HPM 5.1 Correspondence Manual Flashcards
________ correspondence is prepared on a 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.
a. Level 1
b. Level 2
c. Category 1
d. Category 2
c. Category 1
Correspondence file numbers SHALL consist of a minimum of four elements (separated by periods) and SHALL be used on all HQ correspondence. All apply EXCEPT: a. Signatory Identification b. Signatory's Location Code c. Addressee d. Composer e Office of primary interest (OPI)
c. Addressee
Example: 675.15818.14745.RPS (or 061) Signatory's Location Code Signatory Identification Composer Office of primary interest (OPI)
All correspondence replying to inquiries from members of the legislature shall be coordinated with _______.
a. Office of Special Representative
b. Assistant Commissioner, Staff
c. Commissioner’s Office
d. Legal Affairs Section
a. Office of Special Representative??
The American System of time expression _________ be used in interdepartmental and letterhead correspondence ( i.e., 5:15 p.m.).
a. should
b. shall not
c. shall
d. may
c. shall
Full block style (all structural parts beginning flush with the left margin) _______ be used in all departmental correspondence except for correspondence that is prepared for the Governor and the BTH Secretary.
a. should
b. shall
c. shall not
d. may
b. shall
Multiple paragraph letters and memorandums shall be single-spaced.
a. true
b. false
a. true
For a multiple page correspondence, the second and each page thereafter shall have the following at the top of each page (in the correct order):
a. name of the addressee(s) as it appears in the inside address, the page number, and the date.
b the page number, name of the addressee(s) as it appears in the inside address, and the date
c. the date, name of the addressee(s) as it appears in the inside address, page number.
a. name of the addressee(s) as it appears in the inside address, the page number, and the date.
A paragraph of less than _____ lines shall not be divided between pages in a multiple page correspondence. And, when a paragraph is separated between pages, there shall be at least ______ lines on each page.
a. three two
b. four two
c. five six
d. six three
b. four two
Departmental correspondence should be prepared with either ______ or ________ type face.
a. Courier, Times New Roman
b. Times New Roman, Arial
c. Sans Serif, Times New Roman
d. CG Times, Arial
b. Times New Roman, Arial
“Attachment(s)” is used for memorandums, and “Enclosure(s)” is used for letters.
a. True
b. False
a. True
The CHP 51WP shall be used only for correspondence between state agencies. Departmental letterhead shall be used for all other correspondence outside of state agencies
a. true
b. false
a. true
_________ correspondence is prepared on a 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.
a. Level 1
b. Level 2
c. Category 1
d. Category 2
c. Category 1
In general, ________ correspondence is prepared on California Highway Patrol (CHP) letterhead. It shall be used for correspondence directly to agencies or individuals outside of California state government.
a. Category 1
b. Category 2
c. Level 1
d. Level 2
b. Category 2
The signature block on all categories of correspondence shall be blocked flush with the left margin and shall be _____ line spaces [_____ blank line spaces] below the complimentary close
a. three four
b. two three
c. four three
d. five four
c. four three
All replies for Legislators shall be double-spaced on plain paper accompanied by a ____________.
a. cover memorandum
b. ‘confidential’ cover sheet
c. letter from the Division Chief
d. cover letter
d. cover letter
