6209.12,01-05
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              FSH 6209.12 - CORRESPONDENCE HANDBOOK
                       6/88 WO AMENDMENT 6

                            ZERO CODE


This handbook gives directions and standards for preparing 
correspondence.  It is intended primarily for clerical personnel; 
however, authors and reviewers of correspondence also must be 
familiar with many of the practices and standards in this 
handbook.  Additional direction for preparing correspondence 
using electronic media are in FSH 1309.15, Electronic Office 
Handbook.

01 - AUTHORITY.  The general authority to create written material 
derives from the organizational responsibilities assigned to each 
office and the job responsibilities assigned to personnel within 
the unit.

Two references that are the basis of Forest Service 
correspondence policy are:  the General Services Administration's 
U.S. Government Correspondence Manual and the USDA Correspondence 
Management Regulation.

Broad policy governing Agency management of correspondence is set 
forth in FSM 6230.  In addition, USDA Correspondence Management 
Regulation, DR 3060-1, requires agencies to develop policies, 
standards, and procedures for internal correspondence management.  
DR 3060-1 also sets forth style practices, format, and clearance 
instructions for correspondence to be signed in the Office of the 
Secretary of Agriculture.

02 - OBJECTIVES

    1.  To prepare correspondence in conformance with minimum 
Government-wide and Departmental standards.

    2.  To ensure appropriate levels of review and approval of 
agency correspondence.

    3.  To properly document official transactions.

    4.  To minimize the time and cost involved in preparing, 
reviewing, approving, and releasing official agency 
correspondence.

    5.  To review on a continuing basis, Forest Service practices 
and procedures to find opportunities for improvement and 
simplification.

03 - POLICY.  All employees who create or process correspondence 
shall follow the procedures in this handbook to properly prepare 
correspondence and document official transactions in 
correspondence.

04 - RESPONSIBILITY

    1.  The Washington Office Director of Information Systems is 
responsible for providing Service-wide advice and assistance on 
correspondence procedures and management of correspondence.

    2.  Assigned clerical personnel are responsible for 
preparing, assembly, routing, tracking, and releasing 
correspondence in conformance with this handbook.

    3.  The head of the unit originating correspondence has the 
primary responsibility for the content, format, appearance, 
assembly, and clearance of correspondence.

05 - DEFINITIONS

See the Records Management Handbook (FSH  6209.11, sec. 05) for 
definitions.