Buzz
Addressing service members can be a bit complex. Military ranks can sometimes be lengthy and complicated, with some being shortened for convenience. The good news is that once you're familiar with a service member's rank, the titles become much easier to recognize. If you're unsure of their rank, you can always safely refer to them as 'sir' or 'ma'am'. Keep in mind, their full title is only used when addressing them in a formal letter or email salutation. For everyday interactions, you should always use their official title of address.
Steps
Choosing the Correct Title
Follow the pattern of rank title + last name when addressing service members. Whether you're enlisted or not, always use the official title of the service member's rank, followed by their last name. The title of address refers to the formal term used to address a specific rank.
- For ranks like majors, the title and the form of address are the same. For instance, a major named Angie Nunez would be addressed as 'Major Nunez.'
- However, for some ranks such as lieutenant colonels, the title of address differs. For a lieutenant colonel named Andrew Bates, they would simply be addressed as 'Colonel Bates.'
Abbreviate high-ranking officials by their top rank when addressing them. If an officer holds a rank that consists of multiple words (e.g., "brigadier general"), you should refer to them by the highest position in that title. For instance, a lieutenant colonel should be addressed simply as "Colonel," as colonel is the higher rank.
- Generals are always addressed as "General," regardless of their stars or rank variation, including major generals, brigadier generals, and one-star generals.
- Colonels and lieutenant colonels should be addressed as "Colonel."
- Both first and second lieutenants are addressed as "Lieutenant."
- Majors should be addressed as "Major."
- Captains are addressed as "Captain."
Be precise when addressing Sergeants if you are aware of their full rank. Sergeants are the one rank group that deviates from the standard title rules. When addressing them, here's what you need to know:
- First class sergeants, staff sergeants, and master sergeants are all addressed simply as "Sergeant" with no additional descriptors.
- Sergeant majors always get the complete title: "Sergeant Major."
- First sergeants are also addressed fully as "First Sergeant."
Use the correct titles for Navy and Coast Guard members if applicable. Some ranks are specific to the Coast Guard and Navy. Though a few of these titles are less common, it’s important to address service members in these branches properly.
- Admirals and commanders follow the same rules as generals. For example, a brigadier admiral is addressed as "Admiral," while a lieutenant commander would be called "Commander."
- Gendered ranks are no longer used in the Navy. Seamen and midshipmen are now universally addressed as "Sailor."
- Ensigns are always addressed as "Ensign."
Address all privates and specialists by their basic title. Despite the variety of classes and pay grades among privates, they are all addressed in the same way: simply as "Private."
- All specialists, regardless of their specialization, are addressed as "Specialist."
- First class privates can either be called "Private" or referred to as "PFC" (Private First Class).
Omit the title when addressing warrant officers. Warrant Officers do not have a designated title. Instead, address them as Mister, Miss, or Misses, based on their preference.
- Warrant officers typically work in specialized fields like intelligence, and they are less common in everyday interactions.
Composing Letters and Emails
Use the abbreviated rank when addressing letters to military members. When sending a physical letter to a service member, you don’t need to write out their full title either in the letter’s body or on the envelope. Instead, use the common shorthand. These abbreviations may not always match the title of address, so check online if you're uncertain.
- For instance, a brigadier general’s title of address is simply “General,” but it’s abbreviated as “Brig. Gen.” If you're writing to a brigadier general named Jay Brooke, you'd address it as “Brig. Gen. Jay Brooke.”
- Ranks with “first” or “second” often abbreviate by using the number. A first lieutenant, for example, is abbreviated as “1st Lt.”
- You’re free to use any subject line you prefer when emailing a service member.
Include the unit details, PO box, and postal code on the address line. When mailing letters, don’t include the city or country where the service member is stationed, but you must include the ZIP code. To ensure the letter is properly delivered, add a few specific details to the address line:
- Below the rank abbreviation and the recipient’s name, include UNIT, CMR (community mail room), or PSC (postal service center) followed by the relevant number. Then add “BOX” followed by the PO box number.
- On the final line, include APO (Army Post Office) or FPO (Fleet Post Office), followed by AA (for American service members) and the ZIP code.
- The full format would look like this:
- SGT. Jason Williamson
- UNIT 2913 BOX 150
- APO AA 89049
Use the full rank in the salutation of a letter or email. In the salutation of a letter or email, you should never use the title of address. Instead, write out the full rank and skip the first name. For example, if you’re addressing a brigadier general named Stacy Johnson, you would write “Brigadier General Johnson,” or “Dear Brigadier General Johnson” at the top of your message.
- Whenever addressing a service member directly, capitalize their full rank.
- If you are unsure of their rank, simply use “Sir” or “Ma’am” in the salutation, without including their name.
Communicating with the Military as a Civilian
Address military members by their appropriate rank if you know it. When you are aware of a service member’s rank, it’s respectful to address them using their official title. It’s not impolite or offensive to use military terms, even if you haven’t served. In fact, it’s a gesture of respect!
- For instance, you might say, “Good morning, Major Stevens,” or, “How’s it going, Sergeant Jameson?”
Use “sir” or “ma’am” if you’re unsure of their rank or title. If you’re not certain about the service member’s rank, it’s perfectly appropriate to address them as “sir” or “ma’am.” Avoid using their first or last name in this case. This formality is a sign of respect, as it’s the same way military personnel address higher-ranking officers. Feel free to ask about their official rank later if you get the chance.
- For example, if you’re standing next to a uniformed service member in line at the bank and are unsure of their rank, it’s perfectly fine to say, “How are you, sir?”
Don’t salute before addressing a service member. While saluting is a formal protocol for military personnel when they meet officers, it’s not necessary for civilians. Some service members might see it as a sign of respect, but it’s not expected of you.
- In some rare cases, a service member might feel uncomfortable or even take offense if a civilian salutes them, as it’s an official military gesture. While this is uncommon, it’s something to keep in mind.
Keep using their title even after retirement. Veterans who retired with a rank, such as colonel, should still be addressed by that title. Once someone earns a military rank, it’s theirs for life. Unless they request otherwise, it’s best to continue using their official title.
- Sometimes, a veteran might say, “Oh, just call me David,” or, “Mr. Ramsey is fine, I haven’t served in years.” However, it’s always better to wait for them to tell you to drop the title than to assume they don’t want to be addressed by it.
Addressing Military Personnel as an Enlisted Member
Stand at attention and salute when addressing officers. When an officer of a higher rank enters your presence, stand up and give a salute. Wait for the officer to signal that you can lower your salute or move, either by saying “at ease” or “carry on.”
- If you’re new to the military and unsure of the proper way to address officers, don’t worry—it’ll soon become second nature.
Use “sir” or “ma’am” when being directly addressed by an officer. If an officer is speaking to you directly and expects a response, be sure to incorporate “sir” or “ma’am” into your reply. You can place it at the beginning or end of the sentence depending on the flow. This shows respect, and failing to do so might result in trouble for addressing an officer too casually.
- For example, you might say, “Sir, the barracks are cleaned,” or, “The barracks are cleaned, sir.” Both are correct.
- Be cautious not to overuse “sir” or “ma’am” in the same sentence as it can sound awkward and is generally considered improper.
Look at their insignia to identify their rank based on the branch. How you address an officer depends on their rank. If you haven’t memorized the insignia for your branch yet, you’ll learn it with time. The insignias are the patches worn on the uniform, and each branch has its own set for different ranks. Be sure to consult your manual if you haven’t already to learn these insignias.
- Chevrons are the V-shaped stripes on patches. More stripes indicate a higher rank for the person wearing that uniform.
- Officers wear bars. The shape, size, and color of the bars indicate different ranks based on the branch of service.
- Some officers may also wear oak leaves, eagle pins, or stars.
-
The main ranks, listed from lowest to highest, include: private, corporal, sergeant/petty officer, warrant officer, lieutenant/ensign, captain, major/commander, colonel, and general/admiral.
-
“Airman” is a title specific to the Air Force, and all airmen are addressed as “Airman” regardless of their exact rank. Note that female airmen are not referred to as “Airwoman.”
Warnings
- Several years ago, the Navy eliminated gender-specific titles. However, some officers and veterans may not have embraced the change. If you address someone as “Sailor” and they correct you, don’t take offense.
