I have to send a letter to our Congresswoman and one of her aids that met with my boss. What is the proper title to use with her name, Dear Representative . . . Dear Congresswoman . . . Also, should I send separate letters to each, or cc one? The aid's title is District Director. How should she be addressed?
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The proper way to address her is The Honorable (name) and Dear Congresswoman (name). You would address the aid as Dear District Director (name).
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Irene Matthews on
6/5/2009 7:52:29 AM
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According to the Merriam Wesbster Secretarial Handbook 3rd Edition, this is the correct way to address the congresswoman:
Inside address:
The Honorable Amelia R. Smith
United States House of Representatives
Salutation style:
Madam
Dear Representative Smith
Or for local address:
The Honorable Amelia R. Smith
Representative in Congress
Salutation style:
Dear Ms. Smith
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Enid on
6/4/2009 4:19:29 PM
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I agree with some other posts. This is a great opportunity to invest in the Secretary's bible. The Gregg Reference Manual or some sort of other style manual that can answer all of these protocol questions.
No admin should be without!
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Anonymous on
6/4/2009 1:26:02 PM
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Congresswomen is the correct title along with her last name. Ex. Congresswomen Billiter. A separate thank you should go to the District Director so and so.
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zion on
6/4/2009 12:44:40 PM
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Go to http://www.army.mil/usapa/epubs/pdf/r25_50.pdf and then go to Table D-2 on page 81. AR 25-50 is the US Army's reference for preparing correspondence. Congressional protocols are found in Table D-2.
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Anonymous on
6/4/2009 11:56:16 AM
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I currently work with someone who worked on Capital Hill and he told me to address the letter as “Dear Congresswoman”, etc. I would also send the cc: listed on each letter. That is how it is done when we receive letters from Capital Hill. Hope this helps.
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Anonymous on
6/4/2009 10:24:59 AM
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The letter to the Congresswoman should be addressed start Dear Representative "last name OR Dar Ms. "Last name is also correct) The aide should be addressed as Ms. Last name
I would think that you would want to send two separate letters. You should mail the aide's letter o the District Office address.
If you mail the letter to the Congresswoman to her D.C. office, the envelope should read:
The Honorable...Full name)
House of Representatives
Washington, D.C. 20515
If you mail the letter to the Congresswoman's local or district office, the envelope should read:
The Honorable ...Full name)
Representative in Congress
Local address
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Anonymous on
6/4/2009 10:24:02 AM
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As a Legislative Coordinator, I have to say you received many good responses very quickly, but I just want to clarify one item that was noted. Your envelope for the Member of Congress and the letter header should have "The Honorable" Full Name..your salutation should have "Dear Representative" Last Name...never address them as Mr./Ms. You can cc the aide at the bottom with "Full Name, District Director" and then send her a copy of the letter with the cc highlighted to reflect that the copy is for her. (You could always include a personal note as well if you choose.) The envelope would be addressed as Ms. Full Name (First line), District Director to Rep. XXX (second line) and address.
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Alysia on
6/4/2009 10:03:43 AM
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Great responses, but please note: "aid" - to help, assist; "aide" - assistant helper.
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Anonymous on
6/4/2009 9:53:12 AM
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I apologize for sending the wrong link -- here is the one regarding how to address government officials.
CORRECTION: http://www.guidetogov.org/ca/state/overview/contacting.html
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Cheri Abbott on
6/4/2009 8:59:06 AM
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The Congresswoman is addressed by “The Honorable Jane Smith, Congressman, 5th District” You are not ccing her aid. Both should receive their own letters.
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Anonymous on
6/4/2009 8:57:20 AM
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Here's a handy link to paste in your browser for future reference:
http://www.gpoaccess.gov/stylemanual/browse.html
This is a great guidebook to many formatting questions, etc.
Cheri
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Cheri Abbott on
6/4/2009 8:52:38 AM
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In all my past experiences and using the Handbook of Practical
Information, the correct way to address a cabinet officer (whether
State or Federal) is
The Honorable Jane Doe
Secretary of XXXXX(State)
Address
Dear Madam Secretary:
Complimentary close is determined by the closeness of the
writer to the person- Sincerely or Yours truly,
otherwise it is Respectfully yours for government officials.
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Anonymous on
6/4/2009 8:41:45 AM
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here's what ehow has to say:
First, make sure you know the congressman’s full name and correct spelling. Not sure? Then go to the U.S. House of Representatives government website to search for the state representative you wish to write to. See the Resources area for a link to the website's member search.
Step 2On the envelope for your letter, write “U.S. REPRESENTATIVE” on the first line. Write “The Honorable [insert full name of state representative]” on the second line, followed by “United States Representative” on the third line. Then proceed to write the address portion on the last lines.
Step 3On the letter itself (at the top), rewrite the same information you wrote on the envelope (in step 2).
Step 4In addition to addressing the letter properly, you should also write a formal salutation for the letter. For the salutation, writing “Dear Representative [insert last name of state rep]:” is standard. At the end of your letter, be sure to include your full name and address (written legibly) so that the congressman can respond back.
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Andrea Ryba on
6/4/2009 8:39:57 AM
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When in doubt, and to be absolutely certain that you are correct, you can call the Congresswoman's office. When the receptionist answers the phone, tell her that you would like to send a letter to the Congresswoman and her aid and that you would like the proper address/salutation for each of them. Send each a personal letter.
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Debora Burdashaw on
6/4/2009 8:18:53 AM
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Ex: The Honorable Judith L. Smith – Dear Madam or Dear Representative Smith
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Anonymous on
6/4/2009 8:06:09 AM
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I have checked the Gregg Handbook and it should be addressed the Honorable ...., Representative in Congress, local address or House of Representatives, Washington address and Dear Representative... or Dr. Mr., Ms. . whichever applies. Hope that helps.
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Debbie Renner on
6/4/2009 8:04:58 AM
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According to the secretarial handbook I have, the envelope should be addressed as follows:
The Honorable ........
House of Representatives
...............
Formal Saluation is to Sir or Mam
Information Salutation is Dear Ms./Mrs. ......
The official title of a "congressman" or "congresswoman" is Representative. Senators are also considered "congressmen" or "congresswoman".
I personally would cc the District Director on the one letter.
Hope this helps.
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Hard Working EA on
6/4/2009 8:00:31 AM
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At the very back of the Webster's dictionary is a "Forms of Address" section. For a congressman/woman:
The Honorable Joseph/Jane Stone
United States House of Representatives
or
The Honorable Joseph/Jane Stone
United States Senate
Dear Mr./Ms. Stone:
Dear Senator Stone:
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Carol Green on
6/4/2009 7:58:39 AM
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The address box should be addressed to: The Honorable John E. Doe, followed by the address. The salutation line should be Dear Representative or Senator Doe (not Congresswoman/man).
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Phyl Brown on
6/4/2009 7:54:47 AM
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