FORMS OF ADDRESS

[Courtesy Titles]  [Profession Ratings]  [Academic Degrees]  [Reverend]  [Rabbi]   [Esquire]  [The Honorable]  [Military Ranks]  [Government Officials]

Most people who hold a title, a professional affiliation, or an academic degree are proud to have those titles or affiliations attached to their names. Not being sensitive or knowledgeable enough to know when and where to use these titles can cause offense. Here’s a detailed rundown of how to use these titles.

Appear: envelope, inside address, salutation
Precede: full name or surname only
      Mr. Jonathan Campbell, Miss Campbell
Separated from name by comma: no
Special Rules: Mr. is never used in the typed or the written signature.
Mrs., Miss, and Ms. are optional in the typed signature, but they must be enclosed in parentheses.
      (Miss) Adele Johnston
Mrs., Miss, and Ms. are used in the typed signature when the woman has a preference about being addressed as Miss, Mrs., or Ms.
Mrs., Miss, and Ms. are never used in the written signature.
Never use Ms. with a woman’s married name. Ms. Janet Litz, not Ms. David Arwood
Plurals: Mr.—Messrs.     Mrs.—Mesdames      Miss—Misses    Ms.—Mses., Mss.

Professional Ratings and Affiliations: P.E., C.P.S., A.I.A., etc.

Appear: envelope, inside address, optional in typed signature
Follow: surname
Separated from name by comma: yes
Used with courtesy titles: no
Special Rules: They are never used in the written signature. They are not necessary in the typed signature if they appear in the printed letterhead.

Academic Degrees: M.D., D.D.S., D.V.M., Ph.D., D.D., etc.

Appear: envelope, inside address, typed and written signature
Follow: surname
Separated from name by comma: yes
Used with courtesy titles: no
      Jeanne Kelly, Ph.D., not Mrs. Jeanne Kelly, Ph.D.
      Dr. Kirkpatrick, not Dr. Kirkpatrick, M.D.

Appears: envelope, inside address, salutation
Precedes: full name or surname only
      Professor James Wilson, Professor Wilson
Separated from name by comma: no
Used with courtesy titles: no
      Professor James Wilson, not Mr. Wilson, Professor
Special Rules: Avoid abbreviating when using with surname only.
      Professor Brock, not Prof. Brock
Use Professor in the salutation when it’s followed by a surname.
      Dear Professor Brock, not Dear Professor
Never use Professor in the typed or the written signature.
Plural: When addressing more than one professor at once, do not abbreviate the word professor.
      Professors Brock and Edwards, not Profs. Brock and Edwards

  The Reverend (The Rev.)

Appears: envelope, inside address, optional in typed signature
Precedes: full name or surname
Separated from name by comma: no
Used with courtesy titles: yes
Special Rules: A first name or a courtesy title must intervene between The Reverend and the surname.
      The Reverend Miss Ward, The Reverend Ann Ward, The Reverend Dr. Ward,
      not The Reverend Ward
Never use The Reverend in the written signature.
Do not use The Reverend in the salutation.
Use Mrs., Miss, Mr., Dr., Father, Chaplain, etc., in the salutation.
      Dear Miss Ward, not Dear Reverend or Dear Reverend Ann Ward
Plural: The Reverends, The Revs.

Rabbi

Appears: envelope, inside address, salutation, typed or written signature
Precedes: full name or surname
      Rabbi David Gold, Rabbi Gold
Separated from name by comma: no
Used with courtesy titles: no
Special Rules: It is permissible to use Rabbi or Dr. in the salutation.
      Dear Rabbi Gold, Dear Dr. Gold
Plural: Rabbis

Esquire (Esq.)

Who uses: Attorneys, Consular Corps, architects, professional engineers, Justices of the Peace
Appears: envelope, inside address, typed signature
Follows: surname
Separated from name by comma: yes
Used with courtesy titles: no
      Marilyn Kapstan, Esq., not Dr. Marilyn Kapstan, Esq., or Ms. Marilyn Kapstan, Esq.
Used with business title: yes, the addressee’s business title may appear on the next line
      Marilyn Kapstan, Esq.
      Attorney-at-law
Special Rules: Esq. is never used in the written signature.
Plural: Esqs.

The Honorable (The Hon.)

Who uses: Any high-ranking appointed or elected officials, such as judges, representatives, senators, governors, and the President and the Vice President of the United States
Appears: envelope, inside address
Precedes: full name
Separated from name by comma: no
Used with courtesy titles: yes.
But drop the courtesy title when the addressee’s full name is used.
      The Honorable (Mr., Miss, Ms., Mrs.) Pax
      The Honorable Dr. Pax  The Honorable Roberta Pax
Used with business title: yes
Special Rules: A first name, an initial, or a courtesy title must intervene between The Honorable and the surname.
      The Honorable R. Pax, not The Honorable Pax
This title is retained even after the person no longer holds the office.
The Honorable is never used in the typed or the written signature.
Plural: The Hons.

Military Ranks or Ratings

The proper use in written correspondence of military ranks and ratings can be mind-boggling. The following rules are organized according to where such titles appear in a letter.

Note: Titles of officers are the same in the Army, the Air Force, and the Marine Corps. (The exception to this rule is the top rank in the Marine Corps. It is Commandant of the Marine Corps.)

Envelope, Inside Address
Precede: full name
Followed by: comma and branch of service (abbreviated)
Used with courtesy titles: no
Abbreviations for branches of service:
      United States Navy—USN United States Air Force—USAF
      United States Army—USA United States Coast Guard—USCG
      United States Marine Corps—USMC
Note: Abbreviations for branches of service are typed in all capital letters with no punctuation.
      Captain Robert Stalle, LISAF       Capt Robert Stalle, USAF/USMC
      CAPT Robert Stalle, USN/USCG        CPT Robert Stalle, USA
Note: The abbreviations for ranks and. ratings vary from one branch of service to another and are too exhaustive to be covered in this section. In the examples used here, we have tried to give a balanced representation from each branch. Where slashes and two branches of the service appear, the abbreviations given apply to both. In general, abbreviations for ranks and ratings are used with no punctuation.

Salutation
Precede: surname
General form: Dear (rank/rating) surname
      Dear Commander Stalle        Dear Corporal Stalle
      Dear General Stalle                 Dear Private Stalle
Special Rules: When ranks and ratings appear in the salutation, they are never abbreviated.
For warrant officers and noncommissioned Army officers and for all Navy ranks below commander, the courtesy title and surname are used in the salutation. However, if the addressee is a female, the rank or rating may be used in the salutation.
      Chief Warrant Officer LISAF/LISA—Dear Mr./Ms. Stalle
      Ensign USCG/LISN—Dear Mr./Ms. Stalle
      Cadet (Air Force, Army, Coast Guard Academies)—Dear Cadet Stalle or Dear Mr./Ms. Stalle
      Midshipman (Naval Academy)—Dear Midshipman Stalle or Dear Mr./Ms. Stalle

Typed Signature
Follow: full name
Separated from name by comma: yes
Followed by: comma and branch of service (abbreviated)
Used with courtesy titles: no
Special rules: The above rules apply when abbreviations for ranks and ratings are used in the typed signature.
      Commander—Robert M. Stalle, CDR, LISN/LISCG
      Warrant Officer—Robert M. Stalle, WO, USAF/USA
      Major—Robert M. Stalle, Maj, USAF/USMC Robert M. Stalle, MAJ, USA
Note: If the rank or rating is spelled out in full, it should appear one line below the full name. In this case, the rank or rating should be followed by a comma and the abbreviation for the branch of service.
      Robert M. Stalle
      Captain, USAF/USMC/LISA/USN/USCG

Federal, State, and Local Government Officials

Senator, U.S. and State
Title: The Honorable
Followed by: If U.S.—United States Senate
                      If state—The State Senate or The Senate of
Salutation: Dear Senator Michaels

Representative, U.S. Congress and State (state includes assemblyman, delegate)
Title: The Honorable
Followed by: If U.S.—United States House of Representatives
                      If state—House of Representatives or The State Assembly or The House of Delegates
Salutation: Dear Mr./Ms. Michaels or Dear Representative Michaels

Governor
Title: The Honorable
Followed by: Governor of_________ or The Governor of
Salutation: Dear Governor Michaels
Note: In some states, the Governor is referred to as His/Her Excellency.

Judge—Federal, State, and Local
Title: The Honorable
Followed by: If federal—Judge of the United States, District Court for the __________., District of
                         If state—Judge of the _________ Court or Judge of the Court of
                          If local—Judge of the Court of _________ or Judge of the _________ Court
Salutation: Dear Judge Michaels
Note: The above titles are not used in the written signature. However, they do appear in the typed signature one line below the typed name.
      Edward Michaels                Edward Michaels
      United States Senator       Governor

Alderman
Title: The Honorable
Followed by: Alderman or Alderman Edward/Ellen Michaels
Salutation: Dear Mr./Ms. Michaels or Dear Alderman Michaels

Mayor
Title: The Honorable
Followed by: Mayor of ________
Salutation: Dear Mayor Michaels

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