Correspondence Issues

• If a response is "Time Critical", explain the reason either in the Cover Memorandum to the Secretary or attach an explanatory note to the document.
   
• Keep letters to one page if possible.  If there is a need for a more detailed explanation, include a separate
  enclosure.
   
• Break up long sentences whenever possible.  Br brief, be concise, and eliminate unnecessary language.
   
• When appropriate, give credit to President Bush by name.  Do not say "The Administration has a strong
  economic recovery program," but rather "President Bush has..."  Do not cite the President by name, however,
  when we are not certain that he has taken a personal position on an issue, or when you have just cited the President a sentence or two earlier in the letter.
   
• When submitting multiple letters for the Secretary's signature, prepare one letter in final format and attach a complete list of the other addressees with salutations. Please remember that jointly signed letters have two signatories; cosigned letters have more than two signatories.
   
• Drafting offices must obtain clearances from the Office of the General Counsel and the Office of Policy before submitting their "A" Priority draft responses to ITA Secretariat.  If the response is for a Member of Congress, you must also obtain clearance from the Office of Legislative and Intergovernmental Affairs. 
   
• When forwarding a long report for the secretary's approval, include a 1-2 page summary of the findings
  and recommendations.
   
• When forwarding a group (3 or more) of letters to appoint individuals to advisory committees or similar
  situations, include a separate sheet, listing the individuals along with their relevant professional affiliation.
   
• Use the Department of State format list when addressing foreign officials. Your area's correspondence contact has a copy of this list.

• All correspondence for Taiwan authorities must be on bond paper--do not use official letterhead.

• On responses for the Secretary or Deputy Secretary, do not justify the right margin.
   
• On responses for the Secretary or Deputy Secretary, please indent paragraphs one standard tab (5 spaces).
   

• Leave 4 spaces (lines) between "Sincerely," and "Carlos M. Gutierrez" in a letter's complimentary closing.
  
• Please use the Times New Roman (12 point) font for the Secretary's correspondence.

• When referring to dates in a response, be specific--i.e., use "mid-April", not "next month."

• When referring to Fiscal Year, the following are correct: Fiscal Year, FY '05, fiscal year 2005 and FY 2005.
  
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