CHAPTER 2. PREPARATION OF LETTERSWord Version - A viewer is available from Microsoft® for Word files. Show
PDF Version - To view PDF files, you can use the Acrobat® Reader®. Par.
Each Administrator may have his/her own preferences with regard to the preparation and/or formatting of correspondence which may contradict the guidelines described in the Correspondence Manual. The FHWA Exec Sec will forward these preferences to the Correspondence Contacts. The preferences should be followed when preparing correspondence for the Administrator's signature. Correspondence prepared for signature by someone other than the Administrator should follow the guidelines as described in the Correspondence Manual. NOTE: Special logos at the bottom of the letterhead are not included in the examples within the Correspondence Manual as they can change between updates. The letterhead templates available on StaffNet will include the current logo. In Reply Refer To: (Title) (Name of Organization) (Street Address) (City, State code*##ZIP Code) blank line Dear Ms. (Surname): blank line Each Administrator will have their own preferences as to how letters should be formatted. The following format guidelines will be used in preparing a letter unless the Administrator has indicated other preferences. The Executive Secretariat will notify offices of these alternate preferences.
*The USPS two-letter State code (ALL CAPS) for the State should be used on the inside address and the envelope. Use DC, not D.C. However, when mentioning a State in the body of the letter, it should be spelled out. There should be two blank spaces between the two-letter State code and the ZIP Code (the ## symbol indicates two blank spaces within this manual). Figure 2.1-1 NOTE: The margins and placement of the address on short letters may vary for an attractive, well-balanced appearance.
Example:
The salutation is typed flush with the left margin, space down two times to create one blank line below the address followed by a colon. Do not use first-name salutations in letters unless you have received specific instructions from the person who will be signing the letter or Exec Sec. These instructions also apply to letters that will be signed in Office of the Secretary of Transportation (OST). Figure 2.1-2
Figure 2.1-4
In Reply Refer To: John B. Doe, P.E.
Note: In the interest of brevity, only one subdivision at each level is shown in the example on the next page. Figure 2.2-1
Figure 2.2-2
In Reply Refer To: Mrs. (Full Name)
Figure 2.3-2 blank line
Figure 2.3-3
In Reply Refer To: Dr. (Full Name)
Figure 2.4-1 2
blank line
blank line Figure 2.4-2
In Reply Refer To: Mr. (Full Name)
Figure 2.5-2
In Reply Refer To: Mr. (Full Name)
Figure 2.6
In Reply Refer To:
Figure 2.7-1 2
blank line
Figure 2.7-2
In Reply Refer To: Peter A. Smith, Esquire
blank line
blank line Figure 2.8 Type of folder to use:
Figure 2.9
In Reply Refer To: Mr. (Full Name)
blank line
Figure 2.10-2 Previous Concurrences Valid Grid Copy
Figure 2.11 Form DOT F 1320.65
The Honorable (Full Name) Refer to the date of the incoming correspondence in the opening paragraph of a letter prepared for the Secretary's signature. "Thank you for your letter regarding…" The subject of the incoming correspondence should be included in the opening paragraph. Make sure all letters are properly centered on the page. Do not write letters that are one paragraph in length and do not double space short letters (one blank line between each typed line). For congressional correspondence only, end each letter with "If I can provide further information or assistance, please feel free to call me." The example below shows the format for a second page. It should begin flush with the left margin. Example: Page 2 Type the Secretary's name seven spaces down from the complimentary close to create six blank lines. Do not type a title below the Secretary's name. Figure 2.12-1 Page 2
The Honorable (Full Name) This is the format for a letter prepared for the Deputy Secretary of Transportation's signature. Letters to be signed by the Deputy Secretary are prepared on special letterhead. Omit the sender's reference on all correspondence typed for signature of an OST official. Do not use a first name in the salutation unless directed by Exec Sec. Refer to the date of the incoming correspondence in the opening paragraph of a letter prepared for the Deputy Secretary's signature. "Thank you for your letter regarding concerning…" The subject of the incoming correspondence should be included in the opening paragraph. Make sure all letters are properly centered on the page. Do not write letters that are one paragraph in length and do not double space short letters (one blank line between each typed line). For congressional correspondence only, end each letter with "If I can provide further information or assistance, please feel free to call me." The example below shows the format for a second page. It should begin flush with the left margin. Example: Page 2 Type the Deputy Secretary's name five spaces down from the complimentary close to create four blank lines. Do not type a title below the Deputy Secretary's name. Figure 2.13-1 Page 2
Figure 2.13-2 For signature by OST officials other than S-1 or S-2 Mr. (Full Name) This is the format for a letter prepared for an OST official who is not the Secretary or Deputy Secretary. Check with Exec Sec before preparing a letter for an OST office. The General Counsel and some Assistant Secretaries have their own letterhead. Omit the sender's reference on all correspondence typed for signature by an OST official. Do not use a first name in the salutation unless directed by Exec Sec. Refer to the date of the incoming correspondence in the opening paragraph of a letter prepared for signature by an OST official. The subject of the incoming correspondence should be included in the opening paragraph. Make sure all letters are properly centered on the page. Do not write letters that are one paragraph in length and do not double space short letters (one blank line between each typed line). For congressional correspondence only, end each letter with "If I can provide further information or assistance, please feel free to call me." Type the OST official's name five spaces down from the
complimentary close to create four blank lines.
Figure 2.14 Distribution Copies of OST Controlled Correspondence Mr. (Full Name)
Figure 2.15
In Reply Refer To: Mr. (Full Name) Letters prepared for signature by the Federal Highway Administrator, Deputy Administrator, or the Executive Director (or letters of special interest to them that are signed by others) are routed through and controlled by Exec Sec. The following are examples of opening paragraphs; the closings are provided for letters signed by one or more people:
Figure 2.16-1 2 Use the following guidelines when preparing a letter for the signature of the Federal Highway Administrator, Deputy Administrator, or Executive Director:
blank line
Figure 2.16-2
In Reply Refer To: Mr. (Full Name) Through: Mr. (Full Name) This is the format for a letter written to a State department of transportation (DOT) from a Washington Headquarters office. Prepare an appropriate size envelope for the letter and any enclosures to the State CEO (to be used by the Division Administrator if he/she decides to mail the letter). The letter and enclosures should not be folded or sealed. Place them and a copy, in a FedEx envelope which has been pre-addressed to the State's Division Administrator. This provides the Division Administrator the opportunity to hand deliver the letter to the State CEO. Mr./Ms. , our Division Administrator in (State), will work closely with you_____________. He/she can be reached at (include a phone number).
Figure 2.17
In Reply Refer To: The Honorable (Full Name) If it is not known who the signing officials will be, leave enough room for
the name, title, and signature. Use FHWA Office of the Administrator letterhead template (dual administration) and type in the full name, title, and name of the respective DOT Administrations.
Figure 2.18
In Reply Refer To: Mr. (Full Name) This format is reserved for signature in the Office of the Federal Highway Administrator. If it is known who the signing official will be, type in the name and title five spaces down from the complimentary close to create four blank lines. The Federal Highway Administrator's name and title is typed on the right side. The name and title of the cosigner is typed on the left side.
Figure 2.19
In Reply Refer To: Ms. (Full Name)
Type the name and title of the signing official five spaces down from the complimentary close to create four blank lines.
Figure 2.20 SUMMARY SHEET SUBJECT: State the title of the action/issue. ISSUE: Clearly state the issue, problem, or request the writer/requester is asking FHWA to solve, fund, or assist them with solving. FHWA POSITION: State in two or three sentences our response/action/proposed solution to the issue/problem/request. BACKGROUND: Provide key facts that summarize the issue/problem/request and rationale for our position. Use this space to refer to specific tabs for detailed information highlighted on specific pages of accompanying documents. POINT OF CONTACT: Include the name, routing symbol, and telephone number of individual preparing the response to the document. SUPERVISOR: Include the name, routing symbol, and telephone number of Program Office Director or Division Chief. This sheet should be placed inside the folder on the left side on top of the yellow Concurrence tab. The incoming correspondence should be placed under the pink Incoming tab. Any background material should be placed under the blue Background tab. What should assistants do with mail marked confidential private or personal?Some mail is marked urgent. If it is also marked confidential or personal, you should treat it as confidential first and not open it. You can either deliver urgent mail immediately to the person it is addressed to or you can make sure it goes to the top of the pile when you are prioritising mail for that person.
When should a medical assistant handle incoming mail?Communication, Equiptment and Supplies. What are the 5 steps of processing incoming mail?Handling of Incoming or Inwards Mail in an Office. Step # 1. Receiving and Opening the Mail:. Step # 2. Scrutiny of Contents:. Step # 3. Date-Stamping:. Step # 4. Recording:. Step # 5. Sorting:. Step # 6. Distributing:. Step # 7. Keeping the Track:. When annotating letters assistants should answer any questions that they are able to answer?What is annotating? When annotating letters, assistants should answer any questions that they are able to answer. If the contents of a piece of mail do not include the name and return address of the sender, what should be done with the envelope? It should be kept with the contents.
|