HPM 5.1 CORRESPONDENCE MANUAL

Question 1

Communication to all commands, all commanders, field Division Chiefs, Area commanders, all employees, etc., which contain directives or information shall be issued as either or Information Bulletins (IB) as prescribed in HPM 1.1. 1-3, 1(b)

Answer 1

Management Memorandums (MM)

Question 2

Correspondence shall be acted upon as soon as practicable. If it is required and the desired information cannot be furnished within 15 working days from the date of receipt, the correspondence shall be acknowledged with an interim response. All correspondence shall be due back to the office of the signatory in days, thus allowing for review, edits if necessary, and signature. This will ensure the recipient is acknowledged within the 15 working day time frame. 1-4, 1(f)

Answer 2

7

Question 3

Correspondence on Critical Issues: Replies to correspondence involving critical issues, California State Transportation Agency (CalSTA), or administration policy shall be approved by _______ (via the Commissioner’s office) prior to release. 1-4, 1(j)

Answer 3

CalSTA

Question 4

CATEGORIES OF CORRESPONDENCE - Category 1: Category 1 correspondence is prepared on a CHP 51WP, Memorandum template, and shall be used for intradepartmental and __________________ correspondence. 2-3, 1(a)

Answer 4

interdepartmental

Question 5

CATEGORIES OF CORRESPONDENCE - Category 2 correspondence is prepared on California Highway Patrol (CHP) letterhead. It shall be used for correspondence directed to agencies or individuals outside of California state government. The CHP letterhead can be used within state government for the following:
(1) _____________________________.
(2) Elected officials such as Governor, Lieutenant Governor, state Legislators,
judges of the appellate and superior courts, and justices of the supreme court.
(Refer to Annex A of this chapter.) 2-3, 1(b)

Answer 5

Commendations of departmental and other state employees

Question 6

Authorized Signatory. In addition to the Commissioner and Deputy Commissioner, the following positions are authorized to sign correspondence consistent with their assigned responsibilities:
Assistant Commissioner, Field
Assistant Commissioner, Staff
Division chiefs
Assistant chiefs
Area commanders
Section commanders
_________________2-3, 2(a)

Answer 6

General Counsel

Question 7

Signature Delegation: Section or Area commanders may delegate signature authority to below command level if approved by ____________. 2-4, 2(b)(2)

Answer 7

Division

Question 8

Abbreviations are not to be used in the inside address of CHP correspondence, with the exception of _____________ and NE, NW, SE, and SW at the end of a street name. 2-7, 4(a)

Answer 8

state’s names

Question 9

Punctuation and Capitalization. Standard English rules for punctuation and capitalization shall be used in all departmental correspondence, reports, and manuals. The ________________ has been chosen to serve as the recommended usage guide for our Department. 2-8, 5(b)

Answer 9

Gregg Reference Manual

Question 10

Single Paragraph Correspondence: Single paragraph letters and memorandums shall be _________. The first line ___________be indented. 2-8, 5(d)

Answer 10

double-spaced, shall not

Question 11

Multiple Paragraph Correspondence: Multiple paragraph letters and memorandums shall be __________. 2-9, 5(e )

Answer 11

single-spaced

Question 12

Departmental correspondence should be prepared with either _____________ or Arial type face. 2-10, 5(h)(3)

Answer 12

Times New Roman

Question 13

Notations: “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 ___________. 2-10, 6(a)

Answer 13

memorandums, letters

Question 14

______________ correspondence is usually directed to departmental organizational commands rather than to individuals. 3-3, 1(a)(1)

Answer 14

Intradepartmental

Question 15

Intradepartmental Correspondence: When the attention of a particular person is desired, an attention line shall be typed ______________ below and in block alignment with the address. 3-3, 1(a)(2)(b)

Answer 15

two lines spaces

Question 15

California Highway Patrol Letterhead: Correspondence directed to agencies or individuals outside of California state government ______ be prepared on the CHP letterhead. 4-3, 1(a)(1)

Answer 15

shall

Question 16

California Highway Patrol Letterhead: Correspondence directed to elected state officials ______ be prepared on the CHP letterhead. 4-3, 1(a)(2)

Answer 16

shall

Question 17

California Highway Patrol: Commendations for departmental and other state employees ____ be prepared on the CHP letterhead. 4-3, 1(a)(3)

Answer 17

may

Question 18

Correspondence Format: The date will be typed _____________ below the telephone number, flush with the left margin. 4-3, 1(b)(2)

Answer 18

2 line spaced

Question 19

Correspondence Format: The _____________file numbers shall be placed 2 line spaces below the date, flush with the left margin. 4-3, 1(b)(3)

Answer 19

originator’s

Question 20

Correspondence Format – Street Addresses / Box Numbers: House numbers are expressed in __________ 4-5, 1(b)(9)(c)

Answer 20

figures

Question 21

Correspondence Format – Attention Line: When a letter is addressed directly to a company, an attention line may be used to route the letter to a particular person (by name or title) or to a particular department. An attention line _____________be used if the inside address contained the addressee’s name. 4-6, 1(b)(10)

Answer 21

would not

Question 22

Correspondence Format – Salutation: The salutation ________be to the person designated in the inside address. 4-6, 1(b)(11)

Answer 22

shall

Question 23

United States Mail Processing – Headquarters: The _______________________________is responsible for processing outgoing mail and distributing interoffice mail to headquarters sites. 5-3, 1(b)(1)

Answer 23

Mail Services Unit (MSU)

Question 24

Preparation of Envelopes and Labels: Envelopes shall be prepared for any interdepartmental correspondence that cannot be delivered by _________________. 5-6, 2(f)(1)

Answer 24

State Messenger Service

Question 25

Mail Classifications: Items of value (badges, cap pieces, etc.) __________ be shipped insured, UPS or FedEx, as each of these methods provides tracking numbers. 5-7, 4(a)(2)

Answer 25

should

Question 26

Communications Network (Comm-Net) messages are a method by which the California Highway Patrol (CHP) disseminates information throughout the Department. These messages may also be used to establish policy for up to __________ days. 6-3, 1

Answer 26

90 calender

Question 27

Approval of Communications Network Messages Content: All Comm-Net messages shall be routed through the appropriate channels for approval prior to being posted. The final approving authority will be the same as the one listed in the ______________. 6-4, 3(a)

Answer 27

sender designation

Question 28

Approval of Communications Network Messages Content: Messages announcing new policy, changes in policy, or that issue direction to both field and staff commands shall show the sender designation as the ____________________________and shall be routed through channels to be approved by Assistant Commissioner, Staff; Assistant Commissioner, Field; and the Deputy Commissioner or the Commissioner prior to distribution. 6-4, 3(a)(1)

Answer 28

“Office of the Commissioner”