UNITED STATES
ENVIRONMENTAL PROTECTION AGENCY
CORRESPONDENCE AND COMMUNICATION MANUAL
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Correspondence and Communication Manual
INTRODUCTION
The "United States Environmental Protection Agency Correspondence and
Communication Manual" provides Agency wide guidelines for preparing
correspondence. The Manual also ensures compliance with the regulatory
requirements of the "Federal Information Resources Management Regulation"
(FIRMR).
Much of EPA communication, whether internal interoffice, with other
federal agencies, or with the public, is through the written word. All
correspondence, therefore, must be cordial, responsive, correctly written, and
attractive. Positive action must be taken to meet high standards of writing.
The development of quality letters and memorandums improves agency
effectiveness, and prompt replies render efficient service to the public and gain
good will for the Agency.
The models of address, salutation, and complimentary close frequently
depend upon the background, experience, and personal relationship of those
signing and receiving the letter as well as the purpose of the letter. The
examples contained in this manual are conventional forms for general use and
may vary under certain circumstances.
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
CORRESPONDENCE AND COMMUNICATION MANUAL
CONTENTS OF CHAPTERS
Chapter
Numbers
INTRODUCTION
CORRESPONDENCE POLICY I
LETTERS II
MEMORANDUMS Ill
EXECUTIVE AND CONGRESSIONAL CORRESPONDENCE IV
INTERNATIONAL CORRESPONDENCE AND COMMUNICATION . . V
PRIVACY ACT/FREEDOM OF INFORMATION VI
TELEGRAMS, CABLEGRAMS, AND FACSIMILE COMMUNICATION!
LEGAL CITATION VIII
NUMERALS APPENDIX A
CAPITALIZATION APPENDIX B
PUNCTUATION AND WORD USAGE APPENDIX C
FORMS OF ADDRESS APPENDIX D
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CONTENTS OF CHAPTER I
CORRESPONDENCE POLICY
Page
I. PURPOSE 1-1
II. OBJECTIVES 1-1
III. STANDARDIZATION 1-1
IV. DEFINITION OF CORRESPONDENCE 1-1
V. CORRESPONDENCE CONVENTION 1-2
VI. REFERENCES 1-2
VII. WRITING STYLE 1-2
A. Style 1-3
B. Responsiveness 1-3
C. Tone 1-3
D. Form 1-4
VIII. CUTTING CORRESPONDENCE COSTS 1-5
A. The Telephone/Voice Mail 1-5
B. The Direct Approach 1-5
C. Dictation 1-5
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Correspondence and Communication Manual
Page
D. Form Letters and Memorandums 1-5
E. Proofing and Editing 1-5
F. Responding to Routine Requests for Information .... 1-6
G. Mailing Lists 1-6
IX. SENSITIVE/CLASSIFIED INFORMATION 1-6
A. Sensitive Information 1-6
B. For Official Use Only 1-7
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Correspondence and Communication Manual
CHAPTER I
CORRESPONDENCE POLICY
I. PURPOSE
This Manual specifies the policies, standards, and formats to be
used by anyone who writes, edits, reviews, signs, types, files, or
controls correspondence Agency wide. Proper use of this manual
and the supplementary references in it will improve the quality,
management, and control of correspondence.
II. OBJECTIVES
The objectives of correspondence management are to limit
correspondence to essential requirements, to improve the quality of
necessary correspondence, to provide prompt replies, and to
provide for the creation of correspondence in an economical and
efficient manner and in accordance with the "Federal Information
Resources Management Regulation" (FIRMR), Subpart 201-45.102,
"Correspondence Management."
III. STANDARDIZATION
WordPerfect 5.0/5.1 or other software compatible with Spellcheck
is the preferred wordprocessing software to be used in the Agency.
Ten (10) pitch is the preferred standard size type to be used
Agencywide.
IV. DEFINITION OF CORRESPONDENCE
In this manual, "correspondence" refers to any written form of
communication such as letters, notes, memorandums (action,
decision, information), facsimiles, telegrams, and cablegrams.
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V. CORRESPONDENCE CONVENTION
In this manual, sections that apply specifically to the Administrator
and Deputy Administrator are printed in bold. Underlining is used
for emphasis.
VI. REFERENCES
This manual provides guidance on EPA standards for grammar,
punctuation, capitalization, abbreviations, spelling, and format.
Essential tools to be used are
United States Government Printing Office Style Manual.
Washington, D.C.: United States Government Printing
Office, 1984.
Webster's New World Thesaurus. New York: Prentice Hall
Press, 1985.
Webster's Secretarial Handbook. Springfield, MA: Merriam
Webster, Inc., 1983.
Webster's II New Riverside University Dictionary. Boston:
Houghton Mifflin Co., 1989.
Strunk William Jr. and E. B. White, The Elements of Style. 3rd
ed. New York: Macmillan Co., 1979.
VII. WRITING STYLE
No matter what form the correspondence takes, observe the
following:
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A. Style
Write concisely. Avoid unnecessary words.
Break complex sentences into simple ones.
Do not use a long or unusual word when a simple one will
do.
Be direct, not roundabout or stiff. Be clear. Use passive
voice judiciously.
Avoid the use of jargon, acronyms, and insider terminology.
Follow the opening with a few words describing the
incoming letter. Avoid restating the whole incoming letter in
the first sentence.
B. Responsiveness
Answer the question that was asked. Be frank and
responsive, but do not add gratuitous information. Do not
confuse the reader. If you are deliberately proposing an
incomplete response, attach an explanation so that reviewers
know your purpose.
Be sure the response has an Agencywide perspective;
coordinate with other offices. Be sure the facts are correct.
C. Tone
Be friendly and respectful. Treat governmental and
environmental organizations as partners.
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Be sincere, not heavyhanded or defensive, particularly with
members of Congress. Present your subject as positively as
possible.
Be aware of protocol.
Do not give directions to the correspondent.
Be personable. Use a personable and conversational, yet
professional, tone.
D. Form
Be sure to include the incoming letter and background or
explanatory material in the correspondence package. These
inclusions help reviewers evaluate the response. Do not use
right-margin justification for letters or memorandums.
Take care to make the letter attractive. Adjust the letter's
spacing to assure that the signature-block page has at least a
full paragraph of text whenever applicable.
Be cautious with dated references. Such references may be
affected by delays in signing correspondence. For example,
use "recent meeting" rather than "last week's meeting."
Do not include the year for dates in the recent past. When
used, the year is not followed by a comma, unless the
sentence would otherwise need one.
Be sure that legal citations and names of people,
organizations, and legislation are accurate.
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VIII. CUTTING CORRESPONDENCE COSTS
A. The Telephone/Voice Mail
If a written reply is not essential, telephone. A call is faster
and often more effective. You may leave a message with the
date and substance of the call.
B. The Direct Approach
If the person you wish to communicate with is nearby and a
written record is not necessary, meet with the person.
C. Dictation
If a stenographer or recording device is available, dictate.
Dictation is usually faster than writing longhand.
D. Form Letters and Memorandums
If your office regularly answers requests for similar
information from several correspondents, you may want to
design a form letter. Some of the benefits of a form letter
are (1) faster reply; (2) less typing; (3) more productivity;
and (4) no errors.
E. Proofing and Editing
Proofread your work carefully and use an automated
spellcheck function. 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. To save time and avoid confusion, write and edit
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legibly. Be certain that everything is included in the package
and assembled properly when it leaves your office.
F. Responding to Routine Requests for Information
When responding to routine requests for information or
publications, return the requester's letter with the material.
G. Mailing Lists
All mailing lists should be updated continually to insure that
they are current. They should be reviewed periodically also
to be sure that they are serving their intended purposes.
IX. SENSITIVE/CLASSIFIED INFORMATION
A. Sensitive Information
EPA employees are individually responsible for exercising
alertness and discretion in handling sensitive documents.
Perform the preparation, transmittal, maintenance, and
disposition of sensitive correspondence in accordance with
policies in these Agency manuals:
Security Manual, dated 2/6/81
TSCA Confidential Business Information (CBI) Manual, 1985
ed.
Contractor Requirements for the Control and Security of
TSCA, 1985 ed.
Facilities Management Service Division (FMSD) Security
Volume, dated 7/16/86
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Privacy Act Manual, 1986 ed.
Records Management Manual, 1984 ed.
B. For Official Use Only
Some EPA correspondence contains nonclassified information
of a sensitive nature that requires protection from disclosure
to unauthorized persons without an official "need-to-know"
status. For such correspondence, type the administrative
control designation. Safeguard all correspondence containing
the "FOR OFFICIAL USE ONLY" designation. Put it in a
locked cabinet when not in use, and transmit it in a sealed
envelope.
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CONTENTS OF CHAPTER II
LETTERS
Page
I. GENERAL II-l
II. STATIONERY II-l
III. MARGINS II-l
IV. DATE II-2
A. Date Included 11-2
B. Omitted II-2
V. INSIDE ADDRESS II-2
VI. SALUTATION II-3
VII. BODY OF LETTER II-3
A. Vertical Spacing II-3
B. Paragraphs II-3
C. Long Quotations II-4
VIII. SUCCEEDING PAGES II-4
XI. COMPLIMENTARY CLOSE II-4
X. SIGNATURE BLOCK II-5
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A. Typed Signature II-5
B. Signing-Official Unknown II-5
C. Acting-Official Signature II-5
XI. ENCLOSURES II-6
A. Identified Enclosure II-6
B. Unidentified Enclosure II-7
C. Material Under Separate Cover II-7
XII. COPIES II-7
A. Yellow Official File II-8
1. Preparation II-8
2. Concurrence II-8
B. Reading or Chronological File II-8
C. Courtesy Copies II-9
1. External Courtesy Copy II-9
2. Internal Courtesy Copy II-9
D. Blind Courtesy Copy (bcc:) 11-10
XIII. IDENTIFICATION OF OFFICE, WRITER, AND TYPIST 11-10
A. Identification (Legend Line) 11-10
B. Rewritten or Retyped Correspondence 11-11
C. Coauthorship 11-11
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XIV. ENVELOPES 11-11
A. Envelope Selection Guidelines 11-12
B. Correct Way to Address Envelopes 11-12
C. Return Address on Envelopes and Labels 11-14
D. Mail Codes and Organizational Codes 11-14
E. Window Envelopes 11-14
XV. ASSEMBLY OF FOLDER 11-14
A. Placement of Envelope 11-15
B. Routing Slip 11-15
XVI. MULTIPLE-SIGNED LETTERS, PETITIONS, AND
RESOLUTIONS 11-15
A. Responding to Identical Letters
Sent to Multiple Addressees 11-15
B. Responding to Multiple-Signed Letters 11-16
C. Petitions or Resolutions 11-17
XVII. PREPARATION OF DRAFT LETTERS OR DOCUMENTSI-17
A. Within EPA 11-17
B. Interagency Mail (Outside of Geographical Area) . . . 11-17
XVIII. FORMS OF ADDRESS 11-18
XIX. TWO-LETTER STATE ABBREVIATIONS 11-20
XX. EXAMPLES OF LETTERS 11-22
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CHAPTER II
LETTERS
I. GENERAL
Prepare as a letter all EPA correspondence addressed to
persons outside the Agency, such as members of the Cabinet
and the Congress; members of other Federal, State, and local
agencies; foreign and other dignitaries; and the general public.
II. STATIONERY
Use appropriately printed letterhead approved for your office.
When preparing letters for the signature of an official in
another office, use the approved letterhead of the office in
which the correspondence will be signed.
Use "The Administrator" letterhead when the correspondence is
to be signed by the Administrator. Use "Office of the
Administrator" letterhead for correspondence to be signed by
the Deputy Administrator or personnel in staff offices of the
Administrator.
III. MARGINS
Use one-inch margins on the left-hand and right-hand sides of the
page as well as for the top and bottom of the page. Margins may
be adjusted to make the letter attractive.
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IV. DATE
A. Date Included
The date should be placed in the center at the top of the
page, just below the letterhead seal. When you know the
date of signing, type it in or date-stamp the letter and any
other copies. Show the month in letters or numbers, the day
and year in numbers only.
This is an example:
July 4, 1991
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 in which the letter is signed is responsible
for adding the date to the original and all copies of the
letter. It will then dispatch the letter (unless otherwise
instructed) and return the official file copy, together with the
background material, to the originating office.
V. INSIDE ADDRESS
Single-space and type the address in block style flush with the left-
hand margin. If the title of the addressee is so long that it might
overrun the center of the page, it may be typed on two lines, with
the second line indented two spaces.
Be sure to spell out the name of the State and use no more than
five lines for the complete address.
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This is an example:
Mrs. Edith E. Holiday
Assistant to the President
and Secretary of the Cabinet
Executive Office of the President
Washington, DC 20500
VI. SALUTATION
Type the salutation, followed by a colon. Type it two lines
below the last line of the address and flush with the left-hand
margin.
This is an example:
Dear Mrs. Holiday:
VII. BODY OF LETTER
A. Vertical Spacing
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.
Letters with only one paragraph of 10 lines or fewer are
double-spaced.
B. Paragraphs
Indent the first line of each paragraph five spaces. Do not
number the paragraphs. 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 block on the last page.
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Avoid dividing words at the end of more than two
consecutive lines or words of five or fewer letters. Avoid
separating the month from the day at the end of the line.
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 include quotations marks.
VIII. SUCCEEDING PAGES
Type the second and succeeding pages of correspondence on
plain paper. Center the page number without parentheses or
any other marks, at the top of all succeeding pages. Continue
the body of the correspondence three lines below the page
number. Maintain the same margins used on the first page.
Do not type the addressee's name or other identification on
succeeding pages.
IX. COMPLIMENTARY CLOSE
Type the complimentary close two lines below the last line of
the body of the letter, beginning at the center of the page and
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 correspondence should choose the
closing.
Use "Sincerely yours" for the Administrator and "Sincerely" for
the Deputy Administrator.
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X. SIGNATURE BLOCK
A. Typed Signatures
If the signing official is known, type the name five lines
below the complimentary close, beginning at the center of the
page. Type the signer's title directly under his or her name.
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. When they are dispatched, all
copies should have a signature stamp.
This is an example:
Sincerely,
Robert S. Currie
Director
Strategic Planning and
Management Systems Division
B. Signing-Official Unknown
If the signing-official is unknown, leave the space blank.
The office of the signer will type or stamp the date, name,
and title after the official has signed the document.
C. Acting-Official Signature
An acting official signs his or her own name and writes the
word "for" after the typed name of the regular signing-
official.
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Letters prepared for the signature of the Administrator
do not require a title below the name.
This is an example:
Sincerely yours,
William K. Reilly
The title, Deputy Administrator, is required for letters
prepared for the signature of the Deputy Administrator.
This is an example:
Sincerely,
F. Henry Habicht II
Deputy Administrator
XI. ENCLOSURES
Enclosures are separate sheets of information included with
correspondence such as tables, forms, and reference letters.
A. Identified Enclosure
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-hand margin. For more
than one enclosure, use the plural form and indicate the
number of enclosures.
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This is an example:
Enclosures (3)
B. Unidentified Enclosure
When an enclosure is not identified in the text, type, on a
separate line, the notation listing each enclosure. If more
than one line is required, indent two spaces for succeeding
lines. Describe the enclosure by title or in as few words as
needed to identify it.
C. 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-
hand 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. Include with the
material forwarded under separate cover, a copy of the date
and signed letter.
This is an example:
Separate Cover
Forms Management Handbook
Correspondence Manual
Acquisition Handbook
XII. COPIES
When preparing a letter for signature, always prepare an
original, a yellow official file-copy, and a reading or
chronological file-copy for the originating offices.
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A. Yellow Official File
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 for all succeeding pages. The
originator of the letter should complete the first column
in the concurrence section on this form. Office
symbols, surnames, and dates must be legible.
2. Concurrence
EPA Form 1320-1 acts as the first page of the official
file-copy and as a clearance document (in some cases,
only the originator needs to concur). Do not use this
clearance technique to inform other offices of a
particular matter merely because these offices may
have an interest in it; use information copies for that
purpose. 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 the
letter. To indicate noncurrences, write "Nonconcur" in
the block with your surname and date. Either orally or
in a memorandum, explain the reason for non-
concurrence.
B. Reading File or Chronological File
Prepare one copy for the office reading file or
chronological file. It is not necessary to make a file copy for
your personal use. The office reading-file or chronological-
file copy is available for easy reference.
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C. Courtesy Copies
1. External Courtesy Copy
Always prepare an external courtesy copy for any of
the following addressees: The President, Vice
President and White House staff; cabinet members;
Supreme Court Justices and other Federal court
officers; members of Congress; State and municipal
officials; and national and international officials.
Prepare the courtesy copy on EPA letterhead.
Photocopy the original, and enclose it with the original
letter. Prepare courtesy copies for selected individuals
outside EPA for information, as appropriate. Use the
EPA letterhead photocopy of the original.
2. Internal Courtesy Copy
Prepare information copies for EPA officials as
needed. Prepare additional copies only when a definite
"need-to-know" exists.
Specify courtesy copy by typing "cc:" two lines below
the last line of the signature element (or enclosure or
separate cover notation, as it applies) and flush with
the left-hand margin. Type the name on separate lines
in alignment with the first name.
Type the names of all external courtesy-copy recipients
on all copies of the letter. (Do not note the names of
any internal courtesy-copy recipients on the original or
on any copy being sent outside EPA.)
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D. Blind Courtesy Copy (bcc:)
Make a blind courtesy copy (bcc:) for each external and
EPA recipient when the originator or writer does not want
the addressee to know anyone is receiving a copy.
Treat all documentation copies as blind courtesy copies.
These include copies for reviewers and approvers and
copies for the reading or chronological file.
Indicate blind courtesy copy by typing "bcc:" two lines
below the last line of the signature element (or enclosure,
separate cover notation, or courtesy copy, as applies). Do
not type bcc: information on the original or any other copy
leaving EPA. (Type it only on internal courtesy and
documentation copies.)
XIII. IDENTIFICATION OF OFFICE, WRITER, AND TYPIST
A. Identification (Legend Line)
Type the legend line information two lines below the last line
of the signature block beginning at the left-hand margin.
This is an example:
PM-208:OARM:KSinclair:sstaton:7-25:91:260-4600:Disk-
KS
This has the following meaning:
PM-208:OARM:KSinclair:sstaton:7-25:91:260-4600:Disk-
KS
Mailcode:Office:Author:Secretary:Date:Secretary's phone
numbenSite for retrieval
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B. Rewritten or Retyped Correspondence
Each time correspondence or any portion of it is rewritten or
revised for any reason, retype the original and ALL copies,
indicating a new identification notation directly below the
previous one on the current official file-copy and on internal
EPA copies. Each retyping must include all identification
notations. Do not destroy any of the previous official file-
copies. Staple the official file-copy of the -latest version on
top of earlier official file-copies. Pencil a large "X" through
the text and write "Rewritten" on all previous versions. Do
not cut off previous concurrences. Make a copy of the text,
fold it. and attach to the latest version so the concurrence
show if they remain valid. Then write "Concurrences remain
valid" in the concurrence blocks of the latest official file-
copy; otherwise, new concurrences must be obtained as
required.
C. Coauthorship
To indicate coauthorship of the letter, list the writers in
alphabetical order.
XIV. ENVELOPES
Prepare envelopes to insure that efficient, economical, and
uniform methods are used to dispatch the document. Always
use the smallest envelope whenever possible. Smaller
envelopes are cheaper, use less postage, and can be machine
processed. Larger envelopes or "flats" cost up to six times that
of a letter-size envelope, the postage is up to eight times as
much, and they must be hand sorted. Manual sorting not only
increases handling costs, but may also delay delivery
time; therefore, fold documents to fit letter-size envelopes
whenever possible.
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A. Envelope Selection Guidelines
Use a letter-sized envelope whenever possible. Use an
envelope that is only slightly larger than the material being
mailed. For an 8-1/2 x 11 inch item that cannot be folded
without being damaged, use a 9-1/2 x 12 inch envelope.
For a booklet or other bulk items that cannot be folded, use
an envelope which is not more than one inch longer or wider
than the item inserted. 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. Whenever
possible, avoid using an envelope larger than 9-1/2 x 12
inches.
B. Correct Way To Address Envelopes
Information
If applicable, either a street
or a box number is used, but
never both.
If an apartment, room, suite,
or other unit number is used,
enter it after the street address
and on the same line. If it is
impractical to enter such an item
on the same line, the item may
appear in the line above the
street address, but never to the
left or below.
Examples
Mr. John Simmons
1000 Reed Street
Boston, MA 48217
Ms. Susan Simmons
Apt. 1
1100 Spruce Street
New York, NY 29063
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If both a box number and a
post office station name
or number are used, the
box number must appear first.
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 permitted.
If the letter is for rural
delivery, the route number
must precede the box number.
Mr. LeMar Simmons
Box 10, Union Station
Philadelphia, PA 78561
Ms. Linda Simmons
Valdosa, GA 33123
Ms. Margie Simmons
R.R. 3, Box 75
Houston, TX 77633
Place the zip code (required
on all mail) one space but no
more than two spaces to the
right of the state name or two-
letter state abbreviation.
Foreign mail must include the
city and country on the same
line and be marked "air mail"
for faster delivery.
Mr. William Hicks
1234 Collier Road
Glen Cove, NY 19198
Her Excellency
Dame Nita Barrow
Governor General
of Barbados
Bridgetown, Barbados
Use two-letter State abbreviations, unless the correspondence is
extremely formal.
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C. Return Address on Envelopes and Labels
Type the appropriate mail code immediately above "United
States Environmental Protection Agency" in the printed
return address.
D. Mail Codes and Organizational Codes
Mail codes identify Headquarters and Regional offices. They
are an aid to mailroom personnel in processing and routing
all incoming, interoffice, and outgoing mail. The Recycling,
Printing Services, and Mail Management Branch (PM-215)
develops and assigns mail codes. The EPA Telephone
Directory is a useful reference for current mail codes and
organizational codes. Use mail codes on all envelopes,
mailing labels, forms, publications, and directives.
E. Window Envelopes
Follow a uniform left-hand margin "block style" when using
window envelopes. Whenever possible, the address should
not exceed four lines. Provide for at least a 1/4-inch
clearance between the address and the left, right, and bottom
edges of the window envelope. The clearance is necessary
because the letter containing the address may shift in the
envelope.
XV. ASSEMBLY OF FOLDER
When the correspondence is ready for review and approval,
arrange it and the supporting documents or enclosures in a
folder. Ordinarily a letter-sized folder will suit the purpose,
but if the correspondence has legal-sized documents, use a
legal-sized folder. Arrange the outgoing correspondence on the
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right side of the folder so that the 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 Correspondence" cover sheet.
Use EPA Form 1320-2, "Correspondence Signature Tabs,"
fbluel to indicate page or pages to be signed. Place incoming
correspondence and reference documents on the left side of the
folder. When charts, graphs, or tables typed sideways are
included, they should be positioned so that the tops are aligned
with the left-hand side of the preceding page.
A. Placement of Envelope
A prepared envelope is placed in a vertical position
directly behind the original letter.
B. Routing Slip
Prepare a routing slip (Optional Form 41) for each folder.
This slip includes the date, originator's name, room number,
building, telephone number, names of all reviewers, and
office name. Use "SPECIAL". "HAND-CARRY." etc.,
labels or stamp to indicate the proper priority, if appropriate,
and attach to routing slip.
XVI. REPLIES TO MULTIPLE-SIGNED LETTERS,
PETITIONS, AND RESOLUTIONS
A. Responding to Identical Letters Sent to Multiple
Addressees
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 (official file, etc.).
Prepare an original for each recipient. Then list the names
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and addresses on a separate sheet, headed "Identical Letter
To:" and attach a copy to the official file and any
information copies.
B. Responding to Multiple-Signed Letters
There are several ways of addressing letters signed by two or
more persons. One way is to 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 also. Prepare an
original for each recipient (you may send clean photocopies)
and only one set of file copies.
You may also address all signers jointly. If there are no
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.
A third way is to 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-hand 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 copies to
show the listing, type "See Attached List" after the "Identical
Letter To:" notation. List the names and addresses on a
separate sheet, headed "Identical Letter To:" and attach a
copy to each information and file copy.
11-16
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Correspondence and Communication Manual
C. Petitions or Resolutions
When responding to a petition or a resolution, address the
person who submitted the document or the first person who
signed it. Prepare the usual file copies.
XVII. PREPARATION OF DRAFT LETTERS OR DOCUMENTS
Type the identification of the draft at the top right-hand
section of the page and include the number of the draft, the
originator's full name, and the organizational symbol or mail
code (or name of originating office), and the date. Double-
space drafts.
A. Within EPA
All internal mail between Agency units located within the
same geographical area (Crystal Mall, Crystal Station,
Fairchild, etc.) should be dispatched using a messenger
envelope. Official mail envelopes should not be used for this
type of mail. An interagency, brown envelope should be
used. Address these envelopes as follows: Name,
organization, mail code where applicable, building, and room
number.
B. Interagency Mail (Outside of Geographical Area)
Dispatch of interagency mail (between Regions/Labs and
Headquarters, and other government buildings) must be
mailed in a fully addressed Official Mail envelope.
11-17
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Correspondence and Communication Manual
XVIII. FORMS OF ADDRESS
A. GENERAL RULES
Use the forms of address listed in this section for salutations
and closing.
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
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
appear on the sample letters at the end of this chapter, and
also Appendix D. 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." 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." is used unless the woman addressed
prefers the alternate title. 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."
11-18
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Correspondence and Communication Manual
3. Observe the following general rules when addressing
communications to individuals by name and/or title:
Normally, use the State (or territorial possession)
abbreviation 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 DC rather than the District
of Columbia on all types of correspondence. Do not
abbreviate the name of a foreign country.
11-19
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Correspondence and Communication Manual
XVIII. TWO-LETTER STATE AND TERRITORIAL
ABBREVIATIONS ISSUED BY THE UNITED STATES
POSTAL SERVICE
Alabama
Alaska
Arizona
Arkansas
California
Canal Zone
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Guam
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
AL
AK
AZ
AR
CA
CZ
CO
CT
DE
DC
FL
GA
GU
HI
ID
IL
IN
IA
KS
KY
Missouri
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
MO
ME
NV
NH
NJ
NM
NY
NC
ND
OH
OK
OR
PA
PR
RI
SC
SD
TN
TX
UT
11-20
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Correspondence and Communication Manual
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
LA
ME
MD
MA
MI
MN
MS
Vermont
Virginia
Virgin Islands
Washington
West Virginia
Wisconsin
Wyoming
VT
VA
VI
WA
WV
WI
WY
11-21
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Correspondence and Communication Manual
CABINET LETTER
Appropriate Letterhead
Honorable James A. Baker II
Secretary of State
Washington, DC 20250
Dear Mr. Secretary:
This is an example of a cabinet letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Dick Thornburgh
Attorney General
11-22
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Correspondence and Communication Manual
SUCCEEDING PAGE
Type the second and succeeding pages of correspondence on plain white
paper. Center the page number (numbers only—no parentheses). Continue the
body of the correspondence three lines below the page number. Maintain the
same margin used on the first page. Do not type the addrees-^s name or other
identification on succeeding pages.
Sincerely,
(name of signer)
(title)
11-23
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Correspondence and Communication Manual
OFFICIAL YELLOW COPY
Honorable James A. Baker II
Secretary of State
Washington, DC 20250
Dear Mr. Secretary:
This is an example of a cabinet letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Dick Thornburgh
Attorney General
bcc: Mr. Carter (PM-345)
Mrs. Loren (AMS)
PM-345:MLKing:lvance:1/25/91:rm3333:WSM:389-6543:(Disk)MLK-l
Rewritten:PM-345:JKJackson:smason:1/31/91:rm4545:WSM:245-9987
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO: 1989-624-485/10186
OFFICIAUILECOPY
11-24
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Correspondence and Communication Manual
CONGRESSIONAL LETTER
Appropriate Letterhead
Honorable Steny Hoyer
House of Representatives
Washington, DC 20515
Dear Mr. Hoyer:
This is an example of congressional letter prepared for the signature of
the Program Office. It should refer to the date of the incoming
correspondence in the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Louis Sullivan
Secretary of Health and
Human Services
11-25
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Correspondence and Communication Manual
OFFICIAL YELLOW COPY
Honorable Steny Hoyer
House of Representaives
Washington, DC 20515
Dear Mr. Hoyer:
This is an example of a congressional letter prepared for the signature of
the Program Office. It should refer to the date of the incoming
correspondence in the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Louis Sullivan
Secretary of Health and
Human Services
bcc: Walter Perkins (OA-220)
PM-254:CWood:solever:3/15/91:rm9900:WSM:382-4000:(Disk)CE-3
Rewritten:OA-JJordantpanunsen:3/25/91:rm!200:WSM:475-1515
CONCURRENCES
SYMBOL
SURNAME
DATE
,
EPA Form 1320-1 (12-70)
•U.S. GPO:1989-624-48S/10186
OFFICIALFILECOPY
11-26
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Correspondence and Communication Manual
FEDERAL LETTER
Appropriate Letterhead
Honorable Alfred C. Sikes
Chairman
Federal Communications Commission
Washington, DC 20554
Dear Chairman Sikes:
This is an example of a federal letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Dick Thornburgh
Attorney General
11-27
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Correspondence and Communication Manual
OFFICIAL YELLOW COPY
Appropriate Letterhead
Honorable Alfred C. Sikes
Chairman
Federal Communications Commission
Washington, DC 20554
Dear Chairman Sikes:
This is an example of a federal letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable Dick Thornburgh
Attorney General
bcc: Mr. Carter (PM-345)
Mrs. Loren (AMS)
PM-345:MLKing:luv:1/25/91:rm3333:WSM:389-6543:(Disk)MLK-l
Rewritten;PM-345;JKJackson;smason;1/31/91;rm4545;WSM;245-9987
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO:1989-624-48S/10186
OFFICIALFILECOPY
11-28
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Correspondence and Communication Manual
STATE LETTER
Appropriate Letterhead
Honorable Roy R. Romer
Governor of Colorado
Denver, Colorado 90889
Dear Governor Romer:
This is an example of a state letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: David Jamison (PM-456)
Linda Thompkin (PM-678)
11-29
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Correspondence and Communication Manual
OFFICIAL YELLOW COPY
Appropriate Letterhead
Honorable Roy R. Romer
Governor of Colorado
Denver, Colorado 90889
Dear Governor Romer:
This is an example of a state letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be s igned.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
Enclosure(s)
cc: David Jamison (PM-456)
Linda Thompkin (PM-678)
bcc: Lamar Kelly
Barbara Rivers
(name of signer)
(title)
PM-345:BASimpson:sam:rm5566:WSM:555-9981:2/14/91:(Disk) BAS-1
Rewritten:PM-456:JGBrown:dov:2/16/91:rml!22:WSM:382-9988
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO: 1989-624-485/10186 OFFICIALFH.ECOPY
11-30
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Correspondence and Communication Manual
LOCAL LETTER
Appropriate Letterhead
MB. Jennifer Ray
Editor
Washington, DC 20554
Dear Ms. Ray:
This is an example of a local letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Ed Baker
Washington Business Journal
11-31
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Correspondence and Communication Manual
FOREXGHN DXONIXAXZES LETTER
Appropriate Letterhead
The Right Honorable
Brian Mulroney, P.C., M.P.,
Secretary of the State for
External Affairs of Canada
Ottawa, Canada 20223
Dear Mr. Prime Minister:
This is an example of a foreighn dignitaties letter prepared for the
signature of the Program Office. It should refer to the date of the incoming
correspondence in the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable James A. Baker III
Secretary of State
11-32
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Correspondence and Communication Manual
OFFICIAL YELLLOW COPY
The Right Honorable
Brian Mulroney, P.C., M.P.,
Secretary of the State for
External Affairs of Canada
Ottawa, Canada 20223
Dear Mr. Prime Minister:
This is an example of a foreighn dignitaties letter prepared for the
signature of the Program Office. It should refer to the date of the incoming
correspondence in the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
cc: Honorable James A. Baker III
Secretary of State
bcc: Ms. Power (PM-345)
Mrs. Carter (MS-456)
PM-345:MLKing:luv:1/25/91:rm3333:WSM:389-6543:(Disk)MLK-l
Rewritten:PM-345:JKJackBon:smason:1/31/91:rm4545:WSM:245-9987
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO:1989-624-485/10186
OFFICIALFILECOPY
11-33
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Correspondence and Communication Manual
MULTIPLE SIGNED LETTER
ADDRESS FIRST SIGNER ONLY
Appropriate Letterhead
Mr. Jack Brooks
Assistant Director for
General Management
Office of Management and Budget
Washington, DC 20503
Dear mr. Brooks:
This is an example of a address first signer only letter prepared for the
signature of the Program Office. It should refer to the date of the incoming
correspondence in the first paragraph.
Certain features of this letter should be noted. Use letterhead approved
for your office or the approved letterhead of the office in which letter will
be signed.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
If the letter is to transmit additional documents, some reference to these
documents should be made in the body of the letter, and the word
"Enclosure(s)" should appear two spaces below the typed name of signature
element. Add the identification/legend to the official file and all internal
copies only. To facilitate dispatch, provide fully addressed envelopes of the
appropriate size and weight.
Sincerely,
(name of signer)
(title)
Enclosure(s)
-Identical Letter To:"
Mr. Arthur Anderson
Arthur Anderson and Company
Mr. Frank Smith
U.S. Department of Labor
11-34
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Correspondence and Communication Manual
PREPARATION OF DRAFT LETTERS
OR DOCUMENTS
DRAFT
#4
Karen Lee
OAR-(234)
12/18/90
Mr. Richard Clark
Partner
McKinsey and Company
1750 Pennsylvania Avenue, N.W.
Washington, DC 20024
Dear Mr. Clark:
This is an example of a draft letter prepared for the signature of the
Program Office. It should refer to the date of the incoming correspondence in
the first paragraph.
The letter does not contain a typed date. The paragraphs are indented
five spaces. Note that any individual outside of EPA who is designated to
receive a courtesy copy of the correspondence is identified by full name and
title.
Sincerely,
(name of signer)
(title)
11-35
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Correspondence and Communication Manual
CONTENTS OF CHAPTER III
MEMORANDUMS
Page
I. GENERAL III-l
II. STATIONERY III-l
III. MARGINS III-l
IV. DATE III-2
A. Date Included III-2
B. Date Omitted III-2
V. MEMORANDUM FORMAT III-2
VI. SUBJECT III-3
VII. FROM III-3
VIII. THRU LINE III-4
IX. TO III-4
A. Multiple-Addressees Memorandums III-5
X. BODY OF MEMORANDUM III-5
A. Vertical Spacing III-5
B. Paragraphs III-6
C. Long Quotations III-6
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Correspondence and Communication Manual
Page
XI. SUCCEEDING PAGES III-6
XII. ATTACHMENTS III-7
A. Identified Attachment III-7
B. Unidentified Attachment III-7
C. Material Under Separate Cover III-7
XIII. COPIES III-8
A. Yellow Official File III-8
B. Reading File Copy III-9
C. Internal Courtesy Copies (cc:) III-9
D. Blind Courtesy Copy (bcc:) 111-10
XIV. IDENTIFICATION OF OFFICE, WRITER
AND TYPIST 111-10
A. Identification (Legend Line) 111-10
B. Rewritten or Retyped Correspondence Ill-11
C. Coauthorship III-ll
XV. ASSEMBLY OF FOLDER 111-12
A. Routing Slip HI-12
XVI. DECISION MEMORANDUM 111-13
A. Basic Elements of Decision Memorandums Ill-13
1. Subject 111-14
2. Issue ffl-14
• •
11
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Correspondence and Communication Manual
Page
3. Discussion 111-14
4. Alternates 111-14
5. Recommendation/Approval/Disapproval Ill-15
6. Disposition 111-16
7. Supporting Papers 111-16
B. MODIFICATION OF BASIC FORMAT ffl-17
1. Complex Issues 111-17
2. Documents For Signature or Approval Ill-18
XVII. INFORMATION MEMORANDUM 111-18
A. Subject 111-19
B. Purpose 111-19
C. Text or Synopsis 111-19
in
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Correspondence and Communication Manual
CHAPTER III
MEMORANDUMS
I. GENERAL
Prepare as a memorandum all routine intra-agency
correspondence. Correspondence addressed to anyone outside
EPA is always in the form of a letter.
II. STATIONERY
Use appropriately printed letterhead approved for your office.
When preparing a memorandum for the signature of an official
in another office, use the approved letterhead of the office in
which the correspondence will be signed. When typing a
memorandum always prepare an original and an official yellow
copy. Prepare additional copies only when a
definite "need-to-know" is expressed by the originator.
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.
III. MARGINS
Use 1" margins on the left-hand and right-hand sides of the
page and for the top and bottom of the page. Margins may be
adjusted to make the memorandum look attractive.
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Correspondence and Communication Manual
IV. DATE
A. Date Included
The date should be placed in the center at the top of the
page just below the letterhead seal. When you know the
date of signing, type in the date or date-stamp the
memorandum and any other copies. Show the month in
letters or numbers, and the day and year in numbers
only.
This is an example:
July 4, 1991
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 in which the memorandum is signed is
responsible for adding the date to the original and all
copies of the memorandum, dispatching the
correspondence (unless otherwise instructed) and
returning the official file copy with all background
material to the originator.
V. MEMORANDUM FORMAT
Type and underline the word "MEMORANDUM" in all
capitals at least two lines below the office heading and flush
with the left-margin.
III-2
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Correspondence and Communication Manual
VI. SUBJECT
Type the word "SUBJECT" in all capitals two lines below the
word "MEMORANDUM" and flush with the left-hand margin.
Type the subject two spaces to the right of the "SUBJECT"
heading. Capitalize the first letter of each word, except for
articles, prepositions, and conjunctions. The subject line is
a brief statement focusing attention on the contents of the
memorandum. Limit this statement to one line whenever
possible.
For memorandums addressed to the Administrator, Deputy
Administrator, and other senior management officials, indicate
in capital letters at the end the subject line that it is an Action,
Decision, or Information Memorandum.
VII. FROM
Type the word "FROM" in capitals two lines below the
SUBJECT and flush with the left-hand margin. Type the name
of the person who will sign the memorandum to the right of
the FROM line but even with the first word of the subject line.
Type the signer's title directly under his or her name.
Memorandums prepared for the Administrator's or Deputy
Administrator's signature do not have a "FROM" line.
Type the name five lines below the last line of the
memorandum, beginning at the center of the page.
Memorandums prepared for signature of the Administrator
do not require a title below the name. The title, "Deputy
Administrator," is required for memorandums prepared for
the signature of the Deputy Administrator.
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Correspondence and Communication Manual
VIII. THRU LINE
Type "THRU" flush with the left-hand margin two lines
below the "FROM" addressee. Indicate the full name, title,
and mail code of the official through which the
memorandum is being sent, beginning directly under the
previous name(s). Do not date the memorandum until after
the "thru official" has signed off.
IX. TO
Type the word "TO" in capitals two lines below the word
"THRU" and flush with the left-hand margin. Type the
full name, title, and mail code of the official to whom the
memorandum is being sent, beginning under the name of the
person who will sign the memorandum.
This is an example:
MEMORANDUM
SUBJECT: New Policy Announcement for 12th Floor
FROM: Gordon Binder
Chief of Staff (A-100)
THRU: Charles L. Grizzle
Assistant Administrator (PM-208)
TO:
Headquarters
Regions
Laboratories
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A. Multiple-Addressees Memorandums
Identical memorandums to multiple-addressees are
usually sent to organizations or persons outside the
originating office. Type "See Below" after the "TO"
caption, providing there is enough space at the
bottom of the page. Type "Addressees" flush with
the left-hand margin, listing the addressees' names
and mail code two spaces below.
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 and titles on a
separate sheet of plain white paper.
This is an example:
MEMORANDUM
SUBJECT: Comptroller Policy Announcement
FROM: Richard J. Bashar
Associate Comptroller
TO: See Below
X. BODY OF MEMORANDUM
A. Vertical Spacing
Begin the body of the memorandum three lines below
the addressee. Do not divide the last word on the
first line. Single space the body of the
memorandum; double space between paragraphs.
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Memorandums with only one paragraph of 10 lines or
fewer are doubled spaced.
B. Paragraphs
Indent the first line of each paragraph five spaces.
Do not number the paragraphs. Do not end the
memorandum by typing fewer than two lines on the last
page. Do not begin a new paragraph near the bottom of
the page unless there is space for 12 lines above the
stop-typing mark. Avoid dividing words of five or less
letters. Avoid separating the month from the day at the
of the line. Never hyphenate the last word on a page.
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 include quotations marks.
XI. SUCCEEDING PAGES
Type the second and succeeding pages of a memorandum on
plain white paper. Center the page number, without
parentheses or other marks, at the top of all succeeding pages.
Continue the body three lines below the page number.
Maintain the same margin used on the first page. Do not type
the addressee's name or other identification on succeeding
pages.
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XII. ATTACHMENTS
Attachments are separate sheets of information such as
tables, forms, and reference material included with the
correspondence. An attachment is included with a
memorandum.
A. Identified Attachment
When an attachment is identified in the text, type the
word "Attachment" two lines below the last line of
the text and flush with the left-hand margin. For
more than one attachment, use the plural form and
indicate the number of attachments.
This is an example:
Attachments (3)
B. Unidentified Attachment
When a attachment is not identified in the text, type
the notation listing each attachment on a separate
line. If no more than one line is required, indent two
spaces for succeeding lines. Describe the attachment
by title or in as few words as needed to identify it.
C. 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-hand margin, two lines below the
signature element or the attachment notation if there is
one. List the material to be sent, even if it is
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identified in the text. Include a copy of the date and
signed letter with the material forwarded under
separate cover.
This is an example:
Separate Cover
Statistical Chart
Human Resources Handbook
Senator Moynihan's Letter
XIII. COPIES
When preparing a memorandum for signature, always
prepare an original, a yellow file-copy, and a reading or
chronological file-copy for the originating offices.
A. Yellow Official File
1. Preparation
Prepare an official file-copy for each
memorandum. Use Form 1320-1, "Concurrence
Sheet" for the first page and yellow for all
succeeding pages. The originator of the
memorandum should complete the first column
in the concurrence section on EPA Form 1320-1
(official symbols, surnames, and dates must be
legible).
2. Concurrence
EPA Form 1320-1 acts as the first page of the
official file copy and as a clearance document
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(in some 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
memorandum, not simply indicating that you have
read it. To indicate nonconcurrence, write
"nonconcur" 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 Copy
Prepare one copy for the office reading or
chronological 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 easy reference.
C. Internal Courtesy Copies (cc:)
Prepare information copies for EPA officials as
needed. Prepare additional copies only when a
definite "need-to-know" exists.
Specify courtesy copy by typing "cc:" two lines below
the last line of the text (or attachment or separate
cover notation, as it applies) and flush with the left-hand
margin.
Type the names of all external courtesy-copy
recipients on all copies of the memorandum. Do not
note the names of any internal courtesy-copy
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recipients on the original or on any copy being sent
outside EPA.
D. Blind Courtesy Copy (bcc:)
Make a blind courtesy copy "(bcc:)" for each external
and EPA recipient when the originator or writer does
not want the addressees to know they are receiving a
copy.
Treat all documentation copies as blind courtesy
copies. This includes the following: copies for
reviewers and approvers, and the copies for the
reading or chronological file.
Indicate blind courtesy copy by typing "bcc:" two lines
below the last line of the text (or attachments, separate
cover notation, or courtesy copy, as applies.) Do not
type blind courtesy copy information on the original or
any other copy leaving EPA. Type it only on internal
courtesy and documentation copies.
XIV. IDENTIFICATION OF OFFICE, WRITER, AND TYPIST
A. Identification (Legend Line)
Type the identification or legend line two lines below
the last line of the text or attachments beginning at
the left-hand margin.
This is an example:
PM-208:OARM:KSinclair:sstanton:7:25:91:260-
4600:Disk-KS
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This has the following meaning:
PM-208:OARM:KSinclair:sstanton:7:25:91:260-
4600:Disk-KS
Mailcode: Office: Author: Secretary: Date: Secretary' s
phone number: Site for retrieval
B. Rewritten or Retyped Correspondence
Each time correspondence or any portion of it 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 official file-copy and on internal EPA copies.
Each retype must include all identification or legend
notations. Do not destroy any of the previous official
file-copies. Staple the official file-copy of the latest
version on top of earlier official file-copies. Pencil a
large "X" through the text on all previous versions.
Do not cut off previous concurrences. Make a copy of
the text, fold it, and attach to the latest version so that
concurrences show, if they remain valid. If previous
concurrences remain valid, write "concurrences remain
valid" in the concurrence blocks of the latest official file
copy; otherwise, new concurrences must be obtained as
required.
C. Coauthoship
To indicate coauthorship of the memorandum, list the
writers in alphabetical order.
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XV. ASSEMBLY OF FOLDER
When the correspondence is ready for review and signature,
arrange it and the supporting documents or attachments in a
folder. Ordinarily a letter-sized folder will do, but if the
correspondence has legal-sized documents, use a legal-sized
folder. Arrange the outgoing correspondence and attachments
on the right side of the folder so that the official file-copy
protrudes approximately 1-1/2 inches below the original
memorandum to reveal the concurrence boxes. Protect the
original correspondence with a plastic "Executive
Correspondence" cover sheet. Use "SPECIAL." "HAND-
CARRY." etc., labels to indicate the proper priority, if
appropriate. Use EPA Form 1320-2, "Correspondence
Signature Tab" (blue) to indicate page or pages to be signed.
Place incoming correspondence and reference documents on
the left side of the folder. When charts, graphs, or tables that
are 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 side of the preceding page.
A. Routing Slip
Prepare a routing and transmittal slip (Optional Form
41) for each folder. This includes the date, the
originator's name, names of all reviewers, subject, office
name, room number, building number, and telephone
number. Use "SPECIAL" or "HAND-CARRY" etc..
labels or stamp to indicate the proper priority, if
appropriate, and attach the routing slip.
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XIV. DECISION MEMORANDUM
A decision memorandum must accompany any document
submitted for the signature of the Administrator, Deputy
Administrator, or senior management officials unless the
issue is well known and noncontroversial or clearly
documented in the incoming communication. The
Administrator, Deputy Administrator, or senior management
officials should not 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 Decision Memorandum and tabbing them for
easy reference. The decision memorandum recommends a
course of action to be considered by the Administrator, Deputy
Administrator, or senior management officials either on the
merits of the accompanying documentation or on further
discussion in a meeting of the principals concerned. The
Administrator, Deputy Administrator, or senior management
official can indicate his or her decision by checking approval
or disapproval on the original decision memorandum.
Examples of documents that may accompany a decision
memorandum are these: correspondence prepared for
signature, EPA Directives, Federal Register documents, and
interagency agreements.
A. Basic Elements of Decision Memorandums
Most decision memorandum issues can be expressed
completely and clearly in one or two pages, exclusive of
supporting material. A decision memorandum should
be composed of the following basic elements:
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1. Subject
Indicate in capital letters after the subject of the
memorandum that it is a "DECISION
MEMORANDUM."
2. Issue
State the problem or issue, preferably in one
sentence.
3. Discussion
Provide pertinent information regarding the origin,
background, and implications of the problem,
which may include qualitative information
demonstrating the importance of the problem and
underlying assumptions. Reference previous
related decisions. Clearly state the facts where
action by the Administrator, Deputy
Administrator, or senior management officials 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."
4. Alternatives
When there is more than one alternative action,
state each option, number it, and list its pros and
cons. A set of options can be either mutually
exclusive alternatives or a set of actions from
which more than one could be chosen. If the
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option is the position of a particular office or
individual, identify that office or individual. The
identification may be in parentheses after the
option. Examples of influencing factors
mentioned as pros and cons include the following:
Arguments in support of the recommendation
Problems with recommended course of action
Advice concerning approval or nonclearance of
other offices
Advice concerning any related pending problem
which might be affected by the recommendation,
with an explanation of the probable consequences
Budgetary, personnel, legal, political, and cost-
benefit implications in implementing the
recommended course of action
Relation of the proposed action to policies or
anticipated positions of the Administration and the
Agency and Congress
When the Alternatives section has been omitted
because the decision is indicated by a simple "yes"
or "no," list the pros and cons of the decision after
the statement of the recommended action
5. Recommendation/Approval/Disapproval
List the recommendations in relation to the
numbered options listed in the "Alternatives"
section. Phrase the recommendation in terms of
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the action the Administrator, Deputy
Administrator, or senior officials should take.
Except when an accompanying document is
recommended for signature or approval,
incorporate approval and disapproval lines into the
body of the memorandum immediately after each
independent recommendation to make it easy for
the Administrator, Deputy Administrator, or
senior management officials to indicate the
decision.
6. Disposition
In some cases, it may be convenient to include a
section that gives 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, and for
Congressional and EPA constituency-group
notification.
7. Supporting Papers
Include supporting papers and other relevant
documents as attachments to the decision
memorandum. Letter and tab all supporting
documents and list them at the end of the
memorandum. The record of clearance will vary
with the form of the signature document. ,
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B. Modifications of Basic Format
1. Complex Issues
In some situations, the central issue or problem of
the decision memorandum will involve several
issues and will require a more complex document.
In such cases, the main part of the format can be
used as a building block to develop a
comprehensive decision 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 sub-issue. If necessary, prepare a separate
decision paper for each sub-issue. Number each
sub-issue with a Roman numeral (e.g. Subissue
III), and use a separate page for each subissue.
Underline the short statement of the issue.
Circulate issue papers for concurrences as separate
documents before compiling them into the main
memorandum for presentation to the
Administrator, Deputy Administrator, or senior
management officials. When a complex or
controversial issue requires a lengthy decision
memorandum to present sufficient background
information and analysis upon which to base a
decision, submit a summary on top of the decision
memorandum. Include the following in the
summary:
Statement of the Problem or Issue: Concise
statement of the broad issue, with a list of
numbered sub-issues, if any.
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Time: The time limitation, if any, when the
decisions must be made.
Recommendation: A brief summary of the action
steps recommended in the accompanying decision
memorandum.
2. Documents for Signature or Approval
When a decision memorandum accompanies
another document which requires a 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.
XVII. INFORMATION MEMORANDUM
Use this format to present material to the Administrator,
Deputy Administrator, and senior management officials,
as for example, a response to a request for information,
a status report on a project or program, or a recent
article or book of interest. 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.
Information mmorandum do not need to be cleared with
senior management officials outside your respective
office. The initiator may, as it seems useful or
appropriate, distribute copies to other offices.
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An information memorandum should be composed of the
following basic elements:
A. Subject
Indicate in capital letters after the subject of the
memorandum 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 attachment should
be referenced.
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FORMAT FOR A MEMORANDUM
Appropriate Letterhead
MEMORANDUM
SUBJECT: Format for a Memorandum
FROM: Gary Clark
Office of Executive Secretariat (A-101)
Warren Stevens, Director
Special Projects Division (RD-345)
TO: Richard Ross, Director
Human Resource Management Division (MD-29)
This memorandum shows the format to be used for an EPA memorandum.
Indent the first line of each paragraph five spaces. Do not number the
paragraphs. Do not belong- a new paragraph near "tfieTbottom of this page
unless there is space for 12 lines above the stop-typing mark. Double
space between paragraphs.
Type the second and succeeding pages of correspondence on plain
white paper. Center the page number (without any other marks). Continue
the body of the correspondence three lines below the page number.
Maintain the same margin used on the first page. Do not type the
addiaejss^B name or other identification on succeeding pages.
Attachments are separate sheets of information such as tables,
forms, and reference material, included with the memorandum.
Attachments
cc: Jim Pleasant (ANR-455)
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YELLOW OFFICIAL FILE COPY
MEMORANDUM
SUBJECT: Format for a Memorandum
FROM:
TO:
Gary Clark
Office of Executive Secretariat (A-101)
Warren Stevens, Director
Special Projects Division (RD-345)
Richard Ross, Director
Human Resource Management Division (MD-29)
This memorandum shows the format to be used for an EPA memorandum.
Indent the first line of each paragraph five spaces. Do_not number the
paragraphs. Do not -being a new paragraph near the bottom of this page
unless there is space for 12 lines above the stop-typing mark. Double
space between paragraphs.
Type the second and succeeding pages of correspondence on plain
white paper. Center the page number (without any other marks). Continue
the body of the correspondence three lines below the page number.
Maintain the same margin used on the first page. Do not type the
aSdreiFEP^s name or other identification on succeeding pages.
Attachments are separate sheets of information such as tables,
forms, and reference material, included with the memorandum.
Attachments
cc: Jim Pleasant (ANR-455)
bcc: Diana Lewis (OS-420)
PM-224:OARM:MCBowers:dward:rm2524:WSM:245-3900:06-30-91:Disk-RRoss
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO:1989-624-485/10186
OFFICIALFILECOPY
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MULTIPLE-ADDRESS MEMORANDUM
Appropriate Letterhead
MEMORANDUM
SUBJECT: Preparation of a Multiple-Address Memorandum
FROM: Steve Young
Office of Executive Secretariat (A-101)
TO: See Below
When the same memorandum is going to multiple addressees within the
agency or office and you want it to go to a particular official, use a
multiple-addressee 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 line on the memorandum. On
the next line, begin listing the addressees. If the list is extensive,
and there is not enough space a the bottom of the page, type "See
Attached List" after the "TO:" caption and list the addressees on a
separate sheet.
Addressees:
Regional Administrator (Region 2)
Regional Administrator (Region 6)
Deputy General Counsel (LE-130)
Director, Office of Water (WH-556)
Director, Office of Human Resource Management (PM-212)
cc: Jordan Luke (PM-219)
Brian James (TS-792)
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OFFICIAL YELLOW FILE COPY
MEMORANDUM
SUBJECT: Preparation of a Multiple-Address Memorandum
FROM:
TO:
Steve Young
Office of Executive Secretariat (A-101)
See Below
When the same memorandum is going to multiple addressees within the
agency or office and you want it to go to a particular official, use a
multiple-addressee 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 line on the memorandum. On
the next line, begin listing the addressees. If the list is extensive,
and there is not enough space a the bottom of the page, type "See
Attached List" after the "TO:" caption and list the addressees on a
separate sheet.
Addressees:
Regional Administrator (Region 2)
Regional Administrator (Region 6)
Deputy General Counsel (LE-130)
Director, Office of Water (WH-556)
Director, Office of Human Resource Management (PM-212)
cc: Jordan Luke (PM-219)
Brian James (TS-792)
PM-224:OARM:MCBowers:dward:rm2524:WSM:245-3900:06-30-91:Disk-RRoss
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
*U S.GPO:1989-624-485/10186
OFFICIALFILECOP
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DECISION MEMORANDUM
Appropriate Letterhead
MEMORANDUM
SUBJECT:
FROM:
THRU:
TO:
- DECISION MEMORANDUM
Charles Russell, Director
Communications Strategy Task Force (A-107)
Office of the Executive Secretariat (OEX)
The Deputy Administrator (when the memorandum is
addressed to the Administrator)
The Administrator (or The Deputy Administrator,
as appropriate)
DISCUSSION
ALTERNATIVES
Option A:
pro: 1.
2.
con: 1.
Option B;
pro: 1.
2.
con: 1.
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DECISION MEMORANDUM fCONTINUED)
2
RECOMMENDATION
Approved:
Disapprove:
Date:
DISPOSITION
This section is optional. It concerns steps to be taken to
implement the decision and, if appropriate, a notification plan.
CONCURRENCES
Concurrences must be incorporated in the body of the memo unless
EPA Form 1300-2 is used and all concur. When full concurrences cannot be
obtained on the position recommended, obtain the reasons for disagreement
in writing, attached to the memo as a tab, and reference it.
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DECISION MEMORANDUM
Appropriate Letterhead
MEMORANDUM
SUBJECT: - DECISION MEMORANDUM
FROM: Charles Russell, Director
Communications Strategy Task Force (A-107)
THUR: Clarence Mahan, Director
Office of Research Program Management (RD-674)
TO: Erich Bretthauer
Assistant Administrator
DISCUSSION
ALTERNATIVES
Option A;
pro: 1.
2.
con: 1.
Option B;
pro: 1.
2.
con: 1.
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DECISION MEMORANDUM (CONTINUED)
RECOMMENDATION
Approved:
Disapprove:
Date:
DISPOSITION
This section is optional. It concerns steps to be taken to
implement the decision and, if appropriate, a notification plan.
CONCURRENCE S
Concurrences must be incorporated in the body of the memo unless
EPA Form 1300-2 is used and all concur. When full concurrences cannot be
obtained on the position recommended, obtain the reasons for disagreement
in writing, attached to the memo as a tab, and reference it.
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DECISION MEMORANDUM
(WITH ATTACHMENTS)
Appropriate Letterhead
MEMORANDUM
SUBJECT:
FROM:
THUR:
TO:
- DECISION MEMORANDUM
Charles Russell, Director
Communications Strategy Task Force (A-107)
Clarence Mahan, Director
Office of Research Program Management (RD-674)
Erich Bretthauer
Assistant Administrator
DISCUSSION
ALTERNATIVES
Option A;
pro: 1.
2.
con: 1.
Option Bt
pro: 1.
2.
con: 1.
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DECISION MEMORANDUM
(WITH ATTACHMENTS CONTINUED)
RECOMMENDATION
Consequently, I recommend that you sign the attached documents
Attachments:
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DECISION MEMORANDUM
Appropriate Letterhead
MEMORANDUM
SUBJECT:
FROM:
THRU:
TO:
ISSUE
- DECISION MEMORANDUM
Charles Russell, Director
Communications Strategy Task Force (A-107)
Office of the Executive Secretariat (OEX)
The Deputy Administrator (when the memorandum is
addressed to the Administrator)
The Administrator (or The Deputy Administrator,
as appropriate)
DISCUSSION
ALTERNATIVES
Option A;
pro: 1.
2.
con: 1.
Option B;
pro: 1.
2.
con: 1.
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DECISION MEMORANDUM
(WITH ATTACHMENTS CONTINUED)
RECOMMENDATION
Consequently, I recommend that you sign the attached documents
Attachments:
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MEMORANDUM ADDRESSED TO THE ADMINISTRATOR
(DATE BEFORE FORWARDING TO ADMINISTRATOR)
Appropriate Letterhead
MEMORANDUM
SUBJECT: - INFORMATION MEMORANDUM
FROM: Linda Fisher
Assistant Administrator
THRU: Office of the Executive Secretariat (OEX)
The Deputy Administrator
TO: The Administrator
SUMMARY
TEXT
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OFFICIAL YELLOW FILE COPY
MEMORANDUM ADDRESSED TO THE ADMINISTRATOR
(DATE BEFORE FORWARDING TO ADMINISTRATOR)
Appropriate Letterhead
MEMORANDUM
SUBJECT:
FROM:
THRU:
TO:
- INFORMATION MEMORANDUM
Linda Fisher
Assistant Administrator
Office of the Executive Secretariat (OEX)
The Deputy Administrator
The Administrator
SUMMARY
TEXT
cc: Vic Kimm
Mike Wood
OPTS:TS:788:JJohnson:dbrown:rmE711D:382-1295:;06-30-91:Disk-JJohnson
CONCURRENCES
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO:1989-624-48S/10186
OFFICIALFILECOP
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MEMORANDUM FOR THE
ADMINISTRATOR'S SIGNATURE
(WILL BE DATED AT TIME DISPATCHED)
MEMORANDUM
SUBJECT: Memorandums for the Administrator's Signature
TO: Assistant Administrators
Associate Administrators
Regional Administrators
General Counsel
Inspector General
Staff Office, Directors
This is an example of a memorandum prepared for the signature of
the Administrator. Certain features of this memorandum 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 memorandum is to transmit additional documents, some
reference to these documents should be made in the body of the memorandum
and the word "Attachment(s)" should appear two spaces below the typed
name or signature element.
William K. Reilly
(name only, no title)
Attachment(s)
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OFFICIAL YELLOW COPY
MEMORANDUM
SUBJECT:
TO:
Memorandums for the Administrator's Signature
Assistant Administrators
Associate Administrators
Regional Administrators
General Counsel
Inspector General
Staff Office Directors
This is an example of a memorandum prepared for the signature of
the Administrator. Certain features of this memorandum 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 memorandum is to transmit additional documents, some
reference to these documents should be made in the body of the memorandum
and the word "Attachment(s)" should appear two spaces below the typed
name or signature element.
William K. Reilly
(name only, no title)
Attachment(s)
cc: AX (3) Three copies are requested by the Office of Executive
Secretariat of any correspondence for the signature
of the Administrator/Deputy Administrator
OARM/IO (2)
Lee Jones (1)
Mike King (2)
Jason Jackson (1)
OARM:PM-217:MDavis:llance:6-30-91:rm.1133:WSM:382-6543:AX1565:MLK-1
Rewritten:PM219:JJackson:smartin:7/3/91:rm.4545: WSM: 245-9987
CONCURRENCES '
SYMBOL
SURNAME
DATE
EPA Form 1320-1 (12-70)
•U.S. GPO.1989-624-485/10186
OFFICIALFILECOP
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MEMORANDUM FOR THE
DEPUTY ADMINISTRATOR'S SIGNATURE
(HILL BE DATED AT TIME DISPATCHED)
MEMORANDUM
SUBJECT: Memorandums format for the Deputy Administrator's Signature
TO: James Edwards, Deputy Director
International Issues Division
This is an example of a memorandum prepared for the signature of
the Deputy Administrator. Certain features of this memorandum should be
noted. "The 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. Any memorandum addressed to senior management
should be addressed in the order shown above.
F. Henry Habicht II
Deputy Administrator
Attachment(s)
NOTE:
AX receives 3 copies. Provided these copies at all times with a copy of
the Mail Control Schedule Slip when appropriate.
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SUCCEEDING PAOE
Type the second and succeeding pages of correspondence on plain
white paper. Center the page number (numbers only with no parentheses),
Continue the body of the correspondence three lines below the page
number. Maintain the same margin used on the first page. Do not type
the address's name or other identification on succeeding pages.
Sincerely,
(name of signer)
(title)
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CHAPTER IV
EXECUTIVE AND CONGRESSIONAL CORRESPONDENCE
RESERVED
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CONTENTS OF CHAPTER V
INTERNATIONAL CORRESPONDENCE
AND COMMUNICATIONS
Page
I. GENERAL V-l
II. RESPONSIBILITIES V-l
A. Office of International Activities V-l
B. Incoming Correspondence V-2
1. Headquarters V-2
2. Regional Offices V-2
3. Deadline V-2
C. Outgoing Correspondence V-2
D. Department of State Regulations V-3
E. Guidelines for Preparation of
Department of State Telegrams V-4
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CHAPTER V
INTERNATIONAL CORRESPONDENCE
AND COMMUNICATIONS
I. GENERAL
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 go by
any means, such as Department of State telegrams and audio
or video tapes, photographic film or prints, microforms,
magnetic tape facsimiles, E-Mail and disk, or wire recordings,
as well as correspondence.
II. RESPONSIBILITIES
A. Office of International Activities
The Office of International Activities (OIA) is
responsible for the conduct of all international activities
in the Agency, including correspondence and
communications. These responsibilities include the
following:
Coordinating contacts with foreign embassies,
international organizations, and other
representatives in the United States.
Requesting from foreign sources information
concerning Agency activities.
Scheduling meetings between foreign individuals
and Agency officials.
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Coordinating matters between the Department of
State and other agencies active in foreign affairs,
including transmitting of information and
correspondence through Department of State
channels.
B. Incoming Correspondence
1. Headquarters
Headquarters offices receiving foreign
correspondence must provide copies of foreign-
origin correspondence of an official nature to the
Office of International Activities. The appropriate
individual distributes material to the program
coordinator.
2. Regional Offices
Regional offices receiving international
correspondence must contact the Office of
International Activities for a determination of the
appropriate action to be taken.
3. Deadline
International correspondence must be
acknowledged within two weeks after receipt.
C. Outgoing Correspondence
Route to the Office of International Activities copies of
all official correspondence and other communications
directed to foreign governments, organizations, and
individuals; international organizations; and U.S.
agencies active in foreign affairs. Matters requiring
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coordination with the Department of State and other
agencies active in foreign affairs, including the
transmission of information and correspondence through
the Department of State channels, must be referred to
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 II of this Manual. Prepare
envelopes for the original and courtesy copy to the
addressee and the copy to the appropriate Department of
State country-desk officer.
D. Department of State Regulations
1. Prepare 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, DC 20520 + 4 digit code
2. Address communications sent to U.S. Government
officials based in Eastern European countries or
the Soviet Union as shown in D.(l) "American
Embassy" or other appropriate office. Prepare an
outer envelope addressed to the country desk as
follows:
Country Director, Poland (or other appropriate
country)
Department of State
Washington, DC 20520
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3. Official U.S. Government correspondence with the
following countries and areas is prohibited:
Albania, Iran, Mongolia, North Korea and
Vietnam. 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
communications to the EPA Office of International
Activities which is the only EPA office 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
Prepare all Department of State telegrams 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. No
cable can be sent to the Department of State for dispatch
without written clearance by the Office of International
Activities.
Transmit telegrams only when the subject matter is
urgent or concerns policy and other related matters.
Prepare telegrams on Optional Form 185, "Outgoing
Telegram" (this form is printed on non-reproducing pink
ink) using only the USASI OCR typing element, and
forward them to the Office of International Activities for
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processing with the two copies intact. Make an extra
copy of the telegram for retention by the originating
office. Type the message within the brackets marking
the right-hand and left-hand margins: "Outgoing
International Telegram." Detailed instructions are
included in Chapter VII of this manual.
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CONTENTS OF CHAPTER VI
PRIVACY ACT/FREEDOM OF INFORMATION
Page
I. FREEDOM OF INFORMATION CORRESPONDENCE VI-1
II. FOI CORRESPONDENCE ADDRESSED TO AN
ORGANIZATIONAL UNIT OR OFFICIAL VI-1
III. PREPARING RESPONSE TO FOI REQUESTS VI-1
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CHAPTER VI
PRIVACY ACT/FREEDOM OF INFORMATION
I. 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. 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 FOI office will complete a computer
generated "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.
II. FOI CORRESPONDENCE ADDRESSED TO AN
ORGANIZATIONAL UNIT OR OFFICIAL
If an organizational unit or EPA official directly receives
correspondence that is identifiable as a FOI request, the recipient
should immediately hand-carry the request to the Program FOI
Coordinator. The FOI coordinator, in turn, promptly hand-carries
the request to the appropriate FOI office. NOTE: No response
should be sent out until the office is actually assigned responsibility
by the FOI office to respond to the request.
III. PREPARING RESPONSES TO FOI REQUESTS
Prepare responses to FOI requests following the correspondence
procedures in Chapter II for letters. For more detailed information
on the FOI policies and procedures, see EPA Freedom Of
Information Act Manual 1550 or contact your FOI Office.
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CONTENTS CHAPTER VII
TELEGRAMS, CABLEGRAMS,
AND FACSIMILE COMMUNICATIONS
Page
I. GENERAL VIM
II. LOCATION VII-1
III. TELEGRAMS AND CABLEGRAMS VII-1
A. Types of Telegrams VII-1
1 Single VII-1
2. Book VII-1
3. Multiple Address VII-2
B. Copies of Telegrams and Cablegrams VII-2
C. Signatures VII-2
D. Numbers VII-2
E. Dates VII-3
F. Underscoring VII-3
G. Punctuation VII-3
H. Abbreviations VII-3
I. Corrections VII-4
IV. HAND-CARRYING A TELEGRAPHIC MESSAGE . . . VII-4
V. FACSIMILE TRANSMISSION (FAX) VII-4
VI. FACSIMILE ACCESS NUMBERS (FAX) VII-5
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CHAPTER VII
TELEGRAMS, CABLEGRAMS,
AND FACSIMILE COMMUNICATIONS
I. GENERAL
Use telegrams (including mailgrams), cablegrams, and facsimile
transmissions only for unclassified messages and when speed is
essential.
II. LOCATION
The Communications Center is located in the Mall area at Waterside
Mall near the Washington Information Center (WIC).
III. TELEGRAMS AND CABLEGRAMS
Prepare telegrams and cablegrams on Standard Form 14 (SF-14).
A. Types of Telegrams
You can prepare a telegram in the following forms:
1. Single
A single message is sent to only one addressee.
2. Book
A book message is sent to two or more addressees, with
each delivered telegram showing only the addressee who
receives the message and designating whether it is for
"action" or "information."
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3. Multiple Address
A multiple-address message is sent to two or more
addressees, with each telegram showing all recipients and
designated either "action" or "information."
Telegrams can be delivered to any location in the United
States, with the exception of Hawaii, and Canada.
Cablegrams are overseas messages sent to businesses or
individuals who do not have telex terminals. You can
send a Cablegram to Hawaii and to any country other
than the United States or Canada. Cablegrams are
generally printed out and hand-delivered, but in some
areas of the world they may be mailed or telephoned to
the recipient.
B. Copies of Telegrams and Cablegrams
Use SF-14, "Telegraphic Message," when preparing the
original telegram or cablegram. An official yellow file-copy,
EPA Form 1320 showing concurrences, should remain with the
original SF-14 until the telegraph message is signed. Send the
original to the Communications 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 copy to the (yellow) official file-copy.
C. Signatures
The responsible official signs the message in the space provided
between the body of the message and the signature element.
D. Numbers
Type numbers as Arabic numerals. In writing fractions, use
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numerals and the diagonal mark, not the typewriter fraction.
Write compound numbers with a hyphen.
This is an example:
2 1/2 pages
1980-90
E. Dates
In writing dates, use hyphens to separate the month, day, and
year.
This is an example:
9-26-90
F. Underscoring
Do not underscore for emphasis, because underscoring is not
transmitted.
G. Punctuation
Do not use words such as "Stop," "Comma," "Period," or
"Quote" instead of punctuation marks. For international cables,
omit the punctuation marks and leave two spaces instead.
H. 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"
or "required" to the addressee.
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I. 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.
IV. HAND-CARRYING A TELEGRAPHIC MESSAGE
At Headquarters the originating office is responsible for hand-carrying
the signed message to the Communications Center. Enter in the SF-
14 column identified as "name," the name of the person to be
contacted and the phone extension as well.
V. FACSIMILE TRANSMISSION (FAX)
Provide the EPA Communications Center with the original or a
legible photocopy of the document to be transmitted by facsimile
service. The Communications Center provides a cover sheet to be
completed by the originating office before the document can be
transmitted. This cover sheet must be filled out in black ink only.
Intercity facsimile transmission service is available between EPA
Headquarters and many metropolitan areas in 48 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 3:00 p.m. 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 3:00 p.m. Longer
messages should be submitted earlier. Facsimile equipment can
handle copies up to 8-1/2 by 14 inches. Reduce larger copies to this
size before submission. Facsimile communication is particularly
suitable for the exchange of priority letters, drawings, charts, forms,
and photographs when postal service would be too slow.
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VI. FACSIMILE ACCESS NUMBERS (FAX)
The Communications Center staff can provide facsimile telephone
numbers to all Regional Offices and Laboratories. These numbers are
printed in the EPA Headquarters Telephone Directory as well;
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: (1) facsimile
access number (telephone number to the receiving machine); (2)
confirmation or verification phone number to the receiving machine;
(3) type of facsimile machine and its speed for best reception.
Fax delivery is available to virtually any Group III FAX machine in
the United States and in any country capable of receiving facsimile
transmissions.
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CONTENTS OF CHAPTER VIII
LEGAL CITATIONS
Page
I. STANDARDIZATION VIII-1
II. CONGRESSIONAL PUBLICATIONS VIII-1
A. Bills, Resolutions, Documents, and Reports VIII-1
B. Hearings VIII-2
C. Congressional Record VIII-2
III. STATUTES VIII-2
A. The Constitution VIII-2
B. Current Slip Laws VIII-2
C. Revised Statutes VIII-2
D. Statutes at Large VIII-3
E. United States Code VIII-3
IV. FEDERAL REGISTER MATERIAL VIII-3
A. The Federal Register .• • • • vin-3
B. Code of Federal Regulations ". . . . VIII-4
C. Executive Orders VIII-4
D. Proclamations VIII-4
V. DECISIONS VIII-4
A. Court Decisions VIII-4
B. Attorney General's Opinions VIII-5
C. Comptroller General's Decisions VIII-5
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CHAPTER VIII
LEGAL CITATIONS
I. STANDARDIZATION
This chapter establishes a uniform style of citing congressional
material, statutes, certain publications, and Federal court cases.
Omitted 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.
II. CONGRESSIONAL PUBLICATIONS
A citation of a congressional publication includes a reference to the
Congress and session.
H.R. 416, 81st Cong., 1st sess. (year)
A. Bills, Resolutions, Documents, and Reports
House Senate
Bills H.R. 416 S.I 16
Resolutions H.R. Res. 5 S. Res. 50
Concurrent H.R. Con. Res. 10 S. Con. Res. 17
resolutions
Joint resolutions H.R. J. Res. 21 SJ. Res. 45
Documents H.R. Doc. 35 S. Doc. 62
Reports H.R. Rep. 214 S. Rep. 410
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B. Hearings
Hearings before the Senate Committee on Interstate and
Foreign Commerce on H.R. 11662, 74th Cong., 2nd sess.,
163 (year)
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 (year)
Daily edition: 106 Cong. Rec. H. or S. 2844 (daily ed. Feb
22, 1960)
III. STATUTES
A. The Constitution
United States Constitution, art. v, sec. 2; or U.S. Const.,
art. V, sec. 2
B. Current Slip Laws
(Title of Act), Pub. L. No. 85-143, 83 Stat. 852 (1957) , or,
if no title: Act of Aug. 14, 1957, Pub L. No. 85-143, 83
Stat. 852
C. Revised Statutes
R. S. 3679; or Section 3679, Revised Statutes
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D. Statutes at Large
Act of August 14, 1957, 71 Stat. 366
Act of August 28, 1957, §14, 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 Regions Act of 1947, 61 Stat. 136
(When the Congress has given an act a popular name, you
should always cite the act by the 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 as follows:
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 and that would be
as follows:
Act of June 8, 1948, 52 Stat. 633, as amended; 23 U.S.C.
lOb
When a statute or act has been codified in the United States
Code, the citation is to the Code only. As a rule, the act
itself specifies the correct form of citation.
IV. FEDERAL REGISTER MATERIAL
A. The Federal Register
24 Fed. Reg. 8081 (date)
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B. Code of Federal Regulations
1 CFR 30.3 (Year) (the reference signifies title 1, Code of
Federal Regulations, part 30, section 3)
C. Executive Orders
Exec. Order No. 10,006 of October 9, 1948 (Federal
Register citation)
D. Proclamations
Proclamation No. 3279 of March 10, 1959 (Federal
Register citation)
V. DECISIONS
A. Court Decisions
Court cases are cited by the name given in the official report,
the volume and page of the report, and the date of the
decision.
Supreme 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. 2nd 842
(9th Cir. 1927)
Court of Claims: Carroll v. United States. 117 Ct. Cl. 53
(year). In 1982 the Court of Claims became or was renamed
the U.S. Claims Court, so the citation would read 117 Cl.
Ct. 53 (year) for cases adjudicated after 1981.
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B. Attorney General's Opinions
39 Op. Att'y Gen. 541
C. Comptroller General's Decisions
Published: 28 Comp. Gen. 547
Unpublished: B-92533, February 28, 1950
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CONTENTS OF APPENDIX A
NUMERALS
Page
I. PURPOSE A-l
II. RULES FOR NUMERALS A-l
III. NUMBERS THAT ARE SPELLED OUT A-l
A. Numbers of Less Than 10 Within a Sentence A-l
B. Numbers of Less Than 100 Preceding a
Compound Modifier Containing a Figure A-2
C. Rounded Numbers and Indefinite Expressions A-2
D. Numbers Used With Serious and Dignified
Subjects A-2
E. Large Numbers Denoting Amounts and in
Legal Work A-2
F. Fractions Standing Alone or Followed by
"of a" or "of an" A-2
G. Ordinal Numbers Less Than 10th A-3
IV. NUMBERS EXPRESSED IN FIGURES A-3
A. Single Numbers of 10 or More Within
a Sentence A-3
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Page
B. Group of Two or More Numbers in Sentence,
If Any One of the Numbers is 10 or More A-3
C. Serial Numbers A-3
D. Quantities, Measures, and Time A-3
1. Ages A-3
2. Dates A-4
3. Decimals A-4
4. Degrees A-4
5. Market Quotations A-4
6. Mathematical Expressions A-4
7. Measurements A-5
8. Money A-5
9. Percentages A-5
10. Proportions A-5
11. Time A-5
12. Unit Modifiers A-5
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Page
E. Ordinal Numbers of 10th or More A-5
1. Ordinal of 10th or More Continues with Ordinal Less
Than 10th A-6
2. Express Designation of Military Units in Figure Except
Corps A-6
V. LARGE NUMBERS A-6
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APPENDIX A
NUMERALS
I. PURPOSE
Whether to express a number in figures or to spell it out is often a
troublesome choice. This appendix covers most of the principles
needed to make a choice. It first treats numbers that are spelled
out. Then it deals with numbers that are expressed in figures,
confining the rules to small numbers, usually those under a
thousand. Item V covers large numbers, some of which may be
written in the text by combining figures and words.
n. RULES FOR NUMERALS
The following rules offer overall guidance in choosing the best
method of expressing a number:
A. Spell out numbers at the beginning of a sentence and isolated
numbers of less than 10. Use figures for numbers of more
than one digit and for numbers in groups.
B. Prefer Arabic numerals to Roman numerals.
C. Except in legal documents, avoid repeating in figures a
number which has been spelled out.
NUMBERS THAT ARE SPELLED OUT
A. Numbers of less Than 10 Within a Sentence, Except as
Shown in Item IV, Subitem B, are Spelled Out:
six horses five recommendations
three times as large seven automobiles
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B. Numbers of Less Than 100 Preceding a Compound
Modifier Containing a Figure
two 3/4-inch boards but 120 8-inch boards
twelve 6-inch guns
C. Rounded Numbers and Indefinite Expressions
a hundred cows, dollars, men but 100-odd pupils, 250-fold
the early seventies but the 1870's, not the '70's or
the eighties in the 70's
midsixties but mid-1961
a thousand and one reasons
less than a million dollars
D. Numbers Used With Serious and Dignified Subjects and
in Formal Writing
the Thirteen Original States
in the year nineteen hundred and sixty-five
millions for defense but not one cent for tribute
E. Large Numbers Denoting Amounts Which are Formally
Spelled Out as in Legal Work
one thousand six hundred fifty-two thousand one
and twenty hundred and ninety-
nine hundred and seventy five
three thousand eight- eight thousand and
hundred and eighty-two ninety-two
F. Fractions Standing Alone or Followed by "of a" or "of
an"
one-half inch three-fourths of an inch
one-half of a farm, not 1/2 not 3/4 inch or 3/4 of
of a farm but 1/2 to 3/4 pages an inch
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G. Ordinal Numbers Less Than 10th (See also Item IV,
subitem E)
First Congress ninth century eighth parallel
Second Street Ninth Avenue
IV. NUMBERS EXPRESSED IN FIGURES
A. Single Numbers of 10 or More Within a Sentence
50 ballots, guns, horses
nearly 10 miles
about 40 men
B. Groups of Two or More Numbers in a Sentence, If Any
One of the Numbers is 10 or More
The man has 3 suits, 2 pairs of shoes, and 12 pairs of socks.
but The man has three suits, two pairs of shoes, and five
pairs of socks.
C. Serial Numbers (Commas Are Not Used in Serial
Numbers)
Bulletin 725 pages 352-357 ME 5-90201
290 U.S. 325 1900 19th Street lines 5 and 6
D. Quantities, Measures, and Time
1. Ages
6 years old
52 years 10 months 6 days
a 3-year-old boy
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2. Dates
June 1959; June 20, 1959
not June, 1959,
QT June 20th, 1959
March 6 to April 15, 1959
not March 6, 1959, to
April 15, 1959
3. Decimals
15 April 1960 (military)
4th of July, but Fourth
of July, meaning the
holiday
but the last of April or
the first of May, not
referring to specific
days
Place a zero before a decimal where there is no unit,
except in market quotations. (See Item IV, subitem 5.)
Omit decimal point and zeros after number unless the
zero is needed to indicate exact measurement.
0.25 inch 1.25 gage height 10.0 approximately 10
feet
Degrees
longitude 77 04'06"E.
(spaces omitted)
latitude 49 26'14"N.
Market quotations
4-1/2 percent bonds
104 temperature but two
degrees of justice
an angle of 57
Treasury bonds sell at
95
Metropolitan Railroad, 109 sugar, .03; not 0.03
Mathematical expressions
multiplied by 3
divided by 6
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7. Measurements
7 meters, yards, miles, acres, bushels, but tenpenny
nail,
fourfold, three-ply
8. Money (see also Item V.)
$0.75 or 75 cents $3 (not $3.00) per 200 pounds
0.5 cents $3.65 but $3.00 to $3.65
9. Percentages
23 percent 0.5 percent or one-half
25.5 percent of 1 percent
5 percentage points
10. Proportions
1 to 4 1:62,500 1-3-5
11. Time
6 hours 8 minutes 20 seconds half past 4 or 4:30 a.m.
10 years 3 months 29 days 12M. (noon) and 12 p.m.
but four centuries, three (midnight)
decades 1300 (military time) not
10 o'clock or 10 p.m. 1300 hours
not 10 o'clock p.m. or
10:00 p.m. but 10:30 p.m.
12. Unit Modifiers
5-day week 8-year-old wine 8-hour day 10-foot pole
but a two-story house
a five-man board
$20 million airfield
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E. Ordinal Numbers of I0th or More (See Also Item III,
subitem G)
20th century 82nd Congress 20th Congressional
District
17th region 171st Street 200th Place
1. Ordinal of 10th or More Combined with an Ordinal
Less Than 10th
the 9th and 10th times We represented the 1st,
4th, and 12 wards.
but The district comprised the first and second
precincts.
2. Always Express the Designation of Military Units in
Figures, Except Corps. Which Is Designated by
Roman Numerals.
2d Infantry Division 323d Fighter 5th Fleet
7th Air Force 9th Naval District XII Corps
V. LARGE NUMBERS
Large numbers are usually expressed in figures; however, numbers
from a million up and which end in four or more zeros may be
expressed in text by combining figures and words. In the examples
which follow, preference is based on the ease with which the
number can be grasped in reading.
Amount expressed
in figures Preferable in text Acceptable in text
299,789,665 299,789,665
$1,200,390,180 $1,200,390,180
$12,000,000* $12 million 12 million dollars
$1,000,000,000* $1 billion 1 billion dollars fir
one billion dollars
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$3,250,000* 3.25 million 3 1/4 million or three
and one-fourth million
QT three and one-quarter
million
750,000,000* 750 million 3/4 billion or three-
fourths
of a billion o_r three-
quarters of a billion
9,000,000 to 9 million to nine million to one billion
1,000,000,000* 1 billion
*Correct for tabular work and for text when used with other numbers
ordinarily written in figures, as "$12,000,000 and $9,250,600."
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CONTENTS OF APPENDIX B
CAPITALIZATION
Page
I. GENERAL B-l
II. PROPER NOUNS B-l
A. Names B-l
B. Common Nouns B-2
C. Names of Organized Bodies B-3
1. Federal Government Units B-3
2. International Organizations B-2
3. Names of Organized Bodies B-3
D. Names of Members of Organized Bodies B-6
E. Official Designations of Countries, Domains, and
Their Divisions B-6
F. Names of Regions, Localities, and Geographic
Features B-7
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Page
G. Names of Calendar Divisions, Holidays, Historic Events,
and Periods of Time B-8
III. TITLES USED WITH NAMES OR TITLES STANDING FOR
PERSONS B-8
A. Titles Preceding Names B-8
B. Titles Following Names or Titles Used Above B-9
IV. TITLES OF PUBLICATIONS, DOCUMENTS, ACTS, AND
SO FORTH B-10
V. THE DEFINITE ARTICLE B-ll
VI. PARTICLES IN NAMES OF PERSONS B-ll
VII. FIRST WORDS B-12
VII. GUIDE TO CAPITALIZATION B-13
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CAPITALIZATION
I. GENERAL
Problems of capitalization which most often arise in government
writing are covered in this appendix. Commonly used principles
are briefly stated and then supported by examples. For words or
terms not included here, correct practice can be determined by
relating such words and terms to the principles that are given.
Two main rules govern use of capitals: (a) proper nouns, titles,
and first words in a sentence are capitalized; and (b) common
nouns are not capitalized unless they have gained the status of
proper nouns. Consistency in capitalizing is important. Once a
practice has been adopted, as for example, capitalizing a word for
emphasis, that practice is carefully followed throughout the piece of
writing.
n. PROPER NOUNS
A. Names of Persons, Places, and Things
Capitalize names of persons, places, and things; also
capitalize their derivatives which retain proper noun
meanings.
John Macadam, Macadam family
Paris, Parisian
Italy, Italian
Rome, Roman
Capitol in Washington, D.C.
Do not capitalize names which have become common, or
their derivatives which have general meanings.
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macadamized
plaster of paris
italics, italicize
roman (type)
a State capitol
B. Common Nouns Used as Proper Nouns
Capitalize common nouns used as parts of proper names and
of titles.
Massachusetts Avenue
Federal Express
Cape of Good Hope
Union Station
Budget and Accounting Procedures Act
Appendix C
Column 2
Exhibit D7
The Versailles Treaty
Do not capitalize when used as a substitute for a name, or to
denote time, sequence, or reference.
the longest avenue
the express to Boston
the southernmost cape
the railway station in Washington
act of 1951
a part of appendix C
in column 2, page 3
a reprint of exhibit D7
the treaty of 1919
Capitalize common nouns when used alone as a well-known
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short form of a proper name.
British Commonwealth: the Commonwealth
Cherokee Nation: the Nation
Union of South Africa: the Union
Unites States: the States
Do not capitalize when used in a general sense:
a commonwealth of nations
a nation of warlike people
a union between families
state's evidence
Capitalize plural forms of common nouns when used as a
part of a proper name.
Seventh and I Streets
Lakes Erie and Ontario
State and Treasury Departments
Do not capitalize when used in a general sense.
two old streets
these inland lakes
executive departments
C. Names of Organized Bodies
1. Federal Government Units
Capitalize titles of the Federal Government and its
units, and their shortened forms. Capitalize other
substitutes only to show distinction.
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The U.S. Government: the Federal Government, the
National Government, the Government
U.S. Congress: 86th Congress
the Senate, the House Committee of the Whole: the
Committee
Environmental Protection Agency: the Agency
Department of Agriculture: the Department
Division of Grants: the Division
Bureau of the Census: the Census Bureau, the Bureau
Geological Survey: the Survey
Interstate Commerce Commission: the Commission
American Embassy: the Embassy
Department of Defense: Military Establishment,
Armed Forces
U.S. Army: the Army, Regular Army, the Infantry,
81st Regiment, Army Band
U.S. Navy: the Navy, Navy (Naval) Establishment;
Marine Corps
Do not capitalize when used in a general sense, or
when referring to other than a Federal Government
unit.
democratic government, a federal union, two national
governments, city government
a congress of citizens
a senate or house unit in Iowa
committees of the Senate, a PTA committee
an employment agency
any department of the Government
a division of the organization
formation of a bureau, the census bureau in Laurel
a survey of minerals
a commission on trade rights, inter-state commissions
a foreign embassy; also the consulate, the consulate
general
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a defense establishment, armed forces exploring the
area, also armed services
an army, Grant's army, infantrymen, the regiment, the
March King's band
naval shipyard, naval station, corps of fighting men
2. International Organizations
Capitalize names of international organizations.
United Nations; the Security Council, the Assembly,
the Secretariat, the International Court of Justice
World Health Organization
Do not capitalize when used in a general sense.
united nations in the Middle East, a council of citizens,
a town assembly, a secretariat for the director, a
citizen's court
funds for a health organization
3. Names of Organized Bodies
Capitalize names of Federal Government units and
international organizations. Capitalize names of other
organized bodies when used as titles.
West Virginia Assembly, West Virginia House of
Delegates
California State Highway Commission: Highway
Commission of California
Dutchland Railroad Company: the Dutchland Railroad
Do not capitalize when used in a general sense.
the assembly, the State senate, the house of delegates
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in West Virginia
the highway commission, the commissioner for
highway construction
the railroad company, the railroad in Pennsylvania
D. Names of Members of Organized Bodies
Capitalize names of members of organized bodies to
distinguish them from the same words merely in a descriptive
sense.
a Representative (Member of Congress)
a Republican (member of a political party)
a Catholic (member of the Roman Catholic Church)
Do not capitalize when used in a general sense.
a representative of a group
a republican form of government
catholic (universal) interests
E. Official Designations of Countries, Domains, and Their
Divisions
Capitalize names of countries and their divisions when used
as proper names, as parts of proper names, or as proper
adjectives.
United States: the Republic, the Nation, the Union
New York State: the Empire State
Northwest Territories: the Territory(ies)
Province of Quebec: the Province
U.S.S.R. (Union of Soviet Socialist Republics): Cominform
(Communist Information Bureau), Communist International
Do not capitalize when used in a general sense.
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a republic, two nations, national income, union of States
(U.S.)
church and state
a dominion of the Western Hemisphere
farming provinces of Canada
a socialist form of government, experiment in communism
F. Names of Regions, Localities, and Geographic Features
Capitalize names of regions, localities, and geographic
features when used as proper nouns.
the North Atlantic States
the West, the Midwest
Equatorial Africa
the Middle East (Asia)
the Promised Land
the Continent
Do not capitalize terms used to denote mere direction or
position.
north, south, east, west, northerly, northern, northward
road to the west, a midwest direction
equatorial countries
middle eastern section of the State
a land of promise
continental boundaries
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G. Names of Calendar Divisions, Holidays, Historic Events,
and Periods of Time
Capitalize names of months of the year and days of the
week.
January, February, March
Monday, Tuesday, Wednesday
Do not capitalize names of the seasons or the words "year"
and "century" when used with numbers.
spring, summer, autumn, winter
the year 1960, the 20th century
Capitalize names of events and of holidays
Battle of Lexington
War of 1812, World War II
Feast of the Passover
Fourth of July, the Fourth
Do not capitalize when used in a general sense.
the battle fought at Lexington
the war years, two major wars
a religious feast
on July the fourth, a national holiday
m. TITLES USED WITH NAMES OR TITLES STANDING FOR
PERSONS
A. Titles Preceding Names
Capitalize titles preceding proper names.
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President Roosevelt
King George
Chairman McDowell
Ambassador Page
Do not capitalize when used in a general sense.
a president of a club
a king of spades
a chairman of the committee
ambassador at large
B. Titles Following Names or Titles Used Alone
Capitalize titles following names, or used alone as substitutes
for names, when they indicate preeminence.
Ronald Reagan, President of the United States; the President,
the President-elect, the Executive, the Commander in Chief,
Ex-President Reagan, a former president
George Bush, Vice President of the United States; the Vice
President
George Schultz, Secretary of State; the Secretary, the Acting
Secretary, the Under Secretary, the Assistant Secretary, the
Director, the Chief, or the Assistant Chief
Do not capitalize when used in a general sense or when not
indicating preeminence.
Burns Mason, president of the Potomac Railway; president-
elect of the union, the executive's suite, a young
commander in chief, ex-president of Cullen Institute, a
former president of the university
Caleb Johnson, vice president of SDA Exchange; the vice
president of SDA
secretaries of the military departments (part of the clerical
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staff), but Secretaries of the military departments (heads of
Army, Navy, Air Force); the director, or chief, or assistant
chief of the laboratory
Capitalize titles in the second person.
Your Excellency
Mr. Chairman, Madam Secretary
IV. TITLES OF PUBLICATIONS, DOCUMENTS, ACTS, AND
SO FORTH
Capitalize all words in titles of publications and documents, except
"a," "an," "the," "at," "by," "for," "in," "of," "on," "to," "up,"
"and," "as," "but," "if," "or," and "nor."
Statutes at Large, Revised Statutes
District Code
Bancroft's History
Journal (House or Senate)
American Journal of Science
Monograph 55, Research Paper 123
Senate Document 70, but Senate bill 416
House Resolution 68, but House bill 20
Kellogg Pact, North Atlantic Pact
Treaty of Ghent
Do not capitalize when used apart from titles or in a general sense.
the applicable statutes
the code of the District
history books
a journal of legislative action
a professional journal
any monograph, a research paper by Sales
a historical document from the Senate
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a committee resolution
a pact between nations
the treaty signed at Ghent
V. THE DEFINITE ARTICLE
Capitalize the word "the" when used as part of a name or title.
The Dallas (Oregon)
The Weirs (New Hampshire)
The Hague
The Attorney General (if so written in copy)
Do not capitalize when "the" is used adjectively or with titles of
newspapers, periodicals, vessels, airships, or firm names.
the Dallas region
the Weirs streets
the Hague Court; also the Netherlands
the attorney general of Texas
the Times, the Atlantic Monthly
the Mermaid, the U-3
the National Photograph Company
VI. PARTICLES IN NAMES OF PERSONS
Capitalize particles in foreign names or titles: d', da, dells, du,
van, and von.
D'Orbigny
Da Ponte
Du Pont
Do not capitalize in foreign names when preceded by a forename or
title.
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Alcide d'Orbigny
Cardinal da Ponte
E. I. du Pont de Nemours & Co.
Capitalize particles in anglicized names, even if preceded by a
forename or title.
Justice Van Devanter
Samuel F. Du Pont
Do not capitalize when an individual prefers lowercase.
Henry van Dyke (his usage)
Irenee du Pont (her usage)
VH. FIRST WORDS
Capitalize the first word of a sentence, of an independent clause or
phrase, of a direct quotation, of a line of poetry, or of a formally
introduced series or items following a colon.
The question is, Shall the bill pass?
He asked, "And where are you going?"
Lives of great men all remind us
We can make our lives sublime.
The vote was as follows: In the affirmative, 23; in the negative, 11;
not voting, 3.
Do not capitalize a fragmentary quotation or a supplementary
remark following a colon.
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He objected "to the Phraseology, but not to the ideas."
Revolutions are not made; they happen.
GUIDE TO CAPITALIZATION
Act, when used as part of a title (Classification Act of 1949) but the
Act when used to refer to a specific act.
act of 1949
the act
Administration, when used as a shortened name for an organization
administration, when referring to the President's administration (the
administration's foreign policy)
Armed Forces, when used for overall military establishment
(British Armed Forces) but the armed forces
armed services
Branch, when used as a shortened name of a particular branch but
branch, when used generally (the branch offices; the audit
branches; executive, judicial, or legislative branch)
Budget of the United States
budget message
president's budget
Bureau, when referring to a specific bureau
Bureau-wide
bureau, when used general
Cabinet members
President's Cabinet
the Cabinet
Chapter II, when used a part of title (Chapter II: Accounting)
chapter II, when used alone to refer to a chapter
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Committee, when used a part of the name of any congressional or
other committee
the Committee (without name), when referring to an international
committee or to a noncongressional Federal committee
(Committee of Defense Ministers (NATO); the Committee)
(National Advisory Committee for Aeronautics; the Committee)
committee (without name), when referring to a congressional
committee (Joint Committee on Atomic Energy; joint committee;
the committee; your committee) (Committee on Appropriations;
the committee) (Subcommittee on Appropriations; the
subcommittee) (the subcommittee of the Appropriations
Committee)
Congress of the United States
the Congress, if referring to a national congress
Member of Congress (when referring to a specific member)
Congressional Directory, the directory
Congressional Library, the Library
congressional action or committee
Department, when referring to a Federal, District of Columbia, or
international unit department, legislative, executive, judicial
departments
Division, when used as a shortened name of a particular one
division, when used generally; the divisions
Executive Order No. 34, when used with the number or in
referring to a specific one
Executive Order, when used generally, or when the order is not
identified (You are required by Executive Order to ...)
Exhibit 2, when used as part of a title
exhibit 2, when used alone
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Federal Government (any national government)
Federal Land bank (but Federal Land Bank of Louisville)
Federal Reserve bank (but Federal Reserve Bank of New York)
federally
Government, United States, British, French, etc.
Government department or official
Government-owned, (U.S. or foreign specific government)
Governmentwide, specific government
government, military
governments, European
governmental
governmentwide, State or city
Legislative, if part of a name
legislative session or branch
Nation, synonym for United States
nation, the French nation
nationwide
National, when used with capitalized name
national defense agencies
Naval, if part of name
naval command, district, expenditures
point 4 program
Presidency, office of the head of a government
President of the United States
president of the Erie Railroad
Presidential assistant, order, proclamation
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presidential candidate, election
program, European recovery
universal military training
schedule A, when used alone; capitalized if used with title
section 3, capitalized if used as part of title
Senator, United States Senator
senator, if referring to a Senate senator, unless preceding a name
senatorial
Service, if referring to a specific Federal or District of Columbia
unit
service, naval, postal, airmail
spring (season)
State, when referring directly to one or all of the 50 States; States
rights; State's attorney
state's evidence
statehood
statewide
Title II, if used as part of title (Title II: Appropriations)
title II, if used alone
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CONTENTS OF APPENDIX C
CAPITALIZATION
Page
I. PUNCTUATION AND WORD USAGE C-l
A. APOSTROPHE C-l
1. Use of apostrophe C-l
2. Omit apostrophe C-2
B. BRACKETS C-3
1. Pairs of Brackets C-3
2. Single Brackets C-3
C. COLON C-4
1. Use of Colon C-5
D. COMMA C-5
1. Use of Comma C-5
2. Omit Comma C-8
E. DASH C-9
1. Use of Dash C-9
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Page
F. EXCLAMATION POINT C-ll
G. HYPHEN C-ll
1. Use of the Hyphen C-ll
H. PARENTHESES C-12
1. Use of Pairs of Parentheses C-12
2. Use of Single Parentheses C-13
I. PERIOD C-13
1. Use the Period C-13
J. QUESTION MARK C-14
1. Use the Question Mark C-14
K. QUOTATION MARKS C-14
1. Use of Quotation Marks C-14
2. Limit Quotation Marks C-15
3. Placement of Other Punctuation Marks With Quotation
Marks C-15
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Page
L. SEMICOLON C-16
1. Use the Semicolon C-16
II. WORD USAGE C-17
A. WORDS AND PHASES C-17
B. CORRECT USE OF PREPOSITIONS WITH CERTAIN
WORDS C-24
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APPENDIX C
PUNCTUATION AND WORD USAGE
I. PUNCTUATION
Punctuation marks are to the reader what road signs are to the
driver. They make it easier to understand what is coming up.
They are rules, but there are also many exceptions. Some
punctuation marks may be substituted for others without changing
the meaning of a sentence or without making it less clear. Good
sentences usually need few punctuation marks.
A. Apostrophe
1. Use of apostrophe
To indicate contractions or omitted letters.
I've it's (it is)
To indicate the coined plurals of letters, figures, and
symbols.
three R's 5's and 7's + 's
To show possession. Add '"s" when the noun does not
end with an s sound. Add only the apostrophe to a
noun that ends with an s sound.
officer's Mars' hostess' Co.'s Cos.' Jones' Jonesses'
To show possession in compound nouns, add the
apostrophe or '"s" to the final word.
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brother-in-law's secretary-treasurer's
To show joint possession in nouns in a series, add the
apostrophe or '"s" to the last noun.
soldiers and sailors' home
To show separate possession in nouns in a series, add
the apostrophe or '"s" to each noun.
John's, Thomas', and Henry's ratings
To show possession in indefinite pronouns, add the
apostrophe or '"s" to the last component of the
pronoun.
someone's desk somebody else's books others' homes
2. Omit apostrophe
To form the possessive of personal pronouns.
theirs yours hers its
To form the plural of spelled-out numbers, of words
referred to as words, and of words already containing
an apostrophe, add "s".
twos and threes ifs, ands, and buts yeses and noes
do's and don'ts which's and that's
To follow names of countries and other organized
bodies ending in "s", or after words more descriptive
than possessive (not indicating personal possession),
except when the plural does not end in "s."
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United States control United Nations meeting
children's hospital merchants exchange
B. Brackets
1. Pairs of Brackets
To enclose a correction.
He arrived at 13 {12} o'clock.
To supply something omitted.
Mr. Adams {arrived} late.
To explain or to identify.
The president pro team {Arnold} spoke briefly.
To instruct or to add comment.
To report is as follows {read first paragraph}:
To enclose sic when it is used to show that an error in
a quotation has been recognized but not changed.
It's {sic} counterpart is missing.
In a quotation to show comments not a part of quoted
material.
Do you know these men {handling the witness list}?
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When brackets are used as an editing mark, leave out
material within brackets.
The conduct of all {Agency} international activities in EPA.
2. Single Brackets
At the beginning of each paragraph, but only at the
close of the last paragraph, when extensive material is
enclosed.
C. Colon
1. Use of colon
To separate an introductory statement from explanatory
or summarizing material that follows:
The board consists of three officials: Chairman, vice
chairman, and recorder-secretary.
Give up conveniences; do not demand special privileges; do
not stop work: these are necessary while we are at war.
To introduce formal statements, questions, or
quotations
The committee stated the principle thus: In our foreign
relations, people instead of governments are out first
concern.
The following question came up for discussion: What policy
should be adopted?
He said: {If the quotation is not more than one sentence,
use a comma instead of a colon.}
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To follow a formal salutation.
Dear Mr. Franklin: Ladies and Gentlemen: To Whom it
May Concern:
To separate the hour and the minutes in clock time.
8:15 a.m. 11:59 p.m.
To follow introductory headings which lead directly to
subentries.
Policy:
General:
Salaries
Responsibilities
Specific:
To separate parts of citations.
Luke 4:3 Journal of Education 3:342-358
To indicate proportion. (Use double colon as ratio
sign.)
1:2::3:6 Concrete mixed 5:3:1
D. Comma
1. Use of a comma
To separate words or figures that might otherwise be
misunderstood or misread.
Instead of hundreds, thousands, came.
To John, Smith was very helpful.
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Out of each 20, 10 are rejected.
What the difficulty is, is not known.
To set off introductory or explanatory words that
precede, break, or follow a short direct quotation. The
comma is not needed if a question mark or an
exclamation point is already part of the quoted matter.
I said, "Don't you understand the question?"
"I understand it," she replied, "but I disagree with the
answer."
"Why?" he said.
"It's unreasonable!" she exclaimed.
To indicate the omission of an understood word or
words.
Then he was enthusiastic: now, indifferent.
To separate a series of modifiers of equal rank.
It is a young, eager, intelligent group.
but
He is a clever young man. (No comma when the final
modifier is considered part of the noun modified.)
To follow each of the members within a series of three
or more, when the last two members are joined by
"and", "or", or "nor."
horses, mules, and cattle
by the bolt, by the yard, or in remnants
not snow, rain, nor heat
by 5, 10, or 20
To separate an introductory phrase from the subject it
modifies.
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Beset by the enemy, they retreated.
Before and after academic degrees and names of
States, preceded by names of cities, within a sentence.
(Do not use a comma before "Jr.", or "Sr." since
these elements are restrictive, or essential to identify
the person.)
Henry Smith, Ph.D., Chairman
Washington, DC, schools
To set off parenthetic words, phrases, or clauses.
The atom bomb, developed by the Manhattan project, was
first used in World War H.
The situation in the Middle East, he reported, might erupt.
The person who started that fire is undoubtedly an arsonist.
(No comma necessary, since the clause "who started that
fire" is essential to identify the person.)
To set off words or phrases in apposition or in
contrast.
Mr. Jay, attorney for the plaintiff, asked for a delay.
You will need work, not words.
To separate the clauses of a compound sentence if they
are joined by a simple conjunction such as "or", "nor",
"and", or "but."
The United States will not be an aggressor, nor will it
tolerate aggression by other countries.
To set off a noun or phrase in direct address.
Mr. President, the motion has carried.
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To separate the title of an official and the name of his
organization, in the absence of the words "of" or "of
the."
Chief, Insurance Branch
Chairman, Committee on Appropriations
To separate thousands, millions, and so forth, in
numbers of four or more digits.
4,230 50,491 1,000,000
To set off the year when it follows the day of the
month in a specific date within a sentence.
The reported dates of September 11, 1943, to June 12, 1955,
were erroneous.
After the word "that" when followed by a parenthetical
phrase, and another comma at the end of the
parenthetical phrase.
It is recommended that, since each member of the Agency
must follow the directive, it should be circulated throughout
the office.
To set off abbreviations which introduce a summary or
explanation of what has gone before in the sentence.
The industry is related to groups that produce finished
goods; i.e., electrical machinery and transportation
equipment.
2. Omit comma
To separate the month and year in a date.
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Production for June 1955
On 5 July 1956 we dedicated the arsenal.
(Military form of date)
To separate units of numbers in build-up fractions,
decimals, page numbers, serial numbers (except patent
numbers), telephone numbers, and street addresses.
1/2500 Motor No. 189463
1.9047 Metropolitan 9-3201
page 2632 1727-1731 Broad Street
1450 kilocycles, 1100 meters (no comma unless more than
four digits, radio only)
To precede an ampersand (&) or a dash.
Greene, Wilson & Co. (except in indexes: Jones, A.H., &
Sons)
There are other factors—time, cost, and transportation—but
quality is the most important.
To separate two nouns one of which identifies the
other.
The booklet "Infant Care" Wilson's boat "The Main"
To separate the name and the number of an
organization.
Western Legion Post No. 12
E. Dash
1. Use the dash
(two hyphens and no space)
To mark a sudden break or abrupt change in thought.
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He said—and no one contradicted him—"The battle is lost."
If the bill should pass-which Heaven forbid!-the service will
be wrecked.
To indicate an interruption or an unfinished word or
sentence.
He said, "Give me lib-"
Q. Did you see-?
A. No, sir.
To serve instead of commas or parentheses, if the
meaning is clarified by the dash.
These are shore deposits—gravel, sand, and clay—but marine
sediments underlie them.
To introduce a final clause that summarizes a series of
ideas.
Freedom of speech, freedom of worship, freedom from want,
freedom from fear—these are the fundamentals of moral
world order.
To follow an introductory phrase leading into two or
more successive lines and indicating repetition of that
phrase.
I recommend-
That we accept the rules
That we publish them
To serve instead of a colon when a question mark
closes the preceding idea.
How can you explain this?-"Fee paid, $5."
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To precede a credit line or signature.
Still achieving, still pursuing,
Learn to labor and to wait.
—Longfellow
This statement is open to question.-Gerald H. Forsythe
NOTE: These are the only instances where a dash is used in
correspondence.
F. Exclamation Point
Use the exclamation point to mark surprise, incredulity,
admiration, appeal, or other strong emotion which may be
expressed even in a declarative or interrogative sentence
How beautiful! "Great!" he exclaimed.
O Lord, save Thy people!
Who shouted, "All aboard!" (Question mark omitted)
G. Hyphen
1. Use of the hyphen
To connect the elements of certain compound words.
To indicate continuation of a word divided at the end
of a line.
To separate the letters of a word which is spelled out
for emphasis.
d-o-M-a-r-s
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H. Parentheses
1. Use of pairs of parentheses
To set off matter not part of the main statement or not
a grammatical element of the sentence, yet important
enough the included.
Mr. Kelley (to the chairman).
Q. (Continuing.)
A. (Reads:)
The result (see figure 2) is most surprising.
To enclose a parenthetic clause where the interruption
is too great to be indicated by commas.
You can find it neither in French dictionaries (at any rate,
not in littre') nor in English dictionaries.
To enclose an explanatory word that is not part of the
statement.
The Erie (PA) Ledger
but the Ledger of Erie, PA
To enclose letters or numbers designating items in a
series, either at the beginning of paragraphs or within a
paragraph.
You will observe that the sword is (1) old fashioned, (2) still
sharp, and (3) usually light for its size.
To enclose a reference at the end of a sentence.
Unless the reference is a complete sentence, place the
period after the parenthesis closing the reference. If
the sentence contains more than one parenthetic
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reference, place the period after the end reference,
even if this reference is a completed sentence.
The specimen exhibits both phases (pi. 14, A,B).
The individual cavities show great variation. (See pi. 4.)
This sandstone (see pi. 6) occurs hi every county of the State
(see pi. #1).
NOTE: No punctuation is used in front of a parenthesis; place it
after the closing parenthesis.
2. Use of single parenthesis
Use single parenthesis when enclosing extensive
material: At the beginning of each paragraph but at
the close of only the last paragraph.
I. Period
1. Use the period
To end a declarative sentence that is not exclamatory,
and to end an imperative sentence.
He works for Johnson & Sons, Inc.
Do not be late.
To end an indirect question or a question intended as a
suggestion and not requiring an answer.
Tell me how the rocket was launched.
May we hear from you soon.
To follow abbreviations, unless by usage the period is
omitted.
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gal. NE. qt. but USDA
NOTE: In abbreviations made up of single letters, no space is allowed
between the period and the following letter, except that one space is
allowed after the periods following the initials in a proper name.
J. Question Mark
1. Use the question mark
To indicate a direct query, even if not in the form of a
question.
Did he do it? Can the money be raised? is the question.
He did what? Who asked, "Why?" (Note single question
mark.)
To express more than one query in the same sentence.
Can he do it? or you? or anyone?
To express doubt.
He said the boy was 8(?) feet tall.
K. Quotation Marks
1. Use quotation marks
To enclose a direct quotation. Single quotation marks
are used to enclose a quotation within a quotation.
The answer is "No."
"Your order has been received," they wrote.
He said, "John said 'No'. "
"John," said Henry, "why do you go?"
"The equipment will be forwarded promptly."
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To enclose any matter following the terms "entitled",
"the word", "the term", "marked", "endorsed", or
"signed". Do not use them to enclose expressions
following the terms "known as", "called", "so-called",
and so forth, unless such expressions are misnomers or
slang.
Congress passed the act entitled "An act..."
It was signed "John."
After the word "treaty," insert a comma.
The so-called investigating body.
To enclose misnomers, slang expressions, nicknames,
or ordinary words used in an arbitrary way.
He voted for the "lameduck" amendment.
His report was "bunk."
The "invisible government" is responsible.
George Herman "Babe" Ruth.
2. Limited use of quotation marks
Limit quotation marks, if possible, to three sets
(double, single, double).
"The question is, in effect, 'Can a person who obtains his
certificate of naturalization by fraud be considered a "bona
fide" citizen of the United States? "
3. Placement of other punctuation marks with quotation
marks.
Always type the comma and the final period inside the
quotation marks, other punctuation marks are placed
inside only if they are a part of the quoted matter.
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"The President," he said, "will veto the bill."
The trainman shouted, "All aboard!"
Is this what we call a "Correspondex"?
"Have you an application form?"
Who asked, "Why?"
Why call it a "gentlemen's agreement"?
L. Semicolon
1. Use the semicolon
To separate independent clauses not joined by a
conjunction, or joined by a conjunctive adverb such as
"hence", "therefore", "however", "moreover", and so
forth.
The report is not ready today; it may be completed by
Friday.
The allotment has been transferred to the Production
Division; hence, construction of the partitions must be
delayed.
To separate two or more phrases or clauses with
internal punctuation.
Robert M. Roman, chairman of the union, will travel in
most of southern Europe; in all of the Near East; and in case
there is tune, along the northern, western, and southern
coasts of Africa.
If you want your writing to be worthwhile, give it unity; if
you want it to be easy to read, give it coherence; and , if you
want it to be interesting, give it emphasis.
To separate statements that are too closely related in
meaning to be written as separate sentences.
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No; we receive one-third.
War is destructive; peace, constructive.
To precede words or abbreviations which introduce a
summary or explanation of what has gone before in the
sentence.
A writer should adopt a definite arrangement of material; for
example, arrangement by time sequence, by order of
importance, or by subject classification.
The industry is related to groups that produce finished goods;
i.e., electrical machinery and transportation equipment.
II. Word Usage
A. Words and Phases
Ability -- power to accomplish: His ability as an orator is
not questioned.
Capacity — power to receive or contain: His capacity for
work is unlimited.
Above — the use of above as a noun or an adjective is
undesirable and should be avoided.
Examples: The foregoing (not above) paragraph...
The preceding (not above) statement...
Above subject,
Above-named, and
Above-mentioned are overworked terms. It is preferable to
repeat the subject or use a synonymous word or phrase.
Instead of "the above-mentioned contract," why not merely
"the contract" or "this contract."
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Admission - implies access to rights or privileges: His
admission to the society shows his standing.
Admittance — is limited to actual physical entrance: He
could not gain admittance to the grounds.
Advise - primary meaning is to give counsel or advice.
Inform ~ to make known, to communicate knowledge of.
Affect — (a verb) means to influence.
Effect — (a noun) means result or consequence.
(a verb) means to bring about as a result of, to
accomplish.
Example: The law cannot affect us, although it may effect great
changes as soon as it goes into effect.
Alternative — there can be only two alternatives. To express
choice among more than two options, use "possibilities",
"options", "opportunities", "courses."
Among ~ use in connection with more than two persons or
things.
Between ~ use in connection with two persons or things.
Amount — the sum total of two or more units.
Number ~ refers to units counted.
Quantity ~ refers to something measurable.
As to - should not be used before an indirect question
beginning with "how", "what", "when", "where",
"whether", "whom", or "why".
Examples: I am inquiring why (not "as to why") you did
not come.
I am uncertain whom (not "as to whom") you
mean.
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Attached hereto — use "attached".
Balance ~ an excess on either the debit or credit side of an
account.
Remainder or rest ~ that which is left after removal of a
part.
Beside - means near, close by, by the side of.
Besides — means moreover, in addition to.
Both — two considered together: Both cost ten dollars.
Each — means any number taken one at a time: Each of
them costs five dollars.
Consensus of opinion — redundant; use only "consensus".
Consideration is being given — use instead: "is being
considered".
Continual — means periodically recurring.
Continuous — means continuing without interruption.
Example: A continuous performance might be continually
interrupted by a clown in the audience.
Data ~ is the plural of the Latin word "datum" and takes a
plural verb when used as the subject of a sentence.
Due to - "due" is an adjective and "due to" should be used
only immediately after the work it modifies or after the
verb "is;" not used in place of "owing to", "because of",
or "on account of."
Each other ~ use when speaking of two.
One another ~ use when speaking of more than two.
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Enclosed herewith — use enclosed.
Expect — to regard as likely to happen.
Suspect — to doubt the truth of.
Farther — expresses distances: I can walk no farther.
Further — means more, to a greater extent or degree: Expect
no further and from me.
Fewer — refers to number: There are fewer serious mistakes
in this pamphlet (meaning that the number of mistakes has
decreased).
Less — refers to degree: There are less serious mistakes in
this pamphlet (meaning the degree of seriousness has been
reduced).
Following — as a participle, should not be used without a
noun to qualify: The following list is based on other lists
(not the following is a list based on numerous other lists).
Happen and Transpire — Discriminating writers use "occur"
or "happen" for events; reserve "transpire" for its real
meaning of "become known" or "come to light."
I would like — use instead, "I should like".
Imply ~ to hint at or express indirectly: He implied
Mr. Jones would not be appointed.
Infer ~ to draw a logical conclusion from given date or
premises: I inferred from what he said that Mr. Jones
would not be appointed.
In my estimation - use instead, "in my opinion".
Inside ~ do not use to express time; do not use "of" after
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"inside": The bulletin will reach you within (not "inside"
or "inside of") a week.
Kind — these words are singular in number. Do not precede
them with a plural form such as "these" or "those"; use
"this" or "that".
Kind of and sort of ~ should not be used as adverbs; neither
should be followed by "a" or "an".
Like -- is a preposition and should be followed by a noun or
pronoun, not by a statement
Example: It looks as if (nor "like") it might rain today.
It looks like rain.
No such — not followed by "a": there is no such (not no
such a) number on this street.
Plan — do not combine with "on": He planned to take (not
planned on taking) a vacation soon.
Practical ~ applies to that which is suited to actual conditions
or is not theoretical; "useful" applies to persons and
things.
Practicable ~ applies to that which has not yet been worked
out or fully tested but seems feasible; usable.
Example: A man can be practical but not practicable.
A suggestion can be both practical and
practicable.
Principal ~ means chief, leader; or invested capital. As an
adjective, it means the highest in rank or importance.
Principle — means truth, belief, policy.
Provided — provided is preferred to providing: I shall go
provided (not "providing") it does not rain.
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Same — should not be used as a pronoun in official
correspondence. "The same as" should not be used for "in
the same way as" or "just as".
Example: We will repair the typewriter and send it (not the
same) to you.
You think just as (not "the same as") I do about it.
Say, State ~ to "state" means to express fully or clearly and
should not be used loosely to "say".
Examples: Senator Jones said (not "stated") he would
leave today.
Senator Jones stated his objections to the bill.
Seems as if - "that" (not "as if", "as though", or "like")
should be used after the verb seems.
Examples: It seems to him that (not "as if" or "as
though") red tape is sometimes a necessary evil.
It seems that (not "like") he is going in spite of
what you told me.
Sometime — point of time not specified: They will be
here sometime in June.
Sometimes — more than one point of time: Sometimes
she works at night.
Some time - indefinite period of time: It will take some
time to complete.
Stand for - "for" is not needed and should be omitted:
He will not stand (not "stand for") such abuse.
That — is preferable when sense is restrictive: That is a
new book she gave me.
"Which" preceded by a coma, is used when a new fact
is added: I have the book, which I found interesting.
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The — should be repeated before nouns in a series unless
the nouns refer to the same person or thing: The
secretary and the treasurer of ...(2 persons).
The past week ~ not this past week.
Through ~ should not be used in the sense of finished or
concluded: the performance was concluded "(not
"through") at midnight.
Try and - "to try" takes an infinitive for its object: To
try to meet (not "try and meet") our goal.
Unique ~ means the only one of its kind, cannot be
qualified as "quite unique", fairly unique", or "most
unique".
>ry for very much — "very pleased" is incorrect as
"very" cannot directly modify a verb: I am very much
pleased.
Whether ~ is used to introduce an alternative: I shall let
you know whether or not I can go.
"If" is used to introduce a supposition or condition: I'll
find out if I have time.
Which — is used when referring to things.
Who — is used when referring to persons.
That ~ is used when referring to either persons or things.
Will be given attention — use instead "will receive
attention".
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B. Correct use of prepositions with certain words.
Accompanied by a person; with a thing.
Accord with
According to
Acquiesce in
Adapted for - meaning suited to
Adapted from - meaning "changed from"
Adapted to - meaning adjusted to
Adverse to
Agree with a person; on or to a proposal or plan; upon a
course of action
Angry with a person; at or about something
Argue with a person; for or against a thing
Be sure to (preferred to be sure and)
Compare to ~ when the comparison is an imagined one: The
British Isles may be compared to a coiled spring.
Compared with ~ when an actual comparison is made
between two persons or things in the same class.
Comply with
Conform to
Contend with a person; for a principle; against an obstacle.
Contrast with
Deals with (not on)
Desirous of
Different from (not different than)
Identical with (not to)
Independent of
In accordance with (not to)
In connection with - a single preposition such as on or about
is preferred.
In relation to (not with)
In the circumstances (not under the circumstances)
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Of the fact that -- this phrase can usually be cut down to
that: We were not certain that (not of the fact that) he
would come.
Off (never off of)
Prior to
Related to (not with)
Superior to
Unmindful of
With reference to (not in reference to) — this phrase should
be avoided; concerning or regarding is preferred.
With respect to — this phrase should be avoided; concerning
or regarding is preferred.
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APPENDIX D
FORMS OF ADDRESS
Page
I. THE WHITE HOUSE D-l
II. EXECUTIVE OFFICE OF THE PRESIDENT D-2
III. THE VICE PRESIDENT D-2
IV. THE FEDERAL JUDICIARY D-3
V. THE CONGRESS D-4
VI. LEGISLATIVE AGENCIES D-ll
VII. EXECUTIVE DEPARTMENTS D-ll
VIII. INDEPENDENT AGENCIES D-12
IX. MILITARY SERVICES D-15
X. DIPLOMATIC CORPS D-19
XI. THE ORGANIZATION OF AMERICAN STATES D-20
XII. UNITED NATIONS D-20
XIII. STATE AND LOCAL GOVERNMENTS D-21
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Page
XIV. ECCLESIASTICAL ORGANIZATIONS D-22
XV. SCHOOL OFFICIAL D-25
XVI. PRIVATE CITIZENS D-27
XVII.NAME OF ADDRESSES UNKNOWNS D-28
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I. THE WHITE HOUSE
APPENDIX D
FORMS OF ADDRESS
ADDRESSEE
The President
Assistant to the
President
ENVELOPE AND
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
SALUTATION AND
COMPLIMENTARY CLOSE
Dear Mr./Madam President:
Respectfully,
Dear Mr./Ms. (surname):
Sincerely yours,
Secretary to the
President
Honorable (full name)
Secretary to the President
The White House
Washington, D.C. 20500
Dear Mr./Ms. (surname):
Sincerely yours,
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Secretary to the
President (with
military rank)
(Full rank)(full name)
Secretary to the President
The White House
Washington, D.C. 20500
n.
EXECUTIVE OFFICE OF THE PRESIDENT
Director, Office of
Management and Budget
Honorable (full name)
Director
Office of Management
and Budget
Washington, D.C. 20503
m.
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
Dear (rank)(surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Madam
Vice President:
Sincerely yours,
Dear Mr./Madam President:
Sincerely yours,
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IV. THE FEDERAL JUDICIARY
The Chief Justice
Associate Justice
U.S. Court of Claims
Administrative Officer
of the U.S. Court
Honorable (full name)
The Chief Justice of
the United States
Washington, D.C. 20543
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
Honorable (full name)
Director, Administrative
Office of the United
States Courts
Washington, D.C. 20544
Dear Mr./Madam
Chief Justice:
Sincerely yours,
Dear Mr./Madam
Justice (surname):
Sincerely yours,
Dear Judge (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours:
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V. THE CONGRESS
Senate President
President Pro Tempore
of the Senate
Senate Majority Leader
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
Dear Mr./Madam President:
Sincerely yours,
Dear Senator (surname):
Sincerely yours,
Dear Senator (surname):
Sincerely yours,
Secretary of the Senate
Honorable (full name)
Secretary of the Senate
United States Senate
Washington, D.C. 20510
Dear Mr./Ms. (surname):
Sincerely yours,
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Sergeant at Arms
Speaker of the House
Clerk of the House
of Representatives
Architect of the Capitol
Honorable (full name)
Sergeant at Arms
United States Senate (or
House of Representatives)
Washington, D.C. 20510
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
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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Chair of Senate Committee
Chair of House Committee
Chair of a Joint Committee
Honorable (full name)
Chairman/Chairwoman
Committee on (name)
United States Senate
Washington, D.C. 20510
Honorable (full name)
Chairman/Chairwoman
Committee on (name)
United States
Honorable (full name)
Chairman/Chairwoman
Joint Committee on
(full name)
Congress of the
United States
Washington, D.C. 20515
Dear Mr. Chairman:/
Dear Madam Chairwoman:
Sincerely yours,
Dear Mr. Chairman:/
Dear Madam Chairwoman:
Sincerely yours,
Dear Mr. Chairman:/
Dear Madam Chairwoman:
Sincerely yours,
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Chair of a Joint Committee
and Members
Honorable (full name)
Chairman/Chairwoman and
Members
Joint Committee on (full
name)
Congress of the United States
Washington, D.C. 20515
Dear Mr. Chairman:/
Dear Madam Chairwomen and
Members:
Sincerely yours,
Chair of Subcommittee
Chair of the House
Subcommittee
Honorable (full name)
Chairman/Chairwoman
Subcommittee on (name)
(Name of parent committee)
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. Chairman:/
Dear Madam Chairwoman:
Sincerely yours,
Dear Mr. Chairman:/
Dear Madam Chairwoman:
Sincerely yours,
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Senator
(in Washington)
Senator
(away from Washington)
Honorable (full name)
United States Senate
Washington, D.C. 20510
Honorable (full name)
United States Senator
(Local address)00000
Dear Senator (surname)
Sincerely yours,
Dear Senator (surname):
Sincerely yours,
Senator-elect
Former Senator
Honorable (full name)
Senator-elect
United States Senate
Washington, D.C. 20510
Honorable (full name)
(Local address) 00000
Dear Senator (surname):
Sincerely yours,
Dear Senator (surname:
Sincerely yours,
Office of a Deceased
Senator
Secretary to the late
Senator (full name)
United States Senate
Washington, D.C. 20510
Dear Mr./Ms. (surname):
Sincerely yours,
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Senate Committee
Staff Official
Representative
(in Washington)
Dear Mr./Ms. (full name)
Title
United States Senate
Honorable (full name)
House of Representatives
Washington, D.C. 20515
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Representative
(away from Washington)
Honorable (full name)
Member, United States
House of Representatives
(Local address) 00000
Dear Mr./Ms. (surname):
Sincerely yours,
Representative who is a
member of the medical
profession also
Representative-elect
Honorable (full name)
House of Representatives
Washington, D.C. 20515
Honorable (full name)
Representative-elect
House of Representatives
Washington, D.C. 20515
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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Representative at Large
Former Representative
Honorable (full name)
House of Representatives
Washington, D.C.
Honorable (full name)
(Local address) 00000
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Office of a Deceased
Representative
House Committee Staff
Official
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. 20515
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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VI.
LEGISLATIVE AGENCIES
Librarian of Congress
(Head of the Library
of Congress)
Honorable (full name)
Librarian of Congress
Washington, D.C. 20540
Dear Mr./Ms. (surname):
Sincerely yours,
Comptroller General
of the United States
Public Printer (Head
of the United States
Government Printing
Office)
Honorable (full name)
Comptroller General
of the United States
Washington, D.C. 20548
Honorable (full name)
Public Printer
U.S. Government
Printing Office
Washington, D.C. 20401
vn.
EXECUTIVE DEPARTMENTS
Members of the Cabinet,
and heads of the military
departments 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,
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Attorney General
(Head of the
Department of Justice)
Honorable (full name)
The Attorney General
Washington, D.C. 20530
Dear Mr./Ms. (surname):
Attorney General
Sincerely yours,
Deputy, Under, and
Assistant Secretaries
vra.
Honorable (full name)
Deputy (Under or Assistant)
Secretary of the (Title)
(Local address) 00000
INDEPENDENT AGENCIES
Postmaster General
United States
Postal Service
Honorable (full name)
The Postmaster General
United States Postal Service
Washington, D.C. 20260
Dear Mr./Madam (surname):
Sincerely yours,
Dear Mr./Ms.
Postmaster General:
Sincerely yours,
Head of a Federal Agency,
Administration, Authority,
Board, Corporation, System
of Institution
Honorable (full name)
(Title),(name of agency)
(Local address) 00000
Dear Mr./Ms. (surname):
Sincerely yours,
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If the incumbent has a military
title:
Head of a subordinate
organization within an
independent agency
(Full Military Title, such as
Major General)(full name)
President,
(name of corporation)
(Local address) 00000
Dear Mr./Ms. (surname):
(Title),(name of organization)
(Name of agency)
(Local address) 00000
If the incumbent has a
military title:
(Full Military Title, such as
Rear Admiral)(Full name)
(Title)
(Name of agency)
Local address) 00000
Dear (Shortened Military
Title, such as General)
(surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear (Shortened Military
Title, such as
Admiral)(surname):
Sincerely yours,
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Chair of a Commission
Honorable (full name)
Chairman/Chairwoman
(Name of Commission)
(Local address) 00000
Dear Mr./Ms. (surname):
Sincerely yours,
Member of a Commission
Chair of a Board
Honorable (full name)
Member, (name of
Commission)
(Local address) 00000
Honorable (full name)
Chairman/Chairwoman
(Name of Board)
(Local address) 00000
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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IX.
MILITARY SERVICES
Army (USA),
Air Force (USAF),
Marine Corps (USMC)
General,
Lieutenant General,
Major General,
Brigadier General
Colonel, Lieutenant Colonel
Major
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
Dear General (surname):
Sincerely yours,
Dear Colonel (surname):
Sincerely yours,
Dear Major (surname):
Sincerely yours,
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Captain
First Lieutenant
Second Lieutenant
Chief Warrant Officer,
Warrant Officer
Master Sergeant,
Sergeant Major,
First Sergeant,
Platoon Sergeant,
Staff Sergeant, Sergeant
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
Dear Captain (surname):
Sincerely yours,
Dear Lieutenant (surname):
Sincerely yours,
Dear Mr ./Ms. (surname):
Very truly yours,
Dear Sergeant (surname):
Very truly yours,
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Corporal
Private First Class
Navy (USN)
Cost Guard (USCG)
Fleet Admiral,
Admiral, Vice Admiral,
Rear Admiral
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
Dear Corporal (surname):
Very truly yours,
Dear Private (surname):
Very truly yours,
Dear Admiral (surname):
Sincerely yours,
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Captain
Commander
Lieutenant Commander,
Lieutenant, Lieutenant
(JG), Ensign, Warrant
Officer
Retired Officer
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
(Full rank)(full name)
(abbreviation of service
designation)
(Post office address of
organization and zip code)
Dear Captain (surname):
Sincerely yours,
Dear Commander (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear (rank) (surname):
Sincerely yours,
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X.
DIPLOMATIC CORPS
American Ambassador
Honorable (full name)
American Ambassador
(City), (Country)
Dear Mr./Madam
Ambassador:
Sincerely yours,
American Minister
Honorable (full name)
American Minister
(City), (Country)
Dear Mr./Madam Minister:
Sincerely yours,
Foreign Ambassador
His/Her Excellency
(full name)
Ambassador of (Country)
(Local address) 00000
Dear Mr./Madam
Ambassador:
Sincerely yours,
Foreign Minister
in the United States
Honorable (full name)
Minister of (Country)
(Local address) 00000
Dear Mr./Madam Minister:
Sincerely yours,
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XI.
THE ORGANIZATION OF AMERICAN STATES
Secretary General of the
Organization of American
States
Honorable (full name)
Secretary General of the
Organization American States
Pam American Union
Washington, D.C. 20006
Dear Mr./Madam Secretary
General:
Sincerely yours,
United States Representative
on the Council of the
Organization of American
States
XH.
UNITED NATIONS
United States Representative
to the United Nations
Honorable (full name)
United States Representative
on the Council of Organization
of American States
Department of State
Washington, D.C. 20502
Honorable (full name)
United States Representative
to the United Nations
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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Xffl.
STATE AND LOCAL GOVERNMENTS
Governor of a State
Acting Governor of a State
Treasurer, Comptroller,
or Auditor of a State
State Senator
State Representative
Honorable (full name)
Governor of (name of State)
(City), (State) 00000
Honorable (full name)
Acting Governor of
(Name of State)
(City), (State) 00000
Honorable (full name)
State Treasurer
(Comptroller) (Auditor)
(City), (State) 00000
Honorable (full name)
(Name of State) Senate
(City), (State) 00000
Honorable (full name)
(Name of State)
House of Representatives
(City), (State) 00000
Dear Governor (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,
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Mayor
Honorable (full name)
Mayor of (name of city)
(City), (State) 00000
XIV. ECCLESIASTICAL ORGANIZATIONS
Minister, Pastor, or
Rector (with doctoral
degree)
Minister, Pastor, or
Rector, (without
doctoral degree)
Rabbi (with doctoral
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
Dear Mayor (surname):
Sincerely yours,
Dear Dr. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
Dear Dr. (surname):
Sincerely yours,
Rabbi (without
doctoral degree)
Rabbi (full name)
(Local address) 00000
Dear Rabbi (surname):
Sincerely yours,
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Roman Catholic Cardinal
Roman Catholic Archbishop
His Eminence (Christian
name)
Cardinal (surname)
(Local address) 00000
The Most Reverend (full
name)
(Local address) 00000
Dear Cardinal (surname):
Sincerely yours,
Dear Archbishop (surname):
Sincerely yours,
Roman Catholic Bishop
Roman Catholic Monsignor
(Higher rank)
Roman Catholic Monsignor
(Lower rank)
The Most Reverend (full
name)
(Local address) 00000
The Reverend Monsignor
(full name)
(Local address) 00000
The Reverend Monsignor
(full name)
(Local address) 00000
Dear Bishop (surname):
Sincerely yours,
Dear Monsignor (surname):
Sincerely yours,
Dear Monsignor (surname):
Sincerely yours,
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Roman Catholic Priest
Mormon Bishop
Reverend (full name)
(add initials of order,
if any)
Bishop (full name)
Church of Jesus Christ
of Latter-day Saints
(Local address) 00000
Dear Father (surname):
Sincerely yours,
Dear Bishop (surname):
Sincerely yours,
Protestant Episcopal
Bishop
Protestant Episcopal
Dean
Methodist Bishop
The Right Reverend
(full name)
Bishop of (name)
(Local address) 00000
The Very Reverend
(full name)
Dean of (church)
(Local address) 00000
Bishop (full name)
(Local address) 00000
Dear Bishop (surname):
Sincerely yours,
Dear Dean (surname):
Sincerely yours,
Dear Bishop (surname):
Sincerely yours,
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Seventh-day
Adventist Minister
Pastor (full name)
Minister (name of church)
(Local address) 00000
Dear Pastor (surname):
Sincerely yours,
Chaplain
(military services)
XV.
SCHOOL OFFICIALS
President of a university
or college with a doctoral
degree
President of a university
or college without a doctoral
degree
Chaplain (full name)
(Rank, service designation)
(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
Dear Chaplin (surname):
Sincerely yours,
Dear Dr. (surname):
Sincerely yours,
Dear Mr./Ms. (surname):
Sincerely yours,
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Dean of a school
(with a doctoral degree)
Dean of a school
(without a doctoral degree)
Professor (with doctoral
degree)
Professor (without doctoral
degree)
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 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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XVI. PRIVATE CITIZENS
Lawyer
Physician
One individual
Two individuals
Mr./Ms. (full name)
Attorney at Law
(Local address) 00000
(Full name), M.D.
(Local address) 00000
Mr. and Mrs. (full name)
Mr. and Mrs. (full name)
Mr. (full name)
Mr. (full name)
Ms. (full name)
Ms. (full name)
Dear Mr./Ms. (surname):
Very truly yours,
Dear Dr. (surname):
Very truly yours,
Dear Mr./Ms. (surname):
Very truly yours,
Dear Mr. and Mrs. (surname):
Very truly yours,
Dear Mr. (surname):
and Mr. (surname):
Very truly yours,
Dear Ms. (surname):
and Ms. (surname):
Very truly yours,
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Three individuals
Messrs, (surnames)
Mesdames (surnames)
xvn.
Unknown
NAME OF ADDRESSEE UNKNOWN
(Occupational title,
job title, or office
if known: Steel Worker,
Chemical Worker, Vice
President of Finance,
Engineering Department, etc.)
(Local address) 00000
Gentlemen: or Sirs:
Very truly yours,
Mesdames:
Very truly yours,
Dear Reader:
Very truly yours,
Unknown
Occupant (if a general
mass mailing to home address)
(Local address) 00000
Dear Reader:
Very truly yours,
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Unknown (Area of interest if known:
Environmentalists, Health
Effects Scholar, Jogging
Enthusiast, etc)
(Local address) OOOOODear
Reader:
Very truly yours,
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