Allison Walter
Campus Protocol Officer

Perhaps the most common question I hear as a Protocol Officer, when someone is faced with meeting a national or international dignitary, is, “What do I call him/her?” It’s a completely understandable question; when reading an article about an ambassador in the newspaper, he may be referred to as “Ambassador Doe,” but when the ambassador is interviewed on television he could be referred to as “Your Excellency.” Can both forms of address be right? How do you know which one to use, and when?

To answer these questions, we need to define the two key forms of address: titles and styles of office. A title is a prefix or suffix added to a person’s name that represents his or her official position, or professional or academic qualifications. A style of office is a prefix to a person’s name that shows rank but does not necessarily specify that person’s profession or credentials.

Titles
A title is one of the most useful pieces of information you can have about a person because it gives you very specific information about his or her profession or credentials. Examples of titles in common use are Judge, R.N. or Ph.D. When you see these titles before or after someone’s name, you know immediately that he or she is, respectively, a judge, registered nurse, or has received a doctorate degree. Titles exist for innumerable situations, including those working for governmental, religious or academic organizations.

Styles of office
Styles of office are amorphous compared to titles. One style of office may be appropriate for several different types of people. For example, “The Honorable” may refer to a state representative, the chief justice of the Supreme Court, or a U.S. ambassador. “His/Her Excellency” can refer to an ambassador from a foreign nation or the UN secretary general. This practice is ambiguous at best, but still very necessary to show proper respect for a person’s position. After all, lack of respect is a deal-breaker in some areas of the world.

Which one do I use?
Protocol texts, such as Protocol: The Complete Handbook of Diplomatic, Official and Social Usage by McCaffree and Innis, often include a very handy list that tells you how to address someone, in both written and spoken form. The following is just a small sample of what you may find in a protocol text:

• Position: President of the United States
  Envelopes should be addressed to: The President
  Written salutation: Dear Mr. President
  Conversation: Mr. President; or, in prolonged conversation, Sir


• Position: Foreign Ambassador in the United States
  Envelopes should be addressed to: His Excellency John Joseph Doe, Ambassador of (full name of country)
  Written salutation: Excellency (formal) or Dear Mr. Ambassador (informal)
  Conversation: Your Excellency or Mr. Ambassador


• Position: Queen (Great Britain)
  Envelopes should be addressed to: Her Majesty Queen Elizabeth II
  Written salutation: Madam or Your Majesty
  Conversation: Your Majesty, or in prolonged conversation, Ma’am

As you can see in the examples above, the proper form of address can be a title, a style of office, or a combination thereof, depending on the situation. Because rules differ amongst professions, and sometimes between world areas, it is best not to guess if you are unsure how to address someone. You may wish to invest in a protocol guide for situations such as these—it will prove to be a useful tool that can alleviate frustration when trying to figure out how to address someone. When given a choice between a formal or informal form of address, always err on the side of caution and use the formal form of address. Your guests will feel honored that you are making the effort to show respect for who they are and what they do.

Do you have questions about protocol principles and practices? Email us at int-eng-prot@illinois.edu and we’ll find an answer for you!