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.
SERIES
NUMBER
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DATE
INI-
TIAL.
'
SERIES
NUMBER
DATE
INI-
TIAL.
SERIES
NUMBER
DATE
INi 1-
T 1 A l_
EP* Form 1315-4 (Rev 7-731
EVOUS EDITIONS ««E OBSOLETE
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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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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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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
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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
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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.
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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.
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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
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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
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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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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)
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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,
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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.
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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
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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.
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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
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CORRESPONDENCE 1320
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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.
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CORRESPONDENCE 1320
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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
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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
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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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Courteey Copy (Mill* Lectciheed
Tell.« Oftlcl.l ril. Copy \
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•• Ulth copy of control ellp II Incoming docmenl ll controlled by All
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CORRESPONDENCE 1320
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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
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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
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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)
-------
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
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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
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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.
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CORRESPONDENCE 1320
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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.
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CORRESPONDENCE 1320
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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
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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)
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CORRESPONDENCE 1320
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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°
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•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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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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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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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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Standard and Optional Form* Faciunil* Handbook
CONVERSATION RECORD | ""
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Figure 4-5. Record of Camu meat ion
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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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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.
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(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;
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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
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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
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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
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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
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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
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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
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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)
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(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).
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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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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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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
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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
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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.
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CORRESPONDENCE 1320
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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.
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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.
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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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CORRESPONDENCE 1320
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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
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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.
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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.
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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:
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CORRESPONDENCE i320
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(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
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CORRESPONDENCE 1320
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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.
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1320
7/12/85
•"""• Dole. Hollis M.
National Association of Solid Haste Handlers
•UBJVCT MO OATI
Invitation to speak on 8-6-83
3
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Mr Smith
o«w 7-21-83
NBfflV MMff TO
9
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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
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10
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8
PAFwm 11*0-1 IM-TZI
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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
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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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CORRESPONDENCE 1320
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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
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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
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CORRESPONDENCE 1320
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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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CORRESPONDENCE 1320
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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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CORRESPONDENCE 1320
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(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,
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CORRESPONDENCE 1320
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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
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CORRESPONDENCE 1320
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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
-------
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
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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
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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
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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
-------
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
-------
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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12356
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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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
-------
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
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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,
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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
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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,
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CORRESPONDENCE
17. PRIVATE CITIZENS.
Lawyer
Physician
One individual
Two individuals
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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,
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CORRESPONDENCE L320
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Unknown (Area of interest if Dear Reader:
known: Environmen- Very truly yours,
talist, Health Effects
Scholar, Jogging En-
thusiast, etc.)
(Local address) 00000
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CORRESPONDENCE 1320
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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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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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CORRESPONDENCE
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
11-
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