A.  Guidelines

1.  Style Practices
2.  Typing Correspondence
3.  Stationery
4.  Coordination
5.  Copies
6.  Distribution of Copies
7.  Yellow "Official File" Copy
8.  Identification Line
9.  Enclosure/Attachment
10. Envelopes
11. Memorandum
12. Notations

B.  How to Prepare Correspondence for the Director's or Deputy Director's Signature

1.  Margins
2.  Spacing
3.  Date
4.  Length of Letter
5.  Final Paragraph
6.  Complimentary Closing
7.  Signature Block
8.  Assembling
9.  Signature and Initial Tabs
10. Draft Material
11. Approve/Disapprove

C.  How Mail is Processed in the Office of the Director, NIST

1.  Incoming Correspondence
2.  NIST Control Ticket (Blue)

A.  Guidelines

1.  Style Practices - Refer to the Executive Secretariat Manual (http://home.osec.doc.gov/ExeSec/default.htm); GPO Style Manual; 20,000 Words; and the Gregg Reference Manual, 9th Edition for rules on capitalization, spelling, compound words, punctuation, abbreviations, numerals, word division, and general business letters.

2.  Typing Correspondence - Read the Executive Secretariat Manual.

3.  Stationery - Stationery for NIST and Office of the Director, NIST is available in the NIST Storerooms.  In addition, various types of Department of Commerce stationery is also available in the Office of the Director.

4.  Coordination - Type on the file copies, "Coordinated With" and the names and organizational units with whom the correspondence was coordinated below the identification of organizational unit, writer, and typist.

5.  Copies -

a.  Courtesy Copy - "cc" means "Courtesy Copy" and appears on the original and on all copies.  Type "cc" two lines below the enclosure, if any, and flush with the left margin.  If there is no enclosure, type "cc" two lines lower than the signature block and flush with the left margin.

b.  Blind Copy - "bc" means "Blind Copy" and appears on the copies to be retained within the agency and on  those copies which the originator indicates as blind copies.  The notation "bc" should never  appear on the original or on any of the "cc" copies.  It should be placed two lines lower than the "cc."

6.  Distribution of Copies - Clearly identify each recipient by using first initial and last name.  (Do not use an organizational code number in place of a name.  Indicate the recipient's copy by placing a check by the appropriate name.  Example:   J. Smith

7.  Yellow "Official File" Copy - MUST be used for the first page of correspondence to document the transaction of public business as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government or because of the informational value of the data.  Plain yellow paper is used for second and succeeding pages.  The NIST Official File consists of the yellow "Official File Copy," incoming correspondence, and all background materials.  This is the file that will be retired by NIST Forms and Records Management. Note: When correspondence is revised (e.g., to correct typographical or formatting errors) the yellow "Official File Copy" showing previously obtained internal signatures must be attached to the revised yellow "Official File Copy."

The "Surname" block on the yellow "Official File Copy" is to be used as "through,"  "concurrence," or "clearance" approvals within NIST, with the person's name typed or printed and then initialed.

8.  Identification Line - The yellow "Official File Copy" and all "bc" copies must include the organizational unit number, writer's name, typist's initials, typist's telephone number, date typed, and PC file/document name.  The DOC or NIST Control Number should be typed above the identification line.  Example:

Control No. 03-100055-N
110:JCSmith:jcd:X00001:975-2000: 5/27/03:Jones.LTR
Rewritten:110:JRDoe:mcr:975-2300:5/28/03:Jones2.LTR

If the letter is rewritten, type a second identification notation directly below the first.

9.  Enclosure/Attachment - "Enclosure" is used on a letter and "Attachment" is used on a memorandum.  The appropriate reference, if any, should be flush with the left margin, two lines lower than the signature block.

10.  Envelopes - Address envelopes or plain labels for the original and copies to be sent outside NIST.  Prepare messenger envelopes (SF-65B) or plain labels for NIST/DOC delivery.

11. Memorandum - Type in upper case, flush with left margin:  MEMORANDUM FOR space one time, and then type the addressee's name and title.  (Read Appendix E.)  Do not type in Dr. or Mr. preceding name.

Return two times and type in upper and lower case, flush with left margin:  From:  two spaces or tab, then type signer's name and title.  Return two times and type in upper and lower case, flush with left margin:  Subject:  two spaces or tab to line up with the signer"s name and title, then type the subject.  Now, return three times and begin typing the contents of the memorandum, with paragraphs flush with the left margin.

12. Notations - If typing "Enclosures" or "Attachments," the "cc" or the "bc" flush with the left margin below the signature element requires starting a new page, type the notations directly opposite the signer=s name or in a straight line across the bottom of the page.

B.  How to Prepare Correspondence for the Director's or Deputy Director's Signature

1.  Margins - Margins must be even but not justified.  Paragraphs are block.

2.  Spacing - All letters must be single-spaced.  Use Times New Roman, font size 12.

3.  Date - Do not date correspondence prepared for the Director's or Deputy Director's signature.  The Office of the Director date stamps the correspondence when it is signed.

4.  Length of Letter - Letters should be kept to one page, avoiding excess verbage.  This also applies to Congressional correspondence.

5.  Final Paragraph - The sentence or phrase, as appropriate, "Thank you for your interest in NIST" may be included in the final paragraph.

6.  Complimentary Closing - Use "Sincerely," at all times.  "Sincerely," should be typed "center right" of the page.

7.  Signature Block - (See Appendix B for an example.)  Type the name of the signer four lines below the last line of the complimentary close.  Type the signer's title on the next line.  If more than one line is needed for the signer's title, begin succeeding lines indented two spaces under the name and title.  Do not type "Dr., Mr., Mrs., etc., or NIST" in the signature block.

a.  The Director's or Deputy Director's names and titles should be typed "center right" of the page.

b.  If an acting official is to sign the letter, they will either sign their name and the word "for" before the typed name of the regular signing official or their name and "Acting" before the title.

8.  Assembling - The action organizational unit assembles correspondence prepared for clearance or signature of the Director, Deputy Director, and higher-level officials.  The correspondence is to be arranged in a manila file folder and carefully clipped together with the original of the complete outgoing correspondence on the right side of the folder.  Include all enclosures/attachments, as appropriate, and the cc(s).  (When paper clipping material into the manila folder, use a clear plastic coversheet over the original to protect it from damage.) Arrange the following items in the order shown below on the left side of the folder with item "b" being the top or first item.  (See the example in Appendix C.)

a.  Technology Administration's yellow clearance sheet is typed in the office of the Counsel for NIST (needed when correspondence is being sent to the DOC Secretary, Deputy Secretary, or Under Secretary).

b.  Yellow "Official File Copy" with incoming letter and copy of control slip.

c.  Enclosures/attachments, if any.

d.  Information copies marked for each recipient plus enclosures/attachments, if any.

e.  Addressed envelopes or labels for all copies to individuals not located on the eleventh floor of the Administration Building.

9.  Signature and Initial Tabs  - As appropriate.

10.  Draft Material - For draft material prepared for the Office of the Director, use the following notation in the upper-right corner of the first page of the document:

Example:
DRAFT (lst) [or (2nd), (3rd), etc.; as appropriate]
Ssmith/mc/date

11. Approve/Disapprove - A memorandum to the Director and Deputy Director requesting approval must use the following format at the end of the memorandum.  Furnish an extra copy for the Office of the Director.

Example:
Approve:       _______
Disapprove:  _______
Date:             _______

C.  How Mail is Processed in the Office of the Director, NIST

1.  Incoming Correspondence

a.  Mail is opened and proper routing is determined.

b.  Routine correspondence is routed to the appropriate organizational unit with the required action indicated.  Overcontrol must be avoided.  Information memoranda, information copies, or routine approvals by the NIST Director or OU Director are not controlled.

c.  Any correspondence or material requiring further follow-up by the Office of the Director is controlled with a Control Ticket (blue).  If Action correspondence is misdirected, the receiving organizational unit must return the correspondence without delay to the Office of the Director.

d.  Assignment of Deadlines:

(1) Date requested, or seven working days, if no date is requested.

(2) Answer all inquiries promptly.  If there is a legitimate reason a deadline cannot be met, call the assigning OU office immediately to request an extension.

(3) Observe all deadlines for answering mail.  If this is not possible, an interim response (by letter or by telephone) is required.  A written interim response must indicate "interim" next to the control number on the copies.  When the final reply is sent, indicate "final" next to the control number on the copies.

e.  The Office of the Director's Control Ticket has a control number (03-100055-N) assigned and a due date indicated.  Only one control number is assigned to any one piece of correspondence; the number assigned is  made by the first or highest organizational unit handling the correspondence.

f.  Control mail is always handcarried.

2.  NIST Control Ticket (Blue) - (See Appendix D.)

The NIST Control Ticket provides the Action organizational unit with instructions for preparing the response or other information pertinent to the original incoming letter to which it is attached.  It should not be detached from the original correspondence and must be returned with the prepared response.

The NIST Control Ticket indicates the following instructions:

a.  Control Number - An eight-digit number.

b.  Due Date - The date the prepared response for the Director's or Deputy Director's signature is due to the Office of the Director.  If additional time is need to prepare the response, an extension must be requested.

c.  Action Agency - Indicates the acronym or the initials of person the letter is assigned to prepare the response.   Examples of NIST acronyms are:

ATP - Advanced Technology Program
DA/CFO - Director for Administration and Chief Financial Officer
BFRL - Building and Fire Research Laboratory
CIO - Chief Information Officer
CSTL - Chemical Science and Technology Laboratory
EEEL - Electronics and Electrical Engineering Laboratory
ITL - Information Technology Laboratory
MEL - Manufacturing Engineering Laboratory
MEPP - Manufacturing Extension Partnership Program
MSEL - Materials Science and Engineering Laboratory
NQP - National Quality Program
OD - Office of the Director
PL - Physics Laboratory
PO - Program Office
TS - Technology Services

d.  Signature - Indicates for whom the response is to be prepared.  A signature level must not be changed without approval from the Office of the Director.

e.  Salutation - Guidance for the first name or surname salutation.

f.  Type of Action - Indicates the type of action that should be taken, such as:

- Prepare Appropriate Response
- Prepare Response for Signature
- Direct Reply
- Information Only

g.  Instruction - Indicates special instructions or information, such as:

- Clear through [add appropriate name(s)]
- Return Original Incoming and One Copy of Response to the Office of the Director
- Previous Correspondence See Control No.

h.  From - Indicates the name of the writer and/or the organizational unit.

i.  Number of Cosigners - Indicates the number of persons who cosigned the original incoming letter or in the case of bulk campaign mail, the number of letters attached.

j.  Subject - Indicates subject of the letter.

k.  Info Copies - Indicates abbreviation, acronym, organizational unit, or initials of the people to receive copies on a "need to know" basis.

l.  Received - The date received in the Office of the Director or the OU.

m.  Assigned - The date the action is assigned.

n.  Priority -
A-Priority designations are assigned for Secretary or Deputy Secretary signature level (5 working days turnaround).
B-Priority designations are assigned for agency-level signature (7-8 working days turnaround).

Special category correspondence designated TIME CRITICAL will be flagged accordingly.  All correspondence of SPECIAL INTEREST TO THE SECRETARY will be flagged accordingly.  In these instances, the turnaround time may be shorter than reflected in the Due Date schedule.

o.  Addressed To - Indicates the addressee.

p.  Ticket Note - Indicates the disbursement of the original or action taken by the Office of the Director.  Example: Original handcarried to Technology Administration 5/28/03 a.m.

q.  Title - Mr., Mrs., Dr., Ms., Commissioner, Honorable, etc.  NEVER use two titles on the same line in the addressee block.

"Honorable" is used when addressing people appointed by the President and confirmed  by the Congress and elected officials.  Use "The Honorable" in the address of the letter.  Do not use "Honorable" or "The Honorable" in the salutation.