ADDRESSEE AND SALUTATION

Adding an addressee or salutation

Constituents with title not listed in drop down box
Forms of Address
Addressing Peers of the Realm
How to address the Clergy
Changes to addressee or salutation

ADDING AN ADDRESSEE OR SALUTATION:

Dr
Miss
Mr
Mrs
Ms
Professor
Reverend

Tab Bio1
Titles Select from list

Tab Addressee/Salutation
Primary address Select as appropriate from the drop down menu
Primary salutation Select as appropriate from the drop down menu

IF what you need is not in the drop-down then inform Fundraising and Database Manager.

CONSTITUENT WITH A TITLE NOT LISTED IN DROP DOWN BOX

Usually, the constituent is a member of the judiciary, a peer of the realm, a member of the clergy or a
Member of Parliament or other significant titles.

Tab Bio1
Titles Select Personal Title

Tab Addressee/Salutation
Primary addressee Ensure that the box is empty
Editable
Enter addressee [Title] [FirstName or Nickname] [Surname]

Primary Salutation Ensure that the box is empty

Editable
Enter Salutation [Title] [Surname]

Additional Addressees and Salutations

Type Personal Title
Addressee/Salutation Enter title, eg Prince, The Right Honourable

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FORMATS TO BE USED FOR SINGLE ALUMNI AND MARRIED ALUMNI

Single Alumni
For Single alumni or those not married to other York graduates
- Complete Primary addressee and salutation sections only
- use Mr, Miss, Ms or Mrs as specified

The following are the only accepted addressee formats for single alumni.
- Mr Jack Frost Male - single
- Miss Jane Doe Female - single
- Ms Jane Doe Female single, married, widowed or do not know marital status
- Mrs Jane Doe Female married, divorced or widowed

The following are the only accepted salutation formats for single alumni.
Dear Mr Frost Male
Dear Miss Doe Female - single
Dear Ms Doe Female single, married, widowed or do not know marital status
Dear Mrs Doe Female married, divorced or widowed

Married Alumni
If married and spouse is NOT an alumnus then salutations is for individual only.
- Complete Primary addressee and salutation sections only as specified above for Single Alumni

If married and have same surname and both are alumni

- Complete Primary Addressee and Salutation sections for each record.
- AND complete Additional Addressees and Salutations as below
Row 1
- under the heading Type select Joined Addressee from the drop down menu
- under the heading Address/Salutation select Mr Mickey Mouse and Mrs Minnie Mouse
ORDER BY male, then female
Row 2
- under the heading Type select Joined Salutation
- under the heading Addressee/Salutation select Dear Mr and Mrs Mouse ORDER BY male,
then female

If married, partners with different surnames, and both are alumni

- Complete Primary Addressee and Salutation sections for each record.
- AND complete Additional Addressees and Salutations as below
Row 1
- under the heading Type select Joined Addressee from the drop down menu
- under the heading Address/Salutation select Mr Jack Frost and Ms Jane Doe ORDER BY
male, then female
Row 2
- under the heading Type select Joined Salutation
- under the heading Addressee/Salutation select Dear Mr Frost and Ms Doe ORDER BY male,
then female

Same sex couples, both are alumni

- Complete Primary Addressee and Salutation sections for each record.

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- AND complete Additional Addressees and Salutations as below
Row 1
- under the heading Type select Joined Addressee from the drop down menu
- under the heading Address/Salutation select Mr Jack Frost and Mr John Doe ORDER BY
male, then female

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 Row 2
- under the heading Type select Joined Salutation
- under the heading Addressee/Salutation select Dear Mr Frost and Mr Doe ORDER BY male,
then female

- If the record contains any other additional addressees/salutations in Type eg Married. Please delete
and substitute the above

The following are the only accepted addressee formats to be used when both alumni are married/partners.
Mr Mickey Mouse and Mrs Minnie Mouse Married
Mr Jack Frost and Ms Jane Doe Male and female married or partner with different names
Mr Mickey Mouse and Mrs Mouse Married do not know wifes first name
Mr Mouse and Mrs Minnie Mouse Married do not know husbands first name
Mr and Mrs Mouse Married do not know either first name
Mr Jack Frost and Mr John Doe Same sex couples

General
- If Title is blank, use gender to determine
- If Gender is blank, if possible, use first name to determine gender

Exceptions
- Peers of the Realm
- Members of the Clergy
- Member of Parliament
- Member of the Judiciary
- Major gift suspect/prospect
Refer to Fundraising and Database Manager
Refer to Fundraising and Database Manager
Refer to Fundraising and Database Manager
Refer to Fundraising and Database Manager
Refer to Fundraising and Database Manager

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FORMS OF ADDRESS

When addressing members of parliament, the judiciary, peers of the realm or members of the clergy, enter
Addressee and Salutation using the following method.
1 From the Addressees/Salutations tab tick Editable? next to Primary Addressee and enter using
guide below
2 From the Addressees/Salutations tab tick Editable? next to Primary Salutation and enter using
guide below
Guidance on how to address ministers, the judiciary, peers and members of parliament verbally and in
writing can be obtained from:
Debretts Correct Form (located above stationery cupboard) http://www.justice.gov.uk/guidance/forms-of-
address.htm (January 2008)

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ADDRESSING PEERS OF THE REALM

There are five ranks or degrees in the Peerage. These are in descending order of dignity: Dukes, Marquesses,
Earls, Viscounts and Barons. "The Right Honourable" should be applied only where the peer is a member of
the Privy Council.

"The" must in every case be applied before the name of a Peer, except in the cases of Marquesses, Earls,
Viscounts and Barons who use one of those dignities as a courtesy title.
Source: http://www.justice.gov.uk/guidance/foa-peers.htm#dukes (January 2008)

Dukes, Marquesses and Earls

ADDRESS (IN EXAMPLE SALUTATION
CORRESPONDENCE)
All Dukes have the preposition His Grace The Duke of Duke
"of" before their title Westminster
Most Marquesses have the The Most Honourable The Lord Ailesbury
preposition "of" before their title Marquess of Ailesbury
EXCEPT:
The Most Honourable Marquess Lord Townshend
Townshend
The Most Honourable Marquess Lord Camden
Camden
Most Earls have the preposition The Earl of Snowdon Lord Snowdon
"of" before their title:
...except for example The Earl Grey Lord Grey

Viscounts and Barons

Address (in correspondence) Example Salutation
The Preposition "of" does not The Viscount Astor Lord Astor
appear before the title of a
Viscount:

EXCEPT The Viscount of Arbuthnott Lord Arbuthnott

The Viscount of Oxfuird Lord Oxfuird
The expression "Baron" is never The Lord Brown Lord Brown
applied when addressing a Baron.

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However, "Baroness" is used when The Baroness Brown Lady Brown
the lady is a Baroness in her own
right.
The junior female rank in the The Lady Macbeth Lady Macbeth
Peerage of Scotland is not
"Baroness"

PLEASE NOTE:
The wife of a Baron is not addressed as Baroness, but instead Lady
The husband of a woman who becomes a peeress does not assume any additional title

Territorial Designation
Address (in correspondence) Example Salutation
Where a place name forms part of The Lord Doe of Fulham Lord Doe
a peerage title (see note below*)

*Nomen Dignitatis (the name actually used):A Peerage name, style and title below the rank of Earl consists
of the rank and name (the Nomen Dignitatis) and the territorial designation, which associates the Peerage
and indicates the connection of the Peer with a place in the United Kingdom. Where the Nomen Dignitatis is
a surname, it is usually the actual surname of the recipient. If that surname has never been borne in a
Peerage before, then such a surname is borne as the title itself, as in VISCOUNT DOE of London and note
the title must still be associated with a place, even though it does not form part of the title actually used. If
however, the surname has already been used as a Peerage title it can only be granted to a new Peer in
association with the name of a place, and in this case it then forms part of the title, eg. VISCOUNT DOE OF
BRIGHTON. The use of a territorial designation alone may sometimes be granted, eg. LORD BRIGHTON

PLEASE NOTE:
The correct form of a Peer's title may be obtained from Who's Who, Vacher's, Debrett's or Burke's Peerage
but the final authority is the peer's writ of summons and, if any doubt remains, the Crown Office should be
consulted

Peers who are Privy Counsellors

Address (in correspondence) Example Salutation
The Right Honourable The Lord Lord Doe
Doe
Dukes and Marquesses who are His Grace The Duke of Duke
Privy Counsellors are not Devonshire PC
addressed as "The Right The Most Honourable The Marquess
Honourable" but as: Marquess of Abergavenny PC

Peers who are knights of an Order of Chivalry

Care must be taken to see that, if a peer is a knight of an Order of Chivalry, the appropriate letters are placed
as a suffix to his name. (see Honours and Decorations)

Peeresses
The forms of address for Peeresses are the same, mutatis mutandis, as for Peers except in the case of
Baronesses, who may elect to be known as Baroness... or Lady...

Newly-created peers
A newly-created Peer should be addressed as such from the time when Letters Patent are sealed, and not
before.

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HOW TO ADDRESS THE CLERGY

Whether abbreviated or not, the following should always be preceded by the definite article.
Source: http://www.crockford.org.uk/standard.asp?id=116 (January 2008)
The [Title ] [FirstName] [Surname]

Deacons and Priests

ADDRESS (IN SOCIAL LETTER OR IN SPEECH REFERRING TO A MEMBER OF THE
CORRESPONDENCE) CLERGY
The Reverend A B Smith Mr/Mrs/Miss/Ms Smith (unless it The Reverend A B Smith at the first
is known that some other style is mention, and Mr/Mrs/Miss/Ms Smith
preferred--the title Vicar or Rector thereafter
is acceptable only if the person so
addressed really is the incumbent
of the parish where you live or
worship)
Notes
1 The form 'Reverend Smith or The Reverend Smith should not be used in UK English. If the Christian
name or initials are not known, the correct forms are below
2 There is no universally accepted way of addressing an envelope to a married couple of whom both are
in holy orders. We recommend the style The Reverend A B and the Reverend C D Smith.

The Reverend-Smith, or The Mr/Mrs/Miss/Ms Smith The Reverend Mr/Mrs/Miss/Ms Smith

Reverend Mr/Mrs/Miss/Ms Smith at the first mention, and
Mr/Mrs/Miss/Ms Smith thereafter

Prebendaries
ADDRESS (IN SOCIAL LETTER OR IN SPEECH REFERRING TO A MEMBER OF THE
CORRESPONDENCE) CLERGY
The Reverend Prebendary A B Prebendary Smith Prebendary Smith
Smith

Canons (both Residentiary and Honorary)

ADDRESS (IN SOCIAL LETTER OR IN SPEECH REFERRING TO A MEMBER OF THE
CORRESPONDENCE) CLERGY
The Reverend Canon A B Smith Canon Smith Canon Smith

Archdeacons
ADDRESS (IN SOCIAL LETTER OR IN SPEECH REFERRING TO A MEMBER OF THE
CORRESPONDENCE) CLERGY
The Venerable the Archdeacon of Archdeacon, or more formally Mr The Archdeacon of X at the first
X Archdeacon mention, and the Archdeacon
thereafter
Notes
1 In the case of an archdeacon (or dean/provost, bishop, or archbishop) in office, the style above is to be
preferred. The personal name should be used only for the purpose of identification.
2 For an archdeacon emeritus, the correct forms are
The Venerable A B Smith Archdeacon Archdeacon Smith

Deans and Provosts

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ADDRESS (IN SOCIAL LETTER OR IN SPEECH REFERRING TO A MEMBER OF THE
CORRESPONDENCE) CLERGY
The Very Reverend the Dean/Provost, or more formally The Dean/Provost of X at the first
Dean/Provost of X Mr Dean/Provost mention, and the Dean thereafter (see
also note 1 for Archdeacon above)

Bishops, Diocesan and Suffragan

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Right Reverend the Bishop of Bishop, or more formally My Lord The Bishop of X at the first mention,
X, or The Right Reverend the Lord and the Bishop thereafter (see also
Bishop of X note 1 to Archdeacon above)
Notes
1 The use of Lord before Bishop is diminishing. It is a matter of individual preference whether it should
be used.
2 The Bishop of London is a Privy Councillor, and has the style The Right Reverend and Right
Honourable the Lord Bishop of London.
3 The Bishop of Meath and Kildare is styled The Most Reverend.

Assistant and Retired Bishops

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Right Reverend A B Smith Bishop Bishop Smith

Archbishops
Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Most Reverend the Lord Archbishop, or more formally The Archbishop of X at the first
Archbishop of X Your Grace mention, and the Archbishop
thereafter (see also note 1 to
Archdeacon above)
Notes:
1 The Archbishops of Canterbury and York, being Privy Councillors, also have Right Honourable
included in their style (for example, The Most Reverend and Right Honourable the Lord Archbishop of
Canterbury).
2 The presiding bishop of the Scottish Episcopal Church is the Primus, and the correct forms are below
3 A retired archbishop properly reverts to the status of bishop, but may be given as a courtesy the style of
an archbishop.
The Most Reverend the Primus Primus Primus

Chaplains to the Armed Services

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Reverend A B Smith RN (or Padre, or Padre Smith The Padre, or Padre Smith
CF or RAF)

TITLED CLERICS
Where a member of the clergy also holds a temporal title, this is always preceded in writing by the ecclesiastical
one.

Barons (other than retired archbishops)

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Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Reverend the Lord Smith of Y Lord Smith The Reverend the Lord Smith at the
first mention, and Lord Smith
thereafter

Baronets
Address (in correspondence)
The Reverend Sir Alan Smith Bt
Social letter or in speech Referring to a member of the clergy
Sir Alan Smith or Sir Alan The Reverend Sir Alan Smith at the
first mention, and Sir Alan Smith
thereafter

Knights
An ordained priest may be appointed to an order of knighthood, but will not normally receive the accolade or
title. The appropriate designation will follow the name or ecclesiastical title, e.g. The Right Reverend the Bishop
of X, KCVO. If he was knighted before he was ordained, he will retain his title.

Ordained Members of Religious Orders

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Reverend Alan/Alice Smith Father, Father Smith, or Father The Reverend Alan/Alice Smith;
XYZ; The Reverend Brother Alan; Brother Alan/Sister Alice Father Alan Smith; Father Smith;
Alan/Sister Alice XYZ Brother Alan/Sister Alice
Note
1 A name in religion, should be used in preference to the baptismal name or initials. Sometimes the
surname is not used.
2 Some orders use Brother and Sister for lay and ordained members without distinction, along with
Christian names.
3 It is customary to specify the religious order by giving the appropriate letters after the name.

ACADEMICS CLERGY
When a member of the clergy holds more than one title, the ecclesiastical one is normally used.

Professor also Canon

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Reverend Canon A B Smith Canon Smith, or Professor Smith, Canon Smith, or Dr Smith, according
according to context to context

Canon also Doctor

Address (in correspondence) Social letter or in speech Referring to a member of the clergy
The Reverend Canon A B Smith Canon Smith, or Dr Smith, Canon Smith, or Dr Smith, according
according to context to context

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CHANGES TO ADDRESSEE OR SALUTATION

Any request to change an addressee or salutation should be recorded using a Constituent Action, as below:

Action - General
Category Task/Other
Action Type Record Update
Action Date Date() or f3
Status Completed
Action completed on Date() or f3

Action Notes
Type Record Update
Description Change to addressee or salutation
Notes Copy of communication or details of telephone conversation

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