CORRESPONDENCE - GENERAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200060009-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 19
• Document Creation Date: December 12, 2016
• Document Release Date: August 12, 2002
• Sequence Number: 9
• Content Type: REGULATION

Approved For Release 2002/08/26 : CIA-RDP74-00005R000200060009-8
f Poof ft a , , ,,r I
Approved For Release 2002/08/26 : CIA-RDP74-00005R000200060009-8
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200060009-8
b. Transmittal Slip, Form No. 241 - This slip is used for trans-
mitting correspondence and other material within Headquarters
when only one addressee per document is involved.
TRANSMITTAL SLIP
DATE
TO:
ROOM NO.
BUILDING
REMARKS
FROM:
ROOM NO.
BUILDING
EXTENSION
FORM NO. 2'f 111 REPLACES FORM 36-8
1 FEB 55 WHICH MAY BE USED.
-61-
? ( "
EXHIBIT 10
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c. Official Routing Slip, Form 237
Correspondence or other material routed in consecutive order to
two or more parties in Headquarters is transmitted by an Official
Routing Slip.
SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL, SECRET
?-E'E'NTRA Iw -- A /7 i
OFFICE L ROUTING SLIP
TO
NAME AND A DRESS
DATE
INITIALS
2
3
4
S
6
ACTION
ECT REPLY
PREPARE REPLY
APPROVAL
ISPATCH
RECOMMENDATION
COMMENT
ILE
RETURN
CONCURRENCE
I FORMATION
SIGNATURE
Remarks:
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
UNCLASSIF111D CONFIDENTIAL
SECRET
FORM610. 237 Use previous editions
(40)
ACTUAL SIZE - 5" x 8" EXHIBIT 11
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d. Document Control, Form 238
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This six-part form is designed to provide intraoffice mail con-
trol when the volume of correspondence justifies using control measures.
Generally other transmittal or routing slips are unnecessary when this
form is used.
FORM NO. 238 REPLACES FORM 35.1 DOCUMENT CONTROL (13.40)
1 MAY 56 V WHICH IS OBSOLETE
ISEC. CL.I ORIGIN CONTROL NO.
TO
FROM
SUBJ.
CROSS REFERENCE OR
POINT OF FILING
NCE OR
(LING
NCE OR
(LING
CE OR
ING
IEGOR
-63- EXHIBIT 12
CE OR
ING
DATE
SENT
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e. Routing and Record Sheet, Form 610
The extent of review and concurrence in offices through which
correspondence may pass is often indefinite. Therefore, for corre-
spondence of more than a routine nature, provision should be made for
extended routing. Routing and Record Sheet serves this purpose. In
addition, it provides space for added comments and serves as a pro-
tective covering over the original.
^ INTERNAL
USE ONLY
ROUTING AND RECORD SHEET
SUBJECT: (oenmeq
FROM: xrErvsio
TO: IO.- d.vipnelion, ~aem nemb.r, eM
building)
DATE
OffICER5
COMMENTS (-b., ..,h a show Irem whom
INITIALS
whom. Drew 11- or:eN 1.1- o1N, .orb --M)
4.
_
-
67
z
ID.
M
11.
12.
13.
1I.
IS.
;610114MriR ^ SECRET ^ CONFIDENTIAL ^ U"SEER ONLY F1 UNCLASSIFIED
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ACTUAL SIZE - 8" x 102LL EXHIBIT 13
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f. Control and Cover Sheet for Top Secret, Form 26
The use of this form is mandatory. It shall be used as a cover
sheet for all correspondence classified Top Secret, and to record the
name of each person who sees the document. A Form 26 is prepared
and attached to each copy of Top Secret correspondence transmitted
within the Agency.
to EEOCR IPIE Dn fllledbl form TOP BECRICT when nlt ehe dto Top Secret Document-AUtometlcally downgraded
CONTROL AND COVER SHEET FOR TOP SECRET DOCUMENT
.O SNT DESCRIPTION
REGISTRY
uRte
CIA Co'- No.
pat. x
onCUNexT RECEIVEo
CNTlON: t. form wlil be Dleced o o/ ?nd a ruched to .11 r document re tl pY 11 Cen[rol en
Tele>eiJled T ir Secret wlthtn t e C/A nn tn .1-1 ed la he deer n[tt n f. bownaradedtt dercLroYed,lo
am1[[ed ou a/ C r N itmlled t? Soy and IA- 11,101dua1e w odte(dI
tlutfe> rcfate fo rtrc1 TC eOpleer> wM1a re nd/ Red nT cret m wl[! elpn othf. /orm
and 4ndfcate y rlotl o/ tr nf?dyaPn te)~ rvand e e yrouWed.e r Indly duplRwho >ee. [he Tay secree document raft! . vn and
fndreate the d? a o/ Randllnp In thehr - and olumna.
REFERRED TO
RECEIVED
ELEASED
SEEN RY
DATE
NOT(C8 OF O CNMCNT: IN loan fe detached /corn Toy Seerel ma[erlel N rhal! 0 eompte red In the aypropO to ay?cee below
dntl tr It redT to Cen[r?t T eret C n rot )?r rc r .
DOWNGRADED
DESTROYED
DISPATCHED (OCTSIDe CIA)
x (Sil nature)
r tsfan.earq -'
irxcsss0 er rssena are)
v (slan.rpr.)
_C' re
FeteE Arc
oFFlce err
ACTUAL SIZE - 81t x 102"
-65-
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CORRESPONDENCE - GENERAL
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g. Courier Receipt and Log Record, Form 240
All envelopes or packages containing material classified CONFIDEN-
TIAL and above, and transmitted between buildings within or outside CIA,
are customarily accounted for by Courier's Receipts. Receipts are pre-
pared in an original and two copies. Copy one is inserted in window
pocket or securely attached to envelope or package without window pocket.
Copies 2 and 3 contain logging information for use by originator and
recipient. When log data has been added to the Courier Receipt, copy 3
shall be inserted inside the package to be delivered to the addressee.
The copy #3 becomes the log record in the receiving office.
9ymb?1
ORIGINATOR: DO NOT COMPLETE THI^ COPY BELOW THIS LINE. REMOVE THI. COPY
IF LOG DATA IS TO BE ADDED ON COPIES 2 AND S. INSERT ONLY THIS COPY IN
THE WINDOW POCKET. OR ATTACH SECURELY TO ENVELOPE OR PACKAGE WITHOUT
A WINDOW POCKET. D [ vT --- -
IeNT (NOT INIT.- nTE ANO of R?o
?IO NATIIHH O [ P
f #$ AO
WHITE RECEIPT - FOR MATERIAL CLASSIFIED
CONFIDENTIAL OR SECRET
COURIERS' CLASSIFIED
MAIL RECEIPT
^ SEALED ENVELOPE
^ SEALED PACKAGE
^ LOCRED MAIL BA6
NoB oz2z1
CERTIFICATION OF GOOD CONDITION
SIGNATURES CONST1T11TE CERTIFICATION THAT MATEAL INDICATED -;W18 ONIB RE?
CEIVED M OODD CONDITION UNLESS OTHERWISE NOTED ON BACK OP Pk ECE
- Plokpp Dvl.
^?^^ N? 24fl R~pbco. Po m 240,1 Apt SS 'Ad
1 Av. E. 35-ISA whloh A OL
Form 24Oa (pink) is used for transmitting Top Secret material.
EXHIBIT IS
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CORRESPONDENCE - GENERAL
h. Document Receipt, Form 615
A Document Receipt is required for all correspondence classified
SECRET transmitted outside CIA. Its use is optional for SECRET cor-
respondence transmitted within the Agency and CONFIDENTIAL material
forwarded outside CIA. Document Receipts are prepared in an original
and one copy. The original is transmitted with the correspondence;
the copy is retained by the sender until the original bearing the
recipient's signature is returned. The copy is then destroyed.
FORM
,2_6, 615 USE PREVIOUS EDITIONS
TO: CIA RECIPIENT
Place signed receipt in outgoing messen4r box for return to sender of document
TO: NON-CIA RECIPIENT
Place signed receipt in envelope and transmit
P
CENTRAL INTELLIGENCE AGENCY
2430 E STREET NW.
WASHINGTON 25, D.C. Stop 64
7
J
BACK
ACTUAL SIZE - 32" x 72"
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CENTRAL INTELLIGENCE AGENCY NOTICE TO RECIPIENT
DOCUMENT RECEIPT sign and Return as Shown on Reverse side
COURIER REC. NO. DATE SENT
SENDER OF DOCVMENT(5)
ROOM BLG
DATE DOCUMENT(S) SENT
CIA NO. DOCUMENT DATE
DESCRIPTION OF DOCUMENTS SENT
COPIES DOCUMENT TITLE ATTACHMENTS CLASS
ADDRESS OF RECIPIENT
RECIP
IENT
SIGNATURE (ACKNOWLE
NG RECEIPT OP ABOVE DOCUMENT(S))
-
99`
OFFICE
f,T
7
5ATE-01 RECEIPT
EXHIBIT 16
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CORRESPONDENCE - GENERAL
i. Postage Slip, Form 239
A Postage Slip shall be completed and attached to each piece of
correspondence which will require special postage or handling. Envelopes
and labels which bear the penalty indicia may require additional postage
for special type services. In completing the Slip, indicate the type of
mailing service desired, and fill in each pertinent space except the box
marked "For Use by Central Mail Only." In addition, type the words "DO
NOT METER" if for security reasons the postage should not be affixed by
a postage meter.
NOTE: A single Postage Slip may be used to cover a group of letters if
each letter in the group requires only first class postage. For
such cases, type the word "various" in the addressee box on Form
1,- 239, followed by the number of addressees in parentheses. Attach
a listing of these addresses.
Postage Slips will be required when the originator of registered cor-
respondence desires a Return Receipt Card for Registered Mail, Post
Office Form 3811. L,,
THE ATTACHED OFFICIAL MATERIAL REQUIRES p9STAGE FOR THE FOLLOWING PURPOSE:
AIR jjSPECIAL FIRST (RETURN RECEIPT
MAIL ELIVERY CLASS REGISTERED REQUESTED)
PARCEL
POST
SAME SIZE AS SHOWN
POSTAGE
AFFIXED
EXHIBIT 17
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CORRESPONDENCE - GENERAL
121. Envelopes and Labels
a. Types - Envelopes and labels used by the Agency fall into two
groups: Those that bear the penalty indicia and those that do
not. Penalty indicia (franked) envelopes and labels have printed
in the upper r4illit corner the penalty clause "Penalty for Private
Use to Avoid Payment of Postage, $300." In addition, they bear
in the upper left cornier various Agency return addresses. Of-
ficial mail (weighing four pounds or less) marked with penalty
indicia is transmitted without prepaid postage by means of the
facilities of the Post Office between points within the United
States, its Territories and possessions, and from points within
the United States to Canada, South and Central America, and
Caribbean Republics, except Argentina and Brazil.
The types of envelopes and labels available (irrespective of
Agency return addresses) are as follows:
PENALTY INDICIA
White envelopes, sizes 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8"
White window envelope, size 8 7/8" x 3 7/8"
Kraft envelopes, various sizes from 9 1/2" x 6 1/2" through
16" x 12"
Label, gummed, size 5" x 3"
NONPENALTY
White envelopes, sizes 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8"
White envelopC, Air Mail, colored border, size 9 1/2" x 4 1/8"
White window envelope, size 8 7/8" x 3 7/8"
Kraft envelopes, various sizes from 9 1/2" x 6 1/2" through
16" x 12"
U. S. Government Messenger Envelope, Standard Form No. 65,
various sizes
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CHAIN ENVELOPES (Continued)
Central Intelligence Agency Chain Envelope, sizes 10" x 15" and
9 1/2" x 12 1/2"
Chain envelopes are designed for repeated use. In addressing
a chain envelope, completely cross out previous names and ad-
dresses, and in the next unused frame insert the full address
of the recipient, including his office designation, building
designation, and room number. For economy, the use of chain
envelopes is encouraged.
b. Which Type to Use
(1) Exhibit 18 shows the types of envelopes and labels to use.
Of necessity this guide is very general since security and
operational requirements will govern the use of certain
envelopes and labels. It is therefore recommended that the
guide be used in conjunction with current CIA Security
Regulations and specific office procedural issuances.
UPS U. P6sir-,. SE Pzv a c E
(2) The Post Office Department places severe restrictions on
the use of penalty indicia envelopes and labels. Also,
economy dictates that they be used judiciously. Penalty
indicia envelopes and labels therefore shall not be used
for:
(a) Personal correspondence and other unofficial material
even though a postage stamp is affixed over the penalty
indicia clause.
(b) Mail on which additional postage is required (air mail,
mail for foreign countries except as indicated in
Paragraph 121a and mail weighing more than four
pounds).
(c) Inner envelopes which transmit double-sealed classified
correspondence.
Sla~
Mail conveyed through channels other than e
facilities (i.e., messenger, courier, etc.).
In addition, do not affix franked labels to envelopes bearing
the penalty indicia clause.
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NOTE: This guide is very general since security and operational requirements will often
govern the use of certain envelopes and labels. It is recommended that it be used in
conjunction with current CIA Security Regulations, specific office directives, and in-
formation obtainable from the Central Mail Room.
RETURN
S
POSTAGE
TYPE OF MAILING OR USE
CIA
TYPE OF ENVELOPE
SLIP
,
or SSU
OTHER
OR LABEL TO USE
REQUIRED
Inner envelope for the transmis-
Nonpenalty
No
sion of double-sealed classified
><
X
material -
Within Headquarters
Nonpenalty (CIA Chain,
No
U. S. Govt. Messenger, or
regular envelope, depend-
in5 upon security re-
quirements)
Inter-Agency (Washington, D. C.
Nonpenalty (U. S. Govt.
No
area only)
Messenger or regular
envelo
e
d
di
p
s
epen
ng upon
security requirements)
Official mail, four pounds or
X
Penalty
No
under, directed to addressees in
the continental U. S., U. S. Ter
ritories and possessions Canada
X
Nonpenalty
Yes
Caribbean Republics, Central and
South America (except Argentina
and Brazil)
Official mail over four pounds
X
X
Nonpenalty
Yes
directed to addressees in the
continental U. S., U. S. Terri-
tories and possessions, Canada,
Caribbean Republics, Central and
South America (except Argentina
and Brazil)
Air Mail
X
X
Nonpenalty
Yes
Special Delivery
X
Penalty
Yes
X
Nonpenalty
Yes
Registered Mail
X
Penalty (Nonwindow)
Yes
X
Nonpenalty (Nonwindow)
Yes
Registered Mail - Return Receipt
Requested
X
Penalty (Nonwindow)
Yes
X
Nonpenalty (Nonwindow)
Yes
EXHIBIT 18
TYPES OF PENALTY AND NONPENALTY ENVELOPES
AND LABELS FOR TRANSMITTING OFFICIAL MAIL
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122. Addressing Envelopes for Transmittal Outside CIA
a. Address - In addressing an envelope, begin the typing at ap-
proximately one-half the depth and one-half the width of the
envelope. Single space the name and address in block style.
The envelope address will be the same as the address on the
letter it carries.
b. Special Delivery and Registered Mail - If correspondence is to
be dispatched by special delivery or registered mail, type the
words "SPECIAL DELIVERY" or "REGISTERED MAIL" in all caps four,
spaces above, and flush with, the address.
c. Air Mail - If correspondence is to be dispatched by air mail,
no special instructions are necessary provided an air-mail
envelope is used. If an air-mail envelope is not available,
use a plain white envelope without a penalty indicia. Type the
words "AIR MAIL" in all caps ,four spaces above, and flush with,
the address.
123. Addressing Inter-Office Mail. The incorrect addressing of inter-
office mail results in transmission delays and places an unwar-
ranted burden on the courier-messenger service. Personnel forwarding
material shall ensure that addresses contain the following informa-
tion:
a. Office of origin.
b. Office designation of addressee (position title or name may be
added if desired).
c. Building designation.
d. Room number.
In the few instances where it is necessary to expedite delivery, the
envelope or package may be marked "Direct Delivery" or "Delivery to
Addressee," in addition to information required in a. through d.
above.
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CORRESPONDENCE - GENERAL
Section C. ASSEMBLING AND FORWARDING CORRESPONDENCE
12!.. Assembling Correspondence (Exhibit 19)
a. Final responsibility for the correct assembly of correspondence
rests with the originator. Correspondence correctly assembled
will include the following items, as appropriate, in the sequence
indicated:
(1) Transmittal or routing slip, Routing and Record Sheet, or
Control and Cover Sheet, as appropriate. See Paragraph 120.
and accompanying exhibits.
(2) Brief ff the Director or Deputy Director of Central
Intelligence, if required.
(3)
(4)
(5)
Original and courtesy copy, if any, clipped together.
Addressed envelope for the original and courtesy copy,
with postage slip attached if required.
Information copies for addressees outside CIA, with ad-
dressed envelope and completed postage slips attached, if
required.
(6) Information copies (or concurring officials' copies) for
distribution within the Agency, with addressed routing
slips attached if necessary.
(7)
(8)
(9)
Official file copy (y
tissue).
Original incoming correspondence, enclosures, etc., and any
other material to be attached to the official file copy as
part of the official file on the correspondence.
Extra copy (or copies) for the Director or Deputy Director
of Central Intelligence. If the signing official is either
the DCI or DDCI and the official file copy is to be retained
at either of these levels, prepare an additional copy on
plain white tissue. However, if the official file copy of
correspondence for their signature is to be retained at
another level, prepare two extra copies on plain white
tissue for the DCI or DDCI.
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CORRESPONDENCE - GENERAL
(10) Alphabetical Name Index copy (plain pink tissue) if an
alphabetical cross-file is desired.
(11) Return copy (if desired) with addressed routing slip for
its return.
(12) Reference material for return to reference sources.
(13) "Hold Back" copy (if desired).
b. In addition to the foregoing:
(1) The original and copies of'each Top Secret document shall
be covered by a Control and Cover Sheet, Form No. 26. V
(2) A completed Document Receipt will be attached to each
original or copy requiring a receipt in accordance with
current CIA Security Regulations.
(3) Copies for distribution within the Agency will be desig-
nated by a check mark beside the office designations
indicated under "Distribution." If the distribution of
copies is within an office and such a means of indicating
distribution is adequate for routing, routing slips need
not be attached to the copies.
(4) Enclosures shall be attached by clips to the original or
copies transmitting them.
(5) Assembly reference tabs (Exhibit 8) will be attached when-
ever their use will expedite the review and approval of
correspondence.
(6) The completed assembly should include all necessary routing
slips, envelopes, receipts, and postage slips, properly
completed and attached to respective material.
(7) Material shall be fastened together with paper clips and
made a part of the completed assembly by spring clips, if
necessary. Staples should be used with discretion, con-
sideration being given to the amount and type of handling
the correspondence may receive.
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CORRESPONDENCE - GENERAL
(8) If it is anticipated that correspondence will receive con-
siderable handling, a backing sheet of bond paper or heavier
stock should be attached to protect the back pages.
125. Forwarding Correspondence
a. Assembled correspondence will be forwarded through channels
prescribed by directives issued at office levels. Correspond-
ence for the signature of either the Director or Deputy Director
of Central Intelligence will be forwarded through channels to
the Executive Registry. Only transmittal media complying with
the security requirements of current CIA Security Regulations
will be used.
b. Envelopes used in forwarding correspondence and other material
within the Agency shall be sealed only with string ties (U. S.
Government Messenger Envelopes), the gumming on envelope flaps,
and CIA gummed labels. Scotch tape or staples will not be used
to seal envelopes. In addition, extreme care should be exercised
when courier receipts and other slips are stapled to envelopes
containing material. Material should be free for removal and
should not be damaged by the penetration of staples.
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TRANS-
MITTAL
OR
ROUTING
SLIP
ROUTING AND RECORD
SHEET (Form 610)
CONTROL AND COVER
SHEET (Form 26)
(4)
ENVELOPE
FOR
ORIG. &
COURTESY
KEY: Numbers in parentheses
denote sequence of
arrangement of file.
EM
only if correspond
ORIGINAL AND COURTESY
COPY, CLIPPED TOGETHER
INFORMATION COPIES FO
ADDRESSEES OUTSIDE CI
INFORMATION COPIES FOR
DISTRIBUTION WITHIN CIA
OFFICIAL FILE COPY
(YYq,1 Tissue)
ORIGINAL INCOMING
CORRESPONDENCE
EXTRA COPY (OR COPIES) FOR
DCI OR DDCI (includes ER)
Bind with clips rather
than staples.
"HOLD BACK" COPY
(If desired)
Place envelopes vertically behind
original (and courtesy copy if there
is one) of each outgoing correspondence.
EXHIBIT 19
CORRESPONDENCE ASSEMBLY
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ALPHABETICAL NAME INDEX
(Pink cross-file, if desired)
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CORRESPONDENCE - GENERAL
Paragraph Page
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Address, Forms of (Section C) ......................... 41
Addressee, Multiple:
Memorandum on Letterhead ............................ 34 20
Memorandum on Plain Bond ............................ 53 26
Addressing Mail:
Air Mail ............................................ 122c 72
Envelopes ..................... ...................... 122 72
Inter-Office ........................................ 123 72
Registered and Special Delivery ..................... 122b 72
Air Mail, Addressing of........ ..................... 122c 72
Air Mail Envelopes.......... ....................... 121 69
Alphabetical Name Index Copy (Exhibit 1) .............. 4
Approvals Within a Memorandum ......................... 26 16
Exhibit 2...................................... ..... 18
Assembling and Forwarding Correspondence:..............
Addressing Envelopes ................................ 122 72
Assembly Reference Tab .............................. 119 r, 5~1
Brief for DCI or DDCI ............................... Ilk 5
Channels for Forwarding ............................. 125a 75
Contents of Complete Assembly ....................... 124 73
Exhibit 19 .. ............... 76~,,~
DCI or DDCI Correspondence .......................... 118 5mt1 "
Envelopes and Labels:
Chain Envelopes, .................................. 121x. 69
Nonpenalty Indicia ................................ 121a 69
Penalty Indicia ................................... 121a 69
Sealing ........................................... 125b 75
Types and Uses .................................... 121b 70
Exhibit 18........... 71
Extra Copies for DCI and DDCI ....................... 124a(9) 73
Fastening Correspondence ............................ 124b(7) 74
Responsibility for.... o ............................. 124a 73
Routing Slips, When Not Needed ................?..... 124b(3) 74
Transmittal and Routing Forms and Receipts:
Courier Receipt.... o ............ ........ ..120g 66
Document Receipt....., ... 0 .... .................... 120h 67
Document Control.................................. 120d 63
Official Routing Slip ............................. 120c 62
Postage Request ....... ............................ 1201 68
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CORRESPONDENCE - GENERAL
Paragraph Page
Letters ......................................... ... 93 36
Exhibit 6 ................................. 39
Memorandums:
Transmittal and Routing Forms and Receipts: (Continued)
Priority Tag ...................................... 120a 60
Routing and Record ................................ 120e 64
Control and Cover Sheet ........................... 120f 65
Transmittal Slip ................................. 120b 61
Assembly Reference Tab. 119 59
"ATTENTION" Line:
Letterhead ...................................... 36 20
Exhibit 3 ....................................... 24
Plain Bond......... .. .
56 28
Exhibit 5. ........... --- 34
Authority to Sign Correspondence ...................... 28 17
Basic Style (Section D) ........................
Body of Letter ...........................
.............
Bond Paper; When to Use:
Letterhead (Exhibit 1) ..............
Plain Bond (Exhibit 1) ..............................
Brief, Correspondence (For DCI or DDCI) ...............
Exhibit 7....... .......... .........................
Channels for Forwarding Correspondence ................
Classification Markings, Defense ......................
Automatic Reclassifications, ..... o ..................
Control Statements ..................................
Espionage Stamp............................. ........
Classified Material, Use of Envelopes
for (Exhibit 18) ....................................
Command or Authority Line:
Definition ... ............................
Memorandum on Letterhead ............................
Exhibit 3... ? ............... ...........
Memorandum on Plain Bond ....
Complimentary Close: ........................
DDI
or C
DDCI
orrespondence
125a
75
24
13
24d
14
24b
13
24c
13
71
5
1
44
22
24
64
28
.......................... . / / ' - ' Forms of ............................................ 41
-78-
Approved For Release -RDP74-00005R000200060009-8