How To Write A Letter For Road Construction?

How To Write A Letter For Road Construction
When writing a cover letter for a road construction job, these are some of the essential things to include in your letter: Address the employer with a formal salutation. For example, ‘Dear/Hello (name of the recipient or hiring manager).’

How do I write a letter to the chairman of municipality?

Letter to the chairman of municipality complaining of the poor sanitary condition of the locality Write a Letter to the chairman of municipality complaining of the poor sanitary condition of the locality.

19 January 2022 To, The chairman,

Municipality, Deharadun Subject: – Complaint against poor sanitary condition of the locality. Respected Sir, I am writing this letter to draw your kind attention towards the poor sanitary condition in our locality. The condition of hygiene in our locality is becoming worst day by day.

The safayi karmcharis and kachrewala are not doing their work properly. They are irregular at work and also not punctual. There is garbage hips on each side of the roads, which smells bad. Plastic bottles carry bags and other household waste is thrown over the roads. No one is taking responsibility for cleaning the locality.

We have made lot of requests for cleaning the zone but no one is paying attention to it. I request to you sir please look into the matter, so that our locality will become clean and hygienic. Thanking you. Yours truly, Abhay Thakur. Updated: January 24, 2022 — 12:07 pm report this ad : Letter to the chairman of municipality complaining of the poor sanitary condition of the locality

How do I write a letter to the local government chairman about the bad road?

Letter to local government chairman.868, Lucknow. November 21, 2021. Mr Adil, Chairman, Lucknow. Subject – Bad roads in our area. Sir, I am a resident of Hazratganj, Lucknow. The roads in my area of residence are in very bad condition. There are a lot of potholes that hinders the movement of vehicles and passersby.

How do I write a letter to Municipal Corporation for road repair?

Letter to Municipal Corporation for Road Repair – To the Municipal Corporation Dear Sir/Madam, With all due respect I am writing this letter to inform you about the road’s situation in our town. Recently, the residents of Muslim Town have been facing much difficulty due to the broken, and damaged road network.

  • In the evening, when people return from their offices, and children return from academies, and their tuition the scene gets very upsetting.
  • It is impossible to hear your own voice through the noise.
  • Horns blare from every corner, and the traffic takes hours to clear up because of the damaged road network.

Two days back an old man fell into a pothole that has formed on the road side. It is difficult to walk in the town because of these potholes, and this matter needs be to paid attention to, and resolved as soon as possible. I hope you will acknowledge the town’s situation and repair the roads instantly.

How do I write a letter on poor road conditions?

Letter to the Editor of a daily about the poor and pathetic condition of roads Letter to the Editor of a daily about the poor and pathetic condition of roads Shahdara

New DelhiJanuary 15, 2022The EditorThe Hindustan TimesNew DelhiSubject: Poor Condition of RoadsSir, I would like to draw attention of the authority regarding the poor condition of the roads in our locality through the column of your esteemed daily.

In our locality, there are many potholes on the roads. The vehicles have to halt after some seconds to adjust with the road. So, people cannot drive their vehicles smoothly which causes several accidents. During rainy season, this situation has got worst as people cannot find safe way to move ahead while driving and their vehicles get stuck in the potholes.

How can I write a letter to Panchayat for road construction?

155 – A Green Enclave Nihari Village March 20, 2019 The Pradhan/Sarpanch Nihari Village Panchayat City Subject: Inconvenience Caused By Poor Road Condition Sir: I am writing to your good-self to bring to your attention the inconvenience being faced by the residents of the village.

The road in our village had been laid many years ago. In the intervening years much of the road has been badly damaged owing to construction work, laying of new sewage and water-supply pipes. We wrote many letters requesting the concerned authorities but to no avail. Owing to the poor conditions of roads, everyday there is a mishap of some sort.

During the rains, the situation becomes the worst. Vehicles get stuck miserably in the mud. I on behalf of the residents of the area appeal to you to relieve us of the inconvenience we have been facing for so many weeks. Our children, elderly, and other people are getting hurt every day, not to mention the harassment we are constantly facing.

How do I complain about road construction?

This article shows you how to write a Complaint Letter for Road Repair, Refer to the example whenever you are asked to compose an editorial letter on this topic. You can also read Complaint Letter for Washing Machine, You are Mukesh Maheshwari. As a concerned citizen, write a letter to the Municipal Corporation of your locality, complaining about the bad condition of roads in your area.

Ans:- D-16/16, Lajpat Nagar-II New Delhi February 29, 2020 The Municipal Corporation Lajpat Nagar New Delhi Subject Bad Condition of Roads Sir, I would like to draw your kind attention towards the pathetic state of roads in our area. For the last four months, the road has been almost impassable. We have made several complaints, but no action has been taken.

This segment was dug up 3 months before for some pipeline work. The road was not patched properly and a rough and uneven layer of concrete was dumped on these segments which made it extremely hard to drive on these segments. The surface of the road was also broken by heavy rains which have created the craters, making the journey even worse.

  1. Most of the vehicles keep avoiding these concrete patches and stick to one side of the road resulting in slow-moving traffic.
  2. During the rains, the road gets easily flooded.
  3. This road serves a large number of houses in this area.
  4. There is a lot of traffic on the road at any time of the day.
  5. So; I request you to take an immediate step to repair the roads.

Thanking you Yours sincerely Mukesh Maheshwari

How do you write a formal letter to a Municipal Corporation?

Dear Sir, We, the residents of (Place) would like to draw your kind attention towards the poor upkeep of roads and lights in our region. The streets in our region have not been repaired for quite a while.

How do I start a formal letter?

Beginning and ending your letter – Beginning: Most formal letters will start with ‘Dear’ before the name of the person that you are writing to. You can choose to use first name and surname, or and surname. However, if you don’t know the name of the person you are writing to, you must use ‘Dear Sir or Madam,’.

If you used someone’s name at the start, end with ‘Yours sincerely,’ If you used ‘Dear Sir or Madam’ instead, end with ‘Yours faithfully,’

Again, whichever way you need to end your letter, it must be followed with a comma, The main part of your letter must be divided into paragraphs. Make sure that each new point you make is given a separate paragraph (bearing in mind that each point is likely to include several sentences).

  1. Ensure you remain firmly focused on the overall purpose of your writing.
  2. Step 1 : Write down the overall purpose of your letter – what is the reason for your writing? What are you aiming to do? What outcome do you want? Step 2 : Bullet point the main points you want to make (writing down any key words you might want to use).

These may eventually be what you say in each paragraph. For example:

Writing to apply for position, making clear I’m attaching my CV for consideration Summary of why I’m suitable for role: hardworking, skilled, dedicated, team-player Invite them to get in touch if they have any questions or would like further details

Step 3 : Make a note of how you are going to begin and end your letter – do you have the recipient’s name? If so, remind yourself that you need to end the letter with ‘Yours sincerely,’. If not, remind yourself that you need to end with ‘Yours faithfully,’.

Step 4 : Draft your letter, thinking about where you are placing your addresses and date. Make sure that you have been clear and remained professional and formal throughout, editing where necessary. Step 5 : Proofread your letter, checking your spelling, punctuation and grammar for any mistakes. Practice your planning skills : Plan a formal letter to your headteacher, requesting a change to your school uniform policy.

Think about the overall purpose of your letter and the points that you are going to make to outline the need for this change. Once you have planned this, have a go at writing it up in full, focusing on your formal tone and vocabulary whilst keeping your points clear and precise.

How do you write road safety?

Road safety is the prevention and protection of road accidents by using all the road safety measures. It is to secure people while traveling on the roads. It is to make safe all the road users such as pedestrians, two-wheelers, four-wheelers, multi-wheelers, and other transport vehicle users.

  1. Practicing road safety measures is very good and safe to all people all through the life.
  2. Everyone should respect others while driving or walking on the road and take care of their safety.
  3. People safety on the road is one of the most important aspects in order to avoid road side accidents, injury, and death.

We can judge the importance of road safety on the basis of national statistical data about total reported accidents and death. Almost 42% cases involve pedestrians and one way road users. There are various methods of creating awareness among common public such as seminars, workshops, students education by adding basic road-safety lessons to syllabus, make people aware about green cross code means stop, look, listen, think and then cross, learning of traffic lights, understanding of road signs, etc.

How do I write a letter of complaint?

Always try to resolve a problem with a business before seeking help from a consumer protection agency. You can do this by speaking directly with the salesperson or manager or if this fails, by writing a complaint letter. When writing a complaint letter you should:

describe your problem and the outcome you want include key dates, such as when you purchased the goods or services and when the problem occurred identify what action you’ve already taken to fix the problem and what you will do if you and the seller cannot resolve the problem ask for a response within a reasonable time attach a copy of any supporting relevant documentation such as a receipt or invoice.

Use this tool to develop a complaint letter that you can print or email to the business. You can vary it to fit your particular problem. Write a complaint letter Below is an example of a complaint letter: Dear Manager RE: COMPLAINT ABOUT FAULTY TELEVISION CABINET PURCHASED AT CABINET WORLD ON 15 DECEMBER 2016 I am unhappy with the quality of a television cabinet I bought at 5 Street on 15 December and I am writing to seek a replacement.

The cabinet doors do not open and shut properly and the stain on the cabinet is uneven, with one half darker than the other. The cabinet was delivered on 30 December and I noticed this problem as soon as I unpacked it from the box. The cabinet is not of acceptable quality and does not match the sample cabinet I was shown in store.

I would like you to replace it with one of the same quality and finish as the sample and arrange for return of the faulty cabinet at no cost. I have attached a photocopy of my receipt as proof of purchase. I would like to have this problem fixed quickly please.

How do I write an application for a building construction?

Leave Application for Construction of House – Dear sir! Our house is under construction nowadays, and my father has an urgent workday, and he has to go outside the city, and I am his only son, so I need to be available at a construction site in his absence. Kindly grant me leave for one day. I will be very grateful to you. Yours sincerely, Xyz

How do I write a letter to my local council?

It can help to break the letter down into three parts: a beginning that explains why you are writing a middle section that gives detail and facts an end section that says what action you expect and when you expect to get a reply. with you. State your case simply and clearly. Stick to the facts.

How do you start a formal letter to a chairman?

To Local Government Chairman 12/2/20, Dear Sir/Ma’ma, Requesting for urgent amenities. I am delighted to submit this letter to my Honorable Chairman. The purpose of this letter is to propose an urgently needed good road network as well as the construction of a hospital in our community.

  1. Our community faces significant obstacles due to poor road conditions; our farmer finds it difficult to get their farm’s products to an urban market.
  2. A substandard road caused numerous accidents, resulting in significant losses for many farms.
  3. Further more, we also requested an urgent hospital because a community without a hospital can be called a community without a future, many of our people deserved to have access to a better life, many untimely diseases have killed many as a result of using traditional herbs.

Finally, we pleaded with you to take immediate action to fulfil our request because health is riches. yours sincerely Vansh

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How do you address a letter to a municipality?

I have given another municipality chairman application writing format for you. – Application Format no.02 To The Chairman Sub: Sir, I, on behalf of the residents of of word number draw your attention to in your entire municipal area. I, therefore, request you to take proper steps to improve immediately in the entire municipality.

How do you address a chairperson in a letter?

5 FAH-1 H-420 PREPARING LETTERS (CT:CH-50; 03-23-2018) (Office of Origin: S/ES-S) 5 FAH-1 H-421 GENERAL (CT:CH-11; 05-18-2005) a. Prepare letters in 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 InfoLink website for guidelines for letters prepared for the Secretary, other Department principals and the President and Vice President.b.

Use the various features available with word processing software, e.g., preformatted glossary (macro/template), to prepare letters, provided the results are in accordance with the guidelines in this chapter.5 FAH-1 H-422 STATIONERY (CT:CH-30; 10-07-2013) a. Use the Department of State official letterhead stationery for official business only (see 5 FAM 200).b.

Order Department or post letterhead stationery from the GSA Supply Catalog, or request copies from the administrative office supply center in the appropriate organization. All stationery must conform to the standards in 5 FAH-7, Graphics Standards Handbook.c.

  1. Use standard 8 1/2″ by 11″ Department of State letterhead for the first page of all letters, except those prepared on special stationery for the signature of seventh-floor principals and Assistant Secretaries.d.
  2. At post, place the name of the post two lines below the letterhead.e.
  3. For succeeding pages use 8 1/2″ by 11″ white bond paper.5 FAH-1 H-423 REWRITES (TL:CH-4; 07-31-2002) a.

When a letter is completely rewritten, mark diagonally through the record copy of the original letter. Staple the old original to the record copy of the new letter if it has record value (significant changes in text, clearances that are not repeated on the rewritten file copy, or instructions for rewriting).

  • If corrections are on the original instead of the file copy, also keep the original.
  • Place the same drafting information on the new letter that was on the old letter.
  • Directly below this line, show the second author’s drafting information preceded by “Rewritten:.” b.
  • When a letter is prepared in another office to change the signature only, enter the word “Retyped:” on the line immediately below the identification line, followed by the office symbol, preparer’s initials, and date.

Include this information on the last page of the official record copy (see 5 FAH-1 Exhibit H-424),5 FAH-1 H-424 FORMATTING LETTERS 5 FAH-1 H-424.1 Margins (TL:CH-4; 07-31-2002) Allow at least one inch of space on letters for side, top, and bottom margins on all pages.

If necessary, adjust margins so that the letter presents a well-balanced appearance. Keep hyphenation to a minimum and do not hyphenate a word at the end of the last line of text on a page.5 FAH-1 H-424.2 Date (CT:CH-30; 10-07-2013) a. Include the date only if the letter will be signed the day it is prepared.

Omit the date if the letter will be dispatched through A/GIS/IPS or post communications center.b. Place the date four lines below the Department or post letterhead. In the Department, align the date with the “W” in Washington, DC. At post, align it flush with the first letter in the printed letterhead.

  • Spell out the month followed by the day and year in numerals.5 FAH-1 H-424.3 Page Number (TL:CH-4; 07-31-2002) On succeeding pages allow a one inch top margin.
  • Center the page number two to four lines below the top margin (e.g., -2-), depending on the length, in Arabic numbers.
  • Continue the text at least three lines below the page number.5 FAH-1 H-424.4 Inside Address (CT:CH-30; 10-07-2013) a.

Enter the address two to four lines below the date (depending on the length of the letter) flush with the left margin.b. Limit the address to five lines single-spaced, flush with the left margin. Do not use punctuation, except with common abbreviations.

  1. Eep lines less than four inches long and indent carryover lines four spaces from the left margin.c.
  2. The town or city and state or country must appear on the same line.
  3. Spell out the town or city and State and country.
  4. Use the 9-digit zip code, if available.
  5. Include at least the 5-digit zip code for all addresses in the United States.d.

Do not use an “Attention” line (use on envelopes only) or “Subject” line (include subject in opening sentence) on letters.5 FAH-1 H-424.5 Salutation (TL:CH-4; 07-31-2002) a. Use the addressee’s title of preference (e.g., Dr., Mrs., etc.).b. Enter salutation, followed by a colon flush with left margin, two lines below the last line of the address.

The relationship of signing officer and addressee, as well as the subject matter will determine the proper salutation. If the title is unknown, use “Mr. or “Ms.” (see 5 FAH-1 Exhibit H-426),5 FAH-1 H-424.6 Text (CT:CH-30; 10-07-2013) a. Begin text two lines below the salutation. Single-space the entire body of the letter and double-space between paragraphs.

Double-space the text in letters with fewer than 8 lines (see 5 FAH-1 Exhibit 424.6),b. Prepare the letter in block style (flush with the left margin). Allow at least two lines of a paragraph at the end of a page and at least two or more lines to carry over to succeeding page(s).c.

  • Avoid subdividing paragraphs.
  • However, if numbering or subdivision is necessary, indent each subentry and align with the first letter of text in the previous entry.
  • Example: I.
  • Forward A.
  • Introduction 1.
  • Chapter a.
  • Section d.
  • Quoted text of two lines or less becomes a part of the paragraph.
  • Use both double and single quotation marks.

Example: The regulation clearly states “.ambiguous reference such as herein, above, below and the like must not be used. Quoted text of more than two lines must be indented five spaces from the left and right margins and is not to be enclosed in quotes.e.

  1. Do not hyphenate a word at the end of a page.f.
  2. Begin text on succeeding pages at least two lines below the page number (see 5 FAH-1 Exhibit H-424),5 FAH-1 H-424.7 Complimentary Closing (TL:CH-4; 07-31-2002) a.
  3. Enter the complimentary close double-spaced below the last line of text.
  4. In the Department, align the closing with the date or the “W” in Washington, DC on the letterhead.

At post, align the complimentary close with the first letter in the printed letterhead two lines below the last line of text. Use “Sincerely,” unless the signing officer prefers a more formal closing (i.e., “Very truly yours”).b. The relationship of the signing officer and addressee, the nature of the letter, and the personal preference of the signing officer will determine if a more formal complimentary close is necessary.5 FAH-1 H-424.8 Signature Block (CT:CH-30; 10-07-2013) Enter the signing officer’s name four to six lines below and flush with the complimentary close.

Add the title on the next line, directly below the name. If the title requires a carryover line, indent it four spaces. Do not exceed four lines in a signature block.5 FAH-1 H-424.9 Replying for a Principal Officer (CT:CH-30; 10-07-2013) When answering a letter on behalf of the Secretary or a principal officer, do not use a subscription.

Begin the letter with an appropriate phrase, such as “Secretary Doe has asked me to reply.”, The Ambassador appreciated your letter of.”, “In the absence of the Secretary.”, etc.5 FAH-1 H-424.10 Enclosures (CT:CH-30; 10-07-2013) a. Indicate that material is enclosed with the letter by placing the word “Enclosure(s):” flush with the left margin at least two lines below the signature block.b.

  1. Assemble, number, and list each enclosure in the order mentioned in the letter in as few words as possible.
  2. Use common abbreviations.
  3. Single space and number two or more enclosures consecutively (do not number a single enclosure) directly below “Enclosure(s):” flush with the left margin.
  4. Indent any carryover lines 2 spaces from the left margin (see 5 FAH-1 Exhibit H-424),

Example: Enclosures: 1. Management Survey 2. List of Questions and Answers for Participants c. If more space is needed to list enclosures, enter the notation “For enclosures, see following page” in place of the enclosure heading. On a separate numbered page, list all enclosures below the heading “Enclosures:” flush with the left margin.d.

  1. Identify each enclosure with a number in the upper right corner of the first page (Example: “Enclosure No.1,” “Enclosure No.2,” etc.).e.
  2. If the enclosure is classified or administratively controlled (SBU), follow the instructions in 5 FAH-1 H-413,
  3. Be sure that the overall classification or control designation on the letter is at least equal to the marking on the enclosure.f.

If only the enclosure is classified, add the inscription “Unclassified When Separated From Classified Enclosure(s)” directly below the classification at the bottom of all the pages.g. Include a copy of the enclosure(s) that is not already a part of the record with the official record copy.

Enclosures that are not a part of the official record copy must be properly identified for easy retrieval from the central records.5 FAH-1 H-424.11 Copies and Distribution 5 FAH-1 H-424.11-1 Copies (TL:CH-4; 07-31-2002) a. Keep copies to a minimum and provide information copies on a need-to-know basis.

Always include an official record copy (with drafting information and original clearance signatures) for quick and easy retrieval.b. Follow specific Department (front office) or post procedures for the type and number of office copies.5 FAH-1 H-424.11-2 Distribution (TL:CH-4; 07-31-2002) a.

  1. When sending copies of letters to other than the addressee and the addressee is aware of the copies furnished, indicate this distribution by placing “cc:” flush with the left margin, two lines below the signing officer’s name or title or preceding notation.
  2. If the addressee is not aware, indicate “blind copy” as bc” on file copies only.) b.

Directly below “cc” list the addressees, single-spaced, flush with the left margin. Place a check mark (or use a felt-tip highlighter) indicating the addressee on each information copy.c. When informing the addressee that a copy of the letter is being sent elsewhere, include a statement to this effect in the text.

Example: “A copy of this letter is being sent to Mr. John Doe of the Department of Agriculture for his information.” 5 FAH-1 H-424.12 Drafting and Clearance Information 5 FAH-1 H-424.12-1 Drafting Information (TL:CH-4; 07-31-2002) a. Enter drafting information only on the official record copy and other file copies or information copies retained in the Department or post.

Place drafting information on the last page of text, two lines below the signature block, flush with the left margin. A separate drafting page (see 5 FAH-1 H-424.12-3 ) may also be used.b. Identify drafter by office symbol, initials and last name; preparer’s initials (if prepared by other than drafter); telephone extension; and date prepared.

The drafting officer must initial the record copy in ink.c. Identify more than one author or a slightly revised version of a letter by placing the second author’s initials and last name immediately following the first author’s name, separated by a semicolon.5 FAH-1 H-424.12-2 Clearance Information (CT:CH-14; 03-28-2007) a.

Clear correspondence prepared in the Department according to clearance procedures in 2 FAM 1200.b. Drafters at post must obtain local clearances appropriate to the subject matter. If policy matters are involved, send the original and one copy to the appropriate Department office with a cover memorandum.

  • After clearance, the clearing office transmits the original to the addressee and sends one copy to A/GIS/IPS.
  • NOTE: Do not show clearances on copies going outside the Department or post.c.
  • Enter the word “Clearances:” near the center at the bottom of the last page of the official record copy or opposite the drafting information on a separate drafting page (see 5 FAH-1 H-424.12-3 ).

List directly below, single-spaced and flush with the word “Clearances,” the appropriate office symbol, initials, and last name of each clearing officer.d. The clearing officer must initial in ink. In cases where the drafting officer clears the letter in draft, substance, or by telephone, include this information after clearing officer’s printed name.

The drafting officer initials in ink after the printed symbol and name.5 FAH-1 H-424.12-3 Drafting Page (TL:CH-4; 07-31-2002) An optional method for recording the drafting and clearance information is to create a separate drafting page on plain bond paper (see 5 FAH-1 Exhibit H-424.12-3), In single-spacing, list the office symbol, initials and last name of the drafter; preparer’s initials; drafter’s telephone extension; date; and word processing document name.

Place clearance information directly opposite the drafting information immediately below the word “Clearances.” Enter the office symbol, initials and last name of each clearing officer. Each clearing officer must initial in ink beside the printed name unless the letter is cleared by telephone with the drafting officer.

  • Be sure to attach a copy of the drafting page to the record copy and all office file copies.5 FAH-1 H-425 ASSEMBLY FOR SIGNATURE (TL:CH-4; 07-31-2002) a.
  • Arrange the complete package with the original letter on top and follow with the courtesy copy, enclosure, information copy(ies), and file copies (see 5 FAH-1 Exhibit H-425),b.

If the letter is classified or administratively controlled, prepare the necessary cover sheets and mail receipts (see 5 FAH-1 H-430, Envelopes and Mailing).c. If required to prepare another type of communication simultaneously (i.e., telegram), keep all outgoing correspondence together for review and signature.

Place a routing slip on the assembled papers listing the office symbol and location of each clearing office. List the signing officer last.5 FAH-1 H-426 FORMS OF ADDRESS (CT:CH-30; 10-07-2013) a. The proper address form, salutation, and complimentary close are determined by social and official custom.

Use the informal style for the salutation and complimentary close, unless a more formal style is warranted. See 5 FAH-1 Exhibit H-426 for a list of the proper forms of address.b. In the Department, direct questions concerning correct titles of foreign chiefs of state, heads of government, and foreign diplomats and officials to the Correspondence Unit of the Executive Secretariat (S/ES-CR), or the appropriate regional bureau in the Department.c.

  1. At post, consult the protocol officer, the executive section, or the principal officer’s secretary for correct titles.d.
  2. Use the most common distinctive and complimentary titles and salutations.
  3. For the correct titles of U.S.
  4. Or foreign government officials, see the U.S.
  5. Government Manual, Congressional Directory, U.S.

Department of State Telephone Directory, or the appropriate military service register.5 FAH-1 H-426.1 Titles (TL:CH-4; 07-31-2002) a. Use either “Mr.” or “Madam” for such formal titles as President, Vice President, Chairman, Secretary, and Ambassador, e.g., Mr.

  1. President; Madam Chairman, etc.
  2. Address the spouse of a distinguished individual as Mr. or Mrs.
  3. And surname.b.
  4. Do not abbreviate the title preceding full names in an address, except Mr., Mrs., or Dr. (Use Ms.
  5. In the same manner.) Abbreviate long titles such as “Lieutenant Colonel or Brigadier General, when necessary.
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Spell out titles in an address for balance and appearance.c. Abbreviate degree designations, religious and fraternal orders, fellowships, and military service branch titles after a name. Enter the initials of a degree or order with periods and no spaces.

  • Use acronyms without periods, in capital letters for the various military services.d.
  • Do not combine scholastic degrees, complimentary titles, or military service rank, except with “The Reverend.” When a name is followed by abbreviations designating religious and fraternal orders and scholastic and honorary degrees, use the following sequence: orders (religious first, than fraternal orders); theological degrees; academic degrees; and honorary degrees in order of bestowal.5 FAH-1 H-426.1-1 His or Her Excellency (TL:CH-4; 07-31-2002) a.

Use “His or Her Excellency” only to address by name foreign ambassadors and other former foreign officials.b. Omit this title when addressing the British Prime Minister or cabinet officers of certain countries in the British Commonwealth.c. The title “His or Her Excellency” is retained for life.5 FAH-1 H-426.1-2 The Honorable (TL:CH-4; 07-31-2002) Use “The Honorable” to address: (1) Current and former Presidential appointees; foreign diplomats in Washington who have the rank of minister (including a career minister serving as charg daffaires); (2) Heads of international organizations (unless otherwise entitled to “His or Her Excellency” from a previous appointment); (3) Federal and State elected officials; and (4) Mayors.5 FAH-1 H-426.1-3 Dr.

  • TL:CH-4; 07-31-2002) Use “Dr.” before the names of persons who have earned degrees to warrant the title.
  • Do not combine the title “Dr.” with any other title or abbreviation indicating scholastic degrees except “The Reverend.” 5 FAH-1 H-426.1-4 Reverend/Right Reverend (TL:CH-4; 07-31-2002) Spell out the title when addressing members of the clergy.

When a member of the clergy has attained a high scholastic degree level, use the title in combination with the level of scholastic achievement.5 FAH-1 H-426.2 Salutations (TL:CH-4; 07-31-2002) a. Use the formal salutations “Sir” or “Madam” when addressing high-ranking Federal, State, or local officials.

Use “Sir” or “Madam” when addressing court officials by title only. For letters to businesses or private organizations, use the formal salutations “Sirs,” “Gentlemen,” or “Mesdames” when the identity of the specific addressee is not known.b. Use the informal salutation in Department correspondence. Use the title of preference if known.

Otherwise, use Mr. or Ms. and surname, unless the person has a specific title such as Dr. See 5 FAH-1 Exhibit H-426 for examples of salutations.c. Use the salutation “Dear Friends” only when the Department’s response agrees with the writers’ concerns. Otherwise, use “Dear Concerned U.S.

  1. Citizen” or a more neutral salutation as shown in 5 FAH-1 Exhibit H-426,d.
  2. Use the salutation synonymous with the title for Department of State and other top-ranking government officials, such as Dear Mr.
  3. President; Dear Mr.
  4. Secretary; or Dear Madam Ambassador, etc.e.
  5. If it is not known whether the addressee is a male or female, use the name as given.

Example: Dear M.C. Doe: 5 FAH-1 H-426.3 Complimentary Close (TL:CH-4; 07-31-2002) The complimentary close should reflect the same style as the salutation. Use “Sincerely” or “Sincerely yours”, unless another form is preferred by the signing officer.5 FAH-1-H-427 THROUGH H-429 UNASSIGNED 5 FAH-1 Exhibit H-424 Single-Spaced Letter (CT:CH-30; 10-07-2013) United States Department of State Washington, DC 20520 March 18, 2002 Ms. Helen M. Smith 1654 16th Street, N.W. Washington, DC 20016-1654 Dear Ms. Smith: This exhibit shows the format for a single-spaced letter. Allow at least one-inch margins on all sides.

Adjust margins, if necessary, for a well-balanced appearance. Use Department of State or post letterhead stationery for the first page and plain bond paper for succeeding pages. Omit the date unless the letter will be signed the same day. Place the date two to four lines (depending on the length of the letter) below the Department or post letterhead.

In the Department, align the date with the “W” in Washington, DC; at post, align flush with the right margin. See 5 FAH-1 H-413 for further information regarding classified letters. Begin the address two to four lines below the date or classification. Enter the salutation two lines below the address.

Use the personal titles “Mr.” or “Ms.” unless another title is known or preferred by the addressee. Begin the text two lines below the salutation. Single space text in block style, and double space between paragraphs. Use the complimentary close, “Sincerely” unless the signing officer prefers another form.

Use “Very truly yours” for a more formal closing. Place the complimentary close two lines below the last line of text and align with the date or letterhead. Type the signature block four to six lines below the complimentary closing. Number enclosures (if more than one) consecutively, directly under the word “Enclosures.” Place drafting and clearing information on file copies only.

Sincerely, Jane E. Doe Chief, Personnel Division Enclosures: 1. Correspondence Handbook and Related Materials 2. Security Regulations -2- On succeeding pages center the page number two to four lines below the top margin (depending on the length) in Arabic numbers. Continue the text at least three lines below this number.

Enter drafting and clearance information at the bottom of the last page of text, two lines below the signature or preceding notation or use a separate drafting page (see 5 FAH-1 Exhibit H-424.12-3). The drafting and clearance officers initial in ink near the printed name.

In the case of two authors or minor revisions not requiring complete rewrites, place the initials and name of the second drafting officer immediately following the name of the first drafting officer, separated by a semicolon. Example: A/EX:ABDoe:CCFO:jd 3/9/03. When the letter is completely rewritten, mark diagonally through the record copy of the original letter.

Staple the old original copy to the record copy of the new letter if it has record value (significant changes in text, clearances that are not repeated on the rewritten file copy, or instructions for rewriting). If corrections are on the original instead of the file copy, also keep the original.

Enter the same drafting information on the new letter that was on the old letter. Directly below this line, show the second author’s drafting information preceded by “Rewritten:.” When a letter is retyped in another office for a different signature without any change in text, enter the word “Retyped:” on the line immediately below the drafting information, followed by the office symbol, preparer’s initials, and date.

Example: A/EX – JMDow:fw 3/9/03 Retyped: NEP:ab 3/10/03 Enter drafting and clearance information only on copies retained in the Department or post. List the office symbol, preparer’s initials, and surname of each clearing officer. Sincerely, Amy T. Doe Correspondence Officer cc: A/EX:JAdams 5 FAH-1 Exhibit H-424.6 Double-Spaced Letter (TL:CH-4; 07-31-2002) Embassy of the United States of America Tokyo, Japan April 15, 2002 Mr. John B. Doe President, Correspondence Control 123 Main Street Paris, FRANCE Dear Mr. Doe: Double-space the text of a short (8 lines or less), one-paragraph letter. Follow the same format in 5 FAH-1 Exhibit H-424 for all other parts of the letter. 5 FAH-1 Exhibit H-426 Forms of Address (CT:CH-30; 10-07-2013) This exhibit gives examples of titles, address lines and salutations. Keep in mind that the titles and addresses that would normally fit on one line on a letter or envelope have been moved to the next line and indented.

The city/State line is not shown for most Washington, DC examples. See the Executive Secretariat InfoLink website for correspondence signed by a seventh-floor principal to the President and other officials. For the names and titles of White House staff members, see the current U.S. Government Manual or the Congressional Directory, or call the Correspondence Unit of the Executive Secretariat (S/ES-CR).

THE WHITE HOUSE ADDRESSEE ADDRESS SALUTATION

The President The President The White House Dear Mr./Madam President:
Former President The Honorable (full name) (no title) (address) Dear Mr. (surname):
Wife of the President Mrs. (full name) The White House Washington, DC Dear Mrs. (surname):
Assistant or Special Asst. to the President The Honorable (full name) Assistant (Special Assistant) to the President for (title) The White House Washington, DC Dear Mr./Ms. (surname):
Director, Office of Management and Budget The Honorable (full name) Director, Office of Management and Budget Washington, DC Dear Mr./Ms. (surname):

THE VICE PRESIDENT ADDRESSEE ADDRESS SALUTATION

The Vice President The Vice President The White House Washington, DC Dear Mr./Madam Vice President:
Former Vice President The Honorable (full name) (no title) (address) Dear Mr. (surname):
Wife of the Vice President Mrs. (full name) (address) Dear Mrs. (surname):

THE FEDERAL JUDICIARY U.S. Supreme Court ADDRESSEE ADDRESS SALUTATION

The Chief Justice The Chief Justice The Supreme Court Washington, DC Dear Chief Justice:
Wife of the Chief Justice Mrs. (full name) (address) Dear Mrs. (surname):
Associate Justice Justice (surname) The Supreme Court Dear Justice (surname):
The Clerk of the Supreme Court The Clerk of the Supreme Court The Supreme Court Dear Mr./Ms. (surname):

THE FEDERAL JUDICIARY – Court Officers ADDRESSEE ADDRESS SALUTATION

Presiding Justice The Honorable (full name) Presiding Justice (name of court) (address) Dear Justice (surname):
Judge of a Court The Honorable (full name) Chief Justice (or Judge) U.S. Court of (name of court) (address) Dear Judge (surname):
Clerks of Court Clerk of the (name of court; if a U.S. District court, name district) (address) Dear Mr./Ms. (surname):

THE CONGRESS – U.S. Senate ADDRESSEE ADDRESS SALUTATION

President of the Senate The Honorable (full name) President of the Senate Dear Mr./Madam President:
President pro tempore of the Senate The Honorable (full name) President pro tempore of the Senate Dear Senator (surname):
Majority Leader or Minority Leader The Honorable (full name) U.S. Senate Dear Senator (surname):
Committee Chairman The Honorable (full name) Chairman, Committee on (name) U.S. Senate Dear Mr./Madam Chairman:
Subcommittee Chairman The Honorable (full name) Chairman, Subcommittee on (name) Committee on (name) U.S. Senate Dear Mr./Madam Chairman:
Senator (DC office) The Honorable (full name) U.S. Senate Dear Senator (surname):
(District office) The Honorable (full name) (address) Dear Senator (surname):
Senator-elect The Honorable (full name) U.S. Senator-elect (address, if given) or Senate Office Building Washington, DC 20510 Dear Mr./Madam (surname):
Former Senator The Honorable (full name) (address) Dear Senator (surname):
Office of a deceased Senator Office of the late Senator (full name) U.S. Senate Sirs: or Dear Mr./Ms. (name of contact):
Chaplain of the United States Senate The Reverend (full name) (Chaplain of the Senate) Dear Mr./Dr., etc. (surname):
Secretary of the United States Senate The Honorable (full name) Secretary of the Senate U.S. Senate Dear Mr./Ms. (surname):

THE CONGRESS U.S. House of Representatives ADDRESSEE ADDRESS SALUTATION

Speaker of the House of Representatives The Honorable (full name) Speaker of the House of Representatives Dear Mr./Madam Speaker:
Majority Leader or Minority Leader The Honorable (full name) House of Representatives Dear Mr./Ms. (surname):
Committee Chairman The Honorable (full name) Chairman, Committee on (name) House of Representatives Dear Mr./Madam Chairman:
Subcommittee Chairman The Honorable (full name) Chairman, Subcommittee on (name) Committee on (name) House of Representatives Dear Mr./Madam Chairman:
Representative (Washington, DC office) The Honorable (full name) House of Representatives Dear Mr./Ms. (surname):
(District office) The Honorable (full name) (address) Dear Mr./Ms. (surname):
Representative-elect The Honorable (full name) U.S. Representative-elect (address) or House Office Building Washington, DC 20515 Dear Mr./Ms. (surname):
Former Representative The Honorable (full name) (address) Dear Mr./Ms. (surname):
Office of a Deceased Representative Office of the late (full name) House of Representatives Sirs/Dear Mr./Ms. (name of contact):
Chaplain of the House of Representatives The Reverend (full name) Chaplain of the House of Representatives Dear Mr./Dr., etc. (surname):
Clerk of the House The Honorable (full name) Clerk of the House of Representatives Dear Mr./Ms. (surname):
Resident Commissioner The Honorable (full name) Resident Commissioner from Puerto Rico House of Representatives Dear Mr./Ms. (surname):
Delegate The Honorable (full name) Delegate of (Guam, Virgin Islands, Washington, DC) House of Representatives Dear Mr./Ms. (surname):

THE CONGRESS – Joint Committees NOTE: See the Congressional Directory for the names of the Standing Committees of the Senate and House of Representatives and Joint Congressional Committees. ADDRESSEE ADDRESS SALUTATION

Chairman The Honorable (full name) Chairman, Joint Committee on (committee name) Congress of the United States Dear Mr./Madam Chairman:

LEGISLATIVE AGENCIES ADDRESSEE ADDRESS SALUTATION

Librarian of Congress The Honorable (full name) The Librarian of Congress (address) Dear Mr./Ms. (surname):
Comptroller General The Honorable (full name) Comptroller General of the United States (address) Dear Mr./Ms. (surname):
Public Printer The Honorable (full name) Public Printer (address) Dear Mr./Ms. (surname):

EXECUTIVE DEPARTMENTS NOTE: Cabinet Secretaries represent the following Departments: Agriculture; Commerce; Defense; Education; Energy; Health and Human Services; Housing and Urban Development; Interior; Justice; Labor; State; Transportation; Treasury; and Veterans. ADDRESSEE ADDRESS SALUTATION

Member of the Cabinet The Honorable (full name) Secretary of (Department) (Department ) (address) Dear Mr./Madam Secretary:
Acting Member of the Cabinet Addressed as Secretary The Honorable (full name) Acting Secretary of (Department) (Department) (address) Dear Mr./Ms. (surname):
Deputy Secretary The Honorable (full name) Deputy Secretary of (Department) (address) Dear Mr./Ms. (surname)
Under Secretary The Honorable (full name) Under Secretary of (Department) (Department) (address) Dear Mr./Ms. (surname):
Assistant Secretary The Honorable (full name) Assistant Secretary of (Department) Dear Mr./Ms. (surname):
Attorney General The Honorable (full name) The Attorney General Dear Mr./Ms Madam Attorney General:
Solicitor General The Honorable (full name) Solicitor General (address) Dear Mr./Ms. Madam Solicitor General:
United States Attorney/Mr./Ms. (full name) Marshal United States Attorney or Marshal for the (Region) District of (State) (address) Dear Mr./Ms. (surname): (Marshal)
Commissioner of Internal Revenue The Honorable (full name) Commissioner of Internal Revenue Department of the Treasury (address) Dear Mr./Madam Commissioner:
District Director of Internal Revenue Mr./Ms. (full name) District Director of Internal Revenue (address) Dear Mr./Ms. (surname):
Commissioner of Customs The Honorable (full name) Commissioner of Customs Department of the Treasury (address) Dear Mr./Madam (surname)

INDEPENDENT AGENCIES ADDRESSEE ADDRESS SALUTATION

Postmaster General The Honorable (full name) Postmaster General (address) Dear Mr./Madam Postmaster General:
Head of a Federal Agency, Authority, or Board Agency, if official is The Honorable (full name) (title) (agency name) (address) Dear Mr./Ms. (surname):
Head of a major organization within an a Presidential appointee The Honorable (full name) (title), (organization name) (agency name) (address) Dear Mr./Ms. (surname):
President of a Commission or Board The Honorable (full name) President, (commission name) (address) Dear Mr./Ms. (surname):
Chairman of a Commission or Board The Honorable (full name) Chairman, (commission name) (address) Dear Mr./Madam Chairman:

UNITED STATES MISSIONS ADDRESSEE ADDRESS SALUTATION

U.S. Ambassador The Honorable (full name) U.S. Ambassador (city) Dear Mr./Madam Ambassador:
U.S. Ambassador (with military rank) (full rank, full name) U.S. Ambassador (city) Dear (rank, surname):
Former U.S. Non-Career Ambassador The Honorable (full name) (address) Dear Mr./Ms. (surname):
Former American Career Ambassador (Public Law 96-465, 94 Stat.2084) The Honorable (full name) (no title) (address) Dear Mr./Madam Ambassador:
Personal (Special) Representative of the President The Honorable (full name) Personal Representative of the President of the United States of America to (place) (country) (address) Dear Mr./Ms. (surname):
U.S. Charg d’Affaires ad interim Mr./Ms. (full name) Charg d’Affaires ad interim of the United States of America (address) Dear Mr./Ms. (surname):
U.S. Foreign Service Officer with personal rank of Minister The Honorable (full name) (rank at post: Minister or Minister-Counselor) U.S. Embassy (address) or Dear Mr./Ms. (surname):
The Honorable (full name), Minister U.S. Embassy (address) Dear Mr./Ms. (surname):
U.S. Consul General (Consul, Vice Consul) Mr./Ms. (full name) U.S. Consul General (Consul, Vice Consul) (address) for Dear Mr./Ms. (surname):
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FOREIGN DIPLOMATIC MISSIONS TO THE UNITED STATES NOTE: See 5 FAH-1 H-600, Diplomatic Notes for instructions on preparing diplomatic notes. Consult the Correspondence Unit of the Executive Secretariat (S/ES-CR) for correct titles of foreign chiefs of state, heads of government, and foreign diplomats. ADDRESSEE ADDRESS SALUTATION

Foreign Ambassador in the United States His (Her) Excellency (full name) Ambassador of (country) Washington, DC Dear Mr./Madam Ambassador:
Minister (foreign) in the United States (Head of a Legation) The Honorable (full name) Minister of (country) Washington, DC Dear Mr./Madam Minister:
Charg d’Affaires ad interim (foreign) in the United States Mr./Madam (full name) Charg d’affaires ad interim of (country) Washington, DC Dear Mr./Madam Charg dAffaires:
Charge dAffaires ad interim (foreign) in the United States with rank of Minister The Honorable (full name) Charge dAffaires ad interim of (country) Washington, DC Dear Mr./Madam Foreign Charg dAffaires:
Minister Counselor (foreign) in the United States The Honorable (full name) Minister Counselor Embassy of (country) Washington, DC Dear Mr./Madam Minister:
Minister of Economic Affairs (foreign) in the United States The Honorable (full name) Minister of Economic Affairs Embassy of (country) Washington, DC Dear Mr./Madam Minister:

INTERNATIONAL ORGANIZATIONS NOTE: Follow normal diplomatic procedures to communicate with most international organizations. Address communications to the ranking officer of an international organization that has no full-time representative. Address the official as “The Honorable” unless otherwise entitled to His (Her) Excellency. ADDRESSEE ADDRESS SALUTATION

Organization with no Representative to the United States The (title of officer) of the (organization name) (address) Sir:/Madam:

INTERNATIONAL ORGANIZATIONS – The Organization of American States ADDRESSEE ADDRESS SALUTATION

Secretary General of the Organization of American States The Honorable (full name) Secretary General of the Organization of American States Washington, DC Dear Mr./Madam Secretary General:
Assistant Secretary General of the Organization of American States The Honorable (unless otherwise entitled to His/Her Excellency) (full name) Assistant Secretary General of the Organization of American States Washington, DC Dear Mr./Ms. (surname):

INTERNATIONAL ORGANIZATIONS – The United Nations NOTE: Direct communication with the United Nations is inappropriate. Send all notes for the United Nations through the U.S. Representative, with a cover note containing appropriate instructions. Address the United Nations official as “The Honorable,” unless otherwise entitled to His/Her Excellency. ADDRESSEE ADDRESS SALUTATION

Secretary General of the United Nations The Honorable (full name) Secretary General of the United Nations New York, New York Dear Mr./Madam Secretary General:
United States Representative to the United Nations The Honorable (full name) U.S. Representative to the United Nations New York, New York Dear Mr./Madam Ambassador:
Chairman, United States Honorable (rank) Dear (rank) (surname):
Delegation to the United Nations Military Staff Committee (full name), (service abbr.) Chairman, U.S. Delegation to the United Nations Military Staff Committee U.S. Mission to the United Nations (address)
Senior Representative of the United States to the General Assembly of the United Nations The Honorable (full name) Senior Representative of the United States to the General Assembly of the United Nations New York, New York Dear Mr./Ms. (surname):
Senior Military Adviser To the U.S. Delegation to the United Nations General Assembly (full rank, full name) Senior Military Adviser U.S. Delegation to the United Nations General Assembly New York, New York Dear (rank, surname):
U.S. Representative on the Economic and Social Council The Honorable (full name) U.S. Representative on the Economic and Social Council of the United Nations New York, New York Dear Mr./Madam Ambassador:
U.S. Representative on the United Nations Disarmament Commission The Honorable (full name) U.S. Representative on the Disarmament Commission of the United Nations New York, New York Dear Mr./Madam Ambassador:
U.S. Representative on the Trusteeship Council The Honorable (full name) U.S. Representative on the Trusteeship Council of the United Nations New York, New York Dear Mr./Madam Ambassador:

STATE AND LOCAL GOVERNMENTS ADDRESSEE ADDRESS SALUTATION

State Governor The Honorable (full name) Governor of (State) (address) Dear Governor (surname):
Acting State Governor The Honorable (full name) Acting Governor of (State) (address) Dear Mr./Ms. (surname):
Lieutenant Governor The Honorable (full name) Lieutenant Governor of (State) (address) Dear Mr./Ms. (surname):
Secretary of State of a State The Honorable (full name) Secretary of State of (State name) (address) Dear Mr./Madam Secretary:
Chief Justice of a State Supreme Court The Honorable (full name) Chief Justice Supreme Court of the State of (State name) (address) Dear Mr./Madam Chief Justice:
State Attorney General The Honorable (full name) Attorney General State of (State name) (address) Dear Mr./Madam Attorney General:
State Treasurer, Comptroller, or Auditor The Honorable (full name) Treasurer of (State name) (address) Dear Mr./Ms. (surname):
President, State Senate The Honorable (full name) President of the Senate of the State of (State name) (address) Dear Mr./Ms. (surname):
State Senator The Honorable (full name) (State name) Senate (address) Dear Mr./Ms. (surname):
Speaker, State House of Representatives, House of Delegates, or Assembly The Honorable (full name) Speaker of the House of Representatives of the State of (State name) (address) Dear Mr./Ms. (surname):
State Representative, Assemblyman or Delegate The Honorable (full name) (State name) House of Representatives (Assembly or House of Delegates) (address) Dear Mr./Ms. (surname):
Mayor The Honorable (full name) Mayor of (city name) (address) Dear Mayor (surname):

CHURCH OFFICIALS ADDRESSEE ADDRESS SALUTATION

Protestant Minister, Pastor, or Rector (with doctoral degree) The Reverend (full name, doctoral degree) (name of church) (address) Dear Dr. (surname):
Protestant Minister, Pastor, or Rector (no doctoral degree) The Reverend (full name) (name of church) (address) Dear Rev. Mr. (surname):
Rabbi (with doctoral degree) Rabbi (full name, degree) (Synagogue) (address) Dear Dr./Rabbi (surname):
Rabbi (without doctoral degree) Rabbi (full name) (Synagogue) (address) Dear Rabbi (surname):
Catholic Cardinal His Eminence (first name) Cardinal (surname) (address) Dear Cardinal (surname):
Catholic Archbishop The Most Reverend (full name, doctoral degree) Archbishop of (archdiocese) (address) Dear Archbishop (surname):
Catholic Bishop The Most Reverend (full name) Bishop of (diocese) (address) Dear Bishop (surname):
Catholic Monsignor (higher rank) The Right Reverend Monsignor (full name) (address) Dear Monsignor (surname):
Catholic Monsignor (lower rank) The Very Reverend Monsignor (full name) (address) Dear Monsignor (surname):
Catholic Priest The Reverend (full name, initials of order, if any) (address) Dear Father (surname):
Catholic Mother Superior of an Institution The Reverend Mother Superior, (initials of order, if used) (name of institution) (address) Dear Reverend Mother:
Catholic Sister Sister (full name, order, if used) (name of institution) (address) Dear Sister (first or first two given names):
Catholic Brother Brother (given name) (name of institution) (address) Dear Brother (given name):
Mormon Bishop Mr. (full name) Church of Jesus Christ of Latter-Day Saints (address) Dear Mr. (surname):
Presiding Episcopal Bishop The Most Reverend (full name, degrees) Presiding Bishop of the Episcopal Church (address) Dear Bishop (surname):
Episcopal Bishop The Right Reverend (full name, degrees) Bishop of (diocese) (address) Dear Bishop (surname):
Episcopal Dean The Very Reverend (full name, degrees) Dean of (church) (address) Dear Dean (surname):
Methodist Bishop The Reverend (full name degrees) Methodist Bishop (address) Dear Bishop (surname):
Chaplain (Military services) Chaplain (full name) (rank, service designation) (address) Dear Chaplain (surname):

MILITARY SERVICES – Army, Air Force, Marine Corps ADDRESSEE ADDRESS SALUTATION

General, Lieutenant General, Major or Brigadier General (full rank, full name) General, Service (abbr.) (address) Dear General (surname):
Colonel, or Lieutenant (full rank, full name) Service (abbr.) (address) Dear Colonel (surname):
Major (full rank, full name) Service (abbr.) (address) Dear Major (surname):
Captain (full rank, full name) Service (abbr.) (address) Dear Captain (surname):
First Lieutenant, Second Lieutenant (full rank, full name) Service (abbr.) (address) Dear Lieutenant (surname):
Chief Warrant Officer or Warrant Officer (full rank, full name) Service (abbr.) (address) Dear Mr. (surname):
Master Sergeant, Sergeant Major, Sergeant First Class, Technical Sergeant, Staff Sergeant, or Sergeant (full rank, full name) Service (abbr.) (address) Dear Sergeant (surname):
Corporal (full rank, full name) Service (abbr.) (address) Dear Corporal (surname):
Specialist, classes 4 through 9 (full rank, full name) Service (abbr.) (address) Dear Specialist (surname):
Private First Class, or Private (full rank, full name) Service (abbr.) (address) Dear Private (surname):
Airman First Class Airman Second Class, Airman Third Class, or Basic Airman (full rank, full name) Service (abbr.) (address) Dear Airman (surname):
Retired Officer (full rank, full name) Service (abbr.), Retired (address) Dear (rank, surname):

MILITARY SERVICES Navy ADDRESSEE ADDRESS SALUTATION

Admiral, Vice Admiral, Rear Admiral (full rank, full name) Service (abbr.) (address) Dear Admiral (surname):
Captain (full rank, full name), Service (abbr.) (address) Dear Captain (surname):
Commander, Lieutenant Commander (full rank, full name) Service (abbr.) (address) Dear Commander (surname):
Lieutenant, Lieutenant Junior Grade (full rank, full name) Service (abbr.) (address) Dear Lieutenant (surname):
Ensign (full rank, full name) Service (abbr.) (address) Dear Ensign (surname):
Chief Warrant Officer 4 Chief Warrant Officer 3 Chief Warrant Officer 2 (full rank, full name) Service (abbr.) (address) Dear Chief Warrant Officer (surname):
Master Chief Petty Officer, Chief Petty Officer, Service Chief Petty Officer (full rank, full name) Service (abbr.) (address) Dear Chief Petty Officer Senior (surname):
Petty Officer First Class Petty Officer Second Class Petty Officer Third Class (full rank, full name) Service (abbr.) (address) Dear Petty Officer (surname):
Seaman (full rank, full name) Service (abbr.) (address) Dear Seaman (surname):
Retired Officer (full rank, full name) Service (abbr.), Retired (address) Dear (rank, surname):

SCHOOL OFFICIALS ADDRESSEE ADDRESS SALUTATION

University or College President or Chancellor (with doctoral degree) Dr. (full name) President (institution name) (address) Dear Dr. (surname):
University or College President or Chancellor (without doctoral degree) Mr./Ms. (full name) President (institution name) (address) Dear Mr./Ms. (surname):
Dean of a School College or Faculty (with doctoral degree) (full name, degree) School of (name)Dean (name of Department or School) (institution name) (address) Dear Dr. (surname):
Dean of a School College or Faculty (without doctoral degree) (full name) School of (name)Dean (name of Department or School) (institution name) (address) Dear Dean (surname):
Professor, Associate Professor (with doctoral degree) Professor Dr. (full name, degree) Department of (name of Department or School) (name of institution) (address) Dear Dr. (surname):
Professor, Associate Professor (without doctoral degree) Professor (full name) Department of (name of Department or School) (name of institution) (address) Dear Professor (surname):
Associate Professor, Assistant Professor Mr. (full name) Associate (or Assistant) Prof. Department of (name) (name of institution) (address) Dear Professor (surname):

PHYSICIANS AND LAWYERS ADDRESSEE ADDRESS SALUTATION

Physician (full name), M.D. (address) Dear Dr. (surname):
Lawyer Mr./Ms. (full name) (name of firm) (address) Dear Mr./Ms. (surname):
Doctor of Medicine (M.D.) Doctor of Dental Surgery (D.D.S.) Doctor of Veterinary Medicine (D.V.M.) Full name, M.D. (or D.D.S. or D.V.M.) (address) Dear Dr. (surname):

PRIVATE INDIVIDUALS and ORGANIZATIONS NOTE: Always use the title of preference. The nature of the correspondence, the writer’s position, and the signing officer’s preference, will determine the salutation. Boys under 13 may be addressed as Master and the full name.

In cases where there are multiple signers or long names, use a general salutation such as Friends or Concerned Americans. Use “Friends,” but only for nonprofessionals (students), and never for petitions. The salutations “and Associates” and “and Colleagues” indicate a professional working relationship, while “Members” is general for organizations.

ADDRESSEE ADDRESS SALUTATION

One individual Mr./Ms. (full name) (address) Dear Mr./Ms. (surname):
Two or more individuals Mr. and Mrs. (full name) (address) Dear Mr. and Mrs. (surname):
Mr. (full name) and Mr. (full name) (address) Dear Mr. (surname) and Mr. (surname):
Mrs. (full name) and Miss (full name) (address) Dear Mrs. (surname) and Miss (surname)
Ms. (full name) and Mr. (full name) (address) Dear Ms. (surname) and Mr. (surname):
Ms. (full name) and Ms. (full Name) (address) Dear Ms. (surname) and Ms. (surname):
Men Messrs. (full name) and (full name) (address) Dear Messrs. (surname) and (surname):
Married Women Mmes. (full name) and (full name) (address) Dear Mmes. (surname) and (surname):
Unmarried Women Misses (full name) (full name) (address) Dear Misses (surname) and (surname)
Same Surname Messrs. (given name) and (full name) (address) Dear Messrs. (surname):
Organizations Members (organization name) (address) Dear Members (etc.):
Mr. (full name) and Associates or (Colleagues) (organization name) (address) Dear Mr. (surname) and Associates (etc.):
Informal groups Ms. (full name) and Friends First Grade Lothian Elementary School (address) Dear Students:
Petitions Ms. (full name) and Cosigners (address) Dear Ms. (surname) and Cosigners:

How do you write a formal municipality letter?

Sample letter format – To,The Administrative officer,Municipality office,Bhayander West,Distt. Thane – 401101. Subject :- Request to allow Balaji Nagar Society to use the vacant space near this society as a play ground on paid basis. Dear Sir/Madam,As mentioned in the subject, I, Harisharan Mishra, being a secretary of Balaji Nagar Society would like to request you to allow us to use the free municipality space near our society as play ground.

  • Due to increase in number of vehicles in our society, we are unable to provide sufficient space for children to play their outdoor games.
  • There is a huge vacant/free municipality plot located near our society which is totally unused and due to avoidance, it has become a place for garbage storage for all the nearby societies.So, we again request you to allow us for using it as a play ground and we will keep it clean as well as we are ready to pay the rent to Municipality accounts.Hope for your kind consideration and thank in anticipation.Yours sincerely,Harisharan Mishra Date: 30th Jan, 2015Note: – The address, name and dates are dummy details which should be replaced by actual details.

In similar manner, you can write letter for request for any other permission like, to use the space for marriage of your relative, for society function, to develop Joggers Park and many more. One thing should always be there in mind and that is to take care of the cleanliness of that area.