How to Address / Forms of Address
Retired Members of the
United States Armed Services
Questions & Answers, Frequently Asked Questions, and Blog

For how to address a specific rank
        check out: Job-by-Job Guide.       
For a Q&A on use of ranks by retired personnel,
       check out Use of Rank by retired personnel.         
For a Q&A on use of ranks by veterans,
       check out Use of Rank by vets.          
For Q&A on how to address active duty personnel,
       check out Forms of Address for US Armed Forces.         
For Q&A on How to Write Military Names on Invitations
       or How to Address Invitations to the Military
       check out Military Invitations.

How Do I a Use my Military Rank on a Return Address?       
      
How Do I Address a Grey Area Retired Military Officer?        

Retired: Spelled Out -or- Abbreviated?        
Use of "Retired" & Military Rank on an Invitation     
Use of "Retired" on a Certificate?     
Use of USMC, Retired or USMCR, Retired? I Served in Both the USMC & USMCR  
How to Address a Retired General Officer in Conversation?        

May an Officer Ever Be Addressed with a Higher Rank?          

How to Address a Retired Officer Below O-6?        
How to Address a Retired Officer of Unknown Rank?           

How to Address a Retired Reservist?      
How to Address a Retired National Guard Officer?      
How to Address a Retired Officer and His Spouse?      
How to Address a Retired Officer who has a Doctorate?      
How to Address a Retired Officer who is a Physician, Officially?     
How to Address a Retired Officer who is a Physician, Socially?      
How to Address a Retired Officer who is also a Professor?      
How to Address a Retired Officer who is also a Dean?      

How Do I Address a Former Official?
Link to Q&A /Blog just on Former Officials  (not Military)

Can an Officer Be Addressed With a Higher Rank?
      Can a retired USCG Commander (O-5) use the title Rear Admiral in his civilian job? The retired officer in question is a USCG O-5 Commander and is allowing himself to be addressed as Rear Admiral, additionally, his name tag indicates he is a Rear Admiral. Is this proper?
              -- Joni

Dear Joni:
   If he is retired, what sort of position he is holding that he is wearing a name tag?
   There is a practice within the armed services when an officer is in a billet that would/should be held by a higher rank ... the officer may be addressed that with the higher rank while in that office. Typically it would be an officer in command where an officer holding the standard rank for the office is available.
   -- Robert Hickey

      Perhaps this is a case such as you mention and he is just carrying on the tradition of being addressed as 'Admiral' because the previous supervisor actually was a retired Admiral. However, this position is in the private sector; it isn't a case of no one else being available to hold the standard rank required for the billet. Perhaps, the title came with the job!
       My reason for asking is because my husband is a retired officer and my son is still serving. It just feels a bit 'off' whenever I hear someone call him 'Admiral' or see him wearing his 'Admiral' name tag when he did not earn the rank.
       I wonder if I should speak up about it to anyone, or if it is none of my business?
              -- Joni

Dear Joni:
    A person's name is what they say it is, and it's not up to others to determine if it is correct or not.  So I would address him as he requests.
    He would not be addresses as Admiral at the Pentagon. Just know that it he's a retired commander: having everyone address him as an "admiral" does not change his retirement pay!
   -- Robert Hickey

How to Sign a Letter as a Gray-area Retiree?
     I am a US Army Reserve Retired Captain (Gray-area Retiree).  I am employed in the civilian sector.  One of my former soldiers (still serving), has requested a letter of recommendation from me to help him achieve a career goal.
     I know that I can no longer use a military letterhead, and I intend to refer to myself as either CPT(R) Kenneth Norris, or Kenneth Norris, Captain, Retired.
     I don’t have the name of the authority that will be evaluating my former soldier, so I was going to use To Whom it may Concern.
     Can you help me with the rest of the letter formatting and correct any errors I may have made thus far?
      -- KC Norris

Dear CPT Norris:
    The DOD guidelines do not suggests either of the forms you mention: CPT(R) Kenneth Morrison or Kenneth Morrison, Captain, Retired.  The forms DOD guidelines suggest for retired armed service personnel are:
            Captain Kenneth Norris, USAR, Retired
                        or
            Captain Kenneth Norris, USAR, Ret.
    Being a Grey-area Retiree does not affect these forms of address.
    There are innumerable books on how to set up a letter, but here's what I would do. On your personal letterhead ... or just a sheet of stationery ... just set it up as you would any personal letter:
                        Date
                        Home Address
            To whom it may concern:
            (Text of the letter)
            (Closing .. Sincerely is standard in business ...
                    Very Respectfully is more standard among the military ...
                    but maybe a bit odd since you don't know of whom you are being VR?)
            (Signature)
            Captain Kenneth Norris, USAR, Retired
   -- Robert Hickey

Grey-area or Gray-area Retiree?  A or E?
         I believe you are “the man” I need to speak to insure a spelling issue!
         Is the proper spelling for a retired guard/reservist not collecting pension: Gray-area Retiree or Grey-area Retiree? I emailed PA on the DoD website, didn't get a good answer!
        -- Ken Baumgarten

Dear Mr. Baumgarten:
        It's not a DoD issue.  Both are acceptable spellings to describe a color that is neither black nor white.
        BUT in dictionaries, "gray" with an "A" is the first spelling in the dictionary ... "grey" with an "E" is noted to be an alternate spelling. E.g., Merriam-Webster calls  "grey"  a variant of "gray."
        So I vote for gray-area.
        -- Robert Hickey

How to Address a Retired Member of the National Guard?
     I am reading your book, and you cover the Army, Navy, Air Force, Marines, and Coast Guard. I have a question on the proper addressing of a Retired National Guard Command Sergeant Major. After his name, would it be USA, Retired or USANG Retired? Thank you!
          -- Becky Kozik

Dear Ms. Kozik:
     Well, actually, I am not familiar with the post nominal USANG ....
    I am more familiar with USA .. for the United Stated Army ... and ANG .. for the Air National Guard:
                  Lt Gen William Smith, USA, Retired
                  Lt Gen Harry M. Wyatt, ANG, Retired
    BUT ... I admit I am not the ultimate authority on military post-nominal abbreviations! 
    (Reader: if you know more about this ... let me know. I'm always interested in better information.)
    However, I do know that if you are retired from the United States Naval Reserve, USNR, you use USNR, Retired ... and you do not use USN as would someone who retired from standard, non-reserve, United States Navy who uses USN, Retired.
    If based on that standard practice, then if he retired from the  ANG ...then he would continue to use that post-nominal abbreviation.
                 Command Sergent Major (full name), ANG, Retired
       -- Robert Hickey

Robert
   I really do appreciate your prompt and thorough response.  I think your response makes absolute sense and it helps confirm what I was thinking.  Thank you again!
          -- V/R, BK

May I Decide Whether or Not I Want to Address a Retired Officer as Mr./Ms. Rather Than by Their Rank?
      Greetings. I belong to a Los Angeles volunteer non-profit non-military organization. The problem is that we have some members who are retired O-6 and above, who during a meeting insist that they be addressed by their rank.
       We have asked them to leave their rank at the door, since we have members who are not military and are not impressed by their ranks. These persons have refused to do so and it is creating a serious problem. We ask that they refrain from using their rank ONLY during the meeting, where Robert's Rules are used.
       How can we solve this problem?
             -- Richard Brewster

Dear Mr. Brewster:
     If you are addressing others at the meeting as:
              (Honorific)+(Surname)
              Mr. Brewster
              Ms. Henderson
              Dr. Johnson
              Pastor Taylor
    Then the correct and form of address for a retired officer follows the same formula:
              General Wilson
              Admiral Smith
    You could avoid the issue by holding the meeting on a first name basis ... no last names used by anyone.
    But officers of O-6 and above (with certain "commercial" exceptions) use their rank as their honorific in retirement.
    The use of their rank is not to impress anyone any more or less than using Dr., Pastor, or Professor is used impress ... it's who they are.
    I would say it's completely predictable that they would not accept your suggestion to leave their rank at the door.
    Let's turn this around: Suppose you are in an organization and were told that others in the group that have a problem with your name. You can come to the meeting, but you have to leave your name at the door. At the meeting you would be addressed in a way they chose, so those who object won't have to deal with your name. 
    What would you think of that organization?
             -- Robert Hickey

Dear Fund Raiser:
     For official correspondence DOD guides use the comma ... and either "Ret." or "Retired" is acceptable.
             Brigadier General Arthur Portnoy, USA, Retired
             Brigadier General Arthur Portnoy, USA, Ret.
    You may want to consider for your database using the service-specific abbreviations for the ranks:
            BG Arthur Portnoy, USA, Ret.
            BG Arthur Portnoy, USA, Retired
    [DoD documents show the form as: (rank) (full name) (USN, USMC, or other branch) (Ret.) but that is not meant to include Ret. in parentheses.]
    DOD people like the service-specific abbreviations because they can tell that a BG is in the Army, and a BGen is a Marine.  All those service-specific abbreviations ... USA, USN, USMC, USAF and CG .... are in my book.
   Note that the branch of service and retired status may not be necessary for what you are doing: On social correspondence (personal letters, invitations or cards) their status ... active duty, retired ... or branch of service ... is not pertinent ... and is not suggested in DOD guides.
    When "retired" IS PERTINENT is in military environments where "active duty" personnel are present.
    Say a retired officer is working at a defense contractor. It would be potentially confusing to present themselves as a "General" when in fact they are not longer a commanding officer and may be dealing with an active duty "General".   That's the logic, and in that case "Retired' is always noted.
                           -- Robert Hickey

Should I Use USMC, Retired or USMCR, Retired:
I Served in Both the USMC and the USMCR?
       I enlisted in the Marine Corps Reserve on 10/17/1985, went to boot camp 05/28/86, was in the Marine Corps Reserve 09/86 to 9/90, active duty 10/1/1990, entered OCS commissioned 12/7/90, was on active duty through 7/1/97, went in to the Marine Corps Reserve from 07/97 - 11/1/05 when I retired as a Major.
       Should I list myself as Major, USMCR (retired) or Major, USMC (retired)?
       Does the Marine Corps still use the abbreviation USMCR?
       Any advice is appreciated--I just want to be sure I list it properly.
             -- Paul

Dear Paul,
    Before you retired -- USMC and USMCR were pertinent --but now you are simply retired from the Marines.
    The direct forms of address suggested by the DOD manuals are as follows, without parentheses:
         Major Paul J. Dexter, USMC, Retired
            Or:
         Major Paul J. Dexter, USMC, Ret.
    Sometimes you see in a list of names:
         Paul J. Dexter (Major, USMC, Retired)
    ... but that's not a direct form of address. It would be an editorial style if other names appeared without honorifics and somehow your retired status was pertinent.
            -- Robert Hickey

How to Address a Retired Officer of Unknown Rank?
      I don't know the exact rank of an individual, but I know that he was a Ranger, and I know that he commanded men. He served in Vietnam, and saw a lot of fighting. 
     He also retired from the Military, and from our company.  He was a great guy and I greatly respect his military service and his work.  We are sending him a gift card as a surprise, and I wanted to address the card in a respectful manner.
     How would you suggest I address the card?  I've already checked with personnel, but they have put his file away and are no help.
     I appreciate your help.
        -- Ann Robinson

Dear Ms. Robinson:
    It's really great you want to honor this gentleman and his service.
    1) Members of military groups such as Paratroopers, Rangers, and Navy Seals, have a military rank ... such as Lieutenant  or Captain. Use his military rank with his name, and then in an introduction identify him as a member of "XXX unit."
             Captain James Wilson, Member of the United States Army Rangers ... etc.
    2) Retired military can use -- or decide not to use -- their military rank in their post-military career.
    So if you don't know his rank --- and the personnel dept. doesn't know -- and he didn't ask his colleagues to address him as "Captain James Wilson" ... then I suggest you follow his lead and not address him with a rank and address the card to Mr. James Wilson.   He would be the one to express his preference to continue use of his military rank. 
     3) You say he's a Ranger. I do cover forms of address for the Texas Rangers in my book .... so let me know if that's the kind of "ranger" you are talking about.
    Back to your guy .... maybe you can include in the card a note saying that you are aware of his service to the country and how much you admire his actions and bravery?   That might accomplish your goal!
      -- Robert Hickey

How to Identify a Retired Officer on a Document?
    I am writing a joint thank-you letter on behalf of two non-profit organizations in our community - the Women's Business Organization (WBO) - and the Historical Museum.  We recently partnered to do a fundraiser called "Dine Out Springfield", which raised money that allowed WBO to offer three additional scholarships this year and allowed the Museum to enhance their artifacts and community outreach.
      The WBO signatory is our current president.  The museum's signatory is a US Navy Rear Admiral who is retired.  What is the correct way for me to note his name and rank below his signature line?  Is it Rear Admiral Warren Thompson, USN, Retired or Warren Thompson, R. Adm. (retired) or something else??
          -- The President-Elect of  WBO

Dear T P-E of WBO:
    Note his name below his signature line in the same way one would address him most formally:
        Rear Admiral Warren Thompson, USN, Retired
    It might be a good idea to include his role under his name since he is not signing the document in any capacity related to his service as a rear admiral:
        Rear Admiral Warren Thompson, USN, Retired
        Representative for the Historical Museum
    I include all the forms of address for rear admirals on page 216 of my book.
    Some retired admirals might not use their rank in a post-retirement non-military position, but if you know that he's a retired admiral, his preference must be to be addressed by his rank.
          -- Robert Hickey

How Do I Address Retired Flag Officers?
Dear Robert:
What is the proper way to address retired flag officers? I have continued to address them as Admiral or General, especially those that I knew when I was in the service (Navy).
    --- Chip

Dear Chip:
    In conversation retired officers continue to be addressed with rank (or when their rank was a graded rank ... with their basic rank):
           General (name) or Admiral (name)
    Perhaps the only exception is when a retired officer takes a civilian job in retirement, and works with active duty personnel ... as happens in Washington, DC. ... e.g,, when a retired Air Force general takes a job at The Boeing Company selling airplanes to the Air Force.  Then he'll use Mr. (name) professionally. In the book Service Etiquette by Oretha D. Swartz (Naval Institute Press; Annapolis, MD; 1988) notes these restrictions are in connection with "commercial enterprises." 
          -- Robert Hickey

How to Write Military Rank & "Retired" On An Invitation
     Could you please assist with the proper wording of a wedding invitation for my son's wedding? My husband retired as a Lieutenant Colonel from the United States Marine Corps, and although the bride's parents are issuing the wedding invitation, our names will appear on the invitation.  The reason for this is that the private club at which my husband (not the bride's family) is a member requires that the name of the club member appear on social invitations.
     My question is whether designation as a "Retired" Marine Corps officer must be indicated on the wedding invitation?  The major problem is that my husband's name and title cover the entire length of the invitation, and there are no more spaces to include (Retired, USMC) on that line.  The bride's family has wondered if guests might assume that my husband is still on active duty.  Our stationer's research with Crane Paper Company (Crane's Blue Book of Stationery) states "When the bride's father is an officer and issues the wedding invitations with his wife, his military title precedes his name."
     The current wording goes something like this:

                                                                                    -- Annie G.

Dear Annie:
    What you've suggested looks good with some comments:
    1) Including the "USMC" and "Retired" would be important at an official event where active-duty officers and retired officers were attending in an official capacity.
    At this social occasion there won't be confusion whether the "Lt. Col." is there in an official capacity.
    2) There also a style of abbreviations used by the armed forces: DOD Abbreviations for Ranks and Ratings, These are service specific -- LTC for the Army, LtCol for the Marines, Lt Col for the Air Force. Capitalization, spaces, and lack of punctuation are as noted. These are always used at official armed forces occasions. Many military protocol officers use them as social events as well. Using them would be immediately understandable to service personnel, but might seem unusual to some civilians.
    3) What Crane means by "When the bride's father is an officer and issues the wedding invitation with his wife, his military title precedes his name" is that the most formal way to write the names would be for the "title" to immediately precede the name:
        Dr. John Edward Smith and Mrs. Smith
        Lieutenant Colonel Maurice Oliver Volentine Green and Mrs. Green

    The "Dr. and Mrs." and the "Lt. Col. and Mrs." are less formal forms.
    The "title immediately preceding the name" is more of an issue with very high officials such as
        The Honorable John Edward Smith and Mrs. Smith
        The Reverend John Edward Smith and Mrs. Smith

    In these case you want to avoid...
        The Honorable and Mrs. John Edward Smith.
        The Reverend and Mrs. John Edward Smith
                          -- Robert Hickey

How to Address a Retired Military Officer & Spouse?
Dear Mr. Hickey:
Where in your book do you cover how I address should an envelope to a retired Lt. Col. in the Air Force and his wife?
             --- Living near the Base


Dear Living near the Base:
Use the forms I show under Joint Forms of Address, Members of the Armed Services on page 147.
    Formal forms for an "official" envelope would be:
            Lieutenant Colonel  Robert W. Thompson, USAF, Retired
                and Mrs. Thompson
                    Address
    Formal forms for a "social" envelope would be:
            Lieutenant Colonel  Robert W. Thompson
                and Mrs. Thompson
                    Address
    Or:
            Lt Col Robert W. Thompson
                and Mrs. Thompson
                   Address
1) Lt Col -- capitalized, spaced, and without periods as shown -- is the USAF-specific form of the abbreviation for a Lieutenant Colonel
2) 'Retired" would not be required for a social envelope. It would be on an official envelope. If you are addressing an invitation to a military event at which there will be active duty officers, you should use "...Thompson, USAF Retired" or "...Thompson, USAF Ret."
3) Spelling out the rank is always the most formal,  But in the armed services, they do use the service-specific abbreviations.
4) The most formal way to write an official person's name is to not break up the rank and the name ... hence Mrs. Thompson is on the next line -- not between his rank and his name.
5) The abbreviation with the periods is a "social form" which the military protocol officers do not like ... but if you look in "social etiquette books" .... you will see it.
    All that said about the 'rules' -- less formally you will certainly see on a holiday card addressed using the informal format of "Mr. and Mrs."
    Lt. Col. and Mrs. Robert W. Thompson
                              -- Robert Hickey

How to Address a Retired Officer Who Is Now A Professor?
     Would you by any chance know the proper form of address for a USN Captain who is now a university professor with a PhD?  I read the note on your website regarding context (Captain when he's my commanding officer, Doctor when he's bandaging my foot, or something to that effect), but I wonder what would be suitable with an academic doctor, and in a more formal usage.  I've encountered "Captain Doctor [name]" once or twice on the Internet, but it seems a bit of a mouthful.
             --- P. L. Scott


Dear Mr. Scott:
    I cover this on page 99 in my book.
    1) Re: "Captain Doctor": As a In the United States we only use just one honorific at a time. Orally on in a salutation he would be Dr. (name), Professor (name) or even Captain (name),  
    2) Retired officers are entitled to use their ranks socially. But usually when they take another job in retirement, they use forms of address that support the subsequent job -- like the form I provide for professor. So, ask him his preference. He may use both at various times, but he'll clarify what he prefers when in his professorial role.
           -- Robert Hickey