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Admin > 5.1 Correspondence Manual > Flashcards

5.1 Correspondence Manual Flashcards

1
Q

One _____ line of space (which is a 12 point break) shall separate each part of a Comm-Net message.

A

Blank

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2
Q

All _____ mail requires envelopes.

A

Confidential

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3
Q

All _____ correspondence requires envelopes

A

Letter head

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4
Q

Correspondence or material to be sent between _____ offices contracting for Interagency Messenger Service shall be transmitted using that service.

A

State

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5
Q

_____ is the preferred carrier for all overnight mail and packages to be delivered within California. It is important to note that this carrier only delivers within the State of California.

A

On Trac

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6
Q

Mail from field offices shall be dispatched to headquarters _____.

A

Daily

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7
Q

Special delivery service shall not be used for daily mail to _____.

A

Headquarters

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8
Q

____style is not used when preparing correspondence for the Governor and the BTH Secretary

A

Block

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9
Q

The signature block shall be blocked beginning at the left margin, _____ line spaces below the complimentary close. The signatory’s name shall be in uppercase. All other words will be in lowercase with the first letters of main words capitalized.

A

Four spaces

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10
Q

The body of the letter shall begin_____ line spaces below the salutation (or subject line, if applicable), flush with the left margin.

A

Two

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11
Q

In simplified format, which has no salutation, the subject line is typed _____ line spaces below the inside address. Supplemental file numbers
or correspondents’ references (when used) shall follow the last line of the subject

A

Two

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12
Q

The salutation is typed _____ line spaces below the last line of the inside address or two line spaces below the attention line when it is used

A

Two

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13
Q

Spell out the numbers one through _____ in street names.

A

Ten

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14
Q

The inside address shall be single-spaced in block style, flush with the left margin. The vertical position of the inside address may vary in accordance with the length of the letter but shall be at least _____ line spaces below the date and consist of at least three lines.

A

Six

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15
Q

On CHP letterhead the originator’s file numbers shall be placed _____ line spaces below the date, flush with the left margin.

A

Two

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16
Q

On CHP letterhead the date will be typed _____ line spaces below the telephone number, flush with the left margin.

A

Two

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17
Q

Commendations of departmental and other state employees may/may not be prepared on letterhead.

A

May

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18
Q

Correspondence directed to agencies or individuals outside of _____state government shall be prepared on letterhead.

A

California

19
Q

Correspondence directed to elected state _____ shall be prepared on letterhead.

A

Officials

20
Q

The California Highway Patrol (CHP) letterhead is to be used when preparing correspondence in _____ format.

A

Letter

21
Q

Intradepartmental correspondence shall/should show the copy distribution on the original and all copies.

A

Shall

22
Q

Attachments shall be shown two lines (one blank line space, type on the _____ line), not abbreviated, and below the signature group flush with the left margin.

A

Second

23
Q

When the attention of a particular person is desired on a CHP 51, an attention line shall be typed _____ line spaces below and in block alignment with the
address. The word “Attention” shall be followed by a colon to follow proper punctuation rules.

A

Two

24
Q

Show name and title on first line on a CHP 51 when addressing Agency and _____heads.

A

Department

25
Q

Attachment(s)” or “Enclosure(s)” shall be shown two lines (one blank line space, type on the second line) below the signature block flush with the left margin. (These are not abbreviated.) “Attachment(s)” is used for _____, and “Enclosure(s)” is used for letters.

A

Memorandums

26
Q

Correspondence should be prepared with a point size of _____.

A

12

27
Q

When a paragraph is divided between pages, there shall be at least _____lines of the paragraph on each page.

A

Two

28
Q

__________ spacing shall be used between paragraphs.

A

Double

29
Q

Multiple paragraph letters and memorandums shall be _____-spaced.

A

Single

30
Q

Single paragraph letters and memorandums shall be _____-spaced. The first line shall not be indented. Full block style shall be used.

A

Double

31
Q

Acronyms and abbreviations shall not/should not be used at the beginning of a sentence or in a title. The only exception is if you are using “CHP” or “STD” with a corresponding form number

A

Shall not

32
Q

The _____ Reference Manual has been chosen to serve as the recommended usage guide for our Department.

A

Gregg

33
Q

Supplemental file numbers such as an accident report number or other departmental references may be used for correspondence, but only when necessary, to assure proper _____ for reference purposes. These numbers shall follow the last line of the subject.

A

Identification

34
Q

When field offices are responding to headquarters correspondence, headquarters _____ numbers shall be used. If the field office also uses file numbers, both numbers may be shown

A

File

35
Q

The signature block on all categories of correspondence, with the exception of correspondence that is prepared for the Governor and the BTH Secretary, Correspondence to be Processed by Business, Transportation and Housing Agency, shall be blocked flush with the left margin and shall be four line spaces [three blank line spaces, type on the _____ line] below the complimentary close in a letter).

A

Fourth

36
Q

Field Division Chiefs and Area Commanders, unless otherwise directed, are authorized to correspond with agencies and individuals on matters of routine, mutual operational activities except when the subject matter:

A

Involves policy determination and/or changes.
Is of sufficient importance to require attention at higher levels of command or which may be expected to have a significant effect upon the Department, state, and/or state employees

37
Q

Departmental _____ shall be used for all other correspondence outside of state agencies.

A

Letterhead.

38
Q

The CHP _____WP shall be used only for correspondence between state agencies.

A

51

39
Q

Correspondence shall be acted upon as soon as practicable. If it is required and the desired information cannot be furnished within _____ working days from the date of receipt, the correspondence shall be acknowledged with an interim response.

A

15

40
Q

Communications to all commanders, field Division chiefs, Area commanders, all employees, etc., which contain directives or information shall be issued as either Management Memorandums (MMs) or Information Bulletins (IBs) with the exception being an all commanders memorandum signed by the Commissioner, Deputy Commissioner, or an Assistant Commissioner who may utilize the method of directing direct _____ correspondence.

A

Personal

41
Q

The original of all correspondence shall be signed in _____ ink.

A

Blue

42
Q

What are the 2 correspondence categories

A
  1. Category 1 - CHP 51 used for intradepartmental and interdepartmental
  2. Category 2 - Letterhead
    a. used for outside of state govt.
    b. commendations of departmental and other state employees
    c. Elected officials
43
Q

The sender designation is the _____ line of a Comm-Net message.

A

Last

Admin (4 decks)

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