(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200150004-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 95
• Document Creation Date: December 20, 2016
• Document Release Date: March 20, 2001
• Sequence Number: 4
• Content Type: HW

7
Approved For Release 2007/02/16 CIA-RnP74-00005R000200150004
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
This 'Folder' contains a "Draft"
correspondence Handbook. Many pages
were inserted out of sequence by the
originator during the construction and
coordination process. All pages were
"scanned" as filed in the original
document.
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE HANDBOOK
September 1967
Revised
Thomas Ernst L---
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE HANDBOOK
PART I
PREPARATION
OF
MEMORANDUMS
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CORRESPONDENCE HANDBOOK
CONTENTS
SUBJECT Part No.
Memorandums
Letters II
Top Secret Correspondence III
Review, Concurrence, Approval, IV
and Signing Authority
Correspondence for the Director V
of Central Intelligence
Assembling Memorandums for VI
Forwarding
Envelopes and Mailing VII
Materials for Assembling and VIII
Forwarding Memorandums
Registered Mail and AgenOr IX
Mailing Procedures
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CORRESPORMENCE HANDBOOK
A. PURPOSE
INTRODUCTION
Uniformity is essential to effective records
management practices and is basic to efficient
correspondence administration. Uniformity pre-
vents confusien and misunderstanding in the actual
implementatiOn of procedures and thus speeds pro-
duction. Unirormity means easier and faster recall.
It increases benefits through more effective person-
nel utilisation. The purpose of this Handbook is
to provide such uniformity in the preparation and
handling of Agenay memorandums and letters.
B. SCOPE,
The Handbook covers only memorandums and letters
of a common concern to all Agency components. Any
special correspondence requirements are provided in
various supplements. Regulations for these special
types of correspondence are issued by the Agency
component invelved. Each Agency component is to
establiaph inta-office procedures and correspondence
control syetees. Such a program is under the direc-
tion of the cOmphnent Records Management Officer.
All suggested, changes and revisions to thisHandbook
should be referred for review and analysis to the
Record Managtent Officer in the component and then
to the CIA R ords Administration Officer.
C. FORMAT
The material in this Handbook has been arranged
in the order Which it would be considered by the
writer or typOst. Each "Part" is followed by illus-
trations of the forms and formats described in the
text. The Handbook is in loose leaf form to allow
insertion or Changes.
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Preparation of Memorandum f Part I
INDEX
Page
A. General 1
B. Stationery 1
C. iflopies Relquired 1
D. Margins 2
E. Date 2
F. Preparation 2
G. Body of Memorandum 3
H. Succeeding Pages 4
I. The Command (or Authority) Line 4
J. Signature and Title 5
K. Attachments 5
L. Separate Cover ? 5
M. Distribution of Copiea 5
N. Identification of Originator 6
0/ Defense Classification and Control Markings 6
113. Concurrence 6
Q. Coordination 7
R. Release 7
S. Memorandum of Conversation 7
T. Staff Studies 8
U. Memorandum Processing 8
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PREPARATION OF MrMORANDUMS PART I
A. General
Memor uns are used for correspondence within
agencies. memorandum format may be used for
corresponding with:
Agency Components
Other government agencies (if informality is
appropriate)
B. Stationery
1. Use CIA LETTERHEAD (or CIA Letterhead?Office
of the DireCtor or Deputy Director) stationery when
addressing government agencies if correspondence is
to be in meMorandum form.
2. Use RAIN BOND when addressing the Director,
Deputy Dire tor of Central Intelligence, Executive
Direttor, te Deputy Directors of each component, and
isefere in most Agenersiemorandums.
3. Use form 1132, MEMORANDUM OF CONVERSATION, to
record conversations with officials outside the
Agency whenever the 'Director or a Deputy Director
is a participant or the conversation is of sufficient
importance to be brought to their attention.
4. Use F 1 for MEMORANDUM FOR THE RECORD,
to record tont conversations, dote, or events
when the us of Form 1132 or other form of record
is not appr)priate.
5. Use FOrm 1831, SPEED LI:mat, a three-part form,
no carbon required paper for simplified informal com-
munications within the Agency.
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PREPARATION OF MEMORANDUMS
C. Copies Required
I. Copies should be kept to a minimum. The official record copy
should be prepared on yellow tissue. Generally, preparation will be:
Original
Tissue
Yellow Tissue
--eddreesse
--Courtesy copies (as necessary)
--yellow or official record copy
White Tissues for --each information addressee,
--oordinating officer(s)
--(two if signer is DCI, DOC!, or ODS)
?my additional copies as necessary for internal
distribution
Blue or green tissues-Chronological copy for originator
2. Copies that
fest copy macialii proc
particular office must
reproduction master.
or Intra-leffice use may be reporduced by
, but memorandums for forwarding outside the
prepared by typewriter, or on a Nmultiltiel
endue reference may be reproduced or typed.
D. Margins
When using plain bond Or Agency letterhead, set the left margin of the
text flush with the worilISUBJECTI. Allow at least one inch for the
margin at the right side and at the bottom of the page. Margins on suc-
ceeding pages will correepondleith those of the first page. Typing will
begin ten or twelve !lose from the top of the page.
E. Date
The date will be left blank when the memorandum is to be signed in
another office, or when it is not to be signed the day it is typed.
If the date is included, type it flush with the right margin about
nine lines from the top ef the page. The date may be ether typed or
stamped. it is expressed in the following sequences day, month, and
year - -as 30 November 196.
F. Preparation
- I. When using letterhead or plain bond, the date is placed accord-
ing to the length of thkmemorandsm flush with the right margin, if
it to be entered. Flee Ilmseibelow the date line the headings
MEMORANDUM FOR, THROU3H fas-tp-kopriate), ATTENTION (as appropriate),
SUBJECT, and REFERENCE(s are typed in caps, flush with the left mar-
The addresses, thersubject and the reference lines are typed In
case-with initial caps tio lines apart. An example follows.? I
lower
1
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Preparation of Memorandums
Example:
MEMORANDUM FOR: Deputy Director for Support
THROUGH
SUBJECT
REFERENCES
tlise7
?rtb`j1
Part I
: Director of Logistics
: Requestfor Additional Spackeadquarters
: (a) HR 45-241 dtd 1 Apr O 62
(b) HR 45-6, dtd 9 May 62
2. A memorandum may be prepared for multiple addressees. The use
of multiple addressee memorandums is encouraged to minimize preparation
of individual correspondence. ?
'1914191WOR4-14AV-414, Example:
MEMORANDUM FOR: Director of Finance
Director of Personnel
Director of Logistics
SUBJECT
A I
414=2.3.41aa
: Space Allocation for the Office of
3. If there is not enough space for the names of the addresseesek''
41
type "see list below:uand lit the addeesssees flush with left margin
two spaces below the title of the signing official or the attachments.
Example:
Addressees:
Director of
Director of
Director of
Personnel
Logistics ,
Official's Name
Director of -401171611:41:1-eatiClalii
rAOLA:.^.
4. If the list of multiple addressees is extensive
end of the correspondence is limited, the listing may be
arate page properly identified.
and space at the
made on a sep-
5. The format for a speed letter is preprinted. The contents of
this form may be typed or handwritten. It is used for informal, internal
correspondence.
G. Body of Memorandum
1. Begin the body of a memorandum four lines below the subject line
or reference line. Paragraphs are numbered and single spaced unless there
is only one paragraph which is eight lines or less. If the memorandum is
two or more paragraphs in length, primary paragraphs are numbered
consecutively, with with the Arabic numerals, Subgraphs arp identified_
3
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Part I Preparation of Memorandums
alphabetically and numerically. The pattern for paragraphis
/a.
04%4
444 6 6
2. On a memorandum addressed to the Dire or or the Deputy Directors
of of the Agency components, the opening paragraph shall be worded
clearly to indicate whether the memorandum is foriinformation only,
suggests action on the part of the addressee, or contains a rec-
ommendation for approval. The suggested action or recommendation
may be included either in the opening paragraph or in subsequent
paragraphs which must be specified.
3. When the memorandum contains a recommendation for approval, which
requires action by an offical other than the addressee, these words
will be typed on the original and all copies below the signature:
The recommendation contained in paragraph is approved.
( Alline for the addressee's signature and a date line will
be provided.1
4. Short quotations of less than two lines are run into the text, en-
closed with quotation marks. Longer quotations are indented five
spaces from the left and right margins; quotation marks are used.t.----
I
frL i;v4,4-=
H. Succeeding Pages
1. Plain stationery is always used. Succeeding pages are numbered with
Arabic numerals, centered three-fourths inch from the bottom of the
page.
2. Begin the body of the memorandum ten or twelve lines from the top
of the page.
3. If the body of the memorandum is completed so near the bottom of the
page that there is no room for the signature, at least two lines of
the last paragraph are earried over to the last page with the
signature.
I. The Command or Authority Line
The command line/is used only when the individual signing the
memorandum has been delegated the authority to do so for a higher
official. The command line is typed in caps two lines below the
last line of the text flush with the left margin, followed by a
colon (e.g., FOR THE DIRECTOR OF (ARpropiniate-t-itle. .
ct_ vv.:4 oeLj
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FOR OFFICAL USE OW
PREPARATION OF
J. SignatureiLt
-
PART I
The ar..i tine are nye lines below the last line
of the text or the c Amami line. Tie- Lama is typed M initial caps,
except for t' . bp spaces to the right of the center of
. _ . ,
the page. The 4mitaref_9_r lia,10s4 below and tywd in
initial caps only. *he title may be placed on' ?tvid lines to achiave
the best appearance. Example:
(5 paces)
Joseph 3. Joseph
Chief, Appmpriate
Division or Staff
X. Attachments
Type "Att" flush with the left margin two spaces below the
signature. If more than cze attainent, use ",I.ttz" preceded by the
number. The attachment identieeation informatian will be listed
immediately below the word "Att." Example:
2 Att,s
Att 1: Salary Chart (2cys)
Att 2: Retirement Pamphlec icy)
L. Separate Cover
When material JO? be sent under separate cover, type "Separate
Cover" flush with the left n-.2rgin two linas below tile signature line.
Beginning on the next line, :1st all terns to be sent. Example:
3 Separate Cover
Att 1: Blueprints of Bldg. X (2cys)
Att 2: Contract for elect:ica: ::hange.:4 (4)0)
Att 3: List of Equipment (icy)
M. Distribution of Copies
1. When it is desirable to indicate to an addressee that other
persons or agencies are to receive copies, type lower case "cc" flush
with the left margin two lines below the last typed line. List the
recipients. Example:
cc: The Secretary of State
The Secretary ,of the Army
2. Type the distribution of the original and all copies only on copies
to be retained in the Agency.
FOR OFFICIAL USE ONLY
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PART 1 PREPARATION OF MEMORANDUMS
Type the word, eDistribution,' two lines below the last typed
line of the memorandum, 10., the signature, attachments, etc. Be-
low, list the original and copies ass
Distributions
Orig &1 --Addressee
(yellow official record copy)
---
X -- as required
N. Identification of Originator
I. The identification shall consist of the symbol for the origi-
nating office, the criteria name, the typist's initiels, and the date
the meorandum was priparl. The identification is to be typed only on
copies retained in the Ag ncy, and to be flush with the left margin
two spaces below the last typed line in the following manners
01 - .!!!lmcgOLit te(2 Nov 1969)
2. When the originator feels some discussion may be necessary before
the memorandum is signed, his teiepohone number may be shown immediately
after the typist's initials separated by a diagonal (/2945).
O. Defense Classification and Control Markings
I. If the memorandum contains classified information, the proper defense
classification will be stamped at the center top and bottom of each page.
2. Other indicators, such as Group 1, or warnings shall be stamped at the
bottom of the first page of all copies.
P. Concurrence
tF ef,
When concurrences are a ded, special concurrenclines will be pro-
vided. These will be shown by typing concurrence flush with the left
margin four lines below st signature line. To the right of the con-
currence signature, type i solid 110e for the date. Examples
CONCURRENCES
Director-ef.Pereonnel
Director of Logistics
(4 tine
(5 lineal_
(5_ 1 inee)-
Official's Name
Director of Security
Date
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Preparation of MemorandueS Part I
Q. Coordination
1. The originator of a memorandum will determine the
extent of coordinatien required, consistent with geographic,
operational, and support considerations.
2. Coordinating officers, within their spheres of respon-
sibility, will detereine whether a memorandum is consittent
with approved plans, policies, and procedures. Coordinators
will sign the (yellow) official **cord copy.
R. Release
When established by internal component or other Agency
requirements, releag of correspondence will be accomplished
as a form of coordin4tion.ielease generally implies approval
of the contents of the memorandum by an authority having pri-
mary jurisdiction over the subject concerned. To indicate
release to the signs* the orginator should intial the (yellow)
official record copy near the Identification line (see Para.
N above). Other official releaseindications will be specified
locally.
S. Memorandum of Conversation
When reporting conVersations the Memorandum of Conversation,
Form 1132 or a Memorandum for the Record, Form 1434 should be
used. An original aid one copy will be forwarded to the office
of the Director. In addition, a three sentence summary will be
prepared and forwarded to the Director's office immediately after
important conversations or meetlngs.
Consult HR 70-7 for use of memorandums; see EXHIBITS 3 and 4
for proper procedures in the preparation of these forms.
T. Staff Studies
The basic format for staff studies is:
I. Statement of the Problem
II. Background
III. Discussion
ConclusionS
V. Recommendations
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Part I Preparation of Memorandums
U. Memorandum Processing
1. After a mEmorandum has been released, dated, and if
necessary, repr6duced by the appropriate office, it will
be assembled in the following order and forwarded:
a. Copies for the addressee
b. Copies to be sent to information addressees
c. (Yell.ow) official record copy
d. Headquarters file copies
2. Attachmen1s forwarded with the memorandum, either to
the action addr4ssee or to information addressees, should
be firmly attacl4ed to the appropriate copy of the memoran-
dum 4see Correspondence Handbook, Parte, Assembling
Memorandums for Forwarding).
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Part I
Preparation of Memorandums
EXHIBIT I
2 March 1969
Toe Director of Training
Subjects Correspondence Training Manual
Seem* discussions indicate that stenographers
and typists find it difficult to determine when to use
Letterhead or Plain Bond stationery in the preparation
of meaorandues.
2. Generally, informsl correspondence may be pre-
pared on either form of stationery. Below the Deputy
Director level either form Is proper. Letterhead
stationery may be used for correspondence above that
level and for informal communications to a counterpart
in another agency. A check of Part I, Para. Bp entitled
*Stationery* will aid the typist in selecting the proper
stationery. Also, the writer may express a preference
for a partiollar type of stationery in certain instances.
3. It is anti ted that information and Exhibits
contained le this Handbook will meet the needs of most
routine problems.
Official's Name
CIA Records Administration Officer
2 Atts
Att Is Exhibit - 1
Att 2s Correspondence Handbook
Distributions
1
Orig & AMaa
1 0/1111$
(Do not typo distribution on original and courtesy copies.)
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Preparation of Memorandums
Part I
EXHIBIT 2
COMTRAL INTELLIGENCE AGENCY
Washington, 0.0. 20505
(date signed)
MEMORANDUM FOR' Deputy Chief of Naval Operations, Air
Department of the Navy
SUBJECT a Memorandum Format
I. This s an :5,0of a memorandum addressed
outside the cy for the signature of the
director of a,divisi 'staff.
2. The t ist will prepare an original and cour-
tesy copy, if appropriate, on CIA Letterhead stationery
for the addr se; ? yellow tisane' copy for the official
record copy; id white tissues-for'any additional inter-
ested personae The originator should determine the dis-
tribution of ?my extra copies.
3. Unless instructed otherwise, an unclassified
memorandum mai be enclosed in a plain envelope. If the
correspondence is classified, indicate the complete ad-
dress, the roam number (on 2 separate envelopes),-the
inner envelop, should contain the same classification as
the document; then attach a courier receipt, Form 240.
Remember also to include a document receipt, Form 615,
if appropriate; do not seal the envelope(s).
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE*
Distributions
Orig & 1 Ads.
I .--official record copy
X - se required
Signature
Title
T
(Type distribution only on copies for CIA)
10
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PART I
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EXHIBIT 3
PRFPARATIAm op mounts/wow*
CENTRAL INTELLIGENCE AGENCY
?????.1111?MIIMI?????
MEVORAIDUM OF CONVERSATION
DATEs Actual date of
conversation
SUBJECT: Enter the topic discussed. If more than one subject
was covered, each should be listed.
PARTICIPANTS, Procedures concerning maintenance of source security
apply in listing the participants.
COPIES TOs Need-to4now principle must apply.
I. This Is tobe uId l?eporting conversations With individu-
als outside the Agency. The form need not be used if the
conversation is liade a part of the minutes of a meeting, reported
in an inteiligeace information report, or is recorded in another
form of memorandum.
2. If the Director ..or Deputy Director of Central Intelligence is a
Participant, the original and all copies are submitted to the
Djropi for approval of the substance and the distribution.
andum of Conversation will go to the appropriate
IT or Deputy thief of the Division or Staff concerned; sub-
-mit the original copy only for approval of the substance and
the distributioe.
3. A three-sentence summary, when appropriate, should be prepared
and dispatched to the addressees' office immediately after the
meeting or conversation, particularly of those which say deter-
mine or affect trolley or which should be brought te the attention
of the Director* 1
form no 1132
1 feb 57
(11-23-36)
Act-Y.4 4.
1
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PREPARATION OF MEMORANDUMS
PART 1
EXHIBIT 3 CONT.
4. When a memorandum is lodger than on. page, use plain
white bond for the soPceeding pages. Begin numbering with
the second page.
Signature
Title
The recommendation contained in paragraph 4 is approved.
Richard Heise
DirectOr of Central litelligence
Distribution'
Orig & 1 - Originator (001 or DOCI when appropriate)
1 - OSiro.(tellow official record copy)
2 - DOS
1 - as required
Joness te(date)
(Distribution shown on original and approval papers only.)
1,
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Part I
Prenaration of Memorandums
EXHIBIT 4
. v ciassiticasoon
?
.
1
it:A-7:
MEI.ORA:2UM FOR.TKE RECCD ' ? i 15 February 1969
1
. . 1
Meting with XXX ? 1
I. A Namorandum for the Hiaord will be prepared to record important
conversati one, data, or events when use of Form 1192 or other forms
of record are not appropriate.
..2. When the memorandum cencernas 'noting, list the participants.
. also , note if any action is necessary or.if any committseate were
'. ? ? made.
? 3. identkfication symbols of tbe*rwaglarlwill be indicated even .
though the signatUre of the signing official le not the same.
4. Distribution of all copies will be shown ant tbi ?Menai and all
-
copies. The original and on. copy will be forwarded to the Chief or
Deputy Chief of the respeetiVS Division or Staff.
' 5. It Is to be used prImArily to anti phone tips and office visits
. *Concerning interviews, preblems, Inquiries, Sic. ?
6. nomolpant nhnniell Whop in Inhime Fiin, ?
. .
. . . .
. *
, ? .-
. ? ?
. ...
*? . *
, .
. ,
,
.. -
*
? . . .
' ?
'. . .
-
. OFFICE AND TITLE ' . ? Z 51.17:ATL:F:
.
DIVIsion #1* tett, Chief, Appropriate. i i . Joseph J. Joseph ,
? 1
? .4.."
44a. ?PA
"
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PREPARATION OF MEMORANDUMS
txtryur 5
PART I
? Secret
(When filled in)
?
Reply Requested
Date
Current date
SPEED LETTER
/ YES ? I NO
-I--
letter No.
OMIT
To : 0/Log . From 1 Chief, Records
Attn : 01-Executive'Officer .
Division
correspon-
origins -
keeps one
the
_ --- -- - -
. '
The Speed Letter cart bc used for' nformal
dence within an office,. fleelUcooy is retained by the
toritwo go forward. Tf-iireply is expected, the responder
makes the reply on the lower half of the form. He
copy for his file and sends the original back. When
original is received., the sLspense copy may be destroyed.
-77-;
,,(0-7 '
.
_,,,./....--t,
signature
date
REPLY
i
'
- -,
.4,ticif_e_ ez_ea.?6, it ei.---/4_4:L--1...-t /71eic
. 1, / ,..-e-i 4 c--4.-1
iit,"114. 6,-?t 11/Cet-4.- et
a/-'
/
? signature
return to originator
fora
1331 SECRET
5-6i .
form
. 1831
c-6I
responder-lc file
SECRET
form
.t411831 ?
originatoessuspence
SECRET
Three?part/Actual size an x 10i?
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CORRESPONDENCE HANDBOOK
PART II
PREPARATION
OF
LETTERS
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Preparation of Letters Part II
INDEX
Page
A. General
B. Stationery
C. Number of Copies
D. Margins
E. Date -7
F. Reference Lines -2
G. Address
H. Attention Line
I. Salutation
J. Body of Letter
K. Succeeding Pages
L. COdplimentary Close
M. Signature and Title
N. Enclosures
0. Distribution
P. Identification of Originating Office
Q. Classification
R. Special Postal Service
S. Typing Measurements
T. Government Boniness Letter
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FOR OMR USE ONLY
PREPARATION OF LETTERS
PART II
A. General
Letters are used for correspondence with addressees outside the
government anc: corr.c.:.-:denc..e with officials of govern-
Ment agencies. The :atter forma:: will be -..12ad for correspcndence
addressed to:
Other government agencies or their officials exc-...pt where informality
is appropriate.
Private indi?viiis L;%..1 organizations.
B. Stationery
1. Agency letters are prepared on let:erhead or plain bond paper.
Three types of
a. CIA Letterhead used for letters sent outsitir the Agency. (EXHIBIT I)
b. CIA Letterhead, (Mee of thc 17.,::ect,or; :equiring signature
of the_Direettn.ti (EXHIBIT 2)
c. CIA Letterhead (Office of the Deputy Director) for letters requiring
signature of Drxiy Director or
. Exeoutivellixector?Comptroller.
2. Copies to.7.:c.c.'ampa:-.y ',,he above sriginals will be prepared as
follows:
a. Letterhead-tissues to correspond with the atz.vo f:r courtesy copies.
b. Plain "Letteree for extra copies.
c. Yellow "Letterex" tico-,:c, for y;c2 'official record copy.
d. Pirk, b:ue, and green'Lettere x" tissue for special or chrono file copies.
C. Number of Copies
Courtesy copies of letters will be prepared as follows:
1 Letterhead tissue.? courtesy copy to acsou,pany the original.
1 white tissue ? information copy, if -.enssary.
1 yellow tissue ? official record copy.
2 white tissues ?if signing official isDirector or his deputies.
1 white tissue -- if adsi_tiona: copies are needed.
Margins
The finished letter should have a well-balanced appearance. Allow
at least one inch for the left, right, and bottom margins.
GUIDE FOR SIDE MARGINS
Letter Length Side Margins Space for Text
SHORT, up to 8 lilies
MEDIUM, 8-20 lines
LONG, 20 lines and up
11/2 to 2" (18 to 5 to 4" (60 to
24 spaces) 48 spaces)
1-11/2" (12 to 6-5" (72-60
18 spaces) spaces)
1" (12 spaces) 6 inches
(72 spaces)
FOR Offleht USE ONLY
1
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PART II
FOR MAL USE OILY
PREPARATION OF LETTERS
E. Date
Letters will be dated when signed. When the date is to be in-
cluded, type ;t t;:u to r,:x 1;na-, below thc 1:-..st line of the address in
the letterhead, depending = the length of the letter. Type the
date to end flush with the rt't margin. The date is expressed by
. day, month, and year without 2unctu:-n-15 February 1969
F. Reference Lines
1. If reference lines are needed, type "In reply refer to," in the
upper right of the page, two spixes lcw tha date line. Im:-isdi-
ately bdow, type the reference symbol.
2. If the addressee's reference is to be included, type "Your refer-
ence" two spaces below the di,z1-,e lin spaces below ses.r's
reference. Example:
3 June;1969'i
In reply refer to:
Ott -M-65-493
Your reference:
Per Mgt?A
G. Address
Type the address at the left margin. approximately 14 lines from
the top of, the page. See Part It on "Forms of Address" for proper
titles, salutations, and coMplimentary close. Single space the ad-
dress and arrange it in tltr,?ltst e. i:Lie, of an adress should
be longer tlqa:-: run. ever I'L3.ie.s are rsquired, indent
two spaces frcrn the le ;.'t the r.ddress to four lines.
Example:
Mr. John L. Rover
Chairman, Geological Professional
Association of the United. States
Billingr, 1,,,,f.7rate.nz (7,17 Nul.aber)
H. Attentim Line
An "Attention" line should be avoided. When it i used, type
"K:t,?ntion" two ;dotes below ...he addre.sz, biock
1. SJatation
2
Place the salutation two lines below the address or the attention
line when it is used. Type the salutation flush with the left margin
followed by a colon. The salutation :s rccted t:: the ;:..dd,resss.eef
the letter, not to the person named in the "Attcnton" line.
FOR OFFIK USE ONLY
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FOR OFFICIAL USE ONLY
PREP.P_RATION OF LETTERS PART II
Body of Letter
1. Begin the body of the letter two lines below the salutation.
Single space the body of the letter; double space between paragraphs.
A letter of eight lines or Sh(aLlU a.%e d,iabie spaced.
2. Paragraphs are indented five spaces but are not numbered.
Each progressive subc:1:5:......1 of a Arae,:api.*.s inuented an
five spaces.
3. A short quotation of less than two lines is run into the text
enclosed by quotation hal AO.
4. A longer quotation is blocked five spaces from the left and right
margins of the text. One termin-1 ri of s used with
quotation marks. If several paragraphs are quoted, quotation marks
are placed at the beginning of the nrst paragraph and at the con-
clusion of the quoted I:ILL?al .vf.t1-.!-.;ir_gle q...otation mar::: at the
beginning of i.,:ach paragraph.
K. St.eceeding ?rzes
1. Succeeding pages are numbered consecutively with Arabic
numerals, centers:. botton, the page.
p;umerals are typed without parentheses or dashes.
At least two lin+s of a ditvided peragtaph must be carried
to the succeeding page. In no ease will a word be divided
between two papal'.
2. If the bodi of the correspondence ends so near the
bottom of a page ,that there is no room for the signature
catty at least to lines over to the next page.
pe the succeeding pages 10 lines from the top of the page.
ethods of identifying the second and succeeding pages of
memoranda and letters, as desc:it:-.....1in r,...aragraph K, 1, above, shall
not be used in correspondence 2.-!..:'.rev:eti to or prepared for the
signature of the Director or Dep,...:;, 1.4rector of Central Tnta:ligence.
L. Complimentary Close
Type the complimentary close two lines below the last paragraph
beginning two spaces to the riV.t, c?i the center of the page. The
complimentary close, "Sincerely," will be used on correspondence
prepared for the signature of theDireetari
M. Signature and Title
Center and type the name of the signer five lines below the com-
plimentary close. Center the official's title immediately below his
name. If a run-over line occurs in the ttI, indent, the line two
FOR Offal USE ONLY
3
Approve
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PART II
FOR NOS NI SI
PREPARATION OF LETTERS
spaces. The official's tf-Lic are typed in initial caps.
Example:
Sincerely,
*Richard Helms
Director
*Director's name is typed in all caps on memorandums only.
N. Enclosures
1. If an enclosure is identified in the text, type the word, "En-
closure," flush with the left margin, two lines below the signer's title.
If more than one enclosure, use plural form and number.
2. If an enclosure is not identified in the text, type "Engosure"
flush with the left margin, two lines below the signer's title. Im-
mediately below, inder.t tAtio spaces and list each enclosure' by title
or in as cw woi ds as needed o identify the material.
3. When material is to be sent under separate cover, type "Sep-
arate Cover" flush with the left margin, two lines below the signer's
title or any "1.ziciosure" /le 'zation. IL,ist the material , even though
identified in the text, and send material to the mail room for
forwarding under separate clover.
0. Distribution
When copies of a letter are sent to persons,other than the addressee,
indicate by typing "cc" flush with the let margin, two lines below
the preceding notation. List the names, one below the other. The
distribution of the original and all copies is shown separately under
the word, "Diztribution," cnly or copies retained b the Agency.
Immediately below, list the crigpal a:id copies. Example:
cc: Director, Bureau of the Bugget,
District Government
Distribution:
Original & 1? AddrusSee
1_o'---i 1
2 ?CS)21.:).
1 ?OS .(yellow official record copy)
x ? as required
P. Identificgtion cf Originating Office
The A:Alicia' symbol of the originating office, the initials and last
name lot the originating officer, the initials of the typist, and the
date of preparation will be typed at the left margin two lines below
the Vast typed line of the dis:,zibution. These are typed on the car-
bon S only. They never appear on the original and courtesy copy
(or copies). ENample:
4
OS :RHLehman :dd (date)
FOR NM USE ONLY
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FOR OFFICIAL USE ONLY
PREPARATICN CF LETTERS PART II
Q. Ciaifi.:?ation
r Defense classVicationscontrol markings are stamped in
accordance with current Agency :.-..-icurrLy regulatIon HR 10-23.
R. Special Postal Service
Instructions for mailing, such as AIRMAIL, SPECIAL DELIVERY,
or REGISTERED, will be t:ped, in an caps, cm the outer envelope two
lines above and flUsh Vt:. the add:ess. For example?AIRitli_IL?
SPECIAL DELIVERY.
S. Typing Measurements
Spacing, both horizontal and vertical, is often
indicated in terms of The following table
converts inchas neidure-
ments:
Across the Page
Inches
?
?
? . .......
Typing Strokes (Approx.)
Pica Elite
1
11/4
1 1/2 .
13/4
10
13
15
18
12
15
18
21
Down the Page
Inches
-77T-
4
1 a ? . la
11/4
0 . 8
/ . ?
11/2
? .1
? 4 ? al
1 3/4 . ? ? ? ... ........ . . . v
211.
. e ? it a r a
21/4 ? , Pf
? ? ? ,
T. The United Stites Government Business Letter
Pic or elite
Nbst other Government agencies have adopted the NOMA
.simplified_ptile: 'block form, captions, and omitting the
salutat*O4Jan4 closing. A salutation and closing would
be included ia a "personalized letter." It is believed
this style saltes actual typing time with fewer indenta-
tions needed, fixed left margin, and simplified in de-
sign. (SEE EXHIBIT 10).
FOR MAL USE ONLY
?
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
PART II
FOR DENIAL USE ONLY
PREPARATION OF LETTERS
EXHIBIT 1
CENTRAL: INTELLIGENCE AGENCY
Af
6
FOR OfROIAL USE ONLY
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?
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?"5:TTFItS
,-..-?-._
FOR OMNI USE ONLY
EXHIBIT 2
PLaT II
CENTRA!.. !NTELLIGENCE AGENCY
C. C. 20505
orFicE OF THE DIRECTOR
FOR OFFSIAL USE LT
7
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FOR MAL USE OT
PART II
PREPARATION OF LETTERS
EXHIBIT 3
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D. C. 20705
OFFICE OF DEPUTY DIRECTOR OF CENTRAL INTELUGENCE
8
FOR Ofiatut USE Ng
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Preparation of Letters
?
Part II
EXPIBIT 4
0Moble Spaced Standard Letter
1 January 1969
The Correspondence Association
132 Main Str4:
Boston, Mass usetts 02103
Attention: t*. J. B. Jones
Gentlemen:
Hers Is an example of a one-paragraph letter of
fewer than 11:k lines. Side margins for letters of this
length vary tom l inches to 2 inches) hence the lines
may vary from 48 to 60 typing spaces. The body is
double space4 Other parts of this letter are single
spaced, with double spaces between the lines.
Sincerely yours,
Charles R. Smith
Director, Correspondence
Manual Division
Enclosure:
Selected lijited States Government
Publimat one, 1959, No. 9
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Part II Preparation of LettArq____
EXHIBIT 5
Standard Letter Format
5 March 1969
Miss Mary Smii
National Reso ' ces Conniehion
Washington, D. C. (zip 010)
Clear Miss Smiths
This man 1 is a guide to standard practices In
Agency corres ndence. These practices, assembled by
some of the elf* best technicians, give Agency
letters a uniform and distinctive character.
The Handb4ck is divided into several parts. The first
helps you to lfr.psrs correspondence written from person to
person. It c tains imformation on memorandums. The sec-
ond part d.ald with formal and informal letters. The rest
of the Nandbolik is divided into sections dealing with the
various kinds yf Agency correspondence. With these dif-
ferent parts,Ahe 111*** should answer most of your
questions, abot tweet sod style and should enable you to
work more efficiently.
Please suiplement the manual with any specific rules
that apply to*our job. Use it often. By using it, you
will behold steal partner of the writer, who depends on
you to present his work in an acceptable style. Enjoy the
ur
assance tha your work is set up in proper style.
Sincerely yours,
John B. Jones
Chief, Employee Relations
10
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Preoaration of Letters Part II
Exhibit 6 - Two-page Modified Block Style Letter
CENTRAL INTELLIGENCE MERCY
Washington,0.0. 20505
Name of Company or Organization
Street Address
City, State, Zip number
Attention: Name
Gentlemen:
(dated when signed)
This is an example of a letter addressed to a company or an organization
for the attention of an individual. If the letter is for the attention
of a division or section of the organization, the name of the division
or section is written in place of an individual's same. The attention
line is inserted on the second line below the address and two lines
above the salutation, if required-
Paragraphs are blocked. They are not numbered. as in a memorandum. The
first paragraph begins on the second line below the salutation. When
there is a reason to break the paragraphs into subparagraphs, the units
may be indented and numbered.
a. A paragraph is begun near the end of the page only if there
is space for two or more limes on that page. A paragraph is continued
on the following page only if two or more lines can be carried over to
that page. Do not subdivide a word between pages.
b. Each progressive subdivision of a paragraph is indented an
additional four spaces. The second and succeeding lines of all para-
graphs, except long quoted passages, extend from the left to the right
margin.
The complimentary close is usually "Sincerely yours". It begins to the
right of center of the page, two lines below the last line of the body
of the letter.
The typed name of the signing official is centered five lines below the
complimentary close. The title and organizational element are centered
under the name. If two lines are required for the title, the second
line will be centered below the first.
After the original and outgoing copies of a letter are removed from the
typewriter, necessary information is added to copies remaining in the
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Part II
Preparation of Letters
Exhibit 7 ? Last Page of a Letter
Agency. At the left margin may be a list of "cc" addressees. The last
entry, except for a possibl, postscript, is the identification of the
preparing office, the name of the writer, the initials of the typist,
and the date of the typigg. If the letter is rewritten, the same type
of information is repeated after the word "Rewritten".
Sincerely yours,
John J. Smith
Director, Managdment Office
Enclosures 2
Correspondence Manual
Tips on Typing
Separate cover:
Correspondence Manual - 50 copies
cc: J. H. Jones
Darrell Smith
Richard Roe
Distribution: - (This part appears only on the official file copy.)
Orig. - Addressee
1 - Separate cover
1 -- Signer
1 - File (with basiO)
1 - For separate coVer
k - as required
?DDX/MO:ABrown:tuv (1 June 67)
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Preparation of Letters '4 Part II
txHIBIT S
ci
OUTGOING LETTER
1. Original of the letter
2. Courtesy copy, if any
3. Enclosures, if any, in
the sequence in which
mentioned or listed in
the letter
4. Envelope, if required
1. Information copy
INFORMATION COPY 2. Enclosures, If needed
L(I f any) 3. Envelope, if required
r iimi _I ... .... ... MN VIM MN
1. Official file copy -
OFFICIAL riLE COPY 2. Enclosuses, if needed
3. Incoming letter, if any
L ?,?,........) 4. Other related material
r4_ _. ..._ _. .._ _. _
READING FILE COPY
Imm1 (If any)
PM= WM IMIII MIMI IIMM
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13
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cc:
Official file - MARW
Reading file - MAR
BRAR
/1: Info re availability new pamphlet fur a ?y L Roe, 0
B R (Zxt 5132).
:14.11.1ann:pd 245-67
ten: NIIAR:1.15eniduap 2-7
Figure 3.
the parag aph
that parti ular p
Copies. (Each circled number indicates
r which gives instructions for preparing
pies.)
19. Assembly for
When the letter
adyfor re w and signature, arrange it and
accompanying pa era in the basic gr ups and order shown in figure 4
of this chapter. Fasten each group toge er with a staple or paper
clip. Attach ignature. qnitial) tabs, cover s eets, and special expedit-
ing tabs if y used by your agency. The spec expediting tal_when
placed on piece of correspondenc1?indicates to th receiving office
that thi
correspondence should r ceive prioriiy attentio
1 - 13
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,PART II PREPARATION OF LETTERS
EXHIBIT 9
PARAGRAPHING DATA
INSTRUCTIONS FOR PARACRAPHINC,
1. This exhibit illustrates the prescribed method of arranging,
numbering and lettering paragraphs in any type of correspondence
or report where such paragraphing is either necessary or desirable
to facilitate reading and reference. When a telegram consists of
more than one paragraph,, the paragraphs must be numbered consecu-
tively. As a general rule, the detailr.d subdivision of paragraphs
in letters, simple memorandums, and other communications should be
avoided. However, lengthy memorandums, complex reports, or simi-
lar documents may often be rendered more meaningful and easier to
read by a logical subdivision of ,paragraphs.
a. Paragraphs are typed in modified block style. They are
single-spaced, with doable spaces between them.
(1) When a paragraph is subdivided it must have at least
two subdivisions.
(a) When paragraphs are subdivided, numbered, and
lettered, they are designated as follows: 1, a, (1), (a), 1, a,
(1), (a). In telegrams capital letters should be used for ay
lettered paragraphs.
(b) Each progressive subdivision of a paragraph is
indented an additional four spaces. The second and succeeding
lines of. paragraphs and all subdivisions extend from the left to
the right margin, except in the case of long quoted passages that
are usually indented in communications other than telegrams.
(c) When a paragraph is cited, the reference numbers
and letters are written without spaces; for example, "paragraph
3a(2)(c)."
(2) A paragraph is begun near the end of a page only if
there is space for two or more lines on that page. A paragraph
is continued on the following page Only if two or more lines can
be carried over to that page.
b. Titles or paragraph headings may be used in lengthy commu-
nications to facilitate reading and reference use.
2. The arrangement described in this exhibit may be varied to meet
special requirements, such as those for legal documents.
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PREPARATION OF LEVIERS
PART II
EXHIBIT 10
United States Government Business Letter
April 10, 1969
NNEW
Format for the Government Business Letter
Director, Administetative Services
Federal Service Agency
1023 Rain .
Ste Louis, Missouri 63103
This letter shows I new format for preparing letters
throughout the United States Government, This format
will expedite the Oreparation of correspondence and
save effort, time, and-materials.
The following feateres should please typists.
a. Most elements are blocked along the left margin.
This block style minimizes the use of the space bar, the
tabulator set key, and the tabular bar.
b. Salutations and complimentary closes are omitted in
most letters. They may be included in letters to an in-
dividual where protocol or tradition dictates.
co The address is positioned for use in a window envel-
ope, eliminating the need for typing the ?V lope.
d. This Agency does not use the Government business letter
format. Most other agencies, including State and Army, do
use the blocked *mat. The modified block letter is used
by this Agency at Present.
John B. Smith
Administrator of Correspondence
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IA-RDP74-00005R000200150004-3
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Correspondence litvidbook
PART III
TOP SECRET
CORRESPONDENCE
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Top Secrdt Corresporldence Part III
INDEX
A. Policy
B. Format
C. Control Identification
D. Group Markings
N. Enclosures and Attachments
F. Distribution
G. TS Control
H. Control and Cover Sheet
Page
1
3
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Part III: Top Secret Correspondence
A. POLICY
Top Secret WL data .must be safeguarded from the moment it is prepared.
This rule applies to drafts, carbon copies, carbon paper, recordings,
typewriter ribbons, etc., as well as the finished work. Within the Agency
a Top Secret Control and Cover Sheet (Form 26) will be placed on the top
of and attached to each TS document received or prepared. Complete a
Cover and Control Sheet upon which is entered the TS Control number, the
copy number, number of each page, and other identifying information.
Attach the Form 26 to the top of each TS document. This form will remiin
with the document until it is downgraded, destroyed, or transmitted out-
side the Agency. All TS documents received by an office must be logged
by the area TS Control Officer. An item of correspondence that is as-
signed a TS classification because it traasmits a TS attachment should be
marked "Downgraded to " when separated from tee TS material,
provided that the correspondence does not contain TS material.
B. FORMAT
The format for TS correspondence is generally the same as that prescribed
in the preceeding chapters except as set forth below.
C. CONTROL IDENTIFICATION
1. The first page of the TS document will bear the TSC number and copy
r.rnumber in the lower right hand corner, about one inch from the
bottom of the page.
2. If the documeht is in the draft stage this may be shown by adding
a slash or dash and letter symbol to the TSC number as TSC 1234/A
or 1234-A.
3. The final form of a TS document is identified by the TSC number only.
4. If the pages have been revised this is indicated by typing "Revision"
and the date of the revision in the lower left corner of the page.
D. GROUP MARKINGS
Group markings (irva.ccordadce with HR 10-23) will be stamped or typed to
thr right of the defense classification at the bottom of the first page.
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Top Secret Correammlancla Part III
E. ENCLOSURES AND ATTACHMERTS
1. Enclosures which are classified Top Secret are identified on the
accompanying document by TSC number and by copy number.
Example:
Enclosures:
1. CIA TSC No. 1234, copy No. 2
2. CIA TSC No. 1234/A, copy No. 6, Annex A and B
Each enclosure to a TS document will be identified on the first
page or cover page in the lower right hand corner.
Example:
Enclosure No. to CIA TSC No.
3. If the attachment is a TS document type "Annex A," or other appro-
priate letter below the TSC number in the 19wer right corner of
the first page or cover. On each page of the attachment type the
word "Annex" followed by the appropriate letter.
F. DISTRIBUTION
The distribution of the original and copies of a TS document is shown on
all copies retained in the Agency. To show the distribution follow the
form shown in part 11:, parlw 0.
G. TS CONTROL
After TS correspondence has been prepared all controls for TS material
must be initiated. Consult your TS Control Officer for the proper
procedure to be followed.
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Top Secret COrresmaynce'
mr. Control and Cover Sheet for Top Secret, Form 26
The use of this form is mandatory. It shall be used as a cover
sheet for all correspondence classified Top Secret, and to record the
name of each person Who sees the document. A Form 26 is prepared
and attached to eaclicopy of Top Secret correspondence transmitted
within the Agency.
MP SECRET
g
13SCLASEPTIgg when blank -4rTOP ICIER= what SUSS to Top Secret Document ? Automata:any downgraded
to MOW when tilled In 1.4 le detached fres sentrolant document
CONTEO AND COVER ORM FOR TOP SECRET DOCUMENT
DOCUMENT DESCRIPTION
REGISTRY
YOMICE
CIA CONTROL NO.
RATE oebuttENT OECEIVE0
DOC. DATE
COPY ..
...... EY
UWE. Or .....
---yr.
NMI. DI STEAL...11TE
,
ATTLIITION:
or ...1. re.
tisioniiitesil s...?
4.101 r.til to
.1 WM. pg./
ASII
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of mmtmly Is loN-Ro. rollironA
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muI trEsmittel to Cent. Top E.*, Control No record.
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TO
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ACTUAL SIZE - 8" x 14"
'
3
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
COFIDENTIAL
HB 42-100-1
HANDBOOK CORRESPONDENCE - GENERAL
NO. 42-100-1
g. Courier Receipt and Log Record, Form 240
All envelopes or packages containing material classified CONFIDEN-
TIAL and above, and trans9iitted between buildings within or outside CIA,
are customarily accounted for by Courier's Receipts. Receipts are pre-
pared in an original and Vfo copies. Copy one is inserted in window
pocket or securely attached to envelope or package without window pocket.
Copies 2 and 3 contain logging information for use by originator and
recipient. When log data has been added to the Courier Receipt, copy 3
shall be inserted inside the package to be delivered to the addressee.
The copy #3 becomes the loig record in the receiving office.
FROM
-
13.02221
OA T.
TO.
TYPE OF AL
ENVELOPE (?)
PACKAGE I?)
OTHER
ORIGINATOR: DO NOT COMPLIIME THIS COPY BELOW THIS LINE. REMOVE THIS COPY
IF LOG DATA IS TO SE ADDED.ON COPIES S AND S. INSERT 01.-Y THIS COPY IN
THE WINDOW POCKET. OR ArrligH SECURELY TO ENVELOPE OR PACKAGE WITHOUT
A WINDOW POCKET.
EIONATLOCE OF RECIPIENT (NOT INITIREJI
DATE ARO TIRE OF RECEIPT
CCRJRIER'S RECEIPT
1 1
WRITE RECEIPT -:FOR MATERIAL CLASSIFIED
.CONFIDENTIAL OR SECRET
COURIERS' CLAIM=
MAIL =CENT
omit
mammas
fibbed
Boempt No.
Off BUBSIOWNE COUEZIO
MCKIM
Dab
Du
WO
TOO DATE
L
MOO
3.
...-
TYPE or MATERIAL
0 sum 131111.011
0 MAUD PACIAOZ
0 WOOD MAIL BAG
L
L
7.
,.
CERTIFICATION OF ROOD CONDITION
L
BIGINATOBEI CONETTUTE catnnentr4rvizat INDICATED 333105 I. BE-
COVED DI 0000 003017105 DUMB NOTED 011 BAEZ OF THIS MEM
BIC2111
1. KONATUBE Off MOD= COMM
Pickup Dab
Robb Elmo
BY (llosabb)
D.I.
Time
pr....A. 24o,=TAT 240oaltort...513 boil ' IO-N111110-1. OPO re-33)
Form 240a (pink) is used for transmitting Top Secret material.
EXHIBIT 15
-66-
CONFIDENTIAL
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE H#NDBOOK
PART IV
REVIEW, CONCURRENCE, APPROVAL
AND SIGNING AUTHORITY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Review, Concurrence, Approval, and Signing Authority Part IV
INDEX
Page
AL General
B. Indicating Approval as an Intregal Part of a
Memorandum
C. Responsibility for Review and Concurrences
D. Authority to Sign Memorandums
2-
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR NOM USE ONLY
REVIEW, CONCURRENCE, Al=:?'F.C.VAL,
A. General
AUTHORITY PART 04,
1. Officials other than the originator shall indicate their review
by signing above their organizational designation at the bottom of
the yellow official recoro copy.
2. Concurrences may be indicated on the original and all copies of
c-aeseranduse 4which will not leave the Agency, when it is desired that
concurrences be made an integral part of the memorandum. This
method is particularly desirable when considerable coordination or
concurrence is necessary outside the originating office, or when the
signing official or the recipient of the memorandum may desire a
record of concurrences by the officials' surnames and titles. To pro-
vide for these signatures, type the word, "CONCURRENCE," flush
with the left margin, four lines below the signature line. Beginning
five lines below the word, "CONCURRENCE," even with the left
margin, type a solid line for the signature of the official from whom
concurrence is desired. Beneath this line, type the official's title
flush with the left margin. To the right of the signature line, type
a solid line for the date. Center and type the word, "Date," beneath
this line. Repeat this arrangement for each concurring signature
desired. Leave five lines betw. each signature line.
(4 iiri?)
CONCURRENCES:
(5 16114101)
Director of Logistics Date
(5 lines)
Director of Personnel Date
3. On morandupio prepared for the signature of the Direator or Deputy
nirRotoilone of the two copies forwarded for retention in the registry
files will bear the signature and title of the originator and each con-
curring officer. The originator and concurring officials' signatures
should be identified by the words, "ORIGINATED BY" and "CON-
CURRENCES," respectively. The second copy for retention in the
files by his off jell other Agency copies need not bear the
signatures; typewritten names will suffice.
B. Indicating Approval as an Integral Part of a Memorandum
1. To eliminate preparing additional sssocandeas _ 'at approving
levels, a space for the approving official's signature may be provided
on the original and all copies of a memorandum which will not leave
the Agency. An approval line is indicated by the word, "APPROVED,"
in all caps begun one or two spaces to the right of the center of the
FOR OFNAL USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
F011 OFFICIAL USE ONLY
PART jit.- REVIEW, CONCURRENCE, APPROVAL t AND SIGNING AUTHORITY
page and five lines below the last signature line. Two or three spaces
to the right of "APPROVED" and on the same line type a solid line
for the date. Center the Word, "Date," beneath the line. Two lines
below, type in the approving official's name in initial caps and center
his title beneath. Example:
(Signature of Signer)
?
(5 lines)
APPROVED?
Date
(2 linos)
Ofticiarre Mime
DfrectOr of ,fleactity _
2. Consider the following requirements when an approval line is
used:
a. In addition to the original,, which is usually returned to the
originating official for necessary action, prepare a copy for reten-
tion by the approving official. Furnish two copies, if the approving
official is the Director of CIA 31 one of his Deputies.
b. Action of the approving official zhall be indicated on all copies.
c. Under no circumstances will information or file copies be
distributed until action has teen tm by the approving official.
C. Responsibility for Review and Conetirrences
1. It is the originating official's responsibility to secure all neces-
sary reviews and concurrences within organizational element and
to provide af.lequate routing of the ????Orandusej to other offices for
concurrence. "Provide adequate routing" includes a review of the
assembled isesatranclumosj to ensure that -..-puting slips bear the names
of every office concerned.
2. Reviewing officials shall sign or initial originals and copies in
the spaces provided. Qualified concurrences or non-concurrences
shall be indicated and the reasons, therefor, typed to the right of the
official's signature on the original and all copies of the memorandum.
The copy for the reviewing official will be forwarded from the office
of the signing official after the document is signed.
3. It is the responsibility of secretaries at concurring levels to type
the names of concurring officials, the date the action was taken, and
any other notations of concurrence or qualified concurrence on each
copy of a memorandum that will not leave the Agency. The con-
curring official's signature shall be indicated above his title in the
following manner:
2
, Has.)
Director of Personnel
FOR Offietil USE MILY-
9 4$1.WILT,
Date
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Approved For Release 2007/02/16 : CIA-RDP74-00005R000200150004-3
FOR OWL USE ONLY
lieviev4 Concurrence, Apnroval,,And Signing Authority Part IV
D. Authority to Sign Memorandq4
The authority to sign for the Director of Central
Tntelligence has been delegated by the Director to
certain Agency officials. The extent to which this
authority is delOgated further within a component
should be established.befors carra0pdhdenIe is sant.
The following general rules apply:
1. Correspondence addressed horizontally shall be
signed by an official at the same level as that of the
addressee, or by a person to whom authority has been
delegated.
2. Correspondence directed upward shall be signed by
or directed throZgh the chief of the element immediately
below that of the official to whom it is addressed.
3. Correspondence directed downward shall be signed by
or directed throzgh the chief of the element immediately
above that of the official to whom it is addressed.
FOR
fit USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR NUL USE MY
PAIVIrCE, A?pRovAL, AND SIGNING AUTHORITY
EXHIBIT 1
CONCURRENCES &ND APPROVAL
It is recommended that the verbal agreement described
herein be concluded officially.
CONCURRENCES:
Director of Personnel
L Official is Name '
Director liscority
Date
Director of Logistics Date
APPROVED:
Distribution:
Orig & 1 - Addressee
1 - DiP
1 - D/OL
1 -
2 -
1 - official record copy, yellow)
X - required
R. Lt Bannerman
Deputy Director
for Support
4
FOR M?K USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Correspondence for Direct
A. General
B. Btationery
C. Date
INDEX
Part V
Page
D. Letter Format
E. Memorandum Format
F. Brief Summary
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Approved ForrIgas_e_2007/02/16 : CIA-?RDP74-00005R000200150004-3
OR OFFIUALciv
COR :!:SPON DENCE FOR the DIRECTOR
responsibility of the originating component to ensure that
this material is properly prepared, coordinated, and as-
sembled before it reaches the Office of the Director.
5. As announced in HN 70-6, dated 6 November 1966,
a courtesx CoPY of all paper q addr9ssed to the Director
of Central Intelligence or prepared for the Director's
signature 41,Lhu;!EalibIS2LAII2j2suratajaintagr
KEEP THIS IN MIND IN READING THIS PART OF THE HANDBOOKII
B. Stationery
1. Letterhead, bond, and tissue copy are avaAlable for isemorandums
and letters prepared for the signature of the Director and the Deputy
Director.
2. Plain bond shall be used when addressing memorandums to the
Director, Deputy Directors, and the Executive Directorl-Comptrol
C. Date
memorandume and letters prepared for the signature of the Director
or the Deputy of Central Intelligence shall not be dated in the office
of origin. tmo-and and letters addressed to the . Director
will oe dated when signed.
D. Let er Format
I Keeping in mind a "framed picture" appearance, set the margin
3.ccoraingly. In most letters the address may be typed eight lines
the last line of the letterhead, flush with the left margin. The
tenth of the letter will determine where the address should begin.
'1711, salutation is typed two lines be7 DW the address Begin the body
of the letter two spaces below the salutation and indent five spaces
for LAI paragraph. The text is single spaced unless it is eight lines
or lesS. (See examples of letter for nats.)
2. The complimentary close for the Director is "Sincerely." The
name and title will be centered five lines below the complimentary
close Examples:
/5 lines
Sincerely,
(Name'
Director
FOR Off , USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Correspondence for the Director Part V
A. General
I. Action papers, i.et, papers requesting the Director's approval for
an Agebcy action will be forwarded[to the Office of the Director in an 'Original
and one cqpy i1 ttsqhmsmta and 11 be routedjo the Director through the Executive
Alrecter 4 .A ter action, e original will be returned to the originating
component where It becomes the off 1 . The originating official is
responsible for evaluating it for p minim or temporary retention. The carbon
will be maintained in the Executive Registry for a period of six months; after
whichtit will be destroyed.
2. Information papers intended only to inform the Director (on other than
substantive intelligence), will be forwarded to the Office of the Director in an
original and one copy. The original
, will be returned to the originating compon-
ent after the Director, the Deputy 'rector, and the Executive Director-Comptroller
have been informed with an indicatien to that effect on the memorandum. (as indic-
ated above, the original becomes tha official record copy.) One carbon will be
maintained in the Executive Registry for a period of 90 days for the purpose of
additional reference, if required, then destroyed. Officers attending interdepart-
mental meetings of importence to the Agency should make a record of meetings,
Indicating positions and recommendations of the Agency representative, and where
appropriate of others in attendqnost and setting forth the actions required by
the Agency. These memorandums should be forwarded promptly to the Office of the
Director.
3. intelligneoe information Ss.orsndu.s for the Director will be routed to
him by the Executive Registry and the Executive Assistant with a copy each to the
Deputy Director and the Executive D rector-Comptroller. Unless there is some indic-
ation to the contrary, these will be destroyed after Use. All components are en-
joined to ensure that all raw intelligence, special reports, or other information
of interest or concern to the principal officials of the Agency or of the government
are promptly called to the attentiole of the Office of the Director.
4. Memorandums or letters g ng outside the Agency prepared for the Director's
or the Deputy Director's signature ould be tranmitted to the Executive Registry
with an original and one copy for tire addressee, one copy marked for the *stoning
official,* and one marked_for th 'cativo Registry.* (Additional copies are to be
determined by the originitlert offing.) After signature, the letter or memorandum
will be dispatched by the-EkecutivelRegistry; one copy will be retained in the
Registry, and the remainder will be controlled and disseminated as indicated by the
office of origin. Secretaries should consult the senior secretaries within their '
own divtejon or office for additional guidance on the preparation of memorandums
and letters for the signature or approval of the Director or Deputy Director. It is the
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Correspondence for the Director Part V
A. General
I. Action papers, i.e,, papers requesting the Director's approval for
an Agency action will be forwarded to the Office of the Director in an orioinal
and one copy with attachments and will be routed to the Director through the Executive
DIrector-Comptroller.After action, the original will be returned to the originating
component where it becomes the official record cony. The originating official is
responsible for evaluating it for permanent or temporary retention. The carbon
will be maintained in the Executive Registry for a period of six months; after
which,it will be destroyed.
2. Information papers intended only to inform the Director (on other than
substantive intelligence), will be forwarded to the Office of the Director in an
original and one copy. The original will be returned to the originating compon-
ent after the Director, the Deputy Director, and the Executive Director-Comptroller
have been informed with an indication to that effect on the memorandum. (as indic-
ated above, the original becomes the official record copy.) One carbon will be
maintained in the Executive Registry for a period of 90 days for the purpose of
additional reference, if required, then destroyed. Officers attending interdepart-
mental meetings of importence to the Agency should make a record of meetings,
indicating positions and recommendations of the Agency representative, and where
appropriate of others in attendance, and setting forth the actions required by
the Agency. These memorandums should be forwarded promptly to the Office of the
Director.
3. Intellignece information memorandums for the Director will be routed to
him by the Executive Registry and the Executive Assistant with a copy each to the
Deputy Director and the Executive Director-Comptroller. Unless there is some indic-
ation to the contrary, these will be destroyed after use. All components are en-
joined to ensure that all raw intelligence, special reports, or other information
of interest or concern to the principal officials of the Agency or of the Government
are promptly called to the attention of the Office of the Director.
4. Memorandums or letters going outside the Agency prepared for the Director's
or the Deputy Director's signature should be tranmitted to the Executive Registry
with an original and one copy for the addressee, one copy marked for the 'signing
official,n and one marked for themExecutive Registry." (Additional copies are to be
determined by the originating office.) After signature, the letter or memorandum
will be dispatched by the Executive Registry; one copy will be retained in the
Registry, and the remainder will be controlled and disseminated as indicated by the
office of origin. Secretaries should consult the senior secretaries within their
own division or office for additional guidance on the preparation of memorandums
and letters for the signature or approval of the Director or Deputy Director. It is the
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Correspondence for the Director Part w
a. For the Deputy Direetor the complimentary close and signature
OM les
Sincerely,
(5 lines)
(Mame)
(Watery tilt., if any)
Dip y.
b. Whenever the Deputy Director signs it the absence of the Director,
the signature will be shoen ass
(5 lines)
Sincerely,
(Name)
(Military title, if any)
&sting Director
3. Enclosures will be typed and identified on the original and all copies.
4. Identification of origiOator, typist, date of preparation, and the
distribution of all copies wiWteshown on the internal copies only.
5. All envelopes, mailing elips, and document receipts will be prepared
and attached in the office oferigin. The Director signature tabs will be
attached in the Office of theiDirector. The order of assembly of material
is contained in the part entitled "Assembling Memorandums for
E. Menorandesiorilat
On a memorandum prepared for the signature of the Director or Deputy
Directors
I. The heading will confers to general standards prescribed for other
Agency memorandums.
2. Paragraphs will be nuebered, except when the memorandum is addressed
to the President or the memerandum consists of only one paragraph.
3. Five lines below the text and two spaces to the right of the center
of the page, the signature if the Director or the Deputy Director of
Central Intelligesce shall le typed in intial caps. The Director's name
will be in all caps on letters an In intl.l caps on memorandums with the
title centered immediate!, below. Example,
For the Director
For the Deputy Director
4. In the Dor
"Deputy Direct
(Name)
Director
(Name)(Military ttle, if any)
Deputy Director
tk's absence , 'Acting Directors is substituted for
and Office of Director stationery is used. Examples
(Name)
(Military title, if any)
Acting Director
3
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Correspondence for the Director Pert V
a. For the Deputy Director the complimentary close and signature
will bet
(5 lines)
Sincerely,
(Name)
(Military tilt., if any)
Deputy Director
b. Whenever the Deputy Director signs in the absence of the Director,
the signature will be shown ass
(5 lines)
Sincerely,
(Name)
(Military title, if any)
Acting Director
3. Enclosures will be typed and identified on the original and all copies.
4. Identification of originator, typist, date of preparation, and the
distribution of all copies will be shown on the internal copies only.
5. All envelopes, mailing slips, and document receipts will be prepared
and attached in the office of origin. The Director signature tabs will be
attached in the Office of the Director. The order of assembly of material
is contained in the part entitled ',Assembling Memorandums for Forwarding."
E. Memorandum Format
On a memorandum prepared for the signature of the Director or Deputy
Directors
I. The heading will conform to general standards prescribed for other
Agency memorandums.
2. Paragraphs will be numbered, except when the memorandum is addressed
to the President or the memorandum consists of only one paragraph.
3. Five lines below the text and two spaces to the right of the center
of the page, the signature of the Director or the Deputy Director of
Central Intelligeece shall be typed in intial caps. The Director's name
will be in all caps on letters an in intial caps on memorandums with the
title centered immediately below. Example:
For the Director
For the Deputy Director
(Name)
Director
(Name)
(Military title, if any)
Deputy Director
4. In the Director's absence , ',Acting Director,' is substituted for
"Deputy Directory and Office of Director stationery is used. Examples
(Name)
(Military title, if any)
Acting Director
3
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
AL ME ClY
FOR
CORRESPONDENCE FOR the DIRECTOR
5. When material is included with a memorandum for the signa-
ture of thel1.6octor the Liibreviation, -.Att,- will be typed on all
copies. If more than one, thi, number will be shown.
6. Recipients of information copies outside the Agency will be in-
dicated on the original and all copies at the left margin two spaces
below the last typed line by typing "cc" followed by the recipient.
Example:
cc* Attorney General
7. On esseriendemej auuressed for the signature of the Ifiree-_
rthe distribution is shown on internal copies only. The dis-
tribution may be shown on the back of the page if the memorandum
fills the page. If an additional page is used, it should be properly
titled to identify it with the body of the memorandum. .
8. Attach a brief covering the memorandum 41041-sti4ing thi Pur- -
pose of the memorandum tn be signed by7,' the Winter... The file will
be forwarded through the Deputy Director Goncerned.
9. On eseerieleume-1 addressed to, the :DiratorS rr#
__-
a. The headings shall conform to the general standards pre-
scribed for Agency memorancj-
b. The first paragraph of the text shall state the purpose of the
memorandum, approval, recommendation, information, etc., or
indicate the paragraph in which the action is contained.
Example:
This memorandum is for informatiox only. Particular reference is made
to paragraphs and
c. Paragraphs will be nuMbered and single spaced with double
spacing between paragraphs.
d. If material is transmitted with a memorandum to the Dir-
k. inter the abbreviation "Att" is typed on copies flush with the
left margin and two lines below the signature line. If more than
one attachment is transmitted, the number is .,;.--idicated. Attach-
ments may be identified!in abbreviated form. Example:
2 Atts
Att 1: memo, 15 February 1968
Att 2: TCA Contract (2)
e. Do not show the distribution on the original and courtesy
copy.
F. Brief Summary
A three-sentence summary will be prepared and dispatched to the
Director's office immediately after a meeting or. conversation with
officials outside the Agency, especially on those which may determine
or affect policy or which ehould be brought to the attention of the
Director or the Deputy Director.
4
FOR NU USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR OFEIGAL USE ELY
CORRESPONDENCE FOR the DIPSCTOR
EXHIBIT 1
CENTRAL INTELLIGENCE AGENCY
WASHINGTON. D. C. 20505
OFFICE OF TUC C:n_CTOR
kDate left blank)
The Honorable Dean Rusk
The Secretary of State
Washington, D. C. 20520 ?
Dear Mr. Secretary; (Find out if thc person signing the
letter knows the addressee personally,
for instance, we 'i enough to use his
first name.)
This-is an example of a letter preparea iar the sig-
nature of the Director of Central Intelligence. Letters
will be forwarded to the Hirector through the Deputy
.Director for Support with M cover me,6,randum explaining
the purpose of the letter to be signe_ by the Director.
When a second page is required, 1.,e plain stationery;
margins will correspond with those on first page, and
typing of the letter will begin four ....nos below the iden-
tification line. The sucdeeding pages are aumbered with
Arabic numerals, centered about one-hail or three-quarters
of an inch from the bottom of the page..
D/CO:JWCoffey:its(15Feb6,8
Distribution:
Orig & 1 - Addressee
1 - gR__ ,
1 - ksigning
Lr-tofficial)
2 - DD
1 - D 0
1 - - (yellow 6?i
Sincerely,
(Name)
Director
CONCUR:
17-17. trannerman -17E0-7-
Deputy Director
for Support
cial recora
copy)
(Concurrences, identificOion, and distribution to be typtd
on file copy only; note Seetwanduns to the President are
double-opeced.)
FOR Mai USE MY
?
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR AL USE OM
CORRESPONDENCE FOR the DIRECTOR
Pa4
EXHIBIT 2
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D. C. 20505
OFFICE OF DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE
(Date left blank)
The Honorable (named)
The American Ambas
,ia or
City, Country
Dear Mr. Ambassador; (Find out if the person signing the
letter knows the addressee personally;
for iiistance well enough to use his
first name.)
This is an example of a letter prepared for the sig-
nature of the Deputy Director of Central Intelligence.
Generally, this type of letter would be prepared for the
signature of the DLrect.:.r. However, a nottiot accompany-
ing the incoming letter stated that the letter be pre-
pared for the Deputy Director's signature.
A cover memorandum or brief explaining the purpose
of the letter should al n be ?repared. The cover memo-
randum and the letter for signature should be forwarded
through the Deput) Director for Support.
The number of copies prepared should include an
original and one for the addressee, one for the signer,
one for the Executive Registry, two for the ims, and what-
aver additional copies the originator may decide.
Sincerely,
(Name)
(Military title, if any)
Deputy Director
FOR OF, 1AL USE ONLY
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Ettn CEMAL USE ONLY
0 CORRESPONDENCE FOR _the DIRECTOR
ettlt4- 2
EXHIR: .
CENTRAL INTELLIGENCE AGENCY
WASHINGTON. D. C.. 20503
OFFICE OF DEPUTY DIRECTOR CF CENTRAL INTELUGENCE
(Date left blank)
MEMORANDUM FOR: Dir..ctor of Another Agency
Director of Federal Commission
SUBJECT : In
1. This is an exampl. ..i a memorandum prepared
for the signature Jr :he Deputy Director of the Agency.
The same format will be followed o preparing a memo-
randum for the Director's signature!.
2. Letterhead -,ationery fo.' 100 Office of the
Director or the Deputy Director c Central Intelligence
is available. Tis:-.ue copies with corresponding letter-
heads should be oscd when courtesy copies are needed.
Additional copies ..hall he prepared on plain tissue and
a yellow copy for tho off:. fal record copy.
3. A well-balloiced appearance can be achieved by
carefully considering the itmgth of the message and
adjusting the margao, carfolly. The text should begin
four lines below the subject line. The body of the
memorandum is siogle spaced unless the text is lines or
less. Double spac.ne will also be used when preparing a
memorandum to the Pr.Jsident,
4. Paragraph: soould be numbered unless the memo-
randum contains only one pi.ragraph. Paragraphs are never
numbered in a memorandum to the President nor in a letter.
FOR nal USE
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Approved For Release 2007/02/16 : CIA-RDP74-00005R000200150004-3
Faa CiaiAL USE Eli
iivrt -.127
-
CORRESPONI.ENCE FOR :the DIRECTOR
EXIIIBIT 3 ('ONT.
5, A cover memorandum exp'llniro! the portakie
of the attar:fled memorandum to i- .4igned b, the Lel rector
is required.
(NamvI
(Military title, if any)
Deputy Director
Alt
(Identify If nevessary)
D/CO:JWCofiey:mv(date prepared)
Distribution:
Orig & 1 - Addressee
1 - Originator's copy
1 - .(yEllow oriicial record copy)
1 - ecutiva Registry
-(signing of ic 'al)
2 - Mr'
ccs General Counsel (to be typed on all copies retained in
the Agency.)
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
or ifyr."7:14 1!?. rtly
RHItitetarrLth
CORRESPONDENCE FOR the DIRECTOR
Akttf
EXHIBIT 4
(DATE)
BRIEF FOR: Director o; Centr1,1
SUBJECT : Inter-Agen. Corro,pondence Standards
1. This Agency is contr,buting suggestions for
the development of inter-agency correspondence stand-
ards in cooperatiob with the Ceueral Services Adminis-
tration.
2. The attached c.rrespondence for your signature
conveys our ideas on ti ? subject to these agencies which
have expressed an interest in tLe standardization program.
(Name)
Director of jaastisa
Distiibution:
Orig & 1 - Addressee
1 - Originato,'s copy
- (official record copy, yellow)
2 - pat
FOR -Vigt'. AL USE NU
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Approved For Release 2007/02/16: CIA-RDP74-0p0.015R000200150004-3
NI rt
fuit
part,f- TT.
"RISPON..r:NCE FOR. the DIRECTOR
EXHIBI7. J
(DATE)
%.F.Y.11RANDUM FOR: Director of CII,. iiII ...111..cace
ffIROUGH Deputy Director 'or
SUBJECT Inter-Agency Co.,,ispoad.,ace Standards
L. This illustrates a momo..andum ,ehmitted to 4t.
brnacrog for action and his approval slature. The
first paragraph should state Ili., purpose of the memo-
randum and request for the approv::i of the recommenda-
tion in paragraph
2. The memorandum will inc.?de a ,eacc! for an
approval signature. If concerr..nre by ;.ie Deputy
Director is necessary, prepare a voncur.vcce lInv.
The originating officer is respohkihle ice au i coordi-
nation before the paper reaches Ine'Office of the
Director. The originator should also make oertain that
the file is properly assembled and all attacnments
included.
xlt
Handbook ?
CONCURRENCE:
.(Namey
Director or LOGISTICS
7jiluty Director for Support Date
The recommendation contained in 'xiragr:.n is approved.
K'iCflai'Q Iiein.s
Director of Central Intelligence
Tnrro
FOR ---
4 3 rii;111
44 r,6
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Approved For Release 2007/02/16 : Q1Z-lapE7;e1;;Qq0QaQ06050004-3
Was USL:
IL
CORRESPONDENCE FOR the DIRECTOR .
Part V
F.:, BIT !I CONT.
Distribution:
Orig - Addressee (for retort to action (Distribution
1 - ER olfi,i via D/S) sliown on origi-
1 - DDS Chrono nal and approval
I - 1108 Subject iN/Reld; papers only)
1 - (any information addr,.
1 - (yellow official record copy)
X - Others aq accessary
NOTE: If. for instance. the 0Dp, ,ner I Counsel ,
or any other office outside the DIM wero to sign
CONCURRENCE on this approval memo,'Ihe concurrence
lines would appear above the apprJval line.
(Distribution shown only on orisinal and approval copies only.)
FOR MAL NE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Correspondence for the Director
EXHIBIT 6
Part V
(DATE)
AGENCY AEJORANDUMS AND LETTERS ADDRESSED
TO THE OFFICE OF THE DIRECTOR
I. Originators will insure that all such memorandums
open with a sentence similiar to one of the three below.
a. ?This memorandum is for information only;
particular reference is made to paragraphs
, and
b. ?This memorandum submits a recommendation
for your approval; this recommendation is contained
in paragraph _. .11
c. ItThis memorandum suggests action on the part
of the Director (or Deputy Director or Executive
Director-Comproller); this action is contained in
paragraph ."
2. In the place provided for the approving signature,
the following statement shall be typed. "The recommendation(s)
in paragraph is (are) approved." On the same sheet re-
questing approval by the Director, Deputy Director, or the
Executive Director-Comptroller, provision will be made for the
concurrence of the Deputy Director concerned and other appro-
priate officers including a place for the date as shown at
the end of this exhibit.
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Approved For Release 2007/02/16: CIA-,I,plpfi7Mq005R000200150004-3
FOR way,
CORRESW,NDENCE FOR .the DIREATOR
EXiilliFf .3 CONT.
lh oc-ry cas, of a ;tn..... .,dum u ii 61Iihe I
Dir,ctor. that copy mnich qtmo..1 to the origa:.;.1?
..wwon.:nt is thc ottIctal rpo,,, . qty. the ortt,inating
th responstble tor Ior porm..eat or
temporary retentton.
4. Do not use staples on the Director-Is mail-- use
binderclips only.
S
In guidance coho-eiti.ng Mr Helms' personal
references in the format of cortv:.pondcdc, tre:
A. He prefers address.- .o h. a., :.n.ger than four
lines, if possible.
Example: Mr. .1.p.; ? smit, . 0,c,cioe
Department or
'moo 1;: sireet. s t.
Wash.hoon. D. C. .10000
rather thah
Mr. Jonn W. Smith
DIrector
Departmert of... . .
mum 1s1 N P
Washington. D. C
b. He prefers the moms ;ftdum ratLor Lnan a
letter, even when replying :1 An
Example: MEMORANDUM FOR: rite Honorable Dean Rusk
tier-rotary of State
SUBJEC1
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
rpr rivlrou,!
ni
CORRESPONDENI".. FOR IhebiRCOTOR
11erm
7..
1.4 y
Part V
ORIGINATOR:
(lltie)
CONCURRENCES:
EXHIBIT 6 CONT.
Director of Logistics Date
Director of Personnel Date
Deputy Director for Support Ijate
The recommendation vont:I-nod ... paragraph 4 is approved.
Depot!, Director ol Central Intelligence
I Show full distributiod pattern on all internal copies.
Copies must be provide! Co' all coordinators (2 eye always
1 for DOD/1. Malorood000 orletters prepared for transmittal
outside he Agency will .rovide for concurrence(sl. on
1 the carbon cepy.retained in the Agency.
1
1
1
i
1
1
i
1
\lik
1
ryrr.r473.!!
Wilbiaritt
""12(
15
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE HANDBOOK
PART VI
ASSEMBLING MEMORANDUMS FOR FORWARDING
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
ASSEMBLING MEMORANDUMS FOR FORWARDING Part VI
INDEX
A. Assembling Memorandums
B. Forwarding Memorandums
Page
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Approved For Release 2007/02/16: CIA-RE)F374-00005R000200150004-3
ASSUBLING ;EZRA:MS FOR FORARDING PART VI
A. Assembling Memorandums
I. Final respondibility for the correct assembly of memorandums rests with
the originator. (See Correspondence Hnadbook, Part I, Para. U and EXHIBIT I.)
:mmorandums correctly assembled will include the following items, as appropriate,
in the sequence indicateds
a. Transmittal Slip, Fern 241; Routin3 Clip, Form 237; flouting and
Record Sheet, Foru 03 as appropriate. iiefer to Part VIII, Para. C, 0,
and E. on use.
Ori3inal and courtuay co;.y, if clipped :together. (On external
.acm,randu.s. protect oriJinal with thin tissue.)
c. Addressed pew:ILy i.ldica or ?lei.. ae apdrepriate, for the
origi?al L.nc; z.vy 1:F41;; C..1.;;CtUL. ;..asto lipi. attac:le..:, if require:4
c,ios f,ra:.:drestees outitide tha a,;dru..iLec:
ar,d re:iuir:A%
C. lEfor-ati(,n cioc ;or coauurrioj officials' copiec) for distribu-
tion within the Agency with addressed routin3 slips attached, if rcluired.
f. Official reccrt. copy yellow
L. !..riLiral incoming memorandums, enclosures, etc., and any other
naterial to be attached to the offilial file copy as ?art of the official
file on the me...orenduuz.
h. Extra copy (or copies) for the Director or Deputy Cirector of
Central Intelligence. If the signing official is either the Director or
thz Deputy Director and the official (yellow) record copy is to be reteined
at either end or level, prepare an additional copy on plain white: tissue.
If, however, the official file copy of correspondence for their signature
is to be retained at another level, prepare two extra copies on plain white
tissue for the Director and the Deputy Director.
i..leturn copy (if desired) with addressed routing slip for its return.
J. Reference material for return to reference sources.
k. Back:: copy (if desired).
2. In addition to the shoves
a. A completed Document Receipt, Form :;15, will be attached to each
originel or copy requiring a receipt in accordance with current Agency
Security Regulations.
L. Copies for distribution within the Agency will be designated by a
check beside the office designation Indicated under ilDistribution.li If the
distribution of copies is within a particular office and such a means of
indicating distribution is adequate for routing, routing slips need not be
attached to the copies.
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
PART VI ASSEMBLING MEMORANDUM FOR FORWARDING
c. Enclosures will be attached by clips to the original or copies trans-
2itting them.
d. Assembly reference tabs will be attached whenever their use will ex-
pedite the review and approval of memorandums. Sigaature tabs should
not be attached in the office of Jrigin. These will be attached in 0/001.
a. The cocyleted assembly sliould inclu4o all necessary routing slips,
envelopes, receipts, and posLaue Alp. properly complatec; aLtachec to
the respecnlve aaterial.
f. If necesz.ary, material should be fastened together with paper clips
and made a part of the completed assembly by binder clips. Staples should be
used with discretion, consideration being given to the amount and type of
handling the memorandums may receive.
g. If it is anticipated that memorandums will receive considerable hand-
ling, a backing sheet of bond paper or heavier stock should be attached to
protect the back pages.
B. Forwarding Memorandums
Memorandums will be assembled and forwarded through prescribed channels
to the particular office MIO for control, processing, and forwarding.
Only transmittal media complying with the security requirements of current
Agency regulations will bc used.
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
PART VI
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR NUL USE ONLY
Meath I I as Mesorandums FOR FORWARDING
EXHIBIT I
(I)
TAANS-
MITTAL
OR
ROUTING
SLIP
(1)
AND RECORD SHEET
(FORM 61o)
BRIEF FOR 7.1E Oleket0E.6
(4)
ENVELOPE
FOP
CRTC. &
cou2.7.,ny
(5)
-1 ORIGINAL AND COUE1170,Y
COPY, CLIPPED TV:1MM
INFORMATION =rim R.
ADDHEOSEES OUT:UDE CTA
T.----
INFORMATION COPIE3 iCE
DISTRIBUTION WITHIN Cll.
ASSEUBLY OF HEINRANOM,
KEY: Numbers in parentheses
denote sequence of
arrangement of file.
lig Denotes requirement
' only if memorandiffig
is prepared for
signature ef a4tissw
the noradto g
ENVELOPE:
(6)
Cc:MPLETED ASSEMBLY
OFFICIAL FILE :XV";
Tirr.J.-:
(7)
ORIGIKAL
MEMORANDUM' W40
EXTRA COPY 'OR COMES)
FOR DIROCTOR.
7--
Bind witn calm rather RETURN COPY (If desired)
than with staples.
(u)
REFERENCE MATERIAL FOR
RETURN TO REFERENCE SOURCES
"HOLD BACK" COPY
(If desired)
(12)
Place envelopes vertically behind
original (and courtesy copy if there
is one) of each outgoing correspondence.
? REFERENCE
- TAPS
FOR -OFFICIAL USE 02LT
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE HANDBOOK
PART VII
ENVELOPES AND MAILING
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Envelopes and Mailing Part VII
INDEX
Page
A. General
B. Types
C. Use
D. Addressing Envelopes for Transmittal Outside CIA
E. Addressing Inter-Office Mail
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR ONIAL USE ONLY
ENVELOPES AND MAILING PART VII
A. General
When mail is prepared for transmittal, it is important that the
proper envelope is used to ensure correct handling. Window en-
velopes should be used whenever possible. When a window envelope
cannot be used for Security reasons, select a regular envelope of the
appropriate size.
B. Types
The Agency uses both Penalty indicia and plain envelopes, as well
as penalty indicia labels on packages. The penalty clause, "Penalty
for Private Use to Avoid Payment of Postage $300," appears in the
upper right corner of the penalty inclicia envelopes and labels. The
following types of envelopa3 ar .ble (some contain preprinted
Agency addresses) :
1. Penalty Indicia Envelopes
White envelopes, 81/2" x 3'1/2", and 91/2" x 41i"
White window envelopes, VA" x 37/6"
Manila envelopes, 12" x 91/2"
Labels, gummed, 5" x 3"
2. Plain Envelopes
White envelopes, 31/2" x 6", 87/8" x 31/2", and 91/2" x es"
White with opaque shading inside, 81/2" x 37/s", and 91/2" x 41/2"
White window envelopes, 8%" x 3'1/2"
White, Air Mail, red and blue border, 81/2" x 3'1/2" (both plain and opaque
shading inside) and 91/2" x 41/2" manila envelopes, various sizes from
5'1/2" x 31" through 18" x 141/2".
3. Multipurpose Envelopes
The multipurpose envelopes are encouraged for internal routing. These
envelope's are designed with a window pocket attached to the outside to
accommodate a courier receipt being used as an address label, a 3" x 5"
card, or paper on which the address is written. The envelopes may be
reused by removing the addressed paper or card and inserting a new one
properly addressed. Multipurpose envelopes are availabk in manila sizes
12" x 10" and 16" x 10".
4. Chain Envelopes
U.S. Government messenger envelope, Form 65, sizes 12" x 91/2" and
16" x 12" may be used for sending material between government offices and
agencies unless prohibited by security or operational requirements. When
using the chain envelope, enter the Stop Number (if known) for the ad-
dressee's agency in the space labeled "Stop."
C. Use
The use of penalty indicia in lieu of postage stamps, is a matter of
convenience and economy to the government. Official mail quali-
fying for transmission under penalty indicia is broadly limited to
FOR OFFIOMI. USE ONLY
Approved Fo.r. Release 2007/02/16: CiA-RDP74-00005R000200150004-3
1
Approved For Release 2007/02/16: CIA'-RDP74-00005R000200150004-3.
FOR OFFICIAL USE ONLY
'ART VII ENVELOPES AND MAILING
official letteramemorandums, enclosures, etc., that are reasonably
related to the subject matter of the material. Penalty indicia should
not be used for:
1. Mail on which additional postage is required, such as air mail, mall for
most foreign countries, or mail weighing over four pounds.
2. Personal mail and other unofficial mail, even though a postage stamp
is affixed over the penalty clause.
2. Inner envelopes used for double sealed material.
4. Mail sent outside the Post Office channels (by messenger or courier).
In addition, do not place labels on penalty indicia envelopes.
D. A&!-.....ssing Envelopes for Tranim:ttal Outside CIA
A. In addressing an envelope, begin typing approximately one-half the
depth and one-half the width of the envelope. Single space the name
and address in block style. The ernciope z..;:dress will be the same as the
address on the letter.
2. If memorandums are to be dispatched by special delivery or registered
mail. type the words "SPECIAL DELIVERY" or "REGISTERED MAIL"
in all caps, two lines above and flush with the address.
3. If memorandums are to be dispatched by AIR MAIL, no special instruc-
tions are necessary provided an air-mail envelope is used. If an air-mail
envelope is not available, use a plain white envelope without a penalty
indicia. Type the words, "AIR MA;I..." in ;Ill caps, two lines above and
clash with the address.
4. Inter-Agency Mail?If contents of mail being sent to another govern-
ment agency is unclassified, indicate on the envelope the addressee, the
room, and Stop Number. Da not uxe a penalty indicia envelope. (Delivery
is made by U. S. Official Mail and Messenger Service.)
5.1f memorandums are classified either SECRET or CONFIDENTIAL and
ar e to be transmitted outside the Agency, attach two envelopes properly
addressed.
6.1f memorandums are classified, attach Form 240, Courier Receipt. In-
dicate the office, room number, and building. Do not include the Stop
Number. (Delivery is made by Agency courier.)
E. Addressing Inter-Office Mail
1. The incorrect addressing of inter-office mail results in trans-
mission delays and places an unwarranted burden on the courier-
messenger service. Personnel forwarding material shall ensure that
addresses contain the following information:
a. Office of origin.
b. Office designation of addressee (position title or name may be added
if desired).
c. Building designation.
d Room number.
2 In the few instances where it is necessary to expedite 'delivery,
the envelope or package may be marked "Direct Delivery" or "Deliver
to Addressee" in addition to information required in paragraphs a
through d above..
2
FOR Offaid. USE ONLY
--.787P-proved For Release-2007/02/1-677A-RI5P74-0-050-1-50004- ?
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR USE ONLY
E.,niraopns and Mailinv
NOTE: This guide is very general since security and operational requirements will often
;,overn the use of certain envelopes and labels. It is recommended that it be used in
rijunction with current CIA Security Regulations, specific office directives, and in-
:'mat ion obtainable from the Central Mail Room.
TYPE OF MAILING OR USE
.
RETURN
ODRESS
TYPE OF ENVELOPE
OR LABEL TO USE
POSTAGE
SLIP
REQUIRED
CIA, FBIS,
or SSU
OTHER
Inner envelope for the transmis-
sion of double-sealed classified
Material
Nonpenalty
No
Within Headquarters
4111111
Nonpenalty (CIA Chain,
U. S. Govt. Messenger, or
regular envelope, dependr.
ing upon security re-
quirements)
No
Inter-Agency (Washington, D. C.
area only)
Nonpenalty (U. S. Govt.
Messenger or regular
envelopes depending upon
security requirements)
NO
Official maill four pounds or
under, directed to addressees in
the continental U. S., U. S. Ter-
ritories and possessions, Canada
Caribbean Republics, Central and
South America (except Argentina
and Braxil)
X
X
Penalty
Nonpenalty
No
Yes
Officiil mail over four pounds
directed to addressees in the
continental U. S., U. S. Terri-
tories and possessions, Canada,
Caribbean Republics, Central and.
South America (except Argentina
and Brazil)
X
X
Nonpenalty
Yes
Air Mail
X
X
Nonpenalty
Yes
Special Delivery
X
X
Penalty
Nonpenalty
Yes
Yes
Regixitered Mail ? .
X
X
Penalty (Nonwindow)
Nonpenalty (Nonwindow)
Yes
Yes
Registered Mail - Return Receipt
Requested
I
I
Penalty (Nonwindow)
Nonpenalty (Nonwindow)
Yes
Yes.
TYPES OF PENALTY AND NONPENALTY ENVELOPES
AND LABELS FOR TRANSMITTING OFFICIAL MAIL
FII 1011111. ISE INV
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Approved For Release 200(P/02/16 : CIA-RDP74-00005R000200150004-3
CORRESPONDENCE 1-41NDB00K
PART VIII
MATERIALS FCR ASSEMBLING
AND FORWARDING MEMORANDUMS
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Approved For Release 200/02/16 : CIA-RDP74-00005R000200150004-3
Materials for Assembling and Forwarding Memorandums Part VIII
INDEX
Page
A. Reference Tabs
B. Priority Tag, Form 160
C. Transmittal Slip, Foim 241
D. Official Routing Slip, Form 237
E. Routing and Record Sleet, Form 610
F. Courier Receipt and Zog Record, Form 240
G. Document Receipt, Form 6151
H. Postal Slip, Form 234
I. Document Control, Fotm 238
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3.
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FOR iffillAL USE ONLY
MATERIALS FOR ASSEMBLING AND FORWARDING MEMORANDIURB PART
' VIII
A. Reference Tabs rark-,.. 163
This form is an jnvaluable aid to officials reviewing mernoranOmos
It is particularly h lpful whena imiandult, is bulky or is to be re-
viewed for concurr" nce or approval by several officials. Reference
tabs are designed fr repeated use. They are attached with paper
clips. These tabs &re available at the Building Supply Office.
3anivmois
OFFICIAL
FILE
COPY
111
1VA011eldV
CONCUR
SAME SIZE AS SHOWN
B. Priority Tag, Form 160
This form aids in expediting the routing and processing of moo-
ranchos whenever other than routine handling is required. The tag
is col-tired, size 3" x 1/2", and is reusable.
SAME .SEE AS SHOWN
FOR OMR USE ONLY
1
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR OFFMAL USE ONLY
IIART VIII MATERIALS FOR ASSEMBLING AND FORWARDING tilemorand
C. Transmittal Slip, Form 241
This slip is used for transmitting samoranduats and other mate-
rial within Headquarters when only one addressee per document is
involved.
2
TRANSMITTAL SLIP
DATE
TO:
ROOM NO.
BUILDING
REMARKS:
FROM:
ROOM NO.
I BUILDING
I
1 EXTENSION
FORM NO .1)A 1 REPLACES FORM 36-8
I FEB 55 WHICH MAY BE USED.
* GPO 1957-0-439445
(47)
SAME SIZE AS SHOWN
FOR OFFICIAL USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR OffIGIAL USE ONLY
MATERIALS FOR ASSEMBLING AND FORWARDING ?Idemormiums PART VIII
D. Official Routing Slip, Form 237
ileinorandums . or other material routed in consecutive order to two
or more parties in Headquarters are transmitted by Official Routing
Slips.
SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL j_J
SECRET
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks:
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO
DATE
I UNCLASSIFIED I I CONFIDENTIAL
SECRET
FOSS r6 TO. 237 Us* previous editions (40)
U S GOVERNMENT PRINTING OFFICE IVII 0-M1M
ACTUAL SIM ? 5" x 8"
FOR MAL USE ONLY
3
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Approved ForRelease2007/02/16 : CIA-RDP74-00005R000200150004-3
FAirt_VIII Materials for Assembling and Forwarding Memorandums
&outing and Record Shoot, ydra 610
The extent of review and concurrence in offices through which
correspondence may pass is often indefinite. Therefore, for corre-
spondence of more than a routine nature, provision should be made for
extended routing. Routing and Record Sheet serves this purpose. In
addition, it provides space for added comments and serves as a pro-
tective covering over the original.
0 UNCLASSIFIED 0 'ATM 0 CONFIDENTIAL 0 SECRET
ROUTING AND RECORD SHEET
SUBJECT: iOs.II
FROM:
EXTENSION
NO
0A11
TO: (01Ecm dompoolion, loom non*, GS
bulklinol
DATE
OFFICER'S
INITIALS
COMMENTS (Nu* much comment to show Irmo Alm,
AT ANA, Prow A lino amooh column of. ?oh commoohl
MOWN?
POINITAOTO
2.
3.
5.
7.
,.
9.
TO.
11
12.
13.
14.
15.
' 610"' 0 SECRET 0 CONFIDENTIAL 0 [VT& 0 UNCLASSIFIED
ACTUAL SIZE - 8" x 101"
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CONFIDENTIAL
HB 42-100-1
HANDBOOK CORRESBONDENCE - GENERAL
NO. 42-NO-1
d. D cument Control, Form 238
This\six-part form is designed to provi4intraoffice mail con-
trol when\the volume of correspondence just*fies using control measures.
Generally Other transmittal or routing slit are unnecessary when this
form is use
?
PAPER PATENTED DI NCR CO. NC OREGON S W ERN ER. INC., W1.1,WINGTON 5, D.C.
FORM NO.
I MAY 56
238
REPLACES FORM 35-1
WHICH 15 OBSOLETE
1 SEC. CL. ORIGIN
4P-40523
DOC\IMENT CONTROL (13.49)
DATE OF DOC.
DATE REC'D
DATE OUT
SUSPENSE DATE
TO
FROM
SUBJ.
CONTROL NO.
CROSS REFERENdE OR
POINT OF FILOVG
ROUTING
DATE
SENT
COURIER NO.
ANSWERED
NO REPLY
ENCE OR
ILING
DATE
COURIER NO.
ANSWERED
COURIER NO.
NO REPLY
ANSWERED
NO REPLY
ICE OR
.ING
DATE
SENT
COURIER NO.
ANSWERED
NO REPLY
ICE OR
.1 NG
DATE
SENT
COURIER N
ANSWERED
NO REPLY
E OR
IG
ATE
NT
liCOURIER NO.
ANSWERED
NO REPLY
-63- EXHIBIT 12
CONFIDENTIAL
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
SECRET
MATERIALS FOR ASSEMBLING AND FORWARDING Ileneerandues PART VIII
F. Courier Receipt and Log Record, Form 240
All envelopes or packages containing material classified CONFI-
DENTIAL and above, transmitted between buildings within or outside
CIA, are customarily accounted for by a Courier Receipt. Receipts
are prepared in an original and two copies. Copy one is inserted in
the window pocket or securely attached to the envelope or package
without a window pocket. Copies 2 and 3 contain logging informa-
tion for use by the originator and the recipient. When log data has
been added to the Courier Receipt, copy 3 shall be inserted inside
the package to be delivered to the addressee. Copy 3 becomes the
log record in the receiving office.
FROM
N'''' E 492608
DATE
TO:
TYPE OF MATERIAL
I ENVELOPE (S)
I PACKAGE (5)
OTHER
ORIGINATOR: DO NOT COMPLETE THIS COPY BELOW THIS
IF LOG DATA IS TO BE ADDED ON COPIES 2 AND S. INSERT
WINDOW POCKET. OR ATTACH SECURELY TO ENVELOPE OR
WINDOW POCKET.
LINE. REMOVE THIS COPY
ONLY THIS COPY IN
THE
A
PACKAGE WITHOUT
SIGNATURE OF RECIPIENT (NOT INITIALS)
DATE AND TIME OF RECEIPT
COURIER'S RECEIPT
FORM 240 USE PREVIOUS (24-25)
6-60 EDITIONS
COURIER RECEIPT AND LOG RECORD
1 1
SANE SIZE AS SHOWN
5
SECRET
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
SECRET
PART VIII M4TERIALS FOR ASSEMBLING AND FORWARDING MEMORANDA
G. Document Receipt, Form 615
A Document Receipt is required for all ?Memoranda classified
SECRET or CONFIDENTIAL transmitted 9titside CIA. Its use is
optional for classified memoranda transmuted within the Agency.
Document Receipts are prepared in an ofikinal and one copy. The
original is transmitted with the memor da; the duplicate copy is
retained _ until the original rearing the recipient's signa-
ture is returned. The duplicate copy is then destroyed.
6
CENTRAL INTELLIGENCE AGENCY NOTICE TO R IPIENT
DOCUMENT RECEIPT Sign and Return as Shot on Reverse Side
COURIER EEC NO DATE SENT
SENDER OF DOCUERENT(S).
ROOM BLDG DATE DOCUMENT(S) SENT
DESCRIPYON DOCUMENT(S) SENT
CIA NO
DOCUMENT DATE
COPIES
UMENT TITLE
ATTACHMENTS
CLASS
I4CIPIENT
ADORERS Of RECIPIENT
SIGNATURE (ACKNOWLEDGING RECEIPT OF ABOVE DOCUFRENT(SA
\THFICE DATE OF RECEIPT
1
615 USE '''''''s EDITIONS 1331
TO: CIA RECIPIENT
Place signed receipt outgoing messeng box for return to sender of document
through agency mess ger service.
TO: NON-CIA RECIPIENT
Place signed recei in envelope and transmit td.,
I? \
CENTRA INTELLIGENCE AGENCY
2430 E TREET NW. \
WASH GTON 25, D.C. Stop 64 \
L 0
\ . GPO 1,62 0 661682
SECRET
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Part VIII Materials for Assembling and Fotwarding EbmoranduMB
Dbousent 110040, Tim 615
A Document Receipt is required for all correspondence classified
SECRET transmitted outside CIA. Its use is optional for SECRET cor-
respondence transmitted within the Agency and CONFIDENTIAL material
forwarded outside CIA. Document Receipts are prepared in an original
and one copy. The original is transmitted with the correspondence;
the copy is retained by the sender until the original bearing the
recipient's signature is returned. The copy is then destroyed.
CENTRAL INTELLIGENCE AGENCY
DOCUMENT RECEIPT
NOTICE TO RECIPIENT
Sign and Return as Shown on Reverse Side
COURIER REC. NO.
DATE SENT
SENDER OF DOCUMENT(S)
ROOM
BLDG.
DATE DOCUMENT(S) SENT
DESCRIPTION OF DOCUMENT(S) SENT
CIA NO.
DOCUMENT DATE
COPIES
DOCUMENT TITLE
ATTACHMENTS
CLASS
RECIPIENT
ADDRESS OF RECIPIENT
SIGNATURE (ACKNOWLEDGING RECEIPT OF ABOVE DOCUMENT(S))
OFFICE
DATE OF RECEIPT
ORM 615 USE PREVIOUS EDMONS 1331
12-61
FRONT
TO: CIA RECIPIENT
Place signed receipt in outgoing messenger box for return to sender of document
through agency messenger service.
TO: NON-CIA RECIPIENT
Place signed receipt in envelope and transmit to:
CENTRAL INTELLIGENCE AGENCY
2430 E STREET NW.
WASHINGTON 25, D.C. Stop 64
BACK
ACTUAL SIZE - 31" x 71"
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CONFIDENTIAL
HANDBOOK
NO. 42-100-1
HB 42-100-1
CORRESPONDENCE - GENERAL
i. Postage Slip) Form 239
A Postage Slip shall be completed and attached to each piece of
correspondence which will require special postage or handling. Envelopes
and labels which bear the penalty indicia may require additional postage
for special type seryices. In completing the Slip, indicate the type of
mailing service desired, and fill in each pertinent space except the box
marked "For Use by Central Mail Only." In addition, type the words "DO
NOT METER" if for security reasons the postage should not be affixed by
a postage meter.
NOTE: A single Postage Slip may be used to cover a group of letters if
each letter in the group requires only first class postage. For
such cases, type the word "various" in the addressee box on Form
239, followed by the number of addressees in parentheses. Attach
a listing of these `addresses.
Postage Slips will be required when the originator of registered cor-
respondence desires a Return Receipt Card for Registered Mail, Post
Office Form 3811.
SEE INSTRUCTIONS REVERSE SIDE
POSTAGE SLIP
THE ATTACHED 0
ICIAL MATERIAL REQ RES POSTAGE FOR THE FOLLOWING PURPOSE:
AIR
MAIL
SPECIAL
DELIVERY
REGISTERED
FIRST (RETURN RECEIPT
CLASS REGISTERED REQUESTED)
PARCEL
POST
OTHER
(EXPLAIN FULLY)
ADDRESSEE!
FOR USE BY CENTRAL MAIL ONLY
WEIGHT
ADDRESS '
SENDER f
OFFICE
POSTAGE
AFFIXED
DATE
I TELEPHONE EXT.
FORM NO.
DEC 4=41
IN a."
SAME SIZE AS SHOWN
EXHIBIT 17
-68-
CONFIDENTIAL
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Approved For Release.2007/02/16 : CIA-RDP74-00005R000200150004-3
FOR OFFICIAL USE ONLY
MATERIALS FOR ASSEMBLING AND FORWARDING _Memorandums PART VIII
11. Postage Slip, Form 239
1. A Postage Slip shall be completed and attached to each memo-
randum which will require special postage or handling. In com-
pleting the slip, indicate the type of mailing service desired, and
fill in each pertinent space, except the box marked for use by "Central
Mail Only." In addition, type the words, "DO NOT METER," if for
security reasons the postage should not be affixed by a postage meter.
NOTE: A single Postage Slip may be used to cover each letter in the group
of letters if each letter in the group requires only first class postage. For
such cases, type the word, 'various," in the addressee box on Form 239,
followed by the number of addressees in parentheses. Attach a listing
of these addressees.
2. Postage Slips will be required when the originator of a registered
memorandum desires a Return Receipt Card 'for Registered Mail, Post
Office Form 3811.
SEE INSTRUCTIONS REQUEST FOR POSTAGE
ON REVERSE SIDE
REQUIRED SERVICES
.--1
L_.i FIRST CLASS E PARCEL POST OTHER (EXPUUN FULLY)
D AIR MAIL D FILM OR BOOK RATE
n SPECIAL DELIVERY n INSURED (VALUE --)
E REGISTERED SPECIAL HANDLING
___J RETURN RECEIPT. DELIVER TO ADDRESSEE ONLY?
AVAILABLE ONLY ON REGISTERED AND INSURED MAIL
ADDRESSEE
CENTRAL MAIL ONLY
DISPATCHED
ADDRESS
DATE
TIME
CLERK
ORIGINATING OFFICE
POSTAGE AFFIXED
DATE 1 EXTENSION 1BY
FORM z1/45yA n n
7-62 Use previous editions
SAME SIZE AS SHOWN
FOR WEAL USE ONLY
Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Approved For Release 20crorit
IESE
T00200150004-3
MATERIALS Eth ASSEMBLING AND FORWARDINGAEMORANDUMS PART VIII
I. DOCUMENT CONTROL, Form 238
rtlis six-part form is designed to provide intra-office mail control
when the volume of correspondence justifies using control measures.
ienerally other transmittal or routing slips are unnecessary when
this form is used.
FORM NO. AAAAA Cie FORM Se-I
238
I INAV go WHICH IS OFISOLICTIE
DOCUMENT CONTROL FG 11 5-40>
. 9-66
DATE OF DOC
SUSPENSE DATE
CONTROL NO.
CROSS REFERENCE OR
POINT OF FILING
TO
FROM
SUBJ.
ROUTING
DATE
SENT
CE OR
NO
ATE
ENT
ICE OR
ING
'ATE
ENT
tCOURIER NO ; ANSWERED NO REPLY
ICOUMERNO.
ANSWERED
NO REPLY
COURIER NO. ANSWERED NO REPLY
COURIER NO.
IANSWERED
NO REPLY
ANSWERED
COURIER NO.
COURIER NO.
NO REPLY
ANSWERED
NO REPLY
8
ACTUAL SIZE ? 5" x 3 1/16"
FOR 8M. USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
CORRESPONDENCE HANDBOOK
PART IX
REGISTERED MAIL AND
AGENCY MAILING PROCEDURES
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
Registered Mail and Agengy. Mailing Procedures
INDEX
A. General
Part IX
B. Procedures .
Page
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
FOR
USE ONLY
Registered Mail And,
Agency Nailing Procedures Part IX
A. General
United States postal regulations require that
return addresses on registered mail include the
name of the Agency. Domestic !soh:tram:Was and ha-
ters with a defense classification of SECRET or
CONFIDENTIAL forwarded outside the Agency as
registered mail will be accompained by a completed
Form 239, EXHIBIT I.
B. Procedures
Each division or component is responsible
for preparing the envelopes and the documentation
required for all correspondence it forwards through
registered mail facilities.
1. The return address to be used for official
overt domestic mail when there are no security
restrictions is:
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
Penalty indica envelopes will be used. The return
address will be placed in the left corner above the
notation, "official business," and needs no other
sender identification.
2. Nail forwarded as registered mail using the
Agency as a return address is to be accompained by
a copy of Form 239, "Request for Postage," with the
appropriate blocks completed. (See mu= I.) The
originating office should be shown along with the
originator's true name on the form. No tape of arlY
kind should be used on registered mail.
1
FOR 11111. USE ONLY
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Approved For Release 2007/02/16: CIA-RDP74-00005R000200150004-3
kRT IX
5EE INSTRUCTIONS
ON RFVERSE SIDE.
FOR OffiCIAL USE ONLY
&wintered Mail and AgenoYAILING PROCEDURES
EXHIBIT 1
REQUEST FOR POSTAGE
REQUIRED SERVICES
FIRST CLASS El PARCEL POST
a AIR MAIL El FILM OR BOOK RATE
0 SPECIAL DELIVERY El INSURED (VALUE ---)
a REGISTERED El SPECIAL HANDLING
El OTHER (EXPLAIN FULLY)
'
III RETURN RECEIPT El DELIVER TO ADDRESSEE ONLY.
'AVAILABLE ONLY ON REGISTERED AND INSURED MAIL
ADDRL,SEE
Luther Hodge IBM Corporation
CENTRAL MAIL ONLY
DISPATCHED
ADDRESS
9000 W. Lyon St.
DATE
TIME
CLERK
New York 22: N. Y. 10001
ORaglAi OFFICE _
Senderi s Waxy Name)
POSTAGE AFFIXED
PAT' v woe,. I"
5881
OM 0
7-62 Z. Use previous editions
SAME SIZE AS SHOWN
FOR OFFICIAL USE ONLY
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