Forms of Address
The following diagrams listed alphabetically indicate the title and forms of address for certain distinguished Americans and foreigners and are offered as ready reference for those whose official duties may involve them in writing or oral exchange with these persons.
In addition, the following general rules apply:
“His/Her Excellency” is used in addressing a foreign ambassador. It is written out on the line above his/her name, and a little to the left. Occasionally, it is abbreviated as ‘(H.E.” just before the name, but this format is less acceptable.
“The Honorable” is used in addressing American ambassadors and other high officials of the government as indicated in the following list. Once an individual receives this title, he/she retains it despite retirement from the position.
When inviting a married woman because of her position, it is appropriate to mention her name and/or title first, followed by her husband. That is, the American Ambassador and Mr. Doe. Conversely, if the invitation is extended because of his official position, use his title and/or name first, followed by hers:
The Honorable..., Secretary of Defense
and Mrs. Smith
There may be occasions in which it is desirable to use both individuals’ titles, but in general, this is cumbersome.
Married Military Woman. When a married servicewoman is invited in her official capacity to an event, the invitation should indicate her rank:
-- If her husband is a civilian:
Commander Maureen Therese Green and Mr. Green
-- If her husband is also in the military:
Commander Elizabeth Eileen Smith
Captain Timothy Daniel Smith
If, however, the invitation is being sent because of the husband’s official position, the invitation should read:
Captain Thomas Francis Jones
and Captain Shawn Claire Jones
or
Captain and Mrs. Thomas Jones
Other Forms of Address
A Navy chaplain is always addressed verbally as “Chaplain.”
Chaplain Ray Burt or Chaplain Burt
In writing or in formal announcement, he/she is addressed as:
-- Chaplain Ray Burt
Captain, U.S. Navy
(Title, if any)
-- Dear Chaplain Burt,
A Navy dentist or doctor is addressed verbally as Doctor up to and including the rank of Lieutenant Commander, He/she is addressed by rank from Commander and above. In all cases, the rank is used in writing.
Midshipman is a rank and therefore used for both males and females.
Midshipman Brian Richard Smith
Midshipman Mary Louise Taylor
Introductions
There are three basic rules to remember when introducing two individuals:
-- A man is introduced to a woman.
-- A younger adult is introduced to an older adult of the same sex.
-- An officer of lower rank is introduced to one of higher rank.
In general, most introductions go wrong when an individual is too wordy. The following
formats are best:
“Mrs. Smith – Mr. Jones” (directed to Mrs. Smith)
“General Smith – Captain W?zite” (directed to General Smith)
“Ths is Admiral Jones” spoken to Mrs. Smith, then to the Admiral, “Mrs. Smith. ”
When formal introductions are necessary (high church, military, or government officials, royalty or guest speaker) the following is appropriate:
“Mrs. White, I have the honor to present Mr. Smith”
“Admiral Jones, may Ipresent Ensign Doe”
AMERICAN DIGNITARIES
(For simplicity, the male gender is used throughout. When the official is a woman, change those parts which are italicized -- first names, Madam for Mister when preceding a title, and Mr. for Mrs. when referred to a spouse.)