United States Department of Agriculture
Research, Education, and Economics
ARS * CSREES * ERS * NASS
Manual
| Title: | ARS Correspondence Manual |
| Number: | M261.2 |
| Date: | 2/8/91 |
| Originating Office: | General Services Division Information Systems Staff |
| This Replaces: | Manual 261.2, 6/2/80 (Except Chapter 4) |
| Distribution: | Headquarters, Areas, and Locations (Provide copies to all employees who type correspondence) |
| The ARS Correspondence Manual provides detailed instructions for preparing correspondence in ARS. It sets standards of format, appearance, and style. |
Chapter 3
Chapter 4
Chapter 5
Chapter 6 & 7
Chapter 8 thru 10
For policy and responsibilities for the ARS Correspondence Management Program, see
DIRECTIVE 261.2.
ARS-CMU - ARS Correspondence Management Unit
ARS-LS - ARS Legislative Staff
ARS-OA - ARS Office of the Administrator
BPMS - Budget and Program Management Staff,
ARS
EC&R - Executive Correspondence and
Records Unit, Office of Operations
GSA - General Services Administration
OSEC - Office of the Secretary
S&E - Science and Education
Changes in the MANUAL focus on creating, preparing, transmitting, and storing
correspondence in an electronic environment. Specific changes are as follows:
1. Chapter 1, Informal Letters and Communications, and Chapter
2, Formal Letters, is reorganized to reflect correspondence preparation in an automated
environment.
2. Chapter 3, Controlled Correspondence, is organized into six
sections. Sections 2 and 3 address how to prepare correspondence for signature by an Under
or Assistant Secretary, the Secretary of Agriculture, and the Agency Administrator.
Sections 4 through 6 address Congressional correspondence, legislative reports, and White
House correspondence.
3. Chapter 4, Foreign Correspondence, has not been rewritten.
Continue to follow the instructions contained in the previous edition of the
correspondence manual dated October 1981.
4. Chapter 5, Envelopes and Mailing, is updated to reflect the
use of metered mail in ARS.
5. Chapter 6, Electronic Communications, covers records and
information management requirements and contains a brief explanation of different types of
electronically generated communications.
6. Chapter 7, Models of Address; Chapter 8, Capitalization,
Spelling, and Compound Words; Chapter 9, Punctuation; and Chapter 10, Abbreviations,
Numerals, and Word Division, contain updated information regarding these subjects.
T. J. CLARK
Deputy Administrator
Administrative Management
Exhibit
1 ARS Correspondence Manual
The informal letter will be used for most day-to-day communications in the transaction of business within USDA. The informal letter may also be used when responding to informal communications from other Federal agencies.
Figures 1-1 and 1-2 of this Chapter show the basic informal letter format. The circled numbers on the figures correspond to the paragraph in which that part of the letter is discussed. The figures are annotated with spacing requirements and line length restrictions.
EXCEPTIONS:
Do not use the informal format when preparing letters addressed to (a) the
President, Vice President, members of the White House staff, Members of Congress, Justices
of the Supreme Court, heads of departments and agencies outside USDA, State Governors,
mayors, and foreign government officials, or (b) an ARS employee stating congratulations,
condolences, or disciplinary action. For these letters, use the formal format, Chapter 2.
2. CREATING
ELECTRONIC DOCUMENTS
a. Naming Documents. When creating documents, typists and authors are faced with the challenge of naming documents so that they can be easily retrieved. There are numerous methods for naming documents. Offices should decide on a method that allows for easy retrieval by all employees.
b. Document Summary Screens. Typists and authors should
routinely fill in document summary screens with the name of the author, addressee, and
operator; key words; and comments, usually the subject line. This will aid in document
retrieval since these screens can be printed out (to screen or paper) or can be searched
using key words. Also, the screen can be printed out and used in place of the dictator's
legend for correspondence signed within ARS (see paragraph 20c).
3. LINE
LENGTH
When using word processing software, format lines should be approximately 80 spaces (12
spaces per inch). The length of each line should not exceed 6 1/2 inches. This allows for
a 1-inch margin on the left and right hand sides.
4. MARGINS
a. One-Page Memo. Align the left margin with the first
letter of the Department identification block of the letterhead. Make the right margin
1-inch wide (about 12 typing spaces).
b. Two or More Pages.
(1) First Page. Follow
instructions for the one-page memo outlined in a above. Leave a bottom margin of 1 inch
(about six typing lines).
(2) Second and Succeeding Pages.
Make the left and right margins the same as page one. Make the top margin 1 inch (begin
typing on the sixth line). Leave a bottom margin of at least 1 inch.
5. DATE
The date should be placed two lines below the last line of the letterhead flush with the
left margin. Type the name of the month in full and the day and year in numerals. If a
date stamp is used, the month may be abbreviated. Do not use endings such as
"st" and "th" with the numbers for the day. Military style is not
acceptable.
a. If the memo will be signed the day it is prepared, type the date in the document.
b. If the memo will be signed in another office or may not be
signed the day it is prepared, omit the date. Leave enough room for dating the memo
after it is signed. The office in which the memo is signed or dispatched will type or
stamp the date on the original and all copies.
6. SENDER'S
REFERENCE (Optional)
a. Use sender's reference when its use expedites correspondence
flow. The sender's reference can be the Agency file code (see the ARS Files Management
Guidebook for Agency accepted filing codes) or case, project, contract, etc., numbers or
acronyms.
Type the caption "IN REPLY REFER TO:" in all caps two lines below the date line, flush with the left margin. Indent two spaces and begin typing the reference. Examples:
IN REPLY
REFER TO: REC 2
-or-
IN REPLY
REFER TO: RMIS
-or-
IN REPLY
REFER TO: Case No. 20-437-9-XXX
b. When Agency-client relations can be served by providing a telephone
number, fax number, electronic mailbox name, etc., it should be mentioned in the body
of the memo. See paragraph 14g of this chapter.
7. FOR
OFFICIAL USE ONLY
Material other than Defense Security information or records that are not for immediate
public use shall be marked FOR OFFICIAL USE ONLY at both the top and bottom of each
page. Further instructions are contained in DIRECTIVE 253.2, For Official Use Only.
a. One-Page Memo. Type the top caption two lines below the date or sender's reference symbol (if used) flush with the left margin in all caps and underscored. If special postal service instructions are also used, type as follows:
FOR OFFICIAL USE ONLY--SPECIAL DELIVERY
Type the bottom caption two lines below the last line. If the caption falls above
the middle of the page, place it below the middle of the page, flush with the left margin.
b. Second and Succeeding Pages of Memos. Type the top
caption eight lines from the top of the page (two lines below the addressee's name),
flush with the left margin. Type the bottom caption two lines below the last line
of each page. If the caption falls above the middle of the page, place it below the middle
of the page flush with the left margin.
8. SPECIAL
MAILING OR SENDING INSTRUCTIONS (Optional)
Put instructions for special mailing (such as SPECIAL DELIVERY, CERTIFIED, or REGISTERED)
or sending (FAX, OVERNIGHT DELIVERY, etc.) on the face of the memo. Type or stamp these
instructions two lines below the date line or sender's reference if used), starting flush
with the left margin. When more than one instruction is used, type them continuously on
the line, separating them with an em dash (two hyphens, no spaces).
Examples:
CERTIFIED--RETURN RECEIPT (Chapter 5,
Envelopes and Mailing, describes types of special mailing services.)
FAXED (telephone number)
9. "SUBJECT:"
LINE
The subject line of a memo is a brief statement, usually not more than 10 words, of what
the memo is about. Type the caption "SUBJECT:" in all caps three lines below the
date line, sender's reference, special mailing instructions, or FOR OFFICIAL USE ONLY
markings (if used), flush with the left margin. Indent two spaces and begin typing the
subject. If the date (or other notations) is omitted, the caption "SUBJECT:"
should appear five lines below the last line of the letterhead.
Limit the length of each line to approximately 5 inches, excluding the "SUBJECT" caption. If more than one line is needed, type the remainder of the subject beneath the first line in block style as shown in the example below. Capitalize the first letter of each word except articles, prepositions, and conjunctions. Example:
SUBJECT: Designation of Members
of the Information Resources Management (IRM) Review Board
a. When writing back to the same office or person on the same
subject, the sender's reference or date of the incoming letter may be typed after the
subject in parentheses. Examples:
SUBJECT: XYZ Corporation (P.0.
20-437-9-XXX)
-or-
SUBJECT: Disposition of Records (Your
Letter, 9-11-90)
b. If a second memo is written to the same person on the same
subject before receiving a reply, the date of the first memo may be included after the
subject in parentheses. Example:
SUBJECT: Disposition of Records (Our
Letter, 9-15-90)
10. "TO:"
LINE
The caption "TO:" is typed in all caps two lines below the last line of the
"SUBJECT:" line. Indent five spaces from the left margin and begin typing the
caption "TO:" on the sixth space. Indent two spaces after the colon and begin
typing the address. Type the remainder of the address beneath the first line of the
address in block style with no terminal punctuation. No line should be longer than 5
inches. When runover lines are required, indent two spaces as shown in the example. Limit
the address to five lines.
When memos are addressed to other ARS offices, use standard office abbreviations. On memos sent to other Government agencies, include the addressee's office symbol, when known.
a. Complete Mailing Address. When a complete mailing address is required, the order of the address should be as follows:
(1) The top line should contain the
addressee's name.
(2) The next two lines contain the
addressee's title and organization (if applicable).
(3) The next to last line should contain
the street address, P.O. box or rural route number (followed by the apartment, suite,
office or multi-dwelling number, if applicable).
(4) The last line must contain the city,
state, and ZIP code. Type the State and territorial names in full. Use two-letter State
and territorial abbreviations only on the envelope (see Chapter 10, Abbreviations,
Numerals, and Word Division, for a listing of these abbreviations). Examples:
SUBJECT:
-- TO: John C. Doe, Administrative
Officer
Western
Human Nutrition
Research Center,
PWA
P.O. Box 29997
Presidio of San Francisco,
California 94129
-or-
SUBJECT:
-- TO: Director, Administrative
Services Division (BRAR)
Federal Service Agency
Cleveland, Ohio 12365
b. Addressee Serviced by Messenger or Pouch Mail. If a memo
is addressed to an individual or office serviced by messenger or pouch mail, an address
sufficient to transmit it is all that is required. Example:
-- TO: John C. Doe, Administrative
Officer
Western Human Nutrition
Research Center, PWA
c. Multiple-Address Method. When the same memo is going to
several addressees within USDA, the multiple-address method may be used. Prepare a
letterhead copy for each addressee. The memo will be acted upon by each addressee, as if
it were individually addressed. Examples:
-- TO: P. Myer, Deputy Director,
Administrative Management
M. C. Jones, Deputy Director, Program
Management
Use a checkmark to the right of the addressee's name or highlighter to identify individual
copies.
-- TO: Area Administrative Officers
When this technique is used, write the office abbreviation of each addressee in the
upper right corner of each respective copy.
Example:
MWA
-- TO: P. Myer, DD,
AM M. C. Jones, DD, PM
J. Smith, AO,
NPA Paul Jacobs, AO, MSA
This technique can be used when there are multiple addressees and the addressee names and
office identifications can fit two or three across the page.
Use a checkmark to the right of the addressee's name or highlighter to identify individual copies.
-- TO: See Attached List
This technique is used when there are numerous addressees (usually 10 or more lines needed
for the "TO:" block). Prepare a separate sheet showing the date,
"SUBJECT:," "TO:," and "FROM:" lines. The "TO:"
block shows the multiple addressees. Attach a copy of this sheet to all "TO:"
and "cc:" addressee copies, and all file copies. Use a checkmark to the right of
the addressee's name or highlighter to identify individual copies.
c. Identical Memos. If the same memo is written to
two or more persons outside of USDA, prepare an original letterhead for each
recipient, but prepare only one set of file copies. On the file copies type
"Identical Memo to:" two lines below the dictator's legend, flush with the left
margin. On the next line begin the list of names and addresses of the recipients. This
list can also be prepared on a separate sheet and attached to the file copies. When this
method is used, include an identifier such as the subject line on this sheet.
11. ATTENTION
LINE
Avoid using the attention line by using as specific an address as possible. If an
attention line is used, type the caption "ATTN:" followed by the name of the
person whose attention is being requested on the next line directly below the first line
of the address. Example:
TO: Director, Records Disposition
Division (NCD)
ATTN:
Mary Fields
National
Archives and Records Service, GSA
Washington,
D.C. 20408
12. "THROUGH:"
LINE
A "THROUGH" line may be necessary if an official other than a clearance official
needs to review and concur with the memo before it is received by the addressee.
Type the caption "THROUGH:" in all caps two lines below the last line of the "TO:" addressee, flush with the left margin. Indent two spaces and begin typing the names, titles, and offices of the addressees through which the memo is to be routed in the reverse order of the routing (see example below). Prepare a letterhead copy of the memo for each "THROUGH:" addressee.
SUBJECT:
TO:
THROUGH: W. W. Writer, Deputy Director,
AM
A. A. Addressee, Chief, GSD
E. E. Editor, Chief, FMD
The memo would be routed through (1) E. E. Editor, to (2) A. A. Addressee, to (3) W. W.
Writer and then sent to the "TO:" addressee.
a. The originating office will forward the following
package to the last "THROUGH:" addressee:
(1) Original + enclosures + envelope
(2) "cc:" copies + enclosures
(if applicable) + envelopes
(3) Official file copy + enclosures +
incoming + envelope
(4) "THROUGH:" copies + enclosures (if applicable) + envelopes
Exception: When the Assistant Secretary, S&E, is shown as a
"THROUGH" addressee, include a salmon (attach copy of enclosures, incoming, and
background (if appropriate)) + 3 white copies.
b. The "THROUGH:" office will:
(1) Sign/initial and date the original,
"cc":" and "THROUGH:" copies, and official file copy on
the "THROUGH:" line to indicate approval.
(2) Coordinate any changes to the memo with
the originator and all previous reviewing officials.
(3) Pull respective copy.
(4) Forward package to the next "THROUGH:" addressee.
NOTE: The last "THROUGH:" addressee will return the official file
copy to the originator and mail the original and information copies.
13. "FROM:"
LINE
The caption "FROM:" is typed in all caps two lines below the last line of the
"TO:" address (or "THROUGH:" address, if used). Indent three spaces
from the left margin and begin typing the caption "FROM:" on the fourth space.
Indent two spaces after the colon and begin typing the sender's name, title,
organizational unit (if required) in upper and lower case on the third space after the
colon. Do not repeat organizational names such as the Division or Area if it already
appears on the letterhead.
Example:
SUBJECT:
TO:
FROM: John Doe, Deputy Administrator
Exception: Use a signature block (see Chapter 2, Formal Correspondence,
paragraph 17) for informal letters to be signed by the Assistant and Deputy Assistant
Secretary, Science and Education, or the Secretary of Agriculture.
a. Signed in Originating Office. If the correspondence will be signed in the originating office, the signer may either initial or sign opposite the "FROM:" line. Example:
FROM: John Doe, Deputy
Administrator
b. If an acting official is to sign the memo for the regular
signing official, the signer should sign (not initial) his/her name opposite the
"FROM:" line and the word "for" before the regular signing official's
name. Example:
FROM: John Doe, Deputy
Administrator
NOTE: When another person signs "for" the person whose name is typed,
this should be indicated on all copies.
c. If the regular signing official is a person appointed in a formal acting capacity (i.e., by personnel action), type his/her name and the word "Acting" before the title on the "FROM:" line. Example:
FROM: Mary L. Doe, Acting Chief, Information Systems
Staff
d. More than One Signer. If more than one person will sign
the memo, type the sender's name one below another. Use the letterhead of the originating
office or a common use letterhead designated for that organizational unit. Example:
FROM: Joseph Gains, Chief, Safety Branch, GSD
George Roberts, Chief,
Engineering Branch, FCMD
14. BODY
OF THE MEMO
a. Spacing. Begin the body of the memo three lines (three
returns) below the last line of the "FROM" line, flush with the left margin.
Begin each main paragraph two lines below the last line of the preceding paragraph, flush
with the left margin. Double space memos of one paragraph (10 lines or less). Single space
the body of memos longer than one paragraph.
b. Paragraphing. Main paragraphs are unnumbered and typed in block style, beginning flush with the left margin. When it is necessary to break a paragraph into subparagraphs, they should be indented, lettered, and numbered as shown in Figures 1-1 and 1-2. Subparagraphs are single spaced with double spaces between them. When a paragraph is subdivided, it must have at least two subdivisions.
Paragraph Breaks. Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. A paragraph should not be continued on the following page unless at least two lines can be carried over to that page.
c. Date References. When referring to dates within the body of the memo, type the name of the month in full and the day and year in numerals. Use commas to set off the year only when it follows the day of the month in a specific date within a sentence. Examples:
. The reported dates of March 11, 1983, to June 12, 1985, were
erroneous.
. The reported dates of March 11 to December 31, 1983, were
erroneous.
. The reported dates of March 1983 to June 1985 were erroneous.
d. Abbreviations/Acronyms. Write out an abbreviation/acronym
the first time it is used in the body of the memo, followed by the abbreviation/acronym
shown in parentheses. If the abbreviation/acronym has been identified in the subject line,
it is optional to repeat it in the body of the memo. The abbreviation/acronym may then be
used throughout the correspondence. Example:
SUBJECT: Information Resources Management (IRM)
-or-
Enclosed is the report on information resources management
(IRM) within ARS.
e. Word Division. When it is necessary to divide a word or
closely related word units at the end of a line, follow the rules for word division in
Chapter 10, Abbreviation, Numerals, and Word Division. Additional rules for word division
are contained in the Word Division Supplement to the U.S. Government Printing Office
Style Manual.
f. Paragraph References. When a paragraph is cited in the body of the memo, the reference numbers and memos are written without punctuation and spaces; for example: "paragraph 3a(2)(c)."
g. Contact References. Whenever appropriate, include in the body of the memo the name and telephone number, fax number, electronic mailbox, etc., and/or address of the person that may be contacted. Examples:
Please call John Doe on 344-XXXX if you have further questions.
For further information, contact Mrs. Jane Doe, Records
Management Officer, Records Management Branch, GSD, ARS, USDA, Room XXX, 6303 Ivy Lane,
Greenbelt, Maryland 20770-1433. Her telephone number is FTS-344-XXXX.
NOTE:
FTS and commercial number the same: 301-(or FTS)-344-XXXX
FTS and commercial number different: 301-877-XXXX or FTS-344-XXXX
h. Type the full State or territory name in the body of the memo
and inside address. Use two-letter State and territorial abbreviations only on the
envelope.
15. SUCCEEDING
PAGES
Make side margins the same as page one. Allow a bottom margin of at least 1 inch. Starting
with the second page, type the name of the addressee exactly as it is shown on the first
page (excluding title). It should appear on the sixth line from the top of the page, flush
with the left margin. On the same line type the page number flush with the right margin.
Continue the text two lines below the name of the addressee. Example:
James C.
Doe 2
If the memo is addressed to more than one addressee, type the name of the addressee listed
first and "et al." flush with the left margin. On the same line type the page
number flush with the right margin. Example:
James C. Doe, et
al. 2
NOTE: et al. - Latin (et alli) for "and others"
16. DISCLAIMER
CLAUSE
When a memo written to the public mentions a specific company product or a trade name,
include as a separate paragraph the disclaimer clause below:
"Use of a company or product name by the Department does
not imply approval or recommendation of the product to the exclusion of others which may
also be suitable."
NOTE: This statement may also be stamped at the bottom of the letter.
17. ENCLOSURES
& SEPARATE COVER
a. Material Accompanying a Memo. When material accompanies a
memo, identify it in the text or in the bottom notation as an enclosure, not as an
attachment.
(1) Enclosures Identified in the
Text. When an enclosure is identified in the text, type the word "Enclosure"
flush with the left margin, two lines below the last line of the body of the memo. For
more than one enclosure, use the plural form and indicate the number of enclosures.
Example:
3 Enclosures
(2) Enclosures Not Identified in the
Text. When an enclosure is not identified in the text, type the notation
"Enclosure:" flush with the left margin, two lines below the last line of the
body of the memo. Below the notation, flush with the left margin, list each enclosure on a
separate line. Describe each enclosure by title or in as few words as are needed to
identify it. Abbreviations may be used. If more than one line is needed to identify an
enclosure, begin succeeding lines flush with the left margin. Example:
4 Enclosures:
Forms Letters Handbook
Plain Letters Pamphlet
U.S. Government Correspondence
Manual - 2 copies
If there is a long list of enclosures, type as follows:
10 Enclosures:
See Attached List
(3) Material Partially Identified in the
Text. If all of the enclosures are not identified in the text, list all enclosures as
shown in 17a(2).
b. Material Sent Under Separate Cover. When material
referred to in the text is to be sent under separate cover, type "Separate
Cover:" flush with the left margin, two lines below the last line of the body of the
memo or the enclosure notation (if used). List the material, whether or not identified in
the text. Send a copy of the memo with the material sent under separate cover. Example:
Separate Cover:
Forms Letters Handbook
Plain Letters Pamphlet - 3 copies
Organization Chart
18. DISTRIBUTION
OF COPIES
Routinely show the distribution of copies on the original, information, and file copies to
be retained within USDA. This practice informs the addressee and "cc:"
addressees who have already received a copy and avoids duplicate copies being sent to
those offices that have already received a copy. The distribution list should be placed on
the original and information copies going outside USDA only when the list is of interest
to the recipient.
a. "cc:" Notation. Type "cc:" flush with the left margin, two lines below the last line of the body of the memo or the enclosure or separate cover listing. Type the "cc:" addressee's initial(s) and last name followed by the organizational abbreviation. List "cc:" addressees hierarchically (top down) or alphabetically by organizational unit. Example:
cc:
D. L. Jones, GSD
S. L. Brown, BD
R. D. Smith, PD
If there isn't enough room in this position, type "cc:" on the line with the
enclosure notation, starting at the center of the page. Below the "cc:"
notation, list the name and office abbreviation or company name of the "cc:"
addressee. List "cc:" addressees one below the other. Mark or highlight each
copy for the respective "cc:" addressee. Example:
4
Enclosures:
cc:
Forms Letters
Handbook
D. L. Jones, GSD
Plain Letters
Pamphlet
S. L. Brown, BD
U.S. Government
Correspondence R. D. Smith, Lockheed
Manual - 2 copies
(1) If the person listed under
"cc:" is to receive an enclosure, show this as "w/encl." Identify the
enclosure in parentheses after the "w/encl." notation if it is not being sent to
the "TO:" addressee. Examples:
cc:
D. L. Jones, GSD, w/encl. (incmg. ltr.)
S. L. Brown, BD
R. D. Smith, PD, w/encl. (incmg. ltr.)
-or-
cc:
D. L. Jones, GSD, w/incmg. ltr.
If all "cc" addressees are to receive the enclosure(s),
show as follows:
cc: w/encl. -or
- w/incmg. ltr.
D. L. Jones, GSD
R. D. Smith, PD
(2) To reduce the number of copies
distributed, one copy may be routed through several persons when time is not a factor and
the "cc:" addressee does not need to keep the copy. Example:
cc:
B. Smith through R. Johnson, GSD
Send the copy to R. Johnson along with envelope addressed to B.
Smith. R. Johnson will initial the copy and forward to B. Smith.
b. Blind "cc:" Notation. When a copy of a memo is
to be provided to an individual or office without the knowledge of the addressee or
"cc:" addressee(s), use the "bcc:" notation. The "bcc:"
notation is shown only on the "bcc:" addressee's copy and on all file
copies. Type "bcc:" flush with the left margin, two lines below the
"cc:" notation or signature element if the "cc:" notation is not used.
19. CONCURRENCE
& APPROVAL LINES
a. Concurrence Line. A concurrence line may be necessary so
that the addressee can show agreement with the information presented. This indicates that
the addressee and the signer of the correspondence share the same/similar opinion on a
matter. Type the caption "CONCUR:" and a signature line 3 inches long on the
last page of the original and all copies at the left margin, 1 inch from the bottom of the
page. On the same line type "DATE:" followed by a line 1 1/2 inches long.
Example:
CONCUR: [36
Spaces]
DATE: [18 Spaces]
Prepare a letterhead copy of the memo for the concurring official. The original is
returned to the sender when the concurrence line is signed and used as file backup. Follow
memo assembly and routing instructions outlined in 12a and b.
b. Approval Line. An approval line may be necessary so that the addressee can approve/disapprove an action. Type the word "APPROVED:" and a signature line 3 inches long on the last page of the original and all copies at the left margin, 1 inch from the bottom of the page. On the same line, type "DATE:" followed by a line 1 1/2 inches long. Example:
APPROVED: [36
Spaces]
DATE: [18 Spaces]
Prepare a letterhead copy of the memo for the approving official. The original is returned
to the sender when approved/disapproved and used as file backup. Follow memo assembly and
routing instructions outlined in 12a and b.
20. DICTATOR'S
LEGEND
With the varying types of printers available, offices may choose a method that allows for
the efficient placement of the dictator's legend on correspondence. There are three
methods:
. traditional legend (shown in a and b)
. summary sheet created from word processing document (shown in c)
. modified legend for use on the original and all copies (for use
only when correspondence is signed within the originating office as shown in d).
a. Originating Office. Type the Agency, Division/Area,
office, dictator's initials and surname, typist's initials, telephone number, date of
typing, disk number or name, and electronic document designation on all file copies. Place
this notation at the left margin, two lines below the last typed notation. Examples:
(1) Stored on a floppy diskette:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - 1 Jones:DocName -
Email
(2) Stored on a hard drive, indicate
that the document is stored on the C or D drive and identify which machine. In the
example, it is the machine of the typist.
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - C (SLB):DocName -
Email
(3) For those offices using a local area
network, designate the node ID if the document is stored on the hard drive.
For example:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Node ID - Susan:DocName -
Email
b. Rewritten Memos. Each time a memo is rewritten by other
than the original dictator, duplicate the number and colors (if used) of all copies.
(1) Rewritten within Originating
Office. Memos rewritten within the originating office should show the name of the
first and last dictator. Example:
ARS:GSD:ISS:JADOE:WPSCOTT:slb:344-XXXX:1-12-90:Disk - 1
Jones: DocN ame - Email
NOTE: When a runover line is required, use a logical
break such as the disk or document name.
(2) Rewritten outside Originating
Office. When memos prepared for signature outside the originating office are
rewritten, the office rewriting the memo will prepare two additional copies. Return these
two copies to the originating office to replace those copies being held pending signature.
Retype the originator's legend. Then type the word
"Rewritten:" directly below the originator's legend, flush with the left margin,
and identify the part of the memo that was rewritten. Type the new writer's identification
directly below the rewritten notation, flush with the left margin. Example:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - 1 Jones:DocName -
Email
Rewritten: third paragraph, second line
ARS:AM:ERWRITER:gsr:344-XXXX:1-13-90:Disk - C (GSR):DocName -
Email
Note: The document name does not have to be the same as
the one assigned by the originating office.
When a memo is rewritten, destroy all copies of the original memo
assembly except the official file copy. Mark diagonally through the official file copy,
indicating that the memo was rewritten, and staple it to the back of the rewritten
official file copy. The originating office should be contacted to determine if a revised
electronic copy of the rewritten document is required for their records.
c. Document Summary Screen. Instead of typing a dictator's
legend offices may choose to print out a copy of the document summary screen used to
identify the word processing document for correspondence signed within ARS. Include the
subject line of the correspondence and the office phone number if the correspondence is
for signature outside of the originating office. Attach a copy of this sheet to all file
copies.
d. Modified Legend. When correspondence will be signed within the originating office,an office may choose to use a modified legend. Type this information on the original and all copies. Place this notation at the left margin, two lines below the enclosure or "cc:" notation. The disk and file name may also be included. Examples:
CJ:ls
C(ls):corres
21 ELECTRONIC EDITING CAPABILITIES
a. Spell Checking. Most word processing packages have spell checking capabilities. To reduce the number of spelling errors, the originating office should routinely use this capability.
b. Grammar and Readability. There are several
commercial software packages available that check grammar, phrase, and mechanical errors.
These packages also check spelling. Offices that routinely produce long documents or
support professionals that type their own documents, may consider buying a commercial
software package to aid in proofing documents.
All documents should be carefully proofread by the typist and the originator of the
correspondence for content, spelling, grammar, and overall readability. Documents should
generally be read twice: once for spelling and grammar, and once again for content.
Prior to preparing the final correspondence package (original plus all copies), offices may want to establish a preclearance procedure. This proves particularly useful for long memos or memos with many addressees or "cc:" addressees. Some suggested ways are listed below. If a preclearance method is used, this should be approved by the lead/head secretary and signature official.
a. Abbreviated Correspondence Package. Prepare only the original, one letterhead copy, the official file copy, and the copy(ies) required by the signature office. The original is mailed by the signature office and the signed/stamped letterhead copy and the official file copy are returned to the originating office for preparation and distribution of additional copies.
b. Final Draft Showing Dictator's Legend.
(1) Paper Clearance. Correspondence goes through established clearance channels with reviewers and signer initialing "final draft" copy. Once the "final draft" is approved, it is returned to the originating office to prepare the "final correspondence package" (original plus all copies). The approved "final draft" copy is attached to the official file copy. The "final correspondence package" is then forwarded directly to the signature office. Correspondence requiring major changes should be rerouted through the clearance officials.
(2) Electronic Clearances.
The "final draft" is cleared electronically using the local area network or
electronic mail system. Clearances can be obtained simultaneously or sequentially. If
there are no substantive changes, the "final correspondence package" is then
forwarded directly to the signature office. The "final draft" copy(ies)
documenting clearances is attached to the official file copy. Correspondence requiring
major changes should be rerouted through the clearance officials.
Memos should be produced using 12 pitch (12 characters per inch) type size. Font styles
should be appropriate. The most commonly used font/print style is prestige elite.
Documents should be printed using 6 lines per inch. Use fixed (not proportional) spacing.
a. For the first page, use appropriate letterhead stationery preprinted with the name and address of the office where the correspondence will be signed. If preprinted stationery is not available, use common-use stationery designated for the signature office and type or stamp the office name and address approximately 3 inches from the right margin. Align the first line of the office name and address with the first line of the preprinted information.
b. For second and succeeding pages, use plain bond paper
of the same quality as the first page.
Prepare an official file copy of all memos. Additional file copies such as the alphabetical, reading, and chronological files are optional. Prepare additional copies based on (1) where the communication is to be signed, (2) where the communication is prepared, and (3) whether the contents of the memo relate to the responsibilities of another office.
a. Copies and Purpose. With the varying types of office automation available, offices may choose to use colored or white tissue/bond/photocopies. Offices should consider all steps involved in correspondence preparation and processing when choosing the method that allows them to work effectively and efficiently. The method should be approved by the supervising official. Once a method is chosen, however, offices should be consistent with the method used. Regardless of the method used, all copies should be legible.
(1) Official File Copy - Required.
Prepare an official file copy of all memos. The official file copy may
be a yellow or white. If a white copy is used as the official file, it must be
clearly marked or stamped as the "OFFICIAL FILE" in the upper right hand corner
of the correspondence.
NOTE: Offices that designate a white copy as their
"OFFICIAL FILE COPY" should ensure that their office's official file cabinets
are clearly labeled: "OFFICIAL FILES." Offices not using a yellow copy may have
difficulty identifying the official files at a later date.
(2) Alphabetical Name File Copy -
Optional. Offices may choose to prepare an alphabetical name file copy to be
used as a finding aid. The alphabetical name file can be pink or white. If a white copy is
used as the alphabetical name file copy, it must be clearly marked as the "ALPHA
FILE" or "FINDING MEDIA" depending on its purpose.
NOTE: Since the pink copy is a finding media, the
originating office may choose to keep it in an electronic form stored on the hard drive of
the personal computer or a floppy diskette.
(3) Reading File Copy - Optional.
Offices may choose to prepare a reading file copy. The reading file copy may be
green or white. If a white copy is used as the reading file copy, it must be clearly
marked as the "READING FILE." Omit this copy for proposed or pending personnel
actions, reprimands, recommendation for employee recognition, etc.
NOTE: Offices using local area networks may want to
establish an "electronic" bulletin board for their reading file. Electronic mail
should not be used for this purpose due to the prohibitive costs.
(4) "cc:" Addressees.
Prepare "cc:" copies based on another office's or individual's need to know.
Unneeded "cc:'s" create unnecessary work for both the sending and receiving
offices.
(a) Use letterhead
copy(ies) for offices or individuals outside of the signature office.
(b) Use white
copy(ies) for offices or individuals within the signature office.
(5) Additional Copies for
Reviewing/Signature Offices. Additional copies are generally required when a
memo is signed outside of the originating office. Some of these requirements are shown in
this Manual. When in doubt, contact the signature office. Figure 1-3 provides space to
document these requirements.
(6) Chronological File - Optional.
Offices may choose to use a chronological file. A chronological file is arranged by date
and maintained as a finding media. A chronological file may also be maintained by the
author.
b. Copy Requirements. Copy requirements vary by signature
office. See Figure 1-3 for a listing of copy requirements.
27. ASSEMBLY
FOR REVIEW & SIGNATURE
a. When the memo is ready for review and signature, arrange it and accompanying papers in the basic groups and order shown in Figure 1-4 of this chapter.
b. Writers, reviewers, and signers of outgoing correspondence should initial and date in ink the official file copy below the dictator's legend. Example:
ARS:GSD:ISS:JADoe:slb:344-XXXX:1-12-90:Disk - C (SLB):DocName -
Email
A postscript is additional information or an afterthought placed at the end of a memo after the last line of the body of the memo, enclosure or "cc:" notations. It can be added to the original, information copies, or both, and should be shown on all file copies.
P.S. Dr. Jones will visit during the week of April
12. Details of his visit will be sent to you shortly.
29. MEMORANDUM FOR THE RECORD (M/R)
Although the Memorandum for the Record is sometimes a separate document, a writer can
include on the file copies supporting information that is not included in the text of the
memo. In this case, type the notation "M/R:" two lines below the copy
distribution listing or dictator's legend, flush with the left margin. Start typing the
"M/R" two spaces after the colon. If there is not enough space below the copy
distribution listing or dictator's legend, type the "M/R" to the right, about
center page or on a separate sheet of paper.
When minor revisions are needed in final copy, it is permissible to make neat pen and
ink changes on routine correspondence. Make neat corrections on the original and all
copies.
31. DOCUMENT MANAGEMENT TECHNIQUES
a. Designation of "Final" Electronic Copy. During the preparation of a memo many times more than one electronic version of a document exists. This happens as the result of copying from one hard drive to a diskette and then to another hard drive. In this particular case, there are three copies of the same document. During the revision process, these three copies or at least two of them contain different information. Each office should establish a procedure to identify the "final" electronic copy of a document. This is the information that should be shown on the dictator's legend. Offices should also determine the need to update or delete all other copies. Establishing a set procedure for designating the "final" electronic copy will alleviate problems associated with having too many electronic versions of a document.
b. Subdirectories. Offices that know the MS DOS operating
system may want to further organize their correspondence files by using subdirectories.
Subdirectories can be used to subdivide the word processing directory into manageable
segments similar to file folders. Subdirectories can be created for any number of
categories. For example, the word processing directory could be subdivided by employee
name or major/routinely used subject headings.
All memos containing ARS budgetary information must be reviewed by the ARS Budget and
Program Management Staff (BPMS) before they are sent out of ARS. Prepare an extra
letterhead copy for BPMS.
Each office should strive to answer letters within the time limits listed below.
a. Prepare a final reply or acknowledgment within 5 workdays after receipt of the letter in ARS.
b. If correspondence has previously been acknowledged,
prepare a final reply within 7 workdays. The final reply should
always say "This is in further reply . . . ."
Figure 1-1 - One Page Informal Letter
Figure 1-2 - Two-page Informal Letter
Figure 1-4 - Informal Letter Assembly
Section 2 - Information
Communications
Informal communications may be handled by using one of the techniques discussed in this section. Such communications may be typed or handwritten.
When a simple acknowledgment or an informal comment is appropriate, it may be handwritten or typed on the original incoming letter, which is then returned to the sender.
This method saves time, materials, and space.
Usually when an endorsement is used, it is not necessary to keep a copy of the original
letter or of the added comment. Endorsements (1) eliminate the need to reference the
subject and date in reply, (2) provide, if copied, a single record for both
correspondents, and (3) reduce the amount of paper to be filed.
Examples:
Use reference slips to make brief, informal comments concerning correspondence or other
documents routed to one or more addressees. Reference slips will not be used in place of
the informal or formal letter, since they should not provide documentation on substantive
matters. Generally, no file copy of the reference slip should be made.
a. Routing and Transmittal Slip (Optional Form 41). Indicate action
to be taken by placing check marks in appropriate blocks below addressee's name. If more
than one addressee, number the action blocks accordingly.
b. Reference Slip (AD Form 514). Indicate action to be taken by placing check marks in appropriate blocks below the addressee's name. If more than one addressee, number each addressee consecutively and number the checked blocks accordingly.
Use a reference memo to route correspondence requiring signature outside the
originating office or to send acknowledgments, comments, and other
informal communications between offices. A file copy can be made and used as a
chronological or reference copy. (Figure 1-5)
4. ACTION CONTROL SLIP (ARS-66)
Use a two-part action control slip for tracking correspondence requiring action by
another office or person. After completing the form, attach part 1 with the action item
and forward to theaction addressee. Retain part 2 and use as an action correspondence log
sheet. Example.
A speed memo is a three-part, carbon-interleaved snapout set used for short acknowledgment or comment between offices when multiple file or information copies are not needed. (Figure 1-6)
The speed memo may be either handwritten or typed. The message and reply appear on the same page. Follow the procedure listed below.
a. The originator will:
(1) Enter current date in the block at
the top of the speed memo.
(2) Put the complete name and address of
the addressee in the "TO' block.
(3) Put the name and address of the
originator in the "FROM' block.
(4) Enter the subject of the correspondence
in the "SUBJECT" block.
(5) Write or type brief message in the
space provided in the upper portion of the speed memo.
(6) Sign the speed memo on the signature
line in the upper port on of the form.
(7) Forward Parts 1 and 2 to addressee;
retain Part 3.
b. The addressee will:
(1) Enter reply in the space provided on
the lower half of the speed memo.
(2) Sign and date on the signature and date
line at bottom.
(3) Return Part 2 to originator; retain
Part 1.
Use Standard Form 63 to inform office personnel of a telephone call or a visitor. The
person receiving the message or visitor should obtain the necessary information from the
visitor or caller. Example:
The formal letter is used for other than routine work or business transactions, when it is believed that the addressee might expect, or should receive, a more formal or personalized letter.
The formal letter is always used for letters addressed to the following:
a. The President, Vice President, members of the White House staff, Members of Congress, Justices of the Supreme Court, heads of departments and agencies outside USDA, State Governors, mayors, and foreign government officials.
When preparing Office of the Secretary, Office of the Administrator, Congressional, and White House correspondence, refer to Chapter 3, Controlled Correspondence, for additional instructions. Chapter 4, Foreign Correspondence, gives special instructions for preparing letters to be sent to foreign addressees or to the Department of State.
b. ARS employees for congratulations, condolences, or disciplinary actions.
Figures 2-1 and 2-2 of this Chapter show the formal letter format. Note that a
salutation and complimentary close are included in the formal letter. The circled numbers
on the figures correspond to the paragraph in which that part of the letter is discussed.
The figures are annotated with spacing requirements and line length restrictions.
2. CREATING ELECTRONIC
DOCUMENTS
a. Naming Documents. When creating documents, typists and
authors are faced with the challenge of naming documents so they can be easily retrieved.
There are numerous methods for naming documents. Offices should decide on a method that
allows for easy retrieval by all employees.
b. Document Summary Screens. Typists and authors should
routinely fill in document summary screens with the name of the author, addressee, and
operator; key words; and comments, usually the subject line. This will aid in document
retrieval since these screens can be printed out (to screen or paper) or can be searched
using key words. Also, the screen can be printed out and used in place of the dictator's
legend for correspondence signed within ARS (see paragraph 20c).
3. LINE LENGTH
When using word processing software, format lines should be approximately 80 spaces (12
spaces per inch). The length of each line should not exceed 6 1/2 inches. This allows for
a 1-inch margin on the left and right hand sides.
4. MARGINS
a. One-Page Letter. Align the left margin with the first
letter of the Department identification block. Make the right margin 1-inch wide (about 12
typing spaces).
b. Two or More Pages.
(1) First Page. Follow instructions for the one-page letter outlined in a above. Leave a bottom margin of 1 inch (about six typing lines).
(2) Second and Succeeding Pages.
Make the left and right margins the same as page one. Make the top margin 1 inch (begin
typing on the sixth line). Leave a bottom margin of at least 1 inch.
5. DATE
Place the date two to six lines below the last line of the letterhead flush with the left
margin. Type the name of the month in full and the day and year in numerals. If a date
stamp is used, the month may be abbreviated. Do not use endings such as
"st" and "th" with the numbers for the day. Military style is not
acceptable.
a. If the letter will be signed the day it is prepared, type the date in the document.
b. If the letter will be signed in another office or may not
be signed the day it is prepared, omit the date. Leave enough room for dating the
letter after it is signed. The office in which the letter is signed or dispatched will
type or stamp the date on the original and all copies.
6. SENDER'S REFERENCE
(Optional)
a. Use sender's reference when its use expedites correspondence
flow. The sender's reference can be the Agency file code (see the ARS Files Management
Guidebook for Agency accepted filing codes) or case, project, contract, etc., numbers or
acronyms.
Type the caption "IN REPLY REFER TO:" in all caps two lines below the date line, flush with the left margin. Indent two spaces and begin typing the reference. Examples:
IN REPLY
REFER TO: REC 2
-or-
IN REPLY
REFER TO: RMIS
-or-
IN REPLY
REFER TO: P.0. 20-437-9-XXX
b. When Agency-client relations can be served by providing a telephone
number, fax number, electronic mailbox name, etc., it should be mentioned in the body
of the letter. See paragraph 13g of this Chapter.
7. FOR OFFICIAL USE
ONLY
Material other than Defense Security information or records that are not for immediate
public use shall be marked FOR OFFICIAL USE ONLY at both the top and bottom of each
page. Further instructions are contained in DIRECTIVE 253.2, For Official Use Only.
a. One-Page Letter. Type the top caption two lines below the date or sender's reference symbol (if used) flush with the left margin in all caps and underscored. If special postal service instructions are also used, type as follows:
FOR OFFICIAL USE ONLY--SPECIAL
DELIVERY
Type the bottom caption two lines below the last line. If the caption falls above
the middle of the page, place it below the middle of the page, flush with the left margin.
b. Second and Succeeding Pages of Letters. Type the top
caption eight lines from the top of the page (two lines below the addressee's name),
flush with the left margin. Type the bottom caption two lines below the last line
of each page. If the caption falls above the middle of the page, place it below the middle
of the page flush with the left margin.
8. SPECIAL MAILING OR
SENDING INSTRUCTIONS (Optional)
Put instructions for special mailing (such as SPECIAL DELIVERY, CERTIFIED, or REGISTERED)
or sending (FAX, OVERNIGHT DELIVERY, etc.) on the face of the letter. Type or stamp these
instructions two lines below the date line or sender's reference (if used), starting flush
with the left margin. When more than one instruction is used, type them continuously on
the line, separating them with an em dash (two hyphens, no spaces).Examples:
CERTIFIED--RETURN
RECEIPT (Chapter 5, Envelopes and
Mailing,
describes types of
special
mailing services.)
FAXED (telephone number)
9. ADDRESS
For a letter that will be at least one full page in length, begin the address three lines
below the date line. For short letters, begin the address no more than eight lines
below the date line. When special instructions are used, i.e., sender's reference, special
postal service, or FOR OFFICIAL USE ONLY markings, begin the address two lines
below these instructions.
Type the address single spaced, block style with no terminal punctuation. No line should be longer than 4 inches. When runover lines are required, indent two spaces from the left margin. Limit the address to five lines.
Window Envelopes. When window envelopes are used, place the address 14 lines from the top of the page. Limit the address to five lines with no line longer than 4 inches. The use of special mailing instructions and sender's reference precludes the use of Window envelopes.
The order of the address should be as follows:
a. The top line should contain the addressee's name.
b. The next two lines contain the addressee's title and organization (if applicable). Include the addressee's office symbol, when known, on letters sent to other Government agencies.
c. The next to last line should contain the street address, P.O. box or rural route number (followed by the apartment, suite, office or multi-dwelling number, if applicable).
d. The last line must contain the city, state, and ZIP code. Type the State and territorial names in full. Use two-letter State and territorial abbreviations only on the envelope (see Chapter 10, Abbreviations, Numerals, and Word Division, for a listing of these abbreviations). Examples:
Mr. John L. Doe
Chairman, Secretarial-Professional
Associations of the United States
5906 Weaver Place, SE.
Barnesboro, Pennsylvania 15714
-or-
Director, Administrative Services
Division (BRXX)
Federal Service Agency
Cleveland, Ohio 12365
If the same letter is written to two or more persons, prepare an original letterhead for
each recipient, but prepare only one set of file copies. On the file copies type
"Identical letter to:"two lines below the dictator's legend, flush with the left
margin. On the next line begin the list of names and addresses of the recipients. If space
is lacking at the bottom of the page, type the list on a separate sheet and attach it to
the file copies. When this method is used, include an identifier such as a subject
identifier and signature date on this sheet.
10. ATTENTION LINE
Avoid using the attention line by using as specific an address as possible. If an
attention line is used, type the caption "ATTN:" followed by the name of the
person whose attention is being requested on the next line directly below the first line
of the address.
11. SALUTATION
Type the salutation at the left margin, two lines below the last line of the address. See
Chapter 7, "Models of Address."
12. SUBJECT LINE
The subject line of a letter is a brief statement, usually not more than 10 words, of what
the letter is about. A subject line may be used in formal letters when desired, except for
letters to the White House, the Congress, and the heads of agencies and institutions
outside USDA. Type the caption "SUBJECT:" in all caps two lines below the
salutation, flush with the left margin. Indent two spaces and begin typing the subject. If
more than one line is needed, type the remainder of the subject beneath the first line in
block style. Capitalize the first letter of each word except articles, prepositions, and
conjunctions. Example:
SUBJECT: Long-Range
Information Resources
Management
Plan - FY's 1991-1995
13. BODY OF THE LETTER
a. Spacing. Begin the body of the letter two lines below the
salutation, flush with the left margin. Begin each main paragraph two lines below the last
line of the preceding paragraph, flush with the left margin. Double space letters of one
paragraph (10 lines or less). Single space the body of letters longer than one paragraph.
b. Paragraphing. Main paragraphs are unnumbered and typed in block style, beginning flush with the left margin. When it is necessary to break a paragraph into subparagraphs, they should be indented, lettered, and numbered as shown in Figures 2-1 and 2-2. Subparagraphs are single spaced with double spaces between them. When a paragraph is subdivided, it must have at least two subdivisions.
Paragraph Breaks. Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. A paragraph should not be continued on the following page unless two lines can be carried over to that page.
c. Date References. When referring to dates within the body of the letter, type the name of the month in full and the day and year in numerals. Use commas to set off the year only when it follows the day of the month in a specific date within a sentence. Examples:
. The reported dates of September 11, 1943, to June 12, 1955,
were erroneous.
. The reported dates of September 11 to December 31, 1943, were
erroneous.
. The reported dates of September 1943 to June 1955 were erroneous.
d. Abbreviations/Acronyms. Write out an abbreviation/acronym the first time it is used in the body of the letter followed by the abbreviation/acronym shown in parentheses. Example:
Agricultural Research Service (ARS)
The abbreviation/acronym may then be used throughout the correspondence.
e. Word Division. When it is necessary to divide a word or closely related word units at the end of a line, follow the rules for word division in Chapter 10, Abbreviations, Numerals, and Word Division. Additional rules for word division are contained in the Word Division Supplement to the U.S. Government Printing Office Style Manual.
f. Paragraph References. When a paragraph is cited in the body of the letter, the reference numbers and letters are written without punctuation and spaces; for example: "paragraph 3a(2)(c).
g. Contact References. Whenever appropriate, include in the body of the letter the name and telephone number and/or address of the person that may be contacted. Examples:
Please call John Doe on 301-(or
FTS)-344-XXXX if you have further questions.
-or-
For further information, contact Mrs. Jane
Doe, Records Management Officer, Records Management Branch, GSD, ARS, USDA, Room XXX, 6303
Ivy Lane, Greenbelt, Maryland 20770-1433. Her telephone number is FTS 344-XXXX. (NOTE: If
a commercial telephone number is used, type it as follows: 301-344-XXXX.)
h. Type the full State and territory name in the body of the letter
and inside address. Use two-letter State and territorial abbreviations only on the
envelope.
14. SUCCEEDING PAGES
Make side margins the same as page one. Allow a bottom margin of at least 1 inch. Starting
with the second page, type the name of the addressee exactly as it is shown on the first
page. It should appear on the sixth line from the top of the page, flush with the left
margin. On the same line type the page number flush with the right margin. Continue the
text two lines below the name of the addressee. Example:
Mr. James C.
Doe 2
If the letter is addressed to more than one addressee, type the name of the addressee listed first and "et al." flush with the left margin. On the same line type the page number flush with the right margin. Example:
Mr. James C. Doe, et
al. 2
Note: et al. - Latin (et alli) for
"and others"
15. DISCLAIMER CLAUSE
When a letter written to the public mentions a specific company product or a trade name,
include as a separate paragraph the disclaimer clause below:
"Use of a company or product name
by the Department does not imply approval or recommendation of the product to the
exclusion of others which may also be suitable."
This statement may also be stamped at the bottom of the letter.
16. CLOSING
Type the complimentary close two lines below the body of the letter, flush with the left
margin. Use the closing "Sincerely," in most cases.
EXCEPTIONS:
. For disciplinary letters, use the complimentary close
"Very truly yours."
. When preparing controlled and foreign correspondence, refer to
Chapter 7, Models of Address, for the appropriate complimentary close.
17. SIGNATURE ELEMENT
a. Name of Signature Official Known. If the name of the
signing official is known, type the signer's name in all caps four to six lines below the
last line of the complimentary close, flush with the left margin. Type the signer's title
(initial caps only) on the next line. Do not repeat organizational names such as the
Division or Area if it already appears on the letterhead. Limit the length of each line to
2 1/2 inches. If more than one line is needed for the signer's title, begin succeeding
lines flush with the left margin. The entire signature element should not run over four
lines.
(1) If an acting official is to sign the letter for the regular signing official, the signer signs his/her name in the signature block and the word "for" before the regular signing official's name. Example:
JAMES C. DOE
Director
NOTE: When another person signs "for" the person whose name is typed,
this should be indicated on all copies.
(2) If the regular signing official is a person appointed in a formal acting capacity (i.e., by personnel action), type his/her name and the word "Acting" before the title in the signature element. Example:
MARY L. FORD
Acting Director
b. Name of Signature Official Uncertain. If the name of the
signature official is uncertain, omit the signer's name and title. Leave 10 lines between
the complimentary close and the next typed line (enclosures, cc's, etc.). After the letter
is signed, type or stamp the signer's name and title below the signature on the original
and all copies.
c. More than One Signer. If more than one person will sign the letter, arrange the signature elements directly across from each other. Start the second signature element at the center of the page. Use the letterhead of the originating office or a common use letterhead designated for that organizational unit. Example:
JAMES C.
DOE MARY L. FORD
Director Assistant
Director
18. ENCLOSURES &
SEPARATE COVER
a. Material Accompanying a Letter. When material accompanies
a letter, identify it in the text or in the bottom notation as an enclosure not as
an attachment.
(1) Enclosures Identified in the Text. When an enclosure is identified in the text, type the word "Enclosure" flush with the left margin, two lines below the last line of the signer's title. For more than one enclosure, use the plural form and indicate the number of enclosures. Example:
3 Enclosures
(2) Enclosures Not Identified in the
Text. When an enclosure & SEPARATE is not identified in the text, type the
notation "Enclosure:" flush with the left margin, two lines below the last line
of the signer's title. Below the notation, flush with the left margin, list each enclosure
on a separate line. Describe each enclosure by title or in as few words as are needed to
identify it. Abbreviations may be used. If more than one line is needed to identify an
enclosure, begin succeeding lines flush with the left margin. Example:
4 Enclosures:
Forms Letters Handbook
Plain Letters Pamphlet
U.S. Government Correspondence
Manual - 2 copies
(3) Material Partially Identified in the
Text. If all of the enclosures are not identified in the text, list all enclosures as
shown in 18a(2).
b. Material Sent Under Separate Cover. When material referred to in the text is to be sent under separate cover, type "Separate Cover:" flush with the left margin, two lines below the signer's title or the enclosure notation (if used). List the material, whether or not identified in the text. Send a copy of the letter with the material sent under separate cover. Example:
Separate Cover:
Forms Letters Handbook
Plain Letters Pamphlet - 3 copies
Organization Chart
c. Alternate Arrangement of Notations. If typing the above
notations flush with the left margin below the signer's title would require starting a new
page, type them directly across from the signature element, starting at the center of the
page on the same line with the signer's name. Example:
JOHN C.
DOE 3
Enclosures:
Head, Forms
Section Forms Letters Handbook
Plain Letters Pamphlet
Organization Chart
19. DISTRIBUTION OF
COPIES
Routinely show the distribution of copies on information and file copies to be retained
within USDA. This eliminates duplicate copies being sent to those offices that have
already received a copy. This list should only be placed on the original and information
copies going outside USDA when the list is of interest to the recipient.
a. "cc:" Notation. Type "cc:" flush with the left margin, two lines below the last line of the signature element or the enclosure or separate cover listing. If there isn't enough room in this position, type "cc:" on the line with the signer's name, starting at the center of the page. Below the "cc:" notation, list the name and office abbreviation or company name of the "cc:" addressee. List "cc:" addressee's one below the other. Mark or highlight each copy for the respective "cc:" addressee. Example:
JOHN B.
BELL cc:
Director
D. L. Jones, GSD
S. L. Brown, BD, w/encl.
Enclosure
R. D. Smith, PD
b. Blind "cc:" Notation. When a copy of a
letter is to be provided to an individual or office without the knowledge of the addressee
or "cc:" addressee(s), use the "bcc:" notation. The "bcc:"
notation is shown only on the "bcc:" addressee's copy and on all file
copies. Type "bcc:" flush with the left margin, two lines below the
"cc:" notation or signature element if the "cc:" notation is not used.
20. DICTATOR'S LEGEND
With the varying types of printers available, offices may choose a method that allows for
the efficient placement of the dictator's legend on correspondence. There are three
methods:
. traditional legend (shown in a and b)
. summary sheet created from word processing document (shown in c)
. modified legend for use on original and all copies (for use only
when correspondence is signed within the originating office shown in d)
a. Originating Office. Type the Agency, Division/Area,
office, dictator's initials and surname, typist's initials, telephone number, date of
typing, disk number or name, and electronic document designation on all file copies. Place
this notation at the left margin or "cc:" notations. Examples:
(1) Stored on a floppy diskette:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - 1 Jones:DocName -
Email
(2) Stored on a hard drive, indicate that
the document is stored on the C or D drive and identify which machine. In the example, it
is the machine of the typist.
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - C (SLB):DocName - Email
(3) For those offices using a local area
network, designate the node ID if the document is stored on the hard drive. For
example:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Node
ID - Susan:DocName - Email
b. Rewritten Letters. Each time a letter is rewritten by other than
the original dictator, duplicate the number and colors (if used) of all copies.
(1) Rewritten within Originating Office. Letters rewritten within the originating office should show the name of the first and last dictator. Example:
ARS:GSD:ISS:JADOE:WPSCOTT:slb:344-XXXX:1-12-90:Disk
- 1 Jones:
DocName - Email
NOTE: When a runover line is required, use a logical break such as the disk or document
name.
(2) Rewritten outside Originating Office. When letters prepared for signature outside the originating office are rewritten, the office rewriting the letter will prepare two additional copies. Return these two copies to the originating office to replace those copies being held pending signature.
Retype the originator's legend. Then type the word "Rewritten:"directly below the originator's legend, flush with the left margin, and identify the part of the letter that was rewritten. Type the new writer's identification directly below the rewritten notation, flush with the left margin. Example:
ARS:GSD:ISS:JADOE:slb:344-XXXX:1-12-90:Disk - 1 Jones:DocName - Email
Rewritten: third paragraph, second line
ARS:AM:ERWRITER:gsr:344-XXXX:1-13-90:Disk - C (GSR):DocName - Email
Note: The document name does not have to be the same as the one assigned by the originating office.
When a letter is rewritten, destroy all copies of the original letter assembly except the official file copy. Mark diagonally through the official file copy, indicating that the letter was rewritten, and staple it to the back of the rewritten official file copy. The originating office should be contacted to determine if a revised electronic copy of the rewritten document is required for their records.
c. Document Summary Screen. Instead of typing a dictator's legend, offices may choose to print out a copy of the document summary screen used to identify the word processing document for correspondence signed within ARS. Include the subject line of the correspondence and the office phone number if the correspondence is for signature outside of the originating office. Attach a copy of this sheet to all file copies.
d. Modified Legend. When correspondence will be signed within the originating office, an office may choose to use a modified. Type this information on the original and all copies. Place this notation at the left margin, two lines below the enclosure or "cc:" notations. The disk and file name may also be included. Examples:
CJ:ls
C(ls):corres
21. ELECTRONIC EDITING
CAPABILITIES
a. Spell Checking. Most word processing packages have spell
checking capabilities. To reduce the number of spelling errors, the originating office
should routinely use this capability.
b. Grammar and Readability. There are several commercial
software packages available that check grammar, phrase, and mechanical errors. These
packages also check spelling. Offices that routinely produce long documents or support
professionals that type their own documents, may consider buying a commercial software
package to aid in proofing documents.
22. PROOFREADING
All documents should be carefully proofread by the typist and the originator of the
correspondence for content, spelling, grammar, and overall readability. Documents should
generally be read twice: once for spelling and grammar, and once again for content.
23. PRECLEARANCE
PROCEDURES
Prior to preparing the "final correspondence package" (original plus all
copies), offices may want to establish a preclearance procedure. This proves particularly
useful for long letters or letters with many addressees or "cc:" addressees.
Some suggested ways are listed below. If a preclearance method is used, this should be
approved by the lead/head secretary and signature official.
a. Abbreviated Correspondence Package. Prepare only the original, one letterhead copy, the official file copy, and copy(ies) required by the signature office. The original is mailed by the signature office and the signed/stamped letterhead copy and the official file copy are returned to the originating office for distribution of additional copies.
b. "Final Draft" Showing Dictator's Legend.
(1) Paper Clearance. Correspondence goes through established clearance channels with reviewers and signer initialing "final draft" copy. Once the "final draft" is approved, it is returned to the originating office to prepare the "final correspondence package" (original plus all copies). The approved "final draft" copy is attached to the official file copy. The "final correspondence package" is then forwarded directly to the signature office. Correspondence requiring major changes should be rerouted through the clearance officials.
(2) Electronic Clearances. The
"final draft" is cleared electronically using the local area network or
electronic mail system. Clearances can be obtained simultaneously or sequentially. If
there are no substantive changes, the "final correspondence package" is then
forwarded directly to the signature office. The "final draft" copy(ies)
documenting clearances is attached to the official file copy. Correspondence requiring
major changes should be rerouted through the clearance officials.
24. PRINTING DOCUMENTS
Letters should be produced using 12 pitch (12 characters per inch) type size. Font styles
should be appropriate. The most commonly used font/print style is prestige elite.
Documents should be printed using 6 lines per inch. Use fixed (not proportional) spacing.
25. STATIONERY
a. For the first page, use appropriate letterhead stationery
preprinted with the name and address of the office where the correspondence will be
signed. If preprinted stationery is not available, use common-use stationery designated
for the signature office and type or stamp the office name and address approximately 3
inches from the right margin. Align the first line of the office name and address with the
first line of the preprinted information.
b. For second and succeeding pages, use plain bond paper
of the same quality as the first page.
26. COPY PREPARATION
Prepare an official file copy of all letters. Additional file copies such as the
alphabetical, reading, and chronological files are optional. Prepare additional copies
based on (1) where the communication is to be signed, (2) where the communication is
prepared, and (3) whether the contents of the letter relate to the responsibilities of
another office.
a. Copies and Purpose. With the varying types of office automation available, offices may choose to use colored or white tissue/bond/photocopies. Offices should consider all steps involved in correspondence preparation and processing when choosing the method that allows them to work effectively and efficiently. The method should be approved by the supervising official. Once a method is chosen, however, offices should be consistent with the method used. Regardless of the method used, all copies should be legible.
(1) Courtesy Copy - As Required. Prepare a courtesy copy for letters addressed to Members of Congress, the Supreme Court, and top officials at the White House. A courtesy copy (photocopy or tissue letterhead) is an exact copy of the original.
(2) Official File Copy - Required. Prepare an official file copy of all letters. The official file copy may be a yellow or white. If a white copy is used as the official file, it must be clearly marked or stamped as the "OFFICIAL FILE" in the upper right hand corner of the correspondence.
NOTE: Offices that designate a white copy as the "OFFICIAL FILE COPY" should ensure that the office's official file cabinets are clearly labeled: "OFFICIAL FILES." Offices not using a yellow copy may have difficulty identifying the official files at a later date.
(3) Alphabetical Name File Copy - Optional. Offices may choose to prepare an alphabetical name file copy to be used as a finding aid. The alphabetical name file can be pink or white. If a white copy is used as the alphabetical name file copy, it must be clearly marked as the "ALPHA FILE" or "FINDING MEDIA" depending on its purpose.
NOTE: Since the pink copy is a finding media, the originating office may choose to keep it in an electronic form stored on the hard drive of the personal computer or a floppy diskette.
(4) Reading File Copy - Optional. Offices may choose to prepare a reading file copy. The reading file copy may be green or white. If a white copy is used as the reading file copy, it must be clearly marked as the "READING FILE." Omit this copy for proposed or pending personnel actions, reprimands, recommendation for employee recognition, etc.
NOTE: Offices using local area networks may want to establish an "electronic" bulletin board for their reading file. Electronic mail should not be used for this purpose due to the prohibitive costs.
(5) "cc:" Addressees. Prepare "cc:" copies based on another office's or individual's need to know. Unneeded "cc:'s" create unnecessary work for both the sending and receiving offices.
(a) Use letterhead copy(ies) for offices or individuals outside of the signature office.
(b) Use white copy(ies) for offices or individuals within the signature office.
(6) Additional Copies for Reviewing/Signature Offices. Additional copies are generally required when a letter is signed outside of the originating office. Some of these requirements are shown in this Manual. When in doubt, contact the signature office. Figure 1-3 provides space to document these requirements.
(7) Chronological File - Optional. Offices may choose to use a chronological file. A chronological file is arranged by date and maintained as a finding media. A chronological file may also be maintained by the author.
b. Copy Requirements. Copy requirements vary by signature
office. See Figure 2-3.
27. ASSEMBLY FOR REVIEW
& SIGNATURE
a. When the letter is ready for review and signature, arrange it
and accompanying papers in the basic groups and order shown in Figure 2-4 of this Chapter.
b. Writers, reviewers, and signers of outgoing correspondence should initial and date in ink the official file copy below the dictator's legend. Example:
ARS:GSD:ISS:JADoe:slb:344-XXXX:1-12-90:Disk
- C (SLB):DocName - Email
28. POSTSCRIPTS (P.S.)
A postscript is additional information or an afterthought placed at the end of a letter
after the last line of the body of the letter, enclosure or "cc:" notations. It
can be added to the original, information copies, or both, and should be shown on all file
copies.
P.S. Dr. Jones will visit during the
week of April 12. Details of his visit will be sent to you shortly.
29. MEMORANDUM FOR THE
RECORD ("M/R")
Although the Memorandum for the Record is sometimes a separate document, a writer can
include on the file copies supporting information that is not included in the text of the
letter. In this case, type the notation "M/R:" two lines below the copy
distribution listing or dictator's legend, flush with the left margin. Start typing the
"M/R" two spaces after the colon. If there is not enough space below the copy
distribution listing or dictator's legend, type the "M/R" to the right, about
center page or on a separate sheet of paper.
30. DOCUMENT MANAGEMENT
TECHNIQUES
a. Designation of "Final" Electronic Copy. During
the preparation of a letter many times more than one electronic version of a document
exists. This happens as the result of copying from one hard drive to a diskette and then
to another hard drive. In this particular case, there are three copies of the same
document. During the revision process, these three copies or at least two of them contain
different information. Each office should establish a procedure to identify the
"final" electronic copy of a document. This is the information that should be
shown on the dictator's legend. Offices should also determine the need to update or delete
all other copies. Establishing a set procedure for designating the "final"
electronic copy will alleviate problems associated with having too many electronic
versions of a document.
b. Subdirectories. Offices that know the MS DOS operating
system may want to further organize their correspondence files by using subdirectories.
Subdirectories can be used to subdivide the word processing directory into manageable
segments similar to file folders. For example, the word processing directory could be
subdivided by employee or major/routinely used headings.
31. BUDGETARY
CORRESPONDENCE
All letters containing ARS budgetary information must be reviewed by the ARS Budget and
Program Management Staff (BPMS) before they are sent out of ARS. Prepare an extra
letterhead copy for BPMS.
32. TIME LIMITS
Each office should strive to answer letters within the time limits listed below.
a. Prepare a final reply or acknowledgment within 5 workdays after receipt of the letter in ARS.
b. If correspondence has previously been acknowledged, prepare a final reply within 7 workdays. The final reply should always say "This is in further reply . . . ."
Exception: Time limits vary for controlled correspondence. Replies must be
prepared by the due date indicated on the jacket. See Chapter 3, Controlled
Correspondence, for additional instructions.
Figure 2-1 - One-page Formal Letter
Figure 2-2 - Two-page Formal Letter
Figure 2-4 Formal Letter Assembly
