How to Address a College Correspondence

Addressing a college correspondence with the correct title will make a good first impression.

The college community is made up of a wide range of personalities and relationships, ranging from deans to student workers. In each case, it is essential that all correspondence have the correct form of address. Addressing someone with respect and caution will lead to healthy contact with that individual if future correspondence is needed. Building relationships, and continuing those contacts after graduation, can boost your career and professional life.

Instructions

1. Address a college dean or president with a clear reference to their title. Address them with the formal title of president or dean followed by their last name, then list the institution they preside over, followed by the address. For example, to address the dean in correspondence, the envelope would read:

   Dean Jane Smith

   College of Arts and Letters

   Name of University

   123 Main St.

   Hometown, USA

   In the letter itself, address the dean or president using the traditional "Dear Dean" or "Dr. Smith," respectively. Finish the letter with the closing "Sincerely" followed by your name.

2. Address a professor with their title. You may either use the title "professor," or if they have their doctorate, you may address them as "Dr.," followed by their last name. Then, list the department they work in, the name of the institution and the full address below. Within the letter you may also use the opening of "Dear Professor." Use a closing such as "Sincerely" followed by your full name to close the letter.

3. Address an envelope to a peer using their full name and address. If the peer you are addressing works within a department at a college or university, include the name of the department after their full name and before the full address. You may address them on a first-name basis if you are well acquainted with the peer in the opening of the letter. If not, then use the title of "Mr." or "Ms." followed by their last name. Once again, close the letter with the word "Sincerely" followed by your full name.

Tips & Warnings

• If the gender of the person you are addressing is unclear, do not use the terms "Mr." or "Ms." Just use their full name, first and last, together.

References

• USGS: USGS Correspondence Handbook