How to Address a High Ranking Public Official

Many people will have to interact with a high-ranking government official at some point, and there are some general rules for addressing a high-ranking government VIP. You may want to write a letter to your Congressman or speak at your local City Council meeting. More pressure-packed situations include calling someone to the podium at a rally or arranging a meeting to lobby for a cause you believe in.

Everyone holding an elected office-from City Council to US Senator-- should be formally addressed as "The Honorable." However, this term should be used only in written communication. Only judges utilize the term in verbal communication. When speaking to an official, the convention is to introduce or address them using the person's position as a prefix before their last name. For example, use "Mayor Villaraigosa" when speaking to the Mayor of Los Angeles. If you are introducing someone, simply insert the person's first and last name after their title, i.e.: "Senator Robert Byrd."

"The Honorable" also applies to anyone holding a full-time appointed position that requires confirmation by the Federal or a State Senate. For example, the Secretary of the US Department of Transportation should be addressed as "The Honorable." However, the Associate Administrator of the Federal Highway Administration does not receive the title. Even though the Associate Administrator is appointed by the President, that position doesn't require confirmation. The Secretary of Transportation of the State of Florida receives the title of "The Honorable" because he/she was appointed by the Governor and confirmed by the State Senate. There is no convention for addressing officials who are awaiting Senate confirmation, received a recess appointment, or are serving in an acting capacity.

Even though some part-time appointed positions require Senate confirmation, officeholders are not afforded the title of "The Honorable." Two examples of this are: member of the Amtrak Board of Directors or a member of the Federal Reserve Board.

People holding executive power over a specific administrative unit can be addressed with "Mister" or "Madam" before their title. This should be reserved for Presidents, Governors, Cabinet Secretaries, and Ambassadors. It is appropriate to continue to use the Mister/Madam convention after the person has left office.

Now you are prepared to write and speak with your elected and appointed officials. When in doubt, follow the lead of others: check other letters to the editor or eavesdrop on someone else when they are speaking to the official.