DOD MANUAL 5110.04, VOLUME 2
M
ANUAL FOR WRITTEN MATERIAL:
E
XAMPLES AND REFERENCE MATERIAL
Originating Component: Office of the Chief Management Officer of the Department of Defense
Effective: June 16, 2020
Releasability: Cleared for public release. Available on the Directives Division Website
at https://www.esd.whs.mil/DD/.
Reissues and Cancels: DoD 5110.04-M, Volume 2, “DoD Manual for Written Material:
Examples and Reference Material,” October 26, 2010, as amended
Approved by: Lisa W. Hershman, Chief Management Officer of the Department of
Defense
Purpose: This manual is composed of two volumes, each containing its own purpose. In accordance
with the authority in DoD Directive 5105.82, the July 11, 2014 Deputy Secretary of Defense
(DepSecDef) Memorandum, the February 1, 2018 Secretary of Defense (SecDef) Memorandum, and the
policy in DoD Instruction (DoDI) 5025.13:
• This manual provides guidance for managing:
o The correspondence of the SecDef, the DepSecDef, and the Executive Secretary of the DoD
(ExecSec)
o The correspondence of the OSD and DoD Components that is directed to the SecDef, the
DepSecDef, and the ExecSec.
• This volume:
o Provides authorized Zone Improvement Plan (ZIP)+4 codes and compatible street addresses for
SecDef, DepSecDef, ExecSec, OSD, and DoD Component correspondence.
o Provides examples and reference material for SecDef, DepSecDef, ExecSec, OSD, and DoD
Component correspondence.
DoDM 5110.04, Volume 2, June 16, 2020
TABLE OF CONTENTS 2
TABLE OF CONTENTS
SECTION 1: GENERAL ISSUANCE INFORMATION .............................................................................. 4
1.1. Applicability. .................................................................................................................... 4
SECTION 2: RESPONSIBILITIES ......................................................................................................... 5
2.1. Director, Executive Services Directorate. ......................................................................... 5
2.2. OSD and DoD Component Heads. ................................................................................... 5
SECTION 3: AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES ............................ 6
SECTION 4: POSTAL, DIRECTIONAL, AND STREET ABBREVIATIONS ............................................... 16
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE ........................... 18
SECTION 6: SECDEF AND DEPSECDEF SCHEDULE PROPOSALS ..................................................... 45
6.1. Schedule Proposal Format. ............................................................................................. 45
6.2. Basic Rules...................................................................................................................... 45
SECTION 7: TALKING AND POINT PAPER FORMAT ......................................................................... 47
SECTION 8: OUTLINE FORMAT ...................................................................................................... 48
GLOSSARY ..................................................................................................................................... 49
G.1. Acronyms. ...................................................................................................................... 49
REFERENCES .................................................................................................................................. 50
TABLES
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses .................. 6
Table 2. U.S. State and Canadian Province Abbreviations.......................................................... 16
Table 3. Directional Abbreviations .............................................................................................. 17
Table 4. Frequently Used Street Designators .............................................................................. 17
Table 5. Secondary Address Unit Indicators ............................................................................... 17
Table 6. The White House ........................................................................................................... 18
Table 7. The Federal Judiciary..................................................................................................... 19
Table 8. The Congress ................................................................................................................. 19
Table 9. Legislative Agencies ...................................................................................................... 23
Table 10. The Executive Departments ......................................................................................... 23
Table 11. The Military Departments ............................................................................................ 24
Table 12. Army, Air Force and Marine Corps Officers ............................................................... 24
Table 13. Navy Officers ............................................................................................................... 25
Table 14. Army Enlisted Personnel ............................................................................................. 26
Table 15. Navy Enlisted Personnel .............................................................................................. 27
Table 16. Marine Corps Enlisted Personnel ................................................................................ 28
Table 17. Air Force Enlisted Personnel ....................................................................................... 29
Table 18. Other Military Personnel ............................................................................................. 30
Table 19. Military Ranks and Abbreviations by Service and Pay Grade .................................... 31
Table 20. Independent Agencies .................................................................................................. 34
Table 21. American Missions ...................................................................................................... 34
Table 22. Foreign Diplomatic Missions to the United States ...................................................... 35
Table 23. International Organizations.......................................................................................... 36
Table 24. United Nations ............................................................................................................. 36
Table 25. State and Local Governments ...................................................................................... 38
DoDM 5110.04, Volume 2, June 16, 2020
TABLE OF CONTENTS 3
Table 26. Ecclesiastical Organizations ........................................................................................ 39
Table 27. Private Citizens ............................................................................................................ 41
Table 28. Former Government Officials ...................................................................................... 43
FIGURES
Figure 1. SecDef/DepSecDef Schedule Proposal ........................................................................ 46
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 1: GENERAL ISSUANCE INFORMATION 4
SECTION 1: GENERAL ISSUANCE INFORMATION
1.1. APPLICABILITY.
This issuance applies to OSD, the Military Departments, the Office of the Chairman of the Joint
Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector
General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all
other organizational entities within the DoD (referred to collectively in this issuance as the “DoD
Components”).
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 2: RESPONSIBILITIES 5
SECTION 2: RESPONSIBILITIES
2.1. DIRECTOR, EXECUTIVE SERVICES DIRECTORATE.
The Director, Executive Services Directorate, Washington Headquarters Services, under the
authority, direction, and control of the Director, Washington Headquarters Services, will oversee
and maintain this volume to support the accurate preparation of correspondence required by this
manual.
2.2. OSD AND DOD COMPONENT HEADS.
The OSD and DoD Component heads will ensure compliance with procedures in this volume
throughout their Components.
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 6
SECTION 3: AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET
ADDRESSES
This section contains authorized ZIP+4 Codes and street addresses for certain OSD and DoD
Components.
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-1000
SECRETARY OF DEFENSE
1000 DEFENSE PENTAGON
WASHINGTON, DC 20301-1000
20301-1010
DEPUTY SECRETARY OF DEFENSE
1010 DEFENSE PENTAGON
WASHINGTON, DC 20301-1010
20301-1020
SPECIAL ASSISTANT TO SECRETARY AND DEPUTY SECRETARY
OF DEFENSE (CHIEF OF STAFF)
1020 DEFENSE PENTAGON
WASHINGTON, DC 20301-1020
20301-1030
EXECUTIVE SECRETARY
1030 DEFENSE PENTAGON
WASHINGTON, DC 20301-1030
20301-1040
DIRECTOR, NATIONAL RECONNAISSANCE OFFICE
1040 DEFENSE PENTAGON
WASHINGTON, DC 20301-1040
20301-1100
UNDER SECRETARY OF DEFENSE COMPTROLLER/CHIEF
FINANCIAL OFFICER, DEPARTMENT OF DEFENSE
1100 DEFENSE PENTAGON
WASHINGTON, DC 20301-1100
20301-1100
DEPUTY UNDER SECRETARY OF DEFENSE COMPTROLLER/CHIEF
FINANCIAL OFFICER, DEPARTMENT OF DEFENSE
1100 DEFENSE PENTAGON
WASHINGTON, DC 20301-1100
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 7
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-1155
WASHINGTON HEADQUARTERS SERVICES
1155 DEFENSE PENTAGON
WASHINGTON, DC 20301-1155
20301-1156
DOD COMMUNICATIONS ARCHITECTURE DEVELOPMENT GROUP
1156 DEFENSE PENTAGON
WASHINGTON, DC 20301-1156
20301-1157
DOD COMMUNICATIONS SURVEY AND ASSESSMENT GROUP
1157 DEFENSE PENTAGON
WASHINGTON, DC 20301-1157
20301-1158
DOD TECHNICAL COMMUNICATIONS OPTIMIZATION DIVISION
1158 DEFENSE PENTAGON
WASHINGTON, DC 20301-1158
20301-1159
DOD GLOBAL COMMUNICATIONS INTEROPERABILITY OFFICE
1159 DEFENSE PENTAGON
WASHINGTON, DC 20301-1159
20301-1200
ASSISTANT SECRETARY OF DEFENSE FOR HEALTH AFFAIRS
1200 DEFENSE PENTAGON
WASHINGTON, DC 20301-1200
20301-1200
DIRECTOR, DEFENSE HEALTH AGENCY
1200 DEFENSE PENTAGON
WASHINGTON, DC 20301-1200
20301-1300
ASSISTANT SECRETARY OF DEFENSE FOR LEGISLATIVE
AFFAIRS
1300 DEFENSE PENTAGON
WASHINGTON, DC 20301-1300
20301-1400
ASSISTANT TO THE SECRETARY OF DEFENSE FOR PUBLIC
AFFAIRS
1400 DEFENSE PENTAGON
WASHINGTON, DC 20301-1400
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 8
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-1500
ASSISTANT SECRETARY OF DEFENSE FOR MANPOWER AND
RESERVE AFFAIRS
1500 DEFENSE PENTAGON
WASHINGTON, DC 20301-1500
20301-1510
DEPARTMENT OF DEFENSE COORDINATOR FOR DRUG
ENFORCEMENT POLICY AND SUPPORT
1510 DEFENSE PENTAGON
WASHINGTON, DC 20301-1510
20301-1600
GENERAL COUNSEL OF THE DEPARTMENT OF DEFENSE
1600 DEFENSE PENTAGON
WASHINGTON, DC 20301-1600
20301-1600
DIRECTOR, DEFENSE LEGAL SERVICES AGENCY
1600 DEFENSE PENTAGON
WASHINGTON, DC 20301-1600
20301-1636
CHIEF, NATIONAL GUARD BUREAU
1636 DEFENSE PENTAGON
WASHINGTON, DC 20301-1636
20301-1700
DIRECTOR, OPERATIONAL TEST AND EVALUATION
1700 DEFENSE PENTAGON
WASHINGTON, DC 20301-1700
20301 1800
DIRECTOR, COST ASSESSMENT AND PROGRAM EVALUATION
1800 DEFENSE PENTAGON
WASHINGTON, DC 20301-1800
20301-1920
DIRECTOR, NET ASSESSMENT
1920 DEFENSE PENTAGON
WASHINGTON, DC 20301-1920
20301-1950
DIRECTOR, ADMINISTRATION
1950 DEFENSE PENTAGON
WASHINGTON, DC 20301-1950
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 9
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-2000
UNDER SECRETARY OF DEFENSE FOR POLICY
2000 DEFENSE PENTAGON
WASHINGTON, DC 20301-2000
20301-2000
DEPUTY UNDER SECRETARY OF DEFENSE FOR POLICY
2000 DEFENSE PENTAGON
WASHINGTON, DC 20301-2000
20301-2210
ASSISTANT SECRETARY OF DEFENSE FOR STRATEGY, PLANS,
AND CAPABILITIES
2210 DEFENSE PENTAGON
WASHINGTON, DC 20301-2210
20301-2300
DIRECTOR, DEFENSE POW/MIA ACCOUNTING AGENCY
2300 DEFENSE PENTAGON
WASHINGTON, DC 20301-2300
20301-2400
ASSISTANT SECRETARY OF DEFENSE FOR INTERNATIONAL
SECURITY AFFAIRS
2400 DEFENSE PENTAGON
WASHINGTON, DC 20301-2400
20301-2500
ASSISTANT SECRETARY OF DEFENSE FOR SPECIAL OPERATIONS
AND LOW-INTENSITY CONFLICT
2500 DEFENSE PENTAGON
WASHINGTON, DC 20301-2500
20301-2600
ASSISTANT SECRETARY OF DEFENSE FOR HOMELAND DEFENSE
AND GLOBAL SECURITY
2600 DEFENSE PENTAGON
WASHINGTON, DC 20301-2600
20301-2700
ASSISTANT SECRETARY OF DEFENSE FOR INDO-PACIFIC
SECURITY AFFAIRS
2700 DEFENSE PENTAGON
WASHINGTON, DC 20301-2700
20301-2800
DIRECTOR, DEFENSE SECURITY COOPERATION AGENCY
2800 DEFENSE PENTAGON
WASHINGTON, DC 20301-2800
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 10
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-3000
OFFICE OF THE UNDER SECRETARY OF DEFENSE FOR
ACQUISITION AND SUSTAINMENT
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
20301-3010
UNDER SECRETARY OF DEFENSE FOR ACQUISITION AND
SUSTAINMENT
3010 DEFENSE PENTAGON
WASHINGTON, DC 20301-3010
20301-3015
DEPUTY UNDER SECRETARY OF DEFENSE FOR ACQUSITION AND
SUSTAINMENT
3015 DEFENSE PENTAGON
WASHINGTON, DC 20301-3015
20301-3020
DIRECTOR, STATEGY, DATA, AND DESIGN
3020 DEFENSE PENTAGON
WASHINGTON, DC 20301-3020
20301-3030
UNDER SECRETARY OF DEFENSE FOR RESEARCH AND
ENGINEERING
3030 DEFENSE PENTAGON
WASHINGTON, DC 20301-3030
20301-3040
OFFICE OF THE UNDER SECRETARY OF DEFENSE FOR RESEARCH
AND ENGINEERING
3040 DEFENSE PENTAGON
WASHINGTON, DC 20301-3040
20301-3050
ASSISTANT TO THE SECRETARY OF DEFENSE NUCLEAR AND
CHEMICAL AND BIOLOGICAL DEFENSE PROGRAMS
3050 DEFENSE PENTAGON
WASHINGTON, DC 20301-3050
20301-3060
DIRECTOR, DEFENSE, PRICING, AND CONTRACTING
3060 DEFENSE PENTAGON
WASHINGTON, DC 20301-3060
20301-3062
DEFENSE ACQUISITION REGULATORY SYSTEM
3062 DEFENSE PENTAGON
WASHINGTON, DC 20301-3062
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 11
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-3070
DIRECTOR, INTERNATIONAL COOPERATION
3070 DEFENSE PENTAGON
WASHINGTON, DC 20301-3070
20301-3080
OFFICE OF THE DIRECTOR, DEFENSE RESEARCH AND
ENGINEERING FOR SCIENCE AND TECHNOLOGY
3080 DEFENSE PENTAGON
WASHINGTON, DC 20301-3080
20301-3090
DEPUTY ASSISTANT SECRETARY OF DEFENSE PLATFORM AND
WEAPONS PORTFOLIO MANAGEMENT
3090 DEFENSE PENTAGON
WASHINGTON, DC 20301-3090
20301-3140
DIRECTOR, DEFENSE SCIENCE BOARD
3140 DEFENSE PENTAGON
WASHINGTON, DC 20301-3140
20301-3150
DIRECTOR, RESOURCES, PERSONNEL, DATA, AND SECURITY
3150 DEFENSE PENTAGON
WASHINGTON, DC 20301-3150
20301-3200
DIRECTOR, SPECIAL PROGRAMS
3200 DEFENSE PENTAGON
WASHINGTON, DC 20301-3200
20301-3330
DEPUTY ASSISTANT SECRETART OF DEFENSE, INDUSTRIAL
POLICY
3330 DEFENSE PENTAGON
WASHINGTON, DC 20301-3330
20301-3400
ASSISTANT SECRETARY OF DEFENSE FOR SUSTAINMENT
INFRASTRUCTURE AND ENVIRONMENT
3400 DEFENSE PENTAGON
WASHINGTON, DC 20301- 3400
20301-3500
ASSISTANT SECRETARY OF DEFENSE FOR SUSTAINMENT
3500 DEFENSE PENTAGON
WASHINGTON, DC 20301- 3400
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 12
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-3500
ASSISTANT SECRETARY OF DEFENSE FOR SUSTAINMENT
3500 DEFENSE PENTAGON
WASHINGTON, DC 20301- 3400
20301-3600
ASSISTANT SECRETARY OF DEFENSE FOR ACQUISITION
3600 DEFENSE PENTAGON
WASHINGTON, DC 20301-3600
20301-3620
PRINCIPAL DEPUTY ASSISTANT SECRETARY OF
DEFENSE, ACQUISITION ENABLERS
3620 DEFENSE PENTAGON
WASHINGTON, DC 20301-3620
20301-3700
DIRECTOR, OPERATIONAL ENERGY PLANS AND
PROGRAMS
3700 DEFENSE PENTAGON
WASHINGTON, DC 20301-3700
20301-4000
UNDER SECRETARY OF DEFENSE FOR PERSONNEL AND
READINESS
4000 DEFENSE PENTAGON
WASHINGTON, DC 20301-4000
20301-5000
DIRECTOR, DEFENSE COUNTERINTELLIGENCE AND SECURITY
AGENCY
5000 DEFENSE PENTAGON
WASHINGTON, DC 20301-5000
20301-4100
DIRECTOR, DEFENSE COMMISSARY AGENCY
4100 DEFENSE PENTAGON
WASHINGTON, DC 20301-4100
20301-5000
UNDER SECRETARY OF DEFENSE FOR INTELLIGENCE AND
SECURITY
5000 DEFENSE PENTAGON
WASHINGTON, DC 20301-5000
20301-6000
CHIEF INFORMATION OFFICER
6000 DEFENSE PENTAGON
WASHINGTON, DC 20301-6000
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 13
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20301-6100
U.S. NUCLEAR COMMAND AND CONTROL SYSTEM SUPPORT
STAFF
6100 DEFENSE PENTAGON
WASHINGTON, DC 20301-6100
20301-7000
DIRECTOR, NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY
7000 DEFENSE PENTAGON
WASHINGTON, DC 20301-7000
20301-7010
DIRECTOR, DEFENSE INFORMATION SYSTEMS AGENCY
7010 DEFENSE PENTAGON
WASHINGTON, DC 20301-7010
20301-7100
DIRECTOR, MISSILE DEFENSE AGENCY
7100 DEFENSE PENTAGON
WASHINGTON, DC 20301-7100
20301-7300
RESERVE FORCES POLICY BOARD
7300 DEFENSE PENTAGON
WASHINGTON, DC 20301-7300
20301-7500
CURRENT NEWS SERVICE
7500 DEFENSE PENTAGON
WASHINGTON, DC 20301-7500
20301-8000
DEFENSE GLOBAL INFORMATION GROUP
8000 DEFENSE PENTAGON
WASHINGTON, DC 20301-8000
20301-9000
PENTAGON FORCE PROTECTION AGENCY
9000 DEFENSE PENTAGON
WASHINGTON, DC 20301-9000
20301-9010
CHIEF MANAGEMENT OFFICER OF THE DEPARTMENT OF
DEFENSE
9010 DEFENSE PENTAGON
WASHINGTON, DC 20301-9010
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 14
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
20310-0101
SECRETARY OF THE ARMY
101 ARMY PENTAGON
WASHINGTON, DC 20310-0101
20330-1670
SECRETARY OF THE AIR FORCE
1670 AIR FORCE PENTAGON
WASHINGTON, DC 20330-1670
20340-0200
DIRECTOR, DEFENSE INTELLIGENCE AGENCY
200 MACDILL BOULEVARD
WASHINGTON, DC 20340-0200
20350-1000
SECRETARY OF THE NAVY
THE PENTAGON
WASHINGTON, DC 20350-1000
20755-9800
DIRECTOR, NATIONAL SECURITY AGENCY/CHIEF, CENTRAL
SECURITY SERVICE
9800 SAVAGE ROAD
FORT MEADE, MD 20755-9800
22060-5565
PRESIDENT, DEFENSE ACQUISITION UNIVERSITY
9820 BELVOIR ROAD
FORT BELVOIR, VA 22060-5565
22060-6201
DIRECTOR, DEFENSE THREAT REDUCTION AGENCY
8725 JOHN L. KINGMAN ROAD
FORT BELVOIR, VA 22060-6201
22060-6221
DIRECTOR, DEFENSE LOGISTICS AGENCY
8725 JOHN L. KINGMAN ROAD
FORT BELVOIR, VA 22060-6221
22202-3711
DIRECTOR, OFFICE OF ECONOMIC ADJUSTMENT
2231 CRYSTAL CITY
SUITE 520
ARLINGTON, VA 22202-3711
22202-5411
DIRECTOR, OFFICE OF SMALL BUSINESS PROGRAMS
201 12TH STREET SOUTH, SUITE 406
ARLINGTON, VA 22202-5411
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 3: DOD AND OSD AUTHORIZED ZIP+4 CODES AND COMPATIBLE STREET ADDRESSES 15
Table 1. DoD and OSD Authorized ZIP+4 Codes and Compatible Street Addresses,
Continued
ZIP+4 CODE ADDRESSEE AND STREET ADDRESS
22350-1500
INSPECTOR GENERAL OF THE DEPARTMENT OF DEFENSE
4800 MARK CENTER
SUITE 15G27
ALEXANDRIA, VA 22350-1500
22350-1600
DIRECTOR, DEFENSE TECHNOLOGY SECURITY ADMINISTRATION
4800 MARK CENTER DRIVE
ALEXANDRIA, VA 22350-1600
22350-2000
DIRECTOR, DEFENSE FINANCE AND ACCOUNTING SERVICE
4800 MARK CENTER DRIVE
ALEXANDRIA, VA 22350-2000
23801-1809
DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY
3901 A AVENUE, BUILDING 10500
FORT LEE, VA 23801-1809
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 4: POSTAL, DIRECTIONAL, AND STREET ABBREVIATIONS 16
SECTION 4: POSTAL, DIRECTIONAL, AND STREET ABBREVIATIONS
This section contains U.S. State, Canadian Province, and Directional Abbreviations, Street
Designators, and Unit Indicators.
Table 2. U.S. State and Canadian Province Abbreviations
STATE
ABBREVIATION
STATE
ABBREVIATION
Alabama
AL
Nevada
NV
Alaska
AK
New Hampshire
NH
Arizona
AZ
New Jersey
NJ
Arkansas
AR
New Mexico
NM
California
CA
New York
NY
Colorado
CO
North Carolina
NC
Connecticut
CT
North Dakota
ND
Delaware
DE
Ohio
OH
Florida
FL
Oklahoma
OK
Georgia
GA
Oregon
OR
Hawaii
HI
Pennsylvania
PA
Idaho
ID
Rhode Island
RI
Illinois
IL
South Carolina
SC
Indiana
IN
South Dakota
SD
Iowa
IA
Tennessee
TN
Kansas
KS
Texas
TX
Kentucky
KY
Utah
UT
Louisiana
LA
Vermont
VT
Maine
ME
Virginia
VA
Maryland
MD
Washington
WA
Massachusetts
MA
West Virginia
WV
Michigan
MI
Wisconsin
WI
Minnesota
MN
Wyoming
WY
Mississippi
MS
District of Columbia
DC
Missouri
MO
Guam
GU
Montana
MT
Virgin Islands
VI
Nebraska
NE
Northern Mariana
Islands
MP
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 4: POSTAL, DIRECTIONAL, AND STREET ABBREVIATIONS 17
` Table 2. U.S. State and Canadian Province Abbreviations, Continued
PROVINCE
ABBREVIATION
PROVINCE
ABBREVIATION
Alberta
AB
Northwest Territories
NT
British Columbia
BC
Ontario
ON
Newfoundland and
Labrador
NL
Prince Edward Island
PE
Manitoba
MB
Quebec
QC
New Brunswick
NB
Saskatchewan
SK
Nunavut
NU
Yukon
YT
Nova Scotia
NS
Table 3. Directional Abbreviations
North
N
Northeast
NE
East
E
Southeast
SE
South
S
Southwest
SW
West
W
Northwest
NW
Table 4. Frequently Used Street Designators
Avenue
AVE
Parkway
PKY
Boulevard
BLVD
Pike
PIKE
Bypass
BYP
Plaza
PLZ
Causeway
CSWY
Road
RD
Court
CT
Street
ST
Drive
DR
Terrace
TER
Expressway
EXPY
Turnpike
TPKE
Lane
LN
Table 5. Secondary Address Unit Indicators
Apartment
APT
Building
BLDG
Floor
FL
Suite
STE
Department
DEPT
Room
RM
Unit
UNIT
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 18
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND
COMPLIMENTARY CLOSE
In salutation to persons in formal positions such as “President,” “Vice President,” “Chairman,”
“Secretary,” “Ambassador,” and “Minister” that may be held by men or women, use the title
“Mr.” or “Madam.” The title “Ms.”, “Miss”, or “Mrs.” is used when the last name rather than a
formal title follows. “Ms.” may be used when an incumbent or correspondent has indicated this
preference, or when a woman’s marital status is unknown.
Table 6. The White House
Addressee
Address on Letter and
Envelope
Salutation and
Complimentary Close
President
President (Full Name)
The White House
1600 Pennsylvania Avenue, NW
Washington, DC 20500
Dear Mr./Madam President:
Respectfully yours,
Spouse of the President
Mr./Mrs. (full name)
The White House
1600 Pennsylvania Avenue, NW
Washington, DC 20500
Dear Mr./Mrs. (last name):
Sincerely,
Assistant or Special
Assistant to the President
The Honorable (full name)
Assistant (Special Assistant) to
the President for (title)
The White House
1600 Pennsylvania Avenue, NW
Washington, DC 20500
Dear Mr./Ms. (last name):
Sincerely,
Vice President
Vice President
276 Eisenhower Executive Office
Building
Washington, DC 20501
Dear Mr./Madam Vice
President:
Sincerely,
Vice President
As President of the Senate
The Honorable (full name)
President of the Senate
United States Senate
S-212 Capitol Building
Washington, DC 20510
Dear Mr. President:
Sincerely,
Director, Office of
Management and Budget
The Honorable (full name)
Director, Office of Management
and Budget
Washington, DC 20503
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 19
Table 7. The Federal Judiciary
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
The Chief Justice
The Chief Justice
The Supreme Court
Washington, DC 20543
Dear Chief Justice:
Sincerely,
Associate Justice
The Honorable (full name)
The Supreme Court
Washington, DC 20543
Dear Justice (last name):
Sincerely,
Retired Justice
The Honorable (full name)
(address)
Dear Justice (last name):
Sincerely,
Judge of a Federal,
State, or Local
Court
The Honorable (full name)
Judge of the (name of court)
(address)
Dear Judge (last name):
Sincerely,
Clerk of a Court
Mr. (full name)
Clerk of the (name of court)
(address)
Dear Mr./Ms. (last name):
Sincerely,
Table 8. The Congress
Addressee
Address on Letter and Envelope
(Use “+4” IF available. For Congressional
Member individual ZIP+4 Codes, see
Congressional Staff Directory. Also see United
States Senate and United States House Websites
at https://www.senate.gov and
https://www.house.gov.)
Salutation and
Complimentary Close
President pro
tempore of the
Senate
The Honorable (full name)
President pro tempore
United States Senate
Washington, DC 20510-(+4 Code)
Dear Senator (last name):
Sincerely,
Majority Leader,
Senate
The Honorable (full name)
Majority Leader
United States Senate
Washington, DC 20510-(+4 Code)
Dear Mr./Madam Majority
Leader:
Sincerely,
Committee
Chairman, Senate
The Honorable (full name)
Chairman/Chairwoman
Committee on (name of committee)
United States Senate
Washington, DC 20510-(+4 Code)
Dear Mr./Madam
Chairman/Chairwoman:
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 20
Table 8. The Congress, Continued
Addressee
Address on Letter and Envelope
(Use “+4” IF available. For
Congressional Member individual ZIP+4
Codes, see Congressional Staff Directory
.
Also see United States Senate and United
States House Websites at
https://www.senate.gov and
https://www.house.gov.)
Salutation and
Complimentary Close
Committee
Ranking Member,
Senate
The Honorable (full name)
Ranking Member
Committee on (name of committee)
United States Senate
Washington, DC 20510-(+4 Code)
Dear Senator (last name):
Sincerely,
Subcommittee
Chairman, Senate
The Honorable (full name)
Chairman/Chairwoman
Subcommittee on (name of committee)
Committee on (name of full committee)
United States Senate
Washington, DC 20510-(+4 Code)
Dear Mr./Madam
Chairman/Chairwoman:
Sincerely,
Senator
(Washington
office)
The Honorable (full name)
United States Senate
Washington, DC 20510-(+4 Code)
Dear Senator (last name):
Sincerely,
Senator (home
state office)
The Honorable (full name)
United States Senator
(address)
Dear Senator (last name):
Sincerely,
Senator-elect
Senator-elect (full name)
or if applicable,*
The Honorable (full name)
Senator-elect
(address)
*A Senator-elect may be referred to as “The
Honorable” if applicable to the individual’s
prior or current position.
Dear Senator-elect (last
name):
Sincerely,
Office of a
deceased senator
Office of Senator (full name)
United States Senate
Washington, DC 20510-(+4 Code)
Sirs: or Dear Mr./Ms. (name
of contact):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 21
Table 8. The Congress, Continued
Addressee
Address on Letter and Envelope
(Use “+4” IF available. For
Congressional Member individual
ZIP+4 Codes, see Congressional Staff
Directory. Also see United States
Senate and United States House
Websites at https://www.senate.gov and
https://www.house.gov.)
Salutation and
Complimentary Close
Speaker of the
House of
Representatives
The Honorable (full name)
Speaker of the House
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Madam Speaker:
Sincerely,
Majority Leader,
House of
Representatives
The Honorable (full name)
Majority Leader
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Madam Majority
Leader:
Sincerely,
Committee
Chairman, House
of Representatives
The Honorable (full name)
Chairman/Chairwoman
Committee on (name of committee)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Madam
Chairman/Chairwoman:
Sincerely,
Committee
Ranking Member,
House of
Representatives
The Honorable (full name)
Ranking Member
Committee on (name of committee)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Representative (last
name):
Sincerely,
Subcommittee
Chairman, House
of Representatives
The Honorable (full name)
Chairman/Chairwoman
Subcommittee on (name of committee)
Committee on (name of full committee)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Madam
Chairman/Chairwoman:
Sincerely,
Representative
(Washington
office)
The Honorable (full name)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Representative (last
name):
Sincerely,
Representative
(home state office)
The Honorable (full name)
U.S. Representative
(address)
Dear Representative (last
name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 22
Table 8. The Congress, Continued
Addressee
Address on Letter and Envelope
(Use “+4” IF available. For
Congressional Member individual
ZIP+4 Codes, see Congressional Staff
Directory. Also see United States
Senate and United States House
Websites at https://www.senate.gov and
https://www.house.gov.)
Salutation and
Complimentary Close
Representative-
elect
Representative-elect (full name)
or if applicable*
The Honorable (full name)
Representative-elect
(address)
*A Representative-elect may be referred
to as “The Honorable” if applicable to
the individual’s prior or current position.
Dear Representative-elect
(last name):
Sincerely,
Office of a
deceased
representative
Office of the late Honorable (full name)
or,
Office of the (number of) District of
(name of State)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Ms. (name of
contact):
Sincerely,
Resident
Commissioner
The Honorable (full name)
Resident Commissioner from Puerto
Rico
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
Delegate
The Honorable (full name)
Delegate from (location)
U.S. House of Representatives
Washington, DC 20515-(+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 23
Table 9. Legislative Agencies
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Comptroller
General
The Honorable (full name)
Comptroller General of the United States
Washington, DC 20548
Dear Mr./Ms. (last name):
Sincerely,
Public Printer
The Honorable (full name)
Public Printer
U.S. Government Publishing Office
Washington, DC 20401
Dear Mr./Ms. (last name):
Sincerely,
Librarian of
Congress
The Honorable (full name)
Librarian of Congress
Washington, DC 20540
Dear Mr./Ms. (last name):
Sincerely,
Table 10. The Executive Departments
Addressee
Address On Letter and Envelope
(For Executive Department ZIP+4 Codes, see
the Federal Yellow Book
2
)
Salutation and
Complimentary Close
Members of the
Cabinet addressed
as Secretary
The Honorable (full name)
Secretary of (name of Department)
1
Washington, DC (ZIP+4 Code)
Dear Mr./Madam Secretary:
Sincerely,
Attorney General
The Honorable (full name)
Attorney General
Washington, DC 20530
Dear Mr./Madam Attorney
General:
Sincerely,
Deputy Secretary
of a Department
The Honorable (full name)
Deputy Secretary of (name of
Department)
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
Under Secretary of
a Department
The Honorable (full name)
Under Secretary of (Department) for
(Office)
3
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
Assistant Secretary
of a Department
The Honorable (full name)
Assistant Secretary of (Department) for
(Office)
3
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 24
Table 10. The Executive Departments, Continued
Addressee
Address On Letter and Envelope
(For Executive Department ZIP+4 Codes, see
the Federal Yellow Book
2
)
Salutation and
Complimentary Close
Deputy Under
Secretary of a
Department who is
Senate-confirmed
The Honorable (full name)
Deputy Under Secretary of (name of
Department)
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
1
Titles for Cabinet Secretaries are: Secretary of Agriculture, Secretary of Commerce, Secretary of Defense,
Secretary of Education, Secretary of Energy, Secretary of Health and Human Services, Secretary of Homeland
Security, Secretary of Housing and Urban Development, Secretary of the Interior, Attorney General (Department
of Justice), Secretary of Labor, Secretary of State, Secretary of Transportation, Secretary of the Treasury, and
Secretary of Veteran Affairs.
2
Available via internet at Leadership Connect.
3
E.g.: Under Secretary of State for Political Affairs. Assistant Secretary of State for Administration.
Table 11. The Military Departments
Addressee Address On Letter and
Envelope
Salutation and Complimentary
Close
The Secretaries of the
Military Departments
The Honorable (full name)
Secretary of (Department)
Washington DC (ZIP+4
Code)
Dear Mr./Madam Secretary:
Sincerely,
Under Secretary of the
Military Department
The Honorable (full name)
Under Secretary of
(Department)
Washington DC (ZIP+4
Code)
Dear Mr./Ms. (last name):
Sincerely,
Table 12. Army, Air Force and Marine Corps Officers
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
General, Lieutenant
General, Major General,
Brigadier General
(full rank) (full name),
(Service abbreviation)
(address)
Dear General (last name):
Sincerely,
Colonel, Lieutenant
Colonel
(same as above)
Dear Colonel (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 25
Table 12. Army, Air Force and Marine Corps Officers, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Major
(same as above)
Dear Major (last name):
Sincerely,
Captain
(same as above)
Dear Captain (last name):
Sincerely,
First Lieutenant, Second
Lieutenant
(same as above)
Dear Lieutenant (last name):
Sincerely,
Chief Warrant Officer
(same as above)
Dear Mr./Miss/Ms./Mrs. (last
name):
1
Dear Chief Warrant Officer (last
name):
2
Sincerely,
Warrant Officer
(same as above)
Dear Warrant Officer (last
name):
2
Sincerely,
1
Used for Army and Air Force Chief Warrant Officers
2
Used for Marine Corps Chief Warrant Officers and Warrant Officer
Table 13. Navy Officers
Addressee Address On Letter and
Envelope
Salutation and Complimentary
Close
Admiral; Vice Admiral;
Rear Admiral; Rear
Admiral (lower half)
(full rank) (full name),
(Service abbreviation)
(address)
Dear Admiral (last name):
Sincerely,
Captain
(same as above)
Dear Captain (last name):
Sincerely,
Commander, Lieutenant
Commander
(same as above)
Dear Commander (last name):
Sincerely,
Lieutenant, Lieutenant
(Junior Grade)
(same as above)
Dear Lieutenant (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 26
Table 13. Navy Officers, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Ensign
(same as above)
Dear Ensign (last name):
Sincerely,
Chief Warrant Officer
(Number)
(same as above)
Dear Chief Warrant Officer (last
name):
Sincerely,
Warrant Officer
(same as above)
Dear Warrant Officer (last name):
Sincerely,
Table 14. Army Enlisted Personnel
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Sergeant Major of the Army
(full rank) (full name),
(Service abbreviation)
(address)
Dear Sergeant Major (last name):
Sincerely,
Command Sergeant Major
(same as above)
Dear Sergeant Major (last name):
Sincerely,
Sergeant Major
(same as above)
Dear Sergeant Major (last name):
Sincerely,
First Sergeant
(same as above)
Dear First Sergeant (last name):
Sincerely,
Master Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Sergeant First Class
(same as above)
Dear Sergeant (last name):
Sincerely,
Staff Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 27
Table 14. Army Enlisted Personnel, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Corporal
(same as above)
Dear Corporal (last name):
Sincerely,
Specialists
(same as above)
Dear Specialist (last name):
Sincerely,
Private First Class
(same as above)
Dear Private (last name):
Sincerely,
Private
(same as above)
Dear Private (last name):
Sincerely,
Table 15. Navy Enlisted Personnel
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Master Chief Petty
Officer of the Navy
(full rank) (full name), (Service
abbreviation)
(address)
Dear Master Chief (last name):
Sincerely,
Master Chief Petty
Officer
(same as above)
Dear Master Chief (last name):
Sincerely,
Senior Chief Petty
Officer
(same as above)
Dear Senior Chief (last name):
Sincerely,
Chief Petty Officer
(same as above)
Dear Chief (last name):
Sincerely,
Petty Officer First Class
(same as above)
Dear Petty Officer (last name):
Sincerely,
Petty Officer Second
Class
(same as above)
Dear Petty Officer (last name):
Sincerely,
Petty Officer Third
Class
(same as above)
Dear Petty Officer (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 28
Table 15. Navy Enlisted Personnel, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Airman (includes
Apprentice and Recruit)
(same as above)
Dear Airman (last name):
Sincerely,
Constructionman
(includes Apprentice
and Recruit)
(same as above)
Dear Constructionman (last
name):
Sincerely,
Dentalman (includes
Apprentice and Recruit)
(same as above)
Dear Dentalman (last name):
Sincerely,
Fireman (includes
Apprentice and Recruit)
(same as above)
Dear Fireman (last name):
Sincerely,
Hospital Corpsman
(includes Apprentice
and Recruit)
(same as above)
Dear Hospital Corpsman (last
name):
Sincerely,
Seaman (includes
Apprentice and Recruit)
(same as above)
Dear Seaman (last name):
Sincerely,
Table 16. Marine Corps Enlisted Personnel
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Sergeant Major of the
Marine Corps
(full rank) (full name), (Service
abbreviation)
(address)
Dear Sergeant Major (last
name):
Sincerely,
Sergeant Major
(same as above)
Dear Sergeant Major (last
name):
Sincerely,
Master Gunnery
Sergeant
(same as above)
Dear Master Gunnery Sergeant
(last name):
Sincerely,
First Sergeant
(same as above)
Dear First Sergeant (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 29
Table 16. Marine Corps Enlisted Personnel, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Master Sergeant
(same as above)
Dear Master Sergeant (last
name):
Sincerely,
Gunnery Sergeant
(same as above)
Dear Gunnery Sergeant (last
name):
Sincerely,
Staff Sergeant
(same as above)
Dear Staff Sergeant (last name):
Sincerely,
Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Corporal
(same as above)
Dear Corporal (last name):
Sincerely,
Lance Corporal
(same as above)
Dear Corporal (last name):
Sincerely,
Private First Class
(same as above)
Dear Private First Class (last
name):
Sincerely,
Private
(same as above)
Dear Private (last name):
Sincerely,
Table 17. Air Force Enlisted Personnel
Addressee
Address On Letter and
Envelope
Salutation and
Complimentary Close
Chief Master Sergeant of
the Air Force
(full rank) (full name), (Service
abbreviation)
(address)
Dear Chief (last name):
Sincerely,
Chief Master Sergeant
(same as above)
Dear Chief (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 30
Table 17. Air Force Enlisted Personnel, Continued
Addressee
Address On Letter and
Envelope
Salutation and
Complimentary Close
Senior Master Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Master Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Technical Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Staff Sergeant
(same as above)
Dear Sergeant (last name):
Sincerely,
Senior Airman
(same as above)
Dear Airman (last name):
Sincerely,
Airman First Class
(same as above)
Dear Airman (last name):
Sincerely,
Airman
(same as above)
Dear Airman (last name):
Sincerely,
Airman Basic
(same as above)
Dear Airman (last name):
Sincerely,
Table 18. Other Military Personnel
Addressee
Address On Letter and
Envelope
Salutation and
Complimentary Close
All retired military
personnel
(rank) (full name), (Service
abbreviation) (Ret)
(address)
Dear (rank) (last name):
Sincerely,
Cadet
Cadet (full name)
(address)
Dear Cadet (last name):
Sincerely,
Midshipman
Midshipman (full name)
(address)
Dear Midshipman (last name):
Sincerely,
Air Cadet
Air Cadet (full name)
(address)
Dear Air Cadet (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 31
Table 19. Military Ranks and Abbreviations by Service and Pay Grade
Pay Grade
Army
Navy
Marine Corps
Air Force
O-10
General
GEN
Admiral
ADM
General
Gen
General
Gen
O-9
Lieutenant
General
LTG
Vice Admiral
VADM
Lieutenant
General
LtGen
Lieutenant
General
Lt Gen
O-8
Major General
MG
Rear Admiral
RADM
Major General
MajGen
Major General
Maj
Gen
O-7
Brigadier General
BG
Rear Admiral
RDML
2
Brigadier
General
BGen
Brigadier General
Brig
Gen
O-6
Colonel
COL
Captain
CAPT
Colonel
Col
Colonel
Col
O-5
Lieutenant
Colonel
LTC
Commander
CDR
Lieutenant
Colonel
LtCol
Lieutenant
Colonel
Lt Col
O-4
Major
MAJ
Lieutenant
Commander
LCDR
Major
Maj
Major
Maj
O-3
Captain
CPT
Lieutenant
LT
Captain
Capt
Captain
Capt
O-2
First Lieutenant
1LT
Lieutenant Junior
Grade
LTJG
First Lieutenant
1st Lt
First Lieutenant
1st Lt
O-1
Second
Lieutenant
2LT
Ensign
ENS
Second
Lieutenant
2nd Lt
Second
Lieutenant
2d Lt
W-5
Chief Warrant
Officer
CW5
1
Chief Warrant
Officer 5
CWO5
W-4
Chief Warrant
Officer 4
CW4
Chief Warrant
Officer 4
CWO4
Chief Warrant
Officer 4
CWO4
W-3
Chief Warrant
Officer 3
CW3
Chief Warrant
Officer 3
CWO3
Chief Warrant
Officer 3
CWO3
W-2
Chief Warrant
Officer 2
CW2
Chief Warrant
Officer 2
CWO2
Chief Warrant
Officer 2
CWO2
W-1
Warrant Officer 1
WO1
Warrant Officer
WO1
Warrant Officer
WO
DoDM 5110.04, Volume 2, June 16, 2020
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Table 19. Military Ranks and Abbreviations by Service and Pay Grade, Continued
Pay Grade
Army
Navy
Marine Corps
Air Force
E-9
Sergeant Major of the
Army
SMA
Master
Chief Petty
Officer of
the Navy
MCPON
Sergeant Major of
the Marine Corps
SgtMajMC
Chief Master
Sergeant of the Air
Force
CMSAF
Command Sergeant
Major
CSM
Master
Chief Petty
Officer
MCPO
Sergeant Major
Sgt Maj
Chief Master
Sergeant
CMSgt
Sergeant Major
SGM
Master Gunnery
Sergeant
MGySgt
E-8
First Sergeant
1SG
Senior
Chief Petty
Officer
SCPO
First Sergeant
1stSgt
Senior Master
Sergeant
SMSgt
Master Sergeant
MSG
Master Sergeant
MSgt
E-7
Sergeant First Class
SFC
Chief Petty
Officer
CPO
Gunnery Sergeant
GySgt
Master Sergeant
MSgt
E-6
Staff Sergeant
SSG
Petty
Officer 1
PO1
Staff Sergeant
SSgt
Technical
Sergeant
TSgt
E-5
Sergeant
SGT
Petty
Officer 2
PO2
Sergeant
Sgt
Staff Sergeant
SSgt
E-4
Corporal
CPL
Petty
Officer 3
PO3
Corporal
Cpl
Senior Airman
SrA
Specialist
SPC
DoDM 5110.04, Volume 2, June 16, 2020
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Table 19. Military Ranks and Abbreviations by Service and Pay Grade, Continued
Pay Grade
Army
Navy
Marine Corps
Air Force
E-3
Private First Class
PFC
Seaman
SN
Lance Corporal
LCpl
Airman First Class
A1C
E-2 Private PV2
Seaman
Apprentice
SA Private First Class PFC Airman Amn
E-1 Private PVT
Seaman
Recruit
SR Private Pvt Airman Basic AB
1
The Army used Master Warrant Officer at one time; “Master” now indicates a transitional rank; Army Warrant Officers, CW2 through CW5 use Chief preceding “Warrant
Officer”
2
The Navy Rear Admiral rank contains two levels: upper half, equal to a two-star flag officer, and lower half, equal to a one-star flag officer. The rank of Commodore was a
commissioned one-star rank during time of war. The commander of a fleet of ships is sometimes referred to as “Commodore” as a courtesy title. The rank no longer exists and
the title is never officially used.
3
Navy and Marine Corps Army Warrant Officers, CW2 through CW5, use Chief preceding “Warrant Officer”
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 34
Table 20. Independent Agencies
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Head of a Federal
Agency, Authority, or
Board
1
The Honorable
2
(full name)
(title)
(agency)
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
President of a
Commission or Board
The Honorable
2
(full name)
President, (name of commission)
Washington, DC (ZIP+4 Code)
Dear Mr./Ms. (last name):
Sincerely,
Chairman of a
Commission or Board
The Honorable
2
(full name)
Chairman, (name of commission)
Washington, DC (ZIP+4 Code)
Dear Mr./Madam Chairman:
Sincerely,
Postmaster General
The Honorable (full name)
Postmaster General
475 L’Enfant Plaza West, SW
Washington, DC 20260
Dear Mr./Madam
Postmaster General:
Sincerely,
1
A Military head of a federal agency, authority, or board will be addressed by military rank.
2
Use “The Honorable” if Senate confirmed.
Table 21. American Missions
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
United States Ambassador
The Honorable (full name)
U.S. Ambassador (city)
U.S. Embassy (city),
(city)
(country)
Dear Mr./Madam
Ambassador:
Sincerely,
United States Ambassador
(with military rank)
(Full rank) (full name)
U.S. Ambassador (city)
U.S. Embassy (city),
(city)
(country)
Dear (rank) (last name):
Sincerely,
Personal/Special
Representative of the
President
The Honorable (full name)
Personal Representative of the
President of the United States of
America to (country)
(address)
Dear Mr./Ms. (last name):
Sincerely,
American Foreign Service
Officer with personal rank
of Minister
The Honorable (full name)
(rank: Minister Counselor or
Counselor)
American Embassy
(address)
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 35
Table 21. American Missions, Continued
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
American Minister (with
military rank)
(full rank) (full name)
(title)
American Embassy
(address)
Dear (rank) (last name):
Sincerely,
American Consul General
(Consul, Vice Consul)
Mr./Ms. (full name)
American Consul General
(Consul, Vice Consul)
(address)
Dear Mr./Ms. (last name):
Sincerely,
U.S. Political Advisor
The Honorable
1
(full name)
United States Political Advisor for
(country)
(address)
Dear Mr./Ms. (last name):
Sincerely,
1
Use “The Honorable” if Senate confirmed.
Table 22. Foreign Diplomatic Missions to the United States
Addressee
Address On Letter and
Envelope
Salutation and
Complimentary Close
Foreign Ambassador in
the United States
His/Her Excellency (full name)
Ambassador of (country)
Washington, DC (ZIP+4 Code)
Dear Mr./Madam
Ambassador:
Sincerely,
Foreign Minister in the
United States (head of a
delegation)
The Honorable (full name)
Minister of (country)
Washington, DC (ZIP +4 Code)
Dear Mr./Madam Minister:
Sincerely,
Foreign Minister
Counselor in the United
States
The Honorable (full name)
Minister Counselor
Embassy of (country)
Washington, DC (ZIP +4 Code)
Dear Mr./Madam Minister:
Sincerely,
Foreign Chargé d'Affaires
in the United States
Mr./Madam (full name)
Chargé d’Affaires of (country)
(address)
Dear Mr./Madam Chargé
d’Affaires:
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 36
Table 23. International Organizations
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
Organization with No
U.S. Representative
1
The (title of officer) of the
(organization name)
(address)
Dear Sir/Madam:
Sincerely,
Secretary General of the
Organization of American
States
The Honorable (full name)
2
Secretary General of the
Organization of American States
Washington, DC 20006
Dear Mr./Madam Secretary
General:
Sincerely,
Assistant Secretary
General of the
Organization of American
States
The Honorable (full name)
Assistant Secretary General of the
Organization of American States
Washington, DC 20006
Dear Mr./Ms. (last name):
Sincerely,
United States
Representative on the
Council of the
Organization of American
States
The Honorable (full name)
U.S. Representative on the
Council of the Organization of
American States Washington, DC
20520
Dear Mr./Ms. (last name):
Sincerely,
1
Address communications to the ranking officer of an international organization that has no full-time U.S.
representative.
2
Address officials as "The Honorable" unless otherwise entitled to “His [or] Her Excellency.”
Table 24. United Nations
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
Address communications for the United Nations to the U.S. Representative to the United Nations through
the Department of State. Direct communication with the United Nations is inappropriate. Send all notes
for the United Nations through the U.S. Representative with a cover note and appropriate instruction.
Address officials as “The Honorable”, unless otherwise entitled to “His [or] Her Excellency.”
Secretary General of the
United Nations
The Honorable (full name)
Secretary General of the United
Nations
New York, NY 10017
Dear Mr./Madam Secretary
General:
Sincerely,
U.S. Representative to the
United Nations
The Honorable (full name)
United States Representative to the
United Nations
New York, NY 10017
Dear Mr./Ms. Ambassador
(last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 37
Table 24. United Nations, Continued
Addressee Address on Letter and Envelope
Salutation and
Complimentary Close
Chairman, U.S.
Delegation to the U.N.
Military Staff Committee
The Honorable (full name)
Chairman, United States Delegation
United Nations Military Staff
Committee
United States Mission to the United
Nations
New York, NY 10017
Dear Mr./Ms. (last name):
Sincerely,
U.S. Senior
Representative to the
U.N. General Assembly
The Honorable (full name)
Senior Representative of the United
States to the General Assembly of
the United Nations
New York, NY 10017
Dear Mr./Ms. (last name):
Sincerely,
Senior Military Adviser
to the U.S. Delegation to
the U.N. General
Assembly
(Full rank) (full name)
Senior Military Adviser to the
United States Delegation to the
United Nations General Assembly
New York, NY 10017
Dear (rank) (last name):
Sincerely,
U.S. Representative on
the U.N. Economic and
Social Council
The Honorable (full name)
United States Representative to the
Economic and Social Council of the
United Nations
New York, NY 10017
Dear Mr./Ms. (last name):
Sincerely,
U.S. Representative on
the U.N. Disarmament
Commission
The Honorable (full name)
United States Representative on the
Disarmament Commission of the
United Nations
New York, NY 10017
Dear Mr./Ms. (last name):
Sincerely,
U.S. Representative to the
U.N. Trusteeship Council
The Honorable (full name)
United States Representative on the
Trusteeship Council of the United
Nations
New York, NY 10017
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 38
Table 25. State and Local Governments
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
State Governor
The Honorable (full name)
Governor of (State)
(city), (State) (ZIP Code)
Dear Governor (last name):
Sincerely,
Acting State Governor
The Honorable (full name)
Acting Governor of (State)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
State Lieutenant
Governor
The Honorable (full name)
Lieutenant Governor of (State)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
State Secretary of State
The Honorable (full name)
Secretary of State of (State)
(city), (State) (ZIP Code)
Dear Mr./Madam (last
name):
Sincerely,
Chief Justice of a State
Supreme Court
The Honorable (full name)
Chief Justice, Supreme Court of the
State of (State)
(city), (State) (ZIP Code)
Dear Mr./Madam Chief
Justice:
Sincerely,
State Attorney General
The Honorable (full name)
Attorney General State of (State)
(city), (State) (ZIP Code)
Dear Mr./Madam Attorney
General:
Sincerely,
State Treasurer,
Comptroller, or Auditor
The Honorable (full name)
State Treasurer (Comptroller)
(Auditor)
State of (State)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
President, State Senate
The Honorable (full name)
President of the Senate of the State
of (State)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
State Senator
The Honorable (full name)
(State) Senate
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
Speaker, State House of
Representatives,
Assembly or House of
Delegates
1
The Honorable (full name)
Speaker of the House of
Representatives (Assembly)
(House of Delegates) of the State of
(State)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 39
Table 25. State and Local Governments, Continued
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
State Representative,
Assemblyman, or
Delegate
The Honorable (full name)
(State) House of Representatives
(Assembly) (House of Delegates)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
Mayor
The Honorable (full name)
Mayor of (city)
(city), (State) (ZIP Code)
Dear Mayor (last name)
Sincerely,
President of a Board of
Commissioners
The Honorable (full name)
President, Board of Commissioners
of (city)
(city), (State) (ZIP Code)
Dear Mr./Ms. (last name):
Sincerely,
1
In most States, the lower branch of the legislature is the House of Representatives. In some States, such as
California and New York, the lower house is known as the Assembly. In others, such as Maryland, Virginia, and
West Virginia, it is known as the House of Delegates. Nebraska has a one-house legislature; its members are
classed as senators.
Table 26. Ecclesiastical Organizations
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Catholic Cardinal
His Eminence (first name)
Cardinal (last name)
(address)
Dear Cardinal (last name):
Sincerely,
Catholic Archbishop
The Most Reverend (full name)
Archbishop of (archdiocese)
(address)
Dear Archbishop (last
name):
Sincerely,
Catholic Bishop
The Most Reverend (full name)
Bishop of (place)
(address)
Dear Bishop (last name):
Sincerely,
Catholic Monsignor
The Reverend Monsignor (full
name)
(address)
Dear Monsignor (last
name):
Sincerely,
Catholic Priest
The Reverend (full name), (initials
of order (if any))
(address)
Dear Father (last name):
(informal)
Sincerely,
Catholic Deacon
The Reverend Mister (full name),
(address)
Dear Deacon (last name):
(informal)
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 40
Table 26. Ecclesiastical Organizations, Continued
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Catholic Mother Superior
of an Institution
Reverend Mother (full name),
(initials of order)
(name of institution)
(address)
Dear Reverend Mother:
Sincerely,
Catholic Sister
Sister (full name), (initials of order)
(name of organization)
(address)
Dear Sister (first name):
Sincerely,
Catholic Brother
Brother (full name), (initials of
order)
(organization)
(address)
Dear Brother (first name):
Sincerely,
Episcopal Archdeacon
The Venerable (full name)
Archdeacon of (place)
(address)
Dear Archdeacon (last
name):
Sincerely,
Episcopal Dean
The Very Reverend (full name),
(initials of degree)
Dean of (place)
(address)
Dear Dean (last name):
Sincerely,
Methodist Bishop
The Reverend (full name)
Bishop of (place)
(address)
Dear Bishop (last name):
Sincerely,
Mormon Bishop
Mr. (full name)
The Church of Jesus Christ of
Latter-Day Saints
(address)
Dear Mr. (last name):
Sincerely,
Army Chaplain
Chaplain (rank in parenthesis)
(full name), USA
Dear Chaplain (last name):
Sincerely,
Navy Chaplain
Rank (full name)
CHC, USN
Dear Chaplain (last name):
Sincerely,
Air Force Chaplain
Chaplain (rank) (full name), USAF
Dear Chaplain (last name):
Sincerely,
Minister, Pastor, or
Rector (with doctoral
degree)
The Reverend Dr. (full name)
(address)
Dear Dr. (last name):
Sincerely,
Minster, Pastor, or
Rector (without doctoral
degree)
The Reverend (full name)
(address)
Dear Rev. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 41
Table 26. Ecclesiastical Organizations, Continued
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Rabbi (with doctoral
degree)
Rabbi (full name), (initials of
degree)
(address)
Dear Dr. (last name):
Sincerely,
Table 27. Private Citizens
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
University or college
president (with doctoral
degree)
Dr. (full name)
President, (name of institution)
(address)
Dear Dr. (last name):
Sincerely,
University or college
president (without a
doctoral degree)
Mr. (full name)
President, (name of institution)
(address)
Dear Mr./Ms. (last name):
Sincerely,
Dean of a school (with
doctoral degree)
Dr. (full name)
Dean, School of (name)
(name of institution)
(address)
Dear Dr. (last name):
Sincerely,
Dean of a school
(without doctoral
degree)
Dean (full name), School of (name)
(name of institution)
(address)
Dear Dean (last name):
Sincerely,
Professor (with doctoral
degree)
Professor (full name), (degree)
Department of (name)
(name of institution)
(address)
Dear Dr. (last name):
Sincerely,
Professor (without
doctoral degree)
Professor (full name)
Department (or Assistant)
(name of institution)
(address)
Dear Professor (last name):
Sincerely,
Associate Professor or
Assistant Professor
Mr./Ms. (full name)
Associate (or Assistant) Professor
Department of (name)
(name of institution)
(address)
Dear Professor (last name):
Sincerely,
Physician
(Full name), M.D.
(address)
Dear Dr. (last name):
Sincerely,
Lawyer
Mr./Ms. (full name), Esq.
(address)
Dear Mr./Ms. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 42
Table 27. Private Citizens, Continued
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
One individual
Mr. (full name)
Mrs. (full name)
Miss (full name)
Ms. (full name)
Dear Mr. (last name):
Dear Mrs. (last name):
Dear Miss (last name):
Dear Ms. (last name):
Sincerely,
Two or more individuals
Mr. and Mrs. (full name)
(address)
Dear Mr. and Mrs. (last
name):
Sincerely,
Mr. (full name) and
Mr. (full name)
(address)
Dear Mr. (last name) and Mr.
(last name):
Sincerely,
Mrs. (full name) and
Miss (full name)
(address)
Dear Mrs. (last name) and
Miss (last name):
Sincerely,
Ms. (full name) and
Mr. (full name)
(address)
Dear Ms. (last name) and Mr.
(last name):
Sincerely,
Ms. (full name) and
Ms. (full name)
(address)
Dear Ms. (last name) and Ms.
(last name):
Sincerely,
Two or more
individuals:
Men
Messrs. (full name) and
(full name)
(address)
Dear Messrs. (last name) and
(last name):
Sincerely,
Two or more
individuals:
Married Women
Mmes. (full name) and
(full name)
(address)
Dear Mmes. (last name) and
(last name):
Sincerely,
Two or more
individuals:
Unmarried Women
Mlles. (full name) and
(full name)
(address)
Dear Mlles. (last name) and
(last name):
Sincerely,
Two or more
individuals:
Same Surname
Messrs./Mmes./Mlles. (given
name) and
(full name)
(address)
Dear Messrs./Mmes./Mlles.
(last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 43
Table 27. Private Citizens, Continued
Addressee Address On Letter and Envelope
Salutation and
Complimentary Close
Married couple with
same last name -
husband has special title
Dr. and Mrs. (husband’s full name)
(address)
Dear Dr. and Mrs. (husband’s
last name):
Sincerely,
Married couple with
same last name - wife
has special title
Senator (wife’s full name)
Mr. (husband's full name)
(address)
Dear Senator and Mr. (last
name):
Sincerely,
Married couple with
same last name - both
have special titles
Captain (husband’s full name)
Professor (wife’s full name)
(address)
Dear Captain and Professor
(last name):
Sincerely,
Married couple with
different last names
Ms. (wife’s full name)
Mr. (husband’s full name)
(address)
Dear Ms. (wife’s last name)
and Mr. (husband’s last
name):
Sincerely,
Married couple with
hyphenated last name
Mr. and Mrs. (husband’s first name
and middle initial, plus wife’s
original last name followed by
hyphen and husband's last name)
(address)
Dear Mr. and Mrs. (wife’s
original last name followed
by hyphen and husband's last
name):
Sincerely,
Organizations
Members
(organization name)
(address)
Dear Members:
Sincerely,
Informal Groups
Mr. (full name)
First Grade
Jefferson Elementary School
(address)
Dear Students:
Sincerely,
Table 28. Former Government Officials
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Former President
The Honorable (full name)
(no title)
(address)
Dear Mr./Ms. (last name):
Respectfully yours,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 5: FORMS OF ADDRESS, SALUTATIONS, AND COMPLIMENTARY CLOSE 44
Table 28. Former Government Officials, Continued
Addressee
Address On Letter and
Envelope
Salutation and Complimentary
Close
Former Vice President
The Honorable (full name)
(no title)
(address)
Dear Mr. (last name):
Sincerely,
Former Member of the
Cabinet addressed as
“Secretary”
The Honorable (full name)
(address)
Dear Mr./Madam Secretary:
Sincerely,
Former Attorney General
The Honorable (full name)
(address)
Dear Mr./Madam Attorney
General:
Sincerely,
Former Secretary of a
Military Department
The Honorable (full name)
(address)
Dear Mr./Ms. (last name):
Sincerely,
Former Postmaster General
The Honorable (full name)
(address)
Dear Mr./Madam Postmaster
General:
Sincerely,
Former Senator
The Honorable (full name)
(address)
Dear Senator (last name):
Sincerely,
Former Representative
The Honorable (full name)
(address)
Dear Representative (last name):
Sincerely,
Former Justice
The Honorable (full name)
(address)
Dear Mr./Madam Justice:
Sincerely,
Former Judge
The Honorable (full name)
(address)
Dear Judge (last name):
Sincerely,
Former Governor
The Honorable (full name)
(address)
Dear Mr./Mrs. (last name):
Sincerely,
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 6: SECDEF/DEPSECDEF SCHEDULE PROPOSALS 45
SECTION 6: SECDEF AND DEPSECDEF SCHEDULE PROPOSALS
6.1. SCHEDULE PROPOSAL FORMAT.
The schedule proposal format is a modified action memorandum. Figure 1 illustrates the
schedule proposal format.
6.2. BASIC RULES.
The basic rules of action memorandum preparation and submission established in Section 7 of
Volume 1 of this manual apply, except that the schedule proposal may contain a “THROUGH”
line. However, the through coordination must be obtained before submission to the
Correspondence Management Division, Executive Services Directorate, Washington
Headquarters Services, for control (unless the “THROUGH” coordinating office is part of the
SecDef or DepSecDef immediate offices, such as SecDef Protocol).
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 6: SECDEF/DEPSECDEF SCHEDULE PROPOSALS 46
Figure 1. SecDef/DepSecDef Schedule Proposal
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 7: TALKING AND POINT PAPER FORMAT 47
SECTION 7: TALKING AND POINT PAPER FORMAT
Unless otherwise required or specified, use Times New Roman 14 point font with 1-inch
margins.
a. Center header and title using title case format (upper and lower case).
b. Insert page number in lower center or upper right, beginning on the second page.
c. Use basic bullet format (dots, dashes, numbers), utilizing the formal outline format as
established by the Government Publishing Office Style Manual for extremely detailed papers.
d. Point and talking papers are not generally printed on letterhead.
e. Single space within bullets; double space (one blank line) between.
f. Include the header on the second and subsequent pages, followed by “(continued).”
g. If classified, apply appropriate header, footer, and portion markings for each distinct
bullet throughout the document. Include classification rationale and declassification instructions
on the first page as outlined in Paragraph 7.2.u of Volume 1 of this manual.
DoDM 5110.04, Volume 2, June 16, 2020
SECTION 8: OUTLINE FORMAT 48
SECTION 8: OUTLINE FORMAT
The United States Government Style Manual (Paragraph 15.31) establishes the proper format for
detailed outlines. See Section 6 of Volume 1 of this manual for information on the basic
methods of organizing communication.
a. Unless otherwise required or specified, use Times New Roman 12 point font with 1-inch
margins.
b. Center header and title, using title case format (upper and lower case).
c. Insert page number in lower center or upper right, beginning on the second page.
d. Outlines are not generally printed on letterhead.
e. Single space within bullets and double space (one blank line) between.
f. If classified, apply appropriate header, footer, and portion markings for each distinct bullet
throughout the document. Include classification rationale and declassification instructions on the
first page, as outlined in Paragraph 7.2.u., and Figure 2, of Volume 1 of this manual.
DoDM 5110.04, Volume 2, June 16, 2020
GLOSSARY 49
GLOSSARY
G.1. ACRONYMS.
ACRONYM
MEANING
DepSecDef
Deputy Secretary of Defense
DoDI
DoD instruction
ExecSec
Executive Secretary of the DoD
SecDef
Secretary of Defense
ZIP
Zone Improvement Plan
DoDM 5110.04, Volume 2, June 16, 2020
REFERENCES 50
REFERENCES
Deputy Secretary of Defense Memorandum, “Reorganization of the Office of the Deputy Chief
Management Officer,” July 11, 2014
DoD Directive 5105.82, “Deputy Chief Management Officer (DCMO) of the Department of
Defense,” October 17, 2008
Leadership Directories, Inc., “Federal Yellow Book,” current edition
1
Secretary of Defense Memorandum, “Disestablishment of the Deputy Chief Management Officer
and Establishment of the Chief Management Officer,” February 1, 2018
U.S. Government Publishing Office, “Style Manual,” current edition
2
DoD Instruction 5025.13, “DoD Plain Language Program”, April 11, 2013, as amended
1
Available for purchase at https://www.leadershipconnect.io/products/print-leadership-directories/
2
Available at https://www.govinfo.gov/features/new-edition-gpo-style-manual
