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    "ocrText": "Originally Processed With FOIA(s):\nFOIA Number:\n2007-0753-F\n2007-0753-F\nFOIA\nMARKER\nThis is not a textual record. This is used as an\nadministrative marker by the George Bush Presidential\nLibrary Staff.\nRecord Group/Collection:\nGeorge H.W. Bush Presidential Records\nCollection/Office of Origin: Advance, White House Office of\nSeries:\nHazelrigg, Peggy, Files\nSubseries:\nOA/ID Number:\n06988\nFolder ID Number:\n06988-001\nFolder Title:\nBinder: Correspondence Manual\nStack:\nRow:\nSection:\nShelf:\nPosition:\nG\n9\n18\n2\n2\n1986\nTHE WHITE HOUSE\nCORRESPONDENCE\nMANUAL\nPLURIBUS\nExecutive Office of the President\nThe White House Office\nNOTE: Return this manual to the Correspondence Section,\nRoom 60, OEOB when no longer needed\nFOREWORD\nThe White House Correspondence Manual applies to all offices in the White House that prepare\nletters and other forms of written communication. The three purposes of the manual are to:\n1. Ensure that official correspondence is typed in a uniform style and to aid in its\npreparation.\n2. Maintain consistency and appropriateness in the use of White House stationery.\n3. Promote clear and correct use of English grammar.\nThis manual may not solve the special problems of your individual offices; they should be worked out\nby each office, using the manual as a guide. Nevertheless, the general uniformity of the style and\nappearance of White House correspondence is important, worthwhile, and attainable.\nFor answers to questions about punctuation, capitalization, etc., not addressed in this manual,\nconsult the U.S. Government Style Manual or the EOP Manual of Preferred Style. For guidance on\nforms of address, Records Management may be consulted; other questions not covered in the Manual\nmay be referred to the Correspondence Typing Unit.\nTABLE OF CONTENTS\nPage\nWhite House Style Guidelines\n1\nPresidential Letters and Memoranda\n11\nWhite House Staff Letters and Memoranda\n19\nForms of Address\n43\nDocuments\n97\nSTYLE GUIDELINES\nThe following section is designed to give White House correspondence a consistent style. The listings\nhere are in essence recommendations; nevertheless, adherence to the guidelines below, which are\ngrouped by subject and listed alphabetically, can simplify the typing and increase the effectiveness of\nyour office's correspondence.\nDon't use White House postage and stationery for personal correspondence.\nOccasionally the Presidential style will differ from that recommended here. For Presidential forms of\naddress, see page 11.\nAbbreviations\nI.\nIn names and titles of correspondents and addresses\nA. Acceptable abbreviations are:\n1. Mr., Mrs., Ms., Dr., Messrs.;\n2. Jr., Sr.-with a preceding comma;\n3. 2d, 3d, II, III-without preceding comma;\n4. M.D., Ph.D., O.P., and other academic, religious or fraternal titles;\n5. branches of service-USN, USAF, USCG, etc.-without periods;\n6. military titles, ranks, and offices may be abbreviated in the inside address and on\nthe envelope if they are too cumbersome to spell out. Do not abbreviate them in the\nsalutation. A list of military abbreviations begins on page 3.\nB. Always spell out Professor, the Honorable, the Reverend.\nII.\nIn company names and titles, usually follow the firm's letterhead\nA. Acceptable abbreviations: &, Ltd., Inc., Bro., Bros.;\nB. Names and \"Co.\" may be abbreviated if they appear so in the letterhead; otherwise spell\nthem out. E.g., \"J.C. Penney & Co.\"\nIII. In addresses\nA. Acceptable abbreviations\n1. Names of States, territories, provinces, and possessions may be abbreviated in staff\noffices, using the offficial two-letter postal abbreviations. When these are used, then\n\"DC\" is typed instead of \"D.C.\"\nNOTE: Even in offices which opt to spell out State names (on Presidential\ncorrespondence, for instance), \"D.C.\" is almost always used. A list of State\nabbreviations appears on page 4.\n- 1 -\n2. N., S., E.,W., N.W., N.E., S.W., S.E., when used to designate a section of a city or\ncomplex. (These abbreviations always with periods, may be placed after a street\nname; if they occur before a street name, they should be spelled out.) Thus:\n1127 Lakeshore Drive, N.E.\n101-A South 121st Street\n3. \"No.\" may be used in an address or to designate an ordinance, determination, bill,\nand so on. Do not use a pound mark (#).\n4. Use \"c/o\" rather than a percent sign (%) for \"in care of.\"\nB. Spell out:\n1. Names of States may be spelled out in staff offices, if so desired.\n2. Apartment, Avenue, Boulevard, Building, Circle, Court, Drive, Highway, Lane,\nPlace, Plaza, Road, Route, Square, Street, Terrace, Way.\nNOTE: Rural Route, RFD, and other designations of rural roads are no longer used\nand may be replaced by the word \"Route.\"\n3. County, Fort, Mount, Point, Port, Post Office Box, Post Office Drawer, and Saint.\nThe last may be abbreviated in very commonplace names.\nIV. \"U.S.\" may be used as an adjective before the specific name of a government agency,\ndepartment, organization, or vessel. Don't use \"U.S.\" as a noun, as an adjective with a general\nterm, or when in conjuction with the names of other countries. Thus: \"The British, Irish and\nUnited States Coast Guards.\n- 2 -\nMILITARY ABBREVIATIONS\nWhen a military title must be abbreviated, generally use the abbreviations shown below.\nARMY\nMARINE CORPS\nCommissioned Officers\nCommissioned Officers\nGeneral of the Army\nGA\nGeneral\nGen\nGeneral\nGEN\nLieutenant General\nLtGen\nLieutenant General\nLTG\nMajor General\nMajGen\nMajor General\nMG\nBrigadier General\nBGen\nBrigadier General\nBG\nColonel\nCol\nColonel\nCOL\nLieutenant Colonel\nLtCol\nLieutenant Colonel\nLTC\nMajor\nMaj\nMajor\nMAJ\nCaptain\nCapt\nCaptain\nCPT\nFirst Lieutenant\n1stLt\nFirst Lieutenant\n1LT\nSecond Lieutenant\n2ndLt\nSecond Lieutenant\n2LT\nWarrant Officers\nWarrant Officers\nChief Warrant Officer, W-4\nCW4\nChief Warrant Officer, W-4\nCWO4\nChief Warrant Officer, W-3\nCW3\nChief Warrant Officer, W-3\nCWO3\nChief Warrant Officer, W-2\nCW2\nChief Warrant Officer, W-2\nCWO2\nWarrant Officer, W-1\nWO1\nWarrant Officer, W-1\nWO\nEnlisted\nEnlisted\nSergeant Major of the Army\nSMA\nSergeant Major\nCommand Sergeant Major\nCSM\nof the Marine Corps\nSgtMaj\nSergeant Major\nSGM\nMaster Gunnery Sergeant\nMGySgt\nFirst Sergeant\n1SG\nFirst Sergeant\n1stSgt\nMaster Sergeant\nMSG\nPlatoon Sergeant\nPSG\nMaster Sergeant\nMSgt\nSergeant First Class\nSFC\nGunnery Sergeant\nGySgt\nStaff Sergeant\nSSG\nStaff Sergeant\nSSgt\nSergeant\nSGT\nSergeant\nSgt\nCorporal\nCPL\nCorporal\nCpl\nPrivate First Class\nPFC\nPrivate E-2\nPVT\nLance Corporal\nLCpl\nPriviate E-1\nPVT\nPrivate First Class\nPFC\nSpecialist 7, 6, 5 and 4\nSP7,6,5 & 4\nPrivate\nPvt\nAIR FORCE\nCommissioned Officers\nEnlisted\nGeneral\nGEN\nChief Master Sergeant\nLieutenant General\nLt Gen\nof the Air Force\nCMSAF\nMajor General\nMaj Gen\nChief Master Sergeant\nCMSgt\nBrigadier General\nBrig Gen\nSenior Master Sergeant\nSMSgt\nColonel\nCol\nMaster Sergeant\nMSgt\nLieutenant Colonel\nLt Col\nTechnical Sergeant\nTSgt\nMajor\nMaj\nStaff Sergeant\nSSgt\nCaptain\nCapt\nSergeant\nSgt\nFirst Lieutenant\n1stLt\nSenior Airman\nSrA\nSecond Lieutenant\n2ndLt\nAirman First Class\nA1C\nAirman\nAmn\nAirman Basic\nAB\n- 3 -\nNAVY and COAST GUARD\nCommissioned Officers\nEnlisted\nAdmiral\nADM\nMaster Chief Petty Officer of\nVice Admiral\nVADM\nthe Navy\nMCPON\nRear Admiral\nRADM\nMaster Chief Petty Officer of\nCommodore\nCOMO\nthe Coast Guard\nMCPOCG\nCaptain\nCAPT\nMaster Chief Petty Officer\nMCPO\nCommander\nCDR\nMaster Chief Petty Officer\nLieutenant Commander\nLCDR\nof the Fleet\nMCPOF\nLieutenant\nLT\nMaster Chief Petty Officer\nLieutenant, Junior Grade\nLTJG\nof the Command\nMCPOC\nEnsign\nENS\nSenior Chief Petty Officer\nSCPO\nWarrant Officers\nChief Petty Officer\nCPO\nPetty Officer, First Class\nPO1\nChief Warrant Officer, W-4\nCWO W4\nPetty Officer, Second Class\nPO2\nChief Warrant Officer, W-3\nCWO W3\nPetty Officer, Third Class\nPO3\nChief Warrant Officer, W-2\nCWO W2\nSeaman\nSN\nWarrant Officer, W-1\nWO\nSeaman Apprentice\nSA\nSeaman Recruit\nSR\nPOSTAL ABBREVIATIONS\nAlabama\nAL\nIdaho\nID\nNebraska\nNE\nRhode Island\nRI\nAlaska\nAK\nIllinois\nIL\nNevada\nNV\nSouth Carolina\nSC\nArizona\nAZ\nIndiana\nIN\nNew Hampshire\nNH\nSouth Dakota\nSD\nArkansas\nAR\nIowa\nIA\nNew Jersey\nNJ\nTennessee\nTN\nAmerican Samoa\nAS\nKansas\nKS\nNew Mexico\nNM\nTrust Territories\nTT\nCalifornia\nCA\nKentucky\nKY\nNew York\nNY\nTexas\nTX\nCanal Zone\nCZ\nLouisiana\nLA\nNorth Carolina\nNC\nUtah\nUT\nColorado\nCO\nMaine\nME\nNorth Dakota\nND\nVermont\nVT\nConnecticut\nCT\nMaryland\nMD\nN. Mariana\nVirginia\nVA\nDelaware\nDE\nMassachusetts\nMA\nIslands\nCM\nVirgin Islands\nVI\nDist. of Columbia\nDC\nMichigan\nMI\nOhio\noH\nWashington\nWA\nFlorida\nFL\nMinnesota\nMN\nOklahoma\nOK\nWest Virginia\nWV\nGeorgia\nGA\nMississippi\nMS\nOregon\nOR\nWisconsin\nWI\nGuam\nGU\nMissouri\nMO\nPennsylvania\nPA\nWyoming\nWY\nHawaii\nHI\nMontana\nMT\nPuerto Rico\nPR\n- 4 -\nAGREEMENT OF SUBJECT AND VERB\nWhen a singular subject and a plural subject are connected by \"or\" or \"nor\" the subject nearer the\nverb determines the number:\nNeither the paragraph nor the pages are properly spaced.\nNeither the pages nor the paragraph is properly spaced.\nWhen the subject is followed by such phrases as \"together with,\" \"as well as\" and \"in addition to,\" the\nphrase does not change the number of the subject. Example:\nThe photograph, together with the cards, is enclosed.\nThe check, as well as the coins, is to be returned.\nCAPITALIZATION\nCapitalize \"Federal\" when using it in a name or as an adjective synonomous with United States.\n\"Nation\" is lower case unless part of a formal name.\nCapitalize \"State\" when it refers to a State as a unit of government:\nThe attorney general of the State of California.\nIn your State you will find the correct legislation.\nThe State officials warned against smoking.\nbut\nYour local or state organization may help (\"State\" here means \"statewide\" and\ndoes not refer to a state as a unit of government).\nThey traveled through seven states.\nThe words local, government, department, and agency are not capitalized except in titles-e.g.,\nDepartment of the Treasury and United States Government.\nCOPY WORK\nIn many instances you may use a fast-copy machine instead of a typewriter for making copies. If you\ntype copies of a document, prepare them on plain heavy bond. Exception: use letterhead stationery for\ncopies of correspondence previously signed by White House officials. Type the word COPY in the\nupper left-hand corner of each copied page.\nType copies of legal documents and other verbatim papers exactly as written. When copying routine\ncorrespondence and unofficial papers, you may correct obvious errors in spelling and punctuation.\nDATES\nDate all correspondence and informal memorandums, both interoffice and for outside the White\nHouse. Type dates on documents only when requested to do so.\nUsually write the date as follows:\nJuly 22, 1983.\nWrite a series of dates including the days of different months thus:\nJuly 1, 21, and August 8, 1983.\nOmit the comma when you write only the month and year:\nJuly 1983.\n- 5 -\nWhen a full date (month, day, and year) appears in a sentence, put a comma after the year to set it off\nfrom the text. A date with only month and day or month and year, however, is not followed by a\ncomma.\nOn July 4, 1776, the representatives of the Thirteen Colonies\nbut\nIn July 1775 General Washington assembled the Continental.\nEXCERPTS\nWhen only part of a letter or document is needed, the excerpted material is typed on light bond paper,\nwith tissues as requested, in a format similar to the following:\nEXCERPT\nAddress\nDate\nSalutation:\nSignature\n- 6 -\nINDENTING\nUse block style for correspondence and most other papers. Usually indent paragraphs in legal\ndocuments by five spaces.\nUsually indent runover lines in titles by three spaces.\nNUMERALS\nSpell out numbers that begin sentences.\nSpell out all numbers less than 10, except as noted below.\nUse arabic numerals for numbers 10 and over, and for numbers expressing time, distance, money,\nmeasurement, age, decimals, percentages and percentage points.\nUse arabic numerals for all street numbers (and for street names 10 and above):\n1 State Street\n8 Fourth Street\n1004 121st Street\nPAGINATION\nPage numbers beginning with \"2\" should be centered at the top of the page, without any dashes or\nasterisks beside them.\nPARAGRAPHING\nStart a paragraph at the bottom of a page only if you have room for at least two lines on that page.\nCarry a paragraph onto the next page only if you can carry over at least two lines. Try to complete a\nparagraph on a page, especially on a press release. Don't divide the last word of a paragraph or page.\nWhen a subject is so complex that it requires reading guides, paragraphs are sometimes subdivided,\nnumbered and lettered. When a paragraph is subdivided, it must have at least two subdivisions.\nFollow the basic outline form below:\nI.\nThe President\nA. Cabinet Members\nB. White House Staff\n1. Assistants to the President\n2. Special Assistants to the President\na. Consumer Affairs\nb. Administration\n(1) Operating Units\n(a) Records Management\n(b) Presidential Correspondence\nII.\nThe Supreme Court\netc.\n- 7 -\nPUNCTUATION\nI.\nApostrophe:\nVeterans' Affairs, veterans' benefits.\nbut\nVeterans Administration\nNOTE: Place an apostrophe and \"s\" to form the possessive of singular proper nouns ending in an \"s\"\nsound, except for Moses, Jesus, and polysyllabic Greek names. Nouns that are not proper nouns which\nend in an \"s\" sound take only an apostrophe.\nDickens's Little Dorrit\nCBS's latest news bulletin\nbut\nArchimedes' laws\nfor righteousness' sake\nII.\nComma: the use of a final comma in a series is optional but should be consistent within one\npiece of correspondence:\nred, white, and blue or red, white and blue\nIII. Hyphen (see also Word Division): unit modifiers are not hyphenated unless the addition of a\nhyphen improves clarity:\nwood-burning stove\nEnglish-speaking students\nbut\nsolar energy plan\nper capita expenditures\nNOTE: Hyphenate unit modifiers made up of words like well, best, little, and ill when they precede\nthe noun but not when they follow it and not if they are modified by an adverb. Always hyphenate\ncompounds with the word all.\"\nA well-known executive\nAn all-inclusive deal\nbut\nAn executive who was well known\nA deal that was all-inclusive\nA very well written play\nAlso, do not hyphenate a phrase with elect if it has more than one word:\nsenator-elect\nbut\nattorney general elect\n- 8 -\nREWRITES\nWhen correspondence is rewritten, the date is almost always made current. The initials of the first\ntypist are replaced by those of the second.\nOccasionally you may backdate Presidential correspondence. For example, backdate a rewritten\nPresidential-signature letter if the President is away from Washington on the current date. In this\ncase, the second typist still replaces the initials of the first typist.\nSECURITY\nExercise extreme caution at all times to avoid revealing classified information, except through\nofficial channels. Classified material must never be placed in waste baskets. Releases, speech drafts,\nCabinet papers, official documents, and so forth, and the carbons, carbon ribbons, or carbon copies of\neach are considered CLASSIFIED until the information is released by the White House. They must be\ndisposed of by burning.\nReplies to routine mail and the carbons and carbon copies of those replies may be discarded in waste\nbaskets.\nTITLES OF PUBLICATIONS\nUnderline titles of books and periodicals; newspapers; encyclopedias; major poems and essays; plays;\nfull-length films; paintings, sculptures, and other pieces of art; long musical works such as operas and\nsymphonies unless the title designates a musical form with a number or key-in this case use no\nmarkings.\nPlace in quotation marks parts of books (chapters, sections, etc.); articles in newspapers, periodicals,\nand encyclopedias; shorter essays and poems; short subject films; television and radio programs;\nunpublished works; songs and short musical compositions.\nThe American Political Tradition\n\"What Price Energy?\" in last week's Newsweek\nPrelude in E Minor\nRhapsody in Blue\nPBS's \"Washington Week in Review.\"\nTITLES OMITTED FROM REPLIES\nWhen replying to a person whose incoming letter is not available, omit the person's position title on\nthe address. The person's position may have changed since the White House last corresponded with\nhim or her.\nWORD DIVISION (See also Punctuation)\nAvoid dividing:\nWords at the ends of more than two consecutive lines.\nWords that would have one or two letters at the end or start of a line.\nWords that end paragraphs or pages.\nA person's name before the middle initial.\nA unit of money or a number at the end of a line.\nAvoid splitting a term such as \"$20 million\" at the end of a line,\nfor fear of misreading.\n- 9 -\nPRESIDENTIAL CORRESPONDENCE\nLetters and memorandums prepared for the President's signature differ in several respects from other\nforms of White House correspondence. This section details the distinctive appearance of Presidential\ncorrespondence in style and forms of address.\nOnly the President signs azure stationery. No one else is to use it.\nAddress\nFollow the \"Forms of Address\" section of this Manual.\nThe inside addresses should take up as few lines as necessary to specify the party who is to receive the\nletter. In most cases this means the name, street address, city/state/zip code. Don't abbreviate states\nin the addresses on Presidential responses. When writing to individuals in their capacity as officers of\norganizations, you should include titles and names of organizations. If titles or names are short, you\nmay combine them on a single line. Suite numbers and apartment numbers can appear on the\nenvelopes. If a letter is to be sent in care of a second party, that information should appear on only the\nenvelope or mailing label. In some of these cases, an inside address is unnecessary.\nSalutation\nIf you don't know a form of address, the following offices may be of assistance:\nHeads of state of foreign nations: Check with Central Reference (x2590).\nCongressional: Check with Congressional Liaison (x7500) or with the Correspondence\nStaff (x2304)\nPersonal friends of the President: Check with Central Reference (x2590) for the\npreferred salutation (is it \"Jim\" or \"James\"?)\nSignature\nAt least seven lines are left for the President's signature. His name and title are never typed on the\nletter.\nDate\nCenter the date at the top of the page, as in staff correspondence. On all documents signed by the\nPresident, type the date only when requested, and never before signature. (See \"Documents\" section.)\nKeep all parts of a date on the same line within the text.\nPostscripts\nP.S. A typed postscript may run over one line. In such cases, succeeding lines should be blocked\nwith the message itself, not with the left-hand margin of the letter. This guideline illustrates\nthe point.\nHyphenation\nAvoid hyphens as much as possible in Presidential correspondence.\nProper Names\nKeep all parts of proper names on the same line within the text.\n- 11 -\nOrganizations\nTry to keep the name of an organization on one line within the text.\nMargins\nMargins should be wide, for framing purposes. Other aspects of Presidential correspondence follow\nthe guidelines of staff letters.\nSummary\nThe preceding information is merely for guidance; your common sense should prevail in application.\nThe letter should have an attractive, balanced appearance.\n- 12 -\nSAMPLE \"PRESIDENTIAL\"\n(small size)\nTHE WHITE HOUSE\nWASHINGTON\nDecember 7, 1984 (centered)\nDear (first or last name):\nThis letter is on azure stationery, which is reserved for use by the\nPresident. Azure stationery comes in two sizes. The small size is\nshown here.\nSingle space the letter. Use balanced, wide margins (for framing\npurposes). Avoid erasures or correction tape.\n83/4\"\nAlways use a letterex set of carbons and follow any individual office\nrequirement.\nAllow at least seven lines for the President's signature. Don't type\nthe President's name or title below the signature area.\nSincerely,\n(Type \"S\" several spaces to the\nleft of center)\nName\nAddress\nCity, State Zip\nEnclosure: Description (word \"Enclosure\"\nand its description on CCS only)\nRR:ab:cd (on carbons only)\n63/4\"\n- 13 -\nTHE WHITE HOUSE\nWASHINGTON\nDecember 7, 1984 (centered)\nDear (first or last name):\nThis letter is on azure stationery, which is reserved for use by the\nPresident. Azure stationery comes in two sizes. The large size is\nshown here.\nSingle space the letter. Use balanced wide margins (for framing\npurposes). Avoid erasures or correction tape.\nAlways use a letterex set of carbons and follow any individual office\nrequirement.\nAllow at least seven lines for the President's signature. Don't type\n10 5/8\"\nthe President's name or title below the signature area.\nSincerely,\n(Type \"S\" several spaces to the\nleft of center)\nName\nAddress\nCity, State Zip\n7\"\nSAMPLE \"PRESIDENTIAL\" (large size)\n- 14 - -\nSAMPLES OF \"PRESIDENTIAL\" ENVELOPES\nTHE WHITE HOUSE\n43/4\"\n7 1/4\"\nTHE WHITE HOUSE\n3 3/4\"\n7 1/4\"\n- 15 -\nMEMORANDUM FROM THE PRESIDENTTO\nHEADS OF DEPARTMENTS AND AGENCIES\nTHE WHITE HOUSE\nWASHINGTON\nDate\n(centered)\nMEMORANDUM FOR THE HEADS OF\nDEPARTMENTS AND AGENCIES\nOR\nMEMORANDUM FOR THE HEADS OF\nEXECUTIVE DEPARTMENTS AND AGENCIES *\nType ONE memorandum and, after signature, make photo copies for transmittal\nto individual heads of departments and agencies.\n11\"\n* Use these words when the memorandum applies to the departments and\nagencies of the Executive Branch only.\n8 1/2\"\n16\nMEMORANDUM FROM THE PRESIDENT\nTO MEMBERS OF THE CABINET\nTHE WHITE HOUSE\nWASHINGTON\nDate\n(centered)\nMEMORANDUM FOR THE SECRETARY OF STATE\nTHE SECRETARY OF THE TREASURY\nTHE SECRETARY OF DEFENSE\nETC.\nType ONE memorandum and, after signature, make photo copies\nfor transmittal to individual addressees.\n11\"\n8 1/2\"\n- 17 - -\nSAMPLE IDENTICAL LETTERS\n(or Letter of Transmittal)\nTHE WHITE HOUSE\nWASHINGTON\nDate\n(centered)\nDear Mr. Speaker: (Dear Mr. President:)\nSometimes the President sends letters addressed to the Speaker of the\nHouse of Representatives and to the President of the Senate (who is the\nVice President). These letters are identical, except for the salutation and\naddress.\n11\"\nType the letters so they are block style, single spaced and balanced\nmargins. Use a letterex set of carbons according to individual office\npreference.\nNOTE: Use this same format when addressing either the Speaker of the\nHouse or the President of the Senate separately.\nSincerely,\n(allow 7 lines)\non one Letter:\nThe Honorable (insert name)\nSpeaker of the\nHouse of Representatives\nWashington, DC 20515\nthe other Letter:\nThe Honorable (insert name)\nPresident of the Senate\nWashington, DC 20510\n8 1/2\"\n- 18 -\nPERSONAL USE OF\nLETTERHEAD AND POSTAGE\nDon't use White House stationery and postage for personal correspondence. Only the President uses\nthe azure stationery.\nORDER OF ASSEMBLING CORRESPONDENCE\n1. Typed outgoing correspondence\n(if more than one page, signature page on top)\n2. Enclosures, if any\n3. Envelope\n(or label, if enclosures are being sent)\n4. Courtesy copies (if any) and envelope for courtesy copy\n5. Letterex set\n(carbon copies of outgoing letter-sometimes called \"rainbow\" or \"paper sets\")\n6. Incoming correspondence\n7. Previous file\nAssemble Presidentials in the same way.\nTwo exceptions:\n(1) Use a folded slip to protect the letter from paper clip marking;\n(2) Reverse top carbon.\nTyped Out-\ngoing\nEnclosures\nEnvelope\nCourtesy\ncopies\nLetterex\nSet\nIncoming\nCorres.\nPrevious\nFile\n- 19 -\nSAMPLE LETTER-STAFF OFFICIALS\n(Small Stationery)\nTHE WHITE HOUSE\nWASHINGTON\nDate\n(centered)\nDear IIIII:\nThis is the stationery and style most commonly used for short\nletters from a staff official.\nAlways use a letterex set of carbons (\"rainbow\" set) with\noutgoing correspondence. Additional carbons may be requested\nat times.\nMargins should be well balanced and the letter single spaced with\nblocked paragraphs and as few hyphenations and corrections as\n9 1/4\"\npossible. Date all correspondence. The usual complimentary close\nis \"Sincerely.\"\nSincerely,\nStaff Official's name\nTitle spaced according\nto official's preference\nName\nAddress\nCity, State Zip\nEnclosure:\nABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons\nonly)\nNOTE: THE STRIPPING DESK, LOCATED IN RECORDS MANAGEMENT, HAS THE\nRESPONSIBILITY OF SEPARATING THE COPIES AND FILES OF OUTGOING MAIL.\n6 1/4\"\n- 20 -\nSAMPLE LETTER- STAFF OFFICIALS\n(Large Stationery)\nTHE WHITE HOUSE\nWASHINGTON\nDate\n(centered)\nDear IIIII:\nLetters from staff officials too long to be accommodated by the smaller\npaper should be typed on this stationery.\nAlways use a letterex set of carbons (\"rainbow\" set) with outgoing\ncorrespondence, to be separated by the Stripping Desk. Additional carbons\nmay be requested at times.\n11\"\nMargins should be well balanced and the letter single-spaced, with\nblocked paragraphs and as few hyphenations and corrections as possible.\nTo quote material of two lines or less, make it part of the paragraph to\nwhich it belongs, \"enclosed in quotation marks\".\nSincerely,\nStaff official's name\nTitle spaced according to\nofficial's preference\nName\nAddress\nCity, State Zip\nEnclosure\nABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons only)\n8 1/2\"\n- 21 -\nSAMPLE LETTER- STAFF OFFICIALS\n(Large Stationery - Second page)\nfive lines\n2\nThis illustrates a second page of a staff official's letter. The page number is\ncentered, five lines from the top of the page. No dashes or other markings\nshould be typed beside the number.\nSincerely,\n11\"\nStaff official's name\nTitle spaced according to\nofficial's preference\nName\nAddress\nCity, State Zip\nEnclosure\nABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons only)\n8 1/2\"\n- 22 -\nNo. 6 ENVELOPE AND LABEL\nUse the No. 6 Envelope for the small staff stationery only.\nTHE WHITE HOUSE\n3 1/2\"\nAIRMAIL (handling instructions here)\nMr. Frederick Schmidt\nSchulstrasse 19\n8000 Munich\nWest Germany\n6 1/2\"\nUse a label and oversized envelope to accommodate enclosures too large\nfor letter-size envelopes.\nFROM\nTHE WHITE HOUSE\nWASHINGTON D.C.\n3\"\nMrs. Eloise Singer\n4498 Wilshire Boulevard\nLos Angeles, CA 90024\n5\"\n- 23 -\nSAMPLE ENVELOPE FOR\nINTEROFFICE COMMUNICATIONS\nMANILA ENVELOPE\nMr.\n17 OEOB\nTHE WHITE HOUSE OFFICE\n- 24 -\nTHE WHITE HOUSE OFFICE\nWASHINGTON\nThe Honorable //////////////\nSecretary of Defense\n25 I I\nWashington, DC 20301\nADMINISTRATIVELY SENSITIVE\nWHITE EMBOSSED ENVELOPE\n(All classified notations, attention\nlines, and opening instructions appear\non the above line)\n(Used for Large White Stationery)\nNo. 10 ENVELOPE\nSAMPLE-- COURTESY COPY\n(White House Letterhead Tissue)\nTHE WHITE HOUSE\nWASHINGTON\nDate\nDear 111111:\nThis illustrates letterhead tissue used for courtesy copies going outside the\nWhite House. Include an addressed No. 10 envelope.\nWhen copies of a letter are sent to other people for information, show the\ndistribution on copies to be distributed and on the copies retained in the\nWhite House, but not on the original. \"Courtesy copy\" (or \"carbon copy\") is\nindicated by typing \"cc:\" even with the left margin, two lines below the last\ntyped notation, and then listing the names of recipients of copies. On each\ncopy check the name of the recipient in red pencil.\nSincerely,\nStaff official's name\nTitle spaced according to\nOfficial's preference\nName\nAddress\nCity, State 00000\ncc:\nMr. Brown\nMr. Jones\nNote: Omit enclosure identification and initials of drafter and typist on\ncourtesy copies.\n- 26 -\nSAMPLE-- INTEROFFICE MEMORANDUM\nTHE WHITE HOUSE\nWASHINGTON\nSSP\nDate (centered)\n58P\nMEMORANDUM FOR\n////// (All CAPS)\n(DO NOT USE TITLE)\nFROM:\n////// (All CAPS)\nSUBJECT:\n////// (All CAPS)\nIllustrated here is the basic format of an interoffice memorandum.\nCopies\nLetterex set and any individual office\nrequirement.\nEnclosures:\nDescribe fully on carbons only.\nInitials:\nABC:DEF:ghi (OFFICIAL:DRAFTER: typist\non carbons only).\nEnvelope:\nUse manila interoffice envelope.\ncc:\n(Put names on original if official or drafter so designates.\nOtherwise put names on carbons only. Check the\naddressee for each copy with red pencil and transmit\ncarbon in manila White House Office envelope.\n- 27 -\nSAMPLE MEMORANDUM\n(Outside White House)\nTHE WHITE HOUSE\nWASHINGTON\nDate (centered)\nMEMORANDUM FOR THE SECRETARY OF DEFENSE\n(sample\naddressed to\none person)\nMEMORANDUM FOR: THE SECRETARY OF DEFENSE\n(sample\nTHE SECRETARY OF COMMERCE\naddressed to\nTHE SECRETARY OF EDUCATION\ntwo or more)\nType memoranda going outside the White House on regular White House\nletterhead (large or small). Use a white letter-size envelope or a mailing\nlabel. As in all correspondence, use blocked paragraphs and single spacing.\nEnclosures:\nDescribe fully on carbons only.\nCopies:\nLetterex set and any individual office\nrequirement.\nSignature:\nAs on White House letters-include both name and title,\nbeginning at the center of the page.\nFollow guidelines to interoffice memoranda and regular letters for other\ninformation.\nNOTE: Memoranda will not normally have a complimentary close.\nName of Staff Official\nTitle\n- 28 -\nSAMPLE SIGNATURE MEMORANDUM\nTHE WHITE HOUSE\nWASHINGTON\nDate (centered)\nMEMORANDUM FOR THE PRESIDENT\nFROM:\nSUBJECT:\nForwarded for your approval and signature is a nomination containing the\nnames of 266 officers for promotion and original appointments in the Navy.\nThis nomination has been staffed by the Secretary of the Navy and approved\nby the Secretary of Defense.\nRecommendation\nThat you sign the nomination attached at Tab A.\n- 29 -\nSAMPLE-- BRIEFING PAPER\n(Format)\nTHE WHITE HOUSE\nWASHINGTON\nDATE (centered)\nMEETING WITH (NAME)\n(DATE)\n(LOCATION)\n(TIME)\nFROM:\n(Name of Senior Staff Person responsible\nfor meeting)\nI.\nPURPOSE\n(State purpose of meeting)\nII.\nBACKGROUND\n(State relevant context in which meeting arises, issues of special concern to\nparties, as appropriate)\nIII.\nPARTICIPANTS\n(List)\nIV.\nPRESS PLAN\n(Specify press coverage: photo opportunity, no press coverage, White\nHouse photographer only, etc.)\nV.\nSEQUENCE OF EVENTS\n(Outline meeting agenda and President's role.)\nAttachment: Talking points (as appropriate)\n(See attached guidance)\n(IMPORTANT NOTE: Briefing memorandum (with 14 copies) must be delivered to the\nStaff Secretary by 3:00 p.m. the day before the scheduled meeting or event.)\n- 30 -\nSAMPLE- TALKING POINTS\n(Format)\nSUGGESTED TALKING POINTS FOR MEETING WITH\n(NAME)\n--\nTalking Points should be set off by dashes (--).\n--\nTalking Points should be one page and double spaced.\n— 31 -\nSAMPLE- DECISION MEMO\n(Format)\nACTION\nMEMORANDUM FOR THE PRESIDENT\nFROM:\nSUBJECT:\"\nI. ACTION-FORCING EVENT: (The nature of the event requiring or suggesting action-and the\ndegree of flexibility associated with it)\nII. ANALYSIS: (Outline history, current status, possible options and impacts-financial, constituent\nor other public policy considerations.)\nIII. RECOMMENDATION: (Indicate single recommendation or list options.)\nIV. DECISION:\napprove approve as amended reject no action\n(If options are contained in the recommendation, indicate option (s) referred to above by placing\nthe appropriate number (s) in the space above.)\nNOTE: Where necessary, tabs may be attached to Decision Memoranda. However, as in the\ncase of other written materials directed to the President, brevity is important. Seldom\nshould a Decision Memorandum be longer than one or two pages, and tabs, whenever\npossible, should be limited to five or less.\n- 32 -\nSAMPLE- INFORMATION MEMO\n(Format)\nTHE WHITE HOUSE\nWASHINGTON\nDate (centered)\nINFORMATION\nMEMORANDUM FOR THE PRESIDENT\nFROM:\nSUBJECT:\nI.\nSUMMARY\n(Three (3) sentences or less)\nII.\nDISCUSSION\n(Please be concise)\nNOTE: Information Memoranda should not raise issues for decision.\n- 33 -\nTELEPHONE CALL RECOMMENDATION\n(Sample Format)\nTHE WHITE HOUSE\nWASHINGTON\nRECOMMENDED TELEPHONE CALL\nTO:\nName and telephone number of person you\nrecommend be called with brief identifying\ninformation only when you suspect name will be\nunfamiliar to the President.\nDATE:\nDate the President should make the call.\nRECOMMENDED BY:\nYour name and if recommendation has concurrence\nof another staff member, so state.\nPURPOSE:\nPreferably one sentence; two at most.\nBACKGROUND:\nWhatever background information you feel will be\nhelpful to the President. Usually 3-4 short sentences\nwill suffice to set the stage and give substance to\ntalking points. Also, make sure that no letter has\nbeen sent by Correspondence for same purpose as\nthe call and so indicate by stating this in the\nbackground.\nTOPICS OF DISCUSSION:\n1.\n2.\n3. (The specific points that you recommend be\nmade during the conversation)\n4.\nDATE OF SUBMISSION:\nACTION\n- 34 -\nSCHEDULE PROPOSAL\n(Sample Format)\nTHE WHITE HOUSE\nWASHINGTON\nSCHEDULE PROPOSAL\n(Date)\nTO:\n(Staff Official's Name)\nPresidential Appointments and Scheduling\nFROM:\n(Asst. to President or Office Director)\nREQUEST:\n(Meeting, briefing, speech, reception, etc.)\nPURPOSE:\n(Reasons why the President should honor the\nrequest; is it congruent with Administration goals or\nthemes; what is the desired outcome?.\nBACKGROUND:\n(Additional Pertinent information)\nPREVIOUS\n(The President's previous participation with\nPARTICIPATION:\nthis organization or individuals)\nDATE AND TIME:\n(OPEN if no specific\ndate is given)\nDURATION: (Amount of the President's time\nrequired)\nLOCATION:\nPARTICIPANTS:\n(List attached if more than five)\nOUTLINE OF EVENT:\n(Including description of the President's\nparticipation)\nREMARKS REQUIRED:\n(Major speech, keynote, brief remarks, etc.)\nMEDIA COVERAGE:\n(Type of media, photo coverage if any)\nRECOMMENDED BY:\nOPPOSED BY:\n- 35 -\nMAILGRAMS/TELEGRAMS\nSecurity Classification for Telegrams: If the subject matter requires that the telegram be\nsafeguarded in the interest of national security, the classification is conspicuously stamped, typed, or\nmarked at the upper left and lower left of each page. A \"CLASSIFIED\" telegram is transmitted\nthrough the White House Situation Room. Telegrams for commercial transmittal are sent via the\nWhite House Telegraph Office.\nMailgram/Telegram Guidelines\nThe White House has three ways to transmit messages through the wire services:\nTELEGRAMS\n-Guarantees same day delivery\n-Moves single messages going to one address only most efficiently\nMAILGRAMS\n-Preferred by U.S. Postal Service and Western Union\n-Expedites large batches with the same message\n-Delivered on timely basis\n-Costs less than telegrams\nNIGHT LETTERS\n-Dispatches message in evening, addressee receives the following day, usually\nby mid-day\n-Reduces costs of Full Rate Telegram\nPREPARATION\nType the following on the White House Mailgram/Telegram form:\n(1) Date\n(2) Check the type of service desired\n(3) Name and address of recipient (Include Zip Code)\n(4) Text (Double space)\n(5) Name and phone number of the person preparing the Mailgram/Telegram\nA.\nWhen multiple address (book) Mailgrams/Telegrams are sent, as in the case when invitations\ngo out for meetings, receptions, etc., it is imperative that complete addresses accompany the\ntext(s), including all Zip Codes.\nB.\nIf the message is going out over the President's, First Lady's, or Vice President's signature,\nobtain the signature or initials of an authorized staff member to approve the message. Contact\nthe Telegraph Office (2138) for a list of authorizing signatures.\nC.\nForward Mailgrams/Telegrams to the Telegraph Office (Room 87, OEOB) as soon as they have\nbeen properly prepared and approved. Avoid processing delays by sending dispatches early in\nthe day. The Telegraph Office is open from 8:00 till midnight Monday through Friday, and\nfrom 9:00 till 5:00 on weekends and holidays.\n- 36 -\nSAMPLE-- TELEGRAM\nTELEGRAM\nThe White House\nFULL RATE\nWashington\n(STRAIGHT TELEGRAM)\nNIGHT LETTER\nMAILGRAM\nSTRAIGHTWIRE- DATE\nSECURITY CLASSIFICATION: IF THE SUBJECT MATTER\nName\nREQUIRES THAT THE TELEGRAM BE SAFEGUARDED IN THE\nAddress\nINTEREST OF NATIONAL DEFENSE, THE SECURITY\nCity, State\nCLASSIFICATION ASSIGNED TO THE TELEGRAM IS\n///////\nCONSPICUOUSLY STAMPED, TYPED, OR MARKED AT THE\nUPPER LEFT AND LOWER LEFT OF EACH PAGE. A CLASSIFIED\n///////\nTELEGRAM IS TRANSMITTED THROUGH THE WHITE HOUSE\n///////\nSITUATION ROOM. TELEGRAMS FOR COMMERCIAL\n///////\nTRANSMITTAL ARE SENT VIA THE WHITE HOUSE\nTELEGRAPH OFFICE\nBefore transmission to the Telegraph Office, there must be an indication by the sending\noffice of approval for dispatch (see bottom of form). The telegram should be sent the most\neconomical way consistent with the message reaching the addressee on time. Unless\nspecific service is indicated, the message will be sent Straight Telegram. If the message\nis going out of the country it will go by cablegram or radiogram which is determined by\nthe Telegraph Office.\nUse block style, double space, triple between paragraphs, 1 letterex set. If the telegram\nis from the President, his name should be typed 2 lines below the text, without title. If\nthe telegram is from a staff official, type his name and title.\nFor BOOK TELEGRAMS (same message going to more than one person) list names and\naddresses in a double column, 2 lines below signature; 1 letterex set only for file purposes.\ninitials of typist\nAPPROVED FOR DISPATCH\n- 37 -\nCLASSIFIED MATERIAL\nGeneral:\nThe security classification and declassification of each document prepared in the White House are\ngoverned by Executive Order 12356 (4/6/82). The number of persons authorized to classify\ninformation originally is limited. Should an employee originate information which he believes to\nrequire classification on the basis of national security, he shall protect that information with\nappropriate safeguards, and shall seek the guidance of the Counsel to the President, who will provide\na determination as to whether classification is necessary and the required level of any classification.\nWhenever classified information or material is incorporated in another document or other material\nby any person other than the original classifier, the previously assigned security classification\ncategory shall be reflected thereon together with the identity of the original classifier.\nMarking Requirements:\nWhen the subject matter requires that a letter or a memorandum be safeguarded in the interest of\nnational defense, the security classification assigned to the letter-CONFIDENTIAL, SECRET, or\nTOP SECRET-is conspicuously stamped, typed, or marked at the upper left and lower left of each\npage.\nWhile the above should also be applied when using EYES ONLY, SENSITIVE, etc., these terms are\nto be used sparingly. Such terms have no legal significance in determining when release of\ninformation may be appropriate, but instead indicate the manner in which such materials are to be\nhandled by the recipient of the material.\na. When Document or Other Material Is Prepared. At the time of origination, each\ndocument or other material containing classified information shall be marked with its\nassigned security classification and the originator of the classification, and declassification\ndate or event. Specific questions concerning classification of documents should be referred to\nthe staff secretary of the National Security Council Staff.\nb. Overall and Page Marking of Documents. The overall classification of a document,\nwhether or not permanently bound, or any copy or reproduction thereof, shall be\nconspicuously marked or stamped at the top and bottom of the outside of the front cover (if\nany), on the title page (if any), on the first page, on the back page and on the outside of the\nback cover (if any). Each interior page of a document which is not permanently bound shall\nbe conspicuously marked or stamped at the top and bottom according to its own content,\nincluding the designation \"Unclassified\" when appropriate.\nc. Paragraph Marking. Whenever a classified document contains either more than one\nsecurity classification category or unclassified information, each section, part or paragraph\nshould be marked to the extent practicable to show its classification category or that it is\nunclassified.\nd. Material Other than Documents. If classified material cannot be marked, written\nnotification of the information otherwise required in markings shall accompany such\nmaterial.\n- 38 -\ne. Transmittal Documents. A transmittal document shall carry on it a prominent notation as\nto the highest classification of the information which is carried with it, and a legend showing\nthe classification, if any, of the transmittal document standing alone.\nEnvelopes:\nClassified material shall be enclosed in opaque inner and outer covers. The inner cover shall be a\nsealed wrapper or envelope plainly marked with the assigned classification and address. See example.\nThe outer cover shall be sealed and addressed with no indication of the classification of its contents. A\nreceipt (see below) shall be attached to or enclosed in the inner cover.\nHandling:\na. Transmission. If letters marked SECRET are dispatched through postal channels, they\nmust be sent by United States REGISTERED mail and must remain within the continental\nUnited States or Canada. CONFIDENTIAL letters placed in the mail must go by United\nStates REGISTERED, CERTIFIED, or FIRST-CLASS mail within the continental United\nStates or Canada. Office policy within the White House may require, however, that much of\nthe CONFIDENTIAL and SECRET mail be delivered BY HAND. TOP SECRET material is\nalways delivered BY HAND. A classified TELEGRAM is transmitted through the White\nHouse Situation Room. Telegrams for commercial transmittal are sent via the White House\nTelegraph Office.\nb. Receipts. Receipt forms accompany all classified mail. See examples.\n(1) Classified material receipt. The classified material receipt is prepared in duplicate.\nWhen classified material is sent by registered mail, the registry number is obtained in\nadvance from the White House Mail Room and then is typed on the receipt. If registered\nmail is not used, a control number established by the originating office is shown in the\nblock indicated for the number. The description required by the form must not reveal\nclassified information. The original of the form is retained in the suspense file of the\noriginating office. The yellow copy is enclosed in the inner cover, for the addressee to\nsign and return to the White House. When the signed receipt is received by the\noriginator, the form retained in the suspense file is destroyed.\n(2) Messenger receipt. Classified mail handled by a messenger requires a messenger\nreceipt. A single copy is prepared and attached to the outer envelope. The messenger\nobtains the addressee's signature at the time of delivery and returns the receipt to the\noriginator of the classified material.\nNote: Any questions as to the appropriate markings and other matters of form should be referred to\nthe Legal Counsel's Office or the staff secretary of the National Security Council staff.\n- 39 —\nSAFEGUARDING CLASSIFIED\nAND SENSITIVE INFORMATION\nEach staff office must establish adequate internal procedures to ensure that classified and sensitive\ndocuments and related materials are protected at all times. A specific person in each office should be\ngiven this responsibility, but it should be made clear that the last person in an office assumes the\nresponsibility for the security of classified material.\nThe U.S. Secret Service Uniformed Division conducts a thorough after-hours security inspection of\neach staff office in the White House and Executive Office Building (EOB) on a nightly basis. Their\nauthority to inspect extends to all exposed classified or sensitive documents as well as to all other\nrelated materials not properly secured. Classified material should never be left unattended on desks.\nWhen an office is closed or unattended, materials should be locked in a secure cabinet. In the event of\na serious security violation a formal report will be filed with the office concerned.\nClassified and sensitive materials to be destroyed should be separated from other office trash and\nwaste materials and placed in a specific container designated for this purpose. Paper bags marked\n\"BURN\" are available from the White House Supply Room and can be ordered along with other office\nsupplies. Burnbags are collected under USSS/UD supervision and are disposed of in the secure\nmacerator located in the EOB. Since the macerator has a limited capacity, all nonclassified and\nnonsensitive waste materials are collected and disposed of by the regular GSA sanitation force.\nThe above provisions do not apply to the Situation Room since, because of the volume, separate\ndisposal procedures are required.\n- 40 -\nCLASSIFIED MATERIAL RECEIPT\n(Enclosed in inner envelope)\nRETURN THIS RECEIPT IMMEDIATELY TO\nREGISTRY NO\nUNCLASSIFIED DESCRIPTION\nDATE\n(Serial No. File No., Subject)\nENCLOSURES\nADDRESSEE\nNOTE: This sheet to be retained in Originator's suspense\nfile until receipt has been signed and returned; then this sheet\nshould be destroyed\nTITLE\nCLASSIFIED MATERIAL RECEIPT\n16-88317A-1 GPO\nMESSENGER RECEIPT\n(Attached to outer envelope)\nEXECUTIVE OFFICE OF THE PRESIDENT\nOffice of Administration\nSPECIAL MAIL DELIVERY\nTo:\nDESIRED DELIVERY\nAgency:\nTIME*:\n(date)\nBldg:\nRoom No.:\nStreet Address:\n(am)\n(pm)\n*ASAP means next\nscheduled delivery.\nFrom:\nDate:\nExt:\nRoom No.:\nTime:\nSpecial instructions for late deliveries:\n(Over)\n- 41 -\nFORMS OF ADDRESS\nCONTENTS\nPage\nPresident and the President's Wife\n46\nPresident's Staff\n46\nVice President and the Vice President's Wife\n47\nFederal Judiciary\n48\nSupreme Court of the United States\n48\nCourt of Appeals\n48\nClaims Court\n49\nCourt of International Trade\n49\nDistrict Courts\n49\nCongress\n50\nSenate\n50\nHouse of Representatives\n52\nCommittees\n54\nExecutive Departments\n55\nMembers of the Cabinet and their Wives\n55\nUnder/Deputy/Assistant Secretaries\n56\nOther Officials\n56\nExecutive Office of the President\n59\nCouncil of Economic Advisers\n59\nCouncil on Environmental Quality\n59\nNational Security Council\n59\nOffice of Management and Budget\n59\nOffice of Administration\n59\nOffice of Policy Development\n59\nOffice of Science and Technology Policy\n59\nUnited States Trade Representative\n59\nExecutive and Legislative Agencies\n60\nBoards and Commissions\n60\nPublic Printer\n60\nComptroller General\n60\nLibrarian of Congress\n60\nAmerican Ambassadors, Ministers, etc\n61\nOrganization of American States\n62\nInternational Organizations\n63\nUnited Nations\n63\nInternational Commissions\n65\n- 43 -\nContents — continued\nForeign Officials\n66\nBritish\n66\nOther Foreign Officials\n68\nUnited States Military Personnel\n70\nJoint Chiefs of Staff\n70\nCommissioned and Warrant Officers\n71\nArmy, Air Force and Marine Corps\n71\nNavy and Coast Guard\n71\nAcadamies of the Military Services\n72\nEnlisted Personnel\n73\nArmy\n73\nAir Force\n73\nMarine Corps\n74\nNavy and Coast Guard\n74\nState Government Officials\n75\nExecutive and Judicial Branches\n75\nSenate\n77\nHouse of Representatives, Assembly, or House of Delegates\n77\nDistrict of Columbia Government\n78\nMayor and City Councilman\n78\nCourts\n78\nLocal Government Officials\n80\nPolitical Committees\n82\nNational Officials\n82\nState Officials\n82\nCounty and City Officials\n82\nEcclesiastical\n83\nJewish\n83\nProtestant\n83\nRoman Catholic\n85\nArmenian Orthodox\n87\nGreek Orthodox\n87\nRussian Orthodox\n88\nSyrian Orthodox\n88\nEducational\n89\nColleges and Universities\n89\nJunior and Senior High Schools\n90\nElementary School\n90\nOrganizations\n91\nVeterans\n91\nLabor Unions\n91\nOther\n92\nPrivate Citizens\n93\n- 44 -\nINTRODUCTION TO FORMS OF ADDRESS\nThe examples of addresses given in this section are for guidance in preparing both general and Presidential\ncorrespondence. Salutations shown are for general usage. For Presidential salutations, see Page 11.\nPersonal judgment is needed in adapting the forms shown here to the many people and positions that could\nnot be included in the lists.\nTitles are flexible in their use; for example, the customary title \"The Honorable\" may be replaced by another\nsuch as \"General,\" \"Dr.\" or \"His Excellency.\"\nAll Presidential appointees and Federal and State elective officials are addressed as \"The Honorable.\" As a\nrule, county and city officials, with the exception of mayors and presidents of city councils are not addressed\nas \"The Honorable.\" Central Reference (x2579) or Records Office (x2226) can answer whether an individual\nshould be addressed as \"The Honorable.\"\nA person once entitled to be addressed as \"Judge,\" \"General,\" \"The Honorable,\" \"His Excellency,\" or a similar\ndistinctive title, may retain the title throughout his or her lifetime. The personal preference of those no\nlonger holding distinctive positions is the guide to use of titles.\nIn salutations to persons in positions that may be held by men or by women, only the title \"Mr.\" is shown in\nthe examples given here. When a women occupies the position, substitute \"Madam\" for \"Mr.\" before such\nformal terms as \"President,\" \"Vice President,\" \"Chairman,\" \"Secretary,\" \"Ambassador,\" and \"Minister,\".\nThe title \"Miss,\" or \"Mrs.\" is substituted for \"Mr.\" when the name rather than a formal title follows. Use\n\"Ms.\" if the woman's marital status is unknown or if she has shown a preference for that title.\nThe complimentary close is \"Sincerely\" unless otherwise indicated.\nFor specific guidance regarding salutations for foreign officials, high-level ecclesiastical officials, and so forth,\ncheck with the Correspondence Typing Unit.\n- 45\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE PRESIDENT AND THE PRESIDENT'S WIFE\nThe President (formal)\nThe President\nDear Mr. President:\nThe White House\nWashington, D.C. 20500\nThe President (informal)\nThe Honorable ...\nDear Mr. President:\nThe President of the United States\nWashington, D.C. 20500\nThe President and Wife\nThe President and Mrs. ...\nDear Mr. President\nThe White House\nand Mrs. ...:\nWashington, D.C. 20500\nWife of the President\nMrs.\nDear Mrs. ...:\nThe White House\nWashington, D.C. 20500\nFormer President\nThe Honorable ...\nDear Mr. ...:\n(address)\nFormer President and Wife\nThe Honorable and Mrs. ...\nDear Mr. and Mrs. ...:\n(address)\nTHE PRESIDENT'S STAFF\nPresidential Appointee\nThe Honorable ...\nDear Mr. ...:\n(Title)\nThe White House\nWashington, D.C. 20500\nNon-Appointed Staff Member\nMr. ...\nDear Mr. ...:\n(Title)\nThe White House\nWashington, D.C. 20500\n- 46 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE VICE PRESIDENT AND THE VICE PRESIDENT'S WIFE\nThe Vice President (formal)\nThe Vice President\nDear Mr. Vice President:\nUnited States Senate\nWashington, D.C. 20510\nThe Vice President (informal)\nThe Honorable\n...\n...\nDear Mr. Vice President:\nThe Vice President\nof the United States\nWashington, D.C.\n*President of the Senate\nThe Honorable\n...\nDear Mr. President:\nPresident of the Senate\nWashington, D.C.\nThe Vice President and Wife\nThe Vice President and\nDear Mr. Vice President\nMrs. ...\nand Mrs. ...:\n(address)\nWife of the Vice President\nMrs. ...\nDear Mrs. ...:\n(address)\nFormer Vice President\nThe Honorable ...\nDear Mr. ...:\n(address)\nFormer Vice President and Wife\nThe Honorable and Mrs. ...\nDear Mr. and Mrs. ...:\n(address)\n* The Vice President is the President of the Senate.\n- 47 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE FEDERAL JUDICIARY\nSUPREME COURT OF THE UNITED STATES\nThe Chief Justice\nThe Honorable\n...\nDear Mr. Chief Justice:\n...\nThe Chief Justice\nof the United States\nWashington, D.C. 20543\nWife of the Chief Justice\nMrs. ...\nDear Mrs. ...:\n(address)\nAssociate Justice\nThe Honorable ...\nDear Mr. Justice:\nAssociate Justice\nSupreme Court of\nthe United States\nWashington, D.C. 20543\nFormer Chief Justice\nThe Honorable ...\nDear Mr. Chief Justice:\n(address)\nFormer Justice\nThe Honorable ...\nDear Mr. Justice:\n(address)\nUNITED STATES COURT OF APPEALS\nChief Judge\nThe Honorable ... ...\nDear Judge ...:\n(Numbered Circuit)\nChief Judge\nUnited States Court of Appeals\nfor the (Number) Circuit\n(City, State)\nChief Judge\nThe Honorable ... ...\nDear Judge ...:\n(District of Columbia Circuit)\nChief Judge\nUnited States Court of Appeals\nfor the District of Columbia\nWashington, D.C.\nJudge\nThe Honorable ... ...\nDear Judge ...:\n(Numbered Circuit)\nJudge\nUnited States Circuit Judge\nfor the (Number) Circuit\n(City, State)\nJudge\nThe Honorable ...\nDear Judge ...:\n(District of Columbia Circuit)\nJudge\nUnited States Court of Appeals\nfor the District of Columbia\nWashington, D.C.\n- 48 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE FEDERAL JUDICIARY - Continued\nUNITED STATES CLAIMS COURT\nChief Judge\nThe Honorable\nDear Judge :\nChief Judge\nUnited States Claims Court\nWashington, D.C. 20005\nJudge\nThe Honorable\nDear Judge :\nJudge\nUnited States Claims Court\nWashington, D.C. 20005\nUNITED STATES DISTRICT COURT\nChief Judge\nThe Honorable\nDear Judge :\nChief Judge\nUnited States District Court\nfor the Region, if any)\nDistrict of (State)\n(City, State)\nJudge\nThe Honorable\nDear Judge :\nUnited States District Judge\nfor the Region, if any)\nDistrict of (State)\n(City, State)\nUNITED STATES COURT OF INTERNATIONAL TRADE\nChief Judge\nThe Honorable\nDear Judge\nChief Judge\nUnited States Court of\nInternational Trade\nNew York, New York 10007\nJudge\nThe Honorable\nDear Judge\nJudge\nUnited States Court of\nInternational Trade\nNew York, New York 10007\nNOTE: For a Justice of a State Supreme Court, see State Government officials.\nFor a Judge of a District of Columbia Court, see District of Columbia Government.\n- 49 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE CONGRESS\nUNITED STATES SENATE*\n**President of the Senate\nThe Honorable ... ...\nDear Mr. President:\nPresident of the Senate\nWashington, D.C. 20510\nPresident pro tempore\nThe Honorable ...\nDear Mr. President:\nPresident pro tempore\nof the Senate\nWashington, D.C. 20510\nMajority Leader\nThe Honorable\nDear Senator :\n...\nor\n(Majority/Minority) Leader\nMinority Leader\nUnited States Senate\nWashington, D.C. 20510\nSenator (man or woman)\nThe Honorable ...\nDear Senator ...:\n(in Washington, D.C.)\nUnited States Senate\nWashington, D.C. 20510\nSenator (man or woman)\nThe Honorable ...\nDear Senator :\n(away from Washington)\nUnited States Senator\n(address)\nSenator-elect\nThe Honorable\n...\nDear Mr. ...:\nUnited States Senator-Elect\n(address, if given)\nor\n(no title)\nSenate Office Building\nWashington, D.C. 20510\nFormer Senator (man or woman)\nThe Honorable ...\nDear Senator ...:\n(No title)\n(address)\n*\nThe names of the Senators and Representatives, as well as their titles, are listed in the Congressional\nDirectory.\n** The Vice President is the President of the Senate.\nFor Presidential forms of address, see page 11.\n- 50 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE CONGRESS - Continued\nUNITED STATES SENATE - Continued\nChaplain of the Senate\nThe Reverend\n...\n...\nDear (Title*) ...:\nChaplain of the Senate\nWashington, D.C. 20510\nSecretary of the Senate\nThe Honorable\n...\nDear Mr.\nSecretary of the Senate\nWashington, D.C. 20510\nMajority Secretary\nMr. ...\nDear Mr.\nor\nSecretary for the\nMinority Secretary\n(Majority/Minority)\nSenate Office Building\nWashington, D.C. 20510\nAdministrative Assistant to a\nMr. ...\nDear Mr. ....\nUnited States Senator\nAdministrative Assistant\nto the Honorable\n...\n...\nSenate Office Building\nWashington, D.C. 20510\nSecretary to a\nMr. ...\nDear Mr. :\nUnited States Senator\nSecretary to\nthe Honorable\n...\n...\nSenate Office Building\nWashington, D.C. 20510\n* The title is \"Mr.\", \"Dr.\", and so forth, as appropriate.\nThe title of \"Reverend\" is not used with the surname alone.\n- 51 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE CONGRESS - Continued\nUNITED STATES HOUSE OF REPRESENTATIVES\nSpeaker of the House\nThe Honorable ... ...\nDear Mr. Speaker:\nSpeaker of the\nHouse of Representatives\nWashington, D.C. 20515\nMajority Leader\nThe Honorable\n...\nDear Mr. ...: or\nor\n(Majority/Minority) Leader\nDear Congressman ...:\nMinority Leader\nHouse of Representatives\nWashington, D.C. 20515\nRepresentative\nThe Honorable ...\nDear Mr. ...: or\n(in Washington, D.C.)\nHouse of Representatives\nDear Congressman ...:\nWashington, D.C. 20515\nRepresentative\nThe Honorable ... ...\nDear Mrs./Miss/Ms. ...: or\n(Woman)\nHouse of Representatives\nDear Congresswoman ...:\nWashington, D.C. 20515\nRepresentative\nThe Honorable\n...\nDear Mr. ...: or\n(Away from Washington)\nMember, United States\nDear Congressman ...:\nHouse of Representatives\n(address)\nAdministrative Assistant\nMr.\nDear Mr. ...:\nto a Representative\nAdministrative Assistant to\nthe Honorable\n...\n(address)\nResident Commissioner\nThe Honorable\n...\nDear Commissioner:\nfrom Puerto Rico\nResident Commissioner\nfrom Puerto Rico\nHouse of Representatives\nWashington, D.C. 20515\nRepresentative-elect\nThe Honorable\n...\nDear Mr. ...:\nUnited States Representative-Elect\n(address, if given)\nor\nHouse Office Building\nWashington, D.C. 20515\nFormer Representative\nThe Honorable ...\nDear Mr. ...:\n(No title)\n(address)\n- 52 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE CONGRESS - Continued\nUNITED STATES HOUSE OF REPRESENTATIVES - Continued\nChaplain of the House\nThe Reverend\n...\nDear (Title*) ...:\nChaplain of the\nHouse of Representatives\nWashington, D.C. 20515\nClerk of the House\nThe Honorable ... ...\nDear Mr. ...:\nClerk of the\nHouse of Representatives\nWashington, D.C. 20515\nMajority Clerk\nMr.\n...\nDear Mr. ...:\nor\n(Majority/Minority) Clerk\nMinority Clerk\nHouse Office Building\nWashington, D.C. 20515\nSecretary to a\nMr. ... ...\nDear Mr. ...:\nUnited States Representative\nSecretary to\nthe Honorable\n...\n...\nHouse Office Building\nWashington, D.C. 20515\n* The title is \"Mr.\", \"Dr.\", and so forth, as appropriate.\nThe title \"Reverend\" is not used with the surname alone.\n- 53 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE CONGRESS - Continued\nCOMMITTEES*\nChairman\nThe Honorable ...\nDear Mr. Chairman:(formal)\n(Senate or House Committee)\nChairman\nDear Senator ...: (informal)\nCommittee on\n...\nDear Mr. ...:(Representative)\n(United States Senate/\nHouse of Representatives)\nWashington, D.C.\nChairman\nThe Honorable\nDear Mr. Chairman:(formal)\n(Senate or House\nChairman\nDear Senator .:(informal)\nSubcommittee)\nSubcommittee on\n...\nDear Mr. ...:(Representative)\n(Name of parent committee)\n(United States Senate/\nHouse of Representatives\nWashington, D.C.\nJOINT COMMITTEES*\nChairman of a Joint Committee\nThe Honorable\nDear Mr. Chairman:(formal)\nChairman\nDear Senator ...:(informal)\nJoint Committee on\nDear Mr. ...:(Representative)\nCongress of the United States\nWashington, D.C.\n*\nThe names of the Standing Committees of the Senate and House of Representatives, as well as those\nof the Joint Congressional Committees, are listed in the Congressional Directory.\n54\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE DEPARTMENTS\nMEMBERS OF THE CABINET AND THEIR WIVES\nMembers of the Cabinet\naddressed as \"Secretary\"\n(Formal)\nThe Honorable\n...\nDear Mr. (or Madam)\nThe Secretary of (Department*)\nSecretary:\nWashington, D.C.\n(Informal)\nThe Honorable\n...\n...\nDear Mr. (or Madam)\nSecretary of (Department*)\nSecretary:\nWashington, D.C.\nSecretary and Wife\nThe Honorable and Mrs.\n...\nDear Mr. Secretary\nDepartment of (name)\nand Mrs. ...:\nWashington, D.C.\nSecretary and Husband\nThe Honorable\n...\n...\nand Mr.\n...\nDear Madam Secretary\nDepartment of (name)\nand Mr.\nWashington, D.C.\n* Titles for Cabinet Members:\nSecretary of State\nSecretary of Labor\nSecretary of the Treasury\nSecretary of Health and Human Services\nSecretary of Defense\nSecretary of Housing and Urban Development\nThe Attorney General\nSecretary of Transportation\nSecretary of the Interior\nSecretary of Energy\nSecretary of Agriculture\nSecretary of Education\nSecretary of Commerce\n- 55 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE DEPARTMENTS - - Continued\nUNDER SECRETARIES\nand\nDEPUTY AND ASSISTANT SECRETARIES OF THE DEPARTMENTS\nUnder Secretary\nThe Honorable\n...\nDear Mr.\n:\nUnder Secretary of (Department*)\nWashington, D.C.\nDeputy Secretary\nThe Honorable\n...\nDear Mr.\n:\nDeputy Secretary of (Department*)\nWashington, D.C.\nAssistant Secretary\nThe Honorable\n...\nDear Mr.\n:\nAssistant Secretary of (Department*)\nWashington, D.C.\nDeputy Attorney General\nThe Honorable\n...\nDear Mr.\n:\nDeputy Attorney General\nWashington, D.C.\nAssistant Attorney General\nThe Honorable\n...\nDear Mr.\n:\nAssistant Attorney General\nWashington, D.C.\n*\nTitles for the Under Secretaries, Deputy Secretaries, and Assistant Secretaries of the Departments:\nUnder/Deputy/Assistant Secretary of State\nUnder/Deputy/Assistant Secretary of the Treasury\nUnder/Deputy/Assistant Secretary of Defense\nUnder/Deputy/Assistant Secretary of the Army\nUnder/Deputy/Assistant Secretary of the Navy\nUnder/Deputy/Assistant Secretary of the Air Force\nUnder/Deputy/Assistant Secretary of the Interior\nUnder/Deputy/Assistant Secretary of Agriculture\nUnder/Deputy/Assistant Secretary of Commerce\nUnder/Deputy/Assistant Secretary of Labor\nUnder/Deputy/Assistant Secretary of Health and Human Services\nUnder/Deputy/Assistant Secretary of Housing and Urban Development\nUnder/Deputy/Assistant Secretary of Transportation\nUnder/Deputy/Assistant Secretary of Energy\nUnder/Deputy/Assistant Secretary of Education\n- 56 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE DEPARTMENTS - Continued\nOTHER OFFICIALS\nSolicitor General\nThe Honorable\nDear Mr. ...:\n...\n...\nSolicitor General\nDepartment of Justice\nWashington, D.C. 20530\nUnited States Attorney\nThe Honorable\nDear Mr. :\n...\nUnited States Attorney for the\n(Region) District of (State)\n(address)\nAssistant United States Attorney\nMr.\nDear Mr. ...:\nAssistant United States Attorney\nfor the (Region) District of (State)\n(address)\nUnited States Marshal\nThe Honorable\nDear Mr. ...:\n...\nUnited States Marshal for the\n(Region) District of (State)\n(address)\nAssistant United States Marshal\nMr. ...\nDear Mr. ...:\nAssistant United States Marshal\nfor the (Region) District of (State)\n(address)\nCommissioner of Internal Revenue\nThe Honorable\n...\nDear Mr.\nCommissioner of Internal Revenue\nWashington, D.C. 20224\nDirector,\nThe Honorable ...\nDear Mr. :\nFederal Bureau of Investigation\nDirector\nFederal Bureau of Investigation\nWashington, D.C. 20535\n- 57 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE DEPARTMENTS - Continued\nOTHER OFFICIALS - Continued\nDistrict Director of\nMr. ... ...\nDear Mr. ...:\nInternal Revenue\nDistrict Director of\nInternal Revenue\n(address)\nCommissioner of Customs\nThe Honorable ... ...\nDear Mr. ...:\nCommissioner of Customs\n(address)\nPostmaster\nThe Honorable ...\nDear Mr. ...:\n(1st, 2nd and 3rd Class Offices)\nPostmaster\n(address)\n(4th Class Offices)\nMr. ...\nDear Mr. ...:\nPostmaster\n(address)\nOther Federal Officials\nMr. ...\nDear Mr. ...:\nNot Appointed by the President\n(title)\n(address)\n- 58 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE OFFICE OF THE PRESIDENT\nDirector of the\nThe Honorable\nDear Mr. :\n...\n...\nOffice of Management\nDirector\nand Budget\nOffice of Management and Budget\nWashington, D.C. 20503\nChairman\nThe Honorable ...\nDear Mr. ...:\n...\nCouncil of Economic Advisers\nChairman\nCouncil of Economic Advisers\nWashington, D.C. 20506\nUnited States Trade\nThe Honorable\n...\nDear Mr. ...:\n...\nRepresentative\nUnited States Trade Representative\nWashington, D.C. 20506\nChairman\nThe Honorable ...\nDear Mr. :\nCouncil on Environmental Quality\nChairman\nCouncil on Environmental Quality\nWashington, D.C. 20006\nDirector\nThe Honorable\n...\nDear Mr. :\nOffice of Science and\nDirector\nTechnology Policy\nOffice of Science and\nTechnology Policy\nWashington, D.C. 20500\nDirector\nThe Honorable ... ...\nDear Mr. :\nOffice of Administration\nDirector\nOffice of Administration\nWashington, D.C. 20500\nDirector\nThe Honorable\nDear Mr :\nOffice of Policy Development\nDirector\nOffice of Policy Development\nWashington, D.C. 20500\nDirector\nThe Honorable\nMr.\nNational Security Council\nDirector\nNational Security Council\nWashington, D.C. 20500\n- 59 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nTHE EXECUTIVE AND LEGISLATIVE AGENCIES\nChairman of a Board/Commission\nThe Honorable ...\n...\nDear Mr. ...:\nChairman\n(Name of Board/Commission)\nWashington, D.C.\nMember of a Board/Commission\nThe Honorable ...\nDear Mr. ...:\nMember\n(Name of Board/Commission)\nWashington, D.C.\nAdministrator of an Agency\nThe Honorable ...\nDear Mr. ...:\nAdministrator\n(Name of Agency)\nWashington, D.C.\nAdministrator of an Agency\nThe Honorable\nDear Mr. ...:\n...\n...\n(with special title)\nAdministrator of Veterans' Affairs\nWashington, D.C.\nThe Honorable ...\nDear Mr. ...:\n...\nAdministrator of General Services\nWashington, D.C.\nDirector of an Agency\nThe Honorable ... ...\nDear Mr. ...:\nDirector\n(Name of Agency)\nWashington, D.C.\nPublic Printer\nThe Honorable ... ...\nDear Mr. ...:\nPublic Printer\nWashington, D.C. 20401\nComptroller General\nThe Honorable ... ...\nDear Mr. ...:\nComptroller General of\nthe United States\nWashington, D.C. 20548\nLibrarian of Congress\nThe Honorable ...\nDear Mr.\nLibrarian of Congress\nWashington, D.C. 20540\n- 60 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nAMERICAN AMBASSADORS, MINISTERS, ETC.\nNOTE: Letters to diplomatic officials who are out of the country usually are sent to the Department of\nState (through its Executive Secretariat) for transmittal in diplomatic pouch.\nAmerican Ambassador\nThe Honorable ...\n...\nDear Mr. Ambassador:\nAmerican Ambassador\n(City)\nAmerican Ambassador\nThe Honorable ... ...\nDear Madam Ambassador:\n(Woman-married or single)\nAmerican Ambassador\n(formal) or\n(City)\nDear Miss or\nDear Mrs. (informal)\nAmbassador and Wife\nThe Honorable\nDear Mr. Ambassador\n(when in the Embassy)\nThe American Ambassador\nand Mrs. ...:\nand Mrs. ...\n(City)\nAmbassador and Wife\nThe Honorable\nDear Mr. Ambassador\n(away from Embassy)\nThe American Ambassador\nand Mrs.\nand Mrs. ...\n(address)\nAmerican Ambassador\n(Full rank)\n...\nDear Mr. Ambassador:\n(with military rank)\nAmerican Ambassador\nor\n(City)\nDear (rank)\nFormer American Ambassador\nThe Honorable ... ...\nDear Ambassador\n(address)\nor\nDear Mr.\nPersonal (Special) Representative\nThe Honorable\n...\nDear Mr. :\nPersonal Representative\nof the President of\nthe United States of\nAmerica to\n...\n(address)\nAmerican Minister\nThe Honorable ... ...\nDear Mr. Minister:\nAmerican Minister\n(City)\nAmerican Minister\n(Full rank)\n...\nDear Mr. Minister:\n(with military rank)\nAmerican Minister\nor\n(City)\nDear (rank)\nAmerican Consul General\n......, Esquire\nDear Mr. :\nAmerican Consul General\n(City)\n- 61 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nORGANIZATION OF AMERICAN STATES\nSecretary General\nThe Honorable*\n...\n...\nDear Mr. Secretary\nSecretary General of the\nGeneral:\nOrganization of\nAmerican States\nPan American Union\nWashington, D.C. 20006\nAssistant Secretary General\nThe Honorable\n...\nDear Mr. (Dr.) ...:\nAssistant Secretary General\nof the Organization of\nAmerican States\nPan American Union\nWashington, D.C. 20006\nPermanent Representative\nThe Honorable\n...\nDear, Mr. Ambassador:\nof the United States\nUnited States Representative\nof America to the\non the Council of the\nOrganization of\nOrganization of American States\nAmerican States\nDepartment of State\nWashington, D.C. 20520\n* The Secretary General is addressed as \"The Honorable\" unless he is entitled to \"His Excellency\" by\nreason of a position previously held.\n- 62 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nINTERNATIONAL ORGANIZATIONS\nUNITED NATIONS\nCommunications to the United Nations are addressed to the United States Representative to the United\nNations, through the Department of State. Exceptions which are sent directly to the United States\nRepresentative include: those intended for the Economic and Social Council, the Disarmament\nCommission, the Trusteeship Council, and the delegation to the General Assembly (when it is in session).\nDirect communication with the United Nations is inappropriate unless exceptions arise. When it is\nnecessary, the communication should be sent to the Secretary General of the United Nations through the\nUnited States Representative by means of a covering letter.\nSecretary General\nHis Excellency ... ...\nDear Mr. Secretary\nof the United Nations\nSecretary General of the\nGeneral:\nUnited Nations\nUnited Nations, New York 10017\nUnder Secretary\nThe Honorable*\n...\nDear Mr. (Dr.) ...:\nof the United Nations\nUnder Secretary of the\nUnited Nations\nUnited Nations, New York 10017\nUnited States Representative\nThe Honorable\n...\nDear Mr. Ambassador:\nto the United Nations\nRepresentative of the United\nStates of America to the United\nNations\nChairman, United States\nThe Honorable\n...\n...\nDear Mr. Chairman:\nDelegation to the\nChairman, United States Delegation\nor\nUnited Nations Military\nUnited Nations Military\nDear (rank) ...:\nStaff Committee\nStaff Committee\nor\nUnited Nations Mission\nDear Mr. (Dr.) ...:\nto the United Nations\nNew York, New York 10017\n* Use \"His Excellency\" only by reason of a position previously held.\n- 63 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nINTERNATIONAL ORGANIZATIONS - - Continued\nUNITED NATIONS - Continued\nSenior Representative of the\nThe Honorable\n...\n...\nDear Mr. (Dr.) ...:\nUnited States to the\nSenior Representative of\nGeneral Assembly of the\nthe United States to\nUnited Nations\nthe General Assembly\nof the United Nations\nNew York, New York 10017\nSenior Military Adviser\n(Full rank) ...\n...\nDear (rank) ...:\nto the United States Delegation\nSenior Military Adviser\nto the United Nations\nUnited States Delegation\nGeneral Assembly\nto the United Nations\nGeneral Assembly\nNew York, New York 10017\nRepresentative of the\nThe Honorable\nDear Mr. Ambassador:\n...\nUnited States\nRepresentative of the\nof America on the\nUnited States of America\nEconomic and Social\non the Economic and\nCouncil of the\nSocial Council of\nUnited Nations\nthe United Nations\nNew York, New York 10017\nForeign Representative to\nHis Excellency\n...\n...\nDear Mr. Ambassador:\nthe United Nations with\nRepresentative of (country)\nthe rank of Ambassador\nto the United Nations\n(address)\n- 64 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nINTERNATIONAL ORGANIZATIONS - Continued\nINTERNATIONAL COMMISSIONS\nHead of United States Delegation\nThe Honorable ... ...\nDear Mr. (Dr.) ...:\nto an International Commission\n(Title)\n(Name of Commission)\n(Address)\nInternational Joint Commission\n(Name of Commission)\nSirs:\n(Address)\nUnited States Member of an\nThe Honorable ... ...\nDear Mr. Commissioner:\nInternational Joint Commission\nAmerican Commissioner\n(Name of Commission)\n(Address)\nUnited States Representative\nMr. ...\nDear Mr. (Dr.) ...:\non an Interim Commission\n(Title)\n(Name of Commission)\n(Parent Organization, if any)\n(Address)\n- 65 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nFOREIGN OFFICIALS\nNOTE: Examples given here indicate the form of address only. For the exact names, titles, and orders, it is\nsuggested that the Correspondence Review Staff in the Department of State be consulted.\nBRITISH\nThe King\nHis Majesty\nYour Majesty: (formal)\nKing (Name and Roman Numeral)\nor\nLondon, England\nDear King (informal)\nThe Queen\nHer Majesty\nYour Majesty: (formal)\nQueen\n...\nor\nLondon, England\nDear Queen (informal)\nHusband of the Queen\nHis Royal Highness\nSir: (formal)\nThe Prince\n...\nor\n(Title)\nDear Prince (informal)\nLondon, England\nSecretary of State\nThe Right Honorable\nDear Mr. Secretary\nfor Foreign Affairs\n(Full name)*\nof State:\nSecretary of State for\nForeign Affairs\nLondon, England\n*\nThe initials of any Order, Decoration, or Honor are to follow on the same line.\n- 66 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nFOREIGN OFFICIALS - Continued\nBRITISH - Continued\nPrime Minister\nThe Right Honorable\nDear Mr. Prime Minister:\n(Full name)*\nDear Madam Prime Minister:\nPrime Minister\nLondon, England\nMember of the House of Lords\nThe Right Honorable\nDear Lord ...:\nThe Earl of ...\n(Address)\nMember of the\nThe Right Honorable\nDear Sir ...:\nHouse of Commons\n(when appropriate)\n(with title)\n(Full name)*\n(Address)\nor\nSir *\n(Address)\n(without title)\n(Full name), Esquire, M.P.\nDear Mr. ...:\n(Address)\nGovernor General\nHis Excellency\nDear Governor General:\nThe Right Honorable\n(Full name)*\nGovernor General of\n(name of country)\n(City)\n* The initials of any Order, Decoration, or Honor are to follow on the same line.\n- 67 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nFOREIGN OFFICIALS - Continued\nOTHER FOREIGN OFFICIALS\nKing\nHis Majesty\nYour Majesty: (formal)\nKing (Name and Roman Numeral)\nor\n(City, country)\nDear King ...: (informal)\nQueen\nHer Majesty\nYour Majesty: (formal)\nQueen\n...\nor\n(City, country)\nDear Queen ...: (informal)\nPresident of a Republic\nHis Excellency\nDear Mr. President:\n(Full name)\nPresident of (name of country)\n(City)\nPremier\nHis Excellency\nDear Mr. Premier:\n(Full name)\nPremier of (name of country)\n(City)\nPrime Minister*\nHis Excellency\nDear Mr. Prime Minister:\n(Full name)\nPrime Minister of (name of country)\n(City)\nMinister of Foreign Affairs\nHis Excellency\nDear Mr. Minister:\n(Full name)\nMinister of Foreign Affairs\nof (name of country)\n(City)\n*\nFor the British Prime Minister, see the British forms of address.\n- 68 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nFOREIGN OFFICIALS - Continued\nOTHER FOREIGN OFFICIALS - Continued\nForeign Ambassador\nHis Excellency\nDear Mr. Ambassador:\nin the United States\n(Full name)\nAmbassador of (name of country)\n(Chancery address*)\nWashington, D.C.\nForeign Minister\nThe Honorable\n...\nDear Mr. Minister:\n...\nin the United States\nMinister of (name of country)\n(Chancery address*)\nWashington, D.C.\nForeign Chargé d'Affaires\nMr.**\nDear Mr. Charge d'Affaires:\nad interim in the United States\nChargé d'Affaires ad interim\nof (name of country)\n(Chancery address*)\nWashington, D.C.\n*\nInclude on the envelope only the Chancery address given in the \"Diplomatic List\" and\nWashington, D.C., with the zip code.\n** Use \"The Honorable\" if the Charge d'Affaires ad interim has the personal rank of\nMinister Plenipotentiary.\n- 69 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nUNITED STATES MILITARY PERSONNEL\nJOINT CHIEFS OF STAFF\nChairman\n(General/Admiral) ... ...\nDear General/Admiral :\nChairman\nJoint Chiefs of Staff\nWashington, D.C. 20301\nChief of Staff, U.S. Army\nGeneral ...\nDear General ...:\nChief of Staff\nUnited States Army\nWashington, D.C. 20301\nChief of Naval Operations\nAdmiral ... ...\nDear Admiral ...:\nChief of Naval Operations\nWashington, D.C. 20301\nChief of Staff, U.S. Air Force\nGeneral ...\nDear General ...:\nChief of Staff\nUnited States Air Force\nWashington, D.C. 20301\nCommandant of the Marine Corps\nGeneral ...\nDear General ...:\nCommandant of the Marine Corps\nWashington, D.C. 20301\n- 70 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nMILITARY PERSONNEL\nCOMMISSIONED AND WARRANT OFFICERS\nTHE ARMY, THE AIR FORCE AND THE MARINE CORPS\nGeneral\n(Rank, name, service designation*)\nDear General ...:\nLieutenant General\n(Post Office address of\nMajor General\norganization and station)\nBrigadier General\nColonel\n(same as above)\nDear Colonel ...:\nLieutenant Colonel\nMajor\n(same as above)\nDear Major ...:\nCaptain\n(same as above)\nDear Captain ...:\nFirst Lieutenant\n(same as above)\nDear Lieutenant ...:\nSecond Lieutenant\nChief Warrant Officer\n(same as above)\nDear Mr. ...:\nWarrant Officer\nChaplain\nChaplain ...\nDear Chaplain ...:\n(Rank and service designation*)\n(Post Office address of\norganization and station)\nRetired Officer\n(Rank, name, service\nDear (Rank) ...:\ndesignation*), Ret.\n(Address)\nTHE NAVY AND THE COAST GUARD\nAdmiral\n(Rank, name, service designation*)\nDear Admiral ...:\nVice Admiral\n(Post Office address of\nRear Admiral\norganization and station)\nCommodore\n(same as above)\nDear Commodore...:\n* Service designations are abbreviated as follows: USA, USN, USAF, USMC, USCG.\nFor Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.\nAPO/FPO Addresses\n(Rank, name, service designation)\n(Service number)\n(Post Office address of\norganization and station)\nAPO (or FPO) San Francisco (zip code) (state omitted)\nNOTE: A list of military abbreviations begins on page 3.\n- 71 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nCOMMISSIONED AND WARRANT OFFICERS- - Continued\nTHE NAVY AND THE COAST GUARD - Continued\nCaptain\n(Rank, name, service designation*)\nDear Captain.\n(Post Office address of\norganization and station)\nCommander\n(Same as above)\nDear Commander\nLieutenant Commander\nLieutenant\nDear Lieutenant\nLieutenant (jg)\nEnsign\nDear Ensign\nChief Warrant Officer\nDear Mr.....:\nWarrant Officer\nChaplain\nChaplain\nDear Chaplain.\n(Rank and service designation*)\n(Post Office address of\norganization and station)\nRetired Officer\n(Rank, name, service\ndesignation*), Ret.\n(Address)\nDear Rank\nACADEMIES OF THE MILITARY SERVICE\nCadet of\nCadet ...\nDear Cadet\nU.S. Military Academy\n(Address)\nMidshipman of\nMidshipman ...\nDear Midshipman..\nU.S. Naval Academy\n(Address)\nCadet of\nCadet ...\nDear Cadet\nU.S. Air Force Academy\n(Address)\n*\nService designations are abbreviated as follows: USA USN, USAF, USMC, USCG.\nFor Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.\nFor military man and wife: (sample) Lieutenant jg Smith, USA, and Mrs. Smith\nNOTE: A list of military abbreviations begins on page 3.\n- 72 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nENLISTED PERSONNEL\nARMY\nSergeant Major\n(Rank, name, service designation*)\nDear Sergeant\nFirst Sergeant\n(Post Office address of\norganization and station)\nMaster Sergeant\nSergeant First Class\nStaff Sergeant\nSergeant\nCorporal\n(Same as above)\nDear Corporal.\nSpecialist 7, 6, 5 and 4\n(Same as above)\nDear Specialist\nPrivate First Class\n(Same as above)\nDear Private\nPrivate\nAIR FORCE\nChief Master Sergeant\n(Rank, name, service designation*)\nDear Chief\n(Post Office address of\norganization and station)\nSenior Master Sergeant\nDear Sergeant\nMaster Sergeant\nTechnical Sergeant\nStaff Sergeant\nSergeant\nSenior Airman\n(Same as above)\nDear Airman\nAirman First Class\nAirman Basic\n*\nService designations are abbreviated as follows: USA USN, USAF, USMC, USCG.\nFor Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.\nNOTE: A list of military abbreviations begins on page 3.\n- 73 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nENLISTED PERSONNEL- Continued\nMARINE CORPS\nSergeant Major\n(Rank, name, service designation*)\nDear Sergeant Major.....\nMaster Gunnery Sergeant\n(Post Office address of\norganization and station)\nDear Sergeant.\nFirst Sergeant\nMaster Sergeant\nGunnery Sergeant\nStaff Sergeant\nSergeant\nCorporal\n(Same as above)\nDear Corporal\nLance Corporal\nPrivate First Class\n(Same as above)\nDear Private\nPrivate\nNAVY AND COAST GUARD\nMaster Chief Petty Officer\n(Rate, name, service designation*)\nDear Master Chief....:\nSenior Chief Petty Officer\n(Post Office address of\norganization and station)\nDear Senior Chief....:\nChief Petty Officer\nDear Chief...\nPetty Officer First Class\nPetty Officer Second Class\nPetty Officer Third Class\nSeaman\nDear Seaman\nSeaman Apprentice\nSeaman Recruit\nNOTE: When addressing a member of the military and his/her spouse, do not include the service\ndesignation after their names. For example: LtCol and Mrs. John Jones (when husband\nis in military)\nMr. John Jones and LtCol Mary Jones\n(when wife is in military)\n*\nService designations are abbreviated as follows: USA USN, USAF, USMC, USCG.\nFor Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.\nNOTE: A list of military abbreviations begins on page 3.\n- 74 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nSTATE GOVERNMENT OFFICIALS\nEXECUTIVE AND JUDICIAL BRANCHES\nGovernor\nThe Honorable\nDear Governor\n...\nGovernor of (State)\n(State Capital and State)\nGovernor and Wife\nThe Honorable and Mrs. ...\nDear Governor\n(Address)\nand Mrs.\nGovernor and Husband\nThe Honorable\nand Mr.\nDear Governor and Mr....:\n...\n...\n...\n(Address)\nActing Governor\nThe Honorable\nDear Governor\n...\nActing Governor of (State)\n(State Capital and State)\nLieutenant Governor\nThe Honorable\nDear Lt. Governor :\n...\nLieutenant Governor of (State)\n(State Capital and State)\nGovernor-elect\nThe Honorable\nDear Mr. :\n...\nGovernor-elect of (State)\n(Address)\nFormer Governor\nThe Honorable ...\nDear Governor ...:\n(No title)\n(Address)\nSecretary of State\nThe Honorable\n...\n...\nDear Mr. Secretary:\nSecretary of State\n*State of (State)\n(State Capital and State)\nAssistants\nMr. ...\nDear Mr.\nAssistant to\nthe Honorable ... ...\nState Capitol\nCity, State\n*\nKentucky, Massachusetts, Virginia and Pennsylvania use \"Commonwealth\" in place of the word\n\"State,\" e.g., the Commonwealth of Kentucky.\n- 75 - -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nSTATE GOVERNMENT OFFICIALS - Continued\nEXECUTIVE AND JUDICIAL BRANCHES\nChief Justice of the\nThe Honorable\nDear Mr. Chief Justice:\n...\nSupreme Court\nChief Justice\nSupreme Court of the State* of (State)\n(State Capital and State)\nSupreme Court Judge and Wife\nThe Honorable and Mrs.\n...\n...\nDear Judge and Mrs. ...:\n(Address)\nAssociate Justice\nThe Honorable\n...\n...\nDear Mr. Justice:\nAssociate Justice\nSupreme Court of the State* of (State)\n(State Capital and State)\nSuperior Court Judge\nThe Honorable\n...\n...\nDear Judge ...:\nJudge\nSuperior Court for the\nState* of (State)\n(Address)\nSuperior Court Judge\nThe Honorable ... ... and Mrs.\n...\nDear Judge ... and Mrs. ...:\nand Wife\n(Address)\nAttorney General\nThe Honorable\n...\nDear Mr. Attorney\nAttorney General\nGeneral:\n*State of (State)\n(State Capital and State)\nTreasurer, Comptroller,\nThe Honorable\n...\nDear Mr.\nor Auditor\nState (Treasurer, Comptroller,\nor Auditor)\n*State of (State)\n(State Capital and State)\nChairman of a State Commission\nThe Honorable\n...\nDear Mr. ...:\nCommissioner\n(Name of Commission)\n(State Capital and State)\n*\nKentucky, Massachusetts, Virginia and Pennsylvania use \"Commonwealth\" in place of the word\n\"State,\" e.g., the Commonwealth of Kentucky.\n- 76 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nSTATE GOVERNMENT OFFICIALS - Continued\nSTATE SENATE**\nPresident of the Senate\nThe Honorable\nDear Senator\n...\nPresident of the Senate of\nthe State of (State)\n(State Capital and State)\nState Senator\nThe Honorable\nDear Senator\n...\nSenator of the State of (State)\n(State Capital and State)\nSecretary of the Senate\nThe Honorable\nDear Mr. :\n...\nSecretary of the Senate of\nthe State of (State)\n(State Capital and State)\nSTATE HOUSE OF REPRESENTATIVES, ASSEMBLY, OR HOUSE OF DELEGATES* **\nSpeaker of the\nThe Honorable\n...\nDear Mr. Speaker:\nHouse of Representatives,\nSpeaker of the (House of\nAssembly, or\nRepresentatives) (Assembly) or\nHouse of Delegates\n(House of Delegates) of\nthe State of (State)\n(State Capital and State)\nState Representative,\nThe Honorable\n...\nDear Mr.\nAssemblyman, or Delegate\nMember of the (House of\nRepresentatives) (Assembly) or\n(House of Delegates) of\nthe State of (State)\n(State Capital and State)\nRepresentative or Senator\nThe Honorable\n...\nDear Senator:\n(away from State Capitol)\nState Representative (or Senator)\nDear Mr. (Representative)\n(Home address)\nChief Clerk\nThe Honorable ...\nDear Mr.\nChief Clerk\nHouse of Representatives\n(Assembly) or (House of Delegates)\nof the State of (State)\n(State Capital and State)\n*\nIn most States, the lower branch of the legislature is the House of Representatives. In some States, such\nas California and New York, the lower house is known as the Assembly. In others, such as Maryland,\nVirginia, and West Virginia, it is known as the House of Delegates. Nebraska has a one-house\nLegislature. Its members are classed as Senators.\n** Kentucky, Massachusetts, Virginia and Pennsylvania use \"Commonwealth\" in place of the word\n\"State,\" e.g., the Commonwealth of Kentucky.\n- 77 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nDISTRICT OF COLUMBIA GOVERNMENT\nMayor\nThe Honorable ...\n...\nDear Mayor ...:\nMayor of the\nDistrict of Columbia\nWashington, D.C. 20004\nCouncilman\nThe Honorable\n...\n...\nDear Mr. ...:\nCouncilman, District of Columbia\nWashington, D.C. 20004\nCOURTS\nDISTRICT OF COLUMBIA COURT OF APPEALS\nChief Judge\nThe Honorable\n...\nDear Judge\nChief Judge\nDistrict of Columbia\nCourt of Appeals\nWashington, D.C. 20544\nAssociate Judge\nThe Honorable\n...\n...\nDear Judge ...:\nAssociate Judge\nDistrict of Columbia\nCourt of Appeals\nWashington, D.C. 20544\n- 78 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nDISTRICT OF COLUMBIA GOVERNMENT - Continued\nCOURTS - Continued\nSUPERIOR COURT OF THE DISTRICT OF COLUMBIA\nChief Judge\nThe Honorable ... ...\nDear Judge ...:\nChief Judge\nSuperior Court of the\nDistrict of Columbia\nWashington, D.C. 20544\nAssociate Judge\nThe Honorable ... ...\nDear Judge ...:\nJudge\nSuperior Court of the\nDistrict of Columbia\nWashington, D.C. 20544\n- 79 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nLOCAL GOVERNMENT OFFICIALS\nMayor\nThe Honorable ... ...\nDear Mayor ...:\nMayor of (City)\n(Address)\nMayor and Wife\nThe Honorable and Mrs. ...\n...\nDear Mayor and Mrs. ...:\n(Home address)\nFormer Mayor\nThe Honorable ... ...\nDear Mayor ...:\n(No title)\n(Address)\nPresident of the\nThe Honorable\n...\nDear Mr. ...:\n...\nBoard of Supervisors\nPresident of the\n(or City Council, etc.)\nBoard of Supervisors\n(or City Council, etc.)\n(Address)\nSupervisor (or City Councilman,\nMr. ...\nDear Mr. ...:\nAlderman, etc.)\nSupervisor (or City Councilman,\nAlderman, etc.)\n(Address)\nCity Manager\nMr.\nDear Mr. ...:\nCity Manager\n(Address)\nCounty Manager\nMr. ...\nDear Mr. ...:\nCounty Manager\n(Address)\nMagistrate\nMr. ...\nDear Mr. ...:\nMagistrate\n(Address)\nBurgess\nMr. ...\nDear Burgess ...:\nBurgess of (Town)\n(Address)\nSheriff\nMr. ...\nDear Sheriff ...:\nSheriff of (County)\n(Address)\nGovernor of an Indian Tribe\nMr. ...\nDear Governor ...:\nGovernor\n(Name of Tribe)\n(Address)\n- 80\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nLOCAL GOVERNMENT OFFICIALS - Continued\nJudge (Misc.: City, County,\nThe Honorable ... ...\nDear Judge ...:\nProbate)\nCity Judge (etc.)\n(Address)\nJustice of the Peace\nMr. ...\nDear Mr. ...:\nJustice of the Peace\n(Address)\nChief of Police\nMr.\n...\nDear Chief ...:\nChief of Police\n(Address)\nPoliceman (Lieutenant,\n(Rank) ...\nDear (Rank) :\nSergeant, Officer, etc.)\n(Address)\nCounty Commissioner\nMr. ...\nDear Mr. :\nCounty Commissioner\n(Address)\n- 81 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nPOLITICAL COMMITTEES\nNATIONAL OFFICIALS\nChairman\nThe Honorable ...\nDear Mr. ...:\nChairman\n(Democratic National Committee)\n(Republican National Committee)\nWashington, D.C.\nCommitteeman/Committeewoman\nThe Honorable ...\n...\nDear Mr. ...:\n(Democratic/Republican) National\n(Committeeman/Committeewoman)\nWashington, D.C.\nSTATE OFFICIALS\nChairman\nThe Honorable ...\nDear Mr. ...:\nChairman\n(Democratic State Central Committee*)\n(Republican State Central Committee*)\n(Address)\nCommitteeman/Committeewoman\nThe Honorable\nDear Mr. ...:\n(Democratic/Republican) State\n(Committeeman/Committeewoman)\n(Address)\nDelegate to\nThe Honorable\n...\nDear Mr. ...:\nNational Political Convention\nDelegate to the (Party) National Convention\n(Address)\nCOUNTY AND CITY OFFICIALS\nCounty and city committeemen and officials are usually not addressed as \"The Honorable.\"\n*\nUse title of Committee as given for that particular State. It may be:\n(Democratic/Republican) State Central Committee\n(Democratic/Republican) State Executive Committee\n(Democratic/Republican) State Central and Executive Committee\n(Democratic/Republican) State Committee\nState (Democratic/Republican) Committee\n(Name of State) (Democratic/Republican) Party\n- 82 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL\nJEWISH\nRabbi\nRabbi ... ..., (D.D., L.L.D.)\nDear Dr. (or Rabbi) ...:\n(with doctoral degree)\n(Name of synagogue or temple)\n(Address)\nRabbi\nRabbi ...\nDear Rabbi ...:\n(without doctoral degree)\n(Name of synagogue or temple)\n(Address)\nCantor\nCantor ...\nDear Cantor ...:\n(Address)\nPROTESTANT\nBishop (Episcopal)\nThe Right Reverend ... ...\nDear Bishop ...:\nBishop of (Diocese)\n(Address)\nBishop (Methodist)\nThe Reverend ... ...\nDear Bishop ...:\nMethodist Bishop\n(Address)\nBishop (Mormon)\nBishop ...\nDear Bishop ...:\nChurch of Jesus Christ\nof Latter-day Saints\n(Address)\nArchdeacon (Episcopal)\nThe Venerable\n...\nDear Archdeacon ...:\nArchdeacon of (Diocese)\n(Address)\nDean (Episcopal)\nThe Very Reverend ... ...\nDear Dean ...:\nDean of (name of church)\n(Address)\n- 83 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL Continued\nPROTESTANT - Continued\nCanon (Episcopal)\nThe Reverend\n...\nDear Canon ...:\nCanon of (name of church\nor organization)\n(Address)\nVicar (Episcopal)\nThe Reverend\n...\nDear Reverend ..:\nVicar of (name of church)\n(Address)\nPriest (Episcopal)\nThe Reverend\nDear Father :\n(Name of church)\n(Address)\nMinister, Pastor, or Rector\nThe Reverend ... ..., (D.D.)\nDear Dr. ...:\n(with doctoral degree)\n(Name of church)\n(Address)\nMinister, Pastor, or Rector\nThe Reverend ... ...\nDear Reverend ...:\n(without doctoral degree)\nName of church)\n(Address)\nDeacon or Deaconess (Lutheran)\nBrother (Sister) ...\nDear Deacon (Deaconess):\nDeacon (Deaconess)\n(Address)\nElder (Seventh-day Adventist)\nElder ...\nDear Elder ...:\nArea Director\n(Name of church)\n(Address)\nEvangelist\nMr. ...\nDear Mr. ...:\nEvangelist\n(Address)\n- 84 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL Continued\nROMAN CATHOLIC\nThe Pope\nHis Holiness\nYour Holiness: (formal)\nPope (Name and Roman Numeral)\nDear Pope ...: (informal)\nVatican City\nCardinal\nHis Eminence (given name)\nYour Eminence: (formal)\nCardinal (surname)\nDear Cardinal ...: (informal)\nArchbishop of (Archdiocese)\n(Address)\nArchbishop\nThe Most Reverend\n...\nYour Excellency: (formal)\nArchbishop of (Archdiocese)\nDear Archbishop :(informal)\n(Address)\nBishop\nThe Most Reverend ... ...\nYour Excellency: (formal)\nBishop of (Diocese)\nDear Bishop (informal)\n(Address)\nAbbot\nThe Right Reverend ... ..., (Order)\nDear Father ...:\nAbbot of (name of Abbey)\n(Address)\nMonsignor*\nDomestic Prelate\nThe Right Reverend Monsignor ...\n...\nDear Monsignor\n(Address)\nPapal Chamberlain\nThe Very Reverend Monsignor ...\n...\nDear Monsignor ...:\n(Address)\n*\nMonsignori are addressed either as \"The Right Reverend\" or \"The Very Reverend,\" depending upon\nwhether they are Domestic Prelates or Papal Chamberlains. Consult the current Official Catholic\nDirectory for correct designation. In the absence of definite information, it is always courteous to\naddress a Monsignor as \"The Right Reverend.\"\n- 85 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL - Continued\nROMAN CATHOLIC - Continued\nPriest\nSecular\nThe Reverend ... ...\nDear Father :\n(with or without\n(Address)\ndoctoral degree)\nReligious Order\nThe Reverend ... ..., (Order)\nDear Father ...:\n(with or without\n(Address)\ndoctoral degree)\nBrother\nBrother (given name), (Order)\nDear Brother\n(Address)\n... (given name):\nMother Superior\nReverend Mother ..., (Order)\nDear Reverend Mother\n(Address)\n... (given name):\n*Sister\nSister ..., (Order)\nDear Sister\n(Address)\n... (given name):\nGroup of Sisters\nSisters of\n...\nDear Sisters:\n(Address)\nNote: The following forms are also correct:\nMother Mary ...\nSister Mary ...\nMother M. ...\nSister M.\n...\n*\nWhen sister's address includes her family name, such as Sister Alice Elizabeth Smith, the inside address\nwould include surname, but salutation would be: Dear Sister Alice Elizabeth:\n- 86 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL Continued\nARMENIAN ORTHODOX\nArchbishop in the U.S.\nThe Most Reverend ... ...\nDear Archbishop ...:\nPrimate of the North American\nDiocese of the Armenian Church\n(Address)\nGREEK ORTHODOX\nPatriarch\nHis Holiness\nYour Holiness:\n(Name of Patriarch)\n(Patriarch of ...)\n(Address)\nArchbishop in the U.S.\nThe Most Reverend ...\nDear Archbishop ...:\nArchbishop of Greek Orthodox\nArchdiocese of North and\nSouth America\n(Address)\nBishop\nMost Reverend Bishop of\nDear Bishop ...:\n(Name of province)\n(Full name of Bishop)\n(Address)\nPriest\nThe Reverend ... ...\nDear Father ...:\n(Address)\n- 87 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nECCLESIASTICAL Continued\nRUSSIAN ORTHODOX\nMetropolitan in the U.S.\nThe Most Reverend ...\nDear Metropolitan ...:\nArchbishop of New York\nMetropolitan of North America\nThe Russian Orthodox Greek\nCatholic Church\n(Address)\nArchpriest\nThe Right Reverend\nDear Archpriest ...:\nArchpriest ... ...\n(Russian (name of church)\n(Address)\nSuperior\nSuperior of the Russian Orthodox\nDear Abbot ...:\n(Name of Institution)\nor\n(Address)\nDear Abbess ...:\nSYRIAN ORTHODOX\nArchbishop in the U.S.\nThe Most Reverend\n...\n...\nDear Archbishop ...:\nArchbishop of the Syrian Church\nof Antioch in North and\nSouth America\n(Address)\nMonsignor\nThe Right Reverend ...\nDear Monsignor ...:\n(Address)\nFather\nThe Reverend ...\nDear Father ...:\n(Address)\n- 88 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nEDUCATIONAL\nCOLLEGES AND UNIVERSITIES\nPresident of a University\nDr. ...\nDear Dr. ...:\nor College\nPresident\n(with doctoral degree)\n(Name of Institution)\n(Address)\nPresident of a University\nMr. ...\nDear Mr. ...:\nor College\nPresident\n(without doctoral degree)\n(Name of Institution)\n(Address)\nChancellor\nDr. ...\nDear Dr. ...:\nChancellor\n(Name of Institution)\n(Address)\nDean*\nDr. ...\nDear Dean ...:\n(with doctoral degree)\nDean of the College (or School)\nof (subject)\n(Name of Institution)\n(Address)\nDean*\nDean ...\nDear Dean ...:\n(without doctoral degree)\nCollege (or School) of (subject)\n(Name of Institution)\n(Address)\nProfessor*\nProfessor ...\nDear Professor ...:\n(with or without\nDepartment of (subject)\ndoctoral degree)\n(Name of Institution)\n(Address)\nAssociate or Assistant Professor\nMr./Miss/Mrs.\n...\nDear Professor ...:\nAssociate (or Assistant) Professor\nDepartment of (subject)\n(Name of Institution)\n(Address)\nNOTE: If EMERITUS is indicated, it follows the title, e.g.:\nDr.\nProfessor of (subject), Emeritus (Emerita for a woman)\n(Name of Institution)\n(Address)\n* (Title is same whether man or woman)\n- 89 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nEDUCATIONAL - Continued\nJUNIOR AND SENIOR HIGH SCHOOLS\nStudents' names/class name given\nStudents of the (Number) Grade or\nDear Students:\nStudents of the (Name) Class (or)\nStudents of (Course name or subject)\n(Name of School)\n(Address)\nTeacher's name given\nMr./Miss/Mrs.\n...\n...\nDear Mr. ...:\nTeacher of the (Number) Grade (or)\nTeacher of the (Name) Class (or)\nTeacher of (subject)\n(Name of School)\n(Address)\nELEMENTARY SCHOOL\nPupils' names/Class name given\nPupils of the (designated) Grade\nDear Girls and Boys:\n(Name of School)\n(Address)\nTeacher's name given\nMr./Miss/Mrs.\n...\nDear Mr. ...:\nTeacher of the (designated) Grade\nor\nor\nDear Girls and Boys:\nPupils of (Mr./Miss/Mrs.) ...'s\nDear Girls and Boys:\n(designated) Grade Class\n(Name of School)\n(Address)\nNOTE: Grades numbered First through Ninth are written out. Use numerals for 10th Grade and above.\n- 90 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nORGÁNIZATIONS\nVETERANS\nNational Commander\nMr. ...\nDear Commander ...:\nNational Commander\n(Name of organization)\n(Address)\nCommander\nCommander ...\nDear Commander :\n(Name of local organization)\n(Name of parent organization)\n(Address)\nPast Commander\nMr. ...\nDear Commander ...:\nPast Commander\n(Name of local organization)\n(Name of parent organization)\n(Address)\nChaplain of Post\nMr. ...\nDear Chaplain ...:\nChaplain of Post\n(Name of Post)\n(Address)\nLABOR UNIONS\nAFL-CIO President\nThe Honorable ... ...\nDear Mr. ...:\nPresident\nAFL-CIO\n(Address)\nUMW President\nThe Honorable ... ...\nDear Mr. ...:\nPresident\nUnited Mine Workers of America\n(Address)\nLocal Union President,\nMr. ...\nDear Mr. ...:\nTreasurer, Secretary\n(Title), Local (Number)\n(Name of organization)\n(Address)\n- 91 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nORGANIZATIONS - Continued\nOTHER\nAmerican National Red Cross\nThe Honorable ...\n...\nDear Mr. Chairman:\nChairman of the\nChairman of the\nBoard of Governors\nBoard of Governors\nAmerican National Red Cross\nWashington, D.C. 20006\nNational Grange Master\nThe Honorabale\n...\nDear Mr. :\nMaster\nThe National Grange\n(Address)\nState Grange Master\nMr. ...\nDear Mr. :\nMaster\n(Name of State) State Grange\n(Address)\nBoy Scouts of America President\nMr. ... ...\nDear Mr. ...:\nPresident\nBoy Scouts of America\n(Address)\nGirl Scouts of the U.S.A.\nMrs. (Miss) ... ...\nDear Mrs. (Miss) ...:\nPresident\nPresident\nGirl Scouts of the U.S.A.\n(Address)\nSalvation Army\nMr. ...\nDear Commander ...:\nNational Commander\nNational Commander\nThe Salvation Army\n(Address)\nDivision Commander\nMr. ...\nDear Commander ...:\nDivision Commander for\nthe (Region) Area\nThe Salvation Army\n(Address)\nBrigadier\nBrigadier ...\nDear Brigadier ...:\nThe Salvation Army\n(Address)\nB'nai Brith\n(Listed to give correct spelling)\n(National)\n- 92\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nPRIVATE CITIZENS\n(When street address/post office box number both given, the post office box number only should be used.)\nIndividual\nMr.* (Mrs.)(Miss)(Ms.**) ... ...\nDear Mr.(Mrs.)\n(Miss)(Ms.)...:\nMore than one signer\nMary Allen and Jane Smith\nMiss Mary Allen\nDear Miss Allen\nMiss Jane Smith\nand Miss Smith:\n(Address)\nJohn Jones\nMr. John Jones\nDear Mr. Jones:\nRay Smith\n(Address)\nJack Young\n(Include others in body of letter)\nBob Hart\nJohn Smith\nMr. John Smith\nDear Mr. Smith:\nJack Young\n(Address)\n(when small town and\n2 signatures with no street\nMr. Jack Young\nDear Mr. Young:\naddress, send two replies.)\n(Address)\nMembers of an organization\nMembers of (organization name)\nDear Friends:\n(No names given)\n(Address)\nMembers of an organization\nMrs. John Allen\nDear Mrs. Allen:\n(c/o Mrs. John Allen)\n(Organization Name)\n(Members to be brought into\n(Address)\nthe body of the letter)\n*\nUse the title Mr. when it is not known from the given name whether the addressee is a man or a woman.\n**\nUse the title Ms. when a woman's marital status is unknown and when she indicates preference for Ms.\nException: elderly ladies of unknown marital status address as \"Miss.\"\n- 93 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nPRIVATE CITIZENS - Continued\nPhysician, Surgeon, Osteopath,\n...\n..., M.D. (or D.D.S, etc.)\nDear Dr. ...:\nChiropractor, etc.\n(Address)\nMedical Doctor and Wife\nDr. and Mrs. ...\nDear Dr. and Mrs. ...:\n(Address)\nMedical Doctor and Husband\nMr. ... ...\nDear Mr. and Mrs. ...:\n...\n..., M.D. (or D.D.S., etc.)\n(Address)\nDoctor and Spouse, both doctors\n... ..., M.D. (or D.D.S., etc.)\nDear Doctors ...:\n... ..., M.D. (or D.D.S., etc.)\nPh.D.\nDr. ...\nDear Dr. ...:\n(Address)\nRegistered Nurse\nMr. (Miss, Mrs. Ms.) ... ...\nDear Mr.\n(Address)\n(Miss, Mrs. Ms.)...:\nLawyer\nMr. :.. ...\nDear Mr. ...:\n(Address)\n- 94 -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nPRIVATE CITIZENS - Continued\nFamilies\nThe F. F. Allens\nMr. and Mrs. F. F. Allen\nDear Mr. and Mrs. Allen:\n(Address)\n(Letters addressed to\nhusband and wife-place\nthe woman's name first-\nexample:\n\"Dear Mary and John:\")\nThe Allen Family\nThe Allen Family\nDear Friends:\n(no first name given)\n(Address)\nMary Lou Allen\nMr. and Mrs. David Allen\nDear Mr. and Mrs. Allen\nDavid Allen\nand Family:\nKatie\n(Address)\nLeslie\nJim, Mary, Bill, and Tom Allen\nThe Allen Family\nDear Friends:\n(don't know who is husband)\n(Address)\nJim, Mary, Bill, and Tom Allen\nMr. and Mrs. Jim Allen\nDear Mr. and Mrs. Allen\n(Jim is husband)\nand Family\nand Family:\n(Address)\nMr. John Allen and Mary\nMr. John Allen and Mary\nDear Mr. Allen and Mary:\n(Mary is daughter)\n(Address)\nHenry Allen\nMessrs. Henry, Edward, James,\nDear Messrs. Allen:\nEdward Allen\nand John Allen\nJames Allen\n(Address)\nJohn Allen\nMrs. John Smith\nMrs. John Smith\nDear Mrs. Smith:\n(mentions family in letter)\n(Address)\n(Family should be mentioned in\nbody of letter)\n- 95 - -\nAddress on Letter\nAddressee\nand Envelope\nSalutation\nPRIVATE CITIZENS - Continued\nChildren\nGirls, through high school\nMiss ...\nDear ... (first name):\n(Address)\nBoys, to age 13\n... ...\nDear ... (first name):\nBoys, age 13 through high school\nMr. ...\nDear ... (first name):\nNOTE: Eagle Scouts and First Class Scouts are addressed as above, not with their Scout titles.\n- 96 -\nDOCUMENTS\nCONTENTS\nPage\nCitation\n98\nExecutive Order\n100\nIdentical Letters\n103\nMemorandum of Disapproval\n104\nMessage to Congress\n106\nPress Release\n108\nPresidential Determination\n110\nProclamation\n112\nStatement by the President\n114\n- 97 —\nCITATION\nA citation is a formal expression of praise which accompanies an award. The format may\ndiffer according to the type of award and the number of recipients.\nSTATIONERY:\nThe paper is provided, or specific instructions are given as\nto the kind of stationery to be used.\nCOPIES:\nOriginal and one carbon (white tissue).\nMARGIN:\nFramed on the page, right margin is straight. The top,\nbottom and side margins are determined by the length of\nthe document.\nHEADING:\nTyped in capital letters. Centered on page, balanced\naccording to length of document.\nTEXT:\nBegin at least three lines below the heading, single space,\ndouble space between paragraphs. Paragraphs are usually\nblocked but may be indented if drafter so instructs. Lines\nare justified so that the right side is straight.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five to\nseven lines from top of paper. Text is continued two or\nthree lines below page number.\nSIGNATURE SPACE:\nLeave at least seven lines after end of text for signature of\nthe President. Name and title are not typed in.\nPLACE:\nThe words THE WHITE HOUSE, followed by a comma,\nare typed at the left margin below the signature space six\nto 14 lines from the text depending on the length of the\ndocument.\nDATE:\nThe date is omitted unless specific instructions are received\nto include it. When it is added, it is indented five spaces,\ntwo lines below the words THE WHITE HOUSE, using\ninitial cap for the month, and followed by a period. Never\ndate the document before signature.\nASSEMBLY:\nOriginal-signature page on top\nCarbons-in numerical order\n- 98\nSample\nCITATION\nTHE PRESIDENTIAL UNIT CITATION\nTO\nTHE 38th AIR RESCUE SQUADRON\nFOR\nEXTRAORDINARY GALLANTRY\nThe personnel of the 38th Air Rescue Squadron distinguished\nthemselves by extraordinary gallantry in connection with\nall military operations against an opposing armed force in\nEurope from 1 August 1964 to 31 July 1965. They repeatedly\nexposed themselves to hostile air and ground fire while\nflying planes\nTHE WHITE HOUSE,\n(date when requested)\n- 99 -\nEXECUTIVE ORDER\nSTATIONERY:\nHeavy bond paper, 8½\" X 14\"\nCOPIES:\nOriginal and one copy\nMARGIN:\n1½\" left, and about 1\" right\nHEADING:\nEXECUTIVE ORDER is centered seven lines from top of\npaper; two lines below these words, center a line of seven\nhyphens; two lines below hyphens, center the title of the\norder in capital letters (if more than one line, single space).\nTEXT:\nBegin three lines below title, indent each paragraph five\nspaces, double space text. On instructions by drafter,\nquotations, tabulations, etc., may be single spaced.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nlines below page number.\nSIGNATURE SPACE:\nLeave at least seven lines after end of text for signature of\nthe President. The name and title are not typed in.\nPLACE:\nThe words THE WHITE HOUSE, followed by a comma,\nare typed at the left margin; below the signature, six to 14\nlines from the text depending on the length of the\ndocument.\nDATE:\nThe date is omitted unless specific instructions are received\nto include it. When it is added, it is indented five spaces,\ntwo lines below the words THE WHITE HOUSE, using\ninitial cap for the month, and followed by a period. Never\ndate the document before signature.\nASSEMBLY:\nOriginal and copy\nin numerical order\n- 100\nSample\nEXECUTIVE ORDER\nat least 1 inch\nEXECUTIVE ORDER\nPREPARATION, PRESENTATION, FILING,\nAND PUBLICATION OF EXECUTIVE ORDERS\nAND PROCLAMATIONS\n3 lines\n5 spaces\nBy virtue of authority vested in me by the Federal Register Act\n1 1/2 inches\n1 inch\n(49 Stat. 500, as amended. 44 U S.C. 301 et seq.). and as President of\nthe United States, it is hereby ordered as follows:\n1. The following regulations shall govern the preparation,\npresentation, filing, and publication of Executive orders and\nproclamations, and shall constitute = 1.91 through 1.97 of Chapter I\nof Title I of the Code of Federal Regulations:\n0 1.91 Form. Proposed Executive orders and proclamations\nshall be prepared in accordance with the following requirements:\n(a) The order of proclamation shall be given a suitable title.\n(b) The authority under which the order or proclamation is\nissued shall be cited in the body thereof.\n(c) Punctuation, capitalization, orthography, and other matters\nof style shall, in general, conform to the most recent edition of the\nStyle Manual of the United States Government Printing Office.\n(d) The spelling of geographic names shall conform\n2. This order shall become effective upon publication in the\nFederal Register, and shall thersupon supersede Executive Order\nNo. 7298 of February 18, 1936, entitled \"Regulations Governing the\nPreparation, Presentation, Filing, and Distribution of Executive\nOrders and Proclamations\".\n10 lines\nLEGAL-SIZE\nTHE WHITE HOUSE,\n5 spaces\nOctober 9, 1948.\n(date when requested)\n1 inch\n- 101 -\nIDENTICAL LETTERS\nOn occasion, the President sends letters addressed to the Speaker of the House of\nRepresentatives and to the President of the Senate (who is the Vice President). These\nletters are identical, with the exception of the salutation and the address.\nSTATIONERY:\nWhite House letterhead, 8½\" X 11\"\nCOPIES:\nLetterex set. Two originals are required: one to the\nSpeaker and one to the President of the Senate. Letterex\nset is required for each original.\nMARGIN:\n1½\" left, and about 1\" right\nDATE:\nCentered under letterhead and two carriage returns under\n\"Washington\".\nSALUTATION:\n\"Dear Mr. Speaker:\" and \"Dear Mr. President:\"\nTEXT:\nBlocked style, with balanced right-hand margin. (Note:\nthese letters can be several pages long.)\nCLOSING:\n\"Sincerely,\" two carriage returns under last line of body\nof letter, centered on the page.\nINSIDE ADDRESS:\nApproximately 7 to 8 lines below the closing, and blocked\nwith the left-hand margin as shown on the sample.\nASSEMBLY:\nOriginal-signature page on top with all other pages in\nnumerical order; envelope behind original. Carbons in\nnumerical order.\n- 102\nSample\nIDENTICAL LETTERS\nTHE WHITE HOUSE\nWASHINGTON\n///////////// (Date-Centered)\nDear Mr. Speaker: (Dear Mr. President:)\nOn occasion, the President sends letters addressed to the\nSpeaker of the House of Representatives and to the President\nof the Senate (who is the Vice President). These letters\nare identical, with the exception of the salutation and the\naddress.\nThe letters are typed block style, single spaced, balanced\nmargins, letterex set of carbons plus individual office\npreference, allowing at least 7 lines for the President's\nsignature.\nNOTE: This same format is used when addressing either the\nSpeaker of the House or the President of the Senate separately.\nSincerely,\nThe Honorable (insert name)\nSpeaker of the\nHouse of Representatives\nWashington, D.C. 20515\nand on the other\nThe Honorable (insert name)\nPresident of the Senate\nWashington, D.C. 20510\n103\nMEMORANDUM OF DISAPPROVAL\nSTATIONERY:\nHeavy bond paper, 8½\" by 14\"\nCOPIES:\nOriginal and one copy\nMARGIN:\n1½\" left, and about 1\" right\nHEADING:\nMEMORANDUM OF DISAPPROVAL is centered seven\nlines from top of paper.\nTEXT:\nBegin three lines below heading, indent each paragraph\nfive spaces, double space text.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nlines below page number.\nSIGNATURE SPACE:\nLeave at least seven lines after end of text for signature of\nthe President. The name and title are not typed in.\nPLACE:\nThe words THE WHITE HOUSE, followed by a comma,\nare typed at the left margin; below the signature, six to 14\nlines from the text depending on the length of the\ndocument.\nDATE:\nThe date is omitted unless specific instructions are received\nto include it. When it is added, it is indented five spaces,\ntwo lines below the words THE WHITE HOUSE, using\ninitial cap for the month, and followed by a period. Never\ndate before signature.\nASSEMBLY:\nOriginal and copy\nin numerical order\n- 104 -\nSample\nMEMORANDUM OF DISAPPROVAL\nat least 1 inch\nMEMORANDUM OF DISAPPROVAL\n3 lines\n5 spaces\nam withholding my approval from H. R. 1516, \"For the relief\nof John Doe\n\"\nThe bill would waive the applicable statute of limitations and\n1-1/2 inches\n1 inch\nconfer jurisdiction upon the Court of Claims to hear the claims of\nthese individuals for losses of jewelry, coins, relics, and currency\nwhich were somehow included in one of four large wooden boxes de-\nlivered to the United States High Commissioner to the Philippines by\nthe Philippine National Bank in response to the Commissioner's\ndirection, in December 1941, that the bank deliver to him \"all cash\nreserves, bullion, negoitable securities, and other negotiable papers\nheld by you in trust for others.\" The purpose of the directive was to\nprevent such items from falling into the hands of the enemy who, at\nthat moment, was invading the islands. When the property of these\nclaimante was discovered, it was turned over to a representative of\nthe Philippine government, who rejected suggestions of the United\nStates Army officers that it be sent out on an American submarine.\nInstead,\nNothing in the record justifies special treatment for these claim-\nants, particularly when it is remembered that many others filed suit\nagainst the United States in the Court of Claims for damages arising\nout of incidents in the Philippines during the war years and had their\ncases dismissed because of the expiration of the statute of limitations.\nat least\n6 lines\nTHE WHITE HOUSE,\nLEGAL-SIZE\n5 spaces\nJuly 6, 1960.\n(date when rcquested\n1 inch\n- 105 -\nMESSAGE TO CONGRESS\nMessages to Congress are usually addressed to the Congress of the United States.\nHowever, in some instances, a Message may be addressed only to the Senate or to the\nHouse of Representatives. Except for the address line, all Messages follow the same\nformat.\nThe veto message is prepared in the same manner as other messages to Congress. It is\ndirected to the House of Congress in which the bill was introduced. An announcement of\na pocket veto is prepared as a Memorandum of Disapproval.\nSTATIONERY:\nHeavy bond paper, 8½\" by 14\"\nCOPIES:\nTwo originals and two copies for each original\nMARGIN:\n1½\" left, and about 1\" right\nHEADING:\nTO THE CONGRESS OF THE UNITED STATES:\nbegins at the left margin, seven lines from the top of paper.\nTEXT:\nBegin three lines below heading, indent each paragraph\nfive spaces, double space text. If there are headings within\nMessage, four lines before the heading and three lines after\nthe heading are preferred.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nlines below page number.\nSIGNATURE SPACE:\nLeave at least seven lines after end of text for signature of\nthe President. The name and title are not typed in.\nPLACE:\nThe words THE WHITE HOUSE, followed by a comma,\nare typed at the left margin, below the signature, six to 14\nlines from the text depending on the length of the\ndocument.\nDATE:\nThe date is omitted unless specific instructions are received\nto include it. When it is added, it is indented five spaces,\ntwo lines below the words THE WHITE HOUSE, using\ninitial cap for the month, and followed by a period. Never\ndate before signature.\nASSEMBLY:\nOriginal and copy\nin numerical order\n- 106 -\nSample\nMESSAGE TO CONGRESS\nat least 1 inch\nTO THE CONGRESS OF THE UNITED STATES:\ns lines\n5\nspaces A year ago in my menuage to the Congress on the Mutual Security\nProgram, I described It as both essential to cur security and\n1-1/2 inches\n1 inch\nimportant to our prosperity. Pointing out that our expenditures for\nMutual Security are fully as important to our National Defense as\nexpenditures for our own forces, 1 stated that the Mutual Security\nProgram is not only grounded in our deepest self-interest but springs\nfrom the idealism of the American people which is the true foundation\nof our greatness. It rests upon five fundamental propositions:\n(1) That peace is a matter of vital concern to all mankind;\n(2) That to keep the peace, the free world must remain\ndefensively strong;\n(3) That the achievement of a peace which is just depends upon\npromoting a rate of world economic progress, particularly\namong the peoples of the less developed nations, which will\ninspire hope for fulfillment of their aspirations:\n(4) That the maintenance of the defensive\nMy recent travels impressed upon me even more scrongly the fact\nthat free men everywhere look to us, not with envy or malice but with\nhope and confidence that we will in the future as in the past be in the\nvanguard of those who believe in and will defend the right of the\nindividual to enjoy the fruits of his labor in peace and in freedom.\nTogether with our fellow men, we shall not fail to meet our\nresponsibilities.\nat least\n6 lines\nLEGAL.SIZE\nTHE WHITE HOUSE,\n5 spaces\nFebruary 16, 1960.\n(date when requested)\n1 inch\n- 107 -\nPRESS RELEASE\nSTATIONERY:\nRegular bond paper, 8½\" by 14\" or 8½\" by 11\" depend-\ning on the length of the text.\nMARGIN:\n1½\" left, and about. 1\" right\nHEADING:\nTHE WHITE HOUSE is centered at the top of the page.\nCentered two lines below is Office of the Press Secretary\nfollowed by a solid line. One line below is the release infor-\nmation (For Immediate Release or Embargoed Until\n(date/time)); the release date is to the right on the same\nline.\nTEXT:\nBegin the heading of the actual material to be released\nthree lines below the release information line. If it is a\nlegal document being released, indent each paragraph five\nspaces. Otherwise, use block paragraphs, single-spaced,\ndouble-spaced between paragraphs.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nline's below page number.\nCONTINUED MARKINGS: If the release is more than one page, the word \"more\" is\ntyped in lower case at the end of each page except the last.\nOn odd-numbered pages, also type the word \"(OVER)\",\nin solid capitals and in parentheses, two lines below\n\"more\" and on the right hand side.\nSIGNATURE:\nIf the material released was signed, type the name in solid\ncapitals after the text.\nDATE:\nThe date of release should be typed in the heading of the\nfirst page, on the same line as the release information. The\ndate of the document being released is typed as on the\ndocument, as is the document's place notation, if any.\nEND OF RELEASE:\nPound marks (#####) are typed at the end of the release,\nfour lines below the last typed line.\n- 108 -\nSample\nPRESS RELEASE\nTHE WHITE HOUSE\nOffice of the Press Secretary\nFor Immediate Release\n(Date)\nTO THE CONGRESS OF THE UNITED STATES:\nA year ago in my message to the Congress on the Mutual\nSecurity Program, I described it as both essential to our\nsecurity and important\nRONALD REAGAN\nTHE WHITE HOUSE,\n(date, if provided).\n# # #\n- 109 -\nPRESIDENTIAL DETERMINATION\nSTATIONERY:\nWhite House letterhead, 8½\" X 11\"\nDATE:\nAs instructed or when signed\nFORMAT:\nRequires Presidential Determination notation as shown on\nsample in Memorandum form to the Secretary of State,\nwith a subject line.\nTEXT:\nBegins 3 carriage returns below subject line, in blocked\nstyle.\nSIGNATURE:\nAllow approximately five lines below last line of text for\nthe President's signature.\nASSEMBLY:\nOriginal and copy\nin numerical order.\n- 110 -\nSample\nPRESIDENTIAL DETERMINATION\nTHE WHITE HOUSE\nWASHINGTON\n(Date)\nPresidential Determination\nNo.\nMEMORANDUM FOR THE SECRETARY OF STATE\nSUBJECT:\nPursuant to the authority vested in me by Section 3 (a) (1) of the\nYou are directed on my behalf to report this finding to the Congress.\n- 111 -\nPROCLAMATION\nSTATIONERY:\nHeavy bond paper, 8½\" by 14\"\nCOPIES:\nOriginal and one copy\nMARGIN:\n1½\" left, and about 1\" right\nHEADING:\nThe title of the proclamation is centered in capital letters,\nseven lines from top of paper, single spaced if more than\none line; two lines below title a line of seven hyphens\nis centered; two lines below the hyphens center\nBY THE PRESIDENT OF THE UNITED STATES\nOF AMERICA; two lines below this center\nA PROCLAMATION\nTEXT:\nBegin three lines below A PROCLAMATION, indent each\nparagraph five spaces, double space text. On instructions\nby drafter, quotations, tabulations, etc., may be single\nspaced.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nlines below page number.\nSIGNATURE SPACE:\nLeave at least seven lines after end of text for signature of\nthe President. Name and title are not typed in.\nPLACE AND DATE:\nLeft out of a Proclamation because it is included in the\ntext. Be sure to leave two large spaces for date and month.\nASSEMBLY:\nOriginal and copy\nin numerical order\n- 112 -\nSample\nPROCLAMATION\nAMERICAN EDUCATION WEEK, year\nBY THE PRESIDENT OF THE UNITED STATES OF AMERICA\nA PROCLAMATION\nIn our schools and colleges rest our hopes for the\nfuture: our highest aspirations for our children, for our\ncountry and for the world.\nFor education brings benefits without limits. It endows\nmen not only with the ability to make a living, but with the\nprecious capacity to live with purpose.\nIt is the richest legacy this generation can bequeath to\nthe next; upon it depends fulfillment for nation and for every\nAmerican citizen.\nNOW, THEREFORE, I, ///////////////, President of the\nUnited States of America, do hereby designate the period from\n/////////// through 1111111111. as American Education Week.\nI call upon all Americans to consider deeply the aims\nand goals of American education. I urge parents to acquaint\nthemselves fully with both the problems and the promise of\ntheir schools.\nIN WITNESS WHEREOF, I have hereunto set my hand this\n//////////// day of /////////, in the year of our Lord\nnineteen hundred ////////////. and of the Independence of\nthe United States of America the one hundred ////////////.\nNOTE: Be sure to leave sufficient space for\ninsertion of month later.\nAlso, The White House and date do not\ngo on bottom of a Proclamation.\nLECAPERIZE\n- 113 -\nSTATEMENT BY THE PRESIDENT\nSTATIONERY:\nHeavy bond paper, 8½\" X 14\"\nCOPIES:\nOriginal and one copy\nMARGIN:\n1½\" left, and about 1\" right\nHEADING:\nSTATEMENT BY THE PRESIDENT is centered seven\nlines from top of paper.\nTEXT:\nBegin three lines below heading, indent each paragraph\nfive spaces, double space text.\nPAGE NUMBERING:\nPage numbers, beginning with \"2\" are centered five lines\nfrom top of paper. Text is continued at left margin two\nlines below page number.\nSIGNATURE SPACE:\nLeave space for signature if desired.\nPLACE AND DATE:\nOmitted completely.\nASSEMBLY:\nOriginal and copy\nin numerical order.\n- 114 - -\nSample\nSTATEMENT BY THE PRESIDENT\nat least 1 inch\nSTATEMENT BY THE PRESIDENT\n3 lines\n5 spaces have today approved legislation enacted by the Congress which\nauthorizes the President to determine Cuba's sugar quota for the bal-\nance of calendar year 1960 and for the three-month period ending\nMarch 31, 1961. In conformity with this legislation I have signed a\nproclamation which, in the national interest, establishes the Cuban\n1-1/2 inches\n1 inch\nsugar quota for the balance of 1960 at 39, 752 short tons, plus the sugar\ncertified for entry prior to July 3, 1960. This represents a reduction\nof 700, 000 short tons from the original 1960 Cuban quota of 3. 119, 655\nshort tons.\nThis deficit will be filled by purchases from other free world\nsuppliers.\nThe importance of the United States Government's action relating\nto sugar quota legislation makes it desirable, I believe, to set forth\nthe reasons which led the Congress to authorize and the Executive to\ntake this action in the national interest.\nNormally about one-third of our total sugar supply comes from\nCuba.\nThe American people will always maintain their friendly feelings\nfor the people of Cuba. We look forward to the day when the Cuban\nGovernment will once again allow this friendship to be fully expressed\nin the relations between our two countries.\nLEGAPERERE\n1 inch\n- 115 -"
}