When you are posted to a U.S. mission abroad, it is customary to write to the principal officer to express your pleasure with the assignment. This letter should arrive no earlier than six weeks before your arrival. If you are assigned to a constituent post, send a letter to the principal officer at post and a second courtesy letter to the country’s ambassador. Be sure to confirm all names and titles with your area technician.
Guidance for Letter to Principal Officer
How to Address Officers
Sample letter format (PDF file)
FORMAL, OFFICIAL E-MAILS TO:
Deputy Chief of Mission
This should be similar to the Letter to the Ambassador but sent via e-mail, perhaps including a copy of the letter sent to the Ambassador as a courtesy.
Supervisor
In addition to the courtesy letter to the principal officer, you should write to your supervisor as soon as possible. Your supervisor is the best person to answer questions relating to your job responsibilities, including information regarding titles for calling cards. Your e-mail to him/her will be a combination courtesy and inquiry communiqué.
Management Officer
The management officer at the mission can answer your questions about issues such as living conditions, cars, appliances, consumables, schools, pets, medical services, employment opportunities for dependents, or community services. He/She must also know your travel plans. Be sure to include all details of your itinerary: stopovers en route, name of carrier and flight number, arrival date and time of arrival if driving to post and the like. Also include information on the number of persons accompanying you, their names and the ages of the children, and pets that are accompanying you or arriving later.
INFORMAL, UNOFFICIAL E-MAILS TO:
Community Liaison Office Coordinator (CLO)
One of your best sources of information on life at post may be the Community Liaison Office Coordinator (CLO). Many overseas posts have a CLO, who sends newcomers information to help them prepare for their move. E-mails to the CLO can be of a more personal nature. You or your spouse may write this message as soon as you have received your assignment. Contact the Family Liaison Office for the name of the CLO at your post.
Predecessor
Another source of information is your predecessor. You may wish to write one of your first e-mails to him/her.
You may send pouch or APO/FPO mail (without a stamp) through the interdepartmental mail system in any annex or office in the Department of State. A Department return address must be used on the envelope. Do not use a personal return address or stamp for interdepartmental mail.
To confirm the mailing address, refer to Key Officers of Foreign Service Posts.
