US Government Correspondence Manual

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200190005-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 115
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 5
• Publication Date: May 4, 1961
• Content Type: MEMO

$Tw"1D/RD"O"M "? GApproved For Release 2002/08/26 : CIA-RDP74-00005R000200190005-8
Office l an&andum ? UNITED STATES GOVERNMENT
TO : I I DATE: 4 May 1961
25X1A9A
WsJ : US Government Correspondence Manual
Very nicely organized and stated. If we could standardize
on all the minor discrepancies, the Manual would be useful, other-
wise it could be just a source of confusion to our personnel.
I have made notes on the pages of differences we noticed.
One thing that does concern me in Chapter !t is the recommended use
of Penalty Indicia, or Postage and Fees Paid Envelopes for U.S.
Mail and Messenger Service involving "Stop Nos." These envelopes,
postage that is, are paid on an estimate use basis and it would
seem foolish to use them for messenger service unless this is some
attempt to build u the Post Office Department revenue. I checked
25X1 A9A this point with and he says we _s d not use them for
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UNITED STATES BOYERNMENT
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4
UNITED STATES GOVERNMENT
CORRESPONDENCE
MANUAL
Part I
PREPARATION OF CORRESPONDENCE
September 1960
Federal Stock Number
7610-543-4888
I
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ONTENTS
Part I-PREP41RATION OF CORRESPONDENCE
Chapter Page
1. Letters. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
2. Memorandums . . . . . . . . . . . . . . . . . . . . . . . . 1-13
3. Telegrams . . . . . . . . . . . . . . . . . . . . . ... . . . 1-19
4. Envelopes and Mailing. . . . . . . . . . . . . . . . . . . . . 1-29
5. Forms of Address . . . . . . . . . . . . . . . . . . . . . . 1-35
Exhibit
1-A Single-Spaced Letter . . . . . . . . . . . . . . . . . . 1-7
1-B Double-Spaced Letter . . . . . . . . . . . . . . . . . . . . . 1-8
1-C Format of a Letter 1-9
1-D Last Page of the File Copy . . . . . . . . . . . . . . . . . 1-10
1-E Assembly of Correspondence File . . . . . . . . . . . . . . . 1-11
1-F Arrangement of Paragraphs . . . . . . . . . . . . . . . . . . 1-12
1-G Memorandum on Optional Form No. 10 . . . . . . . . . . . . . 1-17
1-H Memorandum on Memorandum Stationery . . . . . . . . . . 1-18
1-I Single-Address Telegr Ian . . . . . . . . . . . . . . . . . . . . 1-24
1 J Other Forms of Address for Telegram . . . . . . . . . . . . 1-25
1-K General Services Administration Communications System . . 1-27
1-L Addressed Envelopes 1-32
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4
CHAPTER 2
4
1. USE
MEMORANDUMS
? Memorandums are used for informal oorr"ond-
enee within and between Federal agencirs.- This
chapter contains instructions for the'psparation
of Optional Form No.10 prescribed in Bureau of
the Budget Circular No, A-33, Revised, March
9, 1959. The memorandum stationery also pre-
scribed in A-33 is not covered. in the instructions
which fallow, but its use is Illustrated in exhibit
No. 1-G. The exhibit slows memorandum sta-
tionery with identification of the agency' over-
printed and with the 'addrem so placed that the
memorandum can be used in a window envelope.
at least 1 inch for the margin at the right Bide
and at the bottom of the page. Allow side mar-
gins.of 1 inch and bottom margins of at least
1 inch on second and succeeding pages.
5. DATE
a. Omission of date at.time of .typing.. Omit
the date. an a memorandum that will be signed
in another office or that may not be signed the
day you type it.. The appsvpriate date will be
added when the memorandum is signed.
b. Inclusion, . When the date of signing is
known, type the date 2 spaces to the right of the
colon following the printed word "Date." The
name of the month'may -be abbreviated, if do-
sired. The day and year are in numerals. In
showing the day, omit ending" such as it or th.
2. STATIONERY
a. First page of a memorandum. Use Op-
tional Form No. 10 for the first page of a
memorandum. It is available in sizes 8 by 10%
inches and 8 by 51/4 inches. The form is, not
designed for mailing in a window envelope.
b. Succeeding pages of a memorandum.
Type the second and succeeding pages of a memo-
randum on plain paper.
3. NUMBER OF COPIES
Keep the number of copies to a minimum. Be
sure, however, to supply copies for all addressees.
When a file copy is required, prepare it an yellow
tissue.
4. MARGINS
.Set the left margin of the test on the first. page
flush with the printed word "Subject." Allow
-1. / ?: aZe-W ,~Wfr .3/,
teferrenoe. If a
type 4%&replyy refer to:" 2 lines
with the peinted'word'Date." On there d line,
flush with the reference notation, type the refer-
ence symbol. If ' due reference is lengthy, use ad-
ditional lines, single spaced and blocked.
b. Addressee'se rencL : If the addressees
reference identilicaem is to be included, type N%
"Your reference:"-.2 lines below and alined with
the printed word- "Date or; if a sender's refer-
ence is used, 2 lines below that refere cey On
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double spigi between paragraphs.
memorandums of one paragraph.
7. SPECIAL MAII.iNG INSTRUCTIONS
Instructions for mailing, such as AIRMAII, SPECIAL
DELIVERY, CERT D, or REGISTERED, are noted
on the face of the memorandum only when it is
known that they will be observed by the mai-
room. Type or stamp special instructions 1 line
above the printed word "To." When more than
one notation is used, arrange the notations ?con-
tinuously on 1 line, separating than with dashes.
Example:
9. A'ITENTiON OR THROUGH LINE
tion : " followed by the name of the person, 1 line
within the organization addressed, type "Atten-
randum to the attention of a particular person
a. Attention line. When directing a memo-
dresses. Example:
Executive
TO:
line. ? When sending a m
dum thjlough intermediate office) type
`'hrough:" and the designation of the office a
line below and flush with the name of the ad-
dressee. Example:
TO: Executive Office
Through: Management Division
10. "FROM" LINE
Type the identification of the signer 2 spaces to
the right of the colon following the printed word
"From." Include, as needed, the name of the
signer, his title, the name of his office, or the code
of his office. Type enough organizational infor-
mation, with location if necessary, to identify the
sender. Supply complete identification of the
sender's agency when directing a memorandum
to an outside addressee.
11. "SUBJECT" LINE
S. "TO" LINE Type a brie descriptive statement of the subject,
2 spaces to the right of the colon following the
Type the identification of the addressee 2 spaces printed word "Subject" If more than 1 line
to the right of the colon following the printed is required for the subject, begin succeeding lines
word `To." Include, as needed, the name of the flush with the first line. Capitalize only the first
addressee, his title, the name of his office, or the word and proper nouns. Example:
code of his office. Add enough organizatio al SUBJECT:. Standards and specifica-
identfication to insure delivery. Personal titles tions for the positions to
such as Mr., Mrs., or Mfrs maybe omitted. be established in the His-
When a memorandum is directed to two or torioal '.Compilations Unit
more addressees, type their names, titles, or codes ~`-./ 8 i.7 0 y"`j~ I
IL . printed word "T," provided 9 9L,~
after the o there is .' 12. BODY OF.MSMORAATDUM
space. If there is not enough space for the
names of the addressee "See list below" or a. Spacing. Begin the body of a memorandum
17, following, for instructions about listing (each paragraph flush with the left margin.
v x
1-14 ??
Office
Attent : John J. Brown
ciO IV -cio" n/
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Sect on D. MEMORANDUMS ON f F9i " i9~:'15
Sie Memorandum) Exhibit 5
rO
/0
70. Margins. The width of margins on UA a Form Noa-4 is governed
by the headings "To," "From," and "Subject" preprinted on the
stationery. The left margin is therefore placed two spaces after
the colon following the word "TO." The right margin should be
approximately the same width.
71. Date. If it is appropriate to date the memorandum at the time of
typing, place the date after the printed caption in the upper right
corner. A date is expressed without punctuation in the following
.
sequence: day, month, and year--e.g., 16 June 194%.43
72. "TO" Line. On the "TO" line, starting two spaces after the colon,
type the title of the addressee. If two lines are required, indent
the second line two spaces.
73. "ATTN" Line. If used, an attention line is denoted by the abbrevia-
tion "ATTN" typed in all caps, even with and centered between the
"TO" and "FROM" lines. They colon after "ATTN" is placed in line with
the other colons of the heading. On the "ATTN" line, starting two
spaces after the colon, type the title of the addressee.
74. "THRU".Line. If it is desired to forward the memorandum through
another office or official} denote this by placing "THRU" followed
by the title of, the addressee, in lieu of "ATTN" as shown in Exhibit
75. "FROM" Line. On the "FROM" line, starting two spaces after the
colon, type the title of the official who will sign the memorandum.
76. "REF" Line. Although Exhibit-5 does not illustrate the use of a
reference line, material related to the memorandum can be cited
in a line preceded by the abbreviated heading "REF" placed two spaces
below, and in line with, the word "SUBJECT." For example:
SUBJECT: Correspondence Training Material
REF : CIA Correspondence Handbook, Chapter II
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
77. Text. The text of a memorandum onSt6r daxsl Form No. , begins four
spaces below the last line of the "SUBJECT" for it,
line, as the
case may be.
78. Paragraphing. See Paragraph 16.
79. Page Numbering and Identification. Exhibit 5 illustrates a single
page memorandum. If it had been necessary to continue the text on
additional pages, each would have been identified as described in
Paragraph 18.
80. Continuations. See Paragraph 19.
81. Signature. F-t spaces below the last line of text, and one or two
spaces to the right of the center of the page, type the name only of
the official who is to sign the memorandum. The name is typed in
all caps. No title appears after the name when the "FROM" line
contains this identification.
82. Enclosures. See Paragraph 21.
83. Distribution of Original and Copies. Distribution information may
be shown on h on inal as well as all copies of memorandums
prepared on AM= Fort$ No. -640- Type the word "Distribution"
flush with the left margin, two lines below the signer's name or
the enclosure listing. Immediately below "Distribution" list the
original and copies in the following manner:
Distribution:
Orig. - Addressee
1 - D/LO (with encl.)
1 - C /M
1 - MS/RMD/R&CMB
If it is not desirable to show distribution information on the
original, follow the procedure given in Paragraph 67.
84. Originating Office Identification. "MS/RMD/R&CMB:HIJones:uvw/3456
15 March Q" as shown in Exhibit 5 denotes the originating office
(MS/RMD/R&C ), the originating` official (HlJones), the typist (uvw),
the originator's telephone extension if appropriate (3456), and the
date the memorandum was dictated (15 March f*). Refer also to
Paragraph 23. 6 3-
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9.
CORRESPONDENCE - GENERAL
May 1955
Originating office identification may be shown on the original as
well as all copies.
85. Defense Classification and Control Markings. See Paragraph 21.
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
Office Memorandum ? UNITED STATES GOVERNMENT
TO Director of Training
ATTN : Chief, Management Training Division
1aoM Chief, Management Staff
1UD~: Correspondence Training Material
IT THE DATE EHENEYER
THE FISHING DF A MEMO.
RANDOM MAY EE DELAYED.
4 SPACES
1. Recent discussions with members of your Clerical
Training Staff indicated that stenographers and typists find
it difficult to determine when to use letterhead, plain bond,
or Standard Form No. 64 (Office Memorandum) stationery in the
preparation of memorandums.
2. In an effort to solve this problem the Management
Staff has developed a guide in chart form. Titles of addressees
who receive CIA correspondence form the primary index of this
guide. From this index, personnel originating'correspondence
can readily determine which format to use (memorandum or letter),
the types of stationery, and the number and types of copies re-
quired.
3. A copy of this guide is enclosed for your review.
is Staff will be glad to provide additional copies if its use
is considered appropriate for training purposes. It is antic-
ipated that the wide will be included as an exhibit in the CIA
Correspondence Handbook presently under revision. Your opinion
of this proposal would be appreciated.
5 SPACES
- - - JOHN J. JOHNSON
2 SP IC_
Enclosure:-___-
Exhibit 1 of Proposed CIA
Correspondence Handbook
?
Distribution:
Orig.
- Addressee
1
- D/L0-
1
- C/MS
1
- 1 /RMD/R&CMB
?
MS/1MD/R&CMB:HIJbnes:uw/3456 (15 March 54)
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
* MAY BE TYPED ON THE ORIGINAL AND COURTESY COPY (IF ANY).
EXHIBIT 5
MEMORANDUM ON R
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CORRESPONDENCE - GENERAL
May 1955
Chapter III
86. The letter form of correspondence is used by CIA officials to com-
municate with Government agencies or their officials, and private
individuals and organizations, whenever use of the memorandum form
is inappropriate. When to use the letter form is outlined in Part I
of Exhibit 1. In addition, Part II of this exhibit lists the types
of stationery to use and requirements for copies. Further discus-
sion of these elements in this chapter is considered unnecessary.
Also, to avoid repeating style standards previously discussed in
this Handbook, frequent reference will be made to paragraphs in
Section D of Chapter I.
87. Exhibit 6, i illustrates the format of a letter addressed to a private
individual. However, the format of this 'sample is equally appropriate
to letters addressed to Government officials or agencies.
88. Margins. The finished letter should have a well-balanced appearance.
Consider carefully the length of the message, then adjust the margins
according to the guide shown in Paragraph 12.
89. "IN REPLY REFER T0." The use of this line is optional. See Para-
graph 13.
90. Date. If it is appropriate to date the letter at the time of typing,
place the date immediately below the "Refer to" line as shown in
Exhibit 6. If a "Refer to" line is not used, type the date five
spaces below the last line of the letterhead, flush with the right
margin. A date is expressed without punctuation in the following
sequence: day, month, and year--e.g., 12 June 19
~3.
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CORRESPONDENCE - GENERAL
May 1955
91. Special Mailing Requirements. Type in all caps any instructions for
special handling, such as: SPECIAL DELIVERY, AIR MAIL, and REGISTERED
MAIL. Place these instructions two spaces above the address, flush
with left margin.
92. Address. Type the address in block form five spaces down from the
date if one has been inserted. If the date is not typed, begin the
address ten spaces below the last line of the letterhead. Use single
spacing. Whenever possible, confine the address to not more than
four lines. A two-line address may be doubled spaced, or increased
to three lines single spaced by placing the town and State on sep-
arate lines.
Write a firm name as it appears on the letterhead used by the cor-
respondent. The administrative title of the person addressed is
normally placed on the second line and not on the same line with
the name. When it is necessary to continue a name or title to a
second line, indent the carry-over two spaces. Example:
Mr. N. B. Smith
Chief, Regional Budget and
Accounting Office
Blank Typewriter Company
Chicago 8, Illinois
Streets designated by number should be spelled out if under two
digits, as well as the words "Street," "Avenue," etc. Type the
name of the city and State on the same line, with a comma between
them. Include postal zone numbers, if available.
93. "Attention" Line. An attention line may be required for the proper
delivery of a letter to . person other than the addressee. Type the
word "Attention," followed by a colon and the name or title of the
person, two spaces below the last line of the address and flush with
the left margin.
94. Salutation. Type the salutation two spaces below the address (or
attention line, if used)' 'lush with the left margin, followed by a
colon. Section C of this chapter lists salutations most commonly
used in CIA correspondence.
The name used in the salutation is the person or firm addressed, and
not the person referred to in the attention line.
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CORRESPONDENCE - GENERAL
May 19 55
95. Body. Begin the body of the letter two spaces below the salutation
line. Short letters of only one paragraph or one sentence may be
doubled spaced. Type longer letters single space and double space
between paragraphs.
Primary paragraphs are indented five spaces but are not numbered.
Subparagraphs should be avoided; however, when their use is ap-
propriate, they are indented and identified by letters and numerals
as described in Paragraph 16.
96. Page Numbering and Identification. See Paragraph 18.
97. Continuations. See Paragraph.19.
98. Complimentary Close. Type the complimentary close two spaces below
the last line of the bossy of the letter, beginning one or two spaces
to the right of the center of the page. Section C of this chapter
lists complimentary closes most commonly used in CIA correspondence.
99. Signature and Title. Type the name of the signing official five
spaces below, and centered with respect to, the complimentary close.
Center the official's title immediately below his name. Place the
title on two lines if necessary to achieve the best appearance. The
official's name and title are typed in initial caps only.
100. Enclosure. Note in Exhibit 6 that the single enclosure is not
identified by a number. Refer to Paragraph 21 for further informa-
tion.
101. Distribution of Original and Copies. When it is desirable to
indicate to an addressee outside the Agency that other outside
parties or agencies are to receive copies, the recipients of copies
are:listed under "cc" on the original and every copy prepared. The
distribution of the original and all other copies, however, is shown
separately under the word "Distribution" only on copies retained in
the Agency. Thus the distribution of copies outside the Agency is
positively shown on copies retained. Also, this format aids mail
handling by showing unquestionably whether or not a courtesy copy
is being furnished.
To indicate external distribution of information copies, type "cc:"
in lower case flush with the left margin, two lines below the title
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CORO r
CORRESPONDENCE - GENERAL
May 1955
of the signing official or the enclosure listing. List the informa-
tion addressees in the following manner, indicating those to receive
enclosures:
cc: Comptroller General (with Encl. 1)
Postmaster General
To show the distribution of the original and all other copies, type
the word "Distribution" flush with the left margin, two spaces below
the last external information addressee. Immediately below "Dis-
tribution" list the original and copies in the following manner:
Distribution:
Orig. and 1
- Addressee
1
- DD/S1
1
- Exec.. Reg. (with basic)
1
- Chrono.
Again--this information is typed only on copies to be retained in the
Agency. Paragraph 22 cites other rules governing when to show copy
distribution information on originals and copies.
102. Originating Office Identl.fication. "CTB/TR:ABConrad:tuv/2468 (21
April 541 3 as shown in Fkhibit 7 denotes the originating office
(CTB/TR), the originating official (ABConrad), the typist (tuv), the
originator's telephone extension if appropriate (2468), and the date
the letter was dictated (21 April). Refer also to Paragraph 23.
103. Defense Classification and Control Markings. See Paragraph 24.
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216 CORRESPONDENCE - GENERAL
May 1955
4
CENTRAL INTELLIGENCE AGENCY
WASHINGTON D. C. 1 rME use or A ?REPU To?
} T - - - DEIIDN AT ION li OrT10NAl.
3 SPICES
IN REPLY REFER TO :
CTB/TR , -
10 7Y ALt
AIR MAIL 5 SdCES
Dean Warren J. Peters --------------------$
School of Government
Thomas Jefferson University
Philadelphia 10, Pennsylvania
ON IT THE DATE WHENEVER
THE SIGNING Or ALETTER
MAY WE DELAYED. ALWAYS
OMIT THE DATE WHEN PEE?
PARING CORRE!PONDEMCE
FOR THE E I GNATURE OF THE
DCI OR MI3 DEPUTIE8.
Thank you for vo,ir letter of 16 April 19rj(v in which you described
your sch~^T' nurse in correspondence manage-
CE-~T6' of
"How To Conserve Stenographic and Typing Skills"
4
4
We conduct a continuing training program for our stenographers
and typists in addition to providing them with written guides.
Entrance-on-duty as well as refresher course are offered.
EXHIBIT 6 (PART I)
LETTER FORMAT - FIRST PAGE
4
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CORRESPONDENCE - GENERAL
May 1955
6 SPACES
}I _Dean W. J. Peters, Thomas Jefferson Univ., Phila., Penna.
t
4 SPACES .
_ _ _ _ The Agency joins me in wishing you success with the proposed
correspondence management curriculum. Please call upon us if we can
be of further service.
2 SPtCES 4 Very truly yours,
f SPACES
_ _ _ _ _ _ _ Walter. P. MCConaughey
____________Director of Training
.. -
2 SP~CES
Enclosure: _ - - _
Pamphlet, "Correspondence Management"
cc: Dean, American University School
of Government (with ends.)
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4- .pocvrr.EJ r
EXHIBIT 6 (PART II)
LETTER FORMAT - SECOND PAGE
CONFIDENTIAL
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4
4
4
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C 4
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Honorable (full name)
Secretarjr to the Pres-
ident
e White House
Wa ington 25, D. C.
Secretary to the Pres
ident'
American Ambassador
(man)
American Ambassador
(woman)
American Minister.
() . .
American Minister
(woman)
f
FORMS OF ADDRESS, SALUTATION, AND COMPL
ADDRESS
The President
The White House
Washington 25,.D. C.
The Vice-President
United States Senate
Washington 25, D. C.
Honorale (full name)
)J
Hono able ( 1 name)
American Amba actor
M~l MAN M" ) 2
(
Honorable '(full
Honorable (full name)
American Minister.
(Complete address) J'
lie Iy.
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
SALUTATION AND
COMPLIMENTARY CLOSE
Respectfully yours,
Dear Mr. Vice President:.
Respectfully yours,
Dear Mr. (surname):.
Sincerely yours,
Very truly yours,
Dear Madam Ambassador:
Very truly yours,
Very truly yours,
truly yours,
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Zq -,
J If .the Director or Deputy Director of Central Intell gene is signing,.
the complimentary close is "Sincerely." EXCEPTION: Lett *v addressed to
The President or Vice President carry "Respectfully yours.
If the diplomatic representative is an Ambassador, the office is
called an Embassy. If the-representative is a minister, the office is a
Legation.
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CORRESPONDENCE - GENERAL
May 1955
American Consul, Consul
General, or Vice.
"'- Consul
Diplomatic Representa-
tive
(foreign)
President of the Senate
Committee Chairman,
United States Senate
Senator
(w,~Zcr
' C ab.??9~ ~,,ryr, W ~?w
(Full name), Esq.
American Consul
His Excellency,.
(Name)
Ambassador (or
Minister)
of (country)
( etf'.. - AA-roae) J
norable (full name)
8ident of the Senate
Was ngton 25, D. C.
Honora a (full name)
Cha \21 ittee on
(name)
United SSenate
WashingtD. Co
Honorable (full
United States Se
Speaker of the House of
Representatives
Committee Chairman
House of Representa-
tive
Honorable (full name
Speaker of the House
of Representatives
Washington 25, D. C.
Honorable (,full name).
Chairman, Committee on
(name)
House of Representa-
tives
Washington 25, D. C.
SALUTATION AND
COMFL oRY CLOSE
Dear Mr. (surname):
Very truly yours,
Dear Mr. Ambassador:
or
Very truly yours,
25X1
Dear Mr. {ersem`}
Very truly yours, t
Dear Sashes ?
Dear Senator (surname):
Very truly yours,
Dear Mr. Speaker:
Very truly yours,
Very truly yours, I
.L
I/ If the diplomatic representative is an Ambassador, the office is called C
an Embassy. If the representative is a minister, the office is a Legation.
-42-
CONFIDENTIAL
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25X1'
%- Cv"-. Justice of the
Supreme Court
Judge I e. Cr..#,*
Secretary of State
Postmaster General
Honorable (full name)
House of Representa-
tives
Washington 25, D. C.
CORRESPONDENCE - GENERAL
May-1955
SALUTATION AND
COMPLIMENTARY CLOSE
Dear Mr. (surname):
Very truly yours,
The Chief Justice Mr. Chief Justice:
t1kear
The Supreme Court4
Washington 25, D." C. Very truly yours,
Mr. Justice (full name)
The Supreme Court '~i,'1 S
Washington 25, D. C.
'Honorable (full name)
Fudge of the (name of
`court)
(Steet address)
(City, zone, State)
'The Hohorable
The Secretary of State
Washington 25, D. C.
pr
Honorable (full
name)
The Secretary dg State
Washington 25, M. C.
Dear Mr. Justicel,(~
E
Very truly yours, ?
Dear Judge (surname):
Very truly yours,
Dear Mr. Secretary:
Very truly yours,
Dear Mr. (surname):?
Very truly yours,
go& Honorable
Me Postmaster Gener l
Washington 25, D. -C. '~.
or
9w Honorable (full
name)
Dear Mr. Postmaster
eral:
Very truly yours,
Dear Mr. (surname):
LdMw Postmaster General
Washington-25, D. C.
. Veiny truly yours,
-43-
CONFIDENTIAL
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25X1
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Attorney G eral
)./
'The Honorable
Dear Mr. Attorney Gen-
.
,.,
The Attorney General
eral:
?
Washington 25, D. C.
Very truly yours, z
or
AM Honorable (full
Dear Mr. (surname): ?
name)
Attorney General
Washington '25, D. C.
Very truly yours,
Secretary of Defense
Honorable
Dear Mr. Secretary:
Secretary of Defense
'We ington 25, D. C.
Very truly yours,
or
or Ho rable (full
Dear Mr. (surname):
name)
.. Secre ary of Defens
Washington 5, D. C.
Very truly yours,
Secretary-of the Army
Honorable (fl name)
Dear W. (surname):
Secretary of the Navy
Secretary of t
Secretary of the Air
(service)
Force
Washington 25, D. C.
Very truly yours,
Under 'Secretary of a..
Honorable (full
\
Dear Mr. (surname) :
-Department)"
-4=
name)
-MW Under Secretary
of
Washington 25, D. C.
`:. Very truly yours,
Assistant Secretary of
4he Honorable (full
Dear Mr. (surname):
:.. (arc Department'
name)
his Assistant Secretary
of
Washington 25, D. C.
Very truly yours,
Director of the Bureau
Honorable (full name)
Dear Mr. (surname):
of the Budget
Director, Bureau of the
Budget
Washington 25, D. C.
Very truly yours,
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CONFIDENT I
CORRESPONDENCE - GENERAL
May 1955
Sion
M4' ~
Head of an Independent
Agency
141e-, _ wf (44.
Q
Chairman of a Commis-
sion
Chief of Staff
(Army or Air Force)
Washington 25, D. C.
Honorable (full name)
' Comptroller Genera
of the United States
Washington 25, D.
C.
Washington 25, D.
C.
norable (full name)
A inistrator
(N a of agency)
Wash ton 25, D. C.
Honorab (full name)
"-Publ Printer
Government inting
Office
Washington 25 D. C.
Honorable (full
President (Name o
. board)
Honorable (full name)
Chairman (Name of
board)
Washington 25, D.C.
Honorable (full name)
Chairman (Name of
commission)
Washington 25,.D. C.
General (full name)
Chief of Staff
United States Army
(or Air Force)
Washington 25, D. C.
SALUTATION AND
COMPLIMENTARY CLOSE
Dear Mr. (surname):
Very truly yours,
Very tryours,
Dear Mr. (surname):
Very truly yours,
Dear Mr. (surname):
Very truly yours,
Dear Mr. (surname):
Very truly yours,
ear Mr. ):
truly yours,
,t?.. n~ r..,~1 s a
Very truly
Dear General (s
me):
Very truly yours,
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CONFIDENTIAL
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CONFT TAL
CORRESPONDENCE - Gffi1'ERAL
may 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Chi of Naval Opera-
Admiral (full name)
Dear Admiral (surname):
do
Chief of Naval Opera?
tions
United States Navy
Washington 25, D. C.
Very truly yours,
Judge Advocate neral,
(Pull rank and name)
Dear Admiral (surname):
Navy
Judge Advocate General
United States Navy
Washington 25, D. C.
Very truly yours,
Judge Advocate Genera
(Full rank and name)
Dear General (surname):
Army or Air Force
Judge Advocate General
iced States Army
(or Air Force)
Wa ington 25, D. C.
Very truly yours,
Commandant
The C t
Dear General (surname):
(mm)
United totes Marine
Corps
Headquart as US)
Washington O.D. C.
Very truly yours,
Commissioned Officer -
Full rank an e)-1
Dear (rank and our-
Admiral through Com-
Position or or iza-
name):
mender (Navy and
tion title if )
Coast Guard); Gen-
(Name of station)
eral through 2d Lt.
(City, State)
(Army, Air Force,
USMC)
Very truly yours,
Commissioned Officer -
3Eull rank and name)
D Mr. (surname):
Lt. Commander through
Position or organiza-
Ensign (Navy and
tion title if known)
Coast Guard)
(Name of station)
(City, State)
Very t yours,
Include service designation (i.e., USA, USAF, USN, USCG, WW) if
a ropriate.
Address a Lt.-Colonel as "Colonel," a 1st or 2d Lieutenant as
Lieutenant."
25X1
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 25X1
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COl~'Tn 'TAL
CORRESPONDENCE - GENERAL
May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLnGETARr CLOSE
Warren Officer (Army,
(shill rank and name)
Dear Mr. (surname) :
Air F ce, Navy,
(Position or organize-
Coast d, USMC)
tion title if known)
(Name of station)
(City, State)
Very truly yours,
Enlisted Man Woman
Full. r
Dear Mr., Miss, or We.
(Navy and Co t
(Number and organiza-
(surname):
Guard)
tion)
(Name of station)
(City, State)
Very truly yours,
Enlisted Man or W
(Full rank and name)
Dear (rank and sur-
(Army, Air Force,
(Number and organiza-
name): J
USMC)
tion)
Name of station)
. ity, State)
Very truly yours,
Governor of a State or
H able (full name)
Dear Governor (surname):
Territory
Gov r of (State or
Terr ry)
(City, te)
Very truly yours,
Mayor
Honorable 1 name)
Dear-Mayor (surname):
Mayor of the ity of
(name)
(City, State)
Very truly yours,
Catholic Cardinal
His Eminence (first
Your sellonay:
name C anal
( named
'
A
.Archbishop of ( b -
.
... !
(Street address)
(City, zone, State)
Very truly yours,
J A Basic, or 1st, 2d, or 3d Class Airman (USAF) is addressed as "Air-
man." A Staff, Technical, or Master Sergeant is addressed as "Sergeant."
Address a Private, First Class as a "Private."
-47-
.CONF AL
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C IDSNTIAL
CORRESPONDENCE - GENERAL
May 1955
25X1
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Catholic Bishop
t Reverend (ful
The
(surname):
,
of
h
Bi
s
op
Street address)
City, zone.,-State)
Very truly yours,
Episcopal Bis
The Right Reverend
Dear Bishop (surname).:
(full name)
Bishop of (diocese)
Street address)
~
City, zone, State)
Very truly yours,
Methodist Bishop
The Very Reverend (full
)
Dear Bishop (surname):
name
treat address)
( ty, zone, State)
Very truly yours,
Protestant Minister
Rev (full name)
Dear Mr. (surname):'
(Name church)
(Street ess)
(City, z , State)
Very truly yours,
Catholic Priest
Reverend (A,11 name)
Dear Father (surname):
(Street addre )
(City, zone, S te)
Very truly yours,
Rabbi
Rabbi (full name)
Dear Rabbi (surname):
(Street address)
(City, zone, State)
Very truly yours,
Sister
Sister (full name)
ear Sister (name):
Name of i ett# ie
? '
Street address)
City, zone, State)
Very truly yours,
Doctor
Dr. (full name)
Dear Dr. (surname):
President of a
President (Name of
University
university)
Street address)
(City, zone, State)
Very truly yours,
-48-
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CORRESPONDENCE - GENERAL
May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Dean of a School
Dean (full name)
Dear Dean (surname):
School of (name)
The University of
(
)
name
(City, zone, State)
Very truly yours,
Professor
fessor (full'name).
Dear Professor (surname);
~
PA U 9
I Name of ache
(Street address)
"
(City, zone, State)
Very truly yours,
Physician
(full name)
Dear Dr.. (surname):
(S eat Address)
(Cit zone, State)
Very truly yours,
Lawyer
Mr. name)
'
Dear Mr. (surname) :
(Street
-ees)
(City, z State)'
Very truly yours,,
Private Individuals
Mr. (full name
Dear Mr. (surname):.
Mrs. full name
. surname):
Dear Mrs
Miss full name)
Dear Mis s surname)
:
Messrs. (full name
Mesdames (full names
~^~ Mesdames:(
Misses (full names)
Dear Misses (surnames
)
'
Mr. and Its. (husband's
( sr
and Mrs.
Mr. -
full name)
Street address)
City, zone, State)
V truly yours,
-49-
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 Approved For Release 2,&-(,j4-RDP74-00005R000
00190005, It
CORRESPOPDSSCE - GEIIERAL
May 1955
4
121. Envelopes and Labels
797
a. Types -Envelopes and labels used by the Agency fall into two
groups: Those that bear the penalty indicia and those that-do
not. Penalty indicia (franked) envelopes and labels have printed
in the upper right corner the penalty clause '"Penalty for Private
Use to Avoid.Payment of Postage, $300." In addition, they bear
in the upper left corner various Agency return addresses. Of-
ficial-mail (weighing four pounds-or lee*) marked with penalty
indicia is transmitted without prepaid postage -by means of the
facilities of the Post Office between points within the United
States, its Territories and possessions, and from points within 7
the United States to Canada, South and. Central America, and
Caribbean Republics, except Argentina and Brazil.
The types of envelopes and labels available (irrespective of
Agency return addresses) are-as follows:
PENALTY INDICIA
White envelopes, sizes 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8"
White window envelope,.size 8 7/8" x 3 7/8"-
I4aft envelopes,.various sizes from 9 1/2" x 6 1/2" through
Label,'gumsed, size 5" x 3"
POHPELIALTX
--`? White envelopes, sizes-'8 7/8" x 3 7/8" and 9 1/2" x 4 1/8"
White envelopb, Air hail, lrder, size 9 1/2" x 4 1/8"
A_ White window envelope, size 8 7/8", x 3 7/8"
Kraft envelopes, various sizes fie 9 1/2".x 6 1/2" through
16" x 12"
'------- GBg1Tvff APaB
-60-
U. S. Government Meseengger Envelope, :' Stab and Pal's, 8o. 65,
various sizes
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25X1
 Approved For Releas llIA-RDP74-00005R0 -
CORK POPDNNC$ - GENERAL
May 1955
CHAIN ENVffiAPES (Continued)
Ir~be11a r mcs;.6 Chain MT 10imi "? X15" and
j2 1/2"
Personal correspondence and other unofficial material
even though a postage stamp is affixed, over the penalty
indicia clause.
(b) Mail on which additional..postage:.ie,required (air mail,
mail.for foreign countries except as Indicated in
Paragraph 121a and. mail weighing- more than four
pounds).
(c) Inner envelopes which transmit double-sealed classified
correspondence..
(d) Mail conveyed through channels other than Post Office
facilities 11.04'. messenger,.couiier, etc.):
In addition, do not affix franked labels to-envelopes bearing
the penalty indicia clause.
(1)
envelopes .are designed for repeated use.
Exhibit 18 shove the types of envelopes and labels to use.
Of necessity this guide is very generil.-since security and
operational requirements will govern the.-.use of certain
envelopes and labels. It is therefore recommended that the
guide be used in conjunction., with. current CIA Security
Regulations and specific office procedjiral issuances.
lopes, completely cross. o,
(2) The Post Office Department places severe restrictions on
the use of..penalty indicia envelopes-and..abele. :Also,
economy dictates that they be used judiciously. Penalty
indicia envelopes-and labels therefore shall not-be used
for:
(a)
-70-
COWT NNTIA .
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easing
,ous names and ad-
. insert the full address
hie office designation, building
,or economy, the use of chain
25X1
 20
25X1
4
4
4
4
4
CORRESPONDENCE - GENERAL
May 1955
NOTE: This guide is very a'bneral since security and operational requirements will often
govern the use of certain envelopes and labels. It is recommended that it be used in
conjunction with current CIA Security Regulations, specific office directives, and in-
formation obtainable from the Central Mail Room.
POSTAGE
TYPE OF MAILING OR USE -L
E
L
~
SLIP
CIA,
OTHER
A
BEf,
OR
70 USE
REQUIRED
Inner envelopa for the transmie-
i
f d
l
l
l
Nonpenalty
No
on o
s
oub
e-sea
ed c
assified
><
D<
material
Within Headquarters
Nonpenalty (CIA Chain,
No
U. S. ,Govt.. Messenger, or
l
l
d
regu
ar enve
ope,
ep
i
it
-
ng upon secur
y re
quirements)
In
erAgency (Washington, D. C.
Nonpenalty (U. S. Govt.
No
e
aaaallyy
Messenger epe inn n
securit
re
ui
e
e
t
)
n r
q
y
m
n
s
Official mail, four 'ppoounds or
x
Penalty
No
under, directed to addreeseee in
the continental U. S., U.-S:
I
Nonpenalty
Yes
ritories and s lone'
South Gag Aopamiina
dud 13~ssf. ,.t . .
Official mail over four pounds
x
I
Nonpenalty
yes
directed to addressees in the
continental U. S., U. S. Terri-
tories and possessions, Canada,
bean ublice Cen and
N
_i
Bout i (ezcep tram a
and Sr 1) ``~~
Air Mail
x
I
Nonpenalty
. you
Special Delivery
I
Penalty
yes
I
Nonpenalty
Yes
Registered Mail
I
Penalty (Nonwindow)
Yee
I
Nonpenalty (Nonwindow)
Yee
Registered Mail - Return Receipt
x
Penalty (Noawindow)
Yes
Requested
I
Nonpenalty (Nouwindow)
Yes
EXHIBIT 18
TYPES OF PENALTY AND NONPENALL'Y ENVELOPES
AND LABELS FOR TRANSMTTING OFFICIAL MAIL
-71-
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 Approved For Release IA-RDP74-00005R000200190005-8
CORRESPONDENCE - GENERAL
May 1955'
velopes for Transmittal Outside CIA
a. Address addressing an envelope, begin the typing at ap-
proximatel one-half the depth and one-half the width of the
envelope. S le space the name and address in block style.
The envelope ess will be the same as the address on the
letter it carri
b. Special Delivery Registered Mail - If correspondence is to
be dispatched by sp ial delivery gr registered mail, type the
or "REGISTERED MAIL" in all caps four
words "SPECIAL DEL It
spaces above, and flue with, the address.
c. Air Mail - If corresponds a is to be dispatched by air mail,
no special instructions ar iecessary provided an air-mail
envelope is used. If an ai it envelope is not available,
use a plain white envelope wi ut a penalty indicia. Type the
words "AIR MAIL" in all caps f spaces above, and flush with,
the address.
_3ol3: Addressing Inter-Office Mail. The inc rect addressing of inter-
office mail results in transmission dela and places an unwar-
ranted burden on the courier messenger Be ice.' Personnel forwarding
material shall ensure that addresses conta the following informa-
tion:
a. Office of origin.
b. Office designation of addressee (position tit\e or name may be
added if desired).
c. Building designation.
In the few instances where it is necessary to expedite del4very, the
envelope or package may be marked "Direct Delivery" or "De~ very to
Addressee," in addition to information required in a. through d.
above.
-72-
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CORRESPONDENCE - GENERAL
May 19 55
41
4
L
10
-12ir. Assembling Correspondence (UhL::.t-19)
a. Final responsibility for the correct assembly of correspondence
rests with the originator. Correspondence correctly assembled
will include the following items, as appropriate, in the sequence
indicated:
(1) Transmittal or routing slip, Routing and Record Sheet, or
Signature Record and Cover Sheet, as appropriate.
eg ap '~'....-.-and acramparin' g ?..1s : tip.
(2) Brief for the Director or Deputy Director of Central
Intelligence, if required.
(3) Original and courtesy copy, if any, clipped together.
eA
(4) Addresse velo p or original and courtesy copy,
with postage slip attached if required.
(5) ynformstron copies for addressees outside CIA, with ad-
dressed envelope and completed postage slips attached, if
.required.,
(6) Information copies (or concurring officials' copies) for
distribution within the Agency, with address 9d routing
-t" -. ! ..a Cry, . e y
slips P4 k.,
(7) Official file copy (yellow tissue). G
(8) Original incoming correspondence, enclosures, etc., and any
other material to be attached to the official file copy as
part of the official file on the correspondence.
(9) 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 official file copy is to be retained
at either of these levels, prepare ah additional copy on
plain white tissue. However, if the official file copy of
correspondence for their signature is to-be retained at
another level, prepare two extra copies on plain white
tissue for the DCI or DDCI.-
-73-
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CORRESPONDENCE - GENERAL
MW 195r-
(10) Alphabetical Name Index copy (plain pink tissue) if an
alphabetical cross-file is desired.
(il) Return copy (if desired) with addressed routing slip for
its return.
(12) Reference material for return to reference sources.
(13) "Hold Back" copy (if desired).
b. In addition to the foregoing:
(1) The original and copies of each Top Secret document shall
be covered by a Signature Record and Cover Sheet, Form
-1. 26.
(2) A completed Document Receipt will be attached to each
original or copy requiring a.receipt in accordance with
current CIA Security Regulations.
(3) Copies for distribution within the Agency will be desig-
nated 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.
(4) Enclosures shall be attached by clips to the original or
copies transmitting them.
(5) Assembly reference tabs {Rrkibi 9) will be attached when-
ever their'use will expedite the review and approval of
correspondence.,P-.GT 4 44-0 116
'', 16 ,`;,
(6) The completed ass bly.s uldOinclude all necessary routing
slips, envelopes, receipts, and hostage slips, properly
completed and attached to respective material.
Material shall be fastened togethey with paper clips and
made a part of the completed assembly by spring clips, if
necessary. Staples should be used with discretion, con-
sideration being given to the amount and type of handling
the correspondence may receive,
-74-
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MISSING PAGE
ORIGINAL DOCUMENT MISSING PAGE(S):
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
Address, Forms of (Section C) ......................... 41
Addressee, Multiple:
Memorandum on Letterhead ............................ 34 20
Memorandum on Plain Bond ............................ 53 26
Addressing Mail:
Air Mail ............................................ 122c 72
Envelopes ........................................... 122 72
Inter-Office ........................................ 123 72
Registered and Special Delivery ..................... 122b 72
Air Mail, Addressing of ............................... 122c 72
Air Mail Envelopes .................................. 121 69
Alphabetical Name Index Copy (Exhibit 1) .............. 4
Approvals Within a Memorandum ......................... 26 16
Exhibit 2 ........................................... 18
Assembling and Forwarding Correspondence: .............
Addressing Envelopes ................................ 122 72
Assembly Reference Tab .............................. 119 59
Brief for DCI or DDCI ............................... 118 58.1
Channels for Forwarding ............................. 125a 75
Contents of Complete Assembly ....................... 124 73
Exhibit 19 ...................................... 76
DCI or DDCI Correspondence .......................... 118 58.1
Envelopes and Labels:
Chain Envelopes ................................... 121a 69
Nonpenalty Indicia ................................ 121a 69
Penalty Indicia ................................... 121a 69
Sealing ........................................... 125b 75
Types and Uses .................................... 121b 70
Exhibit 18, ...................................... 71
Extra Copies for DCI and DDCI ....................... 124a(9) 73
Fastening Correspondence ............................ 124b(7) 74
Responsibility for.... o ................. 0 ... o ....... 124a 73
Routing Slips, When Not Needed ...................... 124b(3) 74
Transmittal and Routing Forms and Receipts:
Courier Classified Mail Receipt ................... 120gx 66
Document Receipt .................................. 120h 67
File and Routing Slip ............................. 120d 63
Official Routing Slip ............................. 120c 62
Postage Slip ...................................... 1201 68
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Paragraph Page
Transmittal and Routing Forms and Receipts: (Continued)
Priority Tag ..... ................................ 120a 60
Routing and Record ................................ 120e 64
Signature Record and Cover Sheet .................. 120f 65
Transmittal Slip.. ... -_oo ........ o ...... _0 ... 120b 61
Assembly Reference Tab 119 59
"ATTENTION" Line:
Letters .................................... 93 36
Exhibit 6 ......................................... 39
Memorandums:
Letterhead, ............ .................. 36 20
Exhibit 3 ..................................... . 24
Plain Bond...?.. ? . 56 28
Standard Form No. 64 (Office Memorandum).......... 73 31
Exhibit 5.......... ..................... 34
Authority to Sign Correspondence ...................... 28 17
Basic Style (Section D) ............................... 7
Body of Letter........ .................. 95 37
............
Bond Paper; When to Use:
Letterhead (Exhibit 1) .............................. 5
Plain Bond (Exhibit 1) 5
Brief, Correspondence (For DCI or DDCI) ............... 112b 56
Exhibit 7 ........................................... 58.2
Channels for Forwarding Correspondence ................ 125a 75
Classification Markings, Defense ...................... 24 13
Automatic Reclassifications ......................... 24d 14
Control Statements .................................. 24b 13
Espionage Stamp ..? . . ................. 24c 13
Classified Material, Use of Envelopes
for (Exhibit 18) .................................... 71
Command or Authority Line:
Definition......... ............................ 5 1
Memorandum on Letterhead ............................ 44 22
Exhibit 3... . ........................... 24
Memorandum on Plain Bond.... 64 28
Complimentary Close:
DDI or DDCI Correspondence .......................... 115 5T
Forms of ............................................ 41
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Complimentary Close: (Continued)
Placement on Letter ................................. 98 37
Exhibit 6 ......................................... 40
Concurrences:
DCI or DDCI Correspondence .......................... 117 58
Within a Memorandum ................................. 25b 15
Exhibit 2 ......................................... 18
Responsibility for .................................. 27 16
Continuations ......................................... 19 10
Control Number, Top Secret ............................ 106a 51
Control, Top Secret Identification Markings....:...... 106 51
Control Statements (Used with, or in Lieu of,
Defense Classification Markings) .................... 24b 13
Copies:
DCI or DDCI, Correspondence for Signature of........ 111 55
Courtesy ............................................ 2a 1
Definitions:
General ........................................... 2 1
Courtesy .......................................... 2a 1
Information ....................................... 2c 1
Official File ..................................... 2b 1
Distribution:
Indicating Distribution:
Format:
Letters ....................................... 101 37
Exhibit 6 ................................... 40
Memorandums :
Letterhead.................................. 47 22
Exhibit 3 ................................. 24
Plain Bond .................................. 67 28
Exhibit 4......? ? ............... .... 30
Standard Form No.64(Office Memorandum).... 83 32
Exhibit 5 ................................. 34
Rules for When and When Not to Indicate......... 22 12
"Hold" Copy (Exhibit 1) ............................. 5
Information, Definition of .......................... 2c 1
Number and Types Required (Exhibit 1) ............... 5
Official File, Definition of ........................ 2b 1
Stationery .......................................... 6 2
Courier's Classified Mail Receipt ..................... 120g 66
Courtesy Copy:
'Definition ....... ........ ....................... 2a 1
Requirements for (Exhibit 1)..... 5
Stationery (Exhibit 1) .............................. 5
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
Date Dictated ......................................... 23 12
Date Signed:
How and When Written ................................ 14 8
Placement:
Letters ........................................... 90 35
Exhibit 6 ....................................... 39
Memorandums:
Letterhead ...................................... 33 19
Exhibit 3.. ................................. 24
Plain Bond ...................................... 51 26
Exhibit 4....... ? ................ ........ 30
Standard Form No. 64 (Office Memorandum). ...... 71 31
Exhibit 5 ..................................... 34
Defense Classification and Control Markings........... 24 13
Definitions:
Command Line ........................................ 5 1
Copies:
Courtesy .......................................... 2a 1
Information ....................................... 2c 1
Official File ..................................... 2b 1
Correspondence, Official CIA ........................ 1 1
Enclosure ................ ......................... 4 1
Reference ........................................... 3 1
DCI or DDCI, Preparation of Correspondence for:
Assembling and Forwarding ........................... 118 58.1
Basic Correspondence, Indicating Disposition of.... 116 57
Brief ............................................... 112b 56
Exhibit-7 ......................................... 58.2
Complimentary Close ................................. 115 57
Copies .............................................. ill 55
Concurring Official's Signature .................... 117 58
Identifying Nature of Correspondence ................ 112 56
Identifying Second and Succeeding Pages .................114 5
Originator's Signature .............................. 11Tb 58.1
Stationery .......................................... ill 55
Dictator's Identification:
Name ................................................ 23 12
Office Identification... .......................... 23 12
Telephone Extension ................................. 23 12
Distribution of Correspondence below Top Secret (See
"Distribution" under "Copies.")
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
Paragraph Page
Distribution of Top Secret Correspondence ............. 109
4 1
21b 11
21a 11
108 52
Document Receipt ...................................... 120h 67
Enclosures:
Definition ..........................................
Identifying .........................................
Listing .............................................
Top Secret ..........................................
Enlisted Men or Women (Armed Forces), Forms of Ad-
dress, Salutation, and Complimentary Close (Section
C) ..................................................
Envelopes and Labels:
Addressing
For Transmittal Outside CIA .......................
Inter-Office Mail .................................
Air Mail ............................................
Chain Envelopes .....................................
Inner Envelopes .....................................
Kraft ...............................................
Nonpenalty Indicia ..................................
Penalty Indicia .....................................
Sealing .............................................
Types and Uses
Exhibit 18 ........................................
U.S. Government Messenger ...........................
Window Envelopes ....................................
Espionage Stamp .......................................
External Distribution of Copies, Identifying:
Letters .............................................
Memorandums .........................................
File Copy, Official ...................................
File Copies, DCI or DDCI Correspondence ...............
File and Routing Slip .................................
Forms of Address, Salutation, and Complimentary
Close: (Section C)
Clergy ..............................................
Congress, Members of........ ....................... o
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53
47
122 72
123 72
121a 69
121a 69
12lb(2)(c) 70
121a 69
121a 69
121a 69
125b 75
71
121a 69
121a 69
24c 13
101 37
47 22
2b 1
ill 55
12od 63
48
42
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25X1 CONFIDENTIAL
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Paragraph Page
Forms of Address, etc., (Continued)
Departments, Federal ................................ 43
Diplomatic Corps .................................... 42
Independent Federal Agencies and Offices............ 45
Officers and Enlisted Personnel of Armed Forces..... 47
Organizations, Federations, and Companies........... 49
Private Individuals ................................. 49
Supreme Court, Members of ........................... 43
Vice President, The ................................. 41
White House, The ........ .... 41
Forwarding Correspondence:
Channels... o ....... o ...... o ... oo. .....125a 75
DCI or DDCI Correspondence. ..... oo.-o-o- ?.... 118 5 8.1
(Also see heading "Assembling and Forwarding.")
General Style (Basic Style) ...........................
7
Guides:
Copy Requirements (Exhibit 1) .......................
5
Envelopes (Exhibit 18) ..............................
71
Typing Measurements ............. ?.................
11
7
(See list of Exhibits on page iv.)
Headings:
Letters (Exhibit 6) .................................
39
Memorandums:
Letterhead (
Exhibit 3) ............................
24
Plain Bond (
Exhibit 4) ............................
30
Standard For
(Exhibit
m No. 64, Office Memorandum
5) .....................................
34
Identification
Concurrence S
of Second and Succeeding Pages:
heets ..................................
18a
10
Exhibit 2 ..
.......................................
18.
Letters... .
.......................................
18b
10
Exhibit 6.,
..... o ............................. ....
40
Memorandums ..
.................. .....................
18a
10
Exhibit 3 ..
.......................................
24
Staff Studies
.......................................
18a
10
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Identification of Originating Office .................. 23 12
DCI or DDCI Correspondence .......................... 117b 58.1
Indentations:
Paragraphing ........................................ 16 9
Quotations, ................. A ................. ...... 17 10
Information Copy:
Definition... .... o .... oo-oo- ....... oo ... 2c 1
Distribution Information on.... ....... ........ 22c 12
Inter-Agency Envelopes and Labels (Exhibit 18)........ 71
Inter-Office Mail, Addressing., ....... oo ..... o .... o.o. 123 72
Inter-Office Memorandums:
Plain Bond .......................................... 26
Exhibit 4......? ... ........ 30
Standard Form No. 64 (Office Memorandum)............ 31
Exhibit 5 ........ ............... ..... ........... 34
Internal CIA Distribution of Copies (See "Copies-
Distribution.")
"In Reply Refer To" Line... ..... __o .............. 13 8
Labels (See Envelopes and Labels)
Letterhead, Memorandum on:
Format and Style (Section B) ........................ 19
Exhibit 3 ........................................ 24
Letterheads ........................................... 7 2
Letters:
Address..., ....... .............................. 92 36
Forms of (Section C)............................. 41
"Attention" Line .................................... 93 36
Body.... ... o_ ...... o ........ o ......... o .... o ... ... 95 37
Complimentary Close...... ....... ..... o ....... o. 98 37
Forms of (Section C) .............................. 41
DCI or DDCI,? Correspondence for Signature of..... 115 57
President or Vice President, Correspondence
to (Section C) .................................. 41
Dating... o-o-o- ... o ............ o.o.. ......90 35
Defense Classification Markings..................... 24 13
Distribution of Original and Copies:
How to Indicate ................................... 101 37
When to Indicate... ......... - ...... oo ........... 23 12
Enclosures .......................................... 100 37
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25X1
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CORRESPONDENCE - GENERAL
May 1955
Letters: (Continued)
Format and Style .................................... 35
Exhibit 6... ....... ___ .... o ........ o ......... 39
Forms of Address, Salutation, and Complimentary
Close (Section C) ........ .................... 41
General Information (Section A),- ................... 35
"In Reply Refer To" Line ............................ 89 35
Mailing Requirements, Special ....................... 91 36
Margins...... .............. oo ................... o ... 88 35
Originating Office Identification ................... 102 38
Page Numbering and Identification ................... 18 10
Paragraphing ........................................ 95 37
Salutation....... ................................ 94 36
Forms of (Section C) .............................. 41
Signature and Title ................................. 99 37
Letterex .............................................. 8 2
Line Spacing .......................................... 15 9
Logging Top Secret Correspondence . .................... 104 51
Mail:
Addressing ......................................... 122 72
Courier Classified Mail Receipt ..................... 120g 66
Envelopes and Labels ................................ 121 69
Exhibit 18 ........................................ 71
Inter-Office ........................................ 123 72
Margins:
General ............................................. 12 7
Standard Form No.64(Office Memorandum) ............ 70 31
Materials for Assembling and Forwarding Correspond-
ence (Section A) .................................... 59
Measurements for Typing ......................... .... 11 7
"Memorandum For" Line:
Letterhead .......................................... 34 20
Plain Bond .......................................... 52 26
Memorandum for Record ................................. 10 3
Memorandums:
Letterhead:
Format and Style (Section A) ...................... 19
Exhibit 3 ....................................... 24
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Paragraph Page
Memorandums: (Continued)
Plain Bond:
Format and Style (Section C) ...................... 26
Exhibit 4..... . ............... ............ 30
Standard Form No. 64 (Office Memorandum):
Format and Style (Section D) ...................... 31
Exhibit 5 ....................................... 34
Multiple Addressee Memorandums:
Letterhead .......................................... 34 20
Plain Bond .......................................... 53 26
Nonconcurrences, Indicating by Secretaries ............ 27c 17
Nonpenalty Envelopes .................................. 121a 69
Numbering:
Pages ............................................... 18 10
Paragraphs .......................................... 16 9
Office Memorandums (See Memorandums)
Official CIA Correspondence..; ........................ 1 1
Official File Copy, Definition of ..................... 2b 1
Official Routing Slip ................................. 120c 62
Originator's Identification:
23 12
General.. ? ... ..........................
DCI or DDCI Correspondence .......................... 117b 58.1
Originator's Responsibility for Review and
Concurrences ........................................ 27a 16
Page Numbering and Identification:
Letters ............................................. 18b 10
Memorandums, Staff Studies, and Concurrence Sheets.. 18a 10
Paragraphing:
Letters .............................................. 16 9
Memorandums ......................................... 16 9
Paragraphs, Dividing between Pages .................... 19 10
Parcel Post, Penalty and Nonpenalty Indicia Labels
for (Exhibit 18) .................................... 71
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CONFIDENTIAL
CORRESPONDENCE - GENERAL
May 1955
Paragraph Page
Penalty Indicia Envelopes and Labels:
Types ............................................... 121 69
When to Use ......................................... 121 69
When Not to Use ..................................... 121b(2) 70
Plain Bond, Memorandums on:
Format and Style (Section C) ........................ 26
Exhibit 4 ....................................... 30
Postage Slip .......................................... 120i 68
Preparation Stages, Top Secret Correspondence......... 106b 51
Priority Tag .......................................... 120a 60
Q
Quotations, Indenting and Spacing ..................... 17 10
R
Reclassifying Correspondence .......................... 24d 14
Record, Memorandum for ................................ 10 3
"Refer To" Line ....................................... 13 8
Letter (Exhibit 6)...... 39
Memorandum on Letterhead (Exhibit 3)....... ......... 24
Reference, Definition of .............................. 3 1
Reference, Line in Memorandums ........................ 38 21
Reference Tabs, Assembly .............................. 124b(5) 74
Exhibit 8.... o ....... o ....... o .......... oo .......... 59
Registered Mail, Indicating:
Letters. ............ .... 91 36
Envelopes ........................................... 122b 72
Responsibility for Assembling and Forwarding
Correspondence, ........................... o o ... .124a 73
Review, Indicating on Official File Copy .............. 25a 15
Review and Concurrences, Responsibility for........... 27 16
Routing and Record Sheet .............................. 120e 64
Routing Correspondence for Concurrence................ 27a 16
Salutations, Forms of (Section C) ..................... 41
Sentences Between Pages, Division of .................. 19 10
Signature and Title:
Approvals ........................................... 26 16
Exhibit 2 ......................................... 18
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 25X1
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
Paragraph Page
Signature and Title: (Continued)
Concurrences ........................................ 25 15
Exhibit 2 ......................................... 18
Letters ............................................. 99 37
Memorandums:
Letterhead and Plain Bond ......................... 45 22
Exhibit 3....... . 25
Standard Form No. 64 (Office Memorandum).......... 81 32
Exhibit 5 ....................................... 34
Originator's and Concurring Officials' on
Correspondence for Signature of DCI or DDCI....... 117b 58.1
Signature Record and Cover Sheet ...................... 120f 65
Signing Authority........ ....... 28 17
Signing Official's Copy (Exhibit 1, footnote 4)....... 5
Spacing Between Paragraphs ............................ 16 9
Special Delivery, Indicating:
Letters ............................................. 91 36
Envelopes ........................................... 122b 72
Special Addressing and Mailing Requirements:
Letters ............. ............................... 91 36
Envelopes ........................................... 122 72
Staff Studies:
Copy Requirements (Exhibit 1, footnote 3) 5
Page Numbering and Identification ................... 18a 10
Stages of Preparation, Top Secret Correspondence ...... 106b 51
Standard Form No. 64 (Office Memorandum):
Format and Style (Section D) ........................ 31
Exhibit 5 ......................................... 34
Stationery:
Basic Types ......................................... 6 2
Letterex ............................................ 8 2
Letterheads:
Central Intelligence Agency... .................... 7 2
DCI or DDCI ....................................... 111 55
Stamps, Rubber:
Espionage Law ....................................... 24c 13
Reclassification .................................... 24d 14
Subject Line:
Memorandums on Letterhead or Plain Bond ............. 37 20
Memorandums on SF No. 64 (Office Memorandum)
Exhibit 5 ......................................... 34
Subparagraphs ......................................... 16 9
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CONFIDENTIAL
25X1
25X1
CORRESPONDENCE - GENERAL
May 1955
Paragraph Page
Telephone Extensions of Originators ................... 23 12
Text of Memorandlmms :
Letterhead .......................................... 39 21
Plain Bond .......................................... 59 28
Standard Form No.64(Office Memorandum) ............ 77 32
"Through Line" on Memorandums:
Letterhead .......................................... 35 20
Plain Bond .......................................... 55 27
Standard Form No.64(Office Memorandum) ............ 74 31
Title (See "Signature and Title.")
"To" Line (Standard Form No. 64 only) ................. 72 31
Top Secret Correspondence:
Control Number ...................................... lO6a 51
Copy Number ..................................... . lO6c 51
Distribution ........................................ 109 53
Enclosures ........................................... 108 52
Format .............................................. 105 51
Identification Markings:
Control Number ................................. l06a 51
Copy Number ....................................... l06c 51
Stage of Preparation .......................... ... 106b 51
Logging ............................................. 104 51
Page Numbering ...................................... 107 52
Policy .............................................. 104 51
Preparation Stage ................................... l06b 51
Top Secret Control .................................. 110 53
Transmittal Slip ...................................... 120b 61
Typing Measurements ................................... 11 7
Window Envelope ....................................... 121a
Jv~
X950,,
69
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 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200190005-8
Approved For Release 2002/08/26 : CIA-RDP74-00005R000200190005-8
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200190005-8
C-O-N-F-I-D-E N-T-I-A-L
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Chapter V
CORRESPONDENCE PREPARED FOR THE THE SIGNATURE OR THE
ATTENTION OF THE DIRECTOR OR DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE
Correspondence prepared for the Director or Deputy Director of Central
Intelligence generally conforms to the format standards set forth in
preceding chapters except as hereinafter described.
111. Stationery and Number of Copies
a. L tters or memorandums (see Exhibit 1 to determine which
is appropriate) addressed to the President, Executive Office
of the President,. Members of Congress, or officials of other
Government agencies:
* Original (DCI or DDCI letterhead bond).
Courtesy copy (tissue letterhead).
Copy for "Through" addressees, if any (tissue letterhead).
Executive Registry copy (plain white or yellow tissue,
depending upon whether the yellow official file copy
is to be retained at another level).
Signer's copy (plain white tissue .
Copy for DDCI (plain white tissue .
Copy for return to originator (plain white tissue).
Information and other copies as may be desired by originator.
b. Letters addressed to private individuals and organizations
other than those listed in paragraph llla above:
Same as above except that no courtesy copy is prepared.
c. Memorandums forwarded to the Director or Deputy Director
of Central Intelligence for approval thereon:
*NOTE: In-the Director's absence, correspondence prepared for the
Acting Director's signature is typed on letterhead stationery
marked "Office of the Director," not "Office of the Deputy
Director."
**NOTE: The Deputy Director of Central Intelligence requires an in-
formation copy of all correspondence signed by the Director.
-55-
C-0-N F-I-D-E-N-T-I-A-L
25X1
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 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200190005-8
C-0 -N-F-I D-E-N-T-I-A-L
CORRESPONDENCE - GENERAL
Revised 20 June 1958
Original, which normally is returned to the originator
upon approval or disapproval (plain bond).
Official file copy for Executive Registry (plain yellow
tissue).
Copy for approving official (plain white tissue).
Copy for the DDCI (plain white tissue) if memorandum is
submitted for the Director's approval.
Information and other copies as may be desired by
originator.
d. Memorandums forwarded to the Director of Central Intelligence
for information:
Original (plain bond) and 1 copy (plain white tissue)
for the DCI.
Copy for DDCI (plain white tissue).
Other copies-as appropriate.
112. Identifying the Nature of Correspondence
a. All correspondence addressed to the Director or Deputy
Director of Central Intelligence should open with a sentence
similar to one of the following:
(1) "This memorandum is for information only; particular
reference is made to paragraphs , ,
(2) "This memorandum suggests action on the part of the
Director (or Deputy Director of Central Intelligence.
Such action is requested in paragraph ."
(3) "This memorandum contains a recommendation submitted
for Director (or Deputy Directo of Central Intelli-
gence approval. Such recommendation is contained in
paragraph If (Also see paragraph 117a.)
b. Correspondence for the signature of the Director or Deputy
Director of Central Intelligence shall be accompanied by
a brief of one or two paragraphs. Briefs are prepared on
plain bond and tissue stock. Copies should be kept to a
minimum. However, if the correspondence is for the signature
of the Director, a copy of the brief must be provided for
the Deputy Director of Central Intelligence. Do not date
-56 -
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C-0 -N-F-I-D-E N-T-I -A -L
25X1
CORRESPONDENCE - GENERAL
Revised 20 June 1958
the brief at the time of typing unless assured that it will
be signed on the same day it is prepared. Exhibit 7 illus-
trates the format of a correspondence brief.
113. "In Reply Refer To." Although the use of this line is optional
for correspondence signed by other officials of CIA, it is never
used in correspondence for the signature of the Director or
Deputy Director of Central Intelligence.
114+. Identification of Second and Succeeding Pages. The methods of
Identifying the second and succeeding pages of memorandums and
letters, as described in paragraphs 18a and b, shall not be
used in correspondence addressed to or prepared for the signature
of the Director or Deputy Director of Central Intelligence.
115. Complimentary Close, Signature, and Title.
a. The complimentary close preferred by both the Director and
Deputy Director of Central Intelligence is "Sincerely,"
except for correspondence addressed to the President or Vice
President. "Respectfully yours" is then used.
b. Correspondence shall bear the following typed signatures
and titles:
For the signature ALLEN W. DULLES*
of the DCI: Director
For the signature C. P. CABELL*
of the DDCI: Lieutenant General, USAF
Deputy Director
c. In the Director's absence, "Acting Director" is substituted
for "Deputy Director," and "Office of the Director" stationery
is used.
116. Disposition of Basic Correspondence. If the correspondence for
the signature of the Director or Deputy Director of Central In-
telligence is in the nature of a reply, indicate under "Distri-
bution" the disposition of the basic correspondence. For example:
Distribution:
Orig. and 1 - Addressee
1 - C/AAA w/cy of basic
2 - C/BBB
1 - Exec. Reg. w/basic
1 - DCI
*NOTE: Type the signature in all caps if the correspondence is a memo-
randum; in initial caps if the correspondence is a letter.
-57-
C-0 N-F-I-D-E-N-T-I-A-L
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 the brief at the time of typing unless assured that it will
be signed on the same day it is prepared. Exhibit 7 illus-
trates the format of a correspondence brief.
113. "In Reply Refer To." Although the use of this line is optional
for correspondence signed by other officials of CIA, it is never
used in correspondence for the signature of the Director or
Deputy Director of Central Intelligence.
324. Identification of Second and Succeeding Pages. The methods of
identifying the second and succeeding pages of memorandums and
letters, as described in paragraphs 18a and b, shall not be
used in correspondence addressed to or prepared for the signature
of the Director or Deputy Director of Central Intelligence.
CORRESPONDENCE,- GENERAL
Revised 20 June 1958
4
115. Complimentary Close, Signature, and Title.
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a. The complimentary close preferred by both the Director and
Deputy Director of Central Intelligence is "Sincerely,"
except for correspondence addressed to the President or Vice
President. "Respectfully yours" is then used.
b. Correspondence
and titles:
shall bear the following typed signatures
For the DCI:ature
For the signature
of the DDCI:
In the Director's absence,
for "Deputy Director," and
is used.
-To i' A. m~.JoiY6
A/~ll Directo
CA'f TE /,
Lieutenant General, U S A
Deputy Director
"Acting Director" is substituted
"Office of the Director" stationery
116. Disposition of Basic Correspondence. If the correspondence for
the signature of the Director or Deputy Director of Central In-
telligence is in the nature of a reply, indicate under "Distri-
bution" the disposition of the basic correspondence. For example:
Distribution:
Orig. and 1
- Addressee
1
- C/AAA w/cy of basic
2
- C/BBB
1
- Exec. Reg. v/basic
1
- DCI
*NOTE: Type the signature in all caps if the correspondence is a memo-
randum; in initial caps if the correspondence is a letter.
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
117. Concurrences and Approval
a. All papers submitted for action by the Director or Deputy
Director of Central Intelligence which require a signature
to denote approval will contain, in the final paragraph,
a recommendation which clearly briefs the action recommaended.
The paper shall further contain the following words in
the place provided for the Director or Deputy Director
of Central Intelligence signature: "The recommendation(s)
in paragraph is (are) approved." The concurrences
of the Deputy D rec r concerned and appropriate officers
subordinate to him shall also be shown on the same page.
(See example below.)
4. It is therefore recommended that the verbal agreement des-
cribed above be concluded officially.
A. B. SEE
Chief, Management Staff
Deputy Director Support Date
The recommendation in paragraph 4 is approved.
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
b. In order that the Director or Deputy Director of Central
Intelligence may know who has prepared and concurred in
correspondence for his signature, the Executive Registry
copy will bear the signature and title of the originator
and of each concurring official. The originator's and
concurring officials' signatures should be identified
by the words "ORIGINATED BY" and "CONCtJ RENCES," respec-
tively. The signer's copy and all other Agency copies
need not bear the signatures of the originator and con-
curring officials. Their typewritten names will suffice.
118. Assembling and Forwardin . All correspondence will be complete
with proper routing slips, envelopes, addresses, room numbers,
receipts, and if necessary, postage slips. The assembly is
forwarded with all copies and basic material to the Executive
Registry, Administration Building.
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9 SPACES
I
13 SPACES
~Me
-----=1a--Jd
`I ufaT OATH AT Txf
4 SPACES nrf nun a testis.
- - _ BRIEF FOR: Director of Central Intelligence J__
-
_ _ SUBJECT: Interagency Correspondence Standards
f
4 SPACES
_ ~_ .. .. 1. This Agency in contributing suggestions for the
development of interagency correspondence standards in coop-
eration with the General Services Administration.
r CORRESPONDENCE - GENERAL
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.
1
5 SPACES
? Distribution:
Orig. - Addressee
1 - CTB/TR
EXHIBIT 7
CORRESPONDENCE BRIEF
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