Orders > Correspondence Manual > Chapter 5 |
Word Version - A viewer is available from Microsoft® for Word files.
PDF Version - To view PDF files, you can use the Acrobat® Reader®.
Par.
NOTE: Special logos at the bottom of the letterhead templates are not shown in the Correspondence Manual as they may change between updates.
How do I prepare a memorandum form?
Assembling a memorandum for signature. When assembling a memorandum for signature, keep together all items belonging with the original memorandum (the memorandum that is to be signed), all items belonging with the Official File Copy (referred to as the "grid" throughout the rest of this chapter), and all items belonging with the information copies.
Stapling and mailing an original memorandum. The original memorandum and any attachments should not be stapled before it has been signed. Attachments should be placed under the original memorandum in sequential order. Secure the original memorandum and the attached to the correspondence package with two binder clips at the top. If a memorandum is to be mailed, include an appropriate size, addressed envelope in the correspondence package under the original memorandum and attachments. Transmission of memorandum via email is preferred.
Voiding grid copies. Any grid copies voided by revision or retyping should be retained, and attached under the current or active grid with the oldest version at the bottom. Draw a diagonal line through voided grid copies so they are not confused with the active or current grid. Neatly type "previous concurrences valid" in the upper right-hand corner or along side of the active grid. If there are significant changes made to a memorandum, then begin the approval process over from the beginning, still keeping all previous versions with the package.
All memorandums regardless of subject matter or signature level should be in the appropriate correspondence folder.
What unit of measurement should be used in FHWA reports and correspondence? The mandatory use of metric measurements in FHWA documents has been rescinded per the November 25, 2008, (https://www.fhwa.dot.gov/programadmin/contracts/1108metr.cfm) memorandum from the Executive Director. The inch-pound measurements are the practical form of measurement to use in FHWA's documents including letters, memoranda, publications, reports, and information on FHWA Web sites.
NOTE: Figures 5.1 - 5.25 provide samples of memorandum forms with further instructions.
U.S. Department |
Memorandum | |||
MARGINS, DATE, AND ROUTING SYMBOL |
||||
Subject | :INFORMATION: or ACTION: Margins, Date, and In Reply Refer To: blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Memorandums are used for informal correspondence throughout FHWA and with all other organizational elements of DOT. Use the printed memorandum form or the electronic template available on StaffNet. The link to the letterhead templates is in the first paragraph of page 1 of this Chapter.
Use Microsoft Word.
Fonts: Times New Roman 12 pt.
The margins for a memorandum are 1" on the right, bottom and left margins. The top margin is 0.3". The margins are pre-set on the electronic template.
Right justification is not acceptable.
Once a memorandum is signed by an HOA principal, the date is typed by Exec Sec. Memorandum signed by someone else in FHWA can be dated by typing in the date or using a date stamp two blank spaces after the Date: caption. If typed, spell out the month and show the date and year in numerals. Do not use st, th, or rd with the numerals.
Example:
Date: February 28, 2010
U.S. Department |
Memorandum | |||
SUBJECT: LINE |
||||
Subject | :INFORMATION: or ACTION: Use of Subject: Line blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Example:
INFORMATION: FHWA Correspondence Manual Response to Incoming Memorandums
Example:
INFORMATION: Welfare and Recreation Board
(Your memorandum, 1/21/10, copy attached)
Example:
INFORMATION: Welfare and Recreation Board
(Your memorandum, 1/21/10, copy attached)
Figure 5.2-1
Example:
INFORMATION: Welfare and Recreation Board
(Our memorandum, 7/21/10, copy attached)
Example:
ACTION: Improved Staffpower Management Report
(Reply Due: 8/15/10)
blank line
Attachment
Figure 5.2-2
U.S. Department |
Memorandum | |||
FROM: LINE |
||||
Subject | :INFORMATION: or ACTION: Use of From: Line blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Memorandums from and to FHWA/OST officials and officials of other operating administrations will be signed according to comparable organizational level.
Title: The name and title of the signing official will be shown on the From: line. The title goes on the line below the name.
When a memorandum will be signed by two or more FHWA officials or DOT modal administrators, the originator of the memorandum's name and title shall be listed first.
Example:
From: John A. Smith
Acting Chief, Management Programs
and Analysis Division
Figure 5.3
U.S. Department |
Memorandum | |||
TO: LINE |
||||
Subject | :INFORMATION: or ACTION: Use of To: Line blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Memorandums to and from FHWA/OST officials and officials of other OAs will be prepared according to comparable level. If the memorandum is going to someone in another Federal agency or to someone outside of government, the memorandum should signed by someone of equal authority as to whom the memorandum is addressed. The addressee's name is on the To: line. The addressee's title and routing symbol is on the line below the name. Show the addressee's office routing symbol in parenthesis one space to the right of the title. When initiating a memorandum, show the routing symbol of the addressee's office. When replying to an incoming memorandum, use the routing symbol shown on the incoming.
To: John Smith,
Administrator (HOA-1)
THROUGH: Jeffrey F. Paniati
Executive Director (HOA-3)
To: John A. Adams
Chief, Bridge Division (HXX-XX)
ATTENTION: Mr. Paul Smith
(Title) (HXX-XX)
NOTE: When using a THROUGH: line, be sure a copy is included in the package for the THROUGH: addressee(s).
Figure 5.4
U.S. Department |
Memorandum | |||
MEMORANDUMS ADDRESSED TO MULTIPLE PEOPLE |
||||
Subject | :INFORMATION: or ACTION: Memorandums Addressed to Multiple Individuals blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | See Addressees blank line blank line |
To: For memorandums addressed to multiple people, prepare one original (unless specifically instructed otherwise by Exec Sec) to be reproduced after signature.
When the To: Line requires the notation "See Addressees," type "Addressees:" at the left margin two spaces below the last line of the body of the memorandum, creating a one blank line. On the next line, list the name, title and the routing symbol of the addressees. If the list requires more than one page, type the all of the addressee names, titles and routing symbols on a separate sheet of paper and attach it to the back of the memorandum. Use the same format on the separate sheet as used in the example below.
Example:
Addressees:
Name, Associate Administrator for Research
and Development (HRT-1)
Name, Associate Administrator for Infrastructure (HIF-1)
Name, Associate Administrator for Civil Rights (HCR-1)
Figure 5.5
U.S. Department |
Memorandum | |||
PARAGRAPHING AND SUCCEEDING PAGES |
||||
Subject | :INFORMATION: or ACTION: Body of a Memorandum, Outlining, and Succeeding Pages blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Begin the body of a memorandum three spaces down after the last line of the To: Line creating two blank lines. Begin each main paragraph flush with the left margin. Single space the body of the memorandum with be one blank line between paragraphs. Double space (one blank line between typed lines) one-paragraph memorandums consisting of ten lines or less.
There are no specific formatting rules for outlines and subparagraphs other than using the same format throughout a document. However, using the following guidelines will add clarity and neatness to your outline and subparagraphs.
When a paragraph is subdivided, it must have at least two subdivisions. Each successive subdivision a paragraph is indented.
Indents should be set at every half inch.
When a paragraph is subdivided, each subdivision is numbered and lettered for clarity. Place periods after letters or numbers in an outline format. Omit the periods when the letters or numbers are enclosed in parenthesis or are underlined.
Alternate use of numbers and letters.
Single space within a paragraph, and space down two times to create one blank line between paragraphs.
Figure 5.6-1
|
Cited paragraphs. When a paragraph is cited in correspondence, the reference numbers and letters are typed without periods or spaces.
Example: (1)(a)(1)(a)
Carry-over paragraphs. A paragraph may be split at the end of the page only if two or more lines of the paragraph can be carried over to the next page. There must be at least two lines of the paragraph at the bottom of a page before it can be split.
Succeeding pages. Continue the body of the memorandum two spaces down creating one blank line below the page number. When using memorandum template, the succeeding pages are automatically added and numbered.
Figure 5.6-2
U.S. Department |
Memorandum | |||
ATTACHMENTS |
||||
Subject | :INFORMATION: or ACTION: Attachments blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
The notation "Attachment" is reserved for memorandums. Do not use "Enclosure" as it is reserved for letters. Type "Attachment" flush with the left margin two spaces down from the end of the body of the memorandum to create one blank line. When more than one attachment is involved, identify each attachment by number; e.g., Attachment 2. When there is more than one lengthy attachment, use tabs to identify each attachment by number.
Attachment(s) identified in the body of the memorandum are noted as follows:
Attachment | or | 2 Attachments |
Attachment(s) not identified in the body of the memorandum are noted as follows:
Attachment List of Specific Revisions Current Highway Programs Issues Book |
or | 2 Attachments List of Specific Revisions |
If some attachments are identified within the body of the memorandum and some are not, follow the format of number 2 above and list all of the attachments.
Identify multiple copies of the attachment(s) identified in the body of the memorandum in parentheses as follows:
Attachment (2) | or | 2 Attachment (2) |
Figure 5.7.1
Identify multiple copies of the attachment(s) not identified in the body of the memorandum in parentheses after identification of the attachment as follows:
Attachment List of Specific Revisions (2) Current Highway Programs Issues Book |
or | 2 Attachment: List of Specific Revisions |
If document(s) or other materials are being sent separately, type "Separate Cover:" flush with the left margin, and two spaces down from the attachment notation to create one blank line (two spaces down from the response block of the memorandum if there is no attachment). Go down one space and type the titles or descriptions of the documents that are being separately sent. The documents are identified here, whether or not they were identified in the text, as follows:
Separate Cover:
Updated Data Disk
List of Specific Revisions (2)
Current Highway Program Issues Book
2 Attachments
blank line
Separate Cover:
Updated Data Disk
List of Specific Revisions (2)
Instruction Manual (2)
Figure 5.7-2
U.S. Department |
Memorandum | |||
DELIVERY NOTATIONS |
||||
Subject | :INFORMATION: or ACTION: Delivery Notations blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Increasingly, correspondence is delivered in a manner other than first-class mail. Delivery notations are not required, but may be useful information for the file copy. The following examples as provided in The Gregg Reference Manual, 10th edition, show different types of notations as well as the order in which they should appear with attachments and copies.
Examples:
By fax
By email
Special instructions when using a delivery notation.
Example:
By fax (202-366-3244)
By email (email address)
Figure 5.8
U.S. Department |
Memorandum | |||
RESPONSE BLOCK |
||||
Subject | :INFORMATION: or ACTION: Response Block blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
A response block is provided when a decision is required. The possible responses and a date line are typed in capital letters flush with the left margin with one blank line between each possible response and the date. Begin the response block two spaces down from the body of the memorandum or Attachment notation to create one blank line. Follow each response with a typed line ending at the same point for neatness. Two possible response blocks are listed in the Examples below.
Examples:
2 Attachments blank line |
|
APPROVED: blank line |
|
DISAPPROVED: blank line |
|
DATE: |
|
WILL ATTEND: blank line |
|
WILL NOT ATTEND: blank line |
Do not type any notations parallel with the response block on the right-hand side of the page. Leave this space blank for any comments by the addressee.
Figure 5.9
U.S. Department |
Memorandum | |||
COURTESY COPY NOTATIONS |
||||
Subject | :INFORMATION: or ACTION: Courtesy Copy Notations blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Courtesy copy distribution notations are shown on the original memorandum only if the addressee has a need to know who received a copy of the memorandum. Always show the courtesy copy distribution on the internal information copies including the grid.
Example:
cc: HSA-1
HIF-1
HPA-1
Example:
cc: HSA-1, HIF-1, HPA-1
Example:
cc: HSA-1
HIF-1 w/o attachments
HPA-1
Figure 5.10
U.S. Department |
Memorandum | |||
WRITER'S IDENTIFICATION FILE LOCATION AND DISTRIBUTION INFO |
||||
Subject | :INFORMATION: or ACTION: Writer's Identification, File Location, and Distribution Information blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
Note: Electronic documents should be stored on a shared directory so that documents can be accessed by others if changes are needed and the writer is unavailable. If the document is not accessible and it needs to be sent, the originating office will be asked to retype the memorandum.
Example:
Writer's Identification Line: FHWA:HIF-1:KGee:rw:64856:1/31/10
Control Numbers: 100127-001-2004 (show control number(s) as indicated on control sheet.)
Paper and Electronic File Location: Location:F:/HIF-1/pasys.doc
Distribution Information: cc: (List all information copies, reading file, etc.)
Example:
FHWA:HIF-1:KGee:rw:64856:9/4/10
Rewritten:HIF-1:RFWeingroff:rw:64856:9/5/10
Figure 5.11-1
Figure 5.11-2
U.S. Department |
Memorandum | |||
MAKING COPIES |
||||
Subject | :INFORMATION: or ACTION: Making Copies blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
In Reply Refer To:
HXX-XX
If the memorandum was signed in the Federal Highway Administrator's Office, Exec Sec makes all of the HOA and OST copies and returns the signed version to the originating office. Exec Sec will return one signed, clean copy of the original. The originating office is then responsible for making all other copies listed in the distribution block. The distribution information as described on Figure 5.11-1-2 should be typed separately on plain copier paper and cut to fit at the bottom or where appropriate.
NOTE: Where instructed by Exec Sec, copies will be distributed electronically to the appropriate offices.
Figure 5.12
Type of folder to use:
Reports to Congress -
Figure 5.13
U.S. Department |
Office of the Administrator |
1200 New Jersey Avenue, SE. Washington, DC 20590 |
{Date}
ACTION MEMORANDUM TO THE SECRETARY blank line |
|
From: blank line |
Full Name, Administrator X60650 |
Prepared by: blank line |
{Full Name}, {Title} {XPhone ext. |
Re: blank line |
{Subject) |
ACTION REQUIRED
blank line
State the action or decision you are asking the Secretary of Transportation to take. (In effect, tell him/her why he/she is reading your memo.)
blank line
blank line
SUMMARY
blank line
Give a brief description of the subject matter of the memo. Please include a brief listing of the consultations you have made in arriving at your recommended action. This should include the clearances obtained with the DOT and FHWA and, where applicable, the stakeholders who have been consulted.
blank line
blank line
BACKGROUND
blank line
Describe the background for the decision. Be sure to describe any objections you have received during the consultations you referenced in the summary section, and your responses to them.
Figure 5.14-1
RECOMMENDATION
blank line
Clearly state the action you are recommending the Secretary of Transportation to take. Close with the following signature/clearance block:
blank line
Attachments
blank line
The Secretary
blank line
APPROVED: blank line |
|
DISAPPROVED: blank line |
|
COMMENTS blank line |
|
DATE: |
|
Figure 5.14-2
FORMAT FOR EVENT BRIEFING FOR THE SECRETARY |
Please use bullet points at 14 or 13 point font | Please keep to one page |
MEMORANDUM
TO: | Secretary Ray LaHood |
FROM: | Senior DOT Official |
CC: | Administrator or Assistant Secretary |
DATE: | Date of Event |
RE: | Name of Group or Individual S1 is Speaking To |
EVENT OVERVIEW
Who is S1 speaking to? Where is the event? Is the event open to the press? Who else is speaking at this event?
Who asked for S1 to speak at this event?
Number of Attendees/Audience Type
TOPIC OF PURPOSE OF EVENT
What is the event about? What is the purpose of S1's involvement?
What is S1 speaking about? What does S1 need to convey at this speech?
NOTABLE BACKGROUND
FOR MORE INFORMATION CONTACT:
SENIOR DOT OFFICIAL at (202) 366-0000 direct or (202) 366-0001 cell.
Figure 5.15
FORMAT FOR MEETING BRIEFING FOR THE SECRETARY |
Please use bullet points at 14 or 13 point font | Please keep to one page |
MEMORANDUM
TO: | Secretary Ray LaHood |
FROM: | Senior DOT Official |
CC: | Administrator or Assistant Secretary |
DATE: | Date of Event |
RE: | Name of Group or Individual S1 is Speaking To |
MEETING OVERVIEW
Who is S1 meeting with?
Who asked for this meeting with S1?
Attendees
TOPIC OF MEETING & TALKING POINTS
What is the event about?
What is DOT's position or stance on the issue(s)?
What does S1 need to say, ask or do?
NOTABLE BACKGROUND
FOR MORE INFORMATION CONTACT:
SENIOR DOT OFFICIAL at (202) 366-0000 direct or (202) 366-0001 cell.
Figure 5.16
U.S. Department |
Office of the Administrator |
1200 New Jersey Avenue, SE. Washington, DC 20590 |
FORMAT FOR AN INFORMATION MEMORANDUM TO THE SECRETARY |
{Date}
blank line
INFORMATION MEMORANDUM TO THE SECRETARY
blank line
From: blank line |
{Full Name}, Administrator X60650 |
Prepared by blank line |
{Full Name}, {Title} {XPhone ext.} |
Re: blank line |
{Subject} |
blank line
blank line
SUMMARY
blank line
Give a brief description of the subject matter of the memo. Where applicable, briefly state any circumstances where it may be particularly important for the Secretary to have this information (i.e., an organization may be having a conference in town and its members are particularly concerned, a member of Congress has expressed great interest in the issue and may raise it with the Secretary, etc.).
blank line
blank line
BACKGROUND
blank line
Body of the memo.
blank line
blank line
FOLLOW-UP
blank line
Describe your plans for tracking the issue your memorandum discusses and the timeline for any further developments you expect (i.e., a recommendation for action that will be made within a given time frame, the time frame for any additional developments you expect, discussions you intend to undertake, etc.).
blank line
Figure 5.17-1
Close with the following signature/clearance block: blank line Attachment blank line The Secretary blank line |
|
REVIEWED: blank line |
|
COMMENTS: blank line |
|
DATE: blank line |
|
cc: |
|
Figure 5.17-2
U.S. Department |
Memorandum | |||
MEMOS TO THE DEPUTY ADMINISTRATOR AND EXECUTIVE DIRECTOR |
||||
Subject | :INFORMATION: or ACTION: Memorandum Addressed to the Deputy Administrator or the Executive Director blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
||
To: | To: (Name) Deputy Administrator (HOA-2) or Executive Director (HOA-3) blank line blank line |
When a memorandum is addressed to the Deputy Administrator or the Executive Director, use one of the following terms as the first word in the Subject: line: ACTION:or INFORMATION:
If needed, provide a response block to indicate approval or disapproval in ACTION: memorandums addressed to the Deputy Administrator or Executive Director. Type the possible responses and a date line are in capital letters flush with the left margin and with one blank line between each possible response and the date. Begin the response block two spaces down from the body of the memorandum or Attachment notation to create one blank line. Follow each response with a typed line ending at the same point for neatness. Follow each response with a typed line, with all lines of equal length.
Do not provide the Federal Highway Administrator with a copy unless the action office determines that he/she should be informed of the subject. If the Federal Highway Administrator is to receive a copy, indicate it on the original. Also, indicate on the original when information copies are sent to other program offices if the addressee needs to know.
Do not type any notations parallel with the response block on the right-hand side of the page. Leave this space blank for comments by the Deputy Administrator or Executive Director. Forward the original memorandum and the grid copy to Exec Sec. Copies will be made from the original memorandum after action has been taken by the Deputy Administrator or Executive Director.
blank line Attachment |
|
APPROVED: blank line |
|
DISAPPROVED: blank line |
|
DATE: |
|
Figure 5.18
U.S. Department |
Memorandum | ||||
TO ADMINISTRATOR THROUGH DEPUTY ADMINISTRATOR AND EXECUTIVE DIRECTOR |
|||||
Subject | ACTION: Memorandum Addressed to the Federal Highway Administrator Through the Deputy Administrator and Executive Director blank line |
Date | |||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-XX |
|||
To: | To: (Name) Administrator (HOA-1) |
||||
THROUGH: | (Name) Deputy Administrator (HOA-2) (Name) Executive Director (HOA-3) |
||||
blank line blank line Follow the instructions for preparing a memorandum addressed to the Federal Highway Administrator. blank line 2 Attachments blank line cc: blank line |
|||||
APPROVED: | |||||
blank line | |||||
DISAPPROVED: | |||||
blank line | |||||
DATE: |
Figure 5.19
U.S. Department |
Memorandum | |||
FOLDER ASSEMBLY |
||||
Subject | :INFORMATION: or ACTION: Folder Assembly blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-1 |
||
To: | To: (Name) To: (Full Name) (Title and Routing Symbol (HXX-XX)) blank line blank line |
This section shows the correct way to assemble a memorandum in a logical, neat package for signature. Keep all items together that belong with the original memorandum, and all items that belong with the grid. Use two binder clips on each side to assemble packages.
Right side of folder. Only items that are part of the original memorandum should be on the right side of a correspondence folder. Attach the original memorandum and any attachments on the right side of the folder. Do not staple attachments. Do not include a writer/distribution block on this side of the package. Attachments should be clipped (not stapled) to the original in the sequence they are mentioned in the memorandum.
Executive Correspondence plastic cover sheet. This sheet is used to protect the original memorandum.
Original outgoing memorandum. The original memorandum, even when there are several pages, is never stapled.
Attachment(s). Attachments are clipped (not stapled) in the sequence in which they are referenced in the memorandum, suitably captioned or tabbed.
Envelope. If the memorandum is to be mailed, an appropriate size, addressed envelope should be attached.
Left side of folder. Official file documents are assembled in the following order with the summary sheet on top.
Summary Sheet: One-page summary of the issue/problem/request and rationale of position taken in response (see Figure 5.25 for a Summary Sheet Form).
Figure 5.20-1
Grids: The grid (Form DOT F 1320.65) is placed under the yellow Concurrence tab (Form FHWA-222B). The grid should be the same version as the original memorandum on the right side of the folder.
Voiding Grid Copies: Voided grid copies should be differentiated from the active or current grid with a diagonal line drawn through them. Neatly type "previous concurrences valid" above or along side the active concurrence grid (example shown in Figure 5.21).
Incoming: Staple a copy of the Correspondence Control Sheet on top of the incoming correspondence (if any) and place it under the pink Incoming Tab, Form FHWA 222C.
Background: Include a copy of sections of legislation that are referenced in the memorandum and any other clarifying documents. Place the background material under the blue Background Tab, Form FHWA-222A.
Edits: ALWAYS retain all edits made by offices other than the action office and place them behind the background material. Edits made by an Action Office before it goes to other offices for review do not need to be retained with the correspondence package.
Figure 5.20-2
Grid Copy | Previous Concurrences Valid |
||
In Reply Refer to: HXX-XX Subject:s |
|||
Subject: | INFORMATION: or ACTION: Memorandum Addressed to Multiple Groups |
GRID |
|
From | From: (Name) |
||
To: | To: (Full Name)
|
||
Sincerely yours, (Name & Title) |
Figure 5.21
Form DOT F 1320.65
Supersedes previous edition
U.S. Department |
Memorandum | |||
MEMORANDUM ADDRESSED TO MULTIPLE GROUPS |
||||
Subject | :INFORMATION: or ACTION: Memorandum Addressed to Multiple Groups blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-1 |
||
To: | To: Associate Administrators Chief Counsel Chief Financial Officer Director, Innovative Program Delivery Directors of Field Services Federal Lands Highway Division Engineers Director of Technical Services Division Administrators blank line blank line |
For memorandums addressed to multiple groups, prepare one original (unless specifically instructed otherwise by Exec Sec) to be reproduced or sent via email after signature. Prepare one grid copy.
The originating office that prepared the memorandum to multiple groups will be responsible for sending the signed memorandum via email. When sending memorandum via email, scan the signed memorandum and attach it to the email. In the email Subject: line, enter the topic of the memorandum and in the body of the email refer to the subject of the memorandum and that it is attached.
Example:
ACTION: Improved Staffpower Management Report
(Reply Due: 3/15/09)
Memorandums requiring no action should contain the word INFORMATION: (capitalized, bolded, and underlined) in the Subject: line.
Figure 5.22-1
blank line
Example:
cc: HOA-1, HOA-2, HOA-3
Figure 5.22-2
U.S. Department |
Memorandum | |||
MEMORANDUM FOR SIGNATURE BY TWO OR MORE ADMINISTRATORS |
||||
Subject | :INFORMATION: or ACTION: Memorandum for Signature by Two or More Administrators blank line |
Date | ||
From: | From: (Name), Administrator Federal Highway Administration blank line (Name), Administrator National Highway Traffic Safety Administration blank line (Name), Administrator Federal Transit Administration blank line |
In Reply Refer To: HOA-1 NOA-1 TOA-1 |
||
To: | To: Assistant Secretary for Governmental Affairs of two or more Administrators may be done before obtaining their signatures. The originating Administrator should be listed first with the other Administrators following. |
Figure 5.23
U.S. Department |
Memorandum | |||
MEMORANDUM TO FHWA FIELD OFFICES |
||||
Subject | :INFORMATION: or ACTION: Memorandum to FHWA Field Offices blank line |
Date | ||
From: | From: (Name) (Title of Signing Official) blank line |
In Reply Refer To: HXX-1 |
||
To: | To: Mr. (Full Name) |
Memorandums to the FHWA field offices are always addressed to the Division Administrator. However, a memorandum or a formal letter may be written directly to an individual for the purpose of extending a personal invitation, expressing appreciation, or thanks. A copy should be made for the Director of Field Services and the Division Administrator as appropriate.
When replying to an incoming memorandum, use the routing symbol shown on the incoming memorandum.
Memorandums requiring a reply or other action should contain the word "ACTION: (capitalized, bolded and underlined) in the Subject: line. Memorandums requiring no action should contain the word INFORMATION: (capitalized, bolded and underlined) in the Subject: line.
Example:
cc: DFS-NO
HDA-NY (2)
Two copies are sent directly to the Division Administrator. One copy should include the field distribution information, and the second copy should be a clean copy on FHWA letterhead and without distribution information. The unmarked copy is for the Division Administrator to forward to anyone he/she feels should receive a copy.
Attachment (if any)
Figure 5.24
SUMMARY SHEET
(Limit Information to 1-Page)
SUBJECT: State the title of the action/issue.
Blank Line
ISSUE: Clearly state the issue, problem, or request the writer/requester is asking FHWA to solve, fund, or assist them with solving.
Blank Line
FHWA POSITION: State in two or three sentences our response/action/proposed solution to the issue/problem/request.
Blank Line
BACKGROUND: Provide key facts that summarize the issue/problem/request and rationale for our position. Use this space to refer to specific tabs for detailed information highlighted on specific pages of accompanying documents.
Blank Line
POINT OF CONTACT: Include the name, routing symbol, and telephone number of individual preparing the response to the document.
Blank Line
SUPERVISOR: Include the name, routing symbol, and telephone number of Program Office Director or Division Chief.
This sheet should be placed inside the folder on the left side on top of the yellow Concurrence tab. The incoming correspondence should be placed under the pink Incoming tab. Any background material should be placed under the blue Background tab.
Figure 5.25
Previous: Chapter 4 - Preparation of White House Correspondence | Next: Chapter 6 - Electronic Transmission of Correspondence |