HPM 5.1 - Correspondence Manual

Question 1

Communications to all commanders, field
Division chiefs, Area commanders, all employees, etc., which contain directives or
information shall be issued as either _____________or ______________
as prescribed in HPM 1.1. The only exceptions are as:

Answer 1

Management Memorandums (MMs) or
Information Bulletins (IBs)

Note: Exceptions memos from Commissioners office expressing appreciation, announcing special traffic programs, or California State Employee Charitable Campaigns,etc.

Question 2

The ______Reference Manual
is the recommended reference source to be used when preparing
departmental written work.

Answer 2

Gregg

Question 3

What is a Category 1 correspondence?

Answer 3

CHP 51WP, Memorandum template, and shall be used for intradepartmental and
interdepartmental correspondence. (Correspondence to appointed officials shall be prepared as a memorandum.) It is also used to address other state agencies.

Question 4

What is a Category 2 correspondence?

Answer 4

CHP letterhead. It shall be used for correspondence directed to agencies
or individuals outside of California state government.
Note: Within State gov for (1) Commendations of dept/ other state employees.
(2) Elected officials such as Governor, Lieutenant Governor, state Legislators,
judges of the appellate and superior courts, and justices of the supreme court.

Question 5

Can an area Lieutenant have signature authority for correspondence (not commander)?

Answer 5

Yes, but only if he is designated to do so, but the Captain/Area Commander.

Question 6

True or False - File numbers shall consist of a minimum of four elements (separated by periods) and shall be used on all headquarters and field command correspondence.
.

Answer 6

False – use by field commands is optional

1. Signatory’s Location Code i.e. 201.
2. Signatory Identification i.e. 14355
3. Composer i.e. 12600
4. Office of Primary Interest i.e. 065
   Then file number

Question 7

Abbreviations may/ are not to be used in the inside address of CHP correspondence, with the exception of states’ names (i.e., CA for California) and NE, NW, SE, and SW at the end of a street name.

Answer 7

Are not

5. Note: no number for months either

Question 8

True or False - The International System of 24-hour, four-digit time designation shall be used in intradepartmental and interdepartmental correspondence.

Answer 8

False – intradepartmental only

Note: 24-hour clock can be used with outside agencies that also use it, such as OES and Armed Services

Question 9

Acronyms and abbreviations shall not be used at the beginning of a sentence or in a title. The only exception is if you are using
__________ and ______with a corresponding form number.

Answer 9

“CHP” or “STD”

Question 10

Correspondence should / shall be prepared with a point size of 12.

Answer 10

Should

Question 11

“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.

What are they used for?

Answer 11

Attachment for Memo’s

Enclosure for Letters

Question 12

Can “cc” be used on intradepartmental correspondence?

Answer 12

Normally no. Only if there is a specific reason.

Question 13

True or False - Correspondence directed to elected state officials is prepared on CHP memo or letterhead.

Answer 13

False – Only Letterhead

Question 14

The United States Postal Service (USPS) shall be used for regular and certified mail. OnTrac or Federal Express (FedEx) may be used for packages not time-sensitive. ______ shall be used for time-sensitive material.

Answer 14

OnTrac (only delivers in California)

Question 15

Comm-Nets may also be used to establish policy for a period of__________.

Answer 15

90 calendar days