RD Instruction 2030-C

Table of Contents

Page 1

PART 2030 - COMMUNICATIONS

Subpart C - Written Communications\--National Office

## [Table of Contents]{.underline}

[Sec]{.underline}. [Page]{.underline}

2030.101 Purpose. 1

2030.102 Authorities and responsibilities. 1

2030.103 Routing, signature authority, and clearing

correspondence. 1

\(a\) Routing. 1

\(b\) Signature authority. 2

\(c\) Clearance. 2

2030.104 Correspondence controlled by Rural Development. 3

2030.105 Correspondence controlled by the Department. 3

2030.106 Types of communication. 4

\(a\) Letters. 4

\(b\) Facsimile transmission. 4

\(c\) Electronic mail (EM). 4

2030.107 Informal methods and forms for expediting correspondence. 5

\(a\) Transmittal letters. 5

\(b\) Form RD 2006-6, \"Clearance and Routing of\
Rural Development Issuance.\" 5

2030.108 Statement of Action (SOA) on Government Accountability\
Office (GAO) reports. 5

2030.109 Preparation of envelopes and labels. 6

2030.110 Types of envelopes and mailing labels. 6

\(a\) Bulk mail envelopes. 6

\(b\) Window envelopes. 7

\(c\) Envelopes without the Postage and Fees Paid\
Indicia (Metered Mail System). 7

\(d\) Standard Form 65-B, \"U.S. Government Messenger\
Envelope.\" 7

\(e\) Certified mail services. 7

\(f\) Non-standard mail. 7

(04-20-05) PN 385

RD Instruction 2030-C

Table of Contents

Page 2

[Sec.]{.underline} [Page]{.underline}

2030.111 Mail pick-up messenger service. 8

\(a\) National Office. 8

\(b\) Departmental courier/messenger service. 8

\(c\) Reporters Building. 8

\(d\) School Street. 9

2030.112 \"FOR OFFICIAL USE ONLY\" correspondence. 9

2030.113 Federal Express. 9

2030.114 Personal correspondence. 10

2030.115 - 2030.150 \[Reserved\] 10

Exhibit A -- Formal Letter Format

Exhibit B - Unnumbered Letters - Preparation and Processing

Exhibit C - Rural Development STOP Codes

Exhibit D - Informal Letter Format

Exhibit E - \[Reserved\]

Exhibit F -- \[Reserved\]

Exhibit G - Instructions for Preparing and Processing\
Statements of Action on Government Accountability\
Office Reports

Exhibit H - Sample Address Formats

Exhibit I - Abbreviations for Street Designators (Street Suffixes)

Exhibit J - Standard Address Abbreviations

## oOo 

RD Instruction 2030-C

PART 2030 - COMMUNICATIONS

SUBPART C - Written Communications\--National Office

§ 2030.101 [Purpose]{.underline}.

National Office employees will be guided by this subpart and its
exhibits in conducting official business by correspondence.

§ 2030.102 [Authorities and responsibilities]{.underline}.

The U.S. Department of Agriculture (USDA) subscribes to the standards in
the U.S. Government Correspondence Manual (USGCM). The Departmental
Regulation (DR) 3060-1, \"USDA Correspondence Management Regulation,\"
is to be used as a basic guide in preparing USDA correspondence. It can
be found at

[**http://www.ocio.usda.gov/directives/files/dr/DR3060-001.pdf**](http://www.ocio.usda.gov/directives/files/dr/DR3060-001.pdf).
Rural Development also established certain requirements to meet internal
needs as reflected in this subpart.

§ 2030.103 [Routing, signature authority, and clearing
correspondence]{.underline}.

\(a\) [Routing]{.underline}.

\(1\) All outgoing correspondence which is beyond the authority of the
Division/Staff Director to sign will be routed to the applicable
Assistant Deputy Administrator, the Deputy Administrator, the Associate
Administrator, and the Administrator.

\(2\) Officials will use judgment in routing correspondence of an
unusual nature to the Administrator or Associate Administrator.

\(3\) Electronic mail (EM) requires the same signature as regular mail.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISTRIBUTION: W in Washington, DC only Administrative Services

Communications

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(04-20-05) PN 385

RD Instruction 2030-C

§ 2030.103(a) (Con.)

\(4\) The name and title of the signing official will be typed on all
letters/memoranda prepared. When an official other than the signing
official signs a letter, the word \"for\" will be written before the
typed name of the signing official. (See example below.)

for John G. Doe

Director

Support Services Division

\(b\) [Signature authority]{.underline}. Correspondence will be signed
by National Office officials who have delegated signature authority.

\(c\) [Clearance]{.underline}. Outgoing letters will be cleared by
officials primarily concerned with the subject matter. Letters
recommending changes or establishing policy will be cleared through the
Assistants or Assistant Deputies and Deputy Administrators. All
congressional correspondence must be cleared through the Legislative and
Public Affairs Staff (LAPAS). The Regulations and Paperwork Management
Branch (RPMB), Support Services Division (SSD), and LAPAS (if necessary)
will review the letter [after]{.underline} staff office clearances, but
[before]{.underline} the Office of the General Counsel (OGC) clearance
(if necessary) and signature by the Administrator or other official with
delegated authority.

\(1\) Only those offices having a substantial interest in the subject of
the correspondence shall be requested to concur.

\(2\) It is sufficient to send informational copies of the completed
correspondence to those officials concerned with the subject matter.

\(3\) Use Form RD 2006-6, \"Clearance and Routing of Rural Development
Issuance,\" for routing letters addressed to all State Directors,
National Office officials, all Rural Development employees, all National
Office employees, or all field office employees. See Exhibit B of this
subpart for preparation and processing of unnumbered letters.

\(4\) Use Form RD 2006-6 for correspondence requiring clearance or
signature by another office.

\(5\) Stamp or type \"Official Agency File Copy\" on the bottom of the
last page of the Agency's official record copy for all correspondence
prepared in the Agency. The [originating]{.underline}
[office]{.underline} will place the concurrence stamp on the bottom of
the last page of the official Agency file copy and insert the designated
file code from RD Instruction 2033-C, Exhibit A. Concurring officials
will write

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RD Instruction 2030-C

§ 2030.103(c)(5) (Con.)

in their Unit, then initial and date on this copy. The Division/Staff
Director will initial and date Form RD 2006-6 and send to the next
clearance official.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

[\| Unit \| Initial & Date \|\| Unit \| Initial & Date \|]{.underline}

[\| \| \|\| \| \|]{.underline}

[\| \| \|\| \| \|]{.underline}

[\| \| \|\| \| \|]{.underline}

§ 2030.104 [Correspondence controlled by Rural Development]{.underline}.

All congressional letters addressed to officials within Rural
Development and any congressional letters initiated by Rural Development
should be sent to the Office of the Executive Secretariat (OES) for
assignment of a control number and logging into the Document Management
System (DMS).

§ 2030.105 [Correspondence controlled by the Department]{.underline}.

\(a\) The OES assigns a control number for correspondence such as White
House (Presidential) mail, congressional mail, and special public mail
(public mail defined as mail from governors and other State and local
government officials; officials of major businesses, trade and farm
organizations; unions; and other private citizens). These letters are
usually prepared for the signature of a departmental official.

\(b\) The OES assigns a priority control number to congressional letters
and certain letters from the general public. These letters are signed by
the Secretary, Under Secretary, or the Administrator.

§ 2030.106 [Types of communication]{.underline}.

\(a\) [Letters]{.underline}.

\(1\) Informal. The informal letter format ("To:" and "Subject:" format)
will be used for most day-to-day correspondence in the transaction of
daily routine business within the Department and with other Federal
agencies. The informal format will not be used for correspondence
outlined in paragraph (2) of this section.\
(See Exhibit D of this Instruction and USGCM Part I, Chapter 1.)

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RD Instruction 2030-C

§ 2030.106(a) (Con.)

\(2\) [Formal]{.underline}. The formal letter format contains an inside
mailing address, salutation, and complimentary close, and will be used
when the addressee would expect to receive a more personalized letter.
This format will be used when writing to the general public, mayors,
governors, foreign officials, independent agencies, heads of
departments, Government Accountability Office (GAO), and Members of
Congress. (See Exhibit A of this Instruction and USGCM Part I, Chapter
1.)

\(b\) [Facsimile transmission]{.underline}. All correspondence sent by
facsimile transmission requires the same clearance procedures and
signature authority as hard copy correspondence. All information to be
transmitted by facsimile should be accompanied by a cover sheet.

\(1\) When faxing information that contains the name of a borrower or
other sensitive information, the recipient of the facsimile should be
notified when the fax is being sent and asked to stand by for receipt.
This will minimize the risk of nonessential disclosure of sensitive
information.

\(2\) Facsimile machine usage is restricted to \"Official Government
Business.\" The use of facsimile equipment for personal use is strictly
prohibited.

\(c\) [Electronic mail (EM)]{.underline}. EM is a service that provides
for the electronic transfer of information data, correspondence, and
messages between individuals and/or organizations.

\(1\) Formal correspondence statements of policy, and the implementation
or changes of directives or instructions that are transmitted by EM
require the same clearance procedures and signature authority as hard
copy correspondence (Refer to\
§ 2030.103). No Agency official is authorized to sign and send, by EM,
any formal correspondence which either exceeds the authority of the
signer or would be in conflict with any existing Agency policy or
procedure.

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RD Instruction 2030-C

§ 2030.106(c) (Con.)

\(2\) EM may be used by Rural Development employees for the informal
exchange of business-related information that might otherwise occur via
telephone or note.

\(3\) EM is restricted to \"Official Government Business.\"

§ 2030.107 [Informal methods and forms for expediting
correspondence]{.underline}.

\(a\) [Transmittal letters]{.underline}. A letter of transmittal need
not be written unless it adds to that which is being transmitted.
Appropriate mailing notations such as the date and to whom the material
was sent may be made on the file copy(ies) of the material which was
transmitted. In some cases, Optional Form 41, \"Routing and Transmittal
Slip,\" may be used instead of a transmittal letter.

\(b\) [Form RD 2006-6, \"Clearance and Routing of Rural Development
Issuance]{.underline}.\" This form must be used for Unnumbered Letters
and Administrative Notices requiring clearance from the RPMB, SSD, and
the Administrator and for correspondence requiring clearance or
signature by another office. This form should be stapled to the
\"Official Agency File Copy\" prior to sending the document to the
Central File Unit.

§ 2030.108 [Statement of Action (SOA) on Government Accountability
Office (GAO) reports]{.underline}.

A Statement of Action (SOA) is USDA\'s report of corrective action(s)
taken or planned on the recommendation(s) contained in a Government
Accountability Office (GAO) final report. Public Law 97-258, Section
720, states that an SOA [must]{.underline} be submitted to Congress
within 60 days from the date of issuance of a GAO final report.

\(a\) The Secretary of USDA requested that the Office of Inspector
General (OIG) provide liaison, coordination, and cooperation for USDA
SOAs. The Food and Marketing Division of the Office of the Assistant
Inspector General for Audit is USDA\'s designated GAO Liaison Manager.

\(b\) The Financial Management Division (FMD) is Rural Development\'s
designated GAO Liaison Office, with an FMD Program Analyst assigned to
GAO audits designated as Rural Development\'s GAO Liaison Officer.

5

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RD Instruction 2030-C

§ 2030.108 (Con.)

\(c\) The SOA is prepared by the designated lead USDA agency.\
(See Exhibit G of this subpart for instructions on preparing an SOA.)

\(1\) If Rural Development is the designated lead USDA agency, the Rural
Development GAO Liaison Officer will forward the GAO final report to the
appropriate Rural Development agency officials for preparation of the
SOA and submission to FMD for further processing, clearance, and
delivery to the GAO Liaison Manager.

\(2\) If Rural Development is not the designated lead USDA agency, FMD
will coordinate and provide Rural Development\'s response (to be
included in the SOA) to the designated lead USDA agency.

§ 2030.109 [Preparation of envelopes and labels]{.underline}.

\(a\) The following format (see Exhibit H of this subpart) will be used
in preparing envelopes:

\(1\) Use all capital letters.

\(2\) No punctuation.

\(3\) Abbreviate street suffixes. (See Exhibit I of this subpart.)

\(4\) Abbreviate states and territories. (See Exhibit J of this
subpart.)

\(5\) Use Zone Improvement Program (ZIP) code + 4, when available.

\(b\) All envelopes prepared in Rural Development must reflect this
format. This format will reduce postal costs for all Government
agencies.

§ 2030.110 [Types of envelopes and mailing labels]{.underline}.

Provide envelopes large enough to adequately contain all enclosures.
However, to keep postage costs at a minimum, use the smallest envelope
necessary to accommodate the enclosure.

\(a\) [Bulk mail envelopes]{.underline}. These envelopes are prepared by
the Departmental Mail Unit, Room 0421, to transmit mail to each State
Office. Therefore, individual envelopes will not be prepared for these
offices except \"FOR OFFICIAL USE ONLY\" correspondence as prescribed in
§ 2030.112 of this subpart.

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RD Instruction 2030-C

§ 2030.110 (Con.)

\(b\) [Window envelopes]{.underline}. These envelopes will be used, when
applicable, to eliminate one typing operation and the possibility of
transcription errors. They also eliminate the time-consuming process of
matching letters to envelopes.

\(c\) [Envelopes without the Postage and Fees Paid Indicia (metered mail
system)]{.underline}. The National Office is using the metered mail
system. The postage for all outgoing mail will be applied by the
Departmental Mail Unit with the exception of Secretarial letters.

\(d\) [Standard Form 65-B, \"U.S. Government Messenger
Envelope]{.underline}.\" Messenger envelopes must now be used for all
mail addressed to Rural Development offices and other USDA agencies
within the Department\'s Washington D.C. complex. To assure proper
delivery, the addressee\'s name and STOP Code (See Exhibit C for STOP
Code), must be shown on the messenger envelope.

\(e\) [Certified mail services]{.underline}. When certified mail service
is required, the sender is responsible for filling out the necessary
forms. On Postal Service (PS) Form 3811, \"Domestic Return Receipts,\"
item 3 should contain the receiver\'s address, item 4 should contain the
article number (which is the number on the PS Form 3800, \"Certified
Mail Receipt\"), and the type of service requested as certified. Also,
fill out the return address on the reverse side of PS Form 3811. The PS
Form 3800 only needs the receiver\'s address to be completed. Paper clip
or fasten both forms to the package and send to the Departmental Mail
Unit for shipping.

\(f\) [Non-standard mail]{.underline}. First Class Mail will be
non-standard if any of the following size limitations are exceeded [and
the WEIGHT is one ounce or less]{.underline}:

\(1\) Length exceeds 11 1/2 inches, or

\(2\) Height exceeds 6 1/8 inches, or

\(3\) Thickness exceeds 1/4 inch, or

\(4\) The length divided by the height is less than 1.3 or more\
than 2.5.

Example: Placing one or two pieces of paper flat in a 9\" x 12\"

envelope.

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(04-20-05) PN 385

RD Instruction 2030-C

§ 2030.110 (f) (Con.)

\(5\) A surcharge will be levied against First Class Mail
[weighing]{.underline} one ounce or less and not meeting the above-size
limitations. In order to avoid the penalty surcharge, fold all material
that permits folding and use the smallest size envelope necessary to
accommodate the enclosure. This is especially applicable to travel
vouchers being mailed to the National Finance Center, New Orleans,
Louisiana.

§ 2030.111 [Mail pick-up messenger service]{.underline}.

\(a\) [National Office]{.underline}.

\(1\) All Rural Development mail must be processed through the
Departmental Mail Unit. If, after the last messenger pick-up, you have
mail that should be sent that day, it must be hand-carried to the
Departmental Mail Unit, Meter Section by 4:30 p.m. The reason for this
deadline is that the postage meter is shut down at

5:00 p.m., and daily readings of the meter are taken.

\(2\) Place all outgoing letters in the \"OUT\" box as early as possible
each day. Each office is responsible for hand-carrying to the next
office important \"deadline\"-type correspondence, including all
correspondence assigned a control number by OES. Special messenger
service is not available for this purpose. Scheduled drop off and
pick-up times are: 9:30 a.m., 12:00 p.m. and 3:00 p.m.

\(b\) [Departmental courier/messenger service]{.underline}. Scheduled
courier/\
messenger mail pick-up trips (time for leaving Departmental Mail Unit)
are: 10:00 a.m. and 2:00 p.m.

\(c\) [Reporters Building]{.underline}. Scheduled drop-off and pick-up
times are: 9:00 a.m., 12:00 p.m., and 3:00 p.m. **[Do Not]{.underline}**
address any United States Postal Service (USPS) mail to Rural
Development staff located at the Reporters Building, 300 7^th^ Street,
SW, Washington, DC 20024. The following address should be used:

> (Name of Person)
>
> (Name of Division)
>
> Rural Development/USDA
>
> STOP Code Number
>
> Washington DC 20250-(STOP Code Number)

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RD Instruction 2030-C

§ 2030.111 (Con.)

\(d\) [School Street]{.underline}. **[Do Not]{.underline}** address any
USPS mail to Human Resources Training (HR), at 501 School Street SW.,
Washington, D.C. The following address should be used:

> (Name of Person)
>
> Human Resources Training Division
>
> Rural Development/USDA
>
> STOP Code 0732
>
> WASHINGTON DC 20250-0732

§ 2030.112 [\"FOR OFFICIAL USE ONLY\" correspondence]{.underline}.

The term \"FOR OFFICIAL USE ONLY\" will be used in identifying
non-defense classified material which requires limited access handling
or restricted processing. No other term will be used.

\(a\) \"FOR OFFICIAL USE ONLY\" will be placed two lines above the
subject of an informal letter, or two lines above the inside address of
a formal letter, flush with the left margin.

\(b\) Material designated \"FOR OFFICIAL USE ONLY\" should be placed in
a plain envelope and identified as such when sent by bulk mail. If the
envelope is to be opened only by the one to whom it is addressed, \"FOR
OFFICIAL USE ONLY\--TO BE OPENED BY ADDRESSEE ONLY\" should be written
or typed on the envelope.

§ 2030.113 [Federal Express]{.underline}.

\(a\) All Rural Development employees are required to process shipment
labels via the Federal Express internet site which can be found at
[www.fedex.com](../www.fedex.com) for their Federal Express letters and
packages. Rural Development is now a registered member of the FedEx Ship
Manager (Passkey) system.

\(b\) All Rural Development employees who process Federal Express
shipments must have a user id and password to log on to the

FedEx Passkey. To obtain a user id and password, you must contact the
Passkey Administrator at 202-692-0027.

## 9

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## (04-20-05) PN 385 

RD Instruction 2030-C

§ 2030.113 (Con.)

\(c\) Hand carry Federal Express items to the fourth wing loading dock
FedEx drop off box in the South building by 4:00 p.m. or the second
floor FedEx drop off box in the Reporters Building by 2:00 p.m.

§ 2030.114 [Personal correspondence]{.underline}.

This subpart does not restrict in any way the right of an employee to
correspond with any person or public official with respect to matters of
concern to the employee as a private citizen. All employees, however,
are advised to acquaint themselves fully with the provisions of RD
Instruction 2045-CC.

§§ 2030.115 - 2030.150 \[Reserved\]

Attachments: Exhibits A, B, C, D, E \[Reserved\], F \[Reserved\], G, H,
I,

and J.

## o0o

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##  

RD Instruction 2030-C

Exhibit A

## FORMAL LETTER FORMAT

\[ON LETTERHEAD\]

3 lines

> December 1, 2003

14 lines down to show through window

> Honorable John G. Doe
>
> U.S. House of Representatives
>
> 123 Russell House Office Building
>
> Washington, D.C. 20522

3 lines

> Dear Congressman Doe:

2 lines

> This exhibit illustrates the format for preparing formal letters
> throughout the United States Government. The formal letter should be
> used when protocol dictates, or when the addressee would expect or
> should receive a more formal or personalized letter.
>
> The date may be typed or stamped approximately three lines below the
> letterhead.
>
> Left and right margins are at least 1 inch and not more than 1 and ¼
> inches. Each part of the letter is double-spaced from the previous
> text. The signing official's name and title are typed at least five
> lines below the complimentary close.
>
> Start typing the signer\'s name flush with the left margin on the
> fifth line below the complimentary closing. Please refer to this
> exhibit for the complete signature block.

2 lines

> Sincerely,

5 lines

> JANE DOE
>
> Administrator
>
> Agency Name

2 lines

> Enclosure \[DR-3060-1 14(q)(1)\]

## oOo

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit B

Page 1

## UNNUMBERED LETTERS

SUBJECT: Preparation and Processing

TO:

ATTENTION:

Unnumbered Letters are written communications in the memorandum format
addressed to all State Directors, National Office officials, all Rural
Development employees, all National Office employees, or all field
office employees. Unnumbered Letters will be used to provide general
information and not to establish, change, or modify authorized
directives.

l\. [Requirements]{.underline}.

> a\. Sufficient time must be allowed for the necessary clearances,
> final signature, date stamping, issuance, and timely arrival.
>
> b\. Attachments must be indicated in the body of the letter and below
> the signature block.
>
> c\. Provide Unnumbered Letters to the Regulations and Paperwork
> Management Branch (RPMB) on a disk so that they can be posted on the
> Internet. Notify RPMB if the Unnumbered Letter contains sensitive
> information and should not be posted on the Internet.
>
> d\. Unnumbered Letters must be sent by electronic mail (except letters
> with attachments that are not on the computer) to field offices and
> National Office officials.

2\. [Preparation]{.underline}.

> a\. An \"ATTENTION\" line should be placed below the \"TO\" line on
> all Unnumbered Letters requiring action or attention by the State
> Office employee(s) other than the State Director. Attention lines help
> State Office personnel to quickly route letters to the intended
> recipient(s).

EXPIRATION DATE: FILING INSTRUCTIONS:

April 30, 2004 Administrative/Other

Programs

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit B

Page 2

> b\. Place the \"EXPIRATION DATE\" at the bottom left corner of the
> first page. The expiration date is the responsibility of the writer.
>
> c\. Place \"FILING INSTRUCTIONS\" at the bottom right corner of the
> first page. The originator is responsible for designating one of the
> following three broad program areas as the filing instructions:
> Housing Programs, Community/Business Programs, and
> Administrative/Other Programs.

3\. [Clearance and Signature Authority]{.underline}.

> a\. The originating office is responsible for obtaining the necessary
> clearances. Place Form RD 2006-6, \"Clearance and Routing of Rural
> Development Issuance,\" on top of the original, fill in the applicable
> clearance officials on the form, and forward the document to the first
> clearance official. If the final is changed during clearance by a
> clearing official, the official agency file copy of the original
> containing the page change should be stapled to the corrected official
> agency file copy. The legend should be updated to reflect the name of
> the official requiring the revision.
>
> b\. RPMB will review the letter [after]{.underline} staff office
> clearances, but [before]{.underline} the Office of the General Counsel
> (OGC) clearance (if necessary) and signature by the Administrator or
> other official with delegated authority.

4\. [Distribution of Unnumbered Letters]{.underline}.

> a\. After the Unnumbered Letter is signed, it will be returned to RPMB
> for a final check and given to the originating office to send
> electronically if appropriate. After electronic transmission, the
> originating office will return the Unnumbered Letter (both hard copy
> and disk) to RPMB.
>
> b\. Unnumbered Letters transmitted electronically will not be
> reproduced except for the required file copies.

RD Instruction 2030-C

Exhibit B

Page 3

> c\. Unnumbered Letters not transmitted electronically will be
> duplicated and distributed by RPMB.
>
> d\. When special attachments such as preprinted pamphlets, diskettes,
> etc., are prepared, RPMB will return the letter to the division/staff
> for assembly.

5\. [Filing]{.underline}.

After distribution, the original letter, with any extra copies will be
returned to the originating office and retained for no longer than

1 year. Future requests for extra copies of an Unnumbered Letter should
be referred to the originating office.

JAMES L. DOE

Administrator

Attachments (if appropriate)

One of the following sentences is to be typed below the signature line
of the letter to describe further handling. If the memo is one page, one
of the following lines will be placed after the expiration date and
filing instruction line.

-   Sent by Electronic Mail on (date)\_\_\_\_\_\_\_\_\_at (time)
    \_\_\_\_\_\_by \_\_\_\_\_\_\_\_(office). The State Director should
    advise other personnel as appropriate.

```{=html}
<!-- -->
```
-   Sent by Electronic Mail on (date) \_\_\_\_\_\_\_\_at (time)
    \_\_\_\_\_\_\_by \_\_\_\_\_\_\_\_(office). No further distribution
    of this communication will be required.

## oOo

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RD Instruction 2030-C

Exhibit C

Page 1

## RURAL DEVELOPMENT STOP CODES

## 

## Stop Codes replace the use of room numbers on internal and external envelopes. The first 2 digits of the code identifies the Agency and the last 2 digits identifies the organizational unit within the Agency. The STOP codes also represent the ZIP + 4 digit code.

OFFICE/DIVISION STOP CODE

**Operations and Management**

Deputy Administrator for Operations and Management 0720

Civil Rights Staff 0703

Office of the Chief Financial Officer\
Office of the Deputy Chief Financial Officer 0721

Budget Division 0722

Financial Management Division 0707

Policy and Analysis Division 0708

Assistant Administrator for Procurement

and Administrative Services 0740

Procurement Management Division 0741

Support Services Division 0742

Central File Unit 0747

Office of the Chief Information Officer 0750

Management Control Staff 0751

Customer Services Division 0753

Management Services Division 0752

Information Technology Division 0754

Information Resource Management 0750

Rural Utilities National Development Branch 1534

Assistant Administrator for Human Resources 0730

Mission Area Personnel Services Division 0730

Human Resources Training Division 0732

Labor Relations Staff 0733

Headquarters Personnel Services Branch 0730

Legislative and Public Affairs Staff 0705

Alternative Dispute Resolution 0790

Policy and Analysis Division 0786

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit C

Page 2

**Office of Community Development**

Empowerment Program Division 3203

Community Resource Development Division 3203

National Rural Development Partnership 3203

**Rural Business-Cooperative Service**

Office of the Administrator 3201

Resource Coordination Staff 3204

Deputy Administrator for Business Programs 3220

Special Projects/Programs Oversight Division 3221

Business and Industry Division 3224

Specialty Lenders Division 3225

Deputy Administrator for Cooperative Services 3250

Statistics 3256

Cooperative Marketing Division 3252

Cooperative Resources Management Division 3253

Cooperative Development Division 3254

**Rural Housing Service**

Office of the Administrator 0701

Program Support Staff 0761

Deputy Administrator for Single Family Housing 0780

Single Family Housing Direct Loan Division 0783

Single Family Housing Guaranteed Loan Division 0784

Deputy Administrator for Multi-Family Housing 0780

Multi-Family Housing Processing Division 0781

Multi-Family Housing Portfolio Management Division 0782

Deputy Administrator for Community Programs 0788

Guaranteed Loan Division 0787

Direct Loan and Grant Processing Division 0787

RD Instruction 2030-C

Exhibit C

Page 3

**Rural Utilities Service**

Office of the Administrator 1510

Financial Services Staff 1516

Assistant Administrator for Program Accounting

and Regulatory Analysis 1530

Program Accounting Services Division 1523

Program Development and Regulatory Analysis 1522

Assistant Administrator for Electric Program 1560

Northern Regional Division 1566

Southern Regional Division 1567

Power Supply Division 1568

Electric Staff Division 1569

Assistant Administrator for Telecommunications 1590

Eastern Area Telecommunications 1599

Southwest Area Telecommunications 1597

Northwest Area Telecommunications 1595

Telecommunications Standards Division 1598

Advanced Services Division 1550

Program Advisor 1541

Assistant Administrator for Water and

Environmental Programs 1548

Water Programs Division 1570

Engineering and Environmental Staff 1571

## o0o

(04-20-05) PN 385

> RD Instruction 2030-C
>
> Exhibit D

## INFORMAL LETTER FORMAT

\[ON LETTERHEAD\]

2 lines down from letterhead

May 1, 2003 (Added after signature)

3 lines down

TO: Rural Development

2 tabs Support Services Division

> STOP 0742
>
> Washington, D.C. 20250-0742

2 lines

FROM: (Option \*\*)

2 lines

SUBJECT:

3 lines to body of the informal letter

> This informal letter shall be prepared on letterhead. It illustrates
> the informal letter format used throughout the United States
> Government. This format will be used to prepare most day-to-day
> letters in the transaction of routine business within the Department
> and with other Federal agencies.
>
> Begin the body of the informal letter three lines below the last line
> of the subject. Single space lines in the paragraph and double space
> between paragraphs. Short letters of 10 lines or less, double space
> between lines and triple space between paragraphs.
>
> The name of the signer will be typed on the fifth line below the last
> line of an informal letter, flush with the margin. If more than one
> line is needed for the signer\'s title, begin succeeding line indented
> two spaces. The entire signature element should not run over four
> lines. \*\*When using [FROM:]{.underline} There is no signature block
> at the bottom of the informal letter.

5 lines

> Jane Doe
>
> Director
>
> Agency name

2 lines

> cc: T. Randall (May be typed on original
>
> M. Monroe if so determined by writer)
>
> (USGCM part 1 Chapter 1 figures 5&6)

## 2 lines

## Attachments

## oOo

## (04-20-05) PN 385 

## RD Instruction 2030-C

Exhibit G

Page 1

## **INSTRUCTIONS FOR PREPARING AND PROCESSING**

## **STATEMENTS OF ACTION ON** 

## **GOVERNMENT ACCOUNTABILITY OFFICE REPORTS**

**[FORMAT]{.underline}**

Attachment 1 of this exhibit is an example of an original and **salmon**
copy Statement of Action (SOA).

**Preparation** Prepare the SOA on 8 1/2 x 11-inch plain white bond
paper. Also prepare a **salmon** copy for use in obtaining Department of
Agriculture (USDA) clearances (to be attached to the OES signature
sheet). Use 12-point Times New Roman type with\
1-inch margins on all sides. Style preferences are provided later in
these instructions (this exhibit).

**Heading** Title the SOA using the full Government Accountability
Office (GAO) report title and report number as shown on the cover of the
final report.

**Preparation Date** Insert the date of preparation (or the date the SOA
was last revised during clearance) immediately following the heading
title.

**Introductory Paragraph** Using the \"**Highlights**\" section located
on the first page of the GAO report, paraphrase GAO's findings and
synopsis of the recommendations cited (further details are described on
Attachment 1 of this exhibit).

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Page 2

**General Comments** Include comments of a general nature, if
applicable, that are not specifically relevant to the recommendations.
If no general comments are given, omit the \"General Comments\" section
in the SOA.

**GAO Recommendation and** Cite each GAO recommendation and follow

**USDA Response** with the USDA response; continue this

pattern for each recommendation. Describe actions that have been
completed or planned, along with the estimated dates of completion. Also
include any reasons for disagreement with the recommendations.

**[Note]{.underline}**: An SOA should \"speak in one voice\" on behalf
of USDA. Any agency disagreements concerning responses to
recommendations should be reconciled prior to writing the Departmental
response.

**Number of Copies** Using the original, make three photocopies. The
copies must be clear, legible, and free from any marks or handwritten
corrections. Additional photocopies will be made once the document is
delivered to the Office of Inspector General (OIG).

**Agency Identification on** On the last page of the **salmon** copy,
type

**Clearance Copy (Salmon)** the name of the preparing agency/office, the
writer\'s name and telephone number, the typist\'s initials, and the
date. This information must [not]{.underline} appear on the original or
the photocopies.

RD Instruction 2030-C

Exhibit G

Page 3

**Correspondence Control** Prepare a Correspondence Control Cover to

**Cover Preparation** route the SOA through clearance. An Office of
Executive Secretariat (OES) control number (obtained by OIG) is assigned
to the package. This control number should be referenced at all times.
Cite the GAO report number, the date, and title in the appropriate areas
of the form. Address the SOA package to the attention of June Hill, OIG,
Room 450-E, Jamie L. Whitten Building.

Attachment 2 of this exhibit is an example of a completed Correspondence
Control Cover. A blank form will be forwarded via e-mail to the agency
GAO Liaison Officer when the control number is obtained by OIG from OES.

**\"35\" Control Number** The \"35\" controlled correspondence number is
obtained by OIG and will be provided to the agency GAO Liaison Officer
when assigned (usually within a week after receipt of the GAO final
report).

**OES Signature Sheet** Prepare an OES Signature Sheet to obtain

**Preparation** approval signatures at the preparing agency head level
and above. Include in the first column (as appropriate) acronyms for the
preparing (lead) agency, agency head, appropriate Under/Assistant
Secretary, etc.

Attachment 3 of this exhibit is an example of the OES Signature Sheet.
The sheet may be modified to accommodate the agency's clearance
preferences (below the Office of the General Counsel (OGC)/Office of
Budget and Program Analysis (OBPA) level). A blank form will be
forwarded via e-mail (along with the Correspondence Control Cover) to
the agency GAO Liaison Officer when the control number is obtained by
OIG from OES.

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Page 4

**SOA Package Clearances** The appropriate agency head(s); Under
Secretary(ies)/Assistant Secretary(ies), and/or Director(s); the OGC;
and the OBPA should sign and date the OES clearance sheet of the SOA
**prior** to submission to OIG. Each signature should appear in the
\"Final\" block of the OES clearance sheet.

To expedite clearance, the SOA should be **hand carried** by the agency
GAO Liaison Officer to each successive appropriate clearance office.

Internal clearances below the agency head level should [not]{.underline}
appear on the OES signature sheet. Requirements for such clearances are
established at the discretion of the individual agency.

**SOA Package and Routing** A pocket folder (portfolio) should be used.
The completed Correspondence Control Cover should be stapled to the top
of the portfolio. At minimum, the SOA package should contain:

> [In the right-hand side pocket]{.underline}:
>
> \(1\) The original; and
>
> \(2\) Three stapled copies of the SOA.

RD Instruction 2030-C

Exhibit G

Page 5

**SOA Package and Routing** (**Con.**) [In the left-hand side
pocket]{.underline}:

> \(1\) The **salmon** copy of the SOA with the OES signature sheet (on
> white paper attached to the top of the salmon) showing the appropriate
> clearance signatures to be obtained;
>
> \(2\) A copy of the GAO final report; and
>
> \(3\) A disk containing an electronic version of the SOA.
>
> Once appropriate clearances have been obtained (up to and including
> OBPA), the SOA package should be hand carried by the agency GAO
> Liaison Officer to the GAO Liaison Manager (June Hill), OIG,\
> Room 450-E, Jamie L. Whitten Building for further processing.

**Transmittal Letters No transmittal or memorandum** is required for the
SOA package to be sent to OIG. OIG will prepare the necessary
transmittal letters to the congressional committees, the Office of
Management and Budget, and GAO.

**[Note]{.underline}:** Controlled correspondence to incoming letters
(\"35's\") need not be accompanied by informational memoranda.

**Agency Copies** After the Secretary has signed the transmittal
letters, OIG will furnish the agency GAO Liaison Officer with a copy of
all correspondence.

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Page 6

**[STYLE]{.underline}**

In working with OES, the following style preferences have been requested
and should be used when preparing the SOA for submission to the
Secretary.

**Heading and Date** The heading should be centered and should appear in
12-point boldface Times New Roman type, followed by the date of
preparation or last revision.

**Format of SOA Body** In general, all subhead and text type should
appear flush left in 12-point regular Times New Roman. Subheads should
appear in boldface type.

**Acronyms** Acronyms should be used sparingly to avoid confusing the
reader. The first time a name (e.g., the name of a department,
organization, or program) is used, it should be spelled out in full. If
the name is to be used again, an acronym may be included in parentheses
immediately after the first mention of the name and used thereafter
instead of the full name. If the name is used only once, the acronym
should not be used.

**Bulleted Items** In using bulleted items, be sure to use a \"stem\" to
lead the reader conceptually into the material. Begin each bulleted item
with a capital letter, and end it with a period (not a semi-colon). The
first sentence of each bulleted item may be italicized if appropriate.
Include a line of space between each of the bulleted items.

**References** References, if used, should be indicated in the text by a
number (not a superscript) in parentheses, for example:

> *USDA will review the GAO lists (1) and the EPA lists (2)
> periodically.*

RD Instruction 2030-C

Exhibit G

Page 7

**Proofreading** The SOA should be proofread for accuracy and for
adherences to the elements of style detailed in the U.S. Government
Printing Office Style Manual\
(29^th^ edition, 2000;
<http://www.gpoaccess.gov/stylemanual/index.html>). The reviewer should
also ensure:

-   Proper reference to an agency title or program name (i.e., Office of
    the General Counsel, not Office of General Counsel).

-   Proper use of initial caps when referring to:

    -   Department

    -   State, Federal

    -   Congress

-   The particle \"the\" is no longer required if an acronym begins a
    sentence (unless the sentence reads awkwardly).

# PLEASE CONTACT JUNE HILL, OIG, ON (202) 720-6772

**IF YOU HAVE ANY QUESTIONS OR REQUIRE FURTHER INSTRUCTIONS.**

## oOo

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Attachment 1

Page 1

### EXAMPLE OF ORIGINAL AND SALMON

### GOVERNMENT ACCOUNTABILITY OFFICE STATEMENT OF ACTION

**U.S. Department of Agriculture**

**Statement of Action on the**

**U.S. Government Accountability Office Final Report *\[INSERT GAO
REPORT NUMBER\]*,**

**"\[*INSERT THE [FULL TITLE]{.underline} AS SHOWN ON THE COVER OF THE
GAO REPORT*\]"**

# \[*INSERT DATE -- example* July 8, 2004\]

The purpose of this **INTRODUCTORY PARAGRAPH** is to orient the reader
to the remainder of the report. This paragraph should include
information on the \"who, what, why, where, and when\" to provide the
reader with instant understanding of the gist of the piece. It is
recommended that you paraphrase the \"Highlights\" section located on
the first page of the Government Accountability Office (GAO) report.
This section gives an explanation of why GAO conducted the study and a
synopsis of the recommendations. The last sentence of this paragraph
should lead the reader to the recommendations cited. **For example**,
The following addresses those recommendations made specifically to the
Department of Agriculture (USDA).

#### General Comments

Include any comments of a general nature, if applicable, that are not
specifically relevant to an individual recommendation. If no general
comments provided, *omit* this section from the statement of action
(SOA). Any use of acronyms, including those cited in the GAO
recommendations, should be written out the first time they are used with
the acronym in parenthesis.

#### GAO Recommendation

Cite the first GAO recommendation reflected in the report. If at all
possible, the GAO recommendation(s) should be stated in the same words
as shown in the report.

**[USDA Response]{.underline}** (or Comment)

Describe what action has been completed, what additional action is
planned, and the estimated date(s) of completion. If there is
disagreement with the GAO recommendation, state the reason.

If more than one agency is responding to the GAO recommendation, prepare
one Departmental response to the recommendation that represents USDA's
position. Describe what actions have been completed, what additional
actions are planned overall, and the estimated dates of completion.

*Note*: This response should \"speak in one voice\" on behalf of USDA.
Any agency disagreements concerning responses to recommendations should
be reconciled prior to writing the SOA.

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Attachment 1

Page 2

*Statement of Action on \[Report Number, Short Title\]*

*Page 2*

#### GAO Recommendation

Cite the next GAO recommendation reflected in the report. If the SOA is
more than one page, insert a \"continuous" page break on the first page
and title the succeeding pages as noted above using the GAO report
number and a short title (e.g., *SOA on GAO-03-541, Rural Development:
USDA's Outreac*h). This text should be italicized 12-point Times New
Roman type.

**[USDA Response]{.underline}** (or Comment)

Again, describe what action has been completed, what additional action
is planned, and the estimated date(s) of completion. If there is
disagreement with the GAO recommendation, state the reason.

CONTINUE THIS PATTERN FOR EACH GAO RECOMMENDATION, IMMEDIATELY FOLLOWED
BY THE USDA'S RESPONSE(S)/COMMENT(S).

**On last page (of salmon copy only) include**

AGENCY IDENTIFICATION (EXAMPLE: RHS/SWhite:202-720-1615:dm:7/8/04)

## oOo

## 

## 

RD Instruction 2030-C

Exhibit G

Attachment 2

### EXAMPLE OF COMPLETED

### CORRESPONDENCE CONTROL COVER

**NOTE**: A blank form will be e-mailed to the Government Accountability
Office (GAO) Liaison Officer for the agency's use

+----------------------+--------+-------------+-----------+----------+
| **CORRESPONDENCE**   | *      |             | **DATE:** | **JACKET |
|                      | *TO:** |             |           | NO:**    |
| **CONTROL COVER**    |        |             | July 9,   |          |
| for                  | Office |             | 2004      | 35       |
|                      | of     |             |           | -4119681 |
| U.S. Government      | Ins    |             |           |          |
| Accountability       | pector |             |           |          |
| Office               | G      |             |           |          |
|                      | eneral |             |           |          |
| Statement of Action  |        |             |           |          |
| Package              | ATTN:  |             |           |          |
|                      | June   |             |           |          |
|                      | Hill   |             |           |          |
|                      |        |             |           |          |
|                      | Room   |             |           |          |
|                      | 450-E, |             |           |          |
|                      | Jamie  |             |           |          |
|                      | W      |             |           |          |
|                      | hitten |             |           |          |
|                      | Bldg.  |             |           |          |
+----------------------+--------+-------------+-----------+----------+
|                      |        |             | **FILE    |          |
|                      |        |             | DESIG     |          |
|                      |        |             | NATION:** |          |
|                      |        |             |           |          |
|                      |        |             | G         |          |
|                      |        |             | AO-04-937 |          |
+----------------------+--------+-------------+-----------+----------+
|                      | TITLE  |             |           |          |
|                      | OF GAO |             |           |          |
|                      | AUDIT  |             |           |          |
|                      | R      |             |           |          |
|                      | EPORT: |             |           |          |
|                      |        |             |           |          |
|                      | Rural  |             |           |          |
|                      | H      |             |           |          |
|                      | ousing |             |           |          |
|                      | Se     |             |           |          |
|                      | rvice: |             |           |          |
|                      | U      |             |           |          |
|                      | pdated |             |           |          |
|                      | Gu     |             |           |          |
|                      | idance |             |           |          |
|                      | and    |             |           |          |
|                      | Addi   |             |           |          |
|                      | tional |             |           |          |
|                      | Moni   |             |           |          |
|                      | toring |             |           |          |
|                      | Needed |             |           |          |
|                      | for    |             |           |          |
|                      | Rental |             |           |          |
|                      | Assi   |             |           |          |
|                      | stance |             |           |          |
|                      | Distri |             |           |          |
|                      | bution |             |           |          |
|                      | P      |             |           |          |
|                      | rocess |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| **PREPARING          | *      |             | **CONTACT |          |
| AGENCY:**            | *PHONE |             | POINT IN  |          |
|                      | NUM    |             | AGENCY:** |          |
| RHS                  | BER:** |             |           |          |
|                      |        |             | Betty     |          |
|                      | \      |             | O\        |          |
|                      | (202\) |             | 'Loughlin |          |
|                      | 69     |             |           |          |
|                      | 2-0085 |             |           |          |
+----------------------+--------+-------------+-----------+----------+
|                      |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| **REMARKS:**         |        |             |           |          |
|                      |        |             |           |          |
| ***For Secretary\'s  |        |             |           |          |
| signature. To be     |        |             |           |          |
| hand carried at all  |        |             |           |          |
| times. If problems   |        |             |           |          |
| arise, please        |        |             |           |          |
| contact June Hill,   |        |             |           |          |
| OIG, on              |        |             |           |          |
| 202-720-6772. [DO    |        |             |           |          |
| NOT]{.underline}     |        |             |           |          |
| return package back  |        |             |           |          |
| to originating       |        |             |           |          |
| agency. Thank        |        |             |           |          |
| you.***              |        |             |           |          |
|                      |        |             |           |          |
| ***Letters to the    |        |             |           |          |
| members of Congress, |        |             |           |          |
| GAO, and OMB (in     |        |             |           |          |
| accordance with PL   |        |             |           |          |
| 97-258 and OMB       |        |             |           |          |
| Circular OMB A-50)   |        |             |           |          |
| will be prepared by  |        |             |           |          |
| OIG.***              |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| SENT TO              | ROOM   | DATE IN     | DATE OUT  | INITIALS |
|                      | NO.    |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 1\. Administrator,   | 5014-S |             |           |          |
| RHS                  |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 2\. Under Secretary, | 206-W  |             |           |          |
| Rural Development    |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 3\. General Counsel, | 1518-S |             |           |          |
| OGC                  |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 4\. Director, OBPA   | 101-A  |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 5\. OIG: June Hill   | 450-E  |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 6\. Inspector        | 117-W  |             |           |          |
| General, OIG         |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 7\. OES              | 116-A  |             |           |          |
+----------------------+--------+-------------+-----------+----------+
| 8\.                  |        |             |           |          |
+----------------------+--------+-------------+-----------+----------+

**PRIORITY \-- HANDLE PROMPTLY**

**KEEP THIS JACKET ON TOP OF CORRESPONDENCE AT ALL TIMES**

**Note**: Add other reviewers at agency level or above, as appropriate

## 

## oOo

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit G

Attachment 3

**EXAMPLE OF OES SIGNATURE SHEET**

\*Printed on white paper and modified to reflect clearances necessary
for your agency. To be placed on *[TOP]{.underline}* of the salmon copy
of the statement of action.

U. S. Department of Agriculture

Office of the Executive Secretariat

Official Clearance Sheet

+-----------------+----------------+-----------------+----------------+
|                 | DRAFT          | REWRITE         | FINAL          |
+-----------------+----------------+-----------------+----------------+
| AGENCY:         |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| AGENCY HEAD:    |                |                 |                |
|                 |                |                 |                |
| Administrator,  |                |                 |                |
| RHS             |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| UND/ASST. SEC:  |                |                 |                |
|                 |                |                 |                |
| Rural           |                |                 |                |
| Development     |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| ADDT'L          |                |                 |                |
| UND/ASST:       |                |                 |                |
|                 |                |                 |                |
| *if applicable* |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| OGC:            |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| OBPA:           |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| OIG:            |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| OES:            |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| EXEC. ASST:     |                |                 |                |
|                 |                |                 |                |
| (Signature)     |                |                 |                |
|                 |                |                 |                |
| (Title)         |                |                 |                |
|                 |                |                 |                |
| (Date)          |                |                 |                |
+-----------------+----------------+-----------------+----------------+
| SEC/AUTOPEN:    |                |                 |                |
+-----------------+----------------+-----------------+----------------+

OES-1 (modified for GAO SOA) 10/20/04

**NOTE: Include clearance lines for other reviewers as appropriate
(i.e., other USDA agencies that provided responses if more than one
agency was involved; or as instructed by OIG).**

## 

## oOo

(04-20-05) PN 385

Exhibit H in PDF ONLY.

RD Instruction 2030-C

Exhibit I

ABBREVIATIONS FOR STRET DESIGNATORS (STREET SUFFIXES)

Alley ALY Fort FT Plaza PLZ

Annex ANX Freeway FWY Point PT

Arcade ARC Gardens GDNS Port PRT

Avenue AVE Gateway GTWY Prairie PR

Bayou BYU Glen GLN Radial RADL

Beach BCH Green GRN Ranch RNCH

Bend BND Grove GRV Rapids RPDS

Bluff BLF Harbor HBR REST RST

Bottom BTM Haven HVN Ridge RDG

Boulevard BLVD Heights HTS River RIV

Branch BR Highway HWY Road RD

Bridge BRG Hill HL Row ROW

Brook BRK Hills HLS Run RUN

Burg BG Hollow HOLW Shoal SHL

Bypass BYP Inlet INLT Shoals SHLS

Camp CP Island IS Shore SHR

Canyon CYN Islands ISS Shores SHRS

Cape CPE Isle ISLE Spring SPG

Causeway CSWY Junction JCT Springs SPGS

Center CTR Key KY Spur SPUR

Circle CIR Knolls KNLS Square SQ

Cliffs CLFS Lake LK Station STA

Club CLB Lakes LKS Stravenue STRA

Corner COR Landing LNDG Stream STRM

Corners CORS Lane LN Street ST

Course CRSE Light LGT Summit SMT

Court CT Loaf LF Terrace TER

Courts CTS Locks LCKS Trace TRCE

Cove CV Lodge LDG Track TRAK

Creek CRK Loop LOOP Trail TRL

Crescent CRES Mall MALL Trailer TRLR

Crossing XING Manor MNR Tunnel TUNL

Dale DL Meadows MDWS Turnpike TPKE

Dam DM Mill ML Union UN

Divide DV Mills MLS Valley VLY

Drive DR Mission MSN Viaduct VIA

Estates EST Mount MT View VW

Expressway EXPY Mountain MTN Village VLG

Extension EXT Neck NCK Ville VL

Fall FALL Orchard ORCD Vista VIS

Falls FLS Oval OVAL Walk WALK

Ferry FRY Park PARK Way WAY

Field FLD Parkway PKY Wells WLS

Fields FLDS Pass PASS

Flats FLT Path PATH

Ford FRD Pike PIKE

Forest FRST Pines PNES

Forge FRG Place PL

Fork FRK Plain PLN

Forks FRKS Plains PLNS

oOo

(04-20-05) PN 385

RD Instruction 2030-C

Exhibit J

STANDARD ADDRESS ABBREVIATIONS

TWO-LETTER STATE AND POSSESSION ABBREVIATIONS

Alabama AL Missouri MO

Alaska AK Montana MT

Arizona AZ Nebraska NE

Arkansas AR Nevada NV

American Samoa AS New Hampshire NH

California CA New Jersey NJ

Colorado CO New Mexico NM

Connecticut CT New York NY

Delaware DE North Carolina NC

District of Columbia DC North Dakota ND

Federated States of Northern Mariana Islands MP

Micronesia FM Ohio OH

Florida FL Oklahoma OK

Georgia GA Oregon OR

Guam GU Palau PW

Hawaii HI Pennsylvania PA

Idaho ID Puerto Rico PR

Illinois IL Rhode Island RD

Indiana IN South Carolina SC

Iowa IA South Dakota SD

Kansas KS Tennessee TN

Kentucky KY Texas TX

Louisiana LA Utah UT

Maine ME Vermont VT

Marshall Islands MH Virginia VA

Maryland MD Virgin Island VI

Massachusetts MA Washington WA

Michigan MI West Virginia WV

Minnesota MN Wisconsin WI

Mississippi MS Wyoming WY

DIRECTIONAL ABBREVIATIONS

North N

East E

South S

West W

Northeast NE

Southeast SE

Southwest SW

Northwest NW

Note: For certain computerized addressing needs, the National Five-Digit
Zip Code & Post Office Directory contains two additional tables of
official U.S. Postal Service abbreviations: (1) an Extended Suffix
Table, containing suffix forms which appear in some address files, and
the corresponding USPS suffixes as coded in the ZIP+4 National Directory
File, and (2) abbreviations for postal names which cannot be reduced to
15 positions through use of standard abbreviations.

oOo

(04-20-05) PN 385