Addressee and Salutation Guidelines
Four main Addressee and Salutations:
Name Tag – Informal nickname and last name, spouse not included. Use: Tags
Full Name – Formal full name, spouse not included. Use: Directories, Table Cards
Development Joint Salutation – Informal nickname, includes spouse. Use: Mailings
Joint Formal Addressee – Formal full name, includes spouse. Use: Mailings
Notes and terms in this guide
 Follow the rules for each category in the order they were written
 Regents might have specific handling in all the categories. Configuration will be
determined by the Board of Regents Office
 Non-Professional Suffixes are:
, Jr. , Sr. I II III IV V
 If suffix is blank, configure it the same way as a Non-Professional Suffix.
 All Special Titles are listed in full at the end of this document and include all elected
officials, judges, positions appointed by the President, some religious titles, and U.T.
Regents.
 People with Special Titles will always hold that title even if no longer in office. The only
changes would happen if they are elected or appointed to a different position.
 ALL special handling requests should be noted in the system under the Notes Tab and in
the Addresse/Salutation Tab
Name Tag
Nickname/ Last Name
Johnny Smith
Rules
1. All Name Tags (except specific rules for Regents) are informal unless specified by the Board
or constituent request
Nametag
i.
ii.
iii.
iv.
v.
is configured in the following order.
Nickname + Last
Full First + Last
if first name is just an initial
Full Middle + Last
if middle is just an initial
First Initial + Middle Initial + Last
if middle is blank
Use Title 1* + Last Name + Non-Professional Suffix**
*If Special Title, replace Title 1 with Special Addressee Title listed at the end of this document.
**Do not configure using Suffix Table if it is a professional suffix
Full Name
Title 1/ Full First/ Middle Initial/ Last / Non-Professional Suffix
Mr. John D. Smith, Jr.
Rules
1. Full Name is formal and will never use Nickname.
2. If a woman is married and her title is Ms. and she shares the exact last name of her
husband, her title should be changed to Mrs. even when listed separate from spouse.
3. If individual or spouse has a Special Title, follow the configuration steps but replace Title 1
with Special Addressee Title listed at the end of this document.
4. If a request is made to use a Professional Suffix and two suffixes are available, re-order the
suffixes to configure using Suffix 1. (and continue to Rule 3)
5. If a request is made to use a Professional Suffix, you will most commonly drop Title 1 unless
otherwise requested. (and read Rule 2)
Common request:
John D. Smith, MD.
Rare request:
Dr. John D. Smith, Esq.
Full Name is configured in the following order.
i. Title 1* + Full First + Middle Initial + Last Name + Non-Proffessional Suffix**
if only a First Initial is available
ii. Title 1* + First Initial + Full Middle (if available) + Last Name + Non-Proffessional
Suffix
*If Special Title, replace Title 1 with Special Addressee Title listed at the end of this document.
**Do not configure using Suffix Table if it is a professional suffix
Development Joint Salutation
Nickname / and / spouse nickname
Johnny
OR
Johnny and Sue
Rules
1. If individual or spouse has a Special Title, follow configuration of Special Title Salutation
Configuration and follow the Title Hierarchy Chart listed at the end of this document.
Eg. Senator Smith and Dr. Smith
2. If Nickname or Full First or Full Middle is not available for the individual and/or spouse, they
must be handled the same way as Special Titles (formal salutation).
Eg. Mr. and Mrs. Smith
Ms. Spoke and Mr. Yee
3. When using formal salutations, if a married female has a title other than Ms./Mrs., she will
be treated like her last name is different from her spouse.
Eg. Madame Jones and Dr. Jones
Never Mr. and Dr. Smith
4. When using formal salutations, married people are listed in the order specified in Title
Hierarchy. If neither have special titles or both have the same title, the female should be
listed first. Board members are an exception and are handled according to the Board Office.
5. When using formal salutations, if woman’s title is Ms. and she shares the exact last name of
her husband, her title should be changed to Mrs.
6. If neither member or spouse needs handling for Special Titles and have either a
nickname/first/middle name, then the Salutation is handled informally. Use Standard Title
Salutation Configuration.
7. In standard salutations if married, the female is always listed first.
Standard Title Salutation Configuration is in the following order.
i. Nickname
ii. Full First
iii. Full Middle
Married people will use the order above with any number of combinations, female first
Eg. Susie and Johnny
Susan and Johnny
Susie and Jonathan
Special Title Salutation Configuration is in the following order.
i. If last names match and titles are bother either Mr. or Ms./Mrs.
Male Title 1+ “and” + Female Title 1 + Last Name + Non-Professional Suffix**
ii.
If last names don’t match or the female has a title other than Ms./Mrs., list in order
of title hierarchy. If the Titles are the same, list the female first.
Higher Title 1+ Last Name + Non-Professional Suffix + “and” + Lower Title 1 + Last
Name + Non-Professional Suffix
**Do not configure using Suffix Table if it is a professional suffix
Joint Formal Addressee
Title 1/Full First/Middle Initial/Last /non-professional Suffix
Mr. John D. Smith, Jr.
OR
Mr. and Mrs. John D. Smith, Jr.
Rules
1. If woman’s title is Ms. and she shares the exact last name of her husband, her title should
be changed to Mrs. even in individual addressee.
2. If a woman’s title is not Mrs. then treat the spouses as if their last names are different
3. If a woman’s last name is a combination of spouse last and her maiden, or anything that is
not identical to her spouse, then treat the spouses as if their last names are different
4. If either member or spouse has a title other than Mr./Ms./Mrs. then the listing order will be
determined by title hierarchy as outlined at the end of this document.
5. If both spouse titles are one of Mr./Ms./Mrs. then the female should be listed first.
6. Once someone is The Honorable, they always will be. The same is true of most elected
positions, unless they have since been appointed or elected to a higher position.
Eg. Former office holders can still use the title Senator, Mayor, Judge, etc.
Addressee is configured in the following order.
If both titles are one of Mr./Ms./Mrs.
i. Title 1 + Full First +
ii.
iii.
iv. Nickname + Last
v. Full First + Last
if first name is just an initial
vi. Full Middle + Last
if middle is just an initial
vii. First Initial + Middle Initial + Last
if middle is blank
viii. Use Title 1* + Last Name + Non-Professional Suffix**


Different last names, Male title=Mr. and Female title=Mrs. → List Female first
Ms. Betty A. Jones and Mr. John D. Smith, Jr.
Titles are not=Mr. and Mrs. → treat as different last names but follow the hierarchy…
a) Both titles=The Honorable → Female First
b) Female Title=The Honorable → Female first
c) Male Title=The Honorable → Male first
d) Both titles= UT executive or Military→ Gender order determined by level of
office: Chairman, Vice Chairman, General, Sergeant, etc.
**Regents’ addressee and salutation are formal. Each has specific handling
instructions noted in their record.
e) Female Title= UT executive or Military→ Female first **TBD
f) Male Title= UT executive or Military→ Male first **TBD
g) both titles = Dr. + different last names→ list female full name first
Drs. Jill S. Jones and Joe M. Jones, Jr.
h) both titles = Dr. + same last names→ use title “Drs.” list female first, shared last
name
Drs. Jill S. and Joe M. Smith, Jr.
i) Female Title=Dr. → female full name then male full name
Dr. Jill S. Jones and Mr. Joe M. Smith, Jr.
j) Male Title=Dr. → Male first
Dr. and Mrs. Joe M. Smith, Jr.
OR
Dr. Joe M. Smith, Jr. and Ms. Jill S. Jones
Title Hierarchy Chart – this list is not exhaustive. Add to it as needed.
In ranking order
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
President, U.S.
President, U.S., former
Vice President, U.S.
Vice President, U.S., former
Chief Justice, U.S. Supreme Court
Ambassador to the U.S.
Ambassador, U.S.
Governor
Judge, federal
Senator
Representative
Mayor
Judge, state/local
Chancellor
President, Academic
Dean, Academic
Military Titles – see Military Rank hierarchy
Religious positions
Doctor / Professor/ Attorney (if using suffix
Mr./Ms./Mrs.
Military Rank hierarchy – this list is not exhaustive. Add to it as needed.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
General/ Admiral
Lieutenant General/ Vice Admiral
Major General/ Rear Admiral Upper Half
Brigadier General/ Rear Admiral Lower Half
Colonel/ Captain (Navy)
Lieutenant Colonel/ Commander
Major/ Lieutenant Commander
Captain (Army)/ Lieutenant
First Lieutenant/ Lieutenant, Junior Grade
Second Lieutenant/ Ensign
Special Titles


The following titles will be handled formally in all cases except Name Tag or by request
Each title might have one format for Addressee and another for Salutation. Not all of these
are options in Raisers Edge so additions to the tables may be required.
President
Vice President
Ambassador
Justice/Judge
Governor/ Senator/Representative
Military General
Mayor
Chancellor
U.T. Regents
most Religious Positions
*If only known title is “The Honorable”, use this as Addressee but “Honorable” as Salutation.
Position
President, U.S.
former President, U.S.,
Vice President, U.S.
Chief Justice, U.S.
Supreme Court
Ambassador to the U.S.
Ambassador, U.S.
General
Governor
Senator
Representative
Mayor
Judge
Chancellor
Addressee or Full Name Title (Title 1 or 2)
The President
The Honorable Full name
The Vice President
The Honorable Full name
Salutation Title (Title 1)
Mr./ Madam President
Mr. / Madam Last name
Mr. / Madam Vice President
Mr. /Madame Chief Justice
His/Her Excellency Full name
The Honorable Full name
General Full Name
The Honorable Full name
The Honorable Full name
The Honorable Full name
The Honorable Full name
The Honorable Full name
Chancellor Full name
Mr. /Madam
Mr. /Madam
General Last Name
Governor Last name
Senator Last name
Mr. / Ms. Last name
Mayor Last name
Judge Last name
Chancellor Last name
Religious positions
Rabbi Full name
Pastor Full name
The Reverend Full name (Catholic)
The Reverend Full name (other)
The Very Reverend Full name
The Right Reverend Full name
The Most Reverend Full name (Bishop)
The Most Reverend Full name (Archbishop)
The Venerable
Rabbi Last name
Pastor Last name
Bishop Last name
Mr./Mrs./Dr. Last name
Dean Last name
Monsignor Last name
Bishop Last name
Your Excellency
Archdeacon Last name