HPM 5.1 - Publications Manual Flashcards
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
All communications prepared on a CHP 51 (Memorandum) or CHP Letterhead are – “__________.”
Correspondence
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Communication to all employees which contain directives or information shall be __________ or __________.
Management Memorandums (MM)
Information Bulletins (IB).
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Government Code Section __________ specifies all written communications shall be written in plain, straightforward language, avoiding technical terms as much as possible, and using a coherent and easily readable style.
6215
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The original of all correspondence shall be signed in __________ ink.
Blue
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Correspondence shall be acted upon as soon as __________.
Practicable
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
If it is required and the desired information cannot be furnished within __________ days from the date of receipt, the correspondence shall be acknowledged with an __________ response.
15 Working Days
Interim Response
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
All correspondence shall be due back to the office of the signatory in __________ days, thus allowing for review, edits if necessary, and signature. This will ensure the recipient is acknowledged within the 15 working day time frame.
Seven (7) Days
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The __________ (Confidential Memorandum) shall be used only for correspondence between __________ agencies.
CHP 51WP
State Agencies
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
California Highway Patrol __________ shall be used for all other correspondence __________ of state agencies.
Letterhead
Outside
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Inappropriate reference to _________ shall be eliminated from all departmental correspondence unless used in a direct quote.
Gender
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
__________ or __________ terms shall not be used when referring to groups or situations which include or may include members of __________ sexes.
Masculine or Feminine
Both
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Pursuant to the Americans with Disabilities Act, all state agencies must now include __________ for the Deaf and/or the California Relay Service telephone numbers on correspondence and memoranda.
Telephone Device
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The __________ (Gregg) is the recommended reference source to be used when preparing departmental written work.
Gregg Reference Manual
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Category 1 – CHP 51WP, Memorandum template, shall be used for:
Four (4) things
Intradepartmental Correspondence
Interdepartmental Correspondence
Appointed Officials
State Agencies
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Category 2 - Letterhead – Directed to ______ or ______ outside of California state government.
Agencies or Individuals
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The CHP letterhead can be used within state government for the following:
Commendations of departmental and other state employees.
Elected officials such as Governor, Lieutenant Governor, state Legislators, judges of the appellate and superior courts, and justices of the supreme court.
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The signature block – #______ line spaces and flush with the ______ margin.
Four (4) - (3 blank)
Left
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
File numbers shall consist of a minimum of four elements: ______, ______, ______, and ______.
EXAMPLE to OER: 580.018580.018580.007
o Signatory’s Location Code - (580)
o Signatory Identification – Badge or Adam “A”
number - (018580)
o Composer – Badge or Adam “A” number - (0XXXXX)
o Office of Primary Interest – May be an acronym or
the location code (OER or (007)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Supplemental file numbers (T/Cs) may be used, but only when necessary, to assure proper identification for reference purposes. These numbers shall follow the last line of the subject.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Abbreviations are not to be used in the inside address of CHP correspondence, with the exception of ______ (i.e., CA for California) and ______, ______, ______, and ______ at the end of a street name.
States’ Names
NE, NW, SE, and SW
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Always spell out the ______, ______, ______, and complete name of an ______ (as the organization spells its name).
Street
Avenue
Boulevard
Organization
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
In the body of the letter or memorandum, a date may be divided onto two separate lines between the ______ and ______, but not between the ______ and ______.
Day and Year (Ok)
Month and Day (Not Ok)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The International System of ______, ______ time designation shall be used in intradepartmental correspondence when a reference to time is necessary.
24-hour
Four-Digit
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The American System of time expression shall be used in ______ and ______ correspondence (i.e., 5:15 p.m.).
Interdepartmental
Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
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 “______” or “______” with a corresponding form number.
CHP
STD
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Single paragraph letters and memorandums shall be ______. The first line shall not be ______.
Double-spaced (Yes)
Indented (No)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Multiple paragraph letters and memorandums shall be ______.
Single-spaced
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
______-spacing shall be used between multiple paragraphs.
Double