NGA Correspondence Guide.doc 7.doc

Foreword

National Geospatial-Intelligence Agency

Correspondence Guide Updated: 12 September 2007

OFFICE OF THE DIRECTOR’S ACTION CENTER

TABLE OF CONTENTS

BASICS

1. GUIDANCE

1.1 SCOPE

1.2 TYPES OF CORRESPONDENCE COVERED

1.2.1 LETTERS

1.2.2 MEMORANDUMS

1.2.3 INFORMATION PAPERS

1.2.4 ENDORSEMENTS

1.2.5 STAFF SUMMARY SHEETS

1.2.6 SUPPORTING DOCUMENTS

2. FORMAT

2.1 LETTERHEAD, STATIONERY & ENVELOPES

2.1.1 LETTERHEAD

2.1.2 REGULAR WHITE BOND PAPER

2.1.3 ENVELOPES

2.2 FONT

2.3 MARGINS

2.4 PARAGRAPHS

2.4.1 CREATING SUBPARAGRAPHS

2.4.2 DIVIDING PARAGRAPHS

2.4.3 IDENTIFIERS

2.4.4 SPACING AFTER IDENTIFIERS

2.4.5 INDENTATION

2.4.6 TYPES OF IDENTIFIER

2.4.7 BULLETS

2.5 CORRESPONDENCE IDENTIFICATION

2.6 CLASSIFICATION

2.6.1 CLASSIFICATION LINES

2.6.2 CLASSIFICATION BLOCKS

2.6.3 PORTION MARKINGS

2.7 PAGE NUMBERS

3. STYLE

3.1 PUNCTUATION

3.1.1 PERIODS

3.1.2 COMMAS

3.1.3 COLONS AND SEMI-COLONS

3.1.4 DASHES AND HYPHENS

3.1.5 EXCLAMATION POINTS

3.2 WORDS

3.2.1 WORD DIVISION

3.2.2 DIVISION OF PROPER NAMES

3.2.3 CAPITALIZATION

3.2.4 HYPHENATED COMPOUNDS

3.2.5 ACRONYMS

3.3 NUMBERS & DATES

3.3.1 FIGURES

3.3.2 UNITS OF MEASUREMENT, TIME, OR MONEY

3.3.3 CIPHERS

3.3.4 DATES

3.3.5 TELEPHONE/FAX NUMBERS

4. VOICE

4.1 AUDIENCE & TONE

4.1.1 PERSONAL PRONOUNS

4.1.2 EMPHASIS

4.1.3 MISSION ORIENTATION

4.2 CLARITY & ACCURACY

4.2.1 THE AGENCY

4.2.2 COMPASS DIRECTIONS

4.2.3 MEASUREMENTS

4.2.4 INTERNATIONAL SYSTEM (SI) UNITS

4.2.5 NATION, NATIONAL, AND STATE

4.3 HONORS & ETIQUETTE

4.3.1 FORMS OF ADDRESS

4.3.2 SALUTATION AND CLOSE

TYPES OF CORRESPONDENCE

5. LETTERS

5.1 GENERAL GUIDANCE

5.1.1 OPENING

5.1.2 BODY

5.1.3 CLOSING

5.2 SPECIAL GUIDANCE

5.2.1 INTERNATIONAL LETTERS

5.2.2 POLICY LETTERS

5.2.3 LETTERS TO MEMBERS OF CONGRESS

5.2.4 LETTERS OF CONDOLENCE, CONGRATULATIONS, AND APPRECIATION

6. MEMORANDUMS

6.1 PARTS OF A BASIC FORMAL MEMORANDUM

6.1.1 OPENING

6.1.2 BODY

6.1.3 CLOSING

6.2 SPECIAL GUIDANCE

6.2.1 DECISION MEMORANDUMS

6.2.2 INTERNAL MEMORANDUMS

6.2.3 MEMORANDUMS FOR RECORD

6.2.4 MEMORANDUMS FOR AGREEMENT OR UNDERSTANDING

7. INFORMATION PAPERS

7.1 BASIC FORMAT

7.1.1 OPENING

7.1.2 BODY

7.1.3 CLOSING

7.2 SPECIAL CONSIDERATIONS

7.2.1 READER EXPERTISE LEVEL

7.2.2 FACT VS. ANALYSIS

8. OTHER CORRESPONDENCE

8.1 ENDORSEMENTS

8.1.1 OPENING

8.1.2 BODY

8.1.3 CLOSING

8.2 CORRESPONDENCE FOR OSD SIGNATURE

PROCESSES

9. STARTING A PACKAGE

9.1 DECISION

9.1.1 DUE DATE

9.1.2 ACTION OFFICER

9.1.3 N-CERTS

9.1.4 EXCOM STAFF SUMMARY SHEET

9.1.4 KEY COMPONENT COORDINATION

9.2 COMPILATION

9.2.1 FOLDER COLOR

9.2.2 FRONT OF FOLDER

9.2.3 LEFT INSIDE FLAP

9.2.4 RIGHT INSIDE FLAP

9.3 SUBMISSION

9.3.1 COORDINATION

9.3.2 SOFT COPIES

9.3.3 E-MAIL COORDINATION DOCUMENTATION

10. STAFF SUMMARY SHEET

10.1 BASIC FORMAT

10.2 CLASSIFICATION

10.3 CORRESPONDENCE IDENTIFICATION

10.4 ROUTING BLOCK

10.5 ORIGINATION BLOCK

10.6 SUBJECT

10.7 SUMMARY

11. SIGNATURE AUTHORITY

11.1 DIRECTOR’S SIGNATURE

11.2 DELEGATION OF SIGNATURE AUTHORITY

11.3 ACTING OFFICIALS

12. ODC PROCEDURES

12.1 PRE-EDIT

12.2 REVIEW AND ACCEPTANCE

12.3 EDITING

12.4 RETURN FOR APPROVAL

12.5 EXCOM ROUTING

12.6 RETURN FOR DELIVERY

REFERENCES

13. PERSONS AND TITLES

13.1 FORMS OF ADDRESS, SALUTATION, AND COMPLIMENTARY CLOSE

13.1.1 THE CONGRESS

13.1.2 THE FEDERAL JUDICIARY

13.1.3 THE EXECUTIVE BRANCH

13.1.4 INDEPENDENT AGENCIES

13.1.5 AMERICAN MISSIONS

13.1.6 FOREIGN GOVERNMENT OFFICIALS

13.1.7 THE ORGANIZATION OF AMERICAN STATES

13.1.8 UNITED NATIONS

13.1.9 STATE AND LOCAL GOVERNMENTS

13.1.10 FORMER GOVERNMENT OFFICIALS

13.1.11 ECCLESIASTICAL ORGANIZATIONS

13.1.12 CORPORATIONS, COMPANIES, AND FEDERATIONS

13.1.13 PRIVATE CITIZENS

13.2 MILITARY RANKS AND ABBREVIATIONS

13.2.1 AIR FORCE, ARMY, AND MARINE CORPS OFFICERS

13.2.2 NAVY AND COAST GUARD OFFICERS

13.2.3 NOAA DEPARTMENT OF COMMERCE OFFICERS

13.2.4 ARMY ENLISTED PERSONNEL

13.2.5 NAVY AND COAST GUARD ENLISTED PERSONNEL

13.2.6 MARINE CORPS ENLISTED PERSONNEL

13.2.7 AIR FORCE ENLISTED PERSONNEL

13.2.8 COAST GUARD ENLISTED PERSONNEL

13.3 ADDRESS PRECEDENCE

14. GLOSSARY

15. ADDRESSES

16. MISCELLANEOUS

16.1 POINTS OF CONTACT

16.2 CITED WORKS

1. GUIDANCE

1.1 Scope. The National Geospatial-Intelligence Agency Correspondence Guide (NGA CG 2007) provides guidance for use by NGA professionals when preparing Agency correspondence. When possible, NGA CG 2007 standards should be followed in all correspondence, except when explicitly superseded by other standards, e.g., guidance from the Chairman of the Joint Chiefs of Staff.

1.1.1 NGA CG 2007 cancels all previous guidance, including NGA Correspondence Manual 2004 and the NIMA Instruction for Correspondence (NI 5400.1), released in 1998. The Office of the Director’s Action Center (ODC) is NGA component responsible for future updates, changes, and distribution of NGA CG 2007.

1.1.2 Employees who prepare correspondence for signature by the Office of the Secretary and Deputy Secretary of Defense, or NGA’s Director, Deputy Director, or any Executive Committee (EXCOM) member of NGA, should reference this guide for instruction.

1.1.3 When no specific guidance is provided by NGA CG 2007, please refer to the US Government Printing Office Style Manual.

NOTE: The Analysis and Production Directorate’s Writer’s Guide and Style Manual for Geospatial Intelligence Production also provides useful guidance.

1.1.4 Questions or comments about NGA CG 2007 or its content should be addressed to ODC’s Editing Team. (See 16.1)

1.2 Types of Correspondence. The documents covered by this manual include but are not limited to: letters, to include personal, policy, and international letters; memorandums, including memorandums of understanding/agreement, and memorandums for record; information papers, including white papers, discussion papers, fact sheets, and position papers; endorsements; and staff summary sheets.

1.2.1 Letters. These are used to communicate with individuals outside the US military or US Government organizations, and to respond in kind to letters from US military personnel. Types of letters include: letters of condolence or appreciation; correspondence with members of Congress; communication with civilian firms and educational institutions; and letters to foreign military personnel. (See 5. Letters for specific information about letters.)

1.2.2 Memorandums. These are used to communicate formally within NGA and with individuals or organizations in the US military or US Government other than NGA. Memorandums can document information, request action, convey positions, and establish agreements and understandings between entities. (See 6. Memorandums for specific information about memorandums.)

1.2.3 Information Papers. These are used to organize information to help a decision maker express or respond to viewpoints in meetings, speeches, briefings, and conferences. Content and scope will vary according to the level of expertise of the intended reader, and can range from a basic presentation of facts to outlines of positions on particular issues. (See 7. Information Papers for specific guidance about information papers.)

1.2.4 Endorsements. These are formal notes that add information directly to correspondence, typically expressions of appreciation or commendation. (See 8. Other Correspondence for specific information about endorsements.)

1.2.5 Staff Summary Sheet (SSS). This is a special form of correspondence used when requesting action for signature or approval, providing a synopsis of staff work for coordination, or forwarding information. An SSS must be used to support correspondence packages requiring the signature, approval, or review of the EXCOM. (See 10. Staff Summary Sheet for specific information about the SSS.)

NOTE: Documents included in support of a SSS are called “tabs.” When included with a memorandum, supporting documents are called “enclosures” unless the memorandum is to be signed by OSD, in which case they are called “attachments.” Supporting documents must stand alone in page numbering and expansion of acronyms. When supporting documents are part of a package for EXCOM review, all documents must be provided in a separate soft copy file to ODC via N-CERTS. (See 9.3.2 Soft Copies for further guidance.)

2. FORMAT

2.1 Letterhead, stationery, and envelopes. While ODC is responsible for printing final hard copies for EXCOM signature, it is useful to know the appropriate letterhead and stationery when composing documents.

2.1.1 Letterhead comes in four versions in order to distinguish the location to which responses should be sent:

· Bethesda. For all external correspondence to be signed by the EXCOM, or for correspondence for which responses should be directed to Bethesda NGA.

· Multi-Address. Preprinted with Bethesda, Reston, Washington Navy Yard, and St. Louis addresses, each with a check box to indicate the appropriate return address for the correspondence.

· Generic letterhead. With no preprinted return address for all other NGA locations.

· Executive letterhead (6” x 8.5”). For one-page letters to be signed by the Director.

· Secretary or Deputy Secretary of Defense letterhead. For correspondence for signature by the Office of the Secretary of Defense (OSD).

Figure 2-1. NGA Letterhead, Bethesda Version

2.1.2 Regular white bond paper (8.5” x 11”). For all second and subsequent pages.

2.1.3 Envelopes. When mailing using large plain envelopes, use mailing labels. For letter-size correspondence, use NGA No. 10 envelopes, preprinted with the Agency name, address, and official business penalty warning.

· Complete the return address by adding the office code and mail stop above the Agency name.

· Enter the recipient address in block format using all capital letters, beginning approximately halfway across and halfway down the envelope.

Figure 2-2. NGA Envelope

2.2 Font. Arial 12-point is NGA’s official font. Exceptions include:

· Classification lines. These appear in the header and footer of classified documents, and must be in Arial, 14 point Bold.

· Classification blocks. These appear in the footer of the first page of classified documents, and must be in Arial, 8 point Bold.

· Large memorandums. To fit on one page, a memorandum may be reduced to 11-point.

· Information papers. When attached to a larger document, an information paper’s font should match that of the larger document.

· Staff Summary Sheets. May be reduced to 11- or 10-point to fit all information on one page.

· For OSD signature. Must be in Arial, 13-point.

2.3 Margins. In most correspondence, margins should be 1-inch on all sides. The right margin should not be justified. Exceptions:

· Multi-address letterhead. Requires a 1.5-inch bottom margin.

· Correspondence for signature by OSD. Must have a 2-inch top margin. Side margins may also be 2 inches on correspondence of no more than eleven lines.

· SSS. Requires that the text remain inside the fields provided on the form.

2.4 Paragraphs. It is helpful to think of paragraphs as tools for organizing sentences into series and tiers of information. Subparagraphs form tiers of supporting information for the paragraphs under which they appear.

NOTE: In NGA CG 2007, “subparagraph” refers to a paragraph in its position relative to a superior paragraph. For clarification, the absolute location of paragraphs in the entire document will be identified by tiers, with “main” paragraphs as the first tier, subparagraphs of the main paragraphs as the second tier, sub-subparagraphs of the main paragraph as the third tier, etc. (See Figures 2-3 and 2-4.)

2.4.1 Creating subparagraphs. No subparagraph should ever appear alone under its superior paragraph. Information that cannot be broken out into more than one subparagraph does not justify the use of subparagraphs.

2.4.2 Dividing paragraphs. Never divide a two- or three-line paragraph between pages; enter the full paragraph on one page. When a paragraph is divided between two pages, at least two lines must appear on each page.

2.4.3 Identifiers. Identifiers are letters or numerals used to give each paragraph and subparagraph a specific identity. Identifiers are usually followed by periods; the exception, enclosing identifiers in parentheses, is explained in 2.4.6b. Identifiers allow information to be referenced more easily than using unmarked paragraphs.

· Different tiers of subparagraphs use different types of identifiers.

· For each series of paragraphs/subparagraphs, the identifiers start at the lowest value.

· The main (first-tier) paragraphs in a letter have no identifiers.

2.4.4 Spacing after identifiers. The text of a paragraph (or the portion marking, in classified correspondence) must follow two spaces after the identifier.

2.4.5 Indentation. NGA standard for correspondence is block-format paragraphs. Do not indent the first line of a first-tier or “main” paragraph in any correspondence. Subparagraph identifiers should be indented one-half inch to the right of the identifier of the superior paragraph under which it falls or, in the case of the un-numbered main paragraphs of letters, four spaces to the right of the margin.

2.4.6 Types of Identifier. Identifiers must be kept as clean-looking and unobtrusive as possible. Therefore, upper-case characters and parentheses should only be used when made necessary by the depth of the paragraph tiering.

a. When there are three or fewer tiers of paragraphs, the first tier (except in letters) is identified by Arabic numerals followed by periods, the second tier is identified by lower-case letters followed by periods, and the third tier is identified by lower-case Roman numerals followed by periods.

Figure 2-3. Structure for Three or Fewer Paragraph Tiers

1. Except in a letter, the first tier of text is identified by Arabic numerals.

a. The second tier is identified by lower-case letters.

i. The third tier is identified by Roman numerals.

ii. These numerals are also in lower case.

b. Text should begin two spaces after the paragraph’s identifier.

2. Any particular series of paragraphs should have at least two paragraphs.

b. When there are more than three tiers of paragraphs, the first tier is identified by Arabic numerals followed by periods, the second by capital letters followed by periods, the third by capitalized Roman numerals followed by periods, the fourth by lower-case letters followed by periods, and the fifth by lower-case Roman numerals followed by periods. If absolutely necessary, sixth and successive tiers should start the sequence of identifiers again with capital letters, but inside of parentheses rather than followed by periods. There should be no reason to go beyond nine tiers of paragraphs.

Figure 2-4. Structure for Four or More Paragraph Tiers

1. In a document with four or more paragraph tiers the first tier is identified Arabic numeral, as usual.

A. However, in a document with four or more paragraph tiers, the second tier is identified by capital letters.

I. The third tier is then identified by capitalized Roman numerals.

a. The fourth tier is identified by lower-case letters.

i. The fifth tier is identified by Roman numerals.

ii. The Roman numerals are lower-case this time.

(A) The sixth tier initiates the use of parentheses.

2.4.7 Bullets. These should only be used as an alternative to identifiers in official NGA correspondence when:

· the items presented are “parallel” to each other, representing a list of similar information of the same type and importance;

· the document has three or fewer tiers of paragraphs; and

· the paragraph under which the bulleted list falls has no identified subparagraphs.

NOTE: Bullet items should be followed by a period only when one of them forms a complete sentence; when this is true, all of the items require a period. When the entire bulleted list consists of a series of items that are not independent, but together constitute a single statement or argument—as in the above list—the entire list should contain punctuation and conjunctions as a single sentence.

2.5 Correspondence identification (CID). The CID provides a fast and standardized way to search on archived correspondence in N-CERTS. Identification is required on all letters, memorandums, Staff Summary Sheets, and Endorsements signed by any of NGA’s EXCOM members. However, if the document has been prepared by NGA but is being signed only by someone outside of NGA, there is no need to add a CID. The CID is derived by removing “NGA-” from the beginning of the package’s N-CERTS tasker ID. Therefore, it is necessary to create a tasker before completing the first draft of the documents for a package. Except on Staff Summary Sheets, the CID should appear at the left margin of correspondence, 1.7 inches (typically three hard returns) below the top margin on the letterhead page. Repeat the CID at the top left margin of the second and subsequent pages.

2.6 Classification. The following covers only the formatting of classification markings. For more information about security classification markings, see NGA’s ABC Guide to Marking Documents.

2.6.1 Classification lines. Must appear centered in the header and footer of each page of classified correspondence, in Arial, 14-point Bold font.

2.6.2 Classification blocks. Must appear in the footer of the first page of classified correspondence, above the bottom classification line and against the left margin, in Arial, 8-point bold font. The field names should be in all capital letters, followed by colons. The information items in the classification block should be vertically aligned. Example:

CL BY: D/NGA

CL REASON: Existence of WOLF BARGAIN program is SECRET. DOC 2.43

DECL ON: D/NGA ONLY

2.6.3 Portion markings. Must appear before every paragraph, subject line, and bullet item of classified correspondence. The portion marking appears two spaces after a paragraph identifier. There should be a single space separating the portion marking from the following text.

2.7 Page numbers. Must appear on the second and subsequent pages, in the footer above the classification line, centered, in Arial, 12-point. Because tabs, enclosures, and attachments are separate documents, they should have independent page numbering.

3. STYLE

The presentation of text is covered here as style, including the use of words, numbers, and punctuation. Whereas 2. Format outlines the organization of information at the scale of an entire document or individual paragraph, this chapter concerns organizing information effectively at the scale of the sentence or individual word.

3.1 Punctuation. The following contains guidance for punctuation concerns common to National Geospatial-Intelligence Agency (NGA) correspondence. Further guidance on punctuation can be found in the U.S. Government Printing Office Style Manual, chapter 8.

3.1.1 Periods. Do not use periods after items in a memorandum header (i.e., the primary addressee, through-line addressee, subject, and reference) or items in a list of enclosures, attachments, or tabs. However, periods should follow all sentences and paragraph subject headers within the text of a memorandum or letter. Also, when any item in a bulleted list forms a complete sentence, that item and all others in the list should be followed by periods. (See 2.4.7 Bullets.) Follow all periods with two spaces.

NOTE: Do not use periods when abbreviating “United States.” The standard form is “US.”

3.1.2 Commas. In series of three or more items using “and,” “or,” or “nor,” a comma is used after each item. Example: “The package contains a fact sheet, proposals, and an official determination.” For further guidance on the use of commas, refer to the U.S. Government Printing Office Style Manual, Chapter 8.

3.1.3 Colons. Colons are used after memorandum header lines (except the “MEMORANDUM FOR” indicating primary addressee), after a formal salutation, and to introduce a clause that amplifies or explains the preceding clause. Examples:

SUBJECT: (U) Use of Existing Stock of Executive Letterhead Senator Rockefeller:

The following issue came up during the meeting: Should these requests be coordinated with A and E?

There are three regions where this is the case: Northeastern Siberia, the southern two-thirds of Australia, and the Mediterranean coast of Africa.

The use of SIPRNet is not an option in these situations: it is a requirement.

3.1.4 Semi-colons are used primarily where commas will not suffice to avoid confusion, especially where commas are already present. If commas clearly convey the sense of the sentence, semi-colon usage is unnecessary. Examples:

There are three regions where this is the case: Northeastern Siberia, the southern two-thirds of Australia, and the Mediterranean coast of Africa.

but

There are three regions where this is the case: Northeastern Siberia; the southern two-thirds of Australia; and the Mediterranean coast of Algeria, Tunisia, and Libya.

The following countries participated: The United States, Great Britain, and France.

but

The following countries participated: The United States, throughout the operation; Great Britain, but only in the first four days; and France, in the final stage.

3.1.5 Dashes and hyphens. It is important to distinguish the use of these three similar forms of punctuation. For guidance on the use of hyphens in compound words, see 3.2.4 Hyphenated compounds.

a. Hyphens. Shorter than em or en dashes, hyphens are used to clarify prefixes, to separate prefixes from capitalized words, to join compound numbers below one hundred, and in written fractions where neither the denominator nor the numerator is hyphenated.

un-ionized gas but unionized workers re-lay concrete but relay information re-sort the files but resort to emergency funding sub-subcommittee inter-agency and intra-Agency (among NGA’s internal entities) non-Federal post-Vietnam forty-five but seven hundred twenty-two six-tenths but eighteen twenty-fifths

b. En dashes. Longer than hyphens but half the size of em dashes, en dashes should be used in place of the word “to” or “through” linking two figures that represent a continuous sequence, e.g., “the years 2003–2004.”

c. Em dashes. Twice as long as en dashes, em dashes are used to show an abrupt break or an afterthought from the main part of the sentence—there should be no spaces before or after an em dash. When considering em dashes to set off a clause mid-sentence—for example, like this—use parentheses instead when the clarity of the sentence will not suffer.

3.1.6 Exclamation points. Do not use exclamation points in NGA correspondence.

3.2 Words. Guidance on the general use of words, names, and acronyms.

3.2.1 Word division. Do not divide words with hyphenation at the end of lines in official NGA correspondence.

3.2.2 Division of proper names. A proper name, when referring to an individual, does not break across a line. A proper name, when referring to an organization, may break across a line. For example, Mr. John Smith should not break across a line, but National Geospatial-Intelligence Agency could. Do not divide proper names in which all but the surname have been reduced to initials, as in J. R. R. Tolkien or W. C. Fields.

3.2.3 Capitalization. Refer to the U.S. Government Printing Office Style Manual for a comprehensive guide to capitalization. This section addresses capitalization issues specific to NGA correspondence.

· Agency. The word “agency” is capitalized only when it is used as a stand-in for NGA. Do not use “Agency” in place of the names of other agencies, like the National Security Agency. When the word is used in reference to multiple agencies (as in “inter-agency cooperation”), it is not capitalized, even when one of the agencies involved is NGA.

· Federal. The word “federal” is capitalized when in context of the Federal Government of the United States, but not when referring generically to the federal system of government. See 4.2.5 Nation, National, and State for further guidance on the use of “Federal.”

· Warfighter. The word “Warfighter” is always capitalized, but not “warfighting.”

· Official names. Capitalize the names and short forms of specific offices within NGA, projects, and official processes, particularly if they are commonly presented as acronyms. Examples:

Security and Installation Operations Directorate and

Security and Installation Operations and

Security and Installation

Intelligence Oversight but not

Oversight

3.2.4 Hyphenated compounds. Hyphenate pairs of modifiers when the full meaning they carry would be lost if one or both were used individually. Verb phrases should be hyphenated only when used as modifiers or nouns. Examples:

heat-damaged materials short- and long-term goals tear-line rules repeatedly-occurring problems locally-contracted workers It will take 3 days to turn around. ( The turn-around time will be 3 days.

The office will set up the booth. ( The initial set-up will be done by the office.

3.2.5 Acronyms. For brevity’s sake, acronyms can appear unexpanded in subject lines. However, expand any and all acronyms (write out the full name) upon their first appearance in the main text of all documents. Follow the expansion with the acronym in parentheses only if the acronym appears later in the document or appeared in the subject line. Use only the acronym in the remainder of the text. Exceptions:

· Agency jargon. In internal correspondence only, the acronyms for NGA, its Key Components (including the acronym KC itself), staff offices, line organizations, and enablers may be used unexpanded. However, if the correspondence is to be read by anyone outside of NGA, these acronyms must be expanded.

· Compound acronyms. An acronym composed of smaller acronyms is considered expanded for all of its component acronyms only if it contains a separator (a slash, space, dash, or hyphen) distinguishing the parts. For example “Director of the National Geospatial-Intelligence Agency (D/NGA)” expands D/NGA, D, and NGA, because the slash indicates clearly that D/NGA is a compound acronym.

3.3 Numbers and Dates. For further guidance on the writing of numerals, refer to the U.S. Government Printing Office Style Manual, chapter 12.

3.3.1 Figures. Except at the beginning of a sentence, a figure is used to express numbers of 10 or more. When one of the numbers in a sentence is expressed as a figure (excepting dates and units of measurement, time, or money), all numbers in that sentence must be expressed as figures.

3.3.2 Units of measurement, time, or money are always expressed in figures. Example: “after 2 months and 4 days” not “after two months and four days.”

3.3.3 Ciphers. In text, always supply a cipher before a decimal when there is no whole unit. Also, ciphers should be omitted after a decimal point, unless they indicate exact measurement. See also 4.2.4 International System (SI) Units for further guidance on measurements. Examples:

Keep the camera to within 0.6 degrees Celsius of its calibration temperature.

Angle of approach may not vary more than 0.05 percent in either direction.

The current was measured at 3.0 amperes.

DoD guidelines require the cross beams to be 4.0 meters long.

3.3.4 Dates. All dates should be expressed as a two-digit day of the month, the month spelled out fully, and the full calendar year. Example: 04 July 1776.

3.3.5 Telephone/fax numbers. There is some degree of flexibility in the presentation of voice or fax numbers, but the following guidelines must be followed for consistency.

· Phone numbers. Should be presented without parentheses around the area code, and with each set of numbers separated by dashes, e.g., 301-227-5186.

· Fax. This word is not an acronym (it is derived from “facsimile”) and should not be written in all caps.

· Types. When distinguishing numbers with different types of connection, maintain parallelism. Thus the security designator “Secure” should be contrasted with “Open” or “Non-secure,” but the equipment/system designators “NSTS,” “DSN,” “STU-III” etc. should be contrasted with “Commercial.” Do not use abbreviations like “(S)” or “(C-Fax)” in official correspondence.

· Precedence. Telephone numbers should be presented before fax numbers, and multiple numbers should be presented from lowest level of security to highest, with commercial numbers first. Examples:

commercial: 808-727-1999, DSN: 981-1999, NSTS: 988-1492 or open: 808-727-1999, secure: 988-1492, fax: 808-727-1987, secure fax: 988-1812

4. VOICE

Beyond the spatial formatting of the correspondence and the style of its text, the tone, appropriateness to audience, clarity, and accuracy contribute to the professionalism of the writing. Taken together, these concerns are addressed here as the “voice” of the correspondence.

4.1 Audience and tone. The subtle aspects of writing that influence the reading of the correspondence, convey the official nature of the relationship between the signatory and the recipient, or affect the professional “feel” of correspondence are addressed as matters of audience and tone.

4.1.1 Personal pronouns. Avoid the use of first- or second-person singular pronouns (I, me, and you), except in informal or personal correspondence sent as a follow-up to a specific interaction between the signatory or signatories and specific individuals. In all other cases, the organization the individuals represent should be used instead of personal pronouns. The plural “we” may also be used to mean collectively some official group, like NGA, NGA leadership, or specific officers present at an aforementioned meeting. However, the term “we” is non-specific and should be avoided when possible. Examples:

I am dedicated to the Intelligence Oversight process.

becomes

NGA is dedicated to the Intelligence Oversight process.

I am sincerely grateful for the Senator’s efforts in support of NGA’s mission.

becomes

We are sincerely grateful for the Senator’s efforts in support of NGA’s mission.

Or, preferably NGA is sincerely grateful for the Senator’s efforts in support of its mission.

You are more than welcome to present a fact sheet for the meeting.

becomes

RhoTech is more than welcome to present a fact sheet for the meeting.

4.1.2 Emphasis. Italic type, underlining, and all caps cannot be used for emphasis or insistence in official correspondence. In cases where the full meaning of the sentence would be unclear otherwise, an emphasized word usually implies a comparison with some unmentioned alternative. Instead of emphatic type, the implied phrase should be spelled out. Examples:

There was no indication that the error was due to hardware malfunction.

should be

There was no indication that the error was due to hardware malfunction, thus a software problem is likely.

Make sure the red page is signed first. or Make sure the red page is signed first.

should be

Make sure the red page is signed before the white or the green page.

(See the United States Government Printing Office Style Manual, Chapter 11 for broader guidance on the use of italic type for purposes other than emphasis.)

4.1.3 Mission orientation. Official NGA correspondence should focus on practical mission relevance and output. This includes:

· Teamwork. Well-written correspondence should help every NGA employee who might read it better understand the subject matter. This is one reason for expanding acronyms, spelling out implied information, and writing with as much clarity and specificity as possible.

· External focus. The Agency’s mission supports entities outside the Agency itself. As such, correspondence should maintain a tone that conveys a focus on the Warfighters and other end-users, our partners, and the officials and representatives.

· Collaboration. Whenever appropriate, relate the content of the correspondence to NGA’s support of our partner US Government Agencies, Commonwealth partners, allies, and the Coalition.

4.2 Clarity and Accuracy. Beyond basic concerns like capitalization and spelling, word choice and usage can make the difference between ambiguity and clearly conveying information.

4.2.1 The Agency. As mentioned in 3.2.2 Capitalization, “the Agency” should only be used as a short form in reference to the National Geospatial-Intelligence Agency, and not to other agencies of the Federal Government, which should be identified specifically. Agency should be capitalized only when used as a stand-in for NGA, and not when it refers generically to any agency, or to multiple agencies which may include NGA. Examples:

This new proposal needs coordination through all of the Agency’s line organizations.

The reform should help all Federal agencies, but NGA in particular.

Inter-agency cooperation is of paraMOUnt importance.

4.2.2 Compass directions. Always use compass directions and modifiers derived from them (northern, southern, eastern, western) instead of colloquial terms like “upper/lower” or “near/far” that are imprecise and may lead to confusion. For example, in regions and countries dominated by river basins and other topographical gradients not oriented north-to-south, the colloquial use of “upper” and “lower” can lead to miscommunication: “Upper Egypt” is actually the southern half of that country while “Lower Egypt” is the northern half.

· Application. This rule should be followed even when the name of the modified region includes a compass direction, e.g., “the eastern half of East Timor” or “northern South Dakota.”

· Exemption. Regions and administrative units which include such colloquial terms for direction in their official or common names are exempt from this rule, e.g., the Upper and Lower Peninsulas of Michigan; the Lower Silesia Voivodeship of Poland; or the Near East, the Far East, and the Middle East.

4.2.3 Measurements. To avoid confusion when supplying measurements, each number should be accompanied by the unit of measure, except when presenting a range or series. Examples:

The connection should be no faster than 90 Mbps and no slower than 45 Mbps.

not

The connection should be no faster than 90 Mbps and no slower than 45.

but The connection should be between 45 and 90 Mbps.

or

The connections available are 48, 56, and 90 Mbps.

4.2.4 International System (SI) Units. Make full use of the SI prefix system to avoid placing ciphers before decimal points, unless the use of a particular unit is prescribed by a specific citable standard. Examples:

200 Hz rather than

0.2 kHz

13 kbps rather than

0.013 Mbps

920 nanometers rather than

0.92 micrometers

4.2.5 Nation, national, and state. These words can create a considerable aMOUnt of confusion and ambiguity. For the sake of clarity and accuracy follow these guidelines:

· Avoid altogether the use of the words “nation” and “national” except when it is part of an official name (“National Geospatial-Intelligence Agency”) or a commonly-used term, like “national security” or “national interest.”

· When speaking of domestic US agencies, issues, laws, or other entities, instead of “national” use the word “Federal,” capitalized. (See 3.2.3 Capitalization for further guidance on “Federal.”)

· When speaking of foreign nations, use the words “country” or “government,” as appropriate.

· To avoid confusion with its use in reference to one of the United States, do not use the word “state” to refer to foreign countries or governments except when the specific entities are identified: the six States of Australia, the Balkan States, the State of Tamaulipas.

4.3 Honors and etiquette. Aspects of correspondence concerning traditional manners—including forms of address, salutations, complimentary close, and maintaining a consistent level of formality—are covered here as honors and etiquette. For examples related to correspondence for specific offices and situations, see 13.1 Forms of Address, Salutation, and Complimentary Close.

4.3.1 Forms of address. The forms of address in this section are the conventional forms of address determined by social and official custom. For specific examples of forms of address for various persons and offices, see 13.1 Forms of Address, Salutation, and Complimentary Close.

a. Gender. When addressing a woman, use “Madam” before official titles, and “Miss,” “Mrs.” or “Ms.” before proper names. Use “Ms.” when the individual has indicated a preference for that form or when marital status is unknown. When addressing a man, “Mr.” is used before official titles and proper names. Examples:

Mr. President

Madam President

Mr. Chairman

Madam Chairman

Mr. Franz Schubert

Mrs./Ms. Therese Schubert

Mr. Anderson

Mrs./Ms. Anderson

b. Title of address. Flexibility may be exercised in the use of titles, within certain guidelines intended to maintain simplicity. For example, “The Honorable” may be replaced by a title such as “Dr.” or “General,” but it is not used in combination with another title.

· The Honorable. This title is used to address current and former high officials (Presidential appointees, Federal and State elected officials, ministers of foreign embassies, and mayors) and the heads of international organizations. Other county and city officials are not so addressed. Although generally used before the addressee’s name, it may be used before certain titles (like those of Cabinet secretaries or the Governors of States) but it may not be used before a last name alone, as in “The Honorable Smith.”

· His/Her Excellency. This title is not used to address US officials, but rather foreign officers, foreign ambassadors, and foreign high officials. It is customary to omit “His/Her Excellency” when addressing the British Prime Minister or cabinet officers of certain countries within the British Commonwealth. Contact the Office of International Affairs and Policy for further guidance.

· The Reverend. This title and its variations (like “The Right Reverend”) are used in addressing members of the clergy and are always preceded by “The” and never abbreviated.

· Retention of titles. Certain titles (like “Judge” or “General”) can be retained by the title-holder for life, even after retirement or other conclusion of official duties which merited the use of the title. Persons addressed as “His/Her Excellency” may retain the use of this title for life, and in cases where they may also be addressed as “The Honorable” (as in the case of the heads of international organizations), “His/Her Excellency” is used instead.

c. Abbreviating Titles. In general, do not abbreviate titles preceding full names in address. Exceptions include:

· Mr./Messrs.

· Mrs./Mmes. or Ms./Mss.

· Dr./Drs.

· Lt. only when preceding Colonel or General

· Brig. General

d. Suffixed honors. Abbreviate designations of degrees, religious and fraternal orders, fellowships, and military service branch titles after a name. Type the initials of an individual degree or order with periods but no spaces between them. Type military service designations in capital letters without periods.

· Do not use scholastic degrees in combination with complimentary titles of address or with military service ranks, except in the case of “The Reverend.”

· When a name is followed by abbreviations designating religious and fraternal orders, or scholastic and honorary degrees, sequence is as follows: orders (religious first); theological degrees; academic degrees earned in course; and honorary degrees in order of the bestowal.

· Do not use “Dr.” in conjunction with an abbreviated suffix of the degree entitling the person to the use of the title “Doctor.”

· Suffixing more than two degrees is unnecessary.

John J. Schmidt, D.D., D.Lit.

Patricia L. Donner, M.D. or Dr. Patricia L. Donner

(but not Dr. Patricia L. Donner, M.D.)

Reginald Patel, LL.D., Ph.D.

Lt. Colonel Miriam Sawaie, USAF

The Reverend David Li, D.D.

e. Spouses. A person does not share the official titles of his or her spouse, and therefore should be addressed individually by his/her own appropriate title and last name.

The Ambassador and Mrs. Jones

f. US citizens. In addressing US citizens, complimentary titles should not appear in combination with any other title, or with abbreviations indicating scholastic degrees, except “The Reverend.”

Xavier Palomar, A.B., Ph.D.

not

Mr. Xavier Palomar, A.B., Ph.D.

but

The Reverend Dr. Xavier Palomar

4.3.2 Salutation and Close. Salutation is the opening line of a letter, the “Dear So-and-So” line. The close is the final line before the name and title of the signatory, the “Sincerely” line. (For a list of appropriate examples for specific addressees, see 13.1 Forms of Address, Salutation, and Complimentary Close.)

a. Gender. In salutations, the conversion between male and female forms follows the same rules established for forms of address in 4.3.1a. When the gender is unknown and no gender-neutral title (like Dr.) is appropriate, use the name without a title. Example:

Dear Chris Inverdown:

b. Informal salutation. The informal “dear” is the most commonly used salutation in the United States. Unless the person holds a title, the salutation is usually “Dear Mr./Mrs./Ms. (last name).” Remember that “The Reverend” is a title that signifies various clerical offices, and a salutation appropriate to the individual’s office should be used instead of “Reverend.” Examples:

Dear Mr./Miss/Mrs./Ms. Cho:

Dear Senator Lopez:

Dear General Bashlachev:

Dear Bishop Patel:

but not Dear Reverend Patel:

In official correspondence, the titles of top-ranking government officials such as the President, Vice President, Chief Justice, Secretary, and Ambassador are never used with the individual’s last name. Instead use the following salutation:

Dear Mr. President:

or Dear Madam Ambassador:

c. Formal salutation. “Sir:” or “Madam:” is sometimes used as a formal salutation in addressing a higher ranking official. Letters to court officers often carry the salutation “Sir:” or “Madam:” when they are addressed to the officer by title rather than by name. Likewise, letters to business firms or private organizations may bear the formal salutation “Sirs or Madams:” or “Sirs and Madams:” when the identity of the specific addressees is not known.

d. Complimentary close. Generally, the complimentary close should be as formal or informal as the salutation. Common practice is to use the informal complimentary close “Sincerely,” unless otherwise specified in 31.1 Forms of Address, Salutation and Complimentary Close or unless the signing official prefers another form.

5. LETTERS

Examples of letters include: correspondence with members of Congress; communication with civilian firms and educational institutions; letters to domestic or foreign military or intelligence personnel; and letters of condolence, congratulations, or appreciation.

5.1 General guidance for letters. Letters use standard font, letterhead/paper, margins, CID, and page numbers as outlined in 2. Format.

Font: Arial 12

Paper: Letterhead for first page, 8”x11” white bond paper thereafter.

Exception: Letters of condolence, congratulation, and appreciation. ( See 5.2.4.)

Margins: One inch all around; for multi-address letterhead, a 1.5-inch bottom margin.

Paragraphs: No identifiers on first tier of paragraphs. (See 5.1.2.)

CID: Required. Left margin and three hard returns from top margin. (See 2.5.)

Page numbers: On second and subsequent pages.

5.1.1 Opening of a letter. The introduction of the letter includes everything that appears below the header, but above the body.

a. CID. Enter at the left margin, five lines below the top margin.

b. Address. Enter at the left margin, two lines below the CID.

c. Attention line. Do not use attention lines.

d. Salutation. Enter at the left margin, two lines below the address or attention line. See 4.3.2 on forms of salutation. The body of the letter starts two lines below the salutation.

Figure 5-1. Opening of a Letter

-----------------------------------header----------------------------------------- U-2008-1755 Mr. Karim Fulani

College of Applied Physics Geospatial University

Schooltown, IL 12345

Dear Mr. Fulani:

BODY TEXT

5.1.2 Body of a letter. The body should begin two lines below the salutation of the opening. The first tier of paragraphs in a letter do not use identifiers, but still count as the first tier when determining the subsequent identifiers of subparagraphs. As a general rule, avoid tiered paragraphs in letters. If absolutely necessary, letters should have no more than three tiers of paragraphs. Paragraphs must be separated by double-spacing, but the text inside a paragraph must be single-spaced. See 2.4 Paragraphs for further guidance.

Figure 5-2. Body of a Letter

< OPENING

(U) The first tier of paragraphs, which is identified by Arabic numerals in a memorandum, is left without identifiers in a letter. This is a key factor distinguishing letters from formal memorandums.

a. (U) The second tier of paragraphs in a letter, however, uses lower-case letters, just as in a memorandum.

i. (U//FOUO) The third tier of paragraphs in a letter uses lower-case Roman numerals.

ii. (U) Letters should not have more than three tiers of paragraphs.

b. (U) Remember that the creation of a new tier of subparagraphs requires that the aMOUnt of information justifies the creation of at least two subparagraphs.

(U//FOUO) The last paragraph of a letter should contain a point of contact, including name, title, telephone number, and e-mail address.

CLOSING

5.1.3 Closing of a letter. The closing of a letter includes everything between the body and the footer.

a. Complimentary close. Enter “Sincerely,” two lines below the last line of the body, 3.2 inches from the left margin unless the letter is to be signed by the Director, in which case the complimentary close and signature block are both centered.

b. Signature block. Enter aligned with the closing, but five lines (four hard returns) below it.

i. Signer’s name. Enter in all capital letters.

ii. Signer’s title. Enter in initial capital letters.

iii. Rank and service. Spell out the signer’s rank and, after a comma, enter the abbreviation for the signer’s service branch.

iv. Long titles. If the title is too long for one line, indent the second line two spaces.

c. Enclosure block. The list of enclosures should appear at the left margin, two lines below the bottom of the signature block.

i. Number of enclosures. If there is more than one enclosure, enter the number in Arabic numerals (e.g., Enclosure, 2 Enclosures, 3 Enclosures, 5 Enclosures).

ii. Identified enclosures. If the enclosures are all identified in the body, enter “As stated” on the second line. Otherwise list the enclosures.

iii. Listed enclosures. Enter a numbered list starting on the second line, briefly describing each enclosure on a separate line. If the title extends past the midpoint of the page, divide the title and align the beginning of the second line with the first character of the line above.

iv. Six or more enclosures. Enclosing more than five documents with a letter requires the creation of a separate enclosures page to be included as the last page of the letter. One line below the enclosure line, enter “See page X” to indicate the number of the enclosure page.

v. Classified document enclosures. Enclosures to a classified document are always listed, even if they are identified in the body. Each entry has two parenthetical markings: a portion marking for the classification level of the enclosure description, which appears before the description; and a marking for the classification level of the enclosure itself, which appears after the description. These two classifications are not necessarily the same. (see Figure 5-3.)

d. Courtesy copies. Enter the acronym “cc” in lower case, followed by a colon, two lines below the last information and at the left margin. List the recipients on the next line.

Figure 5-3. Closing of a Letter

< BODY TEXT

Sincerely, DR. BRUCE D. BANNER

Director, Office of

Radiospectrum Analysis

Enclosure

(U) Exposure Data for 250 EHz (S) cc:

HOJ/SF

---------------------------------footer-------------------------------------------

5.2 Special guidance. Certain types of letters require special handling, including letters that leave the US; address policy; respond to Congressional requests; or express condolence, congratulations, or appreciation.

5.2.1 International letters. Any letter that is to leave the US, either to a foreign corporation or foreign government agency or personnel, must be coordinated for content, format, and routing with the Office of International Affairs and Policy.

5.2.2 Policy letters. Any letter that states, elaborates on, or clarifies NGA policy must be signed by the Director.

5.2.3 Letters to members of Congress. All Congressional correspondence must be coordinated for content, format, and routing with the Office of Corporate Relations, Congressional and Inter-Governmental Affairs.

· If a member of Congress forwards a constituent letter to NGA, in most cases reply directly to the member, enclosing the constituent letter. Reply directly to the constituent only if the member requests, and return the constituent’s letter and a copy of NGA’s reply to the member.

· If an inquiry is signed by a Congressional staff office member, address the reply to the member of Congress and mark the envelope to the attention of the signatory staff member.

· If an inquiry is signed by multiple members of Congress, address and send an identical but original (not photocopied), signed reply to each of the signing members. Indicate in the final paragraph that each member is being sent an identical response.

5.2.4 Letters of condolence, congratulation, and appreciation. For brief letters to be signed by the Director expressing condolence, congratulations, or appreciation, please work with the ODC’s editorial staff.

6. MEMORANDUMS

Memorandums are used to communicate formally within NGA; with individuals or organizations in the US Government; and with international organizations, coalitions, and partnerships in which the US is a member. Memorandums can document information, request action, convey positions, and establish agreements and understandings between entities.

6.1 Parts of a basic formal memorandum. Memorandums use standard font, letterhead/paper, margins, CID, and page numbers as outlined in 2. Format.

Font: Arial 12

Paper: Letterhead for first page, 8”x11” white bond paper thereafter.

Margins: One inch all around; on multi-address letterhead, a 1.5-inch bottom margin.

Paragraphs: Standard paragraph identifiers.

CID: Required. Left margin and five hard returns from top margin on first page, top left margin on second and subsequent pages. (See 2.5.)

Page numbers: On second and subsequent pages.

6.1.1 Opening of a memorandum. As in a letter, the introduction of a memorandum includes everything that appears below the…