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Chapter 1.

U.S. Geological Survey (USGS) Correspondence

A.   Ticketed Correspondence

1. Definition of Ticketed Correspondence. The Records and Correspondence Section (RCS) of the Director's Office (DO) will assign an electronic folder to two types of correspondence in the Correspondence Management System (CMS). One is incoming that will require an answer and will be assigned a specific due date. The second is bureau initiated that will require signature in the Directorate.
   
   Incoming correspondence requiring a reply, or for which action may be required at a later date, is given an electronic folder and is assigned an Accession Number (ACCN #) in CMS. The folder is transmitted to the appropriate office for response by the required due date. Once the response is entered into the folder, it will be routed electronically for surname/signature. Once signed, copies below the Directorate level will be returned to the originating office.
   
   Bureau initiated requires that an electronic folder be created and transmitted to the originating office so they can insert the documents or the Deputy Director/Director signature. This electronic folder will then be routed for surname/signature in the Directorate. Once signed, copies below the Directorate level will be returned to the originating office.
   
   
2. Control Procedures. An electronic folder is created in the CMS that contains tracking information, the ACCN #, response instructions (See Figure A-1 - CMS Profile Date Sheet), and a scanned image of the incoming correspondence. The CMS folder is electronically transmitted to the action office, and advance copies (for information) are transmitted to appropriate offices.
   
   If the correspondence has been assigned to USGS by the Department of the Interior (DOI), there will also be a DOI Tasking Profile (See Figure A-2 - DOI Tasking Profile).
   
   If it is determined by the lead action office that a different action office is appropriate, they can deny the action (by clicking on the "Decline Action Office Standing, Please Re-assign" button below the ACCN # on the first screen in CMS). This will transmit it back to RCS for reassignment to the correct lead action office. The RCS will change the CMS folder and the correspondence will be retransmitted to the new action office. All traces of the original assignment will be removed automatically (from the first action office) once RCS transmits the reassignment.
   
   If a response is made orally or in writing at the action office level, does not require signature of the Deputy Director/Director, or if no reply is necessary, the action office enters this information in the CMS folder (under the Comments Tab) and transmits the record back to the RCS by clicking on the "Approve" button on the Surname Tab.
   
   
3. Due Dates. The due date indicated on the Profile Data Sheet is the date when the reply is due in the DO. Generally, 10 working days are allowed to respond to ticketed correspondence. The DO will grant up to a 2-week extension if circumstances warrant. If this timeframe cannot be met, an interim response must be prepared immediately for Deputy Director/Director signature that states when the correspondent may expect a full reply. (See Figure A-4 - Example of an Interim Letter.) A Correspondence Brief should accompany the interim. (See Figure A-3 - Correspondence Brief.)
   
   In the case of a congressional inquiry, only 7 working days are allowed to respond. If this timeframe cannot be met, an interim response must be prepared immediately for the Director's signature that states when the correspondent may expect a full reply. (See Figure A-5 - Example of an Interim Congressional Letter.) A Correspondence Brief should accompany the interim. (See Figure A-3 - Correspondence Brief.)
   
   

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B.   Preparation of Correspondence

All correspondence must comply with the instructions set forth in this Section.

1. Style, Format, and Stationery. For correspondence going outside the DOI, use the letter format in modified block style. (See Figures A-6 - Standard Letter and A-7 - Letter with Multiple Addressees and Special Mailing Instructions.) For correspondence within the DOI, use the memorandum format in modified block style. (See Figures A-8 - In-House Memorandum; A-9 - Memorandum for the Record; A-10 - Request for Action by the Secretary or Deputy Secretary; A-11 - Information Memorandum to the Secretary or Deputy Secretary; and A-12 - Invitation to the Secretary or Deputy Secretary.) Use letterhead stationery for the first page of both and plain stationery for succeeding pages. Do not date; the dispatching office will stamp the date. Five letterhead samples are shown in Figure A-13 - Letterhead Samples.
   
   
2. Type Font. Use 12-point type font (Times New Roman or Arial) for correspondence prepared for Deputy Director/Director signature.
   
   
3. Margins. Side margins may be from 1 to 1 1/2 inch; multi-page documents should have a bottom margin of 1 inch. Right margin justification is not acceptable for correspondence signed by the Deputy Director/Director.
   
   
4. Reference Block. Type "In Reply Refer To:" two lines below the letterhead flush with the left margin; the mail stop of the author is typed on the second line; and the accession number (if appropriate) is typed on the third line.
   
   

   	Example:
   	In Reply Refer To: Mail Stop xxx #2001xxxx

   
   An "In Reply Refer To:" block is not typed on correspondence to be signed/approved in the DOI, or that goes "Through" an Assistant Secretary.
   
   
5. Address. For letters, start the inside address on the fifth line below the "In Reply Refer To:" block. If the letter is very short, allow additional lines. Use an appropriate title before the recipient's name, if known (i.e., Dr., Mr., Ms., etc.). Follow the address style on the incoming letter, but if it includes a Post Office Box, as well as a street address, use just the Post Office Box number. Abbreviate Post Office Box numbers as P.O. Box 123, but do not abbreviate words such as Street, Avenue, or Boulevard. Limit the address to five lines, if possible, none of which should exceed the center of the page; if run over lines are required, indent them two spaces. Additional details to ensure delivery may be provided on the envelope. Do not abbreviate the name of the State in the letter (Virginia), but do use the two-letter abbreviation (VA) on the envelope. Type the salutation two lines below the address. If an attention line is unavoidable, type it on the envelope, not in the letter.
   
   The word MEMORANDUM is centered and capitalized and typed on the third line below the "In Reply Refer To:" block. (Do not type the word MEMORANDUM in bold.) The "To:" line is typed flush with the left margin on the fifth line after the word MEMORANDUM. In the "To:" line, use a complete title, rather than personal name. If an "Attention" line is necessary, place it directly under the title of the addressee.
   
   

   	Example:
   	To:	Associate Director, International Affairs Attention: David A. Smith

   
   The "Through:" line is typed two lines below the "To:" line. The "Through:" line must show the person's name and title. For memorandums prepared for signature by the Deputy Director/Director or for anyone at the Department, the individual's name is typed along with his/her title in the "From:" block on memorandums. If someone else ultimately signs for that person, the person signing signs his/her own name and writes "for" before the name and title of the individual whose name and title are typed in the "From:" block.
   
   

   	Example (for a letter):
   		Sincerely, /s/ Susie Smart
   	for	John Q. Public Executive Director

   
   
   

   	Example (for a memorandum):
   	From:	for	John Q. Public Executive Director	/s/ Susie Smart

   
   
   When preparing memorandums for Deputy Director/Director signature, please note that the name will not be typed at the end of the memorandum. The Deputy Director/Director will sign next to his/her name in the "From:" block.
   
   
6. Spacing. Text is modified block style, single-spaced with double spacing between paragraphs. Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. Do not continue a paragraph to the following page unless at least two lines can be carried over to that page. On the seventh line of succeeding pages, type the name of the addressee (or title if a memorandum) flush with the left margin and the page number flush with the right margin. Continue the text on the ninth line.
   
   
7. Complimentary Closing. Type the complimentary closing for letters two lines below the text beginning approximately five spaces to the right of the center of the page ("Sincerely,").
   
   
8. Signature Block. For letters, on the fifth line below the closing, type the sender's name with the title directly beneath. If the title is long, indent two spaces on the next continuing line.
   
   
9. Enclosures or Attachments. Enclosure is the appropriate term to be used in letters; attachment is appropriate for memorandums, typed two lines below the text. When there is more than one enclosure or attachment, indicate the number. If any of the enclosures or attachments is not identified in the text, describe each below the word "Enclosure" or "Attachment."
   
   

   	Example:
   	2 Enclosures    OR Enclosures   Word Division Supplement to the GPO Manual   U.S. Government Correspondence Manual 2 Attachments    OR Attachments   Word Division Supplement to the GPO Manual   U.S. Government Correspondence Manual

   
   Enclosures or Attachments should be labeled three lines from the top, flush with the right margin (e.g., "Enclosure 1" or "Attachment 1").
   
   
10. Separate Cover. Material referred to in the text as being sent separately should be identified on the original and all copies. Type the information two lines below the signature block on letters (two lines below the text in memorandums).
    
    

    	Example:
    	Separate Cover   Membership List for Virginia   List of Records Officers for the State of Virginia

    
    
    Include a signed and dated copy of the correspondence with the separate package.
    
    
11. Information Copies. Names of persons inside/outside the USGS to whom information copies of letters are sent are typed on the original and all copies, flush with the left margin, two lines below the signer's title (or the enclosure block). Mark the recipient's name.
    
    

    	Example:
    	Copy to: Mr. David A. Smith                Ms. Jane L. Doe

    
    
12. File Copies. Type a copy distribution list at the bottom of the signature page. If enclosures are indicated but do not accompany the copies, please provide an explanation on the copies (e.g., "Enclosures too bulky").
    
    

    	Example:
    	cc:	Dir File - MS 114 Dir Chron - MS 114 (w/o enclosures - too bulky) Official File - MS xxx

    
    Occasionally, a blind copy (bcc) is required - this distribution is shown only on the file copies of the originating office. Neither distribution list is shown on the original letter/memorandum.
    
    

    	Example:
    	bcc:	John Doe - MS xxx Susie Smart - MS xxx

    
    
13. Identification Line. The identification line should show the bureau abbreviation, the appropriate office abbreviation (i.e., Administrative Policy and Services (APS), Biology, DO, Geography, Geology, Water, Regional Director, Central Region (RD/CR)), the author's initial and surname, the typist's initials, the date, the full telephone number (including the area code), the accession number (if appropriate), and the name of the file. If the letter or memorandum is the full response following an interim reply, please note that in the identification line.
    
    

    	Example:
    	USGS:Water:KTSmith:cls:6/19/xxxx:(703)648-xxxx:#2001xxxx:file name OR (final after an interim response) USGS:Water:KTSmith:cls:6/19/xxxx:(703)648-xxxx:#2001xxxx:file name - Final Response to Interim dated 6/12/xxxx

    
    

14. Rewrites. If a letter or memorandum is returned to the originating office for a rewrite (either in hard copy or electronically in CMS), retain the original identification line and type a revised line beneath.
    
    

    	Example:
    	USGS:Geology:PTBailey:bhk:7/11/xxxx:(703)648-xxxx:#2001xxxx:file name Rewritten:USGS:Geology:BLMiller:bhk:7/14/xxxx:(703)648-xxxx:#2001xxxx: file name

    
    The rewritten document should be surnamed and dated by each original surnamer. Return the "marked-up" hard copy of the original document to the RCS with the revised version.
    
    NOTE: Unless there are special circumstances, all correspondence prepared for signature by the Deputy Director/Director is routed electronically in CMS to the appropriate surnamers for an electronic surname. If the document is in CMS, a comment should be added to the "Comment" tab as to who resurnamed and the date.
    
    
15. Signature on "Through" Line. Each "Through" addressee should sign next to his/her name and title. Information copies are provided for each "Through" addressee.
    
    
16. Surnaming. The originator and appropriate supervisors should sign their last name, and write the date in the top right-hand corner of the copies. If a memorandum or letter is rewritten, each original surnamer must resurname.
    
    NOTE: Unless there are special circumstances, all correspondence prepared for signature by the Deputy Director/Director is routed electronically in CMS to the appropriate surnamers for an electronic surname.
    
    
17. Required Number of Copies. Correspondence prepared for signature in the DO must include, but is not limited to, the following copies:
    
    
    • Director's File - MS 114 (White Letterhead - xerox). Attach a copy of the enclosures/attachments and incoming correspondence (if appropriate).
      
      
    • Director's Chron - MS 114 (White Letterhead - xerox). Do not attach copies of enclosures/attachments or incoming correspondence to this copy.
      
      
    • Official File - MS xxx (Letterhead - xerox). (This is the originating office copy and it is returned to the originating office once signed.) Attach a copy of the enclosures/attachments and incoming correspondence (if appropriate).
      
      
    The original incoming correspondence is placed on the left side of the blue striped "Immediate Attention" folder under the Correspondence Brief.
    
    NOTE: For correspondence traveling electronically through CMS, the final copy is prepared in the DO when all surnames have been obtained and it is ready for signature by the Deputy Director/Director.
    
    

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C.   Special Types of Correspondence.

1. Standard Letters and Memorandums. Standard letters and memorandums are prepared according to the format described in the previous section. (See Figure A-6 - Standard Letter.)
   
   Secretary Surname (Yellow Letterhead) and ES (White Letterhead - xerox) copy are required when:
   
   
   • The memorandum is signed by the Deputy Director/Director with a "Through:" addressee within the DOI (e.g., Assistant Secretary - Water and Science) (See Figure A-14 - Through Memorandum); or
     
     
   • The memorandum contains an approval block for an Assistant Secretary's signature. (See Figure A-15 - Approve/Disapprove or Concur/Nonconcur Memorandum.)
   
   
2. Correspondence Referred to Another Government Agency. When it is necessary to refer correspondence received to another Government Agency for reply, an acknowledgment is sent to the correspondent and a copy of the acknowledgment is sent to the action agency, along with the original inquiry. (See Figure A-17 - Congressional Letter Referred to Another Government Agency.) If correspondence, accompanied by a DOI Tasking Profile (See Figure A-2 - DOI Tasking Profile), must be referred to another Government agency for reply, return it to the DO for disposition through your Associate Director's Staff Assistant.
   
   
3. Congressional Letters. Unless indicated otherwise by the CMS tasking profile, all replies to congressional correspondence are prepared for the Director's signature. The Director's reply is always addressed to the Member of Congress, even when the incoming correspondence is from a congressional assistant. If the inquiry is from the Member's district office, the response is addressed to the district office, with a copy to the Washington, D.C., office (along with copies of the incoming correspondence and the constituent's letter). The notation "Copy to your Washington, D.C., office" should appear on the reply. (See Figure A-18 - Congressional Letter to a Representative's or Senator's District Office.)
   
   Headquarters staff members who receive letters directly from congressional offices should not answer them, but should hand carry them to the RCS to be input into CMS.
   
   

   All congressional inquiries, whether oral or written, should be answered within 7 working days. If the due date for a reply cannot be met, an interim reply must be sent.

   The opening sentence of congressional letters should mention the Member's letter, constituent's name, the date, and the subject. (See Figure A-19 - Congressional Letter to a Representative's or Senator's Washington, D.C. office.)

   	Example:
   	"Thank you for your letter of October 30, 2xxx, on behalf of Ruth Smith, concerning . . . " or "This is in response to your letter of September 15, 2xxx, on behalf of . . . ."

   
   

   The closing sentence should generally offer to provide further information or assistance.

   	Example:
   	Thank you for your interest in the USGS. If we can be of further assistance, please let us know. or Your interest in this matter and the programs of the USGS is appreciated. Please let us know if you need additional information.

   When a Member of Congress sends a letter to USGS transmitting his/her constituent's letter, we reply back to the Member (not the constituent). Be sure to send a copy of the Member's incoming (including the constituent's letter) back to the Member with the response letter. This is a courtesy to the member and should not be mentioned in the body of the letter as an enclosure.

   When replying directly to a constituent at the request of a Member, send the Member a copy of the reply, accompanied by the constituent's letter. When replying to a letter signed by more than one Member, each should receive a personalized original, mentioning that an identical letter has been sent to the other Member(s). Only one set of file copies is necessary, with the names and addresses of the additional Members typed on the file copies.

   When writing to the chairman of a congressional committee or subcommittee, he or she is addressed as "Dear Mr. or Madam Chairman." When writing to a member of a congressional committee, the address would omit the word "Chairman," but otherwise remain the same. The salutation would be "Dear Mr. or Ms. (Surname)" for the House of Representatives and "Dear Senator (Surname)" for the Senate. (See Figure A-20 - Congressional Letter - Addressed as Chairman.)

   When a Member writes directly to a field office, the response is still prepared for the Director's signature. The field office should immediately fax a copy of the incoming correspondence to the RCS so that it can be entered into the CMS tracking system. Certain circumstances allow for a direct response from field offices, but must be coordinated through the Office of Communications/Congressional Liaison.
   
   For congressional letters to be signed in the Directorate, include the following copies on the cc: list. If the letters are entered in CMS, the copies will be made by RCS after they are signed.

   • Assistant Secretary for Water and Science - AS/WS. White letterhead - xerox, with copy of the enclosures and incoming correspondence.
     
     
   • Congressional Liaison for Water and Science - CL/WS. White letterhead - xerox with a copy of the enclosures and incoming correspondence.
     
     
   • Office of Congressional and Legislative Affairs - OCL. White letterhead - xerox with a copy of the enclosures and incoming correspondence.
     
     
   • Director's File - MS 114. White letterhead - xerox with a copy of the enclosures and incoming correspondence.
     
     
   • Director's Chron - MS 114. White letterhead - xerox (no enclosures or incoming correspondence).
     
     
   • Congressional Liaison - MS 112. White letterhead - xerox with a copy of the enclosures and incoming correspondence.
     
     
   • Official File - MS xxx. Letterhead - xerox with a copy of the enclosures and incoming correspondence.

   The original incoming correspondence and background information is placed on the left side of the blue striped "Immediate Attention" folder under the Correspondence Brief. This folder will be prepared by the RCS. After signature, the original incoming will be attached to the Director's File copy.

4. White House Correspondence. Mail referred from the White House requires either a draft reply for signature in the White House, or a direct reply to the writer.

   Requests for draft replies are referred to the bureau by the Executive Secretariat (ES) in the DOI. The DO will provide the action office with details on the handling of the response.

   When a White House referral is for direct reply, it is prepared for the Director's signature. If it has an ES tasking profile attached, a copy of the reply should be made for the ES.

5. Correspondence Brief. A complete Correspondence Brief should contain the following information as appropriate: ACCN #, date, subject, background, summary, with whom the correspondence has been coordinated, and reviewed and approved by (at the Associate Director or Office Chief level). (See Figure A-3 - Correspondence Brief).

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D.   Description of the Types of Envelopes Used

If the correspondence is entered in the CMS (for Deputy Director/Director signature), the envelopes will be prepared by the RCS and the response will be mailed. For correspondence with multiple addressees, however, the originating office will be asked to prepare the envelopes and mail the response. (See Figure A-21 - Preparation of Envelope.)

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E.   Selection of the Proper Envelope Size

Envelopes larger than letter size are expensive to purchase and to mail and should be used only when correspondence will not fit in a letter size envelope. Larger envelopes cannot be processed by conventional sorting equipment which may delay their delivery. Therefore, in the interest of speed of delivery and economy, the following guidelines for envelope selection will be observed:

1. Letter-Size Envelopes. Use letter-size envelopes for mail containing up to 5 sheets of 8 1/2" x 11" paper or its equivalent.
   
   
2. Large Envelopes. Use a 9 1/2" x 12 1/2" envelope for mail containing more than 5 sheets of paper. Letter-size materials must never be mailed in envelopes larger than 9 1/2" x 12 1/2".
   
   
3. Extra-Large Envelopes. Use a 10" x 15" or 12" x 16" envelope, whichever is most appropriate, for oversized materials (e.g., bulky publications or reports, etc.).
   
   

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F.   Assembly of Package for Director's Correspondence

Follow these guidelines for correspondence that is prepared in hard copy. Correspondence that is in the CMS will be assembled by the RCS and presented to the Deputy Director/Director for signature.

1. Immediate Attention Folder (blue stripe). Correspondence for signature in the DO is placed on the right side of an "Immediate Attention" folder, with the Correspondence Brief and the incoming correspondence and background information (if appropriate) placed on the left side of the folder. (See Figure A-22 - Correspondence Folder.)
   
   
2. Organization of Correspondence Package.
   
   
   • Plastic Cover. Original correspondence should be protected by a plastic cover.
     
     
   • "Copy to:" All "Copy to:" copies are prepared on white letterhead - xerox and are placed directly behind the original correspondence.
     
     
   • Departmental Copies. The Secretary Surname (yellow letterhead) with a copy of the enclosures/attachments and incoming correspondence; one copy for ES (white letterhead - xerox), one with a copy of the enclosures/attachments and incoming correspondence are placed behind the "Official Surname" divider. AS/WS requires one copy (white letterhead - xerox)with enclosures/attachments and incoming correspondence. The AS/WS copy is placed behind the "AS/WS Surname" divider.
     
     
   • Director's File. The Director's File (white letterhead - xerox) with copies of the enclosures/attachments is placed behind the "Bureau Surname" divider. After signature, the original incoming (behind the Correspondence Brief on the left side of the folder) will be attached to the Director's File copy.
     
     
   • Director's Chron. The Director's Chron (white letterhead - xerox) is placed behind the "Director's Chron Surname" divider. Do not include copies of the enclosures/attachments or incoming correspondence.
     
     
   • Official File. The originating office's Official File (letterhead - xerox) is placed behind the "Official File Surname" divider. Copies of the enclosures/attachments and incoming correspondence are attached.
     
     
   For more information regarding the official file copies, please refer to the "USGS Handbook 432-1-H," "Handbook for Managing Records," and the "USGS General Records Disposition Schedule," January 1997.
   
   The original incoming correspondence and any background information is placed on the left side of the "Immediate Attention" folder under the Correspondence Brief.
   
   
3. Surnaming. Unless there are special circumstances, all correspondence prepared for signature by the Deputy Director/Director is routed electronically in CMS to the appropriate surnamers in the DO for an electronic surname. The Correspondence Brief provided with the letter/memorandum should reflect the "Reviewed and Approved By:" signature of the Associate Director/Office Chief approval. Surnames below this level are at the discretion of the originating office.
   
   
4. Arrangement of Distribution List. Distribution lists are typed and assembled in the following order:
   
   
   • Departmental Copies
     
     
   • Director's File
     
     
   • Director's Chron
     
     
   • Official File
     
     
   • Additional Copies
     
     
   
   
5. Assembly Checklist. The following checklist should be referred to when assembling correspondence.
   
   

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G.   Special Instructions

1. Signature Tabs. Signature tabs (Post-It Tape Flags) are affixed to the letter/memorandum indicating location of signature.
   
   
2. Information and Courtesy Copies. Copies are provided to individuals or organizations mentioned in the correspondence. A courtesy copy is provided if requested by the correspondent. This should be a letterhead - xerox copy, which is placed immediately behind the original correspondence. Do not show the courtesy copy on the distribution list.
   
   

   	Example:
   	Copy to:	Mr. John Smith  (shown on the original) Ms. Susie Smart

   
   When courtesy copies of correspondence addressed to persons outside the USGS are provided to individuals within the USGS (not mentioned in the body of the correspondence), the USGS recipients should be noted as a cc: (along with the file distribution) not on the original.
   
   

   	Example:
   	cc:	Bob Hirsch, MS 409  (shown on file copies only) Denny Fenn, MS 300 Pat Leahy, MS 911 Barbara Ryan, MS 102 Dir File, MS 114 Dir Chron, MS 114 Official File, MS xxx

   
   
3. Enclosures or Attachments as Backup Materials. Because enclosures or attachments are usually included with a copy of the correspondence, type "w/o enclosure" or "w/o attachment" next to the designees on all copies not receiving the enclosures or attachments.
   
   

   	Example:
   	Dir Chron - MS 114 (w/o enclosures/attachments)

   
   
4. Special Handling. When correspondence requires special handling, all instructions to the signing office must be typed and clipped to the top of the package before it is sent forward. Verbal instructions are not acceptable. Always include the name and extension of the person to be called for pickup.
   
   NOTE: In CMS, special handling instructions should be noted in the "Comment" tab.
   
   
5. Pronouns. "We" and "our" are preferred pronouns. Avoid using "I" and "my."
   
   
6. Rewrites. If a letter or memorandum is rewritten, a copy of the "marked-up" first version, with the name of the person authorizing the rewrite, should be attached so that a visual check will show the changes that have been made.
   
   
7. Acronyms/Abbreviations. An acronym is a shortened form derived from the initial letters of the words that make up the complete form. Acronyms, such as USGS and NASA, are written in all capital letters and without periods. Acronyms can be pronounced as separate letters or words. An abbreviation is a shortened form of a word, i.e., "cont." for "continued." There are several acronyms and abbreviations that we use that we do not spell out first (i.e., CD-ROM, Dr., Ms., fax).
   
   The first time an abbreviation or acronym appears in a written work, write the complete term, followed by the abbreviation form in parentheses. Thereafter, you may use the abbreviation or acronym alone.
   
   

   	Example:
   	The Secretary of the Interior will be at the U.S. Geological Survey (USGS) headquarters in Reston, Virginia, tomorrow. The Director has a meeting with the National Aeronautics and Space Administration (NASA) officials next week.

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