What is the purpose of this directive? This directive issues the new Federal Highway Administration (FHWA) Correspondence Manual. The Manual documents the procedures already established and the new requirements that FHWA offices should follow when preparing official correspondence.

What are the changes? This directive cancels FHWA Order M 1325.1C, FHWA Correspondence Manual, dated January 3, 1994. The chapters and appendices include the following changes:

1. Chapter 1. General Procedures

   1. (1) Establishes the use of the acknowledgment letter to notify the originator that his/her letter has been received and has been referred to an office within the FHWA for response.

   2. (2) Cancels the use of the endorsement form.

2. Chapter 2. Preparation of Letters

   1. (1) Establishes the use of "Buckle Up America" logo stationery for all FHWA correspondence.

   2. (2) Establishes the use of Microsoft Word to create all formal FHWA correspondence.

   3. (3) Establishes the use of Times New Roman 12 pt. as the standard font for FHWA correspondence.

   4. (4) Allows for succeeding pages to be printed on copier paper.

   5. (5) Deletes the outdated references to "Staff Office Directors" and "Regional Administrators."

   6. (6) Eliminates the need for field office copies as was required in Figure 2.7 of the 1994 Correspondence Manual.

   7. (7) Allows the use of copier paper to replace the yellow file copy.

3. Chapter 3. Preparation of Congressional Correspondence

   1. (1) Adds the Legislative Analysis Team leader (HPLS-40) as a recipient of copies of all outgoing congressional correspondence.

   2. (2) Deletes the outdated references to "Regional Administrators."

   3. (3) Changes the manner in which a Congressman and Congresswoman are addressed, from "Mr./Mrs./Ms." to "Congressman" or "Congresswoman."

4. Chapter 4. Preparation of White House Correspondence. Deletes the specific instructions to allow for differences in Presidential administrations and provides instructions to check with the Executive Secretariat (HOAES) for guidance.

5. Chapter 5. Preparation of Memorandums

   1. (1) Changes the location where signing officials must sign, from the bottom of a memorandum to above their respective title and organization code in the "From" line.

   2. (2) Establishes the use of "Buckle Up America" logo memoranda stationery.

   3. (3) Deletes the outdated references to "Staff Office Directors" and "Regional Administrators."

   4. (4) Replaces the old format for memorandums addressed to the Secretary of Transportation with the new format.

   5. (5) Adds links to the various Word memorandum templates that are posted on the StaffNet.

6. Chapter 6. Electronic Transmission of Correspondence. Includes guidelines for sending electronic mail.

7. Chapter 7. Stationery

   1. (1) Establishes that the "Buckle Up America" logo shall appear on all FHWA letterhead and memoranda stationery.

   2. (2) Adds links to the various Word stationery templates that are posted on the StaffNet.

8. Chapter 8. Envelopes and Mailing Labels. No changes.

9. Appendix A. General Editorial Rules

   1. (1) Adds a link to the Government Printing Office's Style Manual 2000.

   2. (2) Deletes Essentials of English and The Secretary's Handbook as reference books.

   3. (3) Deletes the use of "regional" since the FHWA field organization is no longer divided into regions.

10. Appendix B. Acronyms. Updates the acronym list.

11. Appendix C. External and Internal Forms of Address

    1. (1) Updates the forms of address.

    2. (2) Deletes the outdated references to "Regional Administrators."

12. Appendix D. Preparation of Reports to Congress. Refers drafting of Reports to Congress to the appropriate oversight offices (either the Office of the Associate Administrator for Policy or the Office of the Associate Administrator for Administration) within FHWA.

13. Appendix E. Word Usage. No Changes.

14. Appendix F. Numbers. Adds the appropriate usage of units of measurement and fractions.