OFFICE OF COMMUNICATIONS CORRESPONDENCE HANDBOOK
Document Type:
Collection:
Document Number (FOIA) /ESDN (CREST):
CIA-RDP74-00005R000200170001-4
Release Decision:
RIPPUB
Original Classification:
S
Document Page Count:
160
Document Creation Date:
December 16, 2016
Document Release Date:
May 15, 2003
Sequence Number:
1
Case Number:
Publication Date:
April 15, 1969
Content Type:
REGULATION
File:
Attachment | Size |
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Body:
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SECRET
OFFICE OF COMMUNICATIONS
CORRESPONDENCE HANDBOOK
Date: 15 April 1969
Distribution: All Manual Holders plus Special
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
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TAB
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SECRET
OFFICE OF COMMUNICATIONS
CORRESPONDENCE HANDBOOK
SECRET
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SECRET
OCHB 70.20.1
HEADQUARTERS CHANGE SHEET LOG
CHANGE
NUMBER
INITIALS
DATE
CHANGE
i NUMBER
INITIALS
DATE
CHANGE
NUMBER
INITIALS
DATE
Date: 15 April 1969
SECRET
GROUP 1
E,d.ded i.am o. jc
do-ng.od,ng and ,
dedauffcai~on
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
This Handbook rescinds the OFFICE OF COMMUNICATIONS MEMORANDA
AND LETTERS GUIDE dated September 1966.
This Handbook has been prepared to serve as a guide for the
preparation of memorandums and letters originated by the Office of
Communications. This Handbook is issued in a Headquarters version
only.
25X1A9A
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Date: 15 April 1969 Page iii
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
CONTENTS
Change Sheet Log . . . . . . . . . . . . . . . . . . . . . . .
Foreword . . . . . . . . . . . . . . . . . . . . . . . . . . . i i
Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
PARAGRAPH PAGE
CHAPTER I: PREPARATION OF MEMORANDUMS
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . 1
C. COPIES REQUIRED . . . . . . . . . . . . . . . . . . . . . 2
D. MARGINS . . . . . . . . . . . . . . . . . . . . . . . . . 2
E. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
F. PREPARATION . . . . . . . . . . . . . . . . . . . . . . . 3
G. BODY OF MEMORANDUM . . . . . . . . . . . . . . . . . . . . 4
H. SUCCEEDING PAGES . . . . . . . . . . . . . . . . . . . . . 5
I. THE COMMAND (OR AUTHORITY) LINE . . . . . . . . . . . . . 5
J. SIGNATURE AND TITLE . . . . . . . . . . . . . . . . . . . 6
K. ATTACHMENTS . . . . . . . . . . . . . . . . . . . . . . . 6
L. SEPARATE COVER . . . . . . . . . . . . . . . . . . . . . . 6
M. DISTRIBUTION OF COPIES . . . . . . . . . . . . . . . . . . 7
N. IDENTIFICATION OF ORIGINATOR . . . . . . . . . . . . . . . 7
0. DEFENSE CLASSIFICATION AND CONTROL MARKINGS . . . . . . . 8
P. CONCURRENCE . . . . . . . . . . . . . . . . . . . . . . . 8
Q. COORDINATION . . . . . . . . . . . . . . . . . . . . . . . 9
R. RELEASE . . . . . . . . . . . . . . . . . . . . . . . . . 9
S. MEMORANDUM OF CONVERSATION . . . . . . . . . . . . . . . . 10
T. STAFF STUDIES . . . . . . . . . . . . . . . . . . . . . . 10
U. MEMORANDUM PROCESSING . . . . . . . . . . . . . . . . . . 10
1. PROCEDURES FOR USE OF OPTIONAL FORM 10. . . . . . . . . . 1
2. INSTRUCTIONS FOR USE OF VARIOUS MEMORANDUMS . . . . . . . 1
3. FORMAT FOR MEMORANDUMS ADDRESSED OUTSIDE THE AGENCY . . . 1
4. FORMAT FOR MEMORANDUM OF CONVERSATION . . . . . . . . . . 1
5. FORMAT FOR MEMORANDUM FOR THE RECORD. . . . . . . . . . . 1
6. FORMAT FOR SPEED LETTER . . . . . . . . . . . . . . . . . 1
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
PARAGRAPH PAGE
CHAPTER I: PREPARATION OF MEMORANDUMS - con't
EXHIBITS - con't
7. FORMAT FOR INTERNAL MEMORANDUMS . . . . . . . . . . . . . . 1
8. FORMAT FOR MEMORANDUMS ADDRESSED TO THE DCI, DDCI, DEPUTY
DIRECTOR OF EACH COMPONENT, AND FOR MULTIPLE ADDRESSEES . . 1
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . . 1
C. COPIES REQUIRED . . . . . . . . . . . . . . . . . . . . . . 2
D. MARGINS . . . . . . . . . . . . . . . . . . . . . . . . . . 2
E. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
F. REFERENCE LINES . . . . . . . . . . . . . . . . . . . . . . 2
G. ADDRESS . . . . . . . . . . . . . . . . . . . . . . . . . . 3
H. ATTENTION LINE . . . . . . . . . . . . . . . . . . . . . . . 3
I. SALUTATION . . . . . . . . . . . . . . . . . . . . . . . . . 3
J. BODY OF LETTER . . . . . . . . . . . . . . . . . . . . . . . 4
K. SUCCEEDING PAGES . . . . . . . . . . . . . . . . . . . . . . 4
L. COMPLIMENTARY CLOSE . . . . . . . . . . . . . . . . . . . .
M. SIGNATURE AND TITLE . . . . . . . . . . . . . . . . . . . 5
N. ENCLOSURES . . . . . . . . . . . . . . . . . . . . . . . . . S
0. DISTRIBUTION . . . . . . . . . . . . . . . . . . . . . . . . 6
P. IDENTIFICATION OF ORIGINATING OFFICE. . . . . . . . . . . . 6
Q. CLASSIFICATION . . . . . . . . . . . . . . . . . . . . . . . 6
R. SPECIAL POSTAL SERVICE . . . . . . . . . . . . . . . . . . . 7
1. CIA LETTERHEAD . . . . . . . . . . . . . . . . . . . . . . . 1
2. OFFICE OF DIRECTOR LETTERHEAD . . . . . . . . . . . . . . . 1
3. OFFICE OF DEPUTY DIRECTOR LETTERHEAD. . . . . . . . . . . . 1
4. PROCEDURES FOR USING CIA LETTERHEAD WITH ATTENTION LINE . . 1
S. FORMAT FOR LETTERS USING CIA LETTERHEAD . . . . . . . . . . 1
6. FORMAT FOR A ONE-PARAGRAPH LETTER USING CIA LETTERHEAD. . . 1
7. FORMAT FOR A MULTIPLE-PARAGRAPH LETTER USING CIA
LETTERHEAD . . . . . . . . . . . . . . . . . . . . . . . . . 1
Date: 15 April 1969
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PARAGRAPH PAGE
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . 2
C. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
D. LETTER FORMAT . . . . . . . . . . . . . . . . . . . . . . 3
E. MEMORANDUIvI FORMAT . . . . . . . . . . . . . . . . . . . . 4
F. BRIEF SUMMARY . . . . . . . . . . . . . . . . . . . . . . 6
1. LETTER FOR SIGNATURE OF DCI . . . . . . . . . . . . . . . 1
2. LETTER FORMAT FOR SIGNATURE OF DDCI . . . . . . . . . . . 1
3. MEMORANDUM FOR DDCI SIGNATURE . . . . . . . . . . . . . . 1
4. COVER M1340 OR BRIEF FOR CORRESPONDENCE FOR DCI. . . . . . 1
5. MEMORANDUM FOR DCI ACTION REQUIRING SIGNATURE FOR
APPROVAL . . . . . . . . . . . . . . 1
6. OFFICE OF COMMUNICATIONS CORRESPONDENCE ADDRESSED TO THE
OFFICE OF THE DIRECTOR . . . . . . . . . . . . . . . . . . 1
7'. PREPARATION OF CORRESPONDENCE FOR THE DDCI. . . . . . . . 1
CHAPTER IV: REVIEW, CONCURRENCE, APPROVAL,
AND SIGNING AUTHORITY
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B . INDICATING APPROVAL AS AN INTEGRAL PART OF A ME O-
RANDUM . . . . . . . . . . . . . . . . . . . . . . . . . . 2
C. RESPONSIBILITY FOR REVIE69 AND CONCURRENCES. . . . . . . . 3
D. AUTHORITY TO SIGN MEMORANDUMS . . . . . . . . . . . . . . 3
EXHIBITS
1. FORMAT FOR PREPARING CONCURRENCES AND APPROVAL. . . . . . 1
CHAPTER V: FORMS OF ADDRESS
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. ADDRESSES . . . . . . . . . . . . . . . . . . . . . . . . 2
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER VI: ASSEMBLING MEMORANDUMS
FOR FORWARDING
2
B. FORWARDING MEMORANDUMS . . . . . . . . . . . . . . . . . .
EXHIBITS
1. PREPARATION OF CORRESPONDENCE TO BE FORWARDED . . . . . . 1
CHAPTER VII: ENVELOPES AND MAILING
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. TYPES . . . . . . . . . . . . . . . . . . . . . . . . . . 1
C. USE . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
D. ADDRESSING ENVELOPES FOR TRANSMITTAL OUTSIDE CIA. . . . . 3
E. ADDRESSING INTER-OFFICE MAIL. . . . . . . . . . . . . 3
CHAPTER VIII: MATERIALS FOR ASSEMBLING AND
FORWARDING MEMORANDUMS
A. REFERENCE TABS . . . . . . . . . . . . . . . . . . . . . . 1
B. PRIORITY TAG, FORM 160 . . . . . . . . . . . . . . . . . . 1
C. TRANSMITTAL SLIP, FORM 241 . . . . . . . . . . . . . . . . 2
D. OFFICIAL ROUTING SLIP, FORM 237 . . . . . . . . . . . . . 3
E. ROUTING AND RECORD SHEET, FORM 610. . . . . . . . . . . . 4
F. COURIER RECEIPT AND LOG RECORD, FORM 240. . . . . . . . . 5
G. DOCUMENT RECEIPT, FORM 615 . . . . . . . . . . . . . . . . 6
H. REQUEST FOR POSTAGE, FORM 239 . . . . . . . . . . . . . . 7
CHAPTER IX: REGISTERED MAIL AND
OFFICE OF SECURITY MAILING PROCEDURES
1
B. PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . .
1. FORM 239, REQUEST FOR POSTAGE, AND FORM 1637, REQUEST FOR 1
OFFICE OF SECURITY MAILING . . . . . . . . . . . . . . . .
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
PARAGRAPH PAGE
CHAPTER X: RESEARCH AND DEVELOPMENT
PROJECT APPROVALS
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . .
EXHIBITS
1. FORMAT FOR RESEARCH AND DEVELOPMENT PROJECT APPROVAL
REQUEST . . . . . . . . . . . . . . . . . . . . . . . . .
CHAPTER XI: CAPITALIZATION, SPELLING,
AND COMPOUND WORDS
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . ].
B. PROPER NOUNS . . . . . . . . . . . . . . . . . . . . . . . 1
C. SPELLING - GENERAL . . . . . . . . . . . . . . . . . . . . 6
D. PREFERRED SPELLING . . . . . . . . . . . . . . . . . . . . 6
E. PLURAL FORMS . . . . . . . . . . . . . . . . . . . . . . . 7
F. DOUBLED CONSONANTS . . . . . . . . . . . . . . . . . . . . 9
G. INDEFINITE ARTICLES . . . . . . . . . . . . . . . . . . . 9
H. COMPOUND WORDS - GENERAL . . . . . . . . . . . . . . . . . 9
I. BASIC RULES . . . . . . . . . . . . . . . . . . . . . . . 9
J. SOLID COMPOUNDS . . . . . . . . . . . . . . . . . . . . . 10
A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1
B. APOSTROPHE . . . . . . . . . . . . . . . . . . . . . . . . 1
C. COLON . . . . . . . . . . . . . . . . . . . . . . . . . . 3
-D. COMMA . . . . . . . . . . . . . . . . . . . . . . . . . . 3
E. PARENTHESES . . . . . . . . . . . . . . . . . . . . . . . 5
F. QUOTATION MARKS . . . . . . . . . . . . . . . . . . . . . 6
G. SEMICOLON . . . . . . . . . . . . . . . . . . . . . . . . 7
CHAPTER XIII: ABBREVIATIONS, NUMERALS,
AND WORD DIVISION
A. GENERAL . . . . . . . . . . . 1
B. PERIODS AND SPACING . . . . . . . . . . . . . . . . . . . 1
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PARAGRAPH PAGE
CHAPTER XIII: ABBREVIATIONS, NUMERALS,
AND WORD DIVISION - con't
C. GEOGRAPHIC TERMS . . . . . . . . . . . . . . . . . . . . . . 1
D. NUMERALS - GENERAL . . . . . . . . . . . . . . . . . . . . . 2
E. NUMBERS SPELLED OUT . . . . . . . . . . . . . . . . . . . . 2
F. NUMBERS EXPRESSED IN FIGURES . . . . . . . . . . . . . . . . 4
G. LARGE NUMBERS . . . . . . . . . . . . . . . . . . . . . . . 4
H. WORD DIVISION - GENERAL . . . . . . . . . . . . . . . . . . 5
I. DIVIDE WORDS . . . . . . . . . . . . . . . . . . . . . . . . 5
J. DO NOT DIVIDE WORDS . . . . . . . . . . . . . . . . . . . . 6
K. DO NOT SEPARATE CLOSELY RELATED WORD UNITS.. . . . . . . . 7
Date: 15 April 1969
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OCHB 70.20.1
Page x
OFFICE OF COMMUNICATIONS HANDBOOK
Date: 15 April 1969
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Memorandums are used for correspondence within and between
agencies. The memorandum format may be used for corresponding
with:
Agency components
Other government agencies (if informality is appropriate)
1. Use CIA LETTERHEAD (or CIA Letterhead-Office of the
Director or Deputy Director) stationery when addressing govern-
ment agencies if correspondence is to be in memorandum form.
2. Use PLAIN BOND when addressing the Director, Deputy
Director of Central Intelligence, Executive Director, the Deputy
Directors of each component, and for multiple addressees.
3. Use OPTIONAL FORM 10, U. S. GOVERNMENT MEMORANDUM,
internally in CIA, except as noted in paragraph 2. The form
may also be used for informal memorandums with other agencies.
4. Use Form 1132, MEMORANDUM OF CONVERSATION, to record
conversations with officials outside the Agency whenever the DCI,
DDCI, or a Deputy Director is a participant or the conversation
is of sufficient importance to be brought to their attention.
5. Use plain bond for MEMORANDUM FOR THE RECORD to record
important conversations, data, or events when the use of Form 1132
or other form of record is not appropriate.
6. Use Form 1831, SPEED LETTER, a three-part form, no carbon
required paper for simplified informal communications within the
Agency.
15 April 1969
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C. COPIES REQUIRED
1. Copies should be kept to a minimum. The OC-Record Copy
should be prepared on yellow tissue. Generally, preparation will
be:
Original - addressee
Tissue - courtesy copies (as necessary)
Yellow tissue - OC-Record Copy
White tissues for - each information addressee
- coordinating officer(s)
- (two if signer is DCI, DDCI, or DDS)
- any additional copies as necessary
for internal distribution
Blue or Green tissues - chronological copy for originator
2. Memorandums for OC dissemination may be reproduced by
fast copy machine process, but memorandums for forwarding outside
the Office of Communications must be prepared by typewriter, or
on a "multilith" reproduction master. Memorandum reference(s) may
be typed or reproduced.
When using plain bond or Agency letterhead, set the left
margin of the text flush with the word "SUBJECT". Allow at least
one inch for the margin at the right side and at the bottom of the
page. Margins on the succeeding pages will correspond with those
of the first page. Typing will begin ten or twelve lines from the
top of the page. When using Optional Form 10, the left margin
will be set even with the first word after the preprinted word,
"SUBJECT". Margins on the succeeding pages will correspond with
those of the first page.
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 of the page. The
date may be either typed or stamped. It is expressed in the
following sequence: day, month, and year--as 13 January 1969.
Pave 2 Date: 15 April 1969
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
1. On Optional Form 10, U. S. Government Memorandum, the TO,
FROM, SUBJECT, and DATE lines are preprinted. Typing shall begin
two spaces after the colon. Example:
TO Director of Communications
THROUGH . Director of Personnel
FROM Director of Logistics
SUBJECT : Revision of 0 dtd 20 October 1961
REFERENCE: Memo dtd 15 Mar 69 from Dir, of Pers. to DD/S, same
subject
2. When using letterhead or plain bond, the date is placed
according to the length of the memorandum flush with the right mar-
gin, if it is to be entered. Five spaces below the date line the
headings MEMORANDUM FOR, THROUGH (as appropriate), ATTENTION (as
appropriate), SUBJECT, and REFERENCE(S) are typed in caps, flush
with the left margin. The addressee, the subject, and the refer-
ence lines are typed in lower case with initial caps two lines
apart. Example:
25X1
MEMORANDUM FOR: Deputy Director for Support
THROUGH . Director of Logistics
SUBJECT . Request for Additional Space--Headquarters
REFERENCES (a)
(b)
dtd 14 Mar 1963
dtd 15 Oct 1962
25X1
3. A memorandum may be prepared for multiple addressees. The
use of multiple addressee memorandums is encouraged to minimize
preparation of individual correspondence. The addressees are
listed following "MEMORANDUM FOR" or "TO". Example:
MEMORANDUM FOR: Director of Finance
Director of Personnel
Director of Logistics
SUBJECT : Space Allocation for the Office of Communications
Date: 15 April 1969 Page 3
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4. If there is not enough space for the names of the
addressees, type "see list below" and list the addressees flush
with the left margin two spaces below the title of the signing
official or the attachments. Example:
John X. Doe
Director of Communications
Addressees:
Director of Security
Director of Personnel
Director of Logistics
5. If the list of multiple addressees is extensive and space
at the end of the correspondence is limited, the listing may be
made on a separate page properly identified.
6. The format for a speed letter is preprinted. The con-
tents of this form may be typed or handwritten. It is used for
informal, internal correspondence.
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 the
Arabic numerals, and subparagraphs are identified alphabetically
and numerically. The pattern for paragraphing is as follows:
(1)
(a)
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2. On a memorandum addressed to the DCI, DDCI, or the Deputy
Directors of the Agency components, the opening paragraph shall
be worded to clearly indicate whether the memorandum is for infor-
mation only, suggests action on the part of the addressee, or con-
tains a recommendation for approval. The suggested action or
recommendation may be included either in the opening paragraph
or in subsequent paragraphs.
3. When the memorandum contains a recommendation for
approval, which requires action by an official other than the
addressee, these words will be typed on the original and all
copies below the signature:
The recommendation(s) contained in paragraph(s)-is (are)
approved. This line will be followed by a line for the
addressee's signature and date line.
4. Short quotations of less than two lines are run into
the text, enclosed with quotation marks. Longer quotations are
indented five spaces from the left and right margins; quotation
marks are used.
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 eight or ten lines from
the top of the page.
3. If the body of the memorandum is completed so near the
bottom of a page that there is no room for the signature, at least
two lines of the last paragraph are carried over to the last page
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. Officials signing for the D/CO will use, FOR THE DIRECTOR
OF COMMUNICATIONS:. 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.
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
The signer's name and title are typed five lines below the
last line of the text or the command line. The name is typed in
initial caps, except for the DCI's name, two spaces to the right
of the center of the page. The title is centered immediately below
and typed in initial caps only. The title may be placed on two
lines to achieve the best appearance. Example:
Joseph J. Joseph
Chief, Appropriate
Division or Staff
Type "Att" flush with the left margin two lines below the
signature. If more than one attachment, use "Atts" preceded by
the number. The attachment identification information will be
listed immediately below the word "Att". Example:
2 Atts
Att 1: Salary Chart (2 cys)
Att 2: Retirement Pamphlet (1 cy)
When material is to be sent under separate cover, type
"Separate Cover" flush with the left margin two lines below the
signature line. Beginning on the next line, list all items to
be sent. Example:
3 Separate Cover
Att 1: Blueprints of 0 (2 cys)
Att 2: Contract for electrical changes (4 cys)
Att 3: List of Equipment (1 cy)
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1. When it is desirable to indicate to an addressee that
other persons or agencies are to receive copies, type on all
copies in lower case "cc" flush with the left margin two lines
below the last typed line. List the recipients. Example:
cc: Secretary of State
Secretary of the Army
2. Type the distribution on all copies retained in OC,
except as noted in paragraph 1 above.
3. Type the word, "Distribution," two lines below the last
typed line of the memorandum, i.e., the signature, attachments,
etc. Below, list the original and copies as:
Distribution:
1/Orig &
1
- Addressee
1
- OC-A/RMB
(OC-Record Copy)
1
- OC-CCD
1
- DD/S
X
- as required
1/Do not type on the original and courtesy copy.
1. The identification shall consist of the symbol for the
originating office, the writer's name, the typist's initials, and
the date the memorandum was prepared. The identification is to be
typed only on copies retained in the Agency, and to be flush with
the left margin two lines below the last typed line in the follow-
ing manner:
to (13Jan69)
2. When the originator feels some discussion may be neces-
sary before the memorandum is signed, his telephone number may
be shown immediately after the typist's initials separated by a
diagonal
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
1. If the memorandum contains classified information, the
proper 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.
When concurrences are needed, special concurrence lines will
be provided. These will be shown by typing concurrence flush
with the left margin four lines below the signature line. To
the right of the concurrence signature, type a solid line for
the date. Example:
John X. Doe
Director of Communications
Director of Logistics Date
Page 8
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Q. COORDINATION
1. The originators of memorandums shall determine the extent
of coordination required, consistent with geographic, operational,
and support considerations.
2. Coordinating officers, within their spheres of responsi-
bility, shall determine whether memorandums are consistent with
approved plans, policies, and procedures. Coordinators will sign
the OC-Record Copy.
3. Outgoing memorandums to Agency components must be
coordinated with the respective OC Operations Staff if the memo-
randum deals with a specific geographic area.
1. All memorandums with other government agencies will be
released by the D/CO, DD/CO, or OC-0. Those which raise a question
of policy, initiate or significantly affect activities or projects,
deny a request or disapprove an action or are apt to raise a
controversy shall be prepared for the signature of the D/CO and
shall be released by the D/CO or the DD/CO.
2. INTER-AGENCY memorandums of a routine nature may continue
to be signed and released by the Chief or Deputy Chief of the
Divisions and Staffs, except memorandums originated by the Opera-
tions Staffs will be signed and released by the OC-0. The D/CO
and DD/CO will be kept informed on the general nature of memo-
randums exchanged on these routine matters. When memorandums
involve policy matters or commitments, they will be prepared for
the signature of the D/CO or the DD/CO.
3. INTRA-AGENCY memorandums of a routine nature may continue
to be signed and released by the Chief or Deputy Chief of the
Divisions and Staffs, except memorandums originated by the
Operations Staffs will be signed and released by the OC-0 unless
the memorandum is to the Clandestine Service Divisions, then the
appropriate OC Operations Staff may sign and release after appropri-
ate coordination. The D/CO and DD/CO will be kept informed on the
general nature of memorandums exchanged on these routine matters.
When memorandums involve policy matters or commitments, they will
be prepared for the signature of the D/CO, DD/CO, or the OC-0 as
appropriate.
Date: 15 April 1969
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EXHIBIT 1
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
4. The releasing officer shall sign the original and the
OC-Record Copy.
S. MEMORANDUM OF CONVERSATION
When reporting conversations, the Memorandum of Conversation,
Form 1132, or a Memorandum for the Record, depending on the cir-
cumstances, will be prepared. The original and one copy shall be
forwarded to the DCI, the DDCI, and/or other officials as appropri-
ate. In addition, a three-sentence summary will be prepared and
dispatched to the Director of Central Intelligence immediately
after the meeting or conversation. (See EXHIBIT 4 for proper
procedures in preparing these forms.)
The basic format for submitting staff studies shall be as
follows:
I. STATEMENT OF THE PROBLEM
II. BACKGROUND
III. DISCUSSION
IV. CONCLUSIONS
V. RECOMMENDATIONS
1. After a memorandum has been released, dated, and if neces-
sary, reproduced by the appropriate office, it will be assembled
in the following order and forwarded to OC-A/RMB:
a. Copies for the addressee
b. Copies to be sent to information addressees
c. OC-Record Copy
d. Headquarters file copies
2. Attachments forwarded with the memorandum, either to the
action addressee or to information addressees, should be firmly
attached to the appropriate copy of the memorandum (see Chapter VI,
Assembling Memorandums for Forwarding).
Page 10
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OFFICE OF COMMUNICATIONS HANDBOOK
UNITED STATES GOVERNMENT
Memorandum
TO Director of Logistics
FROM : Director of Communications
EXHIBIT 1
OCI-lB 70.20.1
SUBJECT: Use of Optional Form 10, UNITED STATES GOVERNMENT MEMORANDUM
REFERENCES: (a) Memo dtd 25 Mar 69 to DD/I, DD/S, DD/P, and DD/S$T
fr Ex Dir-Compt., same subject
(b) Memo dtd 5 Apr 69 to Ex Dir-Compt., thru DD/S
fr DD/P, same subject
1. Optional Form 10 is used for informal correspondence
within and between agencies. A memorandum prepared on this form
may be addressed to more than one person. Although the number
of copies of the memorandum should be kept to a minimum, a copy
is required for each addressee shown in the "TO" line and in
the "cc" line, when there is one.
2. If the text does not exceed 10 lines, the 8 by 5 1/4
inch size form may be used. If it is longer, the 8 by 10 1/2
inch size form is needed. Plain paper is used for succeeding
pages of a memorandum.
3. Memorandums are initialed or signed. The name is typed
at least one time on the memorandum. If the name is not shown
in the "FROM" line, it is typed or stamped five lines below
the text.
2 Atts
Att 1: EXHIBIT 1
Att 2: Correspondence Handbook
1/ Distribution:
Orig & 1 - Addressee
1 - OC-Record Copy
1 - OC-A
1 - OC-CCD
1/ (Do not type on the original and courtesy copy.)
Date: 15 April 1969
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EXHIBIT 1
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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UNITED STATES GOVERNMENT
Memorandum
TO Director of Training
ATTN . Chief, Management Training Division
FROM Director of Communications
EXHIBIT 2
OCHB 70.20.1
1. Recent discussions indicated that stenographers and
typists find it difficult to determine when to use letter-
head, plain bond, or Optional Form 10, United States Govern-
ment Memorandum, stationery in the preparation of memorandums.
2. Generally, informal correspondence addressed to
individuals below the Deputy Director level may be properly
prepared on this form. It may also be used for informal com-
munications to a counterpart of equal level in another agency.
A check with paragraph B, entitled "Stationery" will aid the
typist in selecting the proper stationery to be used. The
writer may also express a preference for a particular type of
stationery in certain instances.
3. It is anticipated that the information and EXHIBITS
contained in this Office of Communications Correspondence
Handbook will be beneficial in solving many of the routine
problems.
2 Atts
Att 1: Style Manual
Att 2: Correspondence Handbook
1/ Distribution:
Orig F 1 - Addressee
1 - C/MID/OTR
1 - OC-Record Copy
1 - OC-CMS
Date: 15 April 1969
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EXHIBIT 2
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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OFFICE OF CM UNICATIONS HANDBOOK
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
MEMORANDUM FOR: Deputy Chief of Naval Operations, Air Department
of the Navy
EXHIBIT 3
OCHB 70.20.1
1. This is an example of a memorandum addressed outside the Agency
prepared for the signature of the Director of Communications, Deputy
Director of Communications, or Chief of Operations.
2. The typist will prepare an original and courtesy copy, if
appropriate, on CIA Letterhead stationery for the addressee; a yellow
tissue copy for OC-A/RMB (OC-Record Copy); and white tissues for any
additional interested persons. The originator should determine the
distribution of any extra copies.
3. Unless instructed otherwise, unclassified memorandums may be
enclosed in a plain envelope. If the correspondence is classified,
indicate the complete address, the room number (on two separate
envelopes), the inner envelope should contain the same classification
as the document; then attach a courier receipt, (Form 240). Remember
also to include a document receipt, if appropriate; do not seal
the envelope(s).
FOR THE DIRECTOR OF COMMUNICATIONS: (if signed by the
Chief of Operations)
Signature
Title
1/ Distribution:
Orig & 1 - Addressee
1 - OC-Record Copy
X - as required
1/ (To be typed only on copies retained in CIA.)
Date: 15 April 1969
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EXHIBIT 3
OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Pave 2
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EXIIIBIT 4
OCHB 70.20.1
DATE: Actual date of
conversation
SUBJECT Enter the topic discussed. If more than one subject was
covered, each shall be listed.
PARTICIPANTS: Procedures concerning maintenance of source security
apply in listing the participants.
1. This is to be used in reporting conversations with individuals outside the
Agency. Form need not be used if the conversation is made a part of the minutes of
a meeting, reported in an intelligence 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 DCI or DDCI for
approval of the substance and the distribution. Other Memorandums of Conversation
will go to the D/CO, DD/CO, OC-O, or Chief or Deputy Chief of the Divisions or
Staffs, submit the original copy only for approval of the substance and the
distribution.
3. In addition to this memorandum, a three-sentence summary will be
prepared and dispatched to the addressees office immediately after the meeting
or conversation, particularly on those which may determine or affect policy or
which should be brought to the attention of the DCI or DDCI.
Date: 15 April 1969
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EXHIBIT 4
OCHB 70.20.1
4. When a memorandum is longer than one page, use plain white bond
for the succeeding pages. Begin numbering with the second page.
Signature
Title
(Name) Date
Director of Central Intelligence
Distribution:
Orig - Addressee (for return to OC via DD/S)
1 - DDCI
1 - ER
1 - DD/S Chrono
1 - DD/S Subject (w/held)
X - as required
Page 2
(Distribution is shown on
original and approval
papers only.)
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EXHIBIT 5
0CHB 70.20.1
1. A Memorandum for the Record will be prepared to record import-
ant conversations, data, or events when use of Form 1132 or other form of
record is not appropriate.
2. When the memorandum concerns a meeting, list the participants.
Also, note if any action is necessary or if any commitments were made.
3. Identification symbols of the originator will be indicated in
the lower left corner as illustrated even though the signature of the
signing official is not the same.
4. Distribution of all copies will be shown on the original and
all copies. The original and one copy will be forwarded to the Chief or
Deputy Chief of the respective Division or Staff, (originators will
determine when a memorandum should be forwarded to the D/CO or DD/CO).
Joseph J. Joseph
Chief, Appropriate
Division or Staff
Distribution:
Orig F, 1 - Originator (D/CO or DD/CO when appropriate)
1 - file
X - as required
Date: 15 April 1969
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EXHIBIT 5
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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EXHIBIT 6
OCHB 70.20.1
SPEED LETTER
REPLY REQUESTED
DATE
Date
YES
NO
LETTER NO.
TO ? Executive Assistant, OC
FROM. Chief, OC-ES
ATTN:
The Speed Letter can be used for informal correspondence within the
Office of Communications. One copy is retained by the originator, two go
forward. If a reply is expected, the responder makes the reply on the
lower half of the form. He keeps one copy for his file and sends the
original back. When the original is received, the suspense copy may be
destroyed.
/ SIGNATURE
REPLY
DATE
~~ ~ ,/JJ~~v 2!d -
X-1C c ` ` 1~-Clime
SIGNATURE
RETURN TO ORIGINATOR
I RESPONDER'S FILE I
I ORIGINATOR'S SUSPENSE
Date: 15 April 1969
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EXHIBIT 6
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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UNITED STATES GOVERNMENT
Memorandum
EXHIBIT 7
OCHB 70.20.1
1. Optional Form 10 is used for informal correspondence
within the Office of Communications. A memorandum prepared
on this form may be addressed to more than one person.
Although the number of copies of the memorandum should be
kept to a minimum, a copy is required for each addressee
shown in the "TO" line and in the "cc" line, when there
is one.
2. If the text does not exceed 10 lines, the 8 by 5 1/4
inch size form may be used. If it is longer, the 8 by 10 1/2
inch size form is needed. Plain paper is used for succeeding
pages of a memorandum.
3. Memorandums are initialed or signed. The name is
typed at least one time on the memorandum. If the name is
not shown in the "FROM" line, it is typed or stamped five
lines below the text.
4. Intra office memorandums are not controlled by the
Records Management Branch of the Administration Staff, OC.
The OC-Record Copy prepared on yellow tissue will be
retained by the originating office.
1/ Distribution:
Orig F, 1 - Addressee
1 - OC-A
1 - OC-Record Copy
Date: 15 April 1969
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EXHIBIT 7
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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EXHIBIT 8
OCHB 70.20.1
MEMORANDUM FOR:
SUBJECT
REFERENCE
OC-M-69-001
DATE: 13 January 1969
1. Plain bond paper is used for memorandums addressed to the DCI,
DDCI, Executive Director-Comptroller, the Deputy Director of each com-
ponent, and for multiple addressees.
2. Typing is to begin 10 or 12 lines from the top of the page.
3. If the body is one paragraph of eight lines or less, the body is
double spaced, otherwise single space.
(type initial caps, 2
spaces from center of John X. Doe
page) Director of Communications
2 Atts (type 2 lines below signature)
Att 1: (type 1 line below and indented from "Atts")
Att 2:
Distribution:
Orig & 1 - Addressee (to be typed on all copies remaining in OC;
also, to be typed 2 lines below last typed
line; i.e., signature, attachment, etc.)
1 - OC-Record Copy (to be typed on yellow tissue copy)
X - as required (to be typed on all copies retained in OC)
(2 lines)
D/CO:JDoe:ab(date)
(2 lines)
CONCURRENCE:
DirecPersonnel
(2 lines)
COORD: OC-A
(The Coordination, Authentication,
and Release must be typed on the
OC-Record Copy.)
Date: 15 April 1969
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EXHIBIT 8
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2
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SECRET
0
41
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S-E-C-R-E-T
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
Letters are used for correspondence with addressees outside the
government and for formal correspondence with officials of govern-
ment agencies. The letter format will be used for correspondence
addressed to:
1. Other government agencies or their officials except
where informality is appropriate.
2. Private individuals and organizations.
1. Agency letters are prepared on letterhead or plain bond
paper. Three types of letterhead are available:
a. CIA Letterhead used for letters sent outside the
Agency. (EXHIBIT I)
b. CIA Letterhead (Office of the Director) for letters
requiring signature of DCI. (EXHIBIT II)
c. CIA Letterhead (Office of the Deputy Director) for
letters requiring signature of DDCI or Executive Director-Comp-
troZZer. (EXHIBIT III)
2. Copies to accompany the above originals will be prepared
as follows:
a. Letterhead tissues to correspond with the above for
courtesy copies.
b. Plain "Letterex" tissue for extra copies.
c. YeZZow "Letterex" tissue for OC-Record Copy.
d. Pink, blue, and green "'Letterex" tissue for special
or chrono file copies.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
C. COPIES REQUIRED
Courtesy copies of letters will be prepared as follows:
1 Letterhead tissue - courtesy copy to accompany the original.
1 white tissue - information copy, if necessary.
1 yellow tissue - OC-Record Copy
2 white tissues - if signing official is DCI or his deputies.
1 white tissue - if additional copies are needed.
D. 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 lines
1 1/2 to 2" (18
to
5 to 4" (60 to
24 spaces)
48 spaces)
MEDIUM, 8-20 lines
1-1 1/2" (12 to
6-5" (72-60
18 spaces)
spaces)
LONG, 20 lines and up
1" (12 spaces)
6 inches
(72 spaces)
Letters will be dated when signed. When the date is to be
included, type it two to six lines below the last line of the
address in the letterhead, depending on the length of the letter.
Type the date to end flush with the right margin. The date is
expressed by day, month, and year without punctuation -
15 February 1969.
1. If reference lines are needed, type "In reply refer to,"
in the upper right of the page, two spaces below the date line.
Immediately below, type the reference symbol.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
2. If the addressee's reference is to be included, type
"Your reference" two spaces below the date line or two spaces
below sender's reference. Example:
In reply refer to:
OC-M-69-493
Your reference:
Per Mgt-A
Type the address at the left margin, approximately 14 lines
from the top of the page. See Chapter V on "Forms of Address"
for proper titles, salutations, and complimentary close. Single
space the address and arrange it in block style. No line of an
address should be longer than four inches. When run-over lines
are required, indent two spaces from the left margin. Limit the
address to four lines. Example:
Mr. John L. Rover
Chairman, Geological Professional
Association of the United States
Billings, Montana ZIP Code Number
H. ATTENTION LINE
An "Attention" Zine should be avoided. When it is used, type
"Attention" two lines below the address, block style.
I. SALUTATION
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 is directed to the
addressee of the letter, not to the person named in the "Attention"
line.
Date: 15 April 1969
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S-E-C-R-E-T
OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
1. Begin the body of the letter two lines below the saluta-
tion. Single space the body of the letter; double space between
paragraphs. A letter of eight lines or less should be double
spaced.
2. Paragraphs are indented five spaces but are not numbered.
Each progressive subdivision of a paragraph is indented an
additional five spaces. (See Exhibit IV.)
3. A short quotation of less than two lines is run into the
text enclosed by quotation marks.
4. A longer quotation is blocked five spaces from the left
and right margins of the text. One terminal mark of punctuation
is used with quotation marks. If several paragraphs are quoted,
quotation marks are placed at the beginning of the first para-
graph and at the conclusion of the quoted material with a single
quotation mark at the beginning of each paragraph.
1. Succeeding pages are numbered consecutively with Arabic
numerals, centered one-half inch from the bottom of the page.
Numerals are typed without parentheses or dashes. Succeeding
pages of letters are also identified as follows:
Six lines from the top of the page, flush with the Zeft
margin, type the addressee's name and full address. If
possible, place this identification on one Zine. Abbrevi-
ations may be used, if appropriate. Example: Mrs. John Jones,
132 East Pine St., SeZbyviZZe, Ky. (ZIP code number)
Hon. Richard B. Randolph, U. S. Senate
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
2. Type the succeeding pages 10 lines from the top of the
page. The methods of identifying the second and succeeding pages
of memorandums and letters, as described in paragraph K, 1, above,
shall not be used in correspondence addressed to or prepared for
the signature of the Director or Deputy Director of Central
Intelligence.
Type the complimentary close two lines below the last
paragraph beginning two spaces to the right of the center of the
page. The complimentary close, "Sincerely," will be used on
correspondence prepared for the signature of the DCI.
Center and type the name of the signer five lines below the
complimentary close. Center the official's title immediately
below his name. If a run-over line occurs in the title, indent
the line two spaces. The official's name and title are typed in
initial caps. Example:
Sincerely,
* (Name)
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,
"Enclosure," 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
"Enclosure" flush with the left margin, two lines below the signer's
title. Immediately below, indent two spaces and list each enclosure
by title or in as few words as needed to identify the material.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
3. When material is to be sent under separate cover, type
"Separate Cover" flush with the left margin, two lines below the
signer's title or any "Enclosure" notation. List the material,
even though identified in the text, and send material to OC-A/RMB
for forwarding under separate cover.
0. DISTRIBUTION
When copies of a letter are sent to persons other than the
addressee, indicate by typing "cc" flush with the left 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, "Distribution," only on copies
retained in the Agency. Immediately below, list the original and
copies. Example:
cc: Director, Bureau of the Budget
District Government
Distribution:
Orig $ 1 - Addressee
1 - OC-P
1 - OC-Record Copy
1 - DD/S
X - as required
P. IDENTIFICATION OF ORIGINATING OFFICE
The official symbol of the originating office, the initials
and last name of the originating officer, the initials of the
typist, and the date of preparation will be typed at the left
margin two lines below the last typed line of the distribution.
These are typed on the carbons only. They never appear on the
original and courtesy copy (or copies). Example:
Q?
Page
OC-P:RJones:dd(date)
CLASSIFICATION
The classification and any control markings are stamped in
accordance with current Agency security regulation
6
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
R. SPECIAL POSTAL SERVICE
Instructions for mailing, such as AIRMAIL, SPECIAL DELIVERY,
or REGISTERED will be typed in all caps on the outer envelope two
lines above and flush with the address. For example: AIRMAIL-
SPECIAL DELIVERY.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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OFFICE OF COMvIUNICATIONS HANDBOOK
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
Date: 15 April 1969
EXHIBIT 1
OCHB 70.20.1
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EXHIBIT 1
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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Date: 15 April 1969
EXHIBIT 2
OCHB 70.20.1
Page 1
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EXHIBIT 2
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 2 Date: 15 April 1969
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OFFICE OF COMMUNICATIONS HANDBOOK
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D. C. 20505
Date: 15 April 1969
EXHIBIT 3
OCHB 70.20.1
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EXHIBIT 3
OCHE 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
Name of Company or Organization
Street Address
City, State, ZIP Number
EXHIBIT 4
OCHB 70.20.1
(Date when signed)
In reply refer to:
OC-M-69-493
Your reference per
Mgt-A
This is an example of a letter addressed to a company or an organi-
zation 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 the place of the individual's name.
The attention line is inserted on the second line below the address and
two lines above the salutation.
Paragraphs are indented five spaces. They are not numbered as in
a memorandum. The first paragraph begins on the second line below the
salutation. When there is reason to break the paragraphs into sub-
paragraphs, the units will be indented five spaces.
A paragraph is begun near the end of the 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. Do not subdivide a word between
pages.
Each progressive subdivision of a paragraph is indented an
additional five spaces. The complimentary close is usually "Sincerely".
It begins approximately two spaces to the right of the center of the page,
two lines below the last line of the body of the letter. The name of
the official signing the letter is typed five lines below and centered
with relation to the complimentary close. The title and organizational
element are centered under the name. If two lines are required for
Date: 15 April 1969
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EXHIBIT 4
OCHB 70.20.1
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,
needed information is added to copies remaining in the Agency. At the
left margin may be a list of "Enclosures" and "cc" addressees. The
last entries, except for a possible postscript, is the identification of
the preparing office, the name of the writer, the initials of the typist,
and the date of typing. If the letter is rewritten, the same type of
information is repeated after the word, "Rewritten".
Name
Title
1/
2 Enclosures
Correspondence Manual
Tips on Typing
1/
Separate Cover
Correspondence Order (50 cys)
2/
cc: OC-AMS w/o att.
OC-CCD w/o att.
2/
Distribution:
Orig - Addressee
1 - OC-Record Copy
1 - Originator
X - as required
2/
OC-A:CJones:ab(date)
Rewritten:D/CO:JDoe:ab(date)
1/
Typed on copies retained in CIA.
Typed on the original, courtesy copy,
and external CIA information copy only when dictator so desires.
Page 2
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S-E-C-R-E-T
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
Name of Company or Organization
Street Address
City, State, ZIP Number
PLttd1tJO{: Name
Gentlemen:
$0100t: Offio@ Of aou iti1? I$7i ONO
EXHIBIT 5
OCHB 70.20.1
(Date when signed)
14 MW WO to:
(Xrifdzitfoii)
Yoot t fOOMO:
(70sI+i#fX>totXoi)
Your reference per
Mgt-A
This EXHIBIT shows the layout of a letter. No letter is likely to
contain as many parts as are included here. This EXHIBIT is intended as
an all-inclusive format from which parts needed for a particular letter
are selected.
On all letters, the address begins approximately 14 lines from the
top of the page. Items that follow the address, including the body of the
letter, are moved up two lines each time an unneeded item is omitted.
Name
Title
Z KK?XO~ytO%
~~Z`>ff`~ISl~I~~~>2~~ 41$x)
no $00A K00 to MW NOW 7wMi
Date: 15 April 1969 Page
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EXHIBIT 5
OCHB 70.20.1
Distribution:
prig - Addressee
I - Originater
I - GC-Reeard Copy
X - as required
Page 2
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
(Date when signed)
In reply refer to:
Mgt-Cor
Name of Company or Organization
Street Address
City, State, ZIP Number
Attention: Name
Gentlemen:
This is an example of a one-paragraph letter of fewer
than eight lines. Side margins for letters of this length
may vary from one and one-half to two inches; hence the
writing line may vary from 60 to 48 typing spaces. The
body is double spaced. Other parts are single spaced, with
double spaces between them.
Name
Title
Enclosure
Selected United States Government
Publications, 1959, No. 9
Distribution:
Orig & 1 - Addressee w/encl.
1 - Originator w/encl.
1 - OC-Record Copy w/encl.
X - as required w/o encl.
EXHIBIT 6
OCHB 70.20.1
Date: 15 April 1969 Page 1
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EXHIBIT 6
OCHB 70.20.1 OFFICE OF COMMUNICATIONS ORDERS
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EXHIBIT 7
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CENTRAL INTELLIGENCE AGENCY
WASHINGTON, D.C. 20505
Name of Company or Organization
Street Address
City, State, ZIP Number
This is a guide to standard practices in the Office of Communications
Correspondence Handbook. These practices give the Office of Communications'
letters uniform and distinctive character.
The Handbook is divided into Chapters. Chapters I, II, III, IV, and V
help you to prepare communications written from person to person. They may
be formal letters or informal memorandums. Chapters VI, VII, VIII, and IX
contain information on how to assemble correspondence and what materials to
use for routing and mailing correspondence. Chapters X, XI, XII, and XIII
contain information on research and development project approvals, spelling,
compound words, punctuation, abbreviations, numerals, and word division.
With these 13 Chapters, the Handbook should answer most of your questions
about format and style and should enable you to work more easily.
Please feel free to supplement the Handbook with specific rules that
apply to your job. Keep it on your desk and use it often. By using it,
you may become the working partner of the writer, who depends on you to
present his work in an acceptable style. Enjoy the assurance that your
work is set up in proper style.
Name
Title
1/ Enclosure
OC Correspondence Handbook
2/ Distribution:
Orig F, 1 - Addressee
1 - Originator
1 - OC-Record Copy
X - as required
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EXHIBIT 7
OCHB 70.20.1
OFFICE OF COMMUNICATIONS HANDBOOK
1/ Typed on copies retained in CIA. Typed on the original, the
courtesy copy, and external CIA information copies only when
dictator so desires.
2/ Typed only on copies retained in CIA.
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SECRET
SECRET
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A. GENERAL
1. Action papers, i.e., papers requesting DCI or DDCI
approval for an Agency action will be forwarded to the Office of
the Director in an original and one copy with attachments and will
be routed to the DDCI and DCI through the Executive Director.
After action, the original will be returned to the originating
component where it becomes the official record copy. The originat-
ing 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 DCI or
DDCI (on other than substantive intelligence), will be forwarded
to the Office of the Director in an original and two carbons.
The original will be returned to the originating component after
the DCI, DDCI, and Executive Director have been informed with
an indication to that effect on the memorandum. (As indicated
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,
and then destroyed. Officers attending interdepartmental
meetings of importance to CIA should make a record of the meet-
ings, indicating positions and recommendations of the CIA
representative and, where appropriate, of others in attend-
ance, and setting forth the actions required by CIA. These
memorandums should be forwarded promptly to the Office of the
Director.
3. Intelligence information memorandums for the DCI will
be routed to him by the Executive Registry and the Executive
Assistant with a copy each to the DDCI and the Executive Direc-
tor. Unless there is some indication to the contrary, these
will be destroyed after use. All components are enjoined to
ensure that all raw intelligence, special reports, or other
information of interest or concern to the principal officers of
CIA or of the Government are promptly called to the attention
of the Office of the Director.
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S-E-C-R-E-T
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
4. Memorandums or letters going outside the Agency prepared
for the DCI or the DDCI's signature should be transmitted to the
Executive Registry with an original and one copy for the addressee,
one copy marked for the "signing official", and one marked for the
"Executive Registry". (Additional copies are to be determined by
the originating office.) After signature, the letter or memoran-
dum 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. Sec-
retaries 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
DCI or the DDCI. It is the responsibility of the originating
component to ensure that this material is properly prepared,
coordinated, and assembled before it reaches the Office of the
Director.
5. Memorandums and letters prepared by the Office of Com-
munications for the DCI, the DDCI, or the Executive Director
must be forwarded through the DD/S.
6. The DD/S requires two copies of each memorandum and
letter prepared for his approval or signature. Distribution
should be shown on the original of all approval papers prepared
for the DD/S's signature. Example:
A paper requesting the DD/S's approval would show the
following distribution: Orig - D/CO, 2 - DD/S, and other
necessary distribution. If the action required or recom-
mended is to be taken by another component other than D/CO
(originator) such as the Director of Personnel, the dis-
tribution would read: Orig & 1 - OP, 2 - DD/S, 1 - D/CO
etc.
1. Letterhead, bond, and tissue copy are available for
memorandums 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 Director.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
Memorandums and letters prepared for the signature of the
Director or the Deputy Director of Central Intelligence shall not
be dated in the office of origin. Memorandums and letters
addressed to the DCI and DDCI will be dated when signed.
1. Keeping in mind a "framed picture" appearance, set the
margin accordingly. In most letters the address may be typed
eight lines below the last line of the letterhead, flush with the
left margin. The length of the letter will determine where the
address should begin. The salutation is typed two lines below
the address. Begin the body of the letter two spaces below the
salutation and indent five spaces for each paragraph. The text
is single spaced unless it is eight lines or less. (See
examples of letter formats.)
2. The complimentary close for the Director is "Sincerely".
The name and title will be centered five lines below the compli-
mentary close. Example:
Sincerely,
(Name)
Director
a. For the DDCI the complimentary close and signature
shall be:
Sincerely,
(Name)
(Military title, if any)
Deputy Director
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
b. Whenever the. DDCI signs in the absence of the Director,
the signature will be shown as:
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. DCI signature
tabs will be attached in the O/DCI. The order of assembly of the
material is contained in Chapter VI, "Assembling Memorandums for
Forwarding".
On memorandums prepared for the signature of the DCI or DDCI:
1. The headings shall 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 of Central
Intelligence shall be typed in initial caps, except on memo-
randums, the DCI's name will be in all caps with the title centered
immediately below. Four lines below the text and two spaces to the
right of the center of the page, the signature of the Deputy Direc-
tor of Central Intelligence shall be typed in initial caps.
Example:
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For the DCI (Name)
Director
(Name)
(Military title, if any)
Deputy Director
4. In the Director's absence, "Acting Director" is substi-
tuted for "Deputy Director" and Office of the Director stationery
is used. Example:
(Name)
(Military title, if any)
Acting Director
5. When material is included with a memorandum for the
signature of the DCI or the DDCI, the abbreviation, "Att", will
be typed on all copies. If more than one, the number will be
shown.
6. Recipients of information copies outside the Agency will
be indicated 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 memorandums addressed for the signature of the DCI or
the DDCI, the distribution is shown on internal copies only. The
distribution may be shown on the back of the page if the memo-
randum 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 explaining the
purpose of the memorandum to be signed by the DCI. The entire
file will be forwarded through the Deputy Director (Respective
Component).
a. The headings shall conform to the.-gePeral standards
prescribed for Agency memorandums.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
b. The first paragraph of the text shall state the pur-
pose of the memorandum, approval, recommendation, information,
etc., or indicate the paragraph in which the action is con-
tained. Example:
This memorandum is for information 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
DCI or DDCI, the abbreviation "Att" is typed on copies flush
with the left margin, two lines below the signature line.
If more than one attachment is transmitted, the number is
indicated. Attachments may be identified in abbreviated form.
Example:
2 Atts
Att 1: Memo dtd 15 February 1969
Att 2: II Contract (2 cys)
e. Do not show the distribution on the original and
courtesy copy.
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 should be brought to the
attention of the Director or the Deputy Director.
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EXHIBIT 1
OCHB 70.20.1
(Note: Memorandums to the
President are double spaced.)
Honorable (Name)
Secretary of State
Washington, D. C. 20520
Dear Mr. Secretary: (Find out if the person signing the letter knows the
addressee personally, for instance, well enough to
use his first name.)
This is an example of a letter prepared for the signature of the
Director of Central Intelligence. Letters will be forwarded to the
Director through the Deputy Director for Support with a cover memorandum
explaining the purpose of the letter to be signed by the Director.
When a second page is required, use plain stationery; margins will
correspond with those on the first page, and typing of the letter will
begin four lines below the identification line. The succeeding pages
are numbered with Arabic numerals, centered about one-half or three-
quarters of an inch from the bottom of the page.
Sincerely,
(5 lines)
(Name)
Director
(To be typed on file copies only.)
D/CO:JDoe:ab(Date)
Distribution:
Orig $ 1 - Addressee
1 - ER
1 - DCI (signing official)
2 - DD/S
1 - D/CO
1 - OC-Record Copy
(ems
Deputy Director
for Support
Date: 15 April 1969
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OCHB 70.20.1
Page 2
OFFICE OF COMMUNICATIONS HANDBOOK
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OFFICE OF COMMUNICATIONS HANDBOOK
EXHIBIT 2
OCHB 70.20.1
Honorable (Name)
American Ambassador
City, Country
Dear Mr. Ambassador: (Find out if the person signing the letter knows
the addressee personally; for instance, well
enough to use his first name.)
This is an example of a letter prepared for the signature of the
Deputy Director of Central Intelligence. Generally, this type of
letter would be prepared for the signature of the Director. However, a
notation accompanying 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 also be prepared. The cover memorandum and the letter for
signature should be forwarded through the Deputy 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 DD/S, and whatever additional copies the originator may
decide.
(Name)
(Military title, if any)
Deputy Director
Date: 15 April 1969
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EXHIBIT 2
OCHB 70.20.1
(Name)
Deputy Director
for Support
D/CO:JDoe:ab(date)
Rewritten:EA-DD/S:JHenry:bb(date)
Distribution:
Orig $ 1 - Addressee
1-ER
1 - DDCI (signing official)
1 - Originator's copy
1 - OC-Record Copy
X - as required
Page 2
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON, 0. C. 20505
MEMORANDUM FOR: Director of Another Agency
Director of Federal Commission
EXHIBIT 3
OCHB 70.20.1
1. This is an example of a memorandum prepared for the signature of
the Deputy Director of the Agency. The same format will be followed in
preparing a memorandum for the Director's signature.
2. Letterhead stationery for the Office of the Director or the
Deputy Director of Central Intelligence is available. Tissue copies with
corresponding letterheads should be used when courtesy copies are needed.
Additional copies shall be prepared on plain tissue and a yellow copy
for the OC-Record Copy.
3. A well-balanced appearance can be achieved by carefully con-
sidering the length of the message and adjusting the margins carefully.
The text should begin four lines below the subject line. The body of the
memorandum is single spaced unless the text is eight lines or less.
Double spacing will also be used when preparing a memorandum to the
President.
4. Paragraphs should be numbered unless the memorandum contains
only one paragraph. Paragraphs are never numbered in a memorandum to
the President nor in a letter.
Date: 15 April 1969
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EXHIBIT 3
OCHB 70.20.1
OFFICE OF COMMUNICATIONS HANDBOOK
5. A cover memorandum explaining the purpose of the attached memo-
randum to be signed by the DDCI is required. These will be forwarded
to the DDCI through the Deputy Director for Support.
(4 Lines)
(Name)
(Military title, if
Deputy Director
Att
(Identify if necessary)
cc: General Counsel (To be typed on all copies retained in CIA.)
D/CO:JDoe:ab(date)
Distribution:
Orig $ 1 - Addressee
1 - Originator's copy
1 - OC-Record Copy
1-ER
1 - DDCI (signing official)
1 - DD/S
X - as required
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OFFICE OF COMMUNICATIONS HANDBOOK
BRIEF FOR: Director of Central Intelligence
SUBJECT : Inter-Agency Correspondence Standards
EXHIBIT 4
OCHE 70.20.1
1. This Agency is contributing suggestions for the development
of inter-agency correspondence standards in cooperation with the
General Services Administration.
2. The attached correspondence for your signature conveys our
ideas on the subject to those agencies which have expressed an interest
in the standardization program.
(Name)
Director of Communications
(Not to be typed on the original and courtesy copy.)
Distribution:
Orig $ 1 - Addressee
1 - Originator's copy
1 - OC-Record Copy
1 - DD/S
Date: 15 April 1969
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EXHIBIT 4
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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MEMORANDUM FOR: Director of Central Intelligence
THROUGH . Deputy Director for Support
SUBJECT . Inter-Agency Correspondence Standards
EXHIBIT 5
OCHB 70.20.1
1. This illustrates a memorandum submitted to the DCI for action
and his approval signature. The first paragraph should state the pur-
pose of the memorandum and request for the approval of the recommenda-
tion in paragraph
2. The memorandum will include a space for an approval signature.
If concurrence by the Deputy Director is necessary, prepare a concur-
rence line. The originating officer is responsible for all coordina-
tion before the paper reaches the Office of the Director. The origina-
tor should also make certain that the file is properly assembled and
all attachments included.
(Name)
Director of Communications
Att
(Identify)
CONCURRENCE:
Deputy Director for Support -mate
The recommendation contained in paragraph is approved.
(Name) Date
Director of Central Intelligence
Date: 15 April 1969
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EXHIBIT 5
OCHB 70.20.1
Distribution:
Orig - Addressee (for return to action office via DD/S)
1 - ER
1 - DD/S (Chrono)
1 - DD/S (Subject w/held)
1 - OC-Record Copy
1 - information addressee
X - as required
NOTE: If, for instance, the DD/P, General Counsel, or any other office
outside the DD/S were to sign CONCURRENCE on this approval memo, the con-
currence lines would appear above the approval line.
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OFFICE OF COMMUNICATIONS MEMORANDUMS AND LETTERS
ADDRESSED TO THE OFFICE OF THE DIRECTOR
EXHIBIT 6
OCHB 70.20.1
1. Originators will ensure that all such memorandums open with a
sentence similar 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
c. "This memorandum suggests action on the part of the DCI
(or DDCZ, Executive Director-ComptrTer", or DD/S); this action
is contained in paragraph "
2. In the place provided for the approving signature, the follow-
ing statement shall be typed: "The recommendation(s) in paragraph
is (are) approved." On the same sheet requesting approval by the DCT,
DDCI, or the Executive Director-Comptroller, provision will be made for
the concurrence of the DD/S and other appropriate officers including
a place for the date as shown on the following page.
Date: 15 April 1969
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EXHIBIT 6
OCHB 70.20.1
ORIGINATOR:
(5 Zines)
Director of Communications
(5 Zines)
OFFICE OF COMMUNICATIONS HANDBOOK
Director of Logistics Date
(5 Zines)
Director o Personnel Date
(5 Zines)
Deputy Director for Support Date
The recommendation contained in paragraph 4 is approved.
Deputy Director o Central Intelligence Date
Show full distribution pattern on all internal copies. Copies must be
provided for all coordinators (2 cys always for DD/S). Memorandums or
letters prepared for transmittal outside the Agency will provide for
concurrence(s) on the carbon copy marked ER copy.
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OFFICE OF COMMUNICATIONS HANDBOOK
3. In every case of a memorandum for the Office of the Director,
that copy which is returned to the originating component is the
official record copy. The originating official is responsible for
evaluating it for permanent or temporary retention.
4. The procedures for the preparation of correspondence con-
cerned with R&D project approvals are contained in Chapter X.
5. DO NOT USE STAPLES ON DCI MAIL--JUST BINDERCLIPS.
6. Informal guidance concerning the DCI's personal preferences
in the format of correspondence are:
a. He prefers addresses to be no longer than four lines,
if possible.
Example: Mr. John W. Smith, Director
Department of .............
0000 1st Street, N. W.
Washington, D. C. 00000
Mr. John W. Smith
Director
Department of .............
0000 1st Street, N. W.
Washington, D. C. 00000
b. He prefers the memorandum format rather than a letter,
even when replying to an incoming letter.
Example: MRANDUM FOR: Honorable (Name)
Secretary of State
Date: 15 April 1969
EXHIBIT 6
OCHB 70.20.1
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EXHIBIT 6
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 4
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EXHIBIT 7
OCHB 70.20.1
1. A courtesy copy of papers addressed to the Director of Central
Intelligence or prepared for his signature will be provided for the
Deputy Director of Central Intelligence.
2. Papers prepared for the signature of the Deputy Director of
Central Intelligence will show one of the following signature lines,
as appropriate:
(Name)
(Military Rank and Branch, if any)
Deputy Director
(Name)
(Military Rank and Branch, if any)
Deputy Director of Central Intelligence
Date: 15 April 1969
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EXHIBIT 7
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER IV
REVIEW, CONCURRENCE, APPROVAL,
AND SIGNING AUTHORITY
1. Officials other than the originator shall indicate their
review by signing above their organizational designation at the
bottom of the OC-Record Copy.
2. Concurrences may be indicated on the original and all
copies of memorandums which will not leave the Agency, when it is
desired that concurrences be made an integral part of the memo-
randum. 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 provide for these signatures, type the
word, "CONCURRENCE", flush with the left margin, four lines below
the signature line. Beginning five lines below the word, "CON-
CURRENCE", 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 between each signature line. Example:
Director of Logistics Date
Director of Personnel Date
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
3. On memorandums prepared for the signature of the DCI or the
DDCI, one of the two copies forwarded for retention in the registry
files will bear the signature and title of the originator and each
concurring officer. The originator and concurring officials' signa-
tures should be identified by the words, "ORIGINATED BY" and "CON-
CURRENCES", respectively. The second copy for retention in the
files of the O/DCI and all 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 memorandums at approv-
ing 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 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 Zines)
APPROVED:
(2 Zines) Date
John X. Doe
Director of Communications
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 retention by the approving official.
Furnish two copies, if the approving official is the
Director of CIA or one of his Deputies.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
b. Action of the approving official shall be indicated
on all copies.
c. Under no circumstances will information or file
copies be distributed until action has been taken by the
approving official.
C. RESPONSIBILITY FOR REVIEW AND CONCURRENCES
1. It is the originating official's responsibility to
secure all necessary reviews and concurrences within his organiza-
tional element and to provide adequate routing of the memorandums
to other offices for concurrence. "Provide adequate routing"
includes a review of the assembled memorandums to ensure that
routing 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-con-
currences 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 concurring official's signature shall be
indicated above his title in the following manner:
Director of Personnel Date
D. AUTHORITY TO SIGN MEMORANDUMS
The authority to sign for the Director of Central Intel-
ligence has been delegated by the Director to certain Agency
officials. The authority to sign memorandums for the D/CO
has been delegated by the Director of Communications to sub-
ordinate levels. The following general rules apply:
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1. Memorandums addressed horizontally shaZZ be signed by
an official at the same ZeveZ as that of the addressee or by a
person to whom specific authority has been delegated.
2. Memorandums directed upward shall be signed by or
directed through the Chief of the element immediately below that
of the official to whom addressed.
3. Memorandums directed downward shall be signed by or
directed through the Chief of the element immediately above that
of the official to whom addressed.
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OFFICE OF COMMUNICATIONS HANDBOOK
It is recommended that the verbal agreement described herein be
concluded officially.
John X. Doe
Director of Communications
Distribution:
Orig & 1 - Addressee
1 - D/P
1 - D/0L
1 - D/CO
2 - DD/S
1 - OC-Record Copy
X - as required
Date: 15 April 1969
(2 Zines)
(Name)
Deputy Director
for Support
EXHIBIT 1
OCHB 70.20.1
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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1. The form of address, salutation, and complimentary close
are frequently based on the background, experience, and personal
relationship of the person signing the letter and the person
receiving the letter, as well as on its purpose.
2. The following forms of address are conventional forms in
general use. They may be varied under certain conditions. For
example:
"Honorable- may be replaced by a title such as "General",
"Dr.", or "His Excellency". All Presidential appointees
and federal and state elective officials are addressed as
"Honorable". As a general rule, county and city officials,
with the exception of mayors, are not addressed as "Honorable".
A person once entitled to "Judge", "General", "Honorable",
"His Excellency", or a similar distinctive title may retain
the title throughout his lifetime.
3. In salutations to persons in positions that may be held
by men or by women, only the title, "Mr.", is shown in the
examples given here.
When a woman occupies the position, the title, "Madam", is
substituted for "Mr." before such formal terms as "President",
"Vice-President", "Chairman", "Secretary", "Ambassador", and
"Minister". The title, "Miss" or "Mrs. ", is substituted for
"Mr." when the surname, rather than formal title, follows.
4. When inter-agency mail is delivered in Washington, D. C.,
by the official mail and messenger service, "Washington, D. C.,"
may be omitted from the letter and the envelope.
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5. Open punctuation is used in addresses. Figures are used
for numbered addresses and for numbered streets designated by
the ordinals beginning with 10th. Numbered streets designated by
ordinals below 10th are spelled out. Additional ZIP Code Numbers
may be obtained from the Agency's Mail Room.
6. The forms of address, the address to be used in a letter,
and the envelope, as well as the salutation and complimentary
close for each type of correspondence, are shown in
B. ADDRESSES
1. Agency
a. Richard M. Helms
Director of Central Intelligence
b. R. E. Cushman, Jr.
Lieutenant General, USMC
Deputy Director of Central Intelligence
c. Colonel L. K. White
Executive Director-Comptroller
d. Thomas H. Karamessines
Deputy Director for Plans
e. R. Jack Smith
Deputy Director for Intelligence
f. Carl E. Duckett
Deputy Director for Science & Technology
R. L. Bannerman
Deputy Director for Support
h. John W. Coffey
Assistant Deputy Director for Support
i. John R. Tietjen
Director of Medical Services
Page 2
Date: 15 April 1969
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3.
k. Lester E. Bush
Director of Finance
1. George E. Meloon
Director of Logistics
m. Robert S. Wattles
Director of Personnel
n. Howard J. Osborn
Director of Security
o. Hugh T. Cunningham
Director of Training
25X1A6A
2. Non-Agency
a. Honorable William P. Rogers
Secretary of State
Washington, D. C. 20520
b. Honorable Melvin R. Laird
Secretary of Defense
Washington, D. C. 20301
Date: 15 April 1969
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25X1A6A
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER VI
ASSEMBLING MEMORANDUMS
FOR FORWARDING
1. Final responsibility for the correct assembly of memo-
randums rests with the originator. (See Chapter 1, Para. U,
EXHIBIT 1). Memorandums correctly assembled will include the
following items, as appropriate, in the sequence indicated:
a. Transmittal or Routing Slip, Routing and Record
Sheet, as appropriate.
b. Original and courtesy copy, if any, clipped together.
(On external memorandums protect original with thin tissue.)
c. Addressed penalty indicia or plain envelopes, as
appropriate, for the original and courtesy copy with a
postage slip attached, if required.
d. Information copies for addressees outside CIA with
addressed envelopes and completed postage slips attached,
if required.
e. Information copies (or concurring officials' copies)
for distribution within the Agency with addressed routing
slips stapled to the copy.
f. OC-Record Copy (yellow tissue) for OC-A/RMB.
g. Original incoming memorandums, enclosures, etc., and
any other material to be attached to the OC-Record Copy as
part of the official file on the memorandums.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
h. Extra copy (or copies) for the Director or Deputy
Director of Central Intelligence. If the signing official is
either the DCI or DDCI and the (yellow tissue) OC-Record Copy
is to be retained at either of these levels, prepare an
additional copy on plain yellow tissue for OC-A/RMB. There-
fore, an extra copy (or copies) will be prepared on plain
white tissue as appropriate for the DD/S and the Office of
the Director.
i. Return copy (if desired) with addressed routing slip
for its return.
j. Reference material for return to reference sources.
k. "Hold Back" copy (if desired).
2. In addition to the foregoing:
a. A completed Document Receipt, Form 615, be attached
to each original or copy requiring a receipt in accordance
with current CIA Security Regulations.
b. Copies for distribution within the Agency will be
designated by a check mark beside the office designations
indicated under "Distribution". If the distribution of
copies is within an office and such a means of indicating
distribution is adequate for routing, routing slips need
not be attached to the copies.
c. Enclosures will be attached by clips to the original
or copies transmitting them. Do not use staples on DCI
mail--just bindercZips.
d. Assembly reference tabs will be attached whenever
their use will expedite the review and approval of memo-
randums. DCI signature tabs should not be attached in
the office of origin. These will be attached in O/DCI.
e. The completed assembly should include all necessary
routing slips, envelopes, receipts, and postage slips properly
completed and attached to respective material.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
f. If necessary, 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; con-
sideration being given to the amount and type of handling the
memorandums may receive.
g. If it is anticipated that memorandums will receive
considerable handling, 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 pres-
cribed channels to OC-A/RMB for control, processing, and for-
warding. Only transmittal media complying with the security
requirements of current CIA security regulations will be used.
Date: 15 April 1969
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EXHIBIT I
OCHB 70.20.1
TRANS-
MITTAL
OR
ROUTING
SLIP
KEY: Numbers in parenthesis
denote sequence of
arrangement of file.
(4)
ENVELOPE
FOR
ORIG. &
COURTESY
C/ AI
ORIGINAL AND COURTESY
COPY, CLIPPED TOGETHER
INFORMATION COPIES FOR.
ADDRESSEES OUTSIDE CIA
Bind with clips rather
than with staples.
ORIGINAL INCOMING
MEMORANDUMS
EXTRA COPY (OR COPIES)
FOR DCI OR DDCI
Denotes requirement
only if memorandums
are prepared for
signature of either
the DCI or DDCI.
REFERENCE MATERIAL FOR
RETURN TO REFERENCE SOURCES
ff
Date: 15 April 1969
INFORMATION COPIES FOR
DISTRIBUTION WITHIN CIA
UC-RECORD COPY
(yellow Tissue)
Ilil
"HOLD BACK" COPY
(If desired)
Place envelopes vertically behind
original (and courtesy copy if there
is one) of outgoing memorandums.
REFERENCE
TABS
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
ENVELOPES AND MAILING
When mail is prepared for transmittal, it is important that
the proper envelope is used to ensure correct handling. Window
envelopes should be used whenever possible. When a window
envelope cannot be used for security reasons, select a regular
envelope of the appropriate size.
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 indicia envelopes
and labels. The following types of envelopes are available (some
contain preprinted Agency addresses):
1. Penalty Indicia Envelopes
White envelopes, 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8"
White window envelopes, 8 7/8" x 3 7/8"
Manila envelopes, 12" x 9 1/2"
Labels, gummed, 5" x 3"
2. Plain Envelopes
White envelopes, 3 1/2" x 6", 8 7/8" x 3 7/8", and
9 1/2" x 4 1/8"
White with opaque shading inside, 8 7/8" x 3 7/8" and
9 1/2" x 4 1/8"
White window envelopes, 8 7/8" x 3 7/8"
White, Air Mail, red and blue border, 8 7/8" x 3 7/8"
(both plain and opaque shading inside) and 9 2/1" x 4 1/8"
manila envelopes, various sizes from 5 7/8" x 3 3/4"
through 18" x 14 1/2".
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3. Multipurpose Envelopes
The multipurpose envelopes are encouraged for internal
routing. These envelopes 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 available
in manila sizes 12" x 10" and 16" x 10".
4. Chain Envelopes
U. S. Government messenger envelope, Form 65, sizes
12" x 9 1/2" 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 addressee's
agency in the space labeled "Stop".
The use of penalty indicia in lieu of postage stamps is a
matter of convenience and economy to the government. Official
mail qualifying for transmission under penalty indicia is broadly
limited to official letters, memorandums, 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, mail 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.
3. 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.
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1. 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 envelope address
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 instructions 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 MAIL", in all caps, two lines above and flush with the
address.
4. Inter-Agency Mail - If contents of mail being sent to
another government agency is unclassified, indicate on the envelope
the addressee, the room, and Stop Number. Do not use a penalty
indicia envelope. (Delivery is made by U. S. Official Mail and
Messenger Service.)
5. If memorandums are classified either SECRET or CONFI-
DENTIAL and are to be transmitted outside the Agency, attach two
envelopes properly addressed.
6. If memorandums are classified, attach Form 240, Courier
Receipt. Indicate 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
transmission delays and places an unwarranted burden on the courier-
messenger service. Personnel forwarding material shall ensure
that addresses contain the following information:
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
a. Office of origin.
b. Office designation of addressee (position title or name
may be added if desired).
c. Building designation.
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.
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SECRET
?
SECRET
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER VIII
MATERIALS FOR ASSEM LING
AND FORWARDING MEMOR4NDUMS
This form is an invaluable aid to Officials reviewing memo-
randums. It is particularly helpful whlen memorandums are bulky
or are to be reviewed for concurrence or approval by several
officials. Reference tabs are designed for repeated use. They
are attached with paper clips. These tabs are available at the
Building Supply Offs; ce
OFFIIAL
FIL
COY
N T
O
cn 3
V
321f .IVNOIS W
CONCUR
B. PRIORITY TAG, Form 160
This form aids in expediting the routing and processing of
memorandums whenever other than routine handling is required. The
tag is colored red, size 3" x 1 1/2", and is reusable.
PRIORITY
Form No.
1 Dec 56 1 60 Use Previous Editipns (13)
Dates 15 April 1969 Page 1
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
C. TRANSMITTAL SLIP, FORM 241
This slip is used for transmitting memorandums and other
material within Headquarters when only one addressee per document
is involved.
TRANSMITTAL SLIP
DATE
TO:
ROOM NO. BUILDING
REMARKS:
FROM:
ROOM NO. BUILDING
EXTENSION
1 FFEB ORM 55-24 1 REPLACES FORM 36-8
WHICH MAY BE USED.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1
D. OFFICIAL ROUTING SLIP, FORM 237
Memorandums 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 SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
2
3
4
S
6
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
UNCLASSIFIED CONFIDENTIAL
SECRET
"TER"' 237 Use prIYious editions GPO : . 68 O - 197-511 (40)
1-67
Date: 15 April 1969
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OCHB 70.20.1
E. ROUTING AND RECORD SHEET, FORM 610
The extent of review and concurrence in offices through which
memorandums may pass is often indefinite. Therefore, for memo-
randums of more than a routine nature, provisions should be made
for extended routing. The form provides space for added comments
and serves as a protective covering over the original.
^ CONFIDENTIAL
^ SECRET
ROUTING AND RECORD SHEET
SUBJECT: )Optional)
FROM:
EXTENSION
NO.
DATE
TO: )OINcer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS )Number each comment to how from whom
INITIALS
ID whom. Draw a Tine aness column after each comment.)
2.
3.
4.
8.
9.
10.
11.
12.
13.
14.
15.
Page 4
^ UNCLASSIFIED ^ USERONLY
610 MITI ^ SECRET ^ CONFIDENTIAL ^ EN^ UNCLASSIFIED
INTERNAL y
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
F. COURIER RECEIPT AND LOG RECORD, FORM 240
All envelopes or packages containing material classified
CONFIDENTIAL 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 two and three contain
logging information for use by the originator and the recipient.
When log data has been added to the Courier Receipt, copy three
shall be inserted inside the package to be delivered to the
addressee. Copy three becomes the log record in the receiving
office.
FROM
NDI1180051
- ---- -
DATE
TYPE OF MATERIAL
ENVELOPE (S)
TO:
PACKAGE (S)
OTHER
ORIGINATOR: Do NOT COMPLETE THIS COPY BELOW THIS LINE. REMOVE THIS COPY
IF LOG DATA IS TO BE ADDED ON COPIES 2 AND 3. INSERT ONLY THIS COPY IN THE
WINDOW POCKET. OR ATTACH SECURELY TOENVELOPE OR PACKAGE WITHOUT A WINDOW
POCKET.
SIGNATURE OF RECIPIENT (NOT INITIALS)
DATE AND TIME OF RECEIPT
COURIER'S RECEIPT Fi
FORM 240 USE PREVIOUS (24-25)
6.60 EDITIONS
COURIER RECEIPT AND LOG RECORD
MFG. 10-67
Date: 15 April 1969
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
G. DOCUMENT RECEIPT, FORM 615
A Document Receipt is required for all memorandums classified
SECRET or CONFIDENTIAL, transmitted outside CIA. Its use is
optional for classified memorandums transmitted within the Agency.
Document Receipts are prepared in an original and one copy. The
original is transmitted with the memorandum; the duplicate copy
is retained by OC-A/RMB until the original bearing the recipi-
ent's signature is returned. The duplicate 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
DES
CRIPTION OF DOCUMENTS SEN
T
CIA NO.
DOCUMENT DATE
COPIES
DOCUMENT TITLE
ATTACHMENTS
CLASS
RECIPIENT
ADDRESS OF RECIPIENT
SIGNATURE (ACKNOWLEDGING RECEIPT OF ABOVE DOCUMENT(S))
OFFICE
DATE OF RECEIPT
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:
P
CENTRAL INTELLIGENCE AGENCY
2430 E STREET NW.
WASHINGTON 25, D.C. Stop 64
L
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
H. REQUEST FOR POSTAGE, FORM 239
1. A Request For Postage form shall be completed and attached
to each memorandum which will require special postage or handling.
In completing the form, 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 Request For Postage 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. Request For Postage forms will be required when the
originator of registered memorandums desires a Return Receipt
Card for Registered Mail, Post Office Form 3811.
SEE INSTRUCTIONS
ON REVERSES DE.
tOR
7-62 239 Use previous editions
REQUIRED SERVICES
^ FIRST CLASS ^ PARCEL POST ^ OTHER (EXPLAIN FULLY)
^ AIR MAIL ^ FILM OR BOOK RATE
^ SPECIAL DELIVERY ^ INSURED (VALUE
^ REGISTERED ^ SPECIAL HANDLING
^ RETURN RECEIPT' ^ DELIVER TO ADDRESSEE ONLY*
'AVAILABLE ONLY ON REGISTERED AND INSURED MAIL
ADDRESSEE
CENTRAL MAIL ONLY
ADDRESS
DISPATCHED
DATE
TIME
CLERK
ORIGINATING OFFICE
POSTAGE AFFIXED
DATE I EXTENSION
BY
Date: 15 April 1969
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SECRET
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER IX
REGISTERED MAIL AND
OFFICE OF SECURITY MAILING PROCEDURES
A. GENERAL
United States postal regulations require that return addresses
on registered mail include the name of the Agency. Domestic memo-
randums and letters with a defense classification of SECRET or
CONFIDENTIAL forwarded outside the Agency by the Office of Communi-
cations as registered mail will be accompanied by a completed
Form 239, EXHIBIT 1, or Form 1637, EXHIBIT 2.
B. PROCEDURES
Each Office of Communications 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 indicia 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. Mail forwarded as registered mail using the Agency as
the return addressee is to be accompanied by a copy of Form 239,
"Request for Postage", with the appropriate blocks completed.
(See EXHIBIT 1.) The originating office should be shown as
"OC" with the originator's true name on the form.
3. When the identity of the Agency must be protected, letter
drops are to be used. These return addresses are to be obtained
from OC-A. Penalty indicia envelopes will not be used.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
4. Mail forwarded with a letter drop as the return address
is sent to the Office of Security Mail Room and is to be accompanied
by Form 1637, "Request for Office of Security Mailing", rather than
Form 239. This form is to be completed as shown. (See EXHIBIT 2.)
The true name of the originator may also appear on the form as the
sender.
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SEE INSTRUCTIONS
ON REVERSE SIDE
25X1A5A1
EXHIBIT 1
OCHB 70.20.1
^ FIRST CLASS ^ PARCEL POST ^ OTHER (EXPLAIN FULLY)
IILd. AIR MAIL ^ FILM OR BOOK RATE
^ SPECIAL DELIVERY ^ INSURED (VALUE
REGISTERED ^ SPECIAL HANDLING
^ RETURN RECEIPT' ^ DELIVER TO ADDRESSEE ONLY'
'AVAILABLE ONLY ON REGISTERED AND INSURED MAIL
ORIGINATING OFFICE
OC (Sender's True Name
DATE I EXTENSION
IS Feb 69
7-?62 239 Use previous editions
REQUEST FOR OS MAILING
I
NO. 214374
SECTION I
THIS SECTION FOR SENDER'S USE ONLY (TYPE OR PRINT)
A NO.
MAIL AT (CITY A STATE(
169479
Washington, D. C 20005
METHOD OF MAILING (CHECK AS APPROPRIATE)
ADDRESSEE
AIR
SPECIAL
FIRST
RECEIPT
U. S. ARMY COMMUNICATIONS
I MAIL
I I
DELIVERY )Q( CLASS
XX
REGISTERED
REQUESTED
SERVICE GROUP
PARCEL
OTHER:
ADDRESS
POST
(EXPLAIN)
NAME OF SENDER
OC (Sender'
s True Name
OFFICE
EXTENSION
SECTION 11
THIS SECTION S USE
ONLY
INITIALS OF RECIPIENT
DATE RECEIVED
REMARKS
SENDER'S COPY
FORM 1637
11-59
FORM 1637
11-59
5X1A5A1
FIELD OFFICE COPY
FORM 1637
11-59
Date: 15 April 1969
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EXHIBIT 1
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
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SECRET
as
M
o
a 0
3
m
a
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER X
RESEARCH AND DEVELOPMENT
PROJECT APPROVALS
A. GENERAL
Research and Development Project Approvals are prepared as out-
lined below. Those in excess of $50,000 will be forwarded to the
DD/S for his approval; and those in excess of $150,000 will be sub-
mitted through the DD/S and the Office of Planning, Programming,
and Budgeting for concurrence, then to the Executive Director-
Comptroller for his approval.
1. The Office of Communications will continue block sub-
mission of completed Research and Development Catalog Forms in
support of financial plans and research and development programs
each fiscal year.
2. As individual project approvals on current year contracts
are requested, those in excess of $50,000 will be prepared in
similar form and submitted through the DD/S, the Office of Plan-
ning, Programming, and Budgeting for concurrence, then to the
Deputy Director of Central Intelligence for approval. These
requests will be forwarded under cover of a brief memorandum for
the signature of the D/CO.
3. Only when significant changes occur in any project (i.e.,
change in end result, substantial change in cost) from the time
the original Research and Development Catalog Form was completed
and forwarded to the Office of Planning, Programming, and Budget-
ing, will it be necessary that a new catalog form accompany the
individual project approval request. In such case, the cover
memorandum shall include a brief statement that some changes have
occurred, and accordingly, there is forwarded revised Research and
Development Catalog Forms (4 copies) for the Office of Planning,
Programming, and Budgeting.
Date: 1S April 1969 Page 1
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
4. In completing the Research and Development Catalog Forms
and in preparing Research and Development Project Approval Requests,
complicated terms and highly technical phrases are to be avoided.
Clear and brief statements, under the specific heading outlined
in the attached EXHIBIT 1, are encouraged.
5. With reference to EXHIBIT 1, Paragraph VI, "Coordination",
it is required that substantiating material recording specific
internal or external coordination actions be maintained for review
as required by the D/CO or higher reviewing officials.
6. The project number should be included in the subject
line on all covering memorandums requesting project approval.
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EXHIBIT 1
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
RESEARCH AND DEVELOPMENT
PROJECT APPROVAL REQUEST
I. IDENTIFICATION
Under what category of Agency Program Activity will project
be undertaken; by what component; included in financial plan and
at what level; if not what prompted initiation now; any internal
designation?
What is requirement for this effort, what will be resulting
product, how will it be used, what is advancement over existing
capabilities?
III. BACKGROUND
Substantive and/or operational justification, previous or
existing means of meeting problem pertinent operational experience.
IV. TECHNICAL SPECIFICATIONS
Technical data as applicable and in sufficient detail to per-
mit reasonable evaluation by qualified staff elements within the
requesting component, but at the same time this section should not
incorporate full specifications as might be worked up by the
contractor.
V. CONTRACTOR AND FINANCIAL ARRANGEMENTS
Name of firm; others considered; reason for choice; cost;
duration; guidance for Headquarters, etc.
VI. COORDINATION
Within the Agency; with other governmental departments; with
academic or business institutions as appropriate.
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EXHIBIT 1
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
VII. SECURITY
Within the Agency; within the contracting firm or institu-
tion; other aspects.
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SECRET
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER XI
CAPITALIZATION, SPELLING, AND
COMPOUND WORDS
A. GENERAL
1. Problems of capitalization which most often arise in
Government correspondence are covered in this Chapter. Commonly
used principles are briefly stated, and then supported by examples.
For words or terms not included here, correct practice can be
determined by relating them to the principles that are given. Also
see the Government Printing Office Style Manual for other points on
capitalization.
2. Two main rules govern use of capitals: (a) Proper nouns,
titles, and first words are capitalized, and (b) common nouns are
not capitalized unless they have gained the status of proper nouns.
Consistency in capitalizing is important. Once a practice has been
adopted, for example, capitalizing a word for emphasis, that prac-
tice should be carefully followed throughout the piece of writing.
B. PROPER NOUNS
1. Names of persons, places, and things.
a. Capitalize names of persons, places, and things; and
their derivatives which retain proper noun meanings:
John Macadam, Macadam family
Italy, Italian
Capitol in Washington, D. C.
b. Do not capitalize names which have become common,
or their derivatives which have general meanings:
italics, italicize
roman (type)
a State capitol
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2. Common nouns used as proper nouns.
a. Capitalize common nouns used as parts of proper names
and of titles:
Union Station
Budget and Accounting Procedures Act
Appendix C
Column 2
Exhibit D7
b. Do not capitalize when used as a substitute for a
name, or to denote time, sequence, or reference:
the railway station in Washington
act of 1951
a part of appendix C
in column 2, page 3
a reprint of.exhibit D7
c. Capitalize common nouns when used alone as a
well-known short form of a proper name:
British Commonwealth: the Commonwealth
Union of South Africa: the Union
United States: the States
d. Do not capitalize when used in a general sense:
a commonwealth of nations
a union between families
state's evidence
e. Capitalize plural forms of common nouns when used as
part of a proper name:
Seventh and I Streets
State and Treasury Departments
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
f. Do not capitalize when used in a general sense:
two old streets
executive departments
3. Names of organized bodies.
(1) Capitalize titles of the Federal Government and
its units, and their shortened forms. Capitalize other
substitutes only to show distinction:
The U. S. Government: the Federal Government,
the National Government, the Government
American Embassy: the Embassy
Department of Defense: Military Establishment,
Armed Forces
U. S. Army: the Army, Regular Army, the
Infantry, 81st Regiment, Army Band
U. S. Navy: the Navy, Navy (Naval) Establish-
ment, Marine Corps
(2) Do not capitalize when used in a general sense,
or when referring to other than a Federal Government
unit:
democratic government, a federal union, two
national governments, city government
a foreign embassy: also the consulate, the
consulate general
a defense establishment, armed forces exploring
the area, also armed services
an army, Grant's army, infantrymen, the regi-
ment, the March King's band
naval shipyard, naval station
corps of fighting men
b. International organizations.
(1) Capitalize names of international organizations:
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
United Nations: the Security Council, the
Assembly, the Secretariat, the International
Court of Justice
World Health Organization
(2) Do not capitalize when used in a general sense:
united nations in the Middle East, a council of
citizens, a town assembly, a secretariat for
the director, a citizen's court
funds for a health organization
c. Names of other organized bodies. (For names of
Federal Government units and international organizations, see
paragraphs a and b preceding.)
(1) Capitalize names of other organized bodies when
used as titles:
Virginia Assembly, West Virginia House of
Delegates
California State Highway Commission: Highway
Commission of California
(2) Do not capitalize when used in a general sense:
the assembly, the State senate, the house of
delegates in West Virginia
the highway commission, the commission for
highway construction
4. Names of members of organized bodies.
a. Capitalize names of members of organized bodies to
distinguish them from the same words merely in a descriptive
sense:
a Representative (Member of Congress)
a Republican (member of a political party)
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
b. Do not capitalize when used in a general sense:
a representative of a group
a republican form of government
5. Official designations of countries, domains, and their
divisions.
a. Capitalize names of countries and their divisions
when used as proper names, as parts of proper names, or as
proper adjectives:
United States: the Republic, the Nation, the
Union
New York State: the Empire State
U. S. S. R. (Union of Soviet Socialist Republics):
Cominform (Communist Information Bureau), Com-
munist International
b. Do not capitalize when used in a general sense:
a republic, two nations, national income, union of
States (U. S.)
church and state
a socialist form of government, experiment in com-
munism
6. Names of regions, localities, and geographic features.
a. Capitalize names of regions, localities, and geo-
graphic features when used as proper names:
Equatorial Africa
the Middle East (Asia)
the Continent
b. Do not capitalize terms used to denote mere direct-
ion or position:
equatorial countries
middle east of the State
continental boundaries
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
1. The Government Printing Office recognizes Webster's New
International Dictionary as the guide to spelling. To achieve
further standardization, the Government Printing Office lists in
the Style Manual the preferred forms of many of the words that are
spelled more than one way in Webster's.
2. The spelling of geographic names should conform to the
decisions of the U. S. Board on Geographic Names. In the absence
of a decision by the Board, the U. S. Directory of Post Offices
is used for names in the United States and its possessions.
D. PREFERRED SPELLING
abridgment
acknowledgment
adapter
adjuster
adviser
aging
aline
anesthetic
appall
ascendance
aye
barreled, barreling
beveled, beveling
biased
blond
boulder
brier
buses
caliber
canceled,
canceling,
cancellation
catalog
channeled,
channeling
cigarette
coconut
combated, combating
connector
consignor
converter
conveyor
councilor
counseled,
counselor,
counseling
defense
descendant
development
diagramed,
diagraming
dialed, dialing
dike
disk
draft
drought
employee
enclose
enclosure
entrust
equaled, equaling
esthetic
exhibitor
favor
flier
focused, focusing
forbade
fulfill
fuse
gasoline
goodby
graveled, graveling
gray
intern
jeweled, jeweler,
jeweling
judgment
kerosene
kidnaped, kidnaper,
kidnaping
labeled, labeling
leveled, leveler,
leveling
libeled, libeler,
libeling
license
likable
maneuver
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marshaled, marshaling
marvelous
medieval
meter
modeled, modeling
mold
monolog
movable
nonplused
offense
penciled, penciling
percent subpena
plow sulfur
practice theater
programed, programer, totaled, totaling
programing traveled, traveler,
reconnaissance traveling
referable visa, visaed
signaled, signaling vitamin
skillful willful
stenciled, woolen
stenciling woolly
worshiped, worshiper,
worshiping
E. PLURAL FORMS
1. In forming the plurals of compound terms, make the
significant word plural.
a. Significant word first:
adjutants general
ambassadors at large
attorneys general
commanders in chief
b. Significant word in middle:
assistant attorneys general
assistant chiefs of staff
assistant comptrollers general
deputy chiefs of staff
c. Significant word last:
assistant attorneys
assistant commissioners
lieutenant colonels
vice presidents
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d. Both words of equal significance:
Bulletins Nos. 27 and 28; but Bulletin No. 27 or 28
men buyers
e. No word significant in itself:
hand-me-downs
jack-in-the-pulpits
2. When a noun is hyphened with an adverb or preposition, make
the noun plural.
goings-on
hangers-on
listeners-in
lookers-on
makers-up
passers-by
3.
When neither word is a noun, make the last word plural.
also-rans
come-ons
go-betweens
higher-ups
4.
To form the plural of nouns ending with fuZ, add s at the end.
If it is necessary to express the idea that more than one container
was filled, write the two elements as separate words and make the
noun plural.
five bucketfuls of the mixture (one bucket filled five times)
five buckets full of earth (separate buckets)
three cupfuls of flour (one cup filled three times)
three cups full of coffee (separate cups)
5. The plurals of these words may cause difficulty.
appendix, appendixes
basis, bases
crisis, crises
curriculum, curriculums
datum, data
formula, formulas
maximum, maximums
medium, mediums or
media
memorandum, memorandums
minimum, minimums
minutia, minutiae
parenthesis, parentheses
phenomenon, phenomena
plateau, plateaus
stimulus, stimuli
synopsis, synopses
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F. DOUBLED CONSONANTS
When a suffix beginning with a vowel is added to a word ending
in a single consonant preceded by a single vowel, double the conson-
ant if (a) it ends a word of one syllable, or (b) it ends an accented
syllable.
bag, bagging rob, robbing but total, totaled
get, getting corral, corralled travel,
red, reddish transfer, transferred traveled
1. Use a before words beginning with consonants, except words
beginning with a silent h. Also use a before words spelled with
initial vowels that combine consonant and vowel sounds.
a procedure a union a one-sided argu-
a hotel a European atlas ment
a humble man but an hour
2. Use an before words beginning with vowels, and words
beginning with a silent h.
an order an herbseller
an initial an honor
A compound word conveys a unit idea that is not as clearly
conveyed by separate words. The hyphen not only unites but sepa-
rates the component words, and thus aids readability and correct
pronunciation.
1. Omit the hyphen when words appear in regular order and the
omission causes no confusion in sound or meaning.
book value living costs training ship
census taker mountain laurel violin teacher
eye opener patent right
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
2. Compound two or more words to express an idea that would
not be as clearly expressed in separate words.
bookkeeping gentlemen
forget-me-not right-of-way
3. In a derivative of a compound, keep the solid or hyphened
form of. the original compound, unless otherwise indicated for
particular words.
footnoting praiseworthiness
ill-advisedly X-rayer
J. SOLID COMPOUNDS
1. When any, every, no, and some are combined with body,
thing, and where, type as one word. Type as separate words some
one, every one, and similar combinations which refer to a particu-
lar person or thing. To avoid mispronounciation, type no one as
two words at all times.
anybody anywhere nobody somebody
anyone, but everybody no one someone
any one thing everything nothing something
anything everywhere nowhere
2. Type as one word compound personal pronouns.
herself myself ourselves yourself
himself oneself themselves yourselves
itself
3. Type as one word compass directions consisting of two
points, but use a hyphen after the first point when three points
are combined.
northeast north-northeast
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PUNCTUATION
Punctuation marks are to the reader what road signs are to the
driver. They make it easier to read and understand what someone
has written. There are rules, but there are also many exceptions.
Some punctuation marks may be substituted for others, without chang-
ing the meaning of a sentence or without making it less clear.
Good sentences usually need few punctuation marks. The Government
Printing Office Style Manual treats punctuation in detail.
B. APOSTROPHE
1. Use the apostrophe:
a. To indicate contractions or omitted letters.
I've it's (it is) TV'ers
b. To indicate the coined plurals of letters, figures,
and symbols.
three R's 5's and 7's
c. To show possession. Add 's when the noun does not end
with an s sound. Add only the apostrophe to a noun that ends
with an s sound.
officer's Co.'s Joneses'
Mars' Cos.' Schmitz'
hostess' Jones'
(1) To show possession in compound nouns, add the
apostrophe or 's to the final word.
brother-in-law's secretary-treasurer's
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
(2) To show joint possession in nouns in a series, add
the apostrophe or 's to the last noun.
(3) To show separate possession in nouns in a series,
add the apostrophe or 's to each noun.
John's, Thomas', and Henry's ratings
(4) To show possession in indefinite pronouns, add
the apostrophe or 's to the last component of the pronoun.
someone's desk somebody else's books
others' homes
2. Do not use the apostrophe:
a. To form the possessive of personal pronouns.
theirs yours hers its
b. To form the plural of spelled-out numbers, of words
referred to as words, and of words already containing an
apostrophe. Add 's, however, if it makes the plural easier
to read.
twos and threes ifs, ands, and buts,
yeses and noes do's and don'ts
which's and that's
c. To follow names of countries and other organized
bodies ending in s, or after words more descriptive than
possessive (not indicating personal possession), except
when the plural does not end in s.
United States control children's hospital
United Nations meeting merchants exchange
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OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1
Use the colon:
1. To separate an introductory statement from explanatory or
summarizing material that follows:
The board consists of three officials: Chairman, vice
chairman, and recorder-secretary.
Give up conveniences; do not demand special privileges;
do not stop work: these are necessary while we are at
war.
2. To introduce formal statements, questions, or quotations:
The committee stated the principle thus: In our foreign
relations, people instead of governments are our first
concern.
The following question came up for discussion: What
policy should be adopted?
Ile said: (If the quotation is not more than one sentence,
use a comma instead of a colon.)
3. To follow introductory headings which lead directly to
subentries:
Policy:
General:
Salaries
Responsibilities
Specific:
a. To separate words or figures that might otherwise be
misunderstood or misread:
To John, Smith was very helpful.
What the difficulty is, is not known.
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b. To set off introductory or explanatory words that pre-
cede, break, or follow a short direct quotation. The comma is
not needed if a question mark or an exclamation point is
already part of the quoted matter:
I said, "Don't you understand the question?"
"I understand it," she replied, "but I disagree with
the answer."
"Why?" he said.
"It's unreasonable!" she exclaimed.
c. To indicate the omission of an understood word or
words:
Then he was enthusiastic; now, indifferent.
d. To separate a series of modifiers of equal rank:
It is a young, eager, and intelligent group.
but Ile is a clever young man. (No comma when the
final modifier is considered part of the noun
modified.)
e. To follow each of the members within a series of
three or more when the last two members are joined by and,
or, or nor.
horses, mules, and cattle
by the bolt, by the yard, or in remnants
neither snow, rain, nor heat
by five, 10, or 20
f. To separate an introductory phrase from the subject
it modifies:
Beset by the enemy, they retreated.
g. Before and after Jr., Sr., academic degrees, and names
of States preceded by names of cities, within a sentence:
Henry Smith, Jr., Chairman
Smith, Henry, Sr.
Washington, D. C., schools
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
h. To separate the title of an official and the name of
his organization, in the absence of the words of or of the:
Chief, Insurance Branch
Chairman, Committee on Appropriations
2. Do not use the comma to precede an ampersand ($) or a dash:
Greene, Wilson & Co. (except in indexes: Jones, A. H., F
Sons)
There are other factors--time, cost, and transportation--but
quality is the most important.
E. PARENTHESES
1. Use a parentheses:
a. To enclose letters or numbers designating items in a
series, either at the beginning of paragraphs or within a
paragraph:
You will observe that the sword is (1) old fashioned,
(2) still sharp, and (3) unusually light for its
size.
b. To enclose a reference at the end of a sentence. Unless
the reference is a complete sentence, place the period after the
parenthesis closing the reference. If the sentence contains
more than one parenthetic reference, the parenthesis closing the
reference at the end of the sentence is placed before the
period:
The specimen exhibits both phases (pl. 14, A, B).
The individual cavities show great variation. (See
pl. 4.)
This sandstone (see pl. 6) occurs in every county of
the State (see pl. 1).
2. Use a single parenthesis at the beginning of each paragraph
but only at the close of the last paragraph, when extensive material
is enclosed.
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
F. QUOTATION MARKS
1. Use quotation marks:
a. To enclose a direct quotation. Single quotation marks
are used to enclose a quotation within a quotation:
The answer is "No."
"Your order has been received," they wrote.
He said, "John said 'No."'
"John," said Henry, "why do you go?"
"The equipment will be forwarded promptly."
b. To enclose any matter following the terms entitled,
the word, the term, marked, endorsed, or signed. Do not use
them to enclose expressions following the terms known as,
caZZed, so-caZZed, etc., unless such expressions are misnomers
or slang:
Congress passed the act entitled "An act ....."
It was signed "John."
After the word "treaty," insert a comma.
The so-called investigating body.
c. To enclose misnomers, slang expressions, nicknames,
or ordinary words used in an arbitrary way.
2. Place punctuation inside or outside quotation marks, as
follows:
Always type the comma and the final period inside the
quotation marks. Other punctuation marks are placed inside
only if they are a part of the quoted matter:
"The President," he said, "will veto the bill."
The trainman shouted, "All aboard!"
Is this what we call a "Correspondex"?
"Have you an application form?"
Who asked, "Why?"
Why call it a "gentlemen's agreement"?
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1. To separate independent clauses not joined by a conjunc-
tion, or joined by a conjunctive adverb such as hence, therefore,
however, moreover, etc.:
The report is not ready today; it may be completed by
Friday.
The allotment has been transferred to the Production
Division; hence, construction of the partitions must
be delayed.
2. To separate two or more phrases or clauses with internal
punctuation:
Robert M. Roman, chairman of the union, will travel in
most of southern Europe; in all of the Near East; and,
in case there is time, along the northern, western,
and southern coasts of Africa.
If you want your writing to be worthwhile, give it unity;
if you want it to be easy to read, give it coherence;
and, if you want it to be interesting, give it emphasis.
3. To separate statements that are too closely related in
meaning to be written as separate sentences:
No; we receive one-third.
War is destructive; peace, constructive.
4. To precede words or abbreviations which introduce a sum-
mary or explanation of what has gone before in the sentence:
A writer should adopt a definite arrangement of material;
for example, arrangement by time sequence, by order
of importance, or by subject classification.
The industry is related to groups that produce finished
goods; i.e., electrical machinery and transportation
equipment.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
CHAPTER XIII
ABBREVIATIONS, NUMERALS, AND
WORD DIVISION
Established abbreviations are acceptable in all but the most
formal writing. For reading ease use only well-known abbreviations.
If it is desirable to use an abbreviation that may not be familiar
to the reader, the abbreviation is followed in parentheses by the
spelled-out word or phrase. After this first definition of its
meaning, the abbreviation may be used without further explanation.
Omit periods and spaces after initials used as shortened
names of Government agencies and other organized bodies, if not
contrary to usage:
1. You may abbreviate United States when preceding Government
or the name of a Government organization, except in formal writing.
Spell out United States when it is used as a noun or when it is used
as an adjective in association with names of other countries:
U.
S.
Government
U.
S.
Congress
U.
S.
Department of Agriculture
U.
S.
monitor Nantucket
U.
S.
S. Brooklyn (note abbreviation for ship)
but The climate of the United States
British, French, and United States Governments
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
2. With the exception noted in paragraph 1, preceding the
abbreviations U. S. is used in the adjective position, but is
spelled out when used as a noun:
U. S. foreign policy
U. S. economy
but foreign policy of the United States
the economy of the United States
1. Whether to express a number in figures or to spell it out
is often a troublesome choice. This Chapter covers most of the
principles needed to make a choice. It first treats numbers that
are spelled out. Then it deals with numbers that are expressed in
figures, confining the rules to small numbers, usually those under
a thousand. The third part covers large numbers, some of which
may be written in text by combining figures and words. Further
instructions as to the accepted method of writing numerals are
found in the Government Printing Office Style Manual.
2. The following suggestions offer overall guidance in
choosing the best method of expressing a number:
a. Spell out numbers at the beginning of a sentence.
Numbers under 10 are to be spelled out, except when express-
ing time, money, and measurement.
b. Prefer Arabic numerals to Roman numerals.
c. Except in legal documents, avoid repeating in
numerals a number which has been spelled out.
E. NUMBERS SPELLED OUT
1. Single numbers of less than 10 within a sentence:
six horses
three times as large
five recommendations
seven machine guns
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OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1
2. Numbers of less than 100 preceding a compound modifier
containing a figure:
two 3/4-inch boards but 120 8-inch boards
twelve 6-inch guns
3. Round numbers and indefinite expressions:
a hundred cows, dollars, men
the early seventies
midsixties
but 100-odd pupils, 250-fold
the 1870's, not the '70's or 70's
mid-1961
4. Numbers used with serious and dignified subjects and in
formal writing:
the Thirteen Original States
millions for defense but not one cent for tribute
in the year nineteen hundred and sixty-five
5. Large numbers denoting amounts which are formally spelled
out, as in legal work, are expressed as follows:
one thousand six hundred and twenty
eight thousand and ninety-two
fifty-two thousand one hundred and ninety-five
nine hundred and seventy-three thousand eight hundred and
eighty-two
6. Fractions standing alone, or followed by of a or of an:
one-half inch
one-half of a farm, not 1/2 of a farm
but 1/2 to 1 3/4 pages
three-fourths of an inch
not 3/4 inch or 3/4 of an inch
7. Ordinal numbers less than 10th:
First Congress ninth century
Second Street
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F. NUMBERS EXPRESSED IN FIGURES
1. Single numbers of 10 or more within a sentence:
50 ballots, guns, horses
nearly 10 miles
about 40 men
2. Serial numbers: (Commas are not used in serial numbers.)
Bulletin 725
pages 352-357
ME 5-9020
1900 19th Street
290 U. S. 325
June 1959; June 20, 1959
not June, 1959, or June 20th, 1959
March 6 to April 15, 1959
not March 6, 1959, to April 15, 1959
14 April 1960 (military and Agency)
4th of July, but Fourth of July, meaning the holiday
the 1st (day) of the month, but the last of April or the
first of May, not referring to specific days.
Large numbers are usually expressed in figures; however,
numbers from a million up which end in four or more zeros may be
expressed in text by combining figures and words. In the examples
which follow, preference is based on the ease with which the number
can be grasped in reading:
Amount expressed in figures Preferable in text Acceptable in text
$1,200,390,180 ............. $1,200,390,180
$12,000,000 ................ $12 million....... 12 million dollars
$1,000,000,000 ............. $1 billion........ 1 billion dollars or
one billion dollars
3,250,000 .................. 3.25 million...... 3 1/4 million or
three and one-fourth
million or three and
one-quarter million
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1
H. WORD DIVISION - GENERAL
When words must be divided, they are separated between
syllables. One-syllable words are never divided. Proper division
into syllables is given in the Government Printing Office Style
Manual supplement on word division, and in Webster's dictionary.
I. DIVIDE WORDS
1. After a vowel, if the vowel itself is a separate syllable
within a word:
physi-cal not phys-ical
sepa-rate not sep-arate
particu-lar not partic-ular
criti-cism not crit-icism
2. Between the members of solid compounds:
rail-road
proof-reader
3. At the hyphen in hyphened compounds:
court-martial
above-mentioned
4. Between adjoining vowels in separate syllables:
estu-ary
gene-alogy
cre-ation
5. After prefixes of three or more letters:
ante-date
tri-color
inter-leaving
trans-portation
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OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
6. Before suffixes of three or more letters:
port-able
writ-ing
7. After the second consonant of double consonants ending
a root word, when followed by a suffix:
tell-ing
express-ing
8. Between double consonants that are doubled because a
suffix is added:
remit - ted
thin-ning
9. After the consonant at the end of a syllable with a short
vowel and before the consonant at the end of a?syllable with a
long vowel, if no vowel is a separate syllable or if vowels do not
adjoin:
progress (verb) pro-gress
progress (noun) prog-ress
stenographer (noun) stenog-rapher
stenographic (adjective) steno-graphic
project (verb) pro-ject
project (noun) proj -ect
J. DO NOT DIVIDE WORDS
1. At the end of more than two consecutive lines.
2. At the end of a line when the part begun there does not
suggest the whole word:
counter-offensive not coun-teroffensive
3. Of five or fewer letters, even though containing more than
one syllable:
avoid begin into also every area
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OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1
4. Between a one- or a two-letter terminal syllable and the
rest of a word:
ammonia proceeded period
5. Between a one- or a two-letter initial syllable and the
rest of the word:
identity around behavior
6. At the end of a page or of a paragraph.
K. DO NOT SEPARATE CLOSELY RELATED WORD UNITS
1. Avoid separating words in close association, such as the
elements of dates and of proper names, groups of initials and
surnames, and abbreviated titles (Dr., Mrs., etc.) and names.
a. When it is necessary to divide a date, the year
may be carried over to the next line.
b. When it is necessary to divide a proper name, the
surname may be carried over to the next line.
2. Do not separate figures, letters, or symbols from their
accompanying words when used as a group:
Chapter III
Article 14
1234 Fifth Street NWV.
$125.35
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Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4
OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK
Page 8 Date: 15 April 1969
Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4
Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4
SECRET
SECRET
Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4