Forms of address

The context for a communication will determine the level of formality you should use. Where you are still establishing a relationship, err on the side of a more formal address. Over time, you might then become more familiar. For external letters and emails, use these formats:

Always include your email signature with your full name and phone number so your reader doesn’t have to trawl through long email chains if they need to call you.

And always keep an eye on your reader’s preferences for opening and closing text. If they do not match a more informal approach, it is best to align your style to theirs.

When writing to workplace colleagues with whom you have a more direct relationship, you can use these formats:

When addressing a member of the Australian Parliament, use the following formats.

End with ‘Yours sincerely’.

The initials ‘MP’ should follow any other postnominals showing an honour, award, rank or position.

When addressing a member of a state or territory parliament in correspondence, use the following formats as a guide. But note that jurisdictions vary in the way their governments are set up and operate, so check on the variations in each state or territory for the names of chambers and members.

But in all cases, you can end with ‘Yours sincerely’.

Some members of parliament prefer ‘MP’ to other initialisms, such as:

• ‘MLC’ (Member of the Legislative Council)
• ‘MLA’ (Member of the Legislative Assembly)
• ‘MHA’ (Member of the House of Assembly).

When addressing a member of local government in correspondence, use the following formats as a guide. But note that councils vary in the way they refer to their key representatives.

In all cases, you can end with ‘Yours sincerely’.

Titles such as ‘Lord Mayor’ and ‘Alderman’ don't change with gender. But ‘His Worship’ does become ‘Her Worship’ when a woman holds the position of Mayor.

When addressing a judge in correspondence, use the following formats. But note that different judges may have their own preferred form of address.

In all cases, you can end with ‘Yours faithfully’.

Many judges will also have postnominals, such as ‘AC’ or ‘AO’, for honours they have received. Add these after their family name.

In court, most judges are referred to simply as ‘Your Honour’.

An ambassador represents a non-Commonwealth country. A high commissioner represents a Commonwealth one.

In formal correspondence, opt for a salutation of ‘Your Excellency’ and end with ‘Yours faithfully’. Otherwise you can use the following formats, paired with ‘Yours sincerely’: