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Originally Processed With FOIA(s): FOIA Number: 2007-0753-F 2007-0753-F FOIA MARKER This is not a textual record. This is used as an administrative marker by the George Bush Presidential Library Staff. Record Group/Collection: George H.W. Bush Presidential Records Collection/Office of Origin: Advance, White House Office of Series: Hazelrigg, Peggy, Files Subseries: OA/ID Number: 06988 Folder ID Number: 06988-001 Folder Title: Binder: Correspondence Manual Stack: Row: Section: Shelf: Position: G 9 18 2 2 1986 THE WHITE HOUSE CORRESPONDENCE MANUAL PLURIBUS Executive Office of the President The White House Office NOTE: Return this manual to the Correspondence Section, Room 60, OEOB when no longer needed FOREWORD The White House Correspondence Manual applies to all offices in the White House that prepare letters and other forms of written communication. The three purposes of the manual are to: 1. Ensure that official correspondence is typed in a uniform style and to aid in its preparation. 2. Maintain consistency and appropriateness in the use of White House stationery. 3. Promote clear and correct use of English grammar. This manual may not solve the special problems of your individual offices; they should be worked out by each office, using the manual as a guide. Nevertheless, the general uniformity of the style and appearance of White House correspondence is important, worthwhile, and attainable. For answers to questions about punctuation, capitalization, etc., not addressed in this manual, consult the U.S. Government Style Manual or the EOP Manual of Preferred Style. For guidance on forms of address, Records Management may be consulted; other questions not covered in the Manual may be referred to the Correspondence Typing Unit. TABLE OF CONTENTS Page White House Style Guidelines 1 Presidential Letters and Memoranda 11 White House Staff Letters and Memoranda 19 Forms of Address 43 Documents 97 STYLE GUIDELINES The following section is designed to give White House correspondence a consistent style. The listings here are in essence recommendations; nevertheless, adherence to the guidelines below, which are grouped by subject and listed alphabetically, can simplify the typing and increase the effectiveness of your office's correspondence. Don't use White House postage and stationery for personal correspondence. Occasionally the Presidential style will differ from that recommended here. For Presidential forms of address, see page 11. Abbreviations I. In names and titles of correspondents and addresses A. Acceptable abbreviations are: 1. Mr., Mrs., Ms., Dr., Messrs.; 2. Jr., Sr.-with a preceding comma; 3. 2d, 3d, II, III-without preceding comma; 4. M.D., Ph.D., O.P., and other academic, religious or fraternal titles; 5. branches of service-USN, USAF, USCG, etc.-without periods; 6. military titles, ranks, and offices may be abbreviated in the inside address and on the envelope if they are too cumbersome to spell out. Do not abbreviate them in the salutation. A list of military abbreviations begins on page 3. B. Always spell out Professor, the Honorable, the Reverend. II. In company names and titles, usually follow the firm's letterhead A. Acceptable abbreviations: &, Ltd., Inc., Bro., Bros.; B. Names and "Co." may be abbreviated if they appear so in the letterhead; otherwise spell them out. E.g., "J.C. Penney & Co." III. In addresses A. Acceptable abbreviations 1. Names of States, territories, provinces, and possessions may be abbreviated in staff offices, using the offficial two-letter postal abbreviations. When these are used, then "DC" is typed instead of "D.C." NOTE: Even in offices which opt to spell out State names (on Presidential correspondence, for instance), "D.C." is almost always used. A list of State abbreviations appears on page 4. - 1 - 2. N., S., E.,W., N.W., N.E., S.W., S.E., when used to designate a section of a city or complex. (These abbreviations always with periods, may be placed after a street name; if they occur before a street name, they should be spelled out.) Thus: 1127 Lakeshore Drive, N.E. 101-A South 121st Street 3. "No." may be used in an address or to designate an ordinance, determination, bill, and so on. Do not use a pound mark (#). 4. Use "c/o" rather than a percent sign (%) for "in care of." B. Spell out: 1. Names of States may be spelled out in staff offices, if so desired. 2. Apartment, Avenue, Boulevard, Building, Circle, Court, Drive, Highway, Lane, Place, Plaza, Road, Route, Square, Street, Terrace, Way. NOTE: Rural Route, RFD, and other designations of rural roads are no longer used and may be replaced by the word "Route." 3. County, Fort, Mount, Point, Port, Post Office Box, Post Office Drawer, and Saint. The last may be abbreviated in very commonplace names. IV. "U.S." may be used as an adjective before the specific name of a government agency, department, organization, or vessel. Don't use "U.S." as a noun, as an adjective with a general term, or when in conjuction with the names of other countries. Thus: "The British, Irish and United States Coast Guards. - 2 - MILITARY ABBREVIATIONS When a military title must be abbreviated, generally use the abbreviations shown below. ARMY MARINE CORPS Commissioned Officers Commissioned Officers General of the Army GA General Gen General GEN Lieutenant General LtGen Lieutenant General LTG Major General MajGen Major General MG Brigadier General BGen Brigadier General BG Colonel Col Colonel COL Lieutenant Colonel LtCol Lieutenant Colonel LTC Major Maj Major MAJ Captain Capt Captain CPT First Lieutenant 1stLt First Lieutenant 1LT Second Lieutenant 2ndLt Second Lieutenant 2LT Warrant Officers Warrant Officers Chief Warrant Officer, W-4 CW4 Chief Warrant Officer, W-4 CWO4 Chief Warrant Officer, W-3 CW3 Chief Warrant Officer, W-3 CWO3 Chief Warrant Officer, W-2 CW2 Chief Warrant Officer, W-2 CWO2 Warrant Officer, W-1 WO1 Warrant Officer, W-1 WO Enlisted Enlisted Sergeant Major of the Army SMA Sergeant Major Command Sergeant Major CSM of the Marine Corps SgtMaj Sergeant Major SGM Master Gunnery Sergeant MGySgt First Sergeant 1SG First Sergeant 1stSgt Master Sergeant MSG Platoon Sergeant PSG Master Sergeant MSgt Sergeant First Class SFC Gunnery Sergeant GySgt Staff Sergeant SSG Staff Sergeant SSgt Sergeant SGT Sergeant Sgt Corporal CPL Corporal Cpl Private First Class PFC Private E-2 PVT Lance Corporal LCpl Priviate E-1 PVT Private First Class PFC Specialist 7, 6, 5 and 4 SP7,6,5 & 4 Private Pvt AIR FORCE Commissioned Officers Enlisted General GEN Chief Master Sergeant Lieutenant General Lt Gen of the Air Force CMSAF Major General Maj Gen Chief Master Sergeant CMSgt Brigadier General Brig Gen Senior Master Sergeant SMSgt Colonel Col Master Sergeant MSgt Lieutenant Colonel Lt Col Technical Sergeant TSgt Major Maj Staff Sergeant SSgt Captain Capt Sergeant Sgt First Lieutenant 1stLt Senior Airman SrA Second Lieutenant 2ndLt Airman First Class A1C Airman Amn Airman Basic AB - 3 - NAVY and COAST GUARD Commissioned Officers Enlisted Admiral ADM Master Chief Petty Officer of Vice Admiral VADM the Navy MCPON Rear Admiral RADM Master Chief Petty Officer of Commodore COMO the Coast Guard MCPOCG Captain CAPT Master Chief Petty Officer MCPO Commander CDR Master Chief Petty Officer Lieutenant Commander LCDR of the Fleet MCPOF Lieutenant LT Master Chief Petty Officer Lieutenant, Junior Grade LTJG of the Command MCPOC Ensign ENS Senior Chief Petty Officer SCPO Warrant Officers Chief Petty Officer CPO Petty Officer, First Class PO1 Chief Warrant Officer, W-4 CWO W4 Petty Officer, Second Class PO2 Chief Warrant Officer, W-3 CWO W3 Petty Officer, Third Class PO3 Chief Warrant Officer, W-2 CWO W2 Seaman SN Warrant Officer, W-1 WO Seaman Apprentice SA Seaman Recruit SR POSTAL ABBREVIATIONS Alabama AL Idaho ID Nebraska NE Rhode Island RI Alaska AK Illinois IL Nevada NV South Carolina SC Arizona AZ Indiana IN New Hampshire NH South Dakota SD Arkansas AR Iowa IA New Jersey NJ Tennessee TN American Samoa AS Kansas KS New Mexico NM Trust Territories TT California CA Kentucky KY New York NY Texas TX Canal Zone CZ Louisiana LA North Carolina NC Utah UT Colorado CO Maine ME North Dakota ND Vermont VT Connecticut CT Maryland MD N. Mariana Virginia VA Delaware DE Massachusetts MA Islands CM Virgin Islands VI Dist. of Columbia DC Michigan MI Ohio oH Washington WA Florida FL Minnesota MN Oklahoma OK West Virginia WV Georgia GA Mississippi MS Oregon OR Wisconsin WI Guam GU Missouri MO Pennsylvania PA Wyoming WY Hawaii HI Montana MT Puerto Rico PR - 4 - AGREEMENT OF SUBJECT AND VERB When a singular subject and a plural subject are connected by "or" or "nor" the subject nearer the verb determines the number: Neither the paragraph nor the pages are properly spaced. Neither the pages nor the paragraph is properly spaced. When the subject is followed by such phrases as "together with," "as well as" and "in addition to," the phrase does not change the number of the subject. Example: The photograph, together with the cards, is enclosed. The check, as well as the coins, is to be returned. CAPITALIZATION Capitalize "Federal" when using it in a name or as an adjective synonomous with United States. "Nation" is lower case unless part of a formal name. Capitalize "State" when it refers to a State as a unit of government: The attorney general of the State of California. In your State you will find the correct legislation. The State officials warned against smoking. but Your local or state organization may help ("State" here means "statewide" and does not refer to a state as a unit of government). They traveled through seven states. The words local, government, department, and agency are not capitalized except in titles-e.g., Department of the Treasury and United States Government. COPY WORK In many instances you may use a fast-copy machine instead of a typewriter for making copies. If you type copies of a document, prepare them on plain heavy bond. Exception: use letterhead stationery for copies of correspondence previously signed by White House officials. Type the word COPY in the upper left-hand corner of each copied page. Type copies of legal documents and other verbatim papers exactly as written. When copying routine correspondence and unofficial papers, you may correct obvious errors in spelling and punctuation. DATES Date all correspondence and informal memorandums, both interoffice and for outside the White House. Type dates on documents only when requested to do so. Usually write the date as follows: July 22, 1983. Write a series of dates including the days of different months thus: July 1, 21, and August 8, 1983. Omit the comma when you write only the month and year: July 1983. - 5 - When a full date (month, day, and year) appears in a sentence, put a comma after the year to set it off from the text. A date with only month and day or month and year, however, is not followed by a comma. On July 4, 1776, the representatives of the Thirteen Colonies but In July 1775 General Washington assembled the Continental. EXCERPTS When only part of a letter or document is needed, the excerpted material is typed on light bond paper, with tissues as requested, in a format similar to the following: EXCERPT Address Date Salutation: Signature - 6 - INDENTING Use block style for correspondence and most other papers. Usually indent paragraphs in legal documents by five spaces. Usually indent runover lines in titles by three spaces. NUMERALS Spell out numbers that begin sentences. Spell out all numbers less than 10, except as noted below. Use arabic numerals for numbers 10 and over, and for numbers expressing time, distance, money, measurement, age, decimals, percentages and percentage points. Use arabic numerals for all street numbers (and for street names 10 and above): 1 State Street 8 Fourth Street 1004 121st Street PAGINATION Page numbers beginning with "2" should be centered at the top of the page, without any dashes or asterisks beside them. PARAGRAPHING Start a paragraph at the bottom of a page only if you have room for at least two lines on that page. Carry a paragraph onto the next page only if you can carry over at least two lines. Try to complete a paragraph on a page, especially on a press release. Don't divide the last word of a paragraph or page. When a subject is so complex that it requires reading guides, paragraphs are sometimes subdivided, numbered and lettered. When a paragraph is subdivided, it must have at least two subdivisions. Follow the basic outline form below: I. The President A. Cabinet Members B. White House Staff 1. Assistants to the President 2. Special Assistants to the President a. Consumer Affairs b. Administration (1) Operating Units (a) Records Management (b) Presidential Correspondence II. The Supreme Court etc. - 7 - PUNCTUATION I. Apostrophe: Veterans' Affairs, veterans' benefits. but Veterans Administration NOTE: Place an apostrophe and "s" to form the possessive of singular proper nouns ending in an "s" sound, except for Moses, Jesus, and polysyllabic Greek names. Nouns that are not proper nouns which end in an "s" sound take only an apostrophe. Dickens's Little Dorrit CBS's latest news bulletin but Archimedes' laws for righteousness' sake II. Comma: the use of a final comma in a series is optional but should be consistent within one piece of correspondence: red, white, and blue or red, white and blue III. Hyphen (see also Word Division): unit modifiers are not hyphenated unless the addition of a hyphen improves clarity: wood-burning stove English-speaking students but solar energy plan per capita expenditures NOTE: Hyphenate unit modifiers made up of words like well, best, little, and ill when they precede the noun but not when they follow it and not if they are modified by an adverb. Always hyphenate compounds with the word all." A well-known executive An all-inclusive deal but An executive who was well known A deal that was all-inclusive A very well written play Also, do not hyphenate a phrase with elect if it has more than one word: senator-elect but attorney general elect - 8 - REWRITES When correspondence is rewritten, the date is almost always made current. The initials of the first typist are replaced by those of the second. Occasionally you may backdate Presidential correspondence. For example, backdate a rewritten Presidential-signature letter if the President is away from Washington on the current date. In this case, the second typist still replaces the initials of the first typist. SECURITY Exercise extreme caution at all times to avoid revealing classified information, except through official channels. Classified material must never be placed in waste baskets. Releases, speech drafts, Cabinet papers, official documents, and so forth, and the carbons, carbon ribbons, or carbon copies of each are considered CLASSIFIED until the information is released by the White House. They must be disposed of by burning. Replies to routine mail and the carbons and carbon copies of those replies may be discarded in waste baskets. TITLES OF PUBLICATIONS Underline titles of books and periodicals; newspapers; encyclopedias; major poems and essays; plays; full-length films; paintings, sculptures, and other pieces of art; long musical works such as operas and symphonies unless the title designates a musical form with a number or key-in this case use no markings. Place in quotation marks parts of books (chapters, sections, etc.); articles in newspapers, periodicals, and encyclopedias; shorter essays and poems; short subject films; television and radio programs; unpublished works; songs and short musical compositions. The American Political Tradition "What Price Energy?" in last week's Newsweek Prelude in E Minor Rhapsody in Blue PBS's "Washington Week in Review." TITLES OMITTED FROM REPLIES When replying to a person whose incoming letter is not available, omit the person's position title on the address. The person's position may have changed since the White House last corresponded with him or her. WORD DIVISION (See also Punctuation) Avoid dividing: Words at the ends of more than two consecutive lines. Words that would have one or two letters at the end or start of a line. Words that end paragraphs or pages. A person's name before the middle initial. A unit of money or a number at the end of a line. Avoid splitting a term such as "$20 million" at the end of a line, for fear of misreading. - 9 - PRESIDENTIAL CORRESPONDENCE Letters and memorandums prepared for the President's signature differ in several respects from other forms of White House correspondence. This section details the distinctive appearance of Presidential correspondence in style and forms of address. Only the President signs azure stationery. No one else is to use it. Address Follow the "Forms of Address" section of this Manual. The inside addresses should take up as few lines as necessary to specify the party who is to receive the letter. In most cases this means the name, street address, city/state/zip code. Don't abbreviate states in the addresses on Presidential responses. When writing to individuals in their capacity as officers of organizations, you should include titles and names of organizations. If titles or names are short, you may combine them on a single line. Suite numbers and apartment numbers can appear on the envelopes. If a letter is to be sent in care of a second party, that information should appear on only the envelope or mailing label. In some of these cases, an inside address is unnecessary. Salutation If you don't know a form of address, the following offices may be of assistance: Heads of state of foreign nations: Check with Central Reference (x2590). Congressional: Check with Congressional Liaison (x7500) or with the Correspondence Staff (x2304) Personal friends of the President: Check with Central Reference (x2590) for the preferred salutation (is it "Jim" or "James"?) Signature At least seven lines are left for the President's signature. His name and title are never typed on the letter. Date Center the date at the top of the page, as in staff correspondence. On all documents signed by the President, type the date only when requested, and never before signature. (See "Documents" section.) Keep all parts of a date on the same line within the text. Postscripts P.S. A typed postscript may run over one line. In such cases, succeeding lines should be blocked with the message itself, not with the left-hand margin of the letter. This guideline illustrates the point. Hyphenation Avoid hyphens as much as possible in Presidential correspondence. Proper Names Keep all parts of proper names on the same line within the text. - 11 - Organizations Try to keep the name of an organization on one line within the text. Margins Margins should be wide, for framing purposes. Other aspects of Presidential correspondence follow the guidelines of staff letters. Summary The preceding information is merely for guidance; your common sense should prevail in application. The letter should have an attractive, balanced appearance. - 12 - SAMPLE "PRESIDENTIAL" (small size) THE WHITE HOUSE WASHINGTON December 7, 1984 (centered) Dear (first or last name): This letter is on azure stationery, which is reserved for use by the President. Azure stationery comes in two sizes. The small size is shown here. Single space the letter. Use balanced, wide margins (for framing purposes). Avoid erasures or correction tape. 83/4" Always use a letterex set of carbons and follow any individual office requirement. Allow at least seven lines for the President's signature. Don't type the President's name or title below the signature area. Sincerely, (Type "S" several spaces to the left of center) Name Address City, State Zip Enclosure: Description (word "Enclosure" and its description on CCS only) RR:ab:cd (on carbons only) 63/4" - 13 - THE WHITE HOUSE WASHINGTON December 7, 1984 (centered) Dear (first or last name): This letter is on azure stationery, which is reserved for use by the President. Azure stationery comes in two sizes. The large size is shown here. Single space the letter. Use balanced wide margins (for framing purposes). Avoid erasures or correction tape. Always use a letterex set of carbons and follow any individual office requirement. Allow at least seven lines for the President's signature. Don't type 10 5/8" the President's name or title below the signature area. Sincerely, (Type "S" several spaces to the left of center) Name Address City, State Zip 7" SAMPLE "PRESIDENTIAL" (large size) - 14 - - SAMPLES OF "PRESIDENTIAL" ENVELOPES THE WHITE HOUSE 43/4" 7 1/4" THE WHITE HOUSE 3 3/4" 7 1/4" - 15 - MEMORANDUM FROM THE PRESIDENTTO HEADS OF DEPARTMENTS AND AGENCIES THE WHITE HOUSE WASHINGTON Date (centered) MEMORANDUM FOR THE HEADS OF DEPARTMENTS AND AGENCIES OR MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES * Type ONE memorandum and, after signature, make photo copies for transmittal to individual heads of departments and agencies. 11" * Use these words when the memorandum applies to the departments and agencies of the Executive Branch only. 8 1/2" 16 MEMORANDUM FROM THE PRESIDENT TO MEMBERS OF THE CABINET THE WHITE HOUSE WASHINGTON Date (centered) MEMORANDUM FOR THE SECRETARY OF STATE THE SECRETARY OF THE TREASURY THE SECRETARY OF DEFENSE ETC. Type ONE memorandum and, after signature, make photo copies for transmittal to individual addressees. 11" 8 1/2" - 17 - - SAMPLE IDENTICAL LETTERS (or Letter of Transmittal) THE WHITE HOUSE WASHINGTON Date (centered) Dear Mr. Speaker: (Dear Mr. President:) Sometimes 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, except for the salutation and address. 11" Type the letters so they are block style, single spaced and balanced margins. Use a letterex set of carbons according to individual office preference. NOTE: Use this same format when addressing either the Speaker of the House or the President of the Senate separately. Sincerely, (allow 7 lines) on one Letter: The Honorable (insert name) Speaker of the House of Representatives Washington, DC 20515 the other Letter: The Honorable (insert name) President of the Senate Washington, DC 20510 8 1/2" - 18 - PERSONAL USE OF LETTERHEAD AND POSTAGE Don't use White House stationery and postage for personal correspondence. Only the President uses the azure stationery. ORDER OF ASSEMBLING CORRESPONDENCE 1. Typed outgoing correspondence (if more than one page, signature page on top) 2. Enclosures, if any 3. Envelope (or label, if enclosures are being sent) 4. Courtesy copies (if any) and envelope for courtesy copy 5. Letterex set (carbon copies of outgoing letter-sometimes called "rainbow" or "paper sets") 6. Incoming correspondence 7. Previous file Assemble Presidentials in the same way. Two exceptions: (1) Use a folded slip to protect the letter from paper clip marking; (2) Reverse top carbon. Typed Out- going Enclosures Envelope Courtesy copies Letterex Set Incoming Corres. Previous File - 19 - SAMPLE LETTER-STAFF OFFICIALS (Small Stationery) THE WHITE HOUSE WASHINGTON Date (centered) Dear IIIII: This is the stationery and style most commonly used for short letters from a staff official. Always use a letterex set of carbons ("rainbow" set) with outgoing correspondence. Additional carbons may be requested at times. Margins should be well balanced and the letter single spaced with blocked paragraphs and as few hyphenations and corrections as 9 1/4" possible. Date all correspondence. The usual complimentary close is "Sincerely." Sincerely, Staff Official's name Title spaced according to official's preference Name Address City, State Zip Enclosure: ABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons only) NOTE: THE STRIPPING DESK, LOCATED IN RECORDS MANAGEMENT, HAS THE RESPONSIBILITY OF SEPARATING THE COPIES AND FILES OF OUTGOING MAIL. 6 1/4" - 20 - SAMPLE LETTER- STAFF OFFICIALS (Large Stationery) THE WHITE HOUSE WASHINGTON Date (centered) Dear IIIII: Letters from staff officials too long to be accommodated by the smaller paper should be typed on this stationery. Always use a letterex set of carbons ("rainbow" set) with outgoing correspondence, to be separated by the Stripping Desk. Additional carbons may be requested at times. 11" Margins should be well balanced and the letter single-spaced, with blocked paragraphs and as few hyphenations and corrections as possible. To quote material of two lines or less, make it part of the paragraph to which it belongs, "enclosed in quotation marks". Sincerely, Staff official's name Title spaced according to official's preference Name Address City, State Zip Enclosure ABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons only) 8 1/2" - 21 - SAMPLE LETTER- STAFF OFFICIALS (Large Stationery - Second page) five lines 2 This illustrates a second page of a staff official's letter. The page number is centered, five lines from the top of the page. No dashes or other markings should be typed beside the number. Sincerely, 11" Staff official's name Title spaced according to official's preference Name Address City, State Zip Enclosure ABC:DEF:ghi (OFFICIAL:DRAFTER:typist on carbons only) 8 1/2" - 22 - No. 6 ENVELOPE AND LABEL Use the No. 6 Envelope for the small staff stationery only. THE WHITE HOUSE 3 1/2" AIRMAIL (handling instructions here) Mr. Frederick Schmidt Schulstrasse 19 8000 Munich West Germany 6 1/2" Use a label and oversized envelope to accommodate enclosures too large for letter-size envelopes. FROM THE WHITE HOUSE WASHINGTON D.C. 3" Mrs. Eloise Singer 4498 Wilshire Boulevard Los Angeles, CA 90024 5" - 23 - SAMPLE ENVELOPE FOR INTEROFFICE COMMUNICATIONS MANILA ENVELOPE Mr. 17 OEOB THE WHITE HOUSE OFFICE - 24 - THE WHITE HOUSE OFFICE WASHINGTON The Honorable ////////////// Secretary of Defense 25 I I Washington, DC 20301 ADMINISTRATIVELY SENSITIVE WHITE EMBOSSED ENVELOPE (All classified notations, attention lines, and opening instructions appear on the above line) (Used for Large White Stationery) No. 10 ENVELOPE SAMPLE-- COURTESY COPY (White House Letterhead Tissue) THE WHITE HOUSE WASHINGTON Date Dear 111111: This illustrates letterhead tissue used for courtesy copies going outside the White House. Include an addressed No. 10 envelope. When copies of a letter are sent to other people for information, show the distribution on copies to be distributed and on the copies retained in the White House, but not on the original. "Courtesy copy" (or "carbon copy") is indicated by typing "cc:" even with the left margin, two lines below the last typed notation, and then listing the names of recipients of copies. On each copy check the name of the recipient in red pencil. Sincerely, Staff official's name Title spaced according to Official's preference Name Address City, State 00000 cc: Mr. Brown Mr. Jones Note: Omit enclosure identification and initials of drafter and typist on courtesy copies. - 26 - SAMPLE-- INTEROFFICE MEMORANDUM THE WHITE HOUSE WASHINGTON SSP Date (centered) 58P MEMORANDUM FOR ////// (All CAPS) (DO NOT USE TITLE) FROM: ////// (All CAPS) SUBJECT: ////// (All CAPS) Illustrated here is the basic format of an interoffice memorandum. Copies Letterex set and any individual office requirement. Enclosures: Describe fully on carbons only. Initials: ABC:DEF:ghi (OFFICIAL:DRAFTER: typist on carbons only). Envelope: Use manila interoffice envelope. cc: (Put names on original if official or drafter so designates. Otherwise put names on carbons only. Check the addressee for each copy with red pencil and transmit carbon in manila White House Office envelope. - 27 - SAMPLE MEMORANDUM (Outside White House) THE WHITE HOUSE WASHINGTON Date (centered) MEMORANDUM FOR THE SECRETARY OF DEFENSE (sample addressed to one person) MEMORANDUM FOR: THE SECRETARY OF DEFENSE (sample THE SECRETARY OF COMMERCE addressed to THE SECRETARY OF EDUCATION two or more) Type memoranda going outside the White House on regular White House letterhead (large or small). Use a white letter-size envelope or a mailing label. As in all correspondence, use blocked paragraphs and single spacing. Enclosures: Describe fully on carbons only. Copies: Letterex set and any individual office requirement. Signature: As on White House letters-include both name and title, beginning at the center of the page. Follow guidelines to interoffice memoranda and regular letters for other information. NOTE: Memoranda will not normally have a complimentary close. Name of Staff Official Title - 28 - SAMPLE SIGNATURE MEMORANDUM THE WHITE HOUSE WASHINGTON Date (centered) MEMORANDUM FOR THE PRESIDENT FROM: SUBJECT: Forwarded for your approval and signature is a nomination containing the names of 266 officers for promotion and original appointments in the Navy. This nomination has been staffed by the Secretary of the Navy and approved by the Secretary of Defense. Recommendation That you sign the nomination attached at Tab A. - 29 - SAMPLE-- BRIEFING PAPER (Format) THE WHITE HOUSE WASHINGTON DATE (centered) MEETING WITH (NAME) (DATE) (LOCATION) (TIME) FROM: (Name of Senior Staff Person responsible for meeting) I. PURPOSE (State purpose of meeting) II. BACKGROUND (State relevant context in which meeting arises, issues of special concern to parties, as appropriate) III. PARTICIPANTS (List) IV. PRESS PLAN (Specify press coverage: photo opportunity, no press coverage, White House photographer only, etc.) V. SEQUENCE OF EVENTS (Outline meeting agenda and President's role.) Attachment: Talking points (as appropriate) (See attached guidance) (IMPORTANT NOTE: Briefing memorandum (with 14 copies) must be delivered to the Staff Secretary by 3:00 p.m. the day before the scheduled meeting or event.) - 30 - SAMPLE- TALKING POINTS (Format) SUGGESTED TALKING POINTS FOR MEETING WITH (NAME) -- Talking Points should be set off by dashes (--). -- Talking Points should be one page and double spaced. — 31 - SAMPLE- DECISION MEMO (Format) ACTION MEMORANDUM FOR THE PRESIDENT FROM: SUBJECT:" I. ACTION-FORCING EVENT: (The nature of the event requiring or suggesting action-and the degree of flexibility associated with it) II. ANALYSIS: (Outline history, current status, possible options and impacts-financial, constituent or other public policy considerations.) III. RECOMMENDATION: (Indicate single recommendation or list options.) IV. DECISION: approve approve as amended reject no action (If options are contained in the recommendation, indicate option (s) referred to above by placing the appropriate number (s) in the space above.) NOTE: Where necessary, tabs may be attached to Decision Memoranda. However, as in the case of other written materials directed to the President, brevity is important. Seldom should a Decision Memorandum be longer than one or two pages, and tabs, whenever possible, should be limited to five or less. - 32 - SAMPLE- INFORMATION MEMO (Format) THE WHITE HOUSE WASHINGTON Date (centered) INFORMATION MEMORANDUM FOR THE PRESIDENT FROM: SUBJECT: I. SUMMARY (Three (3) sentences or less) II. DISCUSSION (Please be concise) NOTE: Information Memoranda should not raise issues for decision. - 33 - TELEPHONE CALL RECOMMENDATION (Sample Format) THE WHITE HOUSE WASHINGTON RECOMMENDED TELEPHONE CALL TO: Name and telephone number of person you recommend be called with brief identifying information only when you suspect name will be unfamiliar to the President. DATE: Date the President should make the call. RECOMMENDED BY: Your name and if recommendation has concurrence of another staff member, so state. PURPOSE: Preferably one sentence; two at most. BACKGROUND: Whatever background information you feel will be helpful to the President. Usually 3-4 short sentences will suffice to set the stage and give substance to talking points. Also, make sure that no letter has been sent by Correspondence for same purpose as the call and so indicate by stating this in the background. TOPICS OF DISCUSSION: 1. 2. 3. (The specific points that you recommend be made during the conversation) 4. DATE OF SUBMISSION: ACTION - 34 - SCHEDULE PROPOSAL (Sample Format) THE WHITE HOUSE WASHINGTON SCHEDULE PROPOSAL (Date) TO: (Staff Official's Name) Presidential Appointments and Scheduling FROM: (Asst. to President or Office Director) REQUEST: (Meeting, briefing, speech, reception, etc.) PURPOSE: (Reasons why the President should honor the request; is it congruent with Administration goals or themes; what is the desired outcome?. BACKGROUND: (Additional Pertinent information) PREVIOUS (The President's previous participation with PARTICIPATION: this organization or individuals) DATE AND TIME: (OPEN if no specific date is given) DURATION: (Amount of the President's time required) LOCATION: PARTICIPANTS: (List attached if more than five) OUTLINE OF EVENT: (Including description of the President's participation) REMARKS REQUIRED: (Major speech, keynote, brief remarks, etc.) MEDIA COVERAGE: (Type of media, photo coverage if any) RECOMMENDED BY: OPPOSED BY: - 35 - MAILGRAMS/TELEGRAMS Security Classification for Telegrams: If the subject matter requires that the telegram be safeguarded in the interest of national security, the classification is conspicuously stamped, typed, or marked at the upper left and lower left of each page. A "CLASSIFIED" telegram is transmitted through the White House Situation Room. Telegrams for commercial transmittal are sent via the White House Telegraph Office. Mailgram/Telegram Guidelines The White House has three ways to transmit messages through the wire services: TELEGRAMS -Guarantees same day delivery -Moves single messages going to one address only most efficiently MAILGRAMS -Preferred by U.S. Postal Service and Western Union -Expedites large batches with the same message -Delivered on timely basis -Costs less than telegrams NIGHT LETTERS -Dispatches message in evening, addressee receives the following day, usually by mid-day -Reduces costs of Full Rate Telegram PREPARATION Type the following on the White House Mailgram/Telegram form: (1) Date (2) Check the type of service desired (3) Name and address of recipient (Include Zip Code) (4) Text (Double space) (5) Name and phone number of the person preparing the Mailgram/Telegram A. When multiple address (book) Mailgrams/Telegrams are sent, as in the case when invitations go out for meetings, receptions, etc., it is imperative that complete addresses accompany the text(s), including all Zip Codes. B. If the message is going out over the President's, First Lady's, or Vice President's signature, obtain the signature or initials of an authorized staff member to approve the message. Contact the Telegraph Office (2138) for a list of authorizing signatures. C. Forward Mailgrams/Telegrams to the Telegraph Office (Room 87, OEOB) as soon as they have been properly prepared and approved. Avoid processing delays by sending dispatches early in the day. The Telegraph Office is open from 8:00 till midnight Monday through Friday, and from 9:00 till 5:00 on weekends and holidays. - 36 - SAMPLE-- TELEGRAM TELEGRAM The White House FULL RATE Washington (STRAIGHT TELEGRAM) NIGHT LETTER MAILGRAM STRAIGHTWIRE- DATE SECURITY CLASSIFICATION: IF THE SUBJECT MATTER Name REQUIRES THAT THE TELEGRAM BE SAFEGUARDED IN THE Address INTEREST OF NATIONAL DEFENSE, THE SECURITY City, State CLASSIFICATION ASSIGNED TO THE TELEGRAM IS /////// CONSPICUOUSLY STAMPED, TYPED, OR MARKED AT THE UPPER LEFT AND LOWER LEFT OF EACH PAGE. A CLASSIFIED /////// TELEGRAM IS TRANSMITTED THROUGH THE WHITE HOUSE /////// SITUATION ROOM. TELEGRAMS FOR COMMERCIAL /////// TRANSMITTAL ARE SENT VIA THE WHITE HOUSE TELEGRAPH OFFICE Before transmission to the Telegraph Office, there must be an indication by the sending office of approval for dispatch (see bottom of form). The telegram should be sent the most economical way consistent with the message reaching the addressee on time. Unless specific service is indicated, the message will be sent Straight Telegram. If the message is going out of the country it will go by cablegram or radiogram which is determined by the Telegraph Office. Use block style, double space, triple between paragraphs, 1 letterex set. If the telegram is from the President, his name should be typed 2 lines below the text, without title. If the telegram is from a staff official, type his name and title. For BOOK TELEGRAMS (same message going to more than one person) list names and addresses in a double column, 2 lines below signature; 1 letterex set only for file purposes. initials of typist APPROVED FOR DISPATCH - 37 - CLASSIFIED MATERIAL General: The security classification and declassification of each document prepared in the White House are governed by Executive Order 12356 (4/6/82). The number of persons authorized to classify information originally is limited. Should an employee originate information which he believes to require classification on the basis of national security, he shall protect that information with appropriate safeguards, and shall seek the guidance of the Counsel to the President, who will provide a determination as to whether classification is necessary and the required level of any classification. Whenever classified information or material is incorporated in another document or other material by any person other than the original classifier, the previously assigned security classification category shall be reflected thereon together with the identity of the original classifier. Marking Requirements: When the subject matter requires that a letter or a memorandum be safeguarded in the interest of national defense, the security classification assigned to the letter-CONFIDENTIAL, SECRET, or TOP SECRET-is conspicuously stamped, typed, or marked at the upper left and lower left of each page. While the above should also be applied when using EYES ONLY, SENSITIVE, etc., these terms are to be used sparingly. Such terms have no legal significance in determining when release of information may be appropriate, but instead indicate the manner in which such materials are to be handled by the recipient of the material. a. When Document or Other Material Is Prepared. At the time of origination, each document or other material containing classified information shall be marked with its assigned security classification and the originator of the classification, and declassification date or event. Specific questions concerning classification of documents should be referred to the staff secretary of the National Security Council Staff. b. Overall and Page Marking of Documents. The overall classification of a document, whether or not permanently bound, or any copy or reproduction thereof, shall be conspicuously marked or stamped at the top and bottom of the outside of the front cover (if any), on the title page (if any), on the first page, on the back page and on the outside of the back cover (if any). Each interior page of a document which is not permanently bound shall be conspicuously marked or stamped at the top and bottom according to its own content, including the designation "Unclassified" when appropriate. c. Paragraph Marking. Whenever a classified document contains either more than one security classification category or unclassified information, each section, part or paragraph should be marked to the extent practicable to show its classification category or that it is unclassified. d. Material Other than Documents. If classified material cannot be marked, written notification of the information otherwise required in markings shall accompany such material. - 38 - e. Transmittal Documents. A transmittal document shall carry on it a prominent notation as to the highest classification of the information which is carried with it, and a legend showing the classification, if any, of the transmittal document standing alone. Envelopes: Classified material shall be enclosed in opaque inner and outer covers. The inner cover shall be a sealed wrapper or envelope plainly marked with the assigned classification and address. See example. The outer cover shall be sealed and addressed with no indication of the classification of its contents. A receipt (see below) shall be attached to or enclosed in the inner cover. Handling: a. Transmission. If letters marked SECRET are dispatched through postal channels, they must be sent by United States REGISTERED mail and must remain within the continental United States or Canada. CONFIDENTIAL letters placed in the mail must go by United States REGISTERED, CERTIFIED, or FIRST-CLASS mail within the continental United States or Canada. Office policy within the White House may require, however, that much of the CONFIDENTIAL and SECRET mail be delivered BY HAND. TOP SECRET material is always delivered BY HAND. A classified TELEGRAM is transmitted through the White House Situation Room. Telegrams for commercial transmittal are sent via the White House Telegraph Office. b. Receipts. Receipt forms accompany all classified mail. See examples. (1) Classified material receipt. The classified material receipt is prepared in duplicate. When classified material is sent by registered mail, the registry number is obtained in advance from the White House Mail Room and then is typed on the receipt. If registered mail is not used, a control number established by the originating office is shown in the block indicated for the number. The description required by the form must not reveal classified information. The original of the form is retained in the suspense file of the originating office. The yellow copy is enclosed in the inner cover, for the addressee to sign and return to the White House. When the signed receipt is received by the originator, the form retained in the suspense file is destroyed. (2) Messenger receipt. Classified mail handled by a messenger requires a messenger receipt. A single copy is prepared and attached to the outer envelope. The messenger obtains the addressee's signature at the time of delivery and returns the receipt to the originator of the classified material. Note: Any questions as to the appropriate markings and other matters of form should be referred to the Legal Counsel's Office or the staff secretary of the National Security Council staff. - 39 — SAFEGUARDING CLASSIFIED AND SENSITIVE INFORMATION Each staff office must establish adequate internal procedures to ensure that classified and sensitive documents and related materials are protected at all times. A specific person in each office should be given this responsibility, but it should be made clear that the last person in an office assumes the responsibility for the security of classified material. The U.S. Secret Service Uniformed Division conducts a thorough after-hours security inspection of each staff office in the White House and Executive Office Building (EOB) on a nightly basis. Their authority to inspect extends to all exposed classified or sensitive documents as well as to all other related materials not properly secured. Classified material should never be left unattended on desks. When an office is closed or unattended, materials should be locked in a secure cabinet. In the event of a serious security violation a formal report will be filed with the office concerned. Classified and sensitive materials to be destroyed should be separated from other office trash and waste materials and placed in a specific container designated for this purpose. Paper bags marked "BURN" are available from the White House Supply Room and can be ordered along with other office supplies. Burnbags are collected under USSS/UD supervision and are disposed of in the secure macerator located in the EOB. Since the macerator has a limited capacity, all nonclassified and nonsensitive waste materials are collected and disposed of by the regular GSA sanitation force. The above provisions do not apply to the Situation Room since, because of the volume, separate disposal procedures are required. - 40 - CLASSIFIED MATERIAL RECEIPT (Enclosed in inner envelope) RETURN THIS RECEIPT IMMEDIATELY TO REGISTRY NO UNCLASSIFIED DESCRIPTION DATE (Serial No. File No., Subject) ENCLOSURES ADDRESSEE NOTE: This sheet to be retained in Originator's suspense file until receipt has been signed and returned; then this sheet should be destroyed TITLE CLASSIFIED MATERIAL RECEIPT 16-88317A-1 GPO MESSENGER RECEIPT (Attached to outer envelope) EXECUTIVE OFFICE OF THE PRESIDENT Office of Administration SPECIAL MAIL DELIVERY To: DESIRED DELIVERY Agency: TIME*: (date) Bldg: Room No.: Street Address: (am) (pm) *ASAP means next scheduled delivery. From: Date: Ext: Room No.: Time: Special instructions for late deliveries: (Over) - 41 - FORMS OF ADDRESS CONTENTS Page President and the President's Wife 46 President's Staff 46 Vice President and the Vice President's Wife 47 Federal Judiciary 48 Supreme Court of the United States 48 Court of Appeals 48 Claims Court 49 Court of International Trade 49 District Courts 49 Congress 50 Senate 50 House of Representatives 52 Committees 54 Executive Departments 55 Members of the Cabinet and their Wives 55 Under/Deputy/Assistant Secretaries 56 Other Officials 56 Executive Office of the President 59 Council of Economic Advisers 59 Council on Environmental Quality 59 National Security Council 59 Office of Management and Budget 59 Office of Administration 59 Office of Policy Development 59 Office of Science and Technology Policy 59 United States Trade Representative 59 Executive and Legislative Agencies 60 Boards and Commissions 60 Public Printer 60 Comptroller General 60 Librarian of Congress 60 American Ambassadors, Ministers, etc 61 Organization of American States 62 International Organizations 63 United Nations 63 International Commissions 65 - 43 - Contents — continued Foreign Officials 66 British 66 Other Foreign Officials 68 United States Military Personnel 70 Joint Chiefs of Staff 70 Commissioned and Warrant Officers 71 Army, Air Force and Marine Corps 71 Navy and Coast Guard 71 Acadamies of the Military Services 72 Enlisted Personnel 73 Army 73 Air Force 73 Marine Corps 74 Navy and Coast Guard 74 State Government Officials 75 Executive and Judicial Branches 75 Senate 77 House of Representatives, Assembly, or House of Delegates 77 District of Columbia Government 78 Mayor and City Councilman 78 Courts 78 Local Government Officials 80 Political Committees 82 National Officials 82 State Officials 82 County and City Officials 82 Ecclesiastical 83 Jewish 83 Protestant 83 Roman Catholic 85 Armenian Orthodox 87 Greek Orthodox 87 Russian Orthodox 88 Syrian Orthodox 88 Educational 89 Colleges and Universities 89 Junior and Senior High Schools 90 Elementary School 90 Organizations 91 Veterans 91 Labor Unions 91 Other 92 Private Citizens 93 - 44 - INTRODUCTION TO FORMS OF ADDRESS The examples of addresses given in this section are for guidance in preparing both general and Presidential correspondence. Salutations shown are for general usage. For Presidential salutations, see Page 11. Personal judgment is needed in adapting the forms shown here to the many people 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 and presidents of city councils are not addressed as "The Honorable." Central Reference (x2579) or Records Office (x2226) can answer whether an individual should be 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 or her 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 women occupies the position, substitute "Madam" 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. Use "Ms." if the woman's marital status is unknown or if she has shown a preference for that title. The complimentary close is "Sincerely" unless otherwise indicated. For specific guidance regarding salutations for foreign officials, high-level ecclesiastical officials, and so forth, check with the Correspondence Typing Unit. - 45 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 and Wife The Honorable and Mrs. ... Dear Mr. and Mrs. ...: (address) THE PRESIDENT'S STAFF Presidential Appointee The Honorable ... Dear Mr. ...: (Title) The White House Washington, D.C. 20500 Non-Appointed Staff Member Mr. ... Dear Mr. ...: (Title) The White House Washington, D.C. 20500 - 46 - Address on Letter Addressee and Envelope Salutation THE VICE PRESIDENT AND THE VICE PRESIDENT'S WIFE The Vice President (formal) The Vice President Dear Mr. Vice President: United States Senate Washington, D.C. 20510 The Vice President (informal) The Honorable ... ... Dear Mr. Vice President: 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. The Vice President and Wife The Vice President and Dear Mr. Vice President Mrs. ... and Mrs. ...: (address) Wife of the Vice President Mrs. ... Dear Mrs. ...: (address) Former Vice President The Honorable ... Dear Mr. ...: (address) Former Vice President and Wife The Honorable and Mrs. ... Dear Mr. and Mrs. ...: (address) * The Vice President is the President of the Senate. - 47 - 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. 20543 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. 20543 Former Chief Justice The Honorable ... Dear Mr. Chief Justice: (address) Former Justice The Honorable ... Dear Mr. 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 ...: (District of Columbia 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 Circuit Judge for the (Number) Circuit (City, State) Judge The Honorable ... Dear Judge ...: (District of Columbia Circuit) Judge United States Court of Appeals for the District of Columbia Washington, D.C. - 48 - Address on Letter Addressee and Envelope Salutation THE FEDERAL JUDICIARY - Continued UNITED STATES CLAIMS COURT Chief Judge The Honorable Dear Judge : Chief Judge United States Claims Court Washington, D.C. 20005 Judge The Honorable Dear Judge : Judge United States Claims Court Washington, D.C. 20005 UNITED STATES DISTRICT COURT Chief Judge The Honorable Dear Judge : Chief Judge United States District Court for the Region, if any) District of (State) (City, State) Judge The Honorable Dear Judge : United States District Judge for the Region, if any) District of (State) (City, State) UNITED STATES COURT OF INTERNATIONAL TRADE Chief Judge The Honorable Dear Judge Chief Judge United States Court of International Trade New York, New York 10007 Judge The Honorable Dear Judge Judge United States Court of International Trade New York, New York 10007 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. - 49 - Address on Letter Addressee 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. 20510 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 ...: (in 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 (no title) Senate Office Building Washington, D.C. 20510 Former Senator (man or woman) The Honorable ... Dear Senator ...: (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. For Presidential forms of address, see page 11. - 50 - 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 to a Mr. ... Dear Mr. .... United States Senator Administrative Assistant 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 title of "Reverend" is not used with the surname alone. - 51 - Address on Letter Addressee and Envelope Salutation THE CONGRESS - Continued UNITED STATES HOUSE OF REPRESENTATIVES Speaker of the House The Honorable ... ... Dear Mr. Speaker: Speaker of the 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 (in Washington, D.C.) House of Representatives Dear Congressman ...: Washington, D.C. 20515 Representative The Honorable ... ... Dear Mrs./Miss/Ms. ...: or (Woman) House of Representatives Dear Congresswoman ...: Washington, D.C. 20515 Representative The Honorable ... Dear Mr. ...: or (Away from Washington) Member, United States Dear Congressman ...: House of Representatives (address) Administrative Assistant Mr. Dear Mr. ...: to a Representative Administrative Assistant to 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) - 52 - 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 Representative Secretary to 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. - 53 - Address on Letter Addressee and Envelope Salutation THE CONGRESS - Continued COMMITTEES* Chairman The Honorable ... Dear Mr. Chairman:(formal) (Senate or House Committee) Chairman Dear Senator ...: (informal) Committee on ... Dear Mr. ...:(Representative) (United States Senate/ 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. ...:(Representative) (Name of parent committee) (United States Senate/ House of Representatives Washington, D.C. JOINT COMMITTEES* Chairman of a Joint Committee The Honorable Dear Mr. Chairman:(formal) Chairman Dear Senator ...:(informal) Joint Committee on Dear Mr. ...:(Representative) Congress of the United States Washington, D.C. * 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. 54 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: Secretary of State Secretary of Labor Secretary of the Treasury Secretary of Health and Human Services Secretary of Defense Secretary of Housing and Urban Development The Attorney General Secretary of Transportation Secretary of the Interior Secretary of Energy Secretary of Agriculture Secretary of Education Secretary of Commerce - 55 - 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 Under/Deputy/Assistant Secretary of the Treasury Under/Deputy/Assistant Secretary of Defense Under/Deputy/Assistant Secretary of the Army Under/Deputy/Assistant Secretary of the Navy Under/Deputy/Assistant Secretary of the Air Force Under/Deputy/Assistant Secretary of the Interior Under/Deputy/Assistant Secretary of Agriculture Under/Deputy/Assistant Secretary of Commerce Under/Deputy/Assistant Secretary of Labor Under/Deputy/Assistant Secretary of Health and Human Services Under/Deputy/Assistant Secretary of Housing and Urban Development Under/Deputy/Assistant Secretary of Transportation Under/Deputy/Assistant Secretary of Energy Under/Deputy/Assistant Secretary of Education - 56 - 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. 20530 United States Attorney The Honorable Dear Mr. : ... United States Attorney for the (Region) District of (State) (address) Assistant United States Attorney Mr. Dear Mr. ...: 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 States Marshal Mr. ... Dear Mr. ...: Assistant United States Marshal for the (Region) District of (State) (address) Commissioner of Internal Revenue The Honorable ... Dear Mr. Commissioner of Internal Revenue Washington, D.C. 20224 Director, The Honorable ... Dear Mr. : Federal Bureau of Investigation Director Federal Bureau of Investigation Washington, D.C. 20535 - 57 - 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) Commissioner of Customs The Honorable ... ... Dear Mr. ...: Commissioner of Customs (address) Postmaster The Honorable ... Dear Mr. ...: (1st, 2nd and 3rd Class Offices) Postmaster (address) (4th Class Offices) Mr. ... Dear Mr. ...: Postmaster (address) Other Federal Officials Mr. ... Dear Mr. ...: Not Appointed by the President (title) (address) - 58 - 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. 20503 Chairman The Honorable ... Dear Mr. ...: ... Council of Economic Advisers Chairman Council of Economic Advisers Washington, D.C. 20506 United States Trade The Honorable ... Dear Mr. ...: ... Representative United States Trade Representative Washington, D.C. 20506 Chairman The Honorable ... Dear Mr. : Council on Environmental Quality Chairman Council on Environmental Quality Washington, D.C. 20006 Director The Honorable ... Dear Mr. : Office of Science and Director Technology Policy Office of Science and Technology Policy Washington, D.C. 20500 Director The Honorable ... ... Dear Mr. : Office of Administration Director Office of Administration Washington, D.C. 20500 Director The Honorable Dear Mr : Office of Policy Development Director Office of Policy Development Washington, D.C. 20500 Director The Honorable Mr. National Security Council Director National Security Council Washington, D.C. 20500 - 59 - Address on Letter Addressee and Envelope Salutation THE EXECUTIVE AND LEGISLATIVE AGENCIES Chairman of a Board/Commission The Honorable ... ... Dear Mr. ...: Chairman (Name of Board/Commission) Washington, D.C. Member of a Board/Commission The Honorable ... Dear Mr. ...: Member (Name of Board/Commission) Washington, D.C. Administrator of an Agency The Honorable ... Dear Mr. ...: Administrator (Name of Agency) Washington, D.C. Administrator of an Agency The Honorable Dear Mr. ...: ... ... (with special title) Administrator of Veterans' Affairs Washington, D.C. The Honorable ... Dear Mr. ...: ... Administrator of General Services Washington, D.C. Director of an Agency The Honorable ... ... Dear Mr. ...: Director (Name of Agency) Washington, D.C. Public Printer The Honorable ... ... Dear Mr. ...: Public Printer Washington, D.C. 20401 Comptroller General The Honorable ... ... Dear Mr. ...: Comptroller General of the United States Washington, D.C. 20548 Librarian of Congress The Honorable ... Dear Mr. Librarian of Congress Washington, D.C. 20540 - 60 - 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 Ambassador: (Woman-married or single) American Ambassador (formal) or (City) Dear Miss or Dear Mrs. (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) American Ambassador or (City) Dear (rank) Former American Ambassador The Honorable ... ... Dear Ambassador (address) or Dear Mr. Personal (Special) Representative The Honorable ... Dear Mr. : Personal Representative of the President of the United States of America to ... (address) American Minister The Honorable ... ... Dear Mr. Minister: American Minister (City) American Minister (Full rank) ... Dear Mr. Minister: (with military rank) American Minister or (City) Dear (rank) American Consul General ......, Esquire Dear Mr. : American Consul General (City) - 61 - Address on Letter Addressee and Envelope Salutation 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 General The Honorable ... Dear Mr. (Dr.) ...: Assistant Secretary General of the Organization of American States Pan American Union Washington, D.C. 20006 Permanent Representative The Honorable ... Dear, Mr. Ambassador: of the United States United States Representative of America to the on the Council of the Organization of Organization of American States American States Department of State Washington, D.C. 20520 * The Secretary General is addressed as "The Honorable" unless he is entitled to "His Excellency" by reason of a position previously held. - 62 - Address on Letter Addressee and Envelope Salutation INTERNATIONAL ORGANIZATIONS UNITED NATIONS Communications to the United Nations are addressed to the United States Representative to the United Nations, through the Department of State. Exceptions which are sent directly 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 Representative by means of a covering letter. Secretary General His Excellency ... ... Dear Mr. Secretary of the United Nations Secretary General of the General: United Nations United Nations, New York 10017 Under Secretary The Honorable* ... Dear Mr. (Dr.) ...: of the United Nations Under Secretary of the United Nations United Nations, New York 10017 United States Representative The Honorable ... Dear Mr. Ambassador: to the United Nations Representative of the United States of America to the United Nations Chairman, United States The Honorable ... ... Dear Mr. Chairman: Delegation to the Chairman, United States Delegation or United Nations Military United Nations Military Dear (rank) ...: Staff Committee Staff Committee or United Nations Mission Dear Mr. (Dr.) ...: to the United Nations New York, New York 10017 * Use "His Excellency" only by reason of a position previously held. - 63 - Address on Letter Addressee and Envelope Salutation INTERNATIONAL ORGANIZATIONS - - Continued UNITED NATIONS - Continued Senior Representative of the The Honorable ... ... Dear Mr. (Dr.) ...: United States to the Senior Representative of General Assembly of the the United States to 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 Delegation Senior Military Adviser to the United Nations United States Delegation General Assembly to the United Nations General Assembly New York, New York 10017 Representative of the The Honorable Dear Mr. Ambassador: ... United States Representative of the of America on the United States of America Economic and Social on the Economic and Council of the Social Council of United Nations 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) - 64 - Address on Letter Addressee and Envelope Salutation INTERNATIONAL ORGANIZATIONS - Continued INTERNATIONAL COMMISSIONS Head of United States Delegation The Honorable ... ... Dear Mr. (Dr.) ...: to an International Commission (Title) (Name of Commission) (Address) International Joint Commission (Name of Commission) Sirs: (Address) United States Member of an The Honorable ... ... Dear Mr. Commissioner: International Joint Commission American Commissioner (Name of Commission) (Address) United States Representative Mr. ... Dear Mr. (Dr.) ...: on an Interim Commission (Title) (Name of Commission) (Parent Organization, if any) (Address) - 65 - 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: (formal) King (Name and Roman Numeral) or London, England Dear King (informal) The Queen Her Majesty Your Majesty: (formal) Queen ... or London, England Dear Queen (informal) Husband of the Queen His Royal Highness Sir: (formal) The Prince ... or (Title) Dear Prince (informal) London, England 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. - 66 - Address on Letter Addressee and Envelope Salutation FOREIGN OFFICIALS - Continued BRITISH - Continued Prime Minister The Right Honorable Dear Mr. Prime Minister: (Full name)* Dear Madam Prime Minister: Prime Minister London, England Member of the House of Lords The Right Honorable Dear Lord ...: The Earl of ... (Address) Member of the The Right Honorable Dear Sir ...: House of Commons (when appropriate) (with title) (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. - 67 - Address on Letter Addressee and Envelope Salutation FOREIGN OFFICIALS - Continued OTHER FOREIGN OFFICIALS King His Majesty Your Majesty: (formal) King (Name and Roman Numeral) or (City, country) Dear King ...: (informal) Queen Her Majesty Your Majesty: (formal) Queen ... or (City, country) Dear Queen ...: (informal) President of a Republic His Excellency Dear Mr. President: (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 Minister: (Full name) Prime Minister of (name of country) (City) Minister of Foreign Affairs His Excellency Dear Mr. Minister: (Full name) Minister of Foreign Affairs of (name of country) (City) * For the British Prime Minister, see the British forms of address. - 68 - 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 Chargé d'Affaires Mr.** Dear Mr. Charge d'Affaires: ad interim in the United States Chargé d'Affaires ad interim of (name of 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. - 69 - Address on Letter Addressee and Envelope Salutation UNITED STATES MILITARY PERSONNEL JOINT CHIEFS OF STAFF Chairman (General/Admiral) ... ... Dear General/Admiral : Chairman Joint Chiefs of Staff Washington, D.C. 20301 Chief of Staff, U.S. Army General ... Dear General ...: Chief of Staff United States Army Washington, D.C. 20301 Chief of Naval Operations Admiral ... ... Dear Admiral ...: Chief of Naval Operations Washington, D.C. 20301 Chief of Staff, U.S. Air Force General ... Dear General ...: Chief of Staff United States Air Force Washington, D.C. 20301 Commandant of the Marine Corps General ... Dear General ...: Commandant of the Marine Corps Washington, D.C. 20301 - 70 - 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. APO/FPO Addresses (Rank, name, service designation) (Service number) (Post Office address of organization and station) APO (or FPO) San Francisco (zip code) (state omitted) NOTE: A list of military abbreviations begins on page 3. - 71 - 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 Lieutenant Dear Lieutenant Lieutenant (jg) Ensign Dear Ensign Chief Warrant Officer Dear Mr.....: Warrant Officer Chaplain Chaplain Dear Chaplain. (Rank and service designation*) (Post Office address of organization and station) Retired Officer (Rank, name, service designation*), Ret. (Address) Dear Rank ACADEMIES OF THE MILITARY SERVICE Cadet of Cadet ... Dear Cadet U.S. Military Academy (Address) Midshipman of Midshipman ... Dear Midshipman.. U.S. Naval Academy (Address) Cadet of Cadet ... Dear Cadet U.S. Air Force Academy (Address) * Service designations are abbreviated as follows: USA USN, USAF, USMC, USCG. For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR. For military man and wife: (sample) Lieutenant jg Smith, USA, and Mrs. Smith NOTE: A list of military abbreviations begins on page 3. - 72 - Address on Letter Addressee and Envelope Salutation ENLISTED PERSONNEL ARMY Sergeant Major (Rank, name, service designation*) Dear Sergeant First Sergeant (Post Office address of organization and station) Master Sergeant Sergeant First Class Staff Sergeant Sergeant Corporal (Same as above) Dear Corporal. Specialist 7, 6, 5 and 4 (Same as above) Dear Specialist Private First Class (Same as above) Dear Private Private AIR FORCE Chief Master Sergeant (Rank, name, service designation*) Dear Chief (Post Office address of organization and station) Senior Master Sergeant Dear Sergeant Master Sergeant Technical Sergeant Staff Sergeant Sergeant Senior Airman (Same as above) Dear Airman Airman First Class Airman Basic * Service designations are abbreviated as follows: USA USN, USAF, USMC, USCG. For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR. NOTE: A list of military abbreviations begins on page 3. - 73 - Address on Letter Addressee and Envelope Salutation ENLISTED PERSONNEL- Continued MARINE CORPS Sergeant Major (Rank, name, service designation*) Dear Sergeant Major..... Master Gunnery Sergeant (Post Office address of organization and station) Dear Sergeant. First Sergeant 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 Master Chief....: Senior Chief Petty Officer (Post Office address of organization and station) Dear Senior Chief....: Chief Petty Officer Dear Chief... Petty Officer First Class Petty Officer Second Class Petty Officer Third Class Seaman Dear Seaman Seaman Apprentice Seaman Recruit NOTE: When addressing a member of the military and his/her spouse, do not include the service designation after their names. For example: LtCol and Mrs. John Jones (when husband is in military) Mr. John Jones and LtCol Mary Jones (when wife is in military) * Service designations are abbreviated as follows: USA USN, USAF, USMC, USCG. For Reserve Personnel: USAR, USNR, USAFR, USMCR, USCGR. NOTE: A list of military abbreviations begins on page 3. - 74 - 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. Governor and Husband The Honorable and Mr. Dear Governor and Mr....: ... ... ... (Address) Acting Governor The Honorable Dear Governor ... Acting Governor of (State) (State Capital and State) Lieutenant Governor The Honorable Dear Lt. 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 * Kentucky, Massachusetts, Virginia and Pennsylvania use "Commonwealth" in place of the word "State," e.g., the Commonwealth of Kentucky. - 75 - - Address on Letter Addressee and Envelope Salutation STATE GOVERNMENT OFFICIALS - Continued EXECUTIVE AND JUDICIAL BRANCHES Chief Justice of the The Honorable Dear Mr. Chief Justice: ... Supreme Court Chief Justice Supreme Court of the State* of (State) (State Capital and State) Supreme Court Judge and Wife The Honorable and Mrs. ... ... Dear Judge and Mrs. ...: (Address) Associate Justice The Honorable ... ... Dear Mr. Justice: Associate Justice Supreme Court of the State* of (State) (State Capital and State) Superior Court Judge The Honorable ... ... Dear Judge ...: Judge Superior Court for the State* of (State) (Address) Superior Court Judge The Honorable ... ... and Mrs. ... Dear Judge ... and Mrs. ...: and Wife (Address) 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 State Commission The Honorable ... Dear Mr. ...: Commissioner (Name of Commission) (State Capital and State) * Kentucky, Massachusetts, Virginia and Pennsylvania use "Commonwealth" in place of the word "State," e.g., the Commonwealth of Kentucky. - 76 - 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 Assembly, or Representatives) (Assembly) or House of Delegates (House of Delegates) of the State of (State) (State Capital and State) State Representative, The Honorable ... Dear Mr. Assemblyman, or Delegate Member of the (House of Representatives) (Assembly) or (House of Delegates) of the State of (State) (State Capital and State) Representative or Senator The Honorable ... Dear Senator: (away from State Capitol) State Representative (or Senator) Dear Mr. (Representative) (Home address) Chief Clerk The Honorable ... Dear Mr. Chief Clerk House of Representatives (Assembly) or (House of Delegates) of the State of (State) (State Capital and State) * In most States, the lower branch of the legislature is 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. ** Kentucky, Massachusetts, Virginia and Pennsylvania use "Commonwealth" in place of the word "State," e.g., the Commonwealth of Kentucky. - 77 - Address on Letter Addressee and Envelope Salutation DISTRICT OF COLUMBIA GOVERNMENT Mayor The Honorable ... ... Dear Mayor ...: Mayor of the District of Columbia Washington, D.C. 20004 Councilman The Honorable ... ... Dear Mr. ...: Councilman, District of Columbia Washington, D.C. 20004 COURTS DISTRICT OF COLUMBIA COURT OF APPEALS Chief Judge The Honorable ... Dear Judge Chief Judge District of Columbia Court of Appeals Washington, D.C. 20544 Associate Judge The Honorable ... ... Dear Judge ...: Associate Judge District of Columbia Court of Appeals Washington, D.C. 20544 - 78 - Address on Letter Addressee and Envelope Salutation DISTRICT OF COLUMBIA GOVERNMENT - Continued COURTS - Continued SUPERIOR COURT OF THE DISTRICT OF COLUMBIA Chief Judge The Honorable ... ... Dear Judge ...: Chief Judge Superior Court of the District of Columbia Washington, D.C. 20544 Associate Judge The Honorable ... ... Dear Judge ...: Judge Superior Court of the District of Columbia Washington, D.C. 20544 - 79 - 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) President of the The Honorable ... Dear Mr. ...: ... Board of Supervisors President of the (or City Council, etc.) Board of Supervisors (or City Council, etc.) (Address) Supervisor (or City Councilman, Mr. ... Dear Mr. ...: Alderman, etc.) Supervisor (or City Councilman, Alderman, etc.) (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 Indian Tribe Mr. ... Dear Governor ...: Governor (Name of Tribe) (Address) - 80 Address on Letter Addressee and Envelope Salutation LOCAL GOVERNMENT OFFICIALS - Continued Judge (Misc.: City, County, The Honorable ... ... Dear Judge ...: Probate) City Judge (etc.) (Address) Justice of the Peace Mr. ... Dear Mr. ...: Justice of the Peace (Address) Chief of Police Mr. ... Dear Chief ...: Chief of Police (Address) Policeman (Lieutenant, (Rank) ... Dear (Rank) : Sergeant, Officer, etc.) (Address) County Commissioner Mr. ... Dear Mr. : County Commissioner (Address) - 81 - 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/Committeewoman The Honorable ... ... Dear Mr. ...: (Democratic/Republican) National (Committeeman/Committeewoman) Washington, D.C. STATE OFFICIALS Chairman The Honorable ... Dear Mr. ...: Chairman (Democratic State Central Committee*) (Republican State Central Committee*) (Address) Committeeman/Committeewoman The Honorable Dear Mr. ...: (Democratic/Republican) State (Committeeman/Committeewoman) (Address) Delegate to The Honorable ... Dear Mr. ...: National Political Convention Delegate to the (Party) National Convention (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 - 82 - Address on Letter Addressee and Envelope Salutation ECCLESIASTICAL JEWISH Rabbi Rabbi ... ..., (D.D., L.L.D.) Dear Dr. (or Rabbi) ...: (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) - 83 - 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 Reverend ..: Vicar of (name of church) (Address) Priest (Episcopal) The Reverend Dear Father : (Name of church) (Address) Minister, Pastor, or Rector The Reverend ... ..., (D.D.) Dear Dr. ...: (with doctoral degree) (Name of church) (Address) Minister, Pastor, or Rector The Reverend ... ... Dear Reverend ...: (without doctoral degree) Name of church) (Address) Deacon or Deaconess (Lutheran) Brother (Sister) ... Dear Deacon (Deaconess): Deacon (Deaconess) (Address) Elder (Seventh-day Adventist) Elder ... Dear Elder ...: Area Director (Name of church) (Address) Evangelist Mr. ... Dear Mr. ...: Evangelist (Address) - 84 - 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 ...: (informal) Vatican City Cardinal His Eminence (given name) Your Eminence: (formal) Cardinal (surname) Dear Cardinal ...: (informal) Archbishop of (Archdiocese) (Address) Archbishop The Most Reverend ... Your Excellency: (formal) Archbishop of (Archdiocese) Dear Archbishop :(informal) (Address) Bishop The Most Reverend ... ... Your Excellency: (formal) Bishop of (Diocese) Dear Bishop (informal) (Address) Abbot The Right Reverend ... ..., (Order) Dear Father ...: Abbot of (name of Abbey) (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." - 85 - 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 ... ..., (Order) Dear Father ...: (with or without (Address) doctoral degree) Brother Brother (given name), (Order) Dear Brother (Address) ... (given name): Mother Superior Reverend Mother ..., (Order) Dear Reverend Mother (Address) ... (given name): *Sister Sister ..., (Order) Dear Sister (Address) ... (given 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: - 86 - Address on Letter Addressee and Envelope Salutation ECCLESIASTICAL Continued ARMENIAN ORTHODOX Archbishop in the U.S. The Most Reverend ... ... Dear Archbishop ...: 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 in the U.S. The Most Reverend ... Dear Archbishop ...: 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) - 87 - Address on Letter Addressee and Envelope Salutation ECCLESIASTICAL Continued RUSSIAN ORTHODOX Metropolitan in the U.S. The Most Reverend ... Dear Metropolitan ...: 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 in the U.S. The Most Reverend ... ... Dear Archbishop ...: 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) - 88 - 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 Dean ...: (with doctoral degree) Dean of the College (or School) of (subject) (Name of Institution) (Address) Dean* Dean ... Dear Dean ...: (without doctoral degree) College (or School) of (subject) (Name of Institution) (Address) Professor* Professor ... Dear Professor ...: (with or without Department of (subject) doctoral degree) (Name of Institution) (Address) Associate or Assistant Professor Mr./Miss/Mrs. ... Dear Professor ...: Associate (or Assistant) Professor Department of (subject) (Name of Institution) (Address) NOTE: If EMERITUS is indicated, it follows the title, e.g.: Dr. Professor of (subject), Emeritus (Emerita for a woman) (Name of Institution) (Address) * (Title is same whether man or woman) - 89 - Address on Letter Addressee and Envelope Salutation EDUCATIONAL - Continued JUNIOR AND SENIOR HIGH SCHOOLS Students' names/class name given Students of the (Number) Grade or Dear Students: Students of the (Name) Class (or) Students of (Course name or subject) (Name of School) (Address) Teacher's name given Mr./Miss/Mrs. ... ... Dear Mr. ...: Teacher of the (Number) Grade (or) Teacher of the (Name) Class (or) Teacher of (subject) (Name of School) (Address) ELEMENTARY SCHOOL Pupils' names/Class name given Pupils of the (designated) Grade Dear Girls and Boys: (Name of School) (Address) Teacher's name given Mr./Miss/Mrs. ... Dear Mr. ...: Teacher of the (designated) Grade or or Dear Girls and Boys: Pupils of (Mr./Miss/Mrs.) ...'s Dear Girls and Boys: (designated) Grade Class (Name of School) (Address) NOTE: Grades numbered First through Ninth are written out. Use numerals for 10th Grade and above. - 90 - Address on Letter Addressee and Envelope Salutation ORGÁNIZATIONS 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) Chaplain of Post Mr. ... Dear Chaplain ...: Chaplain of Post (Name of Post) (Address) LABOR UNIONS AFL-CIO President The Honorable ... ... Dear Mr. ...: President AFL-CIO (Address) UMW President The Honorable ... ... Dear Mr. ...: President United Mine Workers of America (Address) Local Union President, Mr. ... Dear Mr. ...: Treasurer, Secretary (Title), Local (Number) (Name of organization) (Address) - 91 - 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. 20006 National Grange Master The Honorabale ... Dear Mr. : Master The National Grange (Address) State Grange Master Mr. ... Dear Mr. : Master (Name of State) State Grange (Address) Boy Scouts of America President Mr. ... ... Dear Mr. ...: President Boy Scouts of America (Address) Girl Scouts of the U.S.A. Mrs. (Miss) ... ... Dear Mrs. (Miss) ...: President President Girl Scouts of the U.S.A. (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 Brith (Listed to give correct spelling) (National) - 92 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)(Ms.**) ... ... Dear Mr.(Mrs.) (Miss)(Ms.)...: More than one signer Mary Allen and Jane Smith Miss Mary Allen Dear Miss Allen Miss Jane Smith and Miss Smith: (Address) John Jones Mr. John Jones Dear Mr. Jones: Ray Smith (Address) Jack Young (Include others in body of letter) Bob Hart John Smith Mr. John Smith Dear Mr. Smith: Jack Young (Address) (when small town and 2 signatures with no street Mr. Jack Young Dear Mr. Young: address, send two replies.) (Address) Members of an organization Members of (organization name) Dear Friends: (No names given) (Address) Members of an organization Mrs. John Allen Dear Mrs. Allen: (c/o Mrs. John Allen) (Organization Name) (Members to be brought into (Address) the body of the letter) * 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 Ms. when a woman's marital status is unknown and when she indicates preference for Ms. Exception: elderly ladies of unknown marital status address as "Miss." - 93 - Address on Letter Addressee and Envelope Salutation PRIVATE CITIZENS - Continued Physician, Surgeon, Osteopath, ... ..., M.D. (or D.D.S, etc.) Dear Dr. ...: Chiropractor, etc. (Address) Medical Doctor and Wife Dr. and Mrs. ... Dear Dr. and Mrs. ...: (Address) Medical Doctor and Husband Mr. ... ... Dear Mr. and Mrs. ...: ... ..., M.D. (or D.D.S., etc.) (Address) Doctor and Spouse, both doctors ... ..., M.D. (or D.D.S., etc.) Dear Doctors ...: ... ..., M.D. (or D.D.S., etc.) Ph.D. Dr. ... Dear Dr. ...: (Address) Registered Nurse Mr. (Miss, Mrs. Ms.) ... ... Dear Mr. (Address) (Miss, Mrs. Ms.)...: Lawyer Mr. :.. ... Dear Mr. ...: (Address) - 94 - 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: Katie (Address) Leslie Jim, Mary, Bill, and Tom Allen The Allen Family Dear Friends: (don't know who is husband) (Address) Jim, Mary, Bill, and Tom Allen Mr. and Mrs. Jim Allen Dear Mr. and Mrs. 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 letter) (Address) (Family should be mentioned in body of letter) - 95 - - Address on Letter Addressee and Envelope Salutation PRIVATE CITIZENS - Continued Children Girls, through high school Miss ... Dear ... (first name): (Address) Boys, to age 13 ... ... Dear ... (first name): Boys, age 13 through high school Mr. ... Dear ... (first name): NOTE: Eagle Scouts and First Class Scouts are addressed as above, not with their Scout titles. - 96 - DOCUMENTS CONTENTS Page Citation 98 Executive Order 100 Identical Letters 103 Memorandum of Disapproval 104 Message to Congress 106 Press Release 108 Presidential Determination 110 Proclamation 112 Statement by the President 114 - 97 — CITATION 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 one 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 three lines below the heading, single space, double space between paragraphs. Paragraphs 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 five to seven lines from top of paper. Text is continued two or three lines below page number. SIGNATURE SPACE: Leave at least seven 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 six 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 five spaces, two lines below the words THE WHITE HOUSE, using initial cap for the month, and followed by a period. Never date the document before signature. ASSEMBLY: Original-signature page on top Carbons-in numerical order - 98 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) - 99 - EXECUTIVE ORDER STATIONERY: Heavy bond paper, 8½" X 14" COPIES: Original and one copy MARGIN: 1½" left, and about 1" right HEADING: EXECUTIVE ORDER is centered seven lines from top of paper; two lines below these words, center a line of seven hyphens; two lines below hyphens, center the title of the order in capital letters (if more than one line, single space). TEXT: Begin three lines below title, indent each paragraph five spaces, double space text. On instructions by drafter, quotations, tabulations, etc., may be single spaced. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two lines below page number. SIGNATURE SPACE: Leave at least seven 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, six 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 five spaces, two lines below the words THE WHITE HOUSE, using initial cap for the month, and followed by a period. Never date the document before signature. ASSEMBLY: Original and copy in numerical order - 100 Sample EXECUTIVE ORDER at least 1 inch EXECUTIVE ORDER PREPARATION, PRESENTATION, FILING, AND PUBLICATION OF EXECUTIVE ORDERS AND PROCLAMATIONS 3 lines 5 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: 0 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 thersupon 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, 5 spaces October 9, 1948. (date when requested) 1 inch - 101 - IDENTICAL LETTERS 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. STATIONERY: White House letterhead, 8½" X 11" COPIES: Letterex set. Two originals are required: one to the Speaker and one to the President of the Senate. Letterex set is required for each original. MARGIN: 1½" left, and about 1" right DATE: Centered under letterhead and two carriage returns under "Washington". SALUTATION: "Dear Mr. Speaker:" and "Dear Mr. President:" TEXT: Blocked style, with balanced right-hand margin. (Note: these letters can be several pages long.) CLOSING: "Sincerely," two carriage returns under last line of body of letter, centered on the page. INSIDE ADDRESS: Approximately 7 to 8 lines below the closing, and blocked with the left-hand margin as shown on the sample. ASSEMBLY: Original-signature page on top with all other pages in numerical order; envelope behind original. Carbons in numerical order. - 102 Sample IDENTICAL LETTERS 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 7 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 (insert name) Speaker of the House of Representatives Washington, D.C. 20515 and on the other The Honorable (insert name) President of the Senate Washington, D.C. 20510 103 MEMORANDUM OF DISAPPROVAL STATIONERY: Heavy bond paper, 8½" by 14" COPIES: Original and one copy MARGIN: 1½" left, and about 1" right HEADING: MEMORANDUM OF DISAPPROVAL is centered seven lines from top of paper. TEXT: Begin three lines below heading, indent each paragraph five spaces, double space text. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two lines below page number. SIGNATURE SPACE: Leave at least seven 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, six 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 five spaces, two lines below the words THE WHITE HOUSE, using initial cap for the month, and followed by a period. Never date before signature. ASSEMBLY: Original and copy in numerical order - 104 - Sample MEMORANDUM OF DISAPPROVAL at least 1 inch MEMORANDUM OF DISAPPROVAL 3 lines 5 spaces 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 claimante 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 5 spaces July 6, 1960. (date when rcquested 1 inch - 105 - MESSAGE TO CONGRESS 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, 8½" by 14" COPIES: Two originals and two copies for each original MARGIN: 1½" left, and about 1" right HEADING: TO THE CONGRESS OF THE UNITED STATES: begins at the left margin, seven lines from the top of paper. TEXT: Begin three lines below heading, indent each paragraph five spaces, double space text. If there are headings within Message, four lines before the heading and three lines after the heading are preferred. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two lines below page number. SIGNATURE SPACE: Leave at least seven 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, six 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 five spaces, two lines below the words THE WHITE HOUSE, using initial cap for the month, and followed by a period. Never date before signature. ASSEMBLY: Original and copy in numerical order - 106 - Sample MESSAGE TO CONGRESS at least 1 inch TO THE CONGRESS OF THE UNITED STATES: s lines 5 spaces A year ago in my menuage to the Congress on the Mutual Security Program, I described It as both essential to cur 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 scrongly 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 as 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, 5 spaces February 16, 1960. (date when requested) 1 inch - 107 - PRESS RELEASE STATIONERY: Regular bond paper, 8½" by 14" or 8½" by 11" depend- ing on the length of the text. MARGIN: 1½" left, and about. 1" right HEADING: THE WHITE HOUSE is centered at the top of the page. Centered two lines below is Office of the Press Secretary followed by a solid line. One line below is the release infor- mation (For Immediate Release or Embargoed Until (date/time)); the release date is to the right on the same line. TEXT: Begin the heading of the actual material to be released three lines below the release information line. If it is a legal document being released, indent each paragraph five spaces. Otherwise, use block paragraphs, single-spaced, double-spaced between paragraphs. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two line's below page number. CONTINUED MARKINGS: If the release is more than one page, the word "more" is typed in lower case at the end of each page except the last. On odd-numbered pages, also type the word "(OVER)", in solid capitals and in parentheses, two lines below "more" and on the right hand side. SIGNATURE: If the material released was signed, type the name in solid capitals after the text. DATE: The date of release should be typed in the heading of the first page, on the same line as the release information. The date of the document being released is typed as on the document, as is the document's place notation, if any. END OF RELEASE: Pound marks (#####) are typed at the end of the release, four lines below the last typed line. - 108 - Sample PRESS RELEASE THE WHITE HOUSE Office of the Press Secretary For Immediate Release (Date) TO THE CONGRESS OF THE UNITED STATES: A year ago in my message to the Congress on the Mutual Security Program, I described it as both essential to our security and important RONALD REAGAN THE WHITE HOUSE, (date, if provided). # # # - 109 - PRESIDENTIAL DETERMINATION STATIONERY: White House letterhead, 8½" X 11" DATE: As instructed or when signed FORMAT: Requires Presidential Determination notation as shown on sample in Memorandum form to the Secretary of State, with a subject line. TEXT: Begins 3 carriage returns below subject line, in blocked style. SIGNATURE: Allow approximately five lines below last line of text for the President's signature. ASSEMBLY: Original and copy in numerical order. - 110 - Sample PRESIDENTIAL DETERMINATION THE WHITE HOUSE WASHINGTON (Date) Presidential Determination No. MEMORANDUM FOR THE SECRETARY OF STATE SUBJECT: Pursuant to the authority vested in me by Section 3 (a) (1) of the You are directed on my behalf to report this finding to the Congress. - 111 - PROCLAMATION STATIONERY: Heavy bond paper, 8½" by 14" COPIES: Original and one copy MARGIN: 1½" left, and about 1" right HEADING: The title of the proclamation is centered in capital letters, seven lines from top of paper, single spaced if more than one line; two lines below title a line of seven hyphens is centered; two lines below the hyphens center BY THE PRESIDENT OF THE UNITED STATES OF AMERICA; two lines below this center A PROCLAMATION TEXT: Begin three lines below A PROCLAMATION, indent each paragraph five spaces, double space text. On instructions by drafter, quotations, tabulations, etc., may be single spaced. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two lines below page number. SIGNATURE SPACE: Leave at least seven lines after end of text for signature of the President. Name and title are not typed in. PLACE AND DATE: Left out of a Proclamation because it is included in the text. Be sure to leave two large spaces for date and month. ASSEMBLY: Original and copy in numerical order - 112 - Sample PROCLAMATION 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 1111111111. 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 ////////////. NOTE: Be sure to leave sufficient space for insertion of month later. Also, The White House and date do not go on bottom of a Proclamation. LECAPERIZE - 113 - STATEMENT BY THE PRESIDENT STATIONERY: Heavy bond paper, 8½" X 14" COPIES: Original and one copy MARGIN: 1½" left, and about 1" right HEADING: STATEMENT BY THE PRESIDENT is centered seven lines from top of paper. TEXT: Begin three lines below heading, indent each paragraph five spaces, double space text. PAGE NUMBERING: Page numbers, beginning with "2" are centered five lines from top of paper. Text is continued at left margin two lines below page number. SIGNATURE SPACE: Leave space for signature if desired. PLACE AND DATE: Omitted completely. ASSEMBLY: Original and copy in numerical order. - 114 - - Sample STATEMENT BY THE PRESIDENT at least 1 inch STATEMENT BY THE PRESIDENT 3 lines 5 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 I 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 1 inch - 115 -

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