In a list--

(not parallel)

o The duties of the Executive Secretary of the Administrative Committee are:

o To take minutes of all the meetings; (phrase)
o The Executive Secretary answers all the correspondence; and (clause)
o Writing of monthly reports. (topic)

(parallel, concise, ideas balanced)

o The duties of the Executive Secretary of the Administrative Committee are--

o To take minutes of all the meetings;
o To answer all the correspondence; and
o To write the monthly reports.

2.6.5. Remove all unnecessary words. Strive for a simple sentence with a subject and verb. Eliminate unnecessary modifiers.

2.6.6. Place key ideas deliberately. Begin and end a sentence with the most important point because ideas gain emphasis when they appear at either end. To mute an idea, place it in the middle. To improve sentences that mumble, place ideas deliberately, place less emphasis on minor ideas, use more parallelism, and use concise sentences. These techniques are demonstrated in the following examples:

a. It has been determined that moving the computer, as shown in Enclosure 1, would allow room for another cabinet to be installed. ("moving the computer" muted)

b. Moving the computer, as shown in Enclosure 1, would allow room for another cabinet. ("moving the computer" stressed)

c. I would like to congratulate you on your selection as our Employee of the Month for December. ("congratulations" muted)

d. Congratulations on your selection as our December Employee of the Month. ("congratulations" stressed)

2.6.7. Place minor ideas in secondary clauses; do not make them the main subject of a sentence.

a. The revised housing allowance tables, which have been mailed to all pay offices, are effective October 1, 1997. ("date" stressed)

b. The revised housing allowance tables, which are effective October 1, 1997, have been mailed to all pay offices. ("mailing" stressed)

2.6.8. Be concise. An occasional sentence of six words or fewer grabs the reader's attention. This is an excellent technique to make a key point. This technique is illustrated in the following example:

I can get more information if each of you gives me less. Here is why. In a week, around 50 staff actions appear in my In box. I could handle that if all I did was work the In box. Yet 70 percent of my time is dedicated to attending briefings. I could handle that dilemma, too - listening to briefings and thinking about staff papers at the same time. However, I do not.

2.6.9. Use questions in your writing. A request gains emphasis when it ends with a question mark. Look for opportunities to reach out to your reader. This technique is demonstrated in the following example:

Request this office be notified as to whether the conference has been rescheduled.

Has the conference been rescheduled? (preferred)

2.7 Use Short Paragraphs

2.7.1. Long paragraphs overwhelm ideas and impede the reader's progress. You can improve clarity by using short, compact paragraphs. Each paragraph should deal with a single, unified topic. Cover one topic completely before beginning another. Present lengthy, complex, or technical discussions in a series of related paragraphs or as an Appendix.

2.7.2. Use short paragraphs, especially at the beginning of letters. Long first paragraphs discourage reading.

2.7.3. Call attention to lists of items or instructions by displaying them in subparagraphs or separating by bullets. However, do not use so many levels of subparagraphs that the writing becomes difficult to follow.

2.7.4. Occasionally, use a one-sentence paragraph to highlight an important idea.

2.8 Use PersonalL Pronouns

2.8.1. Personal pronouns are immediate and easy to understand. They help clarify the "who."

2.8.2. Use the following techniques to help retain the reader's interest:

a. When referring to the Agency, office, or group, use "we," "us," "our." Do not refer to the Agency as "it."

b. When speaking for yourself, use "I," "me," "my."

c. Use "I," "me," and "my" less often, and then only to indicate special concern or warmth.

d. When referring to the reader, stated or implied, use "you."

2.9 Use Active Voice

2.9.1. The active voice eliminates confusion by forcing you to name the actor in a sentence. This construction makes it clear to the reader who is to perform the duty. Use a who-does-what order. This technique is demonstrated in the following example:

Active: The worker inspected the orbiter.

2.9.2 The passive voice makes sentences longer and roundabout. Who is responsible is much less obvious. Passive verbs have a form of the verb "to be" plus the past participle of a main verb:

Passive: The orbiter was inspected by the worker.

Examples of these verb forms include the following words: am, is, are, was, were, be, and been, plus, a main verb usually ending in "en" or "ed." These include "was received," "is being considered," and "has been selected."

2.9.3. The passive voice reverses the natural, active order of English sentences. In the following passive example, the receiver of the action comes before the actor: Passive: The regulation [receiver] was written [verb] by the drafter [actor]. Active: The drafter [actor] wrote [verb] the regulation [receiver].

2.9.4. Passive constructions are confusing. Active sentences must have actors, but passive ones are complete without them. See the following ambiguous passive sentences.

Putting the actor before the verb forces you to be clear about responsibility.

a. The messenger will deliver the material.

b. The contractor will decide the start date.

c. The administrator must approve the figures.

2.9.5. Use the passive voice only when the actor is unknown, unimportant, or obvious. This does not usually apply in administrative writing.

a. Small items are often stolen.

b. The applications have been mailed.

2.10 Use Action Verbs

2.10.1. Expressions with embedded verbs are called "nominals." They are difficult to read and make sentences longer. Action verbs are shorter and more direct.

2.10.2. Weak writing uses general verbs, which require extra words to complete their meaning. Hit the verbs--the only words that can do things.

2.10.3. Avoid the "-ion of," the "-ment of," and the "ize of."

2.11 Use Plain Words

2.11.1 Government writing should be dignified, but it should also rely on plain language.

2.11.2. Avoid jargon and pretentious expressions. To make your writing clearer and easier to read and, thus, more effective--use the simple word.

2.11.3. Omit needless words. Do not use compound prepositions and other wordy expressions when the same meaning can be conveyed with one or two words.

2.11.4. Avoid redundancies. Do not use word pairs, if the words have the same effect or where the meaning of one includes the other.

Word pairs to avoid:

2.11.5. Use concrete words. Government writing is often about abstract subjects. But abstract words can be vague and open to different interpretations. Put instructions in simple, concrete words.

2.11.6. Do not use words that antagonize. Words can attract or repel readers. It is possible to choose words in our writing that do not make the wrong impression or antagonize our readers. Use words to which people react favorably rather than words that they resent.

2.11.7. Know the difference between "must," "shall," and "will."

2.11.7.1. Study the following meanings:

Shall	Imposes obligation to act; secondary meaning, prediction of future action; legal and legislative documents commonly use it to indicate obligation to act
Will	Predicts future action
Must	Imposes obligation, indicates a necessity to act
Should	Implies obligation or preference, but not absolute necessity
May	Indicates permission to act
May not	Indicates a prohibition

2.11.7.2. Follow these guidelines:

a. Use "will" to predict future action

b. Use "must" to indicate obligation to act (especially in everyday speech).

c. Use "must" or "shall" to indicate obligation to act in legal or regulatory documents (e.g., directives).

d. Do not use "will" to indicate obligation to act.

2.11.8. Avoid split infinitives. The split infinitive offends many readers, so avoid it if you can. (An infinitive is the word "to" followed by a verb.)

2.11.9. Avoid noun sandwiches. Administrative writing uses too many noun clusters--groups of nouns "sandwiched" together. Avoid these confusing constructions by using more prepositions. Which meaning is intended becomes clearer when the four-word sandwich is divided.

2.11.10. Do not use gender-specific terminology. Avoid the gender-specific job title.

2.11.11. Know the difference between "which" and "that." Do not substitute "which" for "that" simply because it sounds more elegant. Correctly using "which" vs. "that" could make an important difference in the meaning of what you say. When used as relative pronouns, "that" is defining (it limits the denotation of the antecedent to which it refers), and "which" is nondefining. Think of it this way: "that" limits things being referred to; "which" does not. The differences in the meanings are demonstrated in the following examples:

If only some of the rocket engines ignited, say: "The engines that ignited."

But if all the rocket engines ignited, say: "The engines which ignited."

2.11.12. Avoid unnecessary or complicated references. Many letters need no references at all, while others need refer only to the latest communication in a series. When responding to an earlier communication, subordinate the reference to the main point. An example of a run-on and concise sentence is demonstrated in the following examples, respectively:

a. This is in reply to your conversation with Dr. Jones on August 1, 1999, wherein you requested a copy of the Program Operating Plan, a copy of which is enclosed.

b. Enclosed is the Program Operating Plan you requested from Dr. Jones on August 1, 1999.

2.11.13. Include in the text any reference cited in the reference line.

2.12 Acronyms

2.12.1. Do not use acronyms more than necessary. Spell out an acronym the first time it appears, followed by the acronym in parentheses. Capitalize the first letter of each word that constitutes the acronym, as indicated below and as cited in Appendix H. Acronyms.

Flight Readiness Review (FRR)

2.12.2. If an acronym appears only twice or infrequently, spell out the term every time or avoid the acronym entirely.

2.13 Computer/Internet Words: Usage and Style

2.13.1. Study The Gregg Reference Manual, Eight Edition, 1998, Appendix B. Glossary of Computer Terms, before preparing paper or electronic communications containing computer or Internet words.

2.13.2. Use the following styles for expressing Internet words.

a. Internet and Net: Initial cap the "I" and "N," even within a sentence.

b. World Wide Web or WWW or Web or the Web: Initial cap the "W," even within a sentence.

c. Web site and Web page (two words): Initial cap the "W," even within a sentence.

d. Home Page (two words): Initial cap when referring to a specific home page or home page title; e.g., NASA Headquarters Home Page; you may want to develop a home page for your audience.

e. E-mail (electronic mail): Always hyphenated; initial cap the "e" only when used as a heading or at the beginning of a sentence.

2.13.3. Do not use all-capital letters in composing an e-mail message. Generally, it implies that the writer is shouting at the reader.

CHAPTER 3: Letters (Formats)

3.1 Standard Business Letter

Before preparing letters, study the figures in this chapter. These guidelines are standard features for correct letter formatting for NASA.

3.1.1. Administrator's Correspondence

For specific instructions on preparing correspondence for the Office of the Administrator, see Appendix A: Administrator's Correspondence Preparation and Control.

3.1.2. Stationery

Prepare all correspondence on official NASA insignia "meatball" letterhead. Use plain bond paper for succeeding pages. See Appendix A for guidelines on stationery to be used for officials in the Office of the Administrator.

3.1.3. Type

Larger, pica font is preferred over smaller, elite font. Use script or italic only for occasional emphasis. Do not type entire letters in script or italic.

3.1.4. Ink

Use black or blue-black ink to type, date, and sign correspondence.

3.1.5. Margins

Set the left margin two spaces to the right of the printed caption "Reply to Attn of:" (1.2 or 1 1/8 inches). Set the right and bottom margins at approximately 1 inch. Set the top margin at 1 inch on the second and succeeding pages. Do not justify the right margin.

3.1.6. File Copies

Always prepare an official record copy.

a. Official Yellow File Copy. An official "yellow" record copy is preferred. If a yellow copy is not possible, prepare a white copy visibly marked in the upper right corner with "Official File" or "Official Record Copy." If concurrences are required, use NASA Form 1267 (or 1267A for laser printers) for the first page of the official file copy of the letter.

b. Other File Copies. Individual office requirements vary. Prepare only the number of copies required for distribution based on the correspondence practices of your office.

3.1.7. Reply to Attn of: (Writer's Code).

The writer's organizational and/or mail code or mail stop serves as a basic identification symbol and must appear on all outgoing correspondence. Type only the writer's code in letters or numerals on the "Reply to Attn of:" line.

3.1.8. Dating Correspondence.

Date the letter after it is signed. Stamping the date is preferred; however, if typed, ensure that the type style is the same as the letter. Stamp or type the date at the right margin directly across from the "Reply to Attn of:" line (e.g., August 20, 1998). Do not use military style (e.g., 20 Aug 1998) or endings such as "st" or "th" after the day (e.g., Aug 20th).

3.1.9. Inside Address.

3.1.9.1. Type the address at the left margin, three typing returns below the "Reply to Attn of:" line. Type the addressee's full name and title. Do not abbreviate names or use nicknames. If the gender is unknown, address the individual by first and last name in the salutation line; e.g., "Dear Kris Szaniawski:" Single-space the address and arrange it in block style.

3.1.9.2. Type the elements of the address information as follows: Line 1: Name of Recipient; Line 2: Title, if applicable; Line 3: Company, Federal Agency, Organization; Line 4: Delivery or Street Address; Line 5: City, State, and ZIP Code. The following examples show the various acceptable order of the address information:

Non-NASA Addressee Mr. Paul B. Smith President and Chief Executive Officer United Space Alliance 1150 Gemini Avenue Houston, TX 77058	Non-NASA with Nine-digit ZIP Code Mr. Thomas R. Wittor Director of Personnel Providence Software Company, Inc. 892 Market Street Chicago, IL 60601-1234
Non-NASA Addressee Mr. J. Richard Brown President National Aviation Club 1500 N. Beauregard Street, Suite 104* Alexandria, VA 22311 Preferred Suite Placement	NASA Addressee Mr. Roy Bridges Director Kennedy Space Center National Aeronautics and Space Administration Kennedy Space Center, FL 32899 (Shows "NASA" written out)
NASA Addressee Mr. Donald J. Campbell Director NASA Glenn Research Center 21000 Brookpark Road Cleveland, OH 44135 (Shows "NASA" and "Center" on one line)	NASA Addressee Dr. Robert A. Parker Director, NASA Management Office NASA Jet Propulsion Laboratory 4800 Oak Grove Drive Pasadena, CA 91109-8099 (Shows "NASA" and "Center" on one line)
International Addressee with Unidentifiable Gender Kris Szaniawski Editor World Statesman 1 Great Cumberland Place London W1 H7AL ENGLAND** **Preferred for inside address but mandatory for addressing the envelope.	International Addressee with Delivery Zone Mr. W. MacDonald Evans President Canadian Space Agency 6767 route de l'Aeroport Saint-Hubert, Quebec J3Y 8Y9 CANADA** **Preferred for inside address but mandatory for addressing the envelope.
NASA Addressee Ms. Jane Smith Chief, Communications Branch Code CCC NASA Headquarters Washington, DC 20546-0001	Non-NASA with Nine-Digit ZIP Code Rear Admiral N. T. Saunders Chairman, Interagency Committee on Search and Rescue U.S. Department of Transportation 2100 Second Street, SW Washington, DC 20593-0001

3.1.10. Address Lines.

No line of the address should be longer than 3 _ inches. When runover lines are required, indent the second line two spaces from the left margin. Limit the address to seven lines both within the correspondence and on the envelope.See Chapter 7: Envelopes and Mailing for further information and the proper placement of address information on envelopes and mailers.

3.1.11. Address Salutation.

Appendix E Forms of Addresses contains proper salutations for domestic and international addresses. The incoming document usually contains the correct address format and is also a good reference.

3.1.12. Salutation.

A personalized business letter requires a salutation. See Figures 3-1 and 3-2, of this chapter and Appendix E Forms of Addresses, for examples of proper salutations.

3.1.13. Body of Letter.

Use single-spaced text with double-spacing between paragraphs. Type text paragraphs in block form. When a paragraph is separated into subparagraphs, number and letter the subparagraphs as shown in Figure 3-2 of this chapter. Hyphenate sparingly to ensure a uniform right margin. Avoid hyphenating more than two consecutive lines. Also, avoid hyphenating at the end of the first line or at the end of the last full line of a paragraph.

3.1.14. Widows and Orphans.

Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. Do not continue a paragraph on the following page unless two lines of that paragraph can be carried over to that page. See Figure 3-3 of this chapter for instructions on numbering pages.

3.1.15. Succeeding Pages.

Type succeeding page(s) of a letter on plain bond paper. Beginning with the second page, type the page number five lines from the top of the page, approximately 1 inch to the left of the right edge of the page. Continue the body of the letter two lines below the page number. Allow the same margins as for the first page. See Figure 3-3 of this chapter for instructions on numbering pages.

3.1.16. Complimentary Close.

A personalized business letter requires a complimentary close. Use "Sincerely," for all NASA correspondence. Use "Respectfully," when the letter is addressed to the President of the United States.

3.1.17. Signature Blocks

a. Format. Type the signature information at the left margin, five typing returns below the complimentary close. Type the name, title, and office of the signing official. Do not use titles such as Mr., Mrs., Ms., or Dr. in the signature block. Indent runover title lines two spaces to show continuation as shown in the following examples:

Example 1: Cheryl L. Ellis Correspondence Control Assistant Office of Space Science

Example 2: Edward J. Weiler Associate Administrator for Space Science

b. Dual-Signature Blocks. When it is required that two people sign a letter, arrange the two signature blocks side by side or one beneath the other. See paragraph 3.2.1.4.

c. If signature blocks are to be placed side by side, begin the first signature block at the left margin and the second block at center. If this arrangement is used, the complimentary close should also begin at the left margin. (This arrangement is appropriate for all letter styles.) When NASA is the originating Agency, the signature block for the NASA official should be at the left margin.

Example:

Sincerely,

Daniel S. Goldin Administrator National Aeronautics and Space Administration

Jane Garvey Administrator Federal Aviation Administration

d. If the signature blocks are positioned one beneath the other, begin typing the second block on the fourth line below the end of the first block, aligned at left.

Example:

Sincerely,

Daniel S. Goldin Administrator National Aeronautics and Space Administration

Jane Garvey Administrator Federal Aviation Administration

3.1.18. Acting Official. If it is known before typing that an acting official will sign the letter, type that person's name and the word "Acting" before the title in the signature block. If the letter has been prepared for the signature of the signing official but is actually to be signed by another, the person signing will write "for" in front of the typed name. Mark courtesy copies with the actual signer's name to establish for the record which person actually signed the letter.

3.1.19. Enclosures. When an enclosure accompanies a letter, type the word "Enclosure" flush with the left margin, two lines below the last line of the signer's name or title. For consistency, identify either all or none of the enclosures in the text.

a. Enclosures Identified in the Text. When possible, identify enclosures in the text in as few words as possible or by title. If there is more than one enclosure, indicate the number as follows:

3 Enclosures

b. Enclosures Not Identified in the Text. When enclosures are not identified in the text, type the list at the left margin. List each enclosure on a separate line as in the following examples:

Example of unnumbered enclosures:

4 Enclosures:
Form Letters Handbook
Plain Letters Pamphlet
Organizational Chart
The NASA Scientific and Technical Information System

or

Example of numbered enclosures:

3 Enclosures:
1. Form Letters Handbook
2. Plain Letters Pamphlet
3. Organizational Chart

c. Marking Enclosures.

1). On the first page of each enclosure, the word "Enclosure" must be typed in the lower right corner, e.g., Enclosure, Enclosure1, or Enclosure 2.

2). Before sending the letter, make sure that the number of enclosures shown in the enclosure notation agrees with the number cited in the body of the letter and with the number of items actually enclosed.

3.1.20. Postscripts. Although writing a postscript is discouraged, one may be added to a letter to avoid retyping. Type the postscript two typing returns below the signer's name or title or any other notation, e.g., "Enclosure." At the left margin, type "P.S.:" followed by the postscript. The author then signs or initials the postscript. When the signer handwrites a postscript, type it on all copies or photocopy the original for the file.

3.1.21. Material Sent Under Separate Cover. When material referred to in the text is sent under separate cover, type "Separate Cover:" at the left margin, two typing returns below the signer's title or the "Enclosure" notation if there is one. List the material, whether or not it is identified in the text. Send a copy of the letter with the material that is mailed under separate cover.

Example:

Separate Cover:
Form Letters Handbook-10 Copies
Plain Letters Pamphlet-10 Copies
Correspondence Handbook-10 Copies

3.1.22. Courtesy Copies

a. Courtesy Copies (cc:). Type the distribution list of courtesy copies on the original when the recipient needs to know who received copies. Type "cc:" at the left margin two typing returns below the last typed line of the signature block, the enclosure line, or separate cover listing. Directly below the "cc,"; single-space the list of recipients, using office or organizational codes. Always use titles such as Dr., Mr., Mrs., and Ms. on correspondence outside NASA; titles are preferred on NASA internal correspondence but may be omitted as long as names are listed in a consistent format.

Examples (listed in order of preference):

G/Mr. Brown
G/Mr. E. Brown
G/E. Brown

Examples of a designated official in an "Acting" capacity:

Y/Mr. Smith (Acting)
Y/Mr. W. Smith (Acting)
Y/W. Smith (Acting)

Dual-column "cc:" distribution list is permitted when the list is too long to fit in a single column on one page.

b. Preferred Order. Before typing the list of recipients of courtesy copies, study the example below for the correct order. If the letter has enclosures, indicate any recipients who were not sent enclosures by typing the notation "(w/o encls.)" after their names.

Example of a "cc:" list on correspondence originating from GSFC:

cc:
GSFC/100/Mr. Diaz	1. Originator's addressees first**
GSFC/100/Ms. Pierpoint
HQ/A/Ms. Roberts	2. Headquarters addressees next.**
HQ/B/Ms. Warren
HQ/C/Ms. Orrell
HQ/CIM/Ms. Grimes
HQ/CIM-1/Mr. McDougal
ARC/200-1/Ms. Chenier	3. Centers' codes next.**
JSC/AA/Ms. Lopez
*EPA/Mr. Johnson (w/o encl.)	4. Federal agencies next.**
*EPA/Ms. Lee
*GSA/Mr. Brown (w/o encl.)
AT&T/Ms. Smith	5. Non-Federal organizations last.**

*If an organizational acronym is used without first spelling it out, it should be well known to the recipient of the letter.

**All lists must be in alphabetical and numerical order.

3.1.23. Official Record Copy Preparation. The official record copy includes all relevant drafting information concerning the correspondence.

a. Blind Courtesy Copies (bcc:). Use blind courtesy copies when the recipient does not need to know who received copies or to document the office of record. Type "bcc:" on the official file copy two typing returns below the "cc:" listing. Never type "bcc:'s" on the original. The list should include the official file copy with the Agency filing scheme number from Appendix A of NPR 1441.1C, Records Retention Schedules. If the letter has enclosures, indicate any recipients who were not sent enclosures by typing the notation "(w/o encl.)" after their names or codes. Identifying "bcc:" recipients and using dual-column "bcc:" lists will follow the same guidelines as stated in this paragraph.

Example:

bcc:
I/Schumacher
I/Cline
IH/Official File 1330
IH/Reading File (w/o encl.)

b. Identification of Office, Writer, and Typist

1). On the bottom of file copies of the signature page, type the mail code of the preparing office, the writer's first initial and surname, the typist's initials, the date of typing, and the writer's telephone extension.

Example:

c. NPR 1441.1C, Records Retention Schedules, contains the Agency filing scheme for indexing files. Type the official file number on all file copies.

3.2 Concurrences

3.2.1. Obtaining and Documenting Concurrences.

3.2.1.1. If concurrences are required, use NASA Form 1267 (or NASA Form 1267A for laser printers) for the first page of the official file copy. In the concurrence blocks, type the codes and names of concurring officials. Those officials sign and date in the space provided. The signature page reflects cc:'s, bcc:'s, official file, reading file, and identification line.

3.2.1.2. As an alternative to using NASA Forms 1267 or 1267A, type the mail codes and names of concurring officials on the bottom of the yellow official file copy (first page) of the letter. Concurring officials sign and date in the space provided.

3.2.1.3 Each time a letter is rewritten or retyped, add an updated identification line to the official record copy. Include the name of the person who rewrote it or the typist's initials. Replace and destroy all previous copies except the official yellow copy and the marked-up copy. Mark through the previous official copy with a diagonal red line and staple that marked-up copy to the rewritten one. If the marked-up copy is other than the official yellow (or white copy serving as the official yellow), fold it and place it on top of the package for the attention of the rewriter or reviewer. If someone else did the retyping, that person's initials should be in the identification line.

3.2.1.4. Sometimes it is necessary to have concurring or approving officials sign on an original letter or report, e.g., personnel documents requiring several reviewing officials, procurement documents, or planning documents requiring approval. In these cases, use the following format:

Concurrence: _____________________________ (Name) (Title)	____________________________ (Date)
Approval: _____________________________ (Name) (Title)	____________________________ (Date)

3.3 Assembly for Signature forR Standard Business Letter

Assemble letters in accordance with the illustrations in Figure 3-1 of this chapter.

3.4 Envelopes and Mailing

3.4.1 See Chapter 7: Envelopes and Mailing for specific preparation instructions. Consult with your Center's Mail Manager for information on mailing services.

3.4.2 Do not type instructions on the letter indicating special handling or mailing services; e.g., Special Delivery, Certified, or Registered. Consult with your Center's Mail Manager for information on special mailing services.

3.5 Nonpersonalized Business Letter

3.5.1. General. Study the figures in this section before preparing nonpersonalized business letters. The nonpersonalized business letter is a format for specific types of communications with organizations outside NASA. Use this format when the addressee's name is unknown or when a letter is addressed to an organization with attention to a specific individual for special handling. This section describes the format to use when preparing a nonpersonalized business letter.

3.5.2. Attention: Line. In the nonpersonalized business letter, an attention line generally follows the first line of the address at the left margin.

3.5.3. Salutation. There is no salutation in a nonpersonalized business letter.

3.5.4. Subject. Type the word "Subject:" at the left margin, three typing returns below the last line of the address. One-line subjects are preferred. If more than one line is needed for the subject, begin succeeding lines flush with the first character of the subject. Keep the subject short; state concisely the main topic of the letter. Lengthy subjects are discouraged. If responding to a letter with a "Subject:" line, use the same subject. If acronyms or abbreviations are used in the subject, spell them out, followed by the acronym in parentheses. If an abbreviation or acronym is frequently used in a letter, establish it in the subject line so that only the shortened form is necessary in the body of the correspondence. Capitalize the first letter of key words within the subject line.

3.5.5. Reference. Avoid a separate reference line in a business letter, except when it contributes to the understanding of the correspondence and when the number of references is too great to be reasonably incorporated in the first paragraph of the letter. Type "Ref:" at the left margin, blocked, two typing returns below the last line of the subject, followed by an itemized listing of the references. Abbreviate items as much as possible; e.g., type dates in numerical figures (4/15/97). List references as (a), (b), (c), single-spaced, in chronological order with the most recent date listed first. See Figure 3-3 of this chapter.

3.5.6. Text. Prepare the text portion in block format, the same as the standard business letter.

3.5.7. Complimentary Close. There is no complimentary close in a nonpersonalized business letter.

3.6 Legal Letter

3.6.1. General. The Office of the General Counsel, the Office of the Inspector General, and the Offices of the Chief and Patent Counsel at NASA Centers use the legal letter format. Use it solely for legal correspondence relating to a specific case, protest, patent, or license.

3.6.2. Format. The legal letter format is based on the standard business letter with the exception of a caption as explained in paragraph 3.6.3 below. All other elements are the same as the standard business letter.

3.6.3. Caption. Begin the caption by typing "Re:" indented five spaces from the left margin. Use the caption to cite the specific case which is the topic of the letter; e.g., protest, patent, or license. If more than one line is needed, begin succeeding lines flush with the first line of the caption. Indent the entire caption five spaces from the right margin of the letter

3.7 Multiple-Addressee Letters

3.7.1. General. Study the figures in this chapter before preparing a multiple-addressee letter. Use this format for addressees outside NASA or when a more personalized format is needed for addressees within NASA; e.g., award, thank you, and congratulatory letters, or personal invitations.

3.7.2. Format. Prepare identical letters to more than one individual in the same format as the standard business letter.

3.7.3. Original and Copies. Prepare an original letter for each recipient and only one official file copy. Document the list of addressees as follows:

a. Original. When the recipient of a letter needs to know who received identical letters, type "Identical letter to:" two typing returns below the signature block or enclosure line. On the next line, begin the list of recipients of the letter. If there is not enough space at the bottom of the page, type the list on a separate sheet and attach it behind the letter.

b. File Copies. Document the recipients of the letter on the official file copy when the addressees do not need to know who received copies. On the file copy, type "Identical letter to:" two typing returns below the signature block, enclosure line, or the "cc:" line. On the next line, begin the list of the recipients of the letter. If there is not enough space at the bottom of the page, type the list on a separate page and place it behind the file copy.

3.7.4. Exception. When the list of addressees is mostly within NASA, but includes a few individuals from outside NASA, use the multiple-addressee memo as shown in this chapter. An example would be when non-NASA individuals participate in NASA committees or advisory groups.

3.8 Assembly for Signature for Multiple-Addressee Letters

3.8.1. General. Assemble a letter in the proper order so the signer can quickly identify and review all pertinent documents.

3.8.2. Instructions. Arrange the letter and accompanying documents as described in Appendix A when the letter is ready for final review and signature.

3.8.3. Administrator's Packages. See Appendix A for instructions for assembly of Administrator's correspondence packages. Complex packages, at any signature level, may be assembled this way for easier understanding.

3.9 Condolence Letters

3.9.1. A condolence letter will be prepared for the Administrator's signature upon notification of the death of an employee and, as appropriate, upon the death of a former employee or immediate family member of a current or former employee.

3.9.2. The Office of the Administrator requests that the letter be completed and mailed within 3 business days after receipt of notification of the death.

3.9.3. Immediately advise the OCIC upon notification of the death of an employee and, as appropriate, upon notification of the death of a former employee or immediate family member of a current or former employee.

3.9.4. The office to which the employee or former employee was assigned will prepare the letter to the next of kin for the Administrator's signature. The condolence letter should detail the employee's recent career highlights and any other pertinent information in the letter.

3.9.5. The office to which the employee or former employee was assigned will prepare a letter to the employee for the Administrator's signature upon the death of an immediate family member.

3.9.6. The OCIC will initiate the letter in cases in which the applicable office is ambiguous and may request supporting documentation from a cognizant office.

3.9.7. A condolence letter, signed by the Administrator, does not preclude office members and colleagues from sending other condolence communications.

CHAPTER 4: Memorandums (Memos) (Formats)

4.1 Standard Memo

NASA policy is to use memos for internal use only. Letters are used for external and formal use, e.g., congratulations, retirement, condolence. Before preparing memos, study the figures in this chapter. These guidelines are standard features for correct memo formatting for correspondence within and between all NASA Centers, including Headquarters.

4.1.1 Administrator's Correspondence.

See Appendix A: Administrator's Correspondence Preparation and Control for specific instructions on preparing memos for the Office of the Administrator.

4.1.2 Stationery.

Prepare all correspondence on official NASA letterhead. Use plain bond paper for succeeding pages. See Appendix A for stationery to be used for officials in the Office of the Administrator.

4.1.3 Type.

Larger type is preferred over smaller type. Use script or italic only for occasional emphasis. Do not type entire memos in script or italic. However, to prevent a memo from continuing onto a second page, the font size of the type may be reduced.

4.1.4. Ink.

Use black or blue-black ink to type, stamp, and sign correspondence.

4.1.5. Margins.

Set the left margin two spaces to the right of the printed caption "Reply to Attn of:" (1.2 or 1 1/8 inches). Set the right and bottom margins at approximately 1 inch. Set the top margin at 1 inch on the second and succeeding pages. Do not justify the right margin.

4.1.6. File Copies.

Always prepare an official record.

a. Official Yellow File Copies. An official "yellow" record copy is preferred. However, if a yellow copy is not possible, prepare a white copy visibly marked in the upper right corner "Official File" or "Official Record Copy." If concurrences are required, use NASA Form 1267 (or 1267A for laser printers) for the first page of the official file copy of the memo.

b. Other File Copies. Individual office requirements vary. Prepare only the number of copies required for distribution, based on the correspondence practices of the preparing office.

4.1.7 Reply to Attn of: (Writer's Code).

The writer's organizational and/or mail code or mail stop serves as a basic identification symbol and must appear on all outgoing correspondence. Type only the writer's code in letters or numerals on the "Reply to Attn of:" line.

4.1.8. Dating Correspondence.

Date the memo after it is signed. Stamping the date is preferred; however, if typed, ensure that the type style is the same as the memo. Stamp or type the date at the right margin directly across from the "Reply to Attn of:" line, e.g., August 20, 1994. Do not use military style (e.g., 20 Aug 1994) or endings such as "st" or "th" after the day (e.g., Aug 20th).

4.1.9. Address.

Always type the "TO:," "THRU:," and "FROM:," in all caps.

a. TO: Type "TO:" at the left margin, three typing returns below the "Reply to Attn of:" line. Seven spaces after "TO:," type the mail code and title of addressee. The use of titles is preferred; however, if an individual does not use a title, it is acceptable to have a memo from a title to a name or from a name to a name (use full name, e.g., B/John A. Smith).

b. THRU: Use the "THRU:" line when one or more addressees are needed to endorse (i.e., approve, concur, coordinate) the document prior to its receipt by the addressee and when the endorsement needs to appear on the original document. The "THRU:" line addressee signs and dates the memo next to his or her name before forwarding. Type "THRU:" directly below the last line of the "TO:" line. Single space between each "THRU:" line addressee.

c. FROM: Type "FROM:" at the left margin, two typing returns below the "TO:" or "THRU:" line. The "FROM:" line includes the mail code and title of the signer. The use of titles is preferred; however, if an individual does not use a title, it is acceptable to have a memo to a title from a name or from a name to a name (use full name, e.g., B/John A. Smith).

4.1.10. Subject.

Type "SUBJECT:" at the left margin in all caps, two typing returns below the last line of the "FROM:" line, followed by the subject. If more than one line is needed for the subject, begin succeeding lines aligned with the first character of the subject. The subject should state concisely the main topic of the memo. If acronyms or abbreviations are used in the subject, spell them out, followed by the acronym in parentheses. If an abbreviation or acronym is frequently used in a memo, establish it in the subject line so that only the shortened form is necessary in the body of the correspondence. Capitalize the first letter of key words within the subject line, and do not use articles, e.g., a, an, the.

4.1.11. Reference.

Avoid a reference line in a business memo, except when it contributes to the understanding of the correspondence and when the number of references is too great to be reasonably incorporated in the first paragraph of the memo. Type "REF:" at the left margin, blocked, two typing returns below the last line of the subject, followed by an itemized listing of the references. Abbreviate items as much as possible; e.g., type dates in numerical figures (4/5/94). List references as (a), (b), (c), single-spaced in chronological order with the most recent date listed first. See Figure 4-2 of this chapter.

4.1.12 Body of Memo.

Use single-spaced text with double spacing between paragraphs. Type text paragraphs in block form. When a paragraph is broken into subparagraphs, number and letter the subparagraphs as shown in Chapter 3, Figure 3-2. Hyphenate sparingly to ensure a uniform right margin. Avoid hyphenating more than two consecutive lines. Also, avoid hyphenating at the end of the first line or the end of the last full line of a paragraph.

4.1.13. Widows and Orphans.

Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. Do not continue a paragraph on the following page unless two lines can be carried over to that page.

4.1.14. One-Paragraph Memo.

Double spacing may be used if a memo contains only one paragraph and consists of 10 lines or less. See Figure 4-2 of this chapter.

4.1.15. Succeeding Pages.

Type succeeding page(s) of a memo on plain bond paper. Beginning with the second page, type the page number five lines from the top of the page, approximately 1 inch to the left of the right edge of the page. Continue the body of the memo two lines below the page number. Allow the same margins as for the first page.

4.1.16. Signature Blocks.

a. Format. Type the signature information at the left margin, five typing returns below the last line of text. Type the name of the signing official only. Do not use Mr., Mrs., Ms., or Dr., in the signature block.

b. Acting Official. If it is known before typing that an acting official will sign the memo, type that person's name and the word "Acting" before the title in the "FROM:" line. If the memo has been prepared for the signature of the signing official but is actually signed by another, the person signing will write "for" in front of the typed name. Mark courtesy copies with the actual signer's name to establish for the record which person actually signed.

4.1.17. Enclosures.

Any material included with a memo is called an enclosure. Type the word "Enclosure" flush left, two lines below the signature block.

a. Enclosures Identified in the Text. When possible, identify enclosures in the text in as few words as possible or by title. If there is more than one enclosure, indicate the number as follows:

3 Enclosures

b. Enclosures Not Identified in the Text. When enclosures are not identified in the text, type the list at the left margin. List each enclosure on a separate line as in the following examples:

Example of unnumbered enclosures:

4 Enclosures:
Form Letters Handbook
Plain Letters Pamphlet
Organizational Chart
The NASA Scientific and Technical Information System

or

Example of numbered enclosures:

3 Enclosures:
1. Form Letters Handbook
2. Plain Letters Pamphlet
3. Organizational Chart

c. Marking Enclosures. On the first page of each enclosure, the word "Enclosure" must be typed in the lower right corner; e.g., Enclosure, Enclosure 1, Enclosure 2.

4.1.18. Material Sent Under Separate Cover.

When material referred to in the text is sent under separate cover, type "Separate Cover:" at the left margin, two typing returns below the signer's title or the enclosure notation if there is one. List the material, whether or not it is identified in the text. Send a copy of the memo with the material that is mailed under separate cover.

Example:

Separate Cover:
Form Letters Handbook-10 copies
Plain Letters Pamphlet-10 copies
Correspondence Handbook-10 copies

4.1.19. Courtesy Copies.

a. Courtesy Copies (cc:). Type the distribution of courtesy copies on the original when the recipient needs to know who received copies. Type "cc:" at the left margin two typing returns below the last typed line of the signature block, the enclosure line, or separate cover listing. Directly below "cc:," single space the list of recipients, using office or organizational codes. Always use titles such as Dr., Mr., Mrs., and Ms. on correspondence to outside NASA addressees; titles are preferred on NASA internal correspondence but may be omitted as long as names are listed in a consistent format.

Examples (listed in order of preference):

cc:
G/Mr. Frankle
G/Mr. E. Frankle
G/E. Frankle

Examples of designating officials in an "Acting" capacity:

Y/Mr. Smith (Acting)
Y/Mr. M. Smith (Acting)
Y/M. Smith (Acting)

A dual-column "cc:" distribution list is permitted when the list is too long to fit in a single column on one page.

b. Preferred Order. Study the following example for the correct order before typing the list of recipients of courtesy copies. If the memo has enclosures, indicate any recipients who were not sent enclosures by typing the notation "(w/o encl.)" or after their names.

Example:

cc:
HQ/AI/Dr. Mulville	1. Originator's addressees first.**
HQ/AS/Ms. Olsen
HQ/F/Ms. Novak	2. Headquarters addressees next.**
HQ/FE/Mr. Owens
HQ/FM/Mr. Sullivan
HQ/FPP/Ms. Irwin
ARC/200-2/Ms. Jaynes	3. Centers' codes next.**
ARC/233-14/Ms. Chenier
DFRC/O/Ms. Rudy
JSC/AA/Ms. Womack
JSC/AC/Ms. Marshall
*DOC/Mr. Lancaster (w/o encl.)	4. Federal agencies next **
*DOT/Mr. Smith
*GSA/Mr. Merman (w/o encl.)
Johns Hopkins University/Dr. Reader	5. Non-Federal organizations last**
Seattle, WA/Mr. Jones

*If an organizational acronym is used without first spelling it out, it should be well known to the recipient of the memo.

**All lists must be in alphabetical and numerical order.

Official Record Copy Preparation.

The official record copy includes all relevant drafting information concerning the correspondence.

a. Blind Courtesy Copies (bcc:). Use blind courtesy copies when the recipient does not need to know who received copies or to document the office of record. Type "bcc:" on the official file copy two typing returns below the "cc:" listing. Never type "bcc:" on the original. The list should include the official file copy with the Agency filing scheme number from Appendix A of NPR 1441.1C, Records Retention Schedules. If the memo has enclosures, indicate any recipients who were not sent enclosures by typing the notation "(w/o enclosure)" or "(w/o encl.)" after their names or codes. Identifying "bcc:" recipients and using dual-column "bcc:" lists will follow the same guidelines as stated in Chapter 3, paragraph 3.1.23.a.

Example:

bcc:
FM/Mr. Sullivan
FPH/Official File 1330
FPH/Reading File (w/o enclosure)

b. Identification of Office, Writer, and Typist.

1) On the bottom of file copies of the signature page, type the mail code of the preparing office, the writer's first initial and surname, the typist's initials, date of typing, and the writer's telephone extension.

Example:

F/JSmith:abd:2/20/97:1234

2) If the memo is rewritten or retyped, type a second identification line directly below the first.

Example:

F/JSmith:abd:2/20/94:1234
Rewritten: F/EJones:olr:2/28/94:8135
Retyped:AI/sdf:3/5/94:1024

c. NPD 1440.6G, NASA Records Management, and NPG 1441.1D, Records Retention Schedules, contain the NASA numbering system for indexing files. Type the official file number on all file copies as indicated in paragraph 4.1.20.a.

4.2 Concurrences

4.2.1. Obtaining and Documenting Concurrences

4.2.1.1. If concurrences are required, use NASA Form 1267 (or NASA Form 1267A for laser printers) for the first page of the official file copy. In the concurrence blocks, codes and names of concurring officials may be typed. Those officials will sign and date in the space provided. The signature page will reflect the cc:, bcc:, official file, reading file, and identification line.

4.2.1.2. As an alternative to using NASA Forms 1267 or 1267A, type the mail codes and names of concurring officials on the bottom of plain paper (first page) which will be used as the official file copy of the memo. Concurring officials will sign and date in the space provided.

4.2.1.3. Each time a memo is rewritten or retyped, an updated identification line should be added to the official record copy. Replace and destroy all previous copies except the official copy and the marked-up copy. Mark through the previous official copy with a diagonal red line and staple it to the back of the rewritten one. If the marked-up copy is other than the official one, fold it and place it on the top of the package for the attention of the rewriter or reviewer. See paragraph 4.1.20.b.(2).

4.2.1.4. Sometimes it is necessary to have concurring or approving officials sign on an original letter or report; e.g., personnel documents requiring several reviewing officials, procurement documents, or planning documents requiring approval. In these cases, use the format as shown below and also see also Figure 4-6.

Concurrence:

_______________________________ _____________________
(Name) (Date)
(Title)

Approval:

_______________________________ _____________________
(Name) (Date)
(Title)

4.3 Assembly for Signature for Memos

Assemble memos as illustrated in Figures 4-7 and 4-8.

4.4 Envelopes and Mailing

4.4.1. See Chapter 7: Envelopes and Mailing for specific preparation instructions. Consult with your Center's Mail Manager for information on mailing services.

4.4.2. Do not type instructions on the memo indicating special handling or mailing services; e.g., Special Delivery, Certified or Registered. Consult with your Center's Mail Manager for information on special mailing services.

4.5 Multiple-Addressee Memos

Memos are often addressed to more than one individual and require a variety of formats. Study the figures in this chapter before preparing a multiple-addressee memo.

4.5.1. Address. If a memo is addressed to more than three individuals, address it to a categorical group. If addressees do not fall under a category, address the memo to "Distribution." Figures 4-7 through 4-13 (4-7 /4-8 /4-9 /4-10 /4-11 /4-12 /4-13) depict forms of addressees for all variations of multiple-addressee memos.

4.5.2. Original vs. Photocopy. When addressees are listed in the "TO:" line of a memo, send each individual an original memo with an original signature. If addressees are part of a distribution list, send each addressee a photocopy of the memo and retain the original in the official file.

4.5.3. Distribution List. Type the name of the specific group or "Distribution:" two typing returns below the signature block or the enclosure or separate-cover listing. Begin the list of all recipients directly beneath the heading. Single space the list and arrange in alphabetical/ numerical order by Center/Code, except when listing those names at the signer's Center first. (See 4.1.19.b for preferred order.) When the list will not fit on the same page as the signature, type a separate page for the distribution list, or a dual-column list may be used. After the memo is signed, staple the list in front of the memo. See Figure 4-7.

4.6 Memorandum for the Record

A memo for the record is an informal memo used to establish an official record of telephone conversations, meetings, conferences, or travel. See Figure 4.14.

4.6.1. The original is filed by the author for future reference; therefore, a "TO:" line is not required.

4.6.2. A "cc:" notation, as shown below, names individuals who are to receive copies. All other rules for preparation of memos apply to this figure.

CHAPTER 5: Information Communications

5.1 General.

Type or legibly handwrite and proofread information communications. Use one of the techniques outlined in this chapter.

5.2 Routing Slip

5.2.1. Use NASA Form 26 , NASA Routing Slip. Use NASA Form 26 to direct correspondence or other documents to one or more addressees within NASA (see Figure 5-1).

a. Brief, informal comments may be made on the routing slip, but DO NOT use the Routing Slip for recording approvals, nonapprovals, or concurrences pertaining to attached documentation. Figure 5-1) illustrates three methods for using the Routing Slip: 1) routing a document to an individual; 2) routing to an individual with information copies to other individuals; and (3) routing to several officials in a specific order, with indicators of the purposes for routing to each.

b. Number the block to the left of the addressee's name to agree with the number of the action requested from items listed. A recipient may add addressee(s) to the slip.

5.3 Memorandum of Call.

Use Standard Form 63, Memorandum of Call, to inform office personnel of a telephone call or a visitor. See Figure 5-2.

Accurately record the caller's or visitor's name. When in doubt, ask for the proper spelling of the name. Obtain the origin of the call, the telephone number (including the area code), and the nature of the call to facilitate the return of the call. Always indicate the date and time of the call.

5.4 Executive Message Recording Pad.

Use the Executive Message Recording Pad to document official telephone conversations when necessary. This form is designed to retain a carbon copy of all the pertinent information that is recorded. It can be ordered on GSFC Form 20-7A by referencing NSN 7510-01-357-6830. See Figure 5-3).

CHAPTER 6: Electronic Communications

6.1 General

Electronic communications, where available, are designed to send information quickly, easily, and with the least amount of effort to one or more addressee(s). Follow the tips from the Gregg Reference Manual, Eighth Edition, page 484, section 1708.

6.1.1. Keep messages short. Hold the overall length to 25 lines (the number of lines that will fit on one screen). Limit each line to a maximum of 80 characters.

6.1.2. One subject. Restrict each message to one subject. It is better to send two separate messages than to cover several topics in one message.

6.1.3. Subject line. Provide a subject line for each message. A subject line helps the recipient of many messages to screen them quickly to determine which require the most prompt action.

6.1.4. Do not use all capital letters in your messages. Follow the standard rules of capitalization. Generally, capitalizing all letters implies that the writer is shouting at the reader.

6.2 Electronic Mail Communications

6.2.1. E-mail is an alternative communications tool to facilitate Government business.

6.2.2. EUDORA PRO is the NASA Headquarters electronic service (e-mail) and is one of three approved clients for the Agency. Each NASA Center has a postmaster who is responsible for the effective use of the e-mail system and for coordinating with the postmasters at the other NASA Centers. In addition, some NASA Centers and individual organizations may have local e-mail systems.

6.2.3. E-mail systems are not secure. Never use them to transmit classified information even if it is encrypted. However, sensitive, but unclassified, information may be sent using e-mail if it is encrypted.

6.2.4. Follow the standards, writing styles, and formatting as stated in this NPG when e-mail is purposely selected as the alternative for sending an official NASA memo and when e-mail is used as the communications tool for disseminating other NASA information; e.g., special notices and press releases.

6.2.5. Personalized signature blocks should reflect official business information; e.g., sender's name, title, organization, telephone and fax numbers.

6.2.6. Follow Management Bulletin: 97:01, Guidance for Determining Retention of E-mail (E-mail Documents that are Federal Records), to properly manage the creation and retention of documents and messages, both record and nonrecord, that were created or transmitted using e-mail.

6.3 Facsimile (Fax)

6.3.1. Use facsimile transmissions to transmit official business when there is not enough time to send documents through other mail services. Since faxing costs much more than ordinary mail services, fax only when necessary. Faxes must be followed up by sending the original correspondence for official record purposes. Classified information may be faxed only from secure fax systems located at the Center's Security Office and some communications centers. Consideration may be given to using these secure systems to fax sensitive but unclassified information.

6.3.2. Lead Sheet for Fax Transmission. Use NASA Form 1120, Facsimile Transmission, as the first page of transmissions outside NASA. Show both the sending and receiving Center's name in the "TO:" and "FROM:" lines. In addition to the names of the person(s) addressed and the telephone numbers, show both the sending and receiving fax numbers, voice numbers, and office mail codes. The sender may provide additional information concerning the message in the "TO:" section of the form. The office of primary responsibility for the transmission keeps the official file copy.

6.3.3. Page Size. Pages to be transmitted may be 8 1/2 by 11 inches to 8 1/2 by 16 1/2 inches.

6.3.4. Multiple Addressees. Fax machines are located in most NASA offices and are very efficient for sending time-critical information to one or more addressees. Every NASA Center has a Communications Center that has the capability of sending documents to multiple addressees simultaneously at a high speed.

6.3.5. Approval Required. Transmissions of more than 50 pages require the signature of a Branch Chief or higher level official and full justification in the body of the form.

6.4 Telex (Teleprinter Exchange)

6.4.1. NASA Headquarters and every NASA Center have a message center and the capability to send both domestic and worldwide telex messages.

6.4.1.1. A telex is more costly and slower than a fax transmission.

6.4.1.2. Use telex only when fax or other means of communications are unavailable or impractical, e.g., when transmitting to the states of the former Soviet Union.

6.5 NASA Communications Network (NASCOM) Messages

6.5.1. The NASA Communications Network (NASCOM) provides operational communications in support of NASA projects and program activities. The NASCOM interconnects such facilities as NASA foreign and domestic tracking, telemetry, and command control stations; launch areas; test sites; and mission and network control centers. The NASCOM network is an unclassified network; NO CLASSIFIED TRANSMISSIONS ARE AUTHORIZED. NASCOM should only be used for the transmission of mission and nonmission-message traffic that falls within the scope outlined above. NASCOM message traffic can be readily identified by the use of unique four-character routing indicators, e.g., GNHQ equates to NASA Headquarters.

6.5.2. Contact your Center's message center for information on formats and use of NASCOM.

6.6 Other Types of Communications Services

6.6.1. Many Center message centers provide additional types of electronic communications services. Each Center should make their users aware of services provided to ensure that the service desired is available. Some of these services are as follows:

6.6.1.1. Priority Letter. Laser-printed priority letters are delivered within 2 business days in the United States.

6.6.1.2. Telegram. Telegrams are delivered by telephone or printed copy in a few hours to any location within the United States (except Hawaii) and to Canada.

6.6.1.3. Cablegram. Cablegrams are delivered overnight by printed copy to Hawaii and overseas locations. Send a cablegram to communicate with someone overseas who does not have a fax or telex.

6.6.1.4. Mailgram. Mailgrams are overnight letters you can send to anyone in the United States, Puerto Rico, and Canada and are delivered with the next day's mail. Consult with your Center's Mail Manager for the availability of this type of service.

CHAPTER 7: Envelopes and Mailing

7.1 General

7.1.1. This chapter explains how to address letter-sized envelopes and other mailers for unclassified correspondence as depicted in Figure 7-1.

7.1.2. Use only Government-approved envelopes and mailers. All official Government mail must be placed in approved mailers, and all outgoing mail must be processed by a NASA Mail Center.

7.1.3. Never place official Government mail in U.S. Postal Service (USPS) deposit boxes nor take to USPS Centers.

7.1.4. Consult with your Center's Mail Manager to obtain information for bulk or mass mailings and use of the NASA mailing permit indicia.

7.1.5. Consult with your Center's Mail Manager or mail handbook about types, costs, and restrictions for special mail services, including registered, certified, and express and expedited mailing or shipping requirements, bulk and mass mailings, and messenger services.

7.2 Envelopes

7.2.1. Use NASA-printed envelopes (see Figure 7-1) to send official mail through the USPS and to other NASA Centers.

7.2.2. Use preprinted NASA mailing labels on plain business and flat-sized envelopes and other mailers.

7.2.3. Use the smallest sized envelope necessary to reduce postage costs.

a. Letter-sized envelopes (4 1/8 x 9 1/2 inches). Fold from one to five pages of correspondence to a .25-inch maximum thickness.

b. Flat-sized envelopes. Flat envelopes are rectangular in shape and exceed one or more of the maximum dimensions for letter size envelopes but do not not exceed 15 inches in length, 12 inches in height, or .75 inches in thickness. The NASA standard flat-sized envelopes are brown 9 1/2 x 12 inches and brown 10 x 12 inches. Use flat-sized envleopes for communications that cannot be folded or, if folded, will exceed the .25-inch maximum thickness permitted for letter-sized envleopes.

7.2.4. Do not use any other envelopes or mailers other than those described in 7.2.3.a. and 7.2.3.b. above). Consult with your Center's Mail Manager before planning to use any other envelope or mailer to ensure they comply with NASA policy and USPS restrictions.

7.2.5. Do not use window envelopes to mail general correspondence. Window envelopes cannot be used to mail material that--

a. contains national security information,

b. is highly confidential to NASA or the addressee,

c. is being sent registered mail via the USPS,

d. is being sent to international addresses, or

e. is being sent to high-level officials in the Government or private sector.

7.2.6. Do not use staples to secure any size mailer, including padded mailers.

7.3 Address Information and Placement

7.3.1. Addresses must include, at a minimum, the five-digit ZIP Code and, when available, ZIP Code + four digits.

7.3.2. Address Placement (see Figure 7-1).

a. Place the address information on standard letter-sized envelopes within the automatic machine reading zone.

b. Affix NASA mailing labels on flat-sized envelopes, using Figure 7-1 as a guide.

7.3.3. Type, stamp, or machine-print the address. Avoid script or other fancy font styles.

7.3.4. Use all uppercase letters. Do not use punctuation (except the hyphens in the mail code and the nine-digit ZIP Code). The USPS prefers this format. However, the USPS optical character reader will interpret traditional styles of addresses (upper and lowercase letters with punctuation).

7.3.5. Use only the approved two-letter State abbreviations (as shown in Figure 7-2) in letters wherever a State is part of a mailing address. Do not use these abbreviations in the body of the correspondence.

7.3.6. International Destinations: Place the name of the country on the last line in all capital letters.

7.3.7. The mail stop or mail code of the originating office must be placed in the top left corner of the envelope or mailing label. This is a mandatory requirement and is used to identify items returned for nondelivery. The letter "A" must be placed in the top left corner of the envelope or mailing label as the return mail code for packages signed or originated by the Administrator or Associate Deputy Administrator.

7.3.8. Avoid attention lines. If one is necessary, placement must be on the first line of the address information.

7.3.9. The address information must be in proper sequence. Address information must be limited to five lines or less.

Examples:

NASA

DR HENRY MCDONALD
DIRECTOR
NASA AMES RESEARCH CENTER
MAIL STOP 200
MOFFETT FIELD CA 94035-1000

Industry

MR JOHN M DOE
MGR ADVANCED PROGRAMS, ASTRONAUTICS DIV
LOCKHEED MISSILES AND SPACE COMPANY INC
1111 LOCKHEED HWY
SUNNYVALE CA 94089-3504

University

DR JOHN M DOE
DEPARTMENT OF AERONAUTICS AND ASTRONAUTICS
MASSACHUSETTS INSTITUTE OF TECHNOLOGY
CAMBRIDGE MA 02139

Military

NAVAL AIR STATION
DEPARTMENT OF THE NAVY
PATUXENT RIVER MD 20670-5304

Foreign

MR THOMAS CLARK
117 RUSSELL DRIVE
LONDON WIP6HQ
ENGLAND

CHAPTER 8: Classified Correspondence

8.1 Ssfeguards and Controls and Equipment and Supplies

8.1.1. Markings. The drafting of classified correspondence is governed by NPD 1600.2A, NASA Security Policy. This is the primary reference for preparing, marking, and handling classified correspondence. Personnel with or without a security clearance should review NPD 1600.2A. All material requiring protection in the interest of national security must be marked appropriately to alert people of the classification level so that the material may be safeguarded.

8.1.2. Equipment and Supplies. To draft or reproduce classified correspondence, use only typewriters, computers, and copiers that have been specifically designated for that purpose. NASA Center Security Offices are the only organizations authorized to confirm and approve certification of equipment for these purposes.

8.1.3. Safeguards. When classified material is not under the direct control and supervision of an authorized person, it must be stored appropriately. Only Center-designated Security Offices are authorized to approve and designate storage containers.

8.1.3.1. Appropriate storage includes the use of safes, vaults, or alarmed rooms. Only GSA-approved safes may be used to store classified materials.

8.1.3.2. Ensure that all classified material is properly secured in an approved container prior to leaving your work area.

8.1.3.3. Not only must the document be stored in the safe, but so must related classified notes, drafts, and any typewriter ribbons and/or disks used in drafting the document.

8.1.3.4. There are special stickers to place on computer disks that contain classified materials. These stickers are available at your Center's Security Office.

8.2 Format and Marking

8.2.1. Except for marking requirements, prepare classified correspondence in the same format as unclassified correspondence. Executive Order 12958, Classified National Security Information, requires four specific markings that are required on classified documents. Refer to Figure 8-1.

Portion Marking

Overall Classification

A "Classification by" line

A "Declassify on" line

8.2.1.1. Portion Marking. The first step in preparing a classified document is for the writer to identify the classification, or lack thereof, of each component (subject, title, and paragraph) of the document. This ensures that the reader understands the classification of specific information. At the beginning of each paragraph, the writer annotates the classification as listed below and shown in Figure 8-3. Titles and subject lines are marked at the end of the sentence in a similar fashion.

(S) SECRET paragraph or portion

(C) CONFIDENTIAL paragraph or portion

(U) UNCLASSIFIED Portion

8.2.1.2. Overall Classification. The second step is to determine the overall classification of the document. The overall classification of a document is determined by the highest classification of any paragraph in the document. For example, in a five-paragraph document, if one paragraph is classified as SECRET, another as CONFIDENTIAL, and the remainder as UNCLASSIFIED, the overall classification of the document is SECRET. Mark the overall classification clearly at at both the top and bottom on each page of the document.

8.2.1.3. Format and Location. This overall classification must be stamped in capital letters, plainly, and conspicuously about 1/4 inch from the top and bottom of each page of the document. These overall classifications, CONFIDENTIAL, SECRET, and TOP SECRET, may be accompanied by additional information, known as caveats. Caveats are always placed below the overall classification on the top of the page and above the overall classification at the bottom of the page.

Example:

Top of the page

SECRET
NOFORN

Bottom of the page

NOFORN
SECRET

8.2.1.4. The most common caveats used in drafting classified correspondence include the following. Refer to NPR 1620.1A, Security Procedures and Guidelines, and NPD 1600.2A, NASA Security Policy, for further information.

CNWDI - Critical Nuclear Weapons Design Information
FGI - Foreign Government Information
FRD - Foreign Restricted Data
LIMDIS - Limited Dissemination
NATO - North Atlantic Treaty Organization; Releasable to the representatives of the member nations
NOCONTRACT - Restricts access from Contractor personnel
NOFORN - Restricts access from Foreign Nationals
RD - Restricted Data
SAP - Special Access Program
WNINTEL - Warning Intelligence Sources or Methods Involved

8.2.1.5. A "Classified by" Line. The "Classified by" marking identifies the original classification authority, which is the originating agency or office. This line is specifically used when the originator's name does not appear in the document, either in a "FROM" line or as the signatory of the cover letter. Place the "Classified by" marking on the bottom lower right of the front or title page. Refer to NPD 1600.2A for information on officials authorized to make classification, declassification, and downgrading decisions; procedures for declassification; and derivative classification determinations required when classified information is extracted from source documents and restated in other documents.

Example:

Classified by: Office of Space Flight

8.2.1.6. A "Declassify on" Line. This marking indicates the date the document will become declassified. Whenever possible, cite a specific date or event. If this is not possible, state "Originating Agency's Determination Required," which means that the information must be reviewed by the originator before any declassification action can be taken. Place this marking on the lower right of the cover page or first page of the document, below the "Classified by" marking.

Example:

Declassify on: January 1, 2010

8.2.1.7. Occasionally, the original classifier of a document can predetermine a date or event upon which it will be possible to downgrade the classification level rather than fully declassifying it. In those cases, instead of "Declassify on," mark as follows:

Example:

DOWNGRADE TO: SECRET
ON: July 1, 2010

or:

DOWNGRADE TO: CONFIDENTIAL
ON: Completion of the 1998 Trade Commission

8.2.1.8. Page, Copy, and Series Numbering. These marks are used to assist in page counting of SECRET and TOP SECRET documents and to ensure the ability to account for each copy of the document. These marks are applied to the upper right corner of all SECRET and TOP SECRET documents. This marking is not required for CONFIDENTIAL documents.

Example:

This Document consists
of ____ Pages.
Copy No. ____ of _____ copies
Series _________.

8.3 Transmission of Classified Correspondence

8.3.1. Transmission of Classified Correspondence (see Figure 8-2). Classified material may be transmitted and disseminated only by approved methods. Each classification level has its own specific, approved methods. Refer to NPD 1600.2A for detailed instructions. The following are the most common transmission guidelines.

8.3.1.1. Mailing Classified Material. The USPS may be used to transfer Confidential and Secret material within the United States as discussed below. However, ALL classified material to be transferred outside of the United States or its territories must be approved by the cognizant Center's Security Office.

8.3.1.2. Confidential. Send by registered or certified mail within the United States or its territories via the USPS.

8.3.1.3. Secret. Send by registered mail via the USPS.

8.3.1.4. Top Secret. NEVER send Top Secret material through any mail system. Top Secret material may only be transferred by authorized and approved electronic means or carried by cleared couriers. All Top Secret material should be logged in and out by the Top Secret Control Officer of your Center's Security Office.

8.4 Addressing Classified Correspondence

8.4.1. Always address classified material to an activity, not to an individual.

8.4.2. The outer envelope must include the complete destination address and your activity's complete return address.

8.4.3. Double-wrap classified material and correspondence; use two envelopes. The outside envelope must conform to the instructions detailed within this NPR. The inner envelope must have both addresses as shown on the outer envelope, plus the overall classification of the document being transferred. Mark the classification level on the front and back top, and bottom of the envelope.

8.4.4. The inner envelope must have both addresses as shown on the outer envelope, plus the overall classification of the document being transferred.

8.4.5. This classification mark will be placed on the front and back of the envelope and the top and bottom.

8.4.6. Attach a classified material receipt (NASA Form 387) to the inner envelope for the addressee to sign and return to your activity. This confirms that the addressee received the document. For specific instructions on sending Top Secret material, refer to NPD 1620.2A or contact the Center's Security Office. If receipt is not confirmed within 20 days, initiate tracer action. If this action does not confirm receipt, contact the Center's Security Office.

8.4.7. Internal to NASA Centers. When you take classified documents outside the work area, you must carry them in a sealed, opaque envelope to prevent advertising that you are carrying classified material. When you are using classified material within the work space, it should have a classified cover sheet on the document if it is outside of the container, e.g., on your desk.

8.4.8. External to NASA Centers. If you are required to hand-carry classified documents outside of a NASA Center, you must receive a briefing and a courier card from your Center's Security Office before you are approved to take classified documents offsite.

APPENDIX A: Administrator's Correspondence Preparation and Control

1. Before preparing memos or letters for officials in the Office of the Administrator, study the figures in this appendix. Prepare correspondence for signature of the officials in the Office of the Administrator in a clear, direct, and concise style and confine to one page whenever possible. If additional information is essential, develop it in an enclosure.

a. Letters. Prepare letters in the modified semiblock style, indenting paragraphs five spaces (see Appendix A, Figure A-1). Do not right-justify margins.

b. Memos. Prepare memos in block style, following the general guidelines outlined in Chapter 4: Memorandums (see Figure A-2 of this appendix). Do not right-justify margins.

c. Approval Memos. When requesting approval of officials in the Office of the Administrator, prepare a memo for the official's signature containing the proposed response. See Appendix A, Figure A-3.

d. White House and Congressional Correspondence. See Appendix B, White House and Congressional Correspondence.

2. Stationery. Use Office of the Administrator's letterhead for preparing letters and memos for the signature of officials in the Office of the Administrator. Administrator's letterhead is available from the OCIC or from the GSFC Supply Center through designated code-specific authorizing officials (usually the lead secretary of the code).

3. Type. Use any font for the Administrator's correspondence that is easy to read. Suggested fonts are courier, times new roman, or arial, ranging in sizes from 10 to 12.

4. Reply to Attn of: The Administrator's letterhead does not contain a "Reply to Attn of:" line. Do not show the originating office's code and mail stop on either original memos or letters.

5. Date. Do not date the letter or memo. Correspondence is date stamped in either the Administrator's office or OCIC.

6. Salutation. Appendix E lists models of addresses, including proper salutations. For addresses not listed, or if in doubt as to proper salutation or complimentary close, contact the OCIC.

7. Complimentary Close/Signature Block on Letters. Type the complimentary close and signature block on letters five spaces to the right of the center. See 17. Signature Blocks of this Appendix and also Figure A-1, page A-6, of this Appendix. These examples indicate the proper complimentary close and signature blocks for officials in the Office of the Administrator.

8. Copies.

a. The OCIC requires three file copies:

Yellow official file copy-Showing concurring initials: (NASA Form 1267) OCIC official file copy.

White file copy-OCIC file copy (plain bond).

White file copy (letterhead copy)-Stamped and returned to Action Office as its official file copy; action office uses this copy to reproduce and distribute cc's and bcc's.

b. Original. The OCIC will dispatch the original. Absence of an envelope indicates that the original will be mailed by the Action Office. For addressees outside NASA Headquarters, the Action Office is to include properly addressed envelopes (see paragraph 13.c. of this appendix).

9. Distribution of Copies. Keep reproduction and distribution of information copies to the minimum required.

a. Courtesy Copies (cc). Type cc's on the original only when it is necessary for the recipient of the letter to know who received copies. After signature, the OCIC will return a photocopied original to the action office for distribution to cc's, or if no cc's are required, this photocopy will serve as a record of the signature for the Action Office.

b. Blind Courtesy Copies (bcc). Type bcc's on file copies only. The bcc's include all concurring officials and individuals who received a copy of the incoming document. After obtaining signature, the OCIC will return a file copy to the preparing office for reproduction and internal NASA distribution.

10. Administrator's Control Number and Suspense Date. Show the Administrator's control number and suspense date on all file and internal information copies (bcc's). Do not include any of this identifying information on cc's or copies going outside NASA.

11. Identification of Office, Writer, and Typist.

Example:

BPM/RFJones:pld:12/12/92:4831

If rewritten or retyped:

BPM/RFJones:pld:12/12/92:4831
Rewritten:BFB/JLSmith:ofb:1/4/93:3675
Retyped:BFB/ofb:1/5/93:3675

12. Action Document Summary (ADS).

a. NHQ Form 117, Action Document Summary, summarizes important aspects of the letter or memo submitted for signature. Detailed instructions for preparing the ADS are shown in Figure A-4. The original ADS will be retained by the OCIC, and a copy will be returned to the originator.

b. ADS guidelines:

1. Type legibly (neat corrections are acceptable).

2. Type on the original form or on a reproduced copy.

3. Limit to one page. If it is necessary to use two pages, use plain bond for the second page.

4. Write in active voice.

13. Assembly for Signature.

a. When the letter is ready for final review and signature, assemble it as outlined below.

b. The following mandatory supplies should be in good condition:

1. One lavender folder (to be used only for signature packages for the Office of the Administrator).

2. ADS, NHQ Form 117.

3. Signature and Incoming Tab, NASA Form 422.

4. Concurrence and Background Tab, NASA Form 423.

5. Enclosure(s) Tab, Form 1658.

6. Executive Correspondence Cover.

7. Four binder clips.

For instructions to assemble signature packages containing directives, Click Here

c. Preaddressed envelopes (appropriate size) are included in the package to mail the original to addressees outside NASA. Address envelopes properly with office code of signer indicated in the top left corner (e.g., Codes A, AE, AI).

d. If the letter has enclosures, attach an extra set to the official file copy.

14. Routing. The Action Office is responsible for hand-carrying Administrator's signature packages between all offices for concurrences and, ultimately, to the OCIC. The package should not remain in any one office for more than 24 hours and should reach the OCIC prior to the suspense date.

15. Control of Office of the Administrator's Correspondence. The OCIC screens, controls, assigns, and distributes all correspondence addressed to or signed by officials in the Office of the Administrator. Each Headquarters Office has the following responsibilities:

a. Establishing and maintaining a control system for flow of the Office of the Administrator correspondence.

b. Reviewing incoming documents to ensure that action has been assigned to the appropriate person or office.

c. Ensuring that response deadlines are appropriate and are met.

d. Reviewing the signature package to ensure that all the guidelines of this Appendix have been met.

e. Hand-carrying documents to the OCIC for signature and dispatch.

16. Coordination of Assigned Actions.

a. Reassigning Action. If an action has been incorrectly assigned, contact the Code-specific analyst immediately to determine proper action reassignment. The action transfer can then be coordinated by the respective CCL's.

b. Extending or Canceling Suspense Requirements. Immediately upon receipt, review the action document to determine if the suspense date can be met. If an extension is required, telephone the OCIC or state the reasons for the extension on a routing slip (NASA Form 26) and forward to the OCIC for concurrence.

c. Interim Reply. Whenever a delay in responding to an incoming letter is anticipated, prepare an interim reply from the appropriate official, acknowledging receipt of the incoming letter and stating when a final reply can be expected. A new suspense date should be established. A copy of the interim reply must be furnished to the OCIC prior to the expiration of the original suspense date.

d. Telephone Reply. When a reply to a letter is handled by a telephone conversation, forward a routing slip (NASA Form 26) or e-mail your analyst stating the following: "Handled by telephone conversation between (NASA official) and (addressee) on (date)," then give a brief summary of the telephone conversation.

e. Change in Designation of Signing Official.

1. If a reply may be signed by an official outside the Administrator's office (e.g., head of a Headquarters office), request a change of signature level in writing or by telephone from the OCIC.

2. When a reply is sent from a Headquarters office, send a "bcc" with the Administrator's identifying control number to the OCIC. The Action Office prepares and sends all required copies.

17. Signature Blocks.

The following examples show the placement of signature blocks for some of the Officials in the Office of the Administrator.

Always consult the Correspondence Management Web site on the HQ Home Page at http://www.hq.nasa.gov/office/codec/codeci/mailcor/cormgt.html to see the most current listings of NASA officials and the latest edition of the HQ Directory to ascertain full names and titles before preparing correspondence and distribution lists.

Principal	Complimentary Close/Signature Block
Administrator	Sincerely, (insert current incumbent's name) Administrator
Deputy Administrator	Sincerely, (insert current incumbent's name) Deputy Administrator
Assistant Deputy Administrator	Sincerely, (insert current incumbent's name) Assistant Deputy Administrator
Chief Engineer	Sincerely, (insert current incumbent's name) Chief Engineer
Executive Officer (to the Administrator)	Sincerely, (insert current incumbent's name) Executive Officer
Executive Officer (to the Assistant Deputy Administrator)	Sincerely, (insert current incumbent's name) Executive Officer

Examples of Placement of Signature Blocks

APPENDIX B: White House and Congressional Correspondence

1. White House Referral Mail.

a. Mail referred from the White House requires a direct reply to the writer which should begin as follows: "Thank you for your correspondence of (cite date), to President (name) concerning. . . ." If the correspondence is addressed to the First Lady or the Vice President, substitute their proper forms of address. White House correspondence must be acknowledged within 15 to 25 business days, depending on the subject, unless a different time period is indicated.

b. White House referrals must be signed by the appropriate Assistant Administrator or designee.

c. Provide the OCIC with two copies of the signed original for appropriate processing.

2. Congressional Correspondence.

a. The Office of Legislative Affairs manages correspondence from the Congress as instructed by NPR 1450.4G, Handling Congressional Correspondence and Information Concerning Congressional Activities.

b. Correspondence for signature by the Principals in the Office of the Administrator must be reviewed by the OCIC.

Appendix C: Privacy Act Correspondence

1. General.

a. Privacy Act Correspondence must be safeguarded as prescribed by NPD 1382.17E, Privacy Act-Internal NASA Direction In Furtherance of NASA Regulation.

b. Correspondence falls within the purview of the Privacy Act if it contains any item, collection, or grouping of information about an individual, including, but not limited to, the individual's education, financial transactions, medical history, and criminal or employment history, and if it contains the individual's name or an identifying number (such as a social security number), symbol, or other identifying particular assigned to the individual, such as a fingerprint, voiceprint, or photograph. "Individual" means a citizen or permanent resident of the United States. The following documents contain Privacy Act information:

SF 171, Personal Qualifications Statement

SF 52, Request for Personnel Action

SF 50, Notification of Personnel Action

Financial Statements

Pay Statements

c. Correspondence containing any item of information as described in paragraph 2 of this appendix, which is removed from a system of records not under the control of a system manager or an authorized representative, is to be prominently identified as a record(s) protected by the Privacy Act. Use NASA Form 1534, The Attached Material is Subject to the Privacy Act of 1974, as a cover sheet for the correspondence. If NASA Form 1534 is unavailable, identify the records as being protected by the Act by using the wording in NASA Form 1534.

2. Transmitting Privacy Act Correspondence.

a. Within NASA Center distribution channels, seal information in a single envelope or package reflecting the addressee by title and the return address, and mark it--

"TO BE OPENED BY ADDRESSEE ONLY"

Incoming correspondence so marked will be opened as prescribed by the system manager.

b. Send information between NASA Centers in a single sealed envelope, and mark it as in subparagraph above.

c. Send information between other Government agencies and non-Government agencies via the USPS in a sealed inner and outer envelope, reflecting the addressee by title, and mark the return address on both envelopes. Additionally, the inner envelope must be marked--

"TO BE OPENED BY ADDRESSEE ONLY"

3. Destroying Privacy Act Correspondence.

Forward Privacy Act material to your Center's mail center in a plain brown wrapper or burn bag for shredding or burning. Check NPR 1441.1C, Records Retention Schedules, before destroying.

APPENDIX D: Foreign Correspondence

1. General.

Due to political sensitivities and concerns regarding potential technology transfer, NASA policy requires special handling of all official correspondence to designated areas.

a. The list of designated countries and guidelines for transmitting correspondence to the Office of External Relations for review is provided periodically in the form of a memorandum to NASA Officials-in-Charge of Headquarters Offices, Directors of NASA Centers, and Director, JPL.

b. All correspondence to designated areas requires the concurrence of the Office of External Relations.

2. Format.

Prepare correspondence for individuals overseas in the standard business-letter style.

3. Address.

The country name is the official name, e.g., Federal Republic of Germany, not West Germany. The Office of External Relations can provide official country names.

4. Avoid Jargon.

Avoid the use of U.S. jargon and acronyms, which may not be familiar to non-U.S. personnel.

5. Coordination with Headquarters.

Transmit all correspondence with non-NASA U.S. Embassy personnel through the Office of External Relations, NASA Headquarters.

6. Capitalization.

Capitalize the country name in the inside address. However, USPS policy requires that the name of the country be in all capital letters and appear on the last line of the address information on the envelope or mailer.

APPENDIX E: Forms of Addresses

1. General.

The forms of address in this appendix are the conventional forms of address as determined by social and official custom. Since address forms may vary in certain instances, it is important to consult the rules as they appear in the list that follows on page E-2.

2. Titles of Addressees.

a. "The Honorable" is a title used to address current and former officials, e.g., Presidential appointees, Federal and State elected officials, and mayors. "Honorable" is not used by itself. "The Honorable" is not used before a last name alone. When appearing within the text of a letter or other communication, "the" is not capitalized.

b. "The Honorable" may be replaced by a title such as "Dr." or "General," but it is not used in combination with another title.

c. After leaving a titled position, an individual may opt to retain that distinctive title ("Judge," "General," or "The Honorable") throughout his or her lifetime.

3. Abbreviation of Titles and Degrees.

a. With the exceptions of "Mr./Ms./Dr.," do not abbreviate titles preceding full names in an address. Long titles such as "Lieutenant Colonel" and "Brigadier General" may be abbreviated for the sake of balance and appearance in the address when necessary, e.g., Lt. Colonel John L. Smith. Note that the basic rank is not abbreviated. The salutation should read, "Dear Colonel Smith."

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

c. 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, their sequence is as follows: religious orders first, theological degrees, academic degrees earned in course, and honorary degrees in order of the bestowal. Using more than two degrees is unnecessary.

John Doe, D.D., D.Lit.
Patricia Smith, M.D.
Henry Brown, LL.D., Ph.D.
Lt. Colonel Mary Hill, USAF
The Reverend George Green, D.D.

4. Spouse of Distinguished Individual.

va. An individual does not share a spouse's official title and, therefore, should be addressed individually by his or her own appropriate title and last name.

The American Ambassador and Mrs. Doe

b. In cases of the titled spouse being a female, the following rule applies:

Justice Sandra Day O'Connor and Mr. O'Connor

c. Not all married women use their husband's name, especially if they use another name professionally.

Senator Dianne Feinstein and Mr. Richard Blum

The Honorable Strobe Talbott and Ms. Brooke Shearer

The forms of address listed in this appendix are the conventional forms of address as determined by social and official custom. The style of salutation and complimentary close is informal.

APPENDIX F. Compound Words

1. For rules on compounding, the GSA U.S. Government Correspondence Manual (1992) recommends the U.S. Government Printing Office (GPO) Style Manual (1984) in the preparation of governmental correspondence. Therefore, use the GPO Style Manual as the first reference for compounding words.

2. When a word cannot be found in the GPO Style Manual, use the dictionary as a second reference (the most recent edition of Webster's takes precedence over other dictionaries).

3. In applying the rules of compounding, keep in mind that word forms are constantly changing. Two-word forms often acquire the hyphen first, then later become one word. Current language trends point to closing up words which, through frequent use, have become associated in the reader's mind as units of thought.

4. Generally, whenever a word form (or applicable rule) cannot be found in the GPO Style Manual or dictionary, it should be two words.

5. The following represents the most commonly used compound words. The abbreviations indicate function: adv. (adverb), n. (noun), v., vt., vi. (verb), adj. (adjective), u.m. (unit modifier), and c.f. (combining form). Words followed by (GPO) can be found in the GPO Style Manual, Guide to Compounding, pages 82-116.

As stated in item 5 above, this listing is a representation of the most commonly used words at NASA. It is not intended to be an inclusive listing.

across-the-board (dic.-adj., adv.)

ad hoc (dic.-adj. & adv.) (...an ad hoc committee)

aero (GPO-as c.f., generally one word)

aerospace (n., adj.) (aerospace medicine), but National Aero-Space Plane (this term exception to rule)

Agencywide (capitalize when referring to NASA); but agencywide (general usage), (see Governmentwide in GPO)

African-American (Gregg, p. 190, 818.c-adj.) (...African-American customs)

African American (Gregg, p. 95, 348-n.)(Louise is African American.)

airfare (GPO, p. 82-n.)

airmail (GPO, p. 82-n., vt.) (Please airmail this letter.)

all hands ( The Associate Administrator has called for an all hands meeting on Monday.)

Anglo-American (dic.-n., adj.)

assemblyperson (GPO, p. 74, rule 6.11-n.)

backscatter (GPO, p. 83)

backup (GPO, p. 83...n., u.m.) ( A backup pilot will accompany this mission.)

back up (dic. -v.) (Please back up your data on a diskette.)

baseline (GPO, p. 83)

benchmark (GPO nonliteral, p.74, rule 6.8 and p. 84)

bed rest (dic.-n.) (The doctor said he needed bed rest.)

bedrest (NASA preference) (adj.) (He volunteered for the bedrest project.)

biweekly (GPO, p. 77, rule 6.29)

bona fide (GPO, p. 77, rule 6.24...two words)

breakthrough(GPO, p. 85-n., u.m.)

broadminded (GPO, p. 85)

buildup (GPO, p. 85-n., u.m.) (There was a gradual buildup of that military base.)

build up (v.) (They are trying to build up their reputations.)

businessperson (GPO, p. 74, rule 6.11)

buyout (Gregg p. 181, 803d) (Are you applying for the buyout?)

buy out (dic.-vt.) (We want to buy out your company.)

callup (GPO, p. 86- -n., u.m.)The callup for nominations was received yesterday.

call up (dic.-vt.) I can call up any subject on the computer.

cannot (GPO, p. 86)

carryout (GPO, p. 86- -n., u.m.) (Are you ordering carryout food tonight?)

carry out (dic.-v) (The office will carry out the plan to transfer...)

carryover (GPO, p. 74, rule 6.11) (The carryover from 1994...)

carry over (dic.-v) (The funds will carry over into 1996.)

centerwide (refer to Governmentwide), capitalize when referring to specific NASA Centers.)

checklist (GPO, p. 86)

checkout (GPO, p. 86-n., u.m.) (There are several checkout buildings at KSC.)

check out (dic.- -v.) (The primary objective was to check out the Shuttle system.)

class action (dic.-n.) (The employees are considering a class action.)

class-action (GPO, p. 87) (The employees filed a class-action suit.)

clearcut (GPO, p. 87- -n., v.) (It was a clearcut decision.)

clear-cut (GPO, p. 87- -u.m.) (It was a clear-cut victory.)

closedown (GPO, p. 87- -n.)

closeout (GPO, p. 87-n., u.m.)

closeup (GPO, p. 87-n.) (That is a nice closeup picture of you.)

close up (dic.-v.) (I will close up the store at 5 p.m.)

co (prefix) (GPO, p. 74, rule 6.7); e.g., coauthor, cochairman, copilot, but co-investigator, co-op (GPO, p. 77, rule 6.32)

cost-effective (dic.-adj.) (...in the most cost-effective method...)

countdown (GPO, p. 88-n., u.m.)

crewmember (GPO, p. 88)

crewmen (use crewmember) (NASA preference...gender-neutral)

cross section (dic.-n) (...a cross section of employees...)

cross-section (dic.-vt., adj.)

cutoff (GPO, p. 88-n., u.m.) (The cutoff date was April 1.)

cut off (dic.-v.) (to cut off the machine)

data base (GPO, p. 89-n.)

decisionmaking (GPO, p.74, rule 6.11)

double space (Gregg, p. 812, 812a-n.) (Leave a double space between paragraphs.)

double-space (Gregg, p. 812, 812a-v.) (Please double-space the draft.)

downsize (Gregg, p. 184, 8-1-v.)

downtime (GPO, p. 74, rule 6.11) (Shuttle "downtime")

drawback (GPO, p. 90-n.)

e-mail (Gregg, p. 484)

early out (dic.-n.) (Did you take an early out during the buyout season?)

early-out (NASA preference-u.m.) (NASA has achieved early-out authority.)

earthborn (GPO, p. 90)

ex officio (GPO, p. 77, rule 6.24-foreign phrase)

fine-tune (GPO, p. 92) (dic.-vt) (...to fine-tune the format...)

first-class (GPO, p. 92-u.m.) (...a first-class individual...; ...a first-class seat...)

(dic.-adv.) (...to travel first-class...; (...mailed first-class...)

firsthand (GPO, p. 92-u.m.) (He has firsthand knowledge of the situation.)

flowchart (GPO, p. 92)

flyby (dic.-n.) (The asteroid flyby will occur next year.)

fly by (dic.-v.) (The Galileo spacecraft will fly by the planet.)

follow-on (GPO, p. 92)

followup (GPO, p. 92-n., u.m.) (A followup meeting will occur.)

follow up (dic.-v) (We will follow up the meeting with a discussion.)

free flight (dic.-n)

free-flight (dic.-adj.)

freeflyer (dic. -n.) (...to service freeflyers...)

free-flying (dic.-adj.) (see free-floating in dic.) (...a free-flying spacecraft...; ...robotic spacecraft are free-flying...)

full-cost (NASA preference) (u.m.) (NASA has implemented full-cost accounting procedures at Headquarters.)

full-time (GPO, p. 93-u.m.) (...full-time position...)

full time (dic.-n) (She works full time.)

FY 1992 (NASA preference)

GS-15 (NASA preference)

Governmentwide (GPO, p. 94) (U.S.); governmentwide (state, city)

Government-owned (GPO, p. 94-u.m.) (U.S.); government-owned (state, city)

ground-based (GPO, p. 75, rule 6.15-u.m.) (The ground-based data...)

ground based (GPO, p. 75, rule 6.18) (The information was ground based.)

ground rule (dic.-n.)

groundwork (GPO, p. 74, rule 6.11)

hand-carry (GPO, p. 94-v.) (...hand-carry the document)

handout (GPO, p. 95-u.m./n.)(Gregg, p. 181, 803.d.)

hard-working (GPO, p. 95-u.m.)

heavy-lift (dic.-adj.) (...heavy-lift launch vehicle...; ...heavy-lift requirements...)

high-quality (dic.-u.m.) (That picture is a high-quality image taken from the Hubble

Space Telescope.)

high-speed (GPO, p. 95- -u.m)

home page or Home Page (NASA preference, ref. section 2.13)

humankind (NASA preference) ("Humankind" is a gender-neutral word used throughout the Agency.)

hundredfold (GPO, p. 97)

indepth (GPO, p. 96-u.m.) (...an indepth review...) (dic.-adj.) (...an in-depth study)

in-flight (GPO, p. 96-u.m.) (...in-flight experiment...)

in flight (dic.-v.) (The spacecraft is in flight.)

infrastructure (GPO, p. 97)

in-house (GPO, p. 96) (in-line (adj.)...in-line configuration...)

in-orbit (GPO, p. 96-u.m.) (...in-orbit repair mission...)

in orbit (dic.-v.) (The repair in orbit was successful. The satellite was placed in orbit.)

inter (...between, among...GPO-as prefix, generally one word) (interagency, intercenter, interoffice)

intra (...within, inside...GPO-as prefix, generally one word) (intraoffice, but

intra-Agency-GPO, p. 74, rule 6.7)

kickoff (GPO, p. 97-n., u.m.)

lakebed (GPO, p. 97) (The lakebed at Edwards AFB is dry.)

land-based (GPO, p. 97-u.m.)

lead time (dic.-n.) (The lead time for responding...)

lifetime (dic.-n., adj.)

lift-off (GPO, p. 98-n., u.m)

lightweight (GPO, p. 98-u.m./n.)

light-year (GPO, p. 98)

long-range (dic.-adj.) (...long-range plan...)

long-term (dic.-adj.) (...long-term commitment...)

long term (dic.-n.) (The committee member served a long term.)

longstanding (GPO, p. 98-adj., u.m.) (longstanding relationship)

macroeconomics (GPO, p. 77, 6.29)

mainframe (GPO, p.99)

marketplace (GPO, p. 99)

markup (GPO, p. 99-n., u.m.) (...OMB markup...)

mark up (dic.-v.) (OMB will mark up the budget request.)

member at large (GPO, p. 78, rule 6.40)

mid (GPO, p. 99-as c.f., generally one word) (midafternoon...midday...midpoint)

mid-1990's (GPO, p. 170, 12.22)

mid-August, (GPO, p. 78, rule 6.35)

mockup (GPO, p. 100-n., u.m.)

multi (GPO, p. 100-as c.f., generally one word) (multicultural...multiyear)

NASA-wide (NASA preference)

Nationwide (GPO, p. 74, rule 6.11)

near-term (dic.-adj.) (...near-term plans...)

near term (dic.-n.) (We will evaluate it in the near term.)

non (...not...GPO, p. 101-as prefix, generally one word) (nonadvocate...nongovernment) but

non-Government or non-Federal (GPO, p. 78, rule 6.35) (U.S.)

no one (GPO, p. 74, rule 6.12-print no one as two words at all times)

northeast, northwest (GPO, p. 101)

Officials-in-Charge (NASA preference) (The memo will be sent to Officials-in-Charge of Headquarters Offices.)

offline (GPO, p. 74, rule 6.11-adj.)(...offline discussions)-adv...Discussions will be held offline.)

offsite (NASA preference)

onboard (GPO, p. 101-n.;adj., one word) (...onboard experiment)

on board (dic.-adv.) (...the experiment will take place on board...; ...translating FTP employees on board into FTE...)

ongoing (GPO, p. 101)

online (GPO, p. 74, rule 6.11-n.) (NASA is now online for Internet connections.)

on-orbit (dic.-adj.) (...on-orbit repair...)

onorbit (GPO, p. 101-n.; NASA preference) (. to conduct experiments onorbit.)

onsite (NASA preference)

order of magnitude (dic.-n.) (...the Earth's mass is on the order of magnitude...)

O-ring (GPO, p. 80, rule 6.51)

over (GPO, p. 101...as c.f. one word) (overstress)

paperwork (dic.-n.)

part-time (GPO, p. 102-u.m.) (A part-time position...)

part time (dic.-n.) (She works part time for the agency.)

per diem (GPO, p. 102)

phasedown (Gregg, p. 180, 803.b)

phaseout (GPO, p. 102-n., u.m.) (The phaseout of the activities...Phaseout activities will begin...)

phase out (dic.-v.) (The project will phase out at the end.)

point of contact (NASA preference-n.) (Vanessa is the point of contact for the project.)

post (GPO-as prefix, generally one word) (postdoctoral...postflight...postlaunch...postwar)

post-Cold War (GPO, p. 78, rule 6.35)

pre (GPO, p. 74-as prefix, generally one word) (preflight...prelaunch...premeeting...preorbital)

preexist (pre as prefix-GPO, p. 77, rule 6.29) (preproposal)

President-elect (GPO, p. 79, rule 6.41)

problem solving (GPO, p.75, rule 6.17)

programwide (NASA preference)

real-time (dic.-adj.) (...real-time data...)

real time (dic.-n) (The decision will be made in real time.)

reengineer (NASA preference) (NASA has completed its reengineering activities.)

reentry (GPO, p. 104)

re-register (GPO, p. 78, rule 6.33)

return to flight (NASA preference) (When we return to flight, ...)

return-to-flight (adj.) (NASA preference) (...return-to-flight activities)

rollout (GPO, p. 105-n., u.m.)

roll out (dic.-v.) (NASA preference)

roundtable (GPO, p. 105)

round trip (dic.-n) (He will take a round trip to Paris.)

round-trip (dic.-adj.) (He purchased a round-trip ticket.)

rulemaking (GPO, p. 74, rule 6.11)

runout (GPO-n., u.m.) (The runout of the data...)

run out (dic.-v) (He will run out the data.)

runway (dic.-n.)

Secretary-designate (GPO, p. 79, rule 6.41)

self-confidence (GPO, p. 78, rule 6.34)

shortfall (GPO, p. 106-n.)

short-term (dic.-adj.) (A short-term loan...)

short term (dic.-n. ) (He will begin in the short term.)

shutdown (GPO, p. 107)

side-mount (dic.-adj.) (...side-mount concept...)

single-space (dic.-u.m.) (This is a single-spaced document.)

single space (dic.-v.) (I will single space the document.)

slapdown (GPO, p. 107-n., u.m.) (...slapdown loads...)

southeast, southwest (GPO, p. 108)

space-based (dic.-u.m.) (...the space-based experiment...)

spaceborne (GPO, p. 74, rule 6.11)

spacecraft (GPO, p. 74, rule 6.11)

spacefaring (dic.-n.) (refer to seafaring)

space-related (dic.-adj.) (This is a list of space-related words.)

space related (GPO, p. 75, rule 6.18) (The material is space related.)

space flight (NASA preference is two words.)

Spacelab (NASA preference)

spacesuit (dic.-n.)

spacewalk (dic.-n, vi)

spinoff (GPO, p. 108)

stand-alone (dic-adj.) (...stand-alone computer...)

standdown (GPO, p. 108-n., u.m.)

startup (GPO, p. 109-n, u.m.) (The startup of the activity...; the startup date...)

start up (dic.-v.) (The activity will start up next week.)

state of the art (dic.-n) (The technology is state of the art.)

state-of-the-art (GPO, p. 75, rule 6.15-u.m.) (...state-of-the-art technology...)

stationkeeping (dic.-n.) (see housekeeping)

staytime (GPO, p. 74, rule 6.11)

stretchout (GPO, p. 109-n., u.m.)

STS-9 (NASA preference)

sub (...under, below...) (GPO, p. 77, rule 6.29...subagency... suborbital...substandard...)

takeoff (GPO, p. 110-n., u.m.)

teamwork (GPO, p. 74, rule 6.11)

time-consuming (GPO, p. 111-u.m.) (...a time-consuming task...)

time consuming (dic.-n.) (Logging the mail is very time consuming.)

timeframe (GPO, p. 111)

timeline (GPO, p. 74, rule 6.11)

timetable (GPO, p. 111)

tradeoff (GPO, p. 112)

troubleshooting (GPO, p. 113)

turnaround (GPO, p. 113-n., u.m.)

under (GPO, p. 113--as prefix, generally one word) (undergone...underway)

under way (GPO, p. 77, 6.29-adv.) (Plans are under way to monitor...)

upfront (dic.-adj.) (upfront payment)...adv. (to pay upfront)

up-to-date (GPO, p. 113-u.m.) (...an up-to-date report...)

up to date (GPO, p. 113) (The report is up to date.)

videotape (dic.-n., v.)

videotape recorder/recording (dic.-n)

voice mail, voice-mail message (NASA preference) but voice mailbox

walk-through (Gregg, p. 181, 803.k.)

Web page, Web site (NASA preference)

well-being (GPO, p. 114-n.)

well-received (dic.-adj.) (It was a well-received speech.)

well received (GPO, p. 75) (The speech was well received.)

whistle-blower (dic.-n.) (The employee had a reputation as being a whistle-blower.)

wide-angle (GPO-u.m.) (...wide-angle lens...)

wind-shear (GPO, p. 115-u.m) (The wind-shear conditions concerned the pilot.)

wind shear (dic.-n.) (The presence of wind shear concerned the pilot.)

workaround (dic.-n.)

workforce (GPO, p. 74, rule 6.10) (workhour...workload... workplan...workstation...workyear)

workplace (GPO, p. 115)

world-class (GPO, p. 74, rule 6.8-adj.-u.m.)

worldwide (GPO, p. 74, rule 6.11-adj.-adv.)

World Wide Web (always initial cap, NASA preference)

wrap-up (GPO, p. 116-n., u.m.)

x-ray (GPO, p. 116-u.m.) (...an x-ray tube...)

x-ray (dic.-v) (The technician will x-ray the components.)

x ray (GPO, p. 80, rule 6.51-n.) (The x ray penetrates solid substances.)

zero-base, zero-based (dic.-adj.) (...zero-base budget...; The budget is zero-based.)

zero gravity (NASA preference in formal correspondence)

zero-g (NASA preference...for informal correspondence only)

zero-sum (dic.-adj.) (...the zero-sum amount...)

zero sum (dic.-n.) (The calculations had a zero sum.)

APPENDIX G: Capitalization of Frequently Used Words at NASA

Capitalize specific names of things and lower case general terms of classification. This listing is a representation of the most commonly used words at NASA. It is not intended to be an inclusive listing.

ad hoc

Agency, capitalize if part of complete name or if a short form of complete name; but do not capitalize the short form if it is actually derived from the complete name (see lower case example of agency below), except when referring to NASA (NASA preference); e.g., Central Intelligence Agency; National Aeronautics and Space Administration; the Agency (NASA preference) agency, lower case when used as term of general classification; e.g., independent Federal agency, Bureau of the Census, the Bureau Agreement, if part of complete name; but the agreement, e.g., International Wheat Agreement; the wheat agreement; the agreement (unless legal document *)

Attachment (when specifying); e.g., Attachment 1 (NASA preference); but attachment; e.g., the attachment.

**Associate Administrator, e.g., the Associate Administrator for Space Flight; the Associate Administrator would like.a meeting involving all the Associate Administrators is scheduled.

Board, capitalize if part of name or when used alone in place of full name, e.g., Performance Review Board, the Board consists of.Space Studies Board, the Board's recommendation.but the boards of the National Research Council

Branch, if part of complete name, or when used alone in place of full name; e.g., the International Program Policy Branch; the Branch will hold a staff meeting; but the branch offices, each branch will.

**Branch Chief (when referring to a specific person); e.g., Chief, International Program Policy Branch; the Branch Chief will authorize., but the branch chiefs.

budget (Federal budget, President's budget, NASA's budget)

budget line items-capitalize exact titles of budget line items (NASA preference) e.g., Space Flight, Control and Data Communications; Research and Program Management Building (when specifying); e.g., Building 10B (NASA preference); but.the building and room locations will be forwarded to you.

calendar year

Center(s), capitalize if referring to NASA Centers; e.g., Goddard Space Flight Center; the Center; a representative from each Center)

**Center Director; e.g., the Center Director., a meeting with all of the Center Directors.

century (e.g., the 21st century)

Chair, the (if personified); e.g., Madam Chair; but the chair (see GPO pp. 29 and 39)

chairman, chairperson (general; NASA preference, gender-neutral); e.g., the chairman of the Appropriations Committee; but Chairman Davis: (general) we need to designate a chairperson.

Chairman, Committee on Appropriations (title-see above)

Chief, if part of official title; e.g., Chief, Flight Programs Branch

Code (when specifying); e.g., Code E; Codes M, R, and S; but, the codes., each code will develop a schedule.

Co-investigator; e.g., Mr. Brown is the Co-investigator of the program; all the Co-investigators (Co-I's) and Principal Investigators (PI's).

college degrees-bachelor of arts, master's, but capitalize abbreviations: B.A., M.A., Ph.D.

Committee, if part of complete name or when used alone in place of full name; e.g., Aeronautics Advisory Committee; the Appropriations Committee; the Committee; but each committee will report., the committees of Congress

Congress (legislature); the Congress of the United States; the 101st Congress; the Congress; .when Congress returns.

congressional action; congressional committee

Congressional District ( if a specific district; e.g., 20th Congressional District) but the congressional district

congressionally; e.g., a congressionally mandated report

Congressman; Congresswoman; Member of Congress

Council, if part of name or when used alone in place of full name; e.g., NASA Advisory Council; the Council will meet.

*Director, if part of official title; e.g., Director, Solar System Exploration Division; the Director will issue., but the directors.

Division (if part of complete name, or when used alone in place of full name); e.g., the Advanced Program Development Division; there will be a Division staff meeting; but .each division will.

**Division Director (when referring to a specific person); e.g., the Division Director.; but the division directors are.

division heads

Earth (planet).solar system, universe, (always lower case)

Enclosure (when specifying); e.g., Enclosure 1 (NASA preference); but enclosure; e.g., the enclosure

**Enterprise (see Code)

executive branch

fall (season)

Federal (synonym for United States); e.g., Federal personnel regulations; but a federal form of government Federal Government (U.S.)

fiscal year (abbreviate FY); e.g., in fiscal year 1990; FY 1990

Fund Source 1, 2, 3

Government (if proper name, part of proper name, or as proper adjective); e.g., the U.S./National/Federal Government; the Japanese government; but, government (in general sense); e.g., a federal form of government; the Communist government; European governments

Government-owned, Governmentwide (if U.S. or foreign); but government-owned, governmentwide (if State, city)

International Space Station (Administrator's preference when referring to the multilateral Space Station); but space station (generic); e.g., the Russian space station; Mir space station

judicial branch

lead secretary; e.g., the incumbent serves as lead secretary.

legislative branch

Member (congressional); e.g., a Member of Congress; but . at the request of many members of the Congress., a member of the congressional committee.

Memorandum of Agreement, Memorandum of Understanding; if part of full name or when used alone in place of full name

Mir; e.g., Mir space station (Russia's space station)

mission; e.g., Ulysses mission

Moon, referring to Earth's Moon; but the moons of Jupiter ("Moon" is the name of Earth's Moon;

Titan is the name of Jupiter's moon)

Nation (synonym for U.S.); but a nation (in general, standing alone); Nationwide

national; e.g., national space program

National Government (U.S.)

Office; e.g., the Office of the Administrator; the Office of Space Flight; but this office is planning.; I would like your office to prepare.

Officials-in-Charge of Headquarters Offices, referring to heads of all Headquarters codes

orbiter (preferred lower case); e.g., Shuttle orbiter, Atlantis orbiter

Presidential directive, authority, order

Principal Investigator (see Co-investigator)

Program (if part of official name); e.g., NASA Honor Awards Program; but the Shuttle program: the EOS program; the program budget; the International Space Station program

Program Associate Administrator(s)

Program Manager or Project Manager, if part of title; e.g., but the program manager

Program Office(s)

project; e.g., HST project; the project budget is.

Room (when specifying); e.g., Room 9S51 (NASA preference); but the building and room numbers will be provided later

Shuttle (see Space Shuttle)

space (universe); e.g., the U.S. space program

Spacelab

Space Shuttle (NASA's preference when referring to U.S./NASA Space Shuttle); but space shuttle (generic); e.g., the space shuttles

State, when used with or in place of the name of a particular State; e.g., the State of Ohio, New York State, State [of Maryland] government; but state (general); e.g., .state and local government groups

Subcommittee, if part of name, or part of name when used alone in place of full name, e.g., Subcommittee on Aviation Safety Reporting System: the Subcommittee: but subcommittees will be established.

summer (season)

Sun

white paper; e.g., .prepare a white paper on.

winter (season)

Work Package 1, 2, 3, and 4; but the Space Station work packages

x-ray, x ray

*In legal documents, many words that ordinarily would be written in small letters are written with initial capitals; e.g., the name of the document (or part of the name when used alone in place of the full name).

** Official titles of high-ranking national, State, and international offices are capitalized. Titles of lesser Federal and State officials and local governmental officials are not usually capitalized. However, these titles are sometimes capitalized in writing intended for a specific readership, in which the person in question would be considered to have very high rank by the intended reader. (i.e., the Associate Administrators, the Center Directors) NASA's preference is to capitalize.

APPENDIX H: Acronyms

This listing is a representation of the most commonly used NASA acronyms. It is not intended to be an inclusive listing of all NASA acronyms.

AA - Associate Administrator

AAAS - American Association for the Advancement of Science

AAC - Aeronautics Advisory Committee

AACB - Aeronautics & Astronautics Coordination Board

AAS - American Astronomical Society

ACE - Advanced Composition Explorer

ACISS - Advisory Committee on the International Space Station

ACO - Administrative Contracting Officer

ACRIM - Active Cavity Radiometer Irradiance Monitor

ACTIVE - Advanced Control Technology for Integrated Vehicles

ACTS - Advanced Communication Technology Satellite

ADA - Age Discrimination Act of 1975

ADEA - Age Discrimination in Employment Act of 1967

ADEOS - Advanced Earth Observing Satellite

ADP - Automatic Data Processing

ADR - Alternate Dispute Resolution

ADS-B - Automatic Dependent Surveillance Broadcast

AEP - Affirmative Employment Plan

AFE - Association of Facilities Engineers

AFS - Air Force Station

AFTI - Advanced Fighter Technology Integration

AGATE - Advanced General Aviation Transport Experiments

AHEAD - American Higher Education Association for the Disabled

AIAA - American Institute of Aeronautics and Astronautics

AIB - Angular Liquid Bridge Experiment

AIC - Radarsat Antarctic 1 Mapping Mission Imaging Campaign

AIChE - American Institute of Chemical Engineers

AIHEC - American Indian Higher Education Consortium

AIN - Accounting Installation Number

AIS - Automated Information System

AISES - American Indian Science & Engineering Society

AISTEC - American Indian Science Technology Education Consortium

AlLi - Aluminum Lithium

ALT - Approach and Landing Tests

AMF - Astronauts Memorial Foundation

AMS - Alpha Magnetic Spectrometer

AMS - Acquisition Management Subsystem

ANOSCA - Advance Notice of Significant Contract Action

ANSI - American National Standards Institute

AO - Announcement of Opportunity

APM - Advanced Project Management

APNASA - Average Passage NASA

ARC - Ames Research Center

ARIA - Advanced Range Instrumentation Aircraft

ARPA - Advanced Research Projects Agency

ARTT - Advanced Reusable Transportation Technology

ASAP - Aerospace Safety Advisory Panel

ASEB - Aeronautics Science and Engineering Board

ASI - Italian Space Agency

ASIC - Application Specific Integrated Circuit

ASM - Acquisition Strategy Meeting

ASME - American Society of Mechanical Engineers

AST - Advanced Subsonic Technology

ASTER - Advanced Spaceborne Thermal Emission and Reflection Radiometer

ATM - Asynchronous Transfer Mode

AXAF - Advanced X-Ray Astrophysics Facility

BCAT - Binary Colloidal Alloy Test

BOA - Basic Ordering Agreement

BOC - Base Operations Contracts

BPR - Business Process Reengineering

BWB - Blended-Wing-Body

CAAS - Contracted Advisory and Assistance Services

CAN - Cooperative Agreement Notice

CAO - Contract Administration Office

CAS - Computational Aerosciences

CAS - Contract Administration Services

CAS - Cost Accounting Standards

CAT1A - Comprehensive Acceptance

CBD - Commerce Business Daily

CBP - Construction of Facilities Best Practices

CCA - Core Capability Assessment

CCF - Cleveland Clinic Foundation

CCI - Consolidated Contract Initiative

CCOSM - Chemistry and Circulation Occultation

CCR - Central Contractor Registration

CDL - Crossing Department Lines

CDP - Candidate Development Program

CDR - Critical Design Review

CCDS - Center for the Commercial Development of Space

CEC - Contractor Establishment Code

CEO - Chief Executive Officers

CEOS - Committee on Earth Observing Satellites

CERES - Clouds and Earth's Radiation Energy System

CER - Combined Electrical Readiness

CFC - Combined Federal Campaign

CFO - Chief Financial Officer

CFR - Code of Federal Regulations

CHeX - Confined Helium Experiment

CIAM - Central Institute of Aviation Motors

CIC - Capital Investment Council; Contractor Identification Code

CICA - Competition in Contracting Act

CID - Commercial Item Description

CIO - Chief Information Officer

CKPI - Communicate Knowledge Process Improvement

CLAES - Cryogenic Limb Array Etalon Spectrometer

CLCS - Checkout and Launch Control System

CMC - Ceramic Matrix Composite

CMOS - Complimentary Metal Oxide Semiconductor

CNES - Centre National d'Etudes Spatiales (France) National Center for Space Studies

CNN - Cable News Network

CO - Contracting Officer

COBE - Cosmic Background Explorer

COOP - Cooperative Agreement

COP - Consolidated Operations Plan

COTR - Contracting Officer’s Technical Representative

COSPAR - - Committee on Space Research

COTS - Commercial Off-the-Shelf

COUP - Consolidated Operation and Utilization Plan

CPAF - Cost Plus Award Fee

CPAP - Contractor Performance Assessment Program

CPIF - Cost Plus Incentive Fee

CPSC - Consumer Product Safety Commission

CPSR - Contractor Purchasing System Review

CQA - Code Quality Advisor

CRA - Civil Rights Act of 1991

CRE - Cosmic Radiation Effect

CSA - Canadian Space Agency

CSGT - Ceramic Stationary Gas Turbine

CSIRO - Commonwealth Scientific and Industrial Research Organization (Australia)

CSOC - Consolidated Space Operations Contract

CSRA - Civil Service Reform Act of 1978

CST - Combined Systems Test

CTAS - Center/TRACON Automation System

CUE - Collaborative Ukrainian Experiment

CUP - Consolidated Utilization Plan

CWBS - Contract Work Breakdown Structure

DAAC - Distributed Active Archives Centers

DAR - Defense Acquisition Regulation

DARC - Defense Acquisition Regulation Council

DARPA - Defense Advanced Research Projects Agency

DARTFire - Diffusion and Radiative Transport in Fires

DCAA - Defense Contract Audit Agency

DCAM - Diffusion-Controlled Apparatus for Microgravity

DCMC - Defense Contract Management Command

DC-XA - Delta Clipper-Experimental Advanced

DDT&E - Design, Development, Test, and Evaluation

DFRC - Dryden Flight Research Center

DIS - Data and Information System

DISA - Defense Information Systems Agency

DISC - Diversified International Sciences Corporation

DLA - Defense Logistics Agency

DLR - German Aerospace Research Establishment (Germany)

DMSP - Defense Meteorological Satellite Program

DNV - Det Norske Veritas

DOC - Department of Commerce

DOD - Department of Defense

DOE - Department of Energy

DOI - Department of the Interior

DOJ - Department of Justice

DOS - Department of State

DOT - Department of Transportation

DSN - Deep Space Network

DUNS - Data Universal Numbering System

DUSD - Deputy Undersecretary of Defense

EAA - Enterprise Associate Administrator

EAP - Employee Assistance Program

EC - Electronic Commerce

ECA-PMO - Electronic Commerce for Acquisition-Program Management Office

ECAT - Electronic Commerce Acquisition Team

ECLS - Environmental Control and Life Support

>ECLSS - Environmental Control and Life Support System

ECSU - Elizabeth City State University

ED - Department of Education

EDEP - Employee Development Education Panel

EDI - Electronic Data Interchange

EDI - Enterprise Development Innovation

EDOS - EOS Data and Operations System

EEO - Equal Employment Opportunity

EEOA - Equal Employment Opportunity Act of 1972

EEOC - Equal Employment Opportunity Commission

EEOC-MD - Equal Employment Opportunity Commission– Management Directive

EIS - Executive Information System; Environmental Impact Statement

ELV - Expendable Launch Vehicle

EMC - Engineering Management Council; Electromagnetic Compatibility

EO - Executive Order

EOB - Equal Opportunity Board

EODMP - Equal Opportunity and Diversity Management Plan

EOM - Equal Opportunity Manager

EOO - Equal Opportunity Officer

EOS - Earth Observing System; Equal Opportunity Specialist

EPA - Equal Pay Act of 1963; Environmental Protection Agency

EPCS - Employee Performance and Communication System

ERAST - Environmental Research Aircraft and Sensor Technology Program

ERBE - Earth Radiation Budget Experiment

ERBS - Earth Radiation Budget Satellite

ERS-1 - European Remote Sensing Satellite - 1 ( ESA Mission)

ESA - European Space Agency

ESSP - Earth Space Sciences Project; Earth Science System Pathfinder

ESSAAC - Earth System Science and Applications Advisory Committee

ESSPO - Earth Science Systems Program Office

ET - External Tank

ETM - Extended Thematic Mapper

EVA - ExtraVehicular Activity

EVMS - Earned Value Management System

FAA - Federal Aviation Administration

FAADA - Federal Assistance Award Data System

FAC - Federal Acquisition Circular

FACNET - Federal Acquisition Computer Network

FACS - Financial and Contractual System

FAME - Facilities Management Excellence

FAR - Faculty Awards for Research; Federal Acquisition Regulation

FARA - Federal Acquisition Reform Act

FASA - Federal Acquisition Streamlining Act

FASAB - Federal Accounting Standards Advisory Board

FBI - Federal Bureau of Investigation

FCC - Federal Communications Commission

FDR - Federal Dispute Resolution

FEL - First Element Launch (Space Station)

FEMA - Federal Emergency Management Agency

FFP - Firm Fixed Price

FGB - Functional Energy Block (a Russian term now referred to as Zarya meaning "sunrise")

FIAT - Fan/Inlet Acoustic Technology

FIPS - Federal Information Processing Standards

FIRST - For Inspiration and Recognition of Science and Technology

FLRA - Fair Labor Relations Act

FMM - Financial Management Manual

FOIA - Freedom of Information Act

FPDC - Federal Procurement Data Center

FPDS - Federal Procurement Data System

FPIF - Fixed Price Incentive Fee

FR - Federal Register

FRR - Flight Readiness Review

FSS - Federal Supply Schedule

FUSE - Far Ultraviolet Spectroscopy Explorer

FY - Fiscal Year

GAO - General Accounting Office

GAP - General Aviation Propulsion

GBS - Global Broadcasting System

GEM - National Consortium for Graduate Degrees for Minorities in Engineering & Science, Inc.

GFP - Government Furnished Property

GFZ - GeoForschungeZentrum

GISS - Goddard Institute for Space Studies

GMSR - General Management Status Review

GN2 - Gaseous Nitrogen Dewar

GOES - Geostationary Operational Environmental Satellite

GPO - Government Printing Office

GPP - Government Performance Project

GPRA - Government Performance and Results Act of 1993

GPRA - Government Performance Review Act

GPS - Global Positioning [Satellite] System

GRACE - Gravity Recovery and Climate Experiment

GRB - Gamma Ray Bursts

GRC - Glenn Research Center

GRO - Gamma Ray Observatory

GSA - General Services Administration

GSFC - Goddard Space Flight Center

GSRP - Graduate Student Researcher Program

HACU - Hispanic Association of Colleges and Universities

HALOE - Halogen Occultation Experiment

HARV - High Angle-of-Attack Research Vehicle

HBCU - Historically Black Colleges and Universities

HCMO - Headquarters Correspondence Management Office

HEA - Higher Education Act of 1965

HEDS - Human Exploration and Development of Space

HISTEC - High Stability Engine Control

HPCC - High Performance Computing and Communications

HPCCP - High Performance Computing and Communications Program

HQ - Headquarters

HRDI - High Resolution Doppler Imager

HSCT - High Speed Civil Transport

HSF - Human Space Flight

HSI - Hispanic Serving Institutions

HSR - High Speed Research

HST - Hubble Space Telescope

HUD - Department of Housing and Urban Development

HXLV - Hyper-X Launch Vehicle

IA - Independent Agencies

I/T - Inner Tank

IAF - International Astronautical Federation

IAIC - Interagency Acquisition Internet Council

IAR - Independent Annual Review

ICAF - Industrial College of the Armed Forces

ICAR - Individual Contract Action Report

ICASS - International Cooperative Administrative Support Services

ICM - Interim Control Module (Space Station)

IDA - Institute for Defense Analyses

IDC - Indefinite Delivery Contract

IDP - Individual Development Plan

IEEE - Institute of Electrical and Electronics Engineers

IELV - Intermediate Expendable Launch Vehicle

IFM - Integrated Financial Management

IFMP - Integrated Financial Management Program

IG - Inspector General

IGA - Intergovernmental Agreement

IHE - Institutions of Higher Education

IHTET - Integrated High Turbine Engine Technology

IITA - Information Infrastructure Technology and Applications

IMSPG - International Microgravity Strategic Planning Group

INPE - Instituto Nacional di Pesquisas Espaciais (Brazil) or National Institute for Space Research

IP - Intellectual Property

IPM - International Project Management

IPO - Institutional Program Office

IPR - Intellectual Property Rights

IRA - Institutional Research Awards

IRT - Icing Research Tunnel

ISAMS - Improved Stratospheric and Mesospheric Sounder

ISAS - Institute of Space and Astronautical Science (Japan)

ISO - International Organization of Standardization

ISS - International Space Station

ISSEC - International Space Station as an Engineering Center

ISSP - International Space Station Program

IST - Institute of Simulation and Training

ISU - International Space University

ITALSAT - Italian Ka-Band Satellite

ITCOP - Interagency Tracking and Communications Panel

IV&V - Independent Verification and Validation

IVAS - Innovative Ventricular Assist System

IWDP - Individuals with Disabilities Program

IWG - Investigators Working Group

JBOSC - Joint Base Operations and Support Contract

JCWS - Johnson Controls World Services

JDF - Juvenile Diabetes Foundation

JERS-1 - Japanese Earth Remote-Sensing Satellite - 1

JOFOC - Justification for Other than Full and Open Competition

JOVE - Joint Ventures in Research

JPL - Jet Propulsion Laboratory (California Institute of Technology)

JSC - Johnson Space Center

JSF - Joint Strike Fighter

JSMB - Joint Space Management Board

JSRA - Joint Sponsored Research Agreement

KSC - Kennedy Space Center

LAN - Local Area Network

LaRC - Langley Research Center

LASRE - Linear Aerospike Experiment; Linear Aerospike SR-71 Engine

LCAP - Laser Cooling and Atomic Physics

LED - Light Emitted Display

LERD - Limited Exclusive Rights Data

LIS - Lightning Imaging Sensor

LM - Lockheed Martin

LME - Liquid Motion in a Rotating Tank Experiment

LMSAAC - Life & Microgravity Sciences & Applications Advisory Committee -

LOE - Level of Effort

LRR - Launch Readiness Review

LTSA - Long-Term Space Astrophysics

MAF - Michoud Assembly Facility

MASTAP - Mathematics, Science and Technology Awards for Teachers and Curriculum Enhancement Programs

MBP - Master Buy Plan

MBRAC - Minority Business Resource Advisory Committee

MCB - Multilateral Control Board

M-CEP - Multicultural Education Program

MCSA - Mir Cooperative Solar Array

MEM - Micro-ElectroMechanical System

MEP - Management Education Program

MGS - Mars Global Surveyor

MI - Minority Institution

MIE - Minority Institutions of Excellence

MIP - Managing the Influence Process

MIPR - Military Interagency Procurement Request

MIS - Management Information System

MiSDE - Mir Structural Dynamic Experiment

MISR - Multi-angle Imaging SpectroRadiometer

MLC - Multicultural Leadership Council

MLP - Mobile Launcher Platform; Multicultural Leadership Program

MOA - Memoranda of Agreement

MODIS - Moderate Resolution Imaging Spectrometer

MOLA - Mars Orbiting Laser Altimeter

MOPITT - Measurement of Pollution in the Troposphere

MOS - Marine Observation Satellite (Japan)

MOU - Memorandum of Understanding

MPM - Multi-Project Management

MRPO - Microgravity Research Program Office

MSFC - Marshall Space Flight Center

MSPB - Merit Systems Protection Board

MTLO - Moscow Technical Liaison Office

MURC - Minority University Research Center

MURED - - Minority University Research and Education Division

MUREP - Minority University Research and Education Program

MU-SPIN - Minority University-Space Interdisciplinary Network

NAC - NASA Advisory Council

NAE - National Academy of Engineering

NAFEO - National Association for Equal Opportunity on Higher Education

NAIS - NASA Acquisition Internet Service

NAPA - National Academy of Public Administration

NARA - National Archives and Records Administration

NAS - National Academy of Sciences; Numerical Aerodynamic Simulation

NASA-CIAM - NASA-Central Institute Aviation Motors

NASDA - National Space Development Agency of Japan

NASM - National Air and Space Museum

NCC - National Combustor Code

NCDC - National Climatic Data Center

NEAR - Near Earth Asteroid Rendezvous

NEP - Network Entry Point

NESDIS - National Environmental Satellite, Data, and Information Service

NFS - NASA FAR Supplement

NFSD - NASA FAR Supplement Directive

NGDC - National Geophysical Data Center

NGI - Next Generation Internet

NGST - New Generation Space Telescope

NICMOS - Near Infrared Camera and Multi-Object Spectrometer

NIMA - National Imagery and Mapping Agency

NLR - National Aerospace Laboratory (Netherlands)

NMO - NASA Management Office, JPL

NOAA - National Oceanic and Atmospheric Administration

NODC - National Oceanographic Data Center

NODIS - NASA Online Directives System

NPC - NASA Policy Charter

NPD - NASA Policy Directive

NPG - NASA Procedures and Guidelines

NPMS - NASA Procurement Management System

NPOESS - National Polar-Orbiting Environmental Satellite System

NPR - National Performance Review

NPSS - Numerical Propulsion System Simulation

NQA - National Quality Assurance

NRA - NASA Research Announcement

NRC - National Research Council

NRO - National Reconnaissance Office

NRTS - Network Resources Training Sites

NSCAT - NASA Scatterometer

NSCP - National Space Communications Program

NSF - National Science Foundation

NSROC - NASA Sounding Rocket Operations

NSRS - NASA Safety Reporting System

NSTA - National Science Teachers Association

NSTC - National Science and Technology Council

NTA - National Technical Association

NTSB - National Transportation and Safety Board

OAI - Ohio Aerospace Institute

OARE - Orbital Acceleration Research Experiment

ODIN - Outsourcing Desktop Initiative for NASA

OEOP - Office of Equal Opportunity Programs

OES - Office of Earth Science

OFPP - Office of Federal Procurement Policy

OHSEB - Occupational Health and Safety Executive Board

OIG - Office of Inspector General

OIRA - Office of Information and Regulatory Affairs

OLMSA - Office of Life and Microgravity Sciences and Applications

OMB - Office of Management and Budget

OMU - Other Minority Universities

ONR - Office of Naval Research

OPM - Office of Personnel Management

OSC - Office of Special Council; Orbital Sciences Corporation

OSDBU - Office of Small and Disadvantaged Business Utilization

OSEMA - Office of Safety, Environmental, and Mission Assurance

OSF - Office of Space Flight

OSHA - Occupational, Safety, and Health Administration

OSMA - Office of Safety & Mission Assurance

OSS - Office of Space Science

OSTP - Office of Science and Technology Policy

OWBPA - Older Workers Benefit Protection Act of 1990

P&W - Pratt and Whitney

PA - Privacy Act

PACE - Pre-College Awards for Excellence in Mathematics, Science, Engineering, and Technology

PAO - Public Affairs Officer

PAPCPT - Provide Aerospace Products & Capabilities Process Team

PBC - Performance-Based Contracting; Procurement Based Contracting

PBS - Public Broadcasting System

PCA - Program Commitment Agreement

PCG - Protein Crystal Growth

PCM - Procurement Contract Management

PDC - Project Design Center

PDI - Professional Development Initiative

PDP - Professional Development Program

PDR - Preliminary Design Review

PEM - Particle Environment Monitor; Pacific Exploratory Mission

PHSF - Payload Hazardous Servicing Facility

PI - Principal Investigator

PIC - Procurement Information Circular

PIN - Procurement Installation Number

PIWG - Propulsion Instrumentation Working Group

PM - Project Management

PMA2 - Pressurized Mating Adapter

PMC - Polyimide Matrix Composites; Program Management Council; President’s Management Council

PMDP - Project Management Development Process

PMDR - Procurement Management Data Report

PMRF - Pacific Missile Range Facilities

PMTP - Procurement Management Technology Program

PN - Procurement Notice

PO - Procurement Officer

POC - Point of Contact

POCC - Payload Operating Control Center

POES - Polar Orbiting Environmental Satellite

POP - Place of Performance

PPC - Procurement Placement Code

PPMI - Program/Project Management Initiative

PR - Purchase or Procurement Request

PROGM - Program Management

PRS - Performance Requirement’s Summary

PSP - Performance Surveillance Plan

PUP - Partner Utilization Plan

PWBS - Project Work Breakdown Structure

PWS - Performance Work Statement

R&D - Research and Development

RA - Rehabilitation Act of 1973

RAS - Royal Aeronautical Society

REE - Remote Exploration and Experimentation

REQ - System Requirements

RFI - Request for Information

RFO - Request for Offers

RFP - Requests for Proposals

RLV - Reusable Launch Vehicle

RSA - Russian Space Agency

RSRM - Redesigned Solid Rocket Motor

RTIS - Raytheon TI System

SAES - Solar Array Electrical Simulator

SAGE - Stratospheric Aerosol and Gas Experiment

SAL - Spread Across Liquid Flames

SAM - Software Acquisition Management

SAMS - Space Acceleration System

SAT - Simplified Acquisition Threshold

SB - Small Business

SBA - Small Business Administration

SBD - Small Business Development

SBIR - Small Business Innovation Research

SBTTR - Small Business Technology Transfer Program

SCA - Shuttle Carrier Aircraft

SCAR - Summary Contract Action Report

SDB - Small Disadvantaged Business

SDOM - Station Development and Operations Meeting

SEB - Source Evaluation Board

SECAS - Sun-Earth Connections Advisory Subcommittee

SECME - Southeastern Consortium for Minorities in Engineering

SELARC - Strategic Enterprise George M. Low Award Review Council

SELENE - Selenological and Engineering Explorer

SEMAA - Science, Engineering, Mathematics, and Aerospace Academy

SEP - Senior Executive Program

SES - Senior Executive Service

SESCDP - Senior Executive Service Candidate Development Program

SEUAS - Structure and Evolution of the Universe Advisory Subcommittee

SEWP - Scientific and Engineering Work Package

SFOC - Space Flight Operations Contract

SIC - Standard Industrial Classification

SII - Scientific Instruments, Inc.

SLC-3E - Space Launch Complex 3 East

SLFC - Supersonic Laminar Flow Control

SLWT - Super Lightweight Tank (Shuttle)

SMA - Safety and Mission Assurance

SMC - Senior Management Council

SN - Space Network

SNOE - Student Nitrous Oxide Experiment

SOHO - Solar Heliospheric Observatory

SOMO - Space Operations Management Office

SOREV - Surface Operations Research/Evaluation Vehicle

SOP - Standard Operating Procedure; System Operations Panel

SOW - Statement of Work

SPI - Single Process Initiative

SR&QA - Safety Reliability and Quality Assurance

SRA - Systems Research Aircraft

SRB - Solicitation Review Board

SRTM - Shuttle Radar Topography Mission

SS - Sources Sought

SSC - Stennis Space Center

SScAC - Space Science Advisory Committee

SSCB - Space Station Control Board

SSDI - Solid State Devices, Inc.

SSES - Solar System Exploration Subcommittee

SSME - Space Shuttle Main Engine

SSUB - Space Station Utilization Board

STAC - US-Russian Science and Technology Advisory Council

STC - Science and Technology Corporation

STI - Scientific and Technical Information

STIS - Space Telescope Imaging Spectrograph

SUSIM - Solar Ultraviolet Spectral Irradiance Monitor

T&M - Time and Materials

TBC - Thermal Barrier Coatings

TCAC - Technology and Commercialization Advisory Committee

TCDT - Terminal Countdown Demonstration Test

TCP/IP - Transmission Control Protocol/Internet Protocol

TCU - Tribal Colleges and Universities

TDI - Transistor Devices, Inc.

TDRSS - Tracking and Data Relay Satellite System

THE - The Human Element

TIN - Taxpayer Identification Number

TLC - Technology Leadership Council

TM - Task Management; Technical Monitor

TO - Technical Officer

TOMS - Total Ozone Mapping Spectrometer

TOPEX - Ocean Topography Experiment

TPM - Topics in Project Management

TRC - Technical Review Committee

TRMM - Tropical Rainfall Measurement Mission

TRR - Test Readiness Review

TSPM - Topics in Software Program Management

TTC - Technology Transfer & Commercialization

UARS - Upper Atmosphere Research Satellite

UAV - Unpiloted Aerospace Vehicle

UCA - Undefinitized Contract Actions

UCR - University of California at Riverside

UOP - User Operations Panel

URC - University Research Center

URC-TC - University Research Centers’ Technical Conference

URLabs - Unified Research Laboratories

USA - United Space Alliance

USAR - Undergraduate Student Awards for Research

USBI - United States Boosters, Inc.

USIP - United States Innovation Partnership

USRA - Universities Space Research Association

UTC - United Technologies Corporation

VA - (Department of) Veterans Affairs

VAN - Value-Added Network

VCE - Visual Computing Environment

VCL - Vegetation Canopy Lidar

VE - Value Engineering

VECP - Value Engineering Change Proposal

ViTS - Video Teleconferencing System

VLAB - Virtual Laboratory

VLBI - Very Long Baseline Interferometry

WAAS - Wide Area Augmentation System

WAN - Wide Area Network

WBS - Work Breakdown Schedule

WDC - Workforce Diversity Council

WDR - Wet Dress Rehearsal

WFF - Wallops Flight Facility

WHIO - White House Initiatives Office

WIPO - World Intellectual Property Organization

WOSB - Woman Owned Small Business

WSTF - White Sands Test Facility

WWW - World Wide Web

ZAP - Z-Axis Precession

ZBR - Zero-Based Review

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