Stationery Specifications, Procurement, and Use

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200110011-9
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 8
• Document Creation Date: December 9, 2016
• Document Release Date: June 7, 2001
• Sequence Number: 11
• Content Type: REGULATION

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GSA CIRCULAR NO. 253
ATTACHMENT 1
Stationery Specifications, Procurement, and Use
1. General. These guidelines cover important standards and requirements
concerning the procurement, specifications, and use of blank and
printed paper, envelopes, and forms by executive agencies for official
Government correspondence.
The guidelines deal with subject matter which was primarily covered
by the Bureau of the Budget Circular No. A-33, Revised, dated
March 9, 1959, now rescinded.
Except where appropriate citations appear, the standards and require-
ments contained in the guidelines are prescribed by General Services
Administration General Regulation No. 27, dated December 13, 1961.
2. Correspondence Practices. The U.S. Government Correspondence Manual,
announced by General Services Administration Circular No. 233, dated
March 20, 1961, provides a Government-wide guide for correspondence
and style practices. Instructions for the efficient and economical
use of the various types of paper, envelopes, and forms used in
written communications are contained in the manual.
Standard Specifications. The color, size, and quality of paper and
the color of ink for stationery and standard and optional forms
used for Government correspondence are prescribed in the Table of
Standard Specifications, attachment A to GSA General Regulation No. 27-
4. Printing Requirements. Embossing or engraving, and the printing of
names of officers or officials on stationery are not permitted,
except as authorized by the Government Printing and Binding Regula-
tions issued by the Joint Committee on Printing, Congress of the
United States. Addresses, telephone numbers, and titles of
officers, officials, or offices should not be printed on stationery,
as this restricts use and results in obsolete stocks when changes
occur.
5. Paper for Correspondence.
a. Procurement. Printed letterhead and memorandum stationery are
procured from the Government Printing Office or may be reproduced
by agency printing plants or office reproduction methods authorized
by the Government Printing and Binding Regulations (44 U.S.C. 111).
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b. Letterhead Stationery. Letterhead stationery is used in formal
correspondence where a quality paper identifying the agency is
needed. The style and format for letterhead stationery may be
selected by the ordering agency provided they meet standard
specifications and printing requirements.
c. Memorandum Stationery. Memorandum stationery is on paper of less
expensive quality and easily distinguishable from letterhead sta-
tionery. It is used, when suitable, for informal intra-agency and
interagency communications, including agency-numbered forms and
form letters. It is also used for correspondence with State and
local government agencies in the administration of cooperative
programs, and for other informal correspondence. It is used
where Optional Form 10, United States Government Memorandum, does
not adequately serve agency needs. (See paragraph 7c.)
Memorandum stationery contains the masthead "United States
Government Memorandum" at the top left half of the sheet in the
area, and in the style of printing, as shown in attachment A
of GSA General Regulation No. 27. Where reproduction facilities
do not permit this style, the masthead may be in typewriter style.
Printing of the agency name is optional; when included, the name
is placed in the space indicated at the top right. If needed,
multiple-address communications and designated fill-in spaces
may be arranged and printed on memorandum stationery to facilitate
transmittal and reference. The form may be designed for multiple-
address communications and use in window envelopes.
d. Continuation Sheets. Printing is not authorized on continuation
sheets used with either letterhead or memorandum stationery.
e. Manifold (tissue) Sheets. Manifold sheets, commonly called
tissues, are used in making carbon copies. Tissues containing
printed letterhead are used in making carbon copies that are
sent outside the agency when identification of the agency is
necessary. The printing is in the same format and ink color as
used on letterheads. Printing is not authorized on tissues used
for internal copies of correspondence, including continuation
sheets. The U.S. Government Correspondence Manual recommends
the use of yellow tissue for "official file" copies. Other
distinctive colors may be used for internal reference file
purposes.
6. Envelopes (Mailing).
a. Printing. Agency identification or address, the penalty or
postage and fees paid clause, and the designation "official
business" are printed in either black or blue ink.
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Borders, markings, slogans, or designs are not to be printed on
mailing envelopes except when specifically approved by the General
Services Administration and in conformity with postal laws and
regulations. As a general policy, both to reduce costs and to
prevent undue publicizing of some activities of the Government
in contrast to others, the use of borders, markings, slogans, or
designs to support an agency or its program is not authorized
in any form, whether printed, stamped, or otherwise affixed.
b. Procurement. Printed envelopes, including air mail, are procured
under the terms of Federal Supply Schedule contracts of the
General Services Administration. The General Services Adminis-
tration may authorize procurement of special sizes and types of
envelopes, but agency requirements should be limited to the sizes
and types available under the Federal Supply Schedule. Blank
envelopes for use in the District of Columbia are procured from
the Government Printing Office, as required by statute (44 U.S.C.
225); when used outside the District they may be procured from
Federal Supply Schedule contraeU.
c. Window Envelopes. The use of window envelopes is recommended by
the U.S. Government Correspondence Manual. Positive typing
economies can be achieved through the use of these envelopes.
7. Optional and Standard Forms
a. Format. The current format for each of the optional and standard
forms described below is prescribed in attachment A to GSA General
Regulation No. 27, dated December 13, 1961.
b. Procurement. Current forms are procured from the Federal Supply
Service, General Services Administration. Existing stocks of
old Standard Forms 63, 64, and 65 and Optional Form 10 are to be
used until supplies are exhausted.
c. Optional Form 10, United States Government Memorandum. This form
is designed to facilitate informal intra- or interagency corre-
spondence, including correspondence with State and local government
agencies in the administration of cooperative programs. It pro-
vides spaces for the insertion of names or identification of
addressee and sender along with description of subject matter and
date, following the format of discontinued Standard Form 64.
Optional Form 10 is printed without agency name. It is intended
for use by those agencies whose needs are met by a simple format
and whose requirements, if any, for the agency name or special
fill-in data on memorandum stationery do not justify a special
printing.
d. Standard Form 63, Memorandum of Call. This form serves as
notification of an incoming telephone call or of a visitor when
the person called or visited is not available. It also is used
in referring a visitor to an appropriate person.
-3-
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ATTACHIKENT 1
e. Standard Form 65, U.S. Government Messenger Envelope. This form
is for repetitive use in transmitting communications and printed
matter between offices within the same city. Consecutive spaces
are provided for inserting the name and address for the current
transmittal. The "Stop" number space is used primarily in the
Washington, D.C., area but may be used elsewhere, if appropriate.
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ATTACHMENT 2
PAPER AND PAPERWORK - SELECTED GUIDELINES
Suggested Mailing Practices
1. General. These guidelines cover mailing practices which, if followed,
will expedite mail handling and provide economies in mail operations.
The Post Office Department has prepared these guidelines as an aid to
agencies in establishing efficient and economical mailing procedures.
The guidelines deal with subject matter originally included as an
appendix to Bureau of the Budget Circular No. A-33, Revised, dated
March 9, 1959, now rescinded.
2. Preparation of Mail. The following guidelines should be observed in
preparing mail in order to expedite Post Office Department handling:
a. Official matter in the form of letter mail, or other matter classi-
fied as first class when mailed by the public, is given the same
preferential treatment accorded first class mail and should be
sacked or presented separately from mail that is not entitled to
preferential treatment. Quantity mailings should be tied with all
addresses facing the same way. Ten or more letters for the same
city or State should be tied together. Individual large pieces of
first-class mail which are not sacked separately should be marked
"First Class."
b. Printed and other official matter which has the characteristics of
the second, third, or fourth class, when mailed by the public, is
treated in the manner in which mail of these classes is handled.
Articles weighing in excess of four pounds, which under the law
are chargeable with postage at the fourth class rate, should also
be presented separately.
c. If expeditious delivery is essential for parcels of books, printed
matter, and other matter not having the characteristics of first
class mail, special delivery or special handling services should
be used.
d. Mail sacks for quantity mailing and labels for identifying the
contents may be obtained from the local post office.
e. To the extent practicable, daily mailings to the same addressee
should be consolidated.
3. Use of Postal Delivery Zone Numbers.
a. Zone numbers should be used in addressing mail to cities for which
numbered zones have been established and in return addresses on
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envelopes, letterheads and other stationery, and publications when
office addresses are shown.
b. Applications, questionnaires, and other forms which contain spaces
for inserting addresses should also contain the word "zone" or
"zone number" and space for the insertion of zone numbers.
c. Zone numbers should also be used in mailing lists for addressees
in zoned cities. Post offices at zoned cities will add zone
numbers to mailing lists without charge.
d. Zone directories for use in ascertaining the zone number of a
specific address are furnished by the Postal Service without
charge. A local directory may be obtained from the postmaster
of a zoned city. Out-of-town directories should be requested
from the Office of Headquarters Services, Post Office Department,
Washington 25, D.C. Information about the zoning system not
available at local post offices may be obtained from the Delivery
Services Division, Bureau of Operations, Post Office Department,
Washington 25, D.C.
ii. Registered and Certified Mail. Registered mail should be used only
where required by statute, or where the matter being mailed warrants
a record covering transit as well as delivery. The registry service
should not be used for the purpose of collecting indemnity in the
event of loss or damage, but for the greater security of mail that
needs this protection. In other instances where the mailing and
delivery records are essential, certified mail should be used. In
those cases where agency regulations require the use of registered
mail, each agency should determine whether the use of certified mail
would accomplish the objective of the regulation, and should, where
appropriate and otherwise legally permissible, change the regulation.
Following is a comparison of characteristics of registered and
certified mail:
Registered Mail Certified Mail
Must be securely sealed. Addi- Must be sealed. No restriction
tional sealing devices may be on additional sealing devices.
used but not over intersections
of sealing flaps on envelopes.
Mailing receipt furnished sender
by post office. For multiple
transactions, sender prepares re-
ceipt using post office forms.
Sender always furnished authen-
ticated mailing receipt.
Mailing receipt prepared by
sender. Sender may present mail
and receipt for authentication
(postmarking) of the mailing re-
ceipt. If postmarked receipt not
needed, mail may be deposited in
ordinary mail drops.
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Registered Mail (Cont'd)
Complete mailing record kept at
the post office.
Sender's return receipt service.
(Optional)
Restricted delivery service to
addressee only. (Optional)
Certified Mail (Cont'd)
No record kept at the post office.
Same.
Same.
Recorded in transit and sepa-
rated from other mail. Receives
additional security if warranted.
Controlled at post office of
address by individual charge-
out to delivering employees.
Delivery receipt obtained from
addressee or his representative;
receipt retained at post office
for 2 years.
Postal indemnity provided, sub-
ject to limitations of Govern-
ment Losses in Shipment Act
(5 U.S.C. 134, 134a-h) if value
declared and fee for value paid.
Postal indemnity not paid for
articles mailed under "Postage
and Fees Paid" reimbursement
arrangements.
Not recorded in transit. Handled
with ordinary first class mail
without separation.
Charged to carriers in bulk. Car-
riers identify mail by endorsement
and then follow delivery rule
governing registered mail.
Service limited to matter having
no intrinsic value. No indemnity
provided.
5. Use of Envelopes. Consideration should be given to the following
factors in selecting the size of envelopes:
a. Use standard-size envelopes whenever possible, folding the contents
when necessary and feasible. Effective January 1, 1963, envelopes
less than 3 inches in width (height) or 4 1/4 inches in length are
nonmailable. After that date envelopes must be rectangular in
shape and a ratio of width (height) to length of less than 1 to
1.414 (1 to the square root of 2) is not recommended.
b. Use large flat envelopes only for multiple enclosures, thick pam-
phlets, books, and other bulky material.
Avoid use of oversize envelopes for heavy pieces of printed matter
since the contents frequently become damaged by shifting during
course of handling.
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6. Use of "Self-Mailer." The elimination of envelopes by preparing matter
in the form of a so-called "self-mailer" is permissible under the follow-
ing conditions:
a. The pieces should be folded flat, including those made up in State
bundles. Pieces should be fastened by a small sticker or a single
wire stitch or staple on the longest open edge. The edges need
not be fastened when a number of pieces, all having the same post
office in the addresses, are placed in a bundle.
b. A clear rectangular space, not less than 2 3/4 by 4 inches, should
be provided on the "self-mailer" for return address, penalty or
other postage indicia, name and address of addressee, postal endorse-
ments, and other pertinent matter. If practical, pieces should be
folded to letter size to aid distribution by postal employees.
c. Effective January 1, 1963 "self-mailers" less than 3 inches in width
(height) or 4 1/4 inches in length are nonmailable. After that
date "self-mailers" must be rectangular in shape and a ratio of
width (height) to length of less than 1 to 1.414 (1 to the square
root of 2) is not recommended.
7. Reply Cards, Envelopes or Labels Bearing Penalty or Postage and Fees
Paid Clause and Return Address. These may be enclosed in mail to
individuals or firms from whom official information is desired, except
where the information to be furnished is primarily in the interest of
the respondents. They may not be furnished to bidders or contractors,
or to enable individuals or firms to send to the Government without
payment of postage, reports, etc., which they are required by law to
submit. Preaddressed reply labels furnished to contractors for the
delivery of official matter to an agency must have the,endorsement
for any special service such as air mail, special delivery, insurance,
etc., preprinted.
8. New Type Mailing Pieces. When an agency plans to prepare large
quantities of mailing pieces which are not of standard form or design,
a sample should be submitted to the Classification and Special Services
Division, Bureau of Operations, Post Office Department, Washington 25,
D.C. When prepared at a field office the sample should be submitted
to the local postmaster.
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