HANDBOOK CORRESPONDENCE - GENERAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200190003-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 99
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 3
• Publication Date: June 20, 1958
• Content Type: REGULATION

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MAY .955
Office Memorandum ? UNITED STATES GOVERNMENT
4
CONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25, D. C.
C9 RRESPONDEN
STYLE & PROCEDURES
A HANDBOOK FOR THE PREPARATION AND
HANDLING OF AGENCY MEMORANDUMS
AND LETTERS
RESCINDS CORRESPONDENCE
CONFIDENTIAL MANUAL, APRIL 1952
E
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
dated 9 September 1953
Uniformity is essential to efficient correspondence operations.
It prevents confusion and misunderstanding and thus speeds the produc-
tion of work. Faster training and increased utilization of personnel
also result. This handbook provides for this standardization in the
preparation and handling of Agency memorandums and letters.
The standards prescribed were not selected arbitrarily. They
were adopted from many tested systems and a consideration of Agency-
wide preferences and needs. The rules are relatively simple. However,
some study will be necessary if they are to be mastered. Our corres-
pondence standards will be revised when necessary. Suggestions for
their improvement will always be welcome.
Certain correspondence originated by the Clandestine Services or
other components of the Agency may require the use of sterile paper
or specialized formats and procedures not covered in this handbook.
In such cases, the security of the operation or nature of the corres-
pondence will govern the procedures and style standards to be used.
L. K. WHITE
Deputy Director
(Support)
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CORRESPONDENCE - GENERAL
May 1955
The material in this Handbook is arranged in the order in which
elements of correspondence would be considered by a writer or typist.
Separate sections describe memorandums on letterhead stationery, plain
bond, and Standard Form No. 64 (Office Memorandum), and the format of
letters. Each section is followed by an exhibit illustrating the format
described. A section on the style standards applicable to any one of the
four main formats is also provided to minimize repeating these standards
in subsequent sections. Personnel should become thoroughly versed with
this section since it is frequently referred to throughout the Handbook.
The Handbook is bound in loose leaf form to allow insertion of changes,
or supplemental instructions developed at'operating levels. It is recom-
mended that such instructions be reproduced on colored stock, and inserted
in the proximity 'of the Handbook material which they supplement.
This Handbook concerns only the preparation and handling of memorandums
and letters. It does not contain information on other forms of communica-
tion such as dispatches, telegrams and cables, nor does it concern the
flow and control of mail within the Agency. The issuances listed in Ap-
pendix A cover these subjects.
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
Chapter I
Section A.
Section B.
Section C.
Section D.
Section E.
PAGE
BACKGROUND FOR ALL CORRESPONDENCE
Definitions ................. ....:,.................. 1
Stationery......: ............. .'. ..........'.:.....*off 2
Which Form to Use -,Memorandum or Letter............ (-2-
Bas i c . S tyle . o . a . ...............................?..... Review, Concurrences, Approvals, and Signing
Authority ....................................:...: 15
Chapter II MEMORANDUMS
Section A. General .............. .'....... .......*............... 19
Section B. Memorandums on Letterhead.............. .... ?....:... 19
Section C. Memorandums on Plain Bond.. ...............?.?.......? 26
Section D. Memorandums on Standard Form No. 64
(Office Memorandum) ..............................? 31
Chapter III LETTERS
i Section A.- General.......... ...........:.....'........:..:"...... 35
Section B. Format and Style ......................:............. 35
Section C. Forms of Address, Salutation, and Complimentary
Close ....................................?........ 41
Chapter IV PREPARATION OF TOP SECRET CORRESPONDENCE.............. 51'
Chapter V CORRESPONDENCE PREPARED FOR THE SIGNATURE OR THE
ATTENTION OF TSE DIRECTOR OR DEPUTY DIRECTOR
OF CENTRAL 'INTELLIGENCE*. ....................'? ? ? ? ? ? ? 55
Chapter VI ASSEMBLING AND FORWARDING CORRESPONDENCE
Section A. Materials for Assembling and Forwarding
Correspondence.. ..... ....... ..:............ 59
Section B. Addressing Mail ....................~.............?.. 72
Section C. Assembling and Forwarding Correspondence............ 73
Index ............................................................... 77
Appendix A. REFERENCE SOURCES.- .................................. 89
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
1. Format, Stationery, and Copy Requirements
Part I Format.Determination .............................. 4
Part II Types of Stationery and Requirements for Copies...', 5
2. Concurrences and Approval Within a Memorandum ................. 18
Memorandum on Letterhead
Part I (First Page) ..................................... .... 24
Part II (Second Page)...... ................................ 25.
4. Memorandum on Plain Bond .................... ................, 30
5. Memorandum on Standard Form No. 64 (Office Memorandum).......'. 34
6. Letter Format
Part I (First Page) ................... ... 39
Part II (Second Page) .................. ........ 40
7. Correspondence Brief for DCI or DDCI.,....'.... ................. 58.2
8. Correspondence Assembly Reference Tab.. 59
9. Priority Tag ................................................. 60'
10. Transmittal Slip ............................................. 61
11.' Official Routing Slip......... ..:............:............ 62
12. File and Routing Slip ........................................ 63
13. Routing and Record Sheet...... ...... .:...:......::....... ... 64
14. signature Record and Cover.Sheet...... .I : .....................,.65
15. Courier's Classified Mail Receipt ............................ 66
16. Document Receipt..' ....................................:...... -
67-
17. Postage Slip. ................................................ 68
18. Types of Penalty and Nonpenalty Envelopes and Labels for
Transmitting Official Mail ........................ ......... 71
19. Correspondence Assembly..... ... .000..0.00000 ....76
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CORRESPOND
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1. Official CIA correspondence includes all recorded communications sent
or received by Agency personnel in the execution of their official
duties. However, for purposes of this Handbook the word "correspond-
ence" refers only to memorandums and letters originated within the
Agency.
Copies. Unless further qualified, the word "copy" as used in this
Handbook refers to a carbon copy of Agency correspondence. In addi-
tion, the following terms apply:
addressees, and forwarded with the original. Headquarters ad-
dressees who have not indicated a need for courtesy copies should
not be furnished them. Courtesy copies are not required for
.addressees outside CIA exSeP Members of CgUggres and offic als
of other Federal agencies.
b. An official file copy is one prepared on yellow tissue for reten-
tion in the official files. Official files care those located in
specified elements of the Agency and which contain material of-
ficially documenting the operations of that element.
a. A courtesy copy is a copy of correspondence furnished certain
c. An information copy is one sent to interested offices other than
the addressee.
A reference is a brief citation of material which relates to the
vv subject matter of the correspondence. In a memorandum, a reference
(or references) may be shown in a reference line., whereas in a letter
references are always included in the text.
V1 An enclosure is material forwarded with correspondence or forwarded
separately, if so indicated.
5. The command line, or the authority line, is used only in memorandums,
when the individual signing the correspondence has been delegated
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authority to do so for a higher official. Officials signing for the
Director will use "FOR THE DIRECTOR OF CENTRAL INTELLIGENCE." Com-
mand lines for lower echelons are similarly worded except for the
official's title.
6, General. Agency correspondence is prepared on three basic types of
stationery: Letterhead, Standard Form No. 64 (Office Memorandum),
and plain bond. In addition, plain stocks of tissue-weight paper for
carbon copies are provided in various colors. Exhibit 1 lists the
types of stationery used for particular forms of correspondence.
Supplemental information is given in Chapters II and III which deal
specifically with the preparation of memorandums and letters.
7. Letterheads. Three types of letterheads are available: CIA Letter-
head, CIA Letterhead (Office of the Director), and CIA Letterhead
(Office of Deputy Director of Central Intelligence). The CIA Letter-
head is used in the preparation of all correspondence sent outside
the Agency except that prepared for the signature of either the
Director or Deputy Director of Central Intelligence. Correspondence
for their signature is prepared on CIA Letterhead (Office of the
Director) or CIA Letterhead (Office of Deputy Director of Central
Intelligence) as appropriate. Letterhead stationery comes in white
bond and tissue only.
8 Letterex. Letterex is tissue stationery with a sheet of one-time
carbon paper attached. Its use speeds typing operations and reduces
carbon soilage of hands, stationery, and clothing. Neater typing
productions requiring less preparation time are the result. Letterex
is stocked in the Agency supply system in single sheets only, in white,
green, yellow, pink, and blue.
Section C. WHICH FORM TO USE - MEMORANDUM OR LETTER
\9. General. The deciding factor in determining wjh,ch_fr of correspond-
ence to use is the MIT e of the addressee to whom the correspondence
is being directed. Part I of Exhibit 1 lists in alphabetical order
the titles of recipients of CIA correspondence. Beside each title is
indicated the form of correspondence appropriate to that addressee.
Part II of this exhibit shows the types of stationery to use and re-
quirements for copies.
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10. Memorandum for the Record. The memorandum format is also used in
recording telephone conversations and other information to be re-
tained for record purposes. Plain stationery is always used. See
Paragraph 54+ for format.
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CODE
ADDRESSEE
FORMAT
1
CIA - Director or Deputy Director of Central
Intelligence; Deputy Directors (Support),
(Intelligence), and (Plans)
Memorandum
2
CIA - Multiple Addressees
Memorandum
3
CIA officials in Washington and field
activities
Memorandum
4
Congress; Members of
Letter
5
Executive Office of the President
Letter 1/
6
Government Agencies (If informality is appro-
priate, or if replying to incoming correspond-
ence which was in memorandum form)
Memorandum
7
Government Agencies - Multiple Addressees
Memorandum
8
Government Agencies or their officials, except
as provided for in Codes 6, 7, and 9-12 inclusive
Letter
9
Intelligence Advisory Committee (IAC) or indi-
vidual agencies of the Committee
Memorandum
10
National Security Council (NSC)
Memorandum
11
Office of Defense Mobilization
Memorandum
12'
President of the United States
Memorandum 2/
13
Private individuals and organizations
Letter
1/ & 2/ - Certain circumstances may require a memorandum or letter,
respectively.
SEE NEXT PAGE FOR TYPES OF STATIONERY AND REQUIREMENTS FOR COPIES
EXHIBIT I
FORMAT, STATIONERY, AND COPY REQUIREMENTS
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PART II - TYPES OF STATIONERY AND REQUIREMENTS FOR COPIES
the discretion of the originator.
1
2
3
4
5
6
7
1 8
Letterhead Bond
X
X
1
X
1 X
X
X
X
X
X
Plain Bond
X
X
H
Standard Form No. 64 (Office
o
Memorandum)
X
*
"THROUGH" Addressee (Letterhead)
X
X
X
X
?'
Multiple Addressees
(Letterhead) 1/
L
X
Courtesy Copy (Letterhead)
X
X
*
X
X
X
X
X
X
?
Information Copies (Letterhead) 2/
X
X
X
X
X
X
IX
X
"THROUGH" Addressee (Plain white)
X
X
Multiple Addresses (Plain white)
X
Courtesy Copy (Plain white)
X
b
Information Copies (Plain white)
X
X
X
X
X
x
X
x
X
X
X
X
X
H
Official File Copy (Plain
yellow)
X
X
X
X
X
X
X
X
X
X
X
X
X
3
Alphabetical Name Index (Plain
pink) 5/
*
*
*
Return Copy (Plain white or green)
*
*
*
Hold Copy (Plain white or green)
*
*
*
NOTE: See Chapter V for requirements if the signing official is either
the Director or the Deputy Director of Central Intelligence.
1/ One copy for the second and succeeding addressees listed after
"MEMORANDUM FOR" on the original.
2/ One copy for each information addressee.
3/ Staff studies require two copies.
Generally the signing official's copy serves as the Official File
Copy. However, if the Official File Copy is to be retained elsewhere:
a. Prepare an additional copy on plain tissue for the signing of-
ficial's file.
b. Prepare two copies if the signing official is either the Director
or one of his four Deputies.
If an alphabetical cross-file is considered necessary.
EXHIBIT I (Cont.)
FORMAT, STATIONERY., AND COPY REQUIREMENTS
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ADDRESSEE CODE
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CORRESPONDENCE - GENERAL
May 1955
CIA correspondence is prepared in several formats. However, there are
certain style standards applicable to each of these. The following basic
elements of all CIA correspondence are therefore described to avoid
repetition in succeeding chapters. The sequence of these descriptions
parallels the order in which elements would be considered by a typist
preparing correspondence.
11. Typing Measurements. Spacing, both horizontal and vertical, is
often indicated in terms of inches. The following table converts
inches into corresponding typing measurements:
Typing Strokes (Approx.)
Inches Pica Elite
1 . . . . . . . . . 10 12
1 1/4 . . . . . . . . . 13 15
1 1/2 . . . . . . . . . 15 18
1 3/4 . . . . . . . . . 18 21
Down the Page
Inches Approximate Typing Lines (Pica or elite)
1/2 . . . . . . . . . . 3
1. ......... 6
11/4......... 8
1 1/2 . . . . . . . . . 9
1 3/4 . . . . . . . . . 11
2 . . . . . . . . . 12
2 1/4 . . . . . . . . . 14
12,.
Margins. The width of margins may vary with the length of text;
however, minimum standards provide that right, left and bottom
margins of first pages should not be less than one inch. Margins
of second and succeeding pages likewise should not be less than one
inch, including the top margin, and should correspond in width to
the margins on the first page. The following is a guide to margin
widths for memorandums and letters:
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Text Length Side Margins
(First Page)
Short (up to
100 words)
Medium (100
to 150 words)
(Approximate) Special Information
12 inches Approximately 60 spaces to a
line.
1- inches Approximately 65 spaces to a
line.
Full Page (150 1 inch
to 200 words)
A full page with minimum
margins is preferable to two
pages with wider margins.
13. "IN REPLY REFER TO". "Refer to" designations are placed at the
C~ discretion of originating officials only on correspondence requiring
a reply and sent outs de the Agency. Their use encourages outside
correspondents to identify Agency letters and memorandums to which
they are replying. Replies thus identified can be routed readily
to the office concerned.
In cases where the phrase has not been printed on the letterhead,
type the words "IN REPLY REFER TO" flush with the right margin,
three spaces below the last line of the letterhead. Immediately
below the phrase "IN REPLY REFER T0," type in block style the
organizational symbol of the office of signature as well as that of
the originating office, if circumstances permit routing the reply
direct to this latter office.
Example: IN REPLY REFER TO:
MS/RMD/RDB
NOTE - The "IN REPLY REFER TO" line is never used in correspond-
ence prepared for signature of the Director or Deputy
Director of Central Intelligence.
Date. The date shown on a memorandum or letter should always be the
date on which the correspondence was signed. Accordingly, omit the
date whenever correspondence is prepared for signature outside the
preparing office, or when there may be some other cause for delay in
signing. Always omit the date when preparing correspondence for the
signature of the Director of Central Intelligence or his Deputies.
When circumstances permit inclusion of a date at the time of typing,
place the date in accordance with specific requirements in Chapters
II and III.
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A date is expressed without punctuation in the following sequence:
day, month, year--e.g., 15 June 1954. It may be typed or stamped
as circumstances dictate. The date should be shown on the original
and all copies.
15. Line Spacing. Normally the body of correspondence is single spaced.
V However, if the text is less than eight lines and consists of but
one paragraph, double spacing is used.
NOTE - In memorandums addressed to the President of the United
WOM States, regardless of length, double spacing is always
used, with double spacing between paragraphs.
16. Paragraphing
a. Memorandums (Except Those Addressed to the President of the
United States) - When a memorandum is but one paragraph in
length, the paragraph is not numbered. If the memorandum is
two or more paragraphs in length, primary paragraphs are numbered
consecutively with Arabic numerals, and subparagraphs are iden-
tified alphabetically and numerically. The pattern for para-
graphing is as follows:
(a) ........................................
...................
1.
b. Memorandums for the President - Primary paragraphs are indented
five spaces but are not numbered. Subparagraphs, if any, are
indented and identified by letters and numerals as shown above.
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c. Letters - Same as memorandums for the President.
17. Quotations. Quotations may be set apart or incorporated in the text
of correspondence. When set apart, indent the text five spaces from
the left and right margins, two spaces below the text. Block the
left margin. For example:
The speaker quoted these words from the Wall Street Journal:
"Imagination was given to man to compensate him for what he is
not, and a sense of humor was provided to console him for what
he is."
17
Page Number and Identification. The first page of correspondence
is not numbered. Second and succeeding pages are numbered con-
secutively with Arabic numerals centered one-half inch from the
bottom of the page. Numerals are typed without parentheses or
dashes. Second and succeeding pages of correspondence are also
identified as follows:
a. Memorandums, Staff Studies, and Concurrence Sheets - One inch
from the top of the page, flush with the left margin, type the
subject of the correspondence as stated on the first page.
Example:
SUBJECT: Revision of Correspondence Standards
b. Letters - One inch from the top of the page, flush with the left
margin, type the addressee's name and full address. If possible,
place this identification on one line. Abbreviations may be used
if appropriate. Examples:
Mrs. John Jones, 134 East Pine St., Selbyville, Ky.
or
Hon. Richard B. Randolph, U. S. Senate
Continuations. The body of a memorandum or letter is continued on
second and succeeding pages, four spaces below the subject line or
addressee identification. Plain stationery is always used.
A paragraph of three or fewer lines is not divided between pages.
At least two lines of a divided paragraph appear on each page. In
dividing a sentence between pages, at least two words of the sentence
should appear on each page. In no case is a word divided between two
pages.
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If the body of a memorandum or letter is completed so near the bottom
of a page that there is no room for the signature, at least two lines
of the last paragraph are carried over to the last page. This is
done so that the signature will not become separated from the text.
Signature and Title. Methods of indicating signatures and titles
vary according to different correspondence formats. These methods
are described in detail in Chapters II and III which deal with memo-
randums and letters.
21. Enclosures
V
a. Listing Enclosures - Enclosures are listed two spaces below the
signature title, beginning with the word "Enclosure" or "Enclo-
sures" typed flush with the left margin. Immediately below and
indented two spaces from the left margin, each enclosure is
listed by number and briefly described. It is not necessary to
number a single enclosure. Do not extend the description of an
enclosure beyond the center of the page. Indicate enclosures on
the original and all copies.
If an enclosure consists of more than one copy, the number of
copies is shown in parentheses following the description of the
enclosure. Enclosures forwarded under separate cover should be
so identified.
The following illustrate typical enclosure listings:
Single enclosure:
Enclosure:
CIA Training Manual No. 6
Multiple enclosure:
Enclosures:
1. Form No. 30-4 (6 copies)
2. 0DM letter 5 Jan. 1953
3. CIA Correspondence Handbook (2 copies - separate
cover)
b. Identifying Enclosures - Enclosures themselves are identified by
the abbreviation "Encl." followed by the appropriate enclosure
number. This identification is placed only on the first page or
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cover of the document, in the lower right corner about 2 inch
from the bottom of the page. It may be handwritten or type-
written. It is emphasized, however, that it should not be hand-
written in ink or typewritten if there is a possibility that the
enclosure may be referred to later by some other identification.
Copy Distribution. Three rules govern when to show copy distribution
information on originals and copies:
a. Do not show internal CIA distribution on any original or copy to
be sent outside the Agency.
b. On an original, courtesy copy, or information copy to be sent
outside CIA, do not show the distribution of information copies
for other agencies unless the dictating official desires to in-
form them that such distribution is being made.
c. Indicate the distribution of only the information copies on the
original, courtesy copy, and information copies of an internal
memorandum prepared on plain bond, i.e., one addressed to, or
prepared for the signature of, those addressees shown after Code
1 in Exhibit 1.
The format for showing copy distribution information depends upon
whether the correspondence is on letterhead, plain bond, or Standard
Form No. 64 (Office Memorandum). See Chapters II and III..
23. Originating Office Identification. This identification consists of
the organizational symbol of the office originating the correspond-
ence, the writer's name, the typist's initials, and the date the
correspondence was dictated. This information is typed all on one
line started flush with the left margin and two spaces below the last
copy distribution designation. Standard organizational symbols are
used. The writer's name is in initial caps, separated from the
organizational symbol by a colon. The typist's initials are in lower
case. The date is abbreviated and in parentheses. For example:
MS/RMD/RDB:JCBrown:abc (15 June 54)
The originator's telephone extension should also be shown whenever
inclusion of this information will not jeopardize the security of
operations. Place the extension immediately after the typist's
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initals, separating it from the initials by a slash mark. For
example:
MS/RMD:JCDoe:abc/3742 (1 Sept 54)
The originating office identification is never shown on the follow-
ing:
a. Original and copies sent outside the Agency.
b. The original and courtesy copy of an internal memorandum pre-
pared on plain bond, i.e., one addressed to, or prepared for the
signature of those addressees shown after Code 1 in Exhibit 1.
c. The original and copies of letters of commendation (except the
signer's copy).
24. Defense Classification and Control Markings
a. When Top Secret, Secret, and Confidential correspondence is
typed, the classification will be marked on all pages and copies
thereof, top and bottom by means of a red-inked rubber stamp,
the type of which is noticeably larger than that of the type-
written text. The classification marking will be spaced about
u inch from the top and bottom of the page. (See next paragraph
if a control statement will also be used.) Correspondence
duplicated by any other means than typing shall have classifica-
tion markings placed thereon in accordance with Regulation
b. When a control statement (such as "Not Releasable to Foreign
Nationals") is used with a defense classification, place the
appropriate statement immediately below the defense classifica-
tion wherever it appears. When a control statement is used
without a defense classification, place the statement about 4
inch from the top and bottom of each page.
c. Correspondence containing classified information and furnished
to authorized persons, in or out of Federal service, other than
those in the executive branch, in addition to being marked as
shown above will bear the following warning:
"This material contains information affecting
the national defense of the United States
within the meaning of the espionage laws,
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Title 18, USC, Secs. 793 and 794, the trans-
mission or revelation of which in any manner
to an unauthorized person is prohibited by
law."
This warning shall be stamped at the bottom of the first page of the
original and all copies (including file copies, to indicate that the
original was correctly marked). The text of this warning is about
3 1/8" wide by 3/4" deep. The first page of typing therefore should
stop at about 1 1/2" from the bottom of the page if the warning is to
be included. Stamps with this warning are available at Building
Supply Rooms.
d. Under certain circumstances correspondence can be automatically
reclassified--e.g., after a specific event or date or upon
removal of classified enclosures. The appropriate action shall
be indicated by a rubber stamp available at Building Supply
Rooms, or by including a statement in the final paragraph of the
correspondence. If stamped, place the statement on the first
page of the original and all copies, at the top or bottom in
proximity with the defense classification marking.
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REVIEW, CONCURRENCES, APPROVALS, AND SIGNING AUTHORITY
25. Indicating Review and Concurrences
a. Indicating Review on Official File Copy - Officials other than
the originator shall indicate their review by initialing above
their organizational designation at the bottom of the yellow
official file copy. The date of initialing should also be
shown. The originator will initial over his typed name.
b. Indicating Concurrences as an Integral Part of a Memorandum
(Exhibit 2) - Concurrences may be indicated on the original and
all copies of memorandums which will not leave the Agency, when
it is desired that concurrences be made an integral part of the
correspondence. This method is particularly desirable when
considerable coordination or concurrence is necessary outside
the originating office, or when the signing official or the
recipient of the memorandum may desire a record of concur-
rences by the officials' surnames and titles.
To provide for these signatures, type the word "CONCURRENCES"
flush with the left margin four spaces below the signature line.
Beginning six lines below the word "CONCURRENCES" even with the
left margin, type a solid line for the signature of the official
from whom concurrence is desired. Beneath this line type the
official's title. To the right of the signature line type a
solid line for the date. Type the word "Date" beneath this
line. Repeat this arrangement for each concurring signature
desired. Leave six spaces between each signature line.
c. Indicating Originator and Concurring Officials on Correspondence
for Signature of the DCI or DDCI - In order that the Director or
the Deputy Director of Central Intelligence may know who has
prepared and concurred in correspondence for their signatures,
one of the two copies forwarded for retention in their files will
bear the signature and title of the originator and each con-
curring officer. The originator's and concurring officials'
signatures should be identified by the words "ORIGINATED BY" and
"CONCURRENCES" respectively. The second copy for retention in
the files of the DCI or DDCI and all other Agency copies need
not bear the signatures of the originator and concurring of-
ficials. Their typewritten names will suffice.
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CORRESPONDENCE - GENERAL
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26. Indicating Approval as an Integral Part of a Memorandum (Exhibit 2)
a. To eliminate preparing additional correspondence at approving
levels, a space for the approving official's signature may be
provided on the original and all copies of a memorandum which
will not leave the Agency. An approval line is indicated by
the word "APPROVED" in all caps begun one or two spaces to the
right of the center of the page, and six spaces below the last
signature line. Two or three spaces to the right of "APPROVED"
and on the same line type a solid line for the date. Center the
word "Date" beneath the line. Six spaces below the date line
and centered with respect to it, type in the approving official's
name in all caps. Center his title beneath in initial caps only.
b. Consider the following requirements when an approval line is
used:
(1)
In addition to the original (which Is usually returned to
the originating official for necessary action) prepare a
copy for retention by the approving official. Furnish two
copies if the approving official is the Director or one of
his Deputies.
(2) Action of the approving official shall be indicated on all
copies.
(3) Under no circumstances will information or file copies be
distributed until action has been taken by the approving
official.
27. Responsibility for Review and Concurrences
a. Originating Official - It is the originating official's responsi-
bility to secure all necessary review and concurrences within
his organizational element, and to provide adequate routing of
the correspondence to other offices for concurrence. "Provide
adequate routing" includes a review of the assembled correspond-
ence to ensure that routing slips bear the names of every office
concerned,,
b. Reviewing Officials - Reviewing officials shall sign or initial
originals or copies in the spaces provided. Qualified concur-
rences or nonconcurrences likewise shall be indicated, and the
reasons therefor typed to the right of the official's signature
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on the original and all copies of memorandums described in
Paragraph 25b, and on all Agency copies described in Paragraph
25c. The reviewing official will also ensure that the copy for
his office is not removed from the correspondence assembly since
the memorandum is not an official document until signed. The
copy for his office will be forwarded from the office of the
signing official if the memorandum becomes official.
c. Secretaries - It is the responsibility of secretaries at con-
curring levels to type the names of concurring officials, the
date action was taken, and any notations of concurrence or
qualified concurrence to each copy of a memorandum that will not
leave the Agency. The concurring official's signature shall be
indicated above his title in the following manner:
/s/ Raymond R. Ross
Director of Logistics
28. Authority to Sign Correspondence. The authority to sign for the
Director of Central Intelligence has been delegated by the Director
to certain Agency officials. Other authorizations to sign cor-
respondence have been delegated at Deputy Director, Assistant
Director, Office Chief, and subordinate levels. The following
general rules apply:
a. Correspondence addressed horizontally shall be signed by an
official at the same level as that of the addressee, or by a
person to whom authority has been delegated.
b. Correspondence directed upward shall be signed by or directed
through the chief of the element immediately below that of the
official to whom addressed.
c. Correspondence directed downward shall be signed by or directed
through the chief of the element immediately above that of the
official to whom addressed.
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6 SPACES
- f_ _SUBJECT: Procurement of Overnight Storage Desk Trays
4 SPACES
L It is therefore recommended that the verbal agreement described
_ berein be concluded officially.__ f -
_ 1 - M. M. MATTHEWS
Chi ef, Management Staff
4 SPACES
CONCURRENCESC
6 SPACES BETWEEN
EACH SIGNATURE LINE
Distribution:
Orig. and 2 - Addressee
1 - D/S
1 - OGC
1 - C/MgtS
U. R. WRIGHT
Deputy Director
(Support)
EXHIBIT 2
CONCURRENCES AND APPROVAL WITHIN A MEMORANDUM
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May 1955
Chapter II
29. Memorandums are used by CIA officials for interoffice and intra-
office communications and to correspond with certain Federal agencies
or their officials who likewise use the memorandum format in cor-
responding with CIA. When to use memorandums is outlined in Part I
of Exhibit 1. Part II of this exhibit lists the types of stationery
to use and requirements for copies. Further discussion of these
elements in this chapter is considered unnecessary. Also, to avoid
repeating standards common to each type of memorandum, frequent
reference is made to previous paragraphs.
30. This chapter concerns the preparation of memorandums on letterhead
stationery, plain bond, and Standard Form No. 64 (Office Memorandum).
Three exhibits are provided:
Exhibit 3 - Memorandum on Letterhead
Exhibit 4 - Memorandum on Plain Bond
Exhibit 5 - Memorandum on Standard Form No. 64
Section B. MEMORANDUMS ON LETTERHEAD
31. Margins. See Paragraph 12.
32. "IN REPLY REFER TO." The use of this line is optional. See Para-
graph 13.
33. Date. If it is appropriate to date the memorandum at the time of
typing, place the date immediately below the "Refer to" line as
shown in Exhibit 3. If a "Refer to" line is not used, type the date
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on the fifth line below the last line of the letterhead, flush with
the right margin. A date is expressed without punctuation in the
following sequence: day, month, and year--e.g., 15 June 1954.
34. "MEMORANDUM FOR." Beginning at the left margin, type this heading
in all caps, four spaces down from the date, if one has been in-
serted. If the date has not been typed, begin this heading 9 or 10
lines below the last line of the letterhead. Two spaces after the
colon, insert the addressee's title. Continue the title across the
page and on a second line if necessary, indenting the second line
two spaces in from the beginning of the addressee's title.
Exhibit 3 illustrates a memorandum for only one addressee. However,
a memorandum also may be addressed to two or more recipients if each
has equal interest in the subject matter or equal authority to take
action. In such a case the "MEMORANDUM FOR" line would appear as
follows:
MEMORANDUM FOR: Administrative Officer, Office of Defense
Mobilization
Director, Federal Bureau of Investigation
The use of multiple addressee memorandums is encouraged to minimize
preparation of individual correspondence.
35. "THROUGH" Line. A "THROUGH" line is rarely used in memorandums sent
outside the Agency. When appropriate, however, an addressee may be
indicated after the word "THROUGH" typed in all caps, even with the
left margin and two spaces below "MEMORANDUM FOR." The through
addressee is always shown as a title, and is placed in line with the
"MEMORANDUM FOR" addressee.
36. "ATTENTION" Line. The use of an "ATTENTION" line.in a memorandum is
optional. It is used only when the dictating official desires to
direct the correspondence to an office or official other than shown
after "MEMORANDUM FOR." When used, the word "ATTENTION" is typed in
all caps, even with the left margin and two spaces below "MEMORANDUM
FOR" or "THROUGH" as the case may be. The addressee following
"ATTENTION" may be addressed by name or title.
37. "SUBJECT" Line. The word "SUBJECT" typed in all caps two spaces
below the last addressee line, and even with the left margin, in-
troduces a brief statement of the subject of the memorandum. This
statement is begun in line with the addressee or addressees listed
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in the foregoing "MEMORANDUM FOR," "THROUGH," or "ATTENTION" lines.
The subject should be stated concisely, yet adequately enough to
identify the correspondence. Capitalize the first and all other
important words. Continue the subject across the page and on a
second line, if necessary. Indent the second line two spaces.
38. "REFERENCE" Line. Reference to material related to the subject
matter of a memorandum may be cited either in the text or in a
"REFERENCE" line. Use of the latter is preferable when repeated
reference to the same material may be necessary in the text, or when
lengthy titles might tend to complicate sentence structure.
The reference line begins with the word "REFERENCE" or "REFERENCES"
typed in all caps beginning at the left margin, two spaces below
the subject line. Following this, references are listed with the
first word of each reference aligned with the first word of the
subject. If more than one reference is listed, designate each
alphabetically by small letters in parentheses. A single reference
is not so designated. Examples:
Single Reference
MEMORANDUM FOR: Administrative Officer, Office of Defense
Mobilization
SUBJECT: Interagency Correspondence Standards
REFERENCE: Bureau of the Budget Circular No. 00 of
10 Jan. 1953
Multiple Reference
MEMORANDUM FOR: Director, Federal Bureau of Investigation
SUBJECT: Interagency Correspondence Standards
REFERENCES: (a) FBI memorandum of 8 June 1953 to CIA
(b) Bureau of the Budget Circular No. 00 of
10 June 1953
39. Text. The text of a memorandum begins four spaces below the last
line of the "SUBJECT" or "REFERENCE" line as the case may be.
40. Line Spacing. See Paragraph 15.
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41. Paragraphing. See Paragraph 16.
42. Page Numbering and Identification. See Paragraph 18.
43. Continuations. See Paragraph 19.
44. "FOR THE DIRECTOR OF CENTRAL INTELLIGENCE." The command (or
authority) line is used only in memorandums when the individual
signing has been delegated the authority to do so for a higher
official. Officials signing for the Director will use "FOR THE
DIRECTOR OF CENTRAL INTELLIGENCE." Command lines for lower echelons
are similarly worded except for the official's title. The command
line is typed in all caps, two lines below the last line of text and
five spaces in from the left margin.
45. Signature and Title. The signer's name and title are shown five
spaces below the last line of text or the command line. The name
of the signer is typed in all caps, one or two spaces to the right
of the center-of the page. The title is typed immediately below the
signer's name, in initial caps only, and centered with respect to
the name of the signing official. Place the title on two lines if
necessary to achieve the best appearance.
46. Enclosures. Note in Exhibit 3 the method of listing referenced
material as an enclosure. See Paragraph 21 for further information
on enclosures.
47. Distribution of Original and Copies. When it is desirable to in-
dicate to an addressee outside the Agency that other outside parties
or agencies are to receive copies, the recipients of copies are
listed under "cc" on the original and every copy prepared. The
distribution of the original and all other copies, however, is shown
separately under the word "Distribution" only on copies retained in
the Agency. Thus the distribution of copies outside the Agency is
positively shown on copies retained. Also, this format aids mail
handling by showing unquestionably whether or not a courtesy copy is
being furnished.
To indicate external distribution of information copies, type "cc:"
in lower case flush with the left margin, two lines below the title
of the signing official or the enclosure listing. List the informa-
tion addressees in the following manner, indicating those to receive
enclosures:
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cc: Director, Federal Bureau
of Investigation (with Encl. 1.)
Director, Office of Defense
Mobilization
To show the distribution of the original and all other copies, type
the word "Distribution" flush with the left margin, two spaces below
the last external information addressee. Immediately below "Dis-
tribution" list the original and copies in the following manner:
Distribution:
Orig. and 1 - Addressee
1 - DD/S
1 - Exec. Reg. (with basic)
1 - Chrono
Again--this information is typed only on copies to be retained in
the Agency. Paragraph 22, cites other rules governing when to show
copy distribution information on originals and copies.
48. Originating Office Identification. "MS/RMD:JCLucas:dje/9876
22 June 54)" as shown in Exhibit 3 denotes the originating office
(MS/RMD), the originating official (JCLucas), the typist (dje), the
originator's telephone extension if appropriate (9876), and the date
the memorandum was dictated (22 June 54). Refer also to Paragraph
23.
49. Defense Classification and Control Markings. See Paragraph 24.
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. A command line, "FOR THE DIRECTOR OF CENTRAL INTELLI-
spon~enem has been delegated authority to do so for the uireceoi
of C tr 1 Intelligence.
(I)---------
EXHIBIT 3 (PART I)
MEMORANDUM ON LETTERHEAD - FIRST PAGE
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25. D. C. THE USE OF A "REFER TO'
3 SPACES
_I_----_-_-IN REPLY REFER TO:
OMIT THE DATE WHENEVER TOE EIBNING MS/RID
GF A MEMORANDUM MAY EE DELAYED. w? 15 June 1954_---~ _
_;_MEMORANDUM FOR: Administrative Officer, Office of Defense
Mobilization
4 SPICES
_ 1. References (a) and (b) indicate that there is considerable
interest in establishing interagency correspondence standards, with
particular emphasis on the format of memorandums. This Agency con-
curs in this concept, provided complete agreement can be reached
among agencies so that only a few exceptions need be considered by
letter writers and typists.
~2. This memorandum represents the format used by the Central
Intelligence Agency in corresponding with certain agencies and off i-
cial . Its principal features are:
(1 a. The "IN REPLY REFER TO" line is used at the discretion
bf the dictating official. Its use encourages correspondents to
identify memorandums to which they are replying.
b. THE "MEMORANDUM FOR" and "SUBJECT" lines are required
standards. "ATTENTION" and "REFERENCE" lines are optional. When
only one reference is cited it is not necessary to identify it
alphabetically.
c. In addition to being numbered, second and succeeding
pages are identified approximately one inch from the top, by
the subject line repeated from the first page.
ATTENTIOV Assistant Training Officer
SUBJECTV Interagency Correspondence Standards
REFERENCES. , (a) 0DM memorandum of 8 June 1954 to CIA
(b) Bureau of the Budget Circular No. 00 of
10 Jan. 1954
------------------------
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5 SP ACES
A. A. Adams
Assistant Deputy Director
(Support)
_1 SUBJECT: Interagency Correspondence Standards
4 SPACES
__L -- -- 3. The Agency appreciates your interest in standardizing corre-
spondence formats. Additional material on this subject is enclosed
and forwarded under separate cover.
f -----------------------
Enclosures: 2 SP CES
'^"1-Copy of reference (b)
2. "How To Conserve Stenographic and Typing
Skills" (Separate Cover)
cc: Director, Federal Bureau
of Investigation (with 2 ends.)
y Distribution:
Orig. and 1 - Addressee (with 2 ends.)
1 - DTR
1 - ADDS
1 - Exec. Reg.
1 - MS/FM
]?/ TYPED ON ALL COPIES RETAINED IN CIA. TYPED ON THE ORIGINAL. THE COUR-
TESY COPY. AND EXTERNAL CIA INFORMATION COPIES IF DICTATOR SO DESIRES.
EXHIBIT 3 (PART II)
MEMORANDUM ON LETTERHEAD - SECOND PAGE
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Section C. MEMORANDUMS ON PLAIN BOND
Exhibit 4
50. Margins. See Paragraph 12.
51. Date. If it is appropriate to date the memorandum at the time of
typing, place the date nine spaces down from the top of the page.
The last numeral should end at the right margin. A date is ex-
pressed without punctuation in the following sequence: day, month,
and year--e.g., 17 May 1954.
52. "MEMORANDUM FOR." The heading "MEMORANDUM FOR" in all caps is begun
even with the left margin, four spaces down from the date, if one
has been typed in. If the date is not shown, begin "MEMORANDUM FOR"
about 13 lines down from the top of the page. Two spaces after the
colon insert the addressee's title. Continue the title across the
page and on a second line if necessary, indenting the second line
two spaces in from the beginning of the addressee's title.
53. Multiple Addressee Memorandums. Exhibit 4 illustrates a.memorandum
for only one addressee. However, memorandums are often addressed to
two or more Headquarters addressees if each has equal interest in
the subject matter or equal authority to take action. In such cases
the "MEMORANDUM FOR" line would appear as follows:
MEMORANDUM FOR: Director of Training
Assistant Director for Collection and
Dissemination
If it is not practical to list all the addressees after "MEMORANDUM
FOR," follow this heading with "Addressees Listed." List these
addressees immediately after the heading "Addressee Distribution"
which is placed flush with the left margin, two spaces below the
title of the signing official or enclosure listing. Indent the
addressee titles two spaces in from the margin. If two lines are
required for a title, indent the second line an additional two
spaces. A multiple addressee listing together with the other dis-
tribution designations would appear as follows:
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May 19 5 5
. would appreciate your comments on the proposed Handbook prior
to 18 June 1954.
M. M. MASTERS
Chief, Management Staff
Enclosure:
Proposed Correspondence Handbook
Addressee Distribution:
Director of Training-3
Director of Personnel-3
Director of Communications-2
Director of Security-3
Etc.
cc: Comptroller
General Counsel
Distribution:
Addressees above (with encl.)
MS/RMD
C/MgtS (Chrono)
When this format is used include under "Addressee Distribution" only
those officials having equal interest in the subject matter or equal
authority to take action. List information addressees under "cc."
The use of multiple addressee memorandums is encouraged to minimize
preparation of individual correspondence.
54. Memorandum for the Record. Memorandums prepared exclusively to
record telephone conversations and other information of a record
nature should be identified by the heading "MEMORANDUM FOR THE
RECORD." The subject line that follows will identify the type of
information recorded.
55. "THROUGH" Line. A "THROUGH" line may be used in transmitting Head-
quarters memorandums. When used, "THROUGH" is typed in all caps,
even with the left margin and two spaces below "MEMORANDUM FOR."
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After the word "THROUGH" and in line with the "MEMORANDUM FOR"
addressee, type in the title of the official through whom the corre-
spondence will be forwarded.
56. "ATTENTION" Line. Exhibit-4 does not illustrate the use of an
attention line; however, memorandums on plain bond may be addressed
in this manner. Paragraph 36 and Exhibit 3 describe the use of an
attention line.
57. "SUBJECT" Line. See Paragraph 37.
58. "REFERENCE" Line. Although Exhibit 4 does not illustrate the use of
a reference line, material related to the subject matter could have
been cited in that manner. Paragraph 38 and Exhibit 3 give the
format for using a reference line.
59. Text. The text of a memorandum begins four spaces below the last
line of the "SUBJECT" or "REFERENCE" line as the case may be.
60. Line Spacing. See Paragraph 15.
61. Paragraphing. See Paragraph 16.
62. Page Numbering and Identification. Exhibit 4 illustrates a single
page memorandum. If it had been necessary to continue this memo-
randum on additional pages, each would have been identified as
described in Paragraph 18.
63. Continuations. See Paragraph 19.
64. Command Line. Exhibit 4 does not illustrate the use of a command
line. However, under certain circumstances one is used in memo-
randums addressed to Headquarters addressees. Paragraph 44 de-
scribes the use of a command line.
65. Signature and Title. See Paragraph 45.
66. Enclosures. Note in Exhibit 4 that a single enclosure is not
identified by a number. Refer to Paragraph 21 for further infor-
mation.
67. Distribution of Original and Copies. When it is desirable to in-
dicate to the addressee of a memorandum on plain bond that other
Agency officials are to receive information copies, the recipients
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of information copies are listed under "cc" on the original and
every copy. The distribution of the original and all other copies,
however, is shown separately under the word "Distribution," and only
on copies other than the original, the courtesy copy (if any), and
information copies. Thus copies retained for record purposes show
positively whether information addressees were listed on the orig-
inal. Also, this format aids mail handling by showing unquestionably
whether or not a courtesy copy is being furnished.
To indicate the distribution of information copies, type "cc" in
lower case flush with the left margin, two lines below the title of
the signing official or the enclosure listing. List the informa-
tion addressees in the following manner, indicating those to re-
ceive enclosures:
cc: Director of Security (with encl.)
Director of Logistics
To show the distribution of the original and all other copies, type
the word "Distribution" flush with the left margin, two spaces be-
low the last information addressee. Immediately below "Distribution"
list the original and copies in the following manner:
Distribution:
Orig. and
1
- Addressee
1
- MS/RMD
1
- C/MS (Chrono)
Again--this information is not shown on the original, courtesy copy,
or information copies. Paragraph 22 cites other rules governing
when to show copy distribution information on originals and copies.
68. Originating Office Identification. CTB/TR:EFGreen:rst/3742 (23
Jan. 54)" as shown in Exhibit 4 denotes the originating office
(CTB/TR), the originating official (EFGreen), the typist (rst), the
originator's telephone extension if appropriate (3742), and the date
the memorandum was dictated (23 Jan. 54). Refer also to Paragraph
69. Defense Classification Markings. See Paragraph 24.
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I
9 SPACES
OMIT THE DATE WHENEVERI
E Si GN G DF R MEN O?
111
AN DUN MAY 0E OEL AY ED.
R
j1
`
23 January 1954- 1 _ -
4 SPACES
_MEMORANDUM FOR: Assistant Deputy Director (Support)
THROUGH: Chief, Management Staff
4 SPACES
_ _ _ _ _ 1. As requested in your memorandum of 9 January 1954,
our clerical training staff has reviewed the first draft of
the proposed revised CIA Correspondence Handbook.? From this
review there evolved the following recommendations regarding
memorandum format:
a. Increase the space between the subject line and
the text from two typing lines to four lines on second
pages.
b. Indent the command line five spaces from the left
margin.
2. Editorial notes have been made in the enclosed copy.
bet
5 SPACES
A
r 0. K. LETTERWRITER
_ _ _ _ _ Deputy Director of Training
2 SPACES
Enclosure:J
First Draft of CIA Correspondence
Handbook
cc: Inspector General :1/ TYPED ON THE ORIGINAL
AND ALL COPIES.
Distribution: I
Orig. and 1 - Addressee v NOT TYPED ON THE ORIG-
1 - C/Mgt/S INAL. COURTESY COPY,
1 - DTR (Chrono) I OR INFORMATION COPIES.
1 - CTR/TR
CTR/TR:EFGreen:rst/3742 (23 Jan 54)
EXHIBIT 4
MEMORANDUM ON PLAIN BOND
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Section D. MEMORANDUMS ON STANDARD FORM NO. 64
(Office memorandum) Exhibit 5
70. Margins. The width of margins on Standard Form No. 64 is governed
by the headings "To," "From," and "Subject" preprinted on the
stationery. The left margin is therefore placed two spaces after
the colon following the word "TO." The right margin should be
approximately the same width.
71. Date. If it is appropriate to date the memorandum at the time of
typing, place the date after the printed caption in the upper right
corner. A date is expressed without punctuation in the following
sequence: day, month, and year--e.g., 16 June 1954.
72. "TO" Line. On the "TO" line, starting two spaces after the colon,
type the title of the addressee. If two lines are required, indent
the second line two spaces.
73. "ATTN" Line. If used, an attention line is denoted by the abbrevia-
tion "ATTN" typed in all caps even with and centered between the
"TO" and "FROM" lines. The colon after "ATTN" is placed in line with
the other colons of the heading. On the "A'KI'N" line, starting two
spaces after the colon, type the title of the addressee.
74. "THRU" Line. If it is desired to forward the memorandum through
another office or official, denote this by placing "THRU" followed
by the title of the addressee, in lieu of "ATTN" as shown in Exhibit
75. "FROM" Line. On the "FROM" line, starting two spaces after the
colon, type the title of the official who will sign the memorandum.
76. "REF" Line. Although Exhibit'5 does not illustrate the use of a
reference line, material related to the memorandum can be cited
in a line preceded by the abbreviated heading "REF" placed two spaces
below, and in line with, the word "SUBJECT." For example:
SUBJECT: Correspondence Training Material
REF : CIA Correspondence Handbook, Chapter II
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77. Text. The text of a memorandum on Standard Form No. 64 begins four
spaces below the last line of the "SUBJECT" or "REF" line, as the
case may be.
78. Paragraphing. See Paragraph 16.
79. Page Numbering and Identification. Exhibit 5 illustrates a single
page memorandum. If it had been necessary to continue the text on
additional pages, each would have been identified as described in
Paragraph 18.
80. Continuations. See Paragraph 19.
81. Signature. Five spaces below the last line of text, and one or two
spaces to the right of the center of the page, type the name only of
the official who is to sign the memorandum. The name is typed in
all caps. No title appears after the name when the "FROM" line
contains this identification.
82. Enclosures. See Paragraph 21.
83. Di-ttribution of Original and Copies. Distribution information may
be shown on the original as well as all copies of memorandums
prepared on Standard Form No. 64. Type the word "Distribution"
flush with the left margin, two lines below the signer's name or
the enclosure listing. Immediately below "Distribution" list the
original and copies in the following manner:
Distribution:
Orig. - Addressee
1 - D/LO (with encl.)
1 - C/MS
1 - MS/RMD/R&CMB
If it is not desirable to show distribution information on the
original, follow the procedure given in Paragraph 67.
84. Originating Office Identification. "MS/RMD/R&CMB:HIJones:uvw/3456
(15 March 5 " as shown in Exhibit 5 denotes the originating office
(MS/RMD/R&CMB), the originating official (HIJones), the typist (uvw),
the originator's telephone extension if appropriate (3456), and the
date the memorandum was dictated (15 March 54). Refer also to
Paragraph 23.
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Originating office identification may be shown on the original as
well as all copies.
85. Defense Classification and Control Markings. See Paragraph 24.
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Office Memorandum ? UNITED STATES GOVERNMENT
TO Director of Training
ATPN : Chief, Management Training Division
FROM Chief, Management Staff
OYIT THE GATE 1111 EN EV EN
THE 910N1N6 Of A YEND-
RANDUN YAY BE DELAYED.
rvt~JHCT: Correspondence Training Material
4 SPACES
_ _ _ _ _ 1. Recent discussions with members of your Clerical
Training Staff indicated that stenographers and typists find
it difficult to determine when to use letterhead, plain bond,
or Standard Form No. 64 (Office Memorandum) stationery in the
preparation of memorandums.
2. In an effort to solve this problem the Management
Staff has developed a guide in chart form. Titles of addressees
who receive CIA correspondence form the primary index of this
guide. From this index, personnel originating correspondence
can readily determine which format to use (memorandum or letter),
the types of stationery, and the number and types of copies re-
quired.
3. A copy of this guide is enclosed for your review.
This Staff will be glad to provide additional copies if its use
is considered appropriate for training purposes. It is antic-
ipated that the guide will be included as an exhibit in the CIA
Correspondence Handbook presently under revision. Your opinion
of this proposal would be appreciated.
5 SPAACES
- - - - - -! JOHN J. JOHNSON
2 SP CES
Enclosure: _ _ _ _ _
Exhibit 1 of Proposed CIA
Correspondence Handbook
* Distribution:
Orig. - Addressee
1 - DLO
1 - CMS
1 - MS/RMD/R&CMB
* MS/RMD/R&CMB:HIJones:uvw/3456 (15 March 54)
EXHIBIT 5
MEMORANDUM ON STANDARD FORM NO. 6I.
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86. The letter form of correspondence is used by CIA officials to com-
municate with Government agencies or their officials, and private
individuals and organizations, whenever use of the memorandum form
is inappropriate. When to use the letter form is outlined in Part I
of Exhibit 1. In addition, Part II of this exhibit lists the types
of stationery to use and requirements for copies. Further discus-
sion of these elements in this chapter is considered unnecessary.
Also, to avoid repeating style standards previously discussed in
this Handbook, frequent reference will be made to paragraphs in
Section D of Chapter I.
87. Exhibit 6, illustrates the format of a letter addressed to a private
individual. However, the format of this sample is equally appropriate
to letters addressed to Government officials or agencies.
88. Margins. The finished letter should have a well-balanced appearance.
Consider carefully the length of the message, then adjust the margins
according to the guide shown in Paragraph 12.
89. "IN REPLY REFER TO." The use of this line is optional. See Para-
graph 13.
90. Date. If it is appropriate to date the letter at the time of typing,
place the date immediately below the "Refer to" line as shown in
Exhibit 6. If a "Refer to" line is not used, type the date five
spaces below the last line of the letterhead, flush with the right
margin. A date is expressed without punctuation in the following
sequence: day, month, and year--e.g., 12 June 1951+.
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91. Special Mailing Requirements. Type in all caps any instructions for
special handling, such as: SPECIAL DELIVERY, AIR MAIL, and REGISTERED
MAIL. Place these instructions two spaces above the address, flush
with left margin.
92. Address. Type the address in block form five spaces down from the
date if one has been inserted. If the date is not typed, begin the
address ten spaces below the last line of the letterhead. Use single
spacing. Whenever possible, confine the address to not more than
four lines. A two-line address may be doubled spaced, or increased
to three lines single spaced by placing the town and State on sep-
arate lines.
Write a firm name as it appears on the letterhead used by the cor-
respondent. The administrative title of the person addressed is
normally placed on the second line and not on the same line with
the name. When it is necessary to continue a name or title to a
second line, indent the carry-over two spaces. Example:
Mr. N. B. Smith
Chief, Regional Budget and
Accounting Office
Blank Typewriter Company
Chicago 8, Illinois
Streets designated by number should be spelled out if under two
digits, as well as the words "Street," "Avenue," etc. Type the
name of the city and State on the same line, with a comma between
them. Include postal'zone numbers, if available.
93. "Attention" Line. An attention line may be required for the proper
delivery of a letter to a person other than the addressee. Type the
word "Attention," followed by a colon and the name or title of the
person, two spaces below the last line of the address and flush with
the left margin.
94. Salutation. Type the salutation two spaces below the address (or
attention line, if used) flush with the left margin, followed by a
colon. Section C of this chapter lists salutations most commonly
used in CIA correspondence.
The name used in the salutation is the person or firm addressed, and
not the person referred to in the attention line.
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95. Body. Begin the body of the letter two spaces below the salutation
line. Short letters of only one paragraph or one sentence may be
doubled spaced. Type longer letters single space and double space
between paragraphs.
Primary paragraphs are indented five spaces but are not numbered.
Subparagraphs should be avoided; however, when their use is ap-
propriate, they are indented and identified by letters and numerals
as described in Paragraph 16.
96. Page Numbering and Identification. See Paragraph 18.
97. Continuations. See Paragraph 19.
98. Complimentary Close. Type the complimentary close two spaces below
the last line of the body of the letter, beginning one or two spaces
to the right of the center of the page. Section C of this chapter
lists complimentary closes most commonly used in CIA correspondence.
99. Signature and Title. Type the name of the signing official five
spaces below, and centered with respect to, the complimentary close.
Center the official's title immediately below his name. Place the
title on two lines if necessary to achieve the best appearance. The
official's name and title are typed in initial caps only.
100. Enclosure. Note in Exhibit 6 that the single enclosure is not
identified by a number. Refer to Paragraph 21 for further informa-
tion.
101. Distribution of Original and Copies. When it is desirable to
indicate to an addressee outside the Agency that other outside
parties or agencies are to receive copies, the recipients of copies
are listed under "cc" on the original and every copy prepared. The
distribution of the original and all other copies, however, is shown
separately under the word "Distribution" only on copies retained in
the Agency. Thus the distribution of copies outside the Agency is
positively shown on copies retained. Also, this format aids mail
handling by showing unquestionably whether or not a courtesy copy
is being furnished.
To indicate external distribution of information copies, type "cc:"
in lower case flush with the left margin, two lines below the title
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of the signing official or the enclosure listing. List the informa-
tion addressees in the following manner, indicating those to receive
enclosures:
cc: Comptroller General (with Encl. 1)
Postmaster General
To show the distribution of the original and all other copies, type
the word "Distribution" flush with the left margin, two spaces below
the last external information addressee. Immediately below "Dis-
tribution" list the original and copies in the following manner:
Distribution:
Orig. and 1 - Addressee
1 - DD/S
1 - Exec. Reg. (with basic)
1 - Chrono.
Again--this information is typed only on copies to be retained in the
Agency. Paragraph 22 cites other rules governing when to show copy
distribution information on originals and copies.
102. Originating Office Identification. "CTB/TR:ABConrad:tuv/2468 (21
April 54)" as shown in Exhibit 6 denotes the ori
inatin
office
g
g
(CTB/TR),
originato
the lette
the originating official (ABConrad), the typis
r's telephone extension if appropriate (2468),
r was dictated (21 April 54). Refer also to Pa
t (tuv),
and the
ragraph
the
date
23.
103.
Defense C
lassification and Control Markings. See Paragr
aph 24.
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EXHIBIT 6 (PART 1)
LETTER FORMAT - FIRST PAGE
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CENTRAL INTELLIGENCE AGENCY
WASHINGTON SD, D. C. ,, uaE of A 'REFER T0+
DESIGNATION IS OPTIONAL.
3 SPACES
~......... IN REPLY REFER TO :
CTB/TR
22 April 1954
SPACE
S
10
AIR MAIL 5 ACES
1
Dean Warren J. Peters_____________________
School of Government
Thomas Jefferson University
Philadelphia 10, Pennsylvania
OMIT THE DATE WHENEVER
THE SIGNING OF ALETTER
MAY BE DELAYED. ALWAYS
OMIT THE DATE WNEN IRE*
PARING CORRESPONDENCE
FOR THE SIGNATURE OF THE
DCI OR HIS DEPUTIES.
Thank you for your letter of 16 April 1954 in which you described
your school's plans for conducting a course in correspondence manage-
ment. Your letter was particularly timely and interesting since this
Agency recently instituted a correspondence management program. This
program has two main objectives:
a. Provide style standards and uniform practices for the
efficient preparation and handling of Agency correspondence.
b. Improve the skill of letter writers, stenographers, and
typists.
Published guides, both our own and those developed by other organiza-
tions, are being used. The enclosed pamphlet is a guide we recently
published. You may beyinterested in knowing that other publications
used can be procured from the Government Printing Office at a nominal
cost. These are:
"Getting Your Ideas Across Through Writing"
"Easier Typing"
"Row Does Your Writing Read?"
"Row To Conserve Stenographic and Typing Skills"
We conduct a continuing training program for our stenographers
and typists in addition to providing them with written guides.
Entrance-on-duty as well as refresher course are offered.
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May 19 55
6 SPACES
4 _Dean W. J. Peters, Thomas Jefferson Univ., Phila., Penna.
1
4 SPACES
-- _ _ The Agency joins me in wishing you success with the proposed
correspondence management curriculum. Please call upon us if we can
be of further service.
2 SPACES
-1 Very truly Yours
----~-------
5 SPACES
_ Walter P. McConaughey
- _ _ - _ _ _ _ _ Director of Training
2 SPACES
Enclosure: _ _ _ _t_ _
Pamphlet, "Correspondence Management"
L cc: Dean, American University School
of Government (with ends.)
Distribution:
Orig. - Addressee
I - CMS
I - DTR (with basic)
1 - CTB/TR
37 CTB/TR:ABConrad:tuv/2468 (21 April 54)
y TYPED ON ALL COPIES RETAINED IN CIA. TYPED ON THE ORIGINAL. THE COUR?
TESY COPY. AND EXTERNAL CIA INFORMATION COPIES IF DICTATOR SO DESIRES.
2
- - - - - - - - - - - --
ABOUT? 1/2"
EXHIBIT 6 (PART II)
LETTER FORMAT - SECOND PAGE
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FORMS OF ADDRESS, SALUTATION, AND COMPLIMENTARY CLOSE
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE 1/
The President
The President
Dear Mr. President:
The White House
Washington 25, D. C.
Respectfully yours,
The Vice President
The Vice President
Dear Mr. Vice President:
United States Senate
Washington 25, D. C.
Respectfully yours,
Secretary to the Pres-
Honorable (full name)
Dear Mr. (surname):.
ident
Secretary to the Pres-
ident
The White House
Washington 25, D. C.
Sincerely yours,
American Ambassador
Honorable (full name)
Dear Mr. Ambassador:
(man)
American Ambassador
(Complete address) /
Very truly yours,
American Ambassador
Honorable (full name)
Dear Madam Ambassador:
(woman)
American Ambassador
(Complete address) 2/
Very truly yours,
American Minister
Honorable (full name)
Dear Mr. Minister:
(man)
American Minister
(Complete address) J
Very truly yours,
American Minister
Honorable (full name)
Dear Madam Minister:
(woman)
American Minister
(Complete address) 2/
Very truly yours,
J If the Director or Deputy Director of Central Intelligence is signing,
the complimentary close is "Sincerely." EXCEPTION: Letters addressed to
The President or Vice President carry "Respectfully yours."
J If the diplomatic representative is an Ambassador, the office is
called an Embassy. If the representative is a minister, the office is a
Legation.
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SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
American Consul, Consul
(Full name), Esq.
Dear Mr. (surname):
General, or Vice
American Consul
Consul
(Complete address)
Very truly yours,
Diplomatic Representa-
His Excellency
Dear Mr. Ambassador:
tive
(Name)
or
(foreign)
Ambassador (or
Dear Mr. Minister:
Minister)
of (country)
(Complete address) J
Very truly yours,
President of the Senate
Honorable (full name)
Dear Mr. (surname):
President of the Senate
Washington 25, D. C.
Very truly yours,
Committee Chairman
Honorable (full name)
Dear Senator (surname):
United States Senate
Chairman, Committee on
(name)
United States Senate
Washington 25, D. C.
Very truly yours,
Senator
Honorable (full name)
Dear Senator (surname):
United States Senate
Washington 25, D. C.
Very truly yours,
Speaker of the House of
Honorable (full name)
Dear Mr. Speaker:
Representatives
Speaker of the House
of Representatives
Washington 25, D. C.
Very truly yours,
Committee Chairman
Honorable (full name)
Dear Mr. (surname):
House of Representa-
Chairman, Committee on
tive
(name)
House of Representa-
tives
Washington 25, D. C.
Very truly yours,
1/ If the diplomatic representative is an Ambassador, the office is called
an Embassy. If the representative is a minister, the office is a Legation.
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SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Representative
Honorable (full name)
Dear Mr. (surname):
House of Representa-
tives
Washington 25, D. C.
Very truly yours,
The Chief Justice
The Chief Justice
Dear Mr. Chief Justice:
The Supreme Court
Washington 25, D. C.
Very truly yours,
Justice of the
Mr. Justice (full name)
Dear Mr. Justice (sur-
Supreme Court
The Supreme Court
name):
Washington 25, D. C.
Very truly yours,
Judge
Honorable (full name)
Dear Judge (surname):
Judge of the (name of
court)
(Street address)
(City, zone, State)
Very truly yours,
Secretary of State
The Honorable
Dear Mr. Secretary:
The Secretary of State
Washington 25, D. C.
Very truly yours,
or
The Honorable (full
Dear Mr. (surname):
name)
The Secretary of State
Washington 25, D. C.
Very truly yours,
Postmaster General
The Honorable
Dear Mr. Postmaster Gen
The Postmaster General
eral:
Washington 25, D. C.
Very truly yours,
or
The Honorable (full
Dear Mr. (surname):
name)
The Postmaster General
Washington 25, D. C.
Very truly yours,
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May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Attorney General
The Honorable
Dear Mr. Attorney G.en-
The Attorney General
eral:
Washington 25, D. C.
Very truly yours,
or
The Honorable (full
Dear Mr. (surname):
name)
The Attorney General
Washington 25, D. C.
Very truly yours,
Secretary of Defense
The Honorable
Dear Mr. Secretary:
The Secretary of Defense
Washington 25, D. C.
Very truly yours,
or
The Honorable (full
Dear Mr. (surname):
name)
The Secretary of Defense
Washington 25, D. C.
Very truly yours,
Secretary-of the Army
Honorable (full name)
Dear Mr. (surname):
Secretary of the Navy
Secretary of the
Secretary of the Air
(service)
Force
Washington 25, D. C.
Very truly yours,
Under Secretary of
The Honorable (full
Dear Mr. (surname):
(any Department)
name)
The Under Secretary
of
Washington 25, D. C.
Very truly yours,
Assistant Secretary of
The Honorable (full
Dear Mr. (surname):
(any Department)
name)
The Assistant Secretary
of
Washington 25, D. C.
Very truly yours,
Director of the Bureau
Honorable (full name)
Dear Mr. (surname):
of the Budget
Director, Bureau of the
Budget
Washington 25, D. C.
Very truly yours,
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May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
The Comptroller General
Honorable (full name)
Dear Mr. (surname):
The Comptroller Genera
of the United States
Washington 25, D. C.
Very truly yours,
Civil Service Commis-
Civil Service Commis-
Commissioners:
sion
sion
Washington 25, D. C.
Very truly yours,
Head of an Independent
Honorable (full name)
Dear Mr. (surname):
Agency
Administrator
(Name of agency)
Washington 25, D. C.
Very truly yours,
The Public Printer
Honorable (full name)
Dear Mr. (surname):
The Public Printer
Government Printing
Office
Washington 25, D. C.
Very truly yours,
President of a Board
Honorable (full name)
Dear Mr. (surname):
President (Name of
board)
Washington 25, D. C.
Very truly yours,
Chairman of a Board
Honorable (full name)
Dear Mr. (surname):
Chairman (Name of
board)
Washington 25, D. C.
Very truly yours,
Chairman of a Commis-
Honorable (full name)
Dear Mr. (surname):
sion
Chairman (Name of
commission)
Washington 25, D. C.
Very truly yours,
Chief of Staff
General (full name)
Dear General (surname):
(Army or Air Force)
Chief of Staff
United States Army
(or Air Force)
Washington 25, D. C.
Very truly yours,
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May 1955
SALUTATION AND
ADDRESS COMPLIMENTARY CLOSE
Chief of Naval Opera- I Admiral (full name) Dear Admiral (surname):
Chief of Naval Opera-
tions
United States Navy
Washington 25, D. C. Very truly yours,
Judge Advocate General, (Full rank and name) Dear Admiral (surname):
Navy Judge Advocate General
United States Navy
Washington 25, D. C. Very truly yours,
Judge Advocate General, (Pull rank and name) Dear General (surname):
Army or Air Force Judge Advocate General
United States Army
(or Air Force)
Washington 25, D. C. Very truly yours,
Commandant The Commandant Dear General (surname):
(USMC) United States Marine
Corps
Headquarters, USMC
Washington 25, D. C. Very truly yours,
Commissioned Officer - (Full rank and name) 1 Dear (rank and sur-
Admiral through Com- (Position or organiza- name): J
mander (Navy and tion title if known)
Coast Guard); Gen- (Name of station)
eral through 2d Lt. (City, State)
(Army, Air Force,
USMC) Very truly yours,
Commissioned Officer - (dull rank and name) l/ Dear Mr. (surname):
Lt. Commander through (Position or organiza-
Ensign (Navy and tion title if known)
Coast Guard) (Name of station)
(City, State) Very truly yours,
1/ Include service designation (i.e., USA, USAF, USN, USCG, USMC) if
appropriate.
2/ Address a Lt. Colonel as "Colonel," a lst or 2d Lieutenant as
`Lieutenant."
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May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Warrant Officer (Army,
(Full rank and name)
Dear Mr. (surname):
Air Force, Navy,
(Position or organiza-
Coast Guard, USMC)
tion title if known)
(Name of station)
(City, State)
Very truly yours,
Enlisted Man or Woman
(Full name) (rank)
Dear Mr., Miss, or Mrs.
(Navy and Coast
(Number and organiza-
(surname):
Guard)
tion)
(Name of station)
(City, State)
Very truly yours,
Enlisted Man or Woman
(Full rank and name)
Dear (rank and sur-
(Army, Air Force,
(Number and organiza-
name):
USMC)
tion)
(Name of station)
(City, State)
Very truly yours,
Governor of a State or
Honorable (full name)
Dear Governor (surname)
Territory
Governor of (State or
Territory)
(City, State)
Very truly yours,
Mayor
Honorable (full name)
Dear Mayor (surname):
Mayor of the City of
(name)
(City, State)
Very truly yours,
Catholic Cardinal
His Eminence (first
Your Excellency:
name) Cardinal
(last name)
Archbishop of (city)
(Street address)
(City, zone, State)
Very truly yours,
A Basic, or 1st, 2d, or 3d Class Airman (USAF) is addressed as "Air-
man." A Staff, Technical, or Master Sergeant is addressed as "Sergeant."
Address a Private, First Class as a "Private."
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May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Catholic Bishop
The Most Reverend (full
Dear Bishop (surname):
name)
Bishop of (city)
(Street address)
(City, zone, State)
Very truly yours,
Episcopal Bishop
The Right Reverend
Dear Bishop (surname).:
(full name)
Bishop of (diocese)
(Street address)
(City, zone, State)
Very truly yours,
Methodist Bishop
The Very Reverend (full
Dear Bishop (surname):
name)
(Street address)
(City, zone, State)
Very truly yours,
Protestant Minister
Reverend (full name)
Dear Mr. (surname):
(Name of church)
(Street address)
(City, zone, State)
Very truly yours,
Catholic Priest
Reverend (full name)
Dear Father (surname):
(Name of rectory)
(Street address)
(City, zone, State)
Very truly yours,
Rabbi
Rabbi (full name)
Dear Rabbi (surname):
(Name of synagogue)
(Street address)
(City, zone, State)
Very truly yours,
Sister
Sister (full name)
Dear Sister (name):
(Name of institution)
(Street address)
(City, zone, State)
Very truly yours,
Doctor
Dr. (full name)
Dear Dr. (surname):
President of a
President (Name of
University
university)
_
(Street address)
(City, zone, State)
Very truly yours,
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May 1955
SALUTATION AND
ADDRESSEE
ADDRESS
COMPLIMENTARY CLOSE
Dean of a School
Dean (full name)
Dear Dean (surname):
School of (name)
The University of
(name)
(City, zone, State)
Very truly yours,
Professor
Professor (full name)
Dear Professor (surname)
(Name of school)
(Street address)
(City, zone, State)
Very truly yours,
Physician
Dr. (full name)
Dear Dr.. (surname):
(Street Address)
(City, zone, State)
Very truly yours,
Lawyer
Mr. (full name)
Dear Mr. (surname):
(Street address)
(City, zone, State)
Very truly yours,
Private Individuals
Mr. (full name)
Dear Mr. (surname):
Mrs. (full name)
Dear Mrs. (surname):
Miss (full name)
Dear Miss (surname):
Messrs. (full names)
Dear Messrs. (surnames):
Mesdames (full names)
Dear Mesdames (surnames):
Misses (full names)
Dear Misses (surnames):
Mr. and Mrs. (husband's
Dear Mr. and Mrs. (sur-
full name)
name):
(Street address)
(City, zone, State)
Very truly yours,
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May 1955
Chapter IV
PREPARATION OF TOP SECRET CORRESPONDENCE
104+. Policy. Top Secret information must be protected from the instant
it is prepared. This rule applies to material in the draft stage
as well as final copies. As soon as the defense classification
Top Secret is assigned, all precautions and controls for safeguard-
ing the material must be followed. Stenographic and clerical per-
sonnel have a singularly important responsibility in this respect
since they initiate the make-up of Top Secret documents. Without
exception, they should always be sure that all Top Secret documents
received by their office or transferred from their custody are
always logged by the Area Top Secret Control Officer, who is avail-
able to help and advise on any Top Secret matter.
105. Format. The format for Top Secret correspondence is generally the
same as that prescribed in preceding chapters except as hereinafter
described.
106. Top Secret Control Indentification Markings. Each copy of every
page of Top Secret correspondence shall be identified by the fol-
lowing:
a. Top Secret Control Number - Obtain a Top Secret control number
from your Area Top Secret Control Officer. Type "CIA Control
No. " in the lower right corner, about an inch and a nalf
from the bottom of the page.
b. Stage of Preparation - Enter the stage of preparation immedi-
ately below the control number (which will remain the same
through all stages). These stages are:
(1)
(2)
(3)
Draft - Indicate whether "1st Draft," "2d Draft," etc.
Final - The first run of a document in final form is
indicated as "Final-A." Successive runs without change
are identified as "Final-B," "Final-C," etc.
Revision - Changes in the content of a basic document are
shown as "lst Revision," "2d Revision," etc.
c. Copy Number - Enter "Copy No. of " immediately below the
stage of preparation.
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Identification markings a, b, and c above thus will appear as a
group in the lower right corner of every page of each copy. A
typical grouping would appear as:
CIA Control No. 023456
Final-A
Copy No. 5 of 6
107. Page Numbering. Enter "Page No. of " at the bottom of each
page, centered about 2" to 3/4" from the lower edge, allowing suf-
ficient room below for the Defense Classification (and control
statement, if used).
108. Enclosures
a. Listing Enclosures
(1) Enclosures which are unclassified or classified through
Secret are listed as shown in Paragraph 21.
(2) Top Secret enclosures are listed in the following manner:
Enclosures:
1. CIA TS Control No. 123456, lst Revision,
Copy No. 2
2. CIA TS Control No. 09874, Final-A,
Copy No. 6
b. Identifying Enclosures - Each enclosure to a Top Secret document
will be identified on each page in the lower right corner as
follows:
"Enclosure No. to CIA TS Control No. it
Every page of each enclosure will be paginated as "Page No.
of at the bottom in the center about 2" to 3/4" from the
lower edge.
If the enclosure is a Top Secret document, enter "Enclosure
No. to CIA TS Control No. " above the TS control identifica-
tion markings already appearing in the lower right corner of
each page.
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May 1955
109. Distribution. The distribution of the original and copies of Top
Secret correspondence is shown on all copies retained in the Agency.
To indicate this distribution, type the word "Distribution" flush
with the left margin, two lines below the last line of the memo-
randum or letter (i.e., either the signature, title, or enclosures
listing). Immediately below the word "Distribution" list the re-
cipients of the original and each copy of the correspondence. For
example:
Distribution:
Copy No. 1 and 2 - Addressee
3 - C /YY
4 - c/zz
5 - C/XX
6 - RI
110. Top Secret Control. After Top Secret correspondence has been pre-
pared, all controls for Top Secret material must be initiated. Con-
sult your Area Top Secret Control Officer for the proper procedure
to be followed.
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ORIGINAL DOCUMENT MISSING PAGE(S):
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CORRESPONDENCE GENERAL
Revised 20 June 1958
Chapter V
CORRESPONDENCE PREPARED FOR THE TSE SIGNATURE Ott TSE
ATTENTION OF TSE DIRECTOR OR DEPUTY DIRECTOR OF CENTRAL INTELLIGENCE
Correspondence prepared. for the Director or Deputy Director'.of Central
Intelligence generally conforms to the format standards set forth in
preceding chapters except as hereinafter described.
111. Stationery and Number of Copies
a. L,-tters or memorandums (see Exhibit 1 to determine which
is appropriate) addressed to tie resident, Executive Office
of the President,. Members of Congress, or officials of other
Government agencies:
.C
Original (DCI or DDCI letterhead bond):'
Courtesy copy (tissue letterhead).
Copy for "Through" addressees, if eny (tissue, letterhead).
Executive Registry copy (plain white or yellow tissue,
depending upon whether the yellow official file copy
is to be retained at another level). "
Signer's copy (plain white tissue .
** Copy for DDCI (plain white tissue;
Copy for return to originator (plain white''tissue).
Information and other copies as may be'desired-by originator.
b'. 'Letters addressed to private individuals and organizations
other than those listed in paragraph llla above:
Same as above except that no courtesy copy is prepared.
c. Memorandums forwarded to the Director or Deputy Director
of Central,Intelligence for approval thereon
*NOTE: In'-the Director`'s absence, - correspondence prepared for the
Acting Director's signature is typed on letterhead stationery
marked "Office of the Director," not "Office of the Deputy
'Director."
**NOTE: The Deputy Director of Central Intelligence requires an in-
formation copy of all correspondence signed by the Director.
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Revised 20 June 1958
Original, which normally is returned to the originator
upon approval or disapproval (plain bond).
Official file copy for Executive Registry (plain yellow
tissue).
Copy for approving official (plain white tissue).
Copy for the DDCI (plain white tissue) if memorandum is
submitted for the Director's approval.
Information and other copies as may be desired by
originator.
d. Memorandums forwarded to the Director of Central Intelligence
for information:
(2) "This memorandum suggests action on the part of the
Director (or Deputy Director of Central Intelligence.
Such action is requested in paragraph !I
(3) "This memorandum contains a recommendation submitted
for Director (or Deputy Directo of Central Intelli-
gence approval. Such recommendation is contained in
paragraph ." (Also see paragraph ll7a.)
Original (plain bond) and 1 copy (plain white tissue)
for the DCI.
Copy for DDCI (plain white tissue).
Other copies as appropriate.
119. Identifying the Nature of Correspondence
a. All correspondence addressed to the Director or Deputy
Director of Central Intelligence should open with a sentence
similar to one of the following:
(1) "This memorandum is for information only; particular
Correspondence for the signature of the Director or Deputy
Director of Central Intelligence shall be accompanied by
a brief of one or two paragraphs. Briefs are prepared on
plain bond and tissue stock. Copies should be kept to a
minimum. However, if the correspondence is for the signature
of the Director, a copy of the brief must be provided for
the Deputy Director of Central Intelligence. Do not date
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CORMOPONVENCE - GEMMM
Revised 23 July 1958
the brief at the time of typing unless assured that it will
be.signed on the same day it is prepared. Zxhibit 7 illus-
trates the format of a correspondence brief.
113. "In Reply Refer To." Although the use of this line is optional
for correspondence signed by other officials of CIA, it is never
used in correspondence for the signature of the Director or
Deputy Director of Central Intelligence.
114. Identification of Second and Succeeding Pages. The methods of
identifying the second and succeeding pages of memorandums and
letters, as described in paragraphs 18a and b, shall not be
used in correspondence addressed to or prepared for the signature
of the Director or Deputy Director of Central Intelligence.
115. Complimentary Close, Signature, and Title.
a. The complimentary close preferred by both the Director and.
Deputy Director of Central Intelligence is "Sincerely,"
except for correspondence addressed to the President or Vice
President. "Respectfully yours" is then used.
b. Correspondence shall bear the following typed signatures
land titles:
Forr, the ~gnature ALLEN W. DULLES*
o Director
For the signature C. P. CABELL*
of the DDCI: General, USAF
Deputy Director
c. In the Director's absence, "Acting Director" is substituted
for "Deputy Director," and "Office of the Director" stationery
is used.
116. Disposition of Basic Correspondence. If the correspondence for
the signature of the Director or Deputy Director of Central In-
telligence is in the nature of a reply, indicate under "Distri-
bution" the disposition of the basic correspondence. For example:
Distribution:
Orig. and 1 - Addressee
1 - C/AAA w/cy of basic
2 - C/BBB
1 - Exec. Reg. w/basic
1 - DCI
*NOTE: Type the signature in all caps if the correspondence is a memo-
randum; in initial caps if the correspondence is a letter.
57_
C-0 N-F-I-D-E-N-T-I-A-L
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I ERO XERO`` 'AE
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Revised 20 June 1958
117. Concurrences and Approval
All papers submitted for action by the Director or Deputy
Director of Central Intelligence which require a signature
to denote approval will contain, in the final paragraph,
a recommendation which clearly briefs the action receamwnded.
The paper shall further contain the following words in
the place provided for the Director or Deputy Director
of Central Intelligence signature: "The recommendation(s)
in paragraph is (are) approved." The concurrences
of the Deputy Direc r concerned and appropriate officers
subordinate to him shall also be shown on the same page.
(See example below.)
4. It is therefore recommended that the verbal agreement des-
cribed above be concluded officially.
A. B. SEE
Chief, Management Staff
Deputy Director (Support) Date
The'reconmiendation in paragraph 4 is approved.
Date
856!" d 047
~~ ---~ Director
--------------- - ------
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CORRESPONDENCE - GENERAL
Revised 20 June 1958
b. In order that the Director or Deputy Director of Central
Intelligence may know who has prepared and concurred in
correspondence for his signature, the Executive Registry
copy will bear the signature and title of the originator
and of each concurring official. The originator's and
concurring officials' signatures should be identified
by the words "ORIGINATED BY" and "CONCURRENCES," respec-
tively. The signer's copy and all other Agency copies
need not bear the signatures of the originator and con-
curring officials. Their typewritten names will suffice.
118. Assembling and Forwarding. All correspondence will be complete
with proper routing slips,, envelopes, addresses, room numbers,
receipts, and if necessary, postage slips. The assembly is
forwarded with all copies and basic material to the Executive
Registry,, Administration Building.
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? Revised 20 June 1958
14 June 1954
t rIMf[f' fATI AT TM[
4 SPACES >e[ via a nffo.
BRffi FOR: Director of Central Intelligence
SUBJB T: Interagency Correspondence Standards
f
4 SPACES
_ J _ _ _ _ 1. This Agency to contributing Suggestions for the
development of interagency correspondence standards in coop.
oration with the General Services Administration.
2. The attached correspondence for your signature conveys
our ideas on the subject to those agencies which have expressed
an interest in the standardisation program.
5 SPES
JM J. JACSSOR
Director of Training
e Distribution:
Orig. - Addressee
1 - CTB/TR
EXHIBIT 7
CORRESPONDENCE BRIEF
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ASSEMBLING AND FORWARDING CORRESPONDENCE
MATERIALS FOR ASSEMBLING AND FORWARDING CORRESPONDENCE
119. Correspondence Assembly Reference Tab, Form No. 163. This form is
an invaluable aid to officials reviewing correspondence. It is
particularly helpful when correspondence is bulky or is to be re-
viewed for concurrence or approval by several officials.
Sa3dad
ON I IVOddflS
ONV AdOO
311A 1VI3IJ30
Reference tabs are designed for repeated use. They are attached with
paper clips as shown in Exhibit 8. If the cover of an enclosure is
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FORM NO
. 163
1 S EP S { V
ACTUAL SIZE - 1" x 9"
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May 1955
too thick to permit the use of paper clips, insert a blank sheet of
paper. in front of the enclosure and attach the tab to the sheet.
Reference tabs are available at Building Supply Rooms.
120. Transmittal and Routing Forms and Receipts (Obtainable from Building
Supply Officers)
a. Priority Tag, Form No. 160 - This form aids in expediting the
routing and processing of correspondence whenever other than
routine handling is required. The tag is pink, size 3" x 12",
and is reusable.
PRIORITY
FORM NO. IC 0 REPLACES FORM 70-104
1 SEP 54 V WHICH MAY BE USED.
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May 1955
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. 2111 REPLACES FORM 36-0
I FEB 55 'T WHICH MAY BE USED.
EXHIBIT 10
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May 1955
c. Official Routing Slip, Form No. 30-4+ (to be redesignated Form
No. 237) - Correspondence or other material routed in con-
secutive order to two or more parties in Headquarters is trans-
mitted by an Official Routing Slip.
UNCLASSIFIED CONFIDENTIAL SECRET
(SENDER WILL CIRCLE CLASSIFICATION TOP AND BOTTOM)
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
INITIALS
DATE
1
2
3
4
5
FROM
INITIALS
DATE
1
2
3
APPROVAL TT INFORMATION 0 SIGNATURE
ACTION (_] DIRECT REPLY 11 RETURN
COMMENT PREPARATION OF REPLY DISPATCH
CONCURRENCE EI] RECOMMENDATION 0 FILE
Remarks:
SECRET CONFIDENTIAL UNCLASSIFIED
i ov sa 30-4 ~vio editions may be used.
x. s. .oruxx[xr rxixnx..rnCE 1e--8961E-2
ACTUAL SIZE - 5" x 8"
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May 1955
d. File and Routing Slip, Form No. 35-1 (to be redesignated Form
No. 23 - This six-part form is designed to provide intra-
office mail control when the volume of correspondence justifies
using control measures. Generally other transmittal or routing
slips are unnecessary when this form is used.
CONTROL NO.
SEC. CLASS
ORIGIN
FILE NO.
DATE OF MAT.
DATE RECD
DATE OUT
ROUTING
CROSS REFERENCE
SUBJECT
ROUTING
TIME
O
DEFER ACTION UNTIL
ANSWERED
NO REPLY
COURIER NO.
FEB.. f952 35-1
FILE AND ROUTING SLIP
DEFER ACTION UNTIL ANSWERED
NO REPLY
DEFER ACTION UNTILI ANSWERED
NO REPLY
DEFER ACTION UNTIL ANSWERED
NO REPLY
ANSWERED NO REPLY
DEFER ACTION UNTIL I ANSWERED
NO REPLY
T
NE
TE
MTE
FILE AND ROUTING SLIP 1?A?I 1 6
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e. Routing and Record Sheet, Form No. 51-10 (to be redesignated
Form No. 242) - The extent of review and concurrence in offices
through which correspondence may pass is often indefinite.
Therefore, for correspondence of more than a routine nature,
provision should be made for extended routing. Routing and
Record Sheet serves this purpose. In addition, it provides
a protective covering over the original. The official's phone
extension as well as office designation and room number should
be shown on the Routing and Record Sheet whenever possible.
ROUTING AND RECORD SHEET
INSTRUCTIONS: Officer designatioee should be used in the "TO'' column. Under each comment a line should be drawn avoxe sheet
and each comment numbered ---d with the numbs, in the "TO" calumn. Each officer should initial (check mark insufficient)
befa.e f -h- routing This Routmg and Record Sheet should be cetocted to Registry.
FROM:
LEPHO
o.
.ATE
a`
Tt
oFFICAF~s
-04E
co.wems
to.
ts.
ACTUAL SIZE - 8" x 102"
EXHIBIT 13
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May 1955
f. Signature Record. and Cover Sheet, Form No. 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 No. 26 is prepared
and attached to each copy of Top Secret correspondence trans-
mitted within the Agency. Consult your Area Top Secret Control
Officer.
SIGNATURE RECORD AND COVER SHEET
DOCUMENT DESCRIPTION
REGISTRY
lo....
CIA 111TIO1 10.
DOC. .1.
DOC. DATE
D1 I-
.1 ATIAC-1.1.
ATTENrIOM: ? le r? .111 b .?d AIne Ad ? A.d f A T?- S?ee?t d ..d by t e C.1.... I
fi1?.e. AI.1 .1e If .I ? CIA < d .1/f ?In ?1t?eF ? e.??ne JJ f. eA ti . ???Je
I? ee.?4t.e.a. a ree,'? .f CIA. ?1A