business letters for busy people

14

APPENDIX

Each example lists the following information in the format shown:

Addressee

Form of Address

Salutation

The eight broad categories of address are:

•Professional Ranks and Titles

•Federal, State and Local Government Officials

•Military Ranks

•Military Abbreviations

•Diplomats

•British Nobility

•Clerical and Religious Orders

•College and University Officials

Professional Ranks and Titles

Attorney

Mr. R. Allan Whiteman, Attorney-at-Law or R. Allan Whiteman, Esq.

Dear Mr. Whiteman:

or Dear R. Allan Whiteman, Esq.:

Dentist

Jacqueline Lyster, D.D.S. (Office Address) or

Dr. Jacqueline Lyster (Home Address)

Dear Dr. Lyster:

Physician

Terry Thomlinson, M.D. (Office Address) or

Dr. Terry Thomlinson (Home Address)

Dear Dr. Thomlinson:

Veterinarian

Cathy Hines, D.V.M. (Office Address) or

Dr. Cathy Hines

Dear Dr. Hines:

Federal, State and Local Government

Officials

Alderman

The Honorable Harriett Monson

Dear Ms. Monson:

Assemblyman

See Representative, State

Associate Justice, Supreme Court

Mr. Justice Riley

The Supreme Court of the United States

Dear Mr. Justice:

Cabinet Officers

Secretary of State

The Honorable Emily Williamson

The Secretary of State

Dear Madam Secretary:

Attorney General

The Honorable Martin Trymore

Attorney General of the United States

Dear Sir:

Chief Justice, Supreme Court

The Chief Justice of the United States

Dear Mr. Chief Justice:

Commissioner

The Honorable C. Thomas Black

Dear Mr. Black:

Former U.S. President

The Honorable Wilson Edwards

Dear Mr. Edwards:

Governor

The Honorable Mary Simpson

Governor of Utah

Dear Governor Simpson:

Judge, Federal

The Honorable Tomas Gonzales

United States District Judge

Dear Judge Gonzales:

Judge, State or Local

Chief Judge of the Court of Appeals

The Honorable Larry Nelson

Dear Judge Nelson:

Lieutenant Governor

The Honorable Aaron Gudenkauf

Lieutenant Governor of New Jersey

Dear Mr. Gudenkauf:

Mayor

The Honorable W.M. Tied

Mayor of Greenville

Dear Mayor Tied:

President, U.S.

The President

Dear Mr. President:

Representative, State (same format for assemblyman)

The Honorable Amanda Brown

House of Representatives

State Capitol

Dear Ms. Brown:

Representative, U.S.

The Honorable Blake Grahame

The United States House of Representatives

Dear Mr. Grahame:

Senator, State

The Honorable Matthew K. Billings

The State Senate

State Capitol

Dear Senator Billings:

Senator, U.S.

The Honorable Lillian Vries

United States Senate

Dear Senator Vries:

Speaker, U.S. House of Representatives

The Honorable James B. Castle

Speaker of the House of Representatives

Dear Mr. Speaker:

Vice President, U.S.

The Vice President

Executive Office Building

Dear Mr. Vice President

Military Ranks

Admiral, Vice Admiral, Rear Admiral

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Admiral Rhodes:

Airman

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Airman Smith:

Cadet

Cadet Jack Roberts

United States Military Academy

Dear Cadet Roberts:

Captain (Air Force, Army, Coast Guard, Marine

Corps or Navy)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Captain Lane:

Colonel, Lieutenant Colonel (Air Force, Army or

Marine Corps)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Colonel Arnold:

Commander (Coast Guard or Navy)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Commander Grove:

Corporal

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Corporal Jones:

First Lieutenant, Second Lieutenant (Air Force, Army or Marine Corps)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Lieutenant O’Shannon:

General, Lieutenant General, Major General,

Brigadier General (Air Force, Army or Marine

Corps)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear General Tubbs:

Lieutenant Commander, Lieutenant, Lieutenant (JG),

Ensign (Coast Guard, Navy)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Lieutenant Crites:

Major (Air Force, Army or Marine Corps)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Major Giles:

Master Sergeant (an example of other enlisted ranks having compound titles not shown here)

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Sergeant Kaye:

Midshipman

Midshipman Sally Cole

United States Naval Academy

Dear Midshipman Cole:

Petty Officer and Chief Petty Officer Ranks

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Mr. Schmidt:

Dear Mr. Trank: or

Dear Chief Trank:

Private

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Private Hesse:

Seaman

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Seaman Waters:

Specialist

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Dear Mr. Ledford:

Dear Ms. Fetters:

Other Ranks Not Listed

(Full Rank + Full Name + Comma + Abbreviation of

Branch of Service)

Military Abbreviations

Army U.S.A.

Air Force U.S.A.F.

Marine U.S.M

Navy U.S.N.

Diplomats

Ambassador to the U.S.

His Excellency Reginald Butters

The Ambassador of Bermuda

Excellency: or

Dear Mr. Ambassador:

American Ambassador

The Honorable J. Ellen Standford

Ambassador of the United States

Dear Ms. Ambassador: or

Dear Madam Ambassador:

American Charge d’Affaires

Allen White, Esq.

American Charge d’Affaires

Dear Sir:

Minister to the U.S.

The Honorable Harry Lindermann

Minister of Liechtenstein

Dear Mr. Minister:

Secretary-General, U.N.

Her Excellency Nbutu Montabi

Secretary-General of the United Nations

Dear Madam Secretary-General: