Administrative Assistant / Secretary: Forms of Address

Using the correct form of address helps to create a favorable impression, whether you are communicating in an email, in a letter, by telephone, or in person. This guide provides a list of the correct forms in alphabetical order by the title of the person being addressed.

Handy Reference Chart
Chart Code
 

EA	Envelope address
S	Salutation of a letter
C	Complimentary closing of a letter
SP	Speaking to
WR	Writing about

Abbot

EA	The Right Reverend Jackson Thomasson, O.S.B., Abbot of __________
S	Dear Father Abbot
C	Respectfully yours
SP	Abbot Thomasson or Father Abbot
WR	Father Thomasson

Alderman or Selectman

EA	The Honorable Horace Wauson, The Honorable Julie Seckman
S	Dear Mr./Mrs./Miss/Ms. Wauson
C	Very truly yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Wauson
WR	Mr./Mrs./Miss/Ms. Wauson

Ambassador (United States)

EA	The Honorable Regina A. Strauss, American Ambassador (but in Central or South America: The Ambassador of the United States of America)
S	Sir/Madam or Dear Mr./Madam Ambassador
C	Sincerely yours or Very truly yours
SP	Mr. /Madam Ambassador
WR	the American Ambassador or the Ambassador of the United States

Ambassador (foreign)

EA	His Excellency Tom Jowers, Her Excellency Rosemary Boyd
S	Excellency or Dear Mr. /Madam Ambassador
C	Respectfully yours or Sincerely yours
SP	Mr. /Madam Ambassador
WR	the Ambassador of Spain or the Ambassador

Archbishop (Roman Catholic)

A	The Most Reverend Archbishop of New York or The Most Reverend John C. Terrell, Archbishop of New York
S	Your Excellency or Dear Archbishop Terrell
C	Respectfully yours or Sincerely yours
SP	Your Excellency
WR	the Archbishop of New York or Archbishop Terrell

Archdeacon

A	The Venerable Paul A. Morgan
S	Venerable Sir or My dear Archdeacon
C	Respectfully yours or Sincerely yours
SP	Archdeacon Morgan
WR	the Archdeacon of Los Angeles

Assembly Representative (see Representative, State)
Attorney General (of the United States)

EA	The Honorable Daniel Jones, Attorney General, Washington, DC 20503
S	Dear Mr./Madam Attorney General
C	Sincerely yours or Very truly yours
SP	Mr./Madam Attorney General or Attorney General Jones
WR	the Attorney General or Mr./Mrs./Miss/Ms. Jones

Attorney General (of a state)

EA	The Honorable Marsha Smith or Attorney General of the State of Kansas
S	Sir/Madam or Dear Mr./Madam Attorney General
C	Sincerely yours or Very truly yours
SP	Attorney General Smith
WR	the Attorney General or the State Attorney General or Mr./ Mrs. Miss/ Ms. Smith

Bishop (Roman Catholic)

EA	The Most Reverend Phillip Johnson, Bishop of __________
S	Your Excellency or Dear Bishop Johnson
C	Respectfully yours or Sincerely yours
SP	Bishop Johnson
WR	Bishop Johnson

Bishop (Episcopal, not presiding)

EA	The Right Reverend Mark Lessing, Bishop of __________
S	Right Reverend Sir or Dear Bishop Lessing
C	Respectfully yours
SP	Bishop Lessing
WR	the Episcopal Bishop of __________

Bishop (Episcopal, presiding)

EA	The Most Reverend Peter Brown, Presiding Bishop
S	Most Reverend Sir or Dear Bishop Brown
C	Respectfully yours or Sincerely yours
SP	Bishop Brown
WR	Bishop Brown

Bishop (Methodist)

EA	The Reverend Andrew Carter
S	Reverend Sir or Dear Bishop Carter
C	Respectfully yours or Sincerely yours
SP	Bishop Carter
WR	Bishop Carter

Brother (of a religious order)

EA	Brother Robert, S.J.
S	Dear Brother Robert
C	Respectfully yours or Sincerely yours
SP	Brother Robert
WR	Brother Robert, S.J.

Brother (superior of a religious order)

EA	Brother Thomas, S.J., Superior
S	Dear Brother Thomas
C	Respectfully yours or Sincerely yours
SP	Brother Thomas
WR	Brother Thomas

Cabinet Officer of the United States (current; addressed as “Secretary”)

EA	The Honorable Timothy Dutton, Secretary of State, Washington, DC 20044
S	Sir/Madam or Dear Mr./Madam Secretary
C	Very truly yours or Sincerely yours
SP	Mr. /Madam Secretary
WR	the Secretary of State, Timothy Dutton

Cabinet Officer of the United States (former)

EA	The Honorable James Barker
S	Dear Mr./Mrs./Miss/Ms. Barker
C	Very truly yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Barker
WR	Mr./Mrs./Miss/Ms. Barker

Canon

EA	The Reverend Thomas R. Milford
S	Dear Canon Milford
C	Respectfully yours or Sincerely yours
SP	Canon Milford
WR	Canon Milford

Cardinal (Roman Catholic)

EA	His Eminence John Cardinal Simonton, Archbishop of Chicago, (plus address)
S	Your Eminence or My dear Cardinal Simonton or Dear Cardinal Simonton
C	Respectfully yours or Sincerely yours
SP	Your Eminence or Cardinal Simonton
WR	His Eminence Cardinal Simonton or Cardinal Simonton

Chairperson of a Committee, U.S. Congress

EA	The Honorable John Brown, Chairman, Committee of the United States Senate/House
S	Dear Mr. Chairman/Madam Chairwoman
C	Sincerely yours or Very truly yours
SP	Senator/Congressman/Congresswoman Brown or Mr. Chairman/Madam Chairwoman
WR	Senator Brown or Congressman/Congresswoman Brown or the Chairman/ Chairwoman of the Senate/House Committee on __________

Chancellor of a University (see University Chancellor)
Chaplain (of a college or university)

EA	The Reverend Dean A. Augustine, Chaplain
S	Dear Chaplain Augustine
C	Respectfully yours or Sincerely yours
SP	Chaplain Augustine
WR	Chaplain Augustine

Charge d’Affaires ad interim, United States

EA	Gary K. Wilson, Esq., American Charge d’Affaires ad Interim (or in Central or South America: United States Charge d’Affaires ad Interim)
S	Dear Mr./Mrs./Miss/Ms. Wilson
C	Sincerely yours
SP	Mr./Mrs./Miss/Ms. Wilson
WR	the American Charge d’Affaires in France (or in Central or South America: the United States Charge d’Affaires in France)

Clergy, Lutheran

EA	The Reverend Arthur Anderson (plus address of church)
S	Dear Pastor Anderson
C	Respectfully yours
SP	Pastor Anderson
WR	Pastor Anderson

Clergy, Protestant (no degree, excluding Episcopal)

EA	The Reverend Donald Reese (plus address of church)
S	Dear Mr./Mrs./Miss/Ms. Reese
C	Respectfully yours
SP	Mr./Mrs./Miss/Ms. Reese
WR	The Reverend Mr. Reese

Clergy, Protestant (with degree)

EA	The Reverend Dr. William Johnson
S	Dear Dr. Johnson
C	Respectfully yours
SP	Dr. Johnson
WR	The Reverend Dr. Johnson

Clerk of a Court

EA	Elizabeth Pym, Esq. or Clerk of the Court of __________
S	Dear Mr./Mrs./Miss/Ms. Pym
C	Sincerely yours or Very truly yours
SP	Mr./Mrs./Miss/Ms. Pym
WR	Mr./Mrs./Miss/Ms. Pym

Congressperson (see Representative, Congress)
Consul (United States or other)

EA	John Robert Henderson, Esquire, American (or other) Consul
S	Dear Sir/Madam
C	Very truly yours
SP	Mr./Mrs./Miss/Ms. Henderson
WR	The American Consul in Brazil

Dean (of a cathedral)

EA	The Very Reverend John C. Majors or Dean John C. Majors
S	Dear Dean Majors
C	Sincerely yours or Respectfully yours
SP	Dean Majors
WR	Dean Majors

Dean of a University or College (see University or College Dean)
Doctor of Dentistry/Divinity/Medicine/Philosophy

EA	Deana Fate, D.D.S. or Deana Fate, D.Div. or Deana Fate, M.D. or Deana Fate, Ph.D.
S	Dear Dr. Fate
C	Sincerely yours or Very truly yours
SP	Dr. Fate
WR	Dr. Fate

Governor (of a state)

EA	The Honorable Penny Corson, Governor of New York
S	Dear Governor Corson
C	Respectfully yours
SP	Governor or Governor Corson
WR	Governor Corson

Governor-elect (of a state)

EA	The Honorable Diane Jennings, Governor-elect of Ohio
S	Dear Mr./Mrs./Miss/Ms. Jennings
C	Respectfully yours
SP	Mr./Mrs./Miss/Ms. Jennings
WR	Mr./Mrs./Miss/Ms. Jennings

Governor (of a state, former)

EA	The Honorable Elizabeth Rietz
S	Dear Mr./Mrs./Miss/Ms. Rietz
C	Sincerely yours
SP	Mr./Mrs./Miss/Ms. Rietz
WR	Mrs. Elizabeth Rietz, Former Governor of Ohio

Judge

EA	The Honorable George Smithers, Justice (plus name of court)
S	Sir/Madam
C	Sincerely yours or Very truly yours
SP	Judge Smithers
WR	Judge Smithers

King

EA	His Most Gracious Majesty, King Philip
S	May it please Your Majesty
C	Respectfully
SP	Your Majesty (initially; thereafter: Sir)
WR	His Majesty or King Philip

Lawyer

EA	James Robert Judd, Esq. or Mr./Mrs./Miss/Ms. Judd
S	Dear Mr./Mrs./Miss/Ms. Judd
C	Very truly yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Judd
WR	Mr./Mrs./Miss/Ms. Judd

Lieutenant Governor (of a state)

EA	The Honorable Mary Brown, Lieutenant Governor of Maine
S	Madam/Sir or Dear Mr./Mrs./Miss/Ms. Brown
C	Respectfully yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Brown
WR	Lieutenant Governor Brown

Mayor

EA	His/Her Honor the Mayor or The Honorable Alison Starnes, City Hall (plus city, state)
S	Sir/Madam
C	Very truly yours or Sincerely yours
SP	Mayor Starnes
WR	Mayor Starnes or Mayor of Raleigh

Military Enlisted Personnel (United States)

EA	rank, full name, address
S	Sir/Madam or Dear Sir/Madam
C	Very truly yours
SP	Sergeant Smith, Airman Jones, Private Jackson
WR	Sergeant Smith, Airman Jones, Private Jackson

Military Officer (United States)

EA	rank, full name, address
S	Sir/Madam or Lieutenant Banks, Admiral Banks
C	Very truly yours
SP	Lieutenant Banks, Admiral Banks
WR	Lieutenant Banks, Admiral Banks

Minister, Protestant (no degree)

EA	The Reverend Richard W. Fate
S	Dear Mr./Mrs./Miss/Ms. Fate/Reverend Fate
C	Respectfully yours or Very truly yours
SP	Mr./Mrs./Miss/Ms./Reverend Fate
WR	Mr./Mrs./Miss/Ms./Reverend Fate

Minister, Protestant (with degree)

EA	The Reverend Robert R. Foley, D.D.
S	Dear Dr. Foley
C	Respectfully yours or Very truly yours
SP	Dr. Foley
WR	Dr. Foley

Monsignor, Roman Catholic

EA	The Right Reverend Monsignor Johnson
S	Right Reverend Monsignor Johnson
C	Respectfully yours
SP	Monsignor Johnson
WR	Monsignor Johnson

Pope

EA	His Holiness the Pope, Vatican City, Italy
S	Your Holiness or Most Holy Father
C	Respectfully yours
SP	Your Holiness
WR	His Holiness or the Pope

Premier

EA	His/Her Excellency (full name), Premier of __________
S	Dear Mr./Madam Premier
C	Sincerely yours
SP	Your Excellency
WR	The Premier of __________ or The Premier

President of the United States (current)

EA	The President, The White House, Washington, DC 20500
S	Mr. /Madam President or Dear President Jackson
C	Respectfully yours
SP	Mr./Madam President or Sir/Madam
WR	The President or President Jackson

President of the United States (former)

EA	The Honorable Leslie Crespie
S	Sir/Madam or Dear Mr./Mrs./Miss/Ms. Crespie
C	Respectfully yours
SP	Mr./Mrs./Miss/Ms. Crespie
WR	Former President Crespie or Mr./Mrs./Miss/Ms. Crespie

President of a University or College (see University or College President)
Priest, Episcopal

EA	The Reverend Ann Thomason or if degreed: The Reverend Dr. Ann Thomason
S	Dear Mr./Mrs./Miss/Ms. Thomason or Dr. Thomason or Reverend Thomason
C	Respectfully yours
SP	Mr./Mrs./Miss/Ms. Thomason or Dr. Thomason or Father/Mother Thomason
WR	Father/Mother Thomason or Dr. Thomason

Priest, Roman Catholic

EA	The Reverend Leland Smith (plus initials of his order)
S	Reverend Father (formal) or Dear Father (less formal)
C	Respectfully yours
SP	Father Smith
WR	Father Smith

Prime Minister

EA	His/Her Excellency, Prime Minister of __________
S	Excellency or Dear Mr./Madam Prime Minister
C	Respectfully yours
SP	Mr./Madam Prime Minister
WR	The Prime Minister of __________

Prince

EA	His Royal Highness
S	Sir or Your Royal Highness
C	Respectfully
SP	Your Royal Highness
WR	His Royal Highness or Prince George

Princess

EA	Her Royal Highness
S	Madam or Your Royal Highness
C	Respectfully
SP	Your Royal Highness
WR	Her Royal Highness or Princess Mary

Professor

EA	Professor or Dr. (if Ph.D.) Gary Keith Wilson, Department of Chemistry, Vanderbilt University, Nashville, Tennessee 37235
S	Dear Professor Wilson
C	Very truly yours or Sincerely yours
SP	Professor or Dr. Wilson
WR	Professor or Dr. Wilson

Queen

EA	Her Most Gracious Majesty Queen Anne
S	May it please Your Majesty
C	Respectfully
SP	Your Majesty (initially; thereafter: Ma’am)
WR	Her Majesty, Queen Anne

Rabbi

EA	Rabbi David L. Fader or if degreed: Rabbi David L. Fader, D.D.
S	Dear Rabbi Fader or Dear Dr. Fader
C	Respectfully yours or Sincerely yours
SP	Rabbi Fader
WR	Rabbi Fader

Representative, Congress (current)

EA	The Honorable Douglas Scrimshaw, United States House of Representatives, Washington, DC 20515
S	Dear Sir/Madam or Dear Representative Scrimshaw
C	Very truly yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Scrimshaw
WR	Douglas Scrimshaw, U.S. Representative from __________ or Congressman Douglas Scrimshaw

Representative, Congress (former)

EA	The Honorable Greg Linton (plus local address)
S	Dear Mr./Mrs./Miss/Ms. Linton
C	Very truly yours or Sincerely yours
SP	Mr./Mrs./Miss/Ms. Linton
WR	Mr./Mrs./Miss/Ms. Linton

Representative, State (including Assemblyperson, Delegate)

EA	The Honorable Nancy Northcutt, The State Assembly or House of Representatives or The House of Delegates
S	Dear Mr./Mrs./Miss/Ms. Northcutt
C	Sincerely yours or Very truly yours
SP	Mr./Mrs./Miss/Ms. Northcutt
WR	Mr./Mrs./Miss/Ms. Northcutt, the State Representative or Assemblyperson or Delegate

Secretary of State (of a state)

EA	The Honorable James Cobb or The Secretary of State of __________
S	Dear Mr./Madam Secretary
C	Sincerely yours or Very truly yours
SP	Mr./Mrs./Miss/Ms. Cobb
WR	Mr./Mrs./Miss/Ms. Cobb

Senator, U.S.

EA	The Honorable Larry Zezula, United States Senate, Washington, DC 20510
S	Dear Senator Zezula
C	Sincerely yours or Very truly yours
SP	Senator Zezula or Senator
WR	Senator Zezula or The Senator from __________ or The Senator

Senator (state legislature)

EA	The Honorable Martin Allen, The Senator of __________
S	Dear Senator Allen
C	Sincerely yours or Very truly yours
SP	Senator Allen
WR	Senator Allen

Senator-elect

EA	The Honorable Mary Branson, Senator-elect (plus local address)
S	Dear Mr./Mrs./Miss/Ms. Branson
C	Sincerely yours or Very truly yours
SP	Mr./Mrs./Miss/Ms. Branson
WR	Senator-elect Branson

Sister (member of a religious order)

EA	Sister Mary Martha, S.C.
S	Dear Sister or Dear Sister Mary Martha
C	Respectfully yours or Sincerely yours
SP	Sister Mary Martha
WR	Sister Mary Martha

Sister (superior of a religious order)

EA	The Reverend Mother Superior, S.C.
S	Reverend Mother or Dear Reverend Mother
C	Respectfully yours
SP	Reverend Mother
WR	The Reverend Mother Superior or The Reverend Mother

Speaker, U.S. House of Representatives

EA	The Speaker of the House of Representatives or The Honorable Allan Carl, Speaker of the House of Representatives
S	Dear Mr./Madam Speaker
C	Sincerely yours or Very truly yours
SP	Mr./Madam Speaker or Mr./Mrs./Miss/Ms. Carl
WR	The Speaker or Mr./Mrs./Miss/Ms. Carl

Supreme Court Justice (United States, Associate Justice)

EA	Mr. Anthony Barrett, The Supreme Court, Washington, DC 20543
S	Dear Mr./Madam Justice or Dear Justice Barrett
C	Sincerely yours or Very truly yours
SP	Mr./Madam Justice Barrett
WR	Mr./Madam Justice Barrett

Supreme Court Justice (United States, Chief Justice)

EA	The Chief Justice of the United States (never: The Chief Justice of the Supreme Court)
S	Dear Mr./Madam Chief Justice
C	Respectfully or Respectfully yours
SP	Mr./Madam Chief Justice
WR	The Chief Justice of the United States or The Chief Justice

Supreme Court Justice (State, Associate Justice)

EA	The Honorable Lewis Ritenour, Associate Justice of the Supreme Court of __________
S	Dear Justice Ritenour
C	Sincerely yours or Very truly yours
SP	Mr. /Madam Justice
WR	Mr. /Madam Justice Ritenour or Judge Ritenour

Supreme Court Justice (State, Chief Justice)

EA	The Honorable Margaret W. Smoot, Chief Justice of the Supreme Court of __________
S	Dear Mr./Madam Chief Justice
C	Sincerely yours or Very truly yours
SP	Mr. /Madam Chief Justice or Chief Justice Smoot
WR	Mr./ Madam Chief Justice

United Nations Delegate (United States)

EA	The Honorable Edwin L. Rutherford, United States Permanent Representative to the United Nations, United Nations, New York, NY 10017
S	Dear Mr./Madam Ambassador
C	Respectfully or Sincerely yours
SP	Mr./Madam Ambassador
WR	The United States Representative to the United Nations

United Nations Delegate (foreign)

EA	His Excellency Charles Turner/Her Excellency Allison Turner
S	My dear Mr. /Madam Ambassador
C	Respectfully or Sincerely yours
SP	Mr. /Madam Ambassador
WR	The Representative of Canada to the United Nations

United Nations Secretary-General

EA	His Excellency Juan Perez/Her Excellency Juanita Perez, Secretary General of the United Nations, United Nations, New York, NY 10017
S	Dear Mr. /Madam Secretary-General or Your Excellency
C	Respectfully
SP	Sir/Madam or Mr./Mrs./Miss/Ms. Perez
WR	The Secretary-General of the United Nations

University Chancellor

EA	Dr. Barbara R. Rodgers, Chancellor (plus name and address of university)
S	Dear Dr. Rodgers
C	Sincerely yours or Very truly yours
SP	Dr. Rodgers
WR	Dr. Barbara R. Rodgers, Chancellor of (name or university)

University or College Dean

EA	Dean Hamilton Smythe or Dr. Hamilton Smythe, Dean (plus name and address of university)
S	Dear Dr.Smythe or Dear Dean Smythe
C	Very truly yours or Sincerely yours
SP	Dean Smythe or Dr. Smythe
WR	Dr.Smythe, Dean of (name of university)

University or College President

EA	Dr. Thomas A. Harmon, President or President Thomas A. Harmon (plus name and address of university)
S	Dear President Harmon or Dear Dr. Harmon
C	Sincerely yours or Very truly yours
SP	Dr. Harmon
WR	Dr. Harmon

Vice President of the United States

EA	The Vice President, United States Senate, Washington, DC 20510
S	Dear Mr./Madam Vice President
C	Respectfully
SP	Mr./Madam Vice President
WR	The Vice President

Warrant Officer

EA	Warrant Officer John C. Calhoun, Jr. or Chief Warrant Officer John Smith
S	Dear Mr./Mrs./Miss/Ms. Calhoun
C	Very truly yours
SP	Mr./Mrs./Miss/Ms. Calhoun
WR	Warrant Officer Calhoun or Mr./Mrs./Miss/Ms. Calhoun

Some Additional Guidelines

The Honorable and The Reverend
“The Honorable” is a title of distinction reserved for appointed or elected government officials such as congressional representatives, judges, justices, and cabinet officers. “The Honorable” is never used before a surname alone—for example, The Honorable Thomas Jones, not The Honorable Jones. Also, do not combine “The Honorable” with a common courtesy title, such as “Mr.” or “Ms.”—for example, not The Honorable Mr. Thomas Jones. Never abbreviate “The Honorable” in either forms of address or formal writing.
“The Reverend” should be used in official or formal writing. “The Reverend” is often abbreviated to “The Rev.” or just “Rev.” in informal and unofficial writing. However, when used in conjunction with a full name, “The Reverend” must be used—for example, The Reverend John Reeves or The Reverend Dr. Louise A. McGinnis. Notice that both titles are used with the full name on the envelope address but not in the salutation of the letter. Also note that “The” always precedes these titles.

Esquire
When the title “Esquire” is used, it is always abbreviated after the full name, and no other title is used before the name—for example, James Rogers, Esq. Although the abbreviation “Esq.” is most commonly seen after the surnames of attorneys, it may also be used after the surnames of other professionals—engineers, consuls, architects, court clerks, and justices of the peace. “Esquire” is written in signature lines and addresses but is never used in salutations. It is commonly used regardless of sex, but there are some who object to using “Esquire” as a title for a woman professional.

Women Clergy
The issue of addressing women clergy reflects the problem of our ever-changing vocabulary. In many instances, “Reverend” or “Doctor” will suffice for both men and women, but some denominations address their ordained male members as “Father.” The natural tendency then is to address the female counterpart as “Mother,” but there may be strong resistance to this title from both the individual and the group. Whenever possible in such a situation, try to discover the preference of the individual.

Retired Military
When military officers retire from active duty, they retain their highest rank, and this rank is always used when they are addressed.