CHAPTER 2. PREPARATION OF LETTERS

Par.

1\. When should a letter be prepared?

2\. What unit of measurement should be used in FHWA reports and
correspondence?

3\. How do I prepare letters?

1\. **When should a letter be prepared?** The letter is a formal
communication that is used:

a\. When writing to organizations, businesses, or individuals outside of
the Federal government,

b.  Where protocol dictates (Members of Congress, Cabinet officers,
    Governors, Mayors, etc.), or

c\. When writing a personal or private message to individual FHWA
employees on such matters as retirement, commendation, congratulations,
or condolence.

2\. **What unit of measurement should be used in FHWA reports and
correspondence?** To the maximum extent practical, only the metric
system of measurements should be used in all FHWA reports and
correspondence. The use of dual units of measurement should be avoided
unless it is determined in specific instances that such usage would be
beneficial. Please review the guidance provided on June 1, 2001, from
the Deputy Executive Director on Metric Use Requirements at
<http://www.fhwa.dot.gov/programadmin/contracts/0601metr.htm>

3\. **How do I prepare letters?** Instructions for preparing
correspondence are found in the following figures.

![](media/image1.wmf){width="1.742361111111111in" height="1.575in"}

> (Stamp or type date here when signed)

Refer to: HXX-XX

Ms. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)\*

Dear Ms. (Surname):

The following format guidelines apply when preparing a letter:

1.  Use Microsoft Word.

2.  Fonts: For correspondence use Times New Roman 12 pt.

3.  Spacing may vary between the date and address.

4.  The margins for a letter are:

    a.  Microsoft Word Page Set: Top: 1", Bottom: 1", Left: 1", Right:
        1" (template margins are pre-set).

    b.  Right justification is not permitted in letters or memorandums.

    c.  Left margin: In line with the left edge of the letterhead
        caption.

    d.  Right margin: Approximately 1.125 inches to prevent typing into
        the concurrence grid on the official file copy.

    e.  Bottom margin: Approximately 1.5 inches.

5.  The date is stamped or typed approximately four lines below the
    letterhead beginning at the center point. If typed, spell out the
    month and show the date and year in numerals. Do not use st, th, or
    rd with the numerals.

Example: April 15, 2004

> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

Figure 2.1

> 2

\*The USPS two letter abbreviation (ALL CAPS) for the State is permitted
on the inside address and the envelope. Use DC not D.C. However, when
you mention a State in the body of the letter, it should be spelled out.
This notation will not appear on the remaining figures in the
Correspondence Manual.

> NOTE: The margins and placement of address on short letters may vary
> for an attractive, well-balanced appearance.

6.  The Sender's reference is typed approximately three lines below the
    date approximately flush with the right margin. If the addressee's
    reference is to be shown, type it below the sender's reference.
    Example:

Refer to: HXX-XX

Your Reference: TWDX

7.  The address begins at the left margin, a minimum of two lines below
    the date or sender's reference. Single space in block style. The
    address should not exceed five lines (additional lines may be typed
    on the envelope). When any line goes past the center of the page (or
    over 4 inches), continue it on a second line that is indented two
    characters. Type the ZIP Code two spaces to the right of the State
    name. Do not use two titles on the same line of the address, such as
    "The Honorable Ted Stevens, Chairman" or "Mr. John A. Doe, P.E."

> The Honorable Ted Stevens John A. Doe, P.E.
>
> Chairman (Title)
>
> Committee on XXXXXXXXXXXX

8.  The salutation is typed flush with the left margin two lines below
    the last line of the address followed by a colon. Do not use
    first-name salutations in letters for the Secretary, Deputy
    Secretary, and other OST officials' salutations unless specific
    instructions have been received from S-10 or HOAES. The same
    instructions apply for letters to be signed by the Federal Highway
    Administrator, Deputy Administrator, or Executive Director; do not
    use first-name salutations unless specific instructions have been
    received from the Administrator's office or HOAES.

9.  The body of the letter begins two lines below the salutation.
    Letters are single spaced with double spacing between paragraphs.
    Use two spaces between sentences. Use clear, concise language and
    make sure the answers to incoming correspondence are responsive to
    the questions asked. Avoid the excessive use of acronyms. The first
    reference shall be spelled out with the acronym in parentheses.
    Begin each main paragraph flush with the left margin. The lines in a
    letter are double spaced if there is only one paragraph with less
    than ten lines.

> 10\. **Opening paragraph**

a.  When correspondence has been referred from OST (or from some other
    source) for FHWA response, advise the addressee of this referral in
    the opening paragraph.

> 3

b.  If there has been a previous acknowledgment, mention it in the
    opening paragraph. Give the date of the acknowledgment and any other
    clarifying information.

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11. Begin the complimentary close at the center point two lines below
    the last paragraph. "Sincerely yours," is customary, but not
    required, within FHWA. The current Federal Highway Administrator
    prefers the use of "Sincerely" as the complimentary close.

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a.  When an individual is detailed to a position as a result of a
    personnel action, use the term "Acting" before the title in the
    signature block.

> Example:
>
> Sincerely yours,
>
> John A. Jones
>
> Acting Chief, Program Review Branch

b.  When an individual is acting in another position without a personnel
    action, the signature block will reflect the name and title of the
    incumbent, and the authorized person will sign for the incumbent.

> Example:
>
> Sincerely yours,
>
> for: John A. Jones
>
> Associate Administrator for
>
> Program Development

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date here when signed)

Refer to: HXX-XX

John B. Doe, P.E.

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. Doe:

Begin the body of a letter two lines below the salutation line. Begin
each main paragraph flush with the left margin. Single space between
lines within paragraphs, and double space between paragraphs. Double
space letters consisting of one paragraph and ten lines or less.

> 1\. When a paragraph is subdivided, it must have at least two
> subdivisions and so on through any further subdivisions. Each
> succeeding subdivision of a paragraph should be indented.
>
> 2\. Subparagraphs or outlines may be numbered and lettered for
> clarity. Place periods after letters or figures in an outline. Omit
> the periods when the letters or figures are enclosed in parentheses or
> are underscored. Spacing between each subparagraph can be either
> single or double, but should be consistent throughout the letter. An
> example provided in the **Government Style Manual** and using
> Microsoft Word is:
>
> \(1\) Balancing a checkbook
>
> \(a\) Open your check register
>
> \(i\) Verify all check numbers
>
> 1\. Verify no check numbers were duplicated
>
> 2\. Verify no check numbers were skipped

3\. Using a Microsoft Word numbered format is acceptable for
correspondence.

> (Note: In the interest of brevity, only one subdivision at each level
> is shown in the example.)
>
> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.2**

2

> a\. Bullets, dashes, etc., may also be used to separate talking points
> in briefings, items in a list, or ideas to add clarity.
>
> b\. **Cited paragraphs**. The reference numbers and letters in a cited
> paragraph are typed without periods or spaces. Example:
>
> 1a(1)(a)
>
> c\. **Carryover paragraphs**. A paragraph is split at the end of the
> page only if three or more lines of the paragraph can be carried over
> to the next page. There must be at least three lines of the paragraph
> at the bottom of a page before it can be split.
>
> d\. **Succeeding pages**. Use plain copier paper. Type the page number
> seven lines from the top, flush with the right margin. Continue the
> body of the letter two lines below the page number.
>
> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date here when signed)

Refer to: HXX-XX

Mrs. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mrs. (Surname):

The following rules apply to incoming correspondence addressed to the
FHWA or assigned by the OST Executive Secretariat (S-10) for signature
by an FHWA official.

1.  Correspondence will be signed at the lowest practical level,
    consistent with current delegations of correspondence signing
    authority in the FHWA Delegations and Organization Manual, FHWA
    ORDER M 1100.1A, at
    <http://www.fhwa.dot.gov/legsregs/directives/orders/m11001a/doa_ch03.htm>,
    and in the Executive Director's memorandum dated July 21, 1999.

2.  The authority for signing correspondence may be delegated and
    redelegated consistent with these instructions.

3.  Within the limits of delegated signatory authority, each FHWA
    official shall exercise individual discretion in determining whether
    any correspondence requires signature at a higher level.

4.  Signing authority is reserved for the Administrator, as set forth in
    the FHWA Delegations and Organization Manual, FHWA ORDER M 1100.1A,
    (see link above) which:

    a.  sets forth newly established FHWA policy;

    b.  deals with sensitive or controversial areas;

    c.  involves the functional responsibilities of more than one
        Associate Administrator;

> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

# Figure 2.3

2

> d\. contains FHWA comments on proposed U.S. Department of
> Transportation (DOT) issuances involving new policy or significant
> revisions in existing delegations, policy statements, or organization
> structure (including no comment responses); and

e.  is addressed to: the Secretary or Deputy Secretary of
    Transportation, White House Officials, the Director, Office of
    Management and Budget, Members of the Cabinet, Heads of Independent
    Agencies, and Governors.

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5.  Associate Administrators, in their respective areas of
    responsibility, may:

> a\. sign all correspondence not reserved for the Federal Highway
> Administrator, as set forth in number 4 above, and
>
> b\. delegate signatory authority to Office Directors and Division
> Chiefs, consistent with their assigned responsibilities and not
> required to be reserved for Associate Administrators.

6.  Office Directors, in their respective areas of responsibility, may:

    a.  sign all correspondence not reserved for the Federal Highway
        Administrator, as set forth in number 4 above, and

    b.  delegate signatory authority to Division Chiefs or the
        equivalent, consistent with their assigned responsibilities and
        not required to be reserved for Office Directors.

7.  Directors of Field Services, Resource Center Managers, Federal Lands
    Highway Division Engineers, and Division Administrators, in their
    respective areas of responsibility, may:

    a.  sign all correspondence not reserved for the Federal Highway
        Administrator, as set forth in number 4 above, and

    b.  delegate signatory authority to other field officials,
        consistent with their assigned responsibilities and not required
        to be reserved for Directors of Field Services.

> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date here when signed)

Refer to: HXX-XX

Dr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Dr. (Surname):

The notation enclosure is used for letters. Enclosure notations are
typed two lines below the signature block and flush with the left
margin. When more than one enclosure is involved, identify each
enclosure by number; e.g., Enclosure 2. When there is more than one
lengthy enclosure, use tabs to identify each enclosure by number.

> 1\. Note enclosure(s) identified in the body of the letter as follows:
>
> Enclosure OR 2 Enclosures
>
> 2\. Note enclosure(s) not identified in the body of the letter as
> follows:
>
> Enclosure: OR 2 Enclosures:
>
> Form Letters Handbook Form Letters Handbook
>
> Plain Letters Handbook
>
> 3\. Note multiple copies of the enclosure(s) identified in the body of
> the letter in parentheses as follows:
>
> Enclosure (2) OR 2 Enclosures (2)
>
> 4\. Note multiple copies of the enclosure(s) not identified in the
> body of the letter in parentheses after identification of the
> enclosure as follows:

Enclosure: OR 2 Enclosures:

Form Letters Handbook (2) Form Letters Handbook (2)

Plain Letters Handbook (2)

> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.4**

> 2
>
> 5\. All enclosures are identified below the enclosure notation if none
> of the enclosures is identified in the body of the letter. Example:
>
> 2 Enclosures:
>
> Form Letters Handbook
>
> Plain Letters Handbook
>
> 6\. When documents referred to in the body of a letter are sent
> separately from the letter, type "Separate Cover" two lines below the
> enclosure notation (or two lines below the signature block if there is
> no enclosure) and flush with the left margin. On the next line, type
> the titles or descriptions of the documents that are being sent. The
> documents are identified here, whether or not they were identified in
> the text, as follows:
>
> Separate Cover:
>
> Bridge Manual
>
> Design Manual
>
> a\. When sending more than one copy of the document under separate
> cover, indicate the number of copies in parentheses following the
> identification of the document as follows:
>
> Separate Cover:
>
> Bridge Manual (2)
>
> b\. When the material is mailed, include a copy of the letter.
>
> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}(Stamp or type date here when signed)

Refer to: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

> 1\. Courtesy copy distribution notations are shown on the original of
> the letter only if the addressee has a need to know who received a
> copy of the letter. Always show the courtesy copy distribution on the
> internal information copies including the official file copy.
>
> 2\. Courtesy copies are indicated by typing cc: flush with the left
> margin and two lines below the signature block, enclosure notation, or
> separate cover notation followed by the name or routing symbols of the
> recipients. Example:
>
> cc:
>
> HOA-1 cc: HOA-1
>
> HOA-2 OR HOA-2
>
> HOA-3 HOA-3
>
> 3\. Courtesy copy notations may be listed across the page but only to
> avoid starting a new page. Example:
>
> cc: HOA-1, HOA-2, HOA-3, HOAES
>
> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.5**

2

> 4\. When enclosures are furnished to recipients of copies of the
> letter, the courtesy copy notation is as follows:
>
> cc: HPD-1, w/enclosure.
>
> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date

> here when signed)

Refer to: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

> 1\. Distribution of file and information copies is indicated on all
> copies of the letter except the field copies. The writer's
> identification line is shown on all internal courtesy copies of the
> letter. Type the FHWA identification, routing symbol or originating
> office, writer's first initial and last name, typist's initials,
> writer's telephone number, and the date. The writer's identification
> line and distribution (a.k.a. legend block) should also include the
> FHWA and OST control numbers, location (i.e., file folder name) of the
> official paper file for that letter or memo, and the location (i.e.,
> fileserver name, path, and filename) of the electronic file for that
> letter or memo. This information is typed two lines below the
> signature block.
>
> Example:
>
> FHWA:HIF-1:RWeingroff:jd:64856:12-24-03
>
> Control No. 031212-004-2004/S10031211-014 (show control number(s) as
> indicated on the control sheet)
>
> Files 3213 Location:F:\\HIF-1\\PASYS.DOC
>
> cc: (List all information copies, reader file, field copies, etc.)
>
> 2\. If the letter is rewritten or retyped, this should be indicated
> directly below the first identification line.
>
> Example:
>
> Rewritten:HPD-1:JToole:mg:703-235-0500: 1-5-04
>
> Location:F:\\HPD-1\\PASYS.DOC (list location of latest version if
> different from original)
>
> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.6**

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

(Stamp or type date

> here when signed)

Refer to: HXX-XX

Peter A. Smith, Esquire

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. Smith:

> 1\. If the letter was signed in the Federal Highway Administrator's
> Office, the HOAES makes all of the HOA and OST copies and mails the
> original. The HOAES will return one signed, clean copy of the original
> and one copy showing the full distribution. The originating office is
> then responsible for making all other copies listed in the
> distribution block.
>
> 2\. If the letter has been signed by an Associate Administrator or
> other official, the originating office will mail the letter and
> provide a copy to the HOAES. The distribution block as described in
> Figure 2-6 should be typed separately on plain copier paper and cut to
> fit at the bottom or where appropriate.
>
> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.7**

**Type of folder to use:**

1\. Red and White Striped Folders:

Members of Congress

Mayors

> Correspondence for the Secretary, Deputy Secretary, Assistant
> Secretaries, and

Modal Administrators

Governors

VIP (Stakeholder groups)

2\. Blue and White Polka Dot Folder:

State DOT heads

General Public

# Figure 2.8 

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date

here when signed)

Refer to: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

This section shows the correct way to assemble correspondence in a
logical, neat package for signature. Keep together all items that belong
with the original letter and all items that belong with the official
file copy. Use binder clips to assemble packages.

> 1\. **Right side of folder**. Attach the original letter and any
> enclosures on the right side of the folder. Do not staple enclosures.
> Enclosures should be clipped to the original in the sequence they are
> mentioned in the letter followed by an addressed envelope of the
> appropriate size.

a\. **Plastic cover sheet**. This sheet is used to protect the original
letter.

> b\. **Original outgoing letter**. The original letter, even when there
> are several pages, is never stapled.

c.  **Enclosure(s)**. Enclosures are attached in the sequence in which
    they are referenced in the letter, suitably captioned or tabbed.

d.  **Envelope**. An appropriate-size, addressed envelope should be
    attached except for letters to be signed by the Secretary and Deputy
    Secretary.

> 2\. **Left side of folder**. Official file documents are assembled in
> the following order with the summary sheet on top.
>
> a\. **Summary Sheet**. One-page summary of the issue/problem/request
> and rationale of position taken in response. (see Figure 2.24).

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.9**

> 2
>
> b\. Any official file copies voided by revision or retyping follow all
> pages of the final official file copy. Voided official file copies
> should be differentiated from the final official file copy with a
> diagonal red line drawn through them. Place official file copy under
> the grid, Form DOT F 1320.65.
> (<http://intra.fhwa.dot.gov/informs/adobeforms/dot132065.pdf>)
>
> c\. The FHWA Correspondence Control Sheet is stapled to the official
> file copy.
>
> d\. **Second Official file copy**. If the letter is to be signed by an
> OST official, a second official file copy is prepared (type on
> distribution: FHWA File Return). This copy is placed under the first
> official file copy and is to be used only for the concurrence of the
> Federal Highway Administrator, officials of other Operating
> Administrations (OAs), and/or Secretarial offices in OST. If a second
> official file copy is needed, the following items should be stapled to
> it.
>
> \(1\) Enclosure(s). Copies of enclosures should be stapled to the
> official file copy. If material is too bulky to attach, a statement
> must be made to that effect on all copies.
>
> \(2\) Copy of acknowledgment letter. If the incoming letter has been
> acknowledged, attach a copy of the acknowledgment letter.
>
> \(3\) Interim Reply. If an interim reply has been previously sent,
> attach a copy.
>
> \(4\) Copy of the incoming correspondence including the FHWA and S-10
> control sheets.

e.  **Incoming Letter**. Place the incoming letter under the pink
    Incoming Tab, Form FHWA 222C.

f.  **Background**. Include all original pertinent correspondence and
    legible copies of any referenced material. Place the background
    material under the blue Background Tab, Form FHWA-222A, and staple
    it to the official file copy.

> Sincerely,
>
> (Full Name)
>
> (Title)

![](media/image3.jpeg){width="1.0in" height="8.875694444444445in"}

> GRID

**Form DOT F 1320.65**

Supersedes previous edition

**Figure 2.10**

THE SECRETARY OF TRANSPORTATION

WASHINGTON, D.C. 20590

The Honorable (Full Name)

United States Senate

Washington, DC 20510

Dear Senator (Surname):

Thank you for your letter of (date) concerning
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--.

This is the format for a letter prepared for the Secretary of
Transportation's signature. The letters to be signed by the Secretary
are prepared on special letterhead. Omit the sender's reference on all
correspondence typed for signature of an OST official. Check with the
HOAES for the list of "first names" to be used in Secretarial letters.

Refer to the date of the incoming correspondence in the opening
paragraph of a letter prepared for the Secretary's signature. *"Thank
you for your letter of (date) concerning..."* The subject of the
incoming correspondence should be included in the opening paragraph.
Make sure all letters are properly centered on the page. Do not double
space letters or write letters that are one paragraph in length. End
each letter with "*If I can provide further information or assistance,
please feel free to call me."*

Type the Secretary's name five lines below the complimentary close.

Sincerely yours,

(Full Name)

**Figure 2.11**

**The Deputy Secretary of Transportation**

U.S. DEPARTMENT OF TRANSPORTATION

400 Seventh Street, S.W., Room 10200

WASHINGTON, D.C. 20590

The Honorable (Full Name)

Governor of State

(City, State ZIP Code)

Dear Governor (Surname):

Thank you for your letter of (date) concerning
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--.

This is the format for a letter prepared for the Deputy Secretary of
Transportation's signature. The letters to be signed by the Deputy
Secretary are prepared on special letterhead. Omit the sender's
reference on all correspondence typed for signature of an OST official.
Check with the HOAES for the list of "first names" to be used in Deputy
Secretarial letters.

Refer to the date of the incoming correspondence in the opening
paragraph of a letter prepared for the Deputy Secretary's signature.
*"Thank you for your letter of (date) concerning..."* The subject of the
incoming correspondence should be included in the opening paragraph.
Make sure all letters are properly centered on the page. Do not double
space letters or write letters that are one paragraph in length. End
each letter with "*If I can provide further information or assistance,
please feel free to call me."*

Type the Deputy Secretary's name five lines below the complimentary
close.

Sincerely yours,

(Full Name)

**Figure 2.12**

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

Thank you for your letter of (date) concerning
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--.

This is the format for a letter prepared for other OST officials'
signature. The letters to be signed by the Assistant Secretaries and the
General Counsel each are prepared on special letterhead. Other OST
officials use the Office of the Secretary letterhead. Omit the sender's
reference on all correspondence typed for signature by an OST official.

Refer to the date of the incoming correspondence in the opening
paragraph of a letter prepared for the signature of an OST official. The
subject of the incoming correspondence should be included in the opening
paragraph. Make sure all letters are properly centered on the page. Do
not double space or write letters that are one paragraph in length. End
each letter with "*If I can provide further information or assistance,
please feel free to call me."*

Type the OST official's name five lines below the complimentary close.

Sincerely yours,

(Full Name)

(Title, if not on special

letterhead)

**Figure 2.13**

(Use OST Letterhead)

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

1.  Controlled correspondence is distributed as follows.

    a.  Field copies as necessary.

    b.  Two official file copies. The first DOT F 1320.65
        (<http://intra.fhwa.dot.gov/informs/adobeforms/dot132065.pdf>)
        is used to document concurrences within FHWA. The second
        official file copy is used to document the concurrences of the
        Federal Highway Administrator and officials of other OAs and/or
        Secretarial offices in the OST as necessary. Attach the
        concurrences from the offices in the OST as necessary. Attach
        the original incoming material and OST S-10 control sheet to the
        second official file copy. The official file copy showing
        concurrence by the Federal Highway Administrator will be
        identified in the distribution block as: FHWA File Return.

    c.  One copy for OST S-10 with a copy of all enclosures attached.

    d.  One copy for the Assistant Secretary for Governmental Affairs
        (I), if the letter is addressed to a Member of Congress or State
        or local government official (such as a mayor).

    e.  Copies for other OST officials or other OAs requiring an
        information copy.

    f.  Copies for the Federal Highway Administrator (HOA-1), Deputy
        Administrator (HOA-2), and Executive Director (HOA-3).

    g.  Copies for the Legislative Analysis Team Leader (HPLS-40) if the
        letter is addressed to a Member of Congress.

    h.  One copy for the HOAES to which is attached a copy of any
        enclosures.

    i.  Other information copies as required by the action office.

**Figure 2.14**

2

2.  Noncontrolled correspondence (generally correspondence originating
    in FHWA). In addition to the copies listed above, prepare copies as
    required by the FHWA control sheet.

> Sincerely,
>
> (Full Name)
>
> (Title)

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

The OST/S-10 Priority Coordination folders are used for correspondence
that have a very short turnaround. Coordination must be completed and
returned to the HOAES by the specified time. Special attention must be
given to these folders in order to meet the critical deadlines.
Clearances should be made on the concurrence grid of the photocopy of
the official file copy, which is on the left side of the folder.

Sincerely,

(Full Name)

(Title)

**Figure 2.15**

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date

here when signed)

Refer to: HXX-X

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

This is the format for a letter prepared for signature by the Federal
Administrator, Deputy Administrator, or Executive Director. Do not use
first name salutations unless instructed to do so by the HOAES.

Letters prepared for the signature of the Federal Highway Administrator,
Deputy Administrator, or the Executive Director (or letters of special
interest to them that are signed by others) are controlled by and routed
through the HOAES.

If a letter is signed outside the Office of the Federal Highway
Administrator, but controlled by HOAES, forward a copy to the HOAES.
Control number(s) should be shown on the copy.

The following are suggested opening paragraphs; the closings are
provided for letters assigned by one or more people:

1.  Thank you for your letter of August 9 (do not include year unless
    other than current year) to Secretary of Transportation (Full Name)
    regarding (subject). Your letter was forwarded to the Federal
    Highway Administration for reply, since it is the agency responsible
    for (program).

2.  This is in further reply to your letter of July 3 to Ms. (Full
    Name), Assistant Secretary for the U.S. Department of
    Transportation's Office of Governmental Affairs. Your letter was
    forwarded to the Federal Highway Administration for further
    response.

3.  Thank you for your letter of December 15 cosigned by Senator
    Olympia J. Snowe regarding (subject).

> ![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

# Figure 2.16

2

> Closing**:** If I can provide further information or assistance,
> please feel free to call me. An identical letter has been sent to
> Senator Snowe.

4.  Thank you for your letter of December 14 cosigned by your
    congressional colleagues concerning (subject).

> Closing**:** If I can provide further information or assistance,
> please feel free to call me. An identical letter has been sent to each
> cosigner of your letter.

Use the following guidelines when preparing a letter for the signature
of the Federal Highway Administrator, Deputy Administrator, or Executive
Director.

1.  Prepare the letter on Office of the Administrator letterhead.
    Forward the original and the official file copy in the appropriate
    folder (red and white or blue and white), along with the
    distribution information. (See Figure 2.9) (Note: All copies must be
    identical to the original.)

2.  Do not use an attention line on letters.

3.  The signature block is typed five lines below the complimentary
    close. Enclosure notations are typed two lines below the title of
    the signing official.

4.  Do not show courtesy copy distribution on the original letter unless
    there is a need for the addressee to be informed.

5.  Do not justify the right margin.

6.  Do not staple originals or courtesy copies.

7.  The final assembled package should include a copy of the original
    letter, any enclosures, envelope, the incoming letter, and any
    background information.

8.  The initials and surname are required on the concurrence grid on the
    official file copy.

9.  Upon receipt of the reproduced signed copy, the originating office
    should make copies to be distributed outside the office (except
    those for HOA-1, HOA-2, HOA-3, HOAES, and higher offices). The
    originating office is responsible distributing the signed copies to
    the field offices.

10. Attach all voided official file copies beneath the final copy.
    Return the letter originally intended for signature, including any
    notes from the Office of the Federal Highway Administrator.

3

Letters prepared for signature in the Office of the Federal Highway
Administrator should be written so they can be signed by either the
Federal Highway Administrator, Deputy Administrator, or Executive
Director, unless otherwise instructed by the HOAES.

> Sincerely,
>
> (Full Name)
>
> (Title)

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

(Stamp or type date

here when signed)

Refer to: HXX-X

Through: Mr. (Full Name)

Division Administrator

Mr. (Full Name) City, State

Commissioner, (Name of

State highway agency)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

Thank you for your letter of March 10 to Secretary of Transportation
(Full Name) expressing concern over the problem of
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--. Your letter was forwarded
to the Federal Highway Administration for reply.

This is the format for a letter written to a State highway agency from
the Washington Headquarters office.

Prepare an appropriate-size envelope for the original, plus a larger
envelope addressed to the appropriate Division Administrator. The
original letter plus division office copies will be mailed to the
Division Administrator for further handling and direct response.

Mr. , our Division Administrator in (State), will work closely with you
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--. He/she can be reached at
(include a phone number).

Sincerely,

(Full Name)

(Title)

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.17**

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"} (Stamp or type date

here when signed)

Refer to: HXX-1

USS-1

NXX-1

The Honorable (Full Name)

Mayor of (Name of City)

(City, State ZIP Code)

Dear Mayor (Surname):

Thank you for your letter of July 28 concerning
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--.

This is the format for a letter prepared for the signature of two or
more Administrators within DOT. Type the name and title of the
originating Administrator on the right side and the name and title of
the second Administrator on the left side, five lines below the
complimentary close. If there is a third Administrator, center the name
and title under the first two.

If it is not known who the signing officials will be, leave enough room
for the name, title, and signature. Use Office of the Administrator
letterhead and type in the full name, title, and name of the respective
DOT Administrations.

Sincerely ,

(Full Name) (Full Name)

Administrator, Federal Transit Administrator, Federal

Administration Highway Administration

(Full Name)

Administrator, National Highway

Traffic Safety Administration

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.18**

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

(Stamp or type date

here when signed)

Refer to: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

This is the format for a letter cosigned by the Federal Highway
Administrator and the head of an outside organization such as the
Executive Director of the American Association of State Highway and
Transportation (AASHTO) Officials. Use Office of the Administrator
letterhead.

This format is reserved for signature in the Office of the Federal
Highway Administrator.

If it is known who the signing officials will be, type in the name and
title five lines below the complimentary close. The Federal Highway
Administrator's name and title is typed on the right side. The name and
title of the cosigner is typed on the left side. See example below.

Sincerely,

(Full Name) (Full Name)

(Title), American Association Administrator, Federal

of State Highway and Highway Administration

Transportation Officials

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

# Figure 2.19

(Stamp or type date

here when signed)

Refer to:: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

When an identical letter is written to two or more persons, prepare an
original for each addressee and only one official file copy. Type a list
of the addressees on all internal copies, or, if the list is too long,
attach it to the file copy.

> Sincerely,

(Full Name)

(Title)

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

FHWA:HEP-10:Rweingroff:ddv:64856:10-30-03

Control No(s). 031025-001-2004

Location: F:/Shared/BYRD.DOC

cc: HOA-1, HOA-2, HOA-3

HOAES, HEP-1, HPD-1, HEP-23/File (2)

# 

# 

# Figure 2.20

Identical letters sent to:

MR WALTER E MAIER

7818 SUNRAY LANE

ST LOUIS MISSOURI 63123

MR WALLACE E STICKNEY

P O BOX 483

CONCORD NEW HAMPSHIRE 03302-0483

or

Identical letters sent to attached list

**Figure 2.21**

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

(Stamp or type date

here when signed)

Refer to: HXX-XX

Ms. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Ms. (Surname):

This is the format for a letter prepared for the Associate
Administrator's or other official's signature. First-name salutations
may be used as instructed by the signing official.

The following are suggested opening paragraphs:

1.  Thank you for your letter of June 20 to Federal Highway
    Administrator (Full Name) opposing (subject).

2\. Thank you for your letter of April 27 to the President regarding
(subject). The White House forwarded your letter to the Federal Highway
Administration because we manage the (program).

Type in the name and title of the signing official five lines below the
complimentary close.

Sincerely yours,

(Full Name)

(Title)

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 2.22**

# 

![](media/image1.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

(Stamp or type date

here when signed)

Refer to: HXX-XX

Mr. (Full Name)

(Title)

(Name of Organization)

(Street Address)

(City, State ZIP Code)

Dear Mr. (Surname):

1.  Controlled Correspondence. In addition to the copies listed below,
    prepare copies as required by the FHWA Controlled Correspondence
    sheet.

a\. Copies for the Administrator (HOA-1), Deputy Administrator (HOA-2),
and Executive Director (HOA-3) only if necessary to keep them informed.

> b\. Official file copy.
>
> c\. Other information copies as required by the action office.
>
> 2\. Noncontrolled correspondence. Copies as listed above.
>
> Sincerely yours,
>
> (Full Name)
>
> (Title)

![](media/image2.jpeg){width="1.5in" height="0.6680555555555555in"}

# Figure 2.23 

# 

# SUMMARY SHEET

(Limit Information to 1-Page)

**SUBJECT:** State the title of the action/issue.

**ISSUE:** Clearly state the issue, problem, or request the
writer/requester is asking FHWA to solve, fund, or assist them with
solving.

**FHWA POSITION:** State in 2 or 3 sentences our
response/action/proposed solution to the issue/problem/request.

**BACKGROUND:** Provide key facts that summarize the
issue/problem/request and rationale for our position. Use this space to
refer to specific tabs for detailed information highlighted on specific
pages of accompanying documents.

**POINT OF CONTACT:** Include the name, routing symbol, and telephone
number of individual preparing response to document.

**SUPERVISOR:** Include the name, routing symbol, and telephone number
of Program Office Director or Division Chief.

This sheet should be place on the left inside of the folder on top of
the yellow concurrence tab. The incoming correspondence should be placed
under the pink incoming tab. Any background material should be placed
under the blue background tab.

# Figure 2.24