5.1, Correspondence Flashcards

1
Q

How many types of departmental correspondence are there?

A

Two

HPM 5.1, Chapter 1

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2
Q

Category I correspondence is documented on a _________.

A

CHP 51, Memorandum

HPM 5.1, Chapter 1

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3
Q

Category II correspondence is documented on a _________.

A

CHP letterhead

HPM 5.1, Chapter 1

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4
Q

True or False: the quality, content, and format of any departmental correspondence are the responsibility of the author.

A

False (they are the responsibility of the signatory)

HPM 5.1, Chapter 1

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5
Q

Departmental correspondence shall be _______ in tone.

A

Courteous

HPM 5.1, Chapter 1

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6
Q

What color(s) of ink shall be used to sign departmental correspondence?

A

Blue only

HPM 5.1, Chapter 1

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7
Q

If response is required, but desired information cannot be furnished within ______ days from the date of receipt, correspondence received shall be acknowledged with an interim response.

A

15 days

HPM 5.1, Chapter 1

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8
Q

All correspondence shall be due back to the office of the signatory within ______ days in order to allow for necessary review and edits.

A

Seven days

HPM 5.1, Chapter 1

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9
Q

Category ____ correspondence is used for correspondence directed to agencies or individuals outside the California state government.

A

Category II correspondence

HPM 5.1, Chapter 1

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10
Q

Abbreviations are not to be used in the inside address of CHP correspondence, with the exception of _______?

A

1) States’ names
2) Cardinal directions at the end of a street name (NE, NW, SE, and SW)

(HPM 5.1, Chapter 2)

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11
Q

When referenced in intradepartmental correspondence, time shall be expressed in what form?

A

The International System of 24-hour designation (military time)

(HPM 5.1, Chapter 2)

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12
Q

When referenced in interdepartmental correspondence and letterhead, time shall be expressed in what form?

A

The American System (AM, PM)

HPM 5.1, Chapter 2

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13
Q

The _____________ has been chosen to serve as the recommended Standard English rules for punctuation and capitalization usage guide for the CHP.

A

The Gregg Reference Manual

HPM 5.1, Chapter 2

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14
Q

True or False: when writing departmental correspondence, sentences may begin with acronyms and abbreviations.

A

False (unless using CHP or STD to reference a form number)

HPM 5.1, Chapter 2

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15
Q

Single-paragraph letters and memorandums shall be ________ spaced.

A

Double

HPM 5.1, Chapter 2

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16
Q

___________ correspondence is usually directed to departmental organizational commands rather than to individuals.

A

Intradepartmental

HPM 5.1, Chapter 2

17
Q

Correspondence directed to elected state officials shall be prepared on ___________.

A

Letterhead (Category II correspondence)

HPM 5.1, Chapter 4

18
Q

The ________ shall be used for delivery of regular and certified mail.

A

USPS

HPM 5.1, Chapter 5

19
Q

What type of envelope is to be used for interoffice mail?

A

Manila envelope

HPM 5.1, Chapter 5

20
Q

True or False: it is permissible to use a special delivery service for daily mail to CHP Headquarters.

A

False

HPM 5.1, Chapter 5

21
Q

Comm-Net messages may be used to establish departmental policy for a period of up to ______ days.

A

90 days

HPM 5.1, Chapter 6

22
Q

Comm-Net messages may be written in what type font(s).

A

Times New Roman or Arial

HPM 5.1, Chapter 6