Here are some tips for addressing letters to individuals with specific titles or positions.
When you're typing the name of the person you're writing to with their address at the beginning of a letter, always precede a name with a title (like Mr., Ms., Dr., etc.) EXCEPT when the name is followed by:
-- initials indicating an educational degree (like Ph.D.)
OR
-- the abbreviation Esq.
So in other words, if you're writing to an attorney (which makes him or her an "Esquire" or "Esq."), the name should look like this:
John A. Smith, Esq.
NOT
Mr. John A. Smith, Esq.
(You shouldn't use both "Mr." and "Esq." -- just "Esq." by itself.)
If you're writing to someone with a name that incorporates initials indicating an educational degree, the name should look like this:
Anne B. Jones, Ph.D.
NOT
Ms. Anne B. Jones, Ph.D.
(You shouldn't use both "Ms." and "Ph.D." -- just "Ph.D." by itself.)
If the addressee has no special initials representing a degree and is not an "Esquire", you WOULD use an ordinary title, like these:
Mr. John A. Smith
Ms. Anne B. Jones
What if the addressee's name includes "Jr." or "Sr."?
You should still use a title like "Mr. or Ms.", like this:
Mr. John A. Smith, Jr.
What if the addressee is an "Esquire" and a "Jr." or "Sr."?
Then you would drop the title like "Mr." or "Ms.", like this:
John A. Smith, Jr., Esq.
What if the addressee has a business title, like "Vice President"?
You should still use a title like "Mr. or Ms.", like this:
Mr. John A. Smith, Vice President
Do not abbreviate a business title, like this:
Mr. John A. Smith, V.P.
These tips and many more are available in The Legal Secretary's Complete Handbook by Mary A. DeVries.
