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NASA Procedures and Guidelines |
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This Document is Obsolete and Is No Longer Used.
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| | TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | AppendixI | AppendixJ | ALL | | |||||
F.1. General.
The forms of address in this appendix are the conventional forms as determined by social and official custom. Since address forms may vary in certain instances, it is important to consult the rules as they appear in the listing in this appendix.
F.2 Titles of Addressees.
a. "The Honorable" is a title used to address current and former officials; e.g., Presidential appointees, Federal and state elected officials, and mayors. "Honorable" is not used by itself. "The Honorable" is not used before a last name alone. When appearing within the text of a letter or other communication, "the" is not capitalized.
b. "The Honorable" may be replaced by a title such as "Dr." or "General," but it is not used in combination with another title.
c. After leaving a titled position, an individual may opt to retain that distinctive title ("Judge," "General," or "The Honorable") throughout his or her lifetime.
F.3 Abbreviation of Titles and Degrees.
a. With the exceptions of "Mr./Ms./Dr.," do not abbreviate titles preceding full names in an address. Long titles such as "Lieutenant Colonel" and "Brigadier General" may be abbreviated for the sake of balance and appearance in the address when necessary; e.g., Lt. Colonel John L. Smith. Note that the basic rank is not abbreviated. The salutation should read, "Dear Colonel Smith."
b. Abbreviate designations of degrees, religious and fraternal orders, and military service branch titles after a name. Type the initials of a degree or order with periods but no spaces between them. Type military service designations in capital letters without periods.
c. Do not use scholastic degrees in combination with complimentary titles of address or with military service ranks, except in the case of "The Reverend." When a name is followed by abbreviations, their sequence is as follows: religious orders first, theological degrees, academic degrees earned in course, and honorary degrees in order of the bestowal. Using more than two degrees is unnecessary. Examples:
John Doe, D.D., D.Lit.
Patricia Smith, M.D.
Henry Brown, LL.D., Ph.D.
Lt. Colonel Mary Hill, USAF
The Reverend George Green, D.D.
F.4. Spouse of Distinguished Individual.
a. An individual does not share a spouse's official title and, therefore, should be addressed individually by his or her own appropriate title and last name.
The American Ambassador and Mrs. Doe
b. In cases of the titled spouse being a female, the following rule applies: Justice Sandra Morgan and Mr. Morgan
c. Not all married women use their husband's name, especially if they use another name professionally.
Senator Diane Strickland and Mr. Richard Blum
The Honorable Patrick Reed and Ms. Brooke Saxon
NOTE: The forms of address listed in this appendix are the conventional forms of address as determined by social and official custom. The style of salutation and complimentary close is informal.
| ADDRESSEE | ADDRESS |
| THE WHITE HOUSE |
| The President | The President The White House Washington, DC 20500 | Dear Mr./Madam President: Respectfully, |
| Spouse of the President | Mrs., Mr. (full name) The White House Washington, DC 20500 | Dear Mrs./Mr. (surname): Sincerely, |
| Assistant to the President | The Honorable (full name) Assistant to the President Executive Office of the President Washington, DC 20500 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Former President | The Honorable (full name) (local address) (ZIP Code) | Dear President, Madam President (surname): Sincerely, |
| The Vice President | The Vice President United States Senate Washington, DC 20510 | Dear Mr./Madam Vice President: Sincerely, |
| The Honorable (full name) The Vice President of the United States Washington, DC 20501 | Dear Mr./Madam Vice President: Sincerely, |
|
| Former Vice President | The Honorable (full name) (no title) (local address) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Director, Office of Management and Budget | The Honorable (full name) Director Office of Management and Budget Executive Office of the President Washington, DC 20503 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| The Honorable (full name) Director Office of Science and Technology Policy Executive Office of the President Washington, DC 20500 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| THE FEDERAL JUDICIARY |
| The Chief Justice | The Chief Justice The Supreme Court of the United States Washington, DC 20543 | Dear Chief Justice: Sincerely, |
| Associate Justice | Justice (surname) The Supreme Court of the United States Washington, DC 20543 | Dear
Justice (surname): Sincerely, |
| The Clerk of the Supreme Court | The Clerk of the Supreme Court The Supreme Court of the United States Washington, DC 20543 | Dear
Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| THE CONGRESS |
| President of the Senate | The Honorable (full name) President of the Senate Washington, DC 20510 | Dear
Mr./Madam President: Sincerely, |
| President of the Senate Pro Tempore | The Honorable (full name) President Pro Tempore United States Senate Washington, DC 20510 | Dear
Mr./Madam President: Sincerely, |
| Speaker of the House of Representatives | The Honorable (full name) Speaker of the House of Representatives Washington, DC 20515 | Dear
Mr./Madam Speaker: Sincerely, |
| Majority Leader or Minority Leader United States Senate | The Honorable (full name) Majority or Minority Leader United States Senate Washington, DC 20510 | Dear
Mr./Madam Leader: Sincerely, |
| United States Senator | The Honorable (full name) United States Senate Washington, DC 20510 or The Honorable (full name) United States Senator (Congressional District office address) (City), (State) (ZIP Code) | Dear Senator (surname): Sincerely, |
| Majority Leader or Minority Leader | The Honorable (full name) Majority or Minority Leader House of Representatives Washington, DC 20515 | Dear Mr./Madam Leader: Sincerely, |
| United States Representative | The Honorable (full name) House of Representatives Washington, DC 20515 or The Honorable (full name) Member, U.S. House of Representatives (local address) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): or Dear Congresswoman (surname): Sincerely, |
| Committee Chair Chairman, Chairwoman Chair | The Honorable (full name) Chairman, Committee on (name) United States Senate Washington, DC 20510 or The Honorable (full name) Chair Committee on (name) House of Representatives Washington, DC 20515 | Dear Mr. Chairman/ Madam Chairwoman/: Chair: Sincerely, Dear Mr. Chairman/Madam Chair: Sincerely, |
| Subcommittee Chairman Chair | The Honorable (full name) Chairman, Subcommitte on (name of parent Committee) United States Senate Washington, DC 20510 or The Honorable (full name) Chair, Subcommittee on (name) (name of parent Committee) House of Representatives Washington, DC 20515 | Dear Mr. Chairman/Madam Chair: Sincerely, |
| Joint Committee Chairman | The Honorable (full name) Chairman (Chair) Joint Committee on (name) Congress of the United States Washington, DC (ZIP Code | Dear Mr. Chairman/Madam Chair: Sincerely, |
| Senator-elect | The Honorable (full name) United States Senator-elect or | Dear Senator-elect (surname): Sincerely, |
| Representative-elect | Representative-elect (address, if known) or Care of the United States Senate or House of Representatives | Dear Congressman-elect: (surname): Sincerely, |
| Office of a Deceased Senator | Office of the late Senator (full name) United States Senate Washington, DC 20510 or | *Sir: or Madam: Senator Sincerely, |
| Representative | Office of the late Representative* (full name) House of Representatives Washington, DC 20515 | |
| Chaplin of the United States Senate | The Reverend (full name) Chaplin of the United States Senate Washington, DC 20510 or | Dear Mr./Mrs./Miss/Ms. (surname):** Sincerely, |
| House of Representatives | The Reverend (full name) Chaplain of the House of Representatives Washington, DC 20515 | |
| Secretary of the United States Senate | The Honorable (full name) Secretary of the Senate United States Senate Washington, DC 20510 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Clerk of the House | The Honorable (full name) Clerk of the House of Representatives Washington, DC 20515 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Resident Commissioner | The Honorable (full name) Resident Commissioner from Puerto Rico House of Representatives Washington, DC 20515 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Delegate | The Honorable (full name) Delegate from (location) House of Representatives Washington, DC 20515 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Comptroller General | The Honorable (full name) Comptroller General of the United States General Accounting Office Washington, DC 20548 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Librarian of Congress | The Honorable (full name) Librarian of Congress Library of Congress Washington, DC 20540 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Public Printer | The Honorable (full name) Public Printer Government Printing Office Washington, DC 20401 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| *If the name of the late Senator's or Representative's secretary or administrative assistant is known, the letter may be addressed to that person by name. **The title is Mr. or Dr., as appropriate. Reverend is not used with the surname alone. |
| EXECUTIVE DEPARTMENTS AND INDEPENDENT AGENCIES |
| Cabinet Members | The Honorable (full name) Secretary of the Interior* Washington, DC 20240 | Dear Mr., Madam Secretary:* Sincerely, |
| The Honorable (full name) Attorney General of the United States Department of Justice Washington, DC 20530 | Dear Mr., Madam Attorney General: Sincerely, |
|
| Deputy Secretaries, Assistant Secretaries, Under Secretaries | The Honorable (full name) Deputy Secretary of Energy Washington, DC 20585 | Dear Mr., Mrs., Miss, Ms. (surname): Sincerely, |
| The Honorable (full name) Assistant Secretary, Legislative Affairs Department of Defense Washington, DC 20301 | ||
| The Honorable (full name) Under Secretary of Housing and Urban Development | ||
| Postmaster General | The Honorable (full name) Postmaster General United States Postal Service Washington, DC 20260 | Dear Mr./Madam/Postmaster General: Sincerely, |
| Head of a Independent Agency, Authority, or Board | The Honorable (full name) (Title) (Agency name) (address) (City) (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Head of a Major Organization within an Agency, if a Presidential Appointee | The Honorable (full name) Under Secretary/Administrator National Oceanic and Atmospheric Administration Department of Commerce Washington, DC 20230 | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Secretary of the Navy Secretary of the Army Secretary of the Air Force | The Honorable (full name) Secretary of the (Navy, Army, Air Force) Department of Defense The Pentagon Washington, DC (ZIP Code) | Dear Mr./Madam Secretary: Sincerely, |
| Chairman of a Commission or Board | The Honorable (full name) Chairman Federal Trade Commission Washington, DC 20580 | Dear Mr./Madam Chairman: Sincerely, |
| AMERICAN MISSIONS |
| American Ambassador | The Honorable (full name) American Ambassador (City), (Country) | Dear Mr./Madam Ambassador: Sincerely, |
| American Consul General or American Consul | The Honorable (full name) American Consul General (or American Consul) (City), (Country) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Personal (Special) Representative of the President | The Honorable (full name) Personal Representative of the President of the United States of America to (country) (address) (City, State/Country) | Dear Mr./Mrs./Miss/Ms.
(surname): Sincerely, |
| INTERNATIONAL DIPLOMATIC MISSIONS/ORGANIZATIONS |
| Foreign Ambassador in the United States | His (Her) Excellency (full name) Ambassador of (country) (local address) (ZIP Code) | Dear Mr./Madam/
Ambassador: Sincerely, |
| United States Representative to the United Nations or Organization of American States | The Honorable (full name) United States Representative to the United Nations (or Organization of American States) (local address) (ZIP Code) | Dear Mr./Madam/Ambassador: Sincerely, |
| Foreign Minister in the United States (Head of a Legation) | The Honorable (full name) Minister of (country) Washington, DC (ZIP Code) | Dear Mr./Madam/Minister: Sincerely, |
| Foreign Minister Counselor in the United States | The Honorable (full name) Minister Counselor Embassy of (country) Washington, DC (ZIP Code) | Dear Mr./Madam/Minister: Sincerely, |
| STATE AND LOCAL GOVERNMENTS |
| Governor | The Honorable (full name) Governor of (State) (City), (State) (ZIP Code) | Dear Governor (surname): Sincerely, |
| Lieutenant Governor | The Honorable (full name) Lieutenant Governor of (State) (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| State Senator | The Honorable (full name) (State) Senate (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| State Representative, Assemblyman, or Delegate | The Honorable (full name) (State) House of Representatives (or Assembly or House of Delegates)* (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Mayor | The Honorable (full name) Mayor of (name of city) (City), (State) (ZIP Code) | Dear Mayor
(surname): Sincerely, |
| President of a Board of Commissioners | The Honorable (full name) President Board of Commissioners of (name of city) (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 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 designated as Senators. |
| CHURCH OFFICIALS |
| Minister Pastor Rector (without doctoral degree) | The Reverend (full name, degrees) (address) (City), (State) (ZIP Code) | Dear Dr. (surname): Sincerely, |
| Minister Pastor Rector (without doctoral degree) | The Reverend (full name) (name of church) (address) (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Presiding Episcopal Bishop | The Most Reverend (full name, degrees) Presiding Bishop of the Episcopal Church (address) (City), (State) (ZIP Code) | Dear Bishop (surname): Sincerely, |
| Episcopal Bishop | The Right Reverend (full name, degrees) Bishop of (diocese) (address) (City), (State) (ZIP Code) | Dear Bishop (surname): Sincerely, |
| Episcopal Dean | The Very Reverend (full name, degrees) Dean of (church) (address) (City), (State) (ZIP Code) | Dear Dean (surname): Sincerely, |
| Methodist Bishop | The Reverend (full name, degrees) Methodist Bishop (address) (City), (State) (ZIP Code) | Dear Bishop (surname): Sincerely, |
| Mormon Bishop | Mr. (full name) The Church of Jesus Christ of Latter Day Saints (address) (City), (State) (ZIP Code) | Dear Mr. (surname): Sincerely, |
| Catholic Cardinal | His Eminence (given name) Cardinal (surname) (address) (City), (State) (ZIP Code) | Dear Cardinal (surname): Sincerely, |
| Catholic Archbishop | The Most Reverend (full name) Archbishop of (diocese) (address) (City), (State) (ZIP Code) | Dear Archbishop (surname): Sincerely, |
| Catholic Bishop | The Most Reverend (full name) Bishop of (city) (address) (City), (State) (ZIP Code) | Dear Bishop (surname): Sincerely, |
| Catholic Monsignor (higher rank) | The Right Reverend Monsignor (full name) (address) (City), (State) (ZIP Code) | Dear Monsignor (surname): Sincerely, |
| Catholic Monsignor (lower rank) | The Very Reverend Monsignor (full name) (address) (City), (State) (ZIP Code) | Dear Monsignor (surname): Sincerely, |
| Catholic Priest | The Reverend (full name) (add initials or Order, if any) (address) (City), (State) (ZIP Code) | Dear Father (surname): Sincerely, |
| Catholic Mother Superior of an Institution | The Reverend Mother Superior (initials of Order, if used) (name of institution) (address) (City), (State) (ZIP Code) | Dear Reverend Mother: Sincerely, |
| Rabbi (with doctoral degree) | Rabbi (full name) (Synagogue) (address) (City), (State) (ZIP Code) | Dear Dr. (surname): Sincerely, |
| Rabbi (without doctoral degree) | Rabbi (full name) (Synagogue) (address) (City), (State) (ZIP Code) | Dear Rabbi (surname): Sincerely, |
| Orthodox Archbishop | His Eminence Archbishop (full name) (address) (City), (State) (ZIP Code) | Your Eminence Sincerely, |
| Orthodox Bishop | His Grace (full name) Bishop of (name of Diocese) (address) (City), (State) (ZIP Code) | Your Grace Sincerely, |
| Orthodox Priest | The Reverend (full name) (name of church) (address) (City), (State) (ZIP Code) | Dear Father: Sincerely, |
| EDUCATIONAL INSTITUTIONS |
| President or Chancellor of a College or University (with doctoral degree) | Dr. (full name) President (name of institution) (address) (City), (State) (ZIP Code) | Dear Dr. (surname): Sincerely, |
| President of a College or University (without doctoral degree) | Mr., Mrs., Miss, Ms. (full name) (name of institution) (address) (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Dean of a School | Dean (full name) School of (name) (name of institution) (address) (City), (State) (ZIP Code) | Dear Dean (surname): Sincerely, |
| Professor | Professor (full name) Department of (name) (name of institution) (address) (City), (State) (ZIP Code) | Dear Professor (surname): Sincerely, |
| Ph.D. | Dr. (full name) (address) (City), (State) (ZIP Code) | Dear Dr. (surname): Sincerely, |
| PHYSICIANS AND LAWYERS |
| Physician | (full name), MD (address) (City), (State) (ZIP Code) | Dear Dr. (surname): Sincerely, |
| Lawyer | Mr., Mrs., Miss, Ms. (full name) Attorney at Law (address) (City), (State) (ZIP Code) | Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, |
| Judge | The Honorable (full name) Judge, Appellate Division The Supreme Court of the State of New York (address) (City), (State) (ZIP Code) | Dear Judge (surname): Sincerely, |
| OTHER |
| Widow | Mrs. (husband's first and last name) or Ms. (wife's full name) (address) (City), (State) (ZIP Code) | Dear Mrs., Ms. (surname): Sincerely, |
| Unknown Gender | Leslie Smith (address) (City), (State) (ZIP Code) | Dear Leslie Smith: Sincerely, |
| MULTIPLE ADDRESSEES |
| Two or More Men | Mr. (full name) and Mr. (full name) (address) (City), (State) (ZIP Code) | Dear Mr. (surname) and Mr. (surname): or Dear Messrs. (surname) Sincerely, |
| Two or More Women | Mrs., Miss, Ms. (full name) and Mrs., Miss, Ms. (full name) (address) (City), (State) (ZIP Code) | Dear Mrs./Ms., Miss (surname) and Mrs./Ms./Miss (surname): Sincerely, |
| One Woman and One Man | Mrs., Miss, Ms. (full name) and Mr. (full name) (address) (City), (State) (ZIP Code) | Dear Mrs./Miss/Ms. (surname) and Mr. (surname): Sincerely, |
| MILITARY SERVICES |
| Army, Air Force, and Marine Corps Officers |
| General Lieutenant General Major General Brigadier General | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear General (surname): Sincerely, |
| Colonel Lieutenant Colonel | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Colonel (surname): Sincerely, |
| Major | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Major (surname): Sincerely, |
| Captain | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Captain (surname): Sincerely, |
| First Lieutenant Second Lieutenant | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Lieutenant (surname): Sincerely, |
| Chief Warrant Officer | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Chief Warrant Officer (surname): Sincerely, |
| Warrant Officer | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Warrant Officer (surname): Sincerely, |
| Navy and Coast Guard Officers Admiral Vice Admiral Rear Admiral | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Admiral (surname): Sincerely, |
| Captain | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Captain (surname): Sincerely, |
| Commander Lieutenant Commander | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Commander (surname): Sincerely, |
| Lieutenant Lieutenant Junior Grade | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Lieutenant (surname): Sincerely, |
| Ensign | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Ensign (surname): Sincerely, |
| Chief Warrant Officer | (full rank, full name, abbreviation of service) (address) (City), (State) (ZIP Code) | Dear Chief Warrant Officer (surname): Sincerely, |
| ALL SERVICES |
| Retired Officer | (full rank, full name, abbreviation of service), (Ret.) (address) (City), (State) (ZIP Code) | Dear (rank, surname): Sincerely, |
| Chaplain | Chaplain (full name) (rank, service designation) (address) (City), (State) (ZIP Code) | Dear Chaplain (surname): Sincerely, |
| SERVICE ACADEMY MEMBERS |
| Army or Coast Guard Cadet | Cadet (full name) (address) (City), (State) (ZIP Code) | Dear Cadet (surname): Sincerely, |
| Navy Midshipman | Midshipman (full name) (address) (City), (State) (ZIP Code) | Dear Midshipman (surname): Sincerely, |
| Air Force Air Cadet | Air Cadet (full name) (address) (City), (State) (ZIP Code) | Dear Air Cadet (surname): Sincerely, |
| MILITARY SERVICES ABBREVIATIONS |
| In some instances, military abbreviations may be used as a form of address, e.g., distribution lists, courtesy copy lists, and envelopes. Refer to the GPO Style Manual's chapter entitled Abbreviations. |
| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | AppendixI | AppendixJ | ALL | |
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