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If you're an engaged member of the U.S. electorate, you may find it necessary to reach out to your senator to convey your stance on pending legislation or discuss recent events. When addressing a senator, it's important to use official titles and maintain a respectful demeanor. This protocol applies whether you're corresponding in writing or speaking in person, unless the senator specifies otherwise.
Procedures
Addressing a Senator in Correspondence
Begin with 'The Honorable' on the envelope. 'The Honorable' is a title commonly afforded to elected officials. When composing a letter to a senator, start by addressing them with this title, followed by their first and last names. Proper protocol typically involves including the senator's middle initial as well.
- For instance, if you were writing to Utah's Republican Senator Orrin Hatch, you would address the envelope to 'The Honorable Orrin G. Hatch.'
- Beneath the senator's name, include 'United States Senate.'
Include official titles.
When addressing a senator who holds a significant position such as president of the senate or chairman of a committee, ensure to include their full title beneath their name in the address section. If unsure about specific titles, refer to the senator's official webpage for clarification.
- The committee title should be placed directly below the senator's name, preceding the 'United States Senate' line.
- If the purpose of your letter is unrelated to the committee's work, you may omit the committee chair's title. However, always include the title when addressing the president of the senate.
Utilize the senator's last name in the salutation. In a formal business letter, the address block at the letter's top should mirror that on the envelope. Begin the letter with 'Dear Senator' followed by the senator's surname.
- For instance, when writing to Senator Orrin Hatch, commence with 'Dear Senator Hatch.' Conclude the salutation with a colon, followed by a double-space before starting your letter.
Maintain consistent address forms for former senators. Regardless of retirement or defeat by another candidate, former senators retain the title of 'Senator' and the honorific 'The Honorable.' Avoid using 'Former' before 'Senator.'
- In situations where a senator resigns or is removed from office (not just defeated in an election), continue to address them as 'Senator,' but omit 'The Honorable.'
- Similar address forms and honorifics are applied to state senators in written correspondence.
Addressing a Senator in Person
Refer to a senator by their title and surname. When engaging with a senator face-to-face, initiate the conversation by addressing them as 'Senator' followed by their surname. Subsequent references can simply be 'Senator' without the surname, or utilize 'sir' or 'ma'am.'
- While addressing a senator in this manner is generally acceptable, exceptions exist. For instance, when testifying before a committee, it's customary to address the committee chair as 'Chairman.' If uncertain about how to address a senator in a specific context, observe the language used by others present.
Utilize 'The Honorable' for formal introductions. There may come a time when you need to introduce a senator, perhaps in front of a large audience or during an event. A formal introduction entails using 'The Honorable Senator' followed by the senator's last name and their elected position.
- For instance, when introducing Senator Orrin Hatch, you would say, 'The Honorable Senator Hatch, Senator from Utah.'
Differentiate between state senators and U.S. senators. In situations where both state and U.S. senators are present, address state senators as 'State Senator' followed by their last name upon initial greeting.
- For subsequent interactions, use 'Mr./Mrs.' or 'sir/ma'am,' rather than referring to state senators as 'Senator.'
Respect the senator's personal preferences. While being overly polite is rarely an issue, some senators may prefer a less formal approach. If a senator requests a different title or asks to be addressed by their first name, honor their preference.
- For instance, Senator Bill Frist, who is also a medical doctor, preferred to be addressed as 'Dr. Frist' instead of 'Senator Frist.'
