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OFFICE OF COMMUNICATIONS CORRESPONDENCE HANDBOOK

Document Type: 
CREST [1]
Collection: 
General CIA Records [2]
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP74-00005R000200170001-4
Release Decision: 
RIPPUB
Original Classification: 
S
Document Page Count: 
160
Document Creation Date: 
December 16, 2016
Document Release Date: 
May 15, 2003
Sequence Number: 
1
Case Number: 
Publication Date: 
April 15, 1969
Content Type: 
REGULATION
File: 
AttachmentSize
PDF icon CIA-RDP74-00005R000200170001-4.pdf [3]4.09 MB
Body: 
Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET OFFICE OF COMMUNICATIONS CORRESPONDENCE HANDBOOK Date: 15 April 1969 Distribution: All Manual Holders plus Special SECRET GROUP 1 Excluded from automatic downgrading and declassification Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 TAB Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET OFFICE OF COMMUNICATIONS CORRESPONDENCE HANDBOOK SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET OCHB 70.20.1 HEADQUARTERS CHANGE SHEET LOG CHANGE NUMBER INITIALS DATE CHANGE i NUMBER INITIALS DATE CHANGE NUMBER INITIALS DATE Date: 15 April 1969 SECRET GROUP 1 E,d.ded i.am o. jc do-ng.od,ng and , dedauffcai~on Page i Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK This Handbook rescinds the OFFICE OF COMMUNICATIONS MEMORANDA AND LETTERS GUIDE dated September 1966. This Handbook has been prepared to serve as a guide for the preparation of memorandums and letters originated by the Office of Communications. This Handbook is issued in a Headquarters version only. 25X1A9A Page ii Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Date: 15 April 1969 Page iii Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK CONTENTS Change Sheet Log . . . . . . . . . . . . . . . . . . . . . . . Foreword . . . . . . . . . . . . . . . . . . . . . . . . . . . i i Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . iv PARAGRAPH PAGE CHAPTER I: PREPARATION OF MEMORANDUMS A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . 1 C. COPIES REQUIRED . . . . . . . . . . . . . . . . . . . . . 2 D. MARGINS . . . . . . . . . . . . . . . . . . . . . . . . . 2 E. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 F. PREPARATION . . . . . . . . . . . . . . . . . . . . . . . 3 G. BODY OF MEMORANDUM . . . . . . . . . . . . . . . . . . . . 4 H. SUCCEEDING PAGES . . . . . . . . . . . . . . . . . . . . . 5 I. THE COMMAND (OR AUTHORITY) LINE . . . . . . . . . . . . . 5 J. SIGNATURE AND TITLE . . . . . . . . . . . . . . . . . . . 6 K. ATTACHMENTS . . . . . . . . . . . . . . . . . . . . . . . 6 L. SEPARATE COVER . . . . . . . . . . . . . . . . . . . . . . 6 M. DISTRIBUTION OF COPIES . . . . . . . . . . . . . . . . . . 7 N. IDENTIFICATION OF ORIGINATOR . . . . . . . . . . . . . . . 7 0. DEFENSE CLASSIFICATION AND CONTROL MARKINGS . . . . . . . 8 P. CONCURRENCE . . . . . . . . . . . . . . . . . . . . . . . 8 Q. COORDINATION . . . . . . . . . . . . . . . . . . . . . . . 9 R. RELEASE . . . . . . . . . . . . . . . . . . . . . . . . . 9 S. MEMORANDUM OF CONVERSATION . . . . . . . . . . . . . . . . 10 T. STAFF STUDIES . . . . . . . . . . . . . . . . . . . . . . 10 U. MEMORANDUM PROCESSING . . . . . . . . . . . . . . . . . . 10 1. PROCEDURES FOR USE OF OPTIONAL FORM 10. . . . . . . . . . 1 2. INSTRUCTIONS FOR USE OF VARIOUS MEMORANDUMS . . . . . . . 1 3. FORMAT FOR MEMORANDUMS ADDRESSED OUTSIDE THE AGENCY . . . 1 4. FORMAT FOR MEMORANDUM OF CONVERSATION . . . . . . . . . . 1 5. FORMAT FOR MEMORANDUM FOR THE RECORD. . . . . . . . . . . 1 6. FORMAT FOR SPEED LETTER . . . . . . . . . . . . . . . . . 1 Page iv Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 PARAGRAPH PAGE CHAPTER I: PREPARATION OF MEMORANDUMS - con't EXHIBITS - con't 7. FORMAT FOR INTERNAL MEMORANDUMS . . . . . . . . . . . . . . 1 8. FORMAT FOR MEMORANDUMS ADDRESSED TO THE DCI, DDCI, DEPUTY DIRECTOR OF EACH COMPONENT, AND FOR MULTIPLE ADDRESSEES . . 1 A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . . 1 C. COPIES REQUIRED . . . . . . . . . . . . . . . . . . . . . . 2 D. MARGINS . . . . . . . . . . . . . . . . . . . . . . . . . . 2 E. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 F. REFERENCE LINES . . . . . . . . . . . . . . . . . . . . . . 2 G. ADDRESS . . . . . . . . . . . . . . . . . . . . . . . . . . 3 H. ATTENTION LINE . . . . . . . . . . . . . . . . . . . . . . . 3 I. SALUTATION . . . . . . . . . . . . . . . . . . . . . . . . . 3 J. BODY OF LETTER . . . . . . . . . . . . . . . . . . . . . . . 4 K. SUCCEEDING PAGES . . . . . . . . . . . . . . . . . . . . . . 4 L. COMPLIMENTARY CLOSE . . . . . . . . . . . . . . . . . . . . M. SIGNATURE AND TITLE . . . . . . . . . . . . . . . . . . . 5 N. ENCLOSURES . . . . . . . . . . . . . . . . . . . . . . . . . S 0. DISTRIBUTION . . . . . . . . . . . . . . . . . . . . . . . . 6 P. IDENTIFICATION OF ORIGINATING OFFICE. . . . . . . . . . . . 6 Q. CLASSIFICATION . . . . . . . . . . . . . . . . . . . . . . . 6 R. SPECIAL POSTAL SERVICE . . . . . . . . . . . . . . . . . . . 7 1. CIA LETTERHEAD . . . . . . . . . . . . . . . . . . . . . . . 1 2. OFFICE OF DIRECTOR LETTERHEAD . . . . . . . . . . . . . . . 1 3. OFFICE OF DEPUTY DIRECTOR LETTERHEAD. . . . . . . . . . . . 1 4. PROCEDURES FOR USING CIA LETTERHEAD WITH ATTENTION LINE . . 1 S. FORMAT FOR LETTERS USING CIA LETTERHEAD . . . . . . . . . . 1 6. FORMAT FOR A ONE-PARAGRAPH LETTER USING CIA LETTERHEAD. . . 1 7. FORMAT FOR A MULTIPLE-PARAGRAPH LETTER USING CIA LETTERHEAD . . . . . . . . . . . . . . . . . . . . . . . . . 1 Date: 15 April 1969 Page v Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 PARAGRAPH PAGE A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. STATIONERY . . . . . . . . . . . . . . . . . . . . . . . . 2 C. DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 D. LETTER FORMAT . . . . . . . . . . . . . . . . . . . . . . 3 E. MEMORANDUIvI FORMAT . . . . . . . . . . . . . . . . . . . . 4 F. BRIEF SUMMARY . . . . . . . . . . . . . . . . . . . . . . 6 1. LETTER FOR SIGNATURE OF DCI . . . . . . . . . . . . . . . 1 2. LETTER FORMAT FOR SIGNATURE OF DDCI . . . . . . . . . . . 1 3. MEMORANDUM FOR DDCI SIGNATURE . . . . . . . . . . . . . . 1 4. COVER M1340 OR BRIEF FOR CORRESPONDENCE FOR DCI. . . . . . 1 5. MEMORANDUM FOR DCI ACTION REQUIRING SIGNATURE FOR APPROVAL . . . . . . . . . . . . . . 1 6. OFFICE OF COMMUNICATIONS CORRESPONDENCE ADDRESSED TO THE OFFICE OF THE DIRECTOR . . . . . . . . . . . . . . . . . . 1 7'. PREPARATION OF CORRESPONDENCE FOR THE DDCI. . . . . . . . 1 CHAPTER IV: REVIEW, CONCURRENCE, APPROVAL, AND SIGNING AUTHORITY A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B . INDICATING APPROVAL AS AN INTEGRAL PART OF A ME O- RANDUM . . . . . . . . . . . . . . . . . . . . . . . . . . 2 C. RESPONSIBILITY FOR REVIE69 AND CONCURRENCES. . . . . . . . 3 D. AUTHORITY TO SIGN MEMORANDUMS . . . . . . . . . . . . . . 3 EXHIBITS 1. FORMAT FOR PREPARING CONCURRENCES AND APPROVAL. . . . . . 1 CHAPTER V: FORMS OF ADDRESS A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. ADDRESSES . . . . . . . . . . . . . . . . . . . . . . . . 2 Page vi Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER VI: ASSEMBLING MEMORANDUMS FOR FORWARDING 2 B. FORWARDING MEMORANDUMS . . . . . . . . . . . . . . . . . . EXHIBITS 1. PREPARATION OF CORRESPONDENCE TO BE FORWARDED . . . . . . 1 CHAPTER VII: ENVELOPES AND MAILING A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. TYPES . . . . . . . . . . . . . . . . . . . . . . . . . . 1 C. USE . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 D. ADDRESSING ENVELOPES FOR TRANSMITTAL OUTSIDE CIA. . . . . 3 E. ADDRESSING INTER-OFFICE MAIL. . . . . . . . . . . . . 3 CHAPTER VIII: MATERIALS FOR ASSEMBLING AND FORWARDING MEMORANDUMS A. REFERENCE TABS . . . . . . . . . . . . . . . . . . . . . . 1 B. PRIORITY TAG, FORM 160 . . . . . . . . . . . . . . . . . . 1 C. TRANSMITTAL SLIP, FORM 241 . . . . . . . . . . . . . . . . 2 D. OFFICIAL ROUTING SLIP, FORM 237 . . . . . . . . . . . . . 3 E. ROUTING AND RECORD SHEET, FORM 610. . . . . . . . . . . . 4 F. COURIER RECEIPT AND LOG RECORD, FORM 240. . . . . . . . . 5 G. DOCUMENT RECEIPT, FORM 615 . . . . . . . . . . . . . . . . 6 H. REQUEST FOR POSTAGE, FORM 239 . . . . . . . . . . . . . . 7 CHAPTER IX: REGISTERED MAIL AND OFFICE OF SECURITY MAILING PROCEDURES 1 B. PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . 1. FORM 239, REQUEST FOR POSTAGE, AND FORM 1637, REQUEST FOR 1 OFFICE OF SECURITY MAILING . . . . . . . . . . . . . . . . Date: 15 April 1969 Page vii Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK PARAGRAPH PAGE CHAPTER X: RESEARCH AND DEVELOPMENT PROJECT APPROVALS A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . EXHIBITS 1. FORMAT FOR RESEARCH AND DEVELOPMENT PROJECT APPROVAL REQUEST . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER XI: CAPITALIZATION, SPELLING, AND COMPOUND WORDS A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . ]. B. PROPER NOUNS . . . . . . . . . . . . . . . . . . . . . . . 1 C. SPELLING - GENERAL . . . . . . . . . . . . . . . . . . . . 6 D. PREFERRED SPELLING . . . . . . . . . . . . . . . . . . . . 6 E. PLURAL FORMS . . . . . . . . . . . . . . . . . . . . . . . 7 F. DOUBLED CONSONANTS . . . . . . . . . . . . . . . . . . . . 9 G. INDEFINITE ARTICLES . . . . . . . . . . . . . . . . . . . 9 H. COMPOUND WORDS - GENERAL . . . . . . . . . . . . . . . . . 9 I. BASIC RULES . . . . . . . . . . . . . . . . . . . . . . . 9 J. SOLID COMPOUNDS . . . . . . . . . . . . . . . . . . . . . 10 A. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. APOSTROPHE . . . . . . . . . . . . . . . . . . . . . . . . 1 C. COLON . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -D. COMMA . . . . . . . . . . . . . . . . . . . . . . . . . . 3 E. PARENTHESES . . . . . . . . . . . . . . . . . . . . . . . 5 F. QUOTATION MARKS . . . . . . . . . . . . . . . . . . . . . 6 G. SEMICOLON . . . . . . . . . . . . . . . . . . . . . . . . 7 CHAPTER XIII: ABBREVIATIONS, NUMERALS, AND WORD DIVISION A. GENERAL . . . . . . . . . . . 1 B. PERIODS AND SPACING . . . . . . . . . . . . . . . . . . . 1 Page viii Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 PARAGRAPH PAGE CHAPTER XIII: ABBREVIATIONS, NUMERALS, AND WORD DIVISION - con't C. GEOGRAPHIC TERMS . . . . . . . . . . . . . . . . . . . . . . 1 D. NUMERALS - GENERAL . . . . . . . . . . . . . . . . . . . . . 2 E. NUMBERS SPELLED OUT . . . . . . . . . . . . . . . . . . . . 2 F. NUMBERS EXPRESSED IN FIGURES . . . . . . . . . . . . . . . . 4 G. LARGE NUMBERS . . . . . . . . . . . . . . . . . . . . . . . 4 H. WORD DIVISION - GENERAL . . . . . . . . . . . . . . . . . . 5 I. DIVIDE WORDS . . . . . . . . . . . . . . . . . . . . . . . . 5 J. DO NOT DIVIDE WORDS . . . . . . . . . . . . . . . . . . . . 6 K. DO NOT SEPARATE CLOSELY RELATED WORD UNITS.. . . . . . . . 7 Date: 15 April 1969 Page ix Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 Page x OFFICE OF COMMUNICATIONS HANDBOOK Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R0002001700Q1-- -- Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Memorandums are used for correspondence within and between agencies. The memorandum format may be used for corresponding with: Agency components Other government agencies (if informality is appropriate) 1. Use CIA LETTERHEAD (or CIA Letterhead-Office of the Director or Deputy Director) stationery when addressing govern- ment agencies if correspondence is to be in memorandum form. 2. Use PLAIN BOND when addressing the Director, Deputy Director of Central Intelligence, Executive Director, the Deputy Directors of each component, and for multiple addressees. 3. Use OPTIONAL FORM 10, U. S. GOVERNMENT MEMORANDUM, internally in CIA, except as noted in paragraph 2. The form may also be used for informal memorandums with other agencies. 4. Use Form 1132, MEMORANDUM OF CONVERSATION, to record conversations with officials outside the Agency whenever the DCI, DDCI, or a Deputy Director is a participant or the conversation is of sufficient importance to be brought to their attention. 5. Use plain bond for MEMORANDUM FOR THE RECORD to record important conversations, data, or events when the use of Form 1132 or other form of record is not appropriate. 6. Use Form 1831, SPEED LETTER, a three-part form, no carbon required paper for simplified informal communications within the Agency. 15 April 1969 Page Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 C. COPIES REQUIRED 1. Copies should be kept to a minimum. The OC-Record Copy should be prepared on yellow tissue. Generally, preparation will be: Original - addressee Tissue - courtesy copies (as necessary) Yellow tissue - OC-Record Copy White tissues for - each information addressee - coordinating officer(s) - (two if signer is DCI, DDCI, or DDS) - any additional copies as necessary for internal distribution Blue or Green tissues - chronological copy for originator 2. Memorandums for OC dissemination may be reproduced by fast copy machine process, but memorandums for forwarding outside the Office of Communications must be prepared by typewriter, or on a "multilith" reproduction master. Memorandum reference(s) may be typed or reproduced. When using plain bond or Agency letterhead, set the left margin of the text flush with the word "SUBJECT". Allow at least one inch for the margin at the right side and at the bottom of the page. Margins on the succeeding pages will correspond with those of the first page. Typing will begin ten or twelve lines from the top of the page. When using Optional Form 10, the left margin will be set even with the first word after the preprinted word, "SUBJECT". Margins on the succeeding pages will correspond with those of the first page. The date will be left blank when the memorandum is to be signed in another office or when it is not to be signed the day it is typed. If the date is included, type it flush with the right margin about nine lines from the top of the page. The date may be either typed or stamped. It is expressed in the following sequence: day, month, and year--as 13 January 1969. Pave 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 1. On Optional Form 10, U. S. Government Memorandum, the TO, FROM, SUBJECT, and DATE lines are preprinted. Typing shall begin two spaces after the colon. Example: TO Director of Communications THROUGH . Director of Personnel FROM Director of Logistics SUBJECT : Revision of 0 dtd 20 October 1961 REFERENCE: Memo dtd 15 Mar 69 from Dir, of Pers. to DD/S, same subject 2. When using letterhead or plain bond, the date is placed according to the length of the memorandum flush with the right mar- gin, if it is to be entered. Five spaces below the date line the headings MEMORANDUM FOR, THROUGH (as appropriate), ATTENTION (as appropriate), SUBJECT, and REFERENCE(S) are typed in caps, flush with the left margin. The addressee, the subject, and the refer- ence lines are typed in lower case with initial caps two lines apart. Example: 25X1 MEMORANDUM FOR: Deputy Director for Support THROUGH . Director of Logistics SUBJECT . Request for Additional Space--Headquarters REFERENCES (a) (b) dtd 14 Mar 1963 dtd 15 Oct 1962 25X1 3. A memorandum may be prepared for multiple addressees. The use of multiple addressee memorandums is encouraged to minimize preparation of individual correspondence. The addressees are listed following "MEMORANDUM FOR" or "TO". Example: MEMORANDUM FOR: Director of Finance Director of Personnel Director of Logistics SUBJECT : Space Allocation for the Office of Communications Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 4. If there is not enough space for the names of the addressees, type "see list below" and list the addressees flush with the left margin two spaces below the title of the signing official or the attachments. Example: John X. Doe Director of Communications Addressees: Director of Security Director of Personnel Director of Logistics 5. If the list of multiple addressees is extensive and space at the end of the correspondence is limited, the listing may be made on a separate page properly identified. 6. The format for a speed letter is preprinted. The con- tents of this form may be typed or handwritten. It is used for informal, internal correspondence. 1. Begin the body of a memorandum four lines below the subject line or reference line. Paragraphs are numbered and single spaced unless there is only one paragraph which is eight lines or less. If the memorandum is two or more paragraphs in length, primary paragraphs are numbered consecutively, with the Arabic numerals, and subparagraphs are identified alphabetically and numerically. The pattern for paragraphing is as follows: (1) (a) Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 2. On a memorandum addressed to the DCI, DDCI, or the Deputy Directors of the Agency components, the opening paragraph shall be worded to clearly indicate whether the memorandum is for infor- mation only, suggests action on the part of the addressee, or con- tains a recommendation for approval. The suggested action or recommendation may be included either in the opening paragraph or in subsequent paragraphs. 3. When the memorandum contains a recommendation for approval, which requires action by an official other than the addressee, these words will be typed on the original and all copies below the signature: The recommendation(s) contained in paragraph(s)-is (are) approved. This line will be followed by a line for the addressee's signature and date line. 4. Short quotations of less than two lines are run into the text, enclosed with quotation marks. Longer quotations are indented five spaces from the left and right margins; quotation marks are used. 1. Plain stationery is always used. Succeeding pages are numbered with Arabic numerals, centered three-fourths inch from the bottom of the page. 2. Begin the body of the memorandum eight or ten lines from the top of the page. 3. If the body of the memorandum 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 with the signature. I. THE COMMAND (OR AUTHORITY) LINE The command line is used only when the individual signing the memorandum has been delegated the authority to do so for a higher official. Officials signing for the D/CO will use, FOR THE DIRECTOR OF COMMUNICATIONS:. The command line is typed in caps two lines below the last line of the text flush with the left margin, followed by a colon. Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK The signer's name and title are typed five lines below the last line of the text or the command line. The name is typed in initial caps, except for the DCI's name, two spaces to the right of the center of the page. The title is centered immediately below and typed in initial caps only. The title may be placed on two lines to achieve the best appearance. Example: Joseph J. Joseph Chief, Appropriate Division or Staff Type "Att" flush with the left margin two lines below the signature. If more than one attachment, use "Atts" preceded by the number. The attachment identification information will be listed immediately below the word "Att". Example: 2 Atts Att 1: Salary Chart (2 cys) Att 2: Retirement Pamphlet (1 cy) When material is to be sent under separate cover, type "Separate Cover" flush with the left margin two lines below the signature line. Beginning on the next line, list all items to be sent. Example: 3 Separate Cover Att 1: Blueprints of 0 (2 cys) Att 2: Contract for electrical changes (4 cys) Att 3: List of Equipment (1 cy) Page 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 1. When it is desirable to indicate to an addressee that other persons or agencies are to receive copies, type on all copies in lower case "cc" flush with the left margin two lines below the last typed line. List the recipients. Example: cc: Secretary of State Secretary of the Army 2. Type the distribution on all copies retained in OC, except as noted in paragraph 1 above. 3. Type the word, "Distribution," two lines below the last typed line of the memorandum, i.e., the signature, attachments, etc. Below, list the original and copies as: Distribution: 1/Orig & 1 - Addressee 1 - OC-A/RMB (OC-Record Copy) 1 - OC-CCD 1 - DD/S X - as required 1/Do not type on the original and courtesy copy. 1. The identification shall consist of the symbol for the originating office, the writer's name, the typist's initials, and the date the memorandum was prepared. The identification is to be typed only on copies retained in the Agency, and to be flush with the left margin two lines below the last typed line in the follow- ing manner: to (13Jan69) 2. When the originator feels some discussion may be neces- sary before the memorandum is signed, his telephone number may be shown immediately after the typist's initials separated by a diagonal Date: 15 April 1969 Page 7 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 1. If the memorandum contains classified information, the proper classification will be stamped at the center top and bottom of each page. 2. Other indicators, such as Group 1, or warnings shall be stamped at the bottom of the first page of all copies. When concurrences are needed, special concurrence lines will be provided. These will be shown by typing concurrence flush with the left margin four lines below the signature line. To the right of the concurrence signature, type a solid line for the date. Example: John X. Doe Director of Communications Director of Logistics Date Page 8 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Q. COORDINATION 1. The originators of memorandums shall determine the extent of coordination required, consistent with geographic, operational, and support considerations. 2. Coordinating officers, within their spheres of responsi- bility, shall determine whether memorandums are consistent with approved plans, policies, and procedures. Coordinators will sign the OC-Record Copy. 3. Outgoing memorandums to Agency components must be coordinated with the respective OC Operations Staff if the memo- randum deals with a specific geographic area. 1. All memorandums with other government agencies will be released by the D/CO, DD/CO, or OC-0. Those which raise a question of policy, initiate or significantly affect activities or projects, deny a request or disapprove an action or are apt to raise a controversy shall be prepared for the signature of the D/CO and shall be released by the D/CO or the DD/CO. 2. INTER-AGENCY memorandums of a routine nature may continue to be signed and released by the Chief or Deputy Chief of the Divisions and Staffs, except memorandums originated by the Opera- tions Staffs will be signed and released by the OC-0. The D/CO and DD/CO will be kept informed on the general nature of memo- randums exchanged on these routine matters. When memorandums involve policy matters or commitments, they will be prepared for the signature of the D/CO or the DD/CO. 3. INTRA-AGENCY memorandums of a routine nature may continue to be signed and released by the Chief or Deputy Chief of the Divisions and Staffs, except memorandums originated by the Operations Staffs will be signed and released by the OC-0 unless the memorandum is to the Clandestine Service Divisions, then the appropriate OC Operations Staff may sign and release after appropri- ate coordination. The D/CO and DD/CO will be kept informed on the general nature of memorandums exchanged on these routine matters. When memorandums involve policy matters or commitments, they will be prepared for the signature of the D/CO, DD/CO, or the OC-0 as appropriate. Date: 15 April 1969 Page 9 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 4. The releasing officer shall sign the original and the OC-Record Copy. S. MEMORANDUM OF CONVERSATION When reporting conversations, the Memorandum of Conversation, Form 1132, or a Memorandum for the Record, depending on the cir- cumstances, will be prepared. The original and one copy shall be forwarded to the DCI, the DDCI, and/or other officials as appropri- ate. In addition, a three-sentence summary will be prepared and dispatched to the Director of Central Intelligence immediately after the meeting or conversation. (See EXHIBIT 4 for proper procedures in preparing these forms.) The basic format for submitting staff studies shall be as follows: I. STATEMENT OF THE PROBLEM II. BACKGROUND III. DISCUSSION IV. CONCLUSIONS V. RECOMMENDATIONS 1. After a memorandum has been released, dated, and if neces- sary, reproduced by the appropriate office, it will be assembled in the following order and forwarded to OC-A/RMB: a. Copies for the addressee b. Copies to be sent to information addressees c. OC-Record Copy d. Headquarters file copies 2. Attachments forwarded with the memorandum, either to the action addressee or to information addressees, should be firmly attached to the appropriate copy of the memorandum (see Chapter VI, Assembling Memorandums for Forwarding). Page 10 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 20052C2-:RCFADP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK UNITED STATES GOVERNMENT Memorandum TO Director of Logistics FROM : Director of Communications EXHIBIT 1 OCI-lB 70.20.1 SUBJECT: Use of Optional Form 10, UNITED STATES GOVERNMENT MEMORANDUM REFERENCES: (a) Memo dtd 25 Mar 69 to DD/I, DD/S, DD/P, and DD/S$T fr Ex Dir-Compt., same subject (b) Memo dtd 5 Apr 69 to Ex Dir-Compt., thru DD/S fr DD/P, same subject 1. Optional Form 10 is used for informal correspondence within and between agencies. A memorandum prepared on this form may be addressed to more than one person. Although the number of copies of the memorandum should be kept to a minimum, a copy is required for each addressee shown in the "TO" line and in the "cc" line, when there is one. 2. If the text does not exceed 10 lines, the 8 by 5 1/4 inch size form may be used. If it is longer, the 8 by 10 1/2 inch size form is needed. Plain paper is used for succeeding pages of a memorandum. 3. Memorandums are initialed or signed. The name is typed at least one time on the memorandum. If the name is not shown in the "FROM" line, it is typed or stamped five lines below the text. 2 Atts Att 1: EXHIBIT 1 Att 2: Correspondence Handbook 1/ Distribution: Orig & 1 - Addressee 1 - OC-Record Copy 1 - OC-A 1 - OC-CCD 1/ (Do not type on the original and courtesy copy.) Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005166tiRCIAIRDP74-00005R000200170001-4 UNITED STATES GOVERNMENT Memorandum TO Director of Training ATTN . Chief, Management Training Division FROM Director of Communications EXHIBIT 2 OCHB 70.20.1 1. Recent discussions indicated that stenographers and typists find it difficult to determine when to use letter- head, plain bond, or Optional Form 10, United States Govern- ment Memorandum, stationery in the preparation of memorandums. 2. Generally, informal correspondence addressed to individuals below the Deputy Director level may be properly prepared on this form. It may also be used for informal com- munications to a counterpart of equal level in another agency. A check with paragraph B, entitled "Stationery" will aid the typist in selecting the proper stationery to be used. The writer may also express a preference for a particular type of stationery in certain instances. 3. It is anticipated that the information and EXHIBITS contained in this Office of Communications Correspondence Handbook will be beneficial in solving many of the routine problems. 2 Atts Att 1: Style Manual Att 2: Correspondence Handbook 1/ Distribution: Orig F 1 - Addressee 1 - C/MID/OTR 1 - OC-Record Copy 1 - OC-CMS Date: 15 April 1969 Page 1 Approved For Release 200012 dIATRDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 2 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 1S April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 200?/W?2 gIPk RDP74-00005R000200170001-4 OFFICE OF CM UNICATIONS HANDBOOK CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 MEMORANDUM FOR: Deputy Chief of Naval Operations, Air Department of the Navy EXHIBIT 3 OCHB 70.20.1 1. This is an example of a memorandum addressed outside the Agency prepared for the signature of the Director of Communications, Deputy Director of Communications, or Chief of Operations. 2. The typist will prepare an original and courtesy copy, if appropriate, on CIA Letterhead stationery for the addressee; a yellow tissue copy for OC-A/RMB (OC-Record Copy); and white tissues for any additional interested persons. The originator should determine the distribution of any extra copies. 3. Unless instructed otherwise, unclassified memorandums may be enclosed in a plain envelope. If the correspondence is classified, indicate the complete address, the room number (on two separate envelopes), the inner envelope should contain the same classification as the document; then attach a courier receipt, (Form 240). Remember also to include a document receipt, if appropriate; do not seal the envelope(s). FOR THE DIRECTOR OF COMMUNICATIONS: (if signed by the Chief of Operations) Signature Title 1/ Distribution: Orig & 1 - Addressee 1 - OC-Record Copy X - as required 1/ (To be typed only on copies retained in CIA.) Date: 15 April 1969 Page 1 Approved For Release 2005 k2 -DP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 3 OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Pave 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/g6Lci=FFDP74-00005R000200170001-4 EXIIIBIT 4 OCHB 70.20.1 DATE: Actual date of conversation SUBJECT Enter the topic discussed. If more than one subject was covered, each shall be listed. PARTICIPANTS: Procedures concerning maintenance of source security apply in listing the participants. 1. This is to be used in reporting conversations with individuals outside the Agency. Form need not be used if the conversation is made a part of the minutes of a meeting, reported in an intelligence information report, or is recorded in another form of memorandum. 2. If the Director or Deputy Director of Central Intelligence is a participant, the original and all copies are submitted to the DCI or DDCI for approval of the substance and the distribution. Other Memorandums of Conversation will go to the D/CO, DD/CO, OC-O, or Chief or Deputy Chief of the Divisions or Staffs, submit the original copy only for approval of the substance and the distribution. 3. In addition to this memorandum, a three-sentence summary will be prepared and dispatched to the addressees office immediately after the meeting or conversation, particularly on those which may determine or affect policy or which should be brought to the attention of the DCI or DDCI. Date: 15 April 1969 Page 1 Approved For Release 2005I6122 :FG@k-RDP74-00005R000200170001-4 Approved For Release 20050 ~/.4RC 4. RDP74-00005R000200170001-4 EXHIBIT 4 OCHB 70.20.1 4. When a memorandum is longer than one page, use plain white bond for the succeeding pages. Begin numbering with the second page. Signature Title (Name) Date Director of Central Intelligence Distribution: Orig - Addressee (for return to OC via DD/S) 1 - DDCI 1 - ER 1 - DD/S Chrono 1 - DD/S Subject (w/held) X - as required Page 2 (Distribution is shown on original and approval papers only.) Date: 15 April 1969 Approved For Release 20051OBEZR?A'IRDP74-00005R000200170001-4 Approved For Release 2005 &12CY :'bVA- 2DP74-00005R000200170001-4 EXHIBIT 5 0CHB 70.20.1 1. A Memorandum for the Record will be prepared to record import- ant conversations, data, or events when use of Form 1132 or other form of record is not appropriate. 2. When the memorandum concerns a meeting, list the participants. Also, note if any action is necessary or if any commitments were made. 3. Identification symbols of the originator will be indicated in the lower left corner as illustrated even though the signature of the signing official is not the same. 4. Distribution of all copies will be shown on the original and all copies. The original and one copy will be forwarded to the Chief or Deputy Chief of the respective Division or Staff, (originators will determine when a memorandum should be forwarded to the D/CO or DD/CO). Joseph J. Joseph Chief, Appropriate Division or Staff Distribution: Orig F, 1 - Originator (D/CO or DD/CO when appropriate) 1 - file X - as required Date: 15 April 1969 Page 1 Approved For Release 2005&0bT&Rd1ATRDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 5 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005 0 /Z kW- DP74-00005R000200170001-4 EXHIBIT 6 OCHB 70.20.1 SPEED LETTER REPLY REQUESTED DATE Date YES NO LETTER NO. TO ? Executive Assistant, OC FROM. Chief, OC-ES ATTN: The Speed Letter can be used for informal correspondence within the Office of Communications. One copy is retained by the originator, two go forward. If a reply is expected, the responder makes the reply on the lower half of the form. He keeps one copy for his file and sends the original back. When the original is received, the suspense copy may be destroyed. / SIGNATURE REPLY DATE ~~ ~ ,/JJ~~v 2!d - X-1C c ` ` 1~-Clime SIGNATURE RETURN TO ORIGINATOR I RESPONDER'S FILE I I ORIGINATOR'S SUSPENSE Date: 15 April 1969 Page 1 Approved For Release 2008hl%i~2P1I RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 6 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 UNITED STATES GOVERNMENT Memorandum EXHIBIT 7 OCHB 70.20.1 1. Optional Form 10 is used for informal correspondence within the Office of Communications. A memorandum prepared on this form may be addressed to more than one person. Although the number of copies of the memorandum should be kept to a minimum, a copy is required for each addressee shown in the "TO" line and in the "cc" line, when there is one. 2. If the text does not exceed 10 lines, the 8 by 5 1/4 inch size form may be used. If it is longer, the 8 by 10 1/2 inch size form is needed. Plain paper is used for succeeding pages of a memorandum. 3. Memorandums are initialed or signed. The name is typed at least one time on the memorandum. If the name is not shown in the "FROM" line, it is typed or stamped five lines below the text. 4. Intra office memorandums are not controlled by the Records Management Branch of the Administration Staff, OC. The OC-Record Copy prepared on yellow tissue will be retained by the originating office. 1/ Distribution: Orig F, 1 - Addressee 1 - OC-A 1 - OC-Record Copy Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 7 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/t2E:-C;FiL.*DP74-00005R000200170001-4 EXHIBIT 8 OCHB 70.20.1 MEMORANDUM FOR: SUBJECT REFERENCE OC-M-69-001 DATE: 13 January 1969 1. Plain bond paper is used for memorandums addressed to the DCI, DDCI, Executive Director-Comptroller, the Deputy Director of each com- ponent, and for multiple addressees. 2. Typing is to begin 10 or 12 lines from the top of the page. 3. If the body is one paragraph of eight lines or less, the body is double spaced, otherwise single space. (type initial caps, 2 spaces from center of John X. Doe page) Director of Communications 2 Atts (type 2 lines below signature) Att 1: (type 1 line below and indented from "Atts") Att 2: Distribution: Orig & 1 - Addressee (to be typed on all copies remaining in OC; also, to be typed 2 lines below last typed line; i.e., signature, attachment, etc.) 1 - OC-Record Copy (to be typed on yellow tissue copy) X - as required (to be typed on all copies retained in OC) (2 lines) D/CO:JDoe:ab(date) (2 lines) CONCURRENCE: DirecPersonnel (2 lines) COORD: OC-A (The Coordination, Authentication, and Release must be typed on the OC-Record Copy.) Date: 15 April 1969 Page 1 S E-C-R-E-T Approved For Release 2005/06/12- 005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 20051Q _2 ft=FJDP74-00005R000200170001-4 EXHIBIT 8 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET 0 41 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 Letters are used for correspondence with addressees outside the government and for formal correspondence with officials of govern- ment agencies. The letter format will be used for correspondence addressed to: 1. Other government agencies or their officials except where informality is appropriate. 2. Private individuals and organizations. 1. Agency letters are prepared on letterhead or plain bond paper. Three types of letterhead are available: a. CIA Letterhead used for letters sent outside the Agency. (EXHIBIT I) b. CIA Letterhead (Office of the Director) for letters requiring signature of DCI. (EXHIBIT II) c. CIA Letterhead (Office of the Deputy Director) for letters requiring signature of DDCI or Executive Director-Comp- troZZer. (EXHIBIT III) 2. Copies to accompany the above originals will be prepared as follows: a. Letterhead tissues to correspond with the above for courtesy copies. b. Plain "Letterex" tissue for extra copies. c. YeZZow "Letterex" tissue for OC-Record Copy. d. Pink, blue, and green "'Letterex" tissue for special or chrono file copies. Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK C. COPIES REQUIRED Courtesy copies of letters will be prepared as follows: 1 Letterhead tissue - courtesy copy to accompany the original. 1 white tissue - information copy, if necessary. 1 yellow tissue - OC-Record Copy 2 white tissues - if signing official is DCI or his deputies. 1 white tissue - if additional copies are needed. D. MARGINS The finished letter should have a well-balanced appearance. Allow at least one inch for the left, right, and bottom margins. GUIDE FOR SIDE MARGINS Letter Length Side Margins Space for Text SHORT, up to 8 lines 1 1/2 to 2" (18 to 5 to 4" (60 to 24 spaces) 48 spaces) MEDIUM, 8-20 lines 1-1 1/2" (12 to 6-5" (72-60 18 spaces) spaces) LONG, 20 lines and up 1" (12 spaces) 6 inches (72 spaces) Letters will be dated when signed. When the date is to be included, type it two to six lines below the last line of the address in the letterhead, depending on the length of the letter. Type the date to end flush with the right margin. The date is expressed by day, month, and year without punctuation - 15 February 1969. 1. If reference lines are needed, type "In reply refer to," in the upper right of the page, two spaces below the date line. Immediately below, type the reference symbol. Page 2 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 2. If the addressee's reference is to be included, type "Your reference" two spaces below the date line or two spaces below sender's reference. Example: In reply refer to: OC-M-69-493 Your reference: Per Mgt-A Type the address at the left margin, approximately 14 lines from the top of the page. See Chapter V on "Forms of Address" for proper titles, salutations, and complimentary close. Single space the address and arrange it in block style. No line of an address should be longer than four inches. When run-over lines are required, indent two spaces from the left margin. Limit the address to four lines. Example: Mr. John L. Rover Chairman, Geological Professional Association of the United States Billings, Montana ZIP Code Number H. ATTENTION LINE An "Attention" Zine should be avoided. When it is used, type "Attention" two lines below the address, block style. I. SALUTATION Place the salutation two lines below the address or the attention line when it is used. Type the salutation flush with the left margin followed by a colon. The salutation is directed to the addressee of the letter, not to the person named in the "Attention" line. Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T OCIIB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 1. Begin the body of the letter two lines below the saluta- tion. Single space the body of the letter; double space between paragraphs. A letter of eight lines or less should be double spaced. 2. Paragraphs are indented five spaces but are not numbered. Each progressive subdivision of a paragraph is indented an additional five spaces. (See Exhibit IV.) 3. A short quotation of less than two lines is run into the text enclosed by quotation marks. 4. A longer quotation is blocked five spaces from the left and right margins of the text. One terminal mark of punctuation is used with quotation marks. If several paragraphs are quoted, quotation marks are placed at the beginning of the first para- graph and at the conclusion of the quoted material with a single quotation mark at the beginning of each paragraph. 1. Succeeding pages are numbered consecutively with Arabic numerals, centered one-half inch from the bottom of the page. Numerals are typed without parentheses or dashes. Succeeding pages of letters are also identified as follows: Six lines from the top of the page, flush with the Zeft margin, type the addressee's name and full address. If possible, place this identification on one Zine. Abbrevi- ations may be used, if appropriate. Example: Mrs. John Jones, 132 East Pine St., SeZbyviZZe, Ky. (ZIP code number) Hon. Richard B. Randolph, U. S. Senate Page 4 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 2. Type the succeeding pages 10 lines from the top of the page. The methods of identifying the second and succeeding pages of memorandums and letters, as described in paragraph K, 1, above, shall not be used in correspondence addressed to or prepared for the signature of the Director or Deputy Director of Central Intelligence. Type the complimentary close two lines below the last paragraph beginning two spaces to the right of the center of the page. The complimentary close, "Sincerely," will be used on correspondence prepared for the signature of the DCI. Center and type the name of the signer five lines below the complimentary close. Center the official's title immediately below his name. If a run-over line occurs in the title, indent the line two spaces. The official's name and title are typed in initial caps. Example: Sincerely, * (Name) Director *Director's name is typed in all caps on memorandums only. N. ENCLOSURES 1. If an enclosure is identified in the text, type the word, "Enclosure," flush with the left margin, two lines below the signer's title. If more than one enclosure, use plural form and number. 2. If an enclosure is not identified in the text, type "Enclosure" flush with the left margin, two lines below the signer's title. Immediately below, indent two spaces and list each enclosure by title or in as few words as needed to identify the material. Date: 15 April 1969 Page 5 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 3. When material is to be sent under separate cover, type "Separate Cover" flush with the left margin, two lines below the signer's title or any "Enclosure" notation. List the material, even though identified in the text, and send material to OC-A/RMB for forwarding under separate cover. 0. DISTRIBUTION When copies of a letter are sent to persons other than the addressee, indicate by typing "cc" flush with the left margin, two lines below the preceding notation. List the names, one below the other. The distribution of the original and all copies is shown separately under the word, "Distribution," only on copies retained in the Agency. Immediately below, list the original and copies. Example: cc: Director, Bureau of the Budget District Government Distribution: Orig $ 1 - Addressee 1 - OC-P 1 - OC-Record Copy 1 - DD/S X - as required P. IDENTIFICATION OF ORIGINATING OFFICE The official symbol of the originating office, the initials and last name of the originating officer, the initials of the typist, and the date of preparation will be typed at the left margin two lines below the last typed line of the distribution. These are typed on the carbons only. They never appear on the original and courtesy copy (or copies). Example: Q? Page OC-P:RJones:dd(date) CLASSIFICATION The classification and any control markings are stamped in accordance with current Agency security regulation 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 25X1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 R. SPECIAL POSTAL SERVICE Instructions for mailing, such as AIRMAIL, SPECIAL DELIVERY, or REGISTERED will be typed in all caps on the outer envelope two lines above and flush with the address. For example: AIRMAIL- SPECIAL DELIVERY. Date: 15 April 1969 Page 7 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 8 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMvIUNICATIONS HANDBOOK CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 Date: 15 April 1969 EXHIBIT 1 OCHB 70.20.1 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/2 EA iPrt4-00005R000200170001-4 Date: 15 April 1969 EXHIBIT 2 OCHB 70.20.1 Page 1 Approved For Release 2005/06/'Zit'IAERb1 74-00005R000200170001-4 Approved For Release 2Q 1@5/2ZE-(DIA-RDP74-00005R000200170001-4 EXHIBIT 2 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK CENTRAL INTELLIGENCE AGENCY WASHINGTON, D. C. 20505 Date: 15 April 1969 EXHIBIT 3 OCHB 70.20.1 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 3 OCHE 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06722 :CCIA-RDP74-00005R000200170001-4 CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 Name of Company or Organization Street Address City, State, ZIP Number EXHIBIT 4 OCHB 70.20.1 (Date when signed) In reply refer to: OC-M-69-493 Your reference per Mgt-A This is an example of a letter addressed to a company or an organi- zation for the attention of an individual. If the letter is for the attention of a Division or Section of the organization, the name of the Division or Section is written in the place of the individual's name. The attention line is inserted on the second line below the address and two lines above the salutation. Paragraphs are indented five spaces. They are not numbered as in a memorandum. The first paragraph begins on the second line below the salutation. When there is reason to break the paragraphs into sub- paragraphs, the units will be indented five spaces. A paragraph is begun near the end of the page, only if there is space for two or more lines on that page. A paragraph is continued on the following page, only if two or more lines can be carried over to that page. Do not subdivide a word between pages. Each progressive subdivision of a paragraph is indented an additional five spaces. The complimentary close is usually "Sincerely". It begins approximately two spaces to the right of the center of the page, two lines below the last line of the body of the letter. The name of the official signing the letter is typed five lines below and centered with relation to the complimentary close. The title and organizational element are centered under the name. If two lines are required for Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 4 OCHB 70.20.1 the title, the second line will be centered below the first. After the original and outgoing copies of a letter are removed from the typewriter, needed information is added to copies remaining in the Agency. At the left margin may be a list of "Enclosures" and "cc" addressees. The last entries, except for a possible postscript, is the identification of the preparing office, the name of the writer, the initials of the typist, and the date of typing. If the letter is rewritten, the same type of information is repeated after the word, "Rewritten". Name Title 1/ 2 Enclosures Correspondence Manual Tips on Typing 1/ Separate Cover Correspondence Order (50 cys) 2/ cc: OC-AMS w/o att. OC-CCD w/o att. 2/ Distribution: Orig - Addressee 1 - OC-Record Copy 1 - Originator X - as required 2/ OC-A:CJones:ab(date) Rewritten:D/CO:JDoe:ab(date) 1/ Typed on copies retained in CIA. Typed on the original, courtesy copy, and external CIA information copy only when dictator so desires. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 Name of Company or Organization Street Address City, State, ZIP Number PLttd1tJO{: Name Gentlemen: $0100t: Offio@ Of aou iti1? I$7i ONO EXHIBIT 5 OCHB 70.20.1 (Date when signed) 14 MW WO to: (Xrifdzitfoii) Yoot t fOOMO: (70sI+i#fX>totXoi) Your reference per Mgt-A This EXHIBIT shows the layout of a letter. No letter is likely to contain as many parts as are included here. This EXHIBIT is intended as an all-inclusive format from which parts needed for a particular letter are selected. On all letters, the address begins approximately 14 lines from the top of the page. Items that follow the address, including the body of the letter, are moved up two lines each time an unneeded item is omitted. Name Title Z KK?XO~ytO% ~~Z`>ff`~ISl~I~~~>2~~ 41$x) no $00A K00 to MW NOW 7wMi Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001 4 S-F-('-R-F-T Approved For Release 2005/06/22 :SC -R[ P_Z4100005R000200170001-4 EXHIBIT 5 OCHB 70.20.1 Distribution: prig - Addressee I - Originater I - GC-Reeard Copy X - as required Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 SCFAEROPg4F00005R000200170001-4 Approved For Release 2005/06/2$ : EIA-RDR 4-00005R000200170001-4 CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 (Date when signed) In reply refer to: Mgt-Cor Name of Company or Organization Street Address City, State, ZIP Number Attention: Name Gentlemen: This is an example of a one-paragraph letter of fewer than eight lines. Side margins for letters of this length may vary from one and one-half to two inches; hence the writing line may vary from 60 to 48 typing spaces. The body is double spaced. Other parts are single spaced, with double spaces between them. Name Title Enclosure Selected United States Government Publications, 1959, No. 9 Distribution: Orig & 1 - Addressee w/encl. 1 - Originator w/encl. 1 - OC-Record Copy w/encl. X - as required w/o encl. EXHIBIT 6 OCHB 70.20.1 Date: 15 April 1969 Page 1 Approved For Release 2005/06/?Ind'FFA$Rb1T74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 6 OCHB 70.20.1 OFFICE OF COMMUNICATIONS ORDERS Page 2 Date: 15 April 1969 Approved For Release 2005M- 2z :'brA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 7 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CENTRAL INTELLIGENCE AGENCY WASHINGTON, D.C. 20505 Name of Company or Organization Street Address City, State, ZIP Number This is a guide to standard practices in the Office of Communications Correspondence Handbook. These practices give the Office of Communications' letters uniform and distinctive character. The Handbook is divided into Chapters. Chapters I, II, III, IV, and V help you to prepare communications written from person to person. They may be formal letters or informal memorandums. Chapters VI, VII, VIII, and IX contain information on how to assemble correspondence and what materials to use for routing and mailing correspondence. Chapters X, XI, XII, and XIII contain information on research and development project approvals, spelling, compound words, punctuation, abbreviations, numerals, and word division. With these 13 Chapters, the Handbook should answer most of your questions about format and style and should enable you to work more easily. Please feel free to supplement the Handbook with specific rules that apply to your job. Keep it on your desk and use it often. By using it, you may become the working partner of the writer, who depends on you to present his work in an acceptable style. Enjoy the assurance that your work is set up in proper style. Name Title 1/ Enclosure OC Correspondence Handbook 2/ Distribution: Orig F, 1 - Addressee 1 - Originator 1 - OC-Record Copy X - as required Date: 15 Aril 19 0'-'4 e 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R0002001700 S-F-f -R-F.-T Approved For Release 2005/06/2 5: IC4A REF-7J4-00005R000200170001-4 EXHIBIT 7 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 1/ Typed on copies retained in CIA. Typed on the original, the courtesy copy, and external CIA information copies only when dictator so desires. 2/ Typed only on copies retained in CIA. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 Atk P' b0005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 A. GENERAL 1. Action papers, i.e., papers requesting DCI or DDCI approval for an Agency action will be forwarded to the Office of the Director in an original and one copy with attachments and will be routed to the DDCI and DCI through the Executive Director. After action, the original will be returned to the originating component where it becomes the official record copy. The originat- ing official is responsible for evaluating it for permanent or temporary retention. The carbon will be maintained in the Executive Registry for a period of six months; after which, it will be destroyed. 2. Information papers intended only to inform the DCI or DDCI (on other than substantive intelligence), will be forwarded to the Office of the Director in an original and two carbons. The original will be returned to the originating component after the DCI, DDCI, and Executive Director have been informed with an indication to that effect on the memorandum. (As indicated above, the original becomes the official record copy.) One carbon will be maintained in the Executive Registry for a period of 90 days for the purpose of additional reference, if required, and then destroyed. Officers attending interdepartmental meetings of importance to CIA should make a record of the meet- ings, indicating positions and recommendations of the CIA representative and, where appropriate, of others in attend- ance, and setting forth the actions required by CIA. These memorandums should be forwarded promptly to the Office of the Director. 3. Intelligence information memorandums for the DCI will be routed to him by the Executive Registry and the Executive Assistant with a copy each to the DDCI and the Executive Direc- tor. Unless there is some indication to the contrary, these will be destroyed after use. All components are enjoined to ensure that all raw intelligence, special reports, or other information of interest or concern to the principal officers of CIA or of the Government are promptly called to the attention of the Office of the Director. Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 4. Memorandums or letters going outside the Agency prepared for the DCI or the DDCI's signature should be transmitted to the Executive Registry with an original and one copy for the addressee, one copy marked for the "signing official", and one marked for the "Executive Registry". (Additional copies are to be determined by the originating office.) After signature, the letter or memoran- dum will be dispatched by the Executive Registry; one copy will be retained in the Registry, and the remainder will be controlled and disseminated as indicated by the office of origin. Sec- retaries should consult the senior secretaries within their own division or office for additional guidance on the preparation of memorandums and letters for the signature or approval of the DCI or the DDCI. It is the responsibility of the originating component to ensure that this material is properly prepared, coordinated, and assembled before it reaches the Office of the Director. 5. Memorandums and letters prepared by the Office of Com- munications for the DCI, the DDCI, or the Executive Director must be forwarded through the DD/S. 6. The DD/S requires two copies of each memorandum and letter prepared for his approval or signature. Distribution should be shown on the original of all approval papers prepared for the DD/S's signature. Example: A paper requesting the DD/S's approval would show the following distribution: Orig - D/CO, 2 - DD/S, and other necessary distribution. If the action required or recom- mended is to be taken by another component other than D/CO (originator) such as the Director of Personnel, the dis- tribution would read: Orig & 1 - OP, 2 - DD/S, 1 - D/CO etc. 1. Letterhead, bond, and tissue copy are available for memorandums and letters prepared for the signature of the Director and the Deputy Director. 2. Plain bond shall be used when addressing memorandums to the Director, Deputy Directors, and the Executive Director. Page 2 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 200510q/2,~C(AeQP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 Memorandums and letters prepared for the signature of the Director or the Deputy Director of Central Intelligence shall not be dated in the office of origin. Memorandums and letters addressed to the DCI and DDCI will be dated when signed. 1. Keeping in mind a "framed picture" appearance, set the margin accordingly. In most letters the address may be typed eight lines below the last line of the letterhead, flush with the left margin. The length of the letter will determine where the address should begin. The salutation is typed two lines below the address. Begin the body of the letter two spaces below the salutation and indent five spaces for each paragraph. The text is single spaced unless it is eight lines or less. (See examples of letter formats.) 2. The complimentary close for the Director is "Sincerely". The name and title will be centered five lines below the compli- mentary close. Example: Sincerely, (Name) Director a. For the DDCI the complimentary close and signature shall be: Sincerely, (Name) (Military title, if any) Deputy Director Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK b. Whenever the. DDCI signs in the absence of the Director, the signature will be shown as: Sincerely, (Name) (Military title, if any) Acting Director 3. Enclosures will be typed and identified on the original and all copies. 4. Identification of originator, typist, date of preparation, and the distribution of all copies will be shown on the internal copies only. 5. All envelopes, mailing slips, and document receipts will be prepared and attached in the office of origin. DCI signature tabs will be attached in the O/DCI. The order of assembly of the material is contained in Chapter VI, "Assembling Memorandums for Forwarding". On memorandums prepared for the signature of the DCI or DDCI: 1. The headings shall conform to general standards prescribed for other Agency memorandums. 2. Paragraphs will be numbered, except when the memorandum is addressed to the President or the memorandum consists of only one paragraph. 3. Five lines below the text and two spaces to the right of the center of the page, the signature of the Director of Central Intelligence shall be typed in initial caps, except on memo- randums, the DCI's name will be in all caps with the title centered immediately below. Four lines below the text and two spaces to the right of the center of the page, the signature of the Deputy Direc- tor of Central Intelligence shall be typed in initial caps. Example: Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 For the DCI (Name) Director (Name) (Military title, if any) Deputy Director 4. In the Director's absence, "Acting Director" is substi- tuted for "Deputy Director" and Office of the Director stationery is used. Example: (Name) (Military title, if any) Acting Director 5. When material is included with a memorandum for the signature of the DCI or the DDCI, the abbreviation, "Att", will be typed on all copies. If more than one, the number will be shown. 6. Recipients of information copies outside the Agency will be indicated on the original and all copies at the left margin two spaces below the last typed line by typing "cc" followed by the recipient. Example: cc: Attorney General 7. On memorandums addressed for the signature of the DCI or the DDCI, the distribution is shown on internal copies only. The distribution may be shown on the back of the page if the memo- randum fills the page. If an additional page is used, it should be properly titled to identify it with the body of the memorandum. 8. Attach a brief covering the memorandum explaining the purpose of the memorandum to be signed by the DCI. The entire file will be forwarded through the Deputy Director (Respective Component). a. The headings shall conform to the.-gePeral standards prescribed for Agency memorandums. Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/g62C_R_gDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK b. The first paragraph of the text shall state the pur- pose of the memorandum, approval, recommendation, information, etc., or indicate the paragraph in which the action is con- tained. Example: This memorandum is for information only. Particular reference is made to paragraphs and c. Paragraphs will be numbered and single spaced with double spacing between paragraphs. d. If material is transmitted with a memorandum to the DCI or DDCI, the abbreviation "Att" is typed on copies flush with the left margin, two lines below the signature line. If more than one attachment is transmitted, the number is indicated. Attachments may be identified in abbreviated form. Example: 2 Atts Att 1: Memo dtd 15 February 1969 Att 2: II Contract (2 cys) e. Do not show the distribution on the original and courtesy copy. A three-sentence summary will be prepared and dispatched to the Director's office immediately after a meeting or conversation with officials outside the Agency, especially on those which may determine or affect policy or which should be brought to the attention of the Director or the Deputy Director. Page 6 Date: 1S April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/062 f : ik-lFZDTP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 (Note: Memorandums to the President are double spaced.) Honorable (Name) Secretary of State Washington, D. C. 20520 Dear Mr. Secretary: (Find out if the person signing the letter knows the addressee personally, for instance, well enough to use his first name.) This is an example of a letter prepared for the signature of the Director of Central Intelligence. Letters will be forwarded to the Director through the Deputy Director for Support with a cover memorandum explaining the purpose of the letter to be signed by the Director. When a second page is required, use plain stationery; margins will correspond with those on the first page, and typing of the letter will begin four lines below the identification line. The succeeding pages are numbered with Arabic numerals, centered about one-half or three- quarters of an inch from the bottom of the page. Sincerely, (5 lines) (Name) Director (To be typed on file copies only.) D/CO:JDoe:ab(Date) Distribution: Orig $ 1 - Addressee 1 - ER 1 - DCI (signing official) 2 - DD/S 1 - D/CO 1 - OC-Record Copy (ems Deputy Director for Support Date: 15 April 1969 Page 1 Approved For Release 2005/06~2E2 :CCFAFF$~P74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 Page 2 OFFICE OF COMMUNICATIONS HANDBOOK Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK EXHIBIT 2 OCHB 70.20.1 Honorable (Name) American Ambassador City, Country Dear Mr. Ambassador: (Find out if the person signing the letter knows the addressee personally; for instance, well enough to use his first name.) This is an example of a letter prepared for the signature of the Deputy Director of Central Intelligence. Generally, this type of letter would be prepared for the signature of the Director. However, a notation accompanying the incoming letter stated that the letter be pre- pared for the Deputy Director's signature. A cover memorandum or brief explaining the purpose of the letter should also be prepared. The cover memorandum and the letter for signature should be forwarded through the Deputy Director for Support. The number of copies prepared should include an original and one for the addressee, one for the signer, one for the Executive Registry, two for the DD/S, and whatever additional copies the originator may decide. (Name) (Military title, if any) Deputy Director Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22-EClk4k[P74-00005R000200170001-4 EXHIBIT 2 OCHB 70.20.1 (Name) Deputy Director for Support D/CO:JDoe:ab(date) Rewritten:EA-DD/S:JHenry:bb(date) Distribution: Orig $ 1 - Addressee 1-ER 1 - DDCI (signing official) 1 - Originator's copy 1 - OC-Record Copy X - as required Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 &1-F74-00005R000200170001-4 Approved For Release 2005/0?L cLWRpP74-00005R000200170001-4 CENTRAL INTELLIGENCE AGENCY WASHINGTON, 0. C. 20505 MEMORANDUM FOR: Director of Another Agency Director of Federal Commission EXHIBIT 3 OCHB 70.20.1 1. This is an example of a memorandum prepared for the signature of the Deputy Director of the Agency. The same format will be followed in preparing a memorandum for the Director's signature. 2. Letterhead stationery for the Office of the Director or the Deputy Director of Central Intelligence is available. Tissue copies with corresponding letterheads should be used when courtesy copies are needed. Additional copies shall be prepared on plain tissue and a yellow copy for the OC-Record Copy. 3. A well-balanced appearance can be achieved by carefully con- sidering the length of the message and adjusting the margins carefully. The text should begin four lines below the subject line. The body of the memorandum is single spaced unless the text is eight lines or less. Double spacing will also be used when preparing a memorandum to the President. 4. Paragraphs should be numbered unless the memorandum contains only one paragraph. Paragraphs are never numbered in a memorandum to the President nor in a letter. Date: 15 April 1969 Page 1 Approved For Release 2005/Oi2C:-Ch ---F bP74-00005R000200170001-4 Approved For Release 2005/06/252 t_YNA RF174-00005R000200170001-4 EXHIBIT 3 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 5. A cover memorandum explaining the purpose of the attached memo- randum to be signed by the DDCI is required. These will be forwarded to the DDCI through the Deputy Director for Support. (4 Lines) (Name) (Military title, if Deputy Director Att (Identify if necessary) cc: General Counsel (To be typed on all copies retained in CIA.) D/CO:JDoe:ab(date) Distribution: Orig $ 1 - Addressee 1 - Originator's copy 1 - OC-Record Copy 1-ER 1 - DDCI (signing official) 1 - DD/S X - as required Page 2 Date: 15 April 1969 Approved For Release 2005/06/225 CJkE 2IZ4-00005R000200170001-4 S E -C-R-E-T Approved For Release 2005/06122 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK BRIEF FOR: Director of Central Intelligence SUBJECT : Inter-Agency Correspondence Standards EXHIBIT 4 OCHE 70.20.1 1. This Agency is contributing suggestions for the development of inter-agency correspondence standards in cooperation 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 standardization program. (Name) Director of Communications (Not to be typed on the original and courtesy copy.) Distribution: Orig $ 1 - Addressee 1 - Originator's copy 1 - OC-Record Copy 1 - DD/S Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06&?2-CtA= EJP74-00005R000200170001-4 MEMORANDUM FOR: Director of Central Intelligence THROUGH . Deputy Director for Support SUBJECT . Inter-Agency Correspondence Standards EXHIBIT 5 OCHB 70.20.1 1. This illustrates a memorandum submitted to the DCI for action and his approval signature. The first paragraph should state the pur- pose of the memorandum and request for the approval of the recommenda- tion in paragraph 2. The memorandum will include a space for an approval signature. If concurrence by the Deputy Director is necessary, prepare a concur- rence line. The originating officer is responsible for all coordina- tion before the paper reaches the Office of the Director. The origina- tor should also make certain that the file is properly assembled and all attachments included. (Name) Director of Communications Att (Identify) CONCURRENCE: Deputy Director for Support -mate The recommendation contained in paragraph is approved. (Name) Date Director of Central Intelligence Date: 15 April 1969 Page 1 S-E-C-R-E T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/( /Q2G Ii -MP74-00005R000200170001-4 EXHIBIT 5 OCHB 70.20.1 Distribution: Orig - Addressee (for return to action office via DD/S) 1 - ER 1 - DD/S (Chrono) 1 - DD/S (Subject w/held) 1 - OC-Record Copy 1 - information addressee X - as required NOTE: If, for instance, the DD/P, General Counsel, or any other office outside the DD/S were to sign CONCURRENCE on this approval memo, the con- currence lines would appear above the approval line. Page 2 Date: 1S April 1969 Approved For Release 2005/C6/22C- i4PRDP74-00005R000200170001-4 Approved For Release 2005/06/g2r--C1*1QR74-00005R000200170001-4 OFFICE OF COMMUNICATIONS MEMORANDUMS AND LETTERS ADDRESSED TO THE OFFICE OF THE DIRECTOR EXHIBIT 6 OCHB 70.20.1 1. Originators will ensure that all such memorandums open with a sentence similar to one of the three below: a. "This memorandum is for information only; particular reference is made to paragraphs , , and b. "This memorandum submits a recommendation for your approval; this recommendation is contained in paragraph c. "This memorandum suggests action on the part of the DCI (or DDCZ, Executive Director-ComptrTer", or DD/S); this action is contained in paragraph " 2. In the place provided for the approving signature, the follow- ing statement shall be typed: "The recommendation(s) in paragraph is (are) approved." On the same sheet requesting approval by the DCT, DDCI, or the Executive Director-Comptroller, provision will be made for the concurrence of the DD/S and other appropriate officers including a place for the date as shown on the following page. Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/&/2~ CIRDP74-00005R000200170001-4 EXHIBIT 6 OCHB 70.20.1 ORIGINATOR: (5 Zines) Director of Communications (5 Zines) OFFICE OF COMMUNICATIONS HANDBOOK Director of Logistics Date (5 Zines) Director o Personnel Date (5 Zines) Deputy Director for Support Date The recommendation contained in paragraph 4 is approved. Deputy Director o Central Intelligence Date Show full distribution pattern on all internal copies. Copies must be provided for all coordinators (2 cys always for DD/S). Memorandums or letters prepared for transmittal outside the Agency will provide for concurrence(s) on the carbon copy marked ER copy. Page 2 Date: 15 April 1969 Approved For Release 2005/06/512: E1X-lDP74-00005R000200170001-4 Approved For Release 2005/06 22-:CCPAP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK 3. In every case of a memorandum for the Office of the Director, that copy which is returned to the originating component is the official record copy. The originating official is responsible for evaluating it for permanent or temporary retention. 4. The procedures for the preparation of correspondence con- cerned with R&D project approvals are contained in Chapter X. 5. DO NOT USE STAPLES ON DCI MAIL--JUST BINDERCLIPS. 6. Informal guidance concerning the DCI's personal preferences in the format of correspondence are: a. He prefers addresses to be no longer than four lines, if possible. Example: Mr. John W. Smith, Director Department of ............. 0000 1st Street, N. W. Washington, D. C. 00000 Mr. John W. Smith Director Department of ............. 0000 1st Street, N. W. Washington, D. C. 00000 b. He prefers the memorandum format rather than a letter, even when replying to an incoming letter. Example: MRANDUM FOR: Honorable (Name) Secretary of State Date: 15 April 1969 EXHIBIT 6 OCHB 70.20.1 Page 3 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 6 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06122- CCi A DP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK EXHIBIT 7 OCHB 70.20.1 1. A courtesy copy of papers addressed to the Director of Central Intelligence or prepared for his signature will be provided for the Deputy Director of Central Intelligence. 2. Papers prepared for the signature of the Deputy Director of Central Intelligence will show one of the following signature lines, as appropriate: (Name) (Military Rank and Branch, if any) Deputy Director (Name) (Military Rank and Branch, if any) Deputy Director of Central Intelligence Date: 15 April 1969 Page 1 Approved For Release 2005/06 `IEIR1kD'74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 7 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER IV REVIEW, CONCURRENCE, APPROVAL, AND SIGNING AUTHORITY 1. Officials other than the originator shall indicate their review by signing above their organizational designation at the bottom of the OC-Record Copy. 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 memo- randum. 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 concurrences by the officials' surnames and titles. To provide for these signatures, type the word, "CONCURRENCE", flush with the left margin, four lines below the signature line. Beginning five lines below the word, "CON- CURRENCE", 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 flush with the left margin. To the right of the signature line, type a solid line for the date. Center and type the word, "Date", beneath this line. Repeat this arrangement for each concurring signature desired. Leave five lines between each signature line. Example: Director of Logistics Date Director of Personnel Date Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 3. On memorandums prepared for the signature of the DCI or the DDCI, one of the two copies forwarded for retention in the registry files will bear the signature and title of the originator and each concurring officer. The originator and concurring officials' signa- tures should be identified by the words, "ORIGINATED BY" and "CON- CURRENCES", respectively. The second copy for retention in the files of the O/DCI and all other Agency copies need not bear the signatures; typewritten names will suffice. B. INDICATING APPROVAL AS AN INTEGRAL PART OF A MEMORANDUM 1. To eliminate preparing additional memorandums at approv- ing 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 five lines 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. Two lines below, type in the approving official's name in initial caps and center his title beneath. Example: (Signature of Signer) (5 Zines) APPROVED: (2 Zines) Date John X. Doe Director of Communications 2. Consider the following requirements when an approval line is used: a. 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 of CIA or one of his Deputies. Page 2 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 b. Action of the approving official shall be indicated on all copies. c. Under no circumstances will information or file copies be distributed until action has been taken by the approving official. C. RESPONSIBILITY FOR REVIEW AND CONCURRENCES 1. It is the originating official's responsibility to secure all necessary reviews and concurrences within his organiza- tional element and to provide adequate routing of the memorandums to other offices for concurrence. "Provide adequate routing" includes a review of the assembled memorandums to ensure that routing slips bear the names of every office concerned. 2. Reviewing officials shall sign or initial originals and copies in the spaces provided. Qualified concurrences or non-con- currences shall be indicated and the reasons, therefor, typed to the right of the official'-s signature on the original and all copies of the memorandum. The copy for the reviewing official will be forwarded from the office of the signing official after the document is signed. 3. It is the responsibility of secretaries at concurring levels to type the names of concurring officials, the date the action was taken, and any other notations of concurrence or qualified concurrence on 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: Director of Personnel Date D. AUTHORITY TO SIGN MEMORANDUMS The authority to sign for the Director of Central Intel- ligence has been delegated by the Director to certain Agency officials. The authority to sign memorandums for the D/CO has been delegated by the Director of Communications to sub- ordinate levels. The following general rules apply: Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 1. Memorandums addressed horizontally shaZZ be signed by an official at the same ZeveZ as that of the addressee or by a person to whom specific authority has been delegated. 2. Memorandums directed upward shall be signed by or directed through the Chief of the element immediately below that of the official to whom addressed. 3. Memorandums directed downward shall be signed by or directed through the Chief of the element immediately above that of the official to whom addressed. Page 4 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/ 22C-jI,I RIDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK It is recommended that the verbal agreement described herein be concluded officially. John X. Doe Director of Communications Distribution: Orig & 1 - Addressee 1 - D/P 1 - D/0L 1 - D/CO 2 - DD/S 1 - OC-Record Copy X - as required Date: 15 April 1969 (2 Zines) (Name) Deputy Director for Support EXHIBIT 1 OCHB 70.20.1 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 1. The form of address, salutation, and complimentary close are frequently based on the background, experience, and personal relationship of the person signing the letter and the person receiving the letter, as well as on its purpose. 2. The following forms of address are conventional forms in general use. They may be varied under certain conditions. For example: "Honorable- may be replaced by a title such as "General", "Dr.", or "His Excellency". All Presidential appointees and federal and state elective officials are addressed as "Honorable". As a general rule, county and city officials, with the exception of mayors, are not addressed as "Honorable". A person once entitled to "Judge", "General", "Honorable", "His Excellency", or a similar distinctive title may retain the title throughout his lifetime. 3. In salutations to persons in positions that may be held by men or by women, only the title, "Mr.", is shown in the examples given here. When a woman occupies the position, the title, "Madam", is substituted for "Mr." before such formal terms as "President", "Vice-President", "Chairman", "Secretary", "Ambassador", and "Minister". The title, "Miss" or "Mrs. ", is substituted for "Mr." when the surname, rather than formal title, follows. 4. When inter-agency mail is delivered in Washington, D. C., by the official mail and messenger service, "Washington, D. C.," may be omitted from the letter and the envelope. Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 5. Open punctuation is used in addresses. Figures are used for numbered addresses and for numbered streets designated by the ordinals beginning with 10th. Numbered streets designated by ordinals below 10th are spelled out. Additional ZIP Code Numbers may be obtained from the Agency's Mail Room. 6. The forms of address, the address to be used in a letter, and the envelope, as well as the salutation and complimentary close for each type of correspondence, are shown in B. ADDRESSES 1. Agency a. Richard M. Helms Director of Central Intelligence b. R. E. Cushman, Jr. Lieutenant General, USMC Deputy Director of Central Intelligence c. Colonel L. K. White Executive Director-Comptroller d. Thomas H. Karamessines Deputy Director for Plans e. R. Jack Smith Deputy Director for Intelligence f. Carl E. Duckett Deputy Director for Science & Technology R. L. Bannerman Deputy Director for Support h. John W. Coffey Assistant Deputy Director for Support i. John R. Tietjen Director of Medical Services Page 2 Date: 15 April 1969 25X1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 25X1A9A 3. k. Lester E. Bush Director of Finance 1. George E. Meloon Director of Logistics m. Robert S. Wattles Director of Personnel n. Howard J. Osborn Director of Security o. Hugh T. Cunningham Director of Training 25X1A6A 2. Non-Agency a. Honorable William P. Rogers Secretary of State Washington, D. C. 20520 b. Honorable Melvin R. Laird Secretary of Defense Washington, D. C. 20301 Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 25X1A6A Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET is 3 U- TtC O O W CL 0 ~a 3 C N Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER VI ASSEMBLING MEMORANDUMS FOR FORWARDING 1. Final responsibility for the correct assembly of memo- randums rests with the originator. (See Chapter 1, Para. U, EXHIBIT 1). Memorandums correctly assembled will include the following items, as appropriate, in the sequence indicated: a. Transmittal or Routing Slip, Routing and Record Sheet, as appropriate. b. Original and courtesy copy, if any, clipped together. (On external memorandums protect original with thin tissue.) c. Addressed penalty indicia or plain envelopes, as appropriate, for the original and courtesy copy with a postage slip attached, if required. d. Information copies for addressees outside CIA with addressed envelopes and completed postage slips attached, if required. e. Information copies (or concurring officials' copies) for distribution within the Agency with addressed routing slips stapled to the copy. f. OC-Record Copy (yellow tissue) for OC-A/RMB. g. Original incoming memorandums, enclosures, etc., and any other material to be attached to the OC-Record Copy as part of the official file on the memorandums. Date: 15 April 1969 Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK h. Extra copy (or copies) for the Director or Deputy Director of Central Intelligence. If the signing official is either the DCI or DDCI and the (yellow tissue) OC-Record Copy is to be retained at either of these levels, prepare an additional copy on plain yellow tissue for OC-A/RMB. There- fore, an extra copy (or copies) will be prepared on plain white tissue as appropriate for the DD/S and the Office of the Director. i. Return copy (if desired) with addressed routing slip for its return. j. Reference material for return to reference sources. k. "Hold Back" copy (if desired). 2. In addition to the foregoing: a. A completed Document Receipt, Form 615, be attached to each original or copy requiring a receipt in accordance with current CIA Security Regulations. b. Copies for distribution within the Agency will be designated by a check mark beside the office designations indicated under "Distribution". If the distribution of copies is within an office and such a means of indicating distribution is adequate for routing, routing slips need not be attached to the copies. c. Enclosures will be attached by clips to the original or copies transmitting them. Do not use staples on DCI mail--just bindercZips. d. Assembly reference tabs will be attached whenever their use will expedite the review and approval of memo- randums. DCI signature tabs should not be attached in the office of origin. These will be attached in O/DCI. e. The completed assembly should include all necessary routing slips, envelopes, receipts, and postage slips properly completed and attached to respective material. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 f. If necessary, material should be fastened together with paper clips and made a part of the completed assembly by binder clips. Staples should be used with discretion; con- sideration being given to the amount and type of handling the memorandums may receive. g. If it is anticipated that memorandums will receive considerable handling, a backing sheet of bond paper or heavier stock should be attached to protect the back pages. B. FORWARDING MEMORANDUMS Memorandums will be assembled and forwarded through pres- cribed channels to OC-A/RMB for control, processing, and for- warding. Only transmittal media complying with the security requirements of current CIA security regulations will be used. Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005?Y~2 FA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOKS EXHIBIT I OCHB 70.20.1 TRANS- MITTAL OR ROUTING SLIP KEY: Numbers in parenthesis denote sequence of arrangement of file. (4) ENVELOPE FOR ORIG. & COURTESY C/ AI ORIGINAL AND COURTESY COPY, CLIPPED TOGETHER INFORMATION COPIES FOR. ADDRESSEES OUTSIDE CIA Bind with clips rather than with staples. ORIGINAL INCOMING MEMORANDUMS EXTRA COPY (OR COPIES) FOR DCI OR DDCI Denotes requirement only if memorandums are prepared for signature of either the DCI or DDCI. REFERENCE MATERIAL FOR RETURN TO REFERENCE SOURCES ff Date: 15 April 1969 INFORMATION COPIES FOR DISTRIBUTION WITHIN CIA UC-RECORD COPY (yellow Tissue) Ilil "HOLD BACK" COPY (If desired) Place envelopes vertically behind original (and courtesy copy if there is one) of outgoing memorandums. REFERENCE TABS Page 1 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET 0 SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 ENVELOPES AND MAILING When mail is prepared for transmittal, it is important that the proper envelope is used to ensure correct handling. Window envelopes should be used whenever possible. When a window envelope cannot be used for security reasons, select a regular envelope of the appropriate size. The Agency uses both penalty indicia and plain envelopes, as well as penalty indicia labels on packages. The penalty clause, "Penalty for Private Use to Avoid Payment of Postage $300", appears in the upper right corner of the penalty indicia envelopes and labels. The following types of envelopes are available (some contain preprinted Agency addresses): 1. Penalty Indicia Envelopes White envelopes, 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8" White window envelopes, 8 7/8" x 3 7/8" Manila envelopes, 12" x 9 1/2" Labels, gummed, 5" x 3" 2. Plain Envelopes White envelopes, 3 1/2" x 6", 8 7/8" x 3 7/8", and 9 1/2" x 4 1/8" White with opaque shading inside, 8 7/8" x 3 7/8" and 9 1/2" x 4 1/8" White window envelopes, 8 7/8" x 3 7/8" White, Air Mail, red and blue border, 8 7/8" x 3 7/8" (both plain and opaque shading inside) and 9 2/1" x 4 1/8" manila envelopes, various sizes from 5 7/8" x 3 3/4" through 18" x 14 1/2". Date-: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 3. Multipurpose Envelopes The multipurpose envelopes are encouraged for internal routing. These envelopes are designed with a window pocket attached to the outside to accommodate a courier receipt being used as an address label, a 3" x 5" card, or paper on which the address is written. The envelopes may be reused by removing the addressed paper or card and inserting a new one properly addressed. Multipurpose envelopes are available in manila sizes 12" x 10" and 16" x 10". 4. Chain Envelopes U. S. Government messenger envelope, Form 65, sizes 12" x 9 1/2" and 16" x 12" may be used for sending material between government offices and agencies unless prohibited by security or operational requirements. When using the chain envelope, enter the Stop Number (if known) for the addressee's agency in the space labeled "Stop". The use of penalty indicia in lieu of postage stamps is a matter of convenience and economy to the government. Official mail qualifying for transmission under penalty indicia is broadly limited to official letters, memorandums, enclosures, etc., that are reasonably related to the subject matter of the material. Penalty indicia should not be used for: 1. Mail on which additional postage is required, such as air mail, mail for most foreign countries, or mail weighing over four pounds. 2. Personal mail and other unofficial mail, even though a postage stamp is affixed over the penalty clause. 3. Inner envelopes used for double sealed material. 4. Mail sent outside the Post Office channels (by messenger or courier). In addition, do not place labels on penalty indicia envelopes. Page 2 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 1. In addressing an envelope, begin typing approximately one- half the depth and one-half the width of the envelope. Single space the name and address in block style. The envelope address will be the same as the address on the letter. 2. If memorandums are to be dispatched by special delivery or registered mail, type the words "SPECIAL DELIVERY" or "REGISTERED MAIL" in all caps, two lines above and flush with the address. 3. If memorandums are to be dispatched by AIR MAIL, no special instructions are necessary provided an air-mail envelope is used. If an air-mail envelope is not available, use a plain white envelope without a penalty indicia. Type the words, "AIR MAIL", in all caps, two lines above and flush with the address. 4. Inter-Agency Mail - If contents of mail being sent to another government agency is unclassified, indicate on the envelope the addressee, the room, and Stop Number. Do not use a penalty indicia envelope. (Delivery is made by U. S. Official Mail and Messenger Service.) 5. If memorandums are classified either SECRET or CONFI- DENTIAL and are to be transmitted outside the Agency, attach two envelopes properly addressed. 6. If memorandums are classified, attach Form 240, Courier Receipt. Indicate the office, room number, and building. Do not include the Stop Number. (Delivery is made by Agency courier.) E. ADDRESSING INTER-OFFICE MAIL 1. The incorrect addressing of inter-office mail results in transmission delays and places an unwarranted burden on the courier- messenger service. Personnel forwarding material shall ensure that addresses contain the following information: Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK a. Office of origin. b. Office designation of addressee (position title or name may be added if desired). c. Building designation. 2. In the few instances where it is necessary to expedite delivery, the envelope or package may be marked "Direct Delivery" or "Deliver to Addressee" in addition to information required in paragraphs a through d above. Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET ? SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER VIII MATERIALS FOR ASSEM LING AND FORWARDING MEMOR4NDUMS This form is an invaluable aid to Officials reviewing memo- randums. It is particularly helpful whlen memorandums are bulky or are to be reviewed for concurrence or approval by several officials. Reference tabs are designed for repeated use. They are attached with paper clips. These tabs are available at the Building Supply Offs; ce OFFIIAL FIL COY N T O cn 3 V 321f .IVNOIS W CONCUR B. PRIORITY TAG, Form 160 This form aids in expediting the routing and processing of memorandums whenever other than routine handling is required. The tag is colored red, size 3" x 1 1/2", and is reusable. PRIORITY Form No. 1 Dec 56 1 60 Use Previous Editipns (13) Dates 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK C. TRANSMITTAL SLIP, FORM 241 This slip is used for transmitting memorandums 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 1 FFEB ORM 55-24 1 REPLACES FORM 36-8 WHICH MAY BE USED. Page 2 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1 D. OFFICIAL ROUTING SLIP, FORM 237 Memorandums or other material routed in consecutive order to two or more parties in Headquarters are transmitted by Official Routing Slips. SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM UNCLASSIFIED CONFIDENTIAL SECRET OFFICIAL ROUTING SLIP TO NAME AND ADDRESS DATE INITIALS 1 2 3 4 S 6 ACTION DIRECT REPLY PREPARE REPLY APPROVAL DISPATCH RECOMMENDATION COMMENT FILE RETURN CONCURRENCE INFORMATION SIGNATURE Remarks: FOLD HERE TO RETURN TO SENDER FROM. NAME. ADDRESS AND PHONE NO. DATE UNCLASSIFIED CONFIDENTIAL SECRET "TER"' 237 Use prIYious editions GPO : . 68 O - 197-511 (40) 1-67 Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 E. ROUTING AND RECORD SHEET, FORM 610 The extent of review and concurrence in offices through which memorandums may pass is often indefinite. Therefore, for memo- randums of more than a routine nature, provisions should be made for extended routing. The form provides space for added comments and serves as a protective covering over the original. ^ CONFIDENTIAL ^ SECRET ROUTING AND RECORD SHEET SUBJECT: )Optional) FROM: EXTENSION NO. DATE TO: )OINcer designation, room number, and building) DATE OFFICER'S COMMENTS )Number each comment to how from whom INITIALS ID whom. Draw a Tine aness column after each comment.) 2. 3. 4. 8. 9. 10. 11. 12. 13. 14. 15. Page 4 ^ UNCLASSIFIED ^ USERONLY 610 MITI ^ SECRET ^ CONFIDENTIAL ^ EN^ UNCLASSIFIED INTERNAL y Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 F. COURIER RECEIPT AND LOG RECORD, FORM 240 All envelopes or packages containing material classified CONFIDENTIAL and above, transmitted between buildings within or outside CIA, are customarily accounted for by a Courier Receipt. Receipts are prepared in an original and two copies. Copy one is inserted in the window pocket or securely attached to the envelope or package without a window pocket. Copies two and three contain logging information for use by the originator and the recipient. When log data has been added to the Courier Receipt, copy three shall be inserted inside the package to be delivered to the addressee. Copy three becomes the log record in the receiving office. FROM NDI1180051 - ---- - DATE TYPE OF MATERIAL ENVELOPE (S) TO: PACKAGE (S) OTHER ORIGINATOR: Do NOT COMPLETE THIS COPY BELOW THIS LINE. REMOVE THIS COPY IF LOG DATA IS TO BE ADDED ON COPIES 2 AND 3. INSERT ONLY THIS COPY IN THE WINDOW POCKET. OR ATTACH SECURELY TOENVELOPE OR PACKAGE WITHOUT A WINDOW POCKET. SIGNATURE OF RECIPIENT (NOT INITIALS) DATE AND TIME OF RECEIPT COURIER'S RECEIPT Fi FORM 240 USE PREVIOUS (24-25) 6.60 EDITIONS COURIER RECEIPT AND LOG RECORD MFG. 10-67 Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK G. DOCUMENT RECEIPT, FORM 615 A Document Receipt is required for all memorandums classified SECRET or CONFIDENTIAL, transmitted outside CIA. Its use is optional for classified memorandums transmitted within the Agency. Document Receipts are prepared in an original and one copy. The original is transmitted with the memorandum; the duplicate copy is retained by OC-A/RMB until the original bearing the recipi- ent's signature is returned. The duplicate copy is then destroyed. CENTRAL INTELLIGENCE AGENCY DOCUMENT RECEIPT NOTICE TO RECIPIENT Sign and Return as Shown on Reverse Side COURIER REC. NO. DATE SENT SENDER OF DOCUMENT(S) ROOM BLDG. DATE DOCUMENT(S) SENT DES CRIPTION OF DOCUMENTS SEN T CIA NO. DOCUMENT DATE COPIES DOCUMENT TITLE ATTACHMENTS CLASS RECIPIENT ADDRESS OF RECIPIENT SIGNATURE (ACKNOWLEDGING RECEIPT OF ABOVE DOCUMENT(S)) OFFICE DATE OF RECEIPT TO: CIA RECIPIENT Place signed receipt in outgoing messenger box for return to sender of document through agency messenger service. TO: NON-CIA RECIPIENT Place signed receipt in envelope and transmit to: P CENTRAL INTELLIGENCE AGENCY 2430 E STREET NW. WASHINGTON 25, D.C. Stop 64 L Page 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 H. REQUEST FOR POSTAGE, FORM 239 1. A Request For Postage form shall be completed and attached to each memorandum which will require special postage or handling. In completing the form, indicate the type of mailing service desired, and fill in each pertinent space, except the box marked for use by "Central Mail Only". In addition, type the words, "DO NOT METER", if for security reasons the postage should not be affixed by a postage meter. NOTE: A single Request For Postage may be used to cover each letter in the group of Letters if each letter in the group requires only first class postage. For such cases, type the word, "various", in the addressee box on Form 239, followed by the number of addressees in parentheses. Attach a listing of these addressees. 2. Request For Postage forms will be required when the originator of registered memorandums desires a Return Receipt Card for Registered Mail, Post Office Form 3811. SEE INSTRUCTIONS ON REVERSES DE. tOR 7-62 239 Use previous editions REQUIRED SERVICES ^ FIRST CLASS ^ PARCEL POST ^ OTHER (EXPLAIN FULLY) ^ AIR MAIL ^ FILM OR BOOK RATE ^ SPECIAL DELIVERY ^ INSURED (VALUE ^ REGISTERED ^ SPECIAL HANDLING ^ RETURN RECEIPT' ^ DELIVER TO ADDRESSEE ONLY* 'AVAILABLE ONLY ON REGISTERED AND INSURED MAIL ADDRESSEE CENTRAL MAIL ONLY ADDRESS DISPATCHED DATE TIME CLERK ORIGINATING OFFICE POSTAGE AFFIXED DATE I EXTENSION BY Date: 15 April 1969 Page 7 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Page 8 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET 0 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER IX REGISTERED MAIL AND OFFICE OF SECURITY MAILING PROCEDURES A. GENERAL United States postal regulations require that return addresses on registered mail include the name of the Agency. Domestic memo- randums and letters with a defense classification of SECRET or CONFIDENTIAL forwarded outside the Agency by the Office of Communi- cations as registered mail will be accompanied by a completed Form 239, EXHIBIT 1, or Form 1637, EXHIBIT 2. B. PROCEDURES Each Office of Communications component is responsible for preparing the envelopes and the documentation required for all correspondence it forwards through registered mail facilities. 1. The return address to be used for official overt domestic mail when there are no security restrictions is: CENTRAL INTELLIGENCE AGENCY WASHINGTON, D. C. 20505 Penalty indicia envelopes will be used. The return address will be placed in the left corner above the notation, "official business", and needs no other sender identification. 2. Mail forwarded as registered mail using the Agency as the return addressee is to be accompanied by a copy of Form 239, "Request for Postage", with the appropriate blocks completed. (See EXHIBIT 1.) The originating office should be shown as "OC" with the originator's true name on the form. 3. When the identity of the Agency must be protected, letter drops are to be used. These return addresses are to be obtained from OC-A. Penalty indicia envelopes will not be used. Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 4. Mail forwarded with a letter drop as the return address is sent to the Office of Security Mail Room and is to be accompanied by Form 1637, "Request for Office of Security Mailing", rather than Form 239. This form is to be completed as shown. (See EXHIBIT 2.) The true name of the originator may also appear on the form as the sender. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005 2 :I-RDP74-00005R000200170001-4 SEE INSTRUCTIONS ON REVERSE SIDE 25X1A5A1 EXHIBIT 1 OCHB 70.20.1 ^ FIRST CLASS ^ PARCEL POST ^ OTHER (EXPLAIN FULLY) IILd. AIR MAIL ^ FILM OR BOOK RATE ^ SPECIAL DELIVERY ^ INSURED (VALUE REGISTERED ^ SPECIAL HANDLING ^ RETURN RECEIPT' ^ DELIVER TO ADDRESSEE ONLY' 'AVAILABLE ONLY ON REGISTERED AND INSURED MAIL ORIGINATING OFFICE OC (Sender's True Name DATE I EXTENSION IS Feb 69 7-?62 239 Use previous editions REQUEST FOR OS MAILING I NO. 214374 SECTION I THIS SECTION FOR SENDER'S USE ONLY (TYPE OR PRINT) A NO. MAIL AT (CITY A STATE( 169479 Washington, D. C 20005 METHOD OF MAILING (CHECK AS APPROPRIATE) ADDRESSEE AIR SPECIAL FIRST RECEIPT U. S. ARMY COMMUNICATIONS I MAIL I I DELIVERY )Q( CLASS XX REGISTERED REQUESTED SERVICE GROUP PARCEL OTHER: ADDRESS POST (EXPLAIN) NAME OF SENDER OC (Sender' s True Name OFFICE EXTENSION SECTION 11 THIS SECTION S USE ONLY INITIALS OF RECIPIENT DATE RECEIVED REMARKS SENDER'S COPY FORM 1637 11-59 FORM 1637 11-59 5X1A5A1 FIELD OFFICE COPY FORM 1637 11-59 Date: 15 April 1969 Page 1 Approved For Release 2005706%2Z-R FA-r DP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET as M o a 0 3 m a 4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER X RESEARCH AND DEVELOPMENT PROJECT APPROVALS A. GENERAL Research and Development Project Approvals are prepared as out- lined below. Those in excess of $50,000 will be forwarded to the DD/S for his approval; and those in excess of $150,000 will be sub- mitted through the DD/S and the Office of Planning, Programming, and Budgeting for concurrence, then to the Executive Director- Comptroller for his approval. 1. The Office of Communications will continue block sub- mission of completed Research and Development Catalog Forms in support of financial plans and research and development programs each fiscal year. 2. As individual project approvals on current year contracts are requested, those in excess of $50,000 will be prepared in similar form and submitted through the DD/S, the Office of Plan- ning, Programming, and Budgeting for concurrence, then to the Deputy Director of Central Intelligence for approval. These requests will be forwarded under cover of a brief memorandum for the signature of the D/CO. 3. Only when significant changes occur in any project (i.e., change in end result, substantial change in cost) from the time the original Research and Development Catalog Form was completed and forwarded to the Office of Planning, Programming, and Budget- ing, will it be necessary that a new catalog form accompany the individual project approval request. In such case, the cover memorandum shall include a brief statement that some changes have occurred, and accordingly, there is forwarded revised Research and Development Catalog Forms (4 copies) for the Office of Planning, Programming, and Budgeting. Date: 1S April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 4. In completing the Research and Development Catalog Forms and in preparing Research and Development Project Approval Requests, complicated terms and highly technical phrases are to be avoided. Clear and brief statements, under the specific heading outlined in the attached EXHIBIT 1, are encouraged. 5. With reference to EXHIBIT 1, Paragraph VI, "Coordination", it is required that substantiating material recording specific internal or external coordination actions be maintained for review as required by the D/CO or higher reviewing officials. 6. The project number should be included in the subject line on all covering memorandums requesting project approval. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 RESEARCH AND DEVELOPMENT PROJECT APPROVAL REQUEST I. IDENTIFICATION Under what category of Agency Program Activity will project be undertaken; by what component; included in financial plan and at what level; if not what prompted initiation now; any internal designation? What is requirement for this effort, what will be resulting product, how will it be used, what is advancement over existing capabilities? III. BACKGROUND Substantive and/or operational justification, previous or existing means of meeting problem pertinent operational experience. IV. TECHNICAL SPECIFICATIONS Technical data as applicable and in sufficient detail to per- mit reasonable evaluation by qualified staff elements within the requesting component, but at the same time this section should not incorporate full specifications as might be worked up by the contractor. V. CONTRACTOR AND FINANCIAL ARRANGEMENTS Name of firm; others considered; reason for choice; cost; duration; guidance for Headquarters, etc. VI. COORDINATION Within the Agency; with other governmental departments; with academic or business institutions as appropriate. Date: 1S April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 EXHIBIT 1 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK VII. SECURITY Within the Agency; within the contracting firm or institu- tion; other aspects. Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER XI CAPITALIZATION, SPELLING, AND COMPOUND WORDS A. GENERAL 1. Problems of capitalization which most often arise in Government correspondence are covered in this Chapter. Commonly used principles are briefly stated, and then supported by examples. For words or terms not included here, correct practice can be determined by relating them to the principles that are given. Also see the Government Printing Office Style Manual for other points on capitalization. 2. Two main rules govern use of capitals: (a) Proper nouns, titles, and first words are capitalized, and (b) common nouns are not capitalized unless they have gained the status of proper nouns. Consistency in capitalizing is important. Once a practice has been adopted, for example, capitalizing a word for emphasis, that prac- tice should be carefully followed throughout the piece of writing. B. PROPER NOUNS 1. Names of persons, places, and things. a. Capitalize names of persons, places, and things; and their derivatives which retain proper noun meanings: John Macadam, Macadam family Italy, Italian Capitol in Washington, D. C. b. Do not capitalize names which have become common, or their derivatives which have general meanings: italics, italicize roman (type) a State capitol Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 2. Common nouns used as proper nouns. a. Capitalize common nouns used as parts of proper names and of titles: Union Station Budget and Accounting Procedures Act Appendix C Column 2 Exhibit D7 b. Do not capitalize when used as a substitute for a name, or to denote time, sequence, or reference: the railway station in Washington act of 1951 a part of appendix C in column 2, page 3 a reprint of.exhibit D7 c. Capitalize common nouns when used alone as a well-known short form of a proper name: British Commonwealth: the Commonwealth Union of South Africa: the Union United States: the States d. Do not capitalize when used in a general sense: a commonwealth of nations a union between families state's evidence e. Capitalize plural forms of common nouns when used as part of a proper name: Seventh and I Streets State and Treasury Departments Page 2 Date: 1S April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 f. Do not capitalize when used in a general sense: two old streets executive departments 3. Names of organized bodies. (1) Capitalize titles of the Federal Government and its units, and their shortened forms. Capitalize other substitutes only to show distinction: The U. S. Government: the Federal Government, the National Government, the Government American Embassy: the Embassy Department of Defense: Military Establishment, Armed Forces U. S. Army: the Army, Regular Army, the Infantry, 81st Regiment, Army Band U. S. Navy: the Navy, Navy (Naval) Establish- ment, Marine Corps (2) Do not capitalize when used in a general sense, or when referring to other than a Federal Government unit: democratic government, a federal union, two national governments, city government a foreign embassy: also the consulate, the consulate general a defense establishment, armed forces exploring the area, also armed services an army, Grant's army, infantrymen, the regi- ment, the March King's band naval shipyard, naval station corps of fighting men b. International organizations. (1) Capitalize names of international organizations: Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK United Nations: the Security Council, the Assembly, the Secretariat, the International Court of Justice World Health Organization (2) Do not capitalize when used in a general sense: united nations in the Middle East, a council of citizens, a town assembly, a secretariat for the director, a citizen's court funds for a health organization c. Names of other organized bodies. (For names of Federal Government units and international organizations, see paragraphs a and b preceding.) (1) Capitalize names of other organized bodies when used as titles: Virginia Assembly, West Virginia House of Delegates California State Highway Commission: Highway Commission of California (2) Do not capitalize when used in a general sense: the assembly, the State senate, the house of delegates in West Virginia the highway commission, the commission for highway construction 4. Names of members of organized bodies. a. Capitalize names of members of organized bodies to distinguish them from the same words merely in a descriptive sense: a Representative (Member of Congress) a Republican (member of a political party) Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 b. Do not capitalize when used in a general sense: a representative of a group a republican form of government 5. Official designations of countries, domains, and their divisions. a. Capitalize names of countries and their divisions when used as proper names, as parts of proper names, or as proper adjectives: United States: the Republic, the Nation, the Union New York State: the Empire State U. S. S. R. (Union of Soviet Socialist Republics): Cominform (Communist Information Bureau), Com- munist International b. Do not capitalize when used in a general sense: a republic, two nations, national income, union of States (U. S.) church and state a socialist form of government, experiment in com- munism 6. Names of regions, localities, and geographic features. a. Capitalize names of regions, localities, and geo- graphic features when used as proper names: Equatorial Africa the Middle East (Asia) the Continent b. Do not capitalize terms used to denote mere direct- ion or position: equatorial countries middle east of the State continental boundaries Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 1. The Government Printing Office recognizes Webster's New International Dictionary as the guide to spelling. To achieve further standardization, the Government Printing Office lists in the Style Manual the preferred forms of many of the words that are spelled more than one way in Webster's. 2. The spelling of geographic names should conform to the decisions of the U. S. Board on Geographic Names. In the absence of a decision by the Board, the U. S. Directory of Post Offices is used for names in the United States and its possessions. D. PREFERRED SPELLING abridgment acknowledgment adapter adjuster adviser aging aline anesthetic appall ascendance aye barreled, barreling beveled, beveling biased blond boulder brier buses caliber canceled, canceling, cancellation catalog channeled, channeling cigarette coconut combated, combating connector consignor converter conveyor councilor counseled, counselor, counseling defense descendant development diagramed, diagraming dialed, dialing dike disk draft drought employee enclose enclosure entrust equaled, equaling esthetic exhibitor favor flier focused, focusing forbade fulfill fuse gasoline goodby graveled, graveling gray intern jeweled, jeweler, jeweling judgment kerosene kidnaped, kidnaper, kidnaping labeled, labeling leveled, leveler, leveling libeled, libeler, libeling license likable maneuver Page 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 marshaled, marshaling marvelous medieval meter modeled, modeling mold monolog movable nonplused offense penciled, penciling percent subpena plow sulfur practice theater programed, programer, totaled, totaling programing traveled, traveler, reconnaissance traveling referable visa, visaed signaled, signaling vitamin skillful willful stenciled, woolen stenciling woolly worshiped, worshiper, worshiping E. PLURAL FORMS 1. In forming the plurals of compound terms, make the significant word plural. a. Significant word first: adjutants general ambassadors at large attorneys general commanders in chief b. Significant word in middle: assistant attorneys general assistant chiefs of staff assistant comptrollers general deputy chiefs of staff c. Significant word last: assistant attorneys assistant commissioners lieutenant colonels vice presidents Date: 15 April 1969 Page 7 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 d. Both words of equal significance: Bulletins Nos. 27 and 28; but Bulletin No. 27 or 28 men buyers e. No word significant in itself: hand-me-downs jack-in-the-pulpits 2. When a noun is hyphened with an adverb or preposition, make the noun plural. goings-on hangers-on listeners-in lookers-on makers-up passers-by 3. When neither word is a noun, make the last word plural. also-rans come-ons go-betweens higher-ups 4. To form the plural of nouns ending with fuZ, add s at the end. If it is necessary to express the idea that more than one container was filled, write the two elements as separate words and make the noun plural. five bucketfuls of the mixture (one bucket filled five times) five buckets full of earth (separate buckets) three cupfuls of flour (one cup filled three times) three cups full of coffee (separate cups) 5. The plurals of these words may cause difficulty. appendix, appendixes basis, bases crisis, crises curriculum, curriculums datum, data formula, formulas maximum, maximums medium, mediums or media memorandum, memorandums minimum, minimums minutia, minutiae parenthesis, parentheses phenomenon, phenomena plateau, plateaus stimulus, stimuli synopsis, synopses Page 8 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 F. DOUBLED CONSONANTS When a suffix beginning with a vowel is added to a word ending in a single consonant preceded by a single vowel, double the conson- ant if (a) it ends a word of one syllable, or (b) it ends an accented syllable. bag, bagging rob, robbing but total, totaled get, getting corral, corralled travel, red, reddish transfer, transferred traveled 1. Use a before words beginning with consonants, except words beginning with a silent h. Also use a before words spelled with initial vowels that combine consonant and vowel sounds. a procedure a union a one-sided argu- a hotel a European atlas ment a humble man but an hour 2. Use an before words beginning with vowels, and words beginning with a silent h. an order an herbseller an initial an honor A compound word conveys a unit idea that is not as clearly conveyed by separate words. The hyphen not only unites but sepa- rates the component words, and thus aids readability and correct pronunciation. 1. Omit the hyphen when words appear in regular order and the omission causes no confusion in sound or meaning. book value living costs training ship census taker mountain laurel violin teacher eye opener patent right Date: 15 April 1969 Page 9 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 2. Compound two or more words to express an idea that would not be as clearly expressed in separate words. bookkeeping gentlemen forget-me-not right-of-way 3. In a derivative of a compound, keep the solid or hyphened form of. the original compound, unless otherwise indicated for particular words. footnoting praiseworthiness ill-advisedly X-rayer J. SOLID COMPOUNDS 1. When any, every, no, and some are combined with body, thing, and where, type as one word. Type as separate words some one, every one, and similar combinations which refer to a particu- lar person or thing. To avoid mispronounciation, type no one as two words at all times. anybody anywhere nobody somebody anyone, but everybody no one someone any one thing everything nothing something anything everywhere nowhere 2. Type as one word compound personal pronouns. herself myself ourselves yourself himself oneself themselves yourselves itself 3. Type as one word compass directions consisting of two points, but use a hyphen after the first point when three points are combined. northeast north-northeast Page 10 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET 40 is Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 PUNCTUATION Punctuation marks are to the reader what road signs are to the driver. They make it easier to read and understand what someone has written. There are rules, but there are also many exceptions. Some punctuation marks may be substituted for others, without chang- ing the meaning of a sentence or without making it less clear. Good sentences usually need few punctuation marks. The Government Printing Office Style Manual treats punctuation in detail. B. APOSTROPHE 1. Use the apostrophe: a. To indicate contractions or omitted letters. I've it's (it is) TV'ers b. To indicate the coined plurals of letters, figures, and symbols. three R's 5's and 7's c. To show possession. Add 's when the noun does not end with an s sound. Add only the apostrophe to a noun that ends with an s sound. officer's Co.'s Joneses' Mars' Cos.' Schmitz' hostess' Jones' (1) To show possession in compound nouns, add the apostrophe or 's to the final word. brother-in-law's secretary-treasurer's Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK (2) To show joint possession in nouns in a series, add the apostrophe or 's to the last noun. (3) To show separate possession in nouns in a series, add the apostrophe or 's to each noun. John's, Thomas', and Henry's ratings (4) To show possession in indefinite pronouns, add the apostrophe or 's to the last component of the pronoun. someone's desk somebody else's books others' homes 2. Do not use the apostrophe: a. To form the possessive of personal pronouns. theirs yours hers its b. To form the plural of spelled-out numbers, of words referred to as words, and of words already containing an apostrophe. Add 's, however, if it makes the plural easier to read. twos and threes ifs, ands, and buts, yeses and noes do's and don'ts which's and that's c. To follow names of countries and other organized bodies ending in s, or after words more descriptive than possessive (not indicating personal possession), except when the plural does not end in s. United States control children's hospital United Nations meeting merchants exchange Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1 Use the colon: 1. To separate an introductory statement from explanatory or summarizing material that follows: The board consists of three officials: Chairman, vice chairman, and recorder-secretary. Give up conveniences; do not demand special privileges; do not stop work: these are necessary while we are at war. 2. To introduce formal statements, questions, or quotations: The committee stated the principle thus: In our foreign relations, people instead of governments are our first concern. The following question came up for discussion: What policy should be adopted? Ile said: (If the quotation is not more than one sentence, use a comma instead of a colon.) 3. To follow introductory headings which lead directly to subentries: Policy: General: Salaries Responsibilities Specific: a. To separate words or figures that might otherwise be misunderstood or misread: To John, Smith was very helpful. What the difficulty is, is not known. Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 b. To set off introductory or explanatory words that pre- cede, break, or follow a short direct quotation. The comma is not needed if a question mark or an exclamation point is already part of the quoted matter: I said, "Don't you understand the question?" "I understand it," she replied, "but I disagree with the answer." "Why?" he said. "It's unreasonable!" she exclaimed. c. To indicate the omission of an understood word or words: Then he was enthusiastic; now, indifferent. d. To separate a series of modifiers of equal rank: It is a young, eager, and intelligent group. but Ile is a clever young man. (No comma when the final modifier is considered part of the noun modified.) e. To follow each of the members within a series of three or more when the last two members are joined by and, or, or nor. horses, mules, and cattle by the bolt, by the yard, or in remnants neither snow, rain, nor heat by five, 10, or 20 f. To separate an introductory phrase from the subject it modifies: Beset by the enemy, they retreated. g. Before and after Jr., Sr., academic degrees, and names of States preceded by names of cities, within a sentence: Henry Smith, Jr., Chairman Smith, Henry, Sr. Washington, D. C., schools Page 4 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 h. To separate the title of an official and the name of his organization, in the absence of the words of or of the: Chief, Insurance Branch Chairman, Committee on Appropriations 2. Do not use the comma to precede an ampersand ($) or a dash: Greene, Wilson & Co. (except in indexes: Jones, A. H., F Sons) There are other factors--time, cost, and transportation--but quality is the most important. E. PARENTHESES 1. Use a parentheses: a. To enclose letters or numbers designating items in a series, either at the beginning of paragraphs or within a paragraph: You will observe that the sword is (1) old fashioned, (2) still sharp, and (3) unusually light for its size. b. To enclose a reference at the end of a sentence. Unless the reference is a complete sentence, place the period after the parenthesis closing the reference. If the sentence contains more than one parenthetic reference, the parenthesis closing the reference at the end of the sentence is placed before the period: The specimen exhibits both phases (pl. 14, A, B). The individual cavities show great variation. (See pl. 4.) This sandstone (see pl. 6) occurs in every county of the State (see pl. 1). 2. Use a single parenthesis at the beginning of each paragraph but only at the close of the last paragraph, when extensive material is enclosed. Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK F. QUOTATION MARKS 1. Use quotation marks: a. To enclose a direct quotation. Single quotation marks are used to enclose a quotation within a quotation: The answer is "No." "Your order has been received," they wrote. He said, "John said 'No."' "John," said Henry, "why do you go?" "The equipment will be forwarded promptly." b. To enclose any matter following the terms entitled, the word, the term, marked, endorsed, or signed. Do not use them to enclose expressions following the terms known as, caZZed, so-caZZed, etc., unless such expressions are misnomers or slang: Congress passed the act entitled "An act ....." It was signed "John." After the word "treaty," insert a comma. The so-called investigating body. c. To enclose misnomers, slang expressions, nicknames, or ordinary words used in an arbitrary way. 2. Place punctuation inside or outside quotation marks, as follows: Always type the comma and the final period inside the quotation marks. Other punctuation marks are placed inside only if they are a part of the quoted matter: "The President," he said, "will veto the bill." The trainman shouted, "All aboard!" Is this what we call a "Correspondex"? "Have you an application form?" Who asked, "Why?" Why call it a "gentlemen's agreement"? Page 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 1. To separate independent clauses not joined by a conjunc- tion, or joined by a conjunctive adverb such as hence, therefore, however, moreover, etc.: The report is not ready today; it may be completed by Friday. The allotment has been transferred to the Production Division; hence, construction of the partitions must be delayed. 2. To separate two or more phrases or clauses with internal punctuation: Robert M. Roman, chairman of the union, will travel in most of southern Europe; in all of the Near East; and, in case there is time, along the northern, western, and southern coasts of Africa. If you want your writing to be worthwhile, give it unity; if you want it to be easy to read, give it coherence; and, if you want it to be interesting, give it emphasis. 3. To separate statements that are too closely related in meaning to be written as separate sentences: No; we receive one-third. War is destructive; peace, constructive. 4. To precede words or abbreviations which introduce a sum- mary or explanation of what has gone before in the sentence: A writer should adopt a definite arrangement of material; for example, arrangement by time sequence, by order of importance, or by subject classification. The industry is related to groups that produce finished goods; i.e., electrical machinery and transportation equipment. Date: 15 April 1969 Page 7 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Page 8 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET is SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 CHAPTER XIII ABBREVIATIONS, NUMERALS, AND WORD DIVISION Established abbreviations are acceptable in all but the most formal writing. For reading ease use only well-known abbreviations. If it is desirable to use an abbreviation that may not be familiar to the reader, the abbreviation is followed in parentheses by the spelled-out word or phrase. After this first definition of its meaning, the abbreviation may be used without further explanation. Omit periods and spaces after initials used as shortened names of Government agencies and other organized bodies, if not contrary to usage: 1. You may abbreviate United States when preceding Government or the name of a Government organization, except in formal writing. Spell out United States when it is used as a noun or when it is used as an adjective in association with names of other countries: U. S. Government U. S. Congress U. S. Department of Agriculture U. S. monitor Nantucket U. S. S. Brooklyn (note abbreviation for ship) but The climate of the United States British, French, and United States Governments Date: 15 April 1969 Page 1 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 2. With the exception noted in paragraph 1, preceding the abbreviations U. S. is used in the adjective position, but is spelled out when used as a noun: U. S. foreign policy U. S. economy but foreign policy of the United States the economy of the United States 1. Whether to express a number in figures or to spell it out is often a troublesome choice. This Chapter covers most of the principles needed to make a choice. It first treats numbers that are spelled out. Then it deals with numbers that are expressed in figures, confining the rules to small numbers, usually those under a thousand. The third part covers large numbers, some of which may be written in text by combining figures and words. Further instructions as to the accepted method of writing numerals are found in the Government Printing Office Style Manual. 2. The following suggestions offer overall guidance in choosing the best method of expressing a number: a. Spell out numbers at the beginning of a sentence. Numbers under 10 are to be spelled out, except when express- ing time, money, and measurement. b. Prefer Arabic numerals to Roman numerals. c. Except in legal documents, avoid repeating in numerals a number which has been spelled out. E. NUMBERS SPELLED OUT 1. Single numbers of less than 10 within a sentence: six horses three times as large five recommendations seven machine guns Page 2 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1 2. Numbers of less than 100 preceding a compound modifier containing a figure: two 3/4-inch boards but 120 8-inch boards twelve 6-inch guns 3. Round numbers and indefinite expressions: a hundred cows, dollars, men the early seventies midsixties but 100-odd pupils, 250-fold the 1870's, not the '70's or 70's mid-1961 4. Numbers used with serious and dignified subjects and in formal writing: the Thirteen Original States millions for defense but not one cent for tribute in the year nineteen hundred and sixty-five 5. Large numbers denoting amounts which are formally spelled out, as in legal work, are expressed as follows: one thousand six hundred and twenty eight thousand and ninety-two fifty-two thousand one hundred and ninety-five nine hundred and seventy-three thousand eight hundred and eighty-two 6. Fractions standing alone, or followed by of a or of an: one-half inch one-half of a farm, not 1/2 of a farm but 1/2 to 1 3/4 pages three-fourths of an inch not 3/4 inch or 3/4 of an inch 7. Ordinal numbers less than 10th: First Congress ninth century Second Street Date: 15 April 1969 Page 3 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK F. NUMBERS EXPRESSED IN FIGURES 1. Single numbers of 10 or more within a sentence: 50 ballots, guns, horses nearly 10 miles about 40 men 2. Serial numbers: (Commas are not used in serial numbers.) Bulletin 725 pages 352-357 ME 5-9020 1900 19th Street 290 U. S. 325 June 1959; June 20, 1959 not June, 1959, or June 20th, 1959 March 6 to April 15, 1959 not March 6, 1959, to April 15, 1959 14 April 1960 (military and Agency) 4th of July, but Fourth of July, meaning the holiday the 1st (day) of the month, but the last of April or the first of May, not referring to specific days. Large numbers are usually expressed in figures; however, numbers from a million up which end in four or more zeros may be expressed in text by combining figures and words. In the examples which follow, preference is based on the ease with which the number can be grasped in reading: Amount expressed in figures Preferable in text Acceptable in text $1,200,390,180 ............. $1,200,390,180 $12,000,000 ................ $12 million....... 12 million dollars $1,000,000,000 ............. $1 billion........ 1 billion dollars or one billion dollars 3,250,000 .................. 3.25 million...... 3 1/4 million or three and one-fourth million or three and one-quarter million Page 4 Date: 15 April 1969 S-E-C-R-E-T Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHB 70.20.1 H. WORD DIVISION - GENERAL When words must be divided, they are separated between syllables. One-syllable words are never divided. Proper division into syllables is given in the Government Printing Office Style Manual supplement on word division, and in Webster's dictionary. I. DIVIDE WORDS 1. After a vowel, if the vowel itself is a separate syllable within a word: physi-cal not phys-ical sepa-rate not sep-arate particu-lar not partic-ular criti-cism not crit-icism 2. Between the members of solid compounds: rail-road proof-reader 3. At the hyphen in hyphened compounds: court-martial above-mentioned 4. Between adjoining vowels in separate syllables: estu-ary gene-alogy cre-ation 5. After prefixes of three or more letters: ante-date tri-color inter-leaving trans-portation Date: 15 April 1969 Page 5 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK 6. Before suffixes of three or more letters: port-able writ-ing 7. After the second consonant of double consonants ending a root word, when followed by a suffix: tell-ing express-ing 8. Between double consonants that are doubled because a suffix is added: remit - ted thin-ning 9. After the consonant at the end of a syllable with a short vowel and before the consonant at the end of a?syllable with a long vowel, if no vowel is a separate syllable or if vowels do not adjoin: progress (verb) pro-gress progress (noun) prog-ress stenographer (noun) stenog-rapher stenographic (adjective) steno-graphic project (verb) pro-ject project (noun) proj -ect J. DO NOT DIVIDE WORDS 1. At the end of more than two consecutive lines. 2. At the end of a line when the part begun there does not suggest the whole word: counter-offensive not coun-teroffensive 3. Of five or fewer letters, even though containing more than one syllable: avoid begin into also every area Page 6 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OFFICE OF COMMUNICATIONS HANDBOOK OCHE 70.20.1 4. Between a one- or a two-letter terminal syllable and the rest of a word: ammonia proceeded period 5. Between a one- or a two-letter initial syllable and the rest of the word: identity around behavior 6. At the end of a page or of a paragraph. K. DO NOT SEPARATE CLOSELY RELATED WORD UNITS 1. Avoid separating words in close association, such as the elements of dates and of proper names, groups of initials and surnames, and abbreviated titles (Dr., Mrs., etc.) and names. a. When it is necessary to divide a date, the year may be carried over to the next line. b. When it is necessary to divide a proper name, the surname may be carried over to the next line. 2. Do not separate figures, letters, or symbols from their accompanying words when used as a group: Chapter III Article 14 1234 Fifth Street NWV. $125.35 Date: 15 April 1969 Page 7 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 OCHB 70.20.1 OFFICE OF COMMUNICATIONS HANDBOOK Page 8 Date: 15 April 1969 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4 SECRET SECRET Approved For Release 2005/06/22 : CIA-RDP74-00005R000200170001-4
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