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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.12 - CORRESPONDENCE HANDBOOK
CHAPTER 10 - NONCONTROLLED CORRESPONDENCE
Interim Directive No.: 6209.12-2016-1
Effective Date: May 5, 2016
Duration: This interim directive expires on November 5, 2017.
Approved: JANE L COTTRELL
Associate Deputy Chief
Date Approved: 05/04/2016
Posting Instructions: Interim directives are numbered consecutively by handbook number
and calendar year. Post by document at the end of the chapter. Retain this transmittal as the first
page(s) of this document. The last interim directive was 6209.12-2012-1 to chapter 50.
New Document
id_6209.12-2016-1
Superseded Document(s)
(Interim Directive Number
and Effective Date)
None
4 Pages
Digest:
12 - Updates instructions pertaining to date input and signature block layout, in accordance with
the new correspondence database. Adds direction about accessibility requirements for
documents finalized in the new correspondence database. Also expands section on reply due
letters.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSH 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 10 – NONCONTROLLED CORRESPONDENCE
Table of Contents
12 - PROCEDURES FOR FORMAL CORRESPONDENCE .......................................... 3
12.2 - Date of a Formal (or Informal) Letter .............................................................................. 3
12.6 - Finalizing the Formal (or Informal) Letter ....................................................................... 3
13 - PROCEDURES FOR INFORMAL CORRESPONDENCE ....................................... 3
13.5 - Reply-Due Field for an Informal Letter ........................................................................... 3
14 - MULTIPLE SIGNERS AND RECIPIENTS ............................................................... 4
14.1 - Sending a Letter Signed by More Than One Person ........................................................ 4
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSH 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 10 – NONCONTROLLED CORRESPONDENCE
12 - PROCEDURES FOR FORMAL CORRESPONDENCE
12.2 - Date of a Formal (or Informal) Letter
Letters are not dated until they are signed. The date on the letter indicates when the letter was
signed and mailed, not when it was initially drafted.
The date must be added to the Word document in the electronic correspondence management
system prior to archiving. The date on the archived letter must correspond with the date the
letter was actually signed.
12.6 - Finalizing the Formal (or Informal) Letter
After the correspondence has been signed, dated, and sent out, appropriate steps must be taken to
ensure that an electronically-signed and dated copy is finalized in the electronic correspondence
management system, in accordance with all current requirements.
Filing requirements must be met as well. See chapter 50, section 52, for instructions on filing
hard copy and electronic correspondence.
Note: All accompanying materials filed electronically with the final correspondence will follow
508 compliance standards, which may require scanning using Optical Character Recognition
software.
13 - PROCEDURES FOR INFORMAL CORRESPONDENCE
13.5 - Reply-Due Field for an Informal Letter
Only the Chief, Deputy Chiefs, Staff Directors, or Line officers can determine if this designation
should be used on informal correspondence. Reply due dates should be at least 30 days from the
date of the letter, unless there are exceptional circumstances. If information must be gathered
and passed through multiple levels of the agency, consider allowing more time. Reply due
letters should specify where and to whom the response should be sent and anyone who should
receive a courtesy copy.
An optional reply due date only requires a response if there are relevant records or if recipients
wish to respond. Otherwise, a reply due date requires a response, even if just to say “No
response.” See section 13.1, exhibit 01, for an example.
REPLY DUE JULY 26, 2012
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSH 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 10 – NONCONTROLLED CORRESPONDENCE
14 - MULTIPLE SIGNERS AND RECIPIENTS
14.1 - Sending a Letter Signed by More Than One Person
If the letter pertains to policy, signers shall be at a comparable level in the organization. Due to
508 compliance standards, it is not possible in the electronic correspondence management
system to place signature blocks in parallel. The senior official signature block is on top. The
second signature block must be placed below the first one on the page.