> CHAPTER 5. PREPARATION OF MEMORANDUMS

Par.

1\. What is a memorandum form?

2\. How do I prepare a memorandum form?

1\. **What is a memorandum form?** A memorandum form is used for
informal correspondence throughout the FHWA and with all other
organizational elements of the DOT. The electronic template can be
accessed from
[http://intra.fhwa.dot.gov/informs/tn00-02%20template%20test.htm](http://intra.fhwa.dot.gov/informs/tn00-02 template test.htm)

2\. **How do I prepare a memorandum form?**

> a\. **Assembling a memorandum for signature.** When assembling a
> memorandum for signature, keep together all items belonging with the
> original of the memorandum, all items belonging with the official file
> copy, and all items belonging with the information copies.

b.  **Stapling and mailing an original memorandum.** The original
    memorandum and any attachments are not stapled until signed.
    Attachments are clipped under the original in sequential order. If
    the memorandum is mailed through the U.S. Postal Service (USPS), a
    proper sized addressed envelope should be prepared.

> c\. **Voiding official file copies.** Any official file copies voided
> by revision or retyping should be attached following all pages of the
> final official file copy. Voided official file copies should be
> differentiated from the final official copy with a red diagonal line
> drawn through them and "previous concurrences valid" typed or neatly
> written above the concurrence grid.
>
> d\. **Filing memorandums.** All memorandums regardless of subject
> matter or signature level should be in the appropriate correspondence
> folder.
>
> e\. **What unit of measurement should be used in FHWA reports and
> correspondence?** To the maximum extent practical, only the metric
> system of measurement 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>.
>
> f\. Figures 5.1 through 5.19 provide samples of memorandum forms with
> further instructions.

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Margins, Date and Reply to

Attn. of:

From: (Name) of Signing Official

Title

To: (Name)

(Title and Organization Code (HXX-XX1))

Memorandums are used for informal correspondence throughout the FHWA and
with all other organizational elements of the DOT. Use the memorandum
form or a computer-generated copy. See Chapter 7 on how to access
Microsoft Word templates from StaffNet.

1.  The margins for a memorandum are:

    a.  Left margin: Begin typing two spaces after the colon in the
        subject line.

    b.  Right margin: Approximately 1 inch to prevent typing into the
        concurrence grid on the official file copy.

    c.  Bottom margin: Approximately 1 ½ inches.

    d.  Right justifications are not acceptable.

        2.  When a memorandum is signed, the date is preferably typed or
            stamped by the office in which the memorandum is signed two
            spaces after the Date: caption. 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:
>
> Date: June 30, 2003

3.  Reply to Attn. of: Type the routing symbol of the action office two
    spaces to the right of the Reply to Attn. of: caption shown on the
    right of the memorandum form (correspondence routing symbols used by
    the FHWA are listed on StaffNet at
    <http://staffnet.fhwa.dot.gov/sysroute.htm>)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.1

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: Information: Use of Subject Line

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1))

The SUBJECT line is typed two spaces after the SUBJECT: caption. Keep
the subject short. If more than one line is needed, type succeeding
lines flush with the first line. Capitalize the first letters of all
words except articles, prepositions, and conjunctions. The SUBJECT line
must indicate one of the following captions: ACTION: (action is required
of the addressee), INFORMATION: (information is provided and no action
is required of the addressee), or BRIEFING. Example:

INFORMATION: FHWA Correspondence Manual

1.  Response to Incoming Memorandums

    a.  Reference the incoming memorandum. When responding to an
        incoming memorandum, reference it in the SUBJECT line in as few
        words as possible. Example:

> INFORMATION: Welfare and Recreation Board
>
> (Your memorandum, 9/15/03, copy attached)

b.  Attach a copy of incoming memorandum from the OST. When responding
    to a memorandum from the OST, always attach a copy of the incoming
    memorandum or request (do not include attachments) to the original
    of the reply and note this in the SUBJECT line. Example:

> INFORMATION: Welfare and Recreation Board
>
> (Your memorandum, 9/15/03, copy attached)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.2

2

c.  Reference previous outgoing memorandums. When writing to the same
    person before a reply has been received, reference the previous
    memorandum in the SUBJECT line and attach a copy. Example:

> INFORMATION: Welfare and Recreation Board
>
> (Our memorandum, 9/15/03, copy attached)

2.  Include required due dates. Memorandums requiring an answer or other
    action shall contain the due date as part of the SUBJECT line.
    Example:

> ACTION: Improved Staffpower Management Report
>
> (Reply Due: 9/15/03)

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Use of FROM Line

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1))

Memorandums from and to FHWA/OST officials and officials of other OAs
will be signed according to comparable organizational level.

1.  Title. The name and title of the signing official will be shown on
    the FROM line. The name and title will be shown on the FROM line
    when memorandums are addressed to the Secretary and Deputy Secretary
    of Transportation.

2.  Memorandums for signature by two or more FHWA officials, or two or
    more DOT Administrators. Type the correspondence originator's title
    first with the other officials following.

3.  When an individual is detailed to a vacant position on a temporary
    basis, use the term "Acting" before the title on the FROM line.
    Example:

FROM: Acting Chief, Management Programs and Analysis Division

4.  When an individual is signing for an official who is temporarily out
    of the office (official travel or leave, for instance), the FROM
    line will reflect the title of the incumbent, and the authorized
    person will sign for the absent incumbent.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.3

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Use of TO Line

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1))

Memorandums to and from FHWA/OST officials and officials of other OAs
will be prepared according to comparable level. Type the name and title
of the addressee two spaces to the right of the TO line, followed on the
second line by the office title and organization code. Show the
addressee's office routing symbol in parenthesis one space after the
title.

When initiating a memorandum, show the routing symbol of the addressee's
office. When replying to an incoming memorandum, use the routing symbol
shown on the incoming.

1.  ATTENTION Line. Avoid an ATTENTION line whenever possible by being
    specific in the address. If an ATTENTION line must be used, follow
    the example below:

TO: Mr. John Doe

Chief, Bridge Division (HXX-XX)

ATTENTION: Mr. Paul Smith

(Title) (HXX-XX)

2.  THROUGH Line. Occasionally a memorandum will be routed through an
    office for clearance or approval. Use of the THROUGH line requires a
    signature before transmittal to the addressee. When the THROUGH line
    is used, type as shown:

TO: Mr. Joe Toole

Associate Administrator for

Program Development (HXX-XX)

THROUGH: Mr. John Doe

Director, Office of Engineering (HXX-XX)

(Note: When using a THROUGH line, be sure a copy is included in the
package for the THROUGH addressee(s).)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.4

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Multiple-Addressed

Memorandums

From: (Name)

(Title of Signing Official)

To: See Addressees

For multiple-addressed memorandums, prepare one original (unless
specifically instructed otherwise by HOAES) to be reproduced after
signature. Prepare one set of copies for file and distribution.

1\. When the TO line requires the notation "See Addressees," type
"Addressees:" at the left margin two lines below the last line of type.
On the next line, list the name and titles and/or routing symbols of the
addressees. If the list requires more than one page, type the individual
addressee's title and routing symbol on a separate sheet of paper and
attach it to the front of the memorandum.

> 2\. When the TO line designates a multiple-addressed memorandum to all
> Associate Administrators, Directors of Field Services, Resource Center
> Managers, and Division Administrators, write or type the title and/or
> routing symbol of each addressee in the upper right-hand corner of
> his/her copy.

Addressees:

Name, Associate Administrator for Research

and Development (HRD-1)

Name, Associate Administrator for Infrastructure (HIF-1)

Name, Associate Administrator for Civil Rights (HCR-1)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.5

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Body of a Memorandum

Paragraphing, and Succeeding Pages

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1)

Begin the body of a memorandum three lines below the last line of the TO
line. Begin each main paragraph flush with the left margin. Single space
the body of the memorandum, and double space between paragraphs. Double
space one-paragraph memorandums consisting of ten lines or less.

1\. When a paragraph is subdivided, it must have at least two
subdivisions. Each succeeding subdivision of a paragraph is indented.

2\. Subparagraphs 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.
Each indention is four spaces, and typing should begin on the fifth
space. A Microsoft Word Outline is acceptable. An outline that begins
with numbers and alternates with alpha is preferable. Double space
between each subparagraph. Example:

1.  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

    a.  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

\(1\) XXXXXXXXXXXXXXXXXXXXXXXXXXX

\(a\) XXXXXXXXXXXXXXXXXXXXXXXXXXX

> 1 XXXXXXXXXXXXXXXXXXXXXX
>
> a XXXXXXXXXXXXXXXXXXXX

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.6

2

3\. Bullets, dashes, etc., may also be used to separate talking points
in briefings, items in a list, or ideas to add clarity.

4\. **Cited Paragraphs**. When a paragraph is cited in correspondence,
the reference numbers and letters are typed without periods or spaces.

5\. **Carry-over 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.

6\. **Succeeding Pages**. Use plain copier paper. Type the page number
seven lines from the top, flush with the right margin or, in Word using
1-inch margins, type the page number on the first line flush with the
right margin. Continue the body of the memorandum two lines below the
page number.

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Attachments

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1))

Use the word "attached" in a memorandum to indicate that material is
being forwarded with the memorandum, and use the word "Attachment(s)" at
the end of the memorandum.

1.  **Captioning or tabbing of attachments**

    a.  Attachments should be suitably captioned at the top or at the
        bottom of the first page.

    b.  Tabs should be used if there are more than two attachments, or
        if they are not readily distinguishable.

2.  **Format if attachments are identified**. When an attachment is
    identified in the text or SUBJECT line, type the word "Attachment"
    flush with the left margin, two lines below the signature, or seven
    lines below the body of the memorandum. If there is more than one
    attachment, type the number preceding the word and use the plural
    form of the word.

> Example:
>
> 2 Attachments

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.7

2

> 3\. **Format if attachments are not identified**. When the attachments
> are not identified in the text or subject line, type the notation (as
> set forth in paragraph 2 above) by adding a colon. List each
> attachment by title (using initial capital letters) on a separate
> line, and note any multiple copies. If more than one line is needed to
> identify an attachment, indent each succeeding line two spaces from
> the left margin.
>
> Example:
>
> 2 Attachments
>
> List of Specific Revisions (2)
>
> Current Highway Programs
>
> Issues Book (2)
>
> 4\. **Format if some attachments are identified and some are not**.
> Follow the procedures listed in paragraph 3 above and list all the
> attachments.

5.  **Separate cover**. If document(s) or other materials are to be sent
    separately, type "Separate Cover" (using a colon) flush with the
    left margin, two lines below the signature, or seven lines below the
    body of the memorandum. List each item as set forth in paragraph 3
    above.

> Example:
>
> Separate Cover:
>
> Updated Data Disk
>
> List of Specific Revisions (2)
>
> Current Highway Program Issues Book (2)
>
> 6\. **Format if attachment(s) and separate cover used**. When an
> attachment is sent and additional material is to be sent separately,
> follow the directions as set forth in paragraphs 2 and 3 then type the
> separate cover notation two lines under the attachment notation.
>
> Example:
>
> 2 Attachments
>
> Separate Cover:
>
> Updated Data Disk
>
> List of Specific Revisions (2)
>
> Instruction Manual (2)

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: ACTION: Response Block

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (HXX-1))

A response block is provided when a decision is required. The possible
responses and a date line are typed in capital letters flush with the
left margin, beginning two lines below the signature block or attachment
notation, if any. Follow each response with a typed line ending all
lines with the same spacing for neatness. Examples:

2 Attachments

Approved:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Disapproved:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Will Attend:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Will Not Attend:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Do not type any notations parallel with the response block on the
right-hand side of the page. Leave this space blank for any comments by
the addressee.

Forward all copies of the memorandum with the original so that action
taken by the addressee will be indicated on the official file and
information copies.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.8

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Courtesy Copy Notations

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (HXX-1))

Courtesy copy distribution notations are shown on the original of the
memorandum only if the addressee has a need to know who received a copy
of the memorandum.

"Courtesy copy" is indicated by typing "cc:" flush with the left margin
and two lines below the final line, attachment notation, or separate
cover notation followed by the titles and/or routing symbols of the
recipients. Example:

cc:

HSA-1 cc: HSA-1

HCM-1 or HCM-1

HPA-1 HPA-1

Courtesy copy notations may be listed across the page to avoid starting
a new page. Example:

cc: HSA-1, HCM-1, HPA-1

When attachments are not furnished to recipients of courtesy copies,
indicate as follows:

cc:

HSA-1

HCM-1 w/o attachments

HPA-1

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.9

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Writer's Identification

and Distribution

From: (Name)

(Title of Signing Official)

To: (Name)

(Title and Organization Code (XXX-1))

Distribution of file and information copies is indicated on all copies
of the memorandum except for the field office copies. The writer's
identification line is shown on all internal courtesy copies of the
memorandum. Type the FHWA identification, routing symbol of originating
office, writer's initials and last name of writer, typist's initials,
writer's telephone number, and the date. The writer's identification
line and distribution (a.k.a. legend block) should always include the
location (i.e., filename) 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:HFL-1:AEHamilton:ap:69494:10/2/03

Control No. 030927-001-2004 (show control number(s) as indicated on
control sheet.)

Location:F:/HFl-1/pasys.doc

cc: (List all information copies, reading file, etc.)

If the memorandum is rewritten or retyped, this should be indicated
directly below the first identification line. Example:

FHWA:HFL-1:AEHamilton:ap:69494:10/2/03

Rewritten:HFL-1:RFWeingroff:ss:64856:10/3/03

Draw a diagonal red line through the original official file copy and
staple it to the back of the new concurrence grid copy.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.10

![](media/image3.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

{Date}

**ACTION MEMORANDUM TO THE SECRETARY**

From: Mary E. Peters, Administrator

X60650

Prepared by: {Full Name}, {Title}

{Phone ext.}

Re: {Subject}

**ACTION REQUIRED**

State the action or decision you are asking the Secretary to
Transportation to take. (In effect, tell him/her why he/she is reading
your memo.)

**SUMMARY**

Give a brief description of the subject matter of the memo. Please
include a brief listing of the consultations you have made in arriving
at your recommended action. This should include the clearances obtained
within the DOT and the FHWA and, where applicable, the stakeholders who
have been consulted.

**BACKGROUND**

Describe the background for the decision. Be sure to describe any
objections you have received during the consultations you referenced in
the summary section, and your responses to them.

> ![](media/image4.jpeg){width="1.5in" height="0.6680555555555555in"}

Figure 5.11

2

**RECOMMENDATION**

Clearly state the action you are recommending the Secretary of
Transportation to take. Close with the following signature/clearance
block:

The Secretary

APPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISAPPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

COMMENTS: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DATE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

![](media/image3.wmf){width="1.7486111111111111in"
height="1.5715277777777779in"}

**FORMAT FOR BRIEFINGS FOR THE SECRETARY**

{Date}

**MEMORANDUM TO THE SECRETARY**

From: Mary E. Peters, Administrator

X60650

Prepared by: {Full name}, {Title}

{Phone ext.}

Re: {Subject}

**EVENT (or MEETING) OVERVIEW**

Starting with the Secretary of Transportation's role, give a brief
description of the meeting or event. Include the time and location for
events and meetings outside the Secretary's office. Include a list of
attendees for meetings. For public events, give an estimated total
attendance and list public officials, key persons, and DOT officials who
will be attending.

**OBJECTIVE**

For meetings, describe the goal and/or any decisions that should be
reached. For events, mention the key messages that should be delivered
and any individuals with whom you would like the Secretary to make
contact at the event.

**BACKGROUND**

Give a general description of the event and any issues or controversies
that are likely to arise. Additional material on issues, formal remarks
and/or talking points should be provided as attachments.

> ![](media/image4.jpeg){width="1.5in" height="0.6680555555555555in"}

**Figure 5.12**

2

**ORDER OF EVENTS**

For a public event, this would be the program or order of speakers with
any actions by the Secretary highlighted in **bold**.

For meetings, this section should contain your recommendation (if
applicable) for the organization of the meeting (i.e., whether the
Secretary should open the meeting with welcoming remarks, whether he/she
is presenting or receiving a gift, whether there is any particular order
of speakers, etc.).

**PRESS PLAN** (where applicable)

Public Affairs Staff: {Name}

Where press will be present, describe the interaction the Secretary will
have with them (i.e., whether he/she will be taking questions or not,
whether it is particularly likely he/she will be asked questions while
entering or leaving the event location). If there are individual
reporters whom the Secretary should know are present, list them.

Give the name(s) of the OST Public Affairs staff who will be attending.

**ATTACHMENTS**

List any documents you are including along with the memorandum.

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: ACTION: Memorandum Addressed to the

Deputy Administrator

From: (Name)

(Title of Signing Officials)

To: (Name)

Deputy Administrator

When a memorandum is addressed to the Deputy Administrator, use one of
the following terms as the first word in the SUBJECT line: ACTION or
INFORMATION.

Prepare one copy for the Executive Director and one copy for the HOAES,
with attachments. indicate on the original: cc: HOA-3. Do not provide
the Federal Highway Administrator with a copy unless the action office
determines that he/she should be informed of the subject. If the Federal
Highway Administrator is to receive a copy, indicate it on the original.
Also indicate on the original when information copies are sent to other
program offices if the addressee needs to know.

In ACTION memorandums addressed to the Deputy Administrator, provide a
response block to indicate approval or disapproval or to indicate any
other required action. Type the possible responses in capital letters
flush with the left margin, beginning two lines below the signature
block or attachment notation, if any. Follow each response with a typed
line having all lines end with the same spacing for neatness.

Do not type any notations parallel with the response block on the
right-hand side of the page. Leave this space blank for comments by the
Deputy Administrator.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.13

2

Forward the original memorandum and official file copy to the HOAES.
Copies will be made from the original memorandum after action has been
taken by the Deputy Administrator.

cc:

HOA-3

HCC-1

APPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISAPPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DATE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: ACTION: Memorandum Addressed to the

Executive Director

From: (Name)

(Title of Signing Official)

To: (Name)

Executive Director (HOA-3)

When a memorandum is addressed to the Executive Director, use one of the
following terms as the first word in the SUBJECT line: ACTION or
INFORMATION.

Do not prepare a copy for the Federal Highway Administrator or the
Deputy Administrator unless the action official determines that the
Federal Highway Administrator or Deputy Administrator should be informed
of the subject. Provide a copy for the HOAES, with attachments. If the
Federal Highway Administrator and/or Deputy Administrator is to receive
a copy, indicate it on the original. Also indicate on the original when
information copies are sent to other program offices if the addressee
needs to know.

In ACTION memorandums addressed to the Executive Director, provide a
response block to indicate approval or disapproval or responses in
capital letters flush with the left margin, beginning two lines below
the signature block or attachment notation, if any. Follow each response
with a typed line having all lines end with the same spacing for
neatness.

Do not type any notations parallel with the response block on the
right-hand side of the page. Leave this space blank for comments by the
Executive Director.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.14

2

Forward the original memorandum and the official file copy to the HOAES.
Copies will be made from the original memorandum after action has been
taken by the Executive Director.

cc:

HOA-1

HOA-2

HCC-1

APPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISAPPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DATE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: ACTION: Memorandum Addressed to the

Federal Highway Administrator Through

the Deputy Administrator and the Executive

Director

From: (Name)

(Title of Signing Official)

To: (Name)

Administrator (HOA-1)

Through: (Name)

Deputy Administrator (HOA-2)

(Name)

Executive Director (HOA-3)

Follow the instructions for preparing a memorandum addressed to the
Federal Highway Administrator.

It is especially important to keep all the copies of the memorandum
together in case the Executive Director or Deputy Administrator
determines that it should be returned to the originating office for
changes before it is forwarded to the Federal Highway Administrator.

Be sure you include copies for HOA-2 and HOA-3, in the package. This
allows the THROUGH persons to pull a copy after the sign-off on the
original.

2 Attachments

cc:

HOA-2

HOA-3

APPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISAPPROVED: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DATE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.15

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Multiple-Addressed

Memorandums

From: (Name)

(Title of Signing Official)

To: Associate Administrators

Chief Counsel

Directors of Field Services

Resource Center Managers

Division Administrators

Federal Lands Highway Division Engineers

For multiple-addressed memorandums, prepare only one original (unless
specifically instructed otherwise by HOAES) to be reproduced after
signature. Prepare one official copy.

Memorandums requiring a reply or other action should contain the word
ACTION (capitalized and underlined) in the SUBJECT line. The requested
due date should also be included in the SUBJECT line.

Memorandums requiring no action should contain the word INFORMATION
(capitalized and underlined) in the SUBJECT line.

2 Attachments (if any)

cc: HOA-1

HOA-2

HOA-3

If a memorandum is being signed by an FHWA Official other than the
Federal Highway Administrator, Deputy Administrator, or Executive
Director, then HOA-1, HOA-2, HOA-3 and HOAES should receive a copy.
Indicate on the original as shown above. Show HOAES on the distribution
block.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.16

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Multiple-Addressed

Memorandums

From: (Name)

(Title of Signing Official)

To: Addressees

When the TO line requires the notation "Addressees" type "Addressees:"
at the left margin two lines below any attachment notation, or seven
lines below the last line of the text. On the next line, begin listing
the titles, names, and/or routing symbols of the addressees.

Memorandums requiring a reply or other action should contain the word
"ACTION" (capitalized and underlined) in the SUBJECT line. The requested
due date should also be included in the SUBJECT line. Memorandums
requiring no action should contain the word "INFORMATION" (capitalized
and underlined) in the SUBJECT line.

Attachment (if any)

Addressees:

Associate Administrator for Policy (HPL-1)

Associate Administrator for Safety (HSA-1)

Associate Administrator for Administration (HAD-1)

Associate Administrator for Operations (HOP-1)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.17

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Memorandum for Signature of Two or

More Administrators

From: (Name), Administrator

Federal Highway Administration

(Name), Administrator

National Highway Traffic Safety Administration

(Name), Administrator

Federal Transit Administration

To: (Name)

Assistant Secretary for Governmental Affairs

Typing of the titles in the FROM line on memorandums prepared
specifically for the signatures of two or more Administrators may be
accomplished before obtaining their signatures. This will be done by
showing the originating Administrator first with the other
Administrators following.

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

**Figure 5.18**

![](media/image1.png){width="1.2319444444444445in"
height="1.1041666666666667in"}

##### 

Subject: INFORMATION: Memorandums to FHWA

Field Offices

From: (Name)

(Title of Signing Official)

To: Mr. (Full Name)

Division Administrator (HDA-ZZ)

(City, State)

Memorandums to the FHWA field offices are always addressed to the
Division Administrator. However, a memorandum or a formal letter may be
written directly to an individual for the purpose of extending a
personal invitation, expressing appreciation, or thanks. Provide a copy
of this type of correspondence to the Director of Field Services and the
Division Administrator as appropriate.

When replying to an incoming memorandum, use the routing symbol shown on
the incoming memorandum.

Memorandums requiring a reply or other action should contain the word
"ACTION:" (capitalized and underlined) in the SUBJECT line. Memorandums
requiring no action should contain the word "INFORMATION:" (capitalized
and underlined) in the SUBJECT line.

Complete field distribution as shown on the copies for the Director of
Field Services and Division Administrator. Attach a copy of the incoming
correspondence to each field copy. Example:

cc: HOA-3-DFS-EA

HDA-NY (2)

Two copies are sent directly to the Division Administrator with the
field distribution information shown on only one copy. The unmarked copy
will be sent to the State highway agency by the Division Administrator,
if appropriate. The unmarked copy is to be a photocopy showing the FHWA
letterhead.

Attachment (if any)

![](media/image2.png){width="1.2506944444444446in"
height="0.5513888888888889in"}

Figure 5.19