HPM 5.1 - Correspondence Manual Flashcards
Memorandum formatting and Comm-Net purpose/requirements
_________________ is prepared on a CHP51WP, memorandum template, and shall be used for interdepartmental correspondence (correspondence to appointed officials shall be prepared as a memorandum.) Also used to address other state agencies.
a. Level 1
b. level 2
c. Category 1
d. Category 2
c. Category 1
- Ch 2, p 3
Original correspondence shall be signed in what color ink?
A. Blue
B. Black
C. Red
D. Any color is acceptable
Blue
- Ch 1, p 4
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.
15 days
- Ch1, p 4
All correspondence shall be due back to the office of the signatory within _____ days.
7 days
- Ch 1, p 4
What is the recommended reference source to be used when preparing written departmental work?
The Gregg Reference Manual
- Ch 1, p 5
Category 1 correspondence is prepared on a _____ and shall be used for intradepartmental and interdepartmental correspondence.
Memo
Correspondence to appointed officials shall be prepared as a memo.
- Ch 2, p 1
________ correspondence is prepared on CHP letterhead? It shall be used for correspondence directed to agencies or individuals outside of California state government.
Category 2
- Ch 2, p 1
The signature block _____(Should/Shall) be flush with the left margin and ______(Should/Shall) be four line spaces below the close in a letter or last text in a memo.
Shall / Shall
- Ch 2, p 9
Single paragraph letters and memorandums shall be _______-spaced. The first line shall not be indented.
Double-spaced
- Ch 2, p 9
Multiple paragraph letters and
memorandums shall be single-spaced.
Single-spaced
- Ch 2, p 9
The file number shall consist of a minimum of how many elements?
Four
- Ch 2, p 6
How many optional elements are there in a file number?
One
- Ch 2, p 6
What are the minimum and optional elements in a file number?
- First element- Signatory’s location code
- Second element- Signatory’s identification
- Third element- Composer Identification. If Composer and typist are the same this element not necessary.
- Fourth element- OPI if prepared for signature by another office.
- Optional: Document number
- Ch 2, p 6
In a memorandum what is the position for the Date?
Three lines below Memorandum flush with the left margin.
- Ch 2
In a memorandum what is the position for the To?
Three lines below the date flush with the left margin.
- Ch 2
On a memorandum where do you start typing on the date, To:, From:, and File No.: lines?
12 spaces or 2 inches from the left margin.
- Ch 2
When using CHP letterhead, where is the file number positioned in the header?
Two lines below the date flush with the left margin.
- Ch 2
When using CHP letterhead, where is the inside address located?
Six lines below the date and consists of at least three lines.
- Ch 2
When using CHP letterhead, where is the subject line located?
Two lines below the inside address.
- Ch 2
When using CHP letterhead, where does the body of the letter located?
Two lines below the salutation flush with the left margin.
- Ch 2
What complimentary close shall be used on all CHP letters?
Sincerely,
- Ch 2
Use the __________ services rather than the USPS, UPS, or FexEx whenever possible.
Departmental mail
- Ch 5, p 4
Limit the use of ____ and ____ to time-critical mailings or material which may require tracking.
UPS and FedEx
- Ch 5, p 4
Comm-Net messages may be used to establish policy for up to ____ calendar days?
90 Days
- Ch 6, p 3
Comm-Net messages will be written in Font and point size?
Ariel or Times New Roman; 12 pt.
- Ch 6, p 3
The Government Code specifies that all written communications shall be written in plain, straight forward language, avoiding technical terms as much as possible.
A. True
B . False
A: True
- Ch 1, p 3
The signatory’s name should be in ___ _____ letters.
All Capital
- Ch 3, p 4
Attachments or enclosures shall be _____ when being sent through the mail.
A. Paper clipped
B. Stapled
C. Left loose
D. Taped
B. Stapled
- Ch 2, p 10
Abbreviations are not to be used in the inside Address of CHP correspondence, with the exception of ____?
State names
i.e. (CA - California)
- Ch 2, p 7
For a multiple page correspondence, the second and each page thereafter shall have the following at the top of each page:
A. Name of the addressee as it appears in the inside address, the page number and the date.
B. The page number, name of the addressee as it appears in the inside address and the date.
C. The date, the name of the addressee as it appears in the inside address and the page number
A. The Name of the Addressee as it appears in the inside address, the page number and the date.
(in order)
Acronyms and abbreviations Shall not be used at the beginning of a sentence or in a title line. the only exception is if you are using “___” or “___” with a corresponding form number.
CHP or STD
Attachments are used for Memorandums and Enclosure is used for letters. (True or False)
True
A paragraph of less than _ lines shall not be divided between pages in a multiple page correspondence.
True
A paragraph of less than _ lines shall not be divided between pages in a multiple page correspondence.
Four
When a paragraph is separated between pages in a multiple page correspondence, there shall be at least __ lines on each page?
Two
All correspondence replying to inquiries from members of the legislature shall be coordinated with _____?
A. The Commissioners Office
B. The Assistant Commissioners office, Staff
C. The Office of Special Representative
C. The Office of Special Representative.
Communications to all commanders, field Division Chiefs, Area commanders, all employees etc. which contain directives or information shall be issued as either ___________________ or _______________?
Management Memorandums or Information Bulletins
- Ch 1, p 3
Correspondence directed to ________ state officials is prepared on CHP letterhead?
Elected State Officials
Members of the legislature, judges, and most state and federal officials are addressed as _________?
The Honorable
No personal mail shall be dispatched using departmental stationary, envelopes, or postage. (True or False)
True
