English Translation Style Guide for EU – FORMS OF ADDRESS

All forms that begin ‘Dear’ are less formal than those that begin ‘Sir/Madam’, ‘Excellency’, etc.

Close ‘Yours sincerely’ if you are addressing a specific person, whether by name or by position.

Letters to Ambassadors and permanent representatives

Envelop

His/Her Excellency Mr/Ms [name]
Ambassador of [country]1

His/Her Excellency Ambassador [name]
Head of the Mission of [country] to the European Union/ Permanent Representative of [state] to the European Union

Start

[Your] Excellency,2

Sir/Madam,

Dear Ambassador,

Close

I have the honour to be, Sir/Madam,
Yours faithfully,

or just

Yours faithfully,

Letters to Ministers

Envelop

For the UK: The Rt Hon3 [name without Mr/Ms] MP [portfolio]

Ireland: His/Her Excellency Mr/Ms [name] TD [portfolio]

Start

Sir/Madam/My Lord,4

Dear Minister,

Dear Home Secretary,5

Dear Mr/Ms [name],

Close

I remain [or I am], Sir /Madam/My Lord,
Yours faithfully,

or just

Yours faithfully,

Yours sincerely,

1 For the US, address envelopes to ‘The Honourable [name without Mr/Ms] the American Ambassador’.

2 For the UK, start ‘Sir’ or ‘Madam’. For all other countries, start ‘[Your] Excellency’. British ambassadors are known as His/Her Excellency within the country to which they are accredited but not in the United Kingdom. It is almost always acceptable to use ‘Dear Ambassador’.

3 All members of the British cabinet are Privy Counsellors, which entitles the holder to the distinction ‘the Right Honourable’. NB: the spelling ‘Councillors’ is also correct but the Privy Council Office prefers ‘Counsellors’.

4 According to rank.

5 The recommended informal style of address is by job title.

Letters to Members of Parliament

Envelop

European Parliament: Mr/Ms [name], Member of the European Parliament

UK backbench MPs: Mr/Ms [name] MP1

Start

Sir/Madam,

Dear Mr/Ms [name],

Close

Yours faithfully,

Yours sincerely,

Letters to Kings or Queens

Envelop

His Majesty King [name]

The King of [country]

Her Majesty Queen [name]

The Queen of [country]

Their Majesties the King and the Queen of [country]

Start

Your Majesty2/ Your Majesties,

Close

I have the honour to remain/to be,
Your Majesty’s/ Majesties’ most obedient servant,

… loyal/devoted friend,

Letters to other Heads of State

Envelop

His/Her Excellency Mr/Ms [name]
President of [country]3

Start

Excellency,

Mr/Madam President,

Close

I have the honour to be, Sir/Madam,
Yours faithfully,

or just

Yours faithfully,

Letters to Heads of Government

Envelop

His/Her Excellency Mr/Ms [name]
Prime Minister of [country]

For the UK: The Rt Hon3 [name] MP

Start

Excellency,

Dear Prime Minister,

For the UK: Dear Prime Minister,

Close

I remain, Sir/Madam,
Yours faithfully,

or just

Yours faithfully,

1 The letters MP follow the name of members of the House of Commons. Use MSP for members of the Scottish Parliament, AM for members of the National Assembly for Wales, MLA for members of the Northern Ireland Assembly and TD for members of Dáil Éireann (Ireland).

2 For the UK, letters to the Queen should begin ‘Madam’ and the envelope should be addressed to ‘Her Majesty The Queen’.

3 For the US President address envelopes to the ‘President of the United States of America’ and start ‘Mr President’.

Letters to Presidents of EU institutions

Envelop

Mr/Ms [name]
President of the [institution]

Start

Sir/Madam,

or Dear

Mr/Madam President,

Close

I have the honour to be, Sir/Madam,
Yours faithfully,

or just

Yours faithfully,

Letters to Secretaries-General

Envelop

Mr/Ms [name]
Secretary-General of the […]

Start

Sir /Madam,

Close

I have the honour to be, Sir/Madam,
Yours faithfully,

or just

Yours faithfully,

Letters to the Pope

Envelop

His Holiness Pope Benedict XVI
Vatican City

Start

Your Holiness,

Most Holy Father,

Close

I have the honour to be/to remain,
Your Holiness’s obedient servant,

Letters to Cardinals

Envelop

His Eminence Cardinal [name]
Archbishop of […]1

Start

Your Eminence,

My Lord Cardinal,

Dear Cardinal [name],

Close

I remain,
Your Eminence/My Lord Cardinal,
Yours faithfully,

or just

Yours sincerely,

Letters to Archbishops

Envelop

His Grace the Archbishop of […]

The most Reverend Archbishop [name]2

Start

Your Grace,

My Lord Archbishop,

Dear [Lord] Archbishop,

Close

I remain,
Your Grace,
Yours faithfully,

or just

Yours sincerely,

Letters to Bishops

Envelop

His Lordship the Bishop of […]

The Right/Most3 Reverend [name],
Bishop of […]

Start

My Lord,

My Lord Bishop,

Dear Bishop [with or without name],

Close

I remain,
My Lord [Bishop],
Yours faithfully,

or just

Yours sincerely,

1 If appointed to a See.

2 The Archbishops of Canterbury and York are Privy Counsellors. Address envelopes to ‘The most Rev and Right Hon the Lord Archbishop of Canterbury/York’.

3 Bishops are styled ‘Right Reverend’, except in Ireland where they are styled ‘Most Reverend’.