**CONTENTS**

**INTRODUCTION [1](#introduction)**

GENERAL [1](#general)

Rainbow Copies [1](#rainbow-copies)

Margins, Spacing, Page Numbering, and Paragraphing
[2](#__RefHeading___Toc6384270)

Capitalization and Word Usage [2](#capitalization-and-word-usage)

Number Usage [3](#number-usage)

Abbreviations [3](#abbreviations)

Division of Words and Dates [4](#division-of-words-and-dates)

Double Punctuation (.\" ,\") [4](#double-punctuation-.)

File and Office Code [5](#file-and-office-code)

Project Information Filing System (PIFS) File Codes
[5](#project-information-filing-system-pifs-file-codes)

Mailing Instructions [5](#mailing-instructions)

Heading [6](#heading)

\"To\" Line [6](#to-line)

\"Attention\" Line [6](#attention-line)

\"Through\" Line [7](#through-line)

\"From\" Line [7](#from-line)

\"Reference\" line [7](#reference-line)

\"Subject\" Line [7](#subject-line)

Inside Address - Letters [8](#inside-address---letters)

\"Attention\" Line - Letters [8](#attention-line---letters)

Salutation - Letters [8](#salutation---letters)

Reference and Subject Lines - Letters
[8](#reference-and-subject-lines---letters)

Body [8](#body)

Signature - Memorandums [8](#signature---memorandums)

Complimentary Close and Signature - Letters
[8](#complimentary-close-and-signature---letters)

Attachment(s) - Memorandums [9](#attachments---memorandums)

Enclosure(s) - Letters [9](#enclosures---letters)

Memorandums of Approval [9](#memorandums-of-approval)

Distribution Copies [10](#distribution-copies)

Identification of Author and Typist
[11](#identification-of-author-and-typist)

Identical letters [12](#identical-letters)

Signature Authority [12](#signature-authority)

Assembling Correspondence for Signature
[13](#assembling-correspondence-for-signature)

SPECIAL CORRESPONDENCE [13](#special-correspondence)

WASO [13](#waso)

Congressional [14](#congressional)

EXHIBITS [15](#exhibits)

EXHIBIT 1 (Standard Memo) [16](#exhibit-1-standard-memo)

EXHIBIT 1 (Cont. - Page 2 of Standard Memo)
[17](#exhibit-1-cont.---page-2-of-standard-memo)

EXHIBIT 1 (Cont. - Standard Memo) [18](#exhibit-1-cont.---standard-memo)

EXHIBIT 2 (Standard Letter) [19](#exhibit-2-standard-letter)

EXHIBIT 3 (Standard letter With Outline Format)
[20](#exhibit-3-standard-letter-with-outline-format)

EXHIBIT 4 (Draft Memo) [21](#inches-down-from-top)

EXHIBIT 5 (Routine Project Correspondence with Drawings)
[22](#exhibit-5-routine-project-correspondence-with-drawings)

EXHIBIT 6 (Routine Project Correspondence)
[23](#exhibit-6-routine-project-correspondence)

EXHIBIT 7 (A/E Contract Correspondence)
[24](#exhibit-7-ae-contract-correspondence)

EXHIBIT 8 (PreAward Construction Contract Correspondence)
[25](#exhibit-8-preaward-construction-contract-correspondence)

EXHIBIT 9 (Construction Contract Correspondence) [26](#section-2)

EXHIBIT 10 (Meeting Summary) [27](#exhibit-10-meeting-summary)

ELECTRONIC MAIL [28](#electronic-mail)

MISCELLANEOUS [29](#miscellaneous)

NPS Routing Slip [30](#nps-routing-slip)

Distribution of Reproduced Material Form (Blank)
[31](#distribution-of-reproduced-material-form-blank)

Models of Address [32](#models-of-address)

# INTRODUCTION

This manual is meant to guide you in your preparation of correspondence.
It is based on Director's Order 5, Paper and Electronic Communications
and the Washington Office Correspondence Manual, but it contains more
specific instructions related to DSC correspondence. A copy of
Director's Order 5 is available on the NPS web site. If you have any
questions concerning the material contained herein, please contact the
administrative support assistant in your division.

# GENERAL

All formal correspondence will be on letterhead bond paper with
succeeding pages on white paper.

The type style to be used is Times New Roman 12 point or any other
businesslike font.

The date may be typed on correspondence, if the date of the signing is
known, flush with the left margin, two lines below the file code (**See
Exhibit 1**). If the date of the signing is unknown, it will be added by
rubber stamp to the right of center when it is signed. Correspondence
leaving an originating office for signature must [not]{.underline} be
dated.

When using a person\'s title within the body of correspondence:

1\. Landscape Architect John Doe or

2\. John Doe, Landscape Architect,

Check the correct spelling of all personal names and names of all parks.

## Rainbow Copies

Rainbow copies will be made for all formal/official correspondence.
Rainbow copies are not made for correspondence of a personal nature.

YELLOW: Surname/official file copy. Yellow copies are consolidated by
originating offices and sent daily or weekly to the Technical
Information Center (TIC) to the following mail stop: DSC-PGF-(ADMIN or
PIFS). Yellow copies are filed in the National Park Service
Administrative Files of the Project Information Filing System (PIFS)
files located in the TIC by TIC staff

Yellow copies of construction or A/E contract correspondence (copies of
correspondence with park/package/project type and contract number
identified in the file code) are consolidated by originating offices and
sent to the Contracting Services (DSC-CS files). They are filed in
Contracts in the official contract files maintained by that division.

PINK: Reference/originating office reading file. Pink copies are kept in
a consolidated fashion in a folder in each originating office.

WHITE: These are cc and bcc copies. Copies for \"outside\" the Service
Center are photocopied from original (letterhead). **They are not copied
on letterhead bond!** Blind copies for people within DSC are photocopied
on plain white paper.

Memorandums are used for official correspondence [within]{.underline}
the Department of the Interior. Letters are used for official
correspondence [outside]{.underline} the Department of the Interior.

Incoming correspondence must be attached to the yellow, official file
copy, if not previously forwarded to be file. Copies of all attachments
or enclosures must accompany the yellow, official file copy. If a copy
of an attachment or enclosure has already been provided to TIC, put a
note on the official file copy.

See **Exhibit 4** for the preparation of **[DRAFT]{.underline}**
correspondence. Instructions appear in the text of the exhibit. Drafts
should always be printed on yellow paper.

**Whenever something leaves your office for signature, put a note on it
with your name, office, and phone number so it can be returned to you
for mailing.**

[]{#__RefHeading___Toc6384270 .anchor}Margins, Spacing, Page Numbering,
and Paragraphing

Please refer to Exhibit 1.

The basic rule for margins and spacing is that the text and other
entries should appear balanced on the page. The file code is **always**
placed two inches from the top on the left side of the correspondence.

Margins will be at least one inch on the sides and at the bottom. Side
margins may be increased if correspondence is ten lines or less to
achieve a balanced page. Final material is typed single-spaced unless
the letter or memorandum is very short, and then it may be double-spaced
if desired. Double space between the subject line and the body. Triple
space between paragraphs in double spaced correspondence of ten lines or
less.

In text use two spaces after a period.

If the correspondence totals more than one page begin the second page by
typing the page number one inch from the top, flush with the right
margin. (**See Exhibit 1, page 2.**) Continue the body of the
correspondence two lines below the page number, flush left.

When it is necessary to break paragraphs into subparagraphs, use outline
style as illustrated in **Exhibit 3**. The subparagraphs may be numbered
and lettered for clarity. When outlining, remember you cannot have a 1
without a 2, an A without a B, or first without a second.

A paragraph is begun near the end of a page only if there is space for
two or more lines on that page. A paragraph is continued on the
following page only if three or more lines can be carried over to that
page. **Avoid going to a second page if at all possible.** Remember on
the colored copies, you may move the text up or down or adjust the top
and bottom margins.

## Capitalization and Word Usage

Consult [Webster\'s New Collegiate Dictionary]{.underline} and [Words
Into Type]{.underline} for capitalization and word usage. Do
[not]{.underline} use the Government Printing Office (GPO) Style Manual.
You may also refer to the Editing Reference Manual for general rules on
capitalization.

In-house terms such as park, region, regional director, chief, director,
general management plan, etc., will not be capitalized when used alone.
However, you capitalize them when used as follows: Regional Director
Wade; Great Smoky Mountains General Management Plan; Rocky Mountain
National Park; Contracting Services; etc.

When referring to the department or the Park Service, you must first
write out Department of the Interior or National Park Service.

Do not use possessive phrasing as \"our park roads.\" Use \"the park
roads.\"

Do not use stilted opening phrases such as \"Reference is made to your
letter\....\" Use \"Thank you for your recent letter on\....\"

Do not use personal pronouns such as \"I,\" "my,\" and \"me\" in
correspondence prepared for signature in the Director\'s office. Use
\"we,\" \"our,\" and \"us.\"

Use the words \"**enclosed**\" and \"**enclosure**\" to refer to
material accompanying a [letter]{.underline}. Use the words
\"**attached**\" and \"**attachment**\" to refer to material
accompanying a [memorandum]{.underline}.

## Number Usage

Spell out numbers under ten. Treat like items consistently within a
paragraph (i.e., if you use a number for one category, use a number for
all items in that category). *For example*, There are 12 people in the
office and 3 people in the field.

Spell out numbers that begin sentences (or rephrase to avoid beginning
with a number).

For round numbers over a million, use figures and units (3.2 million,
\$5 million). When writing dollar amounts \-- \$2,323 not \$2,323.00.

When two numerals appear together (usually in compound modifiers), spell
out one or recast the sentence (30 eight-cent stamps, twelve 6-inch
guns).

Use numerals for time of day (5 a.m., 12:15 p.m.)

## Abbreviations

The excessive use of abbreviations or acronyms should be avoided.
Generally, limit the use of abbreviations to common ones. Do not make up
abbreviations for often repeated phrases (i.e., design study team (DST).
A commonly misused abbreviation is A&E instead of A/E. Identify
abbreviations parenthetically after the full name is used the first
time. If you do not use the abbreviation again in the document, then
there is no need to identify it in the first place.

Generally, avoid the use of abbreviations or acronyms: WASO, HFC, LAME,
GRSM, GMP, DCP, HSR, etc.; instead use a short title (the Washington
office, the center, the park, the plan, the report).

Abbreviate without periods and no spaces.

U.S. Department of the Interior (USDI)

National Park Service (NPS)

Denver Service Center (DSC)

Fish and Wildlife Service (USFWS)

Forest Service (USFS)

Department of Commerce (USDC)

American Society of Landscape Architects (ASLA)

Abbreviations should not be used in the inside address of memorandums;
however, if it would take an extra line to write out Denver Service
Center, use DSC. It is acceptable to use WASO in the inside address of
memorandums.

The inside address of letters should not contain abbreviations other
than Mr., Mrs., Ms., and other titles preceding complete names. Firm
names may contain abbreviations [if]{.underline} the letterhead contains
such abbreviations.

## Division of Words and Dates

Use [Webster\'s New Collegiate Dictionary]{.underline} for division of
words. Specific instances to avoid are: the last word of a paragraph;
the last word of a page; at the ends of more than two successive lines;
a hyphenated word except at the hyphen; words pronounced as one syllable
(i.e., cracked); words beginning with one- to two-letter syllables
(i.e., ahead not a-head or receive not re-ceive); words ending in
two-letter syllables (i.e., valid not val-id or employee not employ-ee).
Proper names may be divided, [if absolutely necessary]{.underline}, but
only the last name is brought down to the next line. For example:
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....John
W. Jones. Dates may be divided [if absolutely necessary]{.underline},
but keep the month and day together and carry over the year to the next
line.

Example:
\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\..............\....
May 6, 1988. However, if you have only the month and year you may, if
necessary, divide them at the end of the line as shown.

Example:\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....April
1988.

It is not necessary to refer to the year in a date [if]{.underline} it
is the current year. A comma is never needed between the month and year
(April 1993).

It is necessary to put a comma to set off the year in the body of a
memorandum. For example:

We will meet at the Holiday Inn on December 12, 1993, to discuss\.....

## Double Punctuation (.\" ,\")

The period and the comma ***ALWAYS*** go *inside* closing quotation
marks.

*Examples:* I have just read \"War and Peace.\"

\"I cannot go to the meeting,\" Mr. Jones said, \"but I should send
someone in my place.\"

The colon and the semicolon go *outside*.

*Example:* I have just read \"Jabberwocky\"; it is part of *Through the
Looking Glass*.

The question mark and exclamation mark go *inside* closing quotation
marks if they apply to the quoted material. They go outside if they
apply to the whole sentence.

*Examples:* The manager asked, \"Has Mr. Hughes left yet?\"

Did the manager ask, \"Has Mr. Hughes left yet\"?

If words are omitted in quoted matter, three periods (an ellipsis) are
used to indicate such an omission. If the omission falls at the end of
the sentence, a fourth period must be added to show the end of the
sentence.

If a quotation is contained within a quotation, single quotation marks
enclose the internal quotation. If the quotation consists of more than
one paragraph, quotation marks are placed at the beginning of each
paragraph and at the end of the last paragraph, or you may indent (from
both sides) the quoted paragraphs.

## File and Office Code

The file code is the identifying letters and numbers used to retrieve a
piece of correspondence from the central administrative and Project
Information Filing System (PIFS) files located in the Technical
Information Center. It must be used on all official correspondence. File
codes are obtained from National Park Service guideline NPS-19, Appendix
A, National Park Service Filing System. If assistance is needed in
determining a file code, check with your office assistant. He/she can
contact the Technical Information Center on extension 2130 if necessary.

Parks file correspondence/documents by the file code. The park, package
code, and PMIS (Project Management Information System) number
information will need to be written on correspondence received from a
park before it is sent to TIC for filing. DSC files by park and package,
but we include the file code on correspondence sent to parks because
that is how their correspondence is filed.

The file code is located at the left margin two lines below the
preprinted statement in \"In Reply Refer To\" (see Exhibit 1). There are
no spaces between the letters in the file code. If the correspondence
could logically be filed under more than one subject, a cross-reference
file code is used and multiple yellow rainbow copies must be prepared. A
[capital]{.underline} \"X\" denoting \"cross reference\" precedes the
second file code. Example:

A64 (DSC-IS)

X P72

## Project Information Filing System (PIFS) File Codes

In addition to the file code, all DSC project-related correspondence
(both memorandums and letters) will have a Project Information Filing
System (PIFS) code. Correspondence dealing with more than one project
will be multi-coded and have the appropriate number of yellow rainbow
copies. The PIFS file code is made up of the park and package number and
PMIS (Project Management Information System) number if available. If you
need assistance in determining a PIFS code, contact a project manager or
budget analyst.

[Office Code]{.underline}: The office code is the identifying group of
letters for the office [originating]{.underline} (typing) the
correspondence ([not]{.underline} the office where it is being signed).

## Mailing Instructions

When correspondence requires special mailing instructions such as
CERTIFIED or PERSONAL - BLUE ENVELOPE, type the special instructions two
lines above the first line of the inside address. Show certified numbers
on the yellow and internal copies two lines below the typist\'s
identification.

Examples:

PERSONAL - BLUE ENVELOPE CERTIFIED

Memorandum Mr. John A. Doe

176 Spring Street

Denver, Colorado 80226

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

D:KCZiegenfus:rm:1/01/03:2100:M:AS:CORRESMANUAL

(Certified Nos. 11116, 11117)

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

Blue envelopes are to be used for truly confidential \"eyes only\" mail.
For other mail use messenger envelopes, plain envelopes, or mailing
labels.

Envelopes will be prepared for all correspondence.

## Heading

Type the word \"Memorandum\" flush with the left margin as high or as
low as is necessary to produce a well-balanced page.

## \"To\" Line

Type the word \"To:\" flush with the left margin two lines below the
word \"Memorandum.\" Seven spaces to the right of the colon (nine spaces
if using a reference line), type the title and office of the addressee.

To: Regional Director, Alaska Region

Do not include the street address in the "To" line for a memorandum
addressed to another Department of Interior agency. Example:

To: Diana Mulligan, Contracting Officer, Bureau of Reclamation

A [multiple-addressed]{.underline} memorandum is one that is addressed
to several persons. Prepare one original for signature as all addressees
must have a letterhead copy (see examples below). After signature,
copies of the original are made by the initiating office. Write in red
or type the notations for each addressee (IMR-D-Martin [or]{.underline}
Regional Director, Intermountain Region) in the upper right hand corner
of the page.

Examples:

To: Regional Directors

To: All Division Chiefs, Denver Service Center

A memorandum addressed to two or three persons may be addressed:

To: Regional Director, Midwest Region

Superintendent, Voyageurs National Park

Chief of Maintenance, Voyageurs National Park

Make originals for each addressee and forward for signature. Draw a red
line under each addressee when preparing for mailing.

## \"Attention\" Line

When directing a memorandum to the attention of a particular person
within an organization, type \"Attention:\" followed by the title (or
name if the title is not known) of the person, directly below and flush
with the addressee\'s notation in the \"To\" line. Example:

To: Regional Director, Midwest Region

Attention: Al Hutchings

## \"Through\" Line

When sending a memorandum through an intermediate office, type the word
\"Through:\" two lines below the \"To\" line (or \"Attention\" line)
flush with the left margin. Examples:

To: Associate Director, Administration, Business Practices, and
Workforce Development, WASO

Through: Associate Director, Park Planning, Facilities, and Lands, WASO

[or]{.underline}

To: Director, Denver Service Center

Through: Chief, Transportation Division, Denver Service Center

Chief, Alternative Transportation Branch, Denver Service Center

**Internally** (within DSC), memos with \"Through\" lines are forwarded
up through channels for signature with all rainbow copies attached. List
titles by the order of importance (see second sample above). After
signature all copies are conformed with the signature and date, adjacent
or above the addressee line of the through line.

**Externally** (outside DSC), only the original is forwarded.

## \"From\" Line

Type the word \"From:\" flush with the left margin two lines below the
preceding \"To\" or \"Through\" lines. Type the title of the signer and
the name of his/her organization to the right of the colon following the
word \"From\" in line with the \"To\" and \"Through\" lines.

If an individual\'s title would not specify him/her (i.e., landscape
architect, architect, etc.), type the signer\'s full name, title, and
office. The signer\'s name will not be retyped in the signature line at
the conclusion of the memorandum. Allow seven lines between the body of
the memo and the attachment or carbon copy notations.

## \"Reference\" line

The reference line is only used on project-related correspondence. See
**Exhibits 5, 6, 7, 8, and 9** for the proper elements of a reference
line.

## \"Subject\" Line

The subject of a memorandum is a brief statement, usually not more than
ten words, of what the memorandum is about. Type the word \"Subject:\"
flush with the left margin two lines below the \"From\" or \"Reference\"
line. When the subject line contains two or more lines, single space and
block. Capitalize the first letter of each word except articles,
prepositions, and conjunctions. When a memorandum is prepared in reply
to an incoming one, the same subject will be used except omit the
\"Reply Due\" date if one is given.

If a memorandum concerns a matter on which action must be taken by a
certain date, the date is included in the subject line and underscored.
Example:

Subject: Transportation Study

[Reply Due: January 30, 2004]{.underline}

As in the body of the memorandum, abbreviations are not used in the
subject line.

## Inside Address - Letters

Type the full address block style, single-spaced and flush with the left
margin as high or as low as is necessary to produce a well-balanced
page. The zip code is placed two spaces after the last letter of the
state. Do not abbreviate the state on the inside address. However, it
should be abbreviated on the envelope. An address of only two lines is
double-spaced.

## \"Attention\" Line - Letters

When used in a letter, the attention line is typed below the addressee,
flush with the left margin

and followed by a colon. The salutation Dear Sir/Madam should always be
used in conjunction

with an attention line. Example:

Davis and Hall, Inc.

Attention: Mr. John A. Doe

505 Webster Avenue

New York, New York 10015

Dear Sir/Madam:

## Salutation - Letters

Type the salutation \"Dear\" followed by the person\'s name and a
[colon]{.underline}, flush with the left margin. **It is preferable to
call the company and get the name and title of the individual for the
salutation line rather than use Dear Sir/Madam.** Place the salutation
two lines below the last line of the address.

## Reference and Subject Lines - Letters

Same rules apply for letters as they do for memos. When they are used,
they are placed flush left, beginning two lines [below]{.underline} the
salutation. They are part of the body of the letter.

**Do not use subject or reference lines on congressional
correspondence**

## Body

Begin the body of a memorandum two lines below the subject line. Begin
the body of a letter two lines below the subject line or salutation.
Double space correspondence of ten lines or less.

## Signature - Memorandums

Type the signer\'s **formal** name five lines below the text flush left.
It is not necessary to type the title below the name since the title
appears in the "from" line.

A signature tag (red arrow) must be affixed to the left-hand side of the
page preceding the page where the signature block appears.

## Complimentary Close and Signature - Letters

The complimentary close is always \"Sincerely.\" The complimentary close
is typed two lines below the closing paragraph, flush left.

Type the **formal** name of the signer, five lines below and flush left.
Type the signer's title on the next line, flush left. It is not
necessary to repeat items contained in the letterhead, such as \"Denver
Service Center.\"

If a runover line occurs in the title, indent two spaces.

A signature tag (red arrow) must be affixed to the page where the
signature block appears.

## Attachment(s) - Memorandums

When an attachment accompanies a memorandum, type the word
**\"Attachment\"** flush with the left margin, two lines below the typed
name of the signer. For more than one attachment, use the plural form
followed by the number, such as \"Attachments 2.\" A copy of the
attachments must accompany the yellow, record file copy (copies).

When material is sent under separate cover, type \"Separate cover:\"
flush with the left margin, two lines below the typed name of the
signer. If you have both an attachment and a separate cover, type
\"Separate cover:\" two lines below the word "attachment".

When attachments are forwarded to carbon or blind carbon copy addresses,
the notation \"w/c att.\" appears as follows:

cc:

Supt., Lake Mead, w/c att.

When it is desirable to forward a copy of the [incoming]{.underline}
memorandum to a carbon copy addressee, the notation \"w/c
[i]{.underline}nc.\" is used.

## Enclosure(s) - Letters

When an enclosure accompanies a letter, type the word
\"[Enclosure]{.underline}\" flush with the left margin, two lines below
the typed name of the signer. For more than one enclosure, use the
plural form followed by the number, such as \"Enclosures 2.\"

When material is sent under separate cover, type \"Separate cover:\"
flush with the left margin, two lines below the typed name of the
signer. If you have both an enclosure and a separate cover, type
\"Separate cover:\" two lines below the word "enclosure".

When enclosures are forwarded to carbon or blind carbon copy addresses,
the notation \"w/c enc.\" appears as follows:

cc:

Supt., Lake Mead, w/c enc.

When it is desirable to forward a copy of the incoming memorandum to a
carbon copy addressee, the notation \"w/c inc.\" is used.

## Memorandums of Approval

A memorandum may request the approval or concurrence of some action.
Type an approval or concurrence block two spaces below the signature or
attachment notation, flush with the left

margin. Allow five lines between \"Approved:\" or \"I concur:\" and the
signature line (underscore).

Example:

Daniel N. Wenk

Attachment

Approved:

Director, Denver Service Center Date

## Distribution Copies

Carbon copies (cc) of all letters and memorandums should be sent to all
officials who have a primary interest in the subject matter, including
regional directors, superintendents, etc.

On correspondence to both National Park Service and other government
officials, the carbon copy (cc:) notation would include all distribution
[outside]{.underline} the Denver Service Center and is shown on the
original and all copies. A blind copy (bcc:) notation is used for
[internal]{.underline} Denver Service Center distribution and is
[not]{.underline} shown on the original or copies going outside the
Service Center. Do **NOT** run cc copies off on original
letterhead\--they will look like originals and people will be confused.

Indicate carbon copy or blind carbon copy by typing \"cc:\" or \"bcc:\"
flush with the left margin, two lines below the signer\'s name or other
preceding notations. Flush with the left margin, immediately below the
\"cc:\" or \"bcc:\" notation, type the office symbol and the names of
the recipients. In the case of heads of field offices, type the title
and office. Abbreviations may be used. Carbon copy notations show on the
original and all copies. Blind copy notations show on blind or Denver
Service Center copies only.

If the cc or bcc portion of your correspondence spills over on to a
second page, you have two options:

1\. Raise or lower top and bottom margins.

2\. Make columns across the bottom.

**DO NOT** make a separate page unless your list of copies is
extensively long.

On correspondence outside the government, internal NPS or DSC
distribution is not shown on the original with the exception of a \"need
to know\" situation.

Copies of correspondence between officials of the National Park Service
are not furnished to persons outside the National Park Service. When it
is necessary to furnish such information, a separate letter must be
written transmitting the copy.

Order of importance for copies:

Outside Interior (Example: Forest Service, Department of Agriculture)

Inside Interior (Example: Bureau of Reclamation)

Washington Office

Regional Offices

Support Offices

Park Superintendents

Manager, Harpers Ferry Center

Training Centers

Denver Service Center

Each notation shown in the carbon and blind carbon copies is underscored
in red to mark routing.

If the correspondence totals more than one page, mark the \"cc\" or
\"bcc\" notations in red on the final page and also write or type the
notations in the upper right-hand corner of the first page. This will
facilitate delivery by the mailroom. Examples:

cc: **(shown on the original and all rainbow copies)**

Regional Administrator, Federal Highway Administration, (Street
Address), Washington, D.C. (zip code)

Director, Bureau of Reclamation, Denver Federal Center, etc., Denver, CO
80225

WASO-3220-Mainella, Murphy

Reg. Dir., Northeast Region

Supt., Colonial

Mgr., Harpers Ferry Center

COLO-Smith

bcc: **(does not show on original)**

DSC-Chiefs, IM, CS, DC, P,T

DSC-DC-Donnelly, Aitken **(Comma denotes individual copy)**

DSC-T-Welch/Helmkamp **(Slash \[/\] denotes a shared copy)**

After signature the yellow copy is held and sent to the Technical
Information Center on a weekly basis (or follow whatever schedule has
been established in your division). The pink is held and put in the
division reading file.

## Identification of Author and Typist

Blind and rainbow copies will show the office symbol, writer\'s initials
and surname, typist\'s initials, date of typing, telephone extension of
the writer, and name and location of the Word document. Type this
notation two lines below the last notation on the page, flush with the
left margin. Example:

D:DNWenk:rm:1/10/04:2100:M:AGENDA:Meeting with IMR

If correspondence is prepared in one division and changed/rewritten in
another division, two typist lines may be required. Example:

DC:BWarneke:as:04/25/04:2183:M:Letters:LAME project

Rewritten:DC:CWhipple:dr:04/30/04:2482:M:Whipple Correspondence:LAME
project.rev

## Identical letters

If a letter is prepared for multiple addresses, make one set of rainbow
copies. Type on the rainbow copies (below the cc/bcc notation)
"Identical Letter Sent to Attached List". Attach a copy of the address
list to the pink and yellow copies. This avoids filing duplicate copies
of the correspondence in the reading file and PIFS.

## Signature Authority

The following are some general rules:

• Project related correspondence:

\-- Project-related correspondence mayl be addressed to the park
superintendent with copies to the regional director and superintendent
of the support office as appropriate. \[See Project Manager if in
doubt.\]

\-- General requests for background information on projects will be
signed and processed by the team member writing the request (e.g.,
requesting threatened and endangered species information; confirming
meeting arrangements, etc.) \[See Project Manager if in doubt.\]

\-- The Project Manager working with the project team should identify
delegations of signature authority on written communications going out
of DSC. It may not be consistent from project team to project team. The
clerical staff will take the word of the preparer as to who will sign.
The clerical staff will question inconsistencies and suggest better
practices.

• Meeting summaries (trip reports) are prepared by the designated
traveler and signed in the originating division. The Project Manager
\"approves\" the meeting summary.

• Project specialists may write to team members (even if they are in a
different agency), but the correspondence should be informal in nature.

• Chiefs may write to each other.

• Employees may write to anyone in DSC informally. If it is something
that is significant, it should be signed off on a through line (or on
the yellow) up through the chain of command.

• A/E managers and contracting officer\'s representatives may sign
correspondence to firms under contract with DSC.

Refer to DSC organizational chart for the proper titles.

**Direct questions related to signature authority to the administrative
specialists.**

## Assembling Correspondence for Signature

Correspondence is assembled for signature in the following sequence:

a\. Original (Place a signature \[red arrow\] tag when material within a
package needs to be signed. Place the tag on the page/place where the
signature goes.)

b\. Duplicate Copy (if needed)

c\. Enclosures/Attachments in sequence (if any)

d\. Brown surname envelope placed so that flap includes original,
duplicate copy (if needed), enclosures/attachments, and an envelope (if
required).

e\. Yellow surname copy with incoming and enclosures/attachments (placed
behind brown surname envelope)

f\. White cc and bcc copies with enclosures/attachments

g\. Pink reading file copy with [no]{.underline} enclosures or
attachments.

**If you have a large number of cc's and bcc's, do not forward them for
signature. It is too difficult to conform (date and signature stamp) a
large number of copies, particularly if there are
attachments/enclosures. Copies should be made after signature and
conformance.**

# SPECIAL CORRESPONDENCE

## WASO

[All]{.underline} correspondence to the Washington office is signed by
the Director, Denver Service Center. It is routed \"Through\" the
Associate Director, Park Planning, Facilities, and Lands, WASO. It is
addressed at the director, deputy director or associate director level.
An \"Attention\" line is used to direct it to the attention of assistant
directors or WASO division chiefs.

After signature, the original is attached to an NPS routing slip for
mailing (see page 35).

[Examples]{.underline}:

Memorandum

To: Associate Director, Park Planning, Facilities, and Lands, WASO

From: Director, Denver Service Center

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

To: Associate Director, Cultural Resources, WASO

Attention: Chief, Park Historic Structures and Cultural Landscapes

Through: Associate Director, Park Planning, Facilities, and Lands, WASO

From: Director, Denver Service Center

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

To: Director, National Park Service

Through: Associate Director, Park Planning, Facilities, and Lands, WASO

From: Director, Denver Service Center

Please see page 35 (NPS routing slip) for the correct titles.

## Congressional

All congressional correspondence is signed by the Director. The DSC
Public Affairs Specialist in Information Services is the congressional
coordinator. At the time the congressional correspondence is received,
you will be provided with specific written instructions, which will
include a due date and a phone number to call with any questions. Some
general information:

Letters are addressed as follows:

(United States Representative) (United States Senator)

Honorable (full name) Honorable (full name)

House of Representatives United States Senate

Washington, D.C. 20515 Washington, D.C. 20510

or or

Honorable (full name) Honorable (full name)

Member, United States House of United States Senator

Representatives (local district address)

(local district address)

Dear Mr. or Ms. (last name): Dear Senator (last name):

Please note that Honorable is always spelled out; the zip code for the
House of Representatives in Washington, D.C., is 20515; the zip code for
the Senate is 20510.

Correspondence to Members of Congress is always prepared in
duplicate\--an original letterhead and a photocopy.

Do not address a reply to a staff member of a senator or a
congressperson even though such staff member may have signed the
incoming letter. The reply must be addressed to the Member of Congress
and worded as though he/she had made the inquiry. If an \"Attention\"
notation is needed, place it on the envelope only.

When addressing a Member of Congress away from Washington, D.C. (at
their local district address), include the usual duplicate photocopy. In
addition, you must prepare a photocopy for their Washington office.
Include the following notation on the original and all copies:

cc: Your Washington Office

# EXHIBITS 

## 

## EXHIBIT 1 (Standard Memo)

(**Stamp Date Here**)

D34 (DSC-DC)

EVER-123

June 1, 2004 (**To be typed only if date of signing is known**)

Memorandum

To: Regional Director, Southeast Region

From: Project Manager, Design and Construction Division, Denver Service
Center

Reference: (Use only if project related)

Subject: Buildings at Everglades National Park

Carol Whipple

Attachment

cc:

Supt., Everglades, w/c att.

Everglades, John Doe, w/c att.

(SEE NEXT PAGE FOR TWO-PAGE MEMO)

## EXHIBIT 1 (Cont. - Page 2 of Standard Memo)

2

.

(Typed name of person signing)

Attachment

cc:

xxxxxxxxx

xxxxxxxxx

bcc:

xxxxxxxxxxxx

xxxxxxxxxxxx

DC:CWhipple:dm:06/21/02:2482:M:Whipple Letters:LAME PROGRESS.MEM

## EXHIBIT 1 (Cont. - Standard Memo)

(File Code and Office Symbol)

X (Cross-Reference Code, if used)

Memorandum

To: (addressee)

From: (title of person and office signing memo)

Reference: (if project related)

Subject: (short statement of what memo is about)

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

(Typed name of person signing.)

Attachment

cc:

xxxxxxxxxxxx

xxxxxxxxxxxx

bcc:

xxxxxxxxxxxx

xxxxxxxxxxxx

(Identification of Author and Typist

## EXHIBIT 2 (Standard Letter)

(File Code and Office Symbol)

Mr. John A. Doe

125 Spring Street

Denver, Colorado 80225

Dear Mr. Doe:

Reference:

Subject:

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Sincerely,

(Typed name of person signing)

(Typed title of person signing)

Enclosure

bcc:

Reg. Dir., Southeast Region, w/c enc. and inc.

Supt., Everglades, w/c enc. and inc.

bcc:

DSC-DC-File, w/c enc. and inc.

(Identification of Author and Typist)

## EXHIBIT 3 (Standard letter With Outline Format)

(File Code and Office Symbol)

Memorandum

To: **.**

From: **.**

Reference: **.**

Subject: **.**

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

1\.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

a\. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxx.

b\. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

2\. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

a\. Xxxxxxxxxxxxxxxxxxxxxx.

b\. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

## EXHIBIT 4 (Draft Memo) 

## 2 inches down from top

#### DRAFT

D:SQWhittington:rm:6/3/04:2100:M:BISC Award

(File Code and Office Symbol)

Memorandum

To:

From:

Reference:

Subject:

Drafts should follow the finished product\'s format as closely as
possible. At the time the draft is typed, the typist should look up the
correct file code and reference line information, verify carbon copies
and identify correct signature line which also establishes the \"From\"
line.

Drafts are typed on yellow bond paper and double-spaced, with a triple
space between

paragraphs.

The surnames of all reviewers will be typed double-spaced in the upper
right-hand corner of the

draft.

Any incoming correspondence and/or attachments should be routed with the
draft.

(Typed name of person signing)

cc:

WASO-3220-Murphy

Reg. Dir., Southeast Region

bcc:

DSC-D-File

D:SQWhittington:rm:6/3/04:2100:M:BISC Award

## EXHIBIT 5 (Routine Project Correspondence with Drawings)

D5039 (DSC-DC)

Park-Package Number

Park-PMIS Number

Memorandum

To: Regional Director, Southeast Region

From: Project Manager, Design and Construction Division, Denver Service
Center

Reference: (Park Name), (Pkg. No.), (PMIS No.), (Developed Area),
Project Title, (Drawing Number)

Subject: Repairs on Sewage Lagoon

D5039 (DSC-DC)

DEVA-111

DEVA-008965

Memorandum

To: Regional Director, Pacific West Region

From: Project Manager, Design and Construction Division, Denver Service
Center

Reference: Death Valley, Pkg. 111, PMIS 008965, Furnace Creek, Drawings
and

Specifications, Reconstruct and Expand Water System,

111/41,034

Subject: Repairs on Sewage Lagoon

## EXHIBIT 6 (Routine Project Correspondence)

## 

D5039 (DSC-DC)

Park-Package Number

Park-PMIS Number

Memorandum

To: Regional Director, Pacific West Region

From: Project Manager, Design and Construction Division, Denver Service
Center

Reference: (Park Name), (Pkg. No.), (PMIS No.), (Developed
Area),(Project Title)

Subject: Repairs on Sewage Lagoon

D5039 (DSC-DC)

DEVA-111

DEVA-008965

Memorandum

To: Regional Director, Pacific West Region

From: Project Manager, Design and Construction Division, Denver Service
Center

Reference: Death Valley, Pkg. 111, PMIS 008965, Furnace Creek, Drawings
and

Specifications, Reconstruct and Expand Water System

Subject: Repairs on Sewage Lagoon

## EXHIBIT 7 (A/E Contract Correspondence)

D5215 (DSC-CS)

Park-Package Number

Park-PMIS Number

Contract Number

Task Order and/or Modification Number (if applicable)

Rainbow Construction, Inc.

305 South Main Street

Portland, Oregon 55676

Dear Sir/Madam:

Reference: (Title of Contract and Contract No.), (Task Order No.),
(Developed Area), (Park Name), (City and State), (Pkg. No.), (PMIS No.)

Subject: Transmittal of Signed Work Directive

D5215 (DSC-CS)

YELL-809

YELL-008967

1443CX2000-92-034

Task Order No. 28

Rainbow Construction, Inc.

305 South Main Street

Portland, Oregon 55676

Dear Sir/Madam:

Reference: Indefinite Quantity Contract No. 1443CX2000-92-034, Task
Order No. 28, Provide On-Site Inspector During Rehabilitation of Canyon
Sewage Treatment Plant, Yellowstone National Park, Wyoming, YELL-809,
YELL 008967

Subject: Transmittal of Signed Work Directive

## EXHIBIT 8 (PreAward Construction Contract Correspondence)

D5217 (DSC-CS)

(Park-Package Number)

(Park-PMIS Number)

Kenneth D. Murphy, President

Taylor & Murphy Construction Co., Inc.

P.O. Box 6215

Asheville, North Carolina 28816

Dear Mr. Murphy:

Reference: (Park Name), (County Name), (State), (Developed Area),
(Contract Title), (Solicitation No.), (Package No. Park-Pkg.), (PMIS
Number)

Subject: Confirmation of Bid

D5217 (DSC-CS)

BLRI-362A

BLRI-008968

Kenneth D. Murphy, President

Taylor & Murphy Construction Co., Inc.

P.O. Box 6215

Asheville, North Carolina 28816

Dear Mr. Murphy:

Reference: Blue Ridge Parkway, Buncombe County, North Carolina, Hemphill
Knob, Park Headquarters Partial Sitework, Phase II, Solicitation No.
1443IB501096905, Package No. BLRI-362A, BLRI 008968

Subject: Confirmation of Bid

## 

## EXHIBIT 9 (Construction Contract Correspondence)

D5217 (DSC-CS)

(Park-Package Number)

Contract Number

Mr. Ben Lanier

Lanier Construction Company, Inc.

Route 2, Box 252-AA

Snow Hill, North Carolina 28580

Dear Mr. Lanier:

Reference: (Park Name), (County Name), (State), (Contract No.),

(Developed Area), (Contract Title), (Package No. Park-Pkg.)

Subject: Letter of Acceptance (Final) and Request for Release of Claims

D5217 (DSC-CS)

BLRI-362

1443CX501096902

Mr. Ben Lanier

Lanier Construction Company, Inc.

Route 2, Box 252-AA

Snow Hill, North Carolina 28580

Dear Mr. Lanier:

Reference: Blue Ridge Parkway, Buncomabe County, North Carolina,
Contract No. 1443CX501096902, Hemphill Knob, Parkway Headquarters
Partial Sitework, Package No. BLRI-362

Subject: Letter of Acceptance (Final) and Request for Release of Claims

## 

## EXHIBIT 10 (Meeting Summary) 

File Code (subject of meeting\--D18, D30, H22, etc.) (DSC-DC)

Park, Package

Memorandum

To: Project Manager Whipple, Design and Construction Division, Denver
Service Center

From: Name, Title (of author), Division Name, Denver Service Center

Reference: Park, Pkg. No., Developed Area

Subject: Discussion topic and date of meeting or travel

[Purpose]{.underline}

Purpose of meeting or travel

[Participants]{.underline}

[Conclusions And Decisions]{.underline}

Briefly, the "what, when, & why"

Document decisions and actions, including follow-up responsibilities

Determine implication to project (\$ & schedule)

Are actions consistent with Project Agreement?

Signature of Preparer

Agreed:

Name of Project Manger Date

Note: Project Manger determines distribution. The original copy is used
as the PIFS copy.

# ELECTRONIC MAIL

(File Code and Office Symbol)

(Typed Date)

TRANSMITTED VIA ELECTRONIC MAIL - HARD COPY TO FOLLOW ([or]{.underline}
NO HARD COPY TO FOLLOW)

Memorandum

To:

From:

Reference:

Subject:

If you choose to send final correspondence in this manner, you will
prepare it in Word. You will run an original and all rainbow copies. The
original is to be read and signed by the proper persons holding
signature authority. You will stamp a date and conformed signature on
all hard copy, rainbow copies. You then return to Word, type in the date
and conformed signature, and send it as an attached file in Lotus Notes
. It is acceptable at the writing of these instructions to distribute
internal bcc's (within DSC or within organizational unit) via electronic
mail.

/s/

Jane W. Doe

cc: (transmitted via electronic mail)

xxxxxxxxxxxxxxx

bcc: (transmitted via electronic mail)

xxxxxxxxxxxxxxx

D:KCZiegenfus:kz:11/25/02:2365:M:Correspondence:ELECTRONIC CORR

# MISCELLANEOUS

## NPS Routing Slip 

## Distribution of Reproduced Material Form (Blank)

## Models of Address  

DSC CORRESPONDENCE GUIDELINE

February 2004