complimentary Close |
|---|---|
| Ms. (Wife´s First Name and Last Name) (Address) (City), (State) (Zip Code) |
Dear Ms. (Surname): Sincerely, |
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