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Improvise, Adapt, and Overcome

Improvise, Adapt, and Overcome. Presented by Cathy Lonaberger Office of the Administrator to the 2013 NACOP Training Workshop November 13-14, 2013. Correspondence is the Window to the Agency !!. Let’s Review the Correspondence Preparation Notes. Correspondence Tools.

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Improvise, Adapt, and Overcome

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  1. Improvise, Adapt, and Overcome Presented by Cathy Lonaberger Office of the Administrator to the 2013 NACOP Training Workshop November 13-14, 2013

  2. Correspondenceis the Window to the Agency!!

  3. Let’s Review theCorrespondence PreparationNotes

  4. Correspondence Tools • Agricultural Research Service Correspondence Manual 261.2 www.afm.ars.usda.gov/ppweb/261-02mch-1-2.htm • Government Printing Office Style Manual. http://www.gpoaccess.gov/stylemanual/browse.html • Other correspondence reference books

  5. USDA ARS Letterhead March 2013 ARS logo eliminated Template issued

  6. WHEN TO USEMEMO FORMATVS.LETTER FORMAT

  7. Informal Letters (Memo) The informal letter (memo) will be used for most day-to-day communications in the transaction of business within USDA. The informal letter may also be used when responding to informal communications from other Federal agencies. Chapter 1 ARS Correspondence Manual

  8. Formal Letter • Used for other than routine work or business transactions. • Formal letter is always used for letters addressed to the following: • President • Vice President • Members of Congress • Chapter 2 ARS Correspondence Manual

  9. E-mail Designated personnel have authority to send ARS-All Printed e-mail is the official record Updated ARS guidance - early 2014 Proofread all e-mails E-mail etiquette Scott Finke, OCIO, 301-504-1066

  10. Records Management Follow records management policy P&P 251.8 v2.0, May 2012 Teresa McDuffie Frye, 301-504-1017

  11. Informational & Decision Memos • REE requests all memos to be signed by Under Secretary to be in Decision or Informational format. • Informational and Decision Memos for the Secretary require the original and three letterhead copies (Cage) of the original, all other copy requirements remain the same.

  12. Helpful Notes • Enclosures are part of the correspondence and must be proofed. • If a document has been returned for corrections, always include the old yellow file copy and add another legend line with current information. • Always use plastic protectors for correspondence forwarded to another office for review/signature. • When new/revised correspondence instructions are received, they will be forwarded to you via e-mail.

  13. Proofreading Tips • Start at the top of the document (including letterhead) • Proof from hard copy; do not proof from the screen • Ask co-worker to proof document

  14. Proofreading Tips • Read aloud the document while co-worker follows on hard copy • Use spell check • Use ruler method

  15. Last Minute Checks • Always make use of Spell Check • Proofread more than once • Supervisor initials yellow on legend line • Envelopes are provided

  16. Proper Clearance and • Correspondence Questions: • Unit Secretary • Laboratory/Center Director Secretary • Area Director Secretary • Correspondence Management Unit at Headquarters (301-504-4513)

  17. Thank youandenjoy the workshop

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