5.1 correspondence manual (12-2014)

Question 1

Are route slips considered correspondence.

Answer 1

No. (1-3)

Question 2

What code specifies that all written communications shall be written in plain straighforward language, avoiding technical terms as much as possible?

Answer 2

Government Code 6215. (1-3)

Question 3

What is a category 1 correspondence prepared on? and what type of correspondence is it used for?

Answer 3

A memorandum, (CHP 51)

Used for intradepartmental and interdepartmental correspondence. (1-3)

Question 4

A category 2 Correspondence is prepared on? What type of correspondence is it used for?

Answer 4

Departmental letterhead.

It is used for correspondence directed to agencies or individuals outside of Ca. state government. (1-4)

Question 5

Location code is the first element in the file numbers. The number is the location code for whom?

Answer 5

the person signing the document (1-15)

Question 6

single paragraph letters shall be ________ spaced?

Answer 6

double (2-8)

Question 7

How far is the second and additional pages headed from the top?

Answer 7

one inches (6 spaces) (2-9)

Question 8

On a 2nd page, how many lines below the date is the text?

Answer 8

four (2-9 f1)

Question 9

“Attachments(s) or enclosures” shall be shown ___ (how many) line spaces below the signature group and flush with the left margin?

Answer 9

two lines. (2-10 6a)

Question 10

Attachments or enclosures shall be __________ and not paperclipped, when being sent through the mail.

Answer 10

loose or stapled. (2-11 6b)

Question 11

Correspondence directed to all appointed and elected state officials shall be prepared on a ________

Answer 11

CHP, 51, Memorandum (2-3)

Question 12

The saluation “Madam” should be avoided except when?

Answer 12

a woman occupies a position, such as president, secretary, etc. (4-6)

Question 13

What class mail is used?

Answer 13

first class (5-7)

Question 14

Which class mail is not used?

Answer 14

second class (5-7)