To address a petty officer, one would say: petty officer Smith, Smith or Sailor (these last two forms are acceptable to people of equal or higher rank than the petty officer). Prepare the letters in their final form as prescribed in this chapter. See 5 FAH-1 H-500 for guidelines for drafting and preparing congressional letters; see the Executive Secretariat's InfoLink website for guidelines for letters prepared for the Secretary, other Department Directors, and the President and Vice President. Use official State Department letterhead stationery for official business only (see 5 FAM 200).
Order stationery on Department letterhead or postcard from the GSA Supply Catalog, or request copies at the supply center of the appropriate organization's administrative office. All stationery must meet the standards of 5 FAH-7, Graphic Standards Manual. In the post, place the name of the post two lines below the letterhead. Leave at least one inch of space in the letters for the side, top, and bottom margins of all pages.
If necessary, adjust the margins so that the letter looks balanced. Keep hyphenation to a minimum and don't separate a word at the end of the last line of text on a page. On the following pages, leave an upper margin of one inch. Center the page number within the top margin, half an inch from the top of the page (p.
e.g. Continue with the text from the previous page, starting below the top of one inch. Enter the address two or four lines below the date (depending on the length of the letter) aligned with the left margin. Limit the direction to five lines in a single space, aligned with the left margin.
Do not use punctuation marks, except with common abbreviations. Keep lines less than four inches long and indented in the drag lines three spaces in the left margin (see 5 FAH-1, Annex H-42). The town or city and the state or country must appear on the same line. Spell town or city and state and country.
Include at least the 5-digit zip code for all addresses in the United States, using the 9-digit zip code, if available. Don't use a hotline (use it only on envelopes) or a subject line (include the subject in the opening sentence) in letters. Use the recipient's preferred title (p). Write a greeting followed by a colon, aligned with the left margin and two lines below the last line of the address.
The relationship between the signing officer and the recipient, as well as the topic, will determine the appropriate greeting. If the title is unknown, use Mr. O Sra. Start the text two lines below the greeting.
Single space throughout the body of the letter and double space between paragraphs. Double-space the text in letters of less than 8 lines (see 5 FAH-1, Annex H-424,. Prepare the letter in the form of a block (aligned with the left margin). To divide a paragraph between two pages, there must be at least two lines of the paragraph on each page.
Don't hyphenate a word at the end of a line or page. Start the text on the following pages at least two lines below the page number (see 5, FAH-1, Annex H-42). The relationship between the signing officer and the recipient, the nature of the letter, and the personal preferences of the signing officer will determine if a more formal complementary closure is necessary. Enter the name of the signing official three to five lines down and align with the free closing.
Add the title on the next line, just below the name. If the title requires a drag line, do so with three spaces. Do not exceed four lines in a signature block. If the letter will be printed on personalized paper, as in the case of the secretary, the signature block is just the person's name.
When responding to a letter on behalf of the secretary or a principal official, do not use a subscription. Start the letter with an appropriate phrase, such as the one Secretary Doe has asked me to answer. Include a copy of any attachments that are not yet part of the record with the copy of the official record. Annexes that are not part of the copy of the official record must be properly identified so that they can be easily retrieved from the central registers.
Keep copies to a minimum and provide copies of information as needed. Always include a copy of the official record (with drafting information and original authorization signatures) for quick and easy retrieval. Follow Department (main office) or postal specific procedures for the type and number of office copies. Record drafting and authorization information on a separate page at the bottom of the document (see 5 FAH-1, test H-424,12-.
Start the page with the approver's information, including the office symbol, name and position, and add the approver's initials on the same line after the document is approved. List the authorization information starting two lines below the Draft, including for each of them the office symbol, the name and the indication of the authorization (that is,. Organize the entire package with the original letter at the top and follow up with the courtesy copy, attachment, informational copies, and copies of the files, as needed (see 5 FAH-1, Annex H-42). If the letter is classified or administratively controlled, prepare the necessary covers and mail receipts (see 5 FAH-1 H-430, Envelopes and Mail).
If it is necessary to prepare another type of communication at the same time (that is,. Place a road map on the assembled papers with the office symbol and the location of each compensation office. The appropriate form of address, greeting and free closing are determined by social and official custom. Use the casual style for the greeting and the courtesy closing, unless a more formal style is warranted.
See Annex H-426 of the FAH-1 for a list of suitable forms of address. In the position, consult the protocol officer, executive section, or chief officer's secretary for the correct positions. Use either Mr. or lady for formal positions such as president, vice president, president, secretary and ambassador, for example,.
Address the spouse of a distinguished person such as Mr. Do not abbreviate the title that precedes full names in an address, except for Mr. In the same way. Spell titles in one direction to maintain balance and appearance.
Abbreviate degree designations, religious and fraternal orders, scholarships, and degrees for branches of military service after a name. Enter the initials of a grade or order with dots and without spaces. Use acronyms without dots, in capital letters for different military services. Omit this title when addressing the British Prime Minister or cabinet officials of certain British Commonwealth countries.
Current and former presidential appointees; foreign diplomats in Washington with the rank of ministers (including a career minister who serves as chargé d'affaires); federal and state elected officials; and Use Dr. before the names of the people who have obtained degrees that justify the degree. Don't combine the title Dr. with any other title or abbreviation that indicates academic degrees, except The Reverend.
Spell the title when addressing members of the clergy. When a member of the clergy has reached a high academic level, use the degree in combination with the level of academic performance. Use formal greetings, sir or ma'am, when addressing high-ranking federal, state, or local officials. Use “sir” or “ma'am” when addressing court officials by title only.
In the case of letters addressed to companies or private organizations, use the formal Sirs, Gentlemen or Mesdames greetings when the identity of the specific recipient is not known. Use informal greeting in Department correspondence. Use the preferred title if you know it. And last name, unless the person has a specific title, such as Dr.
See 5 FAH-1, Exhibit H-426 for examples of greetings. Use the greeting as a synonym for the title for the State Department and other high-ranking government officials, such as Dear Mr. Secretary; or dear Madam Ambassador, etc. If you don't know if the recipient is male or female, use the name as indicated.
The complementary closure must reflect the same style as the greeting. Sincerely or Sincerely use yours, unless the signing officer prefers another form. This exhibition shows the format of a letter in a single space and follows the guidelines of 5 FAH-1 H-424, on the format of letters. Leave margins of at least one inch on all sides.
Use Department of State or postcard letterhead for the first page and regular bound paper for the following pages. Skip the date unless the letter is signed on the same day. Place the date below the Department's letterhead or the post office. In the Department, center the date or align it with the “W” in Washington, DC; in the mail, align the date flush with the first letter of the printed letterhead.
See 5 FAH-1 H-413 for more information Start the direction two or four lines below the date or classification, aligned with the left margin. Enter the greeting two lines below the address, aligned with the left margin. Use the personal titles “Mr. or “Mrs.
unless the recipient knows or prefers another title. Text to a single space in the form of a block and double space between them Use the free closure: “Sincerely, unless the signing official prefers another form. Use “Very Truly Yours” for a more formal closure. Place the center point of the page.
Write the characteristic block three to five lines below and align with the complementary closure. Lines below the signature block and aligned with the left margin. Immediately below and with a half-inch slit, add “As indicated (see first example below). If the attachments are not identified in the body of the letter, on the following pages, center the page number half an inch from the top of the page (for example,.
Continue the text at least three lines below this seal President of the United States of America, Correspondence Control, double-space the text of a short letter (8 lines or less) of a paragraph. Follow the same format as Annex H-424 of the FAH-1 for all other parts of the letter. List unidentified appendices in the body of the letter. If a copy of the letter must be aligned with the left margin, two lines below the signature block or attachment, an authorization page must be attached as the last page of the main document of a package (that is,.
See the templates and guidelines at the Executive Secretariat's information link for a list of offices that must dispatch packages up to the seventh floor Office name Authorization Status D-MR Name P Name R Name GPA Other authorizations as necessary, depending on the topic covered. Outgoing correspondence to foreign government officials requesting a hard copy or electronic signature from a principal president, vice president, first lady, second gentleman, or the White House national security adviser or the director of a department (S, D, D-MR, P, C or ExecSec), and must be obtained after all relevant national office officials have given their approval. RECIPIENT ADDRESS GREETINGS La Honorable (full name) (untitled) (address) Mrs. Full Name (Full Name) Assistant or Special Assistant to the White House in Washington, DC.
To the President The Honorable (full name) Assistant (Special Assistant) to the President of (title) The White House Washington, DC Director of the Office of Management and Budget The Honorable (full name) Director of the Office of Management and Budget of Washington, DC The Vice President The White House Washington, DC THE FEDERAL JUDICIARY — U.S. UU. SPEECH BY THE RECIPIENT OF THE SUPREME COURT GREETING The Chief Justice of Washington, DC (last name) The Supreme Court The Clerk of the Supreme Court THE FEDERAL JUDICIARY - Judicial Officials ADDRESS OF THE RECIPIENT GREETING The Honourable (full name) President of the Court (full name) (name of the court) (address) The Honorable (full name) Chief Justice (or judge) U, S. Court of (name of court) (address) Clerk of (name of court; if you are from the U.S.
UU. ,. District Court, name (district) (address) The Honorable (full name) President of the Senate President pro tempore of the Senate The Honorable (full name) President pro tempore of the majority leader or minority leader in the Senate The Honorable (full name) U, S. Senate The Honourable (full name) Chairman of the Committee of (name) of the United States,.
Senate The Honourable (full name) Chairman of the Subcommittee of (name) Committee on (name) of the United States,. Senate The Honorable (full name) (address) The Honorable (full name) U, S. Senator-elect (address, if provided) or Senate office building Washington, DC 20510 Office of the late senator (full name) US, S. United States Senate Chaplain The Reverend (full name) (Senate Chaplain) Secretary of the United States Senate The Honorable (full name) Secretary of the United States Senate.
SPEECH BY THE RECIPIENT OF THE HOUSE OF REPRESENTATIVES GREET Speaker of the House of Representatives The Honorable (full name) Speaker of the House of Representatives The Honorable (full name) House of Representatives The Honorable (full name) Chairman of the Subcommittee of (full name) The Honorable (full name) Chairman of the Subcommittee of (name) Committee on (name) Representative of the House of Representatives (Washington, DC office) The Honorable (full name) U, S. Elected representative (address) or office building of the House of Representatives Washington, DC 20515 Office of a deceased representative Office of the representative of the deceased (full name) House of Representatives Chaplain of the House of Representatives The Reverend (full name) Chaplain of the House of Representatives The Honorable (full name) Secretary of the House of Representatives The Honorable (full name) Resident Commissioner of the House of Representatives of Puerto Rico The Honorable (full name) Delegate of (Guam, Virgin) Islands, Washington, DC) House of Representatives CONGRESS - Joint Committees GREET AT THE ADDRESS OF THE RECIPIENT The Honorable (full name) Chairman of the Joint Committee of the United States Congress GREET AT THE ADDRESS OF THE RECIPIENT The Honorable (full name) The Librarian of Congress (address) The Honorable (address) The Honorable (full name) Secretary of the (Department) (Department) (address) The Honorable (address) The Honorable (full name) Secretary of the (Department) (address) directed the Acting Member of the Cabinet as Secretary The Honorable (full name) Acting Secretary of (Department) (address) The Honorable (full name) Undersecretary of (Department) (address) The Honorable (full name) Undersecretary of (Department) (Department) (address) The Honorable (full name) Undersecretary of (Department) The Honorable (full name) Attorney General (address) Attorney General (address) of the District of (State) (address) Commissioner of Internal Revenue The Honorable (full name) Commissioner of the Department of Internal Revenue (address) Director of the Internal Revenue District The Honorable (full name) Commissioner of Customs Department of the Treasury (address) The Honorable (full name) Postmaster General (address) Head of a federal agency, authority or board, if he is an official, is The Honorable (full name) (title) (name of the agency) (address) Head of an important organization within a person appointed by the president The Honorable (name full) (title), (name of the organization) (name of the agency) (address) Chairman of a Commission or Board The Honorable (full name) President, (name of the commission) (address) Chairman of a Commission or Board The Honorable (full name) President, (name of the commission (address) ADDRESS OF THE RECIPIENT GREETING The Honourable (full name) US, S. Ambassador (with military rank) Full rank (full name) U, S. Non-professional Ambassador Former career U.S.
ambassador (public law 96-465, 94 Stat, 208) Personal (special) representative of the President The Honorable (full name) Personal representative of the President of the United States of America for (place) (country) (address) USA. Foreign Service official with the personal rank of Minister El Honorable (full name), Minister of the United States,. Consul General (consul, vice-consul) FOREIGN DIPLOMATIC MISSIONS IN THE UNITED STATES RECIPIENT ADDRESS GREETING Foreign Ambassador to the United States Minister (foreigner) in the United States (head of a legation) The Honorable (full name) Minister of (country) Washington, DC Acting Chargé d'Affaires (foreigner) in the United States Acting Chargé d'Affaires (foreign) in the United States with the rank of Minister The Honourable (full name)) Chargé d'affaires of (country) Washington, DC Acting Minister Counselor (foreign) in the United States The Honorable (full name) Minister Counselor Embassy of (country) Washington, DC Minister of Economic Affairs (foreign) in the United States The Honourable (full name) Minister of Economic Affairs Embassy of (country) Washington, DC RECIPIENT ADDRESS GREETING Organization without representative in the United States The (title of the official) of the (name of the organization) (address) INTERNATIONAL ORGANIZATIONS - The Organization of American States RECIPIENT ADDRESS GREETING The Honourable (full name) Secretary General of the United States Assistant Organization in Washington, DC Secretary General of the Organization of American States INTERNATIONAL ORGANIZATIONS - The United Nations Secretary General of the United Nations The Honourable (full name) Secretary General of the United Nations New York, New York Representative of the United States to the United Nations The Honourable (full name) U, S. Representative to the United Nations New York, New York Delegation to the United Nations General Staff Committee (Full Name), (service, Apr.
Delegation to the United Nations Staff Committee US, S. Mission to the United Nations (address) Principal Representative of the United States to the United Nations General Assembly The Honourable (full name) High Representative of the United States to the United Nations General Assembly New York, New York Senior Military Adviser of the United States,. Delegation to the United Nations General Assembly (full rank, full name) Senior Military Adviser US, S. Delegation to the United Nations General Assembly, New York, New York, USA.
Representative to the Economic and Social Council The Honorable (full name) U, S. Representative to the United Nations Economic and Social Council (New York, New York, USA). Representative to the United Nations Disarmament Commission The Honourable (full name) U, S. Representative to the United Nations Disarmament Commission (New York, New York, USA).
Representative on the Trusteeship Council The Honorable (full name) U, S. Representative to the United Nations Trusteeship Council New York, New York The Honorable (full name) Governor of the (state) (address) The Honorable (full name) Acting Governor of the (state) (address) The Honourable (full name) Secretary of State of the (name of the state) (address) Chief Justice of the State The Honorable (full name) Chief Justice of the State of (name of the State) (address) Attorney General of the State (name of the State) ( address) State Treasurer, Comptroller or Auditor The Honorable (full name) Treasurer of (name of the state) (address) The Honorable (full name) President of the State Senate of (name of the state) (address) The Honorable (name of the state) President of the Senate (address), House of Representatives of the State, House of Delegates or Assembly The Honorable (full name) President of the State House of Representatives of (name of the state) (address) State Representative, Assemblyman or delegate The Honorable (name of the State) full) (name of the state) House of Representatives (Assembly or House of Delegates) (address) The Honorable (full name) Mayor of (name of the city) (address) Minister, pastor or Protestant rector (with doctorate) The Reverend (full name, doctorate) (name of the church) (address) Minister, pastor or Protestant rector (without doctorate) The Reverend (full name) (name of the church) (address) Rabbi (full name, degree) (synagogue) (address) Rabbi (without doctorate) Rabbi (full name) Rabbi (full name) Rabbi (full name) Rabbi (full name) Rabbi (full name) Rabbi (full name) (synagogue) (direction) Most Reverend ( full name, doctorate) Archbishop of (archdiocese) (address) Most Reverend (full name) Bishop of (diocese) Catholic Monsignor (higher rank) The Reverend Monsignor (full name) (address) Catholic Monsignor (address) Catholic Monsignor (lower rank) The Reverend Monsignor (full name) (address) The Reverend (full name, initials of the order, if any) (address) Mother Superior of an institution The Reverend Mother Superior, (initials of the order, if used) (name of the institution) (address) (full name) (full name of the order, address) (full name of the sister, full name, address) Sister (full name, full name, order, if used) (name of the institution) (address) Brother (first name) (name of the institution) (address) Sr. Full name) Church of Jesus Christ of Latter-day Saints (address) The Most Reverend (full name, grades) Presiding Bishop of the Episcopal Church (address) The Reverend (full name, grades) Bishop of (diocese) (address) The Reverend (full name, grades) Dean of (church) (address) The Reverend (full name grades) Methodist Bishop (address) Chaplain (full name) (rank, service designation (direction) MILITARY SERVICES: Army, Air Force, General of the Marine Corps, Lieutenant General, Major or Brigadier General (full rank, full name) General, service (abbr). Full name) President (name of institution) (address) President or rector (without doctorate) Dean of a college or faculty (with doctorate) Full name, grade) School of (name of the department or school) (name of the institution) (address) Dean of a college or faculty (without doctorate) Full name) School of (name), dean (name of department or school) (name of institution) (address) Professor, associate professor (with doctorate) Professor Dr.
Full name, grade) Department of (name of Department or School) (name of institution) (address) Professor, Associate Professor (without doctorate) Professor (full name) Department of (name of Department or School) (name of institution) (address) Associate Professor, Assistant Professor Sr. (Full name) Prof. associate (or assistant). Department of (name) (name of institution) (address) Doctor of Medicine (M, D.
OR D, V, M. Full name) and Miss. (full name) (address) Dear Mrs. Surname (s) and Miss.
(last name) Mrs. Full name) and Mrs. (full name) and (full name) (address) Mmes. Full name) and (full name) (address) Ladies (full name) (full name) (address) Dear ladies (last name) and (last name) Messrs.
First name) and (full name) (address) Members (name of the organization) (address) Mr. Full name) and Associates or (Colleagues) (name of the organization) (address) Mrs. (Full name) and friends (First Grade Lothian Elementary School) (address) Mrs. Full name (s) and co-signers (address).
This same restriction has been imposed on second-class and first-class petty officer rates, allowing 16 years of service to a PO2 before achieving promotion, and 22 years of service to a first-class petty officer. However, in the modern navy, the use of miss or mister is only common in reference to junior officers or non-commissioned officers. It is also acceptable, although archaic, to address a petty officer or chief petty officer of any grade such as Mr. Smith or Miss Smith.
When combined with the petty officer level, you get the abbreviation for the petty officer fee, such as AM3 for third-class aviation structural mechanic. The term petty officer is only used in the abstract, in a general sense, when it refers to a group of non-commissioned officers of different grades or when the qualification of the petty officer is unknown. All petty officer classes (first, second and third) are given the oral name “petty officer (last name)”. To address a petty officer, one would say: petty officer Smith, Smith or sailor, these last two forms being acceptable for use by people with a fee equal to or higher than that of the petty officer.
Coast Guard NCOs wear red gallons and red service stripes at the same rate as senior NCOs, who wear gold gallons and service stripes. .
