CORRESPONDENCE HANDBOOK

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200080020-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 103
• Document Creation Date: December 12, 2016
• Document Release Date: August 12, 2002
• Sequence Number: 20
• Content Type: REGULATION

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Rescissions s
elated 195 and revisions dated June 1958
dated I. December 1:961
dated 3 June 1963
T.s tendbook is revised to update all correspondence practices and to pro--
vide for the changes necessary since its initial publication in 19 . New
topics included in this Handbook are Reports, Minutes and Agenda, the Speed-
letter, and the Memorandum Form OF 10.
A major change in the style format is introduced in the Handbook. The modi-
fied block style will be adopted for all memorandums and letters. By using
the block style this Agency will conform to the standard style and format
prescribed for Oovornment-wide use. Adherence to a standard format and uni-
form appearance will increase correspondence efficiency. Where special
types of communications are required, the special instructions and Agency
regulations pertaining to these will govern their preparation.
Some practices which will speed up the preparation and processing of cor-
respondence are the wider use of the Office Memorandum Formj use of the
Speedletter, wherever possible; greater use of properly designed forms and
form letters; making minor corrections with pen and ink rather than re-
typing the entire letter; and keeping dictated letters and copies to a bare
minimum. You are encouraged to utilize these practices to expedite cor-
respondence.
All personnel who prepare or process correspondence will find some portion
of the Handbook of interest to them. Revisions will be made as necessary
and supplemental information issued for incorporation in the Handbook.
Suggestions for its improvernsent will always be welcomed.
L. K. White
Deputy Director
(Support)
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for aci & =I
Addrtsl hall
M1lns and ar@ind
51
58
64
67
86
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This Handbook is prepared for use by secretaries, stenographers, and typists
to speed up the preparation and handling of correspo nce . Writers and
reviewers of correspondence say also find ports
in the preparation
k helpful
e:nce. The Handbook is unclassified and
say also be used. as a traixsing guide for new personnel.
The Nwadbook
for preparing
, memorandums, reports, minutes, and agenda.
Mard practices and
describes forms used for assembling and forwarding cor-
respondence.
types of stationary and envelopes available..
outlines the basic nvaber and types of copies to be used
in preparing correspondence .
contains a section on forms of address and salutations.
discusses the top secret procedure as it relates to *or
respondence.
? includes exanples and exhibits within each section to
illustrate the procedures described.
avers review, approval, and concurrence features in the
handling of correspondence.
A change to the modified block style is introduced in
adoption for all letters and memorandums, except for letters prepared for
signature of the DCl and the =Is, will establish a uniform style and
it is possi
Pnccy correspondeneo. By following these uniform practices
eliminate confusion and to speed up the flow of corres
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Ept u*$
**,In psts+el U a
claasily
is s
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LETTERS-
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IW3
1.
Letters are used for correspondence with addressees outside the Government
and for formal correspondence with officials of Government envies. The
letter format will be used for correspondence addressed to:
eebera of Congress
The Executive Office of the President
Other Goverment agencies or their officials,
except where informality is appropriate
Private individuals and organizations
2. iX
Agency correspondence is prepared on .letterhead or plain bond paper.
Three types of letterhead are available:
CIA Letterhead used for correspondence sent outside the agency,
except as in b and c
CIA letterhead (Office of the Dix
signature of D'I r, - =
CIA Letterhead (Office of the. Depu
requiring signature of MCI
r) for correspondence
carbons -
Letterhead tissues to correspond with the above for courtesy copies,
Plain letterex tissues for extra copies,
lellov letterex tissue for official copy,
Pink, blue and green letterex tissues for special file copies.
STAT
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xMM (W PXZS
a courtesy am for *mbers of Congress* members of the supreme
Court, top officials at the White Souse and for an addressee who has in-
dioat od a need for a copy.
letterhead tissue - *ourtesy copy
1 white tissue info ation copy if neesseary
1 yellow tissue
for sing official if official file
retained elsewhere
esuas If sib official is Sal or his deputies
tte tissue - if additional copies needed
The finished letter should, have a well-balane d appeaarence. Allow at
least 1 inch for the left and right margins, and for the margin at the
bottom of the page.
Sider ns*
!ase for Teat*
IMY
.l1~M1
I.
.I~
l
.
I up to 10 lines
s=M
l to 2 ins bas (18 to
5 to k inches
'
2 spaces)
(60 to 48 spaces)
SUM, 10 to 20 lines
1 to 1j inches (12 to
6 to 5 inches
18 spaces)
(72 to 60 spaces)
20 lines and up
I inch (12 spaces
6 has
(72 spaces)
5 1 inch equals 12 spaces in elite type.
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to on which it is
is below the date line or two spaces below e+e r O reference.
itme 1963
In reply refer to:
A 5/20
and year without punctuation-3 JUSIS 1
to six spaces below the last tie of the
r office . Wben data to to
on length of letter.' pie the data
to end flush with right bond margin. Te to is expressed by day, mouth,
6.
ine. 2mmodiately be
b. if addressee Is reference is to be, inelnded, type Your reference:"
are need d,
In reply re
right of the pager two spaces be
type the reference symbol.
rgia, 12 lines from the top of the peg. ? The
designation may be placed lower on the page if the letter is brief.
ce is requested, arranger the instructions coati
ting them with dashes. ; mplas
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fto section can Amm of Ai
for proper
close a gle-spse a the address and a
ft en preparing a letter to be used in a window envelops,, be ewe that no
information other than the address appears in the window area,, No live
required, i nt 2 spaces
a. *xcaple I
l#r. John L. Rover
+ sire n, Geological Profess
Association of the United
151 North Pare Place
*illinge, I mtana
An `!Atte~9t3 on" line
r than 4 inches. When rwumr
the left margin. Limit the address to 5
01
tee
avoided. When it is used, typo "Attentio:"
the address: flush with the left margin.
39. & AI
Place the salutation two lines below the a
used. Type the salutation flush with the left margin and foUow
colon. salutation is directed to the addressee
reon named in the "Attenti" 1
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op
salutations and t li-
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TbO modified-block style is used in preparing *o esp nce.
margin.
of the letter; double space between ,paragraphs. mw
ern paragraph flush with the left margin. 8
Ig ph should be double spaced. Do not r paragraphs In a
wed to break the paragraphs into avragraphs? the
tsignsted by numbers and letters as It a f
progressive subdivision of a paragraph is indented an addi-
tional four spaces. The second and succeeding lime of the paragraph
extend from the left to the right margin. (See exhibit x)
o. A short quotation of loss than two lines is run Into the text a
enclosed by quotation marks,
a. A longer quotation is blocked five spaces from the left and right
margins of the text. Quotation marks are omitted.
cond and succeeding pages on plain paper.
space the body
6 lines
from the top. At least two lines of the lest paragraph are carried over
to the succeeding page. This is dew so that the signature will not be-
cam separated from the text. The first page is not numbered. Subsequent
pages are numbered by centering the number half inch from the bottom
of the page o
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_ _ ,+ ., ,,a . *rv rx a we iwi y jiiki-RR5i7i4 7i1 U=gj'J.73ii3.ag
to the right of the center of the page. The complimentary close "Bin-
eere1 r," will be used on correspondence prepared for the signature of the
DC1. Other forms are listed the portion of the hanoook Yorms of
Address. These may also vary according to the person signing the corres-
TyV* name of the signer five lines below and center with respect to
the complimentary close. Center the official 'a title immediately below
his sees. If a rater line occurs in the title, indent the line two
spaces. The official's
Example:
and title are typed in initial caps only
Bi ncerely,
1. will. Kane
Chief General Division
15. IN MAO=
a. It an enclosure is identified in the text, type the word "Nneloure"
flush with left margin, two lines below the signer's title. If more than
one enclosure, use plural form and number.
b? It enclosure is not identified in the text, type "i iosure(s)e" flush
with left margin and two lines below the signer's title. Immediately be-
lowp indent two spaces and list each enclosure by title or in as few words
as needed to identify the material.
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c . w1ban material is to be sent u War separate tamer, type "Separate
eovers" flush with left margin, two lines below s ear's title or any
"Enclosure" notatian. List the material, even though identified in the
text and soul a ea W of the letter with the material.
When copies of a letter are sent to persons other than the addressee,, in-
dicate by typing "cct" flush with left margin, two lines bed the We_
ceding notation. List the names one below the other. The distribution
Of the original and all copies is shy separately under the word " -
tributioae" only On copies retained in the Aged. Immediately below list
the original and copies. uplet
Distributi
Original a
(with basic)
I
The T. 'to 1 CA CN or official sy of of thamnIKMO M=
e originating office, the initials and last noes
of the originating officer, the initials of the typists and the date of
pre ration will be typed at the left margin two lines below the last
tv"Q line. These are
typed on th a carbons oaf ? They never appear on
the original and courtesy copy. xxxxvie:
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ation and any control markings are stamped in a0c
current Agency Security Regulations .
lg. ASSMLM AM 10MARUtN4 C
See section entitled Assembling
orwarding.
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June 1963
In reply rater tot
Mgt - Oor
Correspondence Management Association
132 amain Street
8_*fiten, *asachuaetts
At ntio t W. C. W. Letteriter
(Gentlemen t
Here is an example of a ow-paragraph letter of few-
er than 10 lines, Bide margins for letters of this
length may vary from 1 intahesto 2 n hes s hence
the writing line may vary from 60 to 48 typing
speass. 'The body is double spaced. Other parts
are single spaced, with double spaces between them.
Sincerely yours,
merles S. lrl'ayes
Directors Correspondence
)bnual Division
d States Oovernmen
19590 Sa.
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IA IZTTXPJWAD)
5 June 1963
miss
Ittlow-T-Sesourcon Commission
Washington 25, D. C.
guide to standard practices in Government correspm nce
These practices, assembled by some of Government's best technicians, gives
-Mt, letters uniform and distinctive character.
The menus). is divided into lour parts. The first helps you to prepare
communications written from person to person. They may be formal Jett*
assemble a fe and what materials to use for routing correspondence.
p
vritt a lle el itatiom. The last
is guides parts not so often used as the other
you in preparing special docents,, such as reports, pro
posed legislation, and materials for the Federal Register. With these
foam parts, the manual should answer most of your questions about format
and style and should enable you to work more easily.
Please fool free to supplement the manual with specific rules that apply
to Your Jo. Keep it on your desk at all times. Use it often. By using
it, you say become the working partner of the writer, who depends on you
to present his work in an acceptable style. Znjcay the assurance that
your work is set up in proper style.
Sincerely yours,
(Miss) Iledda Gruppe
Chiefs erplay.. Relations Division
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Exhibit-2'- Letter Format
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when sign
Name of Company or Organization
Street Address
City, State, number
This is an example of the letter addressed to a company or an organiza-
tion, for the attention of an individual. If the letter is for the
attention of a division or section of the organization, the name of the
division or section is written in the place of the individual*s name.
The attention line is inserted on the second line below the address and
two limes above the salutation.
Paragraphs are blocked. They are not ==bored as in a memorandum. The
first paragraph begins on the second line below the salutation. When
there is reason to break the paragraphs into subparagraphs, the units
be indented and zbered
space for' or more lies on that pages . A paragraph is continued on
-- -3.. A ,paragraph is begun near the and of the page only if there is
only if two or more lines can be carried over to that
de a word between pages.
ogressve subdivision of a paragraph is inented an adddi-
Lees. ThO and and 0=000414 lime of all paragraphs,
quoted passages, extend from the left to the right margin.
-lis tary close is usually "Bineerely yours". It begins approxi-
metely in the center of the page, two lines below the last line of the
body of the letter.
The; me of the official signing the letter isntyped five lines below and
-eeentere-~ ##sb s lat to the complimentaery close. The title and orgeani-
seti l element are centered under the name. If two lima are required
for the title, the second line will be centered below the first.
After the original and outgoing copies of a letter are removed from the
typewriter, needed information is added to copies remaining in the agency.
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At the left margin may be a list of "cep" addressees The last entry,
except f Or a possible postscript, is the identification of the preparing
office, the was of the vriter, the initials of the typist, and the date
of typing. tf the letter is rewritten, the sane type of information is
repeated after the wore! "Rewritten."
srely yours,
Abel -
:?Director, nagemerit office
I/ Enclosures 2
spande ece l nua 1
a Typing
r
vith basic)
par$te cover (~';
x - as reQuired
W T/WDiARiterstuv(l June 63)
Typed on all copies retained in CIA. d on the original, the courtesy
copy, and external CXA information copies if dictator so desires.
on all copies retained in CIA.
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Z ];mss
or eon be
Vt cthe body
My not
be y. " "
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f3
I h
It" 14 ttod.
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MMORANDUMS
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"m ft"I
s U*kw>
- 1i be 10" fVw r ng
(it
silty to * t.)
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ST
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ST
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O
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rus nU be vw&d to el oily
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to uruk PUMSMOW
in ee dtf b k. WI*. 2 a sIqO*
s
The first 11M or e ;'We is in-
tu the For Vw see" e
t left wwxla. a to is n
is srdiTi" it ust hem Ott 1
a* O"UMM
i
two b. 1e
It" $ 4arr o r ,
ettt.4# is roftnew ambers
s 'fir ftLV4g JP USIMIS at bast
4, Pula s aMr r alb
is not mod.
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7 ,l
~t tr or t p~
At 24nt tae UN" +et a dim PU%Walb
ON is ? VW4 SITU" Wtwsm two s.
irwet a will t i
'!lire 940mme It= is too is arse two
tts test.
Awl at tyre'.
s Mr emeia1. Or
Magill cr IL In=
1rt I"t um of text
As*
arts t el
dtial e
I comtw
' to pia
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6, Ifto tt ssb to taftests to an s4dssase that aftw paroom ar
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(4-
3u
to the
: 3)
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the *46W t7 eU*Oifiestttm ( OUt i ff
CC a1 vj t? ems' V t
lion be' t last up" UI
17. M MORANWM OF CONVERSATION
1.18.11-1 CO
lases my be wed
When reporting conversations the Memorandum of Conversation rm or a Memo-
randum for the Reco , depending on the circumstances,)mtay be used. The
original and one copy shall be forwarded to the O/DCI. In addition,, a three-
sentence summary will be prepared and dispatched to the Director's office
Cf
Immediately after the meeting or conversation. See exhibits
cadur ee- nnMr-f .
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,2
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 OPTIONAL FORM NO. 10 3010-106
MAY 1963 EDITON
GSA GEN. REG! N -A-proved-For Release 2002/08/26 : CIA-RDP74-00005R000200080020-3
UNITED STATES GOVERNMENT
Memorandum
DATE: 4 it= 1
Exhibit 6 - Newwandum Fom 10
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 STANDARD FORM NO. 64
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Office Memorandum (? UNITED STATES GOVERNMENT
III!
FROM
SUBJECT :
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putt' Chief of Naval Operations (Air)
portent of the Navy
1. This is an example of a mewora
prepared for the signature of a4$te
ide the Agency
his level.
2. The typist will prepare an original and courtesy copy, if ap-
prop riate# an C3A .X tterhead stationery for the addressee; a yeller
tissue for the official. record copy; a white copy /cr the
signing official; ated Mite tissues for any additional `tntereeted
The., orriginator should deteraiae the distribution of any
ructeed otherwise, this memorandum y be enclosed in
in (uatranked) envelope. If correspondence is unclassified, in-
the addressee and Stop Number. The delivery vill be mode by
. S. Official bail and *ssengeer Service from the City Post
Office. If the co rrespondeencee is classified, indicate the roam num-
ber and building and attach a courier receipt. Rewmber also to
Include a document receipt, if appropriate. Do not include the Stop
der,,} Zirlivery will be =de by courier.
Job Airbert
Chief, Air Science Divisi
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CENTRAL INTELLIGENCE AGENCY
Memorandum of Conversation
DATE: Actual, Bette of
conversation
It am* than ow subject we covered,, )
PARTICIPANTS: proo*dVng ct cexniteg ieaj&tetfB> a of source asourity apply in
listing the participants.
COPIES TO
ft"40-1 i cipie obali epply.
I. Thie tor. to be used in reporting cooveresticn with
P's Or is recorded in a
2. It the Director or 1W
In an irate,
iggence
oreistion re-
is a ticcipant, tbe, original aad
all copies are **mitted to the D or MCI for atpgrovel or the substance
distribution . (~r ands of Conversation to t l
go to the Fgety
a thee-sentsac, a wi1ary Vi ll be r-
itabed to the Director's office iaamediately otter the nesting
+'yz
~~~a t
or conversation
particu +etrly on tbose^wbjch my detereileie or street policy
or which sbould be bit to the attention of the factor =j.
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3morandum of Conversation (let page)
i ?EB ??' Jul
.~ 15
1 only.
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lc r than as page,ue plain .tat bond for the
vs. gin
ring wit
it(date dictated
lb
ApprB - le~ai@00/2%ii~l'~O000$~~~10820-3
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2. Vwm w0 I I aaas,a ) a
if aw setiaei is or it
-ti#iea stion ssa is of the
as 322ustratad c "m tbmN& the signet=* of at i3
out the saos .
Di f #/ms Sub(da .s
Diatributt os
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4ibit :11-Il o the Dscoard
.Z h
 STA
STA
TO :
ATTN:
FORM
5-61 1831
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SPEED LETTER
DATE
fed" t1
FROM:
Me
Se
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CORRESPONDENCE
FOR DCI & DDCI
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STOAT
Mum of the Dtrsctor or wrum
We for crease;
1.1 be
2 - law
ttt tor?
W"Muft s+sd to
and MCI win, be
the margin too
be typed eight Bess bs1r the
b viitb the 3s
sb1d begin. Use block
4 to typed two lime below t3w *4drsss:
s. ctuft on reties of Address ftr proper
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e s*1ut tion and 11
at the I
(see
Sincerely
) ..rt*12 S. carw
L.t*nmt Viral, UM
uwuty Dir"ter
sign in the &b#e
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33
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in t b * s e cs at c r : ' l , 3n. ? I st t t1be viii br e t in tjW O
V. will btt nr d si the wom
to the Pmotdmt tv eiste of ear em
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Approved For Release 2002/08/26 : CIA-RDP74-00005R000200080020-3
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ntered a b o u t one-half o r threequ rte ine from the bottom of
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Jobn A. Oanc
Director
fimorable, Dean ask
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OFD
Approve M e e20 hS16f ' li - 0865R%0200080020-3
to be typed an ea pies only
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for the suture of the Dir tcpr
be forwarded to the Director ttron;
or randum explaining the
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d page to required, use plain stationery. Xarg-iaa
those on the first pages and tying will begin ab uttan,-
the tsp. The second and succeeding pages are numbered with arahte
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38
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200080020-3
(DDCI LETTERHEAD)
Honorable dohn Kane
American Ambassador
City, Country
pear Mr. Ambassador:
This is an example of a letter prepared tar the signature of the Deputy
Director for Central elligeenee. Qen