HPM 5.1 Correspondence Manual - Quiz 2

Question 1

1. 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.

Answer 1

a. True

Question 2

2. _____________ 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.

Answer 2

c. Category 1

Question 3

3. In general, _____________ 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.

Answer 3

b. Category 2

Question 4

4. 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.

Answer 4

c. four three

Question 5

5. Correspondence file numbers consist of all of the following elements (separated by periods), except?

Answer 5

d. Addressee

Question 6

6. All correspondence replying to inquiries from members of the Legislature shall be coordinated with _____________________.

Answer 6

a. Office of Special Representative

Question 7

7. All replies for Legislators shall be double-spaced on plain paper accompanied by a _________________.

Answer 7

d. cover letter

Question 8

8. The International System of 24-hour, four-digit time designation ______ be used in intradepartmental correspondence when a reference to time is necessary.

Answer 8

b. shall

Question 9

9. The American System of time expression ___________ be used in interdepartmental and letterhead correspondence (i.e., 5:15 p.m.).

Answer 9

c. shall

Question 10

10. 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.

Answer 10

b. shall

Question 11

11. Single paragraph letters and memorandums shall be double-spaced. The first line shall not be indented. Full block style shall be used.

Answer 11

a. True

Question 12

12. Multiple paragraph letters and memorandums shall be single-spaced.

Answer 12

a. True

Question 13

13. For a multiple page correspondence, the second and each page thereafter shall have the following at the top of the page (in the correct order):

Answer 13

a. name of the addressee(s) as it appears in the inside address, the page number, and the date

Question 14

14. 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.

Answer 14

b. four two

Question 15

15. Departmental correspondence should be prepared with either ____________ or ____________ type face.

Answer 15

b. Times New Roman, Arial

Question 16

16. “Attachment(s)” is used for memorandums, and “Enclosure(s)” is used for letters.

Answer 16

a. True

Question 17

17. No personal mail shall be dispatched using departmental stationery, envelopes, or postage.

Answer 17

a. True