CORRESPONDENCE MANUAL

Document Type: 
Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP78-04718A000600100006-0
Release Decision: 
RIPPUB
Original Classification: 
K
Document Page Count: 
45
Document Creation Date: 
December 9, 2016
Document Release Date: 
May 18, 2000
Sequence Number: 
6
Case Number: 
Publication Date: 
April 1, 1952
Content Type: 
BOOK
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PDF icon CIA-RDP78-04718A000600100006-0.pdf1.57 MB
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Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CORRESPONDENCE MANUAL Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 of TABLE OF CONTENTS Foreword General The Memorandum Samples The Letter Samples 27 Correspondence for DCI and DDCI 31 Samples 33 Examples of Addresses 35 Definitions Commonly Used Government Abbreviations 43 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 FOREWORD A great deal of the business of the Central Intelligence Agency is done through correspondence and this, of course, be- comes the written record. To do an efficient job of maintaining a thorough and complete record, it is essential that the proce- dures for the preparation of official correspondence be uniform, and that the styling, routing, and filing of it be done according to a given pattern or plan. The purpose of this Manual, therefore, is to present, in a simple way, these rules and regulations to the secretarial and stenographic personnel of the Agency. There is really nothing difficult about any of the procedures, and with a little study and practice they are easily mastered. The instructions given here are only general in scope, and do not cover all cases. Should special problems arise, they should be brought to the attention of the immediate supervisor or Administrative Officer for a solution. Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 GENERAL Style In the preparation of official CIA correspondence, the memoran- dum form. or the letter form is used. Stationery The following types of stationery are used: CIA Letterhead (bond) Thin CIA Letterhead (tissue) CIA Letterhead (Office of the Director) (bond) Thin CIA Letterhead (Office of the Director) (tissue) CIA Letterhead (Office of Deputy Director of Central Intelligence) Thin CIA Letterhead (Office of Deputy Director of Central Intelligence) Standard Form No. 64 (Office Memorandum-U.S. Government) Plain Bond Plain Thin White Tissue Plain Thin Yellow Tissue CIA Letterhead (bond) The CIA Letterhead is used in the preparation of all correspondence sent outside the Agency. When such correspondence is prepared for the signature of the Director of Central Intelligence, the CIA Letterhead (Office of the Director) is used. When "outside" correspondence is prepared for the signature of the Deputy Director of Central Intelligence, the CIA Letterhead (Office of Deputy Director of Central Intelligence) is used.' Thin CIA Letterhead (tissue) The thin CIA Letterhead is always used for the: 1. "Courtesy" copy (sometimes called "duplicate copy") to accompany the original on a CIA Letterhead. 2. Information copy, if one is to be sent to another addressee outside the Agency. 3. Copies of "multiple addressee" memoran- da sent outside the Agency. (A "multiple addressee" memorandum is a memorandum addressed to a list of two or more officials. This type of memorandum is a timesaver, and when used it is necessary to prepare a copy for each addressee listed.) Approved For Release 2002/05/01 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Thin CIA Letterhead (Office of the Director) (tissue) This letterhead is used when the original is prepared on the CIA Letterhead (Office of the Direc- tor) and for the same purposes stated in the preced- ing paragraph. Thin CIA Letterhead (Office of Deputy Director of Central Intelligence) tissue This letterhead is used when the original is prepared on the CIA Letterhead (Office of Deputy Director of Central Intelligence) and for the same purposes stated above. Plain Bond This paper is used only when addressing memoran- da to the Director of Central Intelligence or to his four Deputies, and when writing to two or more offi- cials within the Agency (multiple addressee), and for second sheets. Standard Form No. 64 (office Memorandum-U.S. Government) This form is used when addres-sing memoranda to all officials within CIA, with the exception of the Direc- tor of Central Intelligence and his four Deputies. It is also used when writing informally to officials of other Government agencies or departments. Plain Thin White Tissue 1. Information copy, if one is to be -sent to another addressee within the Agency. 2. File copy. 3. Copies of "multiple addressee" memoran- da sent to officials within the Agency. 4. Extra copies, as required. Plain thin yellow tissue is the Administrative Files copy. (The color is used simply to identify it as the CIA file copy.) Approved For Release 2002/05/01 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Number of Copies Required Original 1 - Thin CIA Letterhead - tissue (or CIA Let- terhead-Office of the Director; or, CIA Letterhead-Office of Deputy Director of Central Intelli- gence.) For dispatch. "Courtesy" copy to be forwarded with the original, if the addressee is a Member of Congress, or an official of another Government agency or de- partment. 1 - Thin CIA Letterhead - tissue (or CIA Let- terhead-Office of the Director; or, CIA Letterhead-Office of Deputy Director of Central Intelli- gence.) Information copy (if necessary) to be sent to another addressee out- side the Agency. 1 - Plain thin white - Information copy (if necessary) to be sent to another addressee within the Agency. 1 - Plain thin white - For the signing official. (Two tissue thin white copies, if the signer is the Director of Central Intelligence or the Deputy Director of Central Intelligence.) 1 - Plain thin white - Copy for return to the originating tissue office to indicate the date on which correspondence was signed and dis- patched. 1 - Plain thin yellow - Administrative Files copy. tissue Extra copies - Additional thin white copies as may be required by individual offices. Multiple Addressee - 1. Original on appropriate CIA Let- Memoranda terhead, with a thin white let- terhead for each addressee, when sent outside the Agency. 2. Original on plain bond, with plain thin white for each addressee, when sent within the Agency. Additional thin whites required for file and other copies. Approved For Release 2002/05103 :-CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Margins Margins are set to give a "framed picture" appearance to memo- randa and letters. However, margins are never to be less than 12 inches . The date is placed in accordance with the length of the letter or memorandum, flush with the upper right-hand margin, and is writ- ten in this sequence - day, month, year - as, 15 January 1952. The date is omitted when preparing correspondence for the signa- ture of the Director of Central Intelligence or his Deputies. It is placed by the Executive Registry when the correspondence has been signed and is ready for dispatch. Heading of a Memorandum The heading of a memorandum is begun fivelines below the date The address of a letteris writtenfive lines below the date line. Salutation The salutation is typed two lines below the address of a let- ter. The memorandum has. no salutation. Body In the memorandum, the body is begun four lines below the last line of the heading, while in the letter, the message is started two lines below the salutation. The body of correspondence is single spaced. However, if the text is less than eight lines, double spacing is used. In both instances, double spacing is used between paragraphs. (NOTE: In memoranda addressed to the President of the United States, regardless of length, double spacing is always used, with double-spacing between paragraphs.) Paragraphing Paragraphs are indented five spaces.. They are separated by a double space. p Approved For Release 2002/05104 :CIA-RDP78-04718A000600100006-0 ~5 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Paragraphs of memoranda. When a memorandum is but one paragraph in length, the paragraph is not numbered, but subparagraphs are let- tered. If the memorandum is two or more paragraphs in length, the paragraphs are numbered consecutively with Arabic numerals.- The pat- tern for paragraphing is as follows: (1) ................................................. (a) ............... ............................. 1. Exception: In memoranda addressed to the President of the United States, paragraphs are not numbered. Paragraphs of letters. In letters, paragraphs are not numbered. Command Line The command line, or the authority line, is "FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:" It,is used only on the memorandum form, and when the individual signing the correspondence has been delegated authority to do so for the Director of Central Intelligence. The com- mand line is indented five spaces from the left-hand margin, typed in all caps, and is followed by a colon. Complimentary Close The complimentary close is used only in the writing of letters. It is typed two or three spaces to the right of the center of the page. No complimentary close is used in the writing of memoranda. Signature On memoranda, the signature is typed five or six lines below the last line of the body, or the command line, if there is one. The name is written two or three spaces to the right of the center of the page in all caps. The title is centered in respect to it, and is typed in initial caps. When Standard Form No. 64 (Office Memorandum-U.S. Government) is used, the title appears in the heading on the "From" line. Therefore, it is omitted at the close when this form is used. Approved For Release 2002/05/(51 -CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 On letters, the signature is typed five or six lines below, and flush with, the complimentary close. The name is written in initial caps only. The title is centered in respect to the name, in initial caps. The number of enclosures is typed two lines below the signature and flush with the left-hand margin, on the original and all carbons. Indented two spaces and one line down, each enclosure is listed by number and briefly described. If an enclosure consists of more than one copy, the number of copies is shown in parentheses following the description of the enclosure. For example, 2 Enclosures 1. Form No. 37-3 (dup) 2. Form No. 38-1 (trip) Information Copies Information copies and the officials to whom they are addressed are indicated flush with the left-hand margin, and two lines below the last written line of a memorandum or letter. (Signature line or enclosures listing.) This notation always appears on all the carbons retained in the Agency. However, if it is the desire of the dicta- ting official, the notation is made on the original and courtesy copy, if there is one. For example, cc: Personnel Director cc: Chief, Administrative Services The identification initials consist of the office designation, or symbol, the writer's and the secretary's initials. Following the initials and on -the same line, the date is typed in parentheses, as, OCD/ABC:xyz (15 January 1952). In memoranda addressed to officials within the Agency (with the exception of the Director of Central In- telligence and his four Deputies) the identifications are typed on the original and all the carbons. In memoranda and letters addressed outside the Agency, the identifications are typed only on the carbons remaining in CIA. They never appear on originals, "courtesy" copies, or information copies. Distribution of ttie various copies of correspondence is noted on all carbons retained in -the Agency. For example, 1- DD/A (signer's copy) 1- Return to Organization and Me-iods Service 1- Administrative Files Approved For Release 2002/05/0t: CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Continuations The body of memoranda or letters is continued at least eight lines below the top of the page. A paragraph of three or fewer lines is not divided between pagec. At least two lines of a divided paragraph appear on each page. In dividing a sentence between pages, at least two words of the sentence appear on each page. In no case is a word divided between two pages. If the body of a memorandum or letter is completed so near the bottom of a page that there is no room for the signature, at least two lines of the last paragraph are carried over to the last page. This is done so that the signature will not become separated from the text. Page Numbering No number is placed on the first page. Subsequent pages are numbered consecutively with Arabic numerals. The number is centered and typed about one inch above the bottom of the sheet, as, -2-. The classification is stamped as specified in the current CIA Security Regulations. When envelopes are necessary, they are prepared in accordance with the existing CIA Security Regulations. Receipts Receipts, when necessary, are prepared as required by the CIA Security Regulations. Routing Slips The official routing slips (Nos. 36-8 and No. 30-4) are used when correspondence is referred through one official to another. They are also used at times for the transmission of informal com- ments on the basic correspondence. It is unnecessary to use rout- ing slips to transmit correspondence from one office to another. Chain envelopes are used for this purpose. Approved For Release 2002/05/01 i CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 THE MEMORANDUM When to Use the Memorandum Form When addressing the following, the memorandum form is used and is prepared on a CIA Letterhead (or CIA Letterhead-Office of the Director): 1. The President of the United States 2. Officials of the National Security Council (NSC) 3. The Intelligence Advisory Committee (IAC) (or to indi- vidual member Agencies of the Committee) 1+. The National Security Resources Board (NSRB) 5. Other Government agencies, if the incoming corres- pondence was in memorandum form. The memorandum form is used when addressing the following, and it is prepared on plain bond paper. (This is the only instance in which plain bond paper is used.): 1. The Director of Central Intelligence 2. The Deputy Director of Central Intelligence 3. The Deputy Director (Administration) 4. The Deputy Director (Plans) 5. The Deputy Director (Intelligence) 6. Multiple addressees. When corresponding with the following, the memorandum form is used, and prepared on the Standard Form No. 64 (Office Memorandum- U.S. Government): 1. All officials of CIA in Washington, with the exception of those listed in the immediately preceding paragraph. 2. All officials of CIA in the U.S. Field. 3. Other Government agencies, informally. How to Prepare a Memorandum on Letterhead or Plain Bond Paper Keeping in mind the "framed picture" appearance, the margins are set accordingly. Place the date (if it is to be entered) in accordance with the length of the memorandum in the upper right-hand corner and flush with the margin. Dropping five lines from the date, the headings MEMORANDUM FOR, SUBJECT, and REFERENCE, ATTENTION or THRU lines are typed in all caps, block form, and flush with the left-hand margin. The addressee, the subject proper, and the reference are typed in lower case, initial caps, and separated by two lines. For example, Approved For Release 2002/05/01 9CtA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 MEMORANDUM FOR: Director of Central Intelligence SUBJECT: Change of Office Hours REFERENCE: Budget Circular No. 10 dtd 1 May 1951 or, MEMORANDUM FOR: Deputy Director (Administration) ATTENTION: Assistant Deputy Director (General) SUBJECT: Change in Office Hours or, MEMORANDUM FOR: Deputy Director (Administration) THRU: The Comptroller SUBJECT: Change in Office Hours (In this instance, an extra copy is-forwarded with the original for the files of the Comptroller, if he so desires to retain a copy.) In the preparation of "multiple addressee" memoranda, the ad- dressees are listed, block form, following the heading MEMORANDUM FOR. The remai:lder of the heading is completed in the usual way. For example, MEMORANDUM :FOR: The Comptroller Personnel Director Chief, Administrative Services Chief, Organization and Methods Service SUBJECT: Change ge in Office Hours (In this instance, a carbon is prepared for each addressee listed.) The body of the memorandum is begun four lines below the last line of the heading. Single spacing is used, except when the memo- randum is very short, in which case double spacing is permissible. (NOTE: In memoranda addressed to the President of the United States, regardless of length, double spacing is always used, with double spacing between paragraphs.) Paragraphing is as described under General. The command line, if one is used, is indented five spaces and typed two lines below the last line of the body. Approved For Release 2002/05101LOC4A-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 The signature is typed five or six lines below the command line. It is written in all caps two or three spaces to right of the center of the page. The title is typed one line below the signature and is centered in respect to it. Enclosures are listed two lines below the signature and title. These appear on the original and all carbons. Information copies are indicated two lines below the last writ- ten line, which may be the signature line or the enclosures listing. The notation is made on all carbons retained in the Agency; however, if the dictator so directs, it is also noted on the original and "courtesy" copy. Dropping two lines, the identifying office symbol, initials and date are typed. In memoranda addressed to officials within the Agency, the identifications are typed on the original and all car- bons, except when addressing the Director of Central Intelligence or his four Deputies. In these exceptions they appear on carbons only. In memoranda and letters addressed outside the Agency, the identifi- cations are typed on carbons remaining in CIA. They never appear on originals or "courtesy" copies. Page numbering. The first page is not numbered; however, sub- sequent pages are numbered consecutively with Arabic numerals. The number is centered and typed one inch or so above the bottom of the sheet. Stamp the classification, if there is one, following the pre- scribed CIA Security Regulations. Prepare routing slip, receipt and envelopes, if they are neces- Type the addressee in initial caps following the TO heading. The date is entered on the DATE line. The official's title is entered following the FROM heading in initial caps. Type the subject in initial caps following the word SUBJECT. An ATTENTION line or a THRU line, if desired, may be added one line below the TO line. A REFERENCE line if needed is typed two lines below the SUB- JECT line. Approved For Release 2002/051014- GIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 The following are examples of the different styles of headings for the Form No. 64: TO: Assistant Deputy Director (Administration) FROM: Personnel Director SUBJECT: Revision of Form No. 37-3, dtd 18 June 1951 TO: Personnel Director THRU: Comptroller FROM: Chief, Organization and Methods Service SUBJECT: Revision of Form No. 37-3, dtd 18 June 1951 TO: Personnel Director ATTN: Chief, Classification Division FROM: Chief, Organization and Methods Service SUBJECT: Revision of Form No. 37-3, dtd 18 June 1951 or, TO: Personnel Director FROM: Chief, Organization and Methods Service SUBJECT: Revision of Form No. 31-3., dtd 18 June 1951 REFERENCE: Memo dtd 18 June 1951 fr Personnel Director to Chief, Organization and Methods Service The body of the memorandum is started four lines below the last line of the heading. It is single spaced except when the memorandum is very short, in which case it is permissible to use double spacing. The rules for paragraphing are followed as prescribed under GENERAL. The short Memorandum Form No. 61 is used if the body of the memo- randum is short. The command line (if one is used) is indented five spaces and typed in all caps two lines below the last line of the body. The signature follows five or six lines below and is typed in all caps. Since the title appears in the heading, it is omitted at the close. Approved For Release 2002/05/911pCJA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Enclosures are listed two lines below the signature and title, and typed flush with the left-hand margin. They appear on the orig- inal and all copies. Information copies are indicated two lines below the last writ- ten line, which may be the signature line or the enclosures listing. The notation is made on all carbons retained in the Agency; however, if the dictator so directs, it is also noted on the original and "courtesy" copy. Dropping two lines, the office symbol and identifying initials and date are typed on the original and all carbons of memoranda addressed to officials within the Agency. However, they are omitted on the original and "courtesy" copy when addressing the Director of Central Intelligence or his four Deputies, and also when addressing officials of other Government agencies and departments. Page numbering. The first page is not numbered; however, sub- sequent pages are numbered consecutively with Arabic numerals, and centered one inch or so above the bottom of the page. Place classification following the prescribed regulations. (CIA Security Regulations.) Prepare routing slip, receiptand envelope, if necessary. Approved For Release 2002/05L01j CJA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. 15 September 1951 MEMORANDUM FOR: Director of Personnel National Security Council SUBJECT: Clerical Training Program 1. This Agency is in the process of establishing a clerical training program. In view of the fact that your organization has had a similar program in effect for some time, it is felt that one of your training officers could be of assistance to us in setting up our courses. A ten- tative schedule of courses is enclosed. 2. It would be appreciated if you would send us the name and the telephone extension of this individual, so that we may contact him. JOHN R. DOE Director of Tra ining 1 Encl. T Tentative Schedule a yped nd al on original l carbons. O/TR/JRD:xyz (date dictated) ) Distribution: T yped on all carbons, 1 - Admin. Fil 1 - Personnel es (yellow) e c xcept opy. the "courtesy" 1 - Pool ) Approved For Release 2002/05/011?iCIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. 15 September 1951 MEMORANDUM FOR: Director Federal Bureau of Investigation ATTENTION: Mr. C. D. Long Selbyville, Kentucky 1. The attached communication is referred to your office for such action as may be necessary. JOHN R. D Colonel, G Security Off OE SC icer 1 Encl. ) Ltr dtd 30 May 1951 ) Typed on original and 25X1A fr ) all carbons. OS/JRD:xyz (date dictated) ) ) Distribution: Typed on all carbons, Orig. and 1 - Addressee except on the "courtesy" 1 - Admin. Files (yellow) ) copy. 1 - SCS 1 - Chrono Approved For Release 2002/05LO15 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 (USE PLAIN BOND STATIONERY) 15 September 1951 MENK)RANDUM FOR: Deputy Director (Administration) SUBJECT: Change in Office Hours 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows : Yes : 24 (in favor 'of change) 2. The decision of several of the persons who op- posed the change was influenced by the fact that the present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of the IAC agencies. JOHN R. DOE Assistant Director Collection and Dissemination OCD/JRD:xyz (date dictated) ) ) Distribution: ) Typed on carbons only. :1 - Chrono ) .1 - Admin. Fi:Les (yellow) ) Approved For Release 2002/05/0-15: #IA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 (USE PLAIN BOND STATIONERY) 15 September 1951 MEMORANDUM FOR: Deputy Director (Administration) ATTENTION: Asst. Deputy Director (Administration) (General) SUBJECT: Change in Office Hours 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:3O P.M. The result was as follows: Yes: 24 (in favor of change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of the IAC agencies. JOHN R. DOE Assistant Director Collection and Dissemination OCD/JRD:xyz (date dictated) ) ) Distribution: ) Typed on original and all 1 - ADD/A/G ) carbons, except when 1 - Admin. Files (yellow) ) addressing the Director 1 - Chrono ) or his four Deputies. Approved For Release 2002/05/0117C+A-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 (USE PLAIN BOND STATIONERY) 15 September 1951 MEMORANDUM FOR: Deputy Director (Administration) THRU: Comptroller SUBJECT: Change in Office Hours 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes: 24 (in favor of change) 2. The decision of several of the persons who op- posed the change was influenced by the fact that the present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of the IAC agencies. JOHN R. DOE Assistant Director. Collection and Dissemination OCD/JRD:Xyz (date dictated) ) ) Distribution: ) Except when addressing 1 - Comptroller ) the Director or his 1 - Admin. Files (yellow) ) four Deputies, type 1 - Chrono ) on original and all carbons. Approved For Release 2002/05/0-3: CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 (USE PLAIN BOND STATIONERY) 15 September 1951 MEMORANDUM FOR: Deputy Director (Administration) SUBJECT: Change in Office Hours REFERENCE: Bureau of the Budget Circular No. 10, dated 10 May 1951 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes: 24+ (in favor of change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present work- ing hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of IAC agencies. JOHN R. DOE Assistant Director Collection and Dissemination OCD/JRD:xyz (date dictated) ) ) Distribution: ) Except when addressing the 1 - Admin. Files (yellow) ) Director or his four Deputies, 1 - Chrono ) type on original and all carbons. Approved For Release 2002/0510119 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 (USE PLAIN BOND STATIONERY) 15 September 1951 MEMORANDUM FOR: Comptroller Personnel Director Chief, Administrative-Service SUBJECT: Change in Office Hours REFERENCE: Bureau of the Budget Circular No. 10, dated 10 May 1951 1. Upon an oral request from the-Deputy Director (Administration), members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes: 24 (in favor of change) 2. The decision of several of the persons who op- posed the change was influenced by the fact that the present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of the IAC agencies. JOHN R. DOE Assistant Director Collection and Dissemination OCDjJRD:xyz (date dictated) ) Distribution: ) Typed on original and all 1 - Admin. Files (yellow) ) carbons, except when 1 - Chrono ) addressing the Director or his four Deputies. Approved For Release 2002/05101c CIA-RDP78-04718A000600100006-0 STANDARD FORM NO. 84 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Office Memorandum UNITED STATES GOVERNMENT TO :Asst. Deputy Director (Administration) DATE: 15 September 1951 FROM : Asst. Director for Collection and Dissemination SUBJECT: Change in Office Hours 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes : 24+ (in favor of a change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present working hours, i.e., 8:30 A.M. - 5:00 P.M., conform more uniformly to the office hours of the IAC agencies. OCD/JRD:xyz (date dictated) Distribution: 1 - Admin. Files (yellow) 1 - Chrono Typed on original and all carbons. - 21 - Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Office Memorandum UNITED STATES GOVERNMENT TO : Asst. Deputy Director (Administration) DATE: 15 September 1951 TFII~U : Comptroller FROM : Asst.. Director for Collection and Dissemination SUBJECT: Change in Office ..:ours 1. Upon an oral request from your office, members of OCD were queriedas to their desires in changing the present office hours to 8:00 A.M.. -- 4:3Q P.M. The result was as follows: Yes: 24 (in favor of a change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present working hours conform more uniformly to the office hours of the IAC agencies. OCD/JRD:xyz (date dictated) Distribution: 1 - Comptroller 1 - Chrono 1 - Admin. Files (yellow) Typed on original and -all c-arbons. -22- Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 STANDARD FORM NO. O Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Office Memorandum @ UNITED STATES GOVERNMENT TO : Chief, Administrative Service ATTN : Chief, Building and Maintenance Division FROM : Assistant Director, OCD SUBJECT: Change in Office Hours DATE: 15 September 1951 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes : 24 (in favor of a change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present working hours conform more uniformly to the office hours of the IAC agencies. OCD/JRD:xyz (date dictated) Distribution: 1 - Comptroller 1 - Chrono 1 - Admin. Files (yellow) ) ) ) Typed on original and all carbons. ) - 23 - Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Office Memorandum ? UNITED STATES GOVERNMENT TO :Asst. Deputy Director (Administration) DATE: 15 September 1951 THRU : Comptroller FROM : Asst. Director for Collection and Dissemination SUBJECT: Change in Office Hours REFERENCE: Memo dtd 18 June 1951 fr Personnel Director to Chief, Organization and Methods Service. 1. Upon an oral request from your office, members of OCD were queried as to their desires in changing the present office hours to 8:00 A.M. - 4:30 P.M. The result was as follows: Yes : 24 (in favor of a change) 2. The decision of several of the persons who opposed the change was influenced by the fact that the present working hours conform more uniformly to the office hours of.the IAC agencies. OCD/JRD:xyz (date. dictated) Distribution: JOHN R. DOE Typed on original and 1 - Comptroller all carbons. 1 - Chrono 1 - Admin. Files (yellow) Approved For Release 2002/05/04 :2 lk RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 THE LETTER The letter form is used when addressing the following: 1. Executive Offices of the President. 2. Members of Congress. 3. Officials of Government departments and agencies, except when the memorandum form is used. 4. Private individuals. 5. Private organizations. How to Prepare a Letter Set the margins, following the "framed picture" format. The date (if it is to be entered) is placed in accordance with the length of the letter in the upper right-hand corner, flush with the margin. Five lines below the date line, enter the address in block form and single spaced. Dropping two lines, the salutation is typed. For example, Mr. John Doe 814 Sheridan Street, N.W. Atlanta, Georgia The body of the letter is started two lines below the salutation. Single spacing is used, except when the letter is very short, in which case double spacing is used. Paragraphs are indented five spaces and are not numbered. Subparag'raphing is to be avoided. Two lines below the last line of the body, type the complimentary close. Dropping five or six lines, the signature is typed in initial caps only. The title of the official is centered in respect to the signa- ture, and is typed one line below in initial caps. Two lines below the signature, the enclosures are listed flush with the left-hand margin. They are typed on the original and all carbons. Approved For Release 2002/05/0125CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Two lines below the signature or the enclosures listing the information copies are indicated, typed flush with the left-hand margin. Dropping two lines, the identifying office symbol and initials of the dictator and secretary and date are typed on the carbons only. These never appear on the original and "courtesy" copy. Stamp classification, if any, according to the current CIA Security Regulations. Prepare routing slip, receipt', and envelope, if necessary. Approved For Release 2002/05/0a(i GIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. 15 September 1951 The Honorable Richard B. Randolph United States Senate Washington 25, D. C. Dear Senator Randolph: In accordance with the telephoned request from your office yesterday, I am herewith enclosing CIA application forms. If you will ask Mr. John Smith to complete these forms and return them to me, I shall be glad to have his qualifications and background considered in the light of current vacancies, and to keep you advised of the progress of his application. Sincerely yours, JOHN R. DOE Legislative Counsel 2 Encl. ) 1. Form No. 38-1 ) 2. Form No. 38-1A ) cc: Director, Federal Bureau ) Typed on all carbons retained of Investigation ) in CIA. Typed on original and "courtesy" if so desired by dictator. XYZ/JRD:xyz (date dictated ) ) Distribution: ) Typed on all carbons retained 1 - Admin. Files (yellow) ) in CIA. 1 - Personnel ) ) 1 - Stayback Approved For Release 2002/05/017 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. 15 September 1951 The Honorable Clarence Cambell U. S. House of Representatives Washington 25, D. C. This is to acknowled ei t of your letter of 15 May 1951, on behalf of" who has applied for a position with this Agency. has been requested to complete some necessary personnel forms. Js soon as these have been received, and a, determination has been made as to whether there is a suitable vacancy for him, we shall be glad to let you know. With appreciation for your interest in the Central Intelligence Agency, I remain Sincerely yours, JOHN R. DOE Legislative Counsel XYZ/JRD:xyz (date dictated) ) Distribution: ) Typed on all carbons, Orig. and 1 - Addressee ) except on the "courtesy" 1 - Admin. Files (yellow)) copy. 1 Personnel w. basic ) 2 Chrono ) 25X1A9; 25X1A9* Approved For Release 2002/051018 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. Thank you for your letter of 20 May 1951. It has been referred to the Federal Bureau of Investigation, since that Bureau is primarily interested in the inter- nal security of the United States. Sincerely yours, XYZ/JRD:xyz (date dictated) Distribution: Orig. - Addressee 1 - Admin. Files (yellow) 1 - SCS 1 - Chrono 15 September 1951 JOHN R. DOE. Colonel, GSC ) ) Typed on all carbons. ) ) ) ) Approved For Release 2002/05/0: CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY WASHINGTON 25, D. C. Mr. William F. Schaub 132 Old State :Building Washington 25, D. C. made tol recent discussion with relative to a change in the schedule of work hours for the Central Intelligence Agency. On the basis of experience during the last few months in conforming with the schedule of hours previously ap- proved by the Bureau of the Budget, it has been determined that a change in the schedule of hours from 8:30 A. M. to 5:00 P. M. will be more practical and advantageous to the Agency. Also, a recent survey indicates that the employees of the Agency are overwhelmingly in favor of ' returning to these hours of duty. It is, therefore, requested that the hours of duty for this Agency be. changed from 8:00 A. M. -- 1+:30 P. M. to 8:30 A. M. - 5:00 P. 4A. on a permanent basis. Yours very truly, JOHN R. DOO Deputy Director XYZ/JRD:xyz (date dictated) ) Distribution: Orig. and 1 Addressee 1 - Admin. Files (yellow) 2 - DD/A 1 - Comptroller Typed on all carbons, except on the "courtesy" copy. 25X1A LP Approved For Release 2002/0SJOI j CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718AO00600100006-0 SPECIAL INSTRUCTIONS FOR THE PREPARATION OF CORRESPONDENCE FOR THE SIGNATURE OF THE DIRECTOR AND DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE Stationery The stationery used is that of the Director of Central Intel- ligence, or the Deputy Director of Central Intelligence. Number of Copies 1. Original and 1 - Addressee. (If the addressee is a Government agency official or a Congressman. Do not send a "courtesy" copy to private individuals or organizations.) 2 -- Signer. 1 - Yellow. Admin. Files. (Top Secret material will not be forwarded to Admin. Files. Therefore, if the material is TS, this line will read: 1-TSC.) 1 - For return to on inating office (Example: AD/NE). Any additional copies as required for internal distribution. Format The format is the same in all CIA correspondence. Complimentary Close If the Director of Central Intelligence is signing, the compli- mentary close is "Sincerely." If the Deputy Director of Central Intelligence is signing, the complimentary close is "Sincerely yours." Signature The name is centered in respect to the complimentary close, and the title is centered in respect to the name. Both are typed in lower case, initial caps. Approved For Release 2002/05408 CIA-RDP78-04718AO00600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Enclosures The enclosures are typed on the original and all carbons, following the sane regulations as set forth for all CIA correspon- dence . Information Copies Information copies are indicated on all carbons retained in the Agency. However, if the dictator so desires, the notation may be made on the original and "courtesy" copy also. Distribution Distribution is noted on all carbons retained in the Agency. Classification The classification is stamped in accordance with the current CIA Security Regulations. Routing slips, receipts and envelopes Routing slips Prepare routing slips. Routing slips are prepared com- pletely. Receipts and envelopes Receipts and envelopes are prepared in accordance with the current CIA Security Regulations. All correspondence prepared for the signature of the Director of Central Intelligence or the Deputy Director of Central Intelligence, is to be complete with proper envelopes, addresses, room numbers, receipts, and if necessary, postage slips (Form No. 35-11). It is forwarded with all carbons and basic material to the Executive Registry, Administration Building. Top Secret Material If the material is Top-Secret, the TS number is typed in the upper right-hand corner on the original and all carbon copies. If the classification is below Top Secret, a number will be given by the Executive Registry upon its receipt of the correspondence. Also, if the classification of the correspondence is below Top Secret, no number other than the ER number should be on outgoing correspondence. Approved For Release 2002/05/013?CtA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 Mr. John Doe 1905`;tow Street, N . W . Washington 16, D. C. Here is a list of books on iI which we thought might be of interest to you. You have probably already read most of them but there may be a few that you will find of value. It was a great pleasure talking with you last week and I hope that I will have the opportunity of meeting you again sometime in the future. With best personal regards, Sincerely, Walter B. Smith Dir ector Enclosure ) T yped on original and all carbons. ORR/WOL:xyz (date dictated) ) ) Distribution: T yped on all carbons. 2 - Signer 1 - Admin. Files (yellow) ) Approved For Release 2002/0510133C+A-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 CENTRAL INTELLIGENCE AGENCY OFFICE OF DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE Mr. John Doe 1905 Row Street, N.W. Washington 16, D. C. Here is EL list of books on I which we thought 25X1A might be of interest to you. You have probably already a read most of them but there may be a few that you will find of value It was a great pleasure talking with you last week and I hope that I will have the opportunity of meeting you again sometime in the future. With best; personal regards., Sincerely yours, JOHN R. DOE Deputy Director Enclosure ) Ty ped on original and 8.1l carbons. ORR/WOL:xyz (date dictated) ) ) Distribution: ) Ty ped on all carbons. 2 Signer ) 1 Admin.-Files (yellow) ) Approved For Release 2002/05/01 CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 EXAMPLES OF ADDRESSES AND CLOSES ADDRESSEE LETTER ADDRESS The President The President The White House Respectfully yours, Secretary to the President The Honorable John Doe Secretary to the President' The White House Dear Mr. Doe: Sincerely yours, Secretary to the President with Military Rank Major General John Doe Secretary to the President The White House Dear General Doe: Sincerely yours, Director of the Bureau of the Budget The Honorable The Director of the Bureau of the Budget Bureau of the Budget Washington 25, D. C. Dear Mr. Doe: Sincerely yours, Secretaries of State, Defense, the Army, the Navy, the Air Force The Honorable The Secretary of Defense Department of Defense Washington 25, D. C. Dear Mr. Secretary: Sincerely yours, Secretaries of Treasury, Agricul- ture, Interior, Commerce, and Labor The Honorable The Secretary of Labor Department of Labor Washington 25, D. C. Dear Mr. Secretary: Sincerely yours, Head of Department of Justice The Honorable The Attorney General Department of Justice Washington 25, D. C. Dear Mr. Attorney General: Sincerely yours, Head of Post Office Department The Honorable The Postmaster General Post Office Department Dear Mr. Postmaster General: Washington 25, D. C. Sincerely yours, Approved For Release 2002/0510135CiA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 ADDRESSEE LETTER ADDRESS SALUTATION AND CLOSE Heads of : General Accounting Office Government, Print- ing Office Library of Congress National Archives The Honorable John Doe Dear Mr. Doe: Comptroller General General Accounting Office Sincerely yours, Public Printer Government Printing Office Librarian of Congress Library of Congress Archivist of the United States National Archives Washington 25, D. C. Head of Independent Office Head of agency subordinate to department of inde- pendent office President or Chairman of Board or Commission The Honorable John Doe Dear Mr. Doe: Administrator, Federal Security Agency Sincerely yours, Washington 25, D. C. The Honorable John Doe -Dear Mr.-Doe: Governor, Farm Credit Administration Sincerely yours, Department of Agriculture Washington 25, D. C. The Honorable John Doe Dear Mr. Doe: President, Board of commissioners of the Sincerely yours, District of Columbia Washington 25, D. C. President of the Senate The Honorable John Doe President of the Senate Washington 25,_D. C. Dear Mr. President: Sincerely yours, Committee Chairman United States Senate The Honorable John Doe Chairman, Committee on (name of committee) United States Senate Washington 25, D. C. Dear Senator Doe: Sincerely yours, The Honorable John Doe United States Senate Washington 25, D. C. Dear Senator Doe: Sincerely yours, Approved For Release 2002/05/0136C1A-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 ADDRESSEE LETTER ADDRESS SALUTATION AND CLOSE Speaker of the House of Repre- sentatives The Honorable John Doe Speaker of the House of Representatives Washington 25, D. C. Dear Mr. Speaker: Sincerely yours, Committee Chairman House of Representa- tives The Honorable John Doe Chairman, Committee on (name of committee) House of Representatives Washington 25, D. C. Dear Mr. Doe: Sincerely yours, The Honorable John Doe House of Representatives Washington 25, D. C. Dear Mr. Doe: Sincerely yours, The Chief Justice The Supreme Court Washington 25, D. C. Dear Mr. Chief Justice: Respectfully yours, Justice of the Supreme Court Mr. Justice John Doe The Supreme Court Washington 25, D. C. Dear Mr. Justice: Respectfully yours, An American Ambassador The Honorable John Doe American Ambassador London, England Dear Mr. Ambassador: Sincerely yours, An American Consul General, Consul or Vice Consul John Doe, Esquire American Consul General or American Consul, or American Vice Consul Paris, France Dear Mr. Doe: .Sincerely yours (Title) John Doe, U.S.A. Department of the Army or Dear (Title) Doe: Department of the Air Force Sincerely yours, Washington 25, D. C. (Title) John Doe, U.S.N. Dear (Title) Doe: Department of the Navy Dear Mr. Doe: (below Washington 25, D. C. Commander in Rank) Sincerely yours, Approved For Release 2002/05/1 ;CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 ADDRESSEE LETTER ADDRESS SALUTATION AND CLOSE Governor of State The Honorable John Doe Governor of Wisconsin Madison, Wisconsin Dear Governor Doe: Sincerely yours, The Honorable John Doe Mayor of Albany Albany, New York Dear Mayor Doe: Sincerely yours, Doctor, President of a college or university Dr. John Doe (Degree) President, (Institution) (Street Address) (City, State) Dear Dr. Doe: Sincerely yours, Dean John Doe School of Jurisprudence The University of Maine (City, State) Dear Dean Doe: Sincerely yours, Professor John Doe (Name of School) (Street Address) (City, State) Dear Professor Doe: Sincerely yours, Physician Dr. John Doe (Street Address) (City, State) Sincerely yours, Mr. John Doe (Street Address) (City, State) Corporation Sincerely yours, (Name of Company), Inc. Gentlemen: (Street Address) (City, State) Sincerely yours, Approved For Release 2002/05/01- : IA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 ADDRESSEE LETTER ADDRESS SALUTATION AND CLOSE Catholic Archbishop and Bishop Catholic Monsignor His Eminence John Cardinal Doe The Most Reverend John Doe The Right (or Very) Reverend Monsignor John Doe Your Eminence: Most Reverend Sir: Monsignor: Protestant Episcopal Bishop Protestant Episcopal Dean Other Clergymen The Right Reverend John Doe The Very Reverend John Doe Rabbi John Doe, or The Reverend John Doe Mr. John Doe Mrs. John Doe Miss Jane Doe Messrs. (full names) Mesdames (full names) Misses (full names) (Street Address) (City, State) Right Reverend Sir: Very Reverend Sir: Reverend Sir: Sir: Respectfully yours, Dear Mr. Doe: Dear Mrs. Doe: Dear Miss Doe: Gentlemen: Dear Mesdames: Dear Mesdames: Sincerely yours, Approved For Release 2002/0510/ CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 DEFINITIONS Advice, advise Affect, effect - Advice is a noun meaning counsel or suggestion. Advise is a verb meaning to give counsel or guidance or suggestion. - Affect is a verb meaning to influence. Effect (verb) means to bring to pass or to accomplish. Effect (noun) means result. Better, best - Say the better of two things, the best of three or more. Buck slip Capital, capitol Chain envelope - Official routing slip. - Capital as a noun means principal sum, wealth in general, a principal city; as an adjective it means excellent, chief, leading, admirable. Capitol is the official building of a state or country; a statehouse. When capitalized, it means the building occupied by the Congress of the United States at Washington. - A chain envelope is an envelope properly lined so that it may be routed from office to office by courier or messenger. It is for internal use only, and may carry docu- ments classified from restricted through secret. This envelope effects economy as it may be used many tiiaes. Consul, council, and counsel - A consul is an official representing a government in foreign countries. A council is a meeting or conference or consultation. Counsel is advice or an adviser, usually in legal matters. Continual, continuous - Continual means repeated in regular succes- sion. Continuous means continuing without interruption. Courtesy copy - The extra copy of a memorandum or letter accompanying the original. Farther, further - Farther refers to distance; further to time, quantity, or degree. Approved For Release 2002/05L0ti CIA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 DEFINITIONS - Continued Imply, infer Indexes, indices - Both are correct as the plural of index. Inter-Agency - Between CIA and other departments or agencies of the Government. Intra-Agency - Between offices of CIA. Lay, lie Lend, loan - Lend is a verb. Loan is a noun. Principal, principle Regulations and Notices - The official CIA publications. Reproduction - The Reproduction Division where all duplicating work is done. Shall, will - Imply means to intimate a meaning not expressed. Infer means to reach a conclu- sion or make a deduction. - Lay means to place or put; lie means to recline, to remain inactive. The principal parts of lay are ' l.ay, laid, laid; the principal parts of lie are lie, lay, lain. - Principal means chief, leader, or invested capital. As an adjective it means the highest in rank or importance. Principle is a noun only. It means truth, belief, policy. - To indicate simple futurity, use shall with the first person, and will with the second and third persons. To express determination, promise, or voli- tion, use will with the first person and shall with the second and third persons. As, Futurity, Use shall with I and we Use will with all other subjects Determination, etc.: Use will with I and we Use shall with all other subjects Should, would - Follow the same rules as those that govern shall and will. Sit, set - Sit means to seat or to rest. Its principal parts are sit, sat, sat. Set means:to place in position; to cause to sit. Its parts are set, set, set. Approved For Release 2002/05/012 CIA-RDP78-04718A000600100006-0 25X1A .r , Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 LIST OF COMMONLY USED GOVERNMENT ABBREVIATIONS - Intelligence Advisory Committee - National Security Council - Joint Chiefs of Staff - Joint Intelligence Group - Atomic Energy Commission - Joint Intelligence Committee - United States Air Force - Central Intelligence Agency - General Staff, U. S. Army AC/S, G-l - Office of the Assistant Chief of Staff AC/S, G-2 - Office of the Assistant Chief of Staff AC/S, G-3 - Office of the Assistant Chief of Staff AC/S, G-1+ - Office of the Assistant Chief of Staff MATS - Military Air Transport Service MSTS - Military Sea Transport Service MB - Munitions Board MDW - Military District of Washington NSRB - National Security Resources Board MIX - National War College EOD - Entered on Duty COB - Close of Business PL - Public Law PHS - Personal History Statement (form) 37-3 - Personnel Action Request (form) T/0 - Table of Organization Approved For Release 2002/05/01 4 IA-RDP78-04718A000600100006-0 Approved For Release 2002/05/01 : CIA-RDP78-04718A000600100006-0 LIST OF COMMONLY USED GOVERNMENT ABBREVIATIONS - Continued - International Business Machines - Time and Attendance (reports) - Project Review Committee Note: When any of the above, or similar abbreviations are to be used in text, you must first write them out fully and follow with the accepted abbreviations in parentheses. Further reference may then be made by using only the abbreviations. Approved For Release 2002/05/91: CIA-RDP78-04718A000600100006-0