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NASA Procedures and Guidelines |
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| | TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | ALL | | |||||
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.
4.2.1. 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)
Assemble memos as illustrated in Figures 4-7 and 4-8.
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.
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.
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.
| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | ALL | |
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