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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 30 – CORRESPONDENCE FORMAT, STANDARDS, AND REVIEW
Interim Directive No.: 6209.12-2016-2
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 6209.12-2016-1 to chapter 10.
New Document
id_6209.12-2016-2
Superseded Document(s)
(Interim Directive Number
and Effective Date)
None
4 Pages
Digest:
31 - Updates letterhead information, including the options for letterhead containing more than
one organization, in accordance with the new correspondence database. Adds direction on where
to include certified mail information.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 30 – CORRESPONDENCE FORMAT, STANDARDS, AND REVIEW
Table of Contents
31 - GENERAL FORMATTING GUIDELINES ................................................................ 3
31.1 - Letterhead ......................................................................................................................... 3
31.93 - Certified Mail Information ......................................................................................... 4
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 30 – CORRESPONDENCE FORMAT, STANDARDS, AND REVIEW
31 - GENERAL FORMATTING GUIDELINES
31.1 - Letterhead
1. For official Forest Service correspondence, always use the Agency’s official formal
and informal letterheads.
a. Letterheads are available as electronic templates in the electronic correspondence
management system (Mercury).
b. Letterhead templates are customized for each administrative unit with the
appropriate name and address, based on organization data in the electronic
correspondence management system.
c. To create a letterhead with two organizations, the two-organization letterhead may
be selected in the electronic correspondence management system. This letterhead
incorporates the name and address of the organization chosen when creating the work
package, and then it includes a space for an extra name and address to be added.
d. Letterheads with the names and addresses of more than two organizations cannot
be created, due to space limitations, 508 compliance standards, and the design of the
electronic correspondence management system. Specialty letterheads, such as for an
inter-Forest working group, can occasionally be designed by the ORMS
correspondence team upon request, pursuant to space limitations, accessibility
requirements, and the design of the system.
2. Only approved logos, slogans, and templates may be used on official correspondence;
the letterhead is not to be modified in any way, including with anniversary logos,
watermarks, special event slogans, and so forth.
3. In accordance with USDA Office of the Executive Secretariat guidelines, formal and
informal letters must be printed on single-sided paper. Letters must be kept to a
maximum of two pages. If a response exceeds this limit, then the material will be placed
in a briefing paper or fact sheet, which can be sent as an enclosure (also printed singlesided) with a brief cover letter.
4. Please note: Letters to be signed at the USDA do not use Forest Service letterhead;
USDA letterhead will be used instead. See chapter 20, sections 22.4 and 23.4, for
detailed instructions on how to format these letters.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 30 – CORRESPONDENCE FORMAT, STANDARDS, AND REVIEW
31.93 - Certified Mail Information
If a certified mailing number needs to be included on the letter, this can be added manually after
the address block and before the salutation, or at the bottom of the letter following the signature
block and any enclosure or courtesy copy notifications. The electronic correspondence
management system does not include specialty templates with a space for this information.