Use rank and last name or “sir/ma’am” for officers, and the correct NCO title for enlisted Soldiers when addressing Army ranks.
Getting the words right shows respect and keeps interactions smooth. This guide shows what to say, how to write it, and the few traps to avoid. The rules match official protocol and Army writing standards.
Army Ranks At A Glance: What To Say Out Loud
Start with the rank you hear in daily use. The table below lists the form of address most Soldiers expect in conversation.
| Rank Or Group | Say This | Quick Example |
|---|---|---|
| Private (E-1/E-2/E-3) | “Private” | “Private Rivera” |
| Specialist (E-4) | “Specialist” | “Specialist Tran” |
| Corporal (E-4 NCO) | “Corporal” | “Corporal James” |
| Sergeant / Staff Sergeant | “Sergeant” | “Sergeant Patel” |
| Sergeant First Class / Master Sergeant | “Sergeant” or the full grade on first meeting | “Sergeant Hayes” |
| First Sergeant | “First Sergeant” | “First Sergeant Long” |
| Sergeant Major / Command Sergeant Major | “Sergeant Major” | “Sergeant Major Cole” |
| Warrant Officer 1 | “Mr.” or “Ms.”; some units also use “Warrant Officer” | “Mr. Carter” |
| Chief Warrant Officer (CW2–CW5) | “Chief” or “Mr./Ms.” | “Chief Delgado” |
| Company-grade Officer (2LT, 1LT, CPT) | “Sir”/“Ma’am” or rank + last name | “Captain Diaz” |
| Field-grade Officer (MAJ, LTC, COL) | “Sir”/“Ma’am” or rank + last name | “Colonel Sharpe” |
| General Officer | “Sir”/“Ma’am” or “General” + last name | “General Reed” |
| Department Of The Army Civilian | “Mr.”/“Ms.” + last name | “Ms. Nguyen” |
| Retired Soldier (in writing) | Show grade and “Retired” | “Colonel A. B. Smith, USA Retired” |
Enlisted Ranks: What To Say
Privates and specialists use the printed grade. Corporal is an NCO and uses “Corporal.” From sergeant through master sergeant, “Sergeant” is fine in most daily talk. First sergeant uses the full title. Sergeant major and command sergeant major take “Sergeant Major.”
Warrant Officers: The Nuance
Warrant officer 1 is “Mr.” or “Ms.” by long custom, and many units also accept “Warrant Officer.” From CW2 through CW5, “Chief” is common in speech. When in doubt, “sir” or “ma’am” is safe with any warrant officer.
Commissioned Officers: Two Safe Options
Use “sir” or “ma’am” in direct address. Rank with last name also fits well: “Lieutenant Chen,” “Major Harris,” “Colonel Ortiz,” “General Cole.”
How to Address Army Ranks
Use this fast playbook when you speak, write, or brief.
In Conversation
- Greet officers with “sir” or “ma’am,” or say the rank and last name.
- Say “Sergeant” for most NCOs; use the full title for first sergeant and sergeant major grades.
- Say “Specialist,” “Corporal,” or “Private” as printed for junior enlisted ranks.
- Address WO1 as “Mr.” or “Ms.”; call CW2 through CW5 “Chief” in many units.
- Use a last name when you know it. If you do not, the title alone still works.
In Writing
- Use full rank and name on the first line.
- Follow Army letter and memo formats for salutations and closings.
- Show “Retired” for former members when you write to them.
These steps align with the Army’s correspondence rule set and the protocol guide that lays out forms of address. See the current AR 25-50 correspondence regulation and the Army protocol pamphlet on forms of address.
Addressing Army Ranks Correctly: Daily Scenarios
New To A Unit
When you meet someone new, use the safe form that fits the grade you see. If you are unsure of the grade, “sir” or “ma’am” works for any officer or warrant officer. For NCOs, “Sergeant” keeps you clear. Once you catch the full title, mirror it.
During A Brief Or Meeting
Start answers with “sir” or “ma’am” if an officer runs the room. When an NCO runs it, use the grade: “First Sergeant, we have three systems up.” In a mixed setting, match the senior person when you respond.
In Email
Use the rank and last name in the salutation: “Colonel Garner,” or “Sergeant Major Lewis,” then write in clear Army style. Skip honorifics like “Dr.” unless the person uses that title in duty work. Short, direct lines match Army style and save time for everyone.
Mixed Services
When units work side by side, stick with the Army form for Army members. If you speak to a member of another service, use that service’s title when you know it. If not, rank and last name still land well.
Writing It Down: Envelopes, Salutations, And Lines
Printed formats follow the Army writing rule set. The table below shows common lines that match current practice, including retired status when needed.
| Situation | Envelope Or Header | Salutation Line |
|---|---|---|
| Active officer | Colonel Jordan A. Price, USA | Dear Colonel Price: |
| Active NCO | Command Sergeant Major Dana L. Ortiz, USA | Dear Sergeant Major Ortiz: |
| Active enlisted | Specialist Eli K. Moore, USA | Dear Specialist Moore: |
| Warrant officer 1 | Mr. Taylor P. Knox, USA | Dear Mr. Knox: |
| Chief warrant officer | Chief Warrant Officer 3 Casey R. Bell, USA | Dear Chief Bell: |
| Retired officer | Colonel A. B. Smith, USA Retired | Dear Colonel Smith: |
| DA Civilian | Ms. Jamie L. Chen | Dear Ms. Chen: |
Small Details That Keep You Right
Switching Between “Sir/Ma’am” And Rank
Both are fine with officers. In fast moments, “sir” or “ma’am” is quick and clear. During longer talk, rank plus last name can add clarity for the group.
Talking About Someone Who Is Not Present
Use the billet when it helps, such as “the commander” or “the first sergeant.” When the name matters, stick with the rank and last name.
Retired And Prior Service
In speech, many folks still greet a retired member by rank out of respect. In print, show grade, name, service, and the word “Retired.” That format lines up with AR 25-50.
Warrants In Mixed Groups
Many Soldiers use “Chief” for CW2 and above. If you are new, “sir” or “ma’am” also fits. With WO1, “Mr.” or “Ms.” is the classic form.
Mistakes To Avoid
- Calling a first sergeant “Sergeant First Class.” Use “First Sergeant.”
- Calling a sergeant major “First Sergeant.” Use “Sergeant Major.”
- Using only a last name with no title. Add the grade.
- Dropping “Retired” in print for former members. Keep it in view.
- Writing “Dear Sir or Ma’am” to a named person. Use the rank and name.
- Guessing at a billet title. If you do not know, use the printed grade.
Quick Reference: Who Hears Which Title
Privates respond to “Private.” Specialists and corporals take the printed title. Most sergeants hear “Sergeant.” First sergeants and sergeants major take the full title. WO1 is “Mr.” or “Ms.”; CW2–CW5 often hear “Chief.” Officers take rank with last name, and “sir” or “ma’am” fits any officer.
Method And Source Notes
This guide ties plain speech to current Army writing rules and long-standing protocol language. The line for retired members comes straight from AR 25-50. The use of “sir” and “ma’am” with officers, the NCO titles in daily talk, and the warrant officer forms reflect published protocol and training guides used across the force. Links above point to current rule sets used across the force everywhere today.
If you need a fast recap to share with a team, copy the first table and the writing table, then add unit-specific quirks. The basics stay the same across posts and brigades.
With these steps, you now know how to address army ranks in speech and in print. Share the checklist with new members, and keep a copy near the staff desk so the standard stays sharp. If you came here asking how to address army ranks, the rules above will carry you through any duty day.