SIGNING OF CORRESPONDENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04370A000100020014-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: September 28, 2001
• Sequence Number: 14
• Publication Date: June 2, 1955
• Content Type: REGULATION

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INSTRUCTION NO.
LI 42-100-1
SUBJECT: Signing of Correspondence
RESCISSION: LI 110-100-2, dated 30 October 1953
LI 42-100-1
CORRESPONDENCE
2 June 1955
CONTENTS
Page Page
General .. . . . . . . . . . 1 Authority . . . . . . 2
Definition. . . . . . . . . 1 Guidance. . . . . . . . . 2,3,4
Policy. , . . . . . . . . . . 1 Routing . . . . . . . . 4
1. GENERAL
The purpose of this Instruction is to establish policy regarding the
signing of correspondence under the "command", or "authority" line,
"FOR THE DIRECTOR OF LOGISTICS", and to furnish guidance as to general
types of correspondence to be signed in the Office of the Director of
Logistics, the Staffs, and the Divisions.
2. DEFINITION
The term "correspondence" as used herein is intended to mean memorandums,
letters, cables, and dispatches.
3. POLICY
It is the policy of this Office that authority to sign "FOR THE DIRECTOR
OF LOGISTICS" will be limited to the Deputy Director of Logistics and the
Assistant Director of Logistics, and to Division and Staff Chiefs as in-
dicated below, and will be exercised in other instances or by other Office
.of Logistics personnel only under specific delegation of authority from
the Director of Logistics. Correspondence signed under the "command" or
"authority" line will have the same force and effect as though signed by
the Director of Logistics. The heading of correspondence prepared in
memorandum form (on Standard Form No. 64 or similar format) for signature
of a Staff or Division Chief under the "command" or "authority" line will
'
indicate "FROM: The Director of Logistics.
-T
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4. AUTHORITY
a. The Deputy Director and the Assistant Director of Logistics may sign
correspondence prepared for signature of the Director of Logistics.
b. In the absence of the Director of Logistics, correspondence normally
prepared for his signature will be prepared for the signature of the
Deputy Director of Logistics as Acting Director of Logistics, and in
the absence of both the Director and the Deputy Director of Logistics,
correspondence will be prepared for the signature of the Assistant
Director of Logistics as Acting Director of Logistics.
5. GUIDANCE
.a. Correspondence normally prepared for the signature of the Director
of Logistics will be so prepared unless specifically notified or re-
quested otherwise by the Office of the Director of Logistics in
accordance with paragraphs 3 and 4 above,
b. The following general rules for signing of correspondence apply in
this Agency: see Agency Correspondence Manual now pending publi-
cation)
(1) 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.
(2) Correspondence directed upward shall be signed by or directed
through the Chief of the element immediately below that of the
official to whom addressed.
(3) Correspondence directed downward shall be signed by or directed
through the Chief of the element immediately above that of the
official to whom addressed.
c. The following will be prepared for the signature of the Director of
Logistics:
(1)
Correspondence to other Government Agencies, unless signature
by higher authority is required and except as otherwise specified
below.
(2) Correspondence for DCI, DDCI, Deputy Directors, and Operating
Officials* except as otherwise specified below.
(3) Correspondence establishing Office of Logistics policy, reflect-
ing changes in existing policy, and correspondence of importance
relating to existing or new policy.
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(4) Correspondence concerning criticism in any form of this or any
other office.
(5) Correspondence granting approval to sign contracts in accordance
with existing delegations of authority.
The Chief .Administrative Staff, or his designee, will sign the
following:
(1) Correspondence regarding routine administrative matters, except
as specified for signature of the Director of Logistics.
Examples: Personnel, training, travel, budget, and. Office of
Logistics space matters.
(2) Office of Logistics comments concerning proposed Agency regulatory
issuances.
(3)
Office of Logistics Instructions and Notices "FOR THE DIRECTOR OF
LOGISTICS".
e, The Chief, Planning Staff will sign the following:
(1) Correspondence relating to his specific staff responsibilities.
(2) Correspondence addressed to Services of the Department of Defense
relating to matters within assigned responsibilities "FOR THE
DIRECTOR OF LOGISTICS."
f. The Chief, Security Staff will sign the following:
(1) All correspondence regarding routine security matters addressed
to other components of the Agency.
(2) Correspondence to the Office of Security regarding security
matters, other than those affecting policy of the Office of
Logistics.
(3) Correspondence addressed to other components of the Office of
Logistics on matters relating to functions of his Staff.
g. The following will be signed "FOR THE DIRECTOR OF LOGISTICS" by
Division Chiefs:
(1) Correspondence addressed to Services of the Department of Defense
relating to routine operational matters which do not involve
deviations from established policy or procedure. Example:
Shipping instructions, transportation matters, requests for
availability or estimates of cost, etc.
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(2) Letter Orders or Obligations addressed to Services of the
Department of Defense in accordance with existing delegations
of authority.
(3) Correspondence addressed to or in reply to memorandums signed
by Operating Officials* relating to matters within the specific
responsibilities of an operating Division of the Office of
Logistics. Example: Memorandums regarding notification of
power outage and memorandums regarding contracts, where Division
or Branch Chief acts as contracting officer.
h. The following will be signed by the Chiefs of Divisions:
(1) Contracts, or other documents, within existing delegations of
authority.
(2) Correspondence relating to operations of their Division addressed
to Division level within the Office of Logistics or within other
Offices in CIA.
(3) Routine operational correspondence addressed to a Division level
within other Government Agencies.
(4) Correspondence regarding administrative matters to the Chief,
Administrative ,Staff.
6. ROUTING
All correspondence prepared for signature of the Director of Logistics
will be routed to the Assistant Director of Logistics after proper staffing
and coordination.
A. GARRISON
irector of Logistics
* Chiefs of Staffs, the Comptroller, and Directors of Offices under the
jurisdiction of the DD/S; Assistant Directors under the jurisdiction of
the DD/I; and Chiefs of Senior Staffs and Area Divisions under the
jurisdiction of the DD/P.
2 Attachments: Example 1 and Example 2
OL/AS/R&S/GM:mel
Copy to:
Office of Comptroller/Finance Division
Office of Comptroller/Fiscal Division
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EXAMPLE 1
MEMORANDUM FOR: Deputy Director (Support)
SUBJECT : Over-all Status of Office of Logistics
Regulations
1. This is an example of format to be used in preparing memo-
randums in accordance with paragraph 5. c. of LI 42-100-1.
2. Memorandum format is to be used in accordance with Page 9
of CIA Correspondence Manual dated April 1952.
JAMES A. GARRISON
Director of Logistics
OL/AS/AB:xyz (date dictated) )
Distribution:
)
.2
- Addressee
1
- OL Official file*
Typed on original and all
1
- OL/PS
carbons, except when
1
- OL/PD
addressing the Director or
1
- OL/SD
) his four Deputies
1
- OL/TD
1
- OL/RE&C
1
- OL/P&R
1
- Signer
)
* In instances where case or project files are maintained at the
Division level, the yellow official file copy will be indicated
for the Division and a white tissue copy will be indicated for
"OL files".
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Standard Form No, 64
0 F F I C E M E M 0 R A N D U M * UNITED STATES GOVERNMENT
TO : Director of Communications
FROM : Director of Logistics
SUBJECT: Contract No. XG-000-00
REF : Your memo 28 February 1955, same subject
1. This is an example of format to be used in memorandums
described in paragraphs 3., 5. d. (3), 5. e. (2), and 5. g. of
LI 42-100-1.
2. Memorandum format is to be used in accordance with
Page 9 of CIA Correspondence Manual dated April 1952.
FOR THE DIRECTOR OF LOGISTICS.-
. JOHN D. DOE
Chief, Procurement Division
OL/PD/FDD:xyz (date dictated)
Distribution:
2 - Addressee
1 OL/PD
1 - Contract XG-000-00 (Off. file)
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