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The original documents are located in Box 9, folder "White House Correspondence
Manual (2)" of the Roland Elliott Files at the Gerald R. Ford Presidential Library.
Copyright Notice
The copyright law of the United States (Title 17, United States Code) governs the making of
photocopies or other reproductions of copyrighted material. Gerald R. Ford donated to the United
States of America his copyrights in all of his unpublished writings in National Archives collections.
Works prepared by U.S. Government employees as part of their official duties are in the public
domain. The copyrights to materials written by other individuals or organizations are presumed to
remain with them. If you think any of the information displayed in the PDF is subject to a valid
copyright claim, please contact the Gerald R. Ford Presidential Library.
INTRODUCTION TO FORMS OF ADDRESS
The examples of addresses and salutations given in this
section are conventional forms in general use. Personal
judgment is needed in adapting the forms shown here to
the many persons and positions that could not be included
in the lists.
Titles are flexible in their use; for example, the customary
title "The Honorable" may be replaced by another such as
"General," "Dr." or "His Excellency."
All Presidential appointees and Federal and State elective
officials are addressed as "The Honorable." As a rule,
county and city officials, with the exception of mayors, are
not addressed as "The Honorable.
A person once entitled to be addressed as "Judge," "General,"
"The Honorable," "His Excellency," or a similar distinctive
title, may retain the title throughout his lifetime. The
personal preference of those no longer holding distinctive
positions is the guide to use of titles.
In salutations to persons in positions that may be held by
men or by women, only the title "Mr." is shown in the
examples given here. When a woman occupies the position, the
title "Madam" is substituted for "Mr." before such formal
terms as "President," "Vice President,' "Chairman,"
"Secretary," "Ambassador," and "Minister." The title
"Miss" or "Mrs." is substituted for "Mr." when the name
rather than a formal title follows.
The complimentary close is "Sincerely" unless otherwise
indicated.
*Records Office (X-2226) can furnish information re if an
individual should be addressed as "The Honorable."
GERALD
?
48
FORD
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE PRESIDENT AND THE PRESIDENT'S WIFE
The President (formal)
The President
Dear Mr. President:
The White House
Washington, D.C. 20500
The President (informal)
The Honorable
Dear Mr. President:
The President of the United States
Washington, D.C. 20500
The President and Wife
The President and Mrs
...
...
Dear Mr. President
The White House
and Mrs
Washington, D.C. 20500
Wife of the President
Mrs.
Dear Mrs. :
The White House
Washington, D.C. 20500
Former President
The Honorable
Dear Mr. :
(address)
Former President
The Honorable and Mrs.
...
Dear Mr. and Mrs. ..:
and Wife
(address)
THE PRESIDENT'S STAFF
Presidential Appointee
The Honorable
Dear Mr. :
(Title)
The White House
Washington, D.C. 20500
Non-Appointed
Mr.
Dear Mr. :
Staff member
(Title)
The White House
Washington, D.C. 20500
GERALD
?
TRUSTY
AUOA
49
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE VICE PRESIDENT AND THE VICE PRESIDENT'S WIFE
The Vice President
The Vice President
Dear Mr. Vice President:
(formal)
United States Senate
Washington, D.C.
The Vice President
The Honorable
Dear Mr. Vice President:
(informal)
The Vice President
of the United States
Washington, D.C.
*President of the Senate
The Honorable
Dear Mr. President:
President of the Senate
Washington, D.C. 20510
The Vice President
The Vice President and
Dear Mr. Vice President
and Wife
Mrs. :
and Mrs. :
Wife of the
Mrs ...
Dear Mrs.
:
Vice President
(Address)
Former Vice President
The Honorable
Dear Mr.
(Address)
Former Vice President
The Honorable and Mrs.
...
...
Dear Mr. and Mrs. ..:
and Wife
(Address)
*
The Vice President is the President of the Senate.
GERALD
?
FORD
50
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE FEDERAL JUDICIARY
SUPREME COURT OF THE UNITED STATES
The Chief Justice
The Honorable
...
Dear Mr. Chief Justice:
The Chief Justice
of the United States
Washington, D.C.
Wife of the Chief Justice
Mrs
Dear Mrs
(Address)
Associate Justice
The Honorable
Dear Mr. Justice:
Associate Justice
Supreme Court of
the United States
Washington, D.C.
Former Chief Justice
The Honorable
...
Dear Mr. Chief Justice:
(Address)
UNITED STATES COURT OF APPEALS
Chief Judge
The Honorable
...
Dear Judge
(Numbered Circuit)
Chief Judge
United States Court of Appeals
for the (Number) Circuit
(City, State)
Chief Judge
The Honorable
...
Dear Judge
(Dist. of Col. Circuit)
Chief Judge
United States Court of Appeals
for the District of Columbia
Washington, D.C.
Judge
The Honorable
Dear Judge :
(Numbered Circuit)
Judge
United States Court of Appeals
for the (Number) Circuit
(City, State)
Judge
The Honorable
...
...
Dear Judge :
(Dist. of Col. Circuit)
Judge
United States Court of Appeals
for the District of Columbia
Washington, D.C.
GERALD
R.
FORD
51
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE FEDERAL JUDICIARY -- Continued
UNITED STATES COURT OF CLAIMS
Chief Judge
The Honorable
...
Dear Judge ...:
Chief Judge
United States Court of Claims
Washington, D.C.
Associate Judge
The Honorable
...
...
Dear Judge ...:
Associate Judge
United States Court of Claims
Washington, D.C.
UNITED STATES COURT OF CUSTOMS AND PATENT APPEALS
Chief Judge
The Honorable
...
...
Dear Judge ...:
Chief Judge
United States Court of Customs
and Patent Appeals
Washington, D.C.
Associate Judge
The Honorable
...
...
Dear Judge
Associate Judge
United States Court of Customs
and Patent Appeals
Washington, D.C.
GERALD
P
FORD
52
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE FEDERAL JUDICIARY -- Continued
UNITED STATES CUSTOMS COURT
Chief Judge
The Honorable ... ...
Dear Judge ...:
Chief Judge
United States Customs Court
Washington, D.C.
Judge
The Honorable ... ...
Dear Judge ...:
Judge
United States Customs Court
Washington, D.C.
UNITED STATES DISTRICT COURTS
Chief Judge
The Honorable ... ...
Dear Judge ...:
(Region)
Chief Judge
United States District Court
for the (Region, if any)
District of (State)
(City, State)
Judge
The Honorable ... ...
Dear Judge ...:
Judge
United States District Court
for the (Region, if any)
District of (State)
(City, State)
Note:
For a Justice of a State Supreme Court, see State Government officials.
For a Judge of a District of Columbia Court, see District of Columbia
Government.
GERALD
R.
FORD
53
ADDRESS ON LETTER
ADDRESSES
AND ENVELOPE
SALUTATION
THE CONGRESS
UNITED STATES SENATE *
**President of the Senate
The Honorable
...
...
Dear Mr. President:
President of the Senate
Washington, D.C. 20510
President pro Tempore
The Honorable
...
...
Dear Mr. President:
President pro Tempore
of the Senate
Washington, D.C. 2051C
Majority Leader
The Honorable
...
...
Dear Senator :
or
(Majority/Minority) Leader
Minority Leader
United States Senate
Washington, D.C. 20510
Senator (man or woman)
The Honorable
...
Dear Senator ...:
(Washington, D.C.)
United States Senate
Washington, D.C. 20510
Senator (man or woman)
The Honorable
...
...
Dear Senator ...:
(Away from Washington)
United States Senator
(Address)
Senator-elect
The Honorable
...
...
Dear Mr. :
United States Senator-elect
(Address, if given)
or
Senate Office Building
Washington, D.C. 20510
Former Senator
The Honorable
...
Dear Senator ...:
(man or woman)
(No Title)
(Address)
*
The names of the Senators and Representatives, as well as their
titles are listed in the Congressional Directory.
**
The Vice President is the President of the Senate.
GERALD
R.
LISTATY AUOA
54
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE CONGRESS Continued
UNITED STATES SENATE -- Continued
Chaplain of the Senate
The Reverend
...
...
Dear (Title*) ...:
Chaplain of the Senate
Washington, D.C. 20510
Secretary of the Senate
The Honorable
...
...
Dear Mr. ...:
Secretary of the Senate
Washington, D.C. 20510
Majority Secretary
Mr. ... ...
Dear Mr. ...:
or
Secretary for the
Minority Secretary
(Majority/Minority)
Senate Office Building
Washington, D.C. 20510
Administrative Assistant
Mr
Dear Mr. ...:
to a United States
Administrative Assistant
Senator
to the Honorable
...
...
Senate Office Building
Washington, D.C. 20510
Secretary to a
Mr. ... ...
Dear Mr. ...:
United States Senator
Secretary to
the Honorable
...
...
Senate Office Building
Washington, D.C. 20510
*
The title is "Mr.", "Dr.", and so forth, as appropriate.
The tile of "Reverend" is not used with the surname alone.
GERALD
P
HORARY FORD
55
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE CONGRESS Continued
UNITED STATES HOUSE OF REPRESENTATIVES
Speaker of the House
The Honorable
Dear Mr. Speaker:
The Speaker
U.S. House of Representatives
Washington, D.C. 20515
Majority Leader
The Honorable
Dear Mr. ... or
or
(Majority/Minority) Leader
Dear Congressman ...:
Minority Leader
House of Representatives
Washington, D.C. 20515
Representative
The Honorable
...
Dear Mr. ... or
(Washington, D.C.)
House of Representatives
Dear Congressman ...:
Washington, D.C. 20515
Representative
The Honorable
...
Dear Mrs./Miss
(Woman)
House of Representatives
Washington, D.C. 20515
Representative
The Honorable
...
Dear Mr. ... or
(Away from
Member, United States
Dear Congressman ...:
Washington)
House of Representatives
(Address)
Administrative
Mr. ...
Dear Mr.
Assistant to
Administrative Assistant to
Representative
the Honorable
...
...
(Address)
Resident Commissioner
The Honorable
...
Dear Commissioner:
from Puerto Rico
Resident Commissioner
from Puerto Rico
House of Representatives
Washington, D.C. 20515
Representative-elect.
The Honorable
Dear Mr.
United States Representative-elect
(Address, (if given)
or
House Office Building
Washington, D.C. 20515
Former Representative
The Honorable
...
...
Dear Mr.
(No Title)
(Address)
GERALD
?
TRUSTY
FORD
56
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE CONGRESS - Continued
UNITED STATES HOUSE OF REPRESENTATIVES - Continued
Chaplain of the House
The Reverend
Dear (Title*) ...:
...
...
Chaplain of the
House of Representatives
Washington, D.C. 20515
Clerk of the House
The Honorable ... ...
Dear Mr. ...:
Clerk of the
House of Representatives
Washington, D.C. 20515
Majority Clerk
Mr.
Dear Mr. ...:
or
(Majority/Minority) Clerk
Minority Clerk
House Office Building
Washington, D.C. 20515
Secretary to a
Mr. ... ...
Dear Mr. ...:
United States
Secretary to
Representative
the Honorable ... ...
House Office Building
Washington, D.C. 20515
*
The title is "Mr.", "Dr.", and so forth, as appropriate.
The title "Reverend" is not used with the surname alone.
GERALD
P
LISA
FORD
57
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE CONGRESS -- Continued
COMMITTEES*
Chairman
The Honorable
Dear Mr. Chairman: (formal)
(Senate or House
Chairman
Dear Senator : (informal)
Committee)
Committee on
...
Dear Mr. : (for repre-
(United States Senate/
sentative)
House of Representatives)
Washington, D.C.
Chairman
The Honorable
Dear Mr. Chairman: (formal)
(Senate or House
Chairman
Dear Senator : (informal)
Subcommittee)
Subcommittee on
...
Dear Mr. : (for repre-
(Name of parent committee)
sentative)
(United States Senate/
House of Representatives)
Washington, D.C.
JOINT COMMITTEES*
Chairman of a Joint
The Honorable
Dear Mr. Chairman:
Committee
Chairman
(formal)
Joint Committee on
Dear Senator (informal)
Congress of the United States
Dear Mr. : (for repre-
Washington, D.C.
sentative)
*
The names of the Standing Committees of the Senate and House of
Representatives, as well as those of the Joint Congressional
Committees, are listed in the Congressional Directory.
GERALD
R.
LISTATE FORD
58
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE DEPARTMENTS
MEMBERS OF THE CABINET AND THEIR WIVES
Members of the Cabinet
addressed as "Secretary"
(Formal)
The Honorable
Dear Mr. (or Madam)
The Secretary of (Department*)
Secretary:
Washington, D.C.
(Informal)
The Honorable
Dear Mr. (or Madam)
Secretary of (Department*)
Secretary:
Washington, D.C.
Secretary and Wife
The Honorable and Mrs
Dear Mr. Secretary
Department of (name)
and Mrs
Washington, D.C.
Secretary and Husband
The Honorable
and Mr.
Dear Madam Secretary
Department of (name)
and Mr
Washington, D.C.
*
Titles for Cabinet Members addressed as Secretary:
Secretary of State
Secretary of Labor
Secretary of the Treasury
Secretary of Health, Education,
Secretary of Defense
and Welfare
Secretary of the Interior
Secretary of Housing and
Secretary of Agriculture
Urban Development
Secretary of Commerce
Secretary of Transportation
GERALD
R
TRUST
PORT
59
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE DEPARTMENTS -- Continued
MEMBERS OF THE CABINET AND THEIR WIVES -- Continued
Attorney General
The Honorable
...
Dear Mr. Attorney General:
(Formal)
The Attorney General
Washington, D.C.
(Informal)
The Honorable
Dear Mr. Attorney General:
The Attorney General
Washington, D.C.
Attorney General
The Honorable and Mrs
Dear Mr. Attorney General
and Wife
Department of Justice
and Mrs
Washington, D.C.
Acting Member of the
The Honorable
Dear Mr. Secretary:
Cabinet addressed
Acting Secretary of
as "Secretary"
(Department*)
Washington, D.C.
MILITARY DEPARTMENTS
Secretary
The Honorable
Dear Mr. Secretary:
(Formal)
The Secretary of the (Army,
Navy, or Air Force)
Washington, D.C.
(Informal)
The Honorable
Dear Mr. Secretary:
Secretary of the (Army,
Navy, or Air Force)
Washington, D.C.
*
Titles for Cabinet Members addressed as Secretary:
Secretary of State
Secretary of Labor
Secretary of the Treasury
Secretary of Health, Education,
Secretary of Defense
and Welfare
Secretary of Interior
Secretary of Housing and
Secretary of Agriculture
Urban Development
Secretary of Commerce
Secretary of Transportation
GERALD
R
FORD
60
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE DEPARTMENTS -- Continued
UNDER SECRETARIES
AND
DEPUTY AND ASSISTANT SECRETARIES OF THE DEPARTMENTS
Under Secretary
The Honorable
Dear Mr.
Under Secretary of (Department*)
Washington, D.C.
Deputy Secretary
The Honorable
Dear Mr
Deputy Secretary of (Department*)
Washington, D.C.
Assistant Secretary
The Honorable
Dear Mr
Assistant Secretary of (Department*)
Washington, D.C.
Deputy Attorney General
The Honorable
Dear Mr
:
Deputy Attorney General
Washington, D.C.
Assistant Attorney General
The Honorable
Dear Mr
:
Assistant Attorney General
Washington, D.C.
*
Titles for the Under Secretaries, Deputy Secretaries, and Assistant
Secretaries of the Departments:
Under/Deputy/Assistant Secretary of State
"
"
"
Secretary of the Treasury
"
"
"
Secretary of Defense
"
"
"
Secretary of the Army
"
"
"
Secretary of the Navy
"
"
"
Secretary of the Air Force
"
"
"
Secretary of the Interior
"
"
"
Secretary of Agriculture
"
"
"
Secretary of Commerce
"
"
"
Secretary of Labor
"
"
"
Secretary of Health, Education,
and Welfare
"
"
"
Secretary of Housing and
GERALD
and Urban Development
"
11
"
Secretary of Transportation
R. FORD
61
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE DEPARTMENTS -- Continued
OTHER OFFICIALS
Solicitor General
The Honorable
...
...
Dear Mr.
Solicitor General
Department of Justice
Washington, D.C.
United States Attorney
The Honorable
Dear Mr.
United States Attorney for the
(Region) District of (State)
(Address)
Assistant United
Mr.
...
Dear Mr.
States Attorney
Assistant United States Attorney
for the (Region) District of (State)
(Address)
United States Marshal
The Honorable
Dear Mr.
United States Marshal for the
(Region) District of (State)
(Address)
Assistant United
Mr.
Dear Mr.
States Marshal
Assistant United States Marshal
for the (Region) District of (State)
(Address)
Commissioner of
The Honorable
...
Dear Mr.
...
Internal Revenue
Commissioner of Internal Revenue
Washington, D.C.
Director
The Honorable
...
Dear Mr.
Federal Bureau of
Director
Investigation
Federal Bureau of
Investigation
Washington, D.C.
GERALD
is
QUOR
62
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE DEPARTMENTS -- Continued
OTHER OFFICIALS -- Continued
District Director of
Mr. ... ...
Dear Mr. ...:
Internal Revenue
District Director of
Internal Revenue
(Address)
Collector of Customs
The Honorable
...
...
Dear Mr.
:
Collector of Customs
(Address)
Postmaster
(lst, 2nd, and 3rd
The Honorable
...
...
Dear Mr. :
Class Offices)
Postmaster
(Address)
(4th Class Offices)
Mr. ... ...
Dear Mr. :
Postmaster
(Address)
Other Federal Officials
Mr. ...
Dear Mr. ...:
Not Appointed by the
(Title)
President
(Address)
GERALD
?
TRUSTY
FOR
63
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE OFFICE OF THE PRESIDENT
Director of the
The Honorable
...
...
Dear Mr. :
Office of Management
Director
and Budget
Office of Management and Budget
Washington, D.C.
Chairman
The Honorable
...
...
Dear Mr.
:
Council of Economic
Chairman
Advisers
Council of Economic Advisers
Washington, D.C.
Executive Secretary
The Honorable
...
Dear Mr. :
National Security Council Executive Secretary
National Security Council
Washington, D.C.
Director
The Honorable
...
...
Dear Mr. :
Office of Emergency
Director
Preparedness
Office of Emergency Preparedness
Washington, D.C.
Executive Secretary
The Honorable
...
...
Dear Mr.
National Aeronautics
Executive Secretary
and Space Council
National Aeronautics
and Space Council
Washington, D.C.
Director
The Honorable
...
...
Dear Mr.
:
The Community Services
Director
Administration
The Community Services
Administration
Washington, D.C.
Special Representative
The Honorable
Dear Mr.
...:
for Trade Negotiations
Special Representative
for Trade Negotiations
Washington, D.C.
GERALD
R.
FORD
64
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
THE EXECUTIVE AND LEGISLATIVE AGENCIES
Chairman of a
The Honorable
...
...
Dear Mr. :
Board/Commission
Chairman
(Name of Board/Commission)
Washington, D.C.
Member of a
The Honorable
Dear Mr.
Board/Commission
Member
(Name of Board/Commission)
Washington, D.C.
Administrator of
The Honorable
...
...
Dear Mr.
an Agency
Administrator
(Name of Agency)
Washington, D.C.
Administrator of
The Honorable
...
...
Dear Mr.
:
an Agency
Administrator of Veterans Affairs
(with special title)
Washington, D.C.
The Honorable
Dear Mr. ...:
Administrator of General Services
Washington, D.C.
Director of
The Honorable
...
...
Dear Mr.
an Agency
Director
(Name of Agency)
Washington, D.C.
Public Printer
The Honorable
...
...
Dear Mr.
Public Printer
Washington, D.C.
Comptroller General
The Honorable
Dear Mr. ...:
Comptroller General of
the United States
Washington, D.C.
Librarian of Congress
The Honorable
...
Dear Mr. ...:
Librarian of Congress
Washington, D.C.
GERALD
R.
FORD
65
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
AMERICAN AMBASSADORS, MINISTERS, ETC.
NOTE: Letters to diplomatic officials who are out of the country usually are
sent to the Department of State (through its Executive Secretariat) for
transmittal in diplomatic pouch.
American Ambassador
The Honorable
Dear Mr. Ambassador:
American Ambassador
(City)
American Ambassador
The Honorable
...
Dear Madam
(Woman -- married
American Ambassador
Ambassador: (formal)
or single)
(City)
or
Dear Miss Doe:
or
Dear Mrs. Doe:
(informal)
Ambassador and Wife
The Honorable
Dear Mr. Ambassador
(when in the Embassy)
The American Ambassador
and Mrs.
and Mrs
...
(City)
Ambassador and Wife
The Honorable
Dear Mr. Ambassador
(away from Embassy)
The American Ambassador
and Mrs
:
and Mrs
...
(Address)
American Ambassador
(Full rank)
Dear Mr. Ambassador
(with military rank)
Americar Ambassador
or
(City)
Dear (rank)
Former American
The Honorable
Dear Ambassador
Ambassador
(Address)
or
Dear Mr
:
Personal (Special)
The Honorable
...
Dear Mr.
Represenative
Personal Representative
GERALD
of the President of
R.
the United States of
America to
...
(Address)
LIBRARY
FORD
American Minister
The Honorable
Dear Mr. Minister:
American Minister
(City)
American Minister
(Full rank)
...
...
Dear Mr.
(with military rank)
American Minister
Minister:
(City)
or
Dear (rank)
66
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
AMERICAN AMBASSADORS, MINISTERS, ETC. -- Continued
American Consul General
...
Esquire
Dear Mr. :
American Consul General
(City)
ORGANIZATION OF AMERICAN STATES
Secretary General
The Honorable*
...
Dear Mr. Secretary
Secretary General of the
General:
Organization of
American States
Pan American Union
Washington, D.C. 20006
Assistant Secretary
The Honorable
...
...
Dear Mr. (Dr.) :
General
Assistant Secretary
General of the
Organization of
American States
Pan American Union
Washington, D.C. 20006
United States Representa-
The Honorable
...
...
Dear Mr. (Dr.) ...:
tive on the Council of
United States Representa-
the Organization of
tive on the Council of
American States
the Organization of
American States
Department of State
Washington, D.C. 20525
*
The Secretary General is addressed as "The Honorable" unless he is entitled
to "His Excellency" by reason of a position previously held.
GERALD
R.
FORD
67
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
INTERNATIONAL ORGANIZATIONS
UNITED NATIONS
Communications to the United Nations are addressed to the United States Repre-
sentative to the United Nations, through the Department of State. Exceptions
which are sent direct to the United States Representative include: those
intended for the Economic and Social Council, the Disarmament Commission. the
Trusteeship Council, and the delegation to the General Assembly (when it is in
session). Direct communication with the United Nations is inappropriate unless
exceptions arise. When it is necessary, the communication should be sent to
the Secretary General of the United Nations through the United States Repre-
sentative by means of a covering letter.
Secretary General of the
His Excellency
Dear Mr. Secretary
United Nations
Secretary General of the
General:
United Nations
United Nations, New York 10017
Under Secretary of the
The Honorable*
Dear Mr. (Dr.)
United Nations
Under Secretary of the
United Nations
United Nations, New York 10017
United States Representa-
The Honorable
Dear Mr. Ambassador:
tive to the United
United States Representa-
Nations
tive to the United
Nations
New York, New York 10017
Chairman, United States
The Honorable
Dear Mr. Chairman:
Delegation to the
Chairman, United States
or
United Nations Military
Delegation
Dear (rank)
Staff Committee
United Nations Military
or
Staff Committee
Dear Mr. (Dr.)
United States Mission to
the United Nations
New York, New York 10017
*
Use "His Excellency" only by reason of a position previously held.
GERALD
R
LIBRAT
FORD
68
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
INTERNATIONAL ORGANIZATIONS -- Continued
UNITED NATIONS -- Continued
Senior Representative of
The Honorable
Dear Mr. (Dr.)
the United States to
Senior Representative of
the General Assembly
the United States to
of the United Nations
the General Assembly
of the United Nations
New York, New York 10017
Senior Military Adviser
(Full rank)
Dear (rank)
to the United States
Senior Military Adviser
Delegation to the
United States Delegation
United Nations General
to the United Nation
Assembly
General Assembly
New York, New York 10017
United States Representa-
The Honorable
Dear Mr. (Dr.)
tive to the Economic
United States Representa-
and Social Council
tive on the Economic
and Social Council of
the United Nations
New York, New York 10017
United States Representa-
The Honorable
...
Dear Mr. (Dr.)
tive to the United
United States Representa-
Nations Disarmament
tive on the Disarmament
Commission
Commission of the
United Nations
New York, New York 10017
United States Representa-
The Honorable
Dear Mr. (Dr.)
tive to the Trusteeship
United States Representa-
Council
tive on the Trusteeship
Council of the United
Nations
New York, New York 10017
Foreign Representative to
His Excellency
Dear Mr. Ambassador:
the United Nations with
Representative of (country)
the rank of Ambassador
to the United Nations
(Address)
GERALD
R.
ARIDA
69
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
INTERNATIONAL ORGANIZATIONS -- Continued
INTERNATIONAL COMMISSIONS
Head of United States
The Honorable
...
...
Dear Mr. (Dr.) ...:
Delegation to an
(Title)
International
(Name of Commission)
Commission
(Address)
International Joint
(Name of Commission)
Sirs:
Commission
(Address)
United States Member of
The Honorable
Dear Mr. Commissioner:
an International Joint
American Commissioner
Commission
(Name of Commission)
(Address)
United States Representa-
Mr. ...
Dear Mr. (Dr.) ...:
tive on an Interim
(Title)
Commission
(Name of Commission)
(Parent Organization, if any)
(Address)
GERALD
R
TRUST
ORIOF
70
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
FOREIGN OFFICIALS
NOTE: Examples given here indicate the form of address only. For the exact
names, titles, and orders, it is suggested that the Correspondence
Review Staff in the Department of State be consulted.
BRITISH
The King
His Majesty
Your Majesty:
King (Name and Roman Numeral)
(formal)
London, England
or
Dear King :
(informal)
The Queen
Her Majesty
Your Majesty:
Queen ...
(formal)
London, England
or
Dear Queen ...:
(informal)
Husband of the Queen
His Royal Highness
Sir:
The Prince
...
(formal)
(Title)
or
London, England
Dear Prince :
(informal)
Secretary of State
The Right Honorable
Dear Mr. Secretary
for Foreign Affairs
(Full name)*
of State:
Secretary of State for
Foreign Affairs
London, England
*
The initials of any Order, Decoration, or Honor are to follow on the
same line.
GERALD
R.
LISTATE FORD
71
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
FOREIGN OFFICIALS -- Continued
BRITISH -- Continued
Prime Minister
The Right Honorable
Dear Mr. Prime Minister:
(Full name )
Prime Minister
London, England
Member of the
The Right Honorable
Dear Lord :
House of Lords
The Earl of
...
(Address)
Member of the
House of Commons
(with title)
The Right Honorable
Dear Sir
:
(when appropriate)
(Full name)+
(Address)
or
Sir ... *
(Address)
(without title)
(Full name), Esquire, M.P.
Dear Mr. ...:
(Address)
Governor General
His Excellency
Dear Governor General:
The Right Honorable
(Full name )
Governor General of (name
of country
(City)
*
The initials of any Order, Decoration, or Honor are to follow on the
same line.
GERALD
=>
FORD
72
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
FOREIGN OFFICIALS -- Continued
OTHER FOREIGN OFFICIALS
King
His Majesty
Your Majesty:
King (Name and Roman Numeral)
(formal)
(City, country)
or
Dear King
(informal)
Queen
Her Majesty
Your Majesty:
Queen ...
(formal)
(City, country)
or
Dear Queen
(informal)
President of a
His Excellency
Dear Mr. President:
Republic
(Full name)
President of (name of country)
(City)
Premier
His Excellency
Dear Mr. Premier:
(Full name)
Premier of (name of country)
(City)
Prime Minister*
His Excellency
Dear Mr. Prime
(Full name)
Minister:
Prime Minister of (name of
country)
(City)
Minister of Foreign
His Excellency
Dear Mr. Minister:
Affairs
(Full name)
Minister of Foreign Affairs
of (name of country)
(City)
*
For the British Prime Minister, see the British forms of address.
GERALD
is
FORD
73
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
FOREIGN OFFICIALS -- Continued
OTHER FOREIGN OFFICIALS -- Continued
Foreign Ambassador
His Excellency
Dear Mr. Ambassador:
in the United States
(Full name)
Ambassador of (name of
country)
(Chancery address*)
Washington, D.C.
Foreign Minister
The Honorable
...
...
Dear Mr. Minister:
in the United States
Minister of (name of
country)
(Chancery address*)
Washington, D.C.
Foreign Charge
Mr. ** ... ...
Dear Mr. Charge
d'Affaires ad
Charge d'Affaires ad
d'Affaires:
interim in the
interim of (name of
United States
country)
(Chancery address*)
Washington, D.C.
*
Include on the envelope only the Chancery address given in the "Diplomatic
List" and Washington, D.C., with the zip code.
**
Use "The Honorable" if the Charge d'Affaires ad interim has the personal
rank of Minister Plenipotentiary.
GERALD
R.
TRIVURY
OHOP
74
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
UNITED STATES MILITARY PERSONNEL
JOINT CHIEFS OF STAFF
Chairman
(General/Admiral)
Dear (General/
Chairman
Admiral
Joint Chiefs of Staff
Washington, D.C.
Chief of Staff,
General
...
...
Dear General
:
U.S. Army
Chief of Staff
United States Army
Washington, D.C.
Chief of
Admiral
Dear Admiral
Naval Operations
Chief of Naval Operations
Washington, D.C.
Chief of Staff,
General
Dear General
:
U.S. Air Force
Chief of Staff
United States Air Force
Washington, D.C.
Commandant of
General
Dear General
the Marine Corps
Commandant of the Marine Corps
Washington, D.C.
Military abbreviations:
Adj. -- Adjutant
Lt. (jg) -- Lieutenant, junior grade
Adm. -- Admiral
Maj. -- Major
Brig. Gen. -- Brigadier General
Maj. Gen. -- Major General
Capt. -- Captain
M. Sgt. -- Master Sergeant
Cdr. -- Commander
Pfc. -- Private, first class
Col. -- Colonel
PO -- Petty Officer
Cpl. -- Corporal
Pvt. -- Private
CWO -- Chief Warrant Officer
R. Adm. -- Rear Admiral
1st Lt. -- First Lieutenant
2d Lt. -- Second Lieutenant
1st Sgt. -- First Sergeant
Sfc. -- Sergeant, first class
Gen. -- General
Sgt. -- Sergeant
Lt. -- Lieutenant
S. Sgt. -- Staff Sergeant
Lt. Cdr. -- Lieutenant Commander
T. Sgt. -- Technical Sergeant
Lt. Col. -- Lieutenant Colonel
V. Adm. -- Vice Admiral
Lt. Gen. -- Lieutenant General
WO -- Warrant Officer
GERALD
R.
TREATETY
75
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
MILITARY PERSONNEL
COMMISSIONED AND WARRANT OFFICERS
THE ARMY, THE AIR FORCE AND THE MARINE CORPS
General
(Rank, name, service designation*)
Dear General
Lieutenant General
(Post Office address of
Major General
organization and station)
Brigadier General
Colonel
(same as above)
Dear Colonel
Lieutenant Colonel
Major
(same as above)
Dear Major
Captain
(same as above)
Dear Captain ...:
First Lieutenant
(same as above)
Dear Lieutenant
Second Lieutenant
Chief Warrant Officer (same as above)
Dear Mr. :
Warrant Officer
Chaplain
Chaplain
Dear Chaplain ...:
(Rank and service designation*)
(Post Office address of
organization and station)
Retired Officer
(Rank, name, service
Dear (Rank)
designation*, Ret.)
(Address)
THE NAVY AND THE COAST GUARD
Admiral
(Rank, name, service designation*)
Dear Admiral
Vice Admiral
(Post Office address of
Rear Admiral
organization and station)
Commodore
(Same as above)
Dear Commodore
*
Service designations are abbreviated as follows: USA, USN, USAF, USMC, USCG.
For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.
For Military abbreviations see Page 63.
GERALD
APO/FPO Addresses
AIRMAIL
FORD a LIBRARY
Rank/Name/Service Designation
Service Number
or
APO (or FPO), New York 09/11
(state omitted)
APO (or FPO), San Francisco 96/11 (state ommitted)
76
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
COMMISSIONED AND WARRANT OFFICERS -- Continued
THE NAVY AND THE COAST GUARD -- Continued
Captain
(Rank, name, service designation*) Dear Captain
(Post Office address of
organization and station)
Commander
(Same as above)
Dear Commander
:
Lieutenant Commander (Same as above)
Dear Commander
:
Lieutenant
Dear Lieutenant
:
Lieutenant (jg)
Dear Lieutenant
:
Ensign
Dear Ensign
:
Chief Warrant Officer
Dear Mr
Warrant Officer
Dear Mr
Chaplain
Chaplain
Dear Chaplain
:
(Rank and service designation*)
(Post Office address of
organization and station)
Retired Officer
(Rank, name, service
Dear (Rank)
designation*, Ret.)
(Address)
ACADEMIES OF THE MILITARY SERVICES
Cadet of:
U.S. Military Academy
Cadet
...
Dear Cadet
:
(Address)
Midshipman of:
Midshipman
Dear Midshipman
:
U.S. Naval Academy
(Address)
Air Cadet of:
U.S. Air Force Academy
Air Cadet
Dear Air Cadet
(Address)
*
Service designations are abbreviated as follows: USA, USN, USAF, USMC, USCG.
For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.
For Military abbreviations see page 63'
For Military man and wife - (sample) Lieutenant J. R. Smith, USA and Mrs. Smith
GERALD
R.
ABOM
77
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ENLISTED PERSONNEL
ARMY
Sergeant Major
(Rank, name, service designation*) Dear Sergeant ...:
First Sergeant
(Post Office address of
Master Sergeant
organization and station)
Sergeant First Class
Staff Sergeant
Sergeant
Corporal
(Same as above)
Dear Corporal
Specialist 9, 8, 7,
(Same as above)
Dear Specialist
:
6, 5, and 4
Private First Class
(Same as above)
Dear Private :
Private
AIR FORCE
Chief Master Sergeant (Rank, name, service designation*) Dear Sergeant ...:
Senior Master Sergeant (Post Office address of
Master Sergeant
organization and Station)
Technical Sergeant
Staff Sergeant
Airman First Class
(Same as above)
Dear Airman :
Airman Second Class
Airman Third Class
Airman
*
Service designations are abbreviated as follows: USA, USN, USMC, USCG.
For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.
For Military abbreviation see page 63
GERALD
LIBRARY
R.
FORD
78
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ENLISTED PERSONNEL -- Continued
MARINE CORPS
Sergeant Major
(Rank, name, service designation*) Dear Sergeant
Master Gunnery Sergeant
(Post Office address of
First Sergeant
organization and station
Master Sergeant
Gunnery Sergeant
Staff Sergeant
Sergeant
Corporal
(Same as above)
Dear Corporal
:
Lance Corporal
Private First Class
(Same as above)
Dear Private
:
Private
NAVY AND COAST GUARD
Master Chief Petty Officer (Rate, name, service designation*) Dear Mr
(Navy only)
Senior Chief Petty Officer (Post Office address of
(Navy only)
organization and station)
Petty Officer First Class
Petty Officer Second Class
Petty Officer Third Class
Seaman
Seaman Apprentice
Seaman Recruit
*
Service designations are abbreviated as follows: USA, USN, USAF, USMC, USCG.
For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR.
For Military abbreviations see page 63
GERALD
R.
FORD
79
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
STATE GOVERNMENT OFFICIALS
EXECUTIVE AND JUDICIAL BRANCHES
Governor
The Honorable
...
...
Dear Governor ...:
Governor of (State)
(State Capital and State)
Governor and Wife
The Honorable and Mrs
...
...
Dear Governor
(Address)
and Mrs
Acting Governor
The Honorable
...
...
Dear Governor :
(Acting Governor of (State)
(State Capital and State)
Lieutenant Governor
The Honorable
Dear Governor :
Lieutenant Governor of (State)
(State Capital and State)
Governor-elect
The Honorable
...
Dear Mr. :
Governor-elect of (State)
(Address)
Former Governor
The Honorable
...
Dear Governor :
(No title)
(Address)
Secretary of State
The Honorable
...
Dear Mr. Secretary:
Secretary of State
* State of (State)
(State Capital and State)
Assistants
Mr
Dear Mr.
Assistant to
the Honorable
...
...
State Capitol
City, State
*
The States of Kentucky, Massachusetts, Virginia and Pennsylvania use
Commonwealth in place of the word State, e.g. the Commonwealth of Kentucky.
GERALD
?
PORTO
80
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
STATE GOVERNMENT OFFICIALS -- Continued
EXECUTIVE AND JUDICIAL BRANCHES
Chief Justice of
The Honorable
Dear Mr. Chief Justice:
the Supreme Court
Chief Justice
Supreme Court of the State* of (State)
(State Capital and State)
Attorney General
The Honorable
...
Dear Mr. Attorney
Attorney General
General:
* State of (State)
(State Capital and State)
Treasurer, Comptroller, The Honorable
Dear Mr.
or Auditor
State (Treasurer, Comptroller,
or Auditor)
* State of (State)
(State Capital and State)
Chairman of a
The Honorable
Dear Mr.
State Commission
Chairman
(Name of Commission)
(State Capital and State)
Commissioner of a
The Honorable
...
Dear Mr.
State Commission
Commissioner
(Name of Commission)
(State Capital and State)
*
The States of Kentucky, Massachusetts, Virginia and Pennsylvania use
Commonwealth in place of the word State, e.g. the Commonwealth of Kentucky.
GERALD
?
FORD
81
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
STATE GOVERNMENT OFFICIALS -- Continued
STATE SENATE **
President of the Senate
The Honorable
Dear Senator
President of the Senate of
the State of (State)
(State Capital and State)
State Senator
The Honorable
Dear Senator
Senator of the State of (State)
(State Capital and State)
Secretary of the Senate
The Honorable
Dear Mr.
Secretary of the Senate of
the State of (State)
(State Capital and State)
STATE HOUSE OF REPRESENTATIVES, ASSEMBLY,
OR HOUSE OF DELEGATES* **
Speaker of the
The Honorable
Dear Mr. Speaker:
House of Representatives, Speaker of the House of Representatives
Assembly, or
(Assembly) or (House of Delegates) of
House of Delegates
the State of (State)
(State Capital and State)
State Representative,
The Honorable
Dear Mr.
Assemblyman, or
Member of the House of Representatives
Delegate
(Assembly) or (House of Delegates) of
the State of (State)
(State Capital and State)
Representative or Senator
The Honorable
Dear Mr
(Rep.)
(away from State Capitol) State Representative (or Senator) Dear Senator:
(Home address)
Chief Clerk
The Honorable
Dear Mr
Chief Clerk
GERALD
House of Representatives
?
(Assembly or (House of Delegates) of
FORD
the State of (State)
LIBRATY
(State Capital and State)
*
In most States, the lower branch of the legislature is the the House of
Representatives. In some States, such as California and New York, the
lower house is known as the Assembly. In others, such as Maryland,
Virginia, and West Virginia, it is known as the House of Delegates.
Nebraska has a one-house Legislature. Its members are classed as
Senators.
**
The States of Kentucky, Massachusetts, Virginia and Pennsylvania use
Commonwealth in place of the word State, e.g. the Commonwealth of Kentucky.
82
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
DISTRICT OF COLUMBIA GOVERNMENT
Mayor
The Honorable
...
...
Dear Mayor :
Mayor
District of Columbia
Washington, D.C.
Councilman
The Honorable
...
Dear Mr. :
Councilman, District of Columbia
Washington, D.C.
COURTS
SUPERIOR COURT OF APPEALS FOR THE DISTRICT OF COLUMBIA
Chief Judge
The Honorable
...
...
Dear Judge ...:
Chief Judge
District of Columbia
Court of Appeals
Washington, D.C.
Associate Judge
The Honorable
...
...
Dear Judge :
Associate Judge
District of Columbia
Court of Appeals
Washington, D.C.
GERALD
R
TRUSTY
FORD
83
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
DISTRICT OF COLUMBIA GOVERNMENT -- Continued
COURTS -- Continued
SUPERIOR COURT FOR THE DISTRICT OF COLUMBIA
Chief Judge
The Honorable ... ...
Dear Judge :
Chief Judge
Superior Court for
the District of Columbia
Washington, D.C.
Associate Judge
The Honorable
...
...
Dear Judge ...:
Judge
Superior Court for
the District of Columbia
Washington, D.C.
JUVENILE COURT OF THE DISTRICT OF COLUMBIA
Judge
The Honorable
...
...
Dear Judge ...:
Judge
Juvenile Court of
the District of Columbia
Washington, D.C.
GERALD
p
LISIATE FORD
84
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
LOCAL GOVERNMENT OFFICIALS
Mayor
The Honorable
...
...
Dear Mayor ...:
Mayor of (City)
(Address)
Mayor and wife
The Honorable and Mrs.
...
...
Dear Mayor and Mrs. ...:
(Home address)
Former Mayor
The Honorable
...
...
Dear Mayor ...:
(No title)
(Address)
City Manager
Mr. ... ...
Dear Mr. ...:
City Manager
(Address)
County Manager
Mr. ... ...
Dear Mr. ...:
County Manager
(Address)
Magistrate
Mr. ... ...
Dear Mr. ...:
Magistrate
(Address)
Burgess
Mr. ... ...
Dear Burgess ...:
Burgess of (Town)
(Address)
Sheriff
Mr. ... ...
Dear Sheriff ...:
Sheriff of (County)
(Address)
Governor of an
Mr. ... ...
Dear Governor ...:
Indian Tribe
Governor
(Name of Tribe)
(Address)
Judge (Misc.:
The Honorable
...
...
Dear Judge ...:
City, County,
City Judge (etc.)
Probate)
(Address)
Justice of the Peace
Mr. ... ...
Dear Mr. ...:
Justice of the Peace
(Address)
Chief of Police
Mr. ...
Dear Chief ...:
Chief of Police
(Address)
County Commissioner
Mr. ... ...
Dear Mr. ...:
GERALD
County Commissioner
(Address)
LIBERTY
R.
85
FORD
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
POLITICAL COMMITTEES
NATIONAL OFFICIALS
Chairman
The Honorable
Dear Mr.
Chairman
(Democratic National Committee)
(Republican National Committee)
Washington, D.C.
Committeeman
The Honorable
Dear Mr.
or
(Democratic/Republican) National
Committeewoman
(Committeeman/Committeewoman)
Washington, D.C.
STATE OFFICIALS
Chairman
The Honorable
Dear Mr. :
Chairman
(Democratic State Central Committee*
(Republican State Central Committee*
(Address)
Committeeman
The Honorable
Dear Mr.
or
(Democratic/Republican) State
Committeewoman
(Committeeman/Committeewoman)
(Address)
COUNTY AND CITY OFFICIALS
County and city committeemen and officials are usually not addressed as "The Honorable."
*
Use title of Committee as given for that particular State. It may be:
(Democratic/Republican State Central Committee
(Democratic/Republican State Executive Committee
(Democratic/Republican) State Central and Executive Committee
(Democratic/Republican) State Committee
State (Democratic/Republican) Committee
(Name of State) (Democratic/Republican) Party
GERALD
R.
FORD
86
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL
JEWISH
Rabbi
Rabbi ...
Dear Dr.
(With doctoral degree)
(Name of synagogue
or temple)
(Address)
Rabbi
Rabbi ...
Dear Rabbi
:
(Without doctoral degree)
(Name of synagogue
or temple)
(Address)
Cantor
Cantor ... ...
Dear Cantor :
(Address)
PROTESTANT
Bishop (Episcopal)
The Right Reverend
...
...
Dear Bishop ...:
Bishop of (Diocese)
(Address)
Bishop (Methodist)
The Reverend
...
...
Dear Bishop ...:
Methodist Bishop
(Address)
Bishop (Mormon)
Bishop
...
Dear Bishop ...:
Church of Jesus Christ
of Latter-day Saints
(Address)
Archdeacon (Episcopal)
The Venerable
...
...
Dear Archdeacon
...:
Archdeacon of (Diocese)
(Address)
Dean (Episcopal)
The Very Reverend
...
...
Dear Dean
...:
Dean of (name of church)
(Address)
GERALD
R
TRUSTY
FORD
87
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL -- Continued
PROTESTANT -- Continued
Canon (Episcopal)
The Reverend
Dear Canon ...:
Canon of (name of church
or organization)
(Address)
Vicar (Episcopal)
The Reverend
Dear Mr. :
Vicar of (name of church)
(Address)
Minister, Pastor,
The Reverend
...
...
Dear Dr.
:
or Rector
(Name of church)
(With doctoral degree)
(Address)
Minister, Pastor,
The Reverend
...
...
Dear Mr. :
or Rector
(Name of church)
(Without doctoral degree)
(Address)
Deacon or Deaconess
Brother (Sister)
...
Dear Deacon (Deaconess):
(Lutheran)
Lutheran Deacon (Deaconess)
(Address)
Elder
Elder
Dear Elder
:
(Seventh-Day Adventist)
Area Director
(Name of church)
(Address)
Evangelist
Mr.
Dear Mr. :
Evangelist
(Address)
GERALD
4
FORD
88
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL -- Continued
ROMAN CATHOLIC
The Pope
His Holiness
Your Holiness: (formal)
Pope (Name and Roman Numeral)
Dear Pope
:
Vatican City
(informal)
Cardinal
His Eminence (given
Your Eminence: (formal)
name) Cardinal (surname)
Dear Cardinal
:
Archbishop of (Archdiocese)
(informal)
(Address)
Archbishop
The Most Reverend
Your Excellency:
Archbiship of (Archdiocese)
(formal)
(Address)
Dear Archbishop
(informal)
Bishop
The Most Reverend
...
Your Excellency:
Bishop of (Diocese)
(formal)
(Address)
Dear Bishop
(informal)
Abbot
The Right Reverend
(initials
Dear Father
Abbot of (name of Abbey)
of Order)
(Address)
Monsignor*
Domestic Prelate
The Right Reverend Monsignor
...
...
Dear Monsignor
(Address)
Papal Chamberlain
The Very Reverend Monsignor
Dear Monsignor
:
(Address)
*
Monsignori are addressed either as "The Right Reverend" or "The Very
Reverend, depending upon whether they are Domestic Prelates or Papal
Chamberlains. Consult the current Official Catholic Directory for
correct designation. In the absence of definite information, it is
always courteous to address a Monsignor as "The Right Reverend."
GERALD
LIVEN For
89
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL -- Continued
ROMAN CATHOLIC -- Continued
Priest
Secular
The Reverend
...
...
Dear Father
:
(With or without
(Address)
doctoral degree)
Religious Order
The Reverend
...
...,
(initials
Dear Father
:
(With or without
(Address)
of Order)
doctoral degree)
Brother
Brother (given name), (initials
Dear Brother (given
(Address)
of Order)
name):
Mother Superior
Reverend Mother
...,
(initials
Dear Reverend Mother
(Address)
of Order)
(given name):
*Sister
Sister
,
(initials of Order)
Dear Sister (given
(Address)
name):
Group of Sisters
Sisters of
Dear Sisters:
(Address)
Note: The following forms are also correct:
Mother Mary
Sister Mary
...
Mother M.
Sister M.
...
* When sister's address includes her family name, such as Sister Alice Elizabeth
Smith, the inside address would include surname, but salutation would be:
Dear Sister Alice Elizabeth:
CERALD
For
FORD
90
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL -- Continued
ARMENIAN ORTHODOX
Archbishop
The Most Reverend
...
Dear Archbishop ...: :
in the U.S.
Primate of the North American
Diocese of the Armenian Church
(Address)
GREEK ORTHODOX
Patriarch
His Holiness
Your Holiness:
(Name of Patriarch)
(Patriarch of
)
(Address)
Archbishop
The Most Reverend
...
Dear Archbishop ...:
in the U.S.
Archbishop of Greek Orthodox
Archdiocese of North and
South America
(Address)
Bishop
Most Reverend Bishop of
Dear Bishop ...:
(Name of province)
(Full name of Bishop)
(Address)
Priest
The Reverend
...
Dear Father
:
(Address)
FOR
91
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ECCLESIASTICAL -- Continued
RUSSIAN ORTHODOX
Metropolitan
The Most Reverend
...
Dear Metropolitan
:
in the U.S.
Archbishop of New York
Metropolitan of North America
The Russian Orthodox Greek
Catholic Church
(Address)
Archpriest
The Right Reverend
Dear Archpriest
:
Archpriest
Russian (Name of Church)
(Address)
Superior
Superior of the Russian Orthodox
Dear Abbot
:
(Name of institution)
or
(Address)
Dear Abbess
:
SYRIAN ORTHODOX
Archbishop
The Most Reverend
Dear Archbishop
:
in the U.S.
Archbishop of the Syrian Church
of Antioch in North and
South America
(Address)
Monsignor
The Right Reverend
Dear Monsignor
:
(Address)
Father
The Reverend
Dear Father
:
(Address)
GERALD
as
FORD
92
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
EDUCATIONAL
COLLEGES AND UNIVERSITIES
President of a University
Dr
Dear Dr
or College
President
(With doctoral degree)
(Name of institution)
(Address)
President of a University
Mr.
Dear Mr
or College
President
(Without doctoral degree)
(Name of institution)
(Address)
Chancellor
Dr
Dear Dr.
Chancellor
(Name of institution)
(Address)
Dean*
Dr
Dear Dr.
(With doctoral degree)
Dean of the College (or School)
of (subject)
(Name of institution)
(Address)
Dean*
Dean
Dean Dean
(Without doctoral degree)
College (or School of (subject)
(Name of institution)
(Address)
Professor*
Dr
Dear Dr.
(With doctoral degree)
Department of (subject)
(Name of institution)
(Address)
Professor*
Professor
Dear Professor
(Without doctoral degree)
Department of (subject)
(Name of institution)
(Address)
Associate or Assistant
Mr./Miss/Mrs
Dear Professor
Professor
Associate (or Assistant) Professor
Department of (subject)
(Name of institution)
(Address)
Note: If EMERITUS is indicated, it follows the title, e.g.:
GERALD
Dr
Professor of (subject), Emeritus
P.
(Name of institution)
FORD
(Address)
* (Title is same
whether man or woman)
93
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
EDUCATIONAL -- Continued
JUNIOR AND SENIOR HIGH SCHOOLS
Teacher's name given
Mr./Miss/Mrs.
Dear Mr.
Teacher of (the) (Class/Grade)
(Name of School)
(Address)
Teacher's name
Students of (the) (Class/Grade)
Dear Students:
not given
(Name of School)
(Address)
ELEMENTARY SCHOOL
Teacher's name given
Mr./Miss/Mrs. ...
Dear Mr.
:
Teacher of the (designated) Grade
(Name of School)
(Address)
Teacher's name
Pupils of the (designated) Grade
Dear Girls and Boys:
not given
(Name of School)
(Address)
Note: Grades numbered One through Nine are written out.
Numerals are used for Grades numbered 10 and above.
GERALD
R.
LISTED ACORD
94
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ORGANIZATIONS
VETERANS
National Commander
Mr. ...
Dear Commander ...:
National Commander
(Name of organization)
(Address)
Commander
Commander
Dear Commander ...:
(Name of local organization)
(Name of parent organization)
(Address)
Past Commander
Mr.
Dear Commander ...:
Past Commander
(Name of local organization)
(Name of parent organization)
(Address)
Adjutant
Mr.
Dear Mr. :
Adjutant
(Name of local organization)
(Name of parent organization)
(Address)
Chaplain of Post
Mr. ...
Dear Chaplain ...:
Chaplain of Post
(Name of Post)
(Address)
LABOR UNIONS
AFL-CIO
The Honorable
...
...
Dear Mr. ...:
President
President
AFL-CIO
(Address)
UMW
The Honorable
...
...
Dear Mr. ...:
President
President
United Mine Workers of America
(Address)
Local Union
Mr.
Dear Mr. ...:
President
(Title), Local (number)
Treasurer
(Name of organization)
Secretary
(Address)
GERALD
R
LISTED
FORD
95
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
ORGANIZATIONS -- Continued
OTHER
American National Red Cross
The Honorable
...
...
Dear Mr. Chairman:
Chairman of the
Chairman of the
Board of Governors
Board of Governors
American National Red Cross
Washington, D.C.
National Grange
The Honorable
...
...
Dear Mr.
Master
Master
The National Grange
(Address)
State Grange
Mr
...
Dear Mr.
Master
Master
(Name of State) State Grange
(Address)
Boy Scouts of America
Mr. ...
Dear Mr.
President
President
Boy Scouts of America
(Address)
Girl Scouts of America
Mrs. (Miss)
...
Dear Mrs. (Miss)
President
President
Girl Scouts of America
(Address)
Salvation Army
Mr.
Dear Commander
National Commander
National Commander
The Salvation Army
(Address)
Division Commander
Mr
Dear Commander ...:
Division Commander for
the (Region) Area
The Salvation Army
(Address)
Brigadier
Brigadier ...
Dear Brigadier
...:
The Salvation Army
(Address)
B'nai B'rith
(Listed to give correct spelling)
(National)
GERALD
R
FORD
96
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
PRIVATE CITIZENS
(When street address/post office box number both given, the post office box
number only should be used.)
Individual
Mr.* (Mrs.) (Miss***)
...
Dear Mr. (Mrs.)
(Miss)
More than one signer
Mary Allen and Jane Smith
Miss Mary Allen
Dear Miss Allen:
(Address)
(Jane Smith to be included in body
of letter)
John Jones
Mr. John Jones
Dear Mr. Jones:
Ray Smith
(Address)
Jack Young
(Include others in body of
Bob Hart
letter)
John Smith
Mr. John Smith
Dear Mr. Smith:
Jack Young
(Address)
Mr. Jack Young
Dear Mr. Young:
(Address)
(When small town and 2 signatures with no street
address, send two replies.)
Members of the First
Members of the First Christian Dear Members: ***
Christian Church
Church
(no names given)
(Address)
Members of the First
Mrs. John Allen
Dear Mrs. Allen:
Christian Church
First Christian Church
c/o Mrs. John Allen
(Address)
(Members to be brought into the
body of the letter)
GERALD
R.
GROA
97
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
PRIVATE CITIZENS -- Continued
Medical Doctors
Physician
John Smith, M.D.
Dear Dr. Smith:
(Address)
(This also includes D.O., D.D.S., etc.)
Medical Doctor and wife
Dr. and Mrs. John Smith
Dear Dr. and Mrs. Smith:
Dr. and wife
John Smith, M.D.
Dear Doctors Smith:
(both doctors)
Mary Smith, M.D.
(NOTE: Above includes Osteopaths and Chiropractors)
Doctors of Divinity
Doctor of Divinity
The Reverend John Smith, D.D. Dear Dr. Smith:
(Address)
Doctor of Divinity
The Reverend and Mrs.
...
Dear Dr. and Mrs. ...:
and wife
Catholic Clergy
The Reverend John Smith, D.D., O.P. Dear Father Smith:
Academic Doctorate Degrees
(We will continue to address these as we have in the past. These include,
e.g., PhD
PhD
Dr. Frank Smith
Dear Dr. Smith:
Registered Nurse
Mr. (Mrs.) (Miss)
...
...
Dear Mr. (Mrs.) (Miss)
:
Lawyer
Mr.
...
Dear Mr. ... ...:
(Address)
GERALD
&
LIBERTY
FORD
98
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
PRIVATE CITIZENS -- Continued
FAMILIES
The F. F. Allens
Mr. and Mrs. F. F. Allen
Dear Mr. and Mrs. Allen:
(Address)
(Letters addressed to
husband and wife --
place the woman's name
first - example:
"Dear Mary and John:")
The Allen Family
The Allen Family
Dear Friends:*
(no first name given)
(Address)
Mary Lou Allen
Mr. and Mrs. David Allen
Dear Mr. and Mrs. Allen
David Allen
and Family
and Family:
Katie
(Address)
Leslie
Jim, Mary, Bill, and Tom
The Allen Family
Dear Friends: ****
Allen
(Address)
(don't know who is husband)
Jim, Mary, Bill, and Tom
Mr. and Mrs. Jim Allen
Dear Mr. and Mrs. Allen
Allen (Jim is husband)
and Family
and Family:
(Address)
Mr. John Allen and Mary
Mr. John Allen and Mary
Dear Mr. Allen and Mary:
(Mary is daughter)
(Address)
Henry Allen
Messrs. Henry, Edward, James, Dear Messrs. Allen:
Edward Allen
and John Allen
James Allen
(Address)
John Allen
Mrs. John Smith
Mrs. John Smith
Dear Mrs. Smith:
(mentions family in
(Address)
body of letter)
(Family should be mentioned in body of
letter)
GERALD
?
LISAARY
FORD
99
ADDRESS ON LETTER
ADDRESSEE
AND ENVELOPE
SALUTATION
PRIVATE CITIZENS -- Continued
Children
(Given name, surname)
Dear (given name): :
(Address)
(BOYS - age 13 thru high
school, first name, but
include Mr. in address --
below age 13, omit Mr.
from address)
(GIRLS - thru high school,
salutation first name --
Miss in the address always)
*
Use the title Mr. when it is not known from the given name whether
the addressee is a man or a woman.
**
Use the title Miss in addressing a woman if uncertain as to marital
status.
***
Dear Members is to be used only when there is no alternative as no
names are given.
****
Dear Friends is to be used only when there seems to be no
alternative.
GERALD
as
FORD
100
GERALD R. FORD
DOCUMENTS
CITATION
Sample attached
A citation is a formal expression of praise which accompanies
an award. The format may differ according to the type of award
and the number of recipients.
STATIONERY:
The paper is provided, or specific instructions
are given as to the kind of stationery to be used.
COPIES:
Original and 1 carbon (white tissue)
MARGIN:
Framed on the page, right margin is straight.
The top, bottom and side margins are determined
by the length of the document.
HEADING:
Typed in capital letters. Centered on page,
balanced according to length of document.
TEXT:
Begin at least 3 lines below the heading, single
space, double space between paragraphs. Para-
graphs are usually blocked but may be indented
if drafter so instructs. Lines are justified
so that the right side is straight.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 to 7 lines from top of paper. Text is continued
2 or 3 lines below page number.
SIGNATURE SPACE:
Leave at least 6 lines after end of text for
signature of the President. Name and title
are not typed in.
PLACE:
The words THE WHITE HOUSE, followed by a comma,
are typed at the left margin below the signature
space 6 to 14 lines from the text depending on
the length of the document.
DATE:
The date is omitted unless specific instructions
are received to include it. When it is added,
it is indented 6 spaces, 2 lines below the
words THE WHITE HOUSE, using initial cap for
the month, and followed by a period.
ASSEMBLY:
Original signature page on top
Carbons --in numerical order
GERALD
=>
FORD
101
SAMPLE - CITATION
THE PRESIDENTIAL UNIT CITATION
TO
THE 38th AIR RESCUE SQUADRON
FOR
EXTRAORDINARY GALLANTRY
The personnel of the 38th Air Rescue Squadron distinguished
themselves by extraordinary gallantry in connection with all
military operations against an opposing armed force in Europe
from 1 August 1964 to 31 July 1965. They repeatedly exposed
themselves to hostile air and ground fire while flying planes
THE WHITE HOUSE,
(date when requested)
GERALD
A
FORD
LIBRATY
102
EXECUTIVE ORDER
Sample attached
STATIONERY:
Heavy bond paper, 8 1/2" by 14"
COPIES:
Original and 2 carbons (white tissue)
MARGIN:
12 (or 1 1/2") left, and 55 (or about 1") right
HEADING:
EXECUTIVE ORDER is centered 7 lines from top
of paper; 2 lines below these words, center
a line of 7 hyphens; 2 lines below hyphens,
center the title of the order in capital
letters (if more than 1 line, single space.)
TEXT:
Begin 3 lines below title, indent each
paragraph 6 spaces, double space text. On
instructions by drafter, quotations, tabulations,
etc. may be single spaced.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 lines from top of paper. Text is continued
at left margin 2 lines below page number.
SIGNATURE SPACE:
Leave at least 6 lines after end of text for
signature of the President. The name and
title are not typed in.
PLACE:
The words THE WHITE HOUSE, followed by a comma,
are typed at the left margin; below the
signature, 6 to 14 lines from the text depending
on the length of the document.
DATE:
The date is omitted unless specific instructions
are received to include it. When it is added,
it is indented 6 spaces, 2 lines below the
words THE WHITE HOUSE, using initial cap for
the month, and followed by a period.
ASSEMBLY:
Original--signature page on top
Carbons --in numerical order
GERALD
=>
FORD
103
at least 1 inch
EXECUTIVE ORDER
PREPARATION, PRESENTATION, FILING,
AND PUBLICATION OF EXECUTIVE ORDERS
AND PROCLAMATIONS
3 lines
6 spaces
By virtue of authority vested in me by the Federal Register Act
1 1/2 inches
1 inch
(49 Stat. 500, as amended; 44 U.S.C. 301 et seq.), and as President of
the United States, it is hereby ordered as follows:
1. The following regulations shall govern the preparation,
presentation, filing, and publication of Executive orders and
proclamations, and shall constitute @@ 1.91 through 1.97 of Chapter I
of Title I of the Code of Federal Regulations:
I 1.91 Form. Proposed Executive orders and proclamations
shall be prepared in accordance with the following requirements:
(a) The order of proclamation shall be given a suitable title.
(b) The authority under which the order or proclamation is
issued shall be cited in the body thereof.
(c) Punctuation, capitalization, orthography, and other matters
of style shall, in general, conform to the most recent edition of the
Style Manual of the United States Government Printing Office.
(d) The spelling of geographic names shall conform
2. This order shall become effective upon publication in the
Federal Register, and shall thereupon supersede Executive Order
No. 7298 of February 18, 1936, entitled "Regulations Governing the
Preparation, Presentation, Filing, and Distribution of Executive
Orders and Proclamations".
10 lines
LEGAL-SIZE
THE WHITE HOUSE,
6 spaces
October 9, 1948.
(date when requested )
GERALD
1 inch
R.
TRUSTY
FORD
104
SAMPLE "IDENTICAL LETTERS"
(or Letter of Transmittal)
THE WHITE HOUSE
WASHINGTON
/////////// (Date-Centered)
Dear Mr. Speaker: (Dear Mr. President:)
On occasion, the President sends letters addressed to the
Speaker of the House of Representatives and to the President
of the Senate (who is the Vice President). These letters are
identical, with the exception of the salutation and the address.
The letters are typed block style, single spaced, balanced
margins, letterex set of carbons plus individual office
preference, allowing at least 6 lines for the President's
signature.
NOTE: This same format is used when addressing either
the Speaker of the House or the President of the Senate
separately.
Sincerely,
The Honorable
The Speaker
U.S. House of Representatives
Washington, D.C. 20515
and on the other
The Honorable (insert name)
President of the Senate
Washington, D.C. 20510
GERALD
?
FORD
105
MEMORANDUM OF DISAPPROVAL
Sample attached
STATIONERY:
Heavy bond paper, 8 1/2" by 14"
COPIES
Original and 2 carbons (white tissue)
MARGIN:
12 (or 1 1/2") left, and 55 (or about 1") right
HEADING:
MEMORANDUM OF DISAPPROVAL is centered 7 lines
from top of paper
TEXT:
Begin 3 lines below heading, indent each
paragraph 6 spaces, double space text.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 lines from top of paper. Text is continued
at left margin 2 lines below page number.
SIGNATURE SPACE:
Leave at least 6 lines after end of text for
signature of the President. The name and
title are not typed in.
PLACE:
The words THE WHITE HOUSE, followed by a
comma, are typed at the left margin; below
the signature, 6 to 14 lines from the text
depending on the length of the document.
DATE:
The date is omitted unless specific instructions
are received to include it. When it is added,
it is indented 6 spaces, 2 lines below the
words THE WHITE HOUSE, using initial cap for
the month, and followed by a period.
ASSEMBLY:
Original signature page on top
Carbons in numerical order
as
LISA
FORD
106
at least 1 inch
MEMORANDUM OF DISAPPROVAL
3 lines
6 spaces
I
am withholding my approval from H. R. 1516, "For the relief
of John Doe
"
The bill would waive the applicable statute of limitations and
1-1/2 inches
1 inch
confer jurisdiction upon the Court of Claims to hear the claims of
these individuals for losses of jewelry, coins, relics, and currency
which were somehow included in one of four large wooden boxes de-
livered to the United States High Commissioner to the Philippines by
the Philippine National Bank in response to the Commissioner's
direction, in December 1941, that the bank deliver to him "all cash
reserves, bullion, negoitable securities, and other negotiable papers
held by you in trust for others." The purpose of the directive was to
prevent such items from falling into the hands of the enemy who, at
that moment, was invading the islands. When the property of these
claimants was discovered, it was turned over to a representative of
the Philippine government, who rejected suggestions of the United
States Army officers that it be sent out on an American submarine.
Instead,
Nothing in the record justifies special treatment for these claim-
ants, particularly when it is remembered that many others filed suit
against the United States in the Court of Claims for damages arising
out of incidents in the Philippines during the war years and had their
cases dismissed because of the expiration of the statute of limitations.
at least
6 lines
THE WHITE HOUSE,
LEGAL-SIZE
6 spaces
July 6, 1960.
(date when requested )
1 inch
GERALD
R
FORD
107
MESSAGE TO CONGRESS
Sample attached
Messages to Congress are usually addressed to the Congress of
the United States. However, in some instances, a Message may
be addressed only to the Senate or to the House of Representatives.
Except for the address line, all Messages follow the same format.
The veto message is prepared in the same manner as other messages
to Congress. It is directed to the House of Congress in which
the bill was introduced. An announcement of a pocket veto is
prepared as a Memorandum of Disapproval.
STATIONERY:
Heavy bond paper, 8 1/2" by 14"
COPIES:
2 original and 2 carbons (white tissue)
for each original
MARGIN:
12 (or 1 1/2" left, and 55 (or about 1") right
HEADING:
TO THE CONGRESS OF THE UNITED STATES:
begins at the left margin, 7 lines from the top
of paper.
TEXT:
Begin 3 lines below heading, indent each
paragraph 6 spaces, double space text. If there
are headings within Message, 4 lines before
the heading and 3 lines after the heading are
preferred.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 lines from top of paper. Text is continued
at left margin 2 lines below page number.
SIGNATURE SPACE:
Leave at least 6 lines after end of text for
signature of the President. The name and
title are not typed in.
PLACE:
The words THE WHITE HOUSE, followed by a
comma, are typed at the left margin; below
the signature, 6 to 14 lines from the text
depending on the length of the document.
DATE:
The date is omitted unless specific instructions
are received to include it. When it is added,
it is indented 6 spaces, 2 lines below the words
THE WHITE HOUSE, using initial cap for the
month, and followed by a period.
ASSEMBLY:
Original--signature page on top
Carbons --in numerical order
GERALD
R
FORD
LIBRARY
108
at least 1 inch
TO THE CONGRESS OF THE UNITED STATES:
3 lines
6 spaces
A year ago in my message to the Congress on the Mutual Security
Program, I described it as both essential to our security and
1-1/2 inches
1 inch
important to our prosperity. Pointing out that our expenditures for
Mutual Security are fully as important to our National Defense as
expenditures for our own forces, 1 stated that the Mutual Security
Program is not only grounded in our deepest self-interest but springs
from the idealism of the American people which is the true foundation
of our greatness. It rests upon five fundamental propositions:
(1) That peace is a matter of vital concern to all mankind;
(2) That to keep the peace, the free world must remain
defensively strong;
(3) That the achievement of a peace which is just depends upon
promoting a rate of world economic progress, particularly
among the peoples of the less developed nations, which will
inspire hope for fulfillment of their aspirations:
(4) That the maintenance of the defensive
My recent travels impressed upon me even more strongly the fact
that free men everywhere look to us, not with envy or malice but with
hope and confidence that we will in the future a.s in the past be in the
vanguard of those who believe in and will defend the right of the
individual to enjoy the fruits of his labor in peace and in freedom.
Together with our fellow men, we shall not fail to meet our
responsibilities.
at least
6 lines
LEGAL.SIZE
THE WHITE HOUSE,
6 spaces
February 16, 1960.
(date when requested ,
1 inch
GERALD
s
FORD
LIBRATY
109
PROCLAMATION
Sample attached
STATIONERY:
Heavy bond paper, 8 1/2" by 14"
COPIES:
Original and 2 carbons (white tissue)
MARGIN:
12 (or 1 1/2") left, and 55 (or about 1") right
HEADING:
The title of the proclamation is centered in
capital letters, 7 lines from top of paper,
single spaced if more than 1 line; 2 lines
below title a line of 7 hyphens is centered;
2 lines below the hyphens center BY THE
PRESIDENT OF THE UNITED STATES OF
AMERICA; 2 lines below this center A
PROCLAMATION
TEXT:
Begin 3 lines below A PROCLAMATION, indent
each paragraph 6 spaces, double space text.
On instructions by drafter, quotations,
tabulations, etc. may be single spaced.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 lines from top of paper. Text is continued
at left margin 2 lines below page number.
SIGNATURE SPACE:
Leave at least 6 lines after end of text for
signature of the President. The name and
title are not typed in.
PLACE AND DATE:
Left out of a Proclamation because it is
included in the text.
ASSEMBLY:
Original signature page on top
Carbons --in numerical order
GERALD
?
FORD
LIBRATY
110
AMERICAN EDUCATION WEEK, year
BY THE PRESIDENT OF THE UNITED STATES OF AMERICA
A PROCLAMATION
In our schools and colleges rest our hopes for the
future: our highest aspirations for our children, for our
country and for the world.
For education brings benefits without limits. It endows
men not only with the ability to make a living, but with the
precious capacity to live with purpose.
It is the richest legacy this generation can bequeath to
the next; upon it depends fulfillment for nation and for every
American citizen.
NOW, THEREFORE, I, //////////////// President of the
United States of America, do hereby designate the period from
/////////// through //////////, as American Education Week.
I call upon all Americans to consider deeply the aims
and goals of American education. I urge parents to acquaint
themselves fully with both the problems and the promise of
their schools.
IN WITNESS WHEREOF, I have hereunto set my hand this
//////////// day of /////////, in the year of our Lord
nineteen hundred ////////////, and of the Independence of
the United States of America the one hundred ////////////.
GERALD
.-)
NOTE: Be sure to leave sufficient space for
FORD
insertion of month later.
LIBRARY
Also, The White House and date do not
go on bottom of a Proclamation.
LEGAL-SIZE
PAPER
111
STATEMENT BY THE PRESIDENT
Sample attached
STATIONERY:
Heavy bond paper, 8 1/2" by 14"
COPIES:
Original and 2 carbons (white tissue)
MARGIN:
12 (or 1 1/2") left, and 55 (or about 1") right
HEADING:
STATEMENT BY THE PRESIDENT is centered 7 lines
from top of paper.
TEXT:
Begin 3 lines below heading, indent each
paragraph 6 space, double space text.
PAGE NUMBERING:
Page numbers, beginning with "2" are centered
5 lines from top of paper. Text is continued
at left margin 2 lines below page number.
SIGNATURE SPACE: Leave space for signature if desired.
PLACE AND DATE:
None at the bottom of page.
ASSEMBLY:
Original and Carbons in numerical order.
GERALD
R
FORD
LIBRARY
112
at least 1 inch
STATEMENT BY THE PRESIDENT
3 lines
6 spaces
have today approved legislation enacted by the Congress which
authorizes the President to determine Cuba's sugar quota for the bal-
ance of calendar year 1960 and for the three-month period ending
March 31, 1961. In conformity with this legislation 1 have signed a
proclamation which, in the national interest, establishes the Cuban
1-1/2 inches
1 inch
sugar quota for the balance of 1960 at 39, 752 short tons, plus the sugar
certified for entry prior to July 3, 1960. This represents a reduction
of 700, 000 short tons from the original 1960 Cuban quota of 3, 119, 655
short tons.
This deficit will be filled by purchases from other free world
suppliers.
The importance of the United States Government's action relating
to sugar quota legislation makes it desirable, I believe, to set forth
the reasons which led the Congress to authorize and the Executive to
take this action in the national interest.
Normally about one-third of our total sugar supply comes from
Cuba.
The American people will always maintain their friendly feelings
for the people of Cuba. We look forward to the day when the Cuban
Government will once again allow this friendship to be fully expressed
in the relations between our two countries.
LEGAPERERE
2 inch
GERALD
&
FORD
113
FROM
NO OFCOPIES
101 NO
DEPT.
PAPER
DATE
TYPED BY
IIII- VES
NO
TIME WANTED
A.B.DICK
A.B.DICK
A.B.DICK
A.B.DICK
MIMEOGRAPH
MIMEOGRAPH
MIMEOGRAPH
MIMEOGRAP:
SUPER 860 MIMEOTYPE SUPER 860 MIMEOTYPE SUPER 860 MIMEOTYPE SUPER 860 MIMSOTYP.
is. 1001 DAPED Guibe
BEAD INSTRUCTIONS CASEFULLY BEFORE PYPIP&G
0
310
210
110
DICA
110
3'0
0
1.
.!
2.
INSTRUCTIONS FOR STENCILING DOCUMENTS
.2
3.
.3
1.
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5.
Short Stencil: Maximum typing of 62 lines (according to vertical line
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6_
markings on right and left sides of stencil)
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7.
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99 8.
.8°
9.
Long Stencil Not less than 62 lines and no more than 73 lines
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10.
(according to vertical line markings on right and left
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11.
sides of stencil)
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12_
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13.
Set Multiple Copy Control on "A".
Push Ribbon Position down.
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14.
Set Impression Indicator at 6 or 8.
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15.
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Begin release heading (first page) and page numbers of 2nd and
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succeeding pages on line "2".
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19.
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Margin: 30 right and 30 left according to scale at top of stencil.
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21.
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Indentation: Official documents (Messages to Congress, Executive
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23.
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Orders, Proclamations, etc.) are indented 6 spaces speeches and
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releases other than documents are blocked unless otherwise specified.
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26.
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Single space with double spacing between paragraphs.
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29.
Underscoring: To eliminate the possibility of a stencil tearing due to
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solid lines of underscore, break the underscore as has been done in
31.
is
this instance.
32.
SL
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Exception Heading THE WHITE HOUSE (underscored with a solid line)
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34.
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35.
Ending Stencils Each stencil will end with the word "more" typed in
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lower case in center or stencil two lines below last line of typing. Odd
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numbered stencils only drop down two more lines beyond "more" and
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type "(OVER)" in solid caps and within parentheses.
HOGERALD
P.
39.
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4:
Use pound marks (# # #) to denote the end of the typed text: 4 lines
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a_
below last line of typing.
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LERATA
FORD
A3.
43
"
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--0.
RELEASE HEADINGS Instructions re release headings are usually
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given by those requesting the stencils. If ipon questioning no release
.46
=7.
heading is provided, note the following headings used for documents:
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45-
_45
LG.
Most frequently used heading -- generally for speeches, statements, etc.
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50.
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FOR IMMEDIATE RELEASE
/////Date/////
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5:
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Office of the White House Press Secretary
_5:
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57.
5'
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THE WHITE HOUSE
is
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54
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-i)
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(center heading, or identification block, here and
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begin text of release 3 lines following at left margin)
Od
63.
.83
114
BERALD
R.
FORD
LIBRARY