Robert Hickey's Blog on How to Address US Municipal Officials (original) (raw)

ON-LINE GUIDE TO FORMS OF ADDRESS * * * BLOG: Robert HIckey Answers Questions From On-Line Users * * * VIDEO of Robert Hickey * * * About the book: HONOR & RESPECT
Abbess, Christian Orthodox Abbot, Christian Orthodox Accountant Acting Official Adjutant General Admiral, Rear Alderman Archbishop, Catholic Archbishop, Christian Orthodox Archdeacon, Episcopal Archimandrite Architect Archpriest Ambassador to the U.S. from a foreign country Ambassador of the U.S. American Indian Chief Assemblyman U.S., State / or Assemblywoman Associate Justice, U.S. Supreme Court Associate Justice of a State Supreme Court Attorney Attorney General Australian Officials Baron, Baroness British Officials, Royalty, Nobility Brother, Catholic Brother, Christian Orthodox Bishop, Catholic Bishop, Christian Orthodox Bishop, Episcopal Board Member Boy Brigadier General Canadian Officials Candidate Captain, USA, USAF, USMC Cardinal Chairman Federal Reserve Chaplain in the Armed Services Chaplain of Congress Chargé d’Affaires Chief Executive Officer Chief Judge Chief Justice, U.S. Supreme Court Chief Justice, of a State Supreme Court Chief of Police Chief of Staff Chief Operating Officer Child Clergy & Religious Officials Colonel, Kentucky Colonel, USA, USAF, or USMC Congressman, U.S. Congresswoman, U.S. Consul and or Consul General Commissioner Corporate Executive Councilman Councilwoman Counselor (Diplomat) Countess Couples Curator Dalai Lama Deacon Dean, academic Dean, clergy Deceased Persons Delegate, U.S., State Dentist Deputy Chief of Mission Deputy Marshal Designate, Elect, Pro Tempore Diplomats District Attorney Doctor of Dentistry Doctor of Medicine Doctor of Veterinary Medicine Doctor of Osteopathy Doctor, Other Disciplines Doctorate Earl Elect, Designate Pro Tempore Eminence Etiquette Excellency First, Second, Third_, etc._ First Lady, Spouse of the President of the United States First Lady, Member of Her White House Staff First Lady, Spouse of a Governor or Lt. Gov. First Lieutenant Flag Protocol Former Officials Geshe General USA, USAF, USMC Girl Governor, Lieutenant Governor, Lt., Spouse Governor, Tribal Council Governor, U.S. State Governor, U.S. State Spouse of Governor's Staff, Member of Governors, Board of Honorable, The Honourable, The Indian Chief Introductions Invitations Writing & Addressing Invitations Military: Writing & Addressing Judge of US City or US Count Judge, US Federal Junior, Senior, I, II, III, etc. Justice, Associate Federal Supreme Court Justice, Associate State Supreme Court King Knight Late, The (deceased persons) Lawyer Lieutenant Lieutenant Colonel , USA, USAF, USMC Lieutenant General, USA, USAF, USMC Lieutenant Governor Major USA, USAF, USMC Major General, USA, USAF, USMC Man, business Man, social Marquess or Marchioness Married Women Marshal for a Judicial District, U.S. Mayor of a U.S. City Medic Minister, Protestant Clergy Miss Monk, Christian Orthodox Monsignor Most Reverend, The Mother Superior Mr. Mrs. Mr. & Mrs. / Couples Ms. Name Tags Nobility, British Nobility, Other Nun, Catholic Nun, Orthodox Nurse Officer, Police Pastor, Christian Clergy Patriarch, Christian Orthodox Patriarch, Ecumenical Patriarch of Constantinople People with Two Titles Petty Officer Physician PhD Place Cards Police Chief Police Officer Pope, Catholic Pope, Coptic Postmaster General Post-Nominal Abbreviations Presbyter, Orthodox President, corporate President of College or University President of a US State Assembly President of the U.S.A. President of the U.S.A., former (President of the U.S.) Member of The White House Staff President of the U.S., spouse of President-elect of the U.S. Priest, Catholic Priest, Christian Orthodox Prime Minister Professionals & Academics Professor Pro Tempore, Elect, Designate Queen Rabbi Ranger, Texas Representative, U.S., Federal Representative, U.S., State Resident Commissioner Retired Officers Armed Servicese Reverend, The Right Reverend, The School Board Member Second Lieutenant Secretary, U.S. Department, Member of the Cabinet Secretary of Defense, U.S. Secretary General of the U.N. Senator, U.S., Federal Senator, U.S., State Senator, Canadian Senior, Junior, I, II, III, etc. Senior Judge Sergeant Sergeant at Arms Sheriff Sister, Catholic Solicitor General Speaker of the U.S. House of Representatives. Specialist Spouse of the President of the U.S. Spouse of the Vice President of the U.S. Surgeon General Texas Ranger The Honorable Tribal Officials US Federal Officials US State Officials US Municipal Officials Venerable, The Veterinarian Very Reverend, The Vice President of the U.S. Spouse of the Vice President of the U.S. Vice President-elect of the U.S. Viscount and/or Viscountess Warrant Officer Widow White House Staff Woman, business Woman, social

ON-LINE GUIDE TO FORMS OF ADDRESS * * * BLOG: Robert HIckey Answers Questions From On-Line Users * * * VIDEO of Robert Hickey * * * About the book: HONOR & RESPECT

Abbess, Christian Orthodox Abbot, Christian Orthodox Accountant Acting Official Adjutant General Admiral, Rear Alderman Archbishop, Catholic Archbishop, Christian Orthodox Archdeacon, Episcopal Archimandrite Architect Archpriest Ambassador to the U.S. from a foreign country Ambassador of the U.S. American Indian Chief Assemblyman U.S., State / or Assemblywoman Associate Justice, U.S. Supreme Court Associate Justice of a State Supreme Court Attorney Attorney General Australian Officials Baron, Baroness British Officials, Royalty, Nobility Brother, Catholic Brother, Christian Orthodox Bishop, Catholic Bishop, Christian Orthodox Bishop, Episcopal Board Member Boy Brigadier General Canadian Officials Candidate Captain, USA, USAF, USMC Cardinal Chairman Federal Reserve Chaplain in the Armed Services Chaplain of Congress Chargé d’Affaires Chief Executive Officer Chief Judge Chief Justice, U.S. Supreme Court Chief Justice, of a State Supreme Court Chief of Police Chief of Staff Chief Operating Officer Child Clergy & Religious Officials Colonel, Kentucky Colonel, USA, USAF, or USMC Congressman, U.S. Congresswoman, U.S. Consul and or Consul General Commissioner Corporate Executive Councilman Councilwoman Counselor (Diplomat) Countess Couples Curator Dalai Lama Deacon Dean, academic Dean, clergy Deceased Persons Delegate, U.S., State Dentist Deputy Chief of Mission Deputy Marshal Designate, Elect, Pro Tempore Diplomats District Attorney Doctor of Dentistry Doctor of Medicine Doctor of Veterinary Medicine Doctor of Osteopathy Doctor, Other Disciplines Doctorate Earl Elect, Designate Pro Tempore Eminence Etiquette Excellency First, Second, Third_, etc._ First Lady, Spouse of the President of the United States First Lady, Member of Her White House Staff First Lady, Spouse of a Governor or Lt. Gov. First Lieutenant Flag Protocol Former Officials Geshe General USA, USAF, USMC Girl Governor, Lieutenant Governor, Lt., Spouse Governor, Tribal Council Governor, U.S. State Governor, U.S. State Spouse of Governor's Staff, Member of Governors, Board of Honorable, The Honourable, The Indian Chief Introductions Invitations Writing & Addressing Invitations Military: Writing & Addressing Judge of US City or US Count Judge, US Federal Junior, Senior, I, II, III, etc. Justice, Associate Federal Supreme Court Justice, Associate State Supreme Court King Knight Late, The (deceased persons) Lawyer Lieutenant Lieutenant Colonel , USA, USAF, USMC Lieutenant General, USA, USAF, USMC Lieutenant Governor Major USA, USAF, USMC Major General, USA, USAF, USMC Man, business Man, social Marquess or Marchioness Married Women Marshal for a Judicial District, U.S. Mayor of a U.S. City Medic Minister, Protestant Clergy Miss Monk, Christian Orthodox Monsignor Most Reverend, The Mother Superior Mr. Mrs. Mr. & Mrs. / Couples Ms. Name Tags Nobility, British Nobility, Other Nun, Catholic Nun, Orthodox Nurse Officer, Police Pastor, Christian Clergy Patriarch, Christian Orthodox Patriarch, Ecumenical Patriarch of Constantinople People with Two Titles Petty Officer Physician PhD Place Cards Police Chief Police Officer Pope, Catholic Pope, Coptic Postmaster General Post-Nominal Abbreviations Presbyter, Orthodox President, corporate President of College or University President of a US State Assembly President of the U.S.A. President of the U.S.A., former (President of the U.S.) Member of The White House Staff President of the U.S., spouse of President-elect of the U.S. Priest, Catholic Priest, Christian Orthodox Prime Minister Professionals & Academics Professor Pro Tempore, Elect, Designate Queen Rabbi Ranger, Texas Representative, U.S., Federal Representative, U.S., State Resident Commissioner Retired Officers Armed Servicese Reverend, The Right Reverend, The School Board Member Second Lieutenant Secretary, U.S. Department, Member of the Cabinet Secretary of Defense, U.S. Secretary General of the U.N. Senator, U.S., Federal Senator, U.S., State Senator, Canadian Senior, Junior, I, II, III, etc. Senior Judge Sergeant Sergeant at Arms Sheriff Sister, Catholic Solicitor General Speaker of the U.S. House of Representatives. Specialist Spouse of the President of the U.S. Spouse of the Vice President of the U.S. Surgeon General Texas Ranger The Honorable Tribal Officials US Federal Officials US State Officials US Municipal Officials Venerable, The Veterinarian Very Reverend, The Vice President of the U.S. Spouse of the Vice President of the U.S. Vice President-elect of the U.S. Viscount and/or Viscountess Warrant Officer Widow White House Staff Woman, business Woman, social

How to Address / Forms of AddressU.S. County& Municipal OfficialsQuestions & Answers, Frequently Asked Questions, and BlogSite updated by Robert Hickey on May 8, 2011
How to Address a Letter to a Mayor? How to Address a Letter to a Mayor and City Council? How to Address a Letter to a Mayor & Spouse? How to Address a Letter to a City Council Member? How to Address a Letter to a Committeeman? How to Address a Clerk of a Council Member? How to Address a City Manager? How to Address an Acting County Administrator? How to Address a Member of the School Board? How to Address Municipal Officials? How to Address an Local Officials & Political Party Officials? How to Address a Retired Police Officer or Fire Fighter? How to List an Elected Official in a Program?
Looking for Joint Forms of Address? (Two Names in the Address)Link to Q&A just on Joint Forms of Address How Do I Address a Former (Non-Military) Official?Link to Q&A just on *Former Officials (e.g.,* government, non-military)** All about The HonorableLink to Q&A just on officials in the U.S. addressed as The Honorable How to Address City Manager? I was wondering if you could assist me with something? I have a new City Manager of the City of Montgomery, coming in to visit our company this Friday. Would he be "The Honorable"? If I was to put his title on an agenda how would I format it, possibly as I have stated below? The Honorable Edvin Perez Montgomery City Manager _-- Shelby in Aerospace_Dear Shelby: City managers are NOT "The Honorable" ... because they have their position because they were hired/appointed by the elected body ... the city council. Only the elected officials get "The Honorable" So address him as Mr. Edvin Perez Montgomery City Manager -- Robert Hickey How to Address Local Officials and Political Party Officers? We are mailing formal invitations to a local charitable event, and there is some disagreement on use of “The Honorable.” Do the following get "The Honorable": Local officials such as Commissioners - ? Local political party chairpersons - ? _-- TEW in Nevada_Dear TEW: Local political party chairpersons ... no Local officials .... if elected ... yes Local officials .... if appointed ... no -- Robert Hickey How to Address a Committeeman? How would you address (letter and envelope) to a Union NJ Committeeman? ~ Kathleen P. McK. Dear Ms. McK.: In my book I have a form for a member of a city our county council. I give much more in my book of course -- and only cover some of the basics here on-line. In the salutation Mr./Ms. (Surname): would be the most formal .... but it would not be incorrect to use Dear Committeeman (Surname): *-- Robert Hickey*
How Do I Address People Who Work for the City but Were Not Elected?Dear Mr. Hickey:I will be addressing envelopes to municipal officials and would like to do that correctly. Please tell me how to address the administrator of utilities or engineer for the municipality. Thanks much. _--- Vicki Cassidy_Dear Ms. Cassidy: Anyone who is appointed or simply hired for their job -- which (I am assuming) includes an engineer or administrator -- is addressed as: Mr./Ms./Dr./whatever (full name) (Title of office held) Address Only elected officials and judges are addressed as "the Honorable" -- Robert HickeyHow To Address an Acting County Administrator? What is the proper form of address in a letter to an Acting County Administrator? It is an appointed (un-elected) position. Also, should the salutation be Dear Madame Administrator, Dear Madame Acting Administrator, Dear Ms. Administrator or what? -- Beverly Shaw, Russell City, CaliforniaDear Ms. Shaw: I cover this on page 200 in my book, but here is the quick answer. This appointed official is most formally addressed: Ms. (Name) and identified by her position: Acting County Administrator Acting officials don't get to use the honorifics of an office ... they are just identified as "the acting." E.g., an acting governor is not addressed as Governor (Name). I would not use Madame Administrator in any context. I don't think I've ever encountered a County/City Administrator, County/City Manager, or County/City Board Member who used their office as their honorific. Sometimes a Chairman of a Board or Council is addressed as Chairman (name) in the context of their duties ... but it's more situational -- for clarity -- than official. And yes ... Commissioners do tend to be addressed as Mr./Madame Commissioner and Commissioner (name). So, back to your official. On an envelope and address block write: Ms. (Full Name) Acting County Administrator Address And in the salutation write: Dear Ms. (surname) -- Robert HickeyHow to Address the Mayor and City Council? What is the proper salutation when addressing a Mayor and multiple city council members in the same letter? Do I write? Honorable John Smith and Athens City Council Members OR Mayor John Smith and Athens City Council Members.Then as a salutation: Dear Mayor Smith and Athens City Council Members? I have to have the letter for signature in the morning, and it's my first day on the job. -- Thank you, Tonyalee in AthensDear Tonyalee: It would be best to address a letter to actual officials rather than addressing one by name and the others by their office. I'd prefer you address it to the Mayor (by name) and find out the names of the members of the City Council so you could use them. BUT trying to answer what you've asked with the info you provide .... Here's a nice optionENVELOPE and ADDRESS BLOCK on the letter The Honorable John Smith, Mayor of Athens and Members of the Athens City Council Athens City Hall 301 College Avenue Athens, State, ZIP Note: For symmetry, Athens mentioned in both name/titlesSALUTATION Dear Mayor Smith and Members of the City Council: Note: For symmetry, Athens mentioned in neither _-- Robert Hickey_Hi Robert, Well, I finally got the word to send out those letters with the Mayoral and City Council Members salutation. The best part of the story, is that my boss came to me to ask if I was sure I had the proper salutations? And of course, I gave her a very broad smile, and as I printed out your answer, I explained how wonderful you were to reply to my email. Of course she was delighted with me....and you! She took the printout and I assume went to her boss with the backup proof. The letters were sent on Thursday. Thank you! Tonyalee How to Address a City Council Member? I am sending a letter to each City Councilmen individually not as a group. How do I address Sue Smith, who is a member of the City Council?? -- Kitty Anderson, Jacksonville, FloridaDear Ms. Anderson: Anyone in the US who is elected to public office is addressed as the Honorable. Members of the a city council are usually most formally addressed as Mr./Ms./etc. ... but are frequently addressed as Councilman (name), or in Jacksonville they use Council Member (name). So a letter would be: The Honorable Sue Smith Member, Jacksonville City Council 117 West Duval St., Suite 425 Jacksonville, FL 32202 Salutation would be: Dear Council Member Smith: -- Robert HickeyHow to Address a Retired Police Officer or Fire Fighter? How would you address a retired county or municipal police officer or fire fighter? Would you follow the same rules as one would with retired armed services officials since many public safety organizations are para-military and follow a similar rank structure as our armed services? Would it be proper to use LAPD Captain Robert Esposito, (Retired) -- ALRDear ALR, If a police officer in the police or fire department wants to continue using his/her rank it's totally at his/her preference. In speaking to some Police organizations they tell me that sometimes retired officials DO use their ranks in the context of "being a retired officer" (e.g., at a retired officer's meeting) ... and they may use is socially among friends and family. But if they take another job they DON'T use their rank in a civilian work situation. This is the same as the armed services which prohibit retired personnel from using ranks or ratings at another form of work. You can't have a retired Air Force officer now working for Boeing, selling planes to the Air Force and wanting to be addressed by rank! And detectives often don't use their rank at any time not wanting to draw attention to their work. In terms of style, the name would be written on official documents like this Captain Robert Esposito, LAPD Retired or Captain Robert Esposito, LAPD Ret. These are the forms all the style manuals use for official mail. Neither "LAPD" nor the "Retired" is noted on social correspondence. -- Robert HickeyHow to List an Elected Official in a Program? How does one list the governor or the mayor in a program for an event at which they will be speaking. I found the forms of address in you book, but just not sure if that's what I should use on a program? -- Susan in HonoluluDear Susan: Use this formula: 1) list by name 2) identify by office(Program) Welcome Remarks The Honorable Linda Lingle, Governor of the State of Hawaii The Honorable Mufi Hannemann, Mayor of the City and County of Honolulu _-- Robert Hickey_Robert, I don't think it's necessary to list their offices. Everyone will know who they are. O.K? -- Susan in HonoluluDear Susan: You are right, sometimes offices are not included because those present may know who Linda Lingle and Mufi Hanneman are. But programs also serve as keepsakes and as a record of the event. Often to include / not to include offices, date, year, and location are made with posterity in mind. How to Address the Clerk of a City Council? I am sending our Annual Report to the Clerks of the City Councils of the surrounding cities. How would I address the envelope and the greeting in the letter? _-- Janine Steele_Dear Ms. Steele: Usually clerks are appointed. If they are appointed ... then on the envelope they are: Mr./Ms. (full name) Clerk of (insert the name of the body here) (Address) and the salutation is: Dear Mr./Ms. (surname): -- Robert Hickey How to Address a Member of a School Board? When addressing a letter or writing a salutation of a letter, is a member of school board addressed as “The Honorable”? _-- P. Green_Dear P. Green: School boards -- if elected -- are technically eligible, but whether they do or don’t is by local tradition: Where I grew up in Arlington, Virginia the school boare doesn't use "The Honorable" .... I now live in New York City where they do. Call your school board and find out what's the tradition in your town. -- Robert Hickey How to Address a Letter to The Mayor? Dear Mr. Hickey: I need to write a letter to our Mayor. How do I address the envelope? When I met him I called him Mayor Neville, which is what everyone calls him. --- Renee Montgomery Dear Ms. Montgomery: In conversation, either Mr. Mayor or Mayor (surname) is good. Mr. Mayor is the more formal option since using just the title of an office is always the most formal. Address the envelope line-for-line like this: The Honorable (full name) Mayor of (city) Address Open the letter with the salutation: Dear Mr. Mayor: Or as I mentioned, a slightly less formal option would be: Dear Mayor (surname): Close the letter with: Sincerely, Renee Montogomery -- Robert HickeyHow to Address an Envelope to a Mayor and His Wife? How does one address the envelope of an invitation to the mayor of a city and his wife? -- Susan HensleyDear Ms. Hensley: I cover how to all sorts of elected officials and their spouses in Chapter Nine: Joint Forms of Address. You didn't tell me the names ... so depending those ... there are several options. If she uses "Mrs." and uses the same last name ... then traditionally her first name does not appear: The Honorable William Stanton and Mrs. Stanton (Address) This is the form the White House would use for a married couple using the same last name. The rule is not to break up "The Honorable" from "(name)" What you want to avoid is: The Honorable and Mrs. William Stanton (Address) If she uses a different last name, then her first name does appear, e.g.: The Honorable Alan Greenspan and Ms. Andrea Mitchell (Address) If she has her own rank, courtesy title, or some special honorific, then her first name does appear: The Honorable William Stanton and Lieutenant Linda Stanton (Address) The Honorable William Stanton and Dr. Linda Stanton (Address) The Honorable William Stanton and the Reverend Linda Stanton (Address) Probably more answer than you wanted ... but I hope that is useful. -- Robert Hickey
Not Finding Your Question Answered?Below are other topics covered in my blog. If you don't see your question answered send me an e-mail. I am pretty fast at sending a reply and if I think It would be of interest to others, I will post the question and the answer with all the names and personal specifics removed. -- Robert HickeyUSE OF NAMES & HONORIFICS Mr., Miss, Jr., III, & Names Married Women Deceased Persons People with Two Titles Post-Nominal Abbreviations and Initials Joint Forms of Address (How do you write two names?) USE OF SPECIFIC OFFICIAL TITLES Former Officials Professionals and Academics United States Federal Officials United States State Officials United States Municipal Officials All About *The Honorable* with U.S. Officials *Former* United States Officials United States Armed Services Retired U.S. Armed Service Officers Tribal Officials Clergy and Religious Officials Canadian Officials Australian Officials British Officials, Royalty, and Nobility Diplomats and International Representatives Foreign National Officials and Nobility SPECIFIC SITUATIONS Etiquette Flags: Traditions and Protocol Introductions Invitations: Writing & Addressing Invitations: Just Armed Service Personnel Name Tags Names on Programs, Signs, & Lists Place Cards Precedence: Ordering Officials Thank You Notes Site updated by Robert Hickey on May 8, 2011
Back to Main Page of the Robert Hickey's BLOG Robert Hickey is the author of *Honor & Respect: The Official Guide to Names, Titles, and Forms of Address*_Published by The Protocol School of Washington®Foreword by Pamela Eyring_Copyright © 2011 Robert Hickey. All Rights Reserved.Book Photo: Marc Goodman.
All information on www.formsofaddress.info is copyright © 2011 by Robert Hickey.The Protocol School of Washington® is registered in the U.S. Patent and Trademark Office.Honor & Respect is dedicated to Dorothea Johnson, Founder of The Protocol School of Washington®