Ask the Scholar
Document scope · 1 page
Scholar
Ask about this object, its catalog metadata, its source description, or the page inventory.
For page-specific OCR and visual context, open one of the page chats.
Scholar Source Context
Document identity
localId
4527504
label
White House Correspondence Manual (1)
core
doc
dtoType
document
citationUrl
pageCount
1
Source metadata
id
4527504
sourceUrl
contentType
document
title
White House Correspondence Manual (1)
citationUrl
collections
Roland L. Elliott Files (Ford Administration)
Roland Elliott's General Subject Files
thumbnailUrl
largeImageUrl
imageCount
1
hasImages
yes
source
import
hasTranscription
no
Source extras
naId
4527504
levelOfDescription
fileUnit
recordType
description
ocrSource
nara-archive
Single page context
seq
1
pageIndex
0
type
document
mediaId
3484fa26d81e6c2e
ocrText
The original documents are located in Box 9, folder "White House Correspondence
Manual (1)" of the Roland Elliott Files at the Gerald R. Ford Presidential Library.
Copyright Notice
The copyright law of the United States (Title 17, United States Code) governs the making of
photocopies or other reproductions of copyrighted material. Gerald R. Ford donated to the United
States of America his copyrights in all of his unpublished writings in National Archives collections.
Works prepared by U.S. Government employees as part of their official duties are in the public
domain. The copyrights to materials written by other individuals or organizations are presumed to
remain with them. If you think any of the information displayed in the PDF is subject to a valid
copyright claim, please contact the Gerald R. Ford Presidential Library.
THE WHITE HOUSE
CORRESPONDENCE
MANUAL
NOTE: Return this manual to
the Correspondence Section,
Room 60, OEOB when no
longer needed
Executive Office of the President
The White House Office
1975
FORDO & LIBRARY OERALD
THE WHITE HOUSE
WASHINGTON
May 1, 1975
Attached is your copy of the revised and updated
White House Correspondence Manual. The old manual
should be removed from its binder and placed in
burn bags for disposal.
Requests for additional copies or questions regarding
the manual should be directed to Mrs. Clara Hyatt,
Chief of Correspondence, Room 60 OEOB, Ext. 2304.
Robert D.Lider
Robert D. Linder
Chief Executive Clerk
FORD
2.
GERALD
FOREWORD
The White House Correspondence Manual is addressed to all
offices in the White House that prepare letters and other
forms of written communication. The Manual has three
purposes:
1. To give letters and other correspondence a uniform
appearance, to aid their preparation, and to insure
that the copies are easy to file and to find.
2. To promote use of efficient typing and office tech-
niques relating to correspondence.
3. To give to White House correspondence a distinctive
and pleasing appearance.
The special problems of individual offices may not be answered
by the Manual; they should be worked out by each office, using
the Manual as a guide. Faithful adherence to the general in-
structions set forth here helps to assure coordinated and
efficient correspondence operations throughout the White House.
For questions regarding punctuation, capitalization, etc., not
covered in this Manual, please refer to the U.S. Government
Style Manual. Other questions regarding material in this
Manual should be referred to Chief of Correspondence, Room 60, EOB,
extension 2304.
FORD
R.
GERALD
i
CORRESPONDENCE MANUAL
CONTENTS
Pages
CORRESPONDENCE
Classified Material
3
Classified material receipt
Messenger receipt
Sample of confidential letter and envelope
Letters
President's signature, with envelope
-----
15
(For "Identical Letters" see DOCUMENTS)
Staff Official's signature, with envelope -
20
Assembly, Order of
25
Courtesy Copy
33
Memoranda
Interoffice, with envelope
26
Memorandum for the President
29-30
Outside
27
Presidential
13
Messenger Service
1
U.S. Mail and Messenger Service
White House Messenger and Miscellaneous
Service
Service Via State Department Diplomatic Pouch
Referrals
32
Charge
Route Slip
Telegrams
35
TYPING PRACTICES
Abbreviations
36
Centering
37
Justifying right margins
40
Punctuation
43
FORMS OF ADDRESS
(Examples of Addresses and Salutations)
45
FORD
R.
GERALD
ii
Pages
DOCUMENTS (Format and samples)
Citations
101
Executive Orders
103
Identical Letters
105
Memorandums of Disapproval
106
Messages to Congress
108
Proclamations
110
Statements
112
Stencils
114
******
R. FORD
GERALD
iii
w
FORD is
MESSENGER SERVICE
U.S. MAIL AND MESSENGER SERVICE
The U.S. Mail and Messenger Service (a postal service)
provides for pick-up and delivery between the White House
and other Federal agencies in the Washington, D.C., area.
The service is not used for security classified mail or for
personal mail. With those two exceptions, it serves for
delivery of most mail between Government agencies. Stop
numbers and zip codes are listed in the back of the White
House Telephone Directory.
WHITE HOUSE MESSENGER AND MISCELLANEOUS SERVICE
"BY HAND" delivery of urgent and special mail is available
through the White House Messenger and Miscellaneous Service,
Room 54, EOB, extension 7005. If a record of delivery is
desired, attach to the envelope a messenger receipt. See
sample on Page 2.
Delivery by White House Messenger Service is restricted to
the greater Washington area.
SERVICE VIA STATE DEPARTMENT DIPLOMATIC POUCH
Mail addressed to foreign officials and to officials of the
United States Government in foreign countries is carried by
State Department pouch, or by accredited courier, as desired.
Envelopes containing this mail are not marked "airmail." If
the letter is classified, the outer envelope, as well as the
inner one, is marked to indicate the classification; if the
letter is not classified, the envelope is marked UNCLASSIFIED.
After the envelope is addressed, a 3 by 5 slip of paper with
the phrase "Via State Department Pouch" is attached. The
Mail Room sends Diplomatic pouch mail to the Messenger Unit.
GERALD ? FORD
1
All official correspondence should be typewritten on
White House stationery. Handwritten envelopes are not
acceptable. Of course, White House stationery and postage
are to be used only for official business and are not to be
used for personal use. The azure paper and envelopes are
to be used exclusively for Presidential correspondence and
should not be used for staff correspondence or other purposes.
Mail deposited in mail boxes in the White House and EOB is
picked up by the U.S. Postal Service and goes directly to the
City Post Office. It should be properly stamped when placed
in these boxes. Mail placed on top of the boxes will not be
picked up by the Postal Service and it could become lost.
Official outgoing mail should be sent to Room 99, EOB to be
stamped and dispatched. Any questions concerning the handling
of mail should be directed to the Mail Room, extension 2541.
R.
DUOP
GERALD
AMOUNT
2
CLASSIFIED MATERIAL
General:
The security classification and declassification of each
document prepared in the White House is governed by Executive
Order 11652 and other applicable Executive Orders. The number
of persons authorized to originally classify information is
limited. Should an employee originate information which he
believes to require classification on the basis of the national
security, he shall protect that information with appropriate
safeguards, and shall seek the guidance of the Counsel to the
President (Ext. 2293), who will provide a determination as to
whether classification is necessary and the required level of
any classification.
Whenever classified information or material is incorpo-
rated in another document or other material by any person other
than the original classifier, the previously assigned security
classification category shall be reflected thereon together
with the identity of the original classifier.
Marking Requirements:
When the subject matter requires that a letter or a mem-
orandum be safeguarded in the interest of national defense, the
security classification assigned to the letter -- CONFIDENTIAL,
SECRET, or TOP SECRET -- is conspicuously stamped, typed, or
marked at the upper left and lower left of each page. See
example on Page 9.
While the above should also be applied when using other
classifications such as EYES ONLY, ADMINISTRATIVELY CONFIDENTIAL,
etc., these terms are to be used sparingly. Such terms have no
legal significance in determining when release of information
may be appropriate, but instead indicate the manner in which
such materials are to be handled by the recipient of the
material.
a. When Document or Other Material is Prepared. At the
time of origination, each document or other material containing
classified information shall be marked with its assigned security
classification and whether it is subject to or exempt from the
General Declassification Schedule.
?
FORD
3
E
(1) For marking documents which are subject to
the General Declassification Schedule, the following stamp
shall re used:
(TOP SECRET, SECRET OR CONFIDENTIAL) CLASSIFIED
BY
SUBJECT TO GENERAL DECLASSIFICATION SCHEDULE OF
EXECUTIVE ORDER 11652 AUTOMATICALLY DOWNGRADED AT
TWO YEAR INTERVALS AND DECLASSIFIED ON DEC. 31
(insert year)
(2) For marking documents which are to be auto-
matically declassified on a given event or date earlier than
the General Declassification Schedule the following stamp
shall be used:
(TOP SECRET, SECRET OR CONFIDENTIAL) CLASSIFIED
BY
AUTOMATICALLY DECLASSIFIED ON (effective date or event)
(3) For marking documents which are exempt from
the General Declassification Schedule the following stamp
shall be used:
(TOP SECRET, SECRET OR CONFIDENTIAL) CLASSIFIED
BY
EXEMPT FROM GENERAL DECLASSIFICATION SCHEDULE OF
EXECUTIVE ORDER 11652 EXEMPTION CATEGORY (§ 5B (1),
(2), (3), or (4)) AUTOMATICALLY DECLASSIFIED ON
(effective date or event, if any)
Should the classifier inadvertently fail to mark a
document with one of the foregoing stamps the document shall
be deemed to be subject to the General Declassification
Schedule. The person who signs or finally approves a
document or other material containing classified informa-
tion shall be deemed to be the classifier. If the classifier
is other than such person he shall be identified on the stamp
as indicated.
b. Overall and Page Marking of Documents. The overall
classification of a document, whether or not permanently
bound, or any copy or reproduction thereof, shall be con-
spicuously marked or stamped at the top and bottom of the
outside of the front cover (if any), on the title page (if
OERALD R. FORD
4
LIERARY
any), on the first page, on the back page and on the outside
of the back cover (if any). To the extent practicable each
interior page of a document which is not permanently bound
shall be conspicuously marked or stamped at the top and bottom
according to its own content, including the designation
"Unclassified" when appropriate.
C. Paragraph Marking. Whenever a classified document
contains either more than one security classification category
or unclassified information, each section, part or paragraph
should be marked to the extend practicable to show its classi-
fication category or that it is unclassified.
d. Material Other Than Documents. If classified material
cannot be marked, written notification of the information
otherwise required in markings shall accompany such material.
e. Transmittal Documents. A transmittal document shall
carry on it a prominent notation as to the highest classifica-
tion of the information which is carried with it, and a legend
showing the classification, if any, of the transmittal document
standing alone.
Envelopes:
Classified material shall be enclosed in opaque inner
and outer covers. The inner cover shall be a sealed wrapper
or envelope plainly marked with the assigned classification
and address. See example on Page 10. The outer cover shall
be sealed and addressed with no indication of the classification
of its contents. A receipt (see below) shall be attached to
or enclosed in the inner cover.
Handling:
a. Transmission. If letters marked SECRET are dispatched
through postal channels, they must be sent by United States
REGISTERED mail and must remain within the continental United
States or Canada. CONFIDENTIAL letters placed in the mail
must go by United States REGISTERED, CERTIFIED, or FIRST-
CLASS mail within the continental United States or Canada.
Office policy within the White House may require, however,
that much of the CONFIDENTIAL and SECRET mail be delivered.
BRALD R. FORD
LISAARY
5
BY HAND. TOP SECRET material is always delivered BY HAND.
A classified TELEGRAM is transmitted through the White House
Situation Room. Telegrams for commercial transmittal are
sent via the White House Telegraph Office.
b. Receipts. Receipt forms accompany all classified
mail. See examples on Page 7.
(1) Classified material receipt. The classified
material receipt is prepared in duplicate. When classified
material is sent by registered mail, the registry number is
obtained in advance from the White House Mail Room and then
is typed on the receipt. If registered mail is not used,
a control number established by the originating office is
shown in the block indicated for the number. The description
required by the form must not reveal classified information.
The original of the form is retained in the suspense file of
the originating office. The yellow copy is enclosed in the
inner cover, for the addressee to sign and return to the
White House. When the signed receipt is received by the
originator, the form retained in the suspense file is
destroyed.
(2) Messenger receipt. Classified mail handled
by a messenger requires a messenger receipt. A single copy
is prepared and attached to the outer envelope. The messenger
obtains the addressee's signature at the time of delivery
and returns the receipt to the originator of the classified
material.
NOTE: Any questions as to the appropriate markings and other
matters of form should be referred to the Legal Counsel's Office.
2020
R.
FORD
(OVER)
LIBART
6
CLASSIFIED MATERIAL RECEIPT
(Enclosed in inner envelope)
RETURN THIS RECEIPT IMMEDIATELY TO
REGISTRY NO.
UNCLASSIFIED DESCRIPTION
DATE
(Serial No., File No., Subject)
INCLOSURES
ADDRESSEE
NOTE.-This sheet to be retained in Originator's suspense file until receipt has been
signed and returned; then this sheet should be destroyed.
TITLE
CLASSIFIED MATERIAL RECEIPT
16-70499a-1 GPO
MESSENGER RECEIPT
(Attached to outer envelope)
THE WHITE HOUSE
SIGNATURE MUST BE SECURED
DATE
TO:
NUMBER
Time Rec'd
RECEIVED BY
DELIVERED BY
RETURN RECEIPT TO
OF R. FORD
7
Safeguarding Classified and Sensitive Information
Each staff office must establish adequate internal procedures
to assure that classified and sensitive documents and related
materials are protected at all times. A specific person in
each office should be given this responsibility, but it should
be made clear that the last person in an office assumes the
responsibility for the security of classified material.
The Executive Protective Service officer conducts a thorough
after-hours security inspection of each staff office in the
White House and Executive Office Building (EOB) on a nightly
basis. Their authority to inspect extends to all exposed
classified or sensitive documents, as well as all other re-
lated materials not properly secured. Classified material
to be destroyed should be handled in the manner prescribed
below. Classified material should never be left unattended
on desks. When an office is closed or unattended, materials
should be locked in a secure cabinet. In the event of a
serious security violation, the Executive Protective Service
will file a formal report with the office concerned.
All classified and sensitive materials to be destroyed should
be separated from other office trash and waste materials and
placed in a specific container designated for this purpose.
Paper bags marked "BURN" are available for the White House
Supply Room and can be ordered along with other office
supplies. Burnbags are collected under Executive Protective
Service supervision and are disposed of in the secure macerator
located in the EOB. Since the macerator has a limited capacity,
all nonclassified and nonsensitive waste materials are collected
and disposed of by the regular GSA cleaning force.
The above provisions do not apply to the Situation Room since,
because of the volume, separate disposal procedures are
required.
BERALD
&
FORD
LIBRARY
8
SAMPLE -- CONFIDENTIAL LETTER
THE WHITE HOUSE
WASHINGTON
THE
Date
CONFIDENTIAL
Dear 11111:
This format should be followed for the security classifi-
cations CONFIDENTIAL, SECRET AND TOP SECRET,
and for other classifications such as EYES ONLY,
ADMINISTRATIVELY CONFIDENTIAL, etc.
Sincerely,
Staff Official's name
Title spaced according
to official's preference
Name
Address
City, State Zip
CONFIDENTIAL
(OVER)
for envelope
9
& FORD LIBRARY
ТИЗО ₹000
ЛАТИЗ OCRALD
THE WHITE HOUSE
THE MHILE HONSE
-Insusio rol howollo) ed blueds ismack aidT
sug orper влсу 58 EAES ОИГА
ofe Y.I.EVITANTE MIMOA
qis 01822
11:
of
10
AIRMAIL-SPECIAL DELIVERY
Name
Address
RETTAI -- 3.19MAZ
чот ЦИА
City, State Zip
CONFIDENTIAL
(ОЛЕЗ)
equievns Tol
ADMINISTRATIVELY CONFIDENTIAL
2
Page 2 and succeeding pages of an ADMINISTRATIVELY
CONFIDENTIAL, SECRET, OR TOP SECRET memorandum.
GERALD
?
FORD
ADMINISTRATIVELY CONFIDENTIAL
12
SAMPLE - Security Classified
Memorandum
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
Date
ADMINISTRATIVELY CONFIDENTIAL
TO:
FROM:
SUBJECT:
This format should be followed in preparing a memorandum
to be classified as ADMINISTRATIVELY CONFIDENTIAL,
SECRET, TOP SECRET, etc.
GERALD
R
FORD
LIBRATT
FIREVIS
ADMINISTRATIVELY CONFIDENTIAL
11
(SAMPLE MEMORANDUM FROM THE PRESIDENT TO HEADS OF
DEPARTMENTS AND AGENCIES)
THE WHITE HOUSE
WASHINGTON
MEMORANDUM FOR THE HEADS OF
DEPARTMENTS AND AGENCIES
OR*
MEMORANDUM FOR THE HEADS OF
EXECUTIVE DEPARTMENTS AND AGENCIES
ONE memorandum is typed and, after signature, is
"photographed" for transmittal to those heads of
departments and agencies.
*Used on the occasions when the Memorandum is only
applicable or appropriate for the departments and
agencies of the executive branch.
GERALD
>>
FORD
13
(SAMPLE MEMORANDUM FROM THE PRESIDENT TO MEMBERS OF
THE CABINET)
THE WHITE HOUSE
WASHINGTON
Date
MEMORANDUM FOR
THE SECRETARY OF STATE
THE SECRETARY OF THE TREASURY
THE SECRETARY OF DEFENSE
ETC.
ONE memorandum to all members of the Cabinet is typed
and, after signature, is "photographed" for transmittal
to the individual addressees.
GERALD
&
FORD
14
SAMPLE "PRESIDENTIAL"
(large white stationery)
THE WHITE HOUSE
WASHINGTON
(Date centered)
Dear ///////:
There will be times when this paper is used for the
President's signature, but the drafter will decide,
not the typist.
This paper is also used for "identical letters", i.e.,
Presidential letters to the Speaker of the House and
the President of the Senate. See "Identical Letters"
under DOCUMENTS.
A letterex set of carbons (the same as for azure
Presidential stationery) is used plus any individual
office requirement.
The name and title of the President are not typed on
the letter and at least six lines are allowed for his
signature.
Sincerely,
Name
Address
City, State Zip
(If enclosure to be sent -- do NOT put word Enclosure on
original -- but indicate on carbons)
BERALD
is
FORD
LIBRARY
15
SAMPLE "PRESIDENTIAL"
(small size)
THE WHITE HOUSE
WASHINGTON
(Date centered)
Dear ////////:
This letter is on azure stationery which is
reserved for the use of the President. Azure
stationery is in two sizes. The small size
is shown here.
Letter should be single spaced; balanced, wide
margins (for framing purposes), no erasures or
correction tape.
A letterex set of carbons is always used plus
any individual office requirement.
The name and title of the President are not
typed on the letter and at least six lines
are allowed for his signature.
Sincerely,
Name
Address
City, State Zip
NOTE: If the President has not seen the incoming
hand-written letter, it is to be typed "as is" on
1-star bond, double spaced, for easier reading.
COPY should be typed at top of page.
IMPORTANT: Check Central Reference Unit if in doubt whether
person should be addressed as "The Honorable" and is personal
friend to be called by first name.
DERALD
?
FORD
16
LIBRARY
SAMPLE "PRESIDENTIAL"
(large size)
THE WHITE HOUSE
WASHINGTON
(Date centered)
Dear ////////:
This letter is on azure stationery which is
reserved for the use of the President. Azure
stationery is in two sizes. The large size is
shown here. There is plain azure for second
and succeeding pages.
Letter should be single spaced; balanced, wide
margins (for framing purposes), no erasures or
correction tape.
A letterex set of carbons (same as for smaller
azure stationery) is used plus any individual
office requirement.
The name and title of the President are not
typed on the letter and at least six lines are
allowed for his signature.
Sincerely,
Name
Address
City, State Zip
NOTE: If the President has not seen the incoming
hand-written letter, it is to be typed "as is" on
l-star bond, double spaced, for easier reading.
COPY should be typed at top of page.
17
SAMPLES OF PRESIDENTIAL ENVELOPES
(Label to be used when envelope will not accommodate enclosures)
THE WHITE HOUSE
The Honorable 1111 //////
Judge
United States Court of Appeals
for the District of Columbia
Washington, D.C. 20003
(This size envelope is used for the small,
short azure stationery)
THE WHITE HOUSE
The Honorable /////// ///////
DERALD R. FORD
The Speaker
U.S. House of Representatives
Washington, D.C. 20515
LIBRARY
(This size envelope is used for the large,
long azure stationery)
18
THE WHITE HOUSE
19
Name
Address
City, State Zip
white stationery)
(This size envelope (#9 embossed) is used for the large,
LEVEN GERALD ACIDA P
SAMPLE LETTER - Staff Officials
(small stationery)
THE WHITE HOUSE
WASHINGTON
Date (currently unless
otherwise advised)
Dear ////////:
This is the stationery and style most
commonly used for short letters from a
Staff Official.
A letterex set of carbons is always used
with outgoing correspondence. Additional
carbons may be requested at times.
Margins should be well balanced and the
letter single spaced, block paragraphs,
with as few hyphenations and corrections
as possible.
Sincerely,
Staff Official's name
Title spaced according
to official's preference
Name
Address
City, State Zip
Enclosures
NOTE: The Stripping Desk, located in the Referral
Unit of Central Files, has the responsibility
of separating the files from outgoing mail.
EF
2.
477
FORD
Enclosures: (Describe or identify on carbons only)
ABC:def (Official's/drafter's initials in caps; typist's in lower case)
DEFENSE (This is an informal referral or "charge". See "Referrals".)
20
SAMPLE LETTER - Staff Officials
GERALD
(large stationery)
P.
FORD
THE WHITE HOUSE
TRUSTY
WASHINGTON
Date
(currently unless
otherwise advised)
Dear //////:
Letters from Staff Officials too long to be accommodated by
the smaller paper should be typed on this stationery, with
succeeding pages on plain paper, numbering pages in the center,
5 lines from the top.
A letterex set of carbons is always used with outgoing cor-
respondence. Additional carbons may be requested at times.
Margins should be well balanced and the letter single spaced,
block paragraphs, with as few hyphenations and corrections as
possible.
"If material is quoted within the acknowledgement
and is less than 2 lines, it is made a part of the
paragraph to which it belongs. A quotation of more
than 2 lines is blocked 5 spaces from the left margin
and 5 spaces from the right margin of the text."
Sincerely,
Staff Official's name
Title spaced according to Official's
preference
Name
Address
City, State Zip
Enclosure
P.S. When an enclosure is mentioned in the body of the letter,
the format is as shown here, describing the enclosure on carbons.
When the enclosure is mentioned only in the P.S., it is described
on carbons immediately following the P.S.
(Initials are same as on small stationery)
21
SAMPLES OF ENVELOPES & LABEL
#6 Envelope
THE WHITE HOUSE
(snit ald no
AIRMAIL
Miss Mary Hackman
Apartment B-37
1322 Louhaii Avenue
Honolulu, Hawaii 90732
ESOOS
(This envelope used for the small white stationery only)
FROM
THE WHITE HOUSE
WASHINGTON, D.C.
Label
НУИД
edT
YE
our
Miss Lola Emerson
Evanston, California 90077
121 KVIIAETA
3200
(label used to accommodate enclosures too bulky or too
large for any of the envelopes)
GERALD
?
THE
FORD
THE MHILE
LIBRATY
22
(OVER)
THE WHITE HOUSE
FOO
OL
BY HAND (any & all mailing instructions on this line)
The Honorable ///
Secretary of Defense
Washingtor, D.C.
SETOR tisweH
#10 envelope (not embossed)
THE WHITE HOUSE
T335 ron голиттт
is
23
onze
The Honorable ////
to
Secretary of Health,
TO
Education, and Welfare
Washington, D.C. 20023
ADMINIST RATIVELY CONFIDENTIAL
(all classified notations, attention lines and
opening instructions appear on above line)
(SNTS
32UOH 3TIHW 3HT
#9 envelope (embossed)
at
SAMPLE ENVELOPE FOR INTEROFFICE COMMUNICATIONS
-
GERALD LIBRAT ? FORD
THE WHITE HOUSE OFFICE
THE WHITE HOUSE OFFICE
]
F 24 1
ORDER
of
ASSEMBLING CORRESPONDENCE
From top to bottom
1. Typed outgoing correspondence
(if more than one page, signature page on top)
2. Enclosures accompanying outgoing letter, if any
3. Envelope
(or label, if enclosures are being sent)
4. Courtesy copies (if any) and envelope for courtesy
copy
5. Letterex set
(carbon copies of outgoing letter -- sometimes
called "rainbow" or "paper sets" -- a yellow,
a green, and 2 whites)
6. Incoming correspondence
7. Previous file
Presidentials should be assembled in the same manner
with the two following exceptions: (1) Folded slip should
be placed on letter to protect from possible paper clip
marking, (2) Reverse yellow sheet
GERALD
?
LIBRATY
FORD
25
SAMPLE MEMORANDUM
(Interoffice)
MEMORANDUM
GERALD
R.
THE WHITE HOUSE
WASHINGTON
TRUSTY
FORD
Date
CONFIDENTIAL
(Not always necessary. Included here to show
placement. See "Classified Material" for
complete instructions.)
FOR:
////////
FORM:
//////// (used if name is NOT put at end of memo)
SUBJECT: ////////
Illustrated herewith is a basic setup of an interoffice memo.
The format of memoranda within the White House (as well as
stationery used) may differ, in each office.
Copies:
Letterex set plus any individual office
requirement.
Enclosures:
Describe fully on carbons.
Initials:
ABC:def
Note:
Either a "FROM" line is put at the beginning
or a signature at the end -- never both.
Envelope:
Use manila envelope for interoffice communi-
cations. Sample on reverse side.
Staff Official's name (no title)
(omitted if "FROM" at top is used)
Enclosures
CC: ////////
(Put names on original -- or carbons only --
////////
depending on instructions of staff official or
drafter. Check individual copy with red pencil
and transmit carbon in manila White House
envelope.)
CONFIDENTIAL
(Not always necessary. Included here to show
placement.)
26
SAMPLE MEMORANDUM
(outside White House)
THE WHITE HOUSE
WASHINGTON
Date
The following are examples of correct forms for designation
of the addressee:
MEMORANDUM FOR
THE SECRETARY OF HEALTH, EDUCATION,
AND WELFARE
MEMORANDUM FOR
THE GENERAL COUNSEL
OFFICE OF MANAGEMENT AND BUDGET
MEMORANDUM FOR
The Honorable ///// ///// /////
Assistant Secretary of Labor for
Labor-Management Relations
MEMORANDUM FOR
Mr. ////////////
Memoranda going outside the White House are typed on regular
White House letterhead (large or small), using white envelope
or label. Block style, single spaced.
Enclosures -- describe fully on carbons
Copies: 1 letterex set plus individual office requirement
Name of Staff Official
Title
GERALD
Enclosures
FORD as LIBRARY
27
SAMPLE REFERRAL
(by Informal Memorandum)
THE WHITE HOUSE
WASHINGTON
Date
MEMORANDUM FOR
THE SECRETARY OF STATE
The attached is referred to you for
such acknowledgment as you may deem
appropriate.
Name of Staff Official
Title
Usual letterex set of carbons -- identify
enclosure on carbons
28
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
(Date)
MEMORANDUM FOR THE PRESIDENT
Forwarded for your approval and signature is a nomination
containing the names of 266 officers for promotion and
original appointments in the Navy.
The nomination has been staffed by the Secretary of the
Navy and approved by the Secretary of Defense.
Recommendation
That you sign the nomination attached at Tab A.
(Name/Title)
Attachment
GERALD
P
29
OF
MEMORANDUM
THE WHITE HOUSE
WASHINGTON
(Date)
MEMORANDUM FOR:
THE PRESIDENT
FROM:
(NAME)
SUBJECT:
Report on Fuel Economy and Air Quality
This report provides information on recent stories about
an alleged FEA report which indicates that your goal of 40%
increase in automobile fuel economy by 1980 can be achieved
without making the changes in the Clean Air Act that you
proposed in your State of the Union Message.
1. Several reports have been prepared jointly by FEA, EPA
and DOT experts which are available publicly and indicate
that, under the most optimistic assessments of new
technology, the current Clean Air Act standards for 1977
could be met and still achieve a 40% fuel economy increase
by 1980. The reports show, however, that even under
the most optimistic assessments:
-- The initial cost of the cars would be between 5% and
10% higher -- that is $200 and $400.
-- There would be a large fuel economy loss between
now and 1980 (when improved technology might be
available). For example, the fuel economy loss in
1977 would be at least 10%.
2. The report referred to in news stories is a brief summary
paper prepared for your meeting with your energy advisers.
3. The brief paper, a background document, and a technical
briefing by FEA, EPA and DOT experts have been offered
to interested members of the press.
(Note: The above memorandum is a sample and the contents are
not necessarily factually correct. It is provided only as
a guide for format.)
GERALD
R.
DEOP
30
MEMORANDUM
For the President-Action
THE WHITE HOUSE
WASHINGTON
September 9, 1975
ACTION
MEMORANDUM FOR:
THE PRESIDENT
FROM:
JOHN E. SMITH (name of staff member)
SUBJECT:
Briefly State Subject
I. BACKGROUND
The President should be informed of recent actions by the Administration, departments,
agencies, states, other foreign governments, etc., on issues.
II. OPTIONS
Two or three options should be presented for consideration. When discussing these courses of
action, brief mention should be made of the advantages and disadvantages of each, and who (or
what offices, agencies, and departments) within the Administration is in favor and why.
III. RECOMMENDATION
The recommendation(s proposed by the writer should be made with a space provided to permit
the President to indicate his Approval or Disapproval of each option. A short statement of the
names of the other White House Staff Members who concur in the writer's recommendations
should also be made. An example is provided below:
RECOMMENDATION
That you approve Option 1, which provides for
(Smith, Anderson, Thompson and Wilson concur.)
Approve
Disapprove
(Note: Where necessary, tabs may be attached to Action Memoranda. However, as in the case
of other written materials directed to the President, brevity is encouraged. Seldom should an
Action Memorandum be longer than one or two pages, and tabs, whenever possible, should be
held to less than four or five.)
31
REFERRALS
("charges")
Correspondence is referred to various Government departments
and agencies because of their special knowledge of the matter
or under the law are set up to deal with it. Referrals, often
called "charges," are handled by several methods:
1. Referral by informal memorandum, using text the staff office
may choose. See example reverse side of this page 33.
2. Formal referral (often called a Route Slip --- see form next
page) is used for directing the department or agency as to action
desired.
3. Acknowledged and referred: The correspondent may or may not
be advised that the letter is being referred. The "charge" is
indicated on the carbons of the reply by typing the name of the
Department at the left margin 2 lines below the initials of the
drafter and typist. For example:
DEFENSE
The foregoing referrals are delivered routinely to the Stripping
Desk, which is located in the Referral Unit of Central Files.
Necessary xerox copies are made and the referrals are dispatched
to the department or agency indicated.
4. Simple referral without acknowledgment, also termed "charge,"
is used when no acknowledgment is made by the White House. The
incoming is referred by simply writing the name of the depart-
ment or agency in the upper left corner of the incoming communi-
cation. It is delivered routinely to the Referral Unit of
Central Files, where a xerox copy is made and the incoming
communication is dispatched to the department or agency indicated.
Envelope or label
A #10 envelope is adequate for the formal referral, the pink copy
(which goes to the department), and the incoming letter. A label
must be used if there are several referrals going to the same
department, or if there are bulky enclosures.
GERALD
?
TRUSTY
FORD
32
SAMPLE -- COURTESY COPIES
(WHITE HOUSE LETTERHEAD
TISSUE)
THE WHITE HOUSE
WASHINGTON
Date
Dear ///////:
This is a sample of letterhead tissue which is used for
courtesy copies going outside the White House.
When copies of a letter are sent to other persons for
information, the distribution is shown on copies to be
distributed and on the copies retained in the White House.
"Courtesy copy" (or "carbon copy") is indicated by typing
"cc:" even with the left margin, 2 lines below the last
typed notation, and then listing the names of recipients
of copies. A copy for each information addressee is checked
with a red pencil. If going outside the White House a
#9 envelope should be addressed and attached.
Sincerely,
Staff Official's Name
Title spaced according to
Official's preference
Name
Address
City, State Zip
CC:
Mr. Brown
Mr. Jones
Note: Initials of drafter and typist, and enclosure
identifications should not be shown on courtesy copies.
33
SAMPLE REFERRAL
(Route Slip)
THE WHITE HOUSE OFFICE
REFERRAL
To:
Title
Date: Current
*Department/Agency (Cabinet by
title only)
ACTION REQUESTED
Draft reply for:
President's signature.
Undersigned's signature.
NOTE
Memorandum for use as enclosure to
reply.
Prompt action is essential.
Direct reply.
If more than 72 hours' delay is encountered,
Furnish information copy.
please telephone the undersigned immediately,
Code 1450.
X
Suitable acknowledgment or other
appropriate handling.
Basic correspondence should be returned when
Furnish copy of reply, if any.
draft reply, memorandum, or comment is re-
quested.
For your information.
For comment.
REMARKS:
If applicable, include:
Also referred to //// (Dept/Agency). Abbreviate Dept/Agency.
Previous to Dept/Agency, (dates) -- if correspondence was
previously referred.
Description:
X Letter:
Telegram: Other:
To: The President (or other)
From: Full name, address, city & state (abbreviate where possible)
Date: x/xx/xx (pm x/xx--when date of incoming is different from postmark)
Subject: Summary of incoming (as brief as possible -- usually supplied by
drafter)
*If going to more than one
Dept/Agency, individual
By direction of the President:
Referrals are typed, with
cross reference under
"Remarks"
Staff Official's name
XXX (typist's initials on all copies)
Title
34
Note disposition of copies
(Copy to remain with correspondence)
SAMPLE TELEGRAM
TELEGRAM
NOTE: See reverse side of this page
for security classification.
ULL RATE
The White House
(STRAIGHT TELEGRAM)
NIGHT LETTER
Mashington
STRAIGHTWIRE - DATE
Name
Address
City, State
In the upper left indicate the method of transmission to be
used. Only recently the Day Letter was discontinued and there
are now only 2 types -- Straight Telegram and Night Letter.
Before transmission to the Telegraph Office, there must be an
indication by the sending office of approval for dispatch (see
bottom of form). The telegram should be sent the most economical
way consistent with the message reaching the addressee on time.
Unless specific service is indicated, the message will be sent
Straight Telegram. If the message is going out of the Country
it will go by cablegram or radiogram which is determined by
the Telegraph Office.
Use block style, double space, triple between paragraphs,
1 letterex set. If the telegram is from the President, his
name should be typed 2 lines below the text, without title. If
the telegram is from a staff official, type his name and title.
For BOOK TELEGRAMS (same message going to more than one person)
list names and addresses in a double column, 2 lines below
signature; 1 letterex set only for file purposes.
initials of typist
APPROVED FOR DISPATCH
(OVER)
35
Security classification: If the subject matter requires
that the telegram be safeguarded in the interest of national
defense, the security classification assigned to the telegram
is conspicuously stamped, typed, or marked at the upper left
and lower left of each page. A classified telegram is trans-
mitted through the White House Situation Room. Telegrams for
commercial transmittal are sent via the White House Telegraph
Office.
R.
STALD
FORD
TYPING PRACTICES
GROUND R FORD LIBRAST
Typing Practices
TYPING PRACTICES
Collected here, under the very general heading "Typing
Practices, " are several suggestions for making typing easier.
The suggestions are grouped by subject, and the subjects are
arranged alphabetically.
ABBREVIATIONS
If the name of a company includes the ampersand (&),
this sign rather than the word "and" is retained when the name of
the company is written.
For the words "Care of" the symbol "c/o" rather than the
percent (%) sign is used.
In addresses the name "District of Columbia" is abbreviated
"D.C." The names of States are spelled out.
The following titles are always abbreviated: Mr., Mrs., Dr., Jr.,
and Sr. The titles "Honorable" and "Reverend" are written in full.
Neither of these titles is ever used with a surname alone.
Military ranks, rates, and titles, unless especially lengthy,
are written out. The branch of service is abbreviated. Example:
Commander John Doe, USN
AGREEMENT OF SUBJECT AND VERB
When a singular subject and a plural subject are connected by
"or" or "nor" the subject nearer the verb determines the number.
Example:
Neither the paragraph nor the pages are properly
spaced.
GERALD
R.
Neither the pages nor the paragraph is properly
spaced.
UBRARY
AORD
36
Typing Practices
When the subject is followed by such phrases as "together
with, "as well as, " "in addition to, and so forth, the phrase
does not change the number of the subject. Example:
The photograph, together with the cards, is enclosed.
The check, as well as the coins, is to be returned.
CENTERING HEADINGS
Some of the headings often used on White House documents
are centered on stencils as shown below. The scale applies only
to typewriters with proportional spacing. The center line in the
following chart represents the vertical line of dashes appearing in
the center of the stencil.
Backspace: -
25 spaces
THE WHITE HOUSE
25 spaces
A PROCLAMATION
26 spaces
EXECUTIVE ORDER
46 spaces
STATEMENT BY THE PRESIDENT
83 spaces
BY THE PRESIDENT OF THE UNITED STATES OF AMERICA
COPY WORK
In many instances a fast-copy machine may be used instead of
a typewriter for reproducing copies. If copies of a document are
typed, they are prepared on heavy bond paper, except that letter-
head is used for copies of correspondence previously signed by
White House officials. The word COPY is typed in the upper left
GERALD
corner of each page.
R.
FORD
37
Typing Practices
Copies of legal documents and of other verbatim papers
must be typed exactly as written. When routine correspondence
and unofficial papers are copied, obvious errors in spelling and
punctuation may be corrected.
DATES
The date is usually written in correspondence and in
documents as follows:
July 22, 1975
A series of dates including the days of different months are
written thus:
July 1, 21, and August 3, 1975
Dates giving only the month and the year are written without
the comma, for example:
July 1975
GERALD
?
LIBRARY
FORD
38
Typing Practices
EXCERPTS
When only part of a letter or document is needed, the ex-
cerpted material is typed on light bond paper, with tissues as
requested, in a format similar to the following:
EXCERPT
Address
Date
Salutation:
Signature
HYPHENATION
The following guidelines are provided regarding hyphens:
Do not divide words at the ends of more than two
consecutive lines.
Do not divide words so that a syllable of one or two
letters ends a line or that a single syllable of one
or two letters begins a line.
LIBRARY
R.
FORD
39
Typing Practices
Do not divide a word at the end of a paragraph or of
a page.
Do not divide proper names at the end of a line. It
is permissible to hyphen the word "Presi-dent."
Avoid hyphening words on a stencil. At times, however,
hyphening is unavoidable, as for example "responsi-
bilities.
"
INDENTION
In legal documents paragraphs are indented six spaces.
Block style is used for correspondence and most other papers.
Runover lines are usually indented six spaces.
JUSTIFYING RIGHT MARGINS
Citations require justified right margins. Occasionally
other documents may also require justified margins. The fol-
lowing process will speed alinement.
First, the desired margin is determined. Unless a hyphened
word results, the first line of the manuscript is made 0. That
line is the first with normal spacing, without units to be added or
subtracted. Except for very short documents, it is best to have
as lone line as practicable. A long line allows space for adding
and subtracting units. It may decrease the number of lines that
have to be adjusted. Further, a long line simplifies the "arith-
metic" on changes that may be made in the manuscript after the
margin has been set.
After the margin is determined and the carriage is in posi-
tion, a vertical line is drawn at the right margin by holding a
hard, sharp pencil on the notch in the justification scale and
turning the platen knobs upward. Then the rest of the manuscript
is typed, with each line ending at the point that will require fewest
pluses or minuses. Words are hyphened only when it is not
possible to adjust by plus or minus. If a line ends with a period
or comma, the typist backspaces once and reads the scale to
determine the number of units to be added or subtracted.
GRAD
LIBRARY
R.
FORD
40
Typing Practices
When the vertical line rests to the right of the notch, the
typing line is too short and must be increased. When the vertical
line rests to the left of the notch, the typing line is too long and
must be decreased. Every mark away from the notch, reading
left or right, is one unit. At the end of the line, the number of
units to be added or subtracted is determined and this number is
typed to the right of the vertical line. Plus and minus are shown
as "P" and "M," for example P1 or M2.
The last line of a paragraph need not be lengthened if it is
shorter than the established line.
When completed, the manuscript is proofed for possibility of
error. A check mark is made where spaces are to be removed
and a diagonal mark is made where spaces are to be added. It is
easier and more desirable to add units than to take out units
between words.
When a unit is to be omitted, the operator spaces with the
2-unit spacebar and backspaces once. When a unit is to be
added, the operator spaces twice with the 2-unit spacebar and
backspaces once. The 3-unit spacebar can be used to add a unit,
but it is not always reliable.
and
41
Typing Practices
PARAGRAPHING
A paragraph is not begun at the bottom of a page unless there
is space for at least two lines on that page. A paragraph is not
carried over to another page unless at least two lines can be car-
ried over. It is desirable to complete a paragraph on a page,
especially on a stencil. The last word of a paragraph or of a
page is not divided.
When a subject is so complex that reading guides are needed,
paragraphs are sometimes subdivided and numbered and lettered
to show subordination. When a paragraph is subdivided it must
have at least two subdivisions. Paragraphs that are subdivided
several times are numbered and lettered in the following order:
1.
a.
(1)
(a)
1.
1.0%
2.
(b)
(2)
b.
2.
FORD
42
Typing Practices
PUNCTUATION
Open punctuation is used in White House correspondence and
in most legal documents.
REWRITES
When correspondence is rewritten, the date is made current.
The initials of the first typist are replaced by those of the suc-
ceeding typist.
SECURITY
Extreme caution must be exercised at all times to insure that
classified information is not divulged in any way except through
official channels. Classified material must never be placed in
waste baskets. Stencils, speech drafts, Cabinet papers, official
documents, and so forth, and the carbons or carbon ribbons and
carbon copies of each are considered CLASSIFIED until the infor-
mation is released by the White House. They must be disposed
of by burning.
Replies to routine mail and the carbons and carbon copies of
the replies may be discarded in waste baskets.
STENCILS
It is important that the tension be carefully set when stencils
are cut. For a typewriter with proportional spacing, the tension
is set between 8 and 10. For a standard machine, it is set at 4.
On most stencils the margins are set at 30 (pica) on both
the left and the right side. Paragraphs are indented 6 spaces.
They are single spaced, with double spaces between paragraphs.
On large stencils the last writing line ranges from 66 to 70 and on
small stencils from 55 to 58.
Hyphening of words should be avoided, if possible. It is
desirable that a paragraph be completed on a page.
GERALD
P
LIBRARY
FORD
43
Typing Practices
Unless other instructions are received, underscoring must
be broken to avoid the possibility of damage to the stencil.
When corrections are made, the stencil should be lifted from
all backing before the correction fluid is applied. When the fluid
has dried well, the film sheet is replaced and typing is resumed.
TITLES OMITTED FROM REPLIES
If reply is made to a person whose incoming letter is not
available, the title of that person's position is omitted from the
reply. It is not safe to assume that the person is in the same
position that he held when letters were previously addressed to
him.
TYPING TITLES OF PUBLICATIONS
In correspondence, and in most other papers, titles of books,
chapters, articles, newspapers, periodicals, and so forth, are
typed with initial capitals and underscored. Titles of parts of
books, such as an article in a periodical or encyclopedia, an unpub-
lished essay, a single short poem, and so forth, are placed in
quotation marks.
GERALD
&
TRUSTY
FORD
44
FORMS OF ADDRESS
GERALD Pr. FORD
FORMS OF ADDRESS
CONTENTS
Page
President and the President's Wife
49
President's Staff
49
Vice President and the Vice President's Wife
50
Federal Judiciary
51
Supreme Court of the United States
51
Court of Appeals
51
Court of Claims
52
Court of Customs & Patent Appeals
52
Customs Court
53
District Courts
53
Congress
54
Senate
54
House of Representatives
56
Committees
58
Executive Departments
59
Members of the Cabinet and their Wives
59
Military Departments
60
Under/Deputy/Assistant Secretaries
61
Other Officials
62
Executive Office of the President
64
Council of Economic Advisers
64
National Security Council
64
National Aeronautics & Space Council
64
Office of Economic Opportunity
64
Office of Emergency Preparedness
64
Office of Management and Budget
64
Office of Science & Technology
64
Office of the Special Representative for
Trade Negotiations
64
Executive & Legislative Agencies
65
Boards & Commissions
65
Public Printer
65
Comptroller General
65
Librarian of Congress
65
GERALD
LIBRARY
R.
45
FOR
CONTENTS (continued - Page 2)
Page
American Ambassadors, Ministers, etc.
66
Organization of American States
67
International Organizations
68
United Nations
68
International Commissions
70
Foreign Officials
71
British
71
Other Foreign Officials
73
United States Military Personnel
75
Joint Chiefs of Staff
75
Commissioned & Warrant Officers
76
Army, Air Force & Marine Corps
76
Navy & Coast Guard
76
Academies of the Military Services
77
Enlisted Personnel
78
Army
78
Air Force
78
Marine Corps
79
Navy & Coast Guard
79
State Government Officials
80
Executive & Judicial Branches
80
Senate
82
House of Representatives, Assembly, or
House of Delegates
82
District of Columbia Government
83
Mayor & City Councilmen
83
Courts
83
Local Government Officials
85
Political Committees
86
National Officials
86
State Officials
86
County & City Officials
86
GERALD
?
LISANT
FORD
46
CONTENTS (continued - Page 3)
Page
Ecclesiastical
87
Jewish
87
Protestant
87
Roman Catholic
89
Armenian Orthodox
91
Greek Orthodox
91
Russian Orthodox
92
Syrian Orthodox
92
Educational
93
Colleges & Universities
93
Junior & Senior High Schools
94
Elementary School
94
Organizations
95
Veterans
95
Labor Unions
95
Other
96
Private Citizens
97
#######
GERALD
?
LIBRAT
FORD
47