City Correspondence Manual

Question 0

What’s the font style that should be used in writing letters?

Answer 0

Merriweather

**Open Sans for headlines, but CAN also be used for the body of a document. Page 49

Question 1

What’s the font size?

Answer 1

10 point. Page 49

Question 2

What justification is required?

Answer 2

left justification

Question 3

What are the margins required on letters, memoranda, and reports shall be, as a minimum?

Answer 3

1” top (except for page 1 for letters and City Council Reports)
1” bottom
1” sides

Page 49

Question 4

Distribution of documents - when sending letters and memos what format should they be in? (Final signed document)

Answer 4

PDF document (Final signed document)

• not as a word document

Page 49

Question 5

The City of San Diego standardized letter style is what?

Answer 5

Block letter with mixed punctuation.. Page 49

Question 6

Where does the dateline need to be placed?

Answer 6

Eight lines below the last line printed letterhead.

*****if the letter is short, center it on the page so that it looks professional. Page 49

Question 7

When “PERSONAL” is written on an envelope what does this mean?

Answer 7

Only the addressee can read it.

Page 50

Question 8

When “Confidential” is written on the envelope or letter, what does this mean?

Answer 8

Only the addressee or authorized people can open and read the information.

Page 50

Question 9

When writing “confidential or certified mail”, etc. on the letter/envelope what font do you use?

Answer 9

All “Caps” and flushed left.

**four lines below the date line. Page 50

Question 10

Where does the body of the letter begin?

Answer 10

two lines below the salutation or subject line (if used)

Page 53

Question 11

Whats the correct spacing between paragraphs?

Answer 11

double-spacing

Page 53

Question 12

If you have additional pages for your letter, how do you start the page off?

Answer 12

1” from the top and far left

Page 2
Mr. John Doe
January 1, 2010 (single spaced remember)

Question 13

COMPLIMENTARY CLOSING AND SIGNATURE BLOCK

The complimentary closing is typed ____ lines below the last line of the body of the letter

Answer 13

two

Question 14

The signature block is typed at least ___ lines below the complimentary closing, in initial caps. The title of the person is typed immediately below, in initial caps.

Answer 14

four

Question 15

How should the first part of a Memo be written?

Answer 15

The heading is NOT to include any reference to a specific department, division or program. (THE CITY OF SAN DIEGO is in Times New Roman 12 point, small caps and first letter upper case; M E M O R A N D U M is in Times New Roman 14 point with two spaces between each letter and all caps.)

Question 16

INDIVIDUAL PARTS OF A MEMORANDUM

HEADING - The heading of a memorandum is to appear as follows:

Answer 16

City Seal
The City Of San Diego (12 point Times New Roman)
M E M O R A N D U M (14 point Times New Roman)

Question 17

Where does the date line go in a M E M O R A N D U M?

Answer 17

The DATE line is typed flush left, 3 to 4 lines below the word “MEMORANDUM

Question 18

What letters or M E M O R A N D U M don’t get the 1” margin from the top?

Answer 18

page 1 for letters and City Council Reports)

Question 19

When sending memos and letters electronically, the final signed document is to be?

Answer 19

scanned and sent as an attached PDF document, not as a Word document.

Question 20

What does the Date Line consist of?

Answer 20

Month, day, and the year (January 1, 2016)

**Abbreviations and ordinals (1st, 2nd, 24th) are NEVER used!!

Page 49

Question 21

Paragraphs are what spacing?

Answer 21

Single-spaced. Page 53

Question 22

If the letter is long enough to require a second page, at least________must be carried over to the next page?

Answer 22

Two message lines. Page 53

Question 23

What does the Date Line consist of?

Answer 23

Month, day, and the year (January 1, 2016)

**Abbreviations and ordinals (1st, 2nd, 24th) are NEVER used!!

Page 49

Question 24

Paragraphs are what spacing?

Answer 24

Single-spaced. Page 53

Question 25

If the letter is long enough to require a second page, at least________must be carried over to the next page?

Answer 25

Two message lines. Page 53

Question 26

City Logo:

The clearspace for the seal should always be a minimum of _____ of the overall height—as shown here.

Answer 26

25%

Question 27

City Logo:

In order to maintain the integrity of the seal, the minimum diameter size should be ___ inches for print or _______ for digital applications.

Answer 27

.75 inches

116 pixels

Question 28

The City seal was designed by __________________________and was originally used to legitimize or validate documents.

Answer 28

Carlton Monroe Wilson

Question 29

FONT STYLE – The standard font style for text is________________. _____________is to be used for headlines, but can also be used for the body of a document. Reference the Visual Style Guide for headline font sizing.

Answer 29

Merriweather

Open Sans

Question 30

Remember to use page numbers beginning on the _________page.

Answer 30

Second

Question 31

USE OF PROPER TITLES ON LETTERS AND MEMORANDA - Consistency should be used when affixing titles to letters and memoranda. For elected officials (of any jurisdiction), the word “Honorable” should precede their name. Official titles, not “working” titles, should be used on documents. The title should generally read in this order: ____________________?

Answer 31

Name, Title, Department