U.S. Environmental Protection
Agency
Correspondence Manual
1320
Office of the Executive Secretariat / Office of the Administrator
Revised April 2007
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Table of Contents
Chapter 1: Correspondence Management Page
1. Purpose 1
2. Objectives 1
3. EPA Style Guidance 1
4. What is Correspondence? 1
5. Correspondence Standards and Procedures 1
A. General 2
B. Stationery 2
C. Standard Word Processing 2
D. Coordination 2
E. Proofreading and Editing 2
6. Correspondence Classifications 2
7. Correspondence Processing Times 3
8. Sensitive and Confidential Documents and the Privacy Act 3
A. Confidential Business Information 3
B. Confidential Agency Information 3
C. Privacy Act and Personally Identifiable Information 3
D. Enforcement Confidential Information 5
E. Budgetary Information Prior to OMB Release 5
F. National Security Information 5
9. Title V Permits, Petitions, and Decisions . 5
A. Title V Permits 5
B. Title V Petitions 5
C. Title V Review 6
D. Response to Title V Petitions 6
10. Freedom of Information Act 6
11. Federal Register 7
12. Science Advisory Board Correspondence 8
13. Federal Advisory Committee Act Correspondence 8
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Chapter 2: Writing Standards - Clear and Concise Writing
1. The Plain Language Style 12
A. What is Plain Language? 12
B. Techniques 13
2. Organized Writing 13
A. Identify Your Audience 13
B. Write to the Average Reader 13
C. Focus on the Reader's Needs 14
D. Focus on Key Information 14
.3. Tone 15
A. What is Tone? 15
B. Professional, Not Personal 15
4. Writing Positively 15
A. Negatives 16
B. Contractions 16
5. Personal Pronouns 16
6. Active Voice 18
A. Active Voice versus Passive Voice 18
B. Action Verbs 19
7. The Spoken Style: "Speaking" on Paper 19
8. Sentences and Paragraphs 19
A. Sentences 20
B. Paragraphs 20
9. Combating Wordiness: Writing to Express, Not Impress 21
A. Wordy Expressions 21
B. Common, Everyday Words 21
C. Short Transitions 22
D. Keep it in the Courtroom 22
E. Be Concrete 22
F. Be Consistent 23
G. Delayers and Modifiers 23
H. Doublings 24
I. Noun "Sandwiches" 25
J. Must, Shall, or Will?. 25
K. Commonly Confused Words 26
L. Avoid Gender-Specific Titles 31
M. Avoid Stereotypes 32
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N. Noun/Verb/Adjective Confusion 32
10. E-mail, Internet, and Computer Terms: Proper Usage 33
A. E-mail 33
B. Internet/Net, Intranet 33
C. Worldwide Web, Web, the Web, WWW 33
D. Web Sites and Web Pages 33
E. Home Page 34
F. Capital Letters 34
Chapter 3: Letters and Envelopes - Format and Preparation
1. Letter Standards 35
A. Stationery 35
B. Word Processing 36
C. Typeface 36
D. Ink 36
E. Paper Margins 37
F. Page Numbers 37
G. Date 38
H. Mail Merge 38
I. Concurrences 40
J. Record Copy 40
K. Originals 40
L. Delivery/Conveyance 41
M. Hard-Copy Signature Packages 41
2. The Letter 42
A. Inside Address 42
B. Salutation Line 44
C. Form of Address Rules 45
D. The Body 47
E. Widows and Orphans 47
F. Long Quotations 47
G. Succeeding Pages 48
H. Complimentary Closing 48
I. Signature Block 48
J. Enclosures 50
K. Courtesy Copies 50
L. Nonpersonalized Business Letters 52
M. Legal Letters 54
N. Multiple Addressee Letters 54
O. Petitions 55
P. Resolutions 55
Q. Condolence Letters 55
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R. Retirement Letters and Certificates 55
S. Scout Letters 56
3. The Envelope 56
A. General 56
B. Custom-Designed Mail 57
C. Pouch 57
D. Interoffice Mail 57
E. Contacts 57
F. Outside Address 58
G. EPA Mail Codes 58
Chapter 4: Memoranda
1. General 60
2. Stationery 60
3. Word Processing 61
4. Margins 61
5. Ink 61
6. Dating Memoranda 61
7. Memorandum Elements: SUBJECT: 62
8. Memorandum Elements: FROM: 63
9. Memorandum Elements: THRU: 63
10. Memorandum Elements: TO: 64
11. Body of Memorandum 64
12. One-Paragraph Memorandum 65
13. Succeeding Pages 65
14. Attachments 65
15. Concurrence 66
16. Internal Courtesy Copies, Blind Courtesy Copies • 66
IV
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17. Action Memorandum 67
. 18. Basic Elements of Action Memoranda 67
19. Information Memorandum 69
20. Basic Information Memoranda Elements 69
21. Senior Official Addressees 70
22. Multiple Addressee Memorandum 70
23. Memorandum of Understanding/Memorandum of Agreement 70
24. Memorandum of the Record/Memorandum for the Record 72
25. Memorandum of Call (Phone/Visitor Messages) 72
26. Hard-Copy Signature Packages 72
Chapter 5: Electronic Communication
1. General 74
2. E-mail 74
3. Facsimile 75
4. Instant Messaging 76
5. Electronic Phone Messages and Memoranda • 76
6. Correspondence Management System 76
Appendix A: Current Administrator's and Deputy Administrator's
Preferences
1. Stationery 79
2. Signature Block 79
3. Parenthetical References 79
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Appendix B: Domestic and International Forms of Address
1. "The Honorable" 81
2. "His/Her Excellency" 82
3. Abbreviations of Titles and Degrees 82
4. Military Titles and Service Branch Designations 82
5. Scholastic Degrees 83
6. Religious Titles 83
7. Spouse of Distinguished Individual 84
8. Mr. and Madam 84
9. The White House 85
10. The Federal Judiciary 86
11. The Congress 87
12. Executive Departments and Independent Agencies 91
13. American Missions 93
14. International Diplomatic Missions/Organizations 94
15. State and Local Governments 95
16. Ecclesiastical Officials 97
17. Educational Institutions 100
18. Physicians, Lawyers, Judges 101
19. Military Services 102
20. Other 105
21. Multiple Addressees 106
22. Some Commonly Used Foreign Forms of Address 107
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23. Tribal Leaders 118
Appendix C: Common Words and Phrases 121
Appendix D: Microsoft Office Directive 130
Appendix E: EPA Plain Language Directive
1. Presidential Memorandum of June 1, 1998 133
2. EPA Administrator Memorandum of June 13, 2003 135
Appendix F: Style Guide
1. Numerals 136
A. Proper Number Usage 136
B. Numbers Expressed in Figures 137
1. Serial Numbers 137
2. Measurement and Time 137
3. Ordinal Numbers 140
4. Punctuation 141
5. Chemical Formulas 141
6. Numbers in Proper Names or Titles 141
7. Numbers Larger than 1,000 141
8. Indefinite Numbers 142
9. Large Numbers: Millions and Billions 142
10. Related Numbers ' 142
11. Fractions 142
2. Capitalization 142
A. Proper Names 143
B. Common Nouns and Adjectives in Proper Names 143
C. When to Capitalize "the" 144
D. Names of Organized Bodies 144
E. Local, Regional, and Geographic Names 145
F. Calendar Divisions 145
G. Historic Events 146
H. Scientific Names 146
I. Named Events 146
J. Personal Titles 146
VII
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K. Publications and Acts 147
L. Books, Movies, Music, Television 147
M. First Words 147
N. General 148
3. Punctuation 148
A. Apostrophes and Possessives 149
B. Brackets 151
C. Colons 151
D. Commas 152
E. Exclamation Point 154
F. Hyphen 154
G. Parentheses 154
H. Periods 155
I. Question Marks 156
J. Quotation Marks 156
K. Semicolons 157
4. Spelling 157
5. Italics 159
A. Names of Aircraft, Vessels, and Spacecraft 159
B. Names of Legal Cases 159
C. Scientific Names 159
D. Words and Letters 160
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Chapter 1: Correspondence Management
1. Purpose
The U.S. Environmental Protection Agency Correspondence Manual prescribes specific
standards and formats for the preparation of official Agency correspondence. It must be
adhered to by anyone who writes, edits, reviews, or signs Agency correspondence.
2. Objectives
The objective of correspondence management is to improve the oversight, quality,
efficiency, and flow of official Agency communications. This manual is a guide to help
correspondence writers produce letters, memoranda, e-mails, and all other forms of
written communication in a professional, clearly written, and organized manner.
3. EPA Style Guidance
The Associated Press Stylebook is the overall style guide for EPA products, including
correspondence. Occasional deviations from AP practice are contained in the EPA
Correspondence Manual, but the vast majority of this guidance is derived from and
comports with the AP Stylebook. Modifications as applied to other EPA products (e.g.
Web sites) can be found in the Office of Public Affairs product development guide.
The AP Stylebook is licensed for use within EPA and can be accessed using the following
URL:
http://intranet.epa.gov/productreview/gmde/apstylebook/index.html
4. What is Correspondence?
In this manual, "correspondence" refers to any written form of communication (paper or
electronic media) including letters, notes, memoranda, and e-mail.
Correspondence Control Point
Each program and regional office has a designated Correspondence Control Point who
supports the correspondence management process and serves as a point-of-contact for
questions regarding Agency correspondence or the correspondence process.
5. Correspondence Standards and Procedures
Since much of EPA's communication with the public is conducted through the written
word, it is important that correspondence be cordial, concise, responsive, and correctly
written. Refer to Chapter 2 for a detailed description of writing standards to be used
when preparing agency correspondence.
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A. General. The quality and responsiveness of correspondence is important. The
Agency's image and effectiveness may be impaired if correspondence is difficult
to understand, unresponsive, cold, or impersonal. All correspondence should
reflect a positive image of the Agency.
B. Stationery. It is highly recommended that all official Agency letters be prepared
usine pre-printed (print shop-generated) EPA letterhead. Succeeding pages
(any additional pages after the first page) must be printed on plain, non-letterhead
bond paper and must match the letterhead paper in quality and color.
C. Standard Word Processing. All word processing, except for legal documents and
documents for which another federal agency prescribes a specific format, must be
done in Microsoft Word - the Agency's standard word processing application.
All correspondence must be typed in 12 point Times New Roman typeface in the
normal layout view. (When opening the application, Microsoft Word should
automatically default to the normal layout view.) Although 12 point Times New
Roman is the application's default font and typeface, Word does offer a large
selection of fonts and font sizes, so double check to make sure that the designated
standards have been selected.
D. Coordination. As coordination is a major part of correspondence management, it
is important to coordinate with other staff members and offices as quickly and
informally as possible. Early coordination ensures that correspondence is timely
and flows smoothly through the review process.
E. Proofreading and Editing. Proofread your work carefully and use the automated
spell-check function in Microsoft Word. Pay particular attention to grammar,
flow, punctuation, and proper format.
6. Correspondence Classifications
Agency correspondence may be classified as either Major Correspondence (EPA Records
Schedule 141) or General Correspondence (EPA Records Schedule 127)
Major Correspondence is signed controlled and major correspondence. According to
the records schedule, major correspondence "significantly documents...program
activities and was processed under special handling control procedures because of the
importance of the letters [or memoranda] or time requirements of replies." Major
correspondence is defined by what it documents and not by who signs it. So, while many
letters signed by the Administrator are major correspondence, many others are not.
Similarly, if correspondence signed by a staff office director significantly documents
program activities, then it is major correspondence. If it doesn't, it isn't.
General Correspondence is all non-controlled correspondence and memoranda
(including incoming letters and enclosures) relating to work accomplishments, personnel
needs, and other routine activities of the Agency.
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7. Correspondence Processing Times
Specific due dates are assigned to correspondence, but, in general, the Agency should
respond to all incoming correspondence in 10 business days or less.
Correspondence assignments from the White House (usually Presidential or Vice
Presidential citizen referrals) must be completed in 5 business days or less (after receipt
by EPA).
If the response will be delayed, send an interim reply to the citizen prior to the
correspondence due date to let them know that their letter has been received and that EPA
is working to get a complete response/information to them as soon as possible.
8. Sensitive and Confidential Documents and the Privacy Act
All EPA information is considered sensitive from the standpoint that the Agency must
ensure that the integrity, availability, and/or confidentiality of information is not
compromised in any way. EPA must also ensure that confidential information -
including Confidential Business Information or Privacy Act Information - is not released
to any unauthorized individual.
There are six categories of confidential information, detailed below. Also see Part 10:
Freedom of Information Act, as information that is not releasable or typically released to
the public under FO1A should also be considered confidential and/or sensitive
information. For example, an additional category of confidential information is internal
documents that could be protected from disclosure by FOIA exemption 5. This includes
inter- and intra-agency documents that would not be available to a party in litigation with
the Agency and information that is considered privileged as deliberative process
information by attorney-client privilege or as attorney work-product.
A. Confidential Business Information - EPA collects a variety of information from
businesses in the process of implementing environmental statutes and legislation.
Confidential Business Information is information that, if released to the public, could
reveal a trade secret or harm a company's commercial or financial interests. Some
examples of CBI include detailed contractor invoices containing labor rates, chemical
formulas for new or existing chemical products or pesticides, and information about
certain manufacturers.
B. Confidential Agency Information - Internal Agency information that, if disclosed to
the public, could harm EPA's employees, property, or operations. Some examples of
CAI include Agency credit card numbers, financial/accounting information, security
plans, passwords, and pre-award grant information.
C. Privacy Act and Personally Identifiable Information - Personal information that is
maintained by the Agency is protected from disclosure and invasion of personal
privacy under the Privacy Act of 1974. Some examples include: time cards,
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employee records, performance evaluations, personnel action forms, and pay stubs.
Many of these documents include social security numbers, names, addresses, and
earnings information.
EPA must include a Privacy Act statement on any form that solicits personal
information. This statement must include the following information:
• the authority under which the information is being collected;
• whether submission of the information to the Agency is voluntary or mandatory;
• the principal purposes for which the Agency will use the information;
• the "routine uses" of the information, as published in the system of records notice;
and
• the effects on the individual, if any, of not providing some or all of the
information.
Exemption 6 of the Freedom of Information Act also protects "personnel and medical
files and similar files, the disclosure of which would constitute a clearly unwarranted
invasion of personal privacy," This exemption has been interpreted as protecting all
personal information, unless an individual's right to privacy is outweighed by the
public's interest in obtaining the information (e.g. compelling public health and safety
reasons).
No federal agency may disclose personal information included in a Privacy Act
system of records without a written request from, or the written consent of, the
affected individual unless disclosure of the record is to/for the following:
• officers and employees of the agency that maintains the record who need the
record to perform their duties;
• a "routine use" of the record that is compatible with the purpose for which the
information was collected;
• the Bureau of the Census for planning, census, or surveying activities;
• a statistical researcher in a form that is not individually identifiable;
• the National Archives and Records Administration if the information is of
sufficient historical value;
• another government agency for civil or criminal law enforcement activity;
• an individual for compelling safety or health reasons;
• either house of Congress for a Congressional committee or subcommittee (but not
to individual members of Congress);
• the Government Accountability Office;
• a judge pursuant to a court order; or
• a consumer reporting agency in accordance with the Debt Collection Act of 1982.
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* Note: There are significant penalties for not complying with the Privacy Act — civil
action against the Agency, misdemeanor charges against any individual who
knowingly and willingly discloses personal, protected information, and monetary
fines of up to $5,000. Visit EPA 's official Privacy Act Manual Web page for more
information at http://www,epa,gov/privacy/policy/2190/.
D. Enforcement-Confidential Information - Information regarding criminal, civil, and
administrative proceedings that, if released, could reveal EPA's enforcement targets,
strategies, or sources. Examples include confidential internal Agency bottom-line
penalties and other penalty information that has not yet been released outside the
Agency and confidential non-compliance information.
E. Budgetary Information Prior to Office of Management and Budget Release -
Budgetary Agency information that has not yet been released publicly. EPA's
budgetary information may only be released to the public once it has been submitted
to the Office of Management and Budget and Congress and has received
Congressional approval.
F. National Security Information - Classified information that covers matters of national
defense and foreign policy. NSI is exempt from unauthorized disclosure under FO1A
exemption (b)(l). Access to NSI is granted only to individuals who have the
appropriate security clearance.
*AH EPA employees are individually responsible for exercising alertness and
discretion in handling sensitive and/or classified documents. If you have any
questions about your responsibilities in dealing with sensitive or classified
documents, please contact your assigned security representative or reference EPA 's
Information Security Manual. The Office of Administration and Resource
Management's National Security Information Program is always available to address
questions, comments, or'concerns.
9. Title V - Permits, Petitions, and Decisions
A. Title V Permits (or operating permits) are legally enforceable documents issued to air
pollution sources such as power plants, refineries, and industrial manufacturing
facilities. Most large sources and some smaller sources of air pollution are required
to obtain a Title V permit. This requirement comes from Title V of the Clean Air Act
Amendments of 1990. The purpose of Title V permits is to present all Clean Air Act
requirements in a single, comprehensive document, to reduce violations of air
pollution laws, and to improve enforcement of those laws.
B. Title V Petitions allow the public to request EPA to object to a permit on the ground
that the permit does not assure compliance with all Clean Air Act requirements that
apply to the source. Title V petitions are sent to the Agency by an array of
individuals - law firms, state agencies, public citizens, and others.
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C. Title V Review. Title V requires state and local permitting agencies to submit
proposed permits to EPA for a 45-day review period. Title V requires EPA to object
to the proposed permit if the Agency finds that it does not assure compliance with all
Clean Air Act requirements. If EPA does not object to the permit request within the
45-day time period, any individual may, within 60 days following the close of EPA's
review period, petition the Administrator to object to issuance of the permit. The
Clean Air Act sets a 60-day deadline for EPA to respond to a public petition
regarding a Title V permit. The Clean Air Act requires such responses to be signed
by the EPA Administrator and expressly prohibits delegation of this signature
authority.
D. Responses to Title V Petitions. Regional offices coordinate extensively with EPA
Headquarters in preparing a response to a Title V petition. Once the regional office
finalizes a proposed order, it sends the proposed order to the Office of Air Quality
Planning and Standards. OAQPS prepares the document for signature by the EPA
Administrator. Often, the decisions are court-ordered and must be signed quickly,
usually by a specific date.
10. Freedom of Information Act
A. The Freedom of Information Act allows individuals to obtain records information
from EPA and other federal agencies. All Agency records must be made available to
the public under the FOIA, except any records that are:
1. properly classified as secret in the interest of national defense or foreign policy;
2. related solely to internal personnel rules and practices;
3. specifically made confidential by other statutes;
4. trade secrets and commercial or financial information which is obtained from a
person and is privileged or confidential;
5. inter-agency or intra-agency documents that would not be available by law to a
party in litigation with the agency;
6. personnel and medical files and similar files, the disclosure of which would
constitute a clearly unwarranted invasion of personal privacy;
7. records or information compiled for law enforcement purposes, the release of
which (a) could reasonably be expected to interfere with enforcement
proceedings; (b) would deprive a person of a right to a fair trial or impartial
adjudication; (c) could reasonably be expected to constitute an unwarranted
invasion of personal privacy; (d) could reasonably be expected to disclose the
identity of a confidential source; (e) would disclose investigative techniques;
and/or (f) could reasonably be expected to endanger the life or physical safety of
any individual;
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8. information contained in or related to certain examination, operating, or condition
reports concerning financial institutions; or
9. geological and geophysical information and data, including maps, concerning
wells.
B. FO1A requests are processed through the Office of Environmental Information. All
FOIA requests must be forwarded to PEL OEI will then route the request to the
appropriate office(s) through FOIAXPress for response.
C. If it is determined that the requested record(s) is/are accessible to the public, the
FOIA coordinator or officer in each office will coordinate with his or her staff the
process of locating, reviewing, and making available for inspection or copying
records requested pursuant to the FOIA.
D. Once the Agency receives a formal FOIA request (and the requester has agreed to pay
estimated fees or a fee waiver has been granted), it has 20 working days in which to
address the request.
E. FOIA requests may be made in writing or online through the EPA FOIA Web site
(http://www.epa.gov/foia/).
Each program and regional office has an appointed FOIA officer who is responsible
for overseeing the management of the FOIA process in his or her office. Contact
your FOIA officer if you have any questions about FOIA.
//. Federal Register
A. Published by the Office of the Federal Register, National Archives and Records
Administration, the Federal Register is the official daily publication for rules,
proposed rules, and notices generated by federal agencies and organizations, as well
as executive orders and presidential documents.
B. Federal Register packages are a type of agency correspondence (executive
correspondence) and include new or proposed agency rules and agency notices to be
signed by the Administrator for publication in the Federal Register.
C. The Federal Register workflow is as follows:
1. Federal Register packages to be signed by the Administrator must be submitted
by the program or regional office (after receiving the appropriate internal
approvals) through the Office of Policy, Economics, and Innovation in the Office
of the Administrator.
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2. After review and approval, the Federal Register package is forwarded from OPEI
to the Office of the Executive Secretariat for quality assurance, tracking, special
assistant review, and signature.
3. OEX then forwards the Federal Register package to the Immediate Office of the
Administrator for final review and signature.
4. The Federal Register package is signed (or approved for autopen signature) and
then returned to OEX. OEX delivers the signed, completed documents to OPEI.
5. OPEI forwards the package to the Federal Register for publication.
D. For questions about drafting Federal Register documents (e.g. formatting, mandatory
language, regulatory text) please contact Vickie Reed, at (202) 564-6562, or Leona
Montano, at (202) 564-6563.
For more about Federal Register, visit tvww.epa.gov/fedrgstr/.
12. Science Advisory Board Correspondence
A. The Science Advisory Board is a federal advisory committee comprised of scientists,
engineers, and economists that provides scientific advice to the Administrator and to
Congressional committees in both the Senate and the House of Representatives.
Many major scientific policies associated with environmental problems are reviewed
by the SAB.
SAB acts as a peer review panel in reviewing major scientific points associated with
environmental issues. Agency positions are reviewed in order to test the currency and
technical merit of these positions. The SAB also recommends appointments and re-
appointments to Agency advisory committees (i.e. membership packages - see under
FACA below) to the Administrator for signature. Correspondence prepared by the
SAB addresses major scientific points associated with environmental issues and
establishes an Agency position for the Administrator's review and signature.
B. SAB correspondence is issued in the form of letters, reports, and membership
packages. After a letter or report is prepared and a cover letter attached, the
document(s) is/are scanned into CMS. The correspondence is then dispatched to the
appropriate Program Office for response.
For more information about the SAB, visit http://www.epa.gov/sciencel/about.htm.
13. Federal Advisory Committee Act Correspondence
A. Federal Advisory Committee Act committees are created to obtain advice on a wide
range of environmental issues. Every committee meeting, no matter what the subject
matter or where it is held, is dedicated to open government and citizen participation.
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The committees are part of the Executive Branch decision-making process and
include members who are scientists, public health officials, business leaders, citizens,
community representatives, and representatives from all levels of government
committed to a greater knowledge about the environment and what can be done to
protect it. Approximately 800 citizens sit on EPA FACA committees, bringing a
variety of perspectives and expertise to the environmental consensus-building
process.
B. FACA Committees can be created by the President, Congress or Federal departments
or agencies and must meet these basic requirements:
> Must be open to the public and the public must be permitted to present their
views;
> All meeting minutes and reports must be available for public access;
> The public must be notified of meetings by advertisement in the Federal Register,
and
> Committee membership must be balanced by different points of view.
The Office of Cooperative Environmental Management operates four FACA
committees and has responsibility for the oversight and policy of.allEPA federal
advisory committees.
C. FACA correspondence takes the form of membership (committee) packages. There
are two types of membership, Representative Government Employees and Special
Government Employees. All packages must be entered, routed, and tracked using
the Correspondence Manasement System prior to submission to OEX and
Immediate Office review.
1. RGBs are advisory committee members, staff, or consultants who agree in
advance to serve without compensation for their services.
2. SGEs are individuals invited to serve on advisory committees because of personal
or individual expertise and are recruited for temporary service to the government.
They are appointed and may serve 130 days out of 365 consecutive days. SGEs
may or may not be compensated for their service to EPA.
D. Designated Federal Officers throughout the Agency assist in the selection and
appointment of committee members and prepare and assemble membership packages.
DFOs work with the Agency's White House Liaison and Office of General Counsel's
FACA attorneys to nominate and approve prospective committee members.
E. After the White House Liaison and OGC have approved a proposed nominee, a
membership package is prepared.
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Membership packages include, at a minimum:
1. Action Memo. Includes a brief sentence listing former members and why they are
exiting the committee, a brief explanation describing the new member selection
process and reasons for their nomination, brief biographies of nominees in the
body of the memo, membership grid showing current members, former members,
and new nominees (their affiliations and term), and lastly, a sentence
acknowledging that diversity has been considered and balance requirements have
been met.
2. Invitational Letters. Invitations for individuals to join a committee, which include
an opening paragraph that lists the purpose and name of the committee,
membership term start and end dates, an explanation of what the committee does,
a reference to an enclosed Federal Advisory Committee Act copy, and a reference
to an enclosed membership confirmation form. See the FACA Membership Guide
for current approved language.
3. Reappointment Letters. Reappointment letters for already serving members,
which include an introductory sentence listing the purpose and name of the
committee in the opening paragraph, membership term start and end dates, a
reference to an enclosed Federal Advisory Committee Act or pamphlet, and a
reference to an enclosed membership confirmation form. See the FACA
Membership Guide for current approved language.
4. Thank You Letters. For individuals whose service with a committee is ending,
include a brief sentence stating the purpose of the letter and an acknowledgement
thanking members for their service to the committee. See the FACA Membership
' Guide for current approved language.
5. Enclosures include:
• Concurrence Slip (if used, only when concurrences are not captured in CMS)-
to be attached behind the official correspondence documents in the
membership package according to your program office's guidelines.
• Routing Slip - if used, should be attached to the outside of the membership
package - signed by the White House Liaison and OGC after review to ensure
that the nomination process is balanced and has met diversity requirements.
• Membership Acceptance Form - should be included as an enclosure to the
invitational/reappointment letters with a pre-addressed envelope. Follow the
format prescribed by your program office.
• Federal Advisory Committee Act Copy or "FACA Essentials at EPA"
Pamphlet - should be included as an enclosure to the
invitational/reappointment letters.
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F. The membership package for Special Government Employees is slightly different
from that for a Representative Government Employee and may include confidential
financial disclosure information, an Ethics and Confidential Financial Disclosure
form, ethics training documents or CD, and personnel forms.
For more information about FACA or the FACA membership package guidelines,
please visit http://www,epa,gov/ocem/faca/.
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Chapter 2: Writing Standards - Clear and Concise Writing
"Hard writing makes easy reading. " - Wallace Stegner
As a government agency, EPA has a responsibility to communicate clearly.
When preparing correspondence, format is important, but clarity and organization
are essential. Agency correspondence should reflect thoughts and ideas in an
organized manner. The techniques and guidelines outlined in this chapter should
be used as a framework in helping you prepare correspondence that is structured,
efficient, and concise.
/. The Plain Language Style
Clear air.. .Clear water.. .it all depends on clear writing.
A. What is Plain Language?
Every day, EPA employees make decisions that ultimately affect the lives of millions
of Americans. If EPA fails to communicate these decisions, or if the decision-making
process appears confusing, then our mission to protect human health and the
environment will become.even more difficult. That is why we must write clearly all
the time.
The EPA Correspondence Manual, Presidential Memorandum of June 1, 1998, and a
June 13, 2003, EPA Memorandum prescribes the "plain language" format and style
for preparing correspondence. Plain language is used to improve communications
from the Federal Government to the public by producing correspondence that is free
of unnecessary information, is clearly organized, and is accessible to the average
reader.
Simple writing does not mean simplistic writing. Plain language does not advocate
the shortening or "dumbing down" of Agency writing. Instead, it advocates writing
that is straightforward, clear, and precise. Language that is colloquial, like what you
might use in conversation or a letter to a friend, is not appropriate when writing to
stakeholders, elective office holders, executives, employers, congressional leaders, or
public citizens. Plain language does not always mean substituting simple words at the
expense of more accurate, appropriate words, or removing complex information to
make your writing more reader-friendly. Sometimes, it is necessary to include
complex information in your writing, but plain language will help ensure it is
accessible and will be understood. Through the use of plain language, EPA strives to
prepare correspondence that accurately reflects its thoughts, points, and policies in the
clearest possible manner.
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B. Techniques
Writing techniques used in the plain language style aim to help readers understand
communication the first time they read or hear content by using common, everyday
words; short, but clear and concise, sentences; and logical organization. The plain
language style saves the Agency and the public it serves time and confusion and
provides good customer service.
Working with PLAIN (Plain Language Action and Information Network), EPA uses
the plain language style to improve the clarity of correspondence, press materials, fact
sheets, Web sites, reports, and other critical documents.
* For more information about the plain language style, visit EPA 's Plain Language
homepage at http://www.epa.gov/plainlanguage/index.htm or PLAIN's homepage at
www.plainlanguage.gov. The plain language style was established by the. National
Partnership for Restructuring Government. See Appendix D: Plain Language
Directive for more information.
2. Organized Writing
By corresponding clearly and directly in an organized manner, your writing sends a
message to the reader that you have considered who they are and have taken an interest in
addressing their needs. Readers are more likely to be receptive to your message when
you engage them. Below are techniques to help you draft correspondence that engages
your reader and employs the plain language style.
A. Identify Your Audience
Put yourself in the reader's shoes. Think about why the reader needs to read the
correspondence. Whether to voice an opinion, provide factual information, or ask
questions, the reader had a specific reason for writing to the Agency. As public
servants, our responsibility is to address the writer's concerns fully and to our best
ability.
B. Write to the Average Reader
Don't write to the technical or legal experts unless they are your intended audience -
tailor your response to your audience (political person, technical person, private
citizen, etc.). Legalistic language and government jargon are confusing to the
average reader (and even to some bureaucrats!). Use common, everyday words to
convey your message. Write to express, not impress. Though the information in your
correspondence may affect individuals other than your reader, writing specifically to
one reader conveys a sociable tone and promotes goodwill for the Agency.
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C. Focus on the Reader's Needs
After you have drafted a response ask yourself these six questions:
7. Have I addressed the reader's question/concern/comment/issue(s) fully?
2. Have I written directly and in a positive tone?
3. Has my correspondence been edited and organized properly?
4. Does my correspondence reflect positively on the Agency?
5. Have I avoided including the passive voice, unnecessary information,
parentheticals, and jargon?
6. If I were the reader, would I find this correspondence clear and responsive?
D. Focus on Key Information
Readers read to get answers, not complicated, wordy explanations. To help readers
find specific information more easily, follow these techniques:
S Use the plain language style of writing.
S Put your main idea first.
^ Divide material into short sections.
S Group related ideas together.
S Organize material in a way that makes sense.
v' Summarize complicated topics before describing all the details.
S Place items of most interest to readers at the beginning of the correspondence.
S Answer specific questions first, and then move on to general questions.
S Only include information that readers actually need.
S Include breaks between large amounts of information.
^ Do not re-state the obvious, especially just to use up space on the page.
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3. Tone
EPA's success depends on the public it serves. In other words, we are responsible for
generating correspondence that is timely, well-written, and respectful to our readers.
This can be accomplished by using a personable, but professional, tone.
A. What is Tone?
Tone is the writer's attitude toward the subject or reader. Tone can be positive or
negative, but in Agency writing, tone should be neutral.
B. Professional, Not Personal
Since much of our writing is routine, tone may cause problems when we prepare
correspondence that addresses a delicate matter. Though we use personal pronouns
(you, we, our), when feelings are involved, one misused word may offend the reader.
So, don't get personal.
Be sensitive, not heavy-handed, accusatory, or defensive with your reader.
Insensitive writing does not convey the courtesy or goodwill that readers expect of us.
Look at the example below. The top sentence uses an accusatory tone ("failed"),
while the second sentence addresses the matter using a neutral tone. If you were the
reader, which sentence would you react more positively to?
"Because you have failed to address this issue, we must suspend your employment."
or
"Since the time period to address this issue has passed, we must suspend your employment."
4. Writing Positively
Avoid negative writing. Unless there is a specific reason to caution the reader against
something, it is best to use positive language. If you can express your idea either
negatively or positively, express it positively. Positive statements are generally clearer
and more concise. Let's face it - we can't rid our sentences of all negative words, but by
following the guidelines below, we can make our writing more positive.
Negative Positive
The paperwork will not be ready until Monday. The paperwork will be ready Monday.
You did not complete the form. You need to complete the form.
You are prohibited from entering. You must have clearance to enter.
Stop sending letters to this address. Here is the correct address to send letters.
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A. Negatives. Avoid using multiple negatives in one sentence.
Negative - A decision will not be made unless all information has been received.
Positive — A decision will be made when all information has been received.
Negative - The request cannot be approved without payment.
Positive - The request will be approved when payment has been received.
B. Contractions. Avoid using contractions. Contractions shorten ideas, but are
informal and should not be used in formal writing.
Instead of Use
don't do not
won't will not
can't cannot
shouldn't should not
wouldn't would not
couldn't could not
I've I have
we've we have
you'll you will
5. Personal Pronouns
Personal pronouns place readers in the correspondence and help them relate better to the
information. They indicate the specific subject or "doer" of the sentence without being
needlessly wordy. "You," "our," "we," "I," "its," "they," "their," "he," and "she" are
some examples of personal pronouns.
Out of the two sentences that follow, which sounds more natural?
EPA has mandated clean air and water guidelines through EPA's Office of General Counsel.
EPA has mandated clean air and water guidelines though its Office of General Counsel.
The example above illustrates the use of a personal pronoun to make the sentence more
natural. "Its " is a personal pronoun that refers back to the subject (EPA) without being
repetitive.
A. Personal pronouns may be used to communicate the Agency's accountability to the
public and avoid using the passive voice.
B. Using "you" or "your" tells the reader that you are speaking directly to them. The use
of "you" or "your" in addressing the reader reinforces the message that your
document is intended specifically for them in a way that "he," "she," and "they"
cannot. More than any other single technique, using "you" pulls readers into your
writing and makes it relevant to them.
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Notice how "you" and "your" directly address the reader in the following examples:
The individual's responsibility is to recycle.
Your responsibility is to recycle.
He/She/They must provide a writing sample when applying for the position.
You must provide a writing sample when applying for the position.
C. What's the Catch?
Though personal pronouns are helpful, be careful not to overuse them. Using "I" or
"we" at the beginning of more than a few sentences becomes monotonous and may
convey self-centeredness or an impersonal tone to your reader. Do not use personal
pronouns to overly stress the Agency in the correspondence.
D. "I" and "my" should be used to attribute an action specifically to the writer, not the
entire agency. For instance, unless you are the Administrator, you would not say:
1 prescribe that plain language should be used by every employee in the Agency.
This example attributes the passing of the directive specifically to the writer and not
the agency as a whole.
You should say:
EPA prescribes that plain language should be used by every employee in the Agency.
or
The Agency prescribes that plain language should be used by every employee.
E. Using "I" routinely at the beginning of sentences places the focus on the writer, not
the reader. "I would like to express".. ."I would like to notify you".. ."I have the
utmost regard" sounds like "me, me, me" to the reader. Remember, you are writing
for your reader, not yourself.
The example below is not very reader friendly:
I would like to offer my gratitude for your help in this matter.
To address the reader directly, the sentence can be changed to:
Thank you for your help in this matter.
F. Do not use personal pronouns in situations that may lead the reader to feel personally
attacked or blamed.
Instead of: Try:
You made a mistake processing the file. A mistake was made when processing the file.
The error you made cost the agency. The error that was made cost the agency.
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By removing "you" from the sentence, the writer abstains from attributing individual
blame, which might alienate the reader.
6. Active Voice
A sentence's "voice" indicates whether its subject acts or is acted upon. When the
subject does something (acts), the verb is in the active voice. When the subject receives
the action (is acted upon), the verb is in the passive voice. Active voice makes it clear
who has acted and who is responsible for what action. This is why active voice is so
important: readers can easily tell who did what and what action was taken.
Federal writing has long over-exercised the passive voice (along with many other poor
writing techniques). One of the hallmarks of bureaucratese is use of the passive voice.
A. Active Voice versus Passive Voice
Active voice follows natural sentence structure: subject-verb-object.
subject verb object
The coordinator wrote the correspondence.
Passive voice reverses natural sentence structure: object-verb-subject.
object verb subject
The correspondence was written by the coordinator.
With passive voice, sentences are usually longer and responsibility is not as clear.
Sentences written in the passive voice are obscure and raise more questions than
provide answers.
The following examples show the difference between active and passive voice:
Active Voice Passive Voice
Subject - Verb - Object Object - Verb - Subject
(Who) (does) (what)? (What) (is done) (by whom)?
Jane planted the tree. The tree was planted by Jane.
John cut the grass. The grass was cut by John.
I drove the car home. The car was driven home by me.
The active voice clearly emphasizes the "doer" of an action. We immediately know
who did what without having to reverse the sentence structure. Why use active
voice? It just sounds better!
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B. Action Verbs
Like the active voice, action verbs are direct and attribute action to a specific subject.
Using action verbs is another technique to keep your writing compact and concise.
The following examples illustrate the use of action verbs:
Use of general verbs Use of action verbs
give consideration to consider
make payment pay
give recognition to recognize
make preparations for prepare for
undertake an analysis analyze
as stated in states
7. The Spoken Style: "Speaking" on Paper
Write as formally as the situation requires with language that you would use when
speaking. Readers hear writing, so the most readable writing is conversational in nature.
This style of writing is the spoken style - to "speak" on paper. To achieve this, imagine
that your reader is sitting across the desk from you.
Personal pronouns, everyday words, and short sentences/paragraphs help you speak to
your reader in a more clear, concise way. While writing correspondence, read it aloud.
Does it flow easily, or is it rough and confusing? If you are confused, think of how your
reader will feel!
Be direct! Readers, like listeners, tend to be discouraged by (or stop paying attention to)
those who take too long to get to the point. Occasionally, writers introduce controversial
topics or bad news in a roundabout way - trying to spare the reader's feelings. Be as
direct as possible with your readers, but not so direct that you come across as blunt.
Direct writing also avoids using the passive voice. Directness, like honesty, is the best
policy.
8. Sentences and Paragraphs
Keep it short! Be as succinct as possible. Do not say more than you need to. Compact,
concise writing reflects clear thinking. Short, straight-forward sentences and paragraphs
help readers find the information they are looking for without having to trudge through
long and complicated explanations. You will communicate more clearly if you keep
sentences and paragraphs short. While short sentences/paragraphs may not always
guarantee clarity, they make up for it in time saved by both writer and reader.
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A. Sentences
Sentences should average around 15 to 20 words and should never run longer than 40
words. State one topic or idea at a time - don't try to fit everything into one sentence
if it can be broken down into two. Longwinded sentences are overwhelming visually
and topically.
A sentence of six words or less can be used to grab the reader's attention and is a
great way to stress a key point:
Here is our solution.
Begin and end sentences with the most important information. Readers are more
likely to remember your point if it is made at the beginning or end of your sentence.
To mute minor information, place it in the middle of the sentence.
Topic sentences should be used at the beginning of a paragraph when your ideas are
complex or information-heavy. Think of a topic sentence as a bulls-eye: it pinpoints
where your paragraph is heading and what information will be addressed.
Short paragraphs that include basic information do not need a topic sentence. In the
example below, notice how the topic sentence (underlined) does not add anything but
unnecessary information to the paragraph. It should be removed from the paragraph
altogether.
Here are details about tomorrow's conference: EPA's FOIA training conference will be held on
January 4, 2005, at the Crystal Cily Marriott. Registration will begin at 8 a.m. Guest speakers
will include Bob Smith, Jane Doe, and Joe Q. Public. Bag lunches will be provided.
B. Paragraphs
Short paragraphs are important at the opening of your correspondence. Like long
sentences, long paragraphs swamp your ideas and discourage readers. Cover one
topic fully in each paragraph before moving onto the next. If necessary, take more
than one paragraph to completely address a topic.
Distinct paragraphs flow in a structured manner with the most important information
at the beginning, immediately addressing the reader's needs.
> Paragraphs should be no more than 4 to 5 sentences long.
> Break your paragraphs into units. White space between paragraphs is visually
appealing and makes an impression on the reader that the correspondence is
reader-friendly.
> Occasionally, one-sentence paragraphs can be used to call attention to an
important idea or main topic. Be judicious in your use of this technique, though.
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9. Combating Wordiness: Writing to Express, Not Impress
Take out any words that are not necessary. Don't use big words to impress your
readers - your goal is to provide information that they can easily read and interpret the
first time they read the correspondence. When you proofread, tighten your writing so that
it includes only necessary information and verbiage.
A. Wordy Expressions
Wordy expressions clutter writing. Below are some examples of commonly used
terms that you should avoid. Why say it in three or four words when you can say the
same thing in one or two?
Rather than Saying Say
signed into law signed
a number of some
for the purpose of for, to
in order to to
in a timely manner promptly, on time
in the near future soon
in accordance with under
at the present time now, at present, presently
because of the fact that since, because
for the period of for; from
in many cases often
the question as to whether or not whether or not
If used in correspondence, the "rather than saying" examples above would add
unnecessary bulk to your writing. Many common expressions can be shortened to
keep correspondence compact, but still be meaningful.
B. Common, Everyday Words
Do not use technical language unless your correspondence calls for it. Use common,
everyday words to say what you need to. Your readers may know that appreciable
means many or that preclude means to prevent, but they should not have to translate.
Readers will appreciate your words much more if you take steps to make your writing
more reader-friendly.
Technical Common
commence start
demonstrate show
endeavor try
equitable fair, just
facilitate help
optimum best
substantial large
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C. Short Transitions
When transitioning from one topic to another, use everyday terms. Words like
consequently, however, nevertheless, and therefore are often used, but should be
substituted by so, but, still, and in addition. Short transitions help set an ordinary tone
for your writing:
The Agency is closed on Thanksgiving Day; consequently, all employees will be expected to input
their time prior to the holiday.
The Agency is closed on Thanksgiving Day, so all employees must input their time prior to the
holiday.
The same idea is expressed in both sentences, but the bottom sentence says it without
trying to impress the reader.
D. Keep it in the Courtroom
We have all encountered legalistic lingo, or word inflation. The words below are
usually used to convey authority and should not be used unless specifically
addressing legal matters or situations that call for their use. Instead, use their
common counterparts.
Legal Common
aforesaid/aforementioned the, those, that
heretofore until now, up to this point
herewith is here is
notwithstanding in spite of
the undersigned I, you, we
If you want to impress your reader, do so by using language that doesn't call attention
to itself. A large vocabulary means nothing if the writer cannot organize and address
correspondence correctly.
E. Be Concrete
Consider the sentence:
The offices are in agreement.
To do what? About what? To whom is this sentence speaking? Which offices are in
agreement? These are some of the questions that arise when sentences are vague.
Concrete writing includes specifics, not general terms which are often obscure and do
not reveal much more information than the example above does. General terms are
used to sum up information when the reader is already familiar with what the writer is
referring to.
A common pitfall at scientific agencies like EPA is the tendency to assume the reader
has the same level or knowledge as the writer. Chances are you "know what you are
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saying," but the reader very well may not. You work with issues, policies,
information, and terms every day, but that doesn't mean your reader does too.
In the example above, the word "offices" could represent the Office of the Executive
Secretariat, the Office of Research and Development, the Office of Administration
and Resources Management, the Office of Congressional and Intergovernmental
Affairs, or any number of Agency program and regional offices. Unless the reader
already knows the specific reference(s), they will be lost. Be concrete in your
writing, and spell out specifics. It may take longer to write all of the information out,
but it will prevent confusion on the reader's part.
F. Be Consistent
Use the same term(s) consistently throughout your writing to identify a specific
thought or subject. If you use the term "EPA employees," continue to use this term
throughout your writing. Don't substitute another term, like "agency personnel,"
which may lead the reader to question whether you are referring to the same group of
individuals.
G. Delayers and Modifiers
DELAYERS
// is... There is... There are...1 want to
These expressions delay meaning and tangle sentences. Unless "it" refers to a person,
place, or thing that has already been mentioned, avoid beginning your sentences with
"it." "There is," "there are," and "I want to" delay the sentence from getting to the
point and may force readers to return to a previous sentence for reference. In many
instances, simple subtraction of these terms will result in a clearer message.
It is
Below, "it is" has been removed entirely from the improved examples in the After
column, making the writing much clearer and concise.
Before After
It is our intention We intend
It is necessary that you You need to
It is apparent that • Clearly
It is my understanding I understand
It is recognized that We recognize
It is mandatory for all EPA employees to enter their time into People Plus.
or
All EPA employees must enter their time into People Plus.
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There is/There are
Notice how "there is" and "there are" are removed from the examples that follow and
the result of their removal:
Before: There are some rules that must be followed.
After: Some rules must be followed.
Before: There is a need to ensure office safety.
After: A need to ensure office safety exists.
Before: There will be a mandatory staff meeting in the Green Room today.
After: Today's mandatory staff meeting will be in the Green Room.
/ want to
Don't waste the reader's time building up to your point. Just say it!
Before: I want to take this opportunity to thank you for your many years of
service to EPA.
After: Thank you for your many years of service to EPA.
MODIFIERS
Watch out for "ly" words. Don't complicate your ideas: words ending in "ly" often
overstate an idea and do little to improve strong arguments or support weak ones.
Rather than Saying... Say
1 absolutely agree 1 agree
1 certainly believe 1 believe
I successfully completed I completed
I really feel badly 1 feel badly
Which example sounds more professional?
We are extremely excited about this initiative.
or
We are excited about this initiative.
H. Doublings
Don't repeat a general idea by using similar words. As a writer, you may see some
difference between assist and advise or pleased and delighted but your reader
probably won't. Often used to emphasize a thought or idea, doublings tend to
overemphasize. Though the writer may use doublings to complement an idea, they
are of little use to readers.
Common Doublings Use One
any and all any OR all
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each and every each OR every
full and complete full OR complete
stimulated and interested stimulated OR interested
help and support help OR support
review and comment review OR comment
interest and concern interest OR concern
order and direct order OR direct
Example:
Before: We are pleased and delighted to offer you a position in our office.
After: We are pleased to offer you a position in our office.
or
We are delighted to offer you a position in our office.
I. Noun "Sandwiches"
Noun sandwiches are clusters, or long strings, of nouns that are "sandwiched"
together. The use of prepositions (of, with, to, on, from, for, over, beyond, between,
among, etc.) help break up these noun sandwiches and help make your intended
meaning clearer.
Examples of noun sandwiches:
Before: underground water supply safety testing program
Before: employee timesheet recycling initiative
With the addition of the prepositions "for" and "of the meaning is made clearer in
these two revisions:
After: safety testing program for the underground water supply
After: program for testing the underground water supply
After: initiative for the recycling of employee timesheets
After: among initiatives is the recycling of employee timesheets
J. Must, Shall, or Will?
There is a difference between must, shall and will According to Webster's
Dictionary, in formal writing, "shall" is used with the first person pronoun and "will"
with the second and third person pronouns. Used with the second and third person
pronouns, "shall" implies a command. The table below outlines the appropriate use
ofeach.
Must
Shall
Indicates a necessity:
Irrmoses an obligation
Imposes an obligation
You must complete the form.
: You must attend the party.
: All employees shall evacuate.
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Shall (cont.)
Will
May
May not
Should
Predicts a future obligation: Starting next week, employees shall start
work at 7 a.m.
Predicts a future action, but not an obligation:
She will complete the assignment next month.
Indicates a permission: You may take leave.
Indicates a ban on something: You may not answer.
Imposes obligation or preferences, but not necessity:
You should talk to your supervisor about this.
K. Commonly Confused Words
Which is which? Sometimes, we substitute one word for another because of similar
spellings and pronunciations. The word pairs that follow sound similar and may have
similar spellings, but they have very different meanings. Use the list below as a
reference when preparing correspondence.
Accept or Except?
Accept - To agree to; to admit into; to receive with approval.
Example: / accept your idea.
Except - With the exclusion of; but; other than.
Example: Except for this error, the rest of the letter is correct.
Adverse or A verse?
Adverse - To be opposite to; to be opposite of.
Example: There are two adverse ocean currents.
Averse - Have a feeling of opposition toward.
Example: 1 am averse to your project proposal.
Affect or Effect?
Affect - To simulate; to imitate or copy; to attack or infect; to influence or effect a
change.
Example: She was affected by the smoke.
Example: Will these rules affect me?
Example: How does smoking affect your health?
Effect - A result or something brought about by a change; to produce an outcome.
Example: Because of the new law, changes will go into effect next week.
Example: The effect of the new regulation was felt agency-wide.
Example: The drug had a quick effect.
All Ready or Already?
All Ready - Prepared.
Example: The documents are all ready to be mailed.
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Already - Happened previously; an act or action that has already taken place.
Example: The documents have already been sent.
Are or Our?
Are - A condition of being.
Example: We are ready to leave.
Our - Group ownership or group possession.
Example: Our instructions are to leave immediately.
Assure, Ensure or Insure?
Assure - To make a person confident of something.
Example: / assure you that these data are correct.
Ensure - To make certain; to remove all doubt; to guarantee.
Example: The outreach staff works to ensure that the proper steps are taken.
Insure - To protect against something; to make secure.
Example: You need a rider on your policy to insure that antique vase.
Attachment^) or Enclosure(s)?
Attachment(s) - For correspondence, documents or other material included with a
memorandum. These are stapled, paper-clipped, or otherwise
attached to the memorandum.
Example: Make sure you tack on the right attachments for that memo.
EnclosureCs) - For correspondence, document(s) or other material included with a
letter. These are not attached to the letter, but are mailed in the same
envelope.
Example: Let's include that pamphlet as an enclosure with the letter.
Biannual or Biennial?
Biannual - An event/happening that takes place twice a year.
Example: The biannual sale at Bloomingdales.
Biennial - An event/happening that takes place every 2 years.
Example: The flowers bloom biennially.
Capital or Capitol?
Capital - Capital of a state; money.
Example: The capital of New Jersey is Trenton.
Capitol - Building.
Example: The capital building is located downtown.
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Cite or Site?
Cite - To reference; to quote as example.
Example: Remember to always cite your sources.
Site - A place or setting.
Example: The site has been contaminated with benzene.
Complement or Compliment?
Complement - Something that fills up or completes.
Example: The bookshelves complement each other.
Example: The cabinet is complemented by the colored file folders.
Compliment — To praise, congratulate; to show respect.
Example: She paid me a very nice compliment.
Example: I'd like to compliment you on a job well done.
Connote or Denote?
Connote - To imply or suggest.
Example: Your signature connotes your understanding and acceptance of this
proposal.
Denote - To signify; to mark; to indicate.
Example: The rule denotes EPA 's responsibility.
Discreet or Discrete?
Discreet - Modest or prudent.
Example: She discreetly signaled that the meeting was running late.
Discrete - Separate; distinct part.
Example: The offices within the agency have discrete responsibilities.
Eminent or Imminent?
Eminent - Prominent; of high rank or status.
Example: She is an eminent member of the community.
Imminent - Impending; something about to occur.
Example: The re-location is imminent.
Federal or federal?
The word "federal" is not always capitalized, though many of us incorrectly assume
that it is. Only when it is part of a proper noun (official name of a specific person,
place, or thing), should federal be capitalized:
Federal Bureau of Investigation
Federal Reserve Board
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When writing about the Federal Government in its official capacity (using the term as
an official title), capitalize both Federal and Government:
The Federal Government of the United States of America...
The Federal Government must take steps to...
Most of the time, federal is used as a general classification, and should not be
capitalized:
At this time of year, federal employees are asked to contribute to a charity.
The law is subject to federal, stale, and local review.
Forego or Forgo?
Forego - To precede in time or space.
Example: Did the chicken forego the egg?
Forgo - To abstain from.
Example: 1 will forgo the opportunity.
Historical or Historic?
Historical - Concerned with or based on events in history.
Example: The Vietnam War film is historical, not fictional.
Historic - Having influence or importance on history.
Example: Today's event is historic.
Its or it's?
Its - The possessive form of it. (Its should be used when attributing possession to a
singular person, object, or institution as in the examples below.)
Example: The dog overturned its bowl.
Example: The airline delayed its approval of the merger.
Ifs - A contraction of "it is."
Example: // 's (it is) imperative that you complete your assignment today.
Jibe or Jive?
Jibe - To be in agreement with.
Example: His version of the story jibes with the other witnesses.
Jive - To chat with; a style of music.
Example: Dig that crazy jive!
On Behalf of or In Behalf of?
In behalf of- For the benefit of.
Example: We raised money in behalf of the hurricane victims.
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On behalf of- As the agent of; on the part of.
Example: The father signed the statement on behalf of his son.
Personal or Personnel?
Personal - On an individual basis.
Example: That information is personal - please do not share it with anyone!
Personnel - Staff; employees.
Example: This manual should be used by all EPA personnel in the House.
Perspective or Prospective?
Perspective - An individual view; outlook.
Example: From my perspective, this memo is important.
Prospective - Likely to happen; likely to be.
Example: The prospective bill has passed review.
Prescribe or Proscribe?
Prescribe - To set down as a rule, law, or direction.
Example: A h says follow the prescribed format.
Proscribe - To condemn or denounce; to prohibit or forbid.
Example: 1 proscribe that plan of action as it is too risky.
Principal or Principle?
Principal - First; highest in importance, rank or degree; chief.
Example: She is the principal investigator.
Principle - Rule or standard; a truth or law.
Example: He is a man of principle.
Sometime, Some Time, or Sometimes?
Sometime - An indefinite time in the future.
Example: /'// get around to it sometime today.
Some time — Took place in the past.
Example: That was completed some time ago.
Sometimes - At times; now and then.
Example: Sometimes I choose not to take a lunch break.
Their, There, or They're?
Their - The possessive form of they, used before a noun.
Example: Their cars were in the garage.
There - At or in a specific place/location; a specific point or moment.
Example: Don't go in there!
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They're - Contraction of "they are."
Example: They 're going to the third floor.
To, Too, or Two?
To - In a direction toward; reaching as far as; to the extent or degree of.
Example: I'm going to the top.
Too - In addition; also.
Example: / am going to invite him, too.
Two - The spelling of the number 2.
Example: / need (wo more examples.
Who's or Whose?
Who's - A contraction meaning "who is" or "who has."
Example: Who's here?
Example: Who's had this?
Whose - The possessive form of "who."
Example: Whose house is for sale?
Example: Whose office are we in?
Your or You 're?
Your - The possessive form of "you."
Example: Your coat fell on the floor.
You're - A contraction of "you are."
Example: You 're going to go to the meeting tomorrow.
L. Avoid Gender-Specific Titles
Avoid using titles or terminology that are gender-specific. The term "businessman"
is not appropriate when your writing is addressed to a female executive. Job titles
should be the same for men and women. Tne following are examples of gender-
specific terms and their preferred gender-neutral alternatives.
Gender-Specific Gender-Neutral
businessman executive
chairman chair or chairperson
foreman supervisor
to man to staff, run, operate
man-hours work hours, staff hours
manpower workforce, human resources
salesman salesperson
serviceman service member
spokesman spokesperson
workman worker, laborer, employee
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M. Avoid Stereotypes
Refer to age only when it is relevant to the correspondence. Do not refer to a
person's religion, race, or national or ethnic origin unless it is necessary in your
correspondence.
In general, do not refer to a person's disability. If it is necessary and appropriate to
do so, though, do not precede a person's name with a description of their disability.
Put people first and then mention their disability.
Sally, who uses a wheelchair, is a leading authority on agricultural production.
not
Wheelchair-bound Sally is a leading authority on new agricultural production technology.
Also, avoid describing people with disabilities as "suffering from" or being "victims
of their disability. Leave out terms like "handicapped," "differently abled," "handi-
capable," and "challenged," too. Similarly, don't use terms like "normal" or "able-
bodied" to compare non-disabled people to those with disabilities.
Do not use the term "disabled" to describe someone with a disability. Disabled
means inoperative or immobilized - incapable of working or being productive.
People with disabilities, though, are hard working, productive, and contribute
tremendously to this Agency's ability to fulfill its mission.
Below are some examples of acceptable and unacceptable descriptions for common
disabilities:
Unacceptable Acceptable
is autistic has autism
suffers from blindness is blind, has a visual impairment
hearing impaired, deaf-mute deaf, hard of hearing
mongoloid has Down Syndrome
is spastic, has fits has epilepsy, seizure disorder
retarded, slow has a mental disability
crippled has a physical disability
stroke victim stroke survivor
confined to a wheelchair uses a wheelchair
* This guidance is consistent with the "Guidelines for Reporting and
Writing about People with Disabilities," a document (now in its 6
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cave in (v.) cave-in (n. and adj.)
clean up (v.) cleanup (n. and adj.)
cut back (v.) cutback (n. and adj.)
hold up (v.) holdup (n. and adj.)
long term (n.) long-term (adj.)
one time (n.) one-time (adj.)
pigeonhole (n. and v.)
policy-maker (n.) policy-making (n. and adj.)
pass back (v.) passback (n.)
set up (v.) setup (n. and adj.)
shut off (v.) shut-off (n.)
take over (v.) takeover (n. and adj.)
washed up (v.) • washed-up (adj.)
10. E-mail, Internet, and Computer Terms: Proper Usage
A. E-mail
Always hyphenated, the "E" should be capitalized only when the term opens a
sentence or is used as a heading. Refer to the examples below:
E-mail is one important way the Agency interacts with the public.
Information about the meeting will be e-mailed to you this afternoon,
B. Internet/Net, Intranet
Always capitalize the "1" in Internet/Intranet and the "N" in Net, even within a
sentence.
Internet usage is tip by 10 percent.
To access the document, make sure you are connected to the Net.
On personal time, employees may use the Internet to access e-mail.
The information you need can he found on EPA 's Intranet site.
C. World Wide Web, Web, the Web, WWW
Always capitalize the "W," whether at the beginning, middle, or end of a sentence.
The World Wide Web allows us to access near-infinite amounts of information.
Web usage has steadily grown in our neighborhood during the past few years.
We 're in the middle of a WWW revolution.
With wireless modems, accessing the Web has never been easier.
D. Web Sites and Web Pages
The "W" in both Web site and Web page(s) is always capitalized. Do not hyphenate
when using these terms. Web-site, Web-page, Website, and Webpage are all
incorrect usages of these terms. Even within a sentence, the "W" remains capitalized:
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I forgot the address of the Web page that had the information 1 needed.
What Web site do I go to in order to input my hours?
Web sites, like EPA 's Intranet, are great places to begin your research.
£. Home Page
The "H" in Home page should be capitalized only when opening a sentence or
referring to a specific home page or home page title. For general uses, the "h" should
remain in lower case.
/ was thinking about creating a homepage.
You might consider creating a home page for your class.
The U.S. Environmental Protection Agency's Home Page.
Homepages are a good idea when creating new products.
F. Capital Letters
When composing an e-mail message, do not use all capital letters. Capital letters
generally imply that the writer is "shouting" at the reader.
THANK YOU FOR YOUR INQUIRY.
Thank you for your inquiry.
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Chapter 3; Letters and Envelopes - Format and Preparation
This chapter provides standard Agency letter formatting guidelines. Whether a
letter is addressed to the general public, stakeholders, members of Congress,
foreign dignitaries, or employees of other federal, state, or local agencies, the
guidelines established in this chapter must be followed by any EPA employee
who drafts, writes, reviews, edits, or signs official Agency letters. These
guidelines are standard features for the preparation of all EPA letters, reeardless
of who slsns them.
1. Letter Standards
A. Stationery
1. // is highly recommended that all official Agency letters be prepared using pre-
printed (print shop-generated) EPA letterhead. While there is no Agency
prohibition against using electronic letterhead (i.e. graphic masthead printed on a
color printer using bond paper), there are no Agency-wide standards concerning
electronic letterhead. Until such guidance is promulgated, offices using electronic
letterhead are strongly cautioned to ensure consistency with existing pre-printed
letterhead in terms of reproduction quality, size, spacing, font, color, and required
elements (i.e. Agency name, seal, address, office designation, and paper content).
Offices must also ensure the security of electronic letterhead to prevent misuse.
All letterhead, both electronic and pre-printed, must be printed on bright white
100 percent post-consumer, process chlorine-free recycled bond paper.
2. Use letterhead appropriate to the office in which the signing official is located.
Letterhead should correspond with the signing official's office, not the office in
which the correspondence originated.
3. Use "The Administrator" letterhead when a letter is to be signed by the
Administrator or given the Administrator's signatory approval.
4. Use "Deputy Administrator" letterhead when a letter is to be signed by the
Deputy Administrator or given the Deputy Administrator's signatory approval.
5. Use "Office of the Administrator" letterhead when a letter is to be signed by
personnel in the Immediate Office of the Administrator and Deputy
Administrator.
6. Program offices and AO staff offices use office-specific stationery (e.g. Office of
Congressional and Intergovernmental Relations, Office of General Counsel,
Office of Environmental Information).
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7. Executive letterhead (smaller than standard 8 '/a by 11-inch paper) may be
formatted according to the signatory's wishes. If letterhead dimensions are
different, letter margins may be adjusted to accommodate the difference.
8. For succeeding pages (any page after the first page) use plain bond paper. Do not
use Agency letterhead or stationery on succeeding pages.
B. Word Processing
1. As of September 2005, Microsoft Word is the standard Agency word processing
software. All word processing, except for legal documents and documents for
which another federal agency has prescribed a specific format, must be done in
Microsoft Word.
2. When preparing correspondence, documents should be prepared in either a
"Normal" or "Print Layout" view. Do not prepare documents in a "Web Layout
View" as the document may be formatted differently. (View designations are
listed in the bottom left-hand corner of a Microsoft Word document.)
3. For more information about Microsoft Word, see Appendix D: Microsoft Office
Directive.
C. Typeface
1. Font and Typeface: Correspondence should be typed in 12 point Times New
Roman typeface. Microsoft Word has a large selection of fonts and font sizes, so
check to make sure that the designated standards have been selected before you
begin to write.
2. Script and italics: Except for occasional emphasis, use script and italics sparingly.
Never type an entire document in script or italics.
3. Spacing: Correspondence should be single-spaced (it is much easier to edit and
re-format single spaced documents than those using other spacing options).
Always use two spaces between sentences. Follow this format whether you are
writing letters, formal e-mails, or memoranda. Include one space after colons (:),
semicolons (;), commas (,), parentheses (), and hyphens (-).
D. Ink
1. Use black ink when printing correspondence.
2. As a matter of personal preference, signing officials may use blue or black ink to
affix their signature to correspondence. No other colors are acceptable for official
correspondence.
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3. For the current Administrator's and Deputy Administrator's preferences, see
Appendix A: Current Administrator's and Deputy Administrator's Preferences.
E. Paper Margins
1. For general correspondence, use 1-inch margins on the left and right sides and
bottom of the letter. Use a 2.1-inch margin at the top of the letter to accommodate
Agency letterhead. The bottom margin can be dropped to as low as 0.3 inches to
fit a document on one page. A top margin of 1.5 inches can be used if the date
will be printed as part of the correspondence (instead of being rubber-stamped
after signature).
2. For "special" correspondence (e.g. service anniversary letters, greetings at events,
letters of commendation), use 1.25-inch margins on the left and right sides, a 1-
inch margin at the bottom, and a 2.1-inch margin at the top of the letter. The
bottom margin can be dropped to as low as 0.3 inches to fit a document on one
page. A top margin of 1.5 inches can be used if the date will be printed as part of
the correspondence (instead of being rubber-stamped after signature).
3. In some instances, a program or regional office may prescribe a specific margin
format for certain types of correspondence. Check to make sure that you are
using the prescribed margins before preparing your correspondence.
4. All correspondence should be aligned to the left. Do not center, justify, or right-
align the text.
5. On succeeding pages, use a standard 1-inch margin from the left and right sides,
as well as the top and bottom.
6. See Part 2: The Letter. Section G for more information about succeeding pages.
F. Page Numbers
1. Do not number the first page of your correspondence.
2. Include a page number for succeeding pages of correspondence totaling three or
more pages. Center the page number at the bottom of all succeeding pages. Do
not enclose the page number in quotes, dashes, or parentheses.
To add a page number in Microsoft Word:
1. In the toolbar, select Insert.
2. Scroll down to the Page Numbers option.
3. Choose Bottom (Footer) in the position box.
4. Choose Center in the alignment box.
5. Click OK.
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3. In the bottom left corner of the Page Numbers box, some editions of Microsoft
Word automatically default to check the "Show numbers on first page" selection.
To ensure that your first page is not numbered, uncheck the box.
4. In the Page Numbers box, the Format button in the lower left corner allows you to
change the format of your numbers if necessary. Pages should be numbered
following the standard numeric system (1,2, 3...), not Roman numerals or
ABC's.
G. Date
1. Include a date on the letter when you know the date that the letter will be signed
or if you are permitted to reprint a final copy after it has been approved for
signature. Avoid rubber stamping the date whenever possible.
2. If a typed date is not included, once a letter has been approved for signature and
signed, the signing office or official will rubber stamp the date, centered at the top
of the first page, approximately '/4 inch below the letterhead.
3. When replying to correspondence, it is sometimes helpful to reference the date
that the incoming letter was sent:
Dear Mr. Jones:
Thank you for your letter of January 3, 2005,
When referencing a date, express it in month-day-year order. April 08, 2005
Do not include endings after the date. March 20m July 3 111
Do not use a military style of dating. 25 January 2006
H. Mail Merge
1. For letters that will be sent to five or more recipients, use Microsoft Word's mail
merge feature. Mail merge templates allow the writer to reproduce the same letter
for multiple individuals without having to re-enter the information. They also
facilitate editing when changes need to be made.
2. A letter prepared for a mail merge must be prepared using Microsoft Word.
3. Prepare a Microsoft Excel spreadsheet to list multiple addressees. The Excel
spreadsheet should be set up to reflect the standard inside address field's format
and saved to your computer so that the information may be inserted easily during
the mail merge process.
1. Column 1 - Salutation (e.g. Mr., Ms., The Honorable, blank for M.D.'s and Ph.D.'s)
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2. Column 2 - First Name (include middle initial when data entering)
3. Column 3 - Last Name
4. Column 4 - Suffix (e.g. Jr., Sr., M.D., Esq., Ill)
5. Column 5-Title (if applicable)
6. Column 6 - Organization (all words spelled out; no ampersands)
7. Column 7 - Street Address 1
8. Column 8 - Street Address 2 (if needed)
9. Column 9 - City
10. Column 10 - State (spelled out)
11. Column 11 - ZIP Code
12. Column 12 - Country (for international mailings)
13. Column 13 - Salutory (this field is necessary, for example, when writing to elective
office holders, M.D.'s, and Ph.D.'s)
14. Column 14 - Custom fields (e.g. grant award numbers, project names)
All data entry in Microsoft Excel should be performed before setting up the mail
merge document in Word. Remember that the suffix field needs the comma and
space entered along with the suffix itself.
4. To begin a mail merge in Microsoft Word, select the Tools heading, and then
select Letters and Mailings followed by Mail Merge Wizard. The Mail Merge
Wizard will take you through six steps:
L Select Document Type (choose "Letters").
_2. Select Starting Document (using a current or existing document or
template). Selecting "Start from an existing document" allows you to
insert a letter that has already been prepared and format it to be sent to
your list of addressees.
Selecting "Use the current document" allows you to format the letter that
you already have open in Microsoft Word.
Selecting "Start from a template" allows you to load an already existing
template into Microsoft Word to be formatted with your letter information
and list of addressees.
Step 3. Select Recipients (choose "Use an Existing List" and then click "Browse"
to locate and insert your prepared Excel spreadsheet of addressees.
_4. Click Next: Write your Letter (your letter should already be visible in
Microsoft Word after having chosen the starting document in Step 2).
Click on More Items to insert your merge fields in the document. Space
the fields as you want them to look in the final document, remembering to
leave no space between Last Name and Suffix, since you added commas
and spacing when preparing your recipient list.
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Step 5. Click Next: Preview Your Letters, so you can see what each individual
letter will look like. Use Previous: Write Your Letter to go back and make
any changes or adjustments.
Step 6. Once you are satisfied with look of the letters, click Next: Complete the
Merge. To personalize your letters or perform a final check, select Edit
Individual Letters, which will open a new document containing all the
final letters. To send the letters straight to the printer, select Print.
I. Concurrences
1. When correspondence is reviewed prior to internal or external distribution,
concurrences are captured in EPA's electronic Correspondence Management
System (or captured in hard copy and scanned to CMS).
A concurrence is a dated signature or initial or electronic approval that indicates
an EPA official has reviewed the correspondence and that it follows correct
Agency language and format. Different kinds of correspondence, signature
levels, and content require varying levels of review and concurrence. Make sure
that your documents receive the necessary concurrences before being signed and
distributed.
2. Once correspondence has received the proper concurrences, it may be signed,
closed in CMS, mailed, faxed, and/or e-mailed to the addressee(s).
* Note: If an office is not yet using CMS, concurrences are circulated and
captured with the signature package, usually on a yellow concurrence copy,
and, after signature, are filed in accordance with Agency recordkeeping
procedures.
J. Record Copy
Always prepare an official record copy of the letter and all supporting documents
(control sheet, signature approval sheet, enclosures, and concurrences, if a
concurrence sheet is used). Provide the official record copy to your records liaison or
office records keeper for management and storage.
K. Originals
While EPA strongly supports waste reduction efforts like double-sided photocopying,
all original correspondence (memoranda and letters) must be printed single-sided,
even for lengthy documents.
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L. Delivery/Conveyance
While technology provides virtual means of delivering copies of correspondence (e.g.
facsimile, Portable Document Format), in general, the hard copy original should be
mailed, even when technology-based delivery methods are employed. There may be
exceptions to this rule, however, based on customer preference or business process
requirements. For example, most members of Congress do not accept hard-copy
correspondence from federal agencies. Therefore, all letters to members are faxed or
scanned and conveyed only through appropriate electronic means. No hard copies are
mailed.
M. Hard Copy Signature Packages
While most offices use the Correspondence Management System to create, route,
review, approve, and store correspondence, circumstances occasionally require the
creation of hard-copy signature packages. In such circumstances, however, all
appropriate information, including the incoming and outgoing correspondence and
concurrences, should still be captured in CMS. The contents of the signature package
must match what appears in CMS and vice versa. Each package must include the
following:
Outside Front Cover
• Up-to-date CMS Control Sheet - The control (tracking) sheet must be stapled to
the front of the folder, file, or package. If the correspondence was approved for
signature in CMS, highlight the approval on the control slip.
Inside Front Cover
• Completed Machine Signature Authorization Form - This is required only if a
control was not approved for signature in CMS and if the recipient of the
signature package is not the person who will be signing the outgoing
correspondence. The completed form must include the control number and
should be paper-clipped to the inside front cover atop the incoming
correspondence or action memorandum.
• Incoming Correspondence or Action Memorandum - Paper-clipped to the inside
front cover beneath the machine signature authorization form, if present.
• Envelope(s) - An addressed envelope of the appropriate size and type must be
included for each outgoing letter. These should be paper-clipped atop the
machine authorization form and/or incoming correspondence or action
memorandum.
Inside Back Cover
• Plastic Sheet Protector - Paper-clipped over the outgoing letter(s) on the inside
back cover.
• Outgoing Letter(s) and Enclosures - The outgoing letter(s) and any enclosures
should be paper-clipped to the inside back cover. Place "Sign Here" tabs
wherever the letter(s) should be signed.
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• List of Courtesy Copy Recipients - If needed, attach a list of the people and their
addresses or mail codes to whom copies (both cc and bcc) of the outgoing should
be sent. This list should be paper-clipped to the inside back cover beneath the
outgoing letter(s) or memo(s).
• Concurrences - If hard-copy concurrences have been captured as part of the
review process, these should be paper-clipped beneath the outgoing letter,
enclosures, and list of courtesy copy recipients.
• Corrections - If there are out-of-date drafts included in the package, be sure to
draw a diagonal line through the out-of-date document(s) to ensure that they
cannot be mistakenly mailed.
Outside Back Cover
• Nothing should be attached to the outside back cover.
* Note: The above instructions assume use of CMS for tracking purposes, as it is the
Agency standard correspondence tracking and workflow management software
application.
2. The Letter
A. Inside Address
1. Type the address in single-space block style, flush with the left margin. Do not
abbreviate names or use nicknames. Include the addressee's full name and title.
2. Follow the standard format below when preparing the address block in a standard
business letter. For standard formats used in preparing a nonpersonalized
business letter or legal letter, see Sections L: Nonpersonalized Business Letters
and M: Legal Letters below.
Standard Formal Example
1. Addressee's name Mr. Brian Hendrix
2. Title (if applicable) Director, Office of the Executive Secretariat
3. Company, Organization, or Agency U.S. Environmental Protection Agency
4. Street or Delivery Address 1200 Pennsylvania Avenue, NW, MC 1101A
5. City, State, Zip Code Washington, D.C. 20460
6. Country (only if international) * place country in capital letters
3. In the inside address, state names are spelled out, not abbreviated by postal code.
Washington, D.C. is the only acceptable abbreviation, but must include periods
after each letter.
4. United States territories (Guam, Puerto Rico, U.S. Virgin Islands, American
Samoa, Northern Mariana Islands, and Federated States of Micronesia) should be
spelled out fully in the inside address.
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5. Do not abbreviate Street, Avenue, Boulevard, Place, Way, Court, Circle, Road, or
any other address notation.
Dr. Dan Danson Mr. Bill Billsuch Ms. Terry Crowded
Physics Department Office of the Earth Director
University of Anywhere U.S. Department of Parks Pottery House
1300 Florida Avenue 100 Blacksburg Pike 1432 Gray Street
Bowie, Ohio 10101 Butte, Montana 30927 Booth, Maine 23432
6. Always place two spaces between the state and ZIP code. For all other elements
of the address block, use one space to separate them.
7. If your correspondence is being sent to an international address, place the
country's name in capitals below the city/state and ZIP code on both the inside
and outside address. The United States Postal Service requires that the country be
capitalized on the outside address (envelope).
1. Addressee's name Mr. Jean-Paul Smith
2. Title (if applicable) Professor
3. Company, organization or Federal Agency La Sprbonne
4. Street or Delivery Address 47, rue des Ecoles
5. City, Province, Postal Code 75230 Paris
6. Country FRANCE
8. The inside address should not exceed seven lines. If any one line in the inside
address is so long that it overruns the center of the page, it may be typed on two
lines, with the succeeding line indented two spaces from the left margin.
Ms. Jane Biscuit
Executive Assistant
Agency for Toxic Substances, Icky Things, Cloudy Water,
indented two spaces —» and Disease Registry
1000 Anywhere Street, S.E.
Trenton, Maine 33333
9. In some instances, an addressee may not have a street address, rural route, or box
number because of the small size of their town or village.
Ms. Linda Simmons
Tipton, Georgia 31794
10. If a letter is addressed to two or more individuals at the same address, list each
individual's name on a separate line. Include parts of the address that are
common to all individuals (organization, suite number, room number, department,
etc.). Do not include the individual's position title (director, associate, etc.)
unless it fits on the same line as their name. Separate letters or copies are mailed
to each individual listed in the inside address. See Section N: Multiple Addressee
Letters for more information.
Ms. Lauren Hirschman
Dr. James Higginbottham
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Testing Department
Congolite Industries
1300 One Way
San Diego, California 44444
11. On the respective envelopes for each individual, give their full address (including
title, if applicable) and omit reference to the other individual(s) named on the
inside address of the correspondence. You may spell out the state on the front of
the envelope, or you may include a two-letter postal code.
Ms. Lauren Hirschman Dr. James Higginbottham
Testing Department Testing Department
Congolite Industries Congolite Industries
1300 One Way 1300 One Way
San Diego, CA 44444 San Diego, California 44444
12. If your addressee lives in an apartment building, place their apartment number
after the street address, separated by a comma. If the apartment number will not
fit on the same line as the street address, place the apartment number on the
preceding line. This rule also applies to floor and suite notations.
Ms. Patrice Schmidt Mr. John Kortuem
Apartment 1345 10 Maple Drive, Apartment 2A
19876 Williamsburg Circle Pittsburgh, Pennsylvania 30000
New York, New York 10034
Mr. Jack B. Nimble
3419 Porter Street, l8lhFloor
Waccama, Washington 123456
13. When corresponding with an individual who lives on a rural route or highway
contract route, do not write out "rural route," "highway contract route,"
"number," "#," or "No." in the inside address.
Use RR to designate a rural route and HC to designate a highway contract route.
Mr. Kerr Jones Ms. Karen Xavier
RR 8, Box 416 HC 66, Box 54
Phoenix, Arizona 65432 Albany, New York 12321
14. Incoming correspondence usually reflects the standard address format and may be
a good reference for any questions you have when addressing your letter.
B. Salutation Line
1. The salutation begins with "Dear" and ends with a colon, never a comma. The
salutation should be placed on the second line below the last line of the inside
address and flush with the left margin. Salutations should include a courtesy title
before the individual's name. If the individual does not have a special title
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(Professor, Doctor, Mayor, Senator, Chief) provide a courtesy title - Mr., Mrs.,
Ms., or Miss.
Dear Mrs. Holliday:
Dear Mr. Joseph:
Dear Judge Hurley:
2. When writing to a female, if you are unsure whether she prefers to be addressed
by Mrs., Miss, or Ms., use Ms. or omit the courtesy title (e.g. Dear Barbara
Stanwick:).
3. Use "Mr." to address a male when not using a courtesy or special title.
4. If the addressee's gender is unknown, include the individual's entire name in the
salutation line.
Dear Chris Smith: (instead of Mr. or Ms. Chris Smith)
Dear Pat Johnston: (instead of Mr. or Ms. Pat Johnston)
5. Address teenage girls (13 years and older) as Ms. or Miss. Address teenage boys
(13 years and older) as Mr. For children under the age of 13, it is not necessary to
include a courtesy title.
C. Form of Address Rules
1. As a general rule, ampersands (&) should never be used in addressing individuals.
Mr. and Mrs. Jonathan Dillinger
Chairman and Chief Operating Office
If a husband and wife have different last names or special titles, write their names
as follows:
Dear Mr. Philip Stone and Ms. Jane Pizzaro: (or Mrs., if you know she prefers Mrs.)
2. Do not abbreviate an individual's name unless it is their preference or part of their
legal name. (e.g. Mr. Albert J. Right, not Mr. A.J. Right)
3. Each initial in an individual or company's name should be followed by a period
and one space.
Mr. B. Smith
J. M. Builders, Inc.
4. In some instances, individuals and companies may not use periods between the
elements of the name. Follow their preference(s) when addressing them:
JCPenney
FAO Schwarz
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ExxonMobil
5. If individuals include a middle initial, place a period after the initial.
Mr. Lawrence B. So
6. In instances where "Jr." or "Sr." follow a person's name, always use a comma
after the last name. Always use a period after Jr. or Sr., and never spell out Junior
or Senior.
Mr. Bradford Chadwick, Jr.
For Roman numeral (II, III, IV) designations, follow the addressee's preference.
• Include a comma if the addressee usually does and do not if he does not. If you
do not know (e.g. no incoming letter), then use a comma.
Mr. Larry Simpson, IV
Mr. Mark St. Mark II
For more information on the treatment of suffixes (e.g. scholastic degrees), please
see Appendix B: Domestic and International Forms of Address, Section 3
(Abbreviations of Titles and Degrees) and Section 5 (Scholastic Degrees).
7. When addressing a letter to a company or organization, do not use an ampersand
(&) unless it is part of the formal title. If you are unable to determine the official
form of a company or organization's name, spell out "and" in the name rather
than use an ampersand (&).
Miles Davis and Company
Johnson, Pfeffer, and Jones, Ltd.
Johnson & Johnson
Proctor & Gamble
8. If a company or organization is incorporated, use Inc. If a company or
organization is limited, use Ltd. For limited liability partnerships, use LLP.
Do not use a comma between the name of the company or organization, and Inc.
or Ltd. unless it is a part of the formal business name.
Newsweek, Inc.
PepsiCo Inc.
9. Spell out "Company" or "Corporation." However, in instances when a name is
extremely long, you may abbreviate:
Company - abbreviated as "Co." (period always included)
Corporation - abbreviated as "Corp." (period always included)
10. Unless it is part of the formal business name, do not include "the" at the
beginning of the name of a company or organization.
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The Wall Street Journal
The Washington Post
11. Always respect the corresponding individual's or organization's preferences when
addressing them.
12. For detailed listing of proper forms of address, see Appendix B: Domestic and
International Forms of Address.
D. The Body
1. Begin the body of the letter two lines below the salutation.
2. Do not hyphenate the last word of the first line of the opening sentence of your
paragraphs.
3. Single-space the text, but double-space between paragraphs (one blank line
between each paragraph).
4. At the beginning of each paragraph, indent the first sentence one "Tab" stroke
from the left margin ('/2 inch).
5. To ensure a uniform right margin, do not hyphenate more than necessary. Do not
hyphenate more than two consecutive lines of text.
6. Do not number paragraphs.
7. Spell out state names - instead of NJ, write New Jersey.
8. Avoid separating the month and day at the end of a line. Wrapping the year to the
next line is acceptable.
Your letter, addressed to Mr. Bob Smith on March 29,2004,...
E. Widows and Orphans
1. Do not begin a new paragraph at the bottom of a page unless you can fit at least
two lines of the paragraph on that page.
2. When continuing a paragraph on a succeeding page, carry over at least two lines.
F. Long Quotations
If a long quotation (two lines or longer) is included in your letter, indent the quotation
an additional Vz inch from the left and right margins of the page. Do not italicize or
include quotation marks.
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This is how a block quotation should appear in your correspondence. Make
sure that your block quote is indented at least one-half of an inch from both
the left and right margins of your correspondence and that the quotation is
single-spaced.
G. Succeeding Pages
1. Succeeding pages should be typed on plain bond paper. Do not use Agency
letterhead for succeeding pages. Number all succeeding pages for letters totaling
three pages or more - see Part 1. Section F: Page Numbers for guidance.
2. Do not include an address block, salutation, date, or name reference on
succeeding pages.
3. Responses normally should not exceed three pages. Necessary information that
would cause a letter to exceed three pages should be pulled from the letter and a
separate enclosure created from it.
H. Complimentary Closing
1. The complimentary closing should be placed two lines below the last line of the
body of the letter, five tabs from the left margin, so that it is just to the right of the
center of the page. Do not center the complimentary closing.
2. Use a comma after your closing:
Sincerely,
3. "Sincerely" is the Agency's standard complimentary closing and should be used
in all EPA correspondence.
4. "Respectfully" should be used only when correspondence is addressed to the
President of the United States.
I. Signature Block
1. Type the signing official's name four lines below and aligned with the
complimentary closing. Directly below the name, type the official's title, using
two lines if necessary. Most Agency letterhead includes a program or regional
office designation in the upper right corner. Include the signer's program office
only if the letterhead does not reflect this information.
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2. If a title is too long to fit on one line, it may be continued on the succeeding line
and should be indented two spaces. Do not include titles such as Mrs., Ms., Mr.,
or Dr., in the signature block.
Sincerely,
Robert Jones
Director
Strategic Planning and
Management Systems Division
3. Administrator's Signature. The Administrator's signature block should include
the Administrator's name only (since letters are printed on Administrator
letterhead). Do not include a title or office. After the closing, type four lines
before typing the Administrator's name.
Sincerely,
Stephen L. Johnson
4. Deputy Administrator's Signature. The Deputy Administrator's signature block
should not include a title (since letters are printed on Deputy Administrator
letterhead). After the closing, type four lines before typing the Deputy
Administrator's name.
Sincerely,
Marcus Peacock
5. An acting official signs his or her own name and writes the word "for" before the
typed name of the regular signing official.
Sincere!
for Robert Jones
Director
Office of Public Affairs
6. Dual Signature Block. In some instances, correspondence may be signed by more
than one official. A dual signature block incorporates two or more signatures
placed side-by-side following a complimentary closing. Correspondence with
dual signatures may also incorporate combined letterhead using elements from
each agency or department if the signing officials are in different agencies.
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When a dual signature block is used, the complimentary closing and first
signature block should be aligned with the left margin of the paper, and the
second signature block should be centered.
When EPA is the originating Agency or has federal leadership over the matter,
EPA letterhead should be the topmost or leftmost letterhead (if the letter is
marked by dual letterheads), and the signature of the EPA official should be at the
left margin.
The top-most letterhead should always correspond with the left-most signature.
When EPA is not the originating agency, signature order should be determined by
rank according to the Federal Order of Succession.
J. Enclosures
1. Enclosures are separate sheets of information included with correspondence, such
as tables, forms, statements, pamphlets, and reference letters.
2. When an enclosure is identified in the correspondence, type the word "Enclosure"
three lines below the last line of the signature block, flush with the left margin.
For more than one enclosure, use the plural form "Enclosures."
Enclosure
Enclosures
3. If an enclosure is not identified in the body of the letter, after typing the word
"Enclosure," list the enclosure's identifying information.
Enclosures
1. Letter dated June 7,2001
2. Copy of the Clean Air Act
4. Do not substitute the term "attachment(s)" for "enclosure(s)." Attachments are
for memoranda; enclosures are for letters.
K. Courtesy Copies
1. A courtesy copy is a copy of a letter that is sent to individuals or offices to whom
the information is pertinent and appropriate, but who are not addressed by the
letter. Copied individuals are listed on the letter (a distribution list), following
signature element or the enclosure (if any). If a courtesy copy list is too long to fil
in a single column on one page, a dual column distribution list is permitted. A
distribution list notates all of the individuals to whom the letter has been formally
copied.
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There are general courtesy copies (cc's) and blind courtesy copies (bee's).
Recipients of blind courtesy copies are not listed on the courtesy copy list but
should be noted in the official record.
2. Courtesy Copy - External Recipient(s)
Specify the courtesy copy by typing "cc:" three lines below the last line of the
signature block. If there are enclosures, type "cc:" three lines below "Enclosure."
Align the "cc:" with the left margin.
Type one tab after "cc:" and use a tab to indent all names and titles that follow.
Include the names of all external courtesy copy recipients on all copies of the
letter. Do not note the names of any internal (EPA) courtesy copy recipients on
the original or on any copy being sent outside EPA unless there is a compelling
business reason to do so (e.g. certain legal proceedings, project or case related
correspondence with other federal agencies).
External courtesy copies, or copies sent to individuals outside of the EPA, should
include a complimentary address (Mr., Mrs., Ms., Miss, Dr.) and the copied
individual's title after his or her name.
Enclosure
cc: Mr. John Smith
Director, Forest Management Services
Dr. Mark Jones
Director, Clean Earth Commission
3. Courtesy CODV - Internal Recipient(s)
When courtesy copies are sent to program or regional offices within the Agency,
do not include the copied individual's title, unless there is a compelling business
reason to do so.
cc: Ron Slotkin
Diane Jones
Sharon VanMeter
Internal courtesy copies should be distributed appropriate to the copied
individual's rank or position in the Agency and their relevance to the content of
the letter.
A list of courtesy copied individuals should not be too lengthy. Use an informal
distribution mechanism if more than eight people need to receive a copy of the
signed correspondence.
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4. Courtesy Copy - Internal and External Recipient(s)
In situations where both internal and external recipients are listed on the "cc:"
distribution list, follow the more formal external style of including an individual's
title after their name. All names should be listed in a consistent manner.
5. Blind Courtesy Copy
A blind courtesy copy "bcc:" indicates external recipients that are not copied on
the original document and distribution list. A "bcc:" is used when the recipient
does not need to know who is receiving a copy or the originator does not want
EPA recipients to know anyone is receiving a copy.
Indicate blind courtesy copy by typing "bcc:" two lines below the last line of the
signature element (enclosure, or courtesy copy, as applies). Do not include "bcc:"
information on the original or any copy leaving EPA. Include it only on internal
courtesy copies.
Type one tab after "bcc:" and use a tab to indent all names and titles that follow.
Enclosure
cc: Mr. John Smith
Director, Forest Management Services
Mr. Mark Jones
Director, Clean Earth Commission
bcc: John A. Nybody, Department of Commerce
Adam B. Public, Department of Commerce
L. Nonpersonalized Business Letters
1. Nonpersonalized business letters are used when an addressee's name is unknown
or when a letter is addressed to an organization with attention to a specific
individual for handling. A nonpersonalized business letter follows the format of
the standard business letter save for the exceptions that follow.
2. A nonpersonalized business letter does not include an individual's name. The
company/organization/department/agency name is the first line of the inside
address.
3. A salutation is not included.
4. An attention line follows the first line of the inside address:
The McGraw Hill Company
International Textbook Department
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Attn: Mark Marksoy <— attention line designates specific individual
1400 Intelligence Boulevard
Baltimore, Maryland 23456
5. Subject Line
Nonpersonalized business letters include a "Subject:" line instead of a salutation.
"Subject:" is placed three lines below the last line of the address flush with the
left margin.
"Subject:" is always followed by a colon (:).
Keep your subject short. If a subject needs more than one line, continue the
information on the succeeding line, with the first letter flush with the S in
"Subject:". Do not indent two spaces from the left margin.
Subject: The U.S. Environmental Protection Agency's Findings on Sand Erosion Procedures
in the Florida Keys
If you are responding to a nonpersonalized letter, make the subject line in your
draft read exactly as it does on the incoming letter.
If a term for which an acronym is frequently used is found in your subject line,
spell out each element of the acronym:
Subject: The Clean Air Act Advisory Committee's Findings
6. Reference
A reference may follow the subject line if the writer wants to draw attention to
important information that aids to the understanding of the correspondence or if
the amount of references is too large to be included in the opening paragraph of
the body.
To use a reference, type "Ref:" two line§ below the "Subject:" followed by an
abbreviated listing of the references. Be as compact as possible when using
references - type dates in numeric form (09/09/99) instead of written out. List
references in a, b, c form, single-spaced with the most recently dated reference
first.
Subject: Advisory Committee Findings of Water Levels in the Grand Canyon
Ref: (a) Letter dated 09/09/99 to the Administrator
(b) Advisory Committee Federal Register Listing 04/18/96
There is no complimentary closing in a nonpersonalized business letter.
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M. Legal Letters
1. EPA's Office of General Counsel and select other offices within the programs and
regions use the legal letter format. This type of format should only be used for
legal correspondence relating to specific cases, protests, patents, or licenses.
2. The legal letter format follows the standard business letter format with the
exception of a caption. Other than the caption, all standard business letter
elements apply.
3. A caption should be noted by "Re:," which is indented one tab from the left
margin and between the inside address and salutation. Captions cite specific
information that relates to the letter's topic.
Mr. John Schmidt
Apartment 1345
19876 Williamsburg Circle
New York, New York 10034
Re: Jane vs. John
Civil Action No. 7-98-999
4. If more than one line is needed, place succeeding lines flush with the first line of
the caption.
5. Indent the entire caption one tab from the letter's left margin.
N. Multiple Addressee Letters
1. Multiple addressee letters are incoming letters that have been signed by more than
one person. Prepare an identical letter for each individual regardless of whether
or not they are at the same address.
2. For individuals at the same address, include the name of each addressee on a
separate line in the inside address block.
Mrs. Joanne Citizen
Mr. John Public
1202 Pennsylvania Avenue
Trenton, Missouri 11111
The salutation line should address all individuals included in the inside address
block.
Dear Mrs. Citizen and Mr. Public:
* Note: In general, the maximum number of individuals that should be addressed
in this manner is two. In some situations, it may be necessary to address three
this way. However, it is not permissible to address four or more this way.
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3. For individuals at different addresses, include only one individual's name in the
inside address block per letter.
4. Sending an identical letter to each individual ensures that they will receive the
information they have requested.
O. Petitions
If there is no other identifying information (e.g. organization, group, company,
business), address correspondence to the first individual whose name appears on a
petition using the address from which the petition originated.
P. Resolutions
1. Depending on its content, a resolution may or may not require an Agency
response. Some resolutions are sent directly from an organization or governing
body, while others are sent via an intermediate employee to that organization or
governing body (e.g. Clerk of the Assembly, County Treasurer).
2. If a resolution requires a response, address the organization, individual, or
governing body that signed the petition or from which the resolution originated.
Q. Condolence Letters
1. Condolence letters are prepared by the Office of the Executive Secretariat for the
Administrator's signature upon the notification of the death of a current or former
EPA employee.
2. Condolence letters are addressed to the surviving spouse and/or children and are
mailed to the home, not a funeral parlor or other location. Requests must include
a valid residential mailing address.
3. In some circumstances, OEX may prepare a condolence letter following the death
of an immediate family member of a current or former employee.
4. Condolence letters are completed and mailed within 5 business days from the time
OEX is notified of the death.
5. Condolence letters signed by the Administrator do not preclude employees from
sending personal condolences.
R. Retirement Letters and Certificates
1. Retirement letters and certificates are prepared for employees upon their
retirement from the Agency after a period of 5 or more years of total federal
service.
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2. Headquarters and regional Human Resources Officers coordinate a monthly
report of retirees for the Office of the Executive Secretariat. There is no need for
individual offices to prepare or request retirement letters from OEX. The Office
of Human Resources in OARM automatically provides OEX with information
about all retirements based on paperwork actually submitted by retiring
employees.
3. OEX prepares and dispatches retirement letters and certificates within 5 business
days of receiving the monthly report and periodic updates/amendments.
S. Scout Letters
1. Scout letters are prepared for young men who have attained the distinction of
Eagle Scout and young women who have earned the Girl Scout Gold Award
following a written request for a congratulatory letter.
2. Requests for scout letters are mailed to the attention of the Administrator from an
array of individuals: scouts, parents, family members, and scout leaders.
3. Scout letter requests are forwarded to OEX, where they are processed, prepared,
and dispatched within 5 business days.
4. In some instances, a letter is requested by a date sooner than the established
Agency due date and may be "rushed" to accommodate the request.
3. The Envelope
A. General
1. Use only Agency-approved envelopes and mailers. All outgoing EPA mail must
be placed in approved mailers and processed internally by an EPA Mail Center.
2. Do not place official Agency correspondence in U.S. Postal Service mailboxes or
drop it off at a USPS branch office.
3. Use a letter-size envelope (4 1/8 by 9 1/2 inches) whenever possible.
4. Use an envelope that is only slightly larger than the material being mailed. For an
8 1/2 by 11-inch item that cannot be folded without being damaged, use a 9 1/2 by
12-inch envelope.
5. Whenever possible, avoid using an envelope larger than 9 1/2 by 12 inches.
6. For a booklet or other bulk item that cannot be folded, use an envelope that is not
more than 1 inch longer or wider than the item inserted. For batch mailings
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(several mail items sent to the same address in the same envelope), let the largest
item determine the appropriate envelope or mailer.
7. "Flat-sized" envelopes are used for Agency correspondence (generally "special"
letters) that cannot be folded or, if folded, would not reasonably fit into a standard
letter-sized envelope. Standard EPA flat-sized envelopes are rectangular in shape,
manila-colored, and measure 9 1/2 by 12 inches.
8. Do not use window envelopes to mail Agency correspondence. Window
envelopes cannot be used to mail a variety of materials (e.g. national security
information, confidential agency or personal information, registered mail,
international mail) and therefore should not be used to mail even general
correspondence in most circumstances.
9. Consult with your Mail Center Manager before using any non-standard EPA
envelope or mailer.
B. Custom-Designed Mail
A "Custom-Designed Mail" envelope is used to dispatch private/confidential and
urgent interagency mail to EPA offices outside of headquarters (e.g. labs, regional
offices). A custom-designed mail envelope should not be placed in the regular mail
stream, as it receives special processing by the EPA Mail Center. For any questions
regarding custom-designed mail envelopes, contact your Mail Center Manager.
C. Pouch
To dispatch interagency mail outside of the same geographical area (e.g. between
headquarters and regions/labs) use a completely addressed official mail envelope and
mark it POUCH. However, some offices do not accept pouch mail, so please cheek
with your Mail Center Manager in advance if you have any questions.
D. Interoffice Mail
To dispatch internal mail between Agency offices located within the same
geographical area, use a U.S. Government messenger envelope (also known as an
interoffice mail envelope or "holey Joe"). Include the addressee's name, organization
(office), mail code, building, and room number. Do not use official USPS mail
envelopes to dispatch interoffice mail.
E. Contacts
For any questions you may have regarding the mailing of EPA correspondence (cost,
special delivery services, expedited mailing, bulk mail, shipping requirements, etc.),
contact your Mail Center Manager.
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F. Outside Address
1. Follow the examples below for the correct placement of address on the front of
your envelope/mailer. The address line on the front of the envelope/mailer should
be limited to five lines (unless the correspondence is being mailed to an
international address) and should follow the proper address sequence. See the
examples below:
2.
4.
Standard Format (Domestic).
1. Addressee's name
2. Title (if applicable)
3. Company, Organization, or Agency
4. Street or Delivery Address
5. City, State ZIP Code
Standard Format (Foreign)
1. Addressee's name
2. Title (if applicable)
3. Company, Organization, or Agency
4. Street or Delivery Address
5. City/Slate ZIP Code
6. Country
Example
Mr. John Smith
Director, History Office
U.S. Environmental Protection Agency
1200 Pennsylvania Avenue, Floor 5
Washington, D.C. 20460
Example
Mr. Henry Doe
Director, Treasury Office
British Trust
15 Lord and Lady Street
London PQS5BF
UNITED KINGDOM
The outside address must include a 5-digit ZIP code, if domestic. Include the
expanded ZIP code (or ZIP+4) if you know it.
08619-1445
The outside address should reflect the same formal standards as the inside
address. Do not abbreviate Street, Avenue, Place, Road, or any other address
notation. On the outside address, you may write out the state name, (e.g.
Pennsylvania) or use a two-letter state abbreviation (e.g. PA). Abbreviations
should never be used in an inside address or in the body of correspondence.
Type, stamp, or print the address in the standard typeface and font size (Times
New Roman, 12 point). Avoid using script or italics.
Do not capitalize the address. The only element of the outside address that should
be fully capitalized is a foreign country designation if your correspondence is
being mailed to an international address. When correspondence is mailed
internationally, the country name is placed on the last line of both the inside and
outside address following the city/state and postal code.
G. EPA Mail Codes
1. Office mail codes are used to identify headquarters or regional offices from which
correspondence originates and to which items returned for non-delivery are sent.
Mail codes are used to aid mailroom personnel in the processing and routing of all
incoming, interoffice, and outgoing mail. The Printing, Mail, and Forms
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Management Branch in OARM (MC 3204) develops and assigns mail codes. The
EPA National Locator (accessible through the EPA Intranet site) is a useful
reference for current mail codes and organizational codes. Use mail codes on all
envelopes, mailing labels, forms, and publications.
2. Mail codes are placed on the top left corner of the envelope or mailing label,
alongside or following the Agency's address.
3. Mail codes may be printed, stamped or hand-written on the outside of the
envelope.
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Chapter 4; Memoranda
Intra-agency correspondence (correspondence between all EPA offices,
including headquarters and regional offices) is prepared as a memorandum, or
"memo." Memos are for internal agency use only and should not be
addressed or dispatched to anyone outside of the Agency. The guidelines in
this chapter prescribe correct standards for formatting official Agency
memoranda.
/. General
Always prepare an official record copy of the memorandum and all supporting
documents (control sheet, signature approval sheet, attachments, and/or concurrences).
All memoranda should be entered into the Correspondence Management System during
processing. Return the official record copy to your records liaison or office records
keeper for management and storage.
2. Stationery
A. Use pre-printed letterhead appropriate to your office when preparing memoranda.
When preparing memoranda for the signature of an official in another office, use the
approved letterhead of the office in which the memoranda will be signed. // is highly
recommended that all official Agency letters be prepared using pre-printed (print
shop-generated) EPA letterhead. While there is no Agency prohibition against using
electronic letterhead (i.e. graphic masthead printed on a color printer using bond
paper), there are no Agency-wide standards concerning electronic letterhead. Until
such guidance is promulgated, offices using electronic letterhead are strongly
cautioned to ensure consistency with existing pre-printed letterhead in terms of
reproduction quality, size, spacing, font, color, and required elements (i.e. Agency
name, seal, address, office designation, and paper content). Offices must also ensure
the security of electronic letterhead to prevent misuse. All letterhead, both electronic
and pre-printed, must be printed on bright white 100 percent post-consumer, process
chlorine-free recycled bond paper.
B. Use "The Administrator" letterhead when a memorandum is to be signed by the
Administrator.
C. Use "Deputy Administrator" letterhead when a memorandum is to be signed by the
Deputy Administrator.
D. Use "Office of the Administrator" letterhead when a memorandum is to be signed by
personnel in the Immediate Office of the Administrator or Deputy Administrator.
E. For succeeding pages, use plain bond paper.
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F. While EPA strongly supports waste reduction efforts like double-sided photocopying,
all original correspondence (memoranda and letters) must be printed single-sided,
even for lengthy documents.
3. Word Processing
A. Prepare all Agency memoranda in Microsoft Word, the standard Agency word
processing software.
B. Memoranda should be prepared using Times New Roman typeface in 12 point font.
C. The word MEMORANDUM should be typed in capital letters, bolded, and
underlined. MEMORANDUM should be placed two lines below the office heading
of the letterhead, flush with the left margin.
D. Use script or italic for occasional emphasis - do not type entire memos in either.
4. Margins
A. Use 1-inch margins on the left and right sides of the page and at the bottom of the
memorandum. A 2.1-inch margin should be used at the top of the page to
accommodate agency letterhead. A top margin of 1.5 inches can be used if the date
will be printed as part of the correspondence (instead of being rubber-stamped after
signature).
B. On succeeding pages, use 1 -inch margins from all sides of the document (left, right,
top, and bottom).
C. Align the document to the left margin. Do not center, justify, or right align the text.
5. Ink
A. Memoranda should be printed in black ink..
B. As a matter of personal preference, signing officials may use blue or black ink to sign
or initial memoranda. No other color of ink is acceptable for signing Agency
memoranda.
6. Dating Memoranda
A. Center the date at the top of the page just below the letterhead above
MEMORANDUM.
B. When you know the date of signing, you may type the date in.
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C. Omit the date on memoranda that will be signed in another office or on memoranda
that may not be signed on the day they are written. 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 memorandum (unless otherwise instructed); and
> returning the official file copy with all background material to the originator.
D. The date should reflect month-day-year order.
January 1,2006
7. Memorandum Elements: SUBJECT:
A. As stated previously, type the word MEMORANDUM two lines below the office
heading of the letterhead, flush with the left margin.
B. Type "SUBJECT:" in bolded, capital letters two lines below the word
MEMORANDUM and flush with the left margin. SUBJECT should always be
followed by a colon (:).
Type the subject following a one-tab indentation to the right of the "SUBJECT:"
heading. Capitalize the first letter of each word of the subject line, except for articles
(e.g. the, a, an), prepositions (e.g. to, at, on, during, until, with), and conjunctions
(e.g. and, for, because, than, that).
SUBJECT: Announcement of Microson Office as the EPA Standard Productivity Suite
The subject line is a brief summary of the main topic of the memorandum. Limit the
subject to one line whenever possible.
If your subject does not fit onto one line, begin the second line aligned with the first
character of the subject itself.
SUBJECT: The U.S. Environmental Protection Agency's Science Advisory Board
Selections for 2006
C. Action or information memoranda addressed to the Administrator, Deputy
Administrator, and other senior officials may be indicated in bolded, capital letters at
the end of the subject line:
SUBJECT: The U.S. Environmental Protection Agency Science Advisory Board Selections
for 2006 - ACTION (or INFORMATION) MEMORANDUM
D. Spell out acronyms or abbreviations in the subject line.
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8. Memorandum Elements: FROM:
A. Type FROM: in bolded, capital letters two lines below the subject and flush with the
left margin. Type the name and title of the person who will sign the memorandum to
the right of "FROM:." The signer's office should be written directly under his or her
name.
B. The first letter of the signer's name should be even with the first letter of the subject
line.
SUBJECT: Announcement of Microsoft Office as the EPA Standard Productivity Suite
FROM: Mark Day, Director
Office of Technology Operations and Planning
C. Unless the signer is the Administrator, he or she will sign their name or initial next to
their typed name in the FROM: line.
FROM: Bob Hendrix, Director
Office of the Executive Secretarial
D. The Administrator will sign his or her name at the bottom of the memo, above his or
her typed name.
9. Memorandum Elements: THRU:
A. A THRU: line is used only when one or more individuals are needed to endorse,
concur, or coordinate information contained in a memorandum prior to its release.
Add a blank line between multiple THRU: addressees (see below).
B. Type THRU: in bolded, capital letters two lines below the FROM: line and flush
with the left margin.
C. If a THRU: line is used, indicate the individual's full name, title, and office. The
first letter in a THRU: line should be even with the first letter in the SUBJECT: and
FROM: lines.
FROM: Bob Hendrix, Director
Office of the Executive Secretarial
THRU: Twanna Smith, Director of Hiring
Human Resources
Angela Brookes, Deputy Director of Hiring
Human Resources
TO: OARM Staff Members
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D. Staff members identified on the THRU: line should initial to the right of their name
before forwarding the memorandum to the next THRU: recipient or the person(s)
listed on the TO: line.
10. Memorandum Elements: TO
A. Type TO: two lines below the THRU: line. If there is no THRU: line in the
memorandum, place TO: two lines below the FROM: line and flush with the left
margin. The first letter in the TO: line should be even with the first letter in the
SUBJECT:, FROM:, and, if used, THRU: lines.
B. If a memorandum will be distributed to specific individuals/officials, type their full
name, title, and office.
C. Generally, memoranda prepared for mass release (e.g. all Agency employees) or to
specific program offices, regions, or labs do not specify individual names.
TO: All Employees
TO: Assistant Regional Administrators
TO: Senior Information Managers
//. Body of Memorandum
A. Begin the body of the memorandum two lines below the last addressee listed in the
TO: line.
B. Single-space the body of the memorandum, but double space between paragraphs
(one blank line between each paragraph).
C. Indent the first line of each paragraph one tab (!/2 inch). Do not number paragraphs.
If your paragraph is broken into subparagraphs, you may number and letter the
subparagraphs.
D. Hyphenate words sparingly to ensure a uniform right margin; avoid hyphenating
more than two consecutive lines. Never hyphenate the last word in the first line, at
the end of the first paragraph, or the last word on the page.
E. Do not separate the month from the day at the end of a line. Wrapping the year is
acceptable. If necessary, carry the entire date over to the next line. Also avoid
separating proper names.
F. Do not begin a paragraph near the end of a page unless there is room for two full lines
on that page. Do not begin a paragraph on a succeeding page unless two or more
lines can be carried over from the first page. The final page of a multi-page
memorandum should include more than two lines.
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G. When using a quotation that is more than two lines long, indent it at least Vi inch from
the left and right margins. Do not enclose the quotation in quotation marks or
parentheses or italicize it.
12. One-Paragraph Memorandum
A double spacing format may be used if the body of the memorandum contains only one
paragraph and consists of 10 lines or less.
13. Succeeding Pages
A. Print the second and any succeeding pages of a memorandum on plain bond paper.
B. Center a page number at the bottom of all succeeding pages of three-page or longer
memoranda. Do not enclose the page number in quotation marks, hyphens, or
parentheses.
C. Use 1-inch margins for the top, bottom, left, and right sides.
D. Do not type the addressee's name, the date, or other identification on succeeding
pages.
14. Attachments
A. Attachments are separate documents included as supporting or supplementary
material to a memorandum. Attachments may be letters, directives, tables,
organizational charts, handbooks, pamphlets, or a variety of other types of reference
materials.
B. If an attachment is identified in the text, type "Attachment" three lines below the
memorandum body, flush with the left-hand margin. For more than one identified
attachment, use the plural form "Attachments" and indicate the number of
attachments.
Attachment
Attachments (3)
C. If an attachment is not identified in the text, type "Attachment(s):" three lines below
the last line of the memorandum body, flush with the left margin. Number and list
each attachment on a separate line. If more than one line is needed for any listed
attachment, continue the information on a succeeding line aligned with the first
character of the name/identifier of the attachment.
Attachments:
1. Microsoft Office 2003 Technical Guidelines
2. Microsoft Office Deployment Questions Answered - Office Deployment Dates,
Office Suite Protocol
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D. Do not substitute "enclosure(s)" for "attachment(s)." Attachments are used only for
memos; enclosures only for letters.
75. Concurrence
A. When memos are reviewed prior to internal or interagency distribution, concurrences
are notated and captured in EPA's electronic Correspondence Management System.
A concurrence is a dated signature or initial or electronic approval that indicates an
EPA official has reviewed the memo and that it follows correct Agency language and
format. Agency memoranda that require concurrence must receive the necessary
concurrence before being authorized for signature and distribution.
B. Once a memorandum has received the proper concurrences, it may be closed out in
CMS and dispatched. Hard copies should then be provided to your records liaison or
records contact.
* Note: If an office is not yet using CMS, concurrences are circulated and captured
with the signature package, usually on a yellow concurrence copy, and, after
signature, are filed in accordance with Agency recordkeeping procedures.
16. Internal Courtesy Copies, Blind Courtesy Copies
A. Prepare information copies for EPA officials as needed. Prepare additional copies
only when a definite "need-to-know" exists.
B. Specify a courtesy copy by typing "cc:" three lines below the last line of the text,
attachment (if included), or bottom signature (if signed by the Administrator or
Deputy Administrator) and flush with the left margin. Single space individuals' full
names, and do not include a courtesy title (e.g. Mr., Mrs., Miss, Ms., Dr.).
C. Courtesy copies should be sent only to individuals to whom the information is
pertinent and appropriate. Copied individuals are listed on the memorandum,
following the attachment (if any) or signature element. If a courtesy copy list is too
long to fit in a single column at the bottom of the memorandum, a distribution list is
permitted. A distribution list is a separate document that notes all of the individuals
to whom the memorandum has been copied.
D. Blind courtesy copies may be used when the recipient(s) of the memorandum do not
need to know who has received a copy. Indicate blind courtesy copies by typing
"bcc:" three lines below the last line of the text, attachment (if included), or bottom
signature (if signed by the Administrator or Deputy Administrator) and flush with the
left margin. Do not type blind courtesy copy information on the original memo -
type it only on internal courtesy and record copies.
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17. Action Memorandum
A. An Action Memorandum must accompany any document submitted for the signature
of the Administrator, Deputy Administrator, or senior officials unless the issue is well
known and non-controversial or is clearly documented in the incoming
communication. An Action Memorandum recommends a course of action to be
considered by the Administrator, Deputy Administrator, or senior official based on
the importance of incoming documents (e.g. report, study, correspondence, court
order, background information) or upon further discussion in a meeting of the
principals concerned.
B. An Action Memorandum is used to summarize important points so that the
Administrator, Deputy Administrator, or other senior officials do not have to research
issues and/or read through lengthy documents to make a decision.
C. Attach incoming letters, relevant correspondence, background information, etc., as
appropriate and identify them in the text of the Action Memorandum. Mark these
attachments for easy reference.
D. Provide an approval/disapproval section of the memo so the Administrator, Deputy
Administrator, or senior official may indicate his or her decision by signing on the
approval or disapproval line of the original Action Memorandum. Also include a
"date" line to capture the date of the decision.
E. Examples of documents that may accompany an Action Memorandum include
correspondence prepared for signature, EPA directives, Federal Register documents,
and inter-agency agreements.
18. Basic Elements of Action Memoranda
Most Action Memorandum content can be expressed completely and clearly in one to
two pages without supporting materials. An Action Memorandum should include (in
order) the following basic elements.
A. MEMORANDUM two lines below the office heading of the letterhead, flush with
the left margin.
B. SUBJECT: After the subject of the memorandum indicate ACTION
MEMORANDUM in bolded, capital letters.
C. ISSUE: An ISSUE: line should appear underneath and in all capital letters two lines
below the memo's TO: line. The ISSUE: line is used to state the problem or issue,
preferably in one sentence or a brief phrase.
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D. DISCUSSION. A DISCUSSION section provides pertinent information about the
origin, background, and implications of the issue. Previous related discussions should
be referenced in the discussion section.
Be sure to include information that indicates whether actions by the Administrator
depend on the actions of other officials, if action is expected on related issues, or if a
requested action is related to a temporary issue.
If your discussion section is long, you may break it up into sub-sections like
"FACTS" or "ASSUMPTIONS."
E. ALTERNATIVES. When there is more than one alternative action, state each
option, number it, and list its pros and cons. If an option is the position of a particular
Agency office or individual, identify the office or individual. This information may
be placed in parentheses after the option.
Some examples of influencing factors mentioned as pros and cons include the
following:
> arguments in support of the recommendation;
> problems with the recommended course of action;
> advice concerning related pending issues;
5^ budgetary, personnel, legal, or political implications in implementing the
recommended course of action; or
> relation of the proposed action to policies or anticipated positions of the
Administration, Agency, or Congress.
F. RECOMMENDATION/APPROVAL/DISAPPROVAL. Phrase the
recommendation in terms of the action that the Administrator, Deputy Administrator,
or senior official should take.
G. DISPOSITION. In some cases, it may be convenient to include a section that gives
advice concerning the next steps that 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 stakeholder
notification.
H. DEADLINE. Some Action Memoranda may have a specific deadline in which an
action must be approved or disapproved. The DEADLINE element lists the
timeframe, if any, in which a decision must be made.
I. SUPPORTING DOCUMENTS. Include supporting papers and other relevant
documents as attachments to the Action Memorandum. List these supporting
documents at the end of the Action Memorandum.
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J. CONCURRENCES. All offices directly associated with the subject must have an
opportunity to review the recommendations and express agreement or disagreement.
K. COPIES. List offices which have received a copy of the Action Memorandum.
* Note: Some program and regional offices may prescribe different Action Memorandum
elements for their senior officials other than those listed above. Check -with your AA 's
orRA 's office to ensure that you follow the correct format when preparing an Action
Memorandum.
19. Information Memorandum
An Information Memorandum is used to present informational material to the
Administrator, Deputy Administrator, and senior officials (e.g. a response to a request for
information, a status report on a project or program).
A. Information memoranda should be brief and straightforward.
B. Attach supporting documents as appropriate and identify them in the order that they
appear in the text of the memorandum.
C. If the information being provided is in response to a specific request, include the
context of the question in the body of the memorandum.
D. Most information memoranda do not need to be cleared with senior management
officials outside of the writer's office. The person who writes the memorandum may
(if determined to be useful or appropriate) distribute copies to other offices.
20. Basic Information Memorandum Elements
Compose an Information Memorandum using the following basic elements:
A. MEMORANDUM two lines below the office heading of the letterhead, flush with
the left margin.
B. Use the standard SUBJECT:, FROM:, THRU:, if necessary, and TO:,
memorandum headings.
C. Indicate in bolded, capital letters after the subject of the memorandum that it is an
INFORMATION MEMORANDUM.
D. PURPOSE: Indicate the reason for submitting the information.
E. TEXT or SYNOPSIS: Provide the text or synopsis of the information. Key
statements or paragraphs of attachments should have appropriate references.
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21. Senior Official Addressees
A. All memoranda prepared for the Administrator's signature that are addressed to
senior officials should list the addressees in the following order:
Deputy Administrator
Assistant Administrators
General Counsel
Inspector General
Chief Financial Officer
Chief of Staff
Associate Administrators
Regional Administrators
B. All memoranda prepared for the Deputy Administrator's signature that are addressed
to senior management officials should list the addressees in the same order, except
that the Deputy Administrator should not be included in the list. It is customary to
include the Administrator as a cc: on such memoranda.
Assistant Administrators
General Counsel
Inspector General
Chief Financial Officer
Chief of Staff
Associate Administrators
Regional Administrators
22. Multiple Addressee Memorandum
When the same memorandum is going to multiple addressees within the Agency and you
would like to address it to one particular individual, use a multiple-addressee
memorandum. The memorandum will be acted upon by each addressee as if it were
individually addressed.
A. Following the TO: caption, type "See Below."
B. Type "Addressees:" two lines below the last line of the memorandum, flush with the
left margin. On the following line, begin listing the addressees. If the list is too large
to fit onto the bottom of the page, type "See Attached List" following the TO:
caption, and list the addressees on a separate sheet.
23. Memorandum of Understanding/Memorandum of Agreement
A. A Memorandum of Understanding (MOU) or a Memorandum of Agreement (MO A)
is a memorandum signed by more than one agency or organization that promises
cooperation or coordination on a specific issue, project, or agenda.
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B. An MOU/MOA follows a different format than most memoranda. MOU/MOA's do
not include letterhead, stationery, or basic memorandum elements, like SUBJECT:,
FROM:, THRU:, or TO: captions.
C. MOU/MOA's are written on plain bond paper. The words MEMORANDUM OF
UNDERSTANDING or MEMORANDUM OF AGREEMENT are centered at the
top of the page in bolded, capital letters.
D. The word AMONG or BETWEEN is centered below the MOU/MOA heading and is
written in bolded, capital letters.
E. A listing of agencies or organizations follows. Depending on the originating Agency,
the listing may be written in bolded, capital letters or regular, lower-case, un-bolded
type.
F. A title or brief summary generally follows two to three lines below the listing of
cooperating agencies or organizations.
G. A statement of purpose, background information, goals and objectives,
understandings or agreements/responsibilities, actions, and effects generally follow
the title or brief summary in the MOU/MOA as separate captions.
H. Each signing official's name, title, and office is listed below a signature line
following the last line of the text. Place signature blocks side-by-side on
MOU/MOA's that have two participating agencies or organizations. For
MOU/MOA's that include numerous agencies or organizations, signature blocks may
be listed on the left-hand side of the page, with signature line and date to the right of
the page. Leave two to three lines of space between each signature block.
I. The word "Date" appears under the signature line to notate the date the official signed
the MOU/MOA. The date of signing may be band-written or date-stamped by the
signing official.
J. Page numbers are included at the bottom of each page of the MOU/MOA. Some
originating agencies or organizations include a page number on the first page, while
others do not. It is acceptable to do so for EPA MOU/MOA's.
K. The left-most (or top-most) signature should correspond with the originating agency
or organization.
L. Remember to forward a copy of ALL signed MOU/MOA's to your records custodian
or liaison officer, even if all parties to the MOU have not vet signed it.
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24. Memorandum of the Record/Memorandum for the Record
A. A Memorandum of/for the Record, or MOR, is an informal internal memo used to
establish official records of telephone conversations, conferences, meetings, or travel.
A TO: caption is unnecessary in a memo of/for the record.
B. An MOR may also be used to approve use of an autopen (mechanical signature)
machine for the Administrator or Deputy Administrator's signature(s).
C. An MOR may also be used by the Administrator, Deputy Administrator or other
senior official to appoint an individual to act in his or her capacity for a period of
time.
D. Designate an MOR bv typing MEMORANDUM FOR THE RECORD or
MEMORANDUM OF THE RECORD in capital letters, two to three lines below
the appropriate letterhead, flush with the left margin.
E. An MOR is an official Agency record and should be filed in the office in which it is
originated.
F. An official signs an MOR above his or her typed name.
G. A "cc:" notation reflects individuals who are to receive copies of the memorandum.
Follow the cc: guidelines listed above.
25. Memorandum of Call (Telephone/Visitor Messages)
When taking a telephone or visitor message, ensure that you have sufficient information
including the caller's (or visitor's) name, the correct spelling of his or her name, his or
her organization (if any), his or her telephone number (including area code), and what the
call or visit is in reference to. Always indicate the time and date that the message was
taken.
26. Hard-Copy Signature Packages
While most offices use the Correspondence Management System to create, route, review,
approve, and store correspondence, circumstances occasionally require the creation of
hard-copy signature packages. In such circumstances, however, all appropriate
information, including the incoming and outgoing correspondence and concurrences,
should still be captured in CMS. The contents of the signature package must match what
appears in CMS and vice versa. Each package must include the following:
Outside Front Cover
• Up-to-date CMS Control Sheet - The control (tracking) sheet must be stapled to the
front of the folder, file, or package. If the correspondence was approved for signature
in CMS, highlight the approval on the control slip.
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Inside Front Cover
• Completed Machine Signature Authorization Form - This is required only if a
document was not approved for signature in CMS and if the recipient of the signature
package is not the person who will be signing the outgoing correspondence. The
completed form must include the control number and should be paper-clipped to the
inside front cover atop the incoming correspondence or action memorandum.
• Incoming Correspondence or Action Memorandum - Paper-clipped to the inside front
cover beneath the machine signature authorization form, if present.
• Envelope(s) - If required, an addressed envelope of the appropriate size and type
must be included for each outgoing memorandum. These should be paper-clipped
atop the machine authorization form and/or incoming correspondence or action
memorandum.
Inside Back Cover
• Plastic Sheet Protector - Paper-clipped over the outgoing memorandum on the inside
back cover.
• Outgoing Memorandum and Attachments - The outgoing memorandum and any
attachments should be paper-clipped to the inside back cover. Place "Sign Here" tabs
where the memorandum should be signed.
• List of Courtesy Copy Recipients - If needed, attach a list of the people and their
addresses or mail codes to whom copies (both cc and bcc) of the outgoing should be
sent. This list should be paper-clipped to the inside back cover beneath the outgoing
letter(s) or memo(s).
• Concurrences - If hard-copy concurrences have been captured as part of the review
process, these should be paper-clipped beneath the outgoing letter, enclosures, and list
of courtesy copy recipients.
• Corrections - If there are out-of-date drafts included in the package, be sure to draw a
diagonal line through the out-of-date document(s) to ensure that they cannot be
mistakenly mailed.
Outside Back Cover
• Nothing should be attached to the outside back cover.
* Note: The above instructions assume use of CMS for tracking purposes, as it is the
Agency standard correspondence tracking and workflow management software
application.
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Chapter 5: Electronic Communications
/. General
Electronic communication (e.g. e-mail messages, instant messaging, facsimile
transmissions, Pod casts) is a collection of alternative communications tools that allow
Agency employees to share information quickly and easily. Regardless of the form it
takes, electronic communication is formal Agency communication and should reflect
prescribed writing standards and responsibilities.
As a rule, it is acceptable to respond to electronic communications via a like electronic
means (e.g. respond to an e-mail with an e-mail; respond to a query received via an EPA
Web site with an e-mail). Correspondence received in hard copy should be responded to
in hard copy, not electronic means. In some circumstances, it may be necessary or
acceptable to send both an electronic and hard copy of the response. Only responses to
members of Congress and some White House communications should be sent via
electronic means, regardless of the format of the incoming document.
For all fax and e-mail transmittals that are input into the Correspondence Management
System, enter information about the person who signed the correspondence, not the
person who forwarded the information or submitted the information to your office, unless
the transmittal was through a formal memorandum.
2. E-mail
Lotus Notes is the Agency's only approved e-mail service client. All e-mail
communications should be processed through Lotus Notes. Agency personnel are
responsible for appropriate use of the Lotus Notes e-mail system, and all business-related
e-mail communications are considered official agency records if they contribute to the
decision-making process and include substantive information.
For the purposes of this manual, electronic queries received through an Agency Web site
(often through an html form that populates a Lotus Notes database), should be considered
e-mail, since the message is received in an electronic format and responses are generally
made via e-mail. One major difference will be the storage and retrieval of Web queries.
Rather than use the Correspondence Management System, Web queries will be stored in
the custom or hybrid application designed to interface with the Web site, like Region 2's
Web Inquiry Tracking System.
Writers must ensure that electronic communications are as professional looking and
sounding as hard-copy correspondence, especially those sent to other federal agencies,
state and local government officials, and members of the public.
While the default 10-point Sans Serif font size and typeface are acceptable for e-mails,
writers should use black for the font color unless special circumstances call for other
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colors. Follow the plain language, style, and spacing guidance that apply to letter and
memorandum writing and be sure that your grammar and punctuation are correct.
Do not use slang words or abbreviations (e.g. LOL, IMHO, OMG). Do not type e-mails
in all capital letters, as this may imply that you are "shouting" at the reader. Be sure that
your subject line follows capitalization rules and is clear and concise.
E-mail messages should also employ a personalized signature block that contains the
writer's full name, title, office, the Agency name, and the writer's telephone and
facsimile numbers. The signature block should not contain inspirational, religious, or
humorous tag lines, quotes, or sayings. These are inappropriate for professional
communications.
Though no e-mail system is totally secure, EPA protects the Lotus Notes service with a
form of public key encryption that prevents individuals outside of the Agency from
accessing and transmitting official communications and correspondence.
When are e-mail messages records?
You should treat e-mail messages the same way that you treat paper correspondence. An
e-mail message is a record if it documents EPA's activities or provides evidence of an
EPA business transaction or decision-making and if you or anyone else would need to
retrieve the message to find out what had been done or to use it in other official actions.
This standard should be applied to both incoming and outgoing e-mail, including
electronic queries received via EPA Web sites.
3. Facsimile
A facsimile may be used to transmit official business communication(s) in time-critical
situations requiring immediate transmittal. Fax transmission should only be used when
necessary and appropriate. In nearly every instance, a fax transmission that qualifies as
correspondence will contain a cover sheet and a letter or memorandum. While there are
no set rules regarding cover sheets, they should contain the Agency seal, vital
information (Date, To, Fax Number, From, Pages, Notes/Comments), and the contact
information of the sender. The letter or memorandum being faxed should comply with
the appropriate directives prescribed in this manual.
Never fax sensitive or classified correspondence, unless you have first obtained the
necessary clearance(s), approval(s), and permission to use EPA secure fax systems. The
EPA Security Office has secure fax systems that allow for the transmission of sensitive
and classified communications.
All fax communications should include an official agency cover sheet that lists the
originating office's identifying information (program or regional office and agency
designation, address, room, mail code, city, state, ZIP code, phone number, and fax
number); date of transmittal; the receiver's and sender's names; the receiver's fax
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number; the number of pages (including cover sheet); and comments or notes, if
necessary.
4. Instant Messaging
Lotus Notes instant messaging allows for real-time on-line synchronous communication
between two or more individuals. In specific circumstances, use of IM may be allowed.
Check with your supervisor about your office's policy on the use of IM.
In many circumstances, instant messages are considered to be official records. IM's are
similar to e-mail messages in that if the messages are needed to substantiate your work,
document Agency efforts, or demonstrate Agency decision-making, you must treat them
the same way you would any e-mail record. Print text of the message, as well as who the
message is from and the message's date arid time. Provide a copy to your records
custodian or liaison officer.
5. Electronic Phone Messages and Memoranda
Lotus Notes allows users to send electronic phone messages, replacing the need to
produce paper-based messages. To create and send an electronic phone message, follow
these steps:
1. Choose the "Create" heading on the toolbar at the top of the Lotus Notes desktop.
2. Under the "Create" heading, choose "Special."
3. Under the "Special" heading, choose "Phone Message."
4. A "While You Were Out" graphic will appear in the body of a new e-mail
message.
5. Fill out the appropriate information, and click Send.
6. Correspondence Management System
The Correspondence Management System is the Agency standard correspondence
tracking and workflow management system. Based in Documentum, it scans, logs,
routes, tracks, and stores incoming and outgoing correspondence (images, files, and
metadata) for all program and regional offices. This paperless, Web-based application
shepherds electronic versions of correspondence through creation, editing, review,
approval, and close-out process and creates a virtual record for each control. CMS's
structure parallels the Agency's organizational structure, with a corresponding CMS
group for each program, regional, division, branch, and staff office.
CMS offers myriad benefits to both users and managers and readily adapts to every
correspondence-related business process in the Agency. Many offices have found that
CMS allows them to complete work more efficiently while eliminating unnecessary steps
and duplicative efforts. Some of these benefits include:
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A. "Paperless" Environment
Since CMS is a paperless system accessed through the EPA Intranet, it eliminates
delivery delays inherent in paper-based systems and promotes faster overall
processing of controls. Assignments are delivered instantaneously and reliably.
B. Instant Retrieval of Records
Since CMS stores all control information electronically, there is no need to spend
time poring through paper records. This has greatly facilitated Freedom of
Information Act requests and aided in providing documents for legal discovery.
C. Loss Prevention
As a Web-based system, CMS safeguards against loss, misfiling, or misplacement of
paper documents. Information can no longer be "lost in the mail."
D. Unparalleled Search Capability
CMS allows users to search for documents using a wide variety of identifiers,
including specific text (words and phrases), subject, addressee, dates, ZIP codes,
cities, states, and organization information. CMS has the best search mechanism of
any Documentum-based content management application at EPA.
E. Lotus Notes E-mail Notification
Whenever you receive new assignments or are asked to review information, you will
be notified via e-mail. E-mail notifications also are sent once correspondence that
either you or your office is handling has been closed, eliminating the need to
distribute copies of signed responses.
F. Response Document Templates
Built-in templates help save time, increase accuracy, and ensure consistency of both
language and format when handling correspondence.
G. Complete Correspondence History
CMS provides every correspondent's complete correspondence history. Whether
they have written to their Regional Administrator, the Office of Pesticide Programs,
or to the Administrator himself, CMS has a record of every piece of controlled
correspondence sent by, on behalf of, or to that person.
CMS also maintains all of the metadata from the National Correspondence Tracking
and Information Management System (NCTIMS), CMS' predecessor. This
information has been seamlessly integrated with the CMS data, resulting in a decade-
long correspondence history between EPA and the public.
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H. Reminder Notices
CMS keeps track of how long a piece of correspondence has been sitting in users'
inboxes. If correspondence has been unattended or remains incomplete for a period
of time longer than assigned, the employee will receive a reminder e-mail. If
correspondence continues to remain incomplete, e-mail notifications are sent to the
employer's office mates and finally to the office that originated the document.
I. Concurrence Capture
CMS captures concurrences as work moves through the application. These
concurrences are authoritative, since CMS requires users to be registered, is secure, is
password-protected, and authenticates users' identities against the Domino Directory.
J. Out of the Office/Proxy Feature
CMS has easy-to-use features for assigning your work to another person in the office
when you take leave. When an out-of-the-office delegation is made, it is in effect
until the person logs in again after returning to work.
For unexpected absences, users can assign each other proxy rights, to ensure that
work does not sit if someone is out sick or otherwise unable to come to work.
PLEASE NOTE: Access to CMS is restricted to registered users. To request
registration, please contact your local or regional CMS coordinator or Working Capital
Fund Service Agreement Originator, If you have questions about the application or need
assistance, please send an e-mail to CMS_Information@epa.gov or call CMS System
Administrator Keith Livingston at (202) 564-9962.
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Appendix A: Current Administrator's and Deputy
Administrator's Preferences
This appendix details Administrator Stephen L. Johnson's and Deputy
Administrator Marcus Peacock's correspondence-related preferences.
Correspondence prepared for the signature of the Administrator or Deputy
Administrator should comport with the following:
1. Stationery
Correspondence prepared for the Administrator's signature must be printed on preprinted "The
Administrator" letterhead.
Correspondence prepared for the Deputy Administrator's signature must be printed on preprinted
"Deputy Administrator" letterhead.
Do not use computer-generated letterhead. Succeeding pages must be printed on plain bond
paper that matches letterhead paper in color and quality.
2. Signature Block
The following examples demonstrate signature block formats for the Administrator and Deputy
Administrator.
The elements of the signature block should be indented five tab strokes from the left margin.
Leave three blank lines between the closing and the typed name (hit the enter key four times
after typing "Sincerely," to allow enough room for the signature).
The Administrator: Sincerely,
Stephen L. Johnson
The Deputy Administrator: Sincerely,
Marcus Peacock
3. Parenthetical References
For correspondence that will include his signature, the Deputy Administrator directs that
parenthetical references be used throughout the body of the correspondence in all cases except
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for reference to the EPA, A parenthetical reference is an acronym enclosed by parentheses that
follows the full name of an organization, agency, group, initiative, etc.
Some agency examples of parenthetical references:
Office of Water (OW)
Office of Prevention, Pesticides, and Toxic Substance (OPPTS)
Office of Public Affairs (OPA)
Research Triangle Park (RTF)
When first used, spell out U.S. Environmental Protection Agency but do not include the (EPA)
parenthetical reference after it. Use EPA throughout the rest of the letter to refer to the Agency
or EPA (not the EPA).
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Appendix B; Domestic and International Forms of Address
The forms of address in this appendix are conventional forms of address
determined by social and official customs.
/. "The Honorable" is used to address current and former officials including Presidential
appointees, federal or state elective office holders, and tribal leaders. Do not address
individuals in other positions of leadership, including county and city officials as "The
Honorable."
a. "The Honorable" is followed by an individual's full name (first name, middle initial, last
name) and title in this format:
The Honorable Stephen L. Johnson
Administrator
The Honorable Alberto R. Gonzales
Attorney General
The Honorable Tracy Ann Jacobson
American Ambassador
b. When appearing in the text of correspondence, "the" is not capitalized:
... the memoranda sent by the Honorable Jane H. White
...allow me to address the directive issued by the Honorable Jay B. Son
c. After leaving their position, individuals may choose to retain their distinctive titles, such
as "Judge," "The Honorable," or "General," throughout their lifetime. Follow the
addressee's personal preference when deciding whether or not to use such titles.
d. "The Honorable" may be replaced by a title such as "Dr." or "General," but should not be
used in combination with another title.
Correct: Dr. Mark Doe
Incorrect: The Honorable Dr. Mark Doe
Correct: General Susan Black
Incorrect: The Honorable Mrs. Susan Black
e. Use "The Honorable" to address the heads of international organizations by name, unless
the officials are entitled to "His/Her Excellency" because of a previous position.
The Honorable LEE Jong Wook
World Health Organization
/ Use "The Honorable" to address a former President unless he/she is entitled to another
distinctive title (such as a military one) and prefers to be addressed by it.
81
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2. "His/Her Excellency " is used to address foreign officers, foreign ambassadors to the
United States, foreign high officials and former foreign high officials.
His Excellency Ambassador Daniel Ayalon
Ambassador of Israel
Her Excellency Ingrid Maria Iremark
Ambassador of Sweden
His Excellency Stjepan Mesic
President of the Republic of Croatia
a. It is customary to omit "His/Her Excellency" when addressing the British Prime Minister
or cabinet members of certain countries within the British Commonwealth.
b. Individuals who hold the title "His/Her Excellency" may retain the title throughout their
lifetime.
3. Abbreviations of Titles and Degrees
a. With the exceptions of "Mr.," "Mrs.," "Dr.," and "Ms.," do not abbreviate titles
preceding full names in an address.
b. When a name is followed by abbreviations, the sequence is as follows:
1. Orders (religious first)
2. Theological degrees
3. Academic Degrees
4. Honorary Degrees
c. Using more than two degrees is unnecessary. If you must include more than one degree,
after the first degree, include a comma and a space before the second degree:
Johanna Doe, D.D., Ph.D.
4. Military Titles and Service Branch Designations
a. Long titles such as "Lieutenant Colonel" and "Brigadier General" may be abbreviated for
the sake of balance and appearance when necessary.
Use Use only if Necessary
Brigadier General John Mayhew Brig. General John Mayhew
or
Brigadier General Mayhew Brig. General Mayhew
Lieutenant Colonel Nina VanCleef Lt. Colonel Nina VanCleef
or
Lieutenant Colonel VanCleef Lt. Colonel VanCleef
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b. For the examples above, the basic rank (General, Colonel) is not abbreviated. The
salutation line should only reflect the individual's basic military rank.
Dear Colonel VanCleef:
Dear General Mayhew:
c. A military service branch designation follows an individual's full name, separated by a
comma. The elements of the military service branch are always capitalized.
United States Air Force USAF
United States Navy USN
United States Army USA
United States Marine Corps USMC
United States Coast Guard USCG
d. Military service branches are included only on the front of the envelope and on the inside
address, but not in the salutation line.
5. Scholastic Degrees
Abbreviate the designation of a scholastic degree. Type the initials of an individual degree
with periods, but no spaces between them. Separate an individual's scholastic degree from
his or her name by using a comma. Do not use a scholastic degree in combination with a
courtesy title of address (Dr., Mrs., Mr., Ms.) or with military service rank.
Correct: John M. Murphy, Ph.D.
Murphy J. John, M.D.
The Reverend George Black, D.D.
Incorrect: Dr. John M. Murphy, Ph.D.
Mrs. Murphy J. John, M.D.
The Reverend Dr. George-Black, D.D.
Correct: John Smith, M.D
Incorrect: Mr. John Smith, M.D.
Correct: Dr. Jason James
Incorrect: Dr. Jason James, M.D.
Correct: The Reverend Sean Hampton, D.D.
Incorrect: The Reverend Dr. Sean Hampton, D.D.
6. Religious Titles
a. When using the complimentary religious titles "The Reverend," or "Rabbi," you may
include the individual's scholastic degree after their full name.
b. Religious officials who have received a doctoral degree may be addressed as Dr. rather
than their official religious title. Follow the individual's preference when deciding which
form of address to use.
83
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The Reverend George Black, D.D. (you may also use Dr. George Black)
The Reverend John Brown, Ph.D. (you may also use Dr. John Brown)
Rabbi John Golden, D.D. (you may also use Dr. John Golden)
Rabbi Rachel Golden, D.D. (you may also use Dr. Rachel Golden)
c. Use these titles when addressing members of the clergy. They should never be
abbreviated, and should always include "The."
The Reverend John Doe - denotes a clergyman
The Reverend Dr. John Doe - denotes a clergyman with a doctorate
The Right Reverend John Doe — denotes a bishop
7. Spouse of Distinguished Individual
a. An individual does not share a spouse's official title and, therefore, should be addressed
by his or her own appropriate title and last name.
The Vice President and Mr. Doe
The Reverend John Smith and Mrs. Smith
Rabbi Linda Greenstein and Mr. Greenstein.
b. Married women may choose not to use their husband's last name, especially if they use
another name professionally. Always follow the individual's preference when addressing
them.
Senator Lois Lane and Mr. Clark Kent
8. Mr. and Madam
a. When a woman occupies a high government position, use "Madam" before such formal
titles as "President," "Vice President," "Minister," "Prime Minister," "Chairwoman,"
"Secretary," and "Ambassador."
b. When a man occupies a high government position, use "Mr." before such formal titles as
"President," "Vice President," "Minister," "Prime Minister," "Chairman," "Secretary,"
and "Ambassador."
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The White House
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
The President
The President
The White House
Washington, D.C. 20500
Dear Mr./Madam President:
Respectfully,
Spouse of the President
Mrs./Mr. (full name)
The White House
Washington, D.C. 20500
Dear Mrs./Mr. (surname):
Sincerely,
Assistant to the President
The Honorable (full name)
Assistant to the President
The White House
Washington, D.C. 20500
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Former President
The Honorable (full name)
(local street)
(local city, stale ZIP code)
Dear President, Madam President (surname):
Sincerely,
The Vice President
(formal and informal)
The Vice President
United States Senate
Washington, D.C. 20510
The Honorable (full name)
The Vice President
of the United States
Washington, D.C. 20501
Dear Mr./Madam Vice President:
Sincerely,
Dr. Mr./Madam Vice President:
Sincerely,
Former Vice President
The Honorable (full name)
(no title) (local street)
(local city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Director, Office of
Management and Budget
The Honorable (full name)
Director
Office of Management and Budget
Executive Office of the President
Washington, D.C. 20503
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Secretary to the President The Honorable (full name)
(may include military rank) Secretary to the President
The White House
Washington, D.C. 20503
Dear (rank) (surname): or
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
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The Federal Judiciary
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
The Chief Justice
The Chief Justice Dear Chief Justice (surname):
The Supreme Court of the United Sincerely,
States
Washington, B.C. 20543
Associate Justice
Justice (surname)
The Supreme Court of the United
States
Washington, D.C. 20543
Dear Justice (surname):
Sincerely,
The Clerk of the Supreme
Court
The Clerk of the Supreme Court
The Supreme Court of the United
States
Washington, D.C. 20543
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
U.S. Court of Claims
The Honorable (full name)
Chief Judge, United Stales
Court of Claims
Washington, D.C. 20544
Dear Judge (surname):
Sincerely,
Administrative Office of
the U.S. Courts
The Honorable (full name)
Director, Administrative Office
of the United States Courts
Washington, D.C. 20544
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
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The Congress
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
President of the Senate
The Honorable (full name)
President of the Senate
Washington, D.C. 20510
Dear Mr./Madam President:
Sincerely,
President of the Senate Pro
Tempore
The Honorable (full name)
President Pro Tempore
United States Senate
Washington, D.C. 20510
Dear Mr./Madam President:
Sincerely,
Speaker of the House Of
Representatives
The Honorable (full name)
Speaker of the House of
Representatives
Washington, D.C. 20515
Dear Mr./Madam Speaker:
Sincerely,
Majority/Minority Leader
United Stales Senate
The Honorable (full name)
Majority (or) Minority Leader
United States Senate
Washington, D.C. 20510
Dear Mr./Madam Leader:
Sincerely,
United States Senator
The Honorable (full name)
United States Senate
Washington, D.C. 20510
Dear Senator (surname):
Sincerely,
The Honorable (full name)
United States Senator
(district office street address)
(city, state ZIP code)
Dear Senator (surname):
Sincerely,
Majority/Minority Leader
House of Representatives
The Honorable (full name)
Majority/Minority Leader
House of Representatives
Washington, D.C. 20515
Dear Mr./Madam Leader:
Sincerely,
Sergeant at Arms
The Honorable (full name)
Sergeant at Arms
United States Senate (or House
of Representatives)
Washington, D.C. 20510
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
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United States
Representative
The Honorable (full name)
House of Representatives
Washington, D.C. 20515
Dear Congressman/Congresswoman
(surname):
Sincerely,
The Honorable (full name)
Member, U.S. House of
Representatives
(local street)
(local city, state ZIP code)
Dear Congressman/Congresswoman
(surname):
Sincerely,
Committee Chairperson
The Honorable (full name)
Chairman, Committee on (name)
United States Senate
Washington, D.C. 20510
Dear Mr. Chairman/Madam Chairwoman:
Sincerely,
The Honorable (full name)
Chair, Committee on (name)
House of Representatives
Washington, D.C. 20515
Dear Mr. Chairman/Madam Chairwoman:
Sincerely,
Subcommittee Chairperson
The Honorable (full name)
Chairman, Subcommittee on (name
of parent committee)
United States Senate
Washington, D.C. 20510
Dear Mr. Chairman/Madam Chairwoman:
Sincerely,
The Honorable (full name)
Chair, Subcommittee on (name of
parent committee)
House of Representatives
Washington, D.C. 20515
Dear Mr. Chairman/Madam Chair:
Sincerely,
Joint Committee
Chairperson
The Honorable (full name)
Chairman/Chair
Joint Committee on (name)
Congress of the United States
Washington, D.C. (ZIP code)
Dear Mr. Chairman/Madam Chair:
Sincerely,
Senator-Elect
The Honorable (full name)
(address, if known)
or
Care of the United States Senate
Dear Senator-elect (surname):
Sincerely,
-------
Representative-Elect
The Honorable (full name)
(address, if known)
or
Care of the United States House of
Representatives
Dear Congressman-elect (surname):
Sincerely,
Office of a Deceased
Senator
Office of the late Senator (full
name)
United States Senate
Washington, D.C. 20510
Sir or Madam:*
Sincerely,
* If the name of the late Senator's or Representative's
secretary or administrative assistant it known, the letter
may be addressed to that person bv name.
Office of a Deceased
Representative
Office of the late Representative
(full name)
House of Representatives
Washington, D.C. 20515
Sir or Madam:*
Sincerely,
* If the name of the tale Senator's or Representative's
secretary or administrative assistant is known, the letter
may he addressed to that person by name.
Chaplain of the United
Slates Senate **
The Reverend (full name)
Chaplain of the United States
Senate
Washington, D.C. 20510
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
** The title of Dr. may he used when appropriate.
Reverend is not used with the surname alone.
Chaplain of the House of
Representatives **
The Reverend (full name)
Chaplain of the House of
Representatives
Washington, D.C. 20515
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
** The title of Dr. may he used when appropriate.
Reverend is not used with the surname alone.
Secretary of the United
States Senate
The Honorable (full name)
Secretary of the Senate
United States Senate
Washington, D.C. 20510
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Clerk of the House
The Honorable (full name)
Clerk of the House of
Representatives
House of Representatives
Washington, D.C. 20515
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
89
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Resident Commissioner
The Honorable (full name)
Resident Commissioner from
Puerto Rico
House of Representatives
Washington, D.C. 20515
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Delegate
The Honorable (full name)
Delegate from (location)
House of Representatives
Washington, D.C. 20515
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Comptroller General
The Honorable (full name)
Comptroller General of the
United States
General Accounting Office
Washington, D.C. 20548
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Librarian of Congress
The Honorable (full name)
Librarian of Congress
Library of Congress
Washington, D.C. 20540
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Public Printer
The Honorable (full name)
Public Printer
Government Printing Office
Washington, D.C. 20401
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Architect of the Capitol
The Honorable (full name)
Architect of the Capitol
Washington, D.C. 20515
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
90
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Executive Departments and Independent Agencies
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Cabinet Members
The Honorable (full name)
Secretary of Energy *
Washington, D.C. 20240
Dear Mr./Madam Secretary:
Sincerely,
The Honorable (full name)
Attorney General of the United
States *
U.S. Department of Justice
Washington, D.C. 20530
Dear Mr./Madam Attorney General:
Sincerely,
*lflhe official is in an acting capacity, add "Acting " •
before the title (ex. Acting Secretary of the Interior), the
salutation remains the same - Dear MrJMadam
Secretary.
Deputy Secretaries
Assistant Secretaries
Under Secretaries
The Honorable (full name)
Deputy Secretary of Energy *
Washington, D.C. 20585
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
The Honorable (full name)
Assistant Secretary of Commerce
for Technology *
U.S. Department of Commerce
Washington, D.C. 20301
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
The Honorable (full name)
Under Secretary of State
U.S. Department of State
Washington, D.C. 20410
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
*lfthe official in in an acting capacity, add "Acting "
before the title (ex. Acting Secretary of the Interior), the
salutation remains the same - Dear Mr./Madam
Secretary.
Postmaster General
The Honorable (full name)
Postmaster General
United States Postal Service
Washington, D.C. 20260
Dear Mr./Madam Postmaster General:
Sincerely,
Head of an Independent
Agency, Authority, or
Board
The Honorable (full name)
(title)
(agency name)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
91
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Head of a Major
Organization within an
Agency, if a Presidential
Appointee
The Honorable (full name)
Under Secretary/Administrator
National Oceanographic and
Atmospheric Administration
U.S. Department of Commerce
Washington, D.C. 20230
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Secretary of the Navy
Secretary of the Army
Secretary of the Air Force
The Honorable (full name)
Secretary of the (Navy, Army, Air
Force)
Department of Defense
The Pentagon
Washington, D.C. (ZIP code-)
Dear Mr/Madam Secretary:
Sincerely,
Chairman of a Commission
or Board
The Honorable (full name)
Chairman
Federal Trade Commission
Washington, D.C. 20580
Dear Mr./Madam Chairman:
Sincerely,
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American Missions
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing |
American Ambassador
The Honorable (full name)
American Ambassador
(city, postal code)
(COUNTRY)
Dear Mr./Madam Ambassador:
Sincerely,
American Consul General
or American Consul
The Honorable (full name)
American Consul
General/American Consul
(city, postal code)
(COUNTRY)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Person (Special)
Representative to the
President
The Honorable (full name)
Personal Representative of the
President of the United States of
America to (country)
(street address)
(city, postal code)
(COUNTRY)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
American Minister
The Honorable (full name)
American Minister
(street address)
(city, postal code)
(COUNTRY)
Dear Mr./Mrs./Miss/Ms. Minister (surname):
Sincerely,
93
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International Diplomatic Missions/Organizations
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Foreign Ambassador in the
United States
His/Her Excellency (full name)
Ambassador of (country)
(local street address)
(local city, state ZIP code)
Dear Mr ./Madam Ambassador:
Sincerely,
Primer Minister of a
Foreign Country
The Honorable (full name)
Prime Minister of (country)
(street address)
(city, postal code)
(COUNTRY)
Dear Mr./Madam Prime Minister:
Sincerely,
United States
Representative to the
United Nations or
Organization of American
States
The Honorable (full name)
United States Representative to the
United Nations (or Organization
of American States)
(street address)
(city, state ZIP code)
Dear Mr./Madam Ambassador:
Sincerely,
Foreign Minister in the
United Slates
(Head of a Legation)
The Honorable (full name)
Minister of (country)
(street address)
Washington, D.C. (ZIP code)
Dear Mr./Madam Minister:
Sincerely,
Foreign Minister Counselor
in the United Slates
The Honorable (full name)
Minister Counselor
Embassy of (country)
(street address)
Washington, D.C. (ZIP code)
Dear Mr./Madam Minister:
Sincerely,
94
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State and Local Governments
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Governor
The Honorable (full name)
Governor of (stale)
(street address)
(city, state ZIP code)
Dear Governor (surname):
Sincerely,
Acting Governor
The Honorable (full name)
Acting Governor of (state)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Lieutenant Governor
The Honorable (full name)
Lieutenant Governor of (state)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
State Senator
The Honorable (full name)
(state) Senate
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Stale Representative,
Assemblyman, or Delegate
The Honorable (full name)
(state) House of Representatives
(or Assembly or House of
Delegates)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Mayor
The Honorable (full name)
Mayor of (name of city or town)
(street address)
(city, state ZIP code)
Dear Mayor (surname):
Sincerely,
President of a Board of
Commissioners
The Honorable (full name)
President
Board of Commissioners of
(name of city)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
In most states, the lower branch of the legislature is the House of Representatives. In states like California. New
95
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York, New Jersey, Nevada and Wisconsin, the lower house is known as the Assembly. In others, such as Maryland,
Virginia, and West Virginia, it is known as the House of Delegates. Nebraska has a unicameral (one-house)
legislature - its members are designated as Senators.
96
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Ecclesiastical Officials
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Minster Pastor Rector (with The Reverend (full name, degrees) Dear Dr. (surname):
a doctoral degree) (street address) Sincerely,
(city, state ZIP code)
Minister Pastor Rector The Reverend (full name)
(without a doctoral degree) (name of church)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Presiding Episcopal Bishop The Most Reverend (full name,
degrees)
Presiding Bishop of the Episcopal
Church
(street address)
(city, state ZIP code)
Dear Bishop (surname):
Sincerely,
Episcopal Bishop
The Right Reverend (full name,
degrees)
Bishop of (diocese)
(street address)
(city, state ZIP code)
Dear Bishop (surname):
Sincerely,
Episcopal Dean
The Very Reverend (full name,
degrees)
Dean of (church)
(address)
(city, state ZIP code)
Dear Dean (surname):
Sincerely,
Methodist Bishop
The Reverend (full name, degrees) Dear Bishop (surname):
Methodist Bishop Sincerely,
(street address)
(city, state ZIP code)
Mormon Bishop
Mr. (full name)
The Church of Jesus Christ of
Latter-Day Saints
(street address)
(city, state ZIP code)
Dear Mr. (surname):
Sincerely,
97
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Catholic Cardinal
His Eminence (given name)
Cardinal (surname)
(street address)
(city, state ZIP code)
Dear Cardinal (surname):
Sincerely,
Catholic Archbishop
The Most Reverend (full name)
Archbishop of (diocese)
(street address)
(city, state ZIP code)
Dear Archbishop (surname):
Sincerely,
Catholic Bishop
The Most Reverend (full name)
Bishop of (city)
(street address)
(city," state ZIP code)
Dear Bishop (surname):
Sincerely,
Catholic Monsignor
(higher rank)
The Right Reverend Monsignor
(full name)
(street address)
(citv, state ZIP code)
Dear Monsignor (surname):
Sincerely,
Catholic Monsignor (lower The Very Reverend Monsignor
rank) (full name)
(street address)
(city, state ZIP code)
Dear Monsignor (surname):
Sincerely,
Catholic Priest
The Reverend (full name) (add
initials or order, if any)
(street address)
(city, state ZIP code)
Dear Father (surname):
Sincerely,
Catholic Mother Superior
of an Institution
The Reverend Mother Superior
(initials or order, if used)
(name of institution)
(street address)
(city, state ZIP code)
Dear Reverend Mother:
Sincerely,
Rabbi (with doctoral
degree)
Rabbi (full name)
(synagogue)
(street address)
(city, state ZIP code)
Dear Dr. (surname):
Sincerely,
Rabbi (without doctoral
degree)
Rabbi (full name)
(synagogue)
(street address)
(city, state ZIP code)
Dear Rabbi (surname):
Sincerely,
98
-------
Orthodox Archbishop
His Eminence Archbishop (full
name)
(street address)
(city, state ZIP code)
Your Eminence:
Sincerely,
Orthodox Bishop
His Grace (full name) Your Grace:
Bishop of (name of diocese) Sincerely,
(street address)
(city, state ZIP code)
Orthodox Priest
The Reverend (full name)
(name of church)
(street address)
(city, state ZIP code)
Dear Father:
Sincerely,
Seventh-day Adventist
Minister
Pastor (full name)
Minister, (name of church)
(street address)
(city, state ZIP code)
Dear Pastor (surname):
Sincerely,
Islamic Imam
Imam (full name)
(street address)
(city, stale ZIP code)
Dear Imam (surname):
Sincerely,
99
-------
Educational Institutions
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
President or Chancellor of
a College or University
(with doctoral degree)
Dr. (full name)
President
(name of institution)
(street address)
(city, state ZIP code)
Dear Dr. (surname):
Sincerely,
President of a College or
University (without
doctoral degree)
Mr./Mrs./Miss/Ms.(full name)
President
(name of institution)
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Dean of a School
Dean (full name)
School of (name)
(name of institution)
(street address)
(city, slate ZIP code)
Dear Dean (surname):
Sincerely,
Professor
Professor (full name)
Department of (name)
(name of institution)
(street address)
(city, state ZIP code)
Dear Professor (surname):
Sincerely,
Ph.D.
Dr. (full name)
(street address)
(city, state ZIP code)
Dear Dr. (surname):
Sincerely,
100
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Physicians, Lawyers, Judges
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Physician
(Full name), M.D.
(street address)
(city, state ZIP code)
Dear Dr. (surname):
Sincerely,
Lawyer
Mr./Mrs./Miss/Ms.(full name)
Attorney at Law
(street address)
(city, state ZIP code)
Dear Mr./Mrs./Miss/Ms. (surname):
Sincerely,
Judge
The Honorable (full name)
Judge, Appellate Division
The Supreme Court of the
Stale of (state)
(street address)
(city, state ZIP code)
Dear Judge (surname):
Sincerely,
101
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Military Services
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Army. Air Force and Marine Corps Officers:
General
Lieutenant General
Major General
Brigadier General
Sergeant Major
Master Sergeant
Sergeant First Class
Technical Sergeant
Staff Sergeant
Sergeant
(Full rank, full name, abbreviation Dear General (surname):
or service) Sincerely,
(street address)
(city, state ZIP code)
Colonel Same as Above
Lieutenant Colonel
Major Same as Above
Captain Same as Above
First Lieutenant Same as Above
Second Lieutenant
Chief Warrant Officer Same as Above
Warrant Officer Same as Above
Dear Colonel (surname):
Sincerely,
Dear Major (surname):
Sincerely,
Dear Captain (surname):
Sincerely,
Dear Lieutenant (surname):
Sincerely,
Dear Chief Warrant Officer (surname):
Sincerely,
Dear Warrant Officer (surname):
Sincerely,
Same as Above
Dear Sergeant (surname):
Sincerely,
Corporal
Same as Above
Dear Corporal (surname):
Sincerely,
Specialist
Classes 4-9
Same as Above
Dear Specialist (surname):
Sincerely,
102
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Private First Class
Private
Same as Above
Dear Private (surname):
Sincerely,
Airman First Class
Airman Second Class
Airman Third Class
Basic Airman
Same as Above
Dear Airman (surname):
Sincerely,
Navy and Coast Guard Officers:
Admiral
Vice Admiral
Rear Admiral
Fleet Admiral
(Full rank, full name, abbreviation Dear Admiral (surname):
of service) , Dear Vice Admiral (surname):
(street address) Dear Rear Admiral (surname):
(city, state ZIP code) Dear Fleet Admiral (surname):
Sincerely,
Captain
Same as Above
Dear Captain (surname):
Sincerely,
Commander
Lieutenant Commander
Same as Above
Dear Commander (surname):
Sincerely,
Lieutenant
Lieutenant Junior Grade
Same as Above
Dear Lieutenant (surname):
Sincerely,
Ensign
Chief Warrant Office
Enlistee
Same as Above
Dear (rank, surname):
Sincerely,
All Services
Retired Officer
(Full rank, full name, abbreviation Dear (rank, surname):
of service), Retired Sincerely,
(street address)
(city, state ZIP code)
Chaplain
Chaplain (full name, rank, service Dear Chaplain (surname):
designation) Sincerely,
(street address)
(city, state ZIP code)
103
-------
Service Academy Members
Army or Coast Guard
Cadet
Cadet (full name)
(Address)
(city, state ZIP code)
Dear Cadet (surname):
Sincerely,
Navy Midshipman
Midshipman (full name)
(street address)
(city, state ZIP code)
Dear Midshipman (surname):
Sincerely,
Air Force Cadet
Air Cadet (full name)
(street address)
(city, state ZIP code)
Dear Air Cadet (surname):
Sincerely,
104
-------
Other
Addressee Address on Letter and Envelope Salutation and Complimentary Closing
Widow Mrs. (husband's first and last Dear Mrs./Ms. (surname):
name) or Ms. (wife's full name) Sincerely,
(street address)
(city, state ZIP code)
105
-------
Multiple Addressees
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
One Woman and One
Man *
Mrs./Miss/Ms. (full name) and Mr. Dear Mrs./Miss/Ms. (surname) and Mr.
(full name) (surname):
(street address) Sincerely,
(city, state ZIP code)
Two or More Men
Mr. (full name) and Mr. (full
name)
(street address)
(city, state ZIP code)
Dear Mr. (surname) and Mr. (surname):
Sincerely,
Two or More Women *
Mrs./Miss/Ms. (full name) and
Mrs./Miss/Ms. (full name)
(address)
(city, state ZIP code)
Dear Mrs./Miss/Ms. (surname) and
Mrs./Miss/Ms. (surname):
Sincerely,
* A letter to two or more persons may be addressed as illustrated or to only one of them when the other is
mentioned by name in the opening paragraph.
106
-------
Some Commonly Used
Foreign Forms of Address
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Afghanistan
President
His/Her Excellency (full name)
President of the Islamic Republic
of Afghanistan
(full address)
Dear Mr./Madam President:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Islamic Republic of Afghanistan
(full address)
Dear Mr./Madam Minister:
Sincerely,
Argentina
President
His/Her Excellency (full name)
President of the Argentine Nation
(full address)
Dear Mr./Madam President:
Sincerely,
Minister of Foreign
Relations, International
Trade and Worship
His/Her Excellency (full name)
Minister of Foreign Relations,
International Trade and Worship
of the Argentine Republic
(full address)
Dear Mr./Madam Minister:
Sincerely,
Australia
Governor General
His/Her Excellency (full name)
Governor General of Australia
(full address)
Dear Governor General:
Sincerely,
Prime Minister
The Honorable (full name)
Prime Minister of Australia
(full address)
Dear Prime Minister:
Dear Mr./Mrs./Ms./Miss (surname):
Sincerely,
107
-------
Minister of Foreign Affairs
The Honorable (full name)
Minister for Foreign Affairs of
Australia
(full address)
Dear Mr/Madam Minister:
Sincerely,
Brazil
President
His/Her Excellency (full name)
President of the Federative
Republic of Brazil
(full address)
Dear Mr./Madam President:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Federative Republic of Brazil
(full address)
Dear Mr./Madam Minister:
Sincerely, •
Canada
Governor General
His/Her Excellency The Right
Honorable (full name)
Governor General and
Commander-in-Chief of Canada
(full address)
Dear Governor General:
Sincerely,
Prime Minister
The Right Honorable (full name),
P.C., M.P.*
Prime Minister of Canada
(full address)
* Post nominal titles (such as the P.C.. M.P,
above) indicate that an individual holds a
specific position, accreditation, office,
honor, or educational degree. Individuals
may choose to use more than one set of
post-nominal titles.
Dear Mr./Madam Minister:
Sincerely,
Minister of Foreign Affairs
The Honorable (full name), P.C.,
M.P.*
Minister of Foreign Affairs of
Canada
(full address)
* Post nominal titles (such as the P.C., M.P,
above) indicate that an individual holds a
specific position, accreditation, office,
honor, or educational degree. Individuals
may choose to use more than one set of
post-nominal titles.
Dear Mr ./Madam Minister:
Sincerely,
108
-------
Chile
President
His/Her Excellency (full name)
President of the Republic of Chile
(full address)
Dear Mr./Madam President:
Sincerely,
Minister of Foreign
Relations
His/Her Excellency (full name)
Minister of Foreign Relations of
the Republic of Chile
(full address)
Dear Mr./Madam Minister:
Sincerely,
China (Hong Kong)
Chief Executive
His/Her Excellency (full name)
Chief Executive of the Hong Kong
Special Administrative Region of
the People's Republic of China
(full address)
Dear Mr,/Mrs./Ms./Miss (surname):
Sincerely,
China (Macau)
Chief Executive
His/Her Excellency (full name)
Chief Executive of the Macau
Special Administrative Region of
the People's Republic of China
(full address)
Dear Mr./Mrs./Ms./Miss (surname):
Sincerely,
China
President
His/Her Excellency (full name)
President of the People's Republic
of China
(full address)
Dear Mr./Madam President:
Sincerely,
Premier
His/Her Excellency (full name)
Premier of the State Council of the
People's Republic of China
(full address)
Dear Mr./Madam Premier:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
People's Republic of China
(full address)
Dear Mr/Madam Minister:
Sincerely,
109
-------
France
President
His/Her Excellency (full name)
President of the French Republic
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the French
Republic
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
French Republic
(full address)
Dear Mr./Madam Minister:
Sincerely,
Germany
President
His/Her Excellency (full name)
President of the Federal Republic
of Germany
(full address)
Dear Mr./Madam President:
Sincerely,
Chancellor
His/Her Excellency (full name)
Chancellor of the Federal Republic
of Germany
(full address)
Dear Mr./Madam Chancellor:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Federal Republic of Germany
(full address)
Dear MrVMadam Minister:
Sincerely,
Greece
President
His/Her Excellency (full name)
President of the Hellenic Republic
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Hellenic
Republic
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
110
-------
Minister of Foreign Affairs His/Her Excellency (full name)
Minister of Foreign Affairs of the
Hellenic Republic
(full address)
Dear Mr./Madam Minister:
Sincerely,
Haiti
President
His/Her Excellency (full name) Dear Mr./Madam President:
President of the Republic of Haiti Sincerely,
(full address)
Prime Minister
His/Her Excellency (full name) Dear Mr./Madam Prime Minister:
Prime Minister of the Republic of Sincerely,
Haiti
(full address)
Minister of Foreign Affairs His/Her Excellency (full name)
Minister of Foreign Affairs of the
Republic of Haiti
(full address)
Dear Mr./Madam Minister:
Sincerely,
India
President
His/Her Excellency (full name) Dear Mr./Madam President:
President of the Republic of India Sincerely,
(full address)
Prime Minister
His/Her Excellency (full name) Dear Mr./Madam Prime Minister:
Prime Minister of the Republic of Sincerely,
India
(full address)
Minister of External
Affairs
His/Her Excellency (full name) Dear Mr./Madam Minister:
Minister of External Affairs of the Sincerely,
Republic of India
(full address)
Indonesia
President
His/Her Excellency (full name)
President of the Republic of
Indonesia
(full address)
Dear Mr/Madam President:
Sincerely,
111
-------
Minister of Foreign Affairs His/Her Excellency (full name)
Minister of Foreign Affairs of the
Republic of Indonesia
(full address)
Dear Mr./Madam Minister:
Sincerely,
Iraq
President
His/Her Excellency (full name)
President of the Republic of Iraq
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Republic of
Iraq
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs His/Her Excellency (full name)
Minister of Foreign Affairs of the
Republic of Iraq
(full address)
Dear Mr./Madam Minister:
Sincerely,
Ireland
President
His/Her Excellency (full name)
President of Ireland
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of Ireland
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs His/Her Excellency (full name)
Minister for Foreign Affairs of
Ireland
(full address)
Dear Mr./Madam Minister:
Sincerely,
Israel
President
His/Her Excellency (full name)
President of Israel
(full address)
Dear Mr./Madam President:
Sincerely,
112
-------
Prime Minister
His/Her Excellency (full name)
Prime Minister of Israel
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Italy
President
His/Her Excellency (full name)
President of the Italian Republic
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
President of the Council of
Ministers of the Italian Republic
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs His/Her Excellency (full name)
Minister of Foreign Affairs of the
Italian Republic
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Japan
The Emperor
Your Majesty: *
Sincerely,
His/Her Majesty *
The Emperor of Japan
(full address)
* Do not use the Emperor's given name in
* Do not use (he Emperor's given name in correspondence.
correspondence.
Prime Minister
His/Her Excellency (full name)
Prime Minister of Japan
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs His/Her Excellency (full name)
Minster for Foreign Affairs of
Japan
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Korea
President
His/Her Excellency (full name) Dear Mr./Madam President:
President of the Republic of Korea Sincerely,
(full address)
113
-------
Prime Minister
His/Her Excellency (full name)
Prime Minister of Ihe Republic of
Korea
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs
and Trade
His/Her Excellency (full name)
Minister of Foreign Affairs and
Trade of the Republic of Korea
(full address)
Dear MrVMadam Minister:
Sincerely,
Mexico
President
His/Her Excellency (full name)
President of the United Mexican
States
(full address)
Dear Mr./Madam President:
Sincerely,
Secretary of Foreign
Relations
His'Her Excellency (full name)
Secretary of Foreign Relation of
Mexico
(full address)
Dear MrVMadam Secretary:
Sincerely,
Pakistan
President
His/Her Excellency (full name)
President of the Islamic Republic
of Pakistan
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Islamic
Republic of Pakistan
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign
Relations
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Islamic Republic of Pakistan
(full address)
Dear Mr./Madam Minister:
Sincerely,
Peru
President
His/Her Excellency (full name)
President of the Republic of Peru
(full address)
Dear Mr./Madam President:
Sincerely,
114
-------
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Republic of
Peru
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign
Relations
His/Her Excellency (full name)
Minister of Foreign Relations of
the Republic of Peru
(full address)
Dear Mr./Madam Minister:
Sincerely,
Philippines
President
His/Her Excellency (full name)
President of the Republic of the
Philippines
(full address)
Dear MrVMadam President:
Sincerely,
Secretary of Foreign
Affairs
His/Her Excellency (full name)
Secretary of Foreign Affairs of the
Philippines
(full address)
Dear Mr./Madam Secretary:
Sincerely,
Poland
President
His/Her Excellency (full name)
President of the Republic of
Poland
(full address)
Dear Mr./Madam President:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Republic of
Poland
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Republic of Poland
(full address)
Dear Mr./Madam Minister:
Sincerely,
115
-------
Russia
President
His/Her Excellency (full name)
• President of the Russian
Federation
(full address)
Dear Mr/Madam President:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister for Foreign Affairs of the
Russian Federation
(full address)
Dear Mr./Madam Minister:
Sincerely,
Spain
King/Queen
His/Her Majesty (full name)
King/Queen of Spain
(full address)
Your Majesty:
Sincerely,
President *
* The President of the
Government alxaJunctions as the
Prime Minister.
His/Her Excellency (full name)
President of the Government of
Spain
(full address)
Dear Mr/Madam President:
Sincerely,
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of
Spain
(full address)
Dear Mr./Madam Minister:
Sincerely,
Thailand
King/Queen
His/Her Majesty (full name)
King/Queen of Thailand
(full address)
Your Majesty:
Sincerely,
Prime Minister
His/Her Excellency (full name)
Prime Minister of the Kingdom of
Thailand
(full address)
Dear Mr./Madam Prime Minister:
Sincerely,.
Minister of Foreign Affairs
His/Her Excellency (full name)
Minister of Foreign Affairs of the
Kingdom of Thailand
(full address)
Dear Mr/Madam Minister:
Sincerely,
116
-------
United Kingdom
King/Queen
His/Her Majesty (name)
(full address)
Your Majesty:
Sincerely,
The Prime Minister of
England
The Right Honorable (full name),
M.P. *
Prime Minister
(full address)
* Post nominal titles, like M.P., indicate
thai an individual holds a specific position,
accreditation, office, honor, or educational
degree. Individuals may choose to use
more than one set of post-nominal titles.
Dear Prime Minister:
Sincerely,
Foreign Secretary of
England
The Right Honorable (full name),
M.P. *
Secretary of Stale for Foreign and
Crmmonwealth Affairs
(full address)
* Post nominal titles, like M.P., indicate
that an individual holds n specific position,
accreditation, office, honor, or educational
degree. Individuals may choose to use
more than one set of post-nominal titles.
Dear Foreign Secretary:
Dear Secretary of State:
Sincerely,
Secretary of Slate for
Scotland
The Right Honorable (full name)
Secretary of State for Scotland
(full address)
Dear Secretary of State:
Sincerely,
Secretary of Slate for
Wales
The Right Honorable (full name)
Secretary of State for Wales
(full address)
Dear Secretary of State:
Sincerely,
117
-------
Tribal Leaders
As the first federal agency to adopt a formal Indian Policy, EPA continues to
work with tribes and tribal leaders on a government-to-government basis to
protect the land, air, and water in Indian country. EPA's American Indian
Environmental Office maintains current tribal leader contact information. For
questions regarding EPA's Indian Policy, or tribal leader information, contact
AIEO.
Below is a list of examples of proper forms of address used when addressing
correspondence to tribal leaders. There are numerous titles of address - the
list below should be used as a reference guide, but is not an exhaustive list of
all tribal leader forms of address. For a more detailed listing of current tribal
leaders, visit: http://www.epa.gov/indian/tcont.htm.
Addressee
Address on Letter and Envelope Salutation and Complimentary Closing
Chief James Sappier
Penobscol Tribe of Maine
The Honorable James Sappier
Chief of the Penobscol Tribe of
Maine
6 River Road
Indian Island, Maine 04468
Dear Chief Sappier:
Sincerely,
Tribal Chief Brenda
Commander
Houlton Band of Maliseet
Indians of Maine
The Honorable Brenda
Commander
Tribal Chief of the Houlton Band
of Maliseet Indians of Maine
88 Bell Road
Littleton, Maine 04730
Dear Tribal Chief Commander:
Sincerely,
President Barry Snyder, Sr.
Seneca Nation of New
York
The Honorable Barry Snyder, Sr.
President of the Seneca Nation of
New York
12837 Route 438
Irving, New York 14081
Dear President Synder:
Sincerely,
Principal Chief Michell
Hicks
Eastern Band of Cherokee
Indians
The Honorable Michell Hicks
Principal Chief of the Easter Band
of Cherokee Indians
P.O. Box 455
Cherokee, North Carolina 28719
Dear Principal Chief Hicks:
Sincerely,
118
-------
Chairman Duane Big Eagle
Crow Creek Sioux Tribe of
the Crow Creek
Reservation
The Honorable Duane Big Eagle
Chairman of the Crow Creek Sioux
Tribe of the Crow Creek
Reservation
P.O. Box 50
Forth Thompson, South Dakota
57339
Dear Chairman Big Eagle:
Sincerely,
Acting Chairman Pat
Thomas
Blackfeet Tribe of the
Blackfeet Indian
Reservation of Montana
The Honorable Pat Thomas
Acting Chairman of the Blackfeet
Tribe of the Blackfeet Indian
Reservation of Montana
P.O. Box 850
Browning, Montana 59417
Dear Chairman Thomas:
Sincerely,
Chairperson Marilyn Scott
Upper Skagit Indian Tribe
The Honorable Marilyn Scott
Chairperson of the Upper Skagit
Indian Tribe
25944 Community Plaza Way
Sedro Woolley, Washington 98284
Dear Chairperson Scott:
Sincerely,
Chairwoman Joan
Delabreau
Menominee Indian Tribe of
Wisconsin
The Honorable Joan Delabreau
Chairwoman of the Menominee
Indian Tribe of Wisconsin
P.O. Box 910
Keshena, Wisconsin 54135
Dear Chairwoman Delabreau:
Sincerely,
Tribal Chairperson Connie
Lewis
Big Sandy Rancheria of
Mono Indians of
California
The Honorable Connie Lewis
Tribal Chairperson of the Big
Sandy Rancheria of Mono Indians
of California
P.O. Box 337
Auberry, California 93602
Dear Chairperson Lewis:
Sincerely,
Tribal Chairman Greg
Sarris
Federated Indians of
Graton Rancheria,
California
The Honorable Greg Sarris
Tribal Chairman of the Federated
Indians of Graton Rancheria,
California
320 Tesconi Circle, Suite G
Santa Rosa, California 95401
Dear Chairman Sarris:
Sincerely,
Chair Clifford Lyle
Marshall
Hoopa Valley Tribe,
California
The Honorable Clifford Lyle
Marshall
Chair of the Hoopa Valley Tribe,
California
P.O.Box 1348
Hoopa, California 95546
Dear Chair Marshall:
Sincerely,
119
-------
Spokesman Mark A.
Macarro
Pechanga Band of Luiseno
Mission Indians
The Honorable Mark A. Macarro
Spokesman for the Pechanga Band
of Luiseno Mission Indians
P.O. Box 1477
Temecula, California 92593
Dear Spokesman Macarro:
Sincerely,
Spokeswoman Catherine
Saubel
Los Coyotes Band of
Cahuilla Mission Indians
The Honorable Catherine Saubel
Spokeswoman for the Los Coyotes
Band of Cahuilla Mission Indians
P.O. Box 189
Pauma Valley, California 92086
Dear Spokeswoman Saubel:
Sincerely,
Ogema Lee Sprague
Little River Band of
Ottawa Indians
The Honorable Lee Sprague
Ogema of the Little River Band of
Ottawa Indians, Michigan
375 River Street
Manistee, Michigan 49660
Dear Ogema Sprague:
Sincerely,
Chief Sachem Matthew
Thomas
Narragansett Indian Tribe
of Rhode Island
The Honorable Matthew Thomas
Chief Sachem of the Narragansetl
Indian Tribe of Rhode Island
P.O. Box 268
Charlestown, Rhode Island 02813
Dear Chief Sachem Thomas:
Sincerely,
General Manager Rick
Landers
Samish Indian Tribe
The Honorable Rick Landers
General Manager of the Samish
Indian Tribe
P.O. Box 217
Anacortes, Washington 98221
Dear General Manager Landers:
Sincerely,
Governor Bill Anoatubby
Chickasaw Nation,
Oklahoma
The Honorable Bill Anoatubby
Governor of the Chicakasaw
Nation of Oklahoma
P.O. Box 1548
Ada, Oklahoma 74820
Dear Governor Anoatubby:
Sincerely,
Trust Board Chairman
Raymond Kline
Delaware Tribe of Indians
The Honorable Raymond Kline
Trust Board Chairman of the
Delaware Tribe of Indians
220 NW Virginia Avenue
Bartlesville, Oklahoma 74003
Dear Chairman Kline:
Sincerely,
Town King Louis McGertt
Thlopthlocco Tribal Town,
Oklahoma
The Honorable Louis McGertt
Town King of the Thlopthlocco
Tribal Town, Oklahoma
P.O. Box 188
Okemah, Oklahoma 74859
Dear Town King McGertt:
Sincerely,
120
-------
Appendix C: Common Words and Phrases
Why use a long word or phrase when a simple one will do? Write concisely
and avoid using unnecessary words. The following list includes words and
phrases that are often used to impress instead of express, and their plain-
language-style substitutions.
In some contexts, it may be appropriate to use a word that appears in the left
column in the list below. Use discretion when deciding upon the appropriate
word selection. Remember, your goal is to provide information that your
reader will be able to interpret and understand the first time they read your
correspondence.
INSTEAD OF USING
a and/or b
accompany
accomplish
accorded
accordingly
accrue
accurate
additional
address
addressees
adjacent to
advantageous
adversely impact
advise
afford an opportunity
aircraft
allocate
anticipate
a number of
WHY NOT USE
a or b, or both
go with
carry out, do
given
so
add, gain
correct, exact, right
added, more, other
discuss
you
next to
helpful
hurt, harm, set back
recommend, tell
allow, let
plane
divide
expect
some
121
-------
INSTEAD OF USING
apparent
appreciable
appropriate
approximate
arrive onboard
as a means of
ascertain
as prescribed by
assist, assistance
attain
attempt
at the present time
benefit
by means of
capability
caveat
close proximity
combat environment
combined
commence
comply with
component
comprise
concerning
consequently
consolidate
constitutes
WHY NOT USE
clear, plain, obvious
many
proper, right, correct
about
arrive
to
find out, leam
in, under
aid, help
meet
try
now, at present, presently
help
by, with
ability
warning
near, around
combat
joint
begin, start
follow
part
form, include, make up
about, on
so
combine, merge, join
is, forms, makes up
122
-------
INSTEAD OF USING
contains
convene
currently
deem
delete
demonstrate
depart
designate
desire
determine
disclose
discontinue
disseminate
due to the fact that
during the period
effect changes
elect
eliminate
employ
encounter
endeavor
ensure
enumerate
equipments
equitable
establish
evidenced
WHY NOT USE
has
meet
now, presently
believe, consider, think
cut, drop
prove, show
leave
appoint, name, choose
want, wish
decide, find, figure
show
drop, slop
give, issue, pass, send
due to, since, because
during
make changes
choose, pick
cut, drop, end
use
meet
try
make sure
count
equipment
fair
set up, show, prove
showed
123
-------
INSTEAD OF USING
WHY NOT USE
evident
exhibit
expedite
expeditious
expend
expertise
expiration
facilitate
failed to
feasible
females
finalize
for a period of
for example, etc.
forfeit
forward
frequently
function
furnish
has a requirement for
herein
heretofore
herewith
however
identical
identify
clear
show.
hasten, speed up
fast, quick
spend
ability
end
ease, help
did not
workable, can be done
women
complete, finish
for
for example, such as
give up, lose
send
often
act, role, work
give, send
needs, requires
here
until now, until this point
here, below
but
same, similar
find, name, show
124
-------
INSTEAD OF USING
immediately
impacted
implement
in accordance with
in addition
in an effort to
inasmuch as
in a timely manner
inception
incumbent upon
indicate
indication
initial
initiate
in lieu of
in order that
in order to
in regard to
interface
interpose no objection
in the amount of
in the event of, in the event
in the near future
in view of
in view of the above
is applicable to
is authorized to
WHY NOT USE
at once
affected, changed
start, carry out
by, following, per, under
also, besides, too
to
since
, on time, prompt(ly)
start, beginning
must, based on
show, write down
sign
first, primary
start, begin
instead, instead of
for, so, -
to
about, concerning, on
meet, work with,
do not object
for
if
soon, shortly
since, because
so
applies to
may
125
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INSTEAD OF USING
WHY NOT USE
is in consonance with
is responsible for
it appears
it is essential
it is requested
liaison
limited number
magnitude
maintain
maximum
methodology
minimize
minimum
modify
monitor
necessitate
notify
not later than
notwithstanding
numerous
objective
obligate
observe
operate
optimum
option
parameters
agrees with, follows
handles
seems
must, need to
please, we (or 1) request
discussion
limits, limited
size
keep, support
greatest, largest, most
method
decrease, shorten
least, smallest
change
check, watch
cause, need
let know, tell
by, before
still, in spite of
many
aim, goal
bind, compel
see, watch
use, work, run
best, greatest, most
choice, way
limits
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INSTEAD OF USING
participate
perform
permit
pertaining to
portion
possess
practicable
preclude
previous
previously
prioritize
prior to
proceed
proficiency
promulgate
provide
provided that
provides guidance for
purchase
pursuant to
reflect
regarding
relative to
relocate
remain
remainder
remuneration
WHY NOT USE
take part
do, work
let
about, on, of
part
have, own
practical
prevent
earlier
before
rank
before
do, go ahead, try
skill
issue, publish
give, offer, say
if
guides
buy
by, following, per, under
say, show
about, of, on
about, on
move
stay
rest
pay, payment
127
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INSTEAD OF USING
render
represents
request
requirement
reside
retain
said, some, such
selection
set forth in
similar to
solicit
state-of-the-art
subject
submit
subsequent
subsequently
substantial
successfully complete
sufficient
terminate
the month of
therefore
therein
there is, there are, that is, that are
thereof
the undersigned
this agency, this office
WHY NOT USE
give, make
is, shows
ask
need
live
keep
the, this, that
choice
in
like
ask for, request
latest, modern
the, this, your
give, send
later, next
after, later, then
large, much
complete, pass
enough
end, stop
January, etc.
so
there
REMOVE IF POSSIBLE
its, their
I, you
we, us
128
-------
INSTEAD OF USING
WHY NOT USE
timely
time period
transmit
under the provisions of
until such time as
utilize, utilization
validate
viable
vice
warrant
whereas
with reference to
with the exception of
witnessed
your office
and/or
prompt
time, period
send
under
until
use
confirm
practical, workable
instead of, versus
call for permit
because, since
about
except for
saw
you
and, or •
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Appendix D: Microsoft Office Directive
The Microsoft Office Directive Memorandum was prepared by Mark Day, Director of the Office
of Technology Operations and Planning, and Chief Technology Officer.
Dated: July 6, 2005
Effective: September 30, 2005
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\ UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
$ WASHINGTON, D.C. 20460
JUL 6 2005
•
OFFICE OF
ENVIRONMENTAL INFORMATION
MEMORANDUM
SUBJECT: Announcement of MicrosofTOffice as the EPA Standard Office Productivity Suite
FROM: Mark Day, DirectoJ
Office of Technoloj.y"^)j>W^dps and Planning
and Chief Ted
TO: Assistant Regional Administrators
Senior Information Officers (designees)
Information Management Officers (designees)
Two years ago, EPA made the decision to move to the Microsoft Office Suite of tools as the basic office
productivity software for the Agency. This decision was made in order to enhance our communications and
collaboration with partners outside of the Agency. For example, since fiscal year 2003, the Office of Budget has
required that all documents for Office of Management and Budget (OMB) and Congress be submitted in Microsoft
Word and Excel. For the last two years, we have supported Microsoft Office as a co-standard in order to facilitate a
smooth transition into the new applications. The Agency has had an enterprise license for Microsoft Office in place
since March 2004 and many offices have successfully deployed the applications to their desktops. As a result, it is
now time to complete the transition to the Microsoft Office Suite (Word, PowerPoint, Excel, and Access) and retire
Corel WordPerfect and the Lotus SmartSuite (Lotus 123, Lotus Freelance, and Lotus Approach).
As of September 30, 200S, the Microsoft Office Suite will become the standard for the Agency. At that
time, all support for Corel WordPerfect and the Lotus SmartSuite will cease. This does not impact Lotus Notes.
As of October I, 2005, all documents created for use within the Agency should be created using the Microsoft
Office Suite of tools.
Over half of the desktops in the Agency already have Microsoft Office installed. For those Program
Offices who have not begun or who have started, but not completed installation of Microsoft Office, we ask that you
do so by the end of September 2005. To assist in the process, the Microsoft Office 2003 deployment guide is
available on the OTOP intranet website at fhttp://intranet.epa.gov/nisl. In an effort to keep track of the deployment
of Microsoft Office, we ask that your staff report the progress of your deployment to Carlos Rivera-Silva at
(202)566-2393.
Attached to this memo is information about this transition that may answer some of the questions that you
or your technical staff may have. Please review the information, and if you still have any questions or are having
problems with the deployment, please feel free to contact Carlos Rivera-Silva.
Attachments:
1. Microsoft Office 2003 Technical Guidance
2. Microsoft Office Deployment Questions Answered
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Appendix E: EPA Plain Language Directive
1. Text of Presidential Memorandum of June 1, 1998
Plain Language in Government Writing
President William J. Clinton
Printed in the Federal Register, Vol. 63, No. 111
Print Date: Wednesday, June 10, 1998
Dated: June 1, 1998
Effective: October 1, 1998
2. Memorandum of former Administrator Christine Todd Whitman
Plain Language *
Dated: June 13, 2003
* Note: Andrew Macintosh is no longer EPA's plain language coordinator. As of this
publication, Tracey Westfield serves in that capacity. For questions regarding the EPA's plain
language policy, please contact Tracey at (202) 564-5586 or at westfield.tracey@epa.gov.
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(The following text can be found on the Plain Language.gov Web site, at
http://www.plainlanguage.gov/whatisPL/govniandates/memo.cfm)
THE WHITE HOUSE
WASHINGTON
JUNE 1, 1998
MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND
AGENCIES
SUBJECT: Plain Language in Government Writing
The Vice President and I have made reinventing the Federal Government a top priority of my
Administration. We are determined to make the Government more responsive, accessible, and
understandable in its communications with the public.
The Federal Government's writing must be in plain language. By using plain language, we send a
clear message about what the Government is doing, what it requires, and what services it offers.
Plain language saves the Government and the private sector time, effort, and money.
Plain language requirements vary from one document to another, depending on the intended
audience. Plain language documents have logical organization, easy-to-read design features, and
use:
• common, everyday words, except for necessary technical terms:
• "you" and other pronouns:
• the active voice; and
• short sentences.
To ensure the use of plain language, I direct you to do the following:
• By October 1, 1998, use plain language in all new
documents, other than regulations, that explain how to
obtain a benefit or service or how to comply with a
requirement you administer or enforce. For example,
these documents may include letters, forms, notices,
and instructions. By January 1, 2002, all such
documents created prior to October 1, 1998 must also
be in plain language.
• By January 1, 1999, use plain language in all
proposed and final rulemakings published in the
Federal Register, unless you proposed the rule before
that date. You should consider rewriting existing
regulations in plain language when you have the
opportunity and resources to do so.
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The National Partnership for Reinventing Government will issue guidance to help you comply
with these directives and to explain more fully the elements of plain language. You should also
use customer feedback and common sense to guide your plain language efforts.
1 ask the independent agencies to comply with these directives.
This memorandum does not confer any right or benefit enforceable by law against the United
States or its representatives. The Director of the Office of Management and Budget will publish
this memorandum in the Federal Register.
134
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a
v
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, O.C. 20460
JUN 1 3 2003
THE ADMINISTRATOR
MEMORANDUM
SUBJECT: Plain Language
TO: All EPA Employees
I am pleased to announce the availability of a web-based course that can help Agency
employees learn to write in plain language.
The Office of Policy, Economics, and Innovation has developed the online writing course
- and is testing a plain language editing program - to help EPA employees ensure that our
documents are clear on the first reading, answer the questions of the reader, and maintain
technical and legal integrity. Improving communication between EPA and the American public
is more important now than ever before. The Agency has already made outstanding strides to
include citizens in our decision-making, to work with the regulated community, and to provide
stakeholders with needed information. The unprecedented challenges we face, however, require
continuous improvement in our communication skills.
Regulations, correspondence, fact sheets, brochures, press releases, and reports to
Congress are among our major publications. By writing these documents in plain language, we
enable readers to find information quickly and understand how it applies to them. Using plain
language can also help increase compliance with regulations and decrease mistakes, frustration,
and appeals, allowing us to serve American citizens more cost-effectively and efficiently.
Plain language is not a new initiative at EPA. We have pioneered methods to teach plain
language to regulation writers, and we have taken the lead among federal agencies to develop
computer software that will improve our standards of communication. This does not present a
simple challenge - learning to write clear, direct prose is hard work, and employees may need to
acquire new skills and abandon writing habits ingrained over the years,
To learn more about the plain language initiative or to download the new writing course,
please visit our Plain Language Homepage, at http://intranet.epa.gov/plainlanguage. You can
also contact EPA's plain language coordinator, Andrew Mclntosh, at (202) 564-4696 or at
mcintosh. andrew@epa.gov.
Thank you for supporting this important initiative.
Christine Todd Whitman
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Appendix F: Style Guide
Numerals, Capitalization, Punctuation, Spelling, and Italics
/. Numerals
Rules for the use of numerals are based on the general principle that readers comprehend
numerals more readily than written numerical expressions (especially in technical, scientific,
or statistical matters). The following covers the most common conditions that require a
choice between the use of numerals and words. Arabic numbers (1, 2, 3, etc.) are generally
preferred over the use of Roman numerals (I, V, IX, etc.). As a rule, units of measurement
and time (actual or implied), and serial numbers are always expressed in numerals. Numerals
are always spelled out at the beginning of a sentence or heading:
Five years have passed since I began my employment.
Eighteen thousand individuals are employed by the EPA.
A. Proper Number Usage
If You: Have a sentence that includes both numbers below and above 10...
Then: ...use numerals for all numbers that appear in the sentence.
There are 19 employees in attendance and 5 employees absent today.
Each of 15 major commodities (9 metal and 6 nonmetal) was in supply.
If You: Use a number above nine...
Then: ...use numerals (e.g. 11; 28; 356; 1,125; 572,010).
There are 15 different pesticide formulas.
If You: Refer to the time of day.
Then: ...use numerals to express time (e.g. 12:15 p.m., 6:35 a.m.).
Please arrive no later than 5:15 p.m.
If You: Refer to distance...
Then: ...use numerals, including fractions (e.g. 12 feet, 10 miles, % inch).
The building is about 12 miles from here.
If You: Refer to a percentage (in the text of correspondence)
Then: ...write out "percent" instead of using the percent symbol (%) (e.g. 13
percent, 8 percent)
There is a 13 percent chance of rain.
If You: Refer to a percentage (in a table or graph)...
Then: .. .use the percent symbol (%) (18%, 32%).
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B. Numbers Expressed in Figures
A unit of measurement, time, or money, which is always expressed in numeral form, does
not affect the use of figures for other numerical expressions within a sentence.
Each of ihefive girls earned 95 cents an hour.
A team of four men ran the one-mile relay in 3 minutes and 20 seconds.
1. Serial Numbers
Figures are used to notate serial numbers. A serial number is a number(s) that is used
for identification purposes:
Bulletin 745 paragraph 15 1200 Pennsylvania Avenue
Document 65 202-564-0000 the year 2005
Chapters lines 18 and 21 pages 15-32
2. Measurement and Time
Units of measurement and time are generally expressed in figures:
Age 15 years old
32 years, 10 months, 4 days of service
a 4-year-old child
Clock Time
Do not express time redundantly as 11 o'clock p.m.
Do not express whole hours like 10 p.m.- as 10:00 p.m.
3:45 p.m.
11 o'clock or 11 p.m.
Dates
Do not express dates with a comma between month and year (June, 1985).
Do not add endings (ordinal numbers) to dates (not June 18th, 1985).
June 1985
June 18, 1985
Do not include the year twice (March 16, 1935 to April 1, 1935).
March 16 to April 1, 1935
For a series of two months, no comma separation is necessary.
June and July 1965
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For a series of three or more months, use a comma to separate.
May, June, and July 1965
Do not use a comma separation when writing a calendar year.
4lh of July-The date.
Fourth of July - The holiday.
The year 2000 - not 2,000.
In referring to a fiscal year, consecutive years, or a continuous period of 2
years of more, you may abbreviate: 1900-11,2000-6, 1975-79, etc. However,
if consecutive years occur over the change of a century, you must include
entire years - 1875-1901, 1994-2002, etc.
For two or more separate years not representing a continuous period, a comma
is used instead of a dash (1965, 1974).
If the word "from" precedes the year, or the word "inclusive" follows it, do
not abbreviate the year or include a dash. The word "to" takes the place of the
dash - from 1965 to 1969 (not from 1965-69, or from 1965 to 69).
A.D. always precedes a year - A.D. 1342
B.C. always follows a year - 215 B.C.
Decimals
A zero should be placed in front of a decimal point only if there is no whole
unit.
0.55
0.33
It is not necessary to use zeros if the decimal or unit of measurement is a
whole number.
10 feet, not 10.0 feet
1.25 grams, not 01.25 grams
Degrees
Use figures to notate temperature or measurement of altitude, latitude, or
longitude. In instances of temperature, spell out degrees instead of using the °
symbol.
Longitude 77°
an angle of 90°
150 degrees Fahrenheit
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Mathematical Expressions
Mathematical expressions should always be notated in numeral-form.
multiply by 3
" add 4
square root of 4
Length and Weight
Measurements of length and weight should be notated in numeral-form.
7 meters
about 10 yards
4 by 7 inches (not 4x7 inches)
1 !/2 miles
15 acres
145 pounds
16 ounces
Money
When notating a monetary amount, dollar amounts are always expressed in
numeral form. Whole dollar amounts do not include zeros.
S3 $5 $8
(not S3.00, $5.00, or $8.00)
When notating a dollar amount that includes change, include a decimal point
between the dollar and change amounts.'
$3.87 $14.65 $23.15
For cent amounts, follow the rules for figures on page 133. For cent amounts
above 10, use a numeral.
75 cents, 85 cents, 97 cents
For cent amounts 10 and below, spell out the numbers.
three pennies, two dimes, eight nickels
Percentages
A percentage is notated by a numeral. Follow the rules on page 133 to
determine whether to use the % symbol, or to spell out percent/percentage.
15% 84 percentage
139
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Proportion
Proportions are always notated by numerals. You may use "to," a dash ,or a
colon between the numbers to represent proportion.
Ito4 1-2-3 1:54
Time (also see Clock Time above)
Exact time measurements are notated by numerals.
6 hours
10 minutes
18 years
1 month
Spell out numbers when referring to periods (centuries, decades, quarters) or
estimations (in a year or two).
four centuries
three decades
fourth quarter
in a year or two
Unit Modifiers
When a number is used to modify a unit (whether time or amount) use
numeral notation.
5-day week
8-year-old wine
10-foot pole
5-foot-wide entrance
2-week notice
3. Ordinal Numbers
Numerals are used in text and footnotes to text for serial ordinal numbers beginning
with 10th. In tables, footnotes to tables, and leaderwork, numerals are used at all
times. Military units are expressed in numerals at all times, except when at the
beginning of a sentence or when a designated "Corps."
The 29th of May 12lh Regiment
82d Congress 9th Fleet
20th Century 7lh Air Force
17* region 38th parallel
When more than one ordinal number appears in correspondence, and one of them is
10th or more, numerals are used.
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He served in the 9lh and 10th Congresses.
We read the 8th and 12th chapters.
From the 1st to the 92d Congress
Ordinals and numerals appearing in a sentence are treated according to the separate
rules dealing with ordinals and numerals standing alone or in a group.
The fourth group contained three items.
The fourth group contained 12 items, (number larger than 10)
The 8lh and 10lh groups contained three and four items. (8 is given an ordinal notation
because 10th is in the sentence - see the preceding paragraph for help)
4. Punctuation
A comma is used in any number containing four or more digits (1,000 ... 2,567,890)
except in serial numbers, common and decimal fractions, military and astronomical
time, and kilocycles and meters.
Do not place a comma in datelines.
April 2,2006 (not April 2, 2,006)
5. Chemical Formulas
In chemical formulas, full-sized figures are used before the symbol or group of
symbols to which they relate, and inferior figures are used after the symbol.
C16HI206
6. Numbers in Proper Names or Titles
Numbers appearing as part of a proper name or mentioned in connection with a
serious or dignified subject such as an Executive order, legal proclamation, or in
formal writing are spelled out.
Air Force One
Thirteen Original States
Three Mile Island
7. Numbers Larger than 1,000
If a number larger than 1,000 is spelled out, it should reflect the following format:
two thousand twenty
one thousand nine hundred eighty-two
Do not include dashes between the elements of the number.
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8. Indefinite Numbers
Indefinite numbers are spelled out.
the nineties hundredfold
the seventies between two and three hundred people
in his forties thousand and one reasons
* The use of words such as nearly, about, around, approximately, etc., does not
necessarily constitute indefinite expressions.
9. Large Numbers: Millions and Billions
For appearance sake and easy grasp of large numbers within the text, beginning with
million, the word million or billion is used.
$12,000,000 = $12 million
2,750,000 dollars = $2.75 million
To shorten your text, you may also use numerals in the place of written numbers.
one hundred cows = 100 cows
a million and a half = 1 !/2 million
less than a million dollars- less than SI million
10. Related Numbers
Related numbers appearing at the beginning of a sentence, separated by no more than
three words, are treated alike.
Fifty or sixty miles down the road.
Forty and, quite often, fifty employees attend.
Thirty or, in some instances, almost 45 petitions were received.
11. Fractions
Spell out a fraction whether it stands alone or is followed by "of a" or "of an."
three-fourths one-tenth
one-half of an inch two one-hundredths
one-thousandth one-half of a gallon
2. Capitalization
It would be impossible to cover every problem or instance in which capitalization rules are
applicable, but by considering the following rules, it is possible to attain a considerable
degree of conformity. The following rules prescribe correct capitalization standards to be
followed when preparing agency correspondence.
142
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A. Proper Names
Proper names are capitalized. A proper name is a title by which any person, place or
thing is known or designated (an individual name, a country, a state, organization, etc.).
Washington . London
Stephen L. Johnson United States of America
Italy Smith family
United States Senate Microsoft
1. Derivatives of proper names used with a proper meaning are capitalized.
Roman New Yorker
German Australian
2. Derivatives of proper names that are independent of meaning, or are no longer
identified with such names are not capitalized.
brussels sprouts plaster of paris
pasteurize Venetian blinds
B. Common Nouns and Adjectives in Proper Names
A common noun or adjective that is an essential part of a proper name is capitalized. In
all other instances, common nouns and adjectives are printed in lower case.
Massachusetts Avenue (common noun)
Washington Monument (common noun)
Panama Canal (common noun)
Jersey City (common noun)
Without being attached to these proper names, avenue, monument, canal, and city would
be typed in lower-case letters. However, because they are part of a proper name, they are
capitalized.
1. If a common noun or adjective forming an essential part of a proper name becomes
separated from part of the name by an intervening common noun or adjective, the
expression is no longer a proper name and should not be capitalized.
Proper: Union Station
Not Proper: union passenger station
2. A common noun that is used alone as a shorter form of a specific proper name is
capitalized.
the Capitol building in Washington, D.C.
the District (District of Columbia)
143
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3. The plural form of a common noun that is part of a proper name is capitalized.
Lakes Superior and Huron
Presidents Clinton and Carter
Mexican and Canadian Governments
Pennsylvania and Constitution Avenues
4. A common noun that is used to denote time or sequence (date, number, letter, etc.)
does not form a proper name and is not capitalized. The only exception to this rule is
the designation of EPA regions.
spring 1983 war of the Roses
phase 10 table 16
section 9 Region 2
5. The following terms are lowercased, even with a name or number.
aqueduct irrigation project shipway
breakwater jetty slip .
buoy levee spillway
chute lock turnpike
dike pier watershed
dock reclamation project weir
drydock ship canal wharf
C. When to Capitalize "the"
The word "the" is capitalized when used as part of an official name or title.
The National Mall The World Bank
The Hague The United Nations
As a common practice, "the" is not capitalized when part of a newspaper, periodical,
vessel, airship, train, firm name, etc.
the Washington Post the Times
the Spirit of St. Louis the Battleship New Jersey
D. Names of Organized Bodies
1. The full names of existing or proposed organized bodies (or their shortened names)
are capitalized.
The Congress Department of Agriculture
Environmental Protection Agency Treasury of the United States
United Nations Georgetown University School of Law
2. In instances where a common noun is used to indicate or substitute for a proper name,
the common noun is not capitalized.
the agency the consulate
144
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the sub-treasury the armed services
the naval shipyard the bank
the club a school of law
3. Names of members or followers of organized bodies are capitalized to set them apart
from merely descriptive forms of the same word in a sentence.
a Representative a Girl Scout
a Democrat a Republican
a Mason an Elk
4. The official designations of countries and their administrative divisions are
capitalized only if used in proper names.
the Federal Government United States
New York State Northwest Territories
Province of Ontario the American Samoa
Designations such as commonwealth, confederation, federal, government, nation,
powers, republic, etc. are capitalized only if used in a proper name:
General Usage: a commonwealth government
Proper Name: the Commonwealth of Virginia
General Usage: European governments
Proper Name: Italian Government, French Government
General Usage: a nation
Proper Name: Cherokee Nation
E. Local, Regional, and Geographic Names
A term used to describe a specific region, locality, or geographic feature is a proper name
and should be capitalized. Coined terms (Deep South, Far East) are also capitalized.
the North Atlantic States Eastern United States
the West the Midwest
Middle East the Continental Divide
the Equator the North Pole
* directional terms (north, south, east, west) are merely descriptive and should not be
capitalized
north south east west
northern southern eastern western
east coast western Ohio northern Iowa eastern seaboard
F. Calendar Divisions
The names of months are capitalized.
January February March April
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The names of seasons are not capitalized.
spring summer autumn winter
G. Historic Events
The names of holidays, religious feast days and historic events are capitalized.
Battle of Gettysburg Ramadan Veterans Day
World War II Fourth of July Diwali
Passover Easter All Saints Day
H. Scientific Names
The name of a phylum, class, order, family, or genus is capitalized. The name of a
species is not capitalized even though it is derived from a proper name.
Porcupine Caribou:
Chordate (phylum)
Mammal (class)
Artopdactyla (order)
Cervidae (family)
Rangifer (genus)
tarandus (species)
1. In soil science, soil classifications are capitalized.
Brown Dark Brown Bog
2. Capitalize the name of celestial bodies (including planets) that are proper names.
Sun Earth Mars Pluto
Jupiter Venus Mercury Moon (relating to Earth)
* do not capitalize celestial bodies that are common nouns
the moons of Jupiter the stars
I. Named Events
Historical or political events that have been given proper names are capitalized.
Great Depression Holocaust Prohibition
War on Poverty Third World New Deal
J. Personal Titles
Civil, professional, military, nobility and religious titles preceding an individual's name
are capitalized.
President Roosevelt Queen Elizabeth Professor Smith
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Dr. Jones Lieutenant Doe Ambassador Jane
K. Publications and Acts
The titles of publications, periodicals, annual reports, historical documents, acts, and
works of art are capitalized, as is any important immediate word relating to such
publication(s).
Reader's Digest New York Times Magazine
Declaration of Independence the Treaty of Versailles
Whistler's Mother Marbury v. Madison
Freedom of Information Act Alien and Sedition Acts
L. Books, Movies, Music, Television
All principal words are capitalized in names of articles, books, captions, chapter
headings, essays, editorials, motion pictures, plays, television/radio programs, poems,
songs, and reports.
Citizen Kane Things Fall Apart
To Kill a Mockingbird A Raisin in the Sun
Law and Order The Love Song of J. Alfred Prufrock
* When using foreign titles, follow the prescribed practice of capitalization in that
language.
M. First Words
The first word of a sentence, independent clause or phrase, direct quotation must be
capitalized.
Today is the last day of class.
It is going to rain tomorrow.
She asked, "And where are you going?"
He said "I refuse."
1. The first word of a fragmentary quotation (the quotation is not a complete idea) is not
capitalized.
He denied "having missed the decoy."
She said "to get going."
2. The first word following a colon, semicolon, exclamation point, or question mark is
not capitalized if the material is a supplementary remark that merely makes the meaning
clearer.
The time has come: a new era has begun.
Who has come? What do they want?
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3. The first word following "Whereas" in resolutions, contracts, etc. is not capitalized.
Whereas the Constitution provides that...
Whereas the House of Representatives allows...
Whereas we have decided...
4. The first word following an enacting or resolving clause is capitalized.
Provided, That
and provided further, That
Resolved by the Senate, That
Be it enacted, That
N. General
In headings and titles, capitalize principal words.
The articles: a, an, and the, are not capitalized (unless part of a proper name).
The prepositions: at, by, for, in, of, on, to, up are not capitalized (unless part of a proper
name).
The conjunctions: and, as, but, if, or, nor are not capitalized (unless part of a proper
name).
Woman Fired for Destroying Records
Ex-Representative to be Honored
Notice of Updated Records Schedule
Administrator Flies to South for Conference
1. If a heading includes both capitalized and lowercase words, with the last word being
the only word in lowercase, capitalize it for uniformity.
Incorrect: All Deliveries Sent out
Correct: All Deliveries Sent Out
2. In matter set all in caps, abbreviations such as etc., et al, and p.m./a.m. are also
capitalized for uniformity.
PLANES, TRAINS, AUTOMOBILES, ETC.
RE: THE 5 P.M. MEETING
JOHNSON BROS. ET AL.
In matter set in caps and lowercase, abbreviations are set in lowercase.
Planes, Trains, Automobiles, etc.
Re: The 5 p.m. Meeting
Johnson Brothers, et al.
3. Punctuation
Punctuation is used to clarify the meaning of writing. All correspondence, whether letter,
memo, or e-mail, contains some form of punctuation (commas, periods, colons, apostrophes,
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hyphens...). This section prescribes basic rules of punctuation usage to aid writing and
reading and to prevent misreading. If punctuation does not clarify the text or bring out more
clearly the writer's thoughts, it should be omitted.
A. Apostrophes and Possessives
All singular nouns form their possessive case by the addition of an apostrophe and the
letter "s."
child's children's data's people's
Plural nouns ending with an "s" form their plurals by adding only an apostrophe.
bosses' princes' citizens' ladies'
1. In compound nouns, the 's is added to the word nearest to the object possessed.
John Doe's accordion May Smith's cake
general's appointments runner's sneakers
arm's length attorney's fee
2. Indicate joint possession by placing an apostrophe on the last element (or name) of a
series.
Smith and Brown's store Doe and Jack's Restaurant
John and Jane's car Julie and Joe's apartment
3. Placing an 's on the end of each element of a series notes individual or alternative
possession.
men's, women's, and children's surveys editor's or proofreader's opinion
4. The use of an apostrophe in firm, organization, institution, geographic and book
names should follow the rules above.
If possession is attributed to one individual, place an 's after his or her name.
John Henry's Union
Romina Doe's Canyon
If possession is attributed to more than one individual, place the 's at the last element
of the series.
Dentists' Supply Company of Maryland
International Workers' Brotherhood
5. Apostrophes are not generally used after the names of countries or organized bodies
already ending with an "s."
United States ownership
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United Nations proclamation
House of Representatives session
Northern States industries
6. For words that are more descriptive than possessive, do not use an apostrophe.
cheese producers handbook teachers college
merchants exchange editors manual
7. Do not use apostrophes with possessive pronouns.
its ours yours hers theirs whose
8. Impersonal or indefinite possessive pronouns (no specific individual) require an
apostrophe.
each other's plans one's idea is important
another's errors someone's estimate
9. Apostrophes are not generally used to indicate the plural form of most acronyms or
abbreviations except in instances where clarity and sense demand them.
ABCs 49ers OKs
1920s IQs lOUs
but
class of 92 cross your t's dot your i's
spirit of '76 watch your p's
10. Apostrophes are omitted in abbreviations and shortened forms of words.
phone, not 'phone possum, not 'possum
11. The plural forms of spelled-out numbers do not include apostrophes.
twos threes fours fives
12. The plural forms of words that are referred to in plural form do not include
apostrophes.
ifs and buts ins and outs ups and downs
haves and have nots yeas and nays
but
do's and don'ts which's and that's
13. Nouns already ending in s or ce followed by words beginning with s should be given
an apostrophe only.
for old times' sake for conscience' sake
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Mrs. Hughes' service
B. Brackets
Brackets are used primarily in transcripts, Congressional hearings, the Congressional
Record, court testimony, etc., to identify information that is addition or not specifically
part of an original quotation, correction, explanation, omission, or editorial comment.
[Mr. Smith nods]
Mr. KELLY [to the chairman]. From 18 to 25 individuals.
Q. Do you know these figures? [handing witness a list]
A. Yes. [reading] I know these figures.
C. Colons
A colon may be used in a variety of ways - to emphasize or introduce important
information, after a salutation, in expressing clock time, after introductory lines in lists,
citations, bibliographic references, proportions, ratios, and to separate book titles and
subtitles.
1. A colon is used before a final clause that continues or emphasizes preceding
information.
There is no need to argue: the issue has been settled: bolh sides agree.
Golf is not a way of life: il is an outdoor sport.
2. A colon is used to introduce an idea, quotation, or any other information that forms a
complete question, quotation, or sentence.
The following question was raised at the meeting: What should be improved?
He said: "Forget about the past. We are living in the present."
There are two major factors involved: first, monetary resources, and second, available workforce.
3. A colon is used after a salutation.
Dear Dr. Smith:
Dear Mrs. Jones:
Dear Mr. Doe:
4. A colon is used when expressing clock time.
3:45 p.m. 2:15 a.m. 12:00p.m.
5. Use a colon in introductory lines in lists and tables if additional headings follow.
Works Progress Administration:
Tennessee Valley Authority:
Camp David
The Golden Gate Bridge
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6. A colon is used in citations.
Journal of Medicine 4:14-16
Grey's Anatomy 5:98-109
7. In bibliographic reference, use a colon between the place of publication and the name
of the publisher.
Congressional Phone Book. Washington: U.S. Government Printing Office
Poor Richard's Almanac. Philadelphia: Peter Pauper Press
8. Use a colon to separate book titles and subtitles.
Understanding Financial Aid: Graduate Students
The Scrabble Dictionary: Winning Words
9. Use a colon in proportions.
a 3:1 chance
mixture of 5:2:1
D. Commas
A comma is used for a variety of purposes. Follow the rules below to determine the
appropriate use of a comma.
1. A comma is used to separate two or more words or figures that might otherwise be
misunderstood.
Instead of coming tonight, come tomorrow.
In 2006, 300 new employees were hired.
To Amy, Maria was a great help.
2. Use a comma before a direct quotation of only a few words following an introductory
phrase.
She said, "Come now or never."
They said, "The invitation is in the mail."
3. Place a comma between an introductory modifying phrase and its modified subject.
Beset by the weather, they retreated.
Unknown to the parents, the child had won.
4. Use a comma to discriminate between words, phrases, and clauses.
Mrs. Doe, who was the former Administrator, chose the new location.
It must be noted, however, that there is more than one option.
The rule is discussed in title V, chapter 7, section 9 of the law.
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5. Use a comma to set off words or phrases that reflect a relationship or a contrast.
Mr. Green, the doctor, will arrive late.
Mr. Smith, not Mr. Doe, will preside over the meeting.
Jason's mother, Mrs. Black, is working.
6. Use a comma after each word part in a series of three or more words, phrases, letter,
or figures used with and, or, or nor.
blue, white, and gray
sheep, goats, and pigs
by the inch, by the foot, or by the yard
whether snow, rain, or heat
neither cheese, milk, nor cream
7. A comma is used before the conjunction (and, or, but, etc.) in a sentence if the
sentence contains two or more independent clauses that could be written as two
separate sentences.
The plane was delayed for takeoff, and the pilot became ill.
The father dropped his son off at school, but the mother was still late for work.
8. Use a comma after a noun or phrase in direct address.
Mr. President, what is your goal?
Senator, how will you respond?
Representative Doe, 1 will take your advice to heart.
9. Use a comma after an interrogative clause that is followed by question.
You've decided, haven't you?
You will agree, won't you?
10. Use a comma to separate an individual's title from the name of an organization, etc.
Chief, Division of Taxation
President, University of Pittsburg
11. A comma is placed inside a closing quotation mark
They said "two," not "three."
"I agree to appear," she said.
12. To separate thousands, millions, etc., in numbers that contain four or more numerals,
use a comma.
2,015 3,543,236 100,780
13. Use a comma after the year in a complete date (month-day-year) within a sentence.
On September 3, 2005, we met to discuss the proposal.
This measure passed following a March 4, 1943, deadline.
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E. Exclamation Point
An exclamation point is used to indicate surprise, admiration, appeal, incredulity or other
strong emotion in a declarative or interrogative sentence.
I cannot believe what you did!
Timber!
Do not go in there!
Who shouted, "Get on the bus!"?
F. Hyphen
A hyphen is used to connect certain elements of compound words, to indicate
continuation of a word divided at the end of a line, and between letters of a spelled word.
1. Use a hyphen to separate elements of a compound word.
bug-eyed a-bomb air-cooled
ail-American closed-circuit close-knit
free-for-all pearl-studded to-and-fro
2. A hyphen is used to indicate continuation of a word divided at the end of a line.
There are many responsibilities inherent in a position like this. For instance, we recom-
mend that you work on your typing skills before beginning.
3. Hyphens may be used to separate the elements of a word.
The Style Board changed New Jerseyile lo New J-e-r-s-e-y-a-n.
The correct spelling is Lake S-u-p-e-r-i-o-r.
G. Parentheses
Parentheses are used to set off information not intended to be part of the main statement
or not a grammatical part of the main statement, but important enough to be included.
The current records schedule (written in 1998) is outdated.
The result (see table 4) was unexpected.
The United States is the primary producer (by quantity) of cheddar cheese.
1. Parentheses are used to enclose an explanatory word or element not part of a written
or printed statement.
The High Point (NC) Gazette first reported the news.
She (Amy) was the last person to reach the summit.
2. Use parentheses to enclose letters or numbers designating items in a series.
The order will be: (a) water, (b) food, (c) shelter, and (d) clothing.
You might notice that the car is (1) imported and (2) expensive.
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3. Parentheses are used to enclose a figure inserted to confirm a written or printed
statement given in words.
, The deadline is sixty (60) days from today.
4. A reference placed in parentheses at the end of a sentence is placed before the period
unless the reference is a complete sentence itself.
The trial phase had definite outcomes (page 18).
The specimens showed different reactions. (See Table 5).
5. Regardless of whether a figure is followed by a letter enclosed in parentheses, or not
enclosed in parentheses, do not place a space between the figure and the following
letter.
15(a). Soil, Water, and Pesticides
15a. Soil, Water, and Pesticides
H. Periods
The period may be used in a variety of ways within a sentence. A period is used:
1. at the end of a declarative or imperative sentence.
1 need my sunglasses.
Please do not be late.
You must make reparations.
2. at the end of an indirect question or a question intended as a suggestion that does not
require an answer.
Tell me how he did it.
May we ask for your agreement.
3. in place of a closing parenthesis after a number or letter series.
a. Bread 1. Chapter 2
b. Milk 2. Chapter3
c. Sugar 3. Chapter 4
4. to separate integers from decimals in a single mathematical expression.
12.78 $4.86
.02 meter 1.25 miles
5. after abbreviations unless otherwise specified.
fig. rev.
R.R. Ph.D.
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I. Question Marks
A question mark is used to indicate a question, whether direct or indirect. A question
mark is the last element of a sentence unless it follows a quote, and is enclosed in
quotation marks.
What happened?
Is there a problem with the letterhead?
Who asked, "Where?"
More than one question mark may be included in a sentence that contains more than one
question.
Can you do it? can he? can anyone?
J. Quotation Marks
1. Use quotation marks to enclose a direct quotation.
She said, "1 must leave early."
He said, "forget about it."
2. For a quote that references another quote use opening and closing apostrophes within
quotation marks.
He said, "John said, 'No.' "
She said, "Maria laughed and said 'Why not.' "
* note the space between the closing apostrophe and quotation marks
3. Use quotation marks to enclose any matter following terms like entitled, the word, the
term, marked, designated, classified, named, endorsed, cited as, referred to as, or
signed.
The council passed the resolution entitled "School Voucher Program."
After the word "lost," insert a period.
What does the term "flesh it out" mean?
The column "In Response" was well written.
Quotation marks are not used to enclose expressions that include the terms known as,
called and so-called.
4. Enclose titles of all of the following in quotation mark.
addresses - The "Gettysburg Address" is one of the most famous speeches in U.S. history.
articles — The article on "Future Uranium Enrichment" was fascinating.
awards - Congratulations on your "Father of the Year" award.
books - My favorite book will always be "Things Fall Apart."
captions - The information is listen under the caption "Into the Woods."
editorials - Brian's "Campaign 2008" editorial is being published.
essays - "Partial Truths" by James Clifford
headings - "United States to Appoint Ambassador to Iraq"
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subheadings - "New Ambassador Looks Forward to Term"
headlines - "Titanic Reported to Have Struck Iceberg"
hearings - "The Senate Confirmation Hearing"
motion pictures and plays - "The Grapes of Wrath" , "A Raisin in the Sun"
television and radio programs - "Meet the Press" , "The Shadow"
operas - "Carmen"
papers - A paper on "Current Democracies" was presented.
short poems - "Jabberwocky"
reports - The report "Fire Safety in Apartment Complexes" ....
songs - We all know "The Star Spangled Banner."
studies - The study "Sand Dune Retention Method" may be useful.
subjects - The subject of the meeting is "Responsibilities in the Workplace."
themes - The theme of the class is "Meeting New People."
K. Semicolons
A semicolon is used to separate clauses containing commas.
Yes, sir; he was late today.
No, sir; I am not sure.
Pens, pencils, and erasers are common desk accessories that are often used in writing;
pencil sharpeners and print cartridges are also helpful in the writing process.
1. A semicolon is used to separate elements that are closely related in meaning and do
not need to be broken into separate sentences.
It is true in Pennsylvania; it is true in Ohio.
War is negative; peace, positive.
2. A semicolon is also used to set off explanatory abbreviations (i.e., ex., e.g., etc.) or
words that summarize or explain preceding information.
There were three corporations involved; namely, Smith, Amoco, and Jones.
The company is concerned with recyclable products; i.e. paper, plastic, and glass.
4. Spelling
Always proofread your work to avoid spelling mistakes. As seen in Chapter 2, it is easy to
overlook commonly confused words; one incorrect letter can change the entire meaning of a
sentence or paragraph.
1. When a noun is hyphenated with an adverb or preposition, the noun takes the plural form.
goings-on comings-in hangers-on
listeners-in passers-by swearers-in
2. When neither word in the pair is a noun, the last word takes on the plural form.,
come-ons run-ins tie-ins
higher-ups go-betweens
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3. For plurals of compound terms, the most significant word takes the plural form.
ambassadors at large chiefs of staff
attorneys at law mothers-in-law
notaries public grants-in-aid
4. There are exceptions to the preceding rule - some examples include:
assistant attorneys assistant directors
trade unions deputy sheriffs
deputy judges brigadier generals
5. Endings "cede. " "ceed, " and "sede "
Only one word ends in "sede " (supersede)
Three words end in "ceed" (exceed, succeed, proceed)
All other words of this class end in "cede " (precede, secede, etc...)
6. A or An?
The indefinite article "a" is generally used before a consonant.
a banana a bicycle
a mirror a planet
The indefinite article "an" is generally used before a vowel.
an historic affair an onion
an orange an octave
Of course, there are exceptions to these rules. Here are two examples:
a union an honor
7, When a group of initials begins with a, e, f, h, i, 1, m, n, o, r, s, or x, (which each have a
vowel sound when spoken aloud) use the indefinite article "an."
an FCC ruling an AOL report
an NIH proposal an SEC investigation
8. When a group of initials begins with b, c, d, g, j, k, p, q, t, u, v, w, y, or z, (which each
have a consonant sound when spoken aloud) use the indefinite article "a."
a CIA report a DIA investigation
a KOA campground a VFA meeting
9. Use of "a" or "an" in front of a numerical expression is determined by the consonant or
vowel sound of the beginning syllable.
an 11-year-old a five-year-old
an eight person boat a 12-figure number
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10. Observe the following:
African-American
- Alaska Native (Aleuts, Eskimos, Indians of Alaska)
Amerindian
Native American (American Indian)
Puerto Rican
Part-Hawaiian (legal status)
Part-Japanese, (non-legal status), etc.
11. Native American Words
Words, including tribal and other proper names of Indian, Aleut, Hawaiian, and other
groups, are to be followed literally as to spelling and the use of spaces, hyphens, etc.
5. Italics
Italics are sometimes used to differentiate or to give greater prominence to specific words,
phrases, etc. However, excessive amounts of italics are distracting and defeat the usage
purpose. Never type entire documents in italics.
A. Names of Aircraft, Vessels, and Spacecraft
The names of aircraft, vessels, and spacecraft are italicized unless otherwise indicated.
SS America NS (nuclear ship) Savannah
U SS Nautilus Apollo 13
USS Wisconsin
B. Names of Legal Cases
The names of legal cases are italicized, except for the "v." When requested, the name of
such cases may be set in roman type with an italic "v."
Brown v. Board of Education Smith v. Brown
John Doe \. Richard Roe
Brown v. Board of Education Smith v. Brown
John Doe v. Richard Roe
C. Scientific Names
The scientific names of genera, subgenera, species, and subspecies (varieties) are
italicized, but are set in roman type in italic matter. The names of groups higher in rank
than general (phylum, class, order, family, etc.) are printed in roman type.
Tsuga Canadensis the family Nessiteras rhombopteryx
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D. Words and Letters
The words Resolved, Resolved further, Provided, Provided, however, Provided further,
And provided further, and ordered, in bills, acts, resolutions, and formal contracts and
agreements are italicized; also the words To be continued, Continued on p. ,
Continued from p. , and See and see also (in indexes and tables of contents only).
Resolved, That....
Resolved by the Senate of the United States of America, That...
Continued from ....
See...
see also...
1. Letters used as symbols are italicized. Chemical symbols and certain other
standardized symbols are set in roman type.
wth degree x dollars
2. Letters (a), (&), etc., and a, b, c, etc., used to indicate sections or paragraphs are
italicized except in laws and other legal documents.
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