U.S. Government Printing Office Style Manual/Datelines, Addresses, and Signatures
The general principle involved in the typography of datelines, addresses, and signatures is that they should be set to stand out clearly from the body of the letter or paper which they accompany. This is accomplished by using caps and small caps and italic, as set forth below. Other typographic details are designed to ensure uniformity and good appearance. Street addresses and ZIP Code numbers are not to be used. In certain lists which carry ZIP Code numbers, regular spacing will be used preceding the ZIP Code. Certain general instructions apply alike to datelines, addresses, and signatures.
Mr., Mrs., Miss, Ms., and all other titles preceding a name, and Esq., Jr., Sr., and 2d following a name in address and signature lines, are set in roman caps and lowercase if the name is in caps and small caps or caps and lowercase; if the name is in caps, they are set in caps and small caps, if small caps are available—otherwise in caps and lowercase.
At least 2 points of space should appear between dateline and text or address, address and text, text and signature, and signature and address.
Datelines at the beginning of a letter or paper are set at the right side of the page, the originating office in caps and small caps, the address and date in italic; if the originating office is not given, the address is set in caps and small caps and the date in italic; if only the date is given, it is set in caps and small caps. Such datelines are indented from the right 1 em for a single line; 3 ems and 1 em, successively, for two lines; and 5 ems, 3 ems, and 1 em, successively, for three lines. In measures 30 picas or wider, these indentions are increased by 1 em.
- The White House,☐☐☐
- Washington, DC, January 1, 2008.☐
- The White House, July 30, 2008.☐
- Treasury Department,☐☐☐☐☐
- Office of the Treasurer,☐☐☐
- Washington, DC, January 1, 2008.☐
- Treasury Department, July 30, 2008.☐
- Department of Commerce,☐☐☐
- July 30, 2008.☐
- Fairfax County, VA.☐
- Office of John Smith & Co.,☐☐☐
- New York, NY, June 6, 2008.☐
- Washington, May 20, 2008—10 a.m.☐
- Thursday, May 8, 2008—2 p.m.☐
- January 24, 2008.☐
- Washington, November 28, 2008.☐☐☐
- [Received December 5, 2008].☐
- On Board USS "Connecticut,"☐☐☐
- January 22, 2008.☐
TUESDAY, JULY 29, 2008[1]
- House of Representatives,☐☐☐☐☐☐☐
- Committee on the Judiciary,☐☐☐☐☐
- Subcommittee on lmmigration,☐☐☐
- Citizenship, Refugees,☐☐☐
- Border Security, and Internal Law,☐☐☐
- Washington, DC.☐
- U.S. Senate,☐☐☐☐☐
- Committee on Armed Services,☐☐☐
- Washington, DC.☐
- Congress of the United States,☐☐☐☐☐
- Joint Committee on Printing,☐☐☐
- Washington, DC.☐
Datelines at the end of a letter or paper, either above or below signatures, are set on left in caps and small caps for the address and italic for the date. When the word dated is used, dateline is set in roman caps and lowercase.
- ☐May 7, 2008.
- ☐Roanoke, VA.
- ☐Roanoke, VA, July 1, 2008.
- ☐Dated July 1, 2008.
- ☐Dated Albany, March 13, 2008.
Datelines in newspaper extracts are set at the beginning of the paragraph, the address in caps and small caps and the date in roman caps and lowercase, followed by a period and a 1-em dash.
- ☐Aboard USS Ronald Reagan April 3, 2008.—
- ☐New York, NY, August 21, 2008.—A message received here from * * *.
Addresses are set flush left at the beginning of a letter or paper in congressional work (or at end in formal usage).
At beginning or at end:
- To Smith & Jones and
- ☐Brown & Green, Esqs.,
- Attorneys for Claimant.
- (Attention of Mr. Green.)
- Hon. Dianne Feinstein,
- U.S. Senate.
- Hon. Nancy Pelosi,
- U.S. House of Representatives. (Collective address.)
- The President,
- The White House.
A long title following an address is set in italic caps and lowercase, the first line flush left and right, overruns indented 2 ems to clear a following 1-em paragraph indention.
- Hon. Daniel K. Akaka,
- Chairman, Subcommittee on Oversight of Government Management,
- ☐☐the Federal Workforce and the District of Columbia, U.S. Senate,
- ☐☐Washington, DC.
The name or title forming the first line of the address is set in caps and small caps, but Mr., Mrs., or other title preceding a name, and Esq., Jr., Sr., or 2d following a name, are set in roman caps and lowercase; the matter following is set in italic. The words U.S. Army or U.S. Navy immediately following a name are set in roman caps and lowercase in the same line as the name.
- Lt. Gen. Robert L. Van Antwerp, Jr., U.S. Army,
- Chief of Engineers.
- Chief of Engineers, U.S. Army. (Full title, all caps and small caps.)
- Lt. Gen. Robert L. Van Antwerp, Jr.,
- Chief of Engineers, U.S. Army,
- Washington, DC.
- Hon. Lorraine C. Miller,
- Clerk of the House of Representatives.
- Hon. Robert C. Byrd,
- U.S. Senator, Washington, DC.
- Hon. Jim Webb,
- Russell Senate Office Building, Washington, DC.
- The Committee on Appropriations,
- House of Representatives.
General (or collective) addresses are set in italic caps and lowercase, flush left, with overruns indented 2 ems and ending with a colon, except when followed by a salutation, in which case a period is used.
Examples of general addresses when not followed by salutation (note the use of colon at end of italic line):
- To the Officers and Members of the Daughters of the American
- ☐Revolution, Washington, DC:
- To the American Diplomatic and Consular Officers:
- To Whom It May Concern:
- Collectors of Customs:
- To the Congress of the United States:
Example of general address when followed by salutation (note the use of period at end of italic line):
- Senate and House of Representatives.
- ☐Gentlemen: You are hereby * * *.
- To the Editor:
- To John L. Nelson, Greeting:
- To John L. Nelson, Birmingham, AL, Greeting:
- To the Clerk of the House of Representatives:
- Chief of Engineers
- (Through the Division Engineer).
- ☐My Dear Sir: I have the honor * * *.
- ☐Mr. Reed: I have the honor * * *.
- ☐Dear Mr. Reed: I have the honor * * *.
- Lt. (jg.) John Smith,
- Navy Department:
- ☐The care shown by you * * *.
- State of New York,
- County of New York, ss:
- ☐Before me this day appeared * * *.
- District of Columbia, ss:
- ☐Before me this day appeared * * *.
Envelope addresses
- U.S. House of Representatives
- Committee on Education and Labor
- 2181 Rayburn House Office Building
- Washington, DC 20515
Two to eight independent signatures, with or without titles, are aligned on the left, at approximately the center of the measure.
- Robert E. Schwenk.
- Queen E. Hughes.
- Erica N. Prophet.
- Andre Rodgers,
- Commander, U.S. Navy (Retired).☐
- William H. Coughlin, Chairman.
More than eight signatures, with or without titles, are set full measure, roman caps and lowercase, run in, indented 5 and 7 ems in measures of 26½ picas or wider; in measures less than 26½ picas,
indent 2 and 3 ems.- ☐☐☐☐☐Brown, Shipley & Co.; Denniston, Cross & Co.; Fruhling &
- ☐☐☐☐☐☐☐Groschen, Attorneys; C.J. Hambro & Sons; Hardy,
- ☐☐☐☐☐☐☐Nathan & Co.; Heilbut, Symons & Co.; Harrison Bros. &
- ☐☐☐☐☐☐☐Co., by George Harrison; Hoare, Miller & Co.; Thomas
- ☐☐☐☐☐☐☐Eaton Co.
The punctuation of closing phrases is governed by the sense. A detached complimentary close is made a new paragraph.
- United States Improvement Co.,
- (By) John Smith, Secretary.
- Texarkana Textile Merchants &
- Manufacturers' Association,
- John L. Jones, Secretary.
- Texarkana Textile Merchants &
- Manufacturers' Association,
- Joanne Wilder,
- Board Member and Secretary.☐
- John W. Smith☐☐☐
- (And 25 others).☐
- John Smith,☐☐☐☐☐
- Lieutenant Governor☐☐☐
- (For the Governor of Maine).☐
- North American Ice Co.,
- Sylvia Rooney, Secretary.
- John [his thumbmark] Smith.☐
- Nita M. Lowey,
- Frank Wolf,
- Managers on the Part of the House.☐
- Joseph R. Biden, Jr.,
- Richard Lugar,
- Managers on the Part of the Senate.☐
- ☐I am, very respectfully, yours,
- (Signed) ☐Fred C. Kleinschmidt,☐☐☐
- Assistant Clerk, Court of Claims.☐
- ☐On behalf of the Philadelphia Chamber of Commerce:
- Geo. W. Philips.
- Saml. Campbell.
- ☐I have the honor to be,
- ☐☐☐Very respectfully, your obedient servant,
- (Signed)☐John R. King
- (Typed)☐John R. King,
- Secretary.☐
or
- (S)☐John R. King
- John R. King,
- Secretary.☐
- Richard Roe, Notary Public.
- Nathaniel Cox, Secretary of State.
- John Smith, Governor.
- Condoleezza Rice, Secretary of State.
- Mary Farrell, U.S. Indian Agent.
- Capt. James Staley, Jr.,
- Superintendent.
- Mrs. Frank E. (Betty) Sheffield.
- Ron Golden, U.S. Indian Agent.
In quoted matter:
- ☐☐☐"Very respectfully,
- "Todd S. Gilbert.
- "Paul Hartman.
- "Dolores Hicks.
- "Albert H. Jones.
- "Joan C. Nugent.
- "Brandon Proctor."
Examples of various kinds of datelines, addresses, and signatures:
- Re weather reports submitted by the International Advisory Committee of
- ☐☐the Weather Council.
- Mr. John D. Dingell,
- Chairman, House Committee on Energy and Commerce,
- Washington, DC.
- ☐Dear Mr. Dingell: We have been in contact with your office, etc.
- John L. "Jack" Hayes,☐☐☐☐☐
- Executive Director,☐☐☐
- National Weather Service.☐
- Lincoln Park, MI, February 15, 2008.☐
- Re Romeo O. Umanos, Susanna M. Umanos, case No. S-254, U.S.
- ☐☐Citizenship and Immigration Services, application pending.
- Hon. Russell D. Feingold,
- Chairman, Subcommittee on the Constitution,
- Committee on the Judiciary, Washington, DC.
- ☐Dear Mr. Feingold: You have for some time * * *.
- ☐☐☐Sincerely yours,
- Edward Pultorak,☐☐☐
- Architectural Designer.☐
- Hon. Zoe Lofgren,
- Chairman, Subcommittee on Immigration, Citizenship, Refugees,
- ☐☐Border Security and International Law of the Committee on
- ☐☐the Judiciary, House of Representatives, Washington, DC.
- ☐Dear Ms. Lofgren: You have for some time * * *.
| U.S. Department of☐☐☐☐☐ |
| Commerce.☐☐☐☐☐ |
| National Weather Service,☐☐☐ |
| Washington, March 3, 2008.☐ |
| Hon. Gene Green, |
| House of Representatives, |
| Washington, DC. |
| ☐Dear Mr. Green: We will be glad to |
| give you any further information. |
| ☐☐☐Sincerely yours, |
| F.W. Reichelderfer,☐☐☐ |
| Chief of Service.☐ |
- New York, NY, February 8, 2008.☐
- Washington, DC, May 16, 2008.☐
- [seal]☐George W Bush.☐
- East Lansing, MI, June 10, 2008.☐
- Agostino J. Gonino.
- Louise M. Gonino.
- U.S. Department of Veterans Affairs,☐☐☐☐☐☐☐
- Office of the Secretary of☐☐☐☐☐
- Veterans Affairs,☐☐☐
- Washington, DC.☐
- Gordon M. Mansfield,☐☐☐☐☐☐☐
- Deputy Secretary☐☐☐☐☐
- (For and in the absence of☐☐☐
- James B. Peake, Secretary).☐
- Washington, DC, September 16, 2008.☐
- (Signed) ☐Thomas E. Rhodes,☐☐☐
- Special Assistant to the Attorney General.☐
- T.E.R.☐
- Tokyo, Japan, November 13, 2008.☐
- Mrs. Grace C. Lohr,☐☐☐☐☐
- Inspector General Section, HQ, AFFE,☐☐☐
- APO 343, San Francisco, CA.☐
- [seal]☐Richard Roe,☐☐☐
- Notary Public.☐
- [seal]☐J.M. Wilber.☐
- [seal]☐Bartlett, Robins & Co.☐
Now, Therefore, I, George W. Bush, President of the United States of America, by virtue of the authority vested in me by the Constitution and laws of the United States, do hereby proclaim September 27, 2008, as National Hunting and Fishing Day. I call upon the people of the United States to join me in recognizing the contributions of America's hunters and anglers, and all those who work to conserve our Nation's fish and wildlife resources. ******* In Witness Whereof, I have hereunto set my hand this twenty-sixth day of September, in the year of our Lord two thousand eight, and of the Independence of the United States of America the two hundred and thirty-third.
George W. Bush.☐
- ↑ Normally, dates in House hearings on appropriation bills are set on the right in 10-point caps and small caps.