HPM 5.1 Correspondence Manual

Question 1

The term “correspondence” as used in this manual describes all communications prepared on departmental letterhead and on the CHP 51WP, Memorandum template, except:

Answer 1

publications transmittal memorandums which are governed by the Publications Management Manual, HPM 1.1.

Question 2

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

Answer 2

15

Question 3

Category 1 correspondence is prepared on a CHP 51WP, and shall be used for:

Answer 3

Interdepartmental and Intradepartmental correspondence

Question 4

File numbers shall consist of a minimum of ______ elements (separated by periods) and shall be used on all headquarters correspondence.

Answer 4

four

Question 5

The second and each succeeding page of a letter or memorandum shall be headed with:

Answer 5

The name of the addressee(s), the page number and the date one inch from top.

Question 6

Comm-Nets may be used to establish policy for a period of ____ calendar days.

Answer 6

90

Question 7

The author will prepare the Comm-Net as a Microsoft Word Document, using standard upper and lower sentence case, in _______ font size 12, with one inch margins

Answer 7

Times New Roman / Arial

Question 8

All correspondence shall be due back to the office of the signatory in _____ days, thus allowing for review, edits if necessary, and signature.

Answer 8

7

Question 9

Abbreviations are never to be used in the inside address of CHP correspondence.

Answer 9

True

Question 10

The term “Font” describes:

Answer 10

Letters of the same size, stroke weight, and style.

Question 11

What is an IB (Information Bulletin)?

Answer 11

An (IB) makes departmental staff aware of any changes to various issues or disseminates any other information that may affect field and headquarters personnel.

Question 12

What is an MM (Management Memorandum)?

Answer 12

A MM is a temporary directive/policy/regulatory material with an expiration date not to exceed nine months (Poss. 6 month extension).

Question 13

Communications to all commanders, which contain directives or information shall be issued as

Answer 13

either a MM or an IB

Question 14

The original of all correspondence shall be signed in

Answer 14

Blue ink

Question 15

Category 1 Correspondence shall be prepared on a CHP 51 WP for?

Answer 15

correspondence between state agencies, correspondence to appointed officials shall be prepared as a memorandum

Question 16

Category 2 Correspondence shall be prepared on CHP letterhead for?

Answer 16

all other correspondence (Other than correspondence between state agencies) Commendations of departmental and other state employees.
And Elected officials/judges.

Question 17

Correspondence with members of the federal legislative/executive branch (particularly correspondence detailing the state’s position on proposed or enacted federal policy) shall be prepared for

Answer 17

the Governor’s Washington, D.C., office. Such copies shall be prepared with a transmittal memorandum for the Commissioner’s signature with appropriate copies for the Business, Transportation and Housing Agency (BTH).

Question 18

Pursuant to the Americans with Disabilities Act, all state agencies must now include

Answer 18

Telephone Device for the Deaf (TDD) and/or the California Relay Service telephone numbers on correspondence and memoranda.

Question 19

What is the recommended reference source to be used when preparing departmental written work.

Answer 19

The Gregg Reference Manual (Gregg)

Question 20

Only the Commissioner or Dept. Commissioner may sign what type of correspondence?

Answer 20

i. Changes in, or additions to, departmental policy.
ii. Matters which cannot legally be delegated by law or regulation.
iii. All correspondence to the Governor, the Lieutenant Governor, their respective staffs, members of the state Legislature, the state Legislative Counsel, judges of the appellate and superior courts, and their counterparts in other states.
iv. All correspondence intended for the personal attention of the heads of comparable levels of federal, state, county, and municipal governments (i.e., law enforcement directors).
v. Correspondence to the Business, Transportation and Housing Agency (BTH) administrators.
vi. Anything they want to be for their signature.

Question 21

The A/C Field may sign:

Answer 21

i. Directives to the field that require changed or new procedures.
ii. Correspondence directed to comparable levels of government.
iii. Correspondence delegated by the Commissioner.

Question 22

The A/C Staff may sign:

Answer 22

i. Directives concerning activities within headquarters Divisions or which constitute a major change in Division(s) or in related staff procedures.
ii. Correspondence directed to comparable levels of government.
iii. Correspondence delegated by the Commissioner.

Question 23

Headquarters/Division level may sign:

Answer 23

i. Appropriate staff work.
ii. Correspondence to headquarters or the field of an informational or advisory nature or as a direct result of routine Division functions.
iii. Correspondence between comparable/equal levels of government in matters pertaining to functions of the Division.
iv. Correspondence delegated by the A/C, Staff.