CORRESPONDENCE MANUAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200060049-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 44
• Document Creation Date: December 22, 2016
• Document Release Date: June 9, 2003
• Sequence Number: 49
• Publication Date: April 1, 1952
• Content Type: REGULATION

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CORRESPONDENCE
MANUAL.
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25X1A9A
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A great deal of the business of the Central Intelligence
Agency is done through correspondence and this, of course, be-
comes the written record. To do an efficient job of maintaining
a thorough and complete record, it is essential that the proce-
dures for the preparation of official correspondence be uniform,
and that the styling, routing, and filing of it be done according
to a given pattern or plan.
The purpose of this Manual, therefore, is to present, in a
simple way, these rules and regulations to the secretarial and
stenographic personnel of the Agency. There is really nothing
difficult about any of the procedures, and with a little study
and practice they are easily mastered. The instructions given
here are only general in scope, and do not cover all cases.
Should special problems arise, they should be brought to the
attention of the immediate supervisor or Administrative Officer
for a solution.
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GENERAL
Style
In the preparation of official CIA correspondence, the memoran-
dum form or the letter form is used.
The following types of stationery are used:
CIA Letterhead (bond)
Thin CIA Letterhead (tissue)
CIA Letterhead (Office of the Director) (bond)
Thin CIA Letterhead (Office of the Director) (tissue)
CIA Letterhead (Office of Deputy Director of Central
Intelligence)
Thin CIA Letterhead (Office of Deputy Director of
Central Intelligence)
Standard Form No. 64 (Office Memorandum-U.S. Government)
Plain Bond
Plain Thin White Tissue
Plain Thin Yellow Tissue
CIA Letterhead (bond)
The CIA Letterhead is used in the preparation
of all correspondence sent outside the Agency.
When such correspondence is prepared for the
signature of the Director of Central Intelligence,
the CIA Letterhead (Office of the Director) is
used. When "outside" correspondence is prepared
for the signature of the Deputy Director of Central
Intelligence, the CIA Letterhead (Office of Deputy
Director of Central Intelligence) is used.
Thin CIA Letterhead (tissue)
The thin CIA Letterhead is always used for the:
1. "Courtesy" copy (sometimes called
"duplicate copy") to accompany the original on
a CIA Letterhead.
2. Information copy, if one is to be sent
to another addressee outside the Agency.
3. Copies of "multiple addressee" memoran-
da sent outside the Agency. (A "multiple
addressee".memorandum is a memorandum addressed
to a list of two or more officials. This type of
memorandum is a timesaver, and when used it is
necessary to prepare a copy for each addressee
listed.)
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Thin CIA Letterhead (Office of the Director) (tissue)
This letterhead is used when the original is
prepared on the CIA Letterhead (Office of the Direc-
tor) and for the same purposes stated in the preced-
ing paragraph.
Thin CIA Letterhead (Office of Deputy Director of
Central Intelligence tissue)
This letterhead is used when the original is
prepared on the CIA Letterhead (Office of Deputy
Director of Central Intelligence) and for the same
purposes stated above.
Plain Bond
This paper is used only when addressing memoran-
da to the Director of Central Intelligence or to his
four Deputies, and when writing to two or more offi-
cials within the Agency (multiple addressee), and for
second sheets.
Standard Form No. 64 (Office Memorandum-U.S. Government)
This form is used when addressing memoranda to all
officials within CIA, with the exception of the Direc-
tor of Central Intelligence and his four Deputies. It
is also used when, writing informally to officials of
other Government agencies or departments.
Plain Thin White Tissue
Plain thin white tissue is used for the:
1. Information copy, if one is to be sent
to another addressee within the Agency.
2. File copy.
3. Copies of "multiple addressee" memoran-
da sent to officials within the Agency.
1+. Extra copies, as required.
Plain Thin Yellow Tissue
Plain thin yellow tissue is the Administrative
Files copy,, (The ;color is used simply to identify it
as the CIA file copy.)
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Number of Copies Required
Original
1 - Thin CIA Letterhead -
tissue (or CIA Let-
terhead-Office of the
Director; or, CIA
Letterhead-Office,
of Deputy Director
of Central Intelli-
gence.)
1 - Thin CIA Letterhead -
tissue (or CIA Let-
terhead-Office of the
Director; or, CIA
Letterhead-Office
of Deputy Director
of Central Intelli-
gence.)
For dispatch.
"Courtesy" copy to be forwarded with
the original, if the addressee is a
Member of Congress, or an official
of another Government agency or de-
partment.
Information copy (if necessary) to
be sent to another addressee out-
side the Agency.
1 - Plain thin white - Information copy (if necessary) to
be sent to another addressee within
the Agency.
1 - Plain thin white - For the signing official. (Two
tissue thin white copies, if the signer is
the Director of Central Intelligence
or the Deputy Director of Central
Intelligence.)
1 - Plain thin white - Copy for return to the originating
tissue office to indicate the date on which
correspondence was signed and dis-
patched.
1 - Plain thin yellow - Administrative Files copy.
tissue
Extra copies - Additional thin white copies as may
be required by individual offices.
2. Original on plain bond, with plain
thin white for each addressee,
when sent within the Agency.
3. Additional thin whites required
am for file and other copies.
Multiple Addressee - 1. Original on appropriate CIA Let-
Memoranda terhead, with a thin white let-
terhead for each addressee, when
sent outside the Agency.
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Margins
Margins are set to give a "framd picture" appearance to memo-
randa and letters. However, marlins are never to be less than 12
inches.
The date is placed in accordance with the length of the letter
or memorandum, flush with the upper right-hand margin, and is writ-
ten in this sequence - day, month, year - as, 15 January 1952.
The date is omitted when preparing correspondence for the signa-
ture of the Director of Central Intelligence or his Deputies. It
is placed by the Exe=cutive Registry when the correspondence has been
signed and is ready for dispatch.
Heading of a Memorandum .
The heading of a memorandum is begun five lines below the date
Address of a Letter
The address of a letter is written five lines below the date
line.
Salutation
The salutation is typed two lines below the address of a let-
ter. The memorandum has no salutation.
Body
In the memorandum, the body is begun four lines below the last
line of the heading,.while in the, letter, the message is started two
lines below the salutation.
Line Spacing
The body of correspondence is single spaced. However, if the
text is less than eight lines, double spacing is used. In both
instances, double spacing is usedl,between paragraphs. (NOTE: In
memoranda addressed to the President of the United States, regardless
of length, double spacing is always used, with double spacing between
paragraphs.)
Paragraphing
Paragraphs are indented five spaces. They are separated by a
double space.
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Paragraphs of memoranda. When a memorandum is but one paragraph
in length, the paragraph is not numbered, but subparagraphs are let-
tered. If the memorandum is two or more paragraphs in length, the
paragraphs are numbered consecutively with Arabic numerals. The pat-
tern for paragraphing is as follows:
1.
(1) .................................................
(a) ............
1.
Exception: In memoranda addressed to the President of the United
States, paragraphs are not numbered.
Paragraphs of letters. In letters, paragraphs are not numbered.
Command Line
The command line, or the authority line, is "FOR THE DIRECTOR
OF CENTRAL INTELLIGENCE:" Itis used only on the memorandum form,
and when the individual signing the correspondence has been delegated
authority to do so for the Director of Central Intelligence. The com-
mand line is indented five spaces from the left-hand margin, typed in
all caps, and is followed by a colon.
Complimentary Close
The complimentary close is used only in the writing of letters.
It is typed two or three spaces to the right of the center of the page.
No complimentary close is used in the writing of memoranda.
Signature
On memoranda, the signature is typed five or six lines below the
last line of the body, or the command line, if there is one. The
name is written two or three spaces to the right of the center of the
page in all caps. The title is centered in respect to it, and is typed
in initial caps. When Standard Form No. 64 (Office Memorandum-U.S.
Government) is used, the title appears in the heading on the "From'
line. Therefore, it is omitted at the close when this form is used.
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On letters, the signature is, typed five or six lines below, and
flush with, the complimentary close. The name is written in initial
caps only. The title is centered in respect to the name, in initial
caps.
The number of enclosures is 1 typed two lines below the signature
and flush with the left-hand margin, on the original and all carbons.
Indented two spaces and one line down, each enclosure is listed by
number and briefly described. I an enclosure consists of more than
one copy, the number of copies i shown in parentheses following the
description of the enclosure. F r example,
2 Enclosures
(1) Form No. 37-3 (dup)
(2) Form No. 38-1 (trip)
E,hc(osV re
(s) -Form te,) , 37`6(400
Information Copies
Information copies and the officials to whom they are addressed
are indicated flush with the left-hand margin, and two lines below
the last written line of a memor ndum or letter. (Signature line or
enclosures listing.) This notation always appears on all the carbons
retained in the Agency. However! if it is the desire of the dicta-
ting official, the notation is made on the original and courtesy copy,
if there is one. For example,
cc: Personnel Director
cc: Chief, Administrative Services
The identification initials 1, consist of the office designation,
or symbol, the writer's and the secretary's initials. Following the
initials and on the same line, the date is typed in parentheses, as,
OCD/ABC:xyz (15 January 1.952). n memoranda addressed to officials
within the Agency (with the exc~ption of the Director of Central In-
telligence and his four Deputies) the identifications are typed on
the original and all the carbons'. In memoranda and letters addressed
outside the Agency, the identifications are typed only on the carbons
remaining in CIA. They never appear on originals, "courtesy" copies,
or information copies.
Distribution Of the various copies of correspondence is noted
on all carbons retained in the Agency. For example,
1- DD/A (signer's copy)
1- Return, to Organization and Methods Service
1- Administrative Files
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Continuations
The body of memoranda or letters is continued at least eight
lines below the top of the page.
A paragraph of three or fewer lines is not divided between pages.
At least two lines of a divided paragraph appear on each page. In
dividing a sentence between pages, at least two words of the sentence
appear on each page. In no case is a word divided between two pages.
If the body of a memorandum or letter is completed so near the
bottom of a page that there is no room for the signature, at least
two lines of the last paragraph are carried over to the last page.
This is done so that the signature will not become separated from the
text.
Page Numbering
No number is placed on the first page. Subsequent pages are
numbered consecutively with Arabic numerals. The number is centered
and typed about one inch above the bottom of the sheet, as, -2-.
The classification is stamped as specified in the current CIA
Security Regulations.
Envelopes
When envelopes are necessary, they are prepared in accordance
with the existing CIA Security Regulations.
Receipts
Receipts, when necessary, are prepared as required by the CIA
Security Regulations.
Routing Slips
The official routing slips (Nos. 36-8 and No. 30-4+) are used
when correspondence is referred through one official to another.
They are also used at times for the transmission of informal com-
ments on the basic correspondence. It is unnecessary to use rout-
ing slips to transmit correspondence from one office to another.
Chain envelopes are used for this purpose.
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THE MEMORANDUM
When to Use the Memorandum Form
When addressing the following, the memorandum form is used and
is prepared on a CIA Letterhead (or CIA Letterhead-Office of the
Director):
-"l. TheLPresident of the United States.
,/,2. Officials of the National Security Council (NSC)
,03. The Intelligence Advisory Committee (IAC) (or to indi-
vidual member Agencies of the Committee)
4. The LNational Security Resources Board (NSRB)
/5. Other Government agencies, if the incoming corres-
pondence was in memorandum form.
The memorandum form is used when addressing the following, and
it is prepared on plain bond paper. (This is the only instance in
which plain bond paper is used.):
?'l. The Director of Central Intelligence
2. The Deputy Director of Central Intelligence
3. The Deputy Director (Administration)
4. The Deputy Director (Plans)
5. The Deputy Director (Intelligence)
-6. Multiple addressees.
When corresponding with the following, the memorandum form is
used, and prepared on-the Standard Form No. 64 (Office Memorandum-
U.S. Government):
>1. All officials of CIA in Washington, with the exception
of those listed in the immediate) receding paragraph.
..'2. All officials of CIA
,3. Other Government agencies, informally.
How to Prepare a Memorandum
Keeping in mind the "framed picture":appearance, the margins are
set accordingly.
Place the date (if it is to be entered) in accordance with the
length of the memorandum in the upper right-hand corner and flush
with the margin.
Dropping five lines from the date, the headings MEMORANDUM FOR,
SUBJECT, and REFERENCE, ATTENTION or THRU lines are typed in all caps,
block form, and flush with the left-hand margin. The addressee, the
subject proper, and the reference are typed in lower case, initial
caps, and separated by two lines. For example,
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MEMORANDUM FOR: Director of Central Intelligence
SUBJECT: Change of Office Hours
REFERENCE: Budget Circular No. 10 dtd 1 May 1951
or,
MEMORANDUM FOR: Deputy Director (Administration)
ATTENTION: Assistant Deputy Director (General)
SUBJECT: Change in Office Hours
MEMORANDUM FOR.; Deputy Director (Administration)
THRU: The Comptroller
SUBJECT: Change in Office Hours
(In this instance, an extra copy is forwarded with the original
for the files of the Comptroller, if he so desires to retain a copy.)
In the preparation of "multiple addressee" memoranda, the ad-
dressees are listed, block form, ifollowing the heading MEMORANDUM
FOR. The remainder of the heading is completed in the usual way.
For example,
MEMORANDUM FOR: The Comptroller
Personnel Director
Chief, Administrative Services
Chief, Org4nization and Methods Service
SUBJECT: Change in Office Hours
(In this instance, a carbon is prepared for each addressee
listed.)
The body of the memorandum ids begun four lines below the last
line of the heading. Single spacing is used, except when the memo-
randum is very short, in which case double spacing is permissible.
(NOTE: In memoranda: addressed to the President of the United States,
regardless of length, double spading is always used, with double
spacing between paragraphs.) Paragraphing is as described under
General. -
The command line, if one is fused, is indented five spaces and
typed two lines below the last line of the body.
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The signature is typed five or six lines below the command line.
It is written in all caps two or three spaces to right of the center
of the page. The title is typed one line below the signature and is
centered in respect to it.
Enclosures are listed two lines below the signature and title.
These appear on the original and all carbons.
Information copies are indicated two lines below the last writ-
ten line, which may be the signature line or the enclosures listing.
The notation is made on all carbons retained in the Agency; however,
if the dictator so directs, it is also noted on the original and
"courtesy" copy.
Dropping two lines, the identifying office symbol, initial's and
date are typed. In memoranda addressed to officials within the
Agency, the identifications are typed on the original and all car-
bons, except when addressing the Director of Central Intelligence or
his four Deputies. In these exceptions they appear on carbons only.
In memoranda and letters addressed outside the Agency, the identifi-
cations are typed on carbons remaining in CIA. They never appear
on originals or "courtesy" copies.
Page numbering. The first page is not numbered; however, sub-
sequent pages are numbered consecutively with Arabic numerals. The
number is centered and typed one inch or so above the bottom of the
sheet.
Stamp the classification, if there is one, following the pre-
scribed CIA Security Regulations.
Prepare routing slip, receipt and envelopes, if they are neces-
sary.
How to Prepare a Memorandum on Standard Form No. 64+
Type the addressee in initial caps following the TO heading.
The date is entered on the DATE line.
The official's title is entered following the FROM heading
in initial caps.
Type the subject in initial caps following the word SUBJECT.
An ATTENTION line or a THRU line, if desired, may be added
one line below the TO line.
A REFERENCE line if needed is typed two lines below the SUB-
JECT line..
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The following are examplesof the different styles of headings
for the Form No. 64:
TO: Assistant Deputy Director (Administration)
FROM: Personnel Director
SUBJECT: Revision of Form No. 37-3, dtd 18 June 1951
TO: Personnel Director
THRU: Comptroller
FROM: Chief, Organization and Methods Service
SUBJECT: Revision of Form No. 37-3, dtd 18 June 1951
TO: Personnel Director
ATTN Chief, Classification Division
FROM: Chief, Organization and Methods Service
SUBJECT: Revision of Form No.. 37-3, dtd 18 June 1951
or,
TO: Personnel Director
FROM: Chief, Organization and Methods Service
SUBJECT: Revision of Form No. 37=3, dtd 18 June 1951
REFERENCE: Memo dtd 18 June 1951 fr Personnel. Director to Chief,
Organization and Methods Service
The body of the memorandum is started four lines below the last
line of the heading. It is single spaced except when the memorandum
is very short, in which case it is permissible to use double spacing.
The rules for paragraphing are followed as prescribed under GENERAL.
The short Memorandum Form No. 64 is used if the body of the memo-
randum is short.
The command line (if one is used) is indented five spaces and
typed in all caps two lines below':the last line of the body.
The signature follows five o six lines below and is typed in all
caps. Since the title appears in',the heading, it is omitted at the
close.
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Enclosures are listed two lines below the signature and title,
and typed flush with the left-hand margin. They appear on the orig-
inal and all copies.
Information copies are indicated two lines below the last writ-
ten line, which may be the signature line or the enclosures listing.
The notation is made on all carbons retained in the Agency; however,
if the dictator so directs, it is also noted on the original and
"courtesy" copy.
Dropping two lines, the office symbol and identifying initials
and date are typed on the original and all carbons of memoranda
addressed to officials within the Agency. However, they are omitted
on the original and "courtesy" copy when addressing the Director of
Central Intelligence or his four Deputies, and also when addressing
officials of other Government agencies and departments.
Page numbering. The first page is not numbered; however, sub-
sequent pages are numbered consecutively with Arabic numerals, and
centered one inch or so above the bottom of the page.
Place classification following the prescribed regulations. (CIA
Security Regulations.)
Prepare routing slip, receipt) and envelope, if necessary.
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CENTRAL INTELLIGENCE AGENCY
WASHINGTO 25, D. C.
15 September 1951
MEMORANDUM FOR: Director of Personnel
National Security Council
ATTENTION: Mr. Michael O'Rourke
SUBJECT: Clerical Training Program
1. This Agency is in th''e process of establishing a
clerical training program. I. view of the fact that your
organization has, had a similar program in effect for some
time, it is felt that one of your training officers could
be of assistance to us in setting up our courses. A ten-
tative schedule of courses is',enclosed.
2. It would be appreciated if you would send us the
name and the telephone extension of this individual, so
that we may contact him.
JOHN R. DOE
Director of Training
1 Encl. ) Typed on original
Tentative Schedule and all carbons.
O/TR/JRD:xyz (date dictated)
Distribution:
1 - Admin. Files (yellow)
1 - Personnel
1 - Pool
Typed on all carbons,
except the "courtesy"
copy.
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25, D. C.
15 September 1951
MEMORANDUM FOR: Director
Federal Bureau of Investigation
SUBJECT: Letter from Mrs. John Jones,
Selbyville, Kentucky
1. The attached communication is referred to
your office for such action as may be necessary.
2. The writer has been notified of this refer-
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
JOHN R. DOE
Colonel, GSC
Security Officer
1 Encl. )
Ltr dtd 30 May 1951 ) Typed on original and
fr Mrs. John Jones ) all carbons.
OS/JRD:xyz (date dictated) )
)
Distribution: ) Typed on all carbons,
Origi and 1 - Addressee ) except on the "courtesy"
1.- Admin. Files (yellow) ) copy.
1 - SCS )
1 - Chrono )
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('USE PLAIN BOND S TATIONERY )
15 September 1951
MEMORANDUM FOR: Deputy Director (Administration)
SUBJECT: Change in Office Hours
1. Upon an oral request from your office, members
of OCD were queried as tc their desires in changing the
present office hours to 8:00 A.M. - 4:30 P.M. The result
was as follows :
Yes : 24 (in favo] 'of change)
No': 20
2. The decision of several of the persons who op-
posed the change was influenced by the fact that the
present working hours, i.e., 8:34 A.M. - 5:00 P.M., conform
more uniformly to the office hours of the :LAC agencies.
JOHN R. DOE
Assistant Director
Collection and Dissemination
OCD/JRD:xyz (date dictated)
Distribution:
1 - Chrono
1 - Admin. Files (yellow)
Typed on carbons only.
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(USE PLAIN BOND STATIONERY)
15 September 1951
MEMORANDUM FOR: Deputy Director (Administration)
ATTENTION: Asst. Deputy Director (Administration) (General)
SUBJECT: Change in Office Hours
1. Upon an oral request from your office, members of
OCD were queried as to their desires in changing the present
office-hours to 8:00 A.M. - 4:30 P.M. The result was as follows:
Yes: 2L (in favor of change)
2. The decision of several of the persons who opposed
the change was influenced by the fact that the present working
hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the
office hours of the IAC agencies.
JOHN R. DOE
Assistant Director
Collection and Dissemination
OCD/JRD:xyz (date dictated)
Distribution:
1 - ADD/A/G
1 - Admin. Files (yellow)
1 - Chrono
Typed on original and all
carbons, except when
addressing the Director
or his four Deputies.
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(USE PLAIN BOND STATIONERY)
15 September 1951
MEMORANDUM FOR: Deputy Director ;(Administration)
THRU: Comptroller
SUBJECT: Change in Office Hours
1. Upon an oral request from your office, members
of OCD were queried as to their desires in changing the
present office hours to 8::00 A.M. - 4:30 P.M. The result
was as follows:
Yes: 24+ (in favor of change )
2. The decision of several of the persons who op-
posed the change was influenced by the fact that the
present working hours, i.e., 8:30'A.M. - 5:00 P.M., conform
more uniformly to the office hours of the IAC agencies.
JOHN R. DOE
Assistant Director
Collection and Dissemination
OCD/JRD:xyz (date dictated)
Distribution:
Except when addre
i
ss
ng
1
- Comptroller
the Director or
his
1
1
- Admin. Files (yellow)
Ch
four Deputies,
type
-
rono
on original and all
carbons.
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(USE PLAIN BOND STATIONERY)
15 September 1951
MEMORANDUM FOR: Deputy Director (Administration)
SUBJECT: Change in Office Hours
REFERENCE: Bureau of the Budget Circular No. 10,
dated 10 May 1951
1. Upon an oral request from your office, members of
OCD were queried as to their desires in changing the present
office hours to 8:00 A.M. - 4:30 P.M. The result was as
follows:
Yes: 24 (in favor of change)
2. The decision of several of the persons who opposed
the change was influenced by the fact that the present work-
ing hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly
to the office hours of IAC agencies.
OCD/JRD:xyz (date dictated)
Distribution:
1 - Admin. Files (yellow)
1 - Chrono
JOHN R. DOE
Assistant Director
Collection and Dissemination
Except when addressing the
Director or his four Deputies,
type on original and all carbons.
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(USE PLAIN BOND STATIONERY)
15 September 1951
MEMORANDUM FOR: Comptroller
Personnel Director
Chief, Administrative Service
SUBJECT: Change in Office Hours
REFERENCE: Bureau of the Budget Circular No. 10,
dated 10 May 1951
1. Upon an oral request from the Deputy Director
(Administration), members of OCD',were queried as to their
desires in changing the present office hours to 8:00 A.M.
4:30 P.M. The result was as follows:
Yes: 24 (in favor of change)
2. The decision of several of the persons who op-
posed the change was influenced by the fact that the
present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform
more uniformly to the office hours of the IAC agencies.
'JOHN R. DOE
Asslistant Director
Collection and Dissemination
OCD/JRD:xyz (date dictated)
Distribution:
1 - Admin. Files (yellow)
1 - Chrono
Typed on original and all
carbons, except when
addressing the Director or
his four Deputies.
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 STANDARD FORM NO. 64 Approved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
Office Memorandum ? UNITED STATES GOVERNMENT
TO :Asst. Deputy Director (Administration) DATE: 15 September 1951
FROM : Asst. Director for Collection and Dissemination
SUBJECT: Change in Off ice Hours
1. Upon an oral request from your office, members of OCD
were queried as to their desires in changing the present office
hours to 8:00 A.M. - 4:30 P.M. The result was as follows:
Yes : 211 (in favor of a change)
2. The decision of several of the persons who opposed the
change was influenced by the fact that the present working hours,
i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office
hours of the IAC agencies.
OCD/JRD:xyz (date dictated)
Distribution:
1 - Admin. Files (yellow)
1 - Chrono
Typed on original and
all carbons.
- 21 -
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 STDAroFORM NaApproved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
Office Memorandum UNITED STATES GOVERNMENT
TO : Asst. Deputy Director (Administration) DATE: 15 September 1951
THRU : Comptroller
FROM : Asst. Director for Collection and Dissemination
SUBJECT: Change in Office Hours
1. Upon an oral request from your office, members of OCD
were queried as to their desires in changing the present office
hours to 8:00 A.M. - 4:30 P.M. The result was as follows:
Yes : 24 (in favor of a change)
2. The decision of several of the persons who opposed the
change was influenced by the fact that the present working hours
conform more uniformly to the office hours of the IAC agencies.
OCD/JRD:xyz (date dictated)
Distribution:
Typed on original and
1
- Comptroller
all carbons.
1
- Chrono
1
- Admin. Files (yellow)
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 STANDARD FORM No- "Approved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
Office Memorandum ? UNITED STATES GOVERNMENT
TO : Chief, Administrative Service
ATTN : Chief, Building and Maintenance Division
FROM : Assistant Director, OCD
SUBJECT: Change in Office Hours
DATE: 15 September 1951
1. Upon an oral request from your office, members of OCD
were queried as to their desires in changing the present office
hours to 8:00 A.M. - 4:30 P.M. The result was as follows:
Yes: 24 (in favor of a change)
2. The decision of several of the persons who opposed the
change was influenced by the fact that the present working hours
conform more uniformly to the office hours of the TAC agencies.
OCD/JRD:xyz (date dictated)
Distribution:
1 - Comptroller
1 - Chrono
1 - Admin. Files (yellow)
Typed on original and
all carbons.
- 23 -
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 07&4DAR? TM N""Approved For Release 2003/08/04: ClA-RDP74-00005R000200060049-4
cffice Memorandum ? 'UNITED STATES GOVERNMENT
TO : Asst. Deputy Director (Administration) DATE: 15 September 1951
THRU : Comptroller
FROM :Asst. Director for Collection and', Dissemination
SUBJECT: Change in Office Hours
REFERENCE: Memo dtd 18 June 1951 fr Personnel Director to Chief,
Organization and Methods Service.
1. Upon an oral request from your office, members of OCD
were queried as to their desires in changing the present office
hours to 8:00 A.M. - 4:30 :P.M. The result was as follows:
Yes : 24 (in favor of a change)
2. The decision of several of the persons who opposed the
change was influenced by the fact that the present working hours
conform more uniformly to the office hours of the TAC agencies.
JOHN R. DOE
OCD/JRD:xyz (date dictated)
Distribution:
Typed on original and
1
- Comptroller
all carbons.
1
- Chrono
1
- Admin. Files (yellow)
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 Approved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
The letter form is used when addressing the following:
/1.
l xecutive Offices of the President.
/2.
Members of Congress.
3.
Officials of Government departments and agencies,
except
when the memorandum form is used.
1+.
Private
individuals.
5.
Private
organizations.
How to Prepare a Letter
Set the margins, following the "framed picture" format.
The date (if it is to be entered) is placed in accordance with
the length of the letter in the upper right-hand corner, flush with
the margin.
Five lines below the date line, enter the address in block form
and single spaced.
Dropping two lines, the salutation is typed. For example,
Mr. John Doe
814 Sheridan Street, N.W.
Atlanta, Georgia
The body of the letter is started two lines below the salutation.
Single spacing is used, except when the letter is very short, in
which base double spacing is used. Paragraphs are indented five
spaces and are not numbered. Subparagraphing is to be avoided.
Two lines below the last line of the body, type the complimentary
close.
Dropping five or six lines, the signature is typed in initial caps
only. The title of the official is centered in respect to the signa-
tu.zre, and is typed one line below in initial caps.
Two lines below the signature, the enclosures are listed flush
with the left-hand margin. They are typed on the original and all
carbons.
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Two lines below the signature or the enclosures listing the
information copies are indicated,' typed flush with the left-hand
margin.
Dropping two lines, the identifying office symbol and initials
of the dictator and secretary and, date are typed on the carbons only.
These never appear on the original and "courtesy" copy.
Stamp classification., if any, according to the current CIA
Security Regulations.
Prepare routing slip, receipt, and envelope, if necessary.
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2.
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25, D. C.
15 September 1951
The Honorable Richard B. Randolph
United States Senate
Washington 25, D. C.
Dear Senator Randolph:
In accordance with the telephoned request from your
office yesterday, I am herewith enclosing CIA application
forms. If you will ask Mr. John Smith-to complete these
forms and return them to me, I shall be glad to have his
qualifications and background considered in the light of
current vacancies, and to keep you advised of the progress
of his application.
Sincerely yours,
JOHN R. DOE
Legislative Counsel
2 Encl.
1. Form No. 38-1
2, Form No. 38-1A
cc: Director, Federal Bureau
of Investigation
XYZ%JRD:xyz (date dictated)
Distribution:
1 - Admin. Files (yellow)
1 - Personnel
l - Stayback
Typed on all carbons retained
in CIA. Typed on original
and "courtesy" if so desired
by dictator.
Typed on all carbons retained
in CIA.
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 45, D. C.
The Honorable Clarence Cambell
U. S. House of Representatives
Washington 25, D. C.
15 September 1951
This is to acknowledge receipt of your letter of
15 May 1951, on behalf of Mr. James J. Gleason, who has
applied for a position with this Agency.
Mr. Gleason has been requested to complete some
necessary personnel forms. As soon as these have been
received, and a determination has been made as to whether
there is a suitable vacancy for him, we shall be glad to
let you know.
With appreciation for your interest in the Central
Intelligence Agency, I remain
Sincerely yours,
JOHN R. DOE
(Legislative Counsel
YIYZ/JRD:xyz (date dictated)
Distribution: ) Typed on all carbons,
Orig. and 1 - Addressee ) except on the "courtesy"
1 - Admin. Files (yellow)) copy.
1 - Personnel w. basic )
2 - Chrono )
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25, D. C.
Mrs. John Jones
134 East Pines Street
Selbyville, Kentucky
.Dear Mrs. Jones:
Thank you for your letter of
15 September 1951
20 May 1951. It has
been referred to the Federal Bureau of Investigation,
since that Bureau is primarily interested in the inter-
nal security of the United States.
Sincerely yours,
JOHN R. DOE
Colonel, GSC
XYZ/JRD:xyz (date dictated)
Distribution:
Orig. - Addressee
1 - Admin. Files (yellow)
1 - SCS
1 - Chrono
)
Typed on all carbons.
a
)
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CENTRAL INTELLIGENCE AGENCY
WASIHINGTONII 25, D. C.
Mr. William F. Schaub
132 Old State Building
Washington 25, D. C.
Reference is made to Mr. Miller's recent discussion
with Mr. Saunders relative to,a change in the schedule of
work hours for the Central Intelligence Agency.
On the basis of experience during the last few months
in conforming with the schedule of hours previously ap-
proved by the Bureau of the Budget, it has been determined
that a change in the schedule of hours from 8:30 A. M. to
5:00 P. M. will be more practical and advantageous to the
Agency. Also, a recent survey] indicates that the employees
of the Agency are overwhelmingly in favor of returning to
these hours of duty. T_t is, therefore, requested that the
hours of duty for this Agency be changed from 8:00 A. M. -
4+:30 P. M. to 8:30 A. M. - 5:00 P. M. on a permanent basis.
Yours very truly,
JOHN R. DOE
Deputy Director
XYZ/JRD:xyz (date dictated)
Distribution:
Orig. and 1 - Addressee ) Typed on all carbons,
1 - Admin. Files (yellow) except on the "courtesy"
2 - DD/A ) copy.
1 - Comptroller
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SPECIAL INSTRUCTIONS FOR THE PREPARATION OF CORRESPONDENCE
FOR THE SIGNATURE OF THE DIRECTOR AND DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE
The stationery used is that of the Director of Central Intel-
ligence, or the Deputy Director of Central Intelligence.
Number of Copies
1. Original and 1 - Addressee. (If the addressee is a Government
agency official or a Congressman. Do not
send a "courtesy" copy to private individuals
or organizations.)
2 -- Signer.
1 - Yellow. Admin. Files. (Top Secret material
will not be forwarded to Admin. Files.
Therefore, if the material is TS, this
line will read: 1-TSC.)
1 - For return to originating office
(Example: AD/NE).
Any additional copies as required for internal
distribution.
Format
The format is the same in all CIA correspondence.
Complimentary Close
If the Director of Central Intelligence is signing, the compli-
mentary close is "Sincerely." If the Deputy Director of Central
Intelligence is signing, the complimentary close is "Sincerely yours."
Signature
The name is centered in respect to the complimentary close, and
the'title is centered in respect to the name. Both are typed in
lower case, initial caps.
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Enclosures
The enclosures are typed on the original and all carbons,
following the same regulations as set forth for all CIA correspon-
dence.
Information Copies
Information copies are indicated on all carbons retained in the
Agency. However, if the dictator so desires, the notation may be
made on the original and "courtesy" copy also.
Distribution
Distribution is noted on all carbons retained In the Agency.
Classification
The classification is stamped in accordance with the current
CIA Security Regulations.
Routing slips, receipts and envelopes
Routing slips
Prepare routing; slips. Routing slips are prepared com-
pletely.
Receipts and envelopes
Receipts and envelopes are prepared in accordance with
the current CIA Security Regulations.
All correspondence prepared for the signature of the
Director of Central Intelligence or the Deputy Director of
Central Intelligence, is to be complete with proper envelopes,
addresses, room numbers, receipts, and if necessary, postage
slips (Form No. 35-11). It is forwarded with all carbons and
basic material to the Executive Registry, Administration Building.
If the material is Tc>p Secret, the TS number is typed in the
upper right-hand corner on the original and all carbon copies. If
the classification is below Top Secret, a number will be given by
the Executive Registry upon its receipt of the correspondence. Also,
if the classification of the correspondence is below Top Secret, no
number other than the ER number should be on outgoing correspondence.
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 Approved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
Mr. John Doe
1905 Row Street, N.W.
Washington 16, D. C.
Here is a list of books on Mexico which we thought
might be of interest to you. You have probably already
read most of them but there may be a few that you will
find of value.
It was a great pleasure talking with you last week
and I hope that I will have the opportunity of meeting
you again sometime in the future.
With best personal regards,
Sincerely,
Walter B. Smith
Director
Enclosure ) Typed on original and all carbons.
ORR/WOL:xyz (date dictated)
Distribution:
2 - Signer
1 - Admin. Files (yellow)
)
Typed on all carbons.
)
)
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CENTRAL INTELLIGENCE AGENCY
OFFICE OF DEPUTY DIRECTOR IOF CENTRAL INTELLIGENCE
Mr. John Doe
1905 Row Street, N.W.
Washington 16, D. C.
Here is a list of books on Mexico which we thought
might be of interest to you. You have probably already
read most of them but there may be a few that you will
find of value.
It was a great pleasure talking with you last week
and I hope that I will have the opportunity of meeting
you again sometime in the future.
With best personal regards,
ORR/WOL:xyz (date dictated)
Distribution:
2 Signer
1 Admin. Files (yellow)
Sincerely yours,
JOHN R. DOE
Deputy Director
Typed on original and all carbons.
Typed on all carbons.
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EXAMPLES OF ADDRESSES AND CLOSES
SALUTATION AND CLOSE
The President
The President
The White House
Respectfully yours,
Secretary to
the President
The Honorable John Doe
Secretary to the
President
The White House
Dear Mr. Doe:
Sincerely yours,
Secretary to
the President
with Military
Rank
Major General John Doe
Secretary to the
President
The White House
Dear General Doe:
Sincerely yours,
Director of the
Bureau of the
Budget
The Honorable
The Director of the
Bureau of the Budget
Bureau of the Budget
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
Secretaries of State,
Defense, the Army,
the Navy, the
Air Force
The Honorable
The Secretary of Defense
Department of Defense
Washington 25, D. C.
Dear Mr. Secretary:
Sincerely yours,
Secretaries of
Treasury, Agricul-
ture, Interior,
Commerce, and Labor
The Honorable
The Secretary of Labor
Department of Labor
Washington 25, D. C.
Dear Mr. Secretary:
Sincerely yours,
Head of Department
of Justice
The Honorable
The Attorney General
Department of Justice
Washington 25, D. C.
Dear Mr. Attorney
General:
Sincerely yours,
Head of Post Office
Department
The Honorable
The Postmaster General
Post Office Department
Dear Mr. Postmaster
General:
Washington 25, D. C. Sincerely yours,
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ADDRESSEE
LETTER ADDRESS
SALUTATION AND CLOSE
Heads of :
The Honorable John Doe
Dear Mr. Doe:
General Accounting
Comptroller General
Office
General ccounting Office
Sincerely yours,
Government Print-
Public Pinter
ing Office
Governme
_ nt Printing Office
Library of
Librarian of Congress
Congress
Library of Congress
. National Archives
Archivist of the United States
-?.,~fat i onal Archives
Head of Independent
Office
Head of agency
subordinate to
department of inde-
pendent office
President or
Chairman of Board
or Commission
President of the
Senate
Committee Chairman
United States
Senate
Washington 25, D. C.
The Honorable John Doe
Administrator, Federal
Security Agency
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
The Honorable John Doe
G?overnorlA Farm Credit
Administration
Department of Agriculture
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
The Honorable John Doe
President, Board of
Commissioners of the
District of Columbia
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
The Honor
President
Washingto
able John Doe
of the Senate
n 25, D. C.
Dear Mr. President:
Sincerely yours,
The Honor
able John Doe
Dear Senator Doe:
Chairman,
(name
Committee on
of committee)
Sincerely yours,
United St
Washingto
ates Senate
n 25, D. C.
The Honor
United St
Washingto
able John Doe
ates Senate
n 25, D. C.
Dear Senator Doe:
Sincerely yours,
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Speaker of the
House of Repre-
sentatives
The Honorable John Doe
Speaker of the House
of Representatives
Washington 25, D. C.
Dear Mr. Speaker:
Sincerely yours,
Committee Chairman
House of Representa-
tives
The Honorable John Doe
Chairman, Committee on
(name of committee)
House of Representatives
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
The Honorable John Doe
House of Representatives
Washington 25, D. C.
Dear Mr. Doe:
Sincerely yours,
The Chief Justice
The Supreme Court
Washington 25, D. C.
Dear Mr. Chief Justice:
Respectfully yours,
Justice of the
Supreme Court
Mr. Justice John Doe
The Supreme Court
Washington 25, D. C.
Dear Mr. Justice:
Respectfully yours,
An American
Ambassador
The Honorable John Doe
+' !American Ambassador
London, England
Dear Mr. Ambassador:
Sincerely yours,
An American
Consul General,
Consul or Vice
Consul
John Doe, Esquire
American Consul General
or American Consul,
or American Vice Consul
Paris, France
Dear Mr. Doe:
Sincerely yours,
Army Officer
009 -(Title) John Doe, U.S.A.
Department of the Army or
Department of the Air Force
Washington 25, D. C.
Dear (Title) Doe:
Sincerely yours,
(Title) John Doe, U.S.N. Dear (Title) Doe:
Department of the Navy Dear Mr. Doe: (below
Washington 25, D. C. Commander in Rank)
Sincerely yours,
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ADDRESSEE LETTER ADPRESS SALUTATION AND CLOSE
Governor of State The Honorable John Doe Dear Governor Doe:
Governor of Wisconsin
Madison, Wisconsin Sincerely yours,
The Honorable John Doe Dear Mayor Doe:
Mayor of Albany
Albany, Ndw York Sincerely yours,
Doctor, President Dr. John Doe (Degree) Dear Dr. Doe:
of a college or President, (Institution)
university (Street Address) Sincerely yours,
(City, State)
Dean of a school Dean John Doe Dear Dean Doe:
School of, Jurisprudence
The University of Maine Sincerely yours,
(City, State)
Physician
Corporation
Professor John Doe Dear Professor Doe:
(Name of School)
(Street Address) Sincerely yours,
(City, State)
Dr. John Doe
(Street Address)
(City, State)
Sincerely yours,
Mr. John Doe
(Street Address)
(City, State)
Sincerely yours,
(Name of Company), Inc. Gentlemen:
(Street Address)
(City, State) Sincerely yours,
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His Eminence
Your Eminence:
John Cardinal Doe
Catholic Archbishop
The Most Reverend
Most Reverend Sir:
and Bishop
John Doe
Catholic Monsignor
The Right (or Very)
Monsignor:
Reverend Monsignor
John Doe
Catholic Priest
Protestant Episcopal
The Right Reverend John
Right Reverend Sir:
Bishop
Doe
Protestant Episcopal
The Very Reverend John
Very Reverend Sir:
Dean
Doe
Other Clergymen
Reverend Sir:
Rabbi John Doe, or
The Reverend John Doe
Sir:
Respectfully yours,
Mr. John Doe
Mrs. John Doe
Miss Jane Doe
Messrs. (full names)
Mesdames (full names)
Misses (full names)
(Street Address)
(City, State)
Dear Mr. Doe:
Dear Mrs. Doe:
Dear Miss Doe:
Gentlemen:
Dear Mesdames:
Dear Mesdames:
Sincerely yours,
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DEFINITIONS
Advice, advise
- Advice is a noun meaning counsel or
suggestion. Advise is a verb meaning to
give counsel or guidance or suggestion.
- Affect is a verb meaning to influence.
Effect (verb) means-to bring to pass or to
accomplish. Effect (noun) means result.
Better, best - Say the better of two things, the best of
three or more.
Affect, effect
Buck slip
Capital, capitol
Consul, council, and counsel
Continual, continuous
- Official routing slip.
Capital as a noun means principal sum,
wealth in general, a principal city; as
an adjective it means excellent, chief,
leading, admirable. Capitol is. the
official building of a state or country;
a statehouse. When capitalized, it means
the building occupied by the Congress of
the United States at Washington.
A chain envelope is an envelope properly
lined so that it may be routed from office
to office by courier or messenger. It is
for internal use only, and may carry docu-
ments classified from restricted. through
secret. This envelope effects economy as
it may be used many times.
- A consul is an official representing a
government in foreign countries. A council
is a meeting or conference or consultation.
Counsel is advice or an adviser, usually in
legal matters.
- Continual means repeated in regular succes-
sion. Continuous means continuing without
interruption.
- The extra copy of a memorandum or letter
accompanying the original.
Farther, further - Farther refers to distance; further to
time, quantity, or degree.
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Imply, infer
Indexes, indices
Inter-Agency
Intra-Agency
Lay, lie
Lend, loan
Principal, principle
Regulations and Notices
Shall, will
- Imply means to intimate a meaning not
expressed. Infer means to reach a conclu-
sion or make a deduction.
- Both are correct as the plural of index.
- Between CIA and other departments or
agencies of the Government.
Between offices of CIA.
- Lay means to place or put; lie means to
recline, to remain inactive. The principal
parts of lay are lay, laid, laid; the
principal parts of lie are lie, lay, lain.
- Lend is a verb. Loan is a noun.
- Principal means chief, leader, or invested
capital. As an adjective it means the
highest in rank or importance. Principle
is a noun only. It means truth, belief,
policy.
- The official CIA publications.
- The Reproduction Division where all
duplicating work is done.
- To indicate sample futurity, use shall with
the first person, and will with the second
and third persons.
TO express determination, promise, or voli-
tion, use will with the first person and
shall with the second and third persons.
As,
Futurity,
Use shall with I and we
Use will with all other subjects
Determination, etc.:
Use will with I and we
Use shall with all other subjects
Should, would - Follow the same rules as those that govern
shall and will.
Sit, set
Sit means to seat or to rest. Its principal
parts are sit, sat, sat. Set means to place
in'position; to cause to sit. Its parts are
set, set, set.
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LIST OF COMMONLY USED GOVERNMENT ABBREVIATIONS
IAC - Intelligence Advisory Committee
NSC - National Security Council
JCS - Joint Chiefs of Staff
JIG - Joint Intelligence Group
AEC - Atomic Energy Commission
JIC - Joint Intelligence Committee
USAF - United States Air Force
BJSM - British Joint Services Mission
CIA - Central Intelligence Agency
GSUSA - General Staff, U. S. Army
AC/S, G-1 - Office of the Assistant Chief of Staff
AC/S, G-2 - Office of the Assistant Chief of Staff
AC/S, G-3 - Office of the Assistant Chief of Staff
AC/S, G-1+ - Office of the Assistant Chief of Staff
MATS - Military Air Transport Service
MSTS - Military Sea Transport Service
MB - Munitions Board
MDW - Military District of Washington
NSRB - National Security Resources Board
NWC - National War College
EOD - Entered on Duty
COB - Close of Business
PL Public Law
PUS - Personal History Statement (form)
37-3 - Personnel Action Request (form)
T/O - Table of Organization
Approved For Release 2003/08/04_: P
,4_RDP74-000058000200060049-4
 Approved For Release 2003/08/04: CIA-RDP74-00005R000200060049-4
LIST OF COMMONLY USED GOVERNMENT ABBREVIATIONS - Continued
- International Business Machines
- Time and Attendance (reports)
- Project Revill w Committee
Note: When any of.the above, or'similar abbreviations are to be used
in text, you must first write them out fully and follow with
the accepted abbreviations in parentheses. Further reference
may then be made by usinglonly the abbreviations.
Approved For Release 2003/084/94 _ CIA-RDP74-00005R000200060049-4