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U.S. Geological Survey Manual

USGS Correspondence Handbook

|| Introduction | Table of Contents | Chapter 1 | Chapter 2 | Chapter 3 | Chapter 4 | Chapter 5 | Updates/Changes new button ||

Updates/Corrections

Table Of Contents

Chapter 1.

  1. U.S. Geological Survey (USGS) Correspondence

    1. Ticketed Correspondence
      1. Definition of Ticketed Correspondence
      2. Control Procedures
      3. Due Dates
    2. Preparation of Correspondence
      1. Style, Format, and Stationery
      2. Type Font
      3. Margins
      4. Reference Block
      5. Address
      6. Spacing
      7. Complimentary Closing
      8. Signature Block
      9. Enclosures or Attachments
      10. Separate Cover
      11. Information Copies
      12. File Copies
      13. Identification Line
      14. Rewrites
      15. Signature on "Through" Line
      16. Surnaming
      17. Required Number of Copies
    3. Special Types of Correspondence
      1. Standard Letters and Memorandums
      2. Correspondence Referred to Another Government Agency
      3. Congressional Letters
      4. White House Correspondence
      5. Correspondence Brief
    4. Description of the Types of Envelopes Used
    5. Selection of the Proper Envelope Size
      1. Letter-Size Envelopes
      2. Large Envelopes
      3. Extra-Large Envelopes
    6. Assembly of Package for Director's Correspondence
      1. Immediate Attention Folder
      2. Organization of Correspondence Package
      3. Surnaming
      4. Arrangement of Distribution List
      5. Assembly Checklist
    7. Special Instructions
      1. Signature Tabs
      2. Information and Courtesy Copies
      3. Enclosures or Attachments as Backup Materials
      4. Special Handling
      5. Pronouns
      6. Rewrites
      7. Acronyms/Abbreviations

Chapter 2.

  1. Secretarial Correspondence
    1. Ticketed Correspondence
    2. Preparation of Outgoing Correspondence
      1. General
      2. Format
        1. Guidelines
        2. Signature Block
        3. Copies - Secretary or Deputy Secretary
        4. Copies - Assistant Secretaries and Deputy Assistant Secretaries
        5. Identification Information (Credit Line)
      3. Checklist for Secretary or Deputy Secretary
      4. Checklist for Assistant Secretaries and Deputy Assistant Secretaries

Chapter 3.

  1. Sample Figures
    A-1  CMS Profile Data Sheet
    A-2  Department of the Interior Tasking Profile
    A-3  Correspondence Brief
    A-4  Example of an Interim Letter
    A-5  Example of an Interim Congressional Letter
    A-6  Standard Letter
    A-7  Letter with Multiple Addresses and Special Mailing Instructions
    A-8  In-House Memorandum
    A-9  Memorandum for the Record
    A-10  Request for Action by the Secretary or Deputy Secretary or Request to Brief the Secretary or Deputy Secretary
    A-11  Information Memorandum to the Secretary or Deputy Secretary
    A-12  Invitation to the Secretary or Deputy Secretary
    A-13  Letterhead Samples
    A-14  Through Memorandum
    A-15  Approve/Disapprove or Concur/Nonconcur Memorandum
    A-16  Approve/Disapprove and Concur/Nonconcur Foreign Travel Memorandum
    A-17  Congressional Letter Referred to Another Government Agency
    A-18  Congressional Letter to a Representative's or Senator's District Office
    A-19  Congressional Letter to a Representative's or Senator's Washington, D.C., Office
    A-20  Congressional Letter - Addressed as Chairman
    A-21  Preparation of Envelope
    A-22  Correspondence Folder
    A-23  Transmittal Memorandum to Request the Signature of the Secretary or Deputy Secretary
    A-24  Congressional Letter for Signature of the Secretary
    A-24a  Congressional Letter for Signature of the Deputy Secretary
    A-25  Letter for Assistant Secretary - Water and Science Signature
    A-26  Letter for Signature of Assistant Secretary - Policy, Management and Budget
    A-27  Transmittal Memorandum Through Assistant Secretary - Water and Science to Request Signature of the Assistant Secretary - Policy, Management and Budget
    A-28  Secretary Surname (Yellow Ladder Letterhead)
    A-29  Sample Signatures
    A-31B  Memorandum addressed to two or more Department people and through two different Bureau Offices

    Samples - By Category

    Miscellaneous
    A-22  Correspondence Folder
    A-21  Preparation of Envelope
    A-13  Letterhead Samples
    Correspondence Forms
    A-1  Profile Data Sheet
    A-2  Department of the Interior Tasking Profile
    A-3  Correspondence Brief
    Congressional Correspondence
    A-5  Example of an Interim Congressional Letter
    A-19  Congressional Letter to a Representative's or Senator's Washington, D.C. Office
    A-18  Congressional Letter to a Representative's or Senator's District Office
    A-20  Congressional Letter - Addressed as Chairman
    A-24  Congressional Letter for Signature of the Secretary
    A-24a  Congressional Letter for Signature of the Deputy Secretary
    A-17  Congressional Letter Referred to Another Government Agency
    Sample of Letters
    A-4  Example of an Interim Letter
    A-6  Standard Letter
    A-7  Letter with Multiple Addressees and Special Mailing Instructions
    A-25  Letter for Assistant Secretary - Water and Science Signature
    A-26  Letter for Signature of Assistant Secretary - Policy, Management and Budget
    A-28  Secretary Surname (Yellow Ladder Letterhead)
    A-29  Sample Signatures
    Sample of Memorandums
    A-8  In-House Memorandum
    A-9  Memorandum for the Record
    A-14  Through Memorandum
    A-15  Approve/Disapprove or Concur/Nonconcur Memorandum
    A-16  Approve/Disapprove and Concur/Nonconcur Foreign Travel Memorandum
    A-27  Transmittal Memorandum Through Assistant Secretary - Water and Science to Request Signature of the Assistant Secretary - Policy, Management and Budge
    A-23  Transmittal Memorandum to Request the Signature of the Secretary or Deputy Secretary
    A-10  Request for Action by the Secretary or Deputy Secretary or Request to Brief the Secretary or Deputy Secretary
    A-11  Information Memorandum to the Secretary or Deputy Secretary
    A-12  Invitation to the Secretary or Deputy Secretary
    A-29  Sample Signatures

Chapter 4.

  1. Models of Address

Chapter 5.

  1. "Quick and Easy" Answers to Everyday Questions

    "A" or "An"
    Abbreviations and Acronyms
    Commonly Misused Nouns and Verbs
    Apostrophes
    Capitalization and Compound Words
    Chairman, Chairwoman, or Chairperson
    Colons, Semicolons, and Dashes
    Commas
    "In Behalf Of" or "On Behalf Of"
    Numbers
    Omissions or Ellipsis Marks
    "Other" Documents
    "Widows" and "Orphans"
    Preparation of Correspondence
    Subdivisions
    Titles and Initials



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U.S. Department of the Interior, U.S. Geological Survey, Reston, VA, USA
URL: http://www.usgs.gov/usgs-manual/handbook/hb/431-2-h/toc.html
Contact: Ask USGS
Last modification: 11-Jan-2013@10:54