U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
FHWA Order M3000.1C
|FHWA Personnel Management Manual; Part 1: Personnel Systems & Procedures, Chapter 9 Awards and Employee Recognition, Section 2, Attachment 2 Writing the Evaluation|
|M3000.1C||February 10, 2006|
Approach suggestions with a positive attitude. If the entire suggestion cannot be adopted, consider whether it may be adopted in part or with modification. In these instances, the suggester may be entitled to an award based on the extent of influence the suggestion contributed to management's action (a partial award). Be certain the reasons for the non-adopt action are clear. If you cannot adopt a suggestion, do not dwell on or overemphasize its shortcomings.
Start the evaluation with a brief summary of the suggestion so the suggester knows you understand the idea. Follow with the reasons for your decision and conclude with an expression of appreciation for participation in the program.
Watch the Tone
Write answers that you would be willing to accept. Avoid a cold, impersonal, or superior tone. (Remember that a copy of your evaluation, with your name, will be sent to the suggester with a non-adoptive letter.)
Write the answer with the suggester in mind. Use language that the suggester will understand. A responsive answer often eliminates requests for reconsideration.
Don't "Turn Off"
Avoid words or statements that might "turn off" suggesters, such as:
Try to keep your evaluation short. In other words, do not overwhelm the reader with detail.
Respond in a timely manner. Remember that delaying the implementation of an adopted suggestion can cost the Federal government money.
Consider the legal aspects of your evaluation. If the idea has legal implications, return it to the Suggestion Coordinator with a note attached recommending review by the Chief Counsel and Chief Financial Officer's Office.
As you review your draft evaluation, ask yourself these questions:
If the answer is "NO" to any of the above, the evaluation should be revised accordingly.