3EPA TRANSMSTTAL
CLASSIFICATION NO.: 1320   1985 Edition        <-  .-

AFfWOVAL DATE:   7/1 2/8 5
                                                      A .Q.'
                     CORRESPONDENCE MANUAL
 1.  PURPOSE.   This Transmittal issues a new version of the
 Correspondence Manual.

 2.  EXPLANATION.  This Manual reflects minor changes .in the
 formats  for correspondence for the Administrator, Deputy
 Administrator  and the special requirements  for White House
 communications.

 3.  SUPERSESSION.  1983 Edition,  EPA Correspondence Manual and
 Change 1.

 4.  FILING  INSTRUCTIONS.  Discard the old Manual and file t' e
 attached.
                         -Gary-M.  Ka~tz,  Director
                         Management and Organization Division
      oei: Management and Organization Division/Office of Administration
6PA Form 1315-12 (R«v. 7-«J| BEPLACGS €PA'»>C«MS 13T5-1A AND THE PREVIOUS EDITION OF 1315-12.

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CHECKLIST OF EPA TRANSMITTALS
TITLE
CORRESPONDENCE MANUAL — 1985 EDITION
When kept current, this checklist permits the user to see at a glance which transmittals have been filed.
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EP* Form  1315-4  (Rev  7-731
                                                             EVOUS EDITIONS ««E OBSOLETE

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CORRESPONDENCE                                                        1320
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                              CONTENTS OF CHAPTERS
CHAPTER                                                            CHAPTER
TITLES                                                             NUMBERS

CORRESPONDENCE POLICY AND PROCEDURES	  1
LETTERS	  2
FORM AND GUIDE LETTERS	  3
MEMORANDUMS	  4
ENVELOPES AND MAILING	  5
TELEGRAMS, CABLEGRAMS, FACSIMILE COMMUNICATIONS
  AND ELECTRONIC MAIL	  6
CORRESPONDENCE CONTROL	  7
DOCUMENTS FOR SUBMISSION TO THE ADMINISTRATOR AND/OR
  DEPUTY ADMINISTRATOR	  8
SPECIAL REQUIREMENTS FOR WilTE HOUSE, CONGRESSIONAL,
  AND INTERNATIONAL COMMUNICATIONS	  9
FORMS OF ADDRESS	 10
LEGAL CITATIONS	 11

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                CHAPTER 1 - CORRESPONDENCE POLICY AND PROCEDURES

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

Policy	   1
Def inition of Correspondence	   2
References	   3
Writing Style	   4
Cutting Correspondence Costs	   5
Sensitive Information	   6

                   Figure 1-1.  Memorandum of Call

                   Figure 1-2.  Routing and Transmittal Slip

                   Figure 1-3.  Proofreader's Marks

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CORRESPONDENCE                                                        1320
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             CHAPTER 1 - CORRESPONDENCE POLICY AND PROCEDURES

1.  POLICY.  This Manual specifies the procedures, standards and formats to
be followed by all EPA employees  in producing and managing EPA correspondence.
It should be used by anyone who writes, edits, reviews, signs, types, files
or controls correspondence.  Proper use of this manual and the supplementary
references mentioned in it should improve the quality of correspondence,
produce timely replies at lower cost to the Agency and improve the management
and control of correspondence.

2.  DEFINITION OF CORRESPONDENCE.  In this manual correspondence means written
forms of communication such as:   letters, form letters, all types of memorandums
(action, information, briefing),  telegrams, cablegrams, etc.

3.  REFERENCES.  This manual is not designed to present detailed information
on established rules of English grammar, punctuation, capitalization, abbre-
viations, spelling etc.  If any questions arise on these subjects, follow the
standard rules in the Government  Printing Office (GPO) Style Manual.

    a.  Essential aids to both writers and typists are:

        (1)  A good dictionary;

        (2)  The "U.S. Government Printing Office Style Manual" which includes
information on footnotes, government reports, numerals, symbols, Foreign lan-
guages and plant and animal names in addition to the subjects listed above;

        (3)  "Word Division" which is issued as a supplement to the "GPO Style
Manual".

    b.  Useful.guides for writers are:

        (1)  A thesaurus or a dictionary of synonyms;

        (2)  "Be a Better Writer  - A Manual for EPA Employees" written speci-
fically for EPA by John R. Adams, Veda Charrow, and Frank B. Phillippi.   This
reference is an excellent aid for EPA writers because it addresses problems  in
technical, scientific and legal writing;

        (3)  "Plain Letters" issued by GSA (Federal Stock Number 7610205-1091).
This  is a good style reference for writing letters.

4.  WRITING STYLE.  No matter what form your correspondence takes,  you should
observe the following basic elements of style.

   . a.  Write For Your Audience.  Make certain that your reader will under-
stand your message.  Refer to the incoming correspondence,  or if replying
                                      1-1

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CORRESPONDENCE                                                         Io20
                                                                       7/12/S5

to a telephone inquiry, refer to the date of the call.  Don't take shortcuts
in the belief that something is obvious or that the reader will understand.
Use an example or an analogy if you feel a statement may puzzle the reader.
Use an appropriate level of vocabulary and terminology.  Explain scientific
and technical terms if there is any possibility that the words may not be
familiar to the reader.  Limit the use of abbreviations or acronyms;  if you
must use them, give the complete term the first time and follow with  the
abbreviation or acronym in parentheses.

    b.  Keep It Short.  Avoid needless words or information and focus  on your
key points.  If you burden your reader with unnecessary information,  the point
of what you want to say may be lost.

    c.  Keep It Simple.  Use short words, sentences and paragraphs; be compact,
but tie your thoughts together. Know your subject, state the facts, and answer
direct questions in a straightforward manner.

    d.  Keep It Strong.  Be positive in your writing, when possible tell people
what they can do, not what they can't do.  Readers are much more receptive
when they have options offered to them rather than taken away.  Use concrete
words and active verbs which give a sense of strength, energy, vitality and
motion.

    e.  Be Sincere.  Examine the tone of your correspondence to avoid  "writing
down" to your reader or sounding evasive or servile.  The pronouns "I" and
"we" are not forbidden; readers like to know that the writer is a real person
willing to accept responsibility for the correspondence.  You may also address
the reader by his or her name or use the word "you."  Sincerity implies admit-
ting mistakes, for example, "I'm sorry for taking so long to respond.."

    f.  Check The Logic of The Presentation.   Seme common ways to organize your
material include progressing (1) from the known to the unknown,  (2)  from
the general to the specific or (3) in chronological order.

    g.  Be Thorough.   Read all of the incoming material carefully and check
background materials to provide a correct response.  Answer all questions.

    h.  Be Sensitive to Gender Specific Terms.  Avoid gender specific terms
unless you are certain of your reference.  Consider alternatives and whenever
possible choose a neutral term, for instance, use "work years" instead of  "man
years."  Frequently you can avoid problems by using titles  (employees, managers,
analysts etc.) or plural forms such as they,  their.  If all else fails, you
can use "he or she" or "he/she".

5.  CUTTING CORRESPONDENCE COSTS.  The cost of a normal letter or memorandum
ranges between seven and twenty dollars.   This estimate includes initial
drafting of the letter, first typing,  proofreading, second  typing,  one review
                                   1-2

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CORRESPONDENCE                                                         1320
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cycle, filing of copies, and mailing.  As you can  imagine, the cost multiplies
when a letter goes through several rewrites and reviews.  Because EPA  generates
thousands of pieces of correspondence a year, a great potential for cost savings
exists.  This section presents ways  to help reduce some of the costs associated
with producing correspondence.

     a.  The Telephone.  If a written reply is not essential, a telephone call
costs less, is faster and often more effective than writing.  You may  record
the date and substance of call and attach it to the incoming correspondence.

     b.  The Direct Approach.  If the person you wish to ccnrounicate with is
nearby and a written record is not necessary, meet with the person.

     c.  Dictation.  If a stenographer or recording device is available,
dictation is usually faster than writing longhand.

     d.  Word Processors.  Word processors can save time and money, especially
for an office that produces lengthy  pieces of correspondence which are period-
ically updated.  EPA has a Word Processing Coordinator in the Management
Information and Data Systems Division (PM-218) who can help you determine
if a word processor is appropriate for your office.

     e.  Form and Guide Letters.  If you regularly answer requests for similar
information from several correspondents, turn to Chapter 3 for a detailed dis-
cussion of this form of comnunication.  Seme of the benefits of this alternative
are: (1) Mail is answered faster; (2)  The message is easier to read and under-
stand because more time can be spent editing a predrafted letter than a hurriedly
composed original; and (3)  Public service is provided at a lower cost.

     f.  Mailing Lists.  All mailing lists should  be reviewed and revised yearly
to insure that the lists are current and serve their intended purpose.  For
more information about mailing lists, see the EPA  Ccnnunications Manual.

     g.  Forms.  The GSA provides two forms which  deserve a place on every
desk.  They are: "Memorandum of Call" (SF-63) to notify temporarily absent
coworkers of calls or visits, see figure 1-1.; and "Routing and Transmittal
Slip" (OF-41) used as a coverslip on correspondence that is passed on to one
or more individuals, see figure 1-2.  A routing slip is used to circulate
drafts, messages and final packages.  It is the final step in preparing a
package.  It tells where a package originated, where it has been and where it
is going.  Initialing and dating a routing slip means that the person signing
the slip has actually seen the package, but does not indicate concurrence.
Only a properly initialed and dated  yellow concurrence file copy is acceptable
for stating concurrence.  Do not use either the SF-63 or the OF-41 as a record
of any kind.  Consult the EPA Forms  Catalog for other forms relevant to
correspondence.
                                       1-3

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CORRESPONDENCE                                                         1320
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     h. Retyping.  We spend a considerable amount of time producing letter-
perfect correspondence.  This is only necessary when writing for the signature
of top managers of the Agency.  It is not always necessary to produce perfectly
typed internal memorandums or copies of documents below the Division level.
If possible, "white-out" (opaque) the error and type in the correct character(s).
You may also correct internal memorandums by handwriting the correction directly
on them.  Make corrections on all copies of the documents.  However, never use
opaquing fluid to correct "typo's" on letters going outside the Agency, and
avoid handwritten corrections.  Consider that the time needed to completely
retype correspondence for one or two typos might be better used on another
task.  In any case, follow your office guidelines.

     i.  Proofing and Editing.  Proofread your work carefully.  Pay particular
attention to spelling, punctuation, grammar, format and word division.  You are
encouraged to use a standard method of editing so that typists will not have
to learn a unique editing system for each writer.  See figure 1-3 for a list
of editing marks most commonly used.  To save time and avoid confusion, write
and edit legibly.  Be certain that everything to be dispatched is included
in the package and assembled properly when it leaves your office.

     j.  Responding to Routine Requests for Information.  Respond to routine
requests for information or publications by returning the requester's letter
with the material.  Do not maintain a file copy.

6.  SENSITIVE INFORMATION.

     a.  Security Classified Information.  EPA employees are individually respon-
sible for exercising vigilance and discretion in handling security classified
documents.  Perform the preparation, transmittal, maintenance, and disposition
of security classified correspondence in accordance with instructions issued
in the "EPA Security Manual."  Refer all questions regarding security classified
correspondence to the Security Office, EPA Headquarters, or to the local security
liaison officer.

     b.  For Official Use Only.   Some EPA correspondence contains nonclassifled
information of a sensitive nature that requires protection from disclosure to
unauthorized persons without an official "need-to-know."  For such correspondence,
type the administrative control designation "FOR OFFICIAL USE ONLY" in all
capital letters centered at the top and bottom of each page.   See the "EPA
Security Manual" for more detail.  Safeguard all correspondence containing the
"FOR OFFICIAL USE ONLY" (FOUO) designation in a locked cabinet when not in use
and transmit in a sealed manila envelope.  Write the addressee information on
outside of the envelope, NOT the FOUO designation.
                                      1-4

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CORRESPONDENCE                                                                     1320
                                                                                      7/12/85
                         MEMORANDUM
                            OF  CALL
                       TO:
                       Q VOU WERE CALLED BY—    Q YOU WERE VISITED BY—




                       OF (Orranlution)



                       Q PLEASE CALL—*  CODE^CC?"	D "S

                       Q WILL CALL AGAIN         Q IS WATHNO TO SEE YOU

                       Q RETURNED YOUR CALL      Q WISHES AN APPOCNTMENT

                       MESSAGE
RECEIVED BY
DATE
TIME
                       U_|b9                            CTMBJHB) KMI U (••». 8-76)

                       «U.S. G c.O.  '960-3: I-IS^'13     FMM41 OFQ^Ol-ll.S
                               Figure 1-1   Memorandum  of Call

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CORRESPONDENCE
                                  1320

                                  7/12/35
                   ROUTING  AND TRANSMITTAL SUP
TO: (Name, office symbol, room number.
building. Afency/Post)
1.
1 •
a.
4.
ft.






Action
Approval
to Requested
Ilrculate
tfOfTtfn^fit
Coord IfiflnOfi






FBe
Foe Ctownco
Foe CofTKtioti


Imotticite
Justify






Initials




Date




Note and Return
Per Conversation
Prepare Reply
See Me
Signature

              REMARKS
              00 NOT use this form as a RECORD of approvals,  concurrences, disposals.
                                 clearances, and similar actions
              FROM: (Name. erg. symoof. Agency/Post)
           Room No.—BMg.
                                                                 au —
                                                                 no*
               •041-102



               > GPO   1981 0 - 3H1-SJ9  101-11.206
                        Figure 1-2   Routing and  Transmittal Slip

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CORRESPONDENCE
                                     1320
                                    7/12/85
   0 Insert penod
   ^ -Insert comma
    !  Insert colon
      •
    9  Insert semicolon
    ? Insert question mark
    \  Insert exclamation mark
   =/  Insert hyphen
   ty  Insert apostrophe
 ty V  Insert quotation marks
   •£  Insert 1-en dash
   •^f  Insert 1-em dash
   4T  Insert space
       Insert lead (underline)
       Parentheses
  C/3  Brackets
   O   Indent 1 em
       Indent 2 ems
       Paragraph
       No paragraph
       Transpose-used in margin
       Transpose—used in text
  •AfV  Spell out
 CaftA,. Caps—used in margin
  —-  •  Caps—used in text
C •*• Xt Caps & lowercase-used in margin
  s	^Caps & lowercase-used in text
 10. f-
   3
   C
   n
   u
    II
 DC
   U
   n
/Ait.
Lowercase-used in margin
Used in text to show deletion or substitution
Wrong font
Close up
Delete
Close up and delete
Correct the position
Move nght
Move left
Move up
Move down
Aline vertically
Aline horizontally
Center horizontally
Center vertically
Push down space
Equalize space—used in margin
Equalize space—used in text
Let it stand-used in margin
Let it stand-used in text
Dirty or broken letter
Carry over to next line
Carry back to preceding line
Something omitted-see copy
Question to author to delete
Caret-General indicator used to mark exact
  position of error in text.
                           Figure 1-3   Proofreader's  Marks

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CORRESPONDENCE                                                        1320
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                              CHAPTER 2 - LETTERS

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

General	  1
Stationery	  2
Copies	  3
Margins	  4
Date	  5
Address	  6
Salutation	  7
Body of Letter	  8
Succeeding Pages	  9
Complimentary Close	 10
Signature Element	 11
Enclosures and Attachments	 12
"cc" Notation	 13
Identification of Office, Writer, and Typist	 14
Identical Letters Sent to Multiple Addresses	 15
Assembly of Folder	 16
Postscripts	 17
Replies to Multiple-Signed Letters, Petitions, and
  Resolutions	 18
Preparation of Draft Letters or Documents	 19

               Figure 2-1.  Format for Letters

               Figure 2-2.  Format for Official File Copy

               Figure 2-3.  Instructions for Paragraphing

               Figure 2-4.  Assembly of Folder for Correspondence

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CORRESPONDENCE                                                        1320
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                                      2 - LETTERS
1.  GENERAL.  Prepare as letters all EPA correspondence addressed to members
of the Cabinet, the Congress, foreign and other dignitaries,  and to the general
public.  The correct format for letters is illustrated in figure 2-1.  To
prepare letters for the signature of the Administrator or Deputy Administrator
refer to Chapter 8.

2.  STATIONERY.  Use the appropriate letterhead stationery for the individual
who will sign the correspondence.  Use "The Administrator" letterhead when the
correspondence is to be signed by the Administrator.  Use the "Office of the
Administrator" letterhead for correspondence signed by the Deputy Administrator,
personnel in the immediate office of the Deputy Administrator,  or personnel in
staff offices of the Administrator.  Use appropriate printed  letterhead if it
is approved for your office. Other activities should use plain EPA letterhead.
Refer to the Facilities and Support Services Manual" for additional information
on stationery.


                                  First Page           Succeeding Pages

Original                      EPA letterhead bond      Plain  bond

Copies

  Official File               Yellow tissue (EPA       Plain  yellow
                              Form 1320-1)             tissue

  Courtesy                    EPA letterhead tissue    Plain  white
   (outside EPA)              Use the same heading     tissue
                              as the bond.

  Information copies:
    Outside EPA               EPA letterhead tissue    Plain  white
                              Use the same heading     tissue
                              as the bond.

    Inside EPA                Plain white tissue       Plain  white
                                                       tissue

  Reading or Chrono-
    logical File (if          Plain tissue             Plain  tissue
    required)
                                      2-1

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3.  COPIES.  Wien typing a routine letter, always prepare an original, a
yellow official file copy, and one tissue copy for the reading or chronological
file of the originating office.  Prepare additional tissue copies only when
a definite "need-to-know" is expressed by the requester.

    a.  Yellow official File Copy.

        (1)  Preparation.  Prepare a yellow official file copy for each letter.
Use EPA Form 1320-1, "Concurrence Sheet" for the first page and plain yellow
tissue for all succeeding pages.  Insert the yellow official file copy as the
first carbon to insure readability.  The originator of the letter should
complete the first column in the concurrence section on this form.  Office
symbols, surnames, and dates must be legibly handwritten.  See figure 2-2,
"Format for Official File Copy."  (Exception: See paragraph 15, "Identical
Letters Sent to Multiple Addresses.")

        (2)  Concurrence.  EPA Form 1320-1 acts as the first page, official file
copy and as a clearance document (in sone cases, only the originator needs to
concur).  Do not use this clearance technique to inform other offices of a
particular matter merely because it may be of interest to them; use information
copies for that purpose.  Remember, when you enter your surname on the concurrence
sheet you are agreeing to the content of the letter, not simply indicating
that you have read it.  To indicate nonconcurrence, write "NONCONCUR - SEE
MEMO" (if a memo is written) in the block with your surname and date.  Either
verbally or in a memorandum (see Chapter 4) explain the reason for nonconcurrence
to the originator.

     b.  Courtesy Copy.  Prepare a courtesy copy on EPA letterhead tissue (or
photocopy the original) and enclose with the original letter when the letter
is addressed to:

         - The President, Vice President, and White House staff members
         - Cabinet Members
         - Supreme Court Justices and other Federal Court Officers
         - Members of Congress
         - International Dignitaries
         - State and Municipal Officials
         - National and International Organizations
         - Others as specifically directed.

     c.  Reading or Chronological File.  Prepare one copy of each letter for
the office reading file.  It is not necessary to make a copy for your person-
al use; the office file copy is available for ready reference.

4.  MARGINS.  Always center the letter on the stationery,  using the same width
for the left and right margins.  The length of the letter will determine the
margins, but always allow 9 typing lines for the bottom margin (use the  stop
typing mark as a guide).  To provide a left margin slightly over one inch,
                                      2-2

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CORRESPONDENCE                                                         1320
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space  14 characters  (elite type)  or 12 characters (pica type).   (Pica type
equals 10 characters per  inch;  elite type equals  12 characters  per inch.)

5.  DATE.

    a.  Date Included.  When you  knew the date of signing,  type in the date.
Show the month in full, and the date and year in  numerals.   Example:  October
20, 1980.  Do not use endings such as "th" and "st." Except as  indicated  in
paragraph 8a below, type  or stamp the date nine lines above the fold  mark  (13
lines below the top edge  of the stationery).

    b.  Date Quitted.  Omit the date on correspondence that will be signed  in
another office, or that may not be signed on  the  day it is  typed.   The office
in which the letter is signed is  responsible  for  adding the date to the original
and all copies of the letter, dispatching it,  and returning the yellow official
file copy with background material to the originating office.

6.  ADDRESS.  Single space and  type the address in block style  flush  with the
left margin, two lines below the  date (seven  lines above the fold  mark or 15
lines below the top edge  of the stationery).   If  a window envelope is to be
used, the address should  not exceed 3-1/2 inches  in width and 4  lines vertically.
See figure 2-1, "Format for Letters."

-7.  SALUTATION.  Type the salutation, followed by a colon,  two  lines  below the
Uast line of the address  and flush with the left  margin.  For general usage,
the salutation, Dear Mr.  Brown: is correct.  Take particular care  when preparing
correspondence to prominent officials.   Refer  to  Chapter 10, "Forms of Address."

8.  BODY OF LETTER.

    a.  Vertical Spacing.   The  instructions above provide an attractive forrmat
for the great majority of EPA letters and the  proper spacing if you wish to
use a window envelope.  However,  for short letters you may wish  to modify the
spacing so that the letter will be centered vertically on the stationery.

     b.  Body of the Letter and Paragraphs.  Begin the body  of the letter two
lines below the salutation.  Do not divide the last word on  the  first  line.
Single space the body of  the letter;  double space between paragraphs.   For
single paragraph letters  of less  than 10 lines, use double spacing.   Indent
the first line of each paragraph  five spaces.   Do not number the paragraphs.
If the subject matter is  complex  and requires  subparagraph  indentations, use
the instructions shown in figure  2-3, "Instructions for  Paragraphing."  Use
the stop typing mark on the bottom left margin to determine  where  to  break or
close the letter.  Do not end the letter by typing fewer than two  lines on the
last page, or by typing only the  complimentary close and the signature on the
last page.  Avoid dividing words  at the end of more than two consecutive lines,
or words of five or fewer letters.
                                       2-3

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CORRESPONDENCE                                                        1320
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     c.  Long Quotations.  When a quotation  is more than two lines long, block
it 10 spaces in from the left-hand and right-hand margins of the text; do not
enclose it in quotation marks.

9.  SUCCEEDING PAGES.  Type the second and succeeding pages of correspondence
on plain bond paper.  Center the page number  (numerals only - no parentheses)
7 lines from the top.  Continue the body of  the correspondence two lines
below the page number (9 lines from the top).  Maintain the same margin used
on the first page.  Do not type the addressee's name or other identification
on succeeding pages.

10.  COMPLIMENTARY CLOSE.  Type the complimentary close two lines below the
last line of the body of the letter to the right of the center of the page,
placed so that it will not extend beyond the  right hand margin.  Type a comma
directly following the complimentary close.  The person who signs the corres-
pondence should choose which words to use, e.g., Sincerely, Sincerely yours, etc.

11.  SIGNATURE ELEMENT.

     a.  Written and Stamped Signatures.  If  the signing official is known,
type the name four lines below and flush with the left margin of the compli-
mentary close.   Type the signer's title on the next line, flush with the left
margin of the complimentary close.  If more than one line is needed for the
title, indent the succeeding lines two spaces.  The entire signature element
should not exceed four lines.  You may stamp the name and title below the
written signature.  Be sure all copies of the letter are stamped.  See figure
3-1, "Format for Formal Letters."

     b.  Signing Official Unknown.  If the signing official is unknown,  leave
the space blank.  The office of signature will type or stamp the date,  name,
and title after the official has signed the document.   The same information
must appear on any copies of the correspondence held in the office suspense
file.
     c.  Acting Official's Signature.  Unless instructed otherwise an acting
official signs his own name and writes the word "for"  after the typed name of
the regular signing official.

Example:
                                           Sincerely yours,
                                           John M. Johnson
                                           Director, Citizens Support Division
                                             Office of Public Affairs
                                      2-4

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CORRESPONDENCE                                                         13 20
                                                                       7/12/85

12.  ENCLOSURES AND ATTACHMENTS.  Enclosures and attachments are separate
sheets of information included with  correspondence such as:  tables,  forms,
reference letters, etc.  An enclosure  is  included with a letter; an attachment
is affixed (stapled or clipped) to a memorandum.

     a.  Identified Enclosures.  When  an  enclosure is identified in the text,
type the word "Enclosure" two lines  below the  last line of the signature element
and flush with the left margin.  For more than one enclosure, use the plural
form and indicate the number of enclosures, such as "3 Enclosures."

     b.  Unidentified Enclosures.  When an enclosure(s) is not identified in
the text, type the notation as shown in the example below, listing each enclosure
on a separate line.  If more than one  line is  required, indent two spaces for
succeeding lines.  Describe enclosures)  by title or in as few words as needed
to identify it.

Example:

Two Enclosures
Draft Opinion, Proper Legal Activities of
  the Stockholders Advisory Committee
Legal Forensics, GTG position paper

    c.  Official Copies of Enclosures.  With the exception of official EPA
issuances, make a copy of all enclosures  for the official file if the volume
of material makes this practical.  If  handbooks, pamphlets, .technical reports,
or similar publications contain over eight pages, reproduce the cover and mark
it to show where a full copy may be  located.

    d.  Material Under Separate Cover.  When material referred to in the text
is to be sent under separate cover,  type  "Separate Cover" flush with the left
margin, two lines below the signature  element, or the enclosure notation if
there is one.  List the material to  be sent even if it is identified in the
text.  When the letter has been dated  and signed, include a copy of it with
the material forwarded under separate  cover.

Example:

Separate Cover
Forms Management Handbook
Correspondence Manual
Source Data Automation Handbook

    e.  Alternate Arrangement of Notation.  If typing a long notation under
the signature element would require  starting a new page, you may use an alternate
arrangement.  Type the enclosure list  directly opposite the signature element
even with the left margin starting on  the same line as the signer's name.
                                      2-5

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CORRESPONDENCE                                                         1320
                                                                       7/12/S5

13.  "cc;" NOTATION.  Figure 2-2 shows the correct listing of carbon copies
(or photocopies) distributed both within and outside the Agency.  Information
indicating the copies distributed within the Agency is not included on an
original letter sent outside EPA, nor on information (or courtesy) copies sent
outside EPA.  Indicate carbon copy by typing "cc:" two lines below the last
line of the signature element (or enclosure, attachment, or separate cover
notations, as applicable) and flush with the left margin.  If there is not
enough roan in this position, type "cc:" opposite the signature element and
follow the method described in subparagraph 12e.  Place a check mark by the
name on the copy for that particular person.  Do not include the "Reading/Chron.
File" nor the "Official File" notations in the "cc:" section.

     a.  "bcc:"  This notation may be used when the writer does not want the
addressee to know that others are receiving a copy, or if it is not necessary
for the addressee to know that others are receiving a copy.  Internal  (blind)
carbon copy distribution should never be noted on the original, the courtesy
copy or any information copies going outside of EPA.

14.  IDENTIFICATION OF OFFICE, WRITER, AND TYPIST.

     a.  Correspondence Identification.  Type the organizational symbol, the
writer's initials and surname, typist's initials, roan number, building,
telephone extension, date of typing and any control number on all internal
EPA file copies.  Place this information below the last line at the left margin,
as shown in figure 2-2.  At the end of this line, if a word processor  is used
in preparing the correspondence, identify where the material is stored, for
example, the Lexitron disk number.  This will help you to find the material
easily if corrections or changes are needed.  The information shall not be
typed on the original, courtesy copies, or information copies going outside
of EPA.

Example:

PM-213:LMWhite:de:rm 2125, WSM:382-5010:10-20-83:AX 1490:LMW-3.

     b.  Rewritten/Retyped Correspondence.   Each time correspondence or any
portion thereof is rewritten or revised for any reason, retype the original
and ALL copies, indicating a new identification notation directly below the
previous one(s) on the current yellow official file copy and on all internal
EPA copies.  Each retyping must include all former identification notations as
indicated in the example below.  Do NOT destroy any of the previous yellow
official file copies.  Staple the official file copy of the latest version on
top of earlier official file copies; on those versions, pencil a large "X"
through the text and write "REWRITTEN" on all previous versions.  Do NOT cut
off previous concurrences and attach to the latest version.   If previous
                                      2-6

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

concurrences remain valid, write  "SEE ATTACHED"  in the concurrence blocks of
the latest yellow official file copy; otherwise  new concurrences must  be
obtained as required.

Example:

PM-213:LMWhite:de:rm 2125, WSM:x28000:10-20-83:LMW-3.
Rewritten:PM-213:LLJones:cd:rra 1009, WSMW:x28010:10-22-83

     c.  Coauthorship.  If instructed to  indicate coauthorship of the  letter,
list the writers in alphabetical order.

Example:

A-101:CDAdam/ABWhite:sq:nn 711C, WSMW:27581:10-20-83
(Indicate applicable information when writers are located in different offices.)

15.  IDENTICAL LETTERS SENT TO MULTIPLE ADDRESSES.  When an identical  letter
is written to two or more persons, prepare the letter to the first addressee
in the usual manner, making one complete  set of  copies (yellow official file,
etc.).  At the left margin of the copies  only, type "Identical Letter To:" two
lines below the last notation.  On the next line, begin the list of names and
addresses of the other recipients of the  letter.  Then proceed to prepare ONLY
an original (and courtesy copy, if required) for each of the remaining addressees
as listed.

NOTE;  If there is insufficient space at  the bottom of the single set of file
copies to show the listing of names and addresses, type "See attached list:"
after the "Identical Letter To:" notation.  Then list the names and addresses
on a separate sheet, headed "Identical Letter To:" and attach a copy to the
yellow official file and any information  copies.

16.  ASSEMBLY OF FOLDER.  When the correspondence is ready for review and sig-
nature, arrange it and the supporting documents  or enclosures in a manila
folder as shown in figure 2-4, "Assembly  of Folder for Correspondence." Ordinarily
a letter-size manila folder will do, but  if the  correspondence has legal-size
documents, use a legal-size manila folder.  Arrange the outgoing correspondence
on the right side of the folder so that the yellow official file copy protrudes
approximately 1-1/2 inches below the original letter to reveal the concurrence
boxes.  Protect the original correspondence with a plastic "Executive Corres-
pondence" cover sheet.  Use "SPECIAL," "  HAND-CARRY," etc.,  labels to indicate
the proper priority, if appropriate.  Use EPA Form 1320-2, "Correspondence
Signature Tabs," to indicate pages to be  signed.  Place incoming correspondence
and reference documents on the left side  of the  folder.  When charts, graphs or
tables typed sideways on the page are included in a package,  they should be
attached so that the top of the chart etc., is aligned with the left hand margin
of the preceding page.
                                      2-7

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CORRESPONDENCE                                                        1320
                                                                       7/12/85

17.   POSTSCRIPTS.   Postscripts are  discouraged.  However,  you may use one to
avoid  retyping correspondence.  Type  the  postscripts  two lines below the sig-
nature at the  bottom of the page  flush  with the  left  margin  in any area that
is clear on both the original and copies.  The signer will initial the original
in ink.  Vt\en a handwritten postscript  is added  by the signer,  type it on all
copies of the  letter.

18.  REPLIES TO MULTIPLE-SIGNED Lfc'lThiHS,  PETITIONS, AND  RESOLUTIONS.

     a.  Multiple-Signed Letters.  There are several  ways  of  addressing replies
to letters signed by two or more persons:

         (1)  Address First Signer Only.  Address the reply  to the first person
who signed the letter, and state in the first paragraph  that  the  reply is
intended for the others too.  Prepare the usual  file  copies  as indicated in
paragraph 3.

         (2)  Address All Signers Jointly.  If there  are not more than ten
signers and they are of equal official status, address the reply  to them jointly
in the order of their signatures.  Use  the appropriate plural  salutation.
Prepare an original for each recipient  (you may send clean photocopies)  and
only one set of file copies.

         (3)  Address Each Signer Separately.  Address an  identical reply to
each of the signers with a statement in the opening paragraph that  the  same
reply is being sent to the other signer(s).  Prepare an  original  for each
recipient and only one set of file copies.  At the left margin of the copies,
type "Identical Letter To:" two lines below the  last notation.  On  the  next
line, begin the list of names and addresses of the recipients of  the letter.
If there is insufficient space at the bottom of  the single set of  file  copies
to show the listing, type "See attached list" after the  "Identical Letter To:"
notation.  Then list the names and addresses on a separate sheet, headed
"Identical Letter To:" and attach a copy to each information and  file copy.

     b.  Petitions or Resolutions.  When responding to a petition or a  resolution,
address the person who submitted it or the first person who signed.  Prepare
the usual file copies as indicated in paragraph 3.

19.  PREPARATION OF DRAFT LETTERS OR DOCUMENTS.  Type the identification of
the draft at the top right of the page and include the number of  the draft,
the originator's full name and organizational symbol or mail code (or name of
originating office), and the date.  Double space drafts.

Example:                                                      DRAFT NO.  1
                                                              PM-215
                                                              THOMAS R. JONES
                                                              4-4-83
NOTE: See Chapter 9 for instructions on preparing final drafts for the Wnite Hou
                                   2-8

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CORRESPONDENCE
                                                                                          1320
                                                                                          7/12/85
                         UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                                    YELLOW OFFICIAL FILE COPY
          Mr. John O. Spot
          President, Flotsam and Jetsan Corporation
          1««7 Daytoo Avenue
          Silver Spring, Maryland 20904

          Dear Mr. Spot:

              This  is an example of a formal letter prepared in the Agency.  Use this
          format tor all Agency correspondence not signed by the Administrator or Deputy
          Administrator.

              Certain features of this format are important.  The letter does not contain
          a typed date unless the exact date of signature is known.   "Die  paragraphs are
          indentea five spaces.  The complimentary close and the signatory title are
          blocked to the right of center.  Finally, please note that any  individual
          outside of EPA who is to receive a carbon copy of the correspondence should be
          identified by full name and title.

              If the letter is to transmit additional documents, make  seme reference
          to these documents in the body of the letter and type the  word  "Enclosure"
          below the signatory title, flush with the left margin.  In addition, provide
          fully addressed envelopes of the appropriate size if a window envelope is not
          usea.

                                                  Sincerely yours.
                                                  Type Name
                                                  Assistant Administrator
                                                    for Administration

          Enclosure(s)

          cc:  Honorable xxxxxxxxxxxxxx
              Assistant Secretary of Comerce

          cc:  Mr. Black (PM 213)
              AX  (Note:  Provide this copy w/copy of control slip ONLY
                  when incoming correspondence has been controled by AX.)

         m-2UH:LMV*ute:dl:rm 110 tCM:3u2-7222:3-17-U3:AX !4aU:LMW-3.
NOT on original.
On EPA file
copies only.

IVMtOL )
JURNUlf ^
O.TC )

r< -,!,•.?
•zti2£
o//t>








CONCUPIUHC



ts















  ffi. fftm 1I20.I (12.70)
                                                                              OFFICIAL FILE COPT
                       Figure  2-2.   Format  for Official File Copy

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5
                        INSTRUCTIONS FOR PARAGRAPHING
                    (To be followed only when prescribed)

     This Figure shows the arrangement of paragraphs in correspondence so
conplex that reading guides are needed.  An arrangement of this kind is
often applicable, to informal reports in memorandum form.  The arrangement
described here may be varied to meet special requirements, such as those for
legal Documents.

1.  Typ? paragraphs indentations as shown here.  Single space the body of the
paragraphs; double space between them.

     a.  Mien a paragraph is subdivided it must have at least two subdivisions.

           (1) Vfren paragraphs are subdivided, numbered, and lettered,
use the following designations: 1, a, (1), (a), ^, £, (I), (a).

           (2) Indent each progressive subdivision of a paragraph an additional
five spaces.  Extend fron the left to the right margin the second and succeed-
ing lines of paragraphs and all subdivisions, except long quoted passages.

           (3) When a paragraph is cited, write the reference numbers and
letters without spaces, for example: "subparagraph 3a(2)(c)."

     b.  Begin a paragraph near the end of a page only if there is space for
two or more lines on that page.  Continue a paragraph on the following page
only if two or more lines can be carried over to that page.

2.  Use titles or captions in lengthy conmunications to increase ease of
reference and of reading.
                  Figure 2-3.   Instructions for Paragraphing

-------
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CORRESPONDENCE                                                        1320
                                                                      7/12/85
                       CHAPTER 3 - FORM AND GUIDE LETTERS

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

General	  1
Form Letters	  2
Guide Paragraphs	  3
Guide Letters	  4
Reference	  5

                        Figure 3-1.  Form Letter Example
                                     (name and address typed)

                        Figure 3-2.  Form Letter Example
                                     (appropriate paragraph checked)

                        Figure 3-3.  Guide Letter Example

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

                   CHAPTER 3 - FORM AND GUIDE LETTERS

1.  GENERAL.  The cost of a letter is the sum of the costs of composing,
typing, editing, reading, reviewing and filing it, in addition to the oast of
postage, equipment and supplies.  Multiply this cost per letter by the thousands
of letters that EPA produces each year and you realize the importance of finding
ways to convert high-cost letters to a form and style that will cost less and
to simplify the methods of producing them.  An obvious target for such savings
is the letter that is individually prepared time and again, although its content
is almost the same in every instance.  The appropriate substitution of form
and guide letters can result in significant savings in your correspondence
workload.

2.  FORM LETTERS.  If your office sends cut 10 or more nearly identical letters
a month, you have a candidate for a form letter.  A form letter will eliminate
100% of the letter development and review time and 90% of the typing and
filing required for an original letter.  You need not file a copy of a form
letter; simply write the form letter number and date sent on the piece of
incoming correspondence.  You may then file that piece of correspondence in
accordance with your office filing plan.  Normally, the form letter does not
contain the person's name in the signature element; this may be stamped or
signed.  There are three basic types of form letters with variations of each.

     a.  Name and Address Information Added.  Figure 3-1 shows a form letter
that requires the addition of the date, name and address, and salutation.
Note that the letter is produced on Agency letterhead and has an identification
number near the bottom.

     b.  Name, Address, and Reference Number Information Added;  Appropriate
Paragraph Checked.  Figure 3-2 shows a form letter that is designed to handle
variable responses.  You enter all of the unique information (name, address,
etc.) and check the box that precedes the appropriate paragraph.   Once again,
the form letter is printed on EPA letterhead and bears an identification number
near the bottom.

3.  GUIDE PARAGRAPHS.  If an office receives frequent requests for different
combinations of the same information about several subjects,  a form letter may
not be flexible enough to answer.  Still, an original letter may not be necessary.
Guide paragraphs may be the answer to this type of situation.  A guide paragraph
is a "canned" paragraph that responds to a specific question or addresses a
particular subject.  They are written so that they may be combined without
disrupting the flow of the letter.  Usually they can be linked by the addition
of "Also," "In addition," etc.  These paragraphs may be approved in advance
to eliminate most of time needed to compose and approve an original letter.
Because these paragraphs are combined into original letters,  you must follow
                                      3-1

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

the letter and memorandum procedures specified in Chapters 2 and 4.  Maintain
a file of guide paragraphs indexed by subject so that your whole office has
access.

4.  GUIDE LLT1KRS.  A guide letter carries guide paragraphs one step further.
Automatic typewriters (word processors, computer printers) are a necessary
ingredient for this procedure.  A guide letter is appropriate as a response to
repetitive information requests that occur fewer than 10 times a month.
Memory media (mag. cards, tapes, disks, etc.) are pretyped and indexed by
subject with each section numbered.  Stops are inserted wherever a unique
piece of information must be inserted.  The shaded areas in figure 3-4 clearly
show where these bits of information are inserted.  Here again you must follow
the letter and memorandum procedures specified in Chapters 2 and 4.

5.  REFERENCE.  The General Services Administration issues a book entitled,
"Form and Guide Letters" (Federal Stock Number 7610-1178777).  This book
provides all the necessary information to develop a form and guide letters
program for your office.
                                      3-2

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\-^'\i xi .r.
                                                                                         7/12/S5
        .SSE;
               UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                             WASHINGTON O C  20460
                                                                             O" >CE C'
            Miss Ida Snith
            455 Sandy Drive
            Urban, Iowa 53420

            Dear Hiss Snith:

                 your interest in employment with our Agency is appreciated, and we are
            sorry that we cannot be very encouraging about the immediate  prospects.  There
            are no openings here ]ust  now that would be suitable for a  person with the
            background and experience  shown on your application.

                 Our present  clerical  requirements are for persons who  have had seme
            schooling or practical work  experience as keypunch operators, typists, file
            clerks, telephone operators  and stock clerks.   Examination  for eligibility and
            certification by  the Office  of Personnel Managen»nt (0PM) are an essential
            requirement in filling these jobs.

                 Perhaps you  will be interested in the enclosed announcement of Civil
            Service examinations.   Upon  your request, the 0PM here in Washington or its
            local office nearest you will gladly send you an announcement of other upconing
            examinations.

                 Again, thank you for  thinking of us and all good wishes for success in
            your employment career.

                                                    Very truly yours.
                                                    John W.  Jones
                                                    Director of Personnel

            Enclosure
  r L ,ure
3-1.   For-i  Letter Example  (name and address typed)

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                                                                                 1320
                                                                                7/12/S5
                  UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                WASHINGTON O C 20460
                                                                     C'"Cl fj*
                                                                   ADMINISTRATION

    Mr. Donald Summers
    Acme Suppliers. Inc.
    1480 Industrial Parkway
    Duddington, New Jersey 01709

    Purchase Order No.: 1782-79

    Dear Mr. Summers:

         We regret that we cannot settle your  account at this time for the reason(s)
    checked:

         nhe have not received your billing.  You may submit your own commercial
         invoice; or you may use our purchase  order for your billing by completing
         the invoice section.

         Entries have not been made in the "Quantity Shipped" and/or "Amount  Billed"
         col urns of your invoice (returned herewith).

         DYour invoice (returned herewith)  covers partial shipment under above
         purchase order number.  Payment will  be made when shipment has been
         completed and upon approval of proper invoice.

     I  | The account cannot be identified.  The number and date of the purchase
     '—' order and/or contract must be stated  on your invoice (returned herewith).
         Payment will be made promptly upon  receipt of a correct invoice  or
    voucher.  The payment date for discount  purposes is computed from
    the date a correct invoice or voucher is received if later than the
    date of receipt of the supplies or services.

                                          Very truly yours.
                                          Alan Rebtch
                                          Financial Analyst
3-2.   Form  Letter  Example  (appropriate paragraph checked)

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CO?J=£b?ONDE\C£                                                                       132U
                                                                                         -/12/SS
                       UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                     WASHINGTON 0 C  20460
          Mr.  Charles Tucker
          Post Office Box 311
          Supra,  Maryland 20799

          Dear Mr. Tucker:

               Thank you for your letter expressing concern for control of hazardous
          wastes.

               Your  interest in hazardous waste control  is  shared by millions of others,
          and  I want you to know that EPA is actively engaged  in discovering and research-
          ing  methods tnat will lead to better control of these substances.

               To help acquaint you with the steps EPA is taking to control hazardous
          wastes, a copy of "The Hazardous Wastes - the  Problem and Solutions" is enclosea.
          I hope  this publication will be useful and answer some of your questions.

               Please let me know if I can be of further assistance.

                                           Very truly yours.
                                           Steven Allen
                                           Environmental Specialist

          Enclosure
                        Figure  3-3.   Guide Letter  Example

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CORRESPONDENCE                                                        1320
                                                                      7/i:/S5

                            CHAPTER 4 - MEMORANDUMS

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

General	  1
Stationery	  2
Copies	  3
Margins	  4
Date	  5
Subject	  6
Fran	  7
To	  8
Body of Memorandum	  9
Succeeding Pages	 10
Procedures for Processing a Memorandum	 11
Memorandum for the Record (M/R)	 12
Record of Cornnunication	 13

              Figure 4-1.  Memorandum Format

              Figure 4-2.  Format for Official File Copy

              Figure 4-3.  Preparation of a Multiple-Address
                           Memorandum

              Figure 4-4.  Double-Spaced Memorandum

              Figure 4-5.  Record of Communication

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5


                            CHAPTER 4 - MEMORANDUMS


1.   GENERAL.  Prepare as a memorandum all routine correspondence within EPA
except that for the signature of the Administrator or Deputy Administrator.
See figure 4-1. for the correct format to be used when preparing a memorandum.
Correspondence addressed to individuals outside of EPA should be prepared as
a letter.

2.   STATIONERY.  Use the appropriate letterhead stationery for the individual
who will sign the memorandum.  Use "The Administrator" letterhead when the
correspondence is to be signed by the Administrator.   Use the "Office of the
Administrator" letterhead for correspondence signed by the Deputy Administrator,
personnel in the immediate office of the Deputy Administrator,  or personnel  in
staff offices of the Administrator.  Use appropriate printed letterhead if it
is approved for your office. Other activities should  use plain  EPA letterhead.
Refer to the Facilities and Support Services Manual for additional information
on stationery.


     a.  Standard Memorandum.

                                                     Second and
                          First Page                 Succeeding Pages

Original                  EPA Letterhead bond        Plain bond

Carbon Copies

Official File             Yellow tissue (EPA         Plain yellow
                          Form 1320-1)                tissue

Courtesy (if necessary)   Plain white tissue         Plain white
                                                       tissue

Reading or
  Chronological File      Plain tissue               Plain tissue

Other (information)       Plain white tissue         Plain white
                                                       tissue

3.  COPIES.  For any memorandum, prepare an original,  one yellow official file
copy, and one tissue for the reading file of the originating  office.  Prepare
additional tissue copies only when a definite "need-to-know"  is  expressed by
the requester.
                                      4-1

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CORRESPONDENCE                                                         1320
                                                                       7/12/85

    a.  Official File Copy.

        (1)  Prepare a yellow official  file  copy  for each memorandum.  Use  EPA
Form 1320-1, "Concurrence Sheet," for the  first page and plain yellow  tissue
for all succeeding pages.  See figure 4-2.   The originator of the memorandum
must complete the first column in the concurrence section on EPA Form  1320-1
(office symbols, surnames, and dates should  be legibly handwritten).   The
official file copy should be a clear copy  so that it can be read easily.  File
this official copy in the originating office after signature.

        (2)  Concurrence.  EPA Form 1320-1 acts as the first page of the
official file copy and as a clearance document (in seme cases, only the originator
needs to concur).  Do not use this clearance technique to inform other offices
of a particular matter merely because it may be of interest to them; use infor-
mation copies for that purpose.  Remember, when you enter your surname on the
concurrence sheet you are agreeing to the  content of the memorandum, not sinply
indicating that you have read it.  To indicate nonconcurrence, write "NONCONCUR
- SEE MEMO" (if a memo is written) in the  block with your surname and date.
Either verbally or in a memorandum explain the reason for nonconcurrence to
the originator.

    b.  Reading File.  Prepare one tissue copy for the office reading or chron-
ological file.   It is not necessary to make  a file copy for your personal use.
The official file or the reading file copy is available for ready reference.

4.  MARGINS.

    a.  Side Margins.  Always center the memorandum on the stationery,  using
the same width for the left and right margins.  You may obtain margins  of
slightly over an inch by spacing 14 characters (elite type)  or 12 characters
(pica type) in from the side of the page.

    b.  Bottom Margin.   The length of the memorandum may determine this margin,
but always allow at least 9 typing lines for  the  bottom margin.   The stop
typing mark on the left side of the paper should  indicate this point.

5.  DATE.

    a.  Date Included.   When you know the date of signing,  type in the  date.
  Show the month in full and the day and year in  numerals.   Example:  May 15,
  1972.  Do not use endings such as "th" or  "st."

     b.  Date Omitted.   Omit the date on correspondence that will be signed
in another office or that may not be signed on the day it is typed.   The
office of signature is  responsible for adding the date to the original  and
all copies of the memorandum, dispatching the correspondence,  and returning
the yellow official file copy with all background material  to the originator.
                                      4-2

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

6.  SUBJECT.

     a.  Subject Line.  A brief statement of the subject focuses attention on
the contents of the memorandum and also helps the file clerk classify  the
correspondence for future filing.  Type the word MEMORANDUM in capitals at
least two lines below the office heading and flush with the left margin.  Type
the word "SUBJECT:11 in capitals two lines below the word MEMORANDUM  flush with
the left margin.  Type the subject two spaces to the right of the "SUBJECT:"
heading.  Capitalize the first letter of each word, except articles, prepositions,
and conjunctions.  Limit this statement to one line whenever possible.

     Example:

     SUBJECT:  Preparation of Correspondence for the Administrator

     b.  Previous Subject Reference.

         (1)  When replying to the same subject, include a reference to the
addressee's last memorandum.

     Example:

     SUBJECT:  Disposition of Records (your memo 2/9/73)

         (2)  When writing a second memorandum to the same office or persons
on the same subject before receiving a reply, you may include your reference.

     Example:

     SUBJECT:  Disposition of records (our memo 2/9/73)

     c.  If a more detailed reference is needed, type it in parentheses
immediately following the subject.

     Example:

     SUBJECT:  Application for Permit (Case #1-101-7882)

If additional citations must be provided, make them as concise as possible.
Ordinarily use them only if the memorandum is part of a long and continuing
correspondence where an "audit trail" is desired.

7.  FROM.  Type the word "FROM:" in capitals two lines below the last line of
information in the "SUBJECT" section and flush with the left margin.   Type the
name of the person who will sign the memorandum to the right of the "FROM:"
line and even with the left margin of the subject.  Type the signer's title
directly under his name.  Limit this section to two lines whenever possible.
                                      4-3

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

     Example:

     FROM:  Robert E. Maston
            Chief, Management Branch

8.  TO.  Type the word "TO:" in capitals two  lines below the last line of
information in the "FROM" section and flush with the left margin.  Type the
first line of the address to the right of the "TO:" line, even with the left
margin of the subject.  See figure 4-1.

     a.  Attention Line.  If an attention line  is to be used, type it  two
lines below the address, flush with the left  margin.  See figure 4-1.

     b.  Thru Line.  Handle a memorandum that is sent "THRU" an official
other than the primary addressee as follows:  Type "THRU:" flush with  the left
margin two lines below the "TO" address.  Indicate the full name and title of
the official through which the memorandum is  being sent.  Do not use a window
envelope to send the memorandum to the "THRU" addressee.  See figure 4-2.

     c.  Addressing Inserts for Window Envelope.  Chapter 5 provides instruc-
tions for addressing Government envelopes.  The typist should become familiar
with these rules of addressing, all of which must be observed if you type
memorandums to be inserted in window envelopes.  Figure 5-1 in Chapter 5 is
a list of two-letter State and Territorial abbreviations developed by  the
U.S. Postal Service.

     d.  Routing Codes on Envelope Mail.  When  memorandums are sent in indi-
vidual envelopes to another Government agency,  or within EPA, include  the
addressee's title and organization symbol, if known.

     Example:

     Director, Legislative Division (AGCL)
     Federal Service Agency
     Cleveland, Ohio 12365

     e.  Routing Codes in Messenger or Consolidated Mail.  Normally, the
EPA mail code is sufficient address for a memorandum delivered within  the
facility (see EPA phone book for mail codes).

     Example:

     PM-213

If the same memorandum is going to several addressees within EPA, use  the
following method and mail to the appropriate  addressees:
                                      4-4

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5


         To:  Chief, Administration Operations Division
              All Regions

     h.  Multiple-Address Memorandums.  Identical memorandums to multiple-
addressees are usually sent to organizations or persons outside of the origi-
nating office.  Type "See Below" after the "TO" caption and type "Addressees"
flush with the left margin two lines below the last notation on the memorandum.
On the next line, begin listing the addressees.  If the list is extensive and
there is not enough space at the bottom of the page, type "See Attached List"
after the "TO" caption and list the addressees on a separate sheet.  Place a
checkmark next to the addressee the copy is meant for.  See figure 4-3,
"Preparation of a Multiple-Address Memorandum."

  Example:

  Addressees:
  Director, Office of Legislation (A-102)
  Director, Office of Public Affairs (A-107)
  Director, Facilities and Support Services Division (PM-215)

The recommended order of address for EPA senior management is listed in
Chapter 8, paragraph 7d of this manual.

9.  BODY OF MEMORANDUM.

     a.  Vertical Spacing.  Begin the body of the memorandum three lines
below the address.  Single space the body; double space between paragraphs.
Use double spacing for memorandums of one paragraph of less than 10 lines.
See figure 4-4, "Double-Spaced Memorandum."

     b.  Paragraphs.  Begin the first line of the body of the memorandum three
lines below the last line of the address.  Indent the first line of each para-
graph five spaces, do not number them.  Double space between paragraphs.  Do
not begin a new paragraph near the bottom of the page unless there is space
for 12 lines above the stop typing mark.  Never hyphenate the last word on a
page.  If the subject matter is complex, use the instructions for paragraphing
shown in figure 2-3 of Chapter 2.

     c.  Long Quotations.  Introduce a quotation of more than two lines with a
colon, block 10 spaces in from the left and right margins of the text,  and
type as a separate paragraph, without quotation marks.  See figure 4-1,
"Memorandum Format."

10.  SUCCEEDING PAGES.  Type the second and succeeding pages of a memorandum
on plain bond paper.  Center the page number (numerals only - no parentheses)
                                      4-5

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                                                                    7/12/85

7 lines from the top.  Continue the body  two  lines below the page  number  (9
lines from the top).  Maintain the same margin used on  the  first page.  Do not
type the addressee's name or other identification on succeeding pages.

11.  PROCEDURES FOR PROCESSING A MEMORANDUM.  The procedures for attachments;
distribution of copies; identification of office, writer, and  typist; concur-
rences and nonconcurrences; and assembly of correspondence  are the same as
those for letters described in Chapter 2.  The exceptions are  as follows:

     a.  Signature Element.  Since there  is no signature element at  the end of
a memorandum, use the last line of the body as a reference  for the placement
of other sections such as the "cc:" list.

     b.  Alternate Arrangement of Notation.  Chapter 2, subparagraph 12e does
not apply to memorandums.

12.  MEMORANDUM FOR THE RECORD (M/R).  Although a Memorandum for the Record is
usually a separate document, the writer may include, on file copies to be
retained in EPA, information not included in the text of the memorandum.
There is usually enough room at the bottom of the last  page for an M/R.  Type
the notation "M/R:" two lines below the copy distribution,  flush with the left
margin.  Use full capitalization to set the material off from  the  text of the
memorandum.  Start the M/R text two lines below the notation.  If  there is
not enough room under the copy distribution listing, type "Attachment:M/R" two
lines below the distribution listing and type the material on  a separate sheet
entitled, "M/R Attachment."

13.  RECORD OF COMMUNICATION.  Use Form OF-271, "Record of Communication,"
as a type of M/R to record significant communications.  Such information serves
a useful purpose in keeping interested persons informed, specifying the necessary
actions to be taken, and providing a permanent record.  See figure 4-5.
                                      4-6

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CORRESPONDENCE                                                                       132°
                                                                                         7/12/S5
       •i ^  «

      SB*/
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

              WASHINGTON O C 20160
         MEMORANDUM

         SUBJECT:   Format  for a Memorandum

         FROM:      John A. Smith
                   Correspondence Control (A-101)

         ID:        Mr.  xxxxxxxxxxxx
                   Clear Hill Laboratory, EPA
                   Research Triangle Park, North Carolina 27711
         THRJ:      Mr.  xxx
                   Chief,  Special Laboratories (RD-680)


              This figure  shows  the correct format to be used for an EPA memorandum.
         The first line of a paragraph is indented five  spaces.  Treat long quotations
         as instructed in  Chapter 4 of the EPA Correspondence Manual, the following
         quotation is used as an exanple of that format:

                   Introduce a quotation of more Chan two  lines with a colon,
                   block 10 spaces in fron the left and  right margins of the
                   text, and type as a separate paragraph, without quotation
                   narks.

              Please feel  free to supplement the manual with specific rules that apply
         to your job.   We  also suggest that a copy of the  "Style Manual" published by
         the U.S.  Govemnent Printing Office be kept as  a  ready reference when preparing
         correspondence.


         Two Attachments
         EPA Correspondence Manual
         Plain Letters Handbook
                        Figure 4-1*   Memorandum Format

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CORRESPONDENCE
                                                                  1120
                                                                  7/12/85
                             UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
              MEMORANDUM

              SUBJECT:  Format for a Memorandum

              FROM:
John A. Smith
Correspondence Control (A-101)
              TO:
             THRU:
                       Mr. xMoooooouoot
                       Clear Hill Laboratory, EPA
                       Research Triangle Park. North Carolina 77711
                       Chief. Special Laboratoric
                            (RD-680)
                  This figure shows the emmet, format to be used for an ETA memorandum.
              The first line of a paragraph is indented five spaces.  Treat long quotations
              as instructed in Chapter 4 of the EPA Correspondence Manual, the following
              quotation is used as an exanple of that format:

                       Introduce a quotation of more than two lines with a colon,
                       block 10 spaces in fron the left and right margins of the
                       text, and type as a separate paragraph, without quotation
                       marks.

                  Please feel free to supplement the manual with specific rules that apply
              to your job.  Me also suggest that a copy of the "Style Manual' published  by
              the U.S. Government Printing Office be kept  as a ready reference when preparing
              correspondence.


              Two Attachments
              U>A Correspondence Manual
              t>lain  Letters Handbook


              cc:  J. Jones (FN-224)

              A-101:LWhite:dl:nn 110W,  veM:x25000:2/l/83:LW-3.

              P.b.   All copies should show any postscript  added to the outgoing memoranaun.
CONCURRENCES
SY"BOL >u /*/. .
•"""•" >U£k.
DATt >i c-r-fi
A-J4/
.$**»*•'
S-e. - 33
















     JPA F.— IJJO-I (IJ-701
                                                                                 OFFICIAL FILE COPT
                     Figure  4-2.   Format for Official  File Copy

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CORJRESPOTDENCE                                                                       1320

                                                                                         7/12/S5
  V
                     UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                   WASHINGTON  O C  20460
                                                                       O"ICE or
                                                                     ADMINISTRATION

         MPCRANDUH

         SUBJECT:  Preparation of  a Multiple-Address Memorandum

         FROM:     John S.  Smith
                   Correspondence  Control  (A-101)

         TO:       See Below


              Mien the sane memorandum  is  going to multiple addressees within your
         agency or office and you  want  it  to go to a particular official, use a
         multiple-address memorandum.   The memorandum will be acted upon by each
         addressee just as  if it were individually addressed.

              Type "See Below" after the "TO:" caption and "Addressees:" flush with
         the left margin two lines below the last notation on the memorandum.  On
         the next line, begin listing the  addressees.  If the list is extensive, and
         there is not enough space at the  bottom of the page, type "See Attached List"
         after the "TO:" caption and list  the addressees on a separate sheet.  Place
         a checkmark next to the addressee.

         Addressees:
         Director, Office of Legislation (A-103)
         Director, Office of Public Affairs (A-107)
         Director, Facilities and  Support  Services Division (PM-215)
        Figure 4-3.   Preparation of a  Multiple-Address  Memorandum

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                                                                                        1320
CORRESPONDENCE                                                                       7/12/S5
                          UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                       WASHINGTON. O C  20460
                                                                            OFUCE or
                                                                         ADMINISTRATION


              MEMORANDUM


              SUBJECT:  Prompt Replies  to Congressional Inquiries


              FROM:     Type name
                        Title


              TO:       EPA Headquarters  Staff



                   As you know, there is  a deadline established  for responding to all


              Congressional inquiries.  It is essential that every effort be made to


              answer this mail within the tune limit.  I realize that it may be necessary


              to request an extension occasionally, but this practice should be the


              rare exception instead of the rule.  Please make sure everyone in your


              office who prepares Congressional responses is aware of ay feelings about


              this matter.
                         Figure  4-4.  - Double-Spaced Memorandum

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CORRESPONDENCE
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7/12/35
           Standard and Optional Form* Faciunil* Handbook
CONVERSATION RECORD | ""
Q «WT Q eemuucc Q nil
uonon of vml/OmHiiiM
•m. mi
~
TMOW
a
a
Mfl
MOOHIMQ
Mfiaema

•MJCCT

•auiMa
«i«mm«ci





«r





             ACTION RCQUIRtD
             DCTIOM TW[M
                                     COHVMMTMN RBOMO
                     Figure 4-5.  Record  of Camu meat ion

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5
                       CHAPTER 5 - ENVELOPES AND MAILING

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS
Purpose	  1
Related Directives	  2
Selecting the Right Envelope	  3
Addressing Letter-size Mail	  4
Preparing the Envelope for Mailing	  5
Use of Chain Envelopes	  6
Mail Codes	  7
Use of Mail Codes	  8

          Figure 5-1.  Two Letter State and Territorial Abbreviations

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5

                   CHAPTER S - ENVELOPES AND MAILING

1.  PURPOSE.  This Chapter establishes Agencywide procedures for preparing
correspondence to insure that efficient, economical, and uniform methods
are used in dispatching official mail.

2.  RELATED DIRECTIVES.

    a.  The Facilities and Support Services Manual, Mail Management, contains
Agencywide policy and procedures concerning the overall management of EPA mail
operations.  It includes responsibilities of mail managers, mail processing
procedures and requirements, postage payment procedures and mail permit infor-
mation.  It tells you how to procure envelopes. It includes definitions of the
various types and classes of mail and the requirements for appropriate use.

    b.  For information about controlled mail, and the use of various electronic
methods to transmit written communications between Headquarters, Regional
Offices and Environmental Research Laboratories, refer to the appropriate
chapters in this Correspondence Manual.

    c.  Other EPA directives related to mail use are cited in the appropriate
paragraphs of this Chapter.  For information on special mail requirements,
such as: express mail, certified mail, registered mail, special delivery and
bulk mailing, contact the EPA mail room for assistance.

3.  SELECTING THE RIGHT ENVELOPE.  Always use the smallest possible envelope.
Smaller envelopes are cheaper, postage is less, and they can be processed by
machine.  The cost of larger envelopes or "flats" is up to six times that of a
letter-size envelope, and the mailing cost is up to eight times as much because
they must usually be sorted by hand.  Manual sorting not only increases handling
costs, but may also delay delivery time.  Fold documents to fit letter-size
envelopes whenever possible.

    a.  Envelope Selection Guidelines.

        (1)  Use a letter-size envelope whenever possible.

        (2)  Use an envelope that is only slicflitly larger than the material
being mailed.

         (3)  For an 8-1/2 x 11 inch standard Government letter that can be
folded, use a 3-7/8 x 8-7/8 inch envelope.
                                      5-1

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CORRESPONLENCE
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7/12/85
         (4)  For a thin 8-1/2 x 11 inch item that cannot be folded without
being damaged, use a 9-1/2 x 12 inch envelope.

         (5)  For a booklet or other thick item that cannot be folded, use an
envelope which is not more than one inch longer or wider than the item inserted.

         (6)  For batch mailings (several mail items sent to the same address
in the same envelope), let the largest item determine the size of the envelope.

         (7)  Whenever possible, avoid using an envelope larger than
9-1/2 x 12 inches.

     b.  Other Envelope Size Restrictions.

         (1)  Machine-Processing Size Limits.  The U.S. Postal Service can
machine process letter size envelopes up to 6-1/8 x 11-1/2 inches and 1/4 inch
thick.  All First-Class mail one ounce or less and Third-Class mail two ounces
or less which exceeds these size limits are considered "nonstandard" and are
subject to a surcharge.  This extra charge is to encourage the use of envelopes
that can be mechanically processed thereby controlling postal handling costs.

         (2)  Minimum Size Requirements.  All mail that is 1/4 inch or less in
thickness must be at least 3-1/2 inches in height, at least 5 inches long, at
least .0007 inches thick, and rectangular in shape (keys and ID cards are
exempt fron these requirements).  All mail that does not meet these size limits
will be returned to the sender.  These small and flimsy pieces are prohibited
fron the mail because they cause jams and disruptions in the machine processing
equipment.

  Example;
                                                  NOT MOKE THAN
                                                     v;
                                      5-2

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                                                                      1220
                                                                      7/12/35
4.  ADDRESSING LETTER-SIZE MAIL.
     a.  Use only black or blue-black ribbon or ink in addressing mail,
ink from felt tip pens may smear.

     b.  Use standard type styles. Characters should not touch or overlap.
Sufficient space should be left between address lines so that characters from
one line are not too close to characters on another line.  Line spacing within
the address should be uniform.  Avoid italics or artistic type styles, such as
script.  Addressing machines having nonstandard type styles must conform to the
requirements for size and spacing of address characters shown in the example
below.

Example;           	.	,	  __..	„..-„_-„......
             a crisp type style
Typ
                                   ;   i
             a dignified appearance'   [   apcccctf-potpcic

           r   modern  sans-serif

           *                     •  *._,_   »••'••;•  -   '.... I - * .  —

              USE STANDARD TYPE STYLES      AVOID ARTISTIC TYPE STYLES
     c.  Use a rubber stamp only if the stamped impression conforms to all
provisions pertaining to address format, type, spacing, color, and alignment
requirements.  Be careful that no smudges appear,  such as the marks made by
the edges of the stamp.
Example;
                 FEDERAL SUPPLY SERVICE
                 GSA CENTER
                 AUBURN. WASH. 98002
                                      5-3

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CORRESPONDENCE
                                         1320
                                         7/12/SS
     d.  Petition the address within the address "read zone."  This  zone is an
area located one inch from the left edge and 5/8 inch from the bottom edge of
the envelope.  If the envelope is less than nine inches long, the address read
zone extends to the  right edge of the envelope.  The bottom  right edge of the mail
piece, 5/8 inch high and 4 1/2 inches wide, nust remain clear of  all printing so
that the Postal Service can print a bar code for use in automated processing.
If possible enter city,  state, and zip code on the bottom line of the address
and in that sequence so that it can be read by optical scanners.   If space
will not permit this,  the ZIP Code should be printed on the  last  line and left
justified.  Non address printing or marks of any kind, such  as attention lines
or accounting data,  should NEVER appear on or below the delivery  address line.
Example ;
                  t
-11-1/1" - MAX. UITTCM *IZK-
            .    1
              '•"'••

                                               	TPF
                                               tor ttto told «r»« (4 1/TI   I
                                                                        MAX.
                    MIN. SIZE ENVKCOVC
     e.  Position  the address at least 5/8 inch frcm any marking to  the  left
of the address:

Example:
                  II «•€*•>•< •* I            ». *«~» lM<
                  •kan*. imrah  t/l* •!•    11*** "•" t»«M
                  u «••<•»   I            *urui. « 4UII
                                       5-4

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CORRESPONDENCE
                              1120
                              7/12/85
     f.  Position the address parallel  to the  long edge of  the envelope.  It
may not be more than 1/4  inch off  parallel for each  3-1/2  inches of address
type for window envelopes, or 4  inches  for regular envelope.

Example;
                          1000
        pm IBB
         ,/• tMI
         l-l/l
        UDDUU rat
     g.  Provide for at least a  1/4  inch clearance between  the address and the
left, right, and bottom edges of the window, when window envelopes  are used.
This clearance is necessary because  the  insert containing the  address may
shift in the envelope.  Address  guidance lines or captions, such as "TO"  should
not appear.

     h.  Follow a uniform left margin — "block style."  Whenever possible,  the
address should not exceed four lines.  The Postal Service prefers the use of
capital letters.

Example;
   RIGHT
NRONG
      MR. JOHN SMITH
      600 VALE STREET
      WORCHESTER, MA  01604
     Mr. John Smith
       600 Vale Street
         Worchester, MA
01640
                                       5-5

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CORRESPONDENCE
                                                                    L320
                                                                    7/12/85
     i.  Enter the following information above the bottom of the address in
the manner indicated below:
                                            Examples

                                          MR. JAMES REED
                                          1000 MAIN STREET
                                          DETROIT, MICHIGAN 48217

                                          MS. SUE BROWN
                                          600 VERNON STREET, APT. 2
                                          CAMP SPRINGS, MARYLAND 20022
             Information

(1)  If applicable, either a street
     or a box number is used —
     never both.

(2)  If an apartment, room, suite,
     or other unit number is used,
     enter after the street address
     and on the same line.  If it is
     impracticable to enter such an
     item on the same line, it may
     appear in the line above the
     street address but never to
     the left or below.

(3)  If both a box number and a
     post office station name or
     number are used, the box
     number must appear first.

(4)  If the letter is going to a
     small town or village without
     a street address, rural route,
     or box number, a two-line
     address is permissible.

(5)  If the letter is for rural
     delivery, the route number
     must precede the box number.

(6)  Place the zip code (required on
     all mail) two spaces to the
     right of the state name or
     two-letter state abbreviation.

(7)  Foreign mail must include the
     city and country on the final line.

NOTE; Use two-letter state abbreviations,  Figure 5-1,  unless  the corres-
pondence is extremely formal.
                                          MR. JOHN BROWN
                                          BOX 2, POTOMAC STATION
                                          ALEXANDRIA, VIRGINIA 22301
                                          MR. WILLIAM JONES
                                          VALLEY, TEXAS 75204
                                          MS. JANE SMITH
                                          R.R. 2,  BOX 12
                                          PLEASANTVILLE, NEW TORK  10570
                                     5-6

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                                                                       1120
                                                                       :/12/35
     i   Enter accounting numbers,  subscriptions codes, etc., above the address,
if practicable.  Otherwise, enter in a single line to the right of any address
line, skipping at least seven  typewriter spaces (6/10 inch).  You may enter
attention lines on any line of the  address above the street or box number.
The address must not exceed four inches in length.
Example;
                                    !»• MB Met OBMBT
                                    'AI»- ». CMM» In nil-  i
                                    1M IMIMI OrM T T  1
                                    MM*. • ISMi    I
ttnru
        k.   Enter designations for special services or class mail below
   the Agency code number.   When no insignia or mail code is present,
   enter the designation approximately 1-1/2 inch fron the top starting
   about 3  inches from the right side of the envelope.

   Example;
               KMvmONMCMTAL MK
                                    1000 HIM SMI
                                    Draw. HI
                                         5-1

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CORRESPONDENCE
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7/12/85
     1.  Use a special address format for military mail as described  in Chapter
10, "Forms of Address."

     m.  Do not allow more than two typewriter spaces between  items  in  any
line of the address, including the space between the state and zip code.

     n.  Hand-address mail only when the use of a typewriter is  impracticable.

     o.  Do not put a U.S. Government messenger envelope, or any other  mail
without a full postal address,, into a postal service.

Example;
5.  PREPARING THE ENVELOPE FOR MAILING.

     a.  Write "NON-MACHINABLE" above the address on any letter-size
envelope that is thicker than 1/4 inch after it has been stuffed and
sealed.  This is necessary on envelopes that contain enclosures
which are a different size than the main contents, i.e., films, keys,
tapes.  See subparagraph 3b(2) for additional information concerning
envelope thickness.

Example;
                   UNITTD »T»T
                                         I2JOI
                                      5-8

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

     b.  Press all envelopes flat before sealing to remove as much air as
possible.

     c.  Seal each mail piece securely.

6.  USE OF CHAIN ENVELOPES.

     a.  Within EPA.  All internal mail between Agency activities located
within the same geographical area shall be dispatched using a chain envelope,
SF-65A, SF-65B, or SF-65C.  Official mail envelopes shall not be used for
this type of mail.  Address these envelopes as follows:  Name, organization,
mail code where applicable, building, and room number.

     b.  Interagency Mail.  Dispatch of interagency mail using the chain
envelope has been discontinued.  All local interagency correspondence must
be mailed in a fully addressed Official Mail envelope.

7.  MAIL CODES.  Mail codes identify Headquarters organizational units through
Division level.  They are an aid to mailroom personnel in processing and
routing all incoming, interoffice/ and outgoing mail.  The Chief, Communications
Branch (PM-215), develops and assigns mail codes.  The EPA Telephone Directory
is a useful reference for current mail codes.

8.  USE OF MAIL CODES.  Except for correspondence prepared for the signature
of the Administrator and Deputy Administrator, use mail codes on all envelopes,
mailing labels, forms, publications, directives, and other written materials.


     a.  Return Address on Envelopes and Labels.

         Type appropriate mail code immediately above United States Environmental
         Protection Agency in the printed return address.

     b.  Addressee (Envelopes and Labels).

         (1)  Postage-and-Fees-Paid Envelopes;

              Mr. A. M. Doe
              Director, Personnel Management Division (PM-212)
              U.S. Environmental Protection Agency
              Washington, D.C. 20460

         (2)  Messenger-Chain Envelopes;

              A. M. Doe
              Director, Personnel Management Division (PM-212)
                                      5-9

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CORRESPONDENCE                                                        1320
                                                                      7/12/35


(Include building and roan number for locations not serviced by "Self Service
Mail" system.)

     c.  Publications.  For exceptions to these rules, consult the "Graphic
Standards System" manual issued by the Office of Public Affairs (A-107).

         (1)  Self Mailers.  Indicate mail code immediately above "United States
Environmental Protection Agency."

         (2)  Other.  Indicate mail code after name of originating activity or
  immediately above U.S. Environmental Protection Agency.

     d.  Forms.  Indicate mail code immediately after name of originat-
ing activity and name of receiving activity (where applicable).
                                     5-10

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                                                                       1320
                                                                       7/12/S5
            TWO-LETTER STATE AND TERRITORIAL ABBREVIATIONS
              ISSUED BY THE UNITED STATES POSTAL SERVICE
                              ,.AK
                              , .AL
                              ,.AZ
                              ,.AR
Alaska 	
Alabama 	
Arizona 	
Arkansas 	
Callfornia 	CA
Canal Zone	CZ
Colorado	CO
Connecticut	CT
Delaware	DE
District of Columbia	DC
Florida 	PL
Georgia	GA
Guam 	GU
Hawaii 	HI
Idaho	ID
Illinois	IL
Indiana 	IN
Iowa	IA
Kansas 	KS
Kentucky	KY
Louisiana	LA
Maine 	ME
Maryland 	MD
Massachusetts 	MA
Michigan	MI
Minnesota 	MN
Mississippi 	MS
Missouri 	MO
Montana	MT
Nebraska	MB
Nevada	NV
New Hampshire	NH
New Jersey 	NJ
New Mexico	NM
New York 	NY
North Carolina	NC
North Dakota 	ND
Ohio 	OH
Oklahoma	OK
Oregon	OR
Pennsylvania 	PA
Puerto Rico	PR
Rhode Island 	RI
South Carolina	SC
South Dakota	SD
Tennessee	TN
Texas 	TX
Utah	UT
Vermont	VT
Virginia	VA
Virgin Islands	VI
Washington	WA
West Virginia	WV
Wiscons in	WI
Wyoming 	WY
NOTE;  The abbreviations given are used only to avoid address lines
that would run over the prescribed 3 1/2 inches for window envelopes or
the 4 inches allowable for regular envelopes.
     Figure 5-1.  Two-Letter State and Territorial Abbreviations

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CORRESPONDENCE                                                        1320
                                                                      7/12/85
                  CHAPTER 6 - TELEGRAMS, CABLEGRAMS, FACSIMILE

                       COMMUNICATIONS AND ELECTRONIC MAIL

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS


General	   1
Telegrams and Cablegrams	   2
Telegraphic Style	   3
Hand-carrying Telegraphic Message	   4
Facsimile Transmission	   5
Message Confirmation	   6
Facsimile Access Numbers	   7
Electronic Mail	   8

             Figure 6-1.  Telegram and Cablegram Message

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                  CHAPTER 6 - TELEGRAMS, CABLEGRAMS, FACSIMILE

                       COMMUNICATIONS AND ELECTRONIC MAIL

1.  GENERAL.  Use telegrams (including mailgrans), cablegrans, facsimile
transmissions and electronic mail only for unclassified messages and when
speed is essential.  Transmit these messages only when a less costly means of
communication will not serve the purpose.  See the Facilities and Support
Services Manual  for additional information.

2.  TELEGRAMS AND CABLEGRAMS.  Prepare telegrams and cablegrams on Standard
Form 14 (SF-14).  See figure 6-1.

     a.  Types of Telegrams.  You may prepare a telegram in the following forms:

         (1)  Single.  A single message sent to only one addressee.

         (2)  Book.  A book message can be sent to two or more addressees, with
each delivered telegram showing only the addressee and designating whether
"action" or "information."

         (3)  Multiple Address.  The multiple-address message is sent to two
or more addressees, with each telegram showing all recipients and designated
either "action" or "information."

     b.  Precedence for Transmission.  Transmit most EPA electronic messages
by Routine (R) precedence.  Consult the staff of your Communications Center
to determine which type of message to transmit.  The following methods are
available for Agency messages:

         (1)  Routine (R).  Send those communications which justify rapid
handling by electronic means, but are not sufficiently urgent to require a
higher precedence, by Routine (R) precedence.  These messages are sometimes
sent by Teletypewriter Exchange Service (TVK) and are delivered by regular
messenger service.

         (2)  Letter Telegram (LT).  The Letter Telegram provides next day
delivery of cablegrams (overseas telegram) to most countries overseas.

         (3)  Mailgram.  Use the economical Mailgram when next day delivery is
urgent.  Type "mailgram" in the box labeled "Type of Message" on the SF-14.

         (4)  Priority (P).  This is the highest precedence normally assigned
to telegrams and cablegrams of an administrative nature.   Generally,  it  is
reserved for messages which require expeditious action by the addressees  and/or
furnish essential information for the conduct of military or civil operations
and actions.  With this procedure, addressees are notified of the incoming
                                      6-1

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

     c.  Copies of Telegrams and Cablegrams.  Use SF-14, "Telegraphic Message,"
when preparing the original telegram or cablegram.  An official yellow file
copy showing concurrences should remain with the original SF-14 until  it  is
signed.  Send the original to the Ccnnunications Center.  If the message  is
to be sent to more than one addressee, type the addresses on a continuation
sheet and attach the original copy  to the SF-14, and a tissue copy  to  the
yellow official file copy.  See figure 6-1.

     d.  Signatures.  The responsible official shall sign the message  in  the
space provided between the body of  the message and the signature element.

3.  TELEGRAPHIC STYLE.  Avoid unnecessary words such as "please" and "Mr."
Onit the articles "a" and "the" unless needed for clarity or part of a quoted
passage.

     a.  Numbers.  Type numbers as  Arabic numerals.  In writing fractions, use
numerals and the diagonal mark, not the typewriter fraction.  Write compound
numbers with a hyphen.  Examples;

         2 1/2 pages
         1970-80

     b.  Dates*  In writing dates,  use hyphens to separate the month, day, and
year.  Example:

         9-26-80

     c.  Underscoring.  Don't underscore for emphasis because underscoring is
not transmitted.

     d.  Punctuation.  Don't use words such as "Stop," "Ccrana," "Period," or
"Quote" instead of punctuation marks.  For international cables, omit the
punctuation marks and leave two spaces instead.

     e.  Abbreviations.  Use well-known agency abbreviations such as GSA, HUD,
and DOD to eliminate excess words in a telegram.  Do not abbreviate individual
words as this may lead to confusion.  For example,  the abbreviation "reqd"
could mean either "requested," "required," or "requisitions" to the addressee.

     f.  Coined Words.  Use coined words as a means of eliminating excess words.

Examples:

         URTEL - your telegram            ORTEL - our telegram
         URLET - your letter              ORLET - our letter
                                      6-2

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5

     g.  Corrections.  All corrections in spelling or text must be made prior
to delivery to the Communications Center.  If any changes are made to the
message after it is typed, then the Originator must initial the margin nearest
the change or correction.

4.  HAND-CARRYING TELEGRAPHIC MESSAGE.  At Headquarters the originating office
is responsible for hand-carrying the signed message to the Communications
Center.  Enter the individual's name and phone extension to be contacted on
the SF-14 in the column identified as "name."  See figure 6-1.

5.  FACSIMILE TRANSMISSION.  Furnish the EPA Communications Center with the
original or a legible photocopy of the documents to be transmitted by facsimile
service.  Intercity facsimile transmission service is available between EPA
Headquarters and many metropolitan areas in the 48 contiguous States.  Most
copies take 30 to 60 seconds per page to transmit from one high speed facsimile
machine to another.  Messages for facsimile transmission the same day should
be submitted to the Headquarters Communications Center staff no later than
4:15 PM for transmission to locations in the Eastern United States.   Messages
of fewer than 5 pages for the Midwestern and Western United States should be
submitted no later than 5:15 PM.  Longer messages should be submitted earlier.
Facsimile equipment normally handles copy of any size up to 8-1/2 by  14 inches.
Reduce larger copies to this size before submission.  Colors can be transmitted,
but are received at the destination as black and shades of gray.  Facsimile
communication is particularly suited for the exchange of priority letters,
drawings, charts, forms, photographs/ where postal service is too slow.
This method of communication is more expensive than postal service.   Use it
only when absolutely necessary.  Do not transmit the following classes of
traffic:

     a.  Issuances such as case studies, background information or other lengthy
documents.

     b.  Lengthy memorandums of more than fifteen pages,  except in extreme
emergencies.

6.  MESSAGE CONFIRMATION.  The Headquarters Communications Center confirms
receipt of facsimile messages sent to the field after each transmission.

7.  FACSIMILE ACCESS NUMBERS.  The Ccranunicat ions Center staff has the facsimile
telephone numbers to all the Regional Offices and Labs.   However if a transmission
to a commercial or private sector location is desired,  then prior to  submitting
the message to the Communication Center you must obtain the following information:

     a.  Facsimile Access Number (Telephone number to the machine).

     b.  Confirmation or Verification phone number.
                                      6-3

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CORRESPONDENCE                                                         1320
                                                                       7/12/85


     c.  Type of facsimile machine and  its speed  for best reception.

8.  EPA ELECTRONIC MAIL SERVICE.  Electronic mail  is a conputer-based  message
system that permits virtually instantaneous transmission and receipt of  items
such as memos, documents, letters, announcements,  reports or notes  through
a central computer.

    a.  Use.  Use of Electronic Mail should be considered for frequent commun-
ication with geographically dispersed users; when  information to be communicated
is in textual form, preferably on a word processing system; and when rapid
delivery and response is needed.

    b.  Capabilities.  Messages may be  sent to any number of recipients  as
easily as to one.  Documents stored on  word processing systems may be
automatically read into the system, thus avoiding  re-typing of entire  documents.
Messages received may be "captured" as  a word processing document.  The  system
can compile statistical audit records of messages sent.

    c.  Limitations.  Electronic Mail may not be used for confidential materials.
It should not be used for documents containing graphics or requiring the trans-
mission of an official signature.  Charges are based on the number of  lines
sent, therefore there is a penalty for  indiscriminate or inappropriate use.

    d.  User Requirements.   Only users  with approved applications and official
mailbox addresses on the system can send and receive electronic mail.   For an
organization to become a system user, it must comply with the following require-
ments:

        (1)  Management approval of electronic mail applications.

        (2)  Installation of necessary  equipment (a communicating word pro-
cessor or a data terminal with ASCII communication capability.)

        (3)  Establishment of an Electronic Mail Coordinator in the user
organization.

        (4)  Establishment of a user account.   (New account authorization
requires AA/RA signature).

        (5)  Training in the system.

For additional information about Electronic Mail Service,  contact the  Executive
Systems Team, Office of Management Information and Support Systems.
                                      6-4

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COMMUNICAT IOCS                                                         j. 3 2 0
                                                                       - /1 ->,'
                                                                       . / 1 _ /

    e«  References.  Additional details on EPA Electronic Mail Service may
also be found in:

        (1)   The EPA Electronic Mail Service Management Guide,

        (2)   The EPA Electronic Mail Users' Guide and

        (3)   The EPA Electronic Mail Service Introductory Briefing Slides.
                                      6-5

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   CORRESPONDENCE
                                                                       i 3 20
                                     TfLECRAmiC MBSAGC
MAKE OF ACPiCY
Type the abbreviated synbols
of the Agenc). Bureau.  «nd
Division.

PRECE3ENCI
The orlginetor will  assign  Che
precedence in •ecordtnce with
the urgency ef che messages.

TYPE Of KESSACI
Indicate type of message by
ar "> ' ir appropriate box
For a description of each type
see par. 1 of thic Chapter

5EC.RITT OSSIFICATION
Type "UNCiJlS' in the block  (ONLY
UNCLASSIFIED KESSACES VILL  BE
TRANSMITTED).

ACCO'.TTisc CLASSIFICATION
Type appropriate charge symbol
in this tpace. If known.

DAT I ?R£?AR£C
T>pe the dale you prepare the
ion.

FOP INFORMATION CALL
Ty-^e th* naae. offlci symbol.
and telephone nuaber of the
person to contact for additional
information.

TYPING CUIDELIKt
Type no further than chit line
If using a typewriter vlth  elite
(12-pi:ch) cype.

PACE NVJER ASC VWBER PACES
Show che individual page number
•nd che total nuaber of pages.

CONTIVTATION SHEETS
The SF-ll will also be used for
che second and succeeding pages
of che Bessace.
    EPA. PN-213
    Uashlngtoo. D.C  20460
                                          1/3/80
    David Jantes.  FM-213
                                            755-0840
                                                                  DNCLAS
                         OOI to « lUllMIIIBI IV* •
TO- (QOVESTEIIK MANAGEMENT  CCNTEK
    ATTENTION:  JOKK DOE
    FEDERAL SERVICE ACENCT
    4271 OAK STREET
    KANSAS CITY. MISSOURI   69120

                                                                        i
URTEL. USE SF-14 "TELECRAPBIC MESSAGE" FOR ORIGINAL OR EACH PACE OF   i

A TELEGRAM.  TYPE CAUOIt COPIES ON PLAIN TISSUE.  FOR MULTIPLE-PACE   :

TELEGRAMS FILL IK ALL APPLICABLE SPACES ON FIRST PACE.  OK SUCCEEDING.'

FACES FILL IK SPACES FOP SECURITY CLASSIFICATION. PACE NUMBER. AND

NUMBER OF PACES.


SHOW DISTRIBUTION OF CARBON COPIES ON TISSUE COPIES ONLY.   SKIP A

LINE AFTER SIGNATURE ELEMENT AND TTPE "CC" FLUSH Win LEFT MARGIN.

OK NEXT LINE BEGIN LISTING NAMES. TITLES. OR STKBOLS OF INDIVIDUALS

OR ORGANIZATIONAL UNITS RECEIVING COPIES.  CHECK i COPT FDR EACH

ADDRESSEE.  TTPE IDENTIFICATION OF OFFICE. WRITER. AND TTPIST OK

TISSUE COPIES ONLY.  SKIP A LINE AFTER LAST LINE OF DISTRIBUTION

LISTING AND TYPE OFFICE SYMBOL. IF ANT, WRITER.'S INITIALS  AND SUR-

NAME. TYPIST'S INITIALS. AND DATE OF TYPING.
                                             (SIGN)
                                          JAMES DOWNS
                                          DIRECTOR. MANAGEMENT AND ORGANIZATION
                                          DIVISION. EPA
                                                                          DATE  SIGNED-   (DATE)
                                                                   UNCLAS
                               Figure  6-1.    Telegram  and Cablegram Message

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                                                                      7/12/85

                       CHAPTER 7 - CORRESPONDENCE CONTROL

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

General	  1
Communications Addressed to the Administrator	  2
Correspondence Control Points	  3
Signatures	  4
Control "of Freedom "of" Information Correspondence	  5
Control of Connunications with Foreign
Organizations and Individuals	  6


         Figure 7-1.  Completed Mail Control Schedule and Instructions

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                   CHAPTER 7 - CORRESPONDENCE CONTROL


1.  GENERAL.  Correspondence control provides a systan for tracking important
correspondence to insure that incoming correspondence is directed properly and
answered promptly so that Agency correspondence may be managed efficiently.
Correspondence should be controlled only when its loss or delay will  impede
operations, cause legal complications or embarrassment to the Agency, or
when the issues involved concern particularly sensitive or controversial
matters.  It is not necessary to control the majority of Agency correspondence.

2.  COMMUNICATIONS ADDRESSED TO TOE ADMINISTRATOR.  All communications addressed
to the Administrator from outside the Agency are controlled in the Office of
the Administrator by Executive Communications (AX).  You can identify this
type of correspondence because it bears EPA Form 5180-1, "Mail Control Schedule,"
indicating the AX control number, action office, due date, etc.  Congressional
mail addressed to the Administrator is controlled in the Congressional Corres-
pondence Unit of Executive Correspondence (AL) and will bear an AL Mail Control
Schedule slip prepared in that Office.

     a.  All correspondence addressed to the Administrator will receive the
highest priority.  All categories of controlled correspondence, e.g., White
House and Congressional mail, must be answered within ten days unless a shorter
deadline is indicated on the control slip.  If a final reply cannot be prepared
by the date assigned, the action office must notify the correspondence manage-
ment unit and prepare an interim reply which describes the action that will be
taken and provides a definite final reply date.  The interim reply must be
dispatched within the time originally established for reply.   Any delay in
White House responses must be coordinated with AX; delays in Congressional
responses must be coordinated with AL.

     b.  The salutation of an outgoing letter should match that of the inconina
correspondence.  (AX and AL will include this on the control sheet whenever
possible.)  Include the date of incoming correspondence in the first paragraph
of all letters.  If there is a constituent involved, include the name.  Do not
promise to provide additional information as it becomes available unless your
office has an established procedure for following up on these promises.   Special
requirements for White House, Congressional and International communications,
whether addressed to the Administrator, the Deputy Administrator, or other EPA
officials, are outlined in more detail in Chapter 9.

3.  CORRESPONDENCE CONTROL POINTS.  Correspondence control units are established
in the Office of the Administrator (Executive Communications)  and in the Offices
of the Assistant Administrators, General Counsel, Inspector General, Associate
Administrators, Regional Administrators and Staff Office Directors.
                                      7-1

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

    a.  Executive Communications.  The staff of Executive Conmunications (AX)
coordinates and determines action on all mail addressed to the Administrator
and the Deputy Administrator.  AX serves as the Agency's central correspondence
control point, providing support to the correspondence management activities
of the Offices of the Assistant Administrators, General Counsel, Inspector
General, Associate Administrators, Regional Administrators and Staff Office
Directors when a reply requires coordination of input from two or more offices.
AX makes final determination on action office and signature required for all
executive controlled correspondence.  Also, AX develops and disseminates
correspondence guidelines on sensitive and controversial issues.  The following
are specific responsibilities of AX:

        (1)  Open and review all mail addressed to the Administrator and the
Deputy Administrator;

        (2)  Make copies of incoming mail and maintain the Agency's originator
files of all coimunications to the Administrator and Deputy Administrator.
Forward copies of international mail to the Office of International Activities.
Transmit the originals of the correspondence if this Office is assigned action
responsibility;

        (3)  Perform the following for documents that require action to be taken:

             (a)  Assign action by completing EEA Form 5.180-1, "Mail Control
Schedule," which when completed, provides office assignment and all instructions
necessary for preparation of a timely response.  (See figure 7-1 for a sample
of the completed form and instructions for completing it.)   Keep at least one
copy of this form with the incoming correspondence;

             (b)  Forward the original copy of action mail,  with "Mail Control
Schedule," to the appropriate correspondence management unit;
                                t
             (c)  Conduct followup activities with correspondence management
units to assure timely preparation of responses.  Receive copies of responses
made by Assistant Administrators,  General Counsel, the Inspector General,
Associate Administrators, Regional Administrators and Staff Office Directors
to correspondence controlled by AX; and

             (d)  Receive responses that require signature by the Administrator
or Deputy Administrator, review the responses to assure appropriate content
and format, secure the required signature, and dispatch the signed responses.
(See Chapter 8, "Documents for Submission to the Administrator and/or Deputy
Administrator.")

        (4)  Forward documents that do not require action to the appropriate
correspondence management unit; and

        (5)  Maintain statistics and prepare reports concerning Agency corres-
pondence for the Administrator and Deputy Administrator.


                                      7-2

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CORRESPONDENCE                                                        1320
                                                                      7/12/S5

     b.  Assistant Administrators, General Counsel, Inspector General, Associate
Administrators, Regional Administrators and Staff Office Directors.  Assistant
Administrators, General Counsel, Inspector General, Associate Administrators,
Regional Administrators and Staff Office Directors must provide for an adequate
correspondence management capability in their immediate offices and, if needed
by the size of their program operations, a similar capability in their principal
program operation offices.  This capability will assure timely handling of
correspondence referred to such offices for response, including direct-addressed
mail.  They should provide for compliance with Agency uniform correspondence
requirements, and establish internal procedures which are consistent with
those of AX, particularly with respect to the consistency of responses on any
issue.  They must provide internal procedures to assure that appropriate concur-
rences are obtained on outgoing correspondence.   In addition, they shall:

         (1)  Refer correspondence controlled by AX to the appropriate action
office to develop a reply.  The executive communications will have only one
control, do not recontrol through the use of another "Mail Control Schedule;"

         (2)  Conduct followup activities to assure timely preparation of
responses;

         (3)  Notify AX of delays in replying to correspondence, giving a
reason for the delay and a date which the reply can be expected;

         (4)  Route proposed responses to special-signature controlled mail
and copies of responses to direct-reply mail (with copies of "Mail Control
Schedules" attached) to AX.  If no written reply is prepared, return the "Mail
Control Schedule" attached to a typed memo to the record explaining the action
taken;

         (5)  Determine the office and which direct-addressed correspondence
shall be controlled.  Complete and attach a "Mail Control Schedule" when
intraoffice control is required.  Enter the identifying office symbol preceding
the control number to distinguish the control office;  and

         (6)  Provide a copy of all incoming congressional and international
correspondence to the Congressional Correspondence Unit of Executive Correspondence
and to the Office of International Activities, respectively.  Coordinate replies,
unless of a purely personal nature, with those Offices.

     c.  Recipients of Direct-Addressed Correspondence.   Recipients of  direct-
addressed correspondence shall provide for effective control of  it if the
information in such correspondence or the reply  to it requires control.   Such
recipients shall comply with the uniform correspondence control  requirements
of the Agency set forth in this Chapter.  Recipients of direct-addressed
correspondence shall:
                                      7-3

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CORRESPONDENCE                                                         i320
                                                                      7/12/85

          (1)  Comply with  the correspondence control procedures established
in  the Offices of  their respective  Assistant Administrator, General Counsel,
Inspector General, Associate Administrators, Regional Administrator or Staff
Office Director;

          (2)  Provide copies of  the incoming correspondence and the reply to
other offices for  their information when  the reply refers to their programs;

          (3)  Immediately  provide copies  of incoming congressional or  inter-
national  correspondence, unless  of  a purely personal nature, to AL or the
Office of International Activities, respectively.

     d.   Correspondence Which Must  Be Answered In Another Office.  No corres-
pondence  management unit should  control mail to another correspondence management
unit.  Handle correspondence which  is received in or assigned to one office
but which must be answered in another as  follows: forward the letter uncontrolled
to  the appropriate Assistant Administrator, General Counsel, Inspector General,
Associate Administrator, Regional Administrator or Staff Office Director for
whatever  action any of  the latter deems necessary.

4.   SIGNATURES.  The Assistant  Administrators, General Counsel, Inspector
General, Associate Administrators, Regional Administrators and Staff Office
Directors shall sign replies to  controlled correspondence assigned or directly
addressed to their program offices, except as AX provides with respect to
personal, sensitive, or controversial matters to be prepared for the signature
of  the Administrator or Deputy Administrator.  Ihe officials listed above may
delegate  signature authority for other controlled correspondence to the appro-
priate level within their  offices unless AX indicates otherwise.

5.   CONTROL OF FREEDOM OF INFORMATION CORRESPONDENCE.

     a.   Freedom of Information  Correspondence.  Correspondence marked "Freedom
of  Information" on the  envelope  will be delivered directly to the Headquarters
Freedom of Information  (FOI) Office or the Regional FOI Office,  where it
will be date stamped, assigned a Request Identification Number and logged
in  as a FOI request.  The  Headquarters FOI Office or the appropriate Regional
staff will complete EPA Form 5180.1, "Mail Control Schedule" and hand-carry or
telecopy  the correspondence  to the office responsible for preparing the reply.
In  the event that more  than  one  office will be providing input to the reply,
the Headquarters FOI Office  or the Regional FOI Office will designate a lead
office to coordinate the reply.

     b.   FOI Correspondence  Addressed to an Organizational Unit or Official.
If an organizational unit  or EPA official receives correspondence directly
which is  identified as  a Freedom of Information Request,  the correspondence will
be date stamped upon receipt and  the procedure for determining whether the
                                      7-4

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

information can be provided will begin imnediately.  Concurrently, the office
will forward a copy of the request, with the date and place of receipt noted
on it, to the POI Office, Headquarters, or the Regional POI Office, as appropriate.
If the correspondence is not addressed to the appropriate office, the receiving
office will record the date of receipt and forward the correspondence to the
Headquarters FOI Office or the Regional POI Office for proper routing.

     c.  Unless there is an imnediate positive determination, the Headquarters
POI Office or the Regional POI Office will send an acknowledgement of receipt
of the correspondence to the requesting party imnediately after logging the
correspondence into the Agency.  This acknowledgement, EPA Headquarters Form
1550-2 or EPA Form 1550-3, will inform the requesting party of the date of
receipt by EPA.  For more detailed information on the FOI procedures, see EPA
Order 1550.1C or contact your FOI Office.

6.   CONTROL OF AGENCY CCMMUNICATIONS WITH FOREIGN ORGANIZATIONS AND INDIVIDUALS.
The Office of International Activities is responsible for the conduct of all
Agency international activities.  To assure effective control of official
communications originating within the Agency for transmittal to foreign govern-
ments, organizations and individuals; international organizations; and United
States foreign affairs agencies, the following procedures are established:

     a.  Copies of all routine official correspondence and other communications
directed to foreign governments, organizations, and individuals; international
organizations; and United States agencies active in foreign affairs will be
routed to the Office of International Activities.

     b.  Matters requiring coordination with the Department of State and other
agencies active in foreign affairs, including the transmission of information
and correspondence through Department of State channels,  must be the responsi-
bility of the office of International Activities.

     c.  Coordination of contacts with foreign embassies  and other representa-
tives in the United States shall be the responsibility of the Office of Inter-
national Activities.

     d.  Copies of foreign origin correspondence of an official nature received
by Agency personnel shall be provided to the Office of International Activities.

     e.  Requests from foreign sources for information concerning Agency activities
as well as appointments with Agency officials shall be referred to the Office of
International Activities.

Special requirements for the handling and preparation of  international corres-
pondence are detailed in Chapter 9 of this manual.
                                      7-5

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CORRESPONDENCE
                                  1320
                                 7/12/85
•"""• Dole. Hollis M.
National Association of Solid Haste Handlers
•UBJVCT MO OATI
Invitation to speak on 8-6-83
3
6
Mr Smith
o«w 7-21-83
NBfflV MMff TO
9
id
Ms. Jones FYI
7-21-83

OECESSua ACTION. Send copy of reply
7



to AX.
2
AX- 1491
7-21-83
4
OWB MTV
8-1-83
5
Ml

10
D
8
        PAFwm 11*0-1 IM-TZI
                    Tl
          IIHiaaiMfflOTM
   1.  PROM;  Enter the none of the sender of
   the original letter.  If the letter is from
   another Federal Government agency or from
   the Wiite House, list the appropriate Depart-
   ment or ttiite House infomation,  followed by
   the sender's name.

   2.  OOKTROL NUMBER;  Biter the control number
   preceded by the appropriate office  designation.

   3.  SUBJECT AND DATE;  Enter the  date of
   4.  DATE RECEIVED;  Enter the date the  incoming
   correspondence was received by  the correspon-
   dence nanagenent wit.

   S.  DUE OKIE;  Enter the date by which  the reply
   is to be completed and  mailed.  If the  letter
   is for the signature of someone other than the
   originator of the reply, the response shall be
   prepared sufficiently in advance of  the "due
   date' to assure that the response can be signed
   and mailed by that date.

   6.  REfuwED;  In this row of boms,  the corres-
   pondence management units shall enter the
   appropriate action office and individual who
   must prepare the response.  They will also list
   any information copies  that they have sent to
   other offices.
7.  REMARKS;  The correspondence management
units shall indicate in this section the
instructions to be followed in answering
each piece of mail.   These instructions
MUST be followed or the deviations froa
these instructions must be cleared through
the appropriate correspondence management
unit prior to action being taken.

8.  NO ANSWER NEEDED:  Mien a response is
not appropriate or if action is taken in
some manner other than  by a written reply>
e.g., phone response or meeting, this
action should be noted  in writing, signed,
and returned to the proper corresondence
management unit attached to a typewritten
memo to the record so that pending files
may be cleared.

9.  REPLY SENT TO:  Enter instructions
for the appropriate  salutation.

10. DATE RELEASED; Enter the date the reply
was signed.
            Figure  7-1.   Completed Mail  Control  Schedule and Instructions

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CORRESPONCENCE                                                        13 20
                                                                      7/12/85

                  CHAPTER 8 - DOCUMENTS FOR SUBMISSION TO TOE

                  ADMINISTRATOR AND/OR DEPUTY ADMINISTRATOR

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

Purpose	  1
Background	  2
Responsibilities	  3
Guidlines	  4
Action Memorandum	  5
Information Memorandum	  6
Signature Documents	  7


            Figure 8-1.  Format for Action Memorandum
                         Addressed to the Administrator/
                         Deputy Administrator for Approval
                         With No Attachments

            Figure 8-2.  Format for Action Memorandum
                         Addressed to the Administrator/
                         Deputy Administrator With Attachments

            Figure 8-3.  Sample Information Memorandum
                         Addressed to the Administrator

            Figure 8-4.  Sample Letter for the Administrator's
                         Signature

            Figure 8-5.  Sample Memorandum for the Deputy
                         Administrator's Signature

            Figure 8-6.  Sample Memorandum for the Administrator's
                         Signature

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                 CHAPTER  8  - DOCUMENTS 'FOR SUBMISSION TO THE

                  ADMINISTRATOR AND/OR DEPUTY ADMINISTRATOR

1.  PURPOSE.  This Chapter  establishes policy and procedures  for preparing
documents for signature or  approval  by the Administrator and/or Deputy Admin-
istrator.  It also provides guidelines for preparing documents for their
use in making decisions/ obtaining information on significant matters and
acquiring necessary background  data  for prearranged meetings  requiring
their participation.

2.  BACKGROUND.  Every document for  the Administrator's signature, approval
or information must be submitted  to  the Administrator through Executive
Communications (AX), and must represent completed staff work.  The Adminis-
trator and Deputy Administrator depend heavily on staff papers as the basis
for their policy decisions  and  their effective participation  in significant
activities as members of the President's Administration.  High quality,
complete staff action is essential to save their  valuable time.  Such staff
work requires that a given document:

     a.  Clearly identify the problem;

     b.  Provide a clear, logical presentation of the issue;

     c.  Include a concise statement of relevant  background material;

     d.  Be submitted in time to allow for adequate review;

     e.  Indicate the concurrence or nonconcurrence of all officials having
a direct responsibility concerning the issue under consideration,  including
Regional Administrators; and

     f.  Set forth the recommended courses  of action and alternatives.

3.  RESPONSIBILITIES.  The responsibilities of various officials with respect
to written documents and meetings with the Administrator and Deputy Adminis-
trator follow.

     a.  Originating Offices.  Assistant Administrators, General Counsel,  the
Inspector General,  Associate Administrators, Regional Administrators, Staff
Office Directors, and other organizational  components that originate documents
are responsible for assuring that the Administrator and Deputy Administrator
have adequate information to make a decision.  These officials will assure
that documents  prepared for the Administrator or Deputy Administrator represent
completed staff work and that all available sources of information and  policy,
the history of  similar actions taken by the Administrator and Deputy Adminis-
trator, and the possible consequences of the proposed action have  been reviewed
                                     8-1

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carefully.  They should obtain and clearly indicate the views of all other
appropriate Agency officials, including Regional Administrators, in the
document.  Agency officials shall assure that staff under their supervision
adhere to the procedural requirements in this Chapter.  They should submit all
documents intended for the Administrator or the Deputy Administrator to Executive
Common ica t ions.

     b.  Immediate Office of the Administrator.

         (1)  Executive Conmunications (AX).  AX is responsible for coordinat-
ing all written conmun ica t ions to and from the Administrator and Deputy Admin-
istrator.  AX assures that all materials submitted represent completed staff
work that is clearly, accurately and logically presented.  If materials are
not properly coordinated or are not clearly presented, or if the preparation
and assembly of the package is incomplete or improper, AX will return the
materials to the originating office for proper completion.  AX follows up and
monitors conmitrnents made to the Administrator and Deputy Administrator and
requests for information and deadlines made by the Administrator and Deputy
Administrator.

         (2)  Assistants and Special Assistants.  The Assistants and Special
Assistants in the Immediate Office of the Administrator are assigned an area
of responsibility for reviewing documents.  Executive Conmunications can
provide information on these assignments on request.

4.  GUIDELINES.  Documents prepared for the Administrator or Deputy Adminis-
trator should conform to one of the following flexible formats.  Examples of
these documents are provided in figures 1 thru 6.   The formats may be altered
to meet the needs of the information being provided.  Use "The Administrator"
letterhead when the correspondence is to be signed by the Administrator.
Use the "Office of the Administrator" letterhead for correspondence signed
by the Deputy Administrator, personnel in the immediate office of the Deputy
Administrator, or personnel in staff offices of the Administrator.   Memorandums
to the Administrator or Deputy Administrator should be prepared on stationery
of the originating office.  The original and three copies should be submitted
to AX.  All procedures specified for the preparation of memorandums for the
Administrator apply also to those prepared for the Deputy Administrator.

5.  ACTION MEMORANDUM.  An Action Memorandum must acccmpany any document
submitted for the signature of the Administrator unless the issue is well
known and noncontroversial or clearly documented in the incoming ccmmunication.
In no case should the Administrator be expected to read lengthy documents in
order to make a decision.  Attach incoming letters, background information,
etc., as appropriate, identifying them in the text of the Action Memorandum
and tabbing them for easy reference.  The Action Memorandum recommends a
course of action to be considered by the Administrator or Deputy Administrator
either on the merits of the accompanying documentation or on further discussion
                                     8-2

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                                                                      7/12/85

in a meeting of the principals concerned.  The Administrator or Deputy Adminis-
trator can  indicate the decision by signifying approval or disapproval on
the original Action Memorandum or by signing documents that accompany the
Action Memorandum.  Examples of documents  that would accompany an Action
Memorandum are:  correspondence prepared for signature/ EPA Orders, Federal
Register documents and interagency agreements.

     a.  Basic Format.  Most Action Memorandum issues can be expressed
completely and clearly in one or two pages, exclusive of supporting material.
An Action Memorandum should be composed of the following basic elements:

         (1)  Subject.  Indicate in capital letters after the subject of the
memorandum that it is an "ACTION MEMORANDUM";

         (2)  Signature.  The memorandum should be signed or initialed by the
head of the initiating office or an individual authorized to sign.  The
individual's surname*or initials should appear after the title and office in
the heading of the memorandum;

         (3)  Issue*  A concise statement of the problem or issue/ preferably
one sentence;

         (4)  Discussion.  Pertinent information regarding the origin/ back-
ground/ and implications of the problem which may include qualitative infor-
mation demonstrating the importance of the problem and underlying assumptions.
Reference previous related decisions.  Clearly state the facts where action by
the Administrator or Deputy Administrator  is contingent upon action by other
officials/ where subsequent action is anticipated on a related issue, or where
the action requested is of an interim nature.  In cases where this section is
long, it may be useful to include subheadings such as "facts" or "assumptions";

         (5)  Alternatives.  When there is more than one action which might be
appropriate in relation to the issue/ state each option/ number it and list
its pros and cons.  A set of options can be either mutually exclusive alterna-
tives, or a set of actions from which more than one could be chosen.  In some
cases/ an option will be identifiable as the position of a particular office
or individual; its authorship may be identified in parentheses after the option.
Examples of influencing factors mentioned as pros and cons include:

              (a) Arguments in support of the recommendation;

              (b) Problems with reccmmended course of action;

              (c) Advice concerning approval or nonclearance of other offices;

              (d) Advice concerning any related pending problem which might be
affected by the recommendation, with an explanation of the probable consequences;
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              (e) Budgetary, personnel, legal, political, and cost-benefit
implications in implementing the recommended course of action.  What  is the
long-range cost commitment?

              (f) Relation of the proposed action to policies of the Admin-
istration and the Agency.  Known or anticipated positions of other agencies
or the White House Staff;

              (g) Known or anticipated congressional reaction; and

              (h) Known or anticipated position of professional organizations,
citizens' groups, etc.

When the "Alternatives" section has been emitted because the decision is
indicated by a simple "yes" or "no," list the pros and cons of the decision
after the statement of the reccmrnended action.

         (6)  Recommendation.  List the recommendations in relation to the
numbered options listed in the "Alternatives" section.  Phrase the recom-
mendation in terms of the action the Administrator should take.  Incorporate
approval/ disapproval lines into the body of the memorandum immediately after
each independent recommendation for the Administrator/Deputy Administrator to
indicate the decision, except when an accompanying document is recommended
for signature or approval.

         (7)  Disposition.  In sane cases, it may be convenient to include
a section to give advice concerning the next steps which should be taken to
implement the decision, when, and by whom.  Include names of persons who
should be notified of the decision and, where appropriate, the plan for
public release, congressional, and EPA constituency group notification;

         (8)  Concurrences.  All offices directly concerned with the subject
must have the opportunity to review the recommendations and express agreement
or disagreement.  Concurrences must be incorporated in the body of the memo-
randum, unless EPA Form 1300-2 is used.  When full concurrence cannot be
obtained on the position recommended, obtain reasons for disagreement in
writing, attach to the memorandum as a tab, and reference.  Treat "condi-
tional concurrences" as nonconcurrences.  A concurrence section is not
required in the body of the memorandum when the Action Memorandum transmits
a document for the Administrator's signature or approval.

         (9)  Prepared By.  Provide this information, the legend line, accord-
ing to the directions in Chapter 2, paragraph 14 of this Manual.  If the memo-
randum is revised, provide the same information for the revisor.  If
desired, indicate a contact point for inquiries;

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                                                                      7/12/85

          (10)  Copies.   List offices which have received copies of the memo-
randum, other than concurrences; and

          (11)  Supporting Papers.   Include supporting papers and other
relevant documents as attachments  to the Action Memorandum.  Letter and tab
all supporting documents and list  them at the end of the memorandum.

     b.  Modifications of Basic Format.

          (1)  Complex Issues.  In  sane situations, the central issue or
problem of the Action Memorandum will involve several issues relating to it,
and will  require a more  complex document.  In such cases, the main part of
the format described above can be  used as a building block to develop a compre-
hensive Action Memorandum for the  broad problem.  The "issue" and "discussion"
sections should deal with the overall problem or issue.  A decision section
should include a full development  of each subissue.  If necessary, prepare a
separate decision paper  for each subissue.  Number each issue with a Roman
numeral (e.g. Issue III), and always begin a new page.  Underline the short
statement of the issue.  Circulate issue papers for concurrences as separate
documents before compiling in the  main memorandum for presentation to the
Administrator.  When a complex or  controversial issue requires a lengthy Action
Memorandum to present sufficient background information and analysis upon
which to base a decision, submit a summary on top of the Action Memorandum.
Include the following in the summary:

              (a) Subject.  A title descriptive of the matter being presented;

              (b) Statement of the Problem or Issue.  Concise statement of the
broad issue, and list of numbered  subissues, if any;

              (c) Time.  The time  limitation, if any, when the decisions must
be made; and

              (d) Recommendation.  A brief summary of the action steps recom-
mended in the accompanying Action  Memorandum.

         (2)  Documents  for Signature or Approval.  When an Action Memorandum
accompanies another document which requires signature, certain modifications
are required in the format.  Specifically, the "discussion" section should not
repeat the information contained in the accompanying signature document, but
should summarize its main points.  The "recommendation" section should not
contain lines incorporated into the body of the memorandum, but merely request
that the proposed document be signed.  The "concurrence" section should not be
incorporated into the body of the memorandum; the record of clearances will
vary with the form of the signature document.  Show concurrences on corres-
pondence for signature on the yellow official file copy of the document
prepared for signature.  Indicate  concurrences on draft EPA Directives,
                                      8-5

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

Federal Register material, and interagency agreements on the EPA "Clearance
Record" (EPA Form 1300-2).

6.  INFORMATION MEMORANDUM.  Use this document to present valuable material to
the Administrator or Deputy Administrator, such as a response to a request for
information, a status report on a project or program, a recent article or book
of interest, or similar items.  The memorandum should be brief and simple.
Attach supporting documents as appropriate, identify them in the order that
they appear in the text of the memorandum and tab them for easy reference.  If
the information being provided is in response to a specific request, include
the context of the question in the body of the memorandum.  An Information
Memorandum need not be cleared with other Assistant Administrators, Associate
Administrators, Regional Administrators or Staff Office Directors since it
does not request a decision by the Administrator.  The initiator may, as it
seems useful or appropriate, distribute copies to other offices.  An Informa-
tion Memorandum should be composed of the following basic elements:

     a.  Subject.  Indicate in capital letters after the subject of the memo-
randum that it is an "INFORMATION MEMORANDUM";

     b.  Purpose.  Indicate the reason for submitting the information;

     c.  Text or Synopsis.  Provide the text or a synopsis of the information.
Key statements or paragraphs of an attachment should be referenced; and

     d.  Prepared by.  Same as Action Memorandum.

7.  SIGNATURE DOCUMENTS.  Follow these procedures when preparing documents
for the signature of the Administrator or Deputy Administrator.

     a.  Margins.  Allow at least one inch on each side and center the body
of the letter on paper.

     b.  Paragraphs.  Indent all paragraphs five spaces.

     c.  Spacing.  Double space a single-paragraph letter or memo of nine
lines or less.

     d.  Memorandums.  Do not use a "FROM" line in a memorandum to be signed
by the Administrator or the Deputy Administrator.  All memorandums prepared
for the Administrator's or the Deputy Administrator's signature which are
addressed to senior management, should list the addressees in the following
order:

     Assistant Administrators
     General Counsel
     Inspector General
     Associate Administrators
     Regional Administrators
     Staff Office Directors

                                   8-6

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

     e.  How to Begin Letters.

         (1)  Do not date any correspondence prepared for the signature of
the Administrator/Deputy Administrator.

         (2)  Refer to the date of inconing (if any) in the first paragraph.

         (3)  If your reply is a month or more late/ begin your letter with
an apology for the delay.

     f.  Closing.  Do not type a title under the Administrator's name.

     g.  Enclosures and Attachments.  Use the words "enclosure(s)" for letters,
and "attachment s)n for memos.

     h.  When an Identical Letter is Written to More than Two Persons.
Prepare the letter to the first addressee in the usual manner (yellow file copy,
3 copies to AX, etc.)/ type under the legend the statement/ "Identical letter
sent to..." and attach an alphabetized list of names and addresses of the
other recipients of the letter to each copy.  Prepare an original (and courtesy,
if required) for each of the remaining addressees.  Put all letters in one
folder for AX.  Do not put individual signature tabs on packages containing
more than ten letters.  For two identical letters/ prepare a complete set of
copies for each letter.

     i.  Concurrences.  Every document for the Administrator's signature
must express the concurrence or nonconcurrence of all officials having a
direct responsibility concerning the issue under consideration, including
Regional Administrators.  Your program is responsible for getting all necessary
concurrences before the correspondence goes to AX.  Note that concurrences
must be at the AA, RA or Office Director level (or acting official, with acting
written in on the yellow box).  There are no exceptions to this rule.  All
congressionaIs must go through AL.

     j.  Order for Placing Documents in Folder;

         Left Side             Right Side (use two alligator clips)

         Control slip,         Plastic cover
         (AX or AL only)       Action memo
                               Plastic cover
         Original incoming     Original letter
                               Courtesy (if any)
                               Enclosure(s) or attachment(s)
                               Envelope
                               Yellow copy with box exposed
                               AX copies
                               Any other copies
                               Background material


                                      8-7

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CORRESPONDENT                                                        1320
                                                                      7/12/85

If material is not too bulky, use one folder.  Use tabs for easy reference
when there is a large amount or a variety of material.

     k.  Copies.

         (1)  AX Copies.  AX requires three clear copies of all signature
documents with one complete set of enclosures.  Mark AX copies at bottom right
of first page and do not staple AX copies together.  Also, never staple pages
of outgoing letter (original).  If you duplicate the original for AX copies,
add the following in the legend on all copies: mail code, dictator, typist's
initials, telephone extension, roan number, building, and date.  Please request
consistency within your program for mail code in the legend as well as in
concurrence block of the yellow copy.

         (2)  Courtesy Copies.   A courtesy copy is required for all congres-
sionals and heads of departments/ agencies.  Wiile a carbon tissue is preferable
for a courtesy copy, a clear photocopy is acceptable.  Make sure the letterhead
on the tissue matches the letterhead stationery.  Use Administrator letterhead
for the Administrator, use Office of the Administrator letterhead for the
Deputy Administrator's signature.  Do not include internal Agency data on
these copies; e.g., office symbol, drafter's name, date typed and internal
Agency distribution.

     1.  If The Signature Document or The Incoming Letter Refers to Earlier
Correspondence.  Place the document or letter on the left side of the folder.
Ensure that the copies are readable, signed, and dated.

     m.  Control Slips.  Attach AX or AL control slips only, program control
slips should not be included.

     n.  Envelopes.  Provide correct envelopes of the appropriate size and
weight to accommodate the enclosures.  Do not use your mail code on the envelope
of any documents to be signed by the Administrator/Deputy Administrator.  Use
A-100 for Administrator and A-101 for Deputy Administrator.

     o.  Forwarding Documents. Save tine by HAND CARRYING all completed folders
to Executive Correspondence, NOT to the Administrator's secretary or to other
members of the Administrator's staff.  Do NOT forward documents requiring
action by the Administrator through regular mail channels.  Use the appropriate
Correspondence Control Unit designated for your office.

     p.  When Correspondence is Returned for Correction or Rewrite.  Destroy
the old copies, except the yellow official file copy, place a large X through
it and attach it behind the new yellow file copy.  Be sure to copy the original
legend on the new yellow copy and below that indicate that it has been rewritten,
then add the new legend for that date.  Do not cut and paste the yellow concurrence
                                      8-8

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

box on the new yellow file copy.   If the correspondence has been substantively
rewritten, obtain new signatures in the concurrence blocks.

     q.  When a Package has been sent to the Administrator/Deputy Administrator
for Signature and then is Returned for any Reason.  Do not destroy any notes
or routing slips which are attached.  This package is processed much
faster if it indicates that it has already been sent forward for signature.
Please return the red folder/ the supply is limited.

     r.  If Your Office Wishes to Dispatch or Wants to be Called when a Document
is Signed.  Place a self-sticking label with the contact's name and phone number
on the front cover near the bottom of the folder as AX staples a clearance
sheet to the front top of the folder.  (AL dispatches all congressionals.)
Give comprehensive instructions for any special handling by AX or the appropriate
correspondence coordinator.  Occasionally a letter will be signed, picked up
by the program person and then held for some reason before dispatching.  If
this is the case, please notify AX within a week of the reason it is being
held so that they can correct their records.
                                      8-9

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CORRESPONDENCE
                                                                                  7/12/85
                         UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                                      WASHINGTON, D.C. 20460
                                                               (Progran Letterhead)

               MEMORANDUM

               SUBJECT:  	 — ACTION MEMORANDUM

               FROM:     	

               TO:       The Administrator (or The Deputy Administrator, as appropriate)

               THFU:     AX
                        The Deputy Administrator (when the memorandum is addressed
                        to the Administrator)

               ISSUE
               DISCUSSION
               ALTERNATIVES

               Option A;
                   pros  1*


                         2.


                   con:  1.
               Option Bs
                    pro:  1.
                    con:  1.
Figure 8-1.   Format for  Action Memorandum Addressed  to the Administrator/
               Deputy Administrator for Approval With  No Attachments

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CORRESPONDENCE                                                                   13 20
                                                                                   7/12/85
             RBOOfCNDftTICN
                                                 Approve: 	

                                                 Disapprove: 	

                                                 Date: 	

             DISKJbi'ilON

                 This section is optional.  It concerns steps to be taken to implement
             the decision and, if appropriate, a notification plan.


             CONCURRENCES

                 Concurrences nust be incorporated in the body of the memo unless  EPA
             Form 1300-2 is used and all concur.  Vhen full concurrences cannot be
             obtained on the position recommended, obtain the reasons for disagreement
             in writing, attach to the memo as a tab and reference it.
Figure  8-1.   Format for Action Memorandum Addressed to the Administrator/
                Deputy Administrator  for Approval with No Attachments

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   CORRESPONDENCE
                                                                               1320
                                                                               7/12/85
                                     SMC AS FIGURE 8-1, EXCEPT:



               REOOMENDftTICM






               Consequently, I reocnnend that you sign the attached documents.
               Attachments:
Figure 8-2.   Format  for Action Memorandum Addressed  to the Administrator/
              Deputy  Administrator With Attachments

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TORRESPONDENCE                                                                 1320_._
                                                                                 7/12/S5
                        UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                     WASHINGTON. O.C. 2O460
                                                            (Pi.ugi.ju Letterhead)

             MEMORANDUM

             SUBJECT:  	  — nBOFMATKN MEMORANDUM

             FROM:    	

             TO:      The Administrator

             THRU:    AX
                      The Deputy Administrator

             SUMMARY
                                          TEXT
Figure 8-3.   Sample Information Memorandum Addressed  to the  Administrator

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CORRESPONDENCE
                                                                                 1320
                                                                                 7/12/85
  *  "*••*" "
  iSE*
                     UNITED STATES ENVIRONMENTAL PROTECTION  AGENCY
                                       WASHINGTON  O C  20460
                       [WILL BE DATED AT TIME DISPATCHED]
                                                         THE ADMINISTRATOR
  Honorable xxxxxxxxxx
  Secretary of xxxxxxxxx
  V&shington, D.C.  20250

  Dear Mr. Secretary:

      This is an example of a formal letter prepared  for the signature of
  the Attainistrator.  It should refer to the date of the incoming correspondence
  in the first paragraph.

      Certain features of this letter should be noted.  "The Administrator*
  letterhead stationery is used only for the Administrator.  The title is not
  typed  below the Administrator's name.  Mien The Administrator" letterhead
  stationery is not available, 'Office of The Administrator" stationery may
  be used.  The Administrator's title oust then be centered below his name.

      The letter does not contain a typed date.  The  paragraphs are indented
  five spaces.  Nate that any individual outside of EPA who is designated to
  receive a carbon copy of the correspondence is identified by full name and
  title.

      If the letter is to transmit additional documents, sane reference to
  these  documents should be made in the body of the letter, and the word
  •Enclosure(s)* should appear two spaoes below the complimentary close.  Add
  the legend only to all internal copies.  To facilitate dispatch, provide
  fully  addressed envelopes of the appropriate size and weight.


                                        Sincerely,
         Enclosure(s)

         cc:  Honorable xxxxxxxxxx
              Attorney General
                                        (type Administrator's name
                                         only, no title)
                                                             s»
Figure  8-4.   Sample Letter for the Administrator's Signature

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 CORRESPONDENCE
1320
7/12/35
                            UNITED STATES ENVIRONMENTAL PROTECTION AGENCY


                                 [WILL bt DATLD AT TIME OIsPATCHLD]
            Honorable xxxxxxxxxx
            Secretary of xxxxxxxxx
            Washington. D.C.  20250

            Dear Mr. becretary:

                 This .5 an example ot  a formal  letter prepared for the signature of
            the Administrator.  It should refer  to the date of the incoming  correspondence
            in the firrt paragraph.

                 Certain features of this letter should be noted.   "ITie Administrator"
            letterhead stationery is used only for the Administrator.   The title is not
            typed below the Aomnistrator's none.  When The Administrator"  letterheao
            stationery is not available,  "Office ot The Administrator"  stationery nay
            be used.  The Administrator's title  nust then be centered below  his nane.
                                                                             •
                 The letter does not contain a typed date.  The paragraphs are indentea
            five spaces.  Note that any individual outsioe of EPA  who is designated to
            receive a carbon copy of the correspondence is identified by xull nane ana
            title.

                 It the letter is to transnit additional documents,  sane rererence to
            these documents should be made in the body of the letter, and tite wore
            "Enclosure(s)" should appear two spaces below the ccrpl unentary  close.  Ada
            the legend only to all internal copies.  To facilitate dispatcn, provick.-
            fully addressed envelopes of  the appropriate size ana  weight.
                                                  Sincerely,
                                                  (type Administrator's nane
                                                   only, no title)
            Enclosure(s)

            cc:  Honorable xxxxxxxxxx
                 Attorney General

            cc:  Mr. Jones (1A)
                 Mrs. Smith (AMAM)
                 AX  (3 copies) [Provide these copies at all  tunes with copy of Mail
                    Control Schedule Slip when required]
            PM-JUH:LMWhite:dl:rm. 11^1, WSM:3B^-UbJU:*/lU/BJ:AX  1-*!*
            Rewritten:Pft-.il3:ICMcore:cp:»/12/H3. Km. *U5. W5M, JS2-UB41
CONCURRENCES
ITHIOL ^
•jmuic )
•"' )
























      tPA
            1120-I dJ-70]
                                                                                 OFFICIAL FILE COPY
Figure  8-4.   Sample Letter for the Administrator's Signature (File Copy)
                To Illustrate A  Correct  Legend

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CORRESPONDENCE                                                                      1320
                                                                                      7/12/85
                           UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                        WASHINGTON. O C 20460


                                     [WILL BE CATED AT TIKE DISPATCHED]
                                                                                orricc or
                                                                            TMC AOMIMISTHATOII
                SUBJECT:  Memorandum format for the Deputy Administrator
                TO:       Mr.  loouooooooom
                          Title

                     This is an exanple of a memorandum prepared for the signature of
                the Deputy Administrator.  Certain features of this memorandum should
                be noted.  "Office of The Administrator*  letterhead stationery is used
                for the Deputy Administrator.

                     The memorandum does not contain a typed date.  The paragraphs are
                indented five  spaces.  If the memo is to  transmit additional documentsf
                sane reference to these documents should  he made in the body of the
                memo and the word * Attachments}' should  appear below the body of the
                memorandum as  illustrated.
                                                           A. James Barnes
                                                           Deputy Administrator
                Attachment!s)
                NOTE:
                AX receives 3 copies.  Provide these copies at all tines with a copy of
                the Mail Control Schedule Slip when appropriate.
 Figure  8-5.   Sample  Memorandum for the Deputy Administrator's  Signature

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CORRESPONDENCE                                                                       1320
                                                                                        7/12/S5
                  UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                                   WASHINGTON DC  20460


                            [WILL BE DATED AT TIME DISPATCHED]
                                                             THE ADMINISTRATOR
       MEMORANDUM

       SUBJECT:   Memorandums for the Administrator's Signature

       TO:        Assistant Administrators
                 General Counsel
                 Inspector General
                 Associate Administrators
                 Regional Administrators
                 Staff Office Directors

            This is an example of a memorandum prepared for the signature of the
       Administrator.  Certain features of this meno should be noted.   'The
       Administrator" letterhead stationery is used only for the Administrator.
       Do not put a title under the Administrator's typed name.

            The  memorandum does not contain a typed date.  The paragraphs are
       indented  five spaces.  Any memorandum addressed to senior management should
       be addressed in the order shown above.

            If the memo is to transmit additional documents, some  reference to
       these documents should be made in the body of the mono and  the word
       •Attachments>* should appear two spaces below the complimentary close.
                                             (type Administrator's  name
                                             only, no title)

       Attachment(s)
      Figure 8-6  Sample Menorandum for the Administrator's  Signature

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CORRESPONDENCE
                                                                               1320

                                                                              7/12/85
                          UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                              (WILL BE DATED AT TIME DISPATCHED)
         MEMORANDUM
         SUBJECT!
         TOl
                      Cor the Administrator's Signature
          Assistant Administrators
          General Counsel
          Inspector General
          Associate Administrators
          Regional Administrators
          Staff Office Directors

     This is an example of a memorandum prepared for the signature of the
Administrator.  Certain features of this memo should be noted.  The
Administrator* letterhead stationery is used only for the Administrator.
Do not put a title under the Administrator's typed name.

     The memorandum does not contain a typed date.  The paragraphs are
indented five spaces.   Any memorandum addressed to senior management ahould
be addressed in the order shown above.

     If the memo is to transmit additional documents, some reference to
these documents should be made in the body of the memo and the word
•Attachment(s)" should appear two spaces below the complimentary close.
                                               (type Administrator*!
                                               only, no title)
         Attachment(s)
         cc:  AX (3 copies)  [Provide these ccoies at all tines with copy of Hail
                 Control  Schedule Slip when required]

         m-208:UMiite:dl:rm 1121, (CM:382-0830:9/10/83:AX 1490:LMW-3.
         Rewritten:PM-213:IQtaore:cp:9/12/83:an 90S, VEM:382-0841
COMCUCHCxCCS
ITHCOL )
mmn»m |
O»TC ^


- -





• •
•
-

       F_ IJJO-I (13-701
                                                                    OFFICIAL "Lt COPT
                                                                        >•! a • W.BI
 Figure 8-6.   Sample  Memorandum  for the Administrator's Signature  (File Copy)
                 To  Illustrate A Correct Legend

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                   CHAPTER 9 - SPECIAL REQUIREMENTS FOR WHITE HOUSE,

                   CONGRESSIONAL AND INTERNATIONAL COMMUNICATIONS

                               Table of Contents

PARAGRAPH                                                             PARAGRAPH
 TITLES                                                                NUMBERS

Special Categories of Correspondence	  1
Correspondence for the White House	  2
Correspondence for the Congress	  3
International Correspondence and Communications	  4

        Figure 9-1.  Presidential Referral - Draft for White House

        Figure 9-2.  Presidential Referral - Cover Memorandum for
                     White House Draft

        Figure 9-3.  Vice Presidential Referral - Memorandum to the
                     Vice President

        Figure 9-4   Vice Presidential Referral - Cover Memorandum

        Figure 9-5.  Outgoing International Teleqram

        Figure 9-6.  Department of State Airgram

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 CORRESPONDENCE                                                        1320
                                                                       7/12/85

             CHAPTER 9 - SPECIAL REQUIREMENTS FOR WHITE HOUSE,

             CONGRESSIONAL AND irfTERNATIONAL COMMUNICATIONS

 1.   SPECIAL CATEGORIES OF CORRESPONDENCE.  Certain categories of correspondence,
 whether addressed to the Administrator, Deputy Administrator, or other EPA
 officials,  require special handling in the preparation of responses.  These
 special categories of correspondence include letters to the White House,  to
 the Congress,  to foreign dignitaries,  organizations, and individuals.   All
 inooning correspondence fron these individuals will be date stamped on the
 back of the first page and require special handling.

 2.   CORRESPONDENCE FOR THE WHITE HOUSE.

      a.  Time  Limit.  Acknowledge White House correspondence within ten days,
 unless a different time-period is indicated by Executive Communications (AX).
 If  you cannot  prepare a final reply within that time period, notify AX.  If an
 extension is approved, forward an interim reply to the addressee containing a
 reference to the date and nature of the inquiry.  These time extensions may
 not exceed five working days.  If AX has controlled the correspondence, send
 copies of both the interim and final replies with a copy of  the  control slip
 to  AX.   If  the  response  is  for the signature of  either the Administrator or
 Deputy  Administrator,  see Chapter 8 for further  instructions.

      b.   Preparing a White  House  Reply.   Replies  to  correspondence referred  by
 the Office  of  the President are prepared  in a slightly different  form than  those
 referred  by the Office of the Vice President.

          (1)  For the Office  of the President.  Prepare  all drafts requested
 by  the  Vhite House  in final form  (no further editing required).  Prepare the
 normal  number of copies as  specified in Chapter 2, including the yellow Official
 File Copy.  Forward the draft, under the cover of a transmittal memo, to AX.

              (a)  Prepare  the draft as follows  (see figure 9-1):

                   J_  Use plain white bond paper;

                   2_  Type  the word  "DRAFT"  in all capitals with a space between
each letter near the top-right corner of the paper;

                   2.  Skip one  line and type  below "DRAFT" the writer's name,
 title, mail code, location, and phone number  (single space);

                   £  Skip one  line and type  the addressee's name and address
 even with the left margin (single space);

                   ^  Do not type a salutation.  Double space and begin the
the  body of the draFt.  Indent the first word of each paragraph five spaces.
 Double space the body of the draft; triple space between paragraphs;


                                      9-1

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 CORRESPONDENCE                                                        1320
                                                                       7/12/85

                    6^  Use the phrase, "Thank you  for your letter of (insert
 date of. incoming letter) to the President" rather than "The President has
 asked ne to respond.  .  ."

                    2_  Do not type a complimentary close.  Skip five lines frcm
 the body of the draft and type the name of the person for whom the draft reply
 is prepared.  If the control slip does not specify who in the White House will
 sign the draft reply, leave the signature block blank.

               (b)  Prepare the cover memorandum as follows (see figure 9-2):

                    \_  Use "Office of the Administrator"  letterhead;

                    £  Address to the Director of  Correspondence, Agency Liaison,
 at the Wnite House (name indicated on Wnite House referral slio);

                    2. Prepare the signature element as indicated on the control slip;

                    £  Follow the memorandum format specified in Chapter 4 for
 the structure of the memorandum.

          (2)  For the Office of the Vice President.   Prepare a cover memorandum
 according to the directions listed above in paragraph 2.b.(l).(b),  addressed
 to the person in the Office of the Vice President who referred the correspondence
 to EPA.  (See Figure 9-4.)  In addition, prepare  a single spaced,  final  document
 in memorandum form to the Vice President to be signed by the Administrator.
 (See Figure 9-3 and Chapter 8.) This memorandum should completely answer the
 referral so that the Vice President may use this  memorandum as an enclosure to
 his letter to the constituent.

     c.  Preparing a Direct Reply.  Use the appropriate EPA letterhead and
 prepare the reply in the formal letter style,  making the normal  number of
 copies as shown in Chapter 2.  You are responsible for obtaining the necessary
 signatures, insuring final dispatch to the constituent and forwarding a  copy,
 together with the original incoming material,  to  the White House.   If the
 letter is to be signed by the Administrator or Deputy Administrator,  follow
 the instructions outlined in Chapter 8.

 3.   CORRESPONDENCE FOR TOE CONGRESS.    Letters  to and from  members of Congress
 are controlled by the Congressional Correspondence Unit  of  Executive  Correspon-
 dence (AL).   The  control form will have  a control number preceded by  "AL."  AL
 decides who should sign  replies  to Congressionals  and this information appears
on the control form.  The designated signer is usually the Administrator, the
Deputy Administrator, or an Assistant or Associate Administrator regardless of
the addressee of the incoming letter.  AL submits  the response to the Director,
Office  of Congressional Liaison  for final review and concurrence, then dates
and delivers the reply to Congress.  In addition,  letters frcm EPA to Congress
must  be reviewed and dispatched by AL, including any letter an office may wish
to initiate to Congress.   Congressionals are always hand  carried fron office
to office, or  if appropriate, transmitted by electronic mail.

                                      9-2

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 CORRESPONDENCE                                                        1320
                                                                       7/12/85

      a.  Time Limits.  Answer congressional correspondence within ten workdays,
 unless other requirements are indicated on the control slip.   If a complete
 response cannot be provided within ten workdays, on or before the due date
 prepare a substantive interim response which indicates when a final response
 can be expected.

      b.  Preparing Replies.

          (1)   When replying to a constituent at the request of a Member of
 Congress, prepare a copy of the reply for the Member.   If replying to a
 congressional letter when the Member is away fron the  Capitol, prepare an extra
 courtesy copy for the Member's Washington office.

          (2)   When responding to a letter signed by an employee of a Member
 of Congress,  address the reply to the Member of Congress.   Address the envelope
 to the Member, "ATTENTION" of the employee, unless directions on the control
 slip indicate otherwise.

          (3)   When replying to joint congressional letters signed by more than
 one Member of Congress,  prepare an original and a  courtesy copy for each Member.
 List on the official file copy all Members to whan the letter was sent.   Prepare
 one extra copy of each letter for AL,  unless  the special  instructions on the
 control slip  indicate otherwise.   Forward the originals and copies to AL which
 will date, mail the  letters  and  return the file copies to you.

          (4)   When preparing replies to Congressionals, headquarters  offices
 should prepare  a courtesy copy of  the  incoming  correspondence and the  reply
 for the appropriate  Regional office.

          (5)   Regional offices which  receive  routine correspondence directly
 from congressional offices shall furnish  AL a copy of  the incoming letter and
 the reply.  If  the subject matter  is a policy one, forward the  incoming  letter,
 draft  reply, and background  material to the Office of  Congressional Liaison for
 appropriate action.

 4.   INTERNATIONAL CORRESPONDENCE AND COMMUNICATIONS.  Official EPA correspondence
 addressed  to foreign countries, or to their representatives in the United
 States, requires special  coordination, clearances and handling in accordance
 with EPA and the Department  of State Security and Correspondence Regulations.
 Data  transmitted to  foreign  countries may  include any media, such as Department
 of State telegrams and airgrams, audio or  video tapes,  photographic film or
 prints, microforms, magnetic tape and disc, or wire recordings, as well as
correspondence.

    a.  The Office of  International Activities'  Responsibilities.  The Office
of  International Activities  is responsible  for the conduct of  all international
activities in the Agency, including correspondence and  conmunications.  These
responsibilities include:
                                      9-3

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CORRESPONDENCE                                                         1320
                                                                      7/12/85

          (1)  Coordination of contacts with foreign embassies and other
representatives  in the United States;

          (2)  Requests from  foreign sources for  information concerning Agency
activities;
          (3)  Scheduling of  meetings between  foreign  individuals and Agency
officials; and

          (4)  Matters requiring coordination with the Department of State and
other agencies active in foreign affairs, including the transmission of
information and  correspondence through Department of State channels.

    b.   Incoming Correspondence.  Provide copies of foreign origin corres-
pondence of an official nature to the Office of  International Activities.

          (1)  Regional Offices.  Regional offices receiving international
correspondence shall contact the Office of International Activities for a
determination of the appropriate action to be taken.

          (2)  Deadline.  Acknowledge international correspondence within two
weeks after receipt.

     c.  Preparing Outgoing Correspondence.  Route copies of all official
correspondence and other communications directed to foreign governments,
organizations, and individuals; international organizations; and United States
agencies active in foreign affairs to the Office of International Activities.
Matters  requiring coordination with the Department of State and other agencies
active in foreign affairs, including the transmission of information and
correspondence through Department of State channels, must be the responsibility
of the Office of International Activities.  Route this correspondence through
the Office of International Activities for concurrence or signature.  Prepare
an original and three courtesy EPA letterhead  copies of the reply to the
correspondence in accordance with Chapter 2 of this Manual.  Prepare envelopes
for the original and courtesy copy to the addressee and for the copy to be
sent to  the appropriate Department of State country desk officer as described
in the next section, d(2).

     d.  Department of State Regulations.

          (1)  Official correspondence may be conducted with the Peoples Republic
of China, Eastern European countries, the Soviet Union, and private individuals
in these countries through the Department of State Diplomatic Missions.  Prepare
the correspondence in the formal letter style  and address the  envelope in the
following manner:

         American Embassy (or Consulate General or Consulate as appropriate)
         Name of City
         c/o Department of State
         Washington, D.C.  20520


                                      9-4

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 CORRESPONDENC E                                                         1320
                                                                      7/12/85

          (2)  Address communications sent  to United  States Government  officials
 based  in  Eastern European  countries or  the Soviet Union as shown  in d(l) "American
 Embassy"  or other appropriate  office.   Prepare an cuter envelone  addressed to
 the country desk as  follows:

          Country Director,  Poland (or appropriate country)
          Department  of State
          Washington, D.C.  20520

          (3)  Official United  States Government correspondence with the  following
countries and areas  is prohibited:  Albania,  Iran, Mongolia, North Korea, Vietnam,
and East  Germany (Soviet Zone  of  Germany and the Soviet Section of Berlin).
Correspondence to Taiwan may not  be sent directly, but must be sent through
 the American Institute of Taiwan.  If in any doubt about communications with a
 foreign country, contact the Office of  International Activities.

          (4)  The Department of State must authorize direct correspondence
with a foreign country on an approved project.  Forward requests  for direct
connunications to the EPA Office  of International Activities which is  the only
EPA office, with the exception of the Office  of the Administrator, authorized
to  make direct contact on  these matters with the Department of State and other
 foreign affairs agencies.

     e.   Guidelines  for Preparation of Department of State Telegrams and Airgrams.
Prepare all Department of State telegrams  and airgrams originating in  EPA in
accordance with the  Department of State security and communication regulations,
and forward them to the Office of International Activities for processing.

          (1)  Telegrams.  Transmit telegrams  only when the subject matter is
urgent, concerns policy and other related  matters, and if the time element
makes  it  necessary to meet  a deadline.  Prepare telegrams on Optional Form
 185, "Outgoing Telegram11 (this form is printed in non-reproducing pink ink)
usinq only the USASI OCR element  and forward  to the Office of International
Activities for processing with the two copies intact.  Make an extra copy of
the telegram for retention  by  your office.  Type the message within the brackets
marking the right and left margins.  See figure 9-3, "Outgoing International
Telegram." Detailed instructions  are included on subsequent pages of this
figure.

          (2)  Airgrams.  Prepare airgrams  for matters of political and economic
reporting and other subjects,  when the conmunication requires multiple distri-
bution and there is no urgency for delivery.  The Department of State sends
the airgram by air or courier pouch.   Prepare the airgram on the Department
of  State Form OF-247.  Forward the form and three copies,  either photocopy or
carbon, to the Office of International Activities for processing.   See figure
9-4, "Department of State Airgram."
                                      9-5

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CORRESPONDENCE                                                         1320
                                                                       7/12/85
                                     SAMPLE

                                                             DRAFT

                                                             Mary Jones
                                                             ANR 443
                                                             Room W925
                                                             382-5575

Mr. John Smith
5623 Wilshire Lane
Mesa, California  90023


(NOTE:  NO SALUTATION)


     Thank you for your letter of March 20, 1978 to the President.  I

share your concern that XXXXXXXXXXXXXXXXXX not impose undue cost burdens

on consumers.

     In developing the revisions to the standards, the Environmental

Protection Agency has sought to be responsive to xxxxxxxxxxxxxxxxxxx.

By xxxxxxxxxxxxxxxxxxx we can promote xxxxxxxxxx without damaging our

environment.

     I want to assure you that your views as well as those of others will

be carefully considered.  It is through such exchanges that better

regulations can be developed.  Thank you for bringing this matter to

my attention.


                               (NOTE: NO COMPLIMENTARY CLOSE, TYPE
                                NAME INDICATED ON CONTROL SLIP)
                       Figure 9-1.  Draft for White House

-------
CORRESPONDENCE                                                                     -1-3-20-
                                                                                      7/12/85
                       UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
                                     WASHINGTON O C 20460

                                         (DO NOT DATE)
           MEMORANDUM
           SIBJECT:   Draft Response to Letter of Inquiry
           TO:       (Type name as indicated on the Miite House referral slip)
                     Agency Liaison
                     The Miite House

                The draft response to Mr.  anith's letter of June 20, 1983, *iich
           you requested is attached.  I hope that this response meets your needs.
           If any additional information is necessary, please do not hesitate to
           contact me.
                                            (Type name  and title as indicated
                                             on AX control slip)
         Attachment
                  Figure  9-2.   Cover Memorandum for  White House Draft

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CORRESPONDENCE                                                                   1320

                                                                                    7/12/85
                      UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                      WASHINGTON DC  20460
                                                                THE ADMINISTRATOR

            MPCRANDUM

            SUBJECT:  Inauiry Regarding (type subject of inquiry)

            TO:       The Vice President of  the United States
                 This is in answer to your request for the Environmental  Protection
            Agency's response to the (type date of the constituent's letter) letter
            fron (type the constituent's name).

                 Note that this memorandum is typed on "The Administrator'
            letterhead and the body of the meno is single spaced in order that
            it may be used by the Vice President as an enclosure in his letter
            to the constituent.  Do not type a complimentary closing, but type
            the Administrator's name at the end of the memo.
                                                    Lee N. Thomas
Figure 9-3.  Vice  Presidential  Referral  - Memorandum  to the Vice President

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CORRESPONEENZE                                                                  1320
                                                                                  7/12/S5
                      UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

                                    WASHINGTON  DC  20460
                                                                       TM« AOMIMKTWATOH

          MP10RANPUM

          SUBJECT:  Response to Letter of Inquiry fron (type constituent's  name)

          TO:       Jane A. Kermey
                   Office of the Vice President


              As you requested, attached is a response to (type constituent's

          name), letter of (type date of constituent's letter), concerning  (type

          subject of inquiry).
                                               For the signature block,
                                               type the name and title
                                               indicated on the AX control
                                                slip.

          Attachment
       Figure 9-4.  Vice Presidential Referral - Cover  Memorandum

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CORRESPONDENCE
1^20

7/12/85
            Illl I III I III III III HIM
            OUTOOINO Tf LIOIAM
            OPTIONAL FORM 185 (OCR) (R«v. 8-82)
          Figure 9-5.   Outgoing  International Telegram  (blank form)

-------
CORRESPONDENCE                                                            7/1VS5
                                            EPA/OIA:   FGREEN
                                            EPA/ORD:   TJUST
                                            OES/SCT:   RRUBLC
          UNCLASSIFIED
EPA/EXECSEC:  GMAXHONSKY:JM
8/31/43       3S2-M8?a
OES/SCTt      LRSTARBIRB

EPA/OIA:  DHSTROTHER
EPA/OA:  TYOSIE
EUR/SOV:  flBOORSTEIN
OES/K:  F1RHUGHES 
          ROUTINE          MOSCOW
                                                                       LRS
          E.O. 1535W:
          TACS:  SENV, US, UR                                            »HS /'
                                                                       F6  ' '.
          SUBJECT: US-USSR ENVIRONflENTAL  ACREEHENT:  03-00, EXECUTIVE    _vr->
          SECRETARY  CORRESPONDENCE;  PROJECT  02.07821, COMPREHENSIVE     TY  / ,.
          ANALYSIS OF THE ENVIRONHENT                                   TJ  U .

          REF:     nOSCOU  SUM-.   HOSCOH  MT?M                        nB

          REdUEST EMBASSY DELIVER FOLLOWING  LETTER TO KAZAKOV:          RR

          HAY 31, 1183                            02.00% 02.07-21

          DR. YURIY  YE- KAZAKOV
          COUNSELLOR- USSR  STATE  CORHITTEE
          FOR HYDROHETEOROL06Y AND CONTROL
          OF THE  NATURAL ENVIRONHENT
          IS PEREULOK IAVLIKA HOROZOVA
          nOSCOU  12337b

          DEAR  DR. KAZAKOV:

          LET HE  THANK YOU  FOR YOUR  LETTER OF APRIL 17 AND FOR THE
          LIST  OF SOVIET PROJECT  LEADERS  WHICH ACCOHPANIED IT.  THOUGH
          UE HAD  PREPARED A REVISED  LISTING  OF ACTING US PROJECT
          LEADERS IN flARCH, RECENT DEVELOPHENTS HAVE NECESSITATED
                                                  UNCLASSIFIED
                   Figure 9-5a.  Outgoing International Telegram
                                   (Form does not  reproduce)

-------
CORRESPONDENCE                                                           1320
                                                                          7/12/85
       IN  TYPING  CABLES  ON  STATE  DEPARTMENT  OCR  FORMS,  ALL
       riARGINS  SHOULD  BE  LEFT-JUSTIFIED.   IF A LINE  IS
       INDENTED FOUR  OR  HOPE  SPACES  THE  SCANNER  READS IT
       AS  A  BLANK LINE AND  SKIPS  TO  THE  NEXT LINE.   IF
       YOU WISH TO  INDENT,  FOR  EXAMPLE  IF  YOU ARE TYPING
       SUSPARAGRAPHS  IN  AN  OUTLINE OR  CENTERING  A TITLEi
       THE LINE SHOULD BEGIN  WITH TWO  DASHES AT  THE  LEFT
       HARGIN.  THIS  IS  SHOUN BEfOU.

       PLEASE NOTE  THE FORMAT FOR ADDRESSES  AND  REFERENCES-
       THE ONLY PUNCTUATION IN  THE REFERENCE LINE SHOULD
       BE  PARENTHESES  AROUND  THE  LETTERS  A,  B, C- ETC.  AND
       COnr.AS-  IF  A  REFERENCED CABLE  IS  FROn LAST CALENDAR
       YEAR  IT  SHOULD  BE  PRECEDED BY THE  LAST TWO DIGITS
       OF  THE YEAR, I.E.  62 STATE 123M5b  OR  65 BEIJING
       7610-  IF  THE  REFERENCED CABLE  IS  FROH THE CURRENT
       CALENDAR YEAR  IT  is  LIST-ED JUST  AS, SAY,  STATE
       123MSb OR  BEIJING  0076-   IF YOU  RUST  INCLUDE  A DATE-
       TlflE  GROUP FOR  YOUR  AGENCY'S  REFERENCE IT SHOULD
       FOLLOW THE MESSAGE NUMBER, E.G.  STATE 1534Sb  DTG
       1Q132S2  JAN  63.

       CORRECTIONS  CAN BE HADE  IN THE FOLLOWING  UAYS:

       ~  USE OF THE CHARACTER  CANCEL SYMBOL *',

       —  USE OF THE SELF-CORRECTING FEATURE OF  A SELECTRIC
       TYPEWRITER:  OR

       --  USE OF CORRECTION TAPE. PLEASE  TAKE CARE  TO
       ALIGN THE LETTERS  OR WORDS TYPED ON THE CORRECTION
       TAPE  WITH THE REST OF  THE  LINE.  CHARACTERS SHOULD
       NOT BE TYPES OVER  THE  EDGES OR ENDS OF THE CORRECTION
       TAPE-

       CORRECTION FLUID,  KO-REC-TYPE, SNO-PAKE OR SIMILAR*
       MATERIALS SHOULD NOT BE  USED ON THE OCR FORM.

       CORRECTIONS  ARC NEEDED ONLY ON THE ORIGINALS.
       CARBONS DO NOT  HAVE  TO BE  CORRECTED—THEY CAN BE MESSY.

       CORRECTIONS  CAN ALSO BE  MADE BY USING  THE LINE
       CANCEL SYMBOL 	 THROUGH THE  FIRST SIX
       CHARACTERS OF THE  INCORRECT LINE-  THIS ELIMINATES THE
       ENTIRE LINE-

       CERTAIN CHARACTERS ARE NOT READ BY THE OPTICAL SCANNER
       UNDERSCORES, ASTERISKS,  DOLLAR SIGNS,  PLUS SIGNS AND


       PERCENT  SIGNS  CANNOT BE  USED.   THEY MUST  BE SPELLED
       OUT.

       THE NUMERAL  "ONE"  SHOULD BE 1*  NOT 1.

       THE PARENTHESIS MUST BE  <  > NOT  (  ).  '

       THE END  OF MESSAGE SYMBOLS VV OR  AiS MUST  BE AT THE
       END OF THE ENTIRE  TEXT.   DO NOT  USE IT ON ANY OTHER
       PAGE-  PLEASE  NOTE "YY"  IS NOT  THE  SAME AS "VV"  OR
       "rSA".

       IF  YOU HAVE  (3UESTIONS  ON CABLE  PREPARATION PLEASE
       CALL  OES/SCT ON b32-1045 AND  TALK  WITH THE SECRETARY
       HANDLING CHINA.

       Figure 9-5o.   Outgoing International Telegram, Detailed  Instructions

-------
CORRESPONDENCE
1320
7/12/85
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ACTION

















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M*MO^IM«


TO D


FROM: *

UNCLASSIFIED A-4^
epartment of State
mEmbassy Warsaw DATE. June 8,1983
12356
C°- JC^KX N/A
TAGS. K
SUBJECT.

REF.

Enclos
Totecti
last Eur
10460) a
'.or the
. TR_^_4

P_e — e
J_3 .1
J_ T— 1
Enclosu:
D.."«OOT QJ^,
SCI : EXurhanowicz
SCA. TPHY, PL
EPA/SFCP - Forwarding of Fiscal Reports
ed for forwarding to the Environmental
on Agency (attention: Gary R. Waxmonsky,
ope an Programs Manager, EPA, Washington, D.C.
re four copies each of the fiscal reports
following projects:
33-12 Dr. Kazimierz Bauman,
37-4 Or. Jerzy Kurbiel,
37-5 Dr. Wieslaw Gazdowicz ,
41 -EPA Dr. Wladyslaw Wysocki,
42-EPA Dr. Henryk Janiak.
res (as stated) ^— — '
UNCLASSIFIED
CkAl«i'iC*no«
6/8/83 331 ECON/SCT-Ti>r.^iap^
                                                             OC'AHTMCNT Of STATE
                                                             SOI47-102
                                                                       O-lll-tMIIW-li
                      Figure 9-6.   Departraent  of State Airgram

-------
CORRESPONDENCE                                                        M20
                                                                      7/12/85

                         CHAPTER 10 - FORMS OF ADDRESS

                               Table of Contents

PARAGRAPH                                                        PARAGRAPH
 TITLES                                                           NUMBERS

General Rules	  1
The White House	  2
Executive Office of the President	  3
The Vice President	  4
The Federal Judiciary	  5
The Congress	  6
Legislative Agencies	  7
Executive Departments	  8
Independent Agencies	  9
Military Services	 10
Diplomatic Corps	 11
The Organization of American States	 12
United Nations	 13
State and Local Governments	 14
Ecclesiastical Organizations	 15
School Officials	 16
Private Citizens	 17
Name of Addressee Unknown	 18

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                         CHAPTER 10 - FORMS OF ADDRESS

1.  GENERAL RULES.

     a.  Use the forms of address listed  in this chapter for salutations and
closings.

         (1)  Address all Presidential appointees and Federal and State elective
officials as "Honorable."  As a general rule, do not address county and city
officials as "Honorable", with the exception of mayors.  People once entitled
to "Judge," "General," "Honorable," or similar distinctive titles may retain
the title throughout their lifetime.

         (2)  Examples of salutations to persons in specific positions are
attached.  Note that when a man occupies the position, you should use the
title "Mr." before such formal terms as "President," "Vice President,"
"Chairperson," "Secretary," "Ambassador," and "Minister." When a woman occupies
the position, use the title "Madam" in place of "Mr."  Use "Mr." or "Ms."
to denote the appropriate gender when the surname rather than a formal title
follows. If there is doubt whether the correspondent is a man or woman, use
Mr./Ms.  The marital status of a woman is ordinarily not relevant to the
Agency's business and therefore the term "Ms." rather than "Miss" or "Mrs."
should be used routinely in Agency correspondence.  Substitute "Miss" or "Mrs."
only if it is the known preference of the woman addressed.  When addressing
a specific person, use either a title that is not gender-specific or a version
of that title that denotes the correct gender.  For example use "chairperson,"
"chair," or "chairwoman" to address a woman who chairs an organization, not
chairman.

     b.  Observe the following general rules when addressing communications
to individuals by name and/or title.

         (1)  Use open punctuation in addresses.

         (2)  Use figures for street numbers ten and above; spell out street
numbers below ten.

         (3)  Normally, you may use the state (or territorial possession)
abbreviation (listed in Chapter 12, figure 12-1) for the envelope address.
The letter writer may wish to convey a high degree of formality in a letter,
in which case, write out the complete state name.  Use the state abbreviation
on all memorandums that require a complete address.  You may use D.C. rather
than the District of Columbia on all types of correspondence.   Do not abbreviate
the name of a foreign country.
                                      10-1

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COF =£:= ?GN C£: C E
2.  THE WHITE HOUSE.
Addressee
The President
Assistant to the
  President
Secretary to the
  President
Secretary to the
  President (with
  military rank)
 Envelope &
Letter Address

The President
The White House
Washington, D.C. 20500

Honorable (full name)
Assistant to the President
The White House
Washington, D.C. 20500

Honorable (full name)
Secretary to the President
The White House
Washington, D.C. 20500
   Salutation and
Complimentary Close

Dear Mr./Madam President:
  Respectfully,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours.,
(Full rank) (full name)     Dear (rank) (surname);
Secretary to the President    Sincerely yours,
The White House
Washington, D.C.  20500
3.  EXECUTIVE OFFICE OF THE PRESIDENT.
Director of Office
  of Management
  and Budget
Honorable (full name)
Director
Office of Management
  and Budget
Washington, D.C. 20503
Dear Mr./Ms. (surname):
  Sincerely yours,
4.  THE VICE PRESIDENT.
The Vice President
  The President of
    the Senate
The Vice President of
  the United States
Washington, D.C. 20510

  Honorable (full name)
  President of the Senate
  Washington, D.C. 20510
  5.  THE FEDERAL JUDICIARY.
  The Chief Justice
  Honorable (full name)
  The Chief Justice of
    the United States
  Washington, D.C. 20543
Dear Mr./Madam Vice
  President:
Sincerely yours,

  Dear Mr./Madam-President:
    Sincerely yours,
  Dear Mr./Madam Chief
    Justice:
    Sincerely yours,
                                      10-2

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CORRESPONDENCE
Associate Justice
                                               L320
                                               7/12/85
U.S. Court of Claims
Honorable (full name)
Associate Justice
The Supreme Court of
  the United States
Washington, D.C. 20543

Honorable (full name)
Chief Judge, United States
  Court of Claims
Washington, D.C. 20544
Administrative Office  Honorable (full name)
  of the U.S. Courts   Director, Administrative
                         Office of the United
                         States Courts
                       Washington, D.C. 20544
6.  THE CONGRESS.
Senate President
President Pro Tempore
  of the Senate
Senate Majority
  Leader
Secretary of the
  Senate
Sergeant at Arms
  (Senate and House)
Honorable (full name)
President of the Senate
Washington, D.C. 20510

Honorable (full name)
President Pro Tempore
United States Senate
Washington, D.C. 20510

Honorable (full name)
Majority Leader
United States Senate
Washington, D.C. 20510

Honorable (full name)
Secretary of the Senate
United States Senate
Washington, D.C. 20510

Honorable (full name)
Sergeant at Arms
United States Senate
Washington, D.C. 20510
       or
House of Representatives
Washington, D.C. 20515
Dear Mr./Madam Justice
  (surname):
  Sincerely yours,
Dear Judge
  (surname):
  Sincerely yours,
                            Dear Mr./Ms.(surname)
                              Sincerely yours,
Dear Mr./Madam President:
  Sincerely yours,
Dear Senator
  (surname):
  Sincerely yours,
Dear Senator
  (surname):
  Sincerely  yours,
Dear Mr./Ms.  (surname)
  Sincerely yours
Dear Mr./Ms.  (surname):
  Sincerely yours,
                                       10-3

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CORRESPONDENCE
Sneaker of the House
Clerk of the House
  of Representatives
Architect of the
  Capitol
Chair of Senate
  ConntLttee
Chair of House
  Committee
Chair of a Joint
  Conmittee
                                               1320
                                               7/12/85
Chair of Senate
  Subconnti. ttee
Chair of House
  Subcommittee
Honorable  (full name)
Speaker of the House
  of Representatives
Washington, D.C. 20515

Honorable  (full name)
Clerk of the House
  of Representatives
Washington, D.C. 20515

Honorable  (full name)
Architect  of the Capitol
Washington, D.C. 20510

Honorable  (full name)
Chaiman/Chai rwonan
Conmittee  on (name)
United States Senate
Washington, D.C. 20510

Honorable  (full name)
Chairman/Chairwoman
Committee on (name)
House of Representatives
Washington, D.C. 20515

Honorable  (full name)
Chairnan/Chai rwonan
Joint Committee on
(full name)
Congress of the United
  States
Washington, D.C. 20515

Honorable  (full name)
Chairman/Chairwoman
Subcommittee on (name)
(Name of parent cotimittee)
United States Senate
Washington, D.C. 20510

Honorable  (full name)
Chairman/Chairwoman
Subcommittee on (name)
(Name of parent committee)
House of Representatives
Washington, D.C. 20515
Dear Mr./Madam Speaker:
  Sincerely yours,
Dear Mr./Ms.  (surname):
  Sincerely yours.
Dear Mr./Ms.  (surname)
  Sincerely yours.
Dear Mr. Chairman:/
Dear Madam Chairwoman:
  Sincerely yours.
Dear Mr. Chairman:/
Dear Madam Chairwoman:
  Sincerely yours,
Dear Mr. Chairman:/
Dear Madam Chairwoman:
  Sincerely yours.
Dear Mr. Chairman:/
Dear Madam Chairwoman:
  Sincerely yours,
Dear Mr. Chairman:/
Dear Madam Chairwoman:
  Sincerely yours,
                                      10-4

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CORRESPONDENCE
Senator
  (in Washington)
  (away from
   Washington)
Senator-elect
                                                1320
                                               7/12/85
Former Senator
Office of a Deceased
  Senator
Senate Committee
  Staff Official
Representative
  (in Washington)
  (away from
   Washington)
  (member of the
   medical profes-
   sion also)

Represe nta t ive-elect
Honorable  (full name)
United States Senate
Washington,  D.C.  20510

Honorable  (full name)
United States Senator
(Local address) 00000

Honorable  (full name)
Senator-elect
United States Senate
Washington,  D.C.  20510

Honorable  (full name)
(Local address) 00000
Secretary to the late
Senator (full name)
United States Senate
Washington, D.C. 20510

Mr./ Ms. (full name)
(Title)
Committee on (name)
United States Senate
Washington, D.C. 20510

Honorable (full name)
House of Representatives
Washington, D.C. 20515

Honorable (full name)
Member, United States
  House of Representatives
(Local address) 00000

Honorable (full name)
House of Representatives
Washington, D.C. 20515

Honorable (full name)
Representat ive-elect
House of Representatives
Washington, D.C. 20515
Dear Senator
  (surname):
  Sincerely yours,

Dear Senator
  (surname):
  Sincerely yours,

Dear Mr./Ms. (surname):
  Sincerely yours,
Dear Senator
  (surname):
  Sincerely yours,

Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Dr. (surname):
  Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
                                      10-5

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CORRESPONDENCE
                                                L320

                                               7/12/35
Representative at
  Large
Former Representative


Office of a Deceased
  Representative
House Conmittee Staff
  Official
Honorable  (full name)
House of Representatives
Washington, D.C. 20515

Honorable  (full name)
(Local address) 00000

Secretary  to the late
Honorable  (full name)
House of Representatives
Washington, D.C. 20515

Mr./Ms. (full name)
(Title)
Committee  on (name)
House of Representatives
Washington, D.C. 00000
7.  LEGISLATIVE AGENCIES.
Librarian of Congress
  (Head of the
   Library of
   Congress)
Honorable (full name)
Librarian of Congress
Washington, D.C. 20540
Comptroller General    Honorable (full name)
  of the United States Comptroller General
                         of the United States
                       Washington, D.C. 20548

Public Printer (Head   Honorable (full name)
  of the U.S. Gov-
  ernment Printing
  Office)
Public Printer
U.S. Government Printing
  Office
Washington, D.C. 20401
8.  EXECUTIVE DEPARTMENTS.
Members of the Cabi-
  net, and heads of
  the military de-
  partments addressed
  as "Secretary"
Honorable (full name)
Secretary of the (Title)
Washington, D.C. 20412
Dear Mr./Ms.(surname):
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,

Dear Mr./Ms.(surname):
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
                            Dear Mr./Ms. (surname)
                              Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
Dear Mr./Madam Secretary:
  Sincerely yours,
                                      10-6

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CORRESPONDENCE
                                                1320

                                                7/12/85
Titles for Cabinet Secretaries are: Secretary of State; Secretary of the
Treasury; Secretary of Defense; Secretary of the Interior; Secretary of
Agriculture; Secretary of Commerce; Secretary of Labor; Secretary of Health
and Human Services; Secretary of Housing and Urban Development; Secretary of
the Department of Transportation; Secretary of Education; and Secretary of
Energy.
Attorney General
  (Head of the
   Department of
   Justice)

Deputy, Under/ and
  Assistant
  Secretaries
Honorable  (full name)
The Attorney General
Washington, D.C. 20530
Honorable (full name)
Deputy  (Under or Assist-
  ant)
  Secretary of the (Title)
Department of the (Title)
(Local address) 00000
Dear Mr./Madam Attorney
  General:
  Sincerely yours,
Dear Mr./Ms. (surname):
  Sincerely yours,
9.  INDEPENDENT AGENCIES.
Postmaster General
  United States
  Postal Service
Honorable (full name)       Dear Mr./Ms. Postmaster
The Postmaster General        General:
United States Postal Service  Sincerely yours,
Washington, D.C. 20260
Deputy and Assistant
  Postmaster General
Head of a Federal
  Agency, Adminis-
  tration, Authority,
  Board, Corporation,
  Institution,  or
  System
Honorable (full name)
Deputy Postmaster General
  United States Postal
  Service
Washington, D.C. 20260

Honorable (full name)
(Title), (name of agency)
(Local address) 00000
Dear Mr./Ms.(surname)
  Sincerely yours,
Dear Mr./Ms.(surname)
  Sincerely yours,
                       or, if the incumbent has a military title:

                       Major General (full name)   Dear General
                       President, (name of corpo-    (surname):
                         ration)                    Sincerely yours,
                       (Local address) 00000
                                      10-7

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CORRESPONDENCE
Head of a subor-
  dinate organiza-
  tion within an
  independent agency
                                               1320
                                               7/12/35
Mr./Ms. (full name)
(Title), (name of organ-
  ization)
(Name of agency)
(Local address) 00000
Dear Mr./Ms. (surname):
  Sincerely yours,
                       or, if the incumbent has a military title:
Chair of a
  Commission
Member of a
  Commission
Chair of a
  Board
Rear Admiral (full name)
(Title)
(Name of agency)
(Local address) 00000

Honorable (full name)
Chairman/Chairwoman
(name of Commission)
(Local address) 00000

Honorable (full name)
Member, (name of Commis-
  sion)
(Local address) 00000

Honorable (full name)
Chairman/Chairwcman
(name of Board)
(Local address) 00000
                                                   Dear Admiral
                                                     (surname):
                                                     Sincerely  yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
10.  MILITARY SERVICES.

     a.  Army (USA), Air Force (USAF)
         Marine Corps (USMC)	
General, Lieutenant
  General, Major Gen-
  eral, Brigadier
  General
Colonel, Lieutenant
  Colonel
Major
(Full rank) (full name)
  (abbreviation of service
   designation)
(Post office address of
  organization and zip cede)

(Same as above)
Dear General
  (surname):
  Sincerely yours,
(Same as above)
Dear Colonel
  (surname):
  Sincerely yours,

Dear Major
  (surname):
  Sincerely yours,
                                      10-8

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CORRESPONDENCE
Captain
                                               1320
                                               7/12/85
(Same as above)
First Lieutenant       (Same as above)
  Second Lieutenant
Chief Warrant Officer, (Same as above)
  Warrant Officer

Master Sergeant, Ser-  (Same as above)
  geant Major, First
  Sergeant, Platoon
  Sergeant, Techni-
  cal Sergeant, Staff
  Sergeant, Sergeant
Corporal
(Same as above)
Private First Class,   (Same as above)
  Private
     b.  Navy (USN), Coast Guard (USCG)
Fleet Admiral,
  Admiral, Vice
  Admiral, Rear
  Admiral

Captain
Commander
(Same as above)
(Same as above)
(Same as above)
Lieutenant Commander,  (Same as above)
  L ieu tenant,  L ieu-
  tenant (JG), Ensign,
  Warrant Officer
Dear Captain
  (surname):
  Sincerely yours,

Dear Lieutenant
  (surname):
  Sincerely yours,

Dear Mr./Ms. (surname)
  Very truly yours,

Dear Sergeant
  (surname):
  Very truly yours,
Dear Corporal
  (surname):
  Very truly yours,

Dear Private
  (surname):
  Very truly yours,
Dear Admiral
  (surname):
  Sincerely yours,
Dear Captain
  (surname):
  Sincerely  yours,

Dear Commander
  (surname):
  Sincerely  yours,

Dear Mr./Ms.(surname)
  Sincerely  yours,
                                      10-9

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CORRESPONDENCE
     c. Retired
        Officer
11.  DIPLOMATIC CORPS.
American Ambassador
American Minister
Foreign Ambassador in
  the United States
Foreign Minister in
  the United States
                                               i320
                                               7/12/85
(Same as above)
(Local address) 00000
Honorable (full name)
American Ambassador
(City), (Country)

Honorable (full name)
American Minister
(City), (Country)

His/Her Excellency
(full name)
Ambassador of (Country)
(Local address) 00000

Honorable (full name)
Minister of (Country)
(Local address) 00000
Dear (rank)
  (surname):
  Sincerely yours,
Dear Mr./Madam
Ambassador:
  Sincerely yours,

Dear Mr./Madam Minister:
  Sincerely yours,
Dear Mr./Madam Ambassador:
  Sincerely yours,
Dear Mr./Madam Minister:
  Sincerely yours,
12.  THE ORGANIZATION OF AMERICAN STATES.
Secretary General of
  the Organization of
  American States
United States Repre-
  sentative on the
  Council of the Or-
  ganization of Ameri-
  can States
13.  UNITED NATIONS.

United States Repre-
  sentative to the
  United Nations
Honorable (full name)
Secretary General of the
  Organization of Ameri-
  can States
Pan American Union
Washington, D.C. 20006

Honorable (ful1 name)
United States Representa-
  tive on the Council of
  Organization of Ameri-
  can States
Department of State
Washington, D.C. 20502
Honorable (full name)
United States Representa-
  tive to the United
  Nations
Department of State
Washington, D.C. 20520
Dear Mr./Madam Secretary
  General:
  Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
                                     10-10

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CORRESPONDENCE
                                               L320
                                               7/12/S5
14.  STATE AND LOCAL GOVERNMENTS.
Governor of a State
Acting Governor of a
  State
Treasurer, Comptrol-
  ler, or Auditor
  of a State
State Senator
State Representative
Mayor
Honorable (full name)       Dear Governor
Governor of (name of State)   (surname):
(City), (State) 00000         Sincerely yours,
Honorable (full name)
Acting Governor of (name
  of State)
(City), (State) 00000

Honorable (full name)
State Treasurer (Comp-
  troller) (Auditor)
(City), (State) 00000

Honorable (full name)
(Name of State) Senate
(City), (State) 00000

Honorable (full name)
(Name of State) House of
  Representat ives
(City), (State) 00000

Honorable (full name)
Mayor of (name of city)
(City), (State) 00000
15.  ECCLESIASTICAL ORGANIZATIONS.
Minister, Pastor, or
  Rector (with doc-
    toral degree)

Minister, Pastor, or
  Rector (without
  doctoral degree)

Rabbi (with doctoral
  degree)

Rabbi (without doc-
  toral degree)
Reverend (full name)
(Title), (name of church)
  (Local address) 00000

Reverend (full name)
(Title), (name of church)
(Local address) 00000

Rabbi (full name)
(Local address) 00000

Rabbi (full name)
(Local address) 00000
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname)
  Sincerely yours,
Dear Mr./Ms. (surname):
  Sincerely yours,
Dear Mayor
  (surname):
  Sincerely yours,
Dear Dr.  (surname):
  Sincerely yours,
Dear Mr./Ms.  (surname)
  Sincerely yours,
Dear Dr.  (surname);
  Sincerely yours,

Dear Rabbi
  (surname):
  Sincerely yours,
                                     10-11

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CORRESPONDENCE
Catholic Cardinal
                                               1320
                                               7/12/S5
Catholic Archbishop
Catholic Bishop
Catholic Monsignor
  (Higher rank)
Catholic Monsignor
  (Lower rank)
Catholic Priest
Mormon Bishop
Protestant Episco-
  pal Bishop
Protestant Episcopal
  Dean
Methodist Bishop
His Eminence (Christian
  name)
  Cardinal (surname)
Archbishop of (province)
(Local address) 00000

The Most Reverend (full
  name)
Archbishop of (province)
(Local address) 00000

The Most Reverend (full
  name)
Bishop of (province)
(Local address) 00000

The Right Reverend (full
  name)
(Local address) 00000
Dear Cardinal
  (surname):
  Sincerely yours,
Dear Archbishop
  (surname):
  Sincerely yours,
Dear Bishop
  (surname):
  Sincerely yours,
Dear Monsignor
  (surname):
 Sincerely yours,
The Very Reverend Monsignor Dear Monsignor
  (full name)                 (surname):
(Local address) 00000         Sincerely yours,
Reverend (full name)
  (add initials of order,
   if any)
(Local address) 00000

Bishop (full name)
Church of Jesus Christ
  of Latter-day Saints
(Local address) 00000

The Right Reverend (full
  name)
Bishop of (name)
(Local address) 00000

The Very Reverend (full
  name)
Dean of (church)
(Local address) 00000

The Reverend (full name)
Methodist Bishop
(Local address) 00000
Dear Father
  (surname):
  Sincerely yours,
Dear Bishop
  (surname):
  Sincerely yours,
Dear Bishop
  (surname):
  Sincerely yours,
Dear Dean
  (surname):
  Sincerely yours,
Dear Bishop
  (surname):
  Sincerely yours,
                                     10-12

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CORRESPONDENCE
Seventh-day Advent-
  ist Minister
Chaplain (military
  services)
16.  SCHOOL OFFICIALS.

President of a uni-
  versity or college
  (with a doctoral
  degree)

President of a uni-
  versity or college
  (without a doc-
  toral degree)

Dean of a school
  (with a doctoral
  degree)
Dean of a school
  (without a doc-
  toral degree)
Professor (with doc-
  toral degree)
Professor (without
  doctoral degree)
                                               1320
                                               7/12/85
Pastor (full name)
Minister (name of church)
(Local address) 00000

Chaplain (full name)
(Rank, service designa-
  tion)
(Post office address of
  organization and station)
Dr. (full name)
President (name of
  institution)
(Local address) 00000

Mr./Ms. (full name)
President, (name of
  institution)
(Local address) 00000

Dr. (full name)
Dean, School of (name)
(Name of institution)
(Local address) 00000

Dean (full name)
School of (name)
(Name of institution)
(Local address) 00000

Dr. or Professor (full
  name)
Department of (name)
(Name of institution)
(Local address) 00000

Professor (full name)
Department of (name)
(Name of institution)
(Local address) 00000
Dear Pastor
  (surname):
  Sincerely yours,

Dear Chaplain
  (surname):
  Sincerely yours,
Dear Dr. (surname):
  Sincerely yours,
Dear Mr./Ms.  (surname):
  Sincerely yours,
Dear Dr.  (surname):
  Sincerely yours,
Dear Dean (surname)
  Sincerely yours,
Dear Dr.  (surname):
  or Dear Professor
  (surname):
  Sincerely yours,
Dear Professor
  (surname):
  Sincerely  yours,
                                     10-13

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CORRESPONDENCE


17.  PRIVATE CITIZENS.

Lawyer



Physician


One individual


Two individuals
                                               1320

                                               7/12/85
Mr./Ms.  (full name)
Attorney at Law
(Local address) 00000

(Full name), M.D.
(Local address) 00000

Mr./Ms.  (full name)
Three individuals
Mr. and Ms. (full name)
                       Mr. (full-name)
                       Mr. (full name)
                       Ms. (full name)
                       Ms. (full name)
Messrs, (surnames)
                       Mesdames (surnames]
18.  NAME OF ADDRESSEE UNKNOWN.
Unknown
Unknown
(Occupational title, job
  title, or office if
  known: Steel Worker,
  Chemical Worker, Vice
  President of Finance,
  Engineering Department,
  etc.)
(Local address) 00000

Occupant (if a general
  mass mailing to home
  address)
(Local address) 00000
Dear Mr./Ms. (surname)
  Very truly yours,
Dear Dr. (surname):
  Very truly yours,

Dear Mr./Ms. (surname)
  Very truly yours,

Dear Mr. and Ms.
  (surname):
  Very truly yours,

Dear Mr. (surname)
  and Mr. (surname):
  Very truly yours,

Dear Ms. (surname)
  and Ms. (surname):
  Very truly yours,

Gentlemen:  or Sirs:
  Very truly yours,

Mesdames:
  Very truly yours,
Dear Reader:
  Very truly yours,
Dear Reader:
  Very truly yours,
                                     10-14

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CORRESPONDENCE                                                        L320
                                                                      7/12/85

Unknown                (Area of interest if        Dear Reader:
                         known:  Environmen-         Very truly  yours,
                         talist, Health Effects
                         Scholar, Jogging En-
                         thusiast, etc.)
                       (Local address) 00000
                                     10-15

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CORRESPONDENCE                                                        1320
                                                                      7/12/85

                          CHAPTER 11 - LEGAL CITATIONS

                               Table of Contents

PARAGRAPH                                                             PARAGRAPH
 TITLES                                                                NUMBERS

Standardization	  1
Congressional Publications	  2
Statutes	  3
Federal Register Material	  4
Decisions	  5

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CORRESPONDENCE                                                         L320
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                          CHAPTER 11 - LEGAL CITATIONS

1.  STANDARDIZATION.  This chapter establishes a uniform style of citing
congressional material, statutes, certain publications and Federal court cases.
emitted are forms of legal citations in briefs or other strictly legal
materials prepared by attorneys, and forms of citations to publications or
materials peculiar to one agency, such as Internal Revenue Rulings, Patent
Office decisions, and treaties.

2.  CONGRESSIONAL PUBLICATIONS.  A citation of a congressional publication
includes a reference to the Congress and session.

        H.R. 416, 81st Congress, 1st sess.

    a.  Bills, Resolutions, Documents, and Reports.

                                             House           Senate
        Bills	H.R. 416        S. 116
        Resolutions	H. Res. 5       S. Res. 50
        Concurrent resolutions	H. Con. Res. 10 S. Con. Res 17
        Joint resolutions	H.J. Res. 21    S.J. Res. 45
        Documents	H. Doc. 35      S. Doc. 62
        Reports	H. Rept. 214    S. Rept. 410

    b.  Hearings.

        Hearings before the Senate Committee on Interstate and Foreign Commerce
          on H. R. 11662, 74th Cong., 2d sess., p. 163.

    c.  Congressional Record.  Since the page numbers of the daily edition of
the Congressional Record do not match those of the bound volumes the date must
be included in the citation of the daily edition.  The bound volume may be
cited by volume and page.

        Bound volume:  94 Cong. Rec. 917
        Daily edition:  106 Cong. Rec. 2844 (Feb. 22, 1960); or Cong.
          Rec., Feb. 22, 1960, p. 2844

3.  STATUTES.

    a.  The Constitution.

        United States Constitution, art. V, sec. 2; or U.S. Const., art.
          V, sec.2

    b.  Current Slip Laws.

        Public Law 85-143, approved August 14, 1957; or Act of August  14,
          1957 (Public Law 85-143)


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    c.  Revised Statutes.
        R.S. 3679; or Section 3679, Revised Statutes

    d.  Statutes at Large

        The act of August 14, 1957, 71 Stat. 366
        Section 14 of the act of August 28, 1957, 71 Stat. 447.   (When a
          particular section of an act is cited, the page number  reference
          is to the page where that section appears and not to the page
          where the act begins.)
        The Labor-Management Relations Act, 1947, 61 Stat. 136.   (When
          the Congress has given an act a popular name, you may cite the
          act by that name.)

    e.  United States Code.

After a statute is included in the United States Code, it is sufficient for
most purposes to cite the date of the act, and the code reference:

        Section 15 of the act of August 2, 1946 (5 U.S.C. 55a)

For some purposes, it is desirable to cite the Statutes at Large, as well as
the United States Code:

        Act of June 8, 1948, 52 Stat. 633, as amended; 23 U.S.C.  lOb

When a title of the United States Code has been enacted into positive law, the
citation is to the Code only.  As a rule, the act itself specifies the correct
form of citation.

4.  FEDERAL REGISTER MATERIAL.

    a.  The Federal Register.

        24 F.R. 8081

    b.  Code of Federal Regulations.

        1 CFR 30.3 (This reference signifies title 1, Code of Federal
          Regulations, part 30, section 3.)

    c.  Executive Orders.

        Executive Order No. 10006 of October 9, 1948

    d.  Proclamations.

        Proclamation No. 3279 of March 10, 1959
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5.  DECISIONS.

    a.  Court Decisions.  Court cases are cited by the name given in the
official report, the volurc and page of the report, and the date of the decision.

        Supren« Court:  Isham v. Jones, 293 U.S. 64 (1935); Smith v.
          Orton, 21 Howard 241 (1858)
        District courts:  Kidder v. Lathrop, 43 F. Supp. 4 (S.D. Calif.
          1944)
        Federal courts of appeals:  Martin v. Nourse, 19 F. 2d 842
          (9th Cir. 1927)
        Court of Claims:  Carroll v. United States, 117 C. Cls. 53


    b.  Attorney General's Opinions.

        39 Op. Atty. Gen. 541

    c.  Comptroller General's Decisions.

        Published:  28 Corap. Gen.  547
        Unpublished:  B-92533, February 28,  1950
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