Appendix C: Forms of Address
It is important to address an international visitor properlyboth in written and spoken form; however, standard reference books do not always agree on proper forms of address. For some titles and positions, there simply is no information available. In addition, titles and styles of address change over time, and some people have a particular preference that is not standard. The following information is provided as a guide. When in doubt, check with the visitor or someone who can provide the proper title.
- When corresponding, it is very important to note any titles the visitor may hold. For example, "Dr." is a frequent designation in many countries around the world. The degrees that accompany this title may vary in each nation, but its usage should never be ignored.
- Since you may not be aware of the full significance of a given title, do not try to translate a foreign title into English if in doubt about its U.S equivalent.
- "Sir" is generally considered an acceptable alternative to the formal address in both written and spoken greetings. (This does not apply to religious or titled persons.) For greetings in which "Mr." is used, the feminine equivalent may be "Madame" or, less formally, "Mrs.," "Miss," or "Ms."
| Title | Written – Address | Written – Salutation | Conversation |
| Professor | John/Jane Jones, Ph.D.* Professor University Name |
Dear Dr. Jones or Dear Professor Jones |
Dr. Jones or Professor Jones |
| Head of a University | John/Jane Jones, Ph.D.* President (Rector, Chancellor) University Name |
Dear Dr. Jones or Dear Professor Jones |
Dr. Jones or President (Rector, Chancellor) Jones |
| Physician | John/Jane Jones, M.D. University Name |
Dear Dr. Jones | Dr. Jones |
| Ambassador to the U.S. | His/Her Excellency John/Jane Jones Ambassador of Coutry Name |
Your Excellency or Dear Mr./Madame Ambassador |
Mr./Madame Ambassador or Your Excellency |
| Consul to the U.S. | The Honorable John/Jane Jones Consul General of Country Name |
Consul General Jones | Consul General Jones or Mr./Miss Jones |
| Chargé d'Affaires to the U.S. | The Honorable John/Jane Jones Chargé d'Affaires of Country Name |
Dear Sir/Madame or Dear Mr./Miss Chargé d'Affaires |
Mr./Miss Chargé d'Affaires or Mr./Miss Jones |
* Use the degree initials that apply to the individual.
Source: "Forms of Address – A Guide for Business and Social Use," edited by Andrea Holberg