**CHAPTER II. LETTERS**

2-1 [Purpose]{.underline}.

This chapter explains how to prepare letters for signature by

Department officials and includes information on the concurrence

and dispatch process.

A. For details on policies for originating and controlling

correspondence, see Chapter I.

B. For details on preparing memorandums, see Chapter III.

C. For details on preparing secretarial correspondence, other

than congressional correspondence, see Chapter IV.

D. For details on preparing White House correspondence,

see Chapter V.

E. For details on preparing congressional correspondence, see

Chapter VI.

2-2 [Use]{.underline}.

The letter format is used:

A. For formal correspondence with the public and government

agencies when the telephone or other informal communications are

not appropriate; and

B. To convey awards, commendations, congratulations,

condolences, etc.

2-3 [Stationery and Printer Requirements]{.underline}.

A. [Stationery]{.underline}. Department letterhead is available in
Microsoft

Word in HUDDocs. To access HUDDocs, click on \"File,\" click on

\"New,\" click on \"HUDDocs,\" select the appropriate letterhead.

When using HUDDocs, plain white stock suitable for laser printers

is acceptable as an original because HUDDocs prints the

letterhead. For continuation pages, use plain white paper of

equal quality.

B. [Printer]{.underline}. Use a laser printer for all letters.

2-4 [Type Style]{.underline}.

Always use Times New Roman font, 12-pitch type.

2-5 [Margins]{.underline}.

A. [Standard Letter]{.underline}. The standard margins are one inch on
the

left, right, and bottom. The top margin is automatically set in

HUDDocs.

B. [Short Letter]{.underline}. The margins may be adjusted for balance
on

the page. Set the margins at 1.25 inches and hit \"Tab\" five

times for the signature block.

2-6 [Date]{.underline}.

In HUDDocs the cursor will be at the date line, however, the date

will be added after the letter has been signed.

2-7 [Addressing a Letter]{.underline}.

(See Appendix B for models of address and general rules.)

A. [Placement]{.underline}. (See Exhibit 2-1.)

B. [Spacing]{.underline}. Single-space the address and arrange it in
block

style. Limit the address to five lines or less on the letter.

Limit each line to three inches or less. If more than five lines

are needed to ensure delivery, type the complete address on the

envelope. Indent runover lines two spaces by hitting the space

bar two times.

C. [Multiple Addressees]{.underline}. Prepare letters using one of the

following:

1\. An original for each addressee;

2\. In response to incoming correspondence with multiple

signatures, a single reply to the first person who signed the

letter. In the first paragraph, state that the reply is also

intended for the other addressees; or

3\. In response to petitions or resolutions, a single reply

addressed to the person who submitted the petition or resolution,

or to the first person who signed it. In the body of the letter,

mention the other addressees as a group.

D. [State and Territory Abbreviations Table]{.underline}. (See Appendix
C.)

E. ZIP Code. All ZIP Codes should consist of nine digits. To

find a ZIP +4 Code when a street or postal address is available,

go to the United States Postal Service website at www.usps.com

and click on \"Find ZIP Codes.\"

F. Attention Line. Normally attention lines are not necessary

unless required by the incoming letter. After typing the last

line of the address, hit \"Enter\" two times and type ATTENTION:.

Hit the space bar two times and type the person\'s name.

2-8 Salutation.

(See Exhibit 2-1.) Do not personalize the salutation. The

signer will personalize the salutation on the original, if

necessary.

2-9 Body of a Letter.

A. Placement and Spacing. (See Exhibit 2-1.)

B. Paragraphs. (See Exhibit 2-1.)

C. Subparagraphs. (See Appendix D.)

D. Quotations. (See Appendix E to incorporate quotations into

the body of a letter.)

E. Multiple Page Letter. Do not begin a paragraph near the end

of a page unless there is room for at least two lines. Do not

continue a paragraph on the next page unless at least three lines

can be carried over.

In HUDDocs, the cursor will be on the correct line for the page

number. Number continuation pages at the top right margin and

continue typing the letter three lines below.

2-10 Complimentary Close.

(See Exhibit 2-1 and Appendix B.)

2-11 [Signature Element]{.underline}.

(See Exhibit 2-1.)

A. One Signature. (See Exhibit 2-1.) The signature element

includes:

1\. The signer\'s name;

2\. The signer\'s title; and

3\. The signer\'s office name. Use only enough to identify the

office. For example, if the signer is a Division Director or

Branch Chief, use the name of that Division or Branch only.

Indent runover lines two spaces by hitting the space bar two

times. Omit the office name when the title alone clearly

identifies the signer.

B. Joint Signatures. (See Exhibit 2-2.)

2-12 Enclosure Notation.

(See Exhibit 2-1.) If the letter has an enclosure, type an

enclosure notation.

2-13 Courtesy Copy Notation.

(See Exhibit 2-1.) If the originator wants the addressee to know

that someone else will receive a copy of the letter, type a cc

(courtesy copy) notation.

2-14 Official Record Copy of a Letter.

(See Exhibit 2-3.) The Official Record Copy is used to provide

internal HUD information as well as to obtain concurrences within

program offices. It is created by completing form HUD-713.1

located on the letterhead in HUDDocs and contains the following

information:

A. Multiple Addressees, if any. (See Figure 2-1.) If a letter

is being sent to more than one addressee, after typing the

signer\'s title (enclosure or cc notation, if any) hit \"Enter\" two

times and type SIMILAR LETTER SENT TO:. Hit the space bar two

times and type the names of all other addressees. Use more than

one line if needed.

Figure 2-1

SIMILAR LETTER SENT TO: Mr. John Doe, Mr. Chris Kringle,

Ms. Rose Bush, Mr. Early Byrd, Ms. Mae B. Soe, Mr. Ben Hurr,

Mr. Jon Shaft, Mr. Byrd Song, Mr. Jessie Jessup, Ms. Susie

Cue, Mr. Mark E. Mark

B. [Internal HUD Distribution List]{.underline}. (See Figure 2-4.)

1\. List office copies such as chronological, index, or reading

file, as required by your office, to include the following:

correspondence code, office file name, and room number.

2\. List Headquarters recipients to include the following:

correspondence code, recipient\'s last name, and room number. On

correspondence controlled by the Executive Secretariat, required

copies are indicated in the INFORMATION ONLY field on the ACORN

Control Ticket. Any other information copies are prepared as

directed by the program area.

3\. List field office recipients to include the following:

field office, recipient\'s last name, and correspondence code.

4\. If there is not enough room to type the copy distribution list

in one column, use additional columns.

C. Identification Lines.

1\. Office-Originator-Typist. (See Figure 2-4.) List the

following:

a\. Correspondence code of the originating office (type a colon)

b\. Originator\'s last name (type a colon)

c\. Typist\'s initials (hit the space bar two times)

d\. Date typed (hit the space bar two times)

e\. Originator\'s telephone number (hit the space bar two times)

f\. Name of the file (hit the space bar five times)

g\. Type the words ACORN Control Number, hit the space bar two

times, and type the number

2\. Office-Originator-Typist Identification Line for

Acknowledgment, Interim, or Final to Controlled Incoming. (See

Figure 2-2.)

Figure 2-2

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX ACKNOWLEDGMENT

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX INTERIM

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX FINAL

3\. Office-Originator-Typist Identification Line for Certified

Mail. (See Figure 2-3.) Type Certified Mail if the letter will

be sent by certified mail with a return receipt requested.

Figure 2-3

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX Certified Mail

D. Concurrences. (See Figure 2-4.)

1\. In the originator column, type the originator\'s

correspondence code and last name.

2\. In the other concurrence columns, type the correspondence

code and last name of each concurring official in the order in

which the concurrences will be obtained.

Figure 2-4

Internal HUD Distribution:

A - Chron - 3270

ASE - Smith - 3272

AB - Doe - 10172

AX - Executive Secretariat 10139

AP - Jones - 2162

Fort Worth - Forthright - 6AS

Identification Lines:

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX

Correspondence

Code

Originator

ASE

Concurrence

AP

Concurrence

AB

Concurrence

Concurrence

Concurrence

Name

Smith

Jones

Doe

Date

Official Record Copy U.S. Department of Housing and Urban

Development form HUD-713.1 (02/03)

Previous edition is obsolete.

E. Saving the Document. Click on \"File,\" click on \"Save As,\"

select the appropriate drive, select a folder (if appropriate),

and enter the ACORN number as the electronic file name. This is

the Official Record Copy and is maintained as the electronic file

version of the letter.

2-15 Printing.

A. Official Record Copy. Print the Official Record Copy.

B. Original(s). Below the signature element (or enclosure or

cc notation, if any), insert a page break (Ctrl+Enter) to

separate the internal HUD information. Go to the top of the

document, click on \"File,\" click on \"Print,\" and select \"Current

Page\" to print a one page letter or \"Pages\" to print a multiple

page letter, excluding the information after the page break.

(Reminder: When saving the document, do not save the page

break.)

C. Envelope(s). Prepare envelope(s) (or label(s) for large

envelopes) for the original and any external copies using Times

New Roman font, 12-pitch type.

2-16 Proofing.

Read the letter(s) and envelope(s) (or label(s)) carefully to

assure there are no errors.

2-17 Assembly.

(See Appendix F or follow the procedures established by the

correspondence unit or point of contact for correspondence in

your program office.)

2-18 Routing.

Follow the routing procedures for obtaining concurrences used by

your correspondence unit or point of contact for correspondence.

2-19 Revisions.

A. Retype. A retype corrects errors in spelling, typing,

punctuation, or grammar.

1\. Prepare the Letter. Use the electronic file version of the

Official Record Copy to make corrections.

2\. Update the Official Record Copy.

a\. (See Figure 2-5.) Add a new identification line under the

last identification line.

Figure 2-5

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX

Retyped:ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\]

ACORN Control Number XXXXXX

b\. Do not reroute the retyped letter through offices that have

already concurred.

c\. In the first concurrence column, type See Attached to show

prior concurrences.

d\. In the second concurrence column, type the correspondence

code and last name of the official who requested the revision.

e\. Starting in the third concurrence column, type the

correspondence codes and last names of officials who have not

concurred.

f\. Save the retyped document.

3\. Printing.

a\. Official Record Copy. Print a new Official Record Copy.

Mark an \"X\" across the text on each page of the previous Official

Record Copy.

b\. Original(s). Below the signature element (or enclosure or

cc notation, if any), insert a page break (Ctrl+Enter) to

separate the internal HUD information. Go to the top of the

document, click on \"File,\" click on \"Print,\" and select \"Current

Page\" to print a one page letter or \"Pages\" to print a multiple

page letter, excluding the information after the page break. Mark

an \"X\" across the text on each page of the previous original

letter. (Reminder: When saving the document, do not save the

page break.)

c\. Envelope(s). Prepare new envelope(s) (or label(s)), if

needed.

4\. Proofing. Read the letter(s) (envelope(s) or label(s))

carefully to assure there are no errors.

5\. Assembly.

a\. (See Appendix F or follow the procedures established by the

correspondence unit or point of contact for correspondence in

your program office.)

b\. Fold and place the previous original in front of the new

original on the inside right of the folder.

c\. Attach the previous Official Record Copy, with the original

concurrences behind the new Official Record Copy.

6\. Routing. Follow the routing procedures for obtaining

concurrences used by your correspondence unit or point of contact

for correspondence.

B. Rewrite. A rewrite is a major change made to the content of

a letter.

1\. Prepare the Letter. Use the electronic file version of the

Official Record Copy to make the changes.

2\. Update the Official Record Copy.

a\. (See Figure 2-6.) Add a new identification line under the

last identification line.

Figure 2-6

ASE:Smith:scb XX-XX-20XX 202-XXX-XXXX \[File Name\] ACORN

Control Number XXXXXX

Rewritten:AP:Jones:clh XX-XX-20XX 202-XXX-XXXX \[File Name\]

ACORN Control Number XXXXXX

b\. Rewritten letters are rerouted through offices that have

already concurred.

c\. Type the correspondence codes and last names of all concurring

officials starting with the originator.

d\. Save the rewritten document.

3\. Printing.

a\. Official Record Copy. Print a new Official Record Copy.

Mark an \"X\" across the text on each page of the previous Official

Record Copy.

b\. Original(s). Below the signature element (or enclosure or

cc notation, if any), insert a page break (Ctrl+Enter) to

separate the internal HUD information. Go to the top of the

document, click on \"File,\" click on \"Print,\" and select \"Current

Page\" to print a one page letter or \"Pages\" to print a multiple

page letter, excluding the information after the page break.

Mark an \"X\" across the text on each page of the previous original

letter. (Reminder: When saving the document, do not save the

page break.)

c\. Envelope(s). Prepare new envelope(s) (or label(s)), if

needed.

4\. Proofing. Read the letter(s) (envelope(s) or label(s))

carefully to assure there are no errors.

5\. Assembly.

a\. (See Appendix F or follow the procedures established by the

correspondence unit or point of contact for correspondence in

your program office.)

b\. Fold and place the previous original in front of the new

original on the inside right of the folder.

c\. Attach the previous Official Record Copy, with the original

concurrences behind the new Official Record Copy.

6\. Routing. Follow the routing procedures for obtaining

concurrences used by your correspondence unit or point of contact

for correspondence.

2-20 Dispatching After Signature.

A. After signature, type or stamp, centered, the date on the

original. It must be legible and in month, day, and year format

with the month in text, and the day and year in numerals; for

example, January 10, 2003.

B. Arrange enclosures in the order mentioned in the letter.

C. Make sure the name and address on the letter and envelope

are the same.

D. Make copies of signed originals as may be required by a cc

notation. On each cc copy put a check mark next to the

recipient\'s name. If there are cc copies for distribution within

HUD, write the correspondence code and room number in the upper

right corner of the first page of each copy.

E. Conforming the Official Record Copy.

1\. Type, stamp, or print the /s/ notation and the official\'s name

in the signature block.

2\. If an official other than the person named in the signature

element signs the letter, type, stamp, or print the /s/ notation

and the signing official\'s name in the signature block. Add

\"for\" in front of the typed name as shown in Figure 2-7.

Figure 2-7

On each Copy:

/s/ Jon E. Begood

for Chase R. Banks

Director

Office of Voluntary Compliance

3\. Type (in Times New Roman font, 12-pitch type) or stamp the

date, centered, in the same place as on the original.

F. Make the distribution list copies. On each copy put a check

mark next to the distribution list name and write the

correspondence code and room number in the upper right corner of

the first page. Make sure all copies are legible.

G. Headquarters program offices and field offices dispatch all

responses to correspondence controlled to them by the Executive

Secretariat for direct reply and forward the following to the

Executive Secretariat:

1\. One copy of the signed and dated response letter with any

enclosures or form HUD-2029 if handled by telephone. If the

enclosures are brochures or pamphlets, make a copy of the front

cover (only);

2\. One copy of the Official Record Copy: and

3\. Field offices only: The completed Priority Correspondence

Assignment Sheet for General Correspondence. (See Appendix A for

a sample of this form.)

H. Follow additional dispatch procedures used by your

correspondence unit or point of contact for correspondence.

Return empty direct reply folders to the Executive Secretariat.

Exhibits of Letters

Exhibit 2-1 Structural Elements of a Letter

Exhibit 2-2 Letter with Joint Signatures

Exhibit 2-3 Official Record Copy of a Letter

EXHIBIT 2-1

Structural Elements of a Letter

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

WASHINGTON, DC 20410-3000

OFFICE OF ADMINISTRATION

(Date)

Mr. Ari Zona

123 Desert Lane

Sun City, AZ 77054-7777

Dear Mr. Zona:

The following guidelines address structural elements of a

HUD letter. Access Microsoft Word. Click on \"File,\" \"New,\" and

\"HUDDocs,\" select the appropriate letterhead. Make certain the

font is Times New Roman, 12-pitch type. The cursor will be at

the date line; however, most of the time the date will be added

after the letter has been signed.

Hit \"Enter\" four times and type the inside address. Hit the

space bar two times between the state code and the ZIP Code. Hit

\"Enter\" two times, type Dear, the professional or courtesy title,

last name, and a colon. Hit \"Enter\" two times and hit \"Tab\" one

time to begin typing the body of the letter.

Hit the space bar two times after each sentence. For

standard and short letters, single-space within each paragraph

and double-space between paragraphs. Hit \"Tab\" one time before

typing each paragraph. Hit \"Enter\" two times at the end of the

last paragraph. Hit \"Tab\" six times and type Sincerely,. Hit

\"Enter\" five times, hit \"Tab\" six times, and type the signer\'s

name. Hit \"Enter\" one time, hit \"Tab\" six times, and type the

title, aligned directly under the signer\'s name. Hit the space

bar two times to indent runover lines. If there is an

enclosure(s), hit \"Enter\" two times and type Enclosure(s). If a

cc will be sent, hit \"Enter\" two times after typing the signer\'s

title (or enclosure notation, if any) and type cc:. Hit \"Enter\"

one time and type the recipient\'s name. List additional names

single-spaced.

Sincerely,

Nevada Smith

Deputy Assistant Secretary

for Handbook Regulations

Enclosure(s) (if required)

cc: (if required)

Silvah Bells

This letter is typed in Times New Roman, 10-pitch type for this

handbook exhibit only.

EXHIBIT 2-2

Letter with Joint Signatures

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

WASHINGTON, DC 20410

(Date)

Mr. Ari Zona

123 Desert Lane

Sun City, AZ 77054-7777

Dear Mr. Zona:

Use the standard letter format as shown in Exhibit 2-1. For

joint signatures, use general Departmental letterhead (available

in HUDDocs, \"Generic HUD.dot\") if the officials are in different

primary organizations. Hit \"Enter\" two times after the last

paragraph.

Hit \"Tab\" six times and type Sincerely,. Hit \"Enter\" five

times, type the name of the first signer. Hit \"Tab\" five or six

times (depending on the length of the names) and type the name of

the second signer.

Single-space the title of each signer below and flush with their

names. Limit signature elements to four lines or less. Indent

runover lines two spaces by hitting the space bar two times.

Sincerely,

Barry Blanco Amarillo

T. Rose

Assistant Secretary for Housing-Federal

Assistant Secretary for Administration/

Housing Commissioner Chief

Information Officer

Enclosure(s) (if required)

cc: (if required)

Silvah Bells

This letter is typed in Times New Roman, 10-pitch type for this

handbook exhibit only.

EXHIBIT 2-3

Official Record Copy of a Letter

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

WASHINGTON, DC 20410-3000

OFFICE OF ADMINISTRATION

(Date)

Mr. Ari Zona

123 Desert Lane

Sun City, AZ 77054-7777

Dear Mr. Zona:

The following guidelines address structural elements of a

HUD letter. Access Microsoft Word. Click on \"File,\" \"New,\" and

\"HUDDocs,\" select the appropriate letterhead. Make certain the

font is Times New Roman, 12-pitch type. The cursor will be at

the date line; however, most of the time the date will be added

after the letter has been signed.

Hit \"Enter\" four times and type the inside address. Hit the

space bar two times between the state code and the ZIP Code. Hit

\"Enter\" two times, type Dear, the professional or courtesy title,

last name, and a colon. Hit \"Enter\" two times and hit \"Tab\" one

time to begin typing the body of the letter.

Hit the space bar two times after each sentence. For

standard and short letters, single-space within each paragraph

and double-space between paragraphs. Hit \"Tab\" one time before

typing each paragraph. Hit \"Enter\" two times at the end of the

last paragraph. Hit \"Tab\" six times and type Sincerely,. Hit

\"Enter\" five times, hit \"Tab\" six times, and type the signer\'s

name. Hit \"Enter\" one time, hit \"Tab\" six times, and type the

title, aligned directly under the signer\'s name. Hit the space

bar two times to indent runover lines. If there is an

enclosure(s), hit \"Enter\" two times and type Enclosure(s). If a

cc will be sent, hit \"Enter\" two times after typing the signer\'s

title (or enclosure notation, if any) and type cc:. Hit \"Enter\"

one time and type the recipient\'s name. List additional names

single-spaced.

Sincerely,

/s/Nevada Smith

Nevada Smith

Deputy Assistant Secretary

for Handbook Regulations

Enclosure(s) (if required)

cc: (if required)

Silvah Bells

This letter is typed in Times New Roman, 10-pitch type for this

handbook exhibit only.

EXHIBIT 2-3

(continued)

+----------+-------+---+-----+---------+------+---+---------+---------+
| Internal |       |   |     |         |      |   |         |         |
| HUD      |       |   |     |         |      |   |         |         |
| Distr    |       |   |     |         |      |   |         |         |
| ibution: |       |   |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| A -      |       |   | AS  |         |      |   |         |         |
| Chron -  |       |   | E - |         |      |   |         |         |
| 3270     |       |   | S   |         |      |   |         |         |
|          |       |   | mit |         |      |   |         |         |
|          |       |   | h - |         |      |   |         |         |
|          |       |   | 3   |         |      |   |         |         |
|          |       |   | 272 |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| AB -     |       |   | A   |         |      |   |         |         |
| Doe -    |       |   | X - |         |      |   |         |         |
| 10172    |       |   | Exe |         |      |   |         |         |
|          |       |   | cut |         |      |   |         |         |
|          |       |   | ive |         |      |   |         |         |
|          |       |   | Se  |         |      |   |         |         |
|          |       |   | cre |         |      |   |         |         |
|          |       |   | tar |         |      |   |         |         |
|          |       |   | iat |         |      |   |         |         |
|          |       |   | 10  |         |      |   |         |         |
|          |       |   | 139 |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| AP -     |       |   | F   |         |      |   |         |         |
| Jones -  |       |   | ort |         |      |   |         |         |
| 2162     |       |   | W   |         |      |   |         |         |
|          |       |   | ort |         |      |   |         |         |
|          |       |   | h - |         |      |   |         |         |
|          |       |   | For |         |      |   |         |         |
|          |       |   | thr |         |      |   |         |         |
|          |       |   | igh |         |      |   |         |         |
|          |       |   | t - |         |      |   |         |         |
|          |       |   | 6AS |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
|          |       |   |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| Identi   |       |   |     |         |      |   |         |         |
| fication |       |   |     |         |      |   |         |         |
| Lines:   |       |   |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| ASE:S    |       |   |     |         |      |   |         |         |
| mith:scb |       |   |     |         |      |   |         |         |
| XX       |       |   |     |         |      |   |         |         |
| -XX-20XX |       |   |     |         |      |   |         |         |
| 202-     |       |   |     |         |      |   |         |         |
| XXX-XXXX |       |   |     |         |      |   |         |         |
| \[File   |       |   |     |         |      |   |         |         |
| Name\]   |       |   |     |         |      |   |         |         |
| ACORN    |       |   |     |         |      |   |         |         |
| Control  |       |   |     |         |      |   |         |         |
| Number   |       |   |     |         |      |   |         |         |
| XXXXXX   |       |   |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| Corres   | Origi | C |     | Conc    | Con  |   | Conc    | Conc    |
| pondence | nator | o |     | urrence | curr |   | urrence | urrence |
|          |       | n |     |         | ence |   |         |         |
| Code     | ASE   | c |     | AB      |      |   |         |         |
|          |       | u |     |         |      |   |         |         |
|          |       | r |     |         |      |   |         |         |
|          |       | r |     |         |      |   |         |         |
|          |       | e |     |         |      |   |         |         |
|          |       | n |     |         |      |   |         |         |
|          |       | c |     |         |      |   |         |         |
|          |       | e |     |         |      |   |         |         |
|          |       |   |     |         |      |   |         |         |
|          |       | A |     |         |      |   |         |         |
|          |       | P |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| Name     | Smith | J |     | Doe     |      |   |         |         |
|          |       | o |     |         |      |   |         |         |
|          |       | n |     |         |      |   |         |         |
|          |       | e |     |         |      |   |         |         |
|          |       | s |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+
| Date     |       |   |     |         |      |   |         |         |
+----------+-------+---+-----+---------+------+---+---------+---------+

~Official\ Record\ Copy\ U.S.\ Department\ of\ Housing\ and\ Urban\ Development\ form\ HUD-713.1\ (02/03)~

~Previous\ edition\ is\ obsolete.~

**This letter is typed in Times New Roman, 10-pitch type for this**

**handbook exhibit only.**