how to address phd in email

How to Properly Address a PhD

By: Author Dr. Patrick Capriola

Posted on Published: February 5, 2021

Honorifics play an important role in the English language. Not only do honorifics signify rank, but they help to convey courtesy and respect. In academia, honorifics are especially important, so it’s vital to address someone correctly. Many people wonder if they should address a PhD as doctor.

You should address a PhD with the honorific term “Doctor,” followed by their name in both spoken and written situations. The term strictly applies to anyone who has obtained a PhD degree, MD (Doctor of Medicine), or JD (Doctor of Law). English derives the honorific “Doctor” from the Latin word docere, which means “to teach,” and it applies to a PhD because they have reached a level where they can teach others.

Honorifics exist across all languages and cultures and are significant when using and understanding a language. Who should have the title of “Doctor” is widely debated by the academic world, revealing just how important honorifics are in modern-day English.

What Is a PhD?

A PhD is also known as a Doctor of Philosophy. A PhD is considered a terminal degree in the academic world, which means that the person has obtained the highest formal degree in a specific field ( source ). 

A Doctor of Philosophy is considered to be the traditional doctoral degree. However, over the years, many other types of doctoral degrees have been introduced. Examples of these include the EdD, a Doctor of Education, and DBA, a Doctor of Business ( source ).

Furthermore, a Doctor of Philosophy is considered an academic degree, while other types of doctorates are deemed professional degrees.

If you are considering pursuing a PhD, then you may be interested in exploring this article, “ How to Set and Follow Through on Academic Goals; Examples for Success .”

How and When to Use the Honorific “Dr.”

The honorific “Doctor” or “Dr.” should be used when addressing someone with a PhD, whether via written or verbal correspondence, and it applies to both males and females.

People working towards a PhD, also known as an ABD (All but Dissertation), should not be given the title of “Doctor.” Instead, you should refer to them as “Mr.” or “Ms.” until they have officially completed their PhD.

Undoubtedly, the candidate who has earned their doctorate has worked hard, so it is understandable why they deserve to be addressed correctly. 

The Prenominal and Postnominal

When discussing the subject of addressing someone with a PhD, it’s vital to consider the prenominal “Dr.” and the postnominal “PhD.”

Dr . Douglas Ferguson (Dr. is the pronominal)

Douglas Ferguson, PhD (PhD is the postnominal)

When someone earns the title of “Dr.,” they lose the previous honorifics they may have carried, such as “Mr.” or “Ms.”

A postnominal and pronominal are never used together at the same time.

Furthermore, when discussing these terms grammatically, the prenominal is used in the third person, while the postnominal is most often used in the first person. However, this may change depending on the context.

Written 

In academic circles, a considerable amount of correspondence is done via email and the written word. If you want to send a letter addressed to someone with a PhD, such as a cover letter, you use the prenominal “Dr.” 

When writing in a formal or professional context, you do not need to include the first name.

Dear Dr. Fergsuon, I hope this email finds you well.

In written correspondence, if you are receiving an email from someone with a PhD, they may choose to sign off with either the prenominal or the postnominal.

Regards, Dr . Douglas Ferguson

Regards, Douglas Ferguson, PhD

If you are uncertain, check your previous correspondence with them. Most people will have a footer at the end of their email, which tells you their qualifications. 

When addressing a person with a PhD verbally, you never use the postnominal.  

Good morning Dr . Ferguson

Dr . Ferguson, I have a question regarding the upcoming exams.

That was an interesting lecture today, Dr . Ferguson.

When Is It “Dr.” and When Is It “Professor?”

Whether to use the term “Dr.” or “Prof.” will depend on several factors. “Professor” is a higher rank than “Dr.”

However, the title only exists within a university context. Someone with a PhD will always hold the title of “Doctor”; however, they would still have to meet other commitments to become a Professor.

It is important to remember that not all those with the title “Professor” have a PhD, so the terms aren’t always exchangeable. 

Often the person lecturing you will indicate how they wish to be addressed. They may want you to call them “Dr.” or “Prof.” or even by their first names. However, it is not recommended to call someone by their first name unless requested to do so.

If a person has a doctorate, the general rule is to call them “Dr.,” whether they are lecturing you or not.

When it is appropriate to use the term ‘Professor’ differs from country to country. In America and Canada, anyone lecturing is generally granted the name “Professor” despite factors such as seniority and tenure.

However, in countries such as the UK and Germany, only full-time professors may be called “Professor.”

The list of academic ranks changes from country to country, but we can examine three examples to get a general idea.

United States

• Distinguished, Endowed, or University Professor
• Associate Professor
• Assistant Professor
• Master Instructor
• Senior Instructor
• Lecturer/Research Associate
• Part-time Lecturer

United Kingdom

• Distinguished Professor/Chair
• Full Professor/Reader
• Senior Lecturer/Associate Professor
• Assistant Lecturer/Clinical Lecturer 
• Associate Lecturer/Teaching Assistant/Departmental lecturer

South Africa

• Full Professor
• Senior Lecturer
• Junior Lecturer

Honorifics in English

An English honorific refers to a prefix that occurs before a person’s name ( source ). Honorifics are not considered to be positions or titles that can appear without the person’s name, for example, the Queen or the President.

In English, honorifics are also often used to distinguish between males and females. However, some honorifics, such as “Dr.” and “General,” apply to both males and females.

This is because when these honorifics were first used, only males were able to obtain said titles.

Honorifics are an essential part of the English Language and must be used when formally addressing people, whether it be verbal or written. 

Who Should Be Called “Doctor”?

In the Canadian Medical Association Journal, Dr. James P. Winter, a professor at the University of Windsor, argues that those with a PhD are the only ones who are entitled to be called “Doctor.”

In his argument, Winter poses some interesting questions concerning the evolution of the word “Doctor” and how it has changed over the last 700 years.

Winter argues that due to inappropriate use, the term “Doctor” has become overused and underappreciated.

Winters stated that in many countries, such as Canada, healthcare professionals who don’t have a medical degree, such as pharmacists, are allowed to call themselves “Doctor.”

Winters looks at the term from both a historical and linguistic point of view to support his argument. As the term “Doctor” is adopted from the Latin word docere, meaning “to teach,” those with the title should be teaching others. He argues that teaching others is not common practice outside of academia.

Furthermore, he argues that the title of “Doctor” originated in the 1300s when it was only used to describe distinguished scholars. 

Winter goes on to state that PhDs are the highest degree that anyone can obtain from a university, while many health professionals only achieve undergraduate degrees. He considers MDs to be professional degrees and not truly doctorates. 

He concludes that PhDs are the only “real” doctors as dictated by linguists and history. Many academics share Winter’s feelings, with many PhD holders feeling that they have earned the right to be called “Doctor.”

Dr. Fern Riddle, a historian and author, started a debate on Twitter in 2018 when she claimed she wanted only to be referred to only as “Doctor” rather than “Ms.” or “Miss” because she had earned her authority ( source ).

Her opinions received backlash when people called her arrogant and entitled. Yet, many female PhD holders prefer to be called “Doctor.”This is because it illustrates their achievement and status irrespective of whether they are married. 

Those in the medical field argue that the term “Doctor” is significant because it makes patients feel at ease. As such, any health professional who is helping someone should be allowed to bear the honorific ( source ). 

Who should rightfully be called “Doctor” is a topic that is continuously debated.

The reality is that the term “Doctor” has changed over the years to encompass a much wider circle of people. This includes not only professionals and academics but males and females. 

Whatever your perspective, it is clear that the title of “Doctor” is still much sought after and revered, and that is not likely to change anytime soon.

Final Thoughts

Those who have obtained a PhD have done so by working hard and dedicating years of their life to academia. As such, it is important when dealing with someone who has a PhD that you address them correctly.

The term “Doctor” and to whom it is applied is constantly changing from country to country. It remains to be seen who else will be awarded the title in the future and how those who hold the title will react to its evolution.

Universities vs. University’s: Understanding the Difference between Plural and Possessive

Sunday 21st of February 2021

[…] For an article on how to properly address a Ph.D., make sure you read our article on this subject. […]

How to Use a Doctorate with Your Name

—- For more on the the use of Port-Nominal Abbreviations , see that page . —- For more on use of an Honorary Doctorate , see that page . How to Use a Doctorate with Your Name

Here are the forms to use when addressing a person addressed as Dr. See the discussion below “How to Use a Doctorate with Your Name 1-2-3-4-5” for more information on who typically does use Dr. as part of their name and who does not.

—- Envelope or address block on letter or email to their office/place of work: ——– (Full Name), (Post-nominal abbreviation for doctorate held). ——– ( Name of office/place of work if  appropriate) ——– (Address)

—- Social/Personal envelope: ——– Dr. (Full Name) ——– (Address)

—- Salutation – for both official & social: ——– Dear Dr. (Surname):  How to Use a Doctorate with Your Name

Robert Hickey author of “Honor & Respect”

How to Use a Doctorate with Your Name: 1-2-3-4-5

—- #1) Holders of doctorates who work in academia or research institutions are addressed as ‘Dr. (Name)’ professionally and socially in a salutation or conversation. Thus, a Ph.D. professor at a college, a Ph.D. in biology doing scientific research, and a Ph.D. principal at an elementary school all use Dr. (Name) and everybody thinks it is normal.

—- NOTE: At some universities it is traditional to address faculty holding of academic doctorates as ‘Mr. (Name)’ or ‘Professor (Name)’ and not to address as ‘Dr. (Name)’. For those outside the academic community it is acceptable to follow the insider’s rule or to address holders of doctorates as ‘Dr. (Name)’ in writing or oral address.

—- #2) Protestant clergy with doctorates are addressed as ‘Dr. (Name)’ in a salutation or conversation. I specify ‘Protestant’ here because not all clergy is. For example, neither priests – addressed in a salutation or conversation as Father [Name] – nor rabbis – addressed as Rabbi [Name] –  holding doctorates are ever addressed as Dr. [Name] . In a salutation or conversation they stick with Father[Name] and Rabbi [Name].

—- #3) Holders of doctorates who work outside academia or research don’t always prefer to be addressed as ‘Dr. (Name)’. in a salutation or conversation. —- —- A) In the USA ‘Dr.’ may be used depending on the work environment and/or when the degree isn’t pertinent to the conversation. E.g., a Ph.D. in finance working at a bank or a Ph.D. in American history working in software development are not likely to insist on being addressed as ‘ Dr. (Name)’ . But always ask for their preference. Use of, or omitting, the honorific can be a sensitive issue to some individuals! —- —- B) And, outside the U.S.A. everyone holding a doctorate will want to be addressed as ‘Dr. (Name)’ in every instance.

—- #4) In hospitals and healthcare environments historically there was a practice that only physicians (medical doctors, osteopaths, dentists, podiatrists, veterinarians, etc. ) are addressed as ‘Dr. (Name)’. This was explained to be out of consideration for the patients who want to know who ‘the doctors’ are and who are nurses and allied healthcare professionals.

—- That made for some unhappy professionals who earned doctorates in hospital administration, pharmacy, physical therapy and nursing, etc. – who felt they too were properly addressed as ‘Dr. (Name)’ . It’s my understanding that today all the holders of doctorates are addressed as Dr. (Name) and hospitals (etc.) have figured out other ways to define which doctor is a physician, which is a physical therapist and which is a nurse anesthetist.

—- #5) All that said, ultimately how one is addressed by others is up to the individual and usually everyone goes along. For example, if you and I meet a woman who identifies herself as ‘Monsignor Alice’ … I think it is unlikely she’s a Roman Catholic Monsignor. And, it’s unusual she has only one name, like Pink, Rhianna, Sting, Cher, or Madonna. But we should directly address her in conversation as ‘Monsignor Alice,’ it’s nice to meet you …’ because that’s what she says her name is. How to Use a Doctorate with Your Name

—- But, when she’s out of range, we will all be talking about her.

—- —- – Robert Hickey

Related Healthcare Links -V — — Chiropractor / Doctor of Chiropractic Medicine -V — — Dentist / Doctor of Dentistry -V — — Medical Doctor / Doctor of Medicine -V — — Military Physician / Armed Services -V — — Optometrist / Doctor of Optometry -V — — Osteopath / Doctor of Osteopathy -V — — Podiatrist / Doctor of Podiatry -V — — Veterinarian / Doctor of Veterinary Medicine

More Related Healthcare Links: -V — — Person holding a doctorate -V — — Pharmacist / Doctor of Pharmacy -V — — Psychologist -V — — Therapist

Related Links: —- —- —- Principal —- —- —- Headmaster —- —- —- President College University —- —- —- President of a School —- —- —- Chancellor —- —- —- Professor

When To Use Dr. (Name) and When To Use (Name), Ph.D.?

My daughter is receiving her Ph.D. and will be teaching. I would like to give her a name plate for her desk. Should it be ‘Dr. (Full Name)’ or ‘(Full Name), Ph.D. ‘? ——————- – AP

Dear AP,   How to Use a Doctorate with Your Name

‘(Full Name), Ph.D.’ is the official form of her name. You will use it on the envelope, or in the address block of a letter, when you write to her with regard to her professional pursuits. This is the form the university will use when she is listed among the faculty. It is used by the degree holder, when specifying the exact degree is pertinent – like on business cards or in a list of academics.

‘Dr. (Full Name)’ is the social form of her name. You will use it when you write her name on a personal letter’s envelope, e.g., one sent to her home. This is the form everyone will use on the envelope when they send her a birthday or holiday card. It is rarely used by the degree holder since one does not correctly give oneself an honorific. The degree holder – in their signature or when introducing him or herself – just uses their name … no ‘Dr.’ It’s up to the other person to add the ‘Dr.’ E.g., I just introduce myself as ‘Robert Hickey’ – never ‘Mr. Robert Hickey.’

Sometimes you will observe a physician in a healthcare setting introducing him or herself as ‘Dr. (Name)’ – but there it is for the patient’s benefit to know they are the physician in a field of people wearing seemingly identical white coats!

‘Dr. (Surname)’ is the conversational form of her name. Use it both officially and socially in a letter’s salutation as well as in oral conversation.

So, for an office name plate use the official form of her name – (Full Name), Ph.D.

– Robert Hickey

Doctors present the official form of their name to the public:  (Full Name) (Pertinent post-nominals for the service offered).   The social form of their name does not include their degree: Dr. (Full Name).   In both official and social salutations and conversations patients use Dr. (Name).

If My Doctorate is in Music, am I ‘Dr.’?

I hold a DMA, Doctorate in Music, from a Boston university and am a Church Music Director. Please could you advise me as to whether it is acceptable for the church where I work to list me in the service bulletins as: ‘Dr. (First name) + (Last name) ‘? —————- – CJ

Dear CJ: How to Use a Doctorate with your Name It is correct to list yourself in the bulletin using the professional form of your name … (First name) + (Last name), DMA.    It specifies your academic credential in your professional domain.

Among protestant denominations many address their clergy with a doctorate orally and in a salutation as  Dr. (Surname).   If your church is one of those, and it is your preference is to be Dr. (Surnhttps://formsofaddress.info/wp-admin/post.php?post=13983&action=edit#ame), tell everyone that it is your preference to be addressed Dr. (Surname).

Usually academics and researchers who go by Dr. (Surname) professionally – use Dr. (Surname)  socially. But ultimately whether a particular Ph.D. holder is ‘Dr. (Name)’ socially … especially outside of healthcare, academia or research … is at the preference of the bearer. Some insist, some don’t care, others say they answer to anything they are called. Ultimately your name belongs to you and if you want to be Dr. (Surname), then it’s your right to request everyone address you that way.

– Robert Hickey   How to Use a Doctorate with your Name

May I Call Myself Dr. (Name)  if my Degree Is Not Related to the Service I Offer?

I have a Ph.D. and license in counseling. Recently I sent out an announcement for a yoga class I will be teaching. The state of Colorado says I should not teach yoga as   “Dr. (Name)”. How can I convince them I can? ——– – Kevin S., Ph.D., L.P.C., C.M.T., I.K.Y.T.A. ,  Counseling, Yoga Therapy, Integrative Health & Healing

Dear Dr. Kevin, How to Use a Doctorate with your Name

Your Ph.D. is in a field not related to the service you are offering.

A couple of typical practices I observe in the USA come to mind:

Professionals use with their name the degrees pertinent to their profession service. The degrees and certifications are provided for the benefit of the public so the public can quickly evaluate your credentials.

Here’s what I mean by pertinent . A pastor who would be the Reverend (Full Name)  & Pastor (Name) at church on Sundays, would not use the Reverend (Full Name) & Pastor (Name)  when teaching English Monday through Friday, at the local high school. That he or she is the Reverend  might be mentioned in a complete biography or introduction. It just isn’t part of his/her name at school.

So, I can see if you are using ‘Dr. (Name)’ when offering a class in yoga, and your doctorate is not directly to the service you are offering, say a doctorate physical therapy or kinesthetics …. it would be confusing to me … and the state officials must think it is misleading to the public.

– Robert Hickey How to Use a Doctorate with Your Name

Should I Use Dr. or Ph.D. on an Invitation?

If a person holds a Ph.D., should his or her name be ‘Dr. (name)’ a wedding invitation? Or ‘( Name), Ph.D.’ ?  Is this true for the father of the bride?  The groom?  Is the rule for names on wedding invitations and wedding envelopes different that the guidelines for social correspondence? ————– – Beverly Russell, Winchester, Virginia

Dear Ms. Russell: Wedding invitations and their envelopes are social correspondence. Post-nominal abbreviations ( Ph.D. is a post nominal abbreviation) aren’t used on social correspondence:

—- —- DON’T use Ph.D.

—- —- DO use Dr. (Name)

Another question that typically comes up is whether to use Doctor or Dr. (spelled out or abbreviated) on the invitation or on the mailing envelope?

The rule is to spell out everything and not to use abbreviations unless space is an issue.

But, Mr., Mrs., Dr., and Ms. (for which there is no spelled-out version) are typically used on invitations and when addressing invitations in even the most formal circles. I think ‘Doctor (Name)’ looks oh-so-highly precious, but I know some wedding planners who would wrestle me to the mat on that one.

When Should You Use the Forms on this Page?

You can use these forms of address for any mode of communication: addressing a letter, invitation, card or Email. (If there are differences between the official and social forms of address, I will have mentioned the different forms.)  The form noted in the salutation is the same form you say when you say their name in conversation or when you greet them. ___ What I don’t cover on this site are  many things I do cover in my book: all the rules of forms of address, about names, international titles, precedence, complimentary closes, details on invitations, place cards, all sorts of introductions , etc. I hope you’ll get a copy of the book if you’d like the further detail.

Not Finding Your Answer?

—- #1)    At right  on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.

—- #2)   If you don’t see the official you seek included or your question answered send me an e-mail . I am pretty fast at sending a reply: usually the next day or so  (unless I am traveling.)   Note: I don’t have mailing or Email addresses for any of the officials and I don’t keep track of offices that exist only in history books.

—- #3)   If I think your question is of interest to others, Sometimes I post the question  – but always change all the specifics.

— Robert Hickey 

Recommended Resources:    The Protocol School of Washington (PSOW)  and  Protocol and Diplomacy International – Protocol Officers Association (PDI-POA)     For more information see the Protocol Resources page.

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How to Address Doctors

Last Updated: October 18, 2024 References

This article was co-authored by Tami Claytor and by wikiHow staff writer, Janice Tieperman . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been viewed 98,535 times.

When you’re preparing an invitation, or navigating your way through a conversation, it can be difficult to know how to address a doctor properly. Thankfully, the rules of doctoral etiquette are really easy to suss out. With a little practice and repetition, you’ll be able to put your best foot forward in various social situations!

The Best Way to Address a Doctor

Say “Doctor” and the person’s last name when addressing a physician or someone who has their PhD. When addressing a letter to a doctor or someone with their PhD, write “Dr.” and then their first and last name.

Writing Addresses or Invitations

• For instance, if you were filling out a check, you’d make it out to Clara Johnson, M.D.

• For example, if you’re filling out a wedding invitation, you can address it to: Dr. Dennis Matthews 200 Main Street Springfield, New Hampshire, 00000

• For instance, you may address a letter like this: CAPT Sarah H. Lewis, USNMC George Washington Military Clinic 200 Washington Street Alexandria, VA, 00000
• If you’re starting out the letter, you can address it as: “Dear Captain Lewis.”

• For example, you can address a party invitation like this: Dr. David Meyers 15 Mississippi Avenue San Francisco, CA, 00000.

• For instance, you may address a letter like this: Karen Michaelson, PhD 1300 California Boulevard Miami, FL, 00000.
• As a letter header, write something like: “Dear Karen Michaelson, PhD,.”

Tip: For something more casual, like an email, look at the doctor’s email signature to see what their preferred title is. [5] X Research source

• For example, you can address the letter like this: Dr. and Mrs. Matthew Richards 700 Sycamore Street Los Angeles, CA, 00000.
• If the wife has a doctorate and the husband does not, address the envelope like this: “Dr. Elizabeth and Mr. Ken Derwin.”

Speaking Conversationally

• For instance, you can say something like: “Good evening Dr. Morgan! How is your night going?”

• For instance, you may say something like: “Good morning Dr. Williams! Would I be able to talk with you about something?”

• For example, you can say “Hello Lieutenant Clark!” instead of saying “Hello Dr. Clark!”

Community Q&A

• Different people may have different preferences for letterheads. Follow a person’s specific request, if necessary. [9] X Research source Thanks Helpful 0 Not Helpful 0
• If you aren’t sure how to write something out, consider asking the doctor in question! It’s better to double-check than to address someone incorrectly by accident. Thanks Helpful 0 Not Helpful 0
• You should still refer to someone as Dr., even if they’re no longer practicing or don’t have a license. Thanks Helpful 0 Not Helpful 0

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Expert Interview

Thanks for reading our article! If you'd like to learn more about being polite, check out our in-depth interview with Tami Claytor .

• ↑ https://www.minotstateu.edu/careers/pages/cover-letter-salutation.shtml
• ↑ https://bizfluent.com/how-7906953-address-letter-doctor-education.html
• ↑ https://www.dailywritingtips.com/how-to-address-your-elders-your-doctor-young-children-and-your-ceo/
• ↑ https://dcp.psc.gov/ccbulletin/articles/Protocol_04_2009.aspx
• ↑ https://bizfluent.com/info-7749962-proper-way-address-lawyer.html

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