Etiquette for a Letter to a Foreign Embassy

Proper form and usage will give you confidence to last even after you've posted your letter.

It's true for any kind of writing that a writer must establish credibility in order to summon the full attention of his reader. This task is of central importance when writing a formal letter to an embassy. Your reader is far more likely to pay attention to your letter if its form is impeccable. Using a standard business letter form, with modifications for specific embassy etiquette, also gives you, the writer, more of an opportunity to concentrate on your own message.

Writing to an Ambassador

According to "Emily Post's Etiquette," the address for the ambassador of a foreign nation should begin with "His Excellency" or "Her Excellency, The Ambassador of (foreign nation)," honorifics that should be followed by the individual's name and embassy address, details that may be found at the website of the embassy in question. This address must be placed both on the envelope and in the upper left-hand corner of the letter itself. The correspondence should open with the formal salutation "Excellency," "Dear Mr. Ambassador" or "Dear Madam Ambassador."

The address on the envelope and in the top left corner of the letter itself should be written in this form:

His/Her Excellency

Ambassador's Name

The Ambassador of Country

Embassy's Address

Washington, DC, Zip Code

Writing to Someone Else at the Embassy

Mary Jane McCaffree, author of "Protocol: The Complete Handbook of Diplomatic, Official and Social Usage," adds that the honorific "His Excellency" also applies to a foreign chief of state, head of government, cabinet officer, other foreign high official or former foreign high official. If you don't know the name of the person to whom you are writing, call the embassy to find out the staff member's name. If you have trouble finding the name, it's always acceptable to use "Dear Sir or Madam" as a salutation.

Opening

A business letter begins with the date of the letter in the top right-hand corner, followed by the recipient's address in the top left-hand corner. A blank line divides the recipient's address from the salutation. Remember that in a business letter, a salutation is always followed by a colon. Another blank line should follow the salutation, at which point begins the body of the letter.

Closing

At the end of the letter, hit the return key twice and add your closing. Post suggests using "Sincerely yours,". Leave another blank space before typing your name. After printing the letter, you may sign in the space above your name, if you wish.

Envelope

Write the recipient's address in the middle of the envelope exactly as you did on the upper left-hand corner of the letter. Be sure to include your own return name and address in the upper left-hand corner.

References

• "Emily Post's Etiquette, 16th Ed."; Peggy Post; 1997
• "Protocol: The Complete Handbook of Diplomatic, Official and Social Usage"; Mary Jane McCaffree and Pauline Innis; 1977