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U.S. Geological Survey Manual

USGS Correspondence Handbook

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Updates/Corrections

Please make the following corrections to your copy of the USGS Correspondence Handbook.

Effective Immediately: Format change on Memorandums. Roy Ingersoll (Exec. Sec.) has confirmed that this is the new format the DOI Bureau's use so we need to be consistent with the Department.

Here is Sample #1:

In Reply Refer To:
Mail Stop ___
#2009___

(4 blank lines)

April 23, 2009

Memorandum

To:   Assistant Secretary - Water and Science

From:   Suzette M. Kimball
Acting Director, U.S. Geological Survey

Subject:   Change on Memorandums

Memorandum is now lower case and "left" margin justified. Do not center and bold it. Type the "To:" line - two lines down from "Memorandum" and do the same amount of lines down to "From:" and "Subject:" lines. Then it's two lines down to where you type the text.

You do need to add "In Reply Refer To" on Memorandums going directly to another office.

If you have an Attachment make sure you say "Attachment" not "Enclosure" on Memorandums.


Here is Sample #2:

(No "In Reply Refer To:")

April 23, 2009

Memorandum

To:   Secretary

Through:   Name
Assistant Secretary - Water and Science

From:   Suzette M. Kimball
Acting Director, U.S. Geological Survey

Subject:   Change on Memorandums

Memorandum is now lower case and "left" margin justified. DO NOT TYPE "In Reply Refer To:" on Memorandums that have a "Through:" line. Type the :To:" line - two lines down from "Memorandum" and do the same for the "From:" and "Subject:" lines. Then it's two lines down to where you type the text.

If you have an Attachment make sure you say "Attachment" not "Enclosure" on Memorandums.


NOTE: The above are just "Sample" of Memos - for the time being, anything going "To:" or "Through:" Assistant Secretary for Water and Science should be addressed to:

Deanna Archuleta
Acting Assistant Secretary for Water and Science

4/23/09

Effective Immediately: Bureau is capitalized if part of the proper name; it is also capitalized standing alone if referring to Federal or International unit.

(Page 39 of the GPO Style Manual)

8/9/07
Effective Immediate – please use the following signatures for Secretary Salazar:
All material for Secretarial signature must include the following signature block -
 

Sincerely,




Ken Salazar

Note: Paragraphs must continue to be block style (block style is referring to the left margin - no indent). The right margin is not justified. The complimentary close signature block must begin at the center of the document. The Secretary´s name must be typed five lines below the complimentary close.
Note: Correspondence addressed to the Assistant Secretary for Water and Science should use the same format.
9/13/05
Chapter 3 In Chaper 3 of the USGS Correspondence Handbook, several samples of letters/memos currently show that we provide "three" cc copies for Water & Science (W&S). Effective Immediately — The number of copies for W&S has changed. Please see Numbers 1-4 below:

(1) If a letter is going to W&S for signature, they only need 1 copy.

(2) If we have a letter or memo that is signed by the Director/Deputy Director, and we want to include an FYI copy for W&S, they only need 1 copy.

(3) If a memo is going to the Secretary/Deputy Secretary or an Assistant Secretary at DOI and W&S needs to sign the "Through:" line, W&S needs 2 copies - (1 copy for the W&S correspondence office after W&S signs the "Through:" line, and 1 copy after final signatures are obtained).

(4) If we have a letter that needs to be signed by the Secretary/Deputy Secratary or an Assistant Secretary at DOI and W&S needs to surname on the yellow ladder copy, W&S needs 2 copies - (1 copy for the W&S correspondence office after W&S surnames, and 1 copy after final signatures are obtained).
8/31/04
Pages iv-v - Table of Contents Please add:
A-29 Sample Signatures to the following sections:
Sample Figures
Sample of Letters
Sample of Memorandums
Print a copy of Figure A-29 Sample Signatures and insert it in your manual.
1/30/02
Chapter 3 Corrections have been made to the cc: list in Figures A-26, A-27, and A-28. Please print these pages and replace them in your copy of the Correspondence Manual.
1/30/02
Page 5-8 Capitalize the words Internet, Intranet.
Change Website to Web site.
1/30/02
Page 5-13 Units of measurement and time, actual or implied, are expressed in figures.

Example:

3 yards      3 days      3 months

20th century (10 and above) expressed in figures
(century is NOT capitalized)
1/30/02


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Last modification: 11-Jan-2013@10:54