[U.S. Government Printing Office Style Manual]
[Chapter 16 - Datelines, addresses, and signatures]
[From the U.S. Government Publishing Office, www.gpo.gov]


[[Page 217]]



 
                16. DATELINES, ADDRESSES, AND SIGNATURES

  16.1. 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.

General instructions

  16.2. Principal words in datelines, addresses, and titles 
accompanying signatures are capitalized.

  16.3. 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.

Spacing

  16.4. 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

  16.5. 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,{time} {time} {time} 
                                Washington, DC, January 1, 1999.{time} 

                                 The White House, July 30, 1999.{time} 

[[Page 218]]

                Treasury Department,{time} {time} {time} {time} {time} 
                          Office of the Treasurer,{time} {time} {time} 
                                Washington, DC, January 1, 1999.{time} 

                             Treasury Department, July 30, 1999.{time} 

                           Department of Commerce,{time} {time} {time} 
                                                  July 30, 1999.{time} 

                                             Fairfax County, VA.{time} 

                       Office of John Smith & Co.,{time} {time} {time} 
                                     New York, NY, June 6, 1999.{time} 

                               Washington, May 20, 1999--10 a.m.{time} 

                                   Thursday, May 8, 1999--2 p.m.{time} 

                                               January 24, 1999.{time} 

                    Washington, November 29, 1999 {time} {time} {time} 
                                    [Received December 6, 1999].{time} 

                  On Board U.S.S. ``Connecticut,''{time} {time} {time} 
                                               January 21, 1999.{time} 

  Office of the Commissioners of the{time} {time} {time} {time} {time} 
                             District of Columbia,{time} {time} {time} 
                                    Washington, January 6, 1999.{time} 

  16.6. Congressional hearings:

                      MONDAY, OCTOBER 25, 1999 \1\
---------------------------------------------------------------------------
    \1\ Normally, dates in House hearings on appropriation bills are 
set on the right in 10-point caps and small caps.
---------------------------------------------------------------------------

                                                              House of 
      Representatives,{time} {time} {time} {time} {time} {time} {time} 
         Committee on the Judiciary,{time} {time} {time} {time} {time} 
                      Subcommittee on Immigration,{time} {time} {time} 
                                                 Washington, DC.{time} 

                        U.S. Senate,{time} {time} {time} {time} {time} 
                      Committee on Armed Services,{time} {time} {time} 
                                                 Washington, DC.{time} 

      Congress of the United States,{time} {time} {time} {time} {time} 
                      Joint Committee on Printing,{time} {time} {time} 
                                                 Washington, DC.{time} 

  16.7. 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.

{time} May 7, 1999.

{time} Steubenville, OH.

{time} Steubenville, OH, July 1, 1999.

{time} Dated July 1, 1999.

{time} Dated Albany, March 12, 1999.

  16.8. 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.

{time} Aboard SS ``Hope,'' April 3, 1999.--

{time} New York, NY, August 21, 1999.--A dispatch received here from * 
* *.

[[Page 219]]

                               ADDRESSES

  16.9. Addresses are set flush left at the beginning of a 
letter or paper in congressional work (or at end in formal 
usage).

  16.10. At beginning or at end:

To Smith & Jones and
{time} Brown & Green, Esqs.,
Attorneys for Claimant.

(Attention of Mr. Green.)

Hon. Trent Lott,
U.S. Senate.

Hon. Dennis Hastert,
U.S. House of Representatives. (Collective address.)

The President,
The White House.

  16.11. 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. John Warner,
Chairman, Subcommittee on Reorganization of the Committee on Government 
Opera-
{time} {time} tions, U.S. Senate, Washington, DC.

  16.12. 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.

Maj. Gen. Edward M. Markham, Jr., U.S. Army,
Chief of Engineers.

Chief of Engineers, U.S. Army. (Full title, all caps and small caps.)

Maj. Gen. Edward M. Markham,
Chief of Engineers, U.S. Army,
Washington, DC.

Hon. Jeff Trandahl,
Clerk of the House of Representatives.

Hon. Robert C. Byrd,
U.S. Senator, Washington, DC.

Hon. John Edwards,
Senate Office Building, Washington, DC.

The Committee on Appropriations,
House of Representatives.

  16.13. 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.

[[Page 220]]

  16.14. 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,
{time} {time} Washington, DC:

To the American Diplomatic and Consular Officers:

To Whom It May Concern:

Collectors of Customs:

To the Congress of the United States:

  16.15. Example of general address when followed by salutation 
(note the use of period at end of italic line):

Senate and House of Representatives.
{time} Gentlemen: You are hereby * * *.

  16.16. Examples illustrating other types of addresses:

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).

{time} My Dear Sir: I have the honor * * *.
{time} Mr. Reed: I have the honor * * *.
{time} Dear Mr. Reed: I have the honor * * *.

Lt. (jg.) John Smith,
Navy Department:
{time} The care shown by you * * *.

State of New York,
County of New York, ss:
{time} Before me this day appeared * * *.

District of Columbia, ss:
{time} Before me this day appeared * * *.

                           Envelope addresses

                     U.S. House of Representatives
                Committee on Education and the Workforce
                         House Office Building
                          Washington, DC 20515

                               SIGNATURES

  16.17. Signatures, preceded by an em dash, are sometimes run 
in with last line of text.

  16.18. Signatures are set at the right side of the page. They 
are indented 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.

  16.19. The name or names are set in caps and small caps; Mr., 
Mrs., and all other titles preceding a name, and Esq., Jr., 
Sr., and 2d following a name, are set in roman caps and 
lowercase; the title

[[Page 221]]

following name is set in italic. Signatures as they appear in 
copy must be followed in regard to abbreviations.

  16.20. If name and title make more than half a line, they are 
set as two lines.

  16.21. Two to eight independent signatures, with or without 
titles, are aligned on the left, at approximately the center of 
the measure.

                                   Anita L. Morton.
                                   Anne Golden.
                                   Robin Mancaruso.
                                   Marylou Musser.
                                   Carolyn Piccirilli.
                                   Thomas C. Kinkaid,
                                 Commander, U.S. Navy (Retired).{time} 
                                   Vincent Gonino, Chairman.

  16.22. 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 26\1/2\ picas or wider; in 
measures less than 26\1/2\ picas, indent 2 and 3 ems.
{time} {time} {time} {time} {time} Brown, Shipley & Co.; Denniston, 
Cross & Co.; Fruhling & Groschen,
{time} {time} {time} {time} {time} {time} {time} Attorneys; C.J. Hambro 
& Sons; Hardy, Nathan & Co.; Heilbut,
{time} {time} {time} {time} {time} {time} {time} Symons & Co.; Harrison 
Bros. & Co., by George Harrison; Hoare,
{time} {time} {time} {time} {time} {time} {time} Miller & Co.; Thomas 
Eaton Co.

  16.23. The punctuation of closing phrases is governed by the 
sense. A detached complimentary close is made a new paragraph.

  16.24. Examples of various kinds of signatures:
                                   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.{time} 

                                     John W. Smith{time} {time} {time} 
                                                (And 25 others).{time} 

                         John Smith,{time} {time} {time} {time} {time} 
                               Lieutenant Governor{time} {time} {time} 
                                    (For the Governor of Maine).{time} 

                                   North American Ice Co.,
                                   Sylvia Rooney, Secretary.

                                     John [his thumbmark] Smith.{time} 

                                   Tom DeLay,
                                   Frank Wolf,
                              Managers on the Part of the House.{time} 

                                   Trent Lott,
                                   Richard Lugar,
                             Managers on the Part of the Senate.{time} 

[[Page 222]]

{time} I am, very respectfully, yours,

              (Signed){time} Fred C. Kleinschmidt,{time} {time} {time} 
                               Assistant Clerk, Court of Claims.{time} 

{time} On behalf of the Philadelphia Chamber of Commerce:
                                   Geo. W. Philips.
                                   Saml. Campbell.

{time} I have the honor to be,
{time} {time} {time} Very respectfully, your obedient servant,
                                   (Signed){time} John R. King
                                   (Typed){time} John R. King,
                                                      Secretary.{time} 
                                                   or              
                                   (S){time} John R. King
                                   John R. King,
                                                      Secretary.{time} 

{time} Attest:
                                     Richard Roe, Notary Public.{time} 

{time} By the Governor:
                              Nathaniel Cox, Secretary of State.{time} 

{time} Approved.
                                           John Smith, Governor.{time} 

{time} By the President:
                      Madeleine K. Albright, Secretary of State.{time} 

{time} Respectfully submitted.
                                Mary Farrell, U.S. Indian Agent.{time} 

{time} {time} {time} Yours truly,
                          Capt. James Staley, Jr.,{time} {time} {time} 
                                                 Superintendent.{time} 
{time} {time} {time} Respectfully yours,
                                Mrs. Frank E. (Betty) Sheffield.{time} 
{time} {time} {time} Very respectfully,
                                  Ron Golden, U.S. Indian Agent.{time} 
  16.25. In quoted matter:
{time} {time} {time} ``Very respectfully,
                                   ``William Krakat.
                                   ``William Cervenka.
                                   ``Christopher A. Morton.
                                   ``Jennifer A. Morton.
                                   ``Matthew A. Morton.''

  16.26. Examples of various kinds of datelines, addresses, and 
signatures:

Re weather reports submitted by the International Advisory Committee of 
the
{time} {time} Weather Council.

Mr. William E. Jones, Jr.,
Chairman, Commerce Committee,
Washington, DC.

{time} Dear Mr. Jones: We have been in contact with your office, etc.

                    Charles Farrell,{time} {time} {time} {time} {time} 
                               Executive Director,{time} {time} {time} 
                                       National Weather Service.{time} 

[[Page 223]]

                            Lincoln Park, MI, February 15, 1999.{time} 

Re Romeo O. Umanos, Susanna M. Umanos, case No. S-254, Immigration and
{time} {time} Naturalization Service, application pending.

Hon. Lamar S. Smith,
Chairman, Subcommittee on Immigration,
Committee on the Judiciary, Washington, DC.

{time} Dear Mr. Smith: You have for some time * * *.
{time} {time} {time} Sincerely yours,
                                  Edward Pultorak,{time} {time} {time} 
                                         Architectural Designer.{time} 
                                 ______
                                 
Hon. Lamar S. Smith,
Chairman, Subcommittee on Immigration of the Committee on the 
Judiciary, House
{time} {time} of Representatives, Washington, DC.

{time} Dear Mr. Smith: You have for some time * * *.
                                 ______
                                 

                                               U.S. Department of 
                      Commerce,{time} {time} {time} {time} {time} 
                              Weather Bureau,{time} {time} {time} 
                                 Washington, March 3, 1999.{time} 

     Hon. Charles E. Chamberlain,
     House of Representatives,
     Washington, DC.
     {time} Dear Mr. Chamberlain: We will be glad to
     give you any further information desired.
     {time} {time} {time} Sincerely yours,

                          F.W. Reichelderfer,{time} {time} {time} 
                                           Chief of Bureau.{time} 

                                 ______
                                 
                                New York, NY, February 10, 1999.{time} 

To: All supervisory employees of production plants, northern and 
eastern divisions,
{time} {time} New York State.
From: Production manager.
Subject: Regulations concerning vacations, health and welfare plans, 
and wage con-
{time} {time} tract negotiations.

{time} It has come to our attention that the time * * *.
                                 ______
                                 
                                   Washington, DC, May 16, 1999.{time} 

The Honorable the Secretary of the Navy.

{time} Dear Mr. Secretary: This is in response to your letter * * *.
{time} {time} {time} Very sincerely yours,
                                [seal]{time} William J. Clinton.{time} 
                                 ______
                                 
                                East Lansing, MI, June 10, 1999.{time} 
To Whom It May Concern:
{time} I have known Kyu Yawp Lee for 7 years and am glad to testify as 
to his fine char-
acter. He has been employed * * *.
{time} Wishing you success in your difficult and highly important job, 
we are,
{time} {time} {time} Sincerely yours,
                                   Agostino J. Gonino.
                                   Louise M. Gonino.

[[Page 224]]

                                               Department of Veterans' 
              Affairs,{time} {time} {time} {time} {time} {time} {time} 
      Office of the Administrator of{time} {time} {time} {time} {time} 
                                Veterans' Affairs,{time} {time} {time} 
                                                 Washington, DC.{time} 
Hon. Orrin G. Hatch,
Chairman, Committee on the Judiciary,
U.S. Senate, Washington, DC.
{time} Dear Senator Hatch: Further reference is made to your reply * * 
*.
{time} {time} {time} Sincerely yours,
    John S. Patterson,{time} {time} {time} {time} {time} {time} {time} 
                Deputy Administrator{time} {time} {time} {time} {time} 
                        (For and in the absence of{time} {time} {time} 
                                    H.V. Higley, Administrator).{time} 
                                 ______
                                 
                             Washington, DC, September 16, 1999.{time} 
Mr. William E. Jones, Jr.,
Special Assistant to the Attorney General, Attorney for Howard 
Sutherland, Direc-
{time} {time} tor, Office of Alien Property.

{time} Dear Mr. Jones: In reply to your letter * * *.
{time} {time} {time} Yours truly,
                  (Signed){time} Thomas E. Rhodes,{time} {time} {time} 
                      Special Assistant to the Attorney General.{time} 
{time} P.S.--A special word of thanks to you from J.R. Brown for your 
fine help.

                                                          T.E.R.{time} 
                                 ______
                                 
                                Tokyo, Japan, November 13, 1999.{time} 
U.S. Department of Justice,
Immigration and Naturalization Service,
Detroit, MI.
{time} Gentlemen: This letter will testify to the personal character * 
* *.
{time} {time} {time} Very truly yours,
                 Mrs. Grace C. Lohr,{time} {time} {time} {time} {time} 
              Inspector General Section, HQ, AFFE,{time} {time} {time} 
                                     APO 343, San Francisco, CA.{time} 

  16.27. The word seal appearing with the signature of a notary 
or of an organized body, such as a company, is spaced 1 em from 
the signature. The word seal is to be set in small caps and 
bracketed.
                         [seal]{time} Richard Roe,{time} {time} {time} 
                                                  Notary Public.{time} 

                                       [seal]{time} J.M. Wilber.{time} 

                             [seal]{time} Bartlett, Robins & Co.{time} 

  16.28. Presidential proclamations after May 23, 1967, do not 
utilize the seal except when they pertain to treaties, 
conventions, protocols, or other international agreements. Copy 
will be followed literally with respect to the inclusion of and 
between elements of numerical expressions.

    Now, Therefore, I, Richard Nixon, President of the United States of 
America, do hereby designate Saturday, September 23, 1972, as National 
Hunting and Fishing Day.

          * * * * * * *

    In Witness Whereof, I have hereunto set my hand this second day of 
May, in the year of our Lord nineteen hundred seventy-two, and of the 
Independence of the United States of America the one hundred ninety-
sixth.
                                                  Richard Nixon.{time}