In our casual society, we quickly revert to addressing someone by his or her first name. Addressing clients incorrectly, whether verbally or in writing, shows a lack of respect and can potentially damage business relationships. How you address someone in person is different from what you would put on an envelope or in the salutation of a letter. Here are some etiquette tips for using titles when addressing your prospects and clients.
Mrs. or Ms.?
When you want to use an honorific in business, use Mr. and Ms., regardless of marital status. This is the preferred form for the address on an envelope and the salutation of a letter. When verbally addressing someone, use the honorific with the last name. For example, you would address Susan Whitmore as Ms. Whitmore, not Ms. Susan Whitmore.
It is always better to be a little more formal at the beginning of a conversation and wait until the other person invites you to use his or her first name. When dealing with international clients, do not revert to a first-name basis too quickly. If someone uses your first name, you can assume that it is OK for you to do the same.
Addressing Professionals
People are proud of their titles and like it when others use them correctly. Address a doctor as Dr. Jones, not Mr. Jones. When addressing an envelope, you would write Dr. Anthony Jones or Anthony Jones, M.D. A lawyer is verbally addressed as Mr. or Ms.; the envelope would read Marcia Fowler, Attorney-at Law, or Marcia Fowler, Esq. (Never spell out the Esq. – it stands for Esquire.) Similarly, the honorific is eliminated on an envelope whenever a professional title follows the name. For a nurse named Ester Henderson, write Ester Henderson, R.N.
Using “The Honorable”
When verbally addressing judges, governors, or senators, use their titles before their last name. (Members of the U.S. House of Representatives may be addressed as Mr. or Ms.) When addressing an envelope for any of these officials, use the words “The Honorable.” This title is used as a sign of respect for high-ranking officials in federal and state government. On the front of the envelope, use three lines for the title. The words “The Honorable” go on the first line. The person’s name, Joseph P. Harris, would be on the second line, and the third line would contain the person’s title, Governor of Vermont.
Skirting the Couples Pitfall
I am friends with a couple named Frank Scanlon and JoAnne Smith. She often receives mail addressed to Mrs. Scanlon, and he receives mail addressed to Mr. Smith. The preferred form is Mr. Frank Scanlon and Ms. JoAnne Smith. When the name of one or both people could be used for either gender, you may dispense with the honorifics: Pat Franklin and Chris Benson. I know a couple where the woman is a doctor and her husband is the spouse. They often receive mail incorrectly addressed to Dr. Brad Logan and Mrs. Logan. Check that any correspondence coming from your company is properly addressed.
How you address someone is important. Show respect to your prospects and clients when you properly address them. You will be viewed as a businessperson who understands the value of formality in maintaining business relationships.
©2007 Professional Image Management
Juanita Ecker, president of Professional Image Management, is a corporate image and business etiquette consultant. She can be reached by phone at (518) 279-9388 or online at www.professionalimagemanagement.com.
Back to articles
