The right method to address a letter is "The Honorable John Doe," and the correct salutation is "Mr. Doe," according to the official website of the United States of America.
If you do not have an address for him, then your letter will be returned to you.
Correspondence When addressing a letter to a lawmaker, use "The Honorable," followed by the representative's complete name and business address. In both letters and emails, use "Dear Mr./Mrs./Ms." followed by the representative's last name as the salutation. If necessary, include the district or office where they work.
In addition to their official title, some representatives are also given an informal title that is printed next to their name on all correspondence directed to them. These titles may be used to differentiate between members with the same last name, such as "Mr. Smith" and "Rep. Smith (D-CA)." Some representatives may also have multiple titles for which they must be specified when writing them. A list of these titles can be found on the member information page of the House website.
When writing to a senator, use his or her full name and state office address instead. Also include his or her party affiliation if known. You can also send a letter to a senator's Washington DC office at 1001 Pennsylvania Ave NW, Washington, DC 20515.
Here are some examples of letters to Congress:
Letter to a Senator
The Honorable John Jones United States Senate Washington, DC 20510
Letter to a Congressman
"Dear Mr. or Madam President," begin your letter. All written addresses to the president should begin with this respectful and anticipated salutation. In your communication, do not use the president's name. Continue to address them as Mr. or Mrs. President. This is appropriate for letters that are not personal in nature or when writing to more than one person with the same title.
If you are sending a personal note, it is acceptable to use the first name of the president. However, it is customary to keep letters and messages professional, so avoid using the first name unless you know it is correct usage.
It is also acceptable to call the president by their title, but it is recommended to use their first name when writing to them personally. For example, if the president's last name is Johnson, then you could write "Dear Mr. Johnson" or "Dear Jeff." You may also want to include their initials in your letter to make sure they see it.
Finally, be sure to sign your letter. The only proper signature for a presidential letter is the lower-case letter "s" attached to the word "Yours." This ensures that all letters received will be treated with the same respect.
"Dear Mr. or Madam President," begin your letter. All written addresses to the president should begin with this respectful and anticipated salutation. In your communication, do not use the president's name. The address should be as follows:
Your message should be addressed to "The Honorable (Full Name), Governor of (State)." The governor's complete title should be addressed on the outside of your letter. This contains their title "The Honorable," followed by their first and surname names, as well as the state or region they administer. If the official resides in a city, then include the city name in the address.
In addition to the full name, letters must also include the complete title of the recipient. This includes any position they hold, such as senator or member of Congress. Letters should be written on official stationery from a state or federal agency.
Letters to the president of the United States require a special form called "A Letter to the President." You can find more information about writing a letter to the president at the National Archives website.
It is important to note that while most governors receive many letters and emails per day, they cannot respond to all communications. If you don't get a response after you send a letter to the governor, it isn't necessary to follow up with another message.
Depending on the office held, the salutation should be "Dear Representative Smith," "Dear Senator Smith," or "Dear Assemblyman Smith." The address should be written as follows: Honorable Jim Smith, Address, City, State, Zip. If your letter is to a number of people, use the word "A" before the name of each person.
It is customary to sign letters sent to legislators. The signature can be at the bottom of the letter after "Very truly yours" or it can be included with the mailing if that is preferred. Regardless of how it is done, including a signature shows that the letter is not simply a form letter and gives the recipient proof that it came from you. Signing letters is also useful for identifying which members of the legislature have been contacted about a particular issue or bill.
In addition to sending letters to their offices, individuals can also send emails to their representatives and senators. Just like letters, emails should include your address as well as a phone number where they can reach you. It is also important to identify yourself so there are no miscommunications between you and your legislator's office. You can do this by including your full name and organization next to your message.
If you want your email to be considered official, you will need to sign it. Just like letters, signatures are used to show that the email came from you and not just someone else.