The King and all members of the Royal Family have private secretaries who deal with their correspondence.
Writing to the King and Queen
Unless you are personally known to the Sovereign, any letter to The King or Queen should be addressed to ‘The Private Secretary to His Majesty The King’. There is no need to address the private secretary by name, but if there is subsequent correspondence this should be addressed to the actual writer of the reply.
Communications from those known personally
For those who wish to communicate directly with The King, the following style is used:
The letter should begin ‘Sir’, ‘Madam’ or ‘May it please Your Majesty’. The first line of the letter itself should begin with the phrase ‘With my humble duty’; the main content of the letter then follows. It should end ‘I have the honour to remain, Sir/Madam, Your Majesty’s most humble and obedient servant’. The word ‘remain’ can be replaced with ‘be’ if desired.
In the body of the letter alternate between ‘Your Majesty’ and ‘Your Majesty’s’ and ‘you’ and ‘your’. The envelope should be addressed to ‘His Majesty The King’ or ‘Her Majesty The Queen’.
Verbal address
Use ‘Your Majesty’ for the first time and subsequently ‘Sir’. When speaking to The Queen, use ‘Your Majesty’ for the first time and subsequently ‘Ma’am’. This should always rhyme with ‘lamb’. Pronunciation to rhyme with ‘palm’ has not been correct for some generations.
In conversation, refer to ‘His/Her Majesty’ or ‘The King/Queen’, as appropriate. ‘Your Majesty’ should be substituted for ‘you’. References to other members of the Royal Family are made to ‘His (or Her) Royal Highness’ or the appropriate title, such as The Princess Royal.
on being presented to Members of the Royal Family
Introductions to the Royal Family are known as presentations. When presenting another person to The King or Queen it is only necessary to state the name of the person to be presented: ‘Your Majesty, may I present Mr John Smith?’.
Upon being presented to members of the Royal Family, and on taking leave, men should bow and women curtsy (some women may prefer to bow). The bow is an inclination of the head, not from the waist. The curtsy should be a discreet but dignified movement, with a slow rise, maintaining eye contact.
It is acceptable, but less usual, to simply shake hands, especially with younger members of the Royal Family in less formal circumstances. Check with their staff for guidance.
CHAPTER 2
COMMUNICATING WITH OTHER MEMBERS OF THE ROYAL FAMILY
Unless the writer is personally known to the member of the Royal Family, it is usual to write to the private secretary, equerry, Queen’s Companion (for The Queen), lady-in-waiting or lady of the household. Letters should be addressed to the holder of the office, not by name. Subsequent correspondence should be sent to the writer of the reply.
SENDING CORRESPONDENCE VIA INTERMEDIARIES
Alternatively correspondents may send their formal letter to the member of the Royal Family via the private secretary or lady-in-waiting with a covering letter, saying 'please will you lay my letter before His Majesty or His/Her Royal Highness...'
COMMUNICATIONS FROM THOSE KNOWN PERSONALLY
If communicating directly with a member of the Royal Family the letter should begin 'Sir/Madam' and end 'I have the honour to remain, Sir/Madam, Your Royal Highness's most humble and obedient servant'. In the body of the letter substitute 'Your Royal Highness' for 'you' and 'Your Royal Highness's' for 'your'.
addressing the envelope
The Prince of Wales The Princess of Wales The Duke of Sussex The Duchess of Sussex The Duke of York Princess Beatrice Princess Eugenie The Duke of Edinburgh The Duchess of Edinburgh The Princess Royal The Duke of Gloucester The Duchess of Gloucester The Duke of Kent The Duchess of Kent Prince Michael of Kent Princess Michael of Kent Princess Alexandra, the Hon Lady Ogilvy
Although it is correct to use them, today most people communicating with the Royal Family omit post nominals from the envelope and so we have not included them here. However, if you wish to use them or wish to learn more about which honours have been awarded, please look at the relevant biography (link below) or click link to the Royal Consorts page for Queen Camilla and the Princess of Wales.
on being presented to other members of the royal family
Upon being presented and on leaving, men should bow and women curtsy. The bow is an inclination of the head, the curtsy is a discreet movement, with a slow rise, maintaining eye contact. It is acceptable, but less usual, to shake hands without bowing or curtsying, especially with younger members of the Royal Family in less formal circumstances. Check with their staff for guidance.
CHAPTER 3
invitations to members of the royal family
An invitation to a member of the Royal Family is always extended by letter, either through the lord-lieutenant of a county or to the private secretary. The former is the rule outside London. A printed invitation is not sent, although a specimen may be forwarded to the private secretary if desired.
preliminary enquiries
It may be both prudent and diplomatic to make an informal enquiry, to the lord-lieutenant or private secretary, as to the possibility of a favourable response prior to extending a formal invitation by letter. The approach should outline the nature and purpose of the function.
Whether the consort of a member of the Royal Family should be included in the invitation depends on the nature of the function. The point can be raised in the informal enquiry.
Only in exceptional circumstances should two or more members of the Royal Family, other than consorts, be invited to the same function, and only then by agreement with the office of the more senior member of the Royal Family.
SENDING THE LETTER OF INVITATION
The titles of the royal guest/s are shown in full, but without post-nominal letters, as follows:
His Majesty The King Her Majesty The Queen Their Royal Highnesses The Prince and Princess of Wales Their Royal Highnesses The Duke and Duchess of Sussex His Royal Highness The Duke of York Her Royal Highness Princess Beatrice and Mr Edoardo Mapelli Mozzi Her Royal Highness Princess Eugenie and Mr Jack Brooksbank Their Royal Highnesses The Duke and Duchess of Edinburgh Her Royal Highness The Princess Royal and Vice-Admiral Sir Timothy Laurence Their Royal Highnesses The Duke and Duchess of Gloucester Their Royal HIghnessses The Duke and The Duchess of Kent Their Royal Highnesses Prince and Princess Michael of Kent Her Royal Highness Princess Alexandra, the Hon Lady Ogilvy
If an invitation is declined, it is advisable to discuss with the invitee's office which member of the Royal Family may be invited in their stead, rather than trying the next person in line.
If an invitation is accepted, the event's organiser should liaise with the private secretary (or with another nominated member of the Royal Household) to discuss important details. These include:
- time of arrival - name of the equerry or lady-in-waiting who will accompany the royal guest - dress - names and positions of persons to be presented etc
ON THE INVITATION
If a member of the Royal Family has accepted an invitation, it is advisable to indicate on the invitation that a member of the Royal Family will be present. One of the following is engraved or printed at the top of the invitation card:
- In the gracious presence of His Majesty The King - In the presence of His Royal Highness the Prince ......
Note: the word 'gracious' is included only for the Sovereign.
CHAPTER 4
invitations from the royal family
iNVITATIONS FROM THE King
Invitations from the Sovereign (called commands) are sent by: - The Lord Steward of the Household to a state banquet - The Lord Chamberlain to all major court functions, such as a garden party, wedding, funeral or memorial service - The Master of the Household to all domestic functions given by the Sovereign at a royal residence
Commands from the Sovereign may read:
The Master of the Household
is Commanded by His Majesty to invite
Mr and Mrs John Debrett
to Luncheon at Sandringham House
on Thursday, 8th October at 12.30 o’clock
REPLIES TO INVITATIONS FROM THE King
Replies should be worded to reflect this and addressed to the member of the Royal Household who has issued the invitation:
Mr and Mrs John Debrett present their compliments to
the Master of the Household and have the honour to obey
His Majesty’s command to Luncheon on 8th October at
12.30 o’clock.
The date of the letter is written in the bottom left corner. Reasons for non-acceptance should always be stated. A prior engagement is not considered to be a sufficient reason:
Mr and Mrs John Debrett present their compliments to
the Master of the Household, and much regret that they
are unable to obey His Majesty’s command to Luncheon
on 8th October owing to the illness of Mrs Debrett.
REPLIES TO INVITATIONS FROM THE ROYAL FAMILY
Invitations from other members of the Royal Family are not commands; in other respects replies follow the same formula.
GARDEN PARTIES
Invitations to a garden party do not require an acknowledgement unless a guest is unable to attend, in which case the admission card must be returned.
THANK YOUS
When appropriate, such as after a state banquet, but not after a garden party, a letter of thanks is addressed to the relevant member of the Royal Household, asking that thanks are conveyed to the Sovereign or other member of the Royal Family.
CHAPTER 5
ENTERTAINING ROYAL GUESTS
Close liaison between the host’s office and Buckingham Palace or the office of the member of the Royal Family is essential.
ARRIVAL AND DEPARTURE TIMES
It is correct for everyone to arrive before the royal personage and protocol rules that no guest should leave an event before a member of the Royal Family, except in special circumstances when prior permission should be obtained.
However, charity balls and dinners may continue well after midnight so it is probably practical for the organiser of the event to warn the private secretary that this rule may be honoured in the breach rather than in the observance. Similarly the organiser may also seek, through the private secretary, blanket permission for guests to leave before the member of the Royal Family. If necessary, individuals should seek permission to leave early through the private secretary in advance of the event.
SEATING PLANS FOR ROYAL GUESTS
When The King attends an event (official or private) the host always surrenders his/her place to His Majesty, and will be seated on The King’s right. Other members of the Royal Family are given special precedence before all non-royal guests. The husband of a female member of the Royal Family is accorded precedence immediately after her when both attend an event. If he attends alone, he retains his own precedence, unless he is the principal guest. However, the wives of male members of the Royal Family have the same precedence as their husbands.
RETINUES
Those in attendance upon a member of the Royal Family should be placed reasonably near him or her (not necessarily at the same table) and must have a clear sight line between them.
When the principal guest is The King, some or all of the following, and their spouses, should be invited to attend: - the lord-lieutenant of the county - the lord mayor, lord provost, mayor, provost, chairman of the city/borough/district - the high sheriff of the county - the chairman of the county council
table plan approval
The seating plan of the top table for any event attended by the Sovereign or any other member of the Royal Family must be submitted to the private secretary for prior approval, from whom the names of the suite in attendance should also be obtained.
CHAPTER 6
private secretaries to the royal family
how to write to a private secretary
Commence the letter ‘Dear Sir’ and end the letter ‘Yours faithfully’.
The first reference to the member of the Royal Family must be written in full, eg ‘His Majesty The King’ or ‘His Royal Highness The Prince of Wales’, and subsequently ‘The King, ‘The Prince’ etc.
Substitute ‘His/Her Majesty’ or ‘His/Her Royal Highness’ for ‘he/she’ and ‘His/Her Majesty’s’ or ‘His/Her Royal Highness’s’ for ‘his/her’.
Alternate the above with ‘The King/The Queen/The Prince/The Princess/ The Duke/The Duchess’, as applicable, to avoid repetition of ‘His Majesty’ or HRH etc.
Addressing the envelope
The Private Secretary to His Majesty The King Buckingham Palace London SW1A 1AA
The Private Secretary to Her Majesty The Queen Buckingham Palace London SW1A 1AA
The Private Secretary to His Royal Highness The Prince of Wales Kensington Palace London W8 4PU
The Private Secretary to Her Royal Highness The Princess of Wales Kensington Palace London W8 4PU
The Private Secretary to The Duke of York Buckingham Palace London SW1A 1AA
The Private Secretary to His Royal Highness The Duke of Edinburgh Bagshot Park Bagshot Surrey GU19 5PL
The Private Secretary to Her Royal Highness The Duchess of Edinburgh Bagshot Park Bagshot Surrey GU19 5PL
The Private Secretary to Her Royal Highness The Princess Royal Buckingham Palace London SW1A 1AA
The Private Secretary to His Royal Highness The Duke of Gloucester Kensington Palace London W8 4PU
The Private Secretary to Her Royal Highness The Duchess of Gloucester Kensington Palace London W8 4PU
The Private Secretary to His Royal Highness The Duke of Kent St James’s Palace London SW1A 1BQ
The Private Secretary to Her Royal Highness The Duchess of Kent St James’s Palace London SW1A 1BQ
The Private Secretary to His Royal Highness Prince Michael of Kent Kensington Palace London W8 4PU
The Private Secretary to Her Royal Highness Princess Alexandra, the Hon Lady Ogilvy Buckingham Palace London SW1A 1AA
