OTR BULLETIN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-06370A000100010035-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 35
• Document Creation Date: December 12, 2016
• Document Release Date: January 4, 2002
• Sequence Number: 35
• Publication Date: February 1, 1964
• Content Type: BULL

 Approved For Release 2002/01/29 : CIA-RDP78-06370A000100010035-7
Any individual in any supervisory capacity whatsoever
in your agency is a training officer, just as he is a per-
sonnel manager. It must be his direct responsibility
to see to it that the talents and abilities of each of his
employees are used to the best advantage, and that
these talents and abilities are given every opportunity
for full and continuing development. It is your own
most important job to get this fact home to him, and
to make clear to him that the matter is not taken care
of simply because you happen to exist somewhere in
the building with an appropriate sign outside your door.
Any supervisor who is neglecting this aspect of his
duties is not performing competently, and the man at
the next highest supervisory level who is letting him
get away with it is even guiltier. It has got to work
all the way up and down the line--from cabinet mem-
ber to chief of the mail room. When it does not, it is
your responsibility to build awareness of this deficien-
cy and to provide the professional guidance and advice
which will remedy it. This consciousness of in-serv-
ice training as a chain-of-command responsibility is
as integral a part of effective organization as is the
very service your agency provides.
An excerpt from a talk by Under Secretary of Labor
James T. O'Connell to the Training Officers Confer-
ence.
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in this issue....
Lengthy and important notes to Training Officers...
a listing of intensive summer language courses. advice on improving your letter-writing...
the latest on the Off-Campus Program.
schedule of OTR courses through June.. .
and try on for size the little item on the
inside front cover.
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Contewts
1 Bulletin Board
6 External Training Programs
13 Writing Better Letters
22 How To Listen
24 OTR Calendar
28 Directory of Training Officers
30 OTR Directory
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BULLETIN
B
BARD
ATTENTION OTR courses are sometimes oversubscribed, i. e.,
TRAINING more applications are received than can be accommo-
OFFICERS dated, either because of classroom size or the nature
of the course. When this happens, AIB is confronted
with the problem of who is to be refused admission in
this running of the course. To aid AIB is this assign-
ment of priorities, Training Officers are urged to in-
clude in Item 8 of Form 73 any information which indi-
cates whether and why it may be important that the ap-
plicant be admitted at the time requested. Examples
of such reasons might be that this is the only opportuni-
ty to take a required course before departure for an
overseas assignment or that the course requested is
part of a planned series of courses and is a prerequi-
site for other courses. AIB already uses these and sim-
ilar criteria, often admitting a late applicant and refus-
ing an early one for one or more of these reasons. In
the absence of this type of information on the Form 73,
however, numerous phone calls are usually required.
These can be avoided if Training Officers will comply
with this request.
Item 8 must contain information on how the training will
benefit the individual in his assignment. This informa-
tion is needed to determine eligibility for the course.
More on Form 73--please remember that the instruc-
tor's copy (pink) must also be signed.
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Among the many beneficial aspects of the Americans
Abroad Orientations are a) that the faculty is prepared
to tailor the course not only to the area being consider-
ed but also to the needs and interests of the students,
and b) that students are often able to contribute valuable
insights and knowledge gained through their experience
or education. These are as applicable to Agency depend-
ents taking the course as to Agency personnel assigned
to it. Training Officers are urgently requested to alert
the Area Training Faculty by insuring that the Forms 73
not only of employees but also of their dependents are
complete with notations of their education, general back-
ground, professional or work experience, previous over-
seas tours, and any other information which has a bear-
ing on study of the areas involved.
Training Officers are again reminded of the rather seri-
ous security problem which results when-Agency person-
nel assigned to a course at Arlington Towers enter the
premises of the Foreign Service Institute instead of the
OTR Language and Area School. Please see that stu-
dents are properly briefed on the correct location of the
Language and Area School before going to their first
class and that they are impressed with the absurdity,
asininity, fatuity, folly, imbecility, inanity, inconsistency,
and hard-core stupidity of, in effect, identifying them-
selves publicly as CIA employees when they are in most
cases in the act of preparing to go overseas under cover.
The two entrances of the Foreign Service Institute are
clearly marked; neither of them leads to the Language
and Area School. This latter is in the same structure
(the Washington Building), not in the main part of the
building but in what is called the Annex, formerly a
parking garage. The entrance to LAS faces the Iwo
Jima Memorial and is the last door toward the Memorial
Bridge, beyond FSI's main entrance.
AIB does not normally call students directly about enroll-
ment matters, but works through Training Officers,
who are expected to pass on to students in their offices
any necessary information. Numerous calls to AIB from
students indicate that many are not being told enough
about time and place of classes, changes of dates, can-
cellations, and other details.
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TESTING The Professional Employees Test Battery, an all-day
test, is given every Friday beginning at 0900 in Room
441 Broyhill Building. Call extension _to make ar-
rangements for the test.
The Foreign Language Aptitude Test Battery is given
every Monday afternoon beginning at 1300 hours in Room
441 Broyhill Building. To take the test, call extension
Writing Workshop Pretests are given from 0900 to 1200
on the last Monday of each month in Room 441 Broyhill
Building. To make arrangements to take the test, call
extension- (No pretest is required to take the Writ-
ing Workshop correspondence course.)
Pretests for clerical refresher courses are given
monthly in Room 2103 Washington Building Annex,
Arlington Towers, beginning at 0920 hours. Dates of
these pretests are announced in the OTR BULLETIN.
Those enrolled for the Clerical Skills Refresher Course
are called and told when to report for a pretest.
Clerical Skills Qualifications Tests are given, usually
twice monthly, in Room 2103 Washington Building An-
nex, Arlington Towers. Dates of these tests are given
in the OTR BULLETIN and those enrolling for the tests
are told at registration when they should report for the
test. To arrange for the test, call extension=
STUDIES
IN
INTELLIGENCE
AWARD
The annual $500 award for the most significant contribu-
tion to STUDIES IN INTELLIGENCE was divided in 1963
account of important analytical detective work in '
between two quite different types of articles. Paul R.
_of ORR received half the award for his intriguin
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INTELLIGENCE The next running of the Intelligence Review Course will
REVIEW begin on 30 March. The aim of this two-week seminar
25X1 A
is to review the current status of the intelligence pro-
fession and to study new developments in the intelli-
gence community and in CIA. During the course, expe-
rienced personnel have an opportunity to examine and
discuss interoffice problems and relationships; develop-
ments in international communism are discussed; lec-
turers and panels review broad aspects of the intelli-
gence process and lead discussions; and selected topics
are studied in detail by seminar groups.
Enrollment is limited to professional officers who have
taken the Introduction to Intelligence and Introduction to
Communism courses and who have at least five years
duty with the Agency or equivalent experience. This
course is highly recommended for nominees to senior
officer courses. For further information, please call
The next course will run
pril-Early registration is advis-
CLERICAL
SKILLS
QUALIFICATIONS
TESTS
Place: Room 2103 Washington Building Annex,
ton Towers.
Time: Announced at registration for the test.
Dates: Typewriting
6 January
27 January
10 February
2 March
16 March
6 April
20 April
11 May
25 May
15 June
29 June
SKILLS
PRETESTS
Arling-
SHORTHAND
7 January
28 January
11 February
3 March
17 March
7 April
21 April
12 May
26 May
16 June
30 June
Room 2103 Washington Building Annex, Arling-
ton Towers.
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Dates: for the 23 March-17 April course:
18 March--typewriting pretest
19 March- -SHORTHAND pretest
for the 27 April-22 May course:
22 April- -typewriting pretest
23 April- -SHORTHAND pretest
for the 1-26 June course:
27 May--typewriting pretest
28 May--SHORTHAND pretest
LOGISTICS The three-week Logistics Support Course will be con-
SUPPORT ducted by the Office of Logistics from 13 March to 1
COURSE May 1964. This is a full-time course. Sessions will be
in Room 1322 R&S Building. Nominations should be sent
on Form 73 (Request for Internal Training) directly to
the Logistics Training Office
Room 1305 Quarters Eye. Additional information may
be obtained from
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EXTERNAL
GRAMS
KING'S In spite of some initial problems, the new Executive
POINT Seminar Center at King's Point, N. Y., has successful-
SEMINARS ly given six seminars, including the second running of
the seminar on Administration of Public Policy. The
Center's NEWSLETTER reports that improvement of
the physical facilities will continue, and that it is the
Center's policy to keep bringing to the seminars the
best resource people obtainable from government, the
universities, and the business world.
INTENSIVE NDEA Language and Area Centers at 20 universities will
SUMMER offer intensive courses in 27 critically needed languages
COURSES during the summer of 1964. In these courses students
may receive the equivalent of a full year's course work.
Related area studies are encouraged. The centers and
languages are listed below.
Far Eastern languages
Columbia University (Cantonese, Mandarin, Japa-
nese, Korean)
Harvard (Chinese, Japanese, Korean)
Stanford University (Chinese, Japanese)
University of Colorado (Chinese, Japanese/jointly
with Univ. of Kansas)
University of Hawaii (Korean)
University of Southern California (Chinese, Japa-
nesel
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SUMMER
LANGUAGE
COURSES
Latin American languages
New York University (Portuguese)
Tulane University (Portuguese)
University of Wisconsin (Portuguese)
Near and Middle Eastern languages
Harvard University (Arabic, Hebrew, Persian)
UCLA (Amharic, Arabic, Hebrew, Iraqi, Kabyle,
Persian, Turkish)
University of Utah (Arabic)
Slavic and East European languages
Columbia University (Polish)
Fordham University (Russian)
Indiana University (Polish, Russian, Serbo-
Croatian)
University of Kansas (Polish, Russian/jointly
with University of Colorado)
University of Michigan (Polish, Russian)
South Asian languages
Duke University (Hindi-Urdu)
University of California, Berkeley (Bengali, Hindi-
Urdu, Tamil, Telugu)
University of Hawaii (Hindi-Urdu, Marathi)
University of Pennsylvania (Hindi-U rdu, Tamil)
Southeast Asian languages
Cornell University (Indonesian, Thai, Vietnamese)
University of Hawaii (Indonesian, Marathi, Thai)
Sub-Saharan African languages
Duquesne University (Hausa, Igbo, Swahili,
Yoruba)
Georgetown University announces that its summer 1964
sessions will include intensive courses in French, Ger-
man, Italian, Russian, and Spanish. There will also be
a special course in English as a foreign language. There
will be four courses in Latin American area studies.
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HOME The RCA Institute offers, in addition to its resident
STUDY courses, a series of home study courses. Each course
IN consists of a group of lessons, assignments, and in
ELECTRONICS some cases, of equipment for experiments. The first
course, Electronic Fundamentals, or its equivalent is
required for enrollment in any of the other courses,
which include Television Servicing, Color Television,
Communications Electronics, Automation Electronics,
EDP: Computer Programing, and Transistors.
EXECUTIVE The 1964 Summer Institute in Executive Development
DEVELOPMENT for Federal Administrators will be held from 5 July to
14 August. The program is sponsored by the Center
for Advanced Study in Organization Science at the Uni-
versity of Wisconsin (called, before its relocation from
the University of Chicago, the Center for Programs in
Government Administration). The Institute is a six-
week block of integrated study; enrollments are permit-
ted in writs of two, four, or six weeks. Its aim is to in-
crease the administrator's objective understanding of
the nature of modern, complex, managed organization.
Seminar titles are: Innovation and Planned Change in
Administrative Systems; Scientists and Professionals
in Modern Administrative Structures; the Design and
Use of Modern Organizations; Public Policy and Admin-
istrative Decision-Making; Problem Areas in Adminis-
trative Human Relations.
UCLA
SHORT
COURSES
UCLA has announced the following short courses for
chemists, engineers, mathematicians, physicists, and
other scientists to be presented during 1964 by the uni-
versity's Engineering Extension and Physical Sciences
Extension:
High Pressure Effects in Metallurgy -- 2-6 March
Refractory Metals and Alloys -- 9- 13 March
Use of Computers in Structural Engineering --
16-27 March
Design of Space Power Plants -- 30 Mar-10 Apr
Bearing Technology -- 13-24 April
Metastable Structures and Transformations --
4- 15 May
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Thermal Management of Manned and Unmanned
Spacecraft -- 18-29 May
Information Systems for Executive Planning and
Control -- 25-29 May
7th Annual Leadership Laboratory -- 31 May-6 Jun
Lasers - Masers -- 1- 12 June
Modern Engineering for Engineering Executives--
14 June - 24 July
Thermodynamic & Transport Properties of Mat-
ter -- 15-26 June
Guidance and Control of Re-entry Vehicles --
15-26 June
Astrodynamics and Rocket Navigation -- 15-26 Jun
Quantitative Aspects of Communication Sciences--
15-26 June
Advanced Techniques of Programming Digital Com-
puters -- 22-26 June
Design Factors for Materials Application in Space--
22-26 June
Nonlinear Analysis with Applications -- 22 June -
3 July
Dynamic Stability of Structures -- 22 June-3 July
Computer Control Systems Technology -- 22 June-
3 July
Space Propulsion Systems -- 22 June - 3 July
Rates of Reaction -- 29 June - 10 July
Modern Solid State Physics and Its Applications --
6-17 July
Lunar Missions -- 6-17 July
Creep, Plasticity, and Thermal Stress -- 6-17 July
Thermal Design of Spacecraft -- 6- 17 July
Technical Writing and Editing -- 13-17 July
Systems Approach to Reliability -- 13-17 July
Corrosion -- 13- 17 July
Inertial Guidance -- 13-24 July
Underwater Acoustics -- 13-24 July
Man-Computer Information Systems -- 20-31 July
Optical Physics and Its Recent Applications --
20-31 July
Aerospace Vehicle Systems Engineering -- 20-31
July
Space Communications -- 20-31 July
Status of Modern Control System Theory -- 3-14
August
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Electron Beam Metallurgy -- 3-7 August
Reliability and Industrial Statistics Courses --
Session I -- 3-14 August
Session II -- 17-28 August
Experimental Stress Analysis for Missiles and
Spacecraft, Photoelasticity and Strain Gage --
Industrial Photoelasticity - 10-14 August
Strain Gage Lectures - 17-21 August
Strain Gage Laboratory - 24-28 August
Survey of Communication Theory -- 10-21 August
Aerospace Vehicle Guidance and Control --
17-28 August
Thermal and Luminous Radiative Transfer --
24 August - 4 September
Wave Propagation in Elastic Solids -- 24 August -
4 September
Alloy Phases -- 7-11 September
Radiation Damage Effects in Metallurgy -- 5-16
October
Matrix Methods in Elastomechanics -- 5-16 Oct
Automatic Checkout for Aerospace Vehicles --
19-30 October
Electronic and Optical Materials -- 2- 13 November
Engineering and Management Course
LOAN The publications listed below may be borrowed by calling
PUBLICATIONS extension ~
FEDERAL AGENCY APPROACHES TO FIELD
MANAGEMENT -- a symposium based on papers
presented at the 1963 National Conference on Pub-
lic Administration, published by the American
Society for Public Administration.
BUSINESS POTENTIAL IN THE EUROPEAN COM-
MON MARKET, by Robert Theobald, published by
the American Management Association.
CASE STUDIES IN COMPUTER- BASED MANAGE-
MENT, published by the American Management
Association.
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GSA
COURSES
The GSA Institute of the General Services Administra-
tion is offering the following courses on an interagency
basis between now and the end of June:
SMALL PURCHASES -- 23-27 March, 20-24 April,
8-12 June
CONTRACTING BY FORMAL ADVERTISING --
16-20 March, 13-17 April, 11-15 May
INVENTORY- MANAGEMENT -- 1 May-27 April
15-19 June
DIRECTIVES IMPROVEMENT -- 23-24 March
FORMS ANALYSIS AND DESIGN -- 23 Mar - 3 Apr
1-12 June
FORMS IMPROVEMENT -- 7-8 April, 19-20 May
PLAIN LETTERS -- 6-10 April, 11-12 May,
15- 16 June
REPORT WRITING -- 2-6 March, 30 March-3 April,
27 April-1 May, 1-5 June
RECORDS DISPOSITION -- 23-24 March, 4-5 May,
8-9 June
SOURCE DATA AUTOMATION ORIENTATION --
2-3 April, 7-8 May, 11-12 June
SECRETARIAL PRACTICES -- 16-20 March,
6- 10 April, 4-8 May
REFRIGERATION AND AIRCONDITIONING --
16 March - 10 April, 20 April - 15 May
STRETCHING FEDERAL PROPERTY DOLLARS --
1-5 June
REGISTRATION Applications for non-Agency training under Agency aus-
FOR pices should be sent by Training Officers to the Chief of
EXTERNAL the External Training Branch, Room 839 Broyhill Build-
PROGRAMS ing, extension= Those wishing to take outside cour-
ses at their own expense must make arrangements ac-
cording to the provisions 01 paragraph 7e.
For information on non-Agency training, call extension
or come in person to Room 839 Broyhill
Building, where an extensive collection of college cata-
logs and other listings of training opportunities is main-
tained.
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Foreign students studying in the United States numbered
78, 000 in 1963. This is an increase of 40, 000 over 1955.
Over 65, 000 of these students are in institutions of higher
learning; and half of these college students are concentra.
ted in California, New York, Illinois, Massachusetts, Mich
igan, and Pennsylvania.
Columbia University, New York University, the University
of California at Berkeley, the University of Illinois, and
the University of Michigan led in numbers of foreign stu-
dents; each reported at least 1, 200.
Of the 65, 000 foreign college students in the United States,
about 5, 000 are from Africa, 7, 000 from Canada, 8, 000
from Europe, 24, 000 from the Far East, 11, 000 from Lat-
in America, 9, 000 from the Near and Middle East, and
1, 000 from Oceania.
The preceding figures are from OPEN DOORS 1963, an an-
nual publication of the Institute of International Education.
They are based on surveys cosponsored by the American
Association of Collegiate Registrars and Admissions Offi-
cers and by the National Association of Foreign Student Ad-
visers. Readers who wish more detailed information may
consult OPEN DOORS or call the Office of the Registrar/
OTR, extension ~
CPYRGHT
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The Off-Campus Program
The off-campus university courses which resumed in early February
for the Spring Semester involve 180 employees from 32 major offices
of the Agency.
Depending on your point of view, nine of these have an easier task than
the others for they comprise the off-campus instructional staff, repre-
senting either The American University or The George Washington Uni-
versity. The Agency professors for the AU courses, exclusively in econ-
omics, are all from ORR. Those teaching the GWU courses are from
OTR, MS, OEL, OCI, and 00/ C. Agency background of the instructors
is, of course, of no concern to the universities; selection as an instruc-
tor is based on academic qualifications and on college and university
teaching experience.
The "across the Agency" appeal of academic courses on our own campus
is revealed by the enrollment of one or more students from RID, O
OS, WE, NE, OGC, OCR, OP, FDD, FE, OSI, TSD, OCS, IAB,
OTR, MS, OEL, SAS, WH, CI, NPIC, ORR, OCI, 00/ C, OL, AF, CA,
SR, COMPT, and the Cable Secretariat.
Overall, in the credit courses the number of employees studying at their
own expense is about equal to the number sponsored by the Agency. Stu-
dents in the three AU courses are 98 percent sponsored; in the GWU
courses, only 22 percent are sponsored. Except for courses in Econom-
ics, sponsorship has rarely been proposed by an Office. Sponsorship is
withdrawn or a probation status imposed by the Agency when a grade av-
erage of B or better is not maintained.
In addition to the credit courses, special contractual arrangements were
made last Fall and are being continued in the Spring semester for a
mathematics refresher in Calculus; enrollment is limited to those per-
sons with prior academic credit in the field.
STATSPEI
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Self-
Sponsored
Office-
Sponsored
Contractually
Arranged
Totals
DDI
25
60
8
93
DDP
23
3
1
27
DDS
17
3
3
23
DDS&T
5
1
19
25
O/DCI
2
1
0
3
72
68
31
171
The courses offered in the Spring semester vary in enrollment from a
high of 31 (Mathematics Refresher for Scientists and Engineers) to a low
of 10 (English Composition). A course in Basic Principles of Statistical
Method could have been offered had several more enrolled in time but
late inquiries had to be diverted to other offerings because GWU had al-
ready canceled the course. Registrations in other courses are: Quanti-
tative Economic Analysis, 21; Principles of Economics, 19; International
Organization: The UN, 18; History of Russia, 17; Government of the U.S. ,
15; Income Analysis (II), 14; Intermediate Economic Analysis, 14; and
Psychology of Adjustment, 12.
Probably the most encouraging note in this (the fifth) semester of the
program is that the registration in Political Science 172 (International
Organization: The United Nations) reached such creditable size. Al-
though eligible undergraduates may participate, this course is primarily
for the graduate student directly interested in an M. A. in International
Affairs.
In the next several months the OTR Registrar will be developing plans
with University Officials for probable offerings in the Fall Semester,
1964. Offices (or individuals) able to anticipate a need for additional
credit courses or willing to absorb contractual arrangements for non-
credit courses should consult R/TR -- particularly when there is rea-
sonable assurance that at least a minimum class can be guaranteed (15
is the average minimum for AU classes and 9 - 11 for GWU courses).
Provided registrants can enroll at Headquarters Building and are in
overt status, it is not mandatory that actual instruction thereafter be
conducted in the Headquarters building.
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EPISTOLARY MELIORATION,
or how to write Better Letters, keeping
ever in mind the Standards and Criteria
employed by Cultivated Correspondents
in their postal intercourse
The text of this
sermon is "Write not so that you can be understood but
so that you cannot be
good writing, letters
your job description,
produce better, less
other writing you do.
misunderstood." That principle is basic to all
included. Even, if letter-writing is no part of
our "text" and most of what follows can help you
"misunderstandable" writing in the reports and
Q. What is a good Letter?
A. A good letter is a letter which produces the desired result. Obvious?
Well, it's amazing how many refuse to accept this criterion. They still
believe, or act as though they believe, that the good letter is completely
impersonal, devoid of human warmth and feeling. Ask them what makes
a letter good and they will talk about things like correct spelling,. per-
fect grammar, and a good command of the English language.
Verily, those are the last requirements of a good letter, not the first.
It takes a lot more than good English to make a good letter. It takes
considerable skill in the art of human relations. When you sit down to
write a letter you have to think in terms of people--and how they are
likely to react--if you expect to produce the result you are aiming at.
(We're limiting this discussion to office letters; love letters are specif-
ically and categorically excluded--the rules just don't apply to them. )
Example: here's a sales letter to a printing firm from an ink manufac-
turer.
Gentlemen:
The printing on your recent circular indicates to us that
your printing department needs Smith Ink. We are pleased to
send a sample of our Fastset Black No. 505, along with our
color book.
We look forward to your becoming a member of our happy
Smith family.
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The spelling is correct, the grammar's correct. But if the writer had
used a bit of imagination he would have realized that the printer might
be a little offended. He was. So offended that it will be a long while
before he tries any Smith ink.
What should the letter writer have said? Well, how about something
like this:
Gentlemen:
Congratulations on your recent circular! It's one of the
finest promotion pieces we've seen this year.
Creative work and printing of this caliber deserve Smith
Ink. We've enclosed a color book and a sample of our Fastset
Black No. 505. Your offset department will be delighted at the
ease with which they can obtain excellent results using this for-
mula.
If you want more information--or more samples- -please
call me. It will be a pleasure to serve you.
The first requirement of a good letter is good thinking. The writer
should know exactly what information he wants to convey and what kind
of emotional reaction he would like to arouse in the reader. The sec-
ond requirement is good feeling. A good letter will reflect a pleasant,
friently attitude. It should be designed to evoke a similar attitude in
the reader. The final requirement is good expression... which is where
things like spelling, grammar, and vocabulary come in.
And with that we've really said it all. Remember and apply what has
gone before, and you'll be a good letter writer. But we're going to go
on and spell out a few ways to put into practice this good thinking, good
feeling, and good expression. (If you notice any similarity between
what follows and a GSA Records Management Handbook titled PLAIN
LETTERS, please be assured that it is not inadvertent, and the debt is
hereby acknowledged.)
To begin with an old-fashioned mnemonic, a good letter should be
Sincere
Short
Simple
Strong
SINCERITY. If you want your letters to show your sincerity, write in
human terms: use proper names, personal pronouns, words that stand
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for human beings, like child, father, wife, and so on. Avoid the im-
personal passive; nothing chills quicker than "it is believed" or "it is
understood. " Write in the active personal: "I believe, " "we under-
stand. "
Admit mistakes. The insincere way is to ignore them, gloss them over,
cover them with a smokescreen of meaningless words. EXERCISE:
Here are three letters to John M. Smith, who had previously been noti-
fied that there was a shortage in his account. Pick the sincere letter.
Please disregard the notice forwarded to you on April 1, 1954.
The records of this office indicate that your account is in good
order.
It is the practice of this office to periodically review all accounts
for the purpose of ascertaining their current status. From such
a recent review, it was discovered that you were notified on
April 1, 1954, of an outstanding shortage on your account of $25,
whereas the account is, in fact, in good order.
It will be appreciated that the large volume of work with which
this office is confronted and the current personnel shortage ren-
der it virtually impossible to completely eliminate small errors
of this nature, particularly those originating because of a simi-
larity in names. This office wishes to assure you, however,
that every effort is being made to give the best possi-
ble service and to prevent the recurrence of errors.
Any inconvenience which you may have been occasioned by rea-
son of the notice of April 1 from this office is sincerely regretted.
We made a mistake in notifying you on April 1, 1954, that your
account was overdue $25. Our notice must have been confusing
to you, because you have always been prompt with your payments.
The fact is that your account is in good standing with no payment
due until July 1, 1954.
Please accept our apology and our assurance that this office will
be more careful in the future.
Cut down on the intensives and emphatics: highest, deepest, very much,
extremely, it is to be noted, we would like to point out, an important
consideration is, and others like them. Not only may these lead a read-
er to suspect your sincerity; they are not nearly so effective in a letter
as they may seem, especially if overdone.
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Be thou neither obsequious nor arrogant. Strive for friendliness and
simple dignity. This is more a matter of tone than of rules and formu-
las. But at least don't make point blank statements that the reader is
wrong, or misunderstands, or has not made himself clear; avoid criti-
cism and condescension. On the other hand, every letter doesn't have
to be finished off with a "Please let me know if I can be of further as-
sistance" or "We stand ready to help you in every possible way. " And
go easy on the superlatives and slang.
That's little enough to say about sincerity, considering its importance
in good letter writing. But, no one can really tell you how to write
sincere letters, any more than he tell you how to be sincere. Did you
ever-get one of those "friendly, sincere" letters from a magazine cir-
culation manager? You know -- "A man of your intelligence and in-
come ought to be reading " The circulation people have the ad-
vice of the best Madison Avenue experts, but their true motive always
shows through.
SHORTNESS. Brevity is a plus quality of the good letter. Length, of
course, is not measured by lines or pages. The letter (or report) that
is too long is the one which says more than needs to be said or the one
which uses too many words to say what it must say. A two-page letter
may be short and a 10-line one may be long.
The first way to achieve brevity is to cut out unnecessary words. This
does not mean that you should use telegraphic jargon. Information
which gives the reader a clearer understanding does not add undesirable
length, nor are words which lend courtesy of tone useless.
Do you wind up when you begin to write a letter? - -"This is in reply to
your letter of 10 January 1954, in which you request a copy of the pub-
lication entitled THE CRAFTMANSHIP OF LETTER WRITING. " When
you have answered one question do you wind up again? --"Information is
also requested in your letter as to the approximate publication date of
the stenographers' manual. In reply.... "
One way to shorten would be to go back through those two sentences
and take out all the unessential words. A better way would be to drop
the sentences and just answer the questions: "We are sorry that we
have no more copies of THE CRAFTMANSHIP OF LETTER WRITING,
which is out of print. The stenographers manual will be published in
the late Fall. " This kind of answer won't come as a surprise to the
one who made the request.
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If you think you have to refer to the incoming letter, at least avoid
stilted openings ("Reference is made to your letter. . . "); refer to it by
its date only ("Thank you for your letter of 10 January. "); mention the
subject of the inquiry in as few words as possible; if your letter is an
office memorandum, use the subject line and let it go at that.
More examples: on the left the stiff and wordy version; on the right,
natural and to the point --
This is in response to your We are glad to send you the
letter of 15 November 1954, information you want on the
in which you request infor- recent change in the Social
mation in regard to the re- Security Law.
cent amendment to Title
of Public Law
In accordance with the au- After getting your letter of
thority contained in your 9 April, we corrected our
letter of 9 April 1964, the records to show your first
records of this office have name as James rather than
been amended to show your John.
name as James Henry Smith
instead of John Henry Smith.
Cut out words which add nothing to the reader's understanding. Here
are two sentences of 27 and 12 words respectively, each saying the
same thing:
If you want a refund, please If you want a refund, please
complete the enclosed appli- complete and return the en-
cation form, Request for closed form.
Refund, over your signature,
and return it to this office
at the above address.
Roundabout prepositional phrases are another way we lengthen our let-
ters. We use "in regard to" when we could say "about"; "in the event
of" instead of "if"; "by means of" when "by" would do just as well; or
"for the purpose of" instead of "for". Sometimes we can shorten and
sharpen our sentences by leaving out a prepositional phrase entirely,
as in this example: Please tell us how many man-hours are spent (in
connection with) auditing vouchers.
Another way to clutter up letters is the use of nouns or adjectives which
derive from verbs, instead of using the verbs themselves. We are
abetted in this by six wee little verbs: make, take, give, hold, have,
and be. Watch them steal the places of the basic verbs that might be
used in these sentences:
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When we held the meeting (met) the division chief made the
decision (decided) that we should take action (act) on the case
at once. The chief counsel made the reply (replied) that the
claimant himself should make an appearance (appear) at the
hearing to give his answers to (answer) the charges.
Avoiding nouns and adjectives linked to your sentences by those six li'l
old verbs will take you a long way toward straightaway English.
SIMPLICITY. Here, as always, your aim is clarity- -getting your mes-
sage across.
The first step toward simplicity of expression is knowledge of the sub-
ject. Compare a letter or report you have written on a topic you don't
know well with one you have done on something which is familiar to you.
Here's an example of a sentence written by a man who wasn't quite sure
of what he was saying:
"PA" means that you are classified with those employees cur-
rently serving under absolute or probational appointments in
positions held by the employee on a permanent basis, including
preference eligibles in excepted positions under appointments
without time limitations.
The man who had to sign that letter knew what he was talking about and
had the sentence rewritten as follows:
You are on the "PA" list because you have a permanent Civil
Service appointment.
Another aid to simplicity is to use short words, short sentences, short
paragraphs. Few of us are really stuffy or pompous in our speech; but
let us sit down to write or dictate and the big words come rushing in.
Pay goes high-hat and changes to remuneration; an error is an inadvert-
ency; after becomes subsequent; and we encounter difficulty in imple-
menting our commitments instead of finding it hard to live up to our
promises.
It's the same with sentences. In face to face conversation we can ram-
ble, run sentences together, throw in parenthetical remarks without
losing our listener. He has our voice inflections to guide him. But if
we make our written sentences too long he may have to reread them
several times to be sure he has our meaning.
Long paragraphs may not be hard to understand, but they are tiring.
And there's no need for them. All sentences in a paragraph should
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relate to a single idea, but that does not mean that all sentences related
to one idea must be kept in one paragraph.
No hard and fast numerical rule is practical here. But if you keep your
sentences down to 20 words or fewer and the number of sentences per
paragraph below 10, you will be doing well and better than most. Does
this mean a counting exercise every time you write a letter? No. Just
glance over the page you have written. . . do many of your sentences run
over two lines? Do the paragraphs look forbidding? Do you spot a lot
of long words?
BUT--a word which conveys a meaning better than any other should not
be discarded just because it is long. Nor should a good plain sentence
that moves straight ahead be frowned on just because it is long.
This "sermon" is getting pretty long. Instead of going back and cutting,
we'll stop here and pick up again in the next issue of the BULLETIN.
There's lots more to say... more on making your letters more under-
standable because they are expressed simply, and something on our
fourth point, strength of expression.
"We have achieved not a civilization, only a
technology, within which the savage has not dis
appeared but only been converted into the push-
button Neanderthal. " (John Ciar i
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Most of our communica-
tion takes place in read-
ing or writing, speaking
or listening. Much ef-
fort is spent these days
teaching the first three
of these: 11 EN I NG
reading improvement techniques
rolifer
t
p
a
e,
writing courses abound,
effective speaking is taught from elementary school to
corporation boardroom.
But listening?
How many schools have a course in how to improve your listening?
So what's the problem?
Is there any reason why there should be a course in listening?
The problem is the loss of time and efficiency caused by the frightening
rate of human forgetfulness. One study indicates that the average per-
son is engaged in some form of verbal communication during 70 percent
(11 hours, 20 minutes) of his waking day, and that 45 percent of that
time is spent listening.
But we forget 50 percent of what we hear
within 24 hours, and another 25 percent in
the next two weeks.
If our arithmetic fails us not, this adds up to a 75 percent loss of infor-
mation received by ear--including not just casual chitchat, but serious
business, teaching, conferences, interviews, speeches, across the
board.
Is the answer to the problem a course in listening? It might be. In the
absence of such a course, though, we may be able to improve our lis-
tening habits on our very own. Here are a few suggestions:
First, a fact (readily verifiable): The average rate of speech is between
125 and 150 words per minute. Another fact: most people listen at a
rate of about 500 words per minute, thus having an up to four-to-one
advantage over the speaker. The misuse of that advantage over the
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speaker. The misuse of that advantage is one of the chief reasons for
our forgetfulness- -we have time to let our minds wander, distractions
can creep in, we lose track.
Better use of this extra listening speed could, though, aid us to get from
the speaker knowledge or information which will last beyond the average
two weeks, which will be at least as permanent as our impressions from
reading.
We can use our "spare" time to summarize what has been covered so
far in the talk, keeping up with its substance.
We can think ahead, trying to anticipate what comes next.
We can mentally test the specifics of the presentation, weighing them
in the light of our own knowledge or experience.
We can examine the validity of the reasoning the speaker uses.
All of these potential uses of the time gap presuppose that we are paying
close attention to what the speaker says, that we are listening for the
substance of his talk and are not misled by isolated facts or statements,
nor blinded by his platform manner or his gestures or his dialect or
whatever. In addition, we should listen objectively, i. e. , try to under-
stand what the speaker says regardless of our own convictions.
There's an old saw in sales training: By talking when we should listen
we may win arguments but we will lose sales. There must be some ap-
plication here.
"A good question can be better than a bril-
liant answer. 11 (Louis I. Kahn)
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IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
0TR CALENDAR
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII[
The following is a list of OTR courses scheduled through June. As other courses are scheduled by
the Office of Training, they will be announced in OTR BULLETINS. For further information call Ad-
missions and Information Branch, extension 25X1A
Courses marked with an asterisk are given away from headquarters; registration closes two weeks
in advance. All other registrations close the Tuesday before the course begins.
COURSE TITLE
DESCRIPTION DATES
Administrative Procedures
full time, 80 hours
16-27 Mar 18-29 May
z
q
Americans Abroad Orientation
hours var
on re
uest
c
ll -
?~ vi
y
,
q
a
25X
Anticommunist Operations
(:~ y
(Party Penetration)
Budget & Finance Procedures
part time, 80 hours
6 Apr-1 May
24 Feb-13 Mar
30 Mar-17 Apr
cn
ti
ZO
4-22 May 29 June-17 July
13-17 A
r
k
p
part time, 3 hours
for EOD's, every Monday
afternoon
part time, 2 hours
10 Mar, 14 Apr, 12 May, 9 Jun,
13-24 Apr 25 May - 5 June
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25X1 A
CI Operations
full time, first week;
part time second and
third weeks 80 hrs.
23 Mar-10 Apr 8-26 June
23 March - 17 April
27 Apr-22 May 1-26 June
Counterinsurgency
Program Planning
CP Organization & Operations
Dependents Briefing
Geography of the USSR
Info Reports Familiarization
(typing pretests given every Wednesday morning before
course begins; shorthand pretests given every Thursday
morning before course begins)
part time, 20-30 hrs.
full time & part time
80 hours
part time, 60 hours
full time, 80 hours
part time, 80 hours
part time, 20 hours
full time, 64 hours
part time, 6 hours
full time or part time
11-29 May
30 Mar-17 Apr
9-20 Mar
9 Mar-3 Apr 1-26 June
Z
H
him
24-28 Feb
6-10 Apr
4- 8 May
9-18 Mar
29 Jun- 2 Jul
15-24 June
zO
r
1.4
10- 11 Mar
14-15 Apr
12- 13 May
9-10 June
23 Mar - 1 May
9-13 Mar 16-20 Mar
4-8 May 11-15 May
on request, call _
25X1A
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Intelligence Production for JOTs
Intelligence Research (Map
and Photo Interpretation)
Intelligence Research
Techniques
Intelligence Review
Intelligence Techniques (JOT)
Introduction to Communism
Introduction to Intelligence
IRR&R
JOT Class of July 1964
Language Courses
*Management: Senior Seminar
*Ope rations
part time, 144 hours
full time, 80 hours
full time, 80 hours
full time, 80 hours
20 Apr-26 June
4 May-5 June
9 Mar-24 Apr
30 Mar-10 Apr
2-13 Mar 30 Mar-10 Apr
27 Apr-8 May 25 May-5 Jun
22 Jun-2 Jul
16-27 Mar 13-24 Apr
11- 22 May 8-19 June
full time, 120 hours 6-24 Apr 8-26 June
Headquarters segment 13 July
(for information call AIB, ) 25X1A
full time (GS-14s and
above
10- 15 May
full time, 6 weeks 13 Apr-22 May
full time, 720 hours 9 Mar-10 July
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*Operations Familiarization
Operations Support
Scientific & Technical Ops (FE)
Supervision (GS 5- 10)
Travel Procedures
USSR-Basic Country Survey
Writing Workshops
Basic
Intermediate (DDS)
Intermediate
Advanced (DDS GS-15s & above)
Advanced (ORR)
Correspondence
full time, 240 hours
full time, 160 hours
full time
full time, 40 hours
part time, 20 hours
full time, 80 hours
9 Mar-17 Apr
6 Apr-1 May 1-26 June
4-29 May
16-20 Mar 8-12 June
30 Mar-3 Apr 25-29 May
22-26 June
4-29 May
10 Mar-2 Apr 12 May-4 Jun
12 May- 4 Jun
7-30 Apr
12 May-4 Jun
10 Mar-2 Apr
Register any time; use Form 73
part time, 27 hours
(A pretest is required for Intermediate and Advanced
Writing Workshops unless the previous level has been
completed. Tests are given in Room 441 Bryhl on the
last Monday of each month. Arrange for pretesting by
25X1A calling extension _
z
t=i
rtm
QH
tai
O
Z
r
1-c
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25X1 A
DIRECTORY OF TRAINING OFFICERS______25X1A
SENIOR DDI
TRAINING DDP
OFFICERS DDS&T
DDS
TRAINING DCI
OFFICERS O/DCI
O/IG
Inspection Staff
Audit Staff
General Counsel
DDI
O/DDI
CGS
OCR
STATSPE1
ONE
OCI
OBI
ZE-52
3C-29
3E- 30
7D- 18
7D- 49
2519 Qtrs. I
7D-07
2E-52
7F-35
ZE-61
2E-61
4F-29
4F-29
7E-47
6G-29
6G- 29
2400 Alcott Hall
00
402
1717 H
Contact
506
1717 H
414
1717 H
FDD
NPIC
25X1 A
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25X1A
n
z
H
zn
cH
Co
k=i
zz
r
K
25X1 A
DDS
Communications
Finance
Logistics
Medical
Personnel
Security
Training
DDS&T
OCS
OEL & ORD
OSA
OSI
GA-08
GA-08
6E-69
1311 Qtrs. I
1311 Qtrs. I
1D-4044
5E-56
5E-56
4E - 71
4E- 71
839 Broyhill
1E-4840
GH-19
6B- 40
6F-43
6F- 43
z
H
trim
t?4 hi
cH
m
LI
O
r
'-c
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21A OTR DIRECTORY 25X1A
Director of Training
Special Assistant
Intelligence School
Briefing Officer
School of International Communism
Language and Area School
Language
Tutorial
Voluntary Program
Area
Operations School
Headquarters Training
Midcareer Program
Junior Officer Program
Plans and Policy Staff
Educational Specialist
Registrar Staff
Deputy Registrar
Admissions and Information
External Training
OTR BULLETIN
Support Staff
Matthew Baird 819 Bryhl
807 Bryhl
711 B ryhl
1D-1617
ID- 1617
2206 A. T.
2206 A. T.
2206 A. T.
2206 A. T.
2210 A. T.
609 Bryhl
615 Bryhl
807 Bryhl
743 Bryh1
819 Bryhl
810 Bryhl
839 Bryh1
839 Bryhl
832 Bryhl
835 Bryhl
832 Bryhl
820 Bryhl
532 Bryhl
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CO 1 D E NTIAL
Operations
Collection
Analysis
Production
0 likk
anything
used
in
doing
certain
work
or
in
producing
a
certain
result,
e sp.
such
as
requires
delicacy,
accuracy,
or
precision....
* The American College Dictionary
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