Addressing People of Title

When writing to someone of title, there are certain conventions that should be followed in the addressing and greeting of the letter.  It is courteous and respectful to properly honor a person of title in the address, the salutation, and even in the closing of your letter.  Below is a guideline to the use of appropriate protocol in your written correspondence to persons of title.


Royalty and Noble Titles

Emperor
Address:         His Imperial Majesty [Name of Emperor], Emperor of [Country]
Salutation:    Sir:   or   May it please Your Majesty:
Closing:           I have the honor to remain Your Imperial Majesty’s obedient servant

The King
Address:         His Majesty the King
Salutation:    Your dignified Majesty:
Closing:           I have the honor to remain, Sir, Your Majesty’s most humble and obedient subject

The Queen
Address:         Her Majesty the Queen
Salutation:    Madam:   or   May it please Your Majesty:
Closing:           I have the honor to remain, Madam, Your Majesty’s most humble and obedient subject

Royal Prince
Address:         His Royal Highness The Prince of ...
Salutation:    Sir:
Closing:           I have the honor to remain, Sir, Your Highness’s most humble and obedient subject

Royal Princess
Address:         Her Royal Highness The Princess of ...
Salutation:    Madam:
Closing:           I have the honor to remain, Madam, Your Highness’s most humble and obedient subject

Duke
Address:         His Grace The Duke of …
Salutation:    My Lord Duke:
Closing:           Yours faithfully,

Duchess
Address:         Her Grace The Duchess of ...
Salutation:    Dear Madam:
Closing:           Yours faithfully,

Baron
Address:         The Rt Hon. The Lord ...
Salutation:    My Lord:
Closing:          Yours faithfully,

Baroness (wife of a Baron)
Address:         The Rt Hon.  The Lady ...
Salutation:    Dear Madam:
Closing:           Yours faithfully,

Marquess
Address:         The Most Hon. The Marquess of ...
Salutation:    My Lord:
Closing:           Yours faithfully,

Marchioness   (wife of a Marquess)
Address:          The Most Hon.  The Marchioness  of ...
Salutation:     Dear Madam:
Closing:            Yours faithfully,

Earl
Address:          The Rt Hon. The Earl of ...
Salutation:     My Lord;
Closing:            Yours faithfully,

Countess   (wife of an Earl)
Address:         The Rt Hon.  The Countess  of ...
Salutation:    Dear Madam:
Closing:           Yours faithfully,

Viscount
Address:         The Rt Hon. The Viscount of ...
Salutation:    My Lord:
Closing:           Yours faithfully,

Viscountess   (wife of a Viscount)
Address:         The Rt Hon.  The Viscountess ...
Salutation:    Dear Madam:
Closing:           Yours faithfully,

Baronet
Address:          Sir [First name and surname], Bt
Salutation:     Dear Sir:
Closing:           Yours faithfully,

Baronet’s Wife
Address :         Lady [Surname only] 
Salutation:    Dear Madam:
Closing:           Yours faithfully,

Knight
Address:         Sir [First name and surname], followed with appropriate letters relevant to Order 
Salutation:    Dear Sir:
Closing:           Yours faithfully,

Knight’s Wife
Address:          Lady [Surname only] 
Salutation:    Dear Madam:
Closing:           Yours faithfully,

 

Dignitaries – Federal

President of a Republic
Address:         His/Her Excellency [First name and surname], President of the Republic of ...
Salutation:    Excellency:
Closing:          Yours sincerely,

President of the United States
Address:        The President
Salutation:    Dear Mr./Madam President:
Closing:          Respectfully,

Spouse of the President of the United States
Address:         Mrs./Mr. [Full Name]
Salutation:    Dear Mrs./Mr. [Surname]:
Closing:          Respectfully,

Former President of the United States
Address:         Honorable [First name and surname]
Salutation:    Dear President [Surname]:
Closing:          Sincerely,

Vice President of the United States
Address:         The Vice President
Salutation:    Dear Mr./Madam Vice President:
Closing:          Sincerely,

Prime Minister
Address:         The Rt Hon. [First name and surname], Prime Minister of [Country]
Salutation:    Dear Prime Minister:
Closing:           Yours sincerely,

Former Prime Minister                                                                                                         
Address:         The Rt Hon. [First name and surname], Prime Minister of [Country]
Salutation:    Dear Mr./Mrs./Ms./Miss (Surname)
Closing:           Yours sincerely,

Ambassador                                                                                                                         
Address:         His/Her Excellency [First name and surname], Ambassador of [Country]
Salutation:    Dear Ambassador:
Closing:           Yours sincerely,

Ambassador - American         
Address:         Honorable [First name and surname], American Ambassador
Salutation:    Dear Mr./Madam Ambassador:
Closing:           Yours very truly,  or  Sincerely,

High Commissioner
Address:         His/Her Excellency [First name and surname], High Commissioner for [Country]
Salutation:    Dear High Commissioner:
Closing:          Yours sincerely,

U.S. Senator
Address:         Honorable [First name and surname], United States Senator
Salutation:    Sir/Madam:   or  Dear Senator [Surname]:
Closing:           Sincerely,

Senator - Canada
Address:         The Honourable [First name and surname], Senator of the Senate
Salutation:    Dear Senator [Surname]:
Closing:           Yours sincerely,

Speaker of the House of Representatives - United States
Address:         Honorable [First name and surname], Speaker of the House of Representatives
Salutation:    Dear Mr./Madam Speaker:
Closing:           Sincerely,

Speaker of the House of Commons
Address:         The Honourable [First name and surname], M.P. Speaker of the House of Commons
Salutation:    Dear Mr./Madam Speaker:
Closing:          Sincerely,

U.S. Congressman
Address:         The Honorable [First name and surname], United States Congressman
Salutation:    Sir/Madam:   or  Dear Representative [Surname]:
Closing:           Sincerely yours,

Governor of State
Address:         The Honorable Governor of [State]
Salutation:    Sir/Madam:   or  Dear Governor [Surname]:
Closing:           Sincerely yours,

Governor General
Address:         His/Her Excellency the Rt Hon. [First name and surname], Governor General of [Country]
Salutation:    Excellency:
Closing:           Yours truly,

Cabinet Minister
Address:         The Honorable [First name and surname], Minister of [Name of Department]
Salutation:    Dear Minister:
Closing:           Yours sincerely

Premier
Address:          The Honorable [First name and surname], Premier of [Province/Territory]
Salutation:     Dear Premier:
Closing:            Yours sincerely,

Member of Legislative Assembly
Address:          Mr./Mrs./Ms./Miss [First name and surname], M.L.A
Salutation:     Dear Mr./Mrs./Ms./Miss [First name and surname]:
Closing:            Yours sincerely,

Secretary of State
Address:         The Honorable [First name and surname], Secretary of State
Salutation:    Dear Mr./Madam Secretary:
Closing:           Yours sincerely,


Dignitaries - State/Provincial/Territory/City

State Senator
Address :        [Name of State] House Senator, The Honorable (First name and surname)
Salutation:     Dear Senator [Surname]:
Closing:            Yours sincerely,

Premier
Address:         The Honorable [First name and surname], Premier of [Province]
Salutation:    Dear Premier:
Closing:           Yours sincerely,

Government Leader of a Territory
Address :        The Honorable [First name and surname], MLA Government Leader of [Territory]
Salutation:    Dear Mr./Mrs./Ms./Miss [Surname]:
Closing:           Yours sincerely,

Mayor
Address:         His/Her Worship [First name and surname], Mayor of [City]
Salutation:    Dear Sir/Madam:  or Dear Sir/Madam Mayor:
Closing:           Yours sincerely,

Mayor  - United States
Address:         Honorable [First name and surname], Mayor of [City]
Salutation:    Dear Mayor [Surname]:
Closing:          Sincerely yours,

Judge
Address:           The Honorable [First & Surname], Chief Judge         Salutation:  Dear Chief Judge:
                            The Honorable [First & Surname], Chief Justice                                Dear Mr./Madam Chief Justice:
                            The Honorable [First & Surname], Associate Justice                       Dear Mr./Madam Justice:
                            The Honorable [First & Surname], Senior Judge                               Dear Judge:
                            The Honorable[First & Surname], Magistrate Judge                        Dear Judge (Surname):
                            The Honorable [First & Surname], Bankruptcy Judge                     Dear Judge (Surname):
                            The Honorable [First & Surname]                                                             Dear Judge (Surname):

Closing:     Sincerely yours,

 

Armed Forces

Rank
Address:           Brigadier General [First and Surname]           Salutation:   Dear General:
                            Major General [First and Surname]                                            Dear General:
                            Lieutenant General [First and Surname]                                 Dear General:           
                            General [First and Surname]                                                         Dear General:               
                            Colonel [First and Surname]                                                         Dear Colonel:
                            Lieutenant Colonel [First and Surname]                                 Dear Colonel:
                            Major [First and Surname]                                                             Dear Major:          
                            Captain [First and Surname]                                                         Dear Captain:   
                            First/Second Lieutenant [First and Surname]                       Dear Lieutenant:
                            Fleet Admiral [First and Surname]                                             Dear Admiral:   
                            Vice Admiral [First and Surname]                                               Dear Admiral:    
                            Rear Admiral [First and Surname]                                              Dear Admiral:   
                            Lieutenant Commander [First and Surname]                       Dear Commander: 
                            Lieutenant. Junior Grade [First and Surname]                     Dear Lieutenant: 
                            Chief Warrant Officer [First and Surname]                             Dear Chief Warrant [Surname]:          
                            Master Warrant Officer [First and Surname]                          Dear Master Warrant [Surname]:
                           Warrant Officer [First and Surname]                                          Dear Warrant [Surname]:       
                            Sergeant [First and Surname]                                                      Dear Sergeant [Surname]:
                           Corporal [First and Surname]                                                       Dear Corporal [Surname]:
                           Private [First and Surname]                                                           Dear Private [Surname]:

Closing:     Sincerely yours

 

Native Citizens

Indian Chief
Address:         Chief [Full Name], Chief of [Tribe/Band]
Salutation:    Dear Chief [Name]:
Closing:          Yours sincerely,

Band Councilor
Address:         Mr./Mrs./Ms./Miss [Full Name]
Salutation:    Dear Mr./Mrs./Ms./Miss [Name]:
Closing:          Yours sincerely,

 

Leader of Arab – Tribe/Family/ Village

Sheikh
Address:         H.H. Sheikh [Name of Sheikh]
Salutation:     Your highness
Closing:           Yours respectfully,

 

Religious Dignitaries

The Pope
Address:         His Holiness [Name & Roman Numeral]
Salutation:     Your Holiness:
Closing:           I have the honor to remain Your Holiness’s obedient servant,

Cardinal
Address:         His Eminence, [First and Last Name]
Salutation:    Your Eminence:   or    Dear Cardinal [Surname]:
Closing:           Yours very truly,

Archbishop
Address:         The Most Reverend [First and Last Name], Archbishop of [Name of Diocese]
Salutation:    Dear Archbishop [Surname] 
Closing:           Yours very truly,

Bishop
Address:         The Most Reverend [First and Last Name], Bishop of [Name of Diocese]
Salutation:    Dear Bishop [Surname] 
Closing:          Yours very truly,

Abbot
Address:         The Very Reverend [First and Last Name], Abbot of ...
Salutation:     Right Reverend Father:    or   Dear Abbot [Surname] 
Closing:           Yours sincerely,

Canon
Address:         The Very Reverend [First and Last Name]
Salutation:     Dear Canon [Surname] 
Closing:           Yours sincerely,

Priest
Address:          The Reverend [First and Last Name]
Salutation:      Dear Father:
Closing:            Yours sincerely,

Nun – Mother Superior
Address:           Reverend Mother [First and Last Name]    
Salutation:      Dear Reverend Mother:
Closing:            Yours sincerely,

Nun – Sister
Address:           Sister [First and Last Name]           
Salutation:      Dear Sister [Surname]:
Closing:            Yours sincerely,

Dean
Address:          The Very Reverend [First and Last Name], Dean of [Name of Cathedral]    
Salutation:      Dear Dean [Surname]:
Closing:            Yours sincerely,

Archdeacon
Address:           The Venerable [First and Last Name]                              
Salutation:      Dear Archdeacon [Surname]:
Closing:            Yours sincerely,

Minister
Address:          The Reverend [First and Last Name]                               
Salutation:     Dear Dr./Mr./Mrs./Ms./Miss [Surname]:
Closing:           Yours sincerely,

Rabbi
Address:          Rabbi [First and Last Name]                               
Salutation:     Dear Rabbi:
Closing:           Yours sincerely,

 

 

Other Writing Tips: 
Grammar
Capitalization
Punctuation
Letter Formats
Structure of Letters

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