CHAPTER 10, CORRESPONDENCE MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200100013-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 17
• Document Creation Date: December 9, 2016
• Document Release Date: August 2, 2001
• Sequence Number: 13
• Content Type: REGULATION

Approved For Release 2001/0W'AlADP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
TWAT IT IS
Correspondence Management is a phase of the Paperwork Management
Program which is conducted for the purpose of simplifying, standardizing,
and improving correspondence practices. General directions for carrying
out these management activities are contained in Navy Regulations, 1948,
Chapter 16, which outlines general policies regarding the preparation
and handling of correspondence. In Article 1602 of this chapter, it
is stated that official correspondence in the form of letters, memoranda,
and reports shall be prepared in accordance with instructions contained
in the Navy Correspondence Manual issued by the Secretary of the Navy.
More specifically, correspondence management may include:
1. Developing form letters.
2. Developing correspondexes, including determining need,
collecting background information, etc.
3. Checking status of installed correspondexes.
la.. Preparing and maintaining supplemental correspondence manuals.
5. Improving quality of letters.
6. Preparing training material on any of the foregoing.
7. Training typists and stenographers.
8. Training letter-writers.
9. Evaluating effectiveness of correspondence procedures.
10. Designating appropriate stationery.
11. Determining requisite copies.
12. Guiding referral practices, where writing is necessary.
13. Developing other letter-writing short cuts.
14. Establishing standards and regulations regarding the foregoing.
The general objectives of correspondence management--simplification,
standardization, and improvement of correspondence practices--may be
expanded into more specific objectives as follows:
1. Improvements in quality of correspondence through compliance
with the following standards:
permits.
a. Simplicity in presentation, as far as established format
b. Uniformity of pattern throughout the Naval Establishment.
c. Correctness and neatness in appearance*
d. Accuracy in content.
e. Effectiveness in style, in tone, and in furtherance of
public relations.
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
2. Increase in rate of production of correspondence, with resultant
savings in time, in personnel and in supplies, equipment, space, etc.
3. Control of the creation of correspondence with resultant economy
in maintaining and servicing records.
1. Correspondence Manual -- A correspondence manual is authorized by
Navy Regulations and, therefore, is mandatory. The use of this manual
standardizes the format of letters, memoranda, etc., and other
correspondence procedures. In some activities, a supplement to the
manual is needed to establish local practices. The supplement, preferably
in loose-leaf form, may prescribe:
a. Types of stationery.
b. Number, use, and color of carbon copies.
c. Form of originator's code.
d. Information as to the use of other identifying data, such as
serial numbers, when these symbols are required.
e. Special regulations as to addressing and signing correspondence.
Policies regarding signatures.
f. Specific regulations, such as time limits for reply, concurrence
procedures, dating letters, and so forth.
2. Training
a. All stenographers and typists should be trained in activity
correspondence procedures in formal training classes.
Note: Smaller activities should use the training facilities of nearby
major naval activities when possible,
b. Originators of correspondence should be indoctrinated in
activity correspondence policy and practices.
3. Correspondex
a. How it works? Letter writers keep the Correspondex on their
desks. When they wish to write a letter on a certain subject, they
look in the subject index for the number of "guides" on that subject.
They give the number to a typist. The typist also has a Correspondex.
She looks up the number in the number index and there she finds a guide
letter which she copies on the typewriter, filling in personal references
to give the letter the appearance of an individually dictated one.
The guide letter comes with complete instructions, telling the typist
how many copies, and what enclosures are needed,
b. How it is developed -- In the first place, never attempt to
develop a Correspondex to take care of the mail of several sections or
divisions. Develop one at a time to cover a single subject-matter
field. For example, one Correspondex for claims, and another Correspondex
for a Personnel Division.
10-2
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release& ??%- &RqAEAW5RO00200100013-8
8
When you decide where you will build your first Correspondex, ask
the section selected to make one extra copy of each of its typewritten
letters for two or three weeks. At the same time you might collect
copies of the section's form letters, and ask that a count be made
of the number of times each form letter was prepared during the same
period.
When you have your collection of carbon copies, pick out
letters and paragraphs that say the same thing, though not necessarily
in the same way. For each identical subject that you find, develop a
good plain guide letter. If you have any doubts about your own ability
to write good letters, seek help from the best scribes around your
office.
Next, give each guide letter a number, and classify it according
to subject. Your subject index should not be merely an alphabetical
one. A real subject classification is needed with similar subjects
grouped together under principal headings, just as in a subject
classification file manual.
Arrange the material on visibly indexed cards or in a manual
with index tabs.
Get the letters approved by the people responsible for them.
And finally make sure, make very sure, that instructions are
provided to keep copy making at an essential minimum.
Additional details and helpful information are contained in
General Services Administration's Records Management Handbook "Guide
Letters" -- 1955, which bears Federal Supply Service Number 7610-633-9607.
Personal copies may be purchased from the Superintendent of Documents,
U. S. Government Printing Office, Washington 25, D. C. A very limited
number of copies are available for loan from the District Management
Assistance Office. "Guide Letters" is available from General Services
Administration, Federal Supply Service, @ 10?.
c. bey Correspondex? -- This technique increases production and
saves manpower. It improves service, morale, and public relations by
reducing the time for answering letters and preventing inconsistent
or inaccurate replies. As an additional important advantage, the
preparation of the Correspondex results in the formulation of specific
and standard policy on each type of inquiry.
Almost any office preparing correspondence of a repetitive
nature can benefit from the basic system which is the establishment of
pattern letters and pattern paragraphs which apply to specified situations.
L. Form Letters
a. Why Use Form Letters? -- Form letters set the PACE for stream-
lined Navy correspondence. They contribute to improved correspondence by
encouraging
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
Promptness
Accuracy
Conciseness
Economy
They are PROMPT for they provide a ready reply; ACCURATE because they
contain the right message; CONCISE in that they clearly state their
purpose; and ECONOMICAL because they reduce the time required for
preparation of correspondence.
b. What is a Form Letter? -- The form letter is a preprinted or
otherwise reproduced letter which is usually stocked in advance of its
actual use. Types of form letters include conventional business-style
letters, memoranda, informational slips, and postal cards. Letters
individually typed from samples or other correspondence guides (such
as Correspondex), are pattern letters and although their format and
content may be standard, they are not considered form letters.
c. A Guide to their use -- General Services Administration
published a guide entitled "Form Letters" for use in evaluating form
letters presently in use and in determining the need for others. The
guide "Form Letters", 1955, may be procured from the Superintendent
of Documents for twenty-five cents each. A few copies of "Form Letters"
are available for loan from the District Management Assistance Office,
or order stock number 7610-298-6905 from General Services Administra-
tion, Federal Supply Service, ? 13?.
The guide contains a plan for conducting a form letter improve-
ment project; standards for the use, readability, and format of such
letters; methods for setting up and operating form letter controls;
and a discussion of the comparative costs of dictated, guide, and
form letters.
A review of all form letters and correspondence originated
during a suitable trial period is the first step in a form letter
improvement project. All such correspondence should be reviewed
to determine (1) the existing form letters that should be rewritten,
redesigned or discontinued; and (2) the composed correspondence which
should be developed into new form letters. The guide contains details
for the conduct of this type of project. Form letter standards and
controls, as set forth in the guide, are valuable in reviewing existing
and proposed form letters and in establishing continuing review of
their use.
A chart which appears in "Form Letters" shows that the cost
of composed correspondence is ninety per cent more than the cost of
preprinted form letters.
5. Dictation
Higher paid executives have been observed writing lengthy letters
and reports in longhand. This procedure is slow and consumes a large
10-t
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Releas8 fflM3191 'l- 1-M
amount of executive time. Obviously, these people can talk much more
rapidly than they can write in longhand. Therefore, personnel who
are responsible for drafting a sufficient quantity of correspondence
should be encouraged to dictate this material.
The use of dictation equipment can also produce procedural savings.
For example, dictation utilizing a stenographer requires the time of
two persona -- the dictator and the stenographer. Of course, while
she is taking dictation, the stenographer cannot be accomplishing
other work. By using dictation equipment, correspondence can be
formulated and dictated on recording devices while the stenographer
or typist is doing other work. In this way, the time of one person
is saved.
Helpful hints regarding dictation are included on page 10-16,
and in the publication "Writing Out Loud" (See page 10-8). Informa-
tion and necessary training in the use of specific types of dicta-
tion equipment can be obtained from representatives of equipment
manufacturers.
6. Correspondence Short Cats
a. Postal cards, preprinted as far as possible, to make announce-
ments, reports, requests and acknowledgments, in brief and inexpensive
form.
b. Stamped endorsements, with few fill-ins, to save time and
supplies required to prepare a formal endorsement and to maintain the
resulting record.
c. Window envelopes, to save the time otherwise required in
addressing envelopes.
d. Facsimile signatures. To relieve signing officials of unneces-
sary work and to speed the release of letters.
e. Two-way use of speedletter, by placing the reply on the face
of the incoming speedletter. To conserve stationery and the time
necessary to prepare a new speedletter.
f. Decrease in number the letters, including, in particular,
unnecessary transmittal letters. To curtail costs of preparing the
letter and of keeping the record.
g. Reduction in length of letters, without loss of clari t=r and
completeness of thought. To save the time of the typist and of the
recipient of the letter.
h. Elimination of unnecessary copies, by abolishing courtesy
copies, unless requested; and by discontinuing or combining types of
files maintained in an office. To cut down time required for typing
and for record handling.
10-5
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For ReleaPs0 220001/ 9MANAGENIEN`r P74-00005R000200100013-8
COR
i. Preparation of rough drafts of letters that require the considera-
tion of others before release. To prevent retyping and to speed concurrence.
This should not be allowed to lead to a general practice of preparing
rough drafts for all letters.
j. Pen-and-ink changes.
QUALITY OF CORRESPONDENCE
Organized plans for quality control of correspondence are recommended,
particularly for large activities with heavy correspondence production.
Sampling techniques should be applied to determine the rate of technical
errors and of clerical errors. After the source and the cause of
errors have been established, remedial steps are taken. The applica-
tion of quality management techniques is further explained in Chapter
9.
You are cautioned, though. Do not allow your desire for better
quality letters to overcome good logical common sense. When reviewers
observe errors, they should certainly record them or otherwise advise
the offending personnel. But observed errors should not carry automatic
retyping requirements. If errors are serious or involve important
consequences, retyping is probably necessary. Otherwise, it may be
adequate to advise the personnel making the errors and permit the
correspondence in question to be forwarded in its present form.
Reviewers are particularly cautioned against causing letters to be
retyped just to change phraseology. We have found that this is
consistently one of the greatest evils which causes lost time and
delay in the preparation of correspondence.
The cures for letter writing headaches are indeed hopeless for
pursuers of perfection. But let us pursue improvement, not perfection.
Let us seek to have more and more plain letters: letters that are
easy to understand and less wasteful of words.
The General Services Administration recently issued a Records
Management Handbook called "'Plain Letters." This handbook is one of
several prepared by the National Archives and Records Service as guides
to reducing and simplifying paperwork. It was not written in a
pursuit of perfect letters. Nor was it written with the thought
of making talented writers out of people without writing talent.
Our ambitions are more realistic. We are convinced that most people
can turn out letters in plain, everyday English by sticking to a few
simple rules.
"Plain Letters", 1955, prescribes a b-S Formula for putting back
into letters those virtues that "gobbledygook" takes out: Shortness,
Simplicity, Strength and Sincerity. It contains 17 specific rules
for writing simpler English. And as an example of plain writing in
the best American tradition, it exhibits letters selected from
Government over a period of 150 years.
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For ReleasSCW, ,Q@05R000200100013-8
"Plain Letters" is available to all government agencies. Copies
can be ordered from the Federal Supply Service, Stores Depot, General
Services Administration, Region 3, Washington 25, D. C., at thirteen
cents each. Order stock number 7610-00-75217. Individuals wishing
to buy copies may get them from the Superintendent of Documents,
Government Printing Office, at thirty cents.
Why, when we write letters, do the big words seem to rush in
ahead of the little ones? Most of us, when we talk would say:
"We live in Manhattan." But let us dictate a letter and we are
likely to say we are "domiciled" here. Pleasant little words
like "better" become lost in "ameliorate"; "to make" is "to
effectuate"; and that wonderful little word "pay", beloved of all
men, turns out to be "renumeration." Then, as if there were not
enough big words, the little ones are sometimes stretched. Haven't
you seen little words like "lapse" stretched into lapsation" and little
words like "visit" stretched into "visitation?"
Wherever we improve our letters, letter cost goes down. Everybody
knows that needless words pile up needless costs, and foggy meanings
exact their toll from the tax bin. But these savings from improving
the quality of letters cannot always be measured.
The means of controlling letters to make them plainer and less
costly may be restated in terms of six staff functions.
1. Promote better letters, proclaim that plain letters are, in
fact, government style; and cooperate with the activity's training
officer in providing guidance on how to write )-S letters (shortness,
simplicity, strength and sincerity).
2. Develop and introduce standard correspondence practices.
Standard practices apply not only to typing and editorial style, but
also to minimum copy requirements and flow of mail.
3. Supply guidance in making better use of better form letters.
4. Help large offices on their projects to improve form letters
and install Correspondex systems.
5. Cooperate in the development of standards for better use
of machines and supplies in letter writing.
6. Act as a clearing house for those miscellaneous shortcuts
so often overlooked,. yet so often helpful to typists and stenographers.
There is one important fact that I suggest you not lose sight of.
The Records Act of 1950 in using the phrase "control over creation of
records" recognized that the cure for many records ills is a preventive
one. Who will apply this preventive cure except the people who make
the papers that make the records?
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
Control of letter writing practices dries up useless correspondence
records at the source. Here's how:
The number of second inquiries are cut down by prompt and easily
understood replies.
Nonessential letter writing is reduced. For example, useless
letters saying only that this or that is enclosed, are not written.
Nonessential copymaking is reduced, and essential copies are
directed to official file stations.
And finally, letters of no record or reference value are disposed
of at the source before they ever get into files.
Can we doubt that plain letters and efficient letter writing
practices will help recordkeepers and archivists achieve their
primary objectives: fewer and better records?
For future reference and use, we have included Guide for Letter
Writers (page 10-8); Suggestions for Improving Dictation (page 10-16).
These additional references may be procured from the General
Supply Depot, Unit B-5, Naval Supply Center, Norfolk., Virginia:
Selective Words, NAVEXOS P-125
Word Rationing, NAVEXOS P-126
Writing Out Loud, NAVEXOS P-1515
GUIDE FOR LETTER WRITERS
1. Get off with a bold, straight-forward start. Avoid such as "The
records of this office indicate," "In accordance with the policy stated
in reference (a)," The opening of a letter is important. Be direct.
What is said in those first few lines goes a long way toward determining
the general effect on the reader.
2. State a single purpose clearly and briefly. Do not bury the meaning
of a letter in a mass of jumbled words. Do not confuse it by dragging
in unrelated ideas.
3. Discuss only one subject in a letter. Nobody can really attend to
two things at once. Putting two messages in a letter can easily lead
to the neglect of one of them.
4. Keep the reader's interest by giving the gist of the letter in a
few words at the beginning of the letter. Then proceed to explain in
an easy flowing step-by-step press.
10-8
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
5. Break right into the heart of your message. Don't waste time on
the wind-up. Know how to start. Know when to stop.
6. Explain fully and clearly the reason for and the action desired.
7. Keep letters as brief as possible, remembering to place more
importance on clarity than brevity. Long letters look heavy and
suggest tedious reading. Wordiness usually indicates lack of prepara-
tion. Salesmen who are wordy are bores. So are wordy letters.
8. Write so that one and only one impression can be gained from
what is written. Try to keep sentences no longer than 25 to 30 words.
Write clearly, concisely, and courteously in as few words as possible.
9. Write naturally. Get away from all stilted, dull, dead language.
Use simple words and phrases that are alive, conversational, everyday,
human. Know your subject well and you can write naturally. In writing
a letter, it is not the purpose to exhibit the writer's superior
knowledge--if he has any--but to write so that his reader will under-
stand readily what he intended.
10. Talk--don't write. Think of your reader as there at your desk.
Talk to him in words and phrases he will understand--words and phrases
used in daily talk in the office, in the shop, on the street. Big,
long words name little things. Learn to use little words in a big
way. Assume the same attitude as though he were there talking to you.
Avoid unnatural phrases or expressions. Common courtesy and common
sense demand that a dictator use words familiar to his reader.
11. Get a smile into your letter. Be cheerful. Get the right spirit,
the sparkle, the helpful tone, the interested attitude into your letter.
Make frequent use of the words "please" and "thank you." A letter
reflects the mood of the dictator. So get in the right frame of mind.
12. Stick to the subject. Don't wander into by-paths. Don't drift.
Don't beat around the bush. Don't repeat.
13. Be sincere. Your readers will appreciate your sincere interest
in their needs and requests. They like to receive attention. There
is no place in good letter writing for the smart aleck, the funny
fellow, the fresh guy.
14. Plan your letter. Make a mental or pencil outline. Form a mental
picture of the letter as it will look when completed. When planning a
letter, think only of the ideas. Get those lined up in the right order
first. The words will then take care of themselves. It is not good
practice to dictate aimlessly, intending to correct, amend, and revise
later.
15. Reply promptly. Prompt and courteous treatment brings pleasing
reactions.
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved Fo6l%R9A& W-P74-00005R000200100013-8
16. Don't be argumentative. If a correspondent claims he has not
received a certain letter, assume that it has gone astray and send
him a copy of it. Don't try to prove yourself above criticism. Admit
your errors.
17. How does your letter measure up? Upon completion of a letter,
the originator should apply the following criteria for accuracy and
effectiveness:
All necessary information is included.
All questions are satisfactorily answered.
Only essential information is included.
Ideas are expressed in the fewest words consistent with
clearness, completeness, and courtesy.
Repetition is avoided.
The words are exact, simple, and well-chosen.
The sentences are well-constructed and not too long to be
easily followed.
The paragraphs are complete thought units and are arranged
in proper sequence.
All information is accurate.
Any statements relating to policy conform to established policies.
Errors in spelling, punctuation, and grammar do not occur.
Trite or stilted phrases are avoided; the style of writing is
natural.
The letter is courteous in tone.
The letter is free of words or phrases that may annoy a reader
and thus defeat the purpose of the letter.
18. Dictation versus Longhand. Generally, dictation produces a better
letter than one written in longhand. Every military and civilian execu-
tive should become proficient in dictation as a means of (1) further
improving the quality of correspondence and (2) saving time. Dictation
of a rough draft which may be corrected or refined prior to final
preparation is often a desirable practice.
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Released (gg GI 05R000200100013-8
19. Avoid use of:
ACCORDING TO OUR RECORDS -- the reader knows that.
ATTACHED HERETO -- eliminate hereto.
ENCLOSED HEREWITH -- eliminate herewith.
CONTENTS DULY NOTED -- your reply will indicate whether the
letter was "duly noted."
WE WOULD STATE or WE WISH TO STATE -- don't announce that you
are going to say a thing. Say it.
WE WOULD SUGGEST or IT IS SUGGESTED -- "We suggest" is more
direct and just as courteous.
20. For more information on selection of words and phrases, get a
copy of "WORD RATIONING." It bears publication number NAVEXOS P-126.
Another interesting and helpful publication is NAVEXOS P-125, "SELECTIVE
WORDS." These publications should be requisitioned from the Gerleiral
Supply Depot, Unit B-5, Naval Supply Center., Norfolk, Virginia.
(Note: The following is taken from enclosure (1) of BUSANDA Instruc-
tion 5200.6 of 22 November 1955; Subject: Plain letter writing. This
information is reproduced here because it is considered excellent
training material, yet did not receive distribution to all commands.)
"Know the ship by the cut of her jib't;
know an organization by the letters
it writes.
BUSANDA'S prestige and success in operations depend a great deal
on the ability of its letter writers to communicate clearly and rapidly.
Nothing hinders the smoothness of operations more than a letter that
leaves everything to the imagination. A vague and poorly organized
letter forces the reader either to ask the writer for a translation
or to proceed with a prayer that his interpretation is correct. Too
many times these decisions set off a chain reaction of wasted time,
money and effort. A "say-what-you-mean" letter will discourage such
waste and will inspire respect and cooperation.
Let's look for the "soft spots" in our letters. ISOLATE these.
DIAGNOSE the problem. CURE or STRENGTHEN by the application of better
writing habits. We should avoid hopelessly trapping readers in a maze
of words, such as illustrated below:
"In the case of a member claiming basic allowance for
quarters for a wife during the period of interlocutory
divorce decree which requires that the member contribute
to the support of his wife during such period in an
amount less than the minimum allotment required and in
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
case of a member claiming basic allowance for quarters
for a wife to whom he is required to contribute under a
written separation agreement an amount less than the
minimum allotment required, the amount required to be
allotted may be reduced, at the election of the member
concerned, to an amount not less than the applicable
basic allowance for quarters or the amount that such
member is required by the interlocutory divorce decree
or written separation agreement to contribute, whichever
is greater."
A. Planning
Elementary though it is, the precaution bears repeating. THINK
BEFORE YOU WRITE. Once that letter has been signed, sealed and delivered,
the die is cast. In a personal interview, the speaker is able to judge
from facial expressions whether or not the listener is getting the point.
Not so with the inanimate letter. It stands alone. Whether the letter
conveys the intended message will depend on what is said and how it is
said. Before plunging into actual dictation, the writer should ask
himself: Why is it necessary to write the letter? What is the subject
or central thought? What does the subject include? What should it not
include? When these questions are satisfactorily answered, it is time
to build up an "atmosphere." Here the writer should picture the
reader. Is he Navy, Army, Congress, or private citizen? Is the subject
new to him? Is he a technician? This stage of planning lays the
groundwork for the tone of the letter.
B. Outlining
Some letter writers find that a written outline helps to
harness their thinking for the longer letter. They find it easier to
sort out useless facts, to tone down minor ones, and to put the
remainder in the proper niches.
If an outline is used, it is well to keep this in mind:
1. Cover only one problem in a letter.
2. Do not crowd ideas too closely--two key ideas fully
developed are better than six partially discussed.
3. Do not skip from one idea to another; develop each
idea fully before going on to the next.
The arrangement of ideas around a specific plan will also
help the reader. If the subject matter permits, the writer may break
down his letter into the following sequence:
1. subject or problem
2. facts
3. discussion
4. conclusions
5. action
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
He may elect, on the other hand, to use this alternate sequence:
1. facts.
2. discussion
3. recommendations or decision
Remember, "He who hesitates is lost," does not apply to the
letter writer. Thinking, Planning and Organizing will save many rewrites.
A,. Simplicity
Straight-from-the-shoulder language gets action. Nothing is
gained by sniping around the subject with ill-chosen words or marathon
sentences. Plain language always hits the target. Every letter writer
is guilty at some time of falling back on favorite old stand-bys.
Every writer can supplement the following list with many other roundabout
phrases that cling like barnacles to our correspondence:
Avoidables Simpler Substitutes
on the occasion of ......................when
in view of the fact that ................since, because
in the amount of ........................for
in view of ..............................because
in order to .............................to
on behalf of.... ......................for
in accordance with ......................with, by
by means of .............................with, by
subsequent to ...........................after
"Avoidables" are grammatically correct, safe, and noncontroversial.
In many cases they are the personal preference of supervisors. Unfor-
tunately, they are barricades which slow down the reader. As fewer
words mean faster reading, the letter writer should get into the habit
of using the "simpler substitutes" and soft-pedalling the overused
phrases and words. To insist that a word or phrase be put on the
"strictly taboo" list is unwise. Every word and phrase has its time
and place. Here the letter writer must learn to use good judgment.
Another way to shorten letters and to make them more simple is to
change clauses to phrases and to change phrases and clauses to single
words. For example, the sentence
"The committee held its first meeting for the purpose of
organizing and establishing working procedures."
"The committee held its first meeting to organize and establish
procedures."
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
another example
"Also included are the two employees who were recommended for
'satisfactory'."
would be better as:
"The two employees recommended for 'satisfactory' are also
included."
B. Emphasis
Gestures are used frequently in conversations to bring home a
point. Lacking these physical means in writing we must arrange our
thoughts or sentences in a way which will capture the reader's attention.
As the reader is more apt to retain longer what he reads last, the end of
a sentence should be saved for the emphasis. The less important elements
should be placed in the first part of the sentence. Rarely should the
middle portion of a sentence be used for emphasis. Note the following
example:
Weak: The adhoc sub-committee can and frequently does operate
independently, but it normally operates as part of the whole committee.
Improved: Normally operating as a part of the whole committee
the adhoc sub-committee can and often does operate independently.
C. Signals
On highways the driver depends on hand signals to show him
what the other fellow's next move will be. In letters the reader takes
his cue from signal words, or connectives which direct him to the next
turn in a thought. The connectives shown below help to keep the reader
on the road:
Simple Signal Words How used
besides, also to add another thought
first, next, then, finally, to arrange ideas in
meanwhile, later, afterwards, order, time, space
nearby, above, below, in
front
but, still, however, on to connect two
the other hand, yet contrasting ideas
D. Dynamos
Build ACTION into your letters. Keep them moving. Let them
talk for you through active verbs. Don't place verbs in the role of
nouns. Typical examples:
10-1
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release N%I&E~~iDRtRWR000200100013-8
Sluggish To the Point
A reorganization of the The Washington Office
Washington Office took place was reorganized
Complete recordation of significant data were not
significant data was not often completely recorded
often effected
Locate the verbs near the subject or object to avoid awkward or confused
sentences. Example:
Avoid: The supervisor believed, as did members of his staff
during the rush season, that it was necessary to work overtime.
Write: The supervisor and his staff believed that it was
necessary to work overtime during the rush seasons
Help the reader to build mental pictures by using concrete or
specific words. Abstract words such as "eligibility" and "systems"
are useful when the writer wishes to summarize his ideas without
particular emphasis, but concrete words should be used at the same
time to illustrate the ideas.
Don't put up mental blocks by using technical language which is
unfamiliar to the reader,
WORDS ARE PERSONALITIES. CHOOSE THEM CAREFULLY to gain the complete
understanding of the reader.
N. TONE YOUR LETTERS FOR THE OCCASION
How you say it will make or break your letters. Sometimes the
subject calls for a formal dress of words; sometimes it calls for the
informal. Regardless of what the occasion is, the words chosen must
be friendly, sincere, natural, sympathetic, persuasive and earnest.
At no time must the writer forget his obligation to the reader, that
of being courteous. Neither must our letters lose their dignity, nor
insult by "stooping" down to the reader. Break the habit of finishing
a letter with such sentences as,"If I may be of any further assistance,
do not hesitate to call on me." If the letter is prompt, friendly,
helpful and has completely answered the writer's questions, don't spoil
it by implying that perhaps some information has been withheld. On the
other hand, if the writer cannot furnish the desired information, he
should say so, or when possible tell the reader where he can get the
information. Skirting answers with phrases like "it seems" or "as it
appears" make the reader suspicious of the writer's sincerity and desire
to help. Imagine that you are the reader. How would you react to words
or phrases that sound high-and-mighty or impersonal. If the writer is
not careful, unintended meanings and tones will creep into his letters.
10-15
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For CepbIEN QP/ AGlAkMP74-00005R000200100013-8
Ideally speaking, toeing-the-mark on the principles of plain letter
writing should make rewrites a thing of the past. Yet we know we will
always be faced with the differences of opinions as to whether or not a
letter should be rewritten, "Referee" these decisions by asking the
following questions:
1, Will it fail to bring the same results as a rewrite?
2. Will the present version of the letter create a deservedly
bad impression of the organization?
3. Is the nature of the correspondence such that it must be
rechecked and retyped until no further improvement appears possible?
) Would you, from the viewpoint of the reader, say that the
letter should be retyped?
Only retype the letters regarding which we can truthfully answer "yes"
to one or more of the above points,
SUGGESTIONS FOR IMPROVING DICTATION
1, First, think out what you want to say and then follow through with
the whole thought, Have an idea of what you want to say, remembering
that an idea is a funny thing that won't work unless you do. A mental
or written outline is a must for good dictated letters,
2. The dictator should never allow his voice to fall at the end of a
sentence. Enunciate clearly, This is absolutely necessary when using
a dictating machine,
3. A straight tone is better than one with inflections, although it
does get more monotonous in lengthy dictation,
4. Don't dictate too slowly, phrase if possible,
5. Don't dictate too fast. Watch your secretary for her rate of speed,
6. Speak distinctly, Improve your enunciation and pronunciation,
7. Use clear-cut, simple sentences. Watch your grammar. Money is
the only thing that talks without anybody watching its grammar,
8. Don't drum on the desk or do anything to distract your secretary's
attention, '
9. Don't get up and wander around the room while dictating. The voice
doesn't carry clearly from all parts of the room,
10-16
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8
CORRESPONDENCE MANAGEMENT
10. Dictate periods and paragraphs. Give the spelling of names or
unusual words when it is necessary to use them.
11. Realize that for every hour of dictation, from two to three hours
of transcription are required. Don't expect the impossible. Give your
secretary ample time for transcription. Don't stand watching over her
shoulder. She can'-t do her best work while you're on guard., ready to
snatch the letter from her typewriter.
12. Assign the most important work first to avoid those last minute
rushes. Tell her which letters must be mailed that day.
13. Have a definite dictation period, preferably one in the morning
and another in the early afternoon.
14. Don't interrupt your secretary unnecessarily during. transcription.
15. Don't call your secretary for dictation unless you are ready for
her. Have all of your records and data that you need for dictation.
10-17
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100013-8