256-02 - Printed Letterheads, Envelopes, Post Cards, and Mailing Labels

United States Department of Agriculture
Research, Education, and Economics

ARS * CSREES * ERS * NASS
Policies and Procedures

*Title:*	Printed Letterheads, Envelopes, Post Cards, and Mailing Labels

*Number:*	256.2

*Date:*	1/11/94

*Originating Office:*	Information Systems & Technology Division, Information Resources Management & Training Branch

*This Replaces:*	256.2 Dated 9/11/81

*Distribution:*	Headquarters, Areas, and Locations

This DIRECTIVE states policy and procedure for the design, printing, and procurement of letterheads, envelopes, post cards, and mailing labels used by ARS personnel.

Table of Contents

1. ABBREVIATIONS
2. FORM
3. AUTHORITY
4. POLICY
5 RESPONSIBILITIES
The Area PMO's
Headquarters Staffs
6. PROCEDURE
7. SPECIFICATIONS
Exhibit 1
EXHIBIT 2

1. ABBREVIATIONS

GPO - Government Printing Office
PMO - Property Management Office

2. FORM

AD-700, Procurement Request

3. AUTHORITY

DR 1420-1

4. POLICY

It is ARS policy:

To keep the number and variety of printed letterheads, envelopes, post cards, and mailing labels to a minimum.
That an individual's name or title will not be printed on official ARS stationery or specially designed reference slips.
That the terms "FROM THE DESK OF" - "FROM THE OFFICE OF", followed by the title of an official will not appear on any official stationery used in ARS.
Letterhead should not include telephone numbers and/or facsimile numbers because these numbers frequently change and then the letterhead is obsolete.

5 RESPONSIBILITIES

The Area PMO's will:

Review and approve requests for new printed letterheads, envelopes, and post cards.
Maintain current samples of approved letterheads, envelopes, and post cards.

Headquarters Staffs will:

Obtain approval for new letterhead from the Design Division, Office of Public Affairs.

6. PROCEDURE

Requester

Contacts the Area PMO for approval of letterhead, envelopes, and post cards. Prepares request.
Headquarters' staffs obtain administrative printing service from Office of Public Affairs, USDA.

Area PMO

Returns the approved request to the requester.

Requester

Forwards the request to the GPO.

7. SPECIFICATIONS

Standard specifications for letterhead are white bond with 25% rag content and 20 pound weight. For further specifications of other printing products, contact the servicing GPO.

The Design Division, Office of Public Affairs approves all new letterhead designs and specifications.

JANE L. GILES
Deputy Administrator
Administrative Management

Exhibits
1 Sample Letterheads
2 Envelopes, Post Cards, Mailing Labels (Return Addresses)

Exhibit 1

wpe00142.gif (9154 bytes)

EXHIBIT 2

ENVELOPES, POST CARDS, MAILING LABELS
(Return Addresses)

_______________________________________________________________

United States Department of Agriculture
Agricultural Research Service
Beltsville, Maryland 20705

OFFICIAL BUSINESS

__________________________________________________________

United States Department of Agriculture
Agricultural Research Service
6303 Ivy Lane
Greenbelt, Maryland 20770-1433

OFFICIAL BUSINESS