CORRESPONDENCE EXAMPLES OF FORMAT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200100011-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 18
• Document Creation Date: December 9, 2016
• Document Release Date: August 2, 2001
• Sequence Number: 11
• Publication Date: July 3, 1963
• Content Type: REGULATION

Approved FOrR lease 2001/09/03 : IIA DP -000058000200100011-0 . ,
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Office of the Deputy Director for Support '
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100011-0
10f
 3 July 1963
TO . Deputy Director (Plans) General Counsel
Deputy Director (Support) Inspector G neral
Deputy Director (Intelligence) Comptroller
Deputy Director (Research)
SUBJECT: Correspondence Addressed to the Office of the Director
1. This memorandum is a gentle reminder of previous oral and written
instructions concerning the lead paragraph of a memorandum to the DCI,
DDCI or Executive Director.
2. Probably due to the passage of time, change of Directors, etc.,
the O/DCI continues to receive memoranda in which the lead paragraph
does not clearly indicate whether the document requests action or is for
information or background use only.
3. Addressees are requested to take whatever steps necessary to in-
sure that all memoranda submitted to the DCI, DDCI or Executive Director
open with a sentence similar to one of the three below.
a. "This memorandum is for information only; particular
reference is made to paragraphs , __, and . of
b. "This memorandum suggests action on the part of the DCI
DDCI or Executive Director; this action is contained in paragraph
c. "This memorandum subjits a recommendation for your
approval; this recommendation is contained in paragraph "
/s/
Lyman B. Kirkpatrick
Executive Director
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 Approved For Release 2001/09/03 : C A-RDP74-Q0 05R000200100011-0
~!1 AcOJ Yrr.r...J Ad00 "J ___ i.++ A ' 5 S bn th i s
form also.
^ COI I L ::NAL
to whom. Draw a line across column after each comment.)
Xxxxxxxxxxx)
XxXXXXXXXXXX.
xxxxxxxx
X,XXXXYXX.Y.? ,-,-,XixxxXXXXXXXxX?CxXXx
XxXXxYXX,YXxXxxX?CXXXJCYX' XXXXXXXX
XXXXXXXXXXXIK XXXXXxXXX
XXXXxxxx.
Att I
Memo dtd 4 Nov 65 to DD/I, DD/P,
DD/S, and DD/S CT fr DDCI, subj :
Xxxxxx Xxxxxx Xxx *(DD/S 65-0000);
DD/S:RLB:fp
Distribution:
O - Addressee w/cc of att
1 - DD/S chrono
1 - DD/S subject w/att
DD/S 65-0000 - Memo dtd, etc.
*DD/S number showsonly on DD/S
copies.
XEPO
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 Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100011-0
DATE
TRA', GSM TTAL SLIP
1965
0
j~ ry
1
so' ]Director of Logistics
AOOM NO.
BUILDING
iC-50
Quarters Eye
ns:I~Ar~KS: '
For your information.
(Note: Prepare a transmittal of the office
to which the extract will be sent. It is
not necessary to make a chrono and subject
of the transmittal slip. The chrono and
subject of the extract itself will be suffi-
cient. Have the officer sending the ex-
tract (in this case Mr. &irnerman) initial
above his title on the transmittal slip.)
FROM: Deputy Director for Support
R0011 NO. BUILDING
7D-18 Headquar'cers
FIM HO 55,241 R WHICH FORM 8 GPO.13a-O-479445
HICH MAY BE USED.
OpY XL'RO
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EXTRACT DD/S 65 -0000
A portion of any correspondence which
is sent to an office or person for informa-
tion.
6 January 1963
(The date the material
quoted was written)
MEMORANDUM FOR THE FILE
E-X-T-R-A-C-T
"4. etc.
DD/S:RLB:fp )
Distribution: )
O - D/Log on 10 January 63. )
1 - DD/S chrono )
I - DD/S subject )
XERO'
'.,COPY
On DD/S copies only
til. A.I~).J-4
fONax
Approved For Re~fease - 0100011A-
 ii crviid r 1,,R Cep Nk 0T5 CIA-RDP74-00 5R000200100011-0
R. L. Bannerman
Deputy Director
for Support
Att
Memo dtd 5 Nov 65 to DD/S
fr D/Pers, subj: Recruitment
IF THERE ARE TWO OR MORE ATTACHMENTS:
2 Atts
Att 1: Memo dtd 5 Nov 56 to DD/S
fr D/Pers, subj: Recruitment
Att 2: Memo dtd 23 Oct 65 to DD/S
fr D/Pers, subj: Recruitment
Note: Please try to avoid using Tab A, Tab B, Tab C, etc., in listing
attachments.
IF THERE ARE ATTACHMENTS PLUS A COURTESY COPY LINE, they
are shown as follows:
R. L. Bannerman
Deputy Director
for Support
Att
Reference (or, Referent memorandum)
cc: General Counsel
Director of Personnel
NOTE: Memoranda have "Attachments"
Letters have "Enclosures"
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100011-0
If the attachment is clearly spelled out
in the body of the memorandum, there
is no reason to spell it out here.
BUT -- Do NOT use the phrase "As stated",
simply list "Att".
KERO
~'OPY i
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DD/S 65-0000
INFORMAL MEMORANDUM
This form may be addressed by title or namei
OR, VERY INFORMAL
This form never used for ExDir, DDCI or DCI.
XERO !XERO
COPY !-OnY
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 Approved For(JIease 2001/09/03 : CIA-RDP74-000000200100011-0
INFORMAL GUIDANCE CONCERNING MR. HELVS' PERSONAL PREFERENCES
IN THE FORMAT OF CORRESPONDENCE:
1. He prefers addresses to be no longer than four lines, if
possible.
Example: Mr. John W. Smith, Director
Department of . ... . . .
0000 1st Street, N . W .
Washington, D.C. 00000
Mr. John W. Smith
Director
Department of . . . . .
0000 1st Street, N.W.
Washington, D.C. 00000
2. He prefers the memorandum format rather than a letter, even
when replying to an incoming letter.
Example: MEMORANDUM FOR: The Honorable Dean Rusk
The Secretary of State
SUBJECT
'XERO XERoi irERO
COPY ='c
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1RDP74-0Q095R000200100011-0
AdOOL ..
i0a3X:
CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25. D. G.
OFFICE OF THE DIRECTOR
NOTE: Memoranda to the President are double-spaced.
MEMORANDUM FOR THE PRESIDENT
SUBJECT: Safety Program of the Central Intelligence Agency
In accordance with , .
-Richard Helmh
Director
ON CIA COPIES ONLY:
DD/S:RLB:fp (ON DD/S COPIES ONLY)
Distribution:
O&1 - Addressee w/att
1 - Signing Official w/att
1 - ER w/att
2 DD/S w/att
1 - D/Sec w/att,
R. L. Bannerman Date
Deputy Director
for Support
rF'RC?. XERO XEPO
nr?Y COPY CoF'Y
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON C D. C. 20505
OFFICE OF' DIRECTOR OF CENTRAL INTELLIGENCE
(This format applies to Ex. Dir. andEDCl also--
each letter must be on proper letterhead. The
Executive Director uses DCI letterhead.)
Sincerely,
The Honorable Robert S. McNamara
The Secretary of Defense
Washington, D. C. 20301
Dear Mr. Secretary: (Find out if the person signing the letter knows
the addressee personally, for instance well
enough to use his first name.)
Richard Helms
Director
Enclosure (if any)
DD/S:RLB:jvw ) On DD/S copies only.
Distribution: )
Orig & 1 - Addressee )
1
- ER ) Distribution on CIA copies only.
1
- Signing Official
1
- DD/S Subject CONCUR:
1
- DD/S Chrono
Date
1 - DD/P
(any other copies required)
R. L. Bannerman
Deputy Director
for Support
Make an envelope for the letter to be forwarded to ER with package
XERO'
copy
-
Approved For Release 2001/09/03 : CIA-RDP74-00005R000200100011-0