5 FAH-1 H-300
MEMORANDA
5 FAH-1 H-310
USING MEMORANDA
(CT:CH-44; 03-15-2016)
(Office of Origin: IRM/BMP/GRP/GP)
5 FAH-1 H-311 GENERAL
(CT:CH-11; 05-18-2005)
a. Memorandums are used for routine communications
within and between offices in the Department, posts, and other Federal
agencies.
b. This chapter contains procedures and format
guidelines for drafting and preparing memorandums. See the Executive
Secretariat InfoLink Web site for guidelines for preparing memorandums to be
signed by the Secretary and other seventh-floor principals.
5 FAH-1 H-311.1 References
(CT:CH-44; 03-15-2016)
Executive Order 13526-Classified National Security
Information, as Amended by subsequent orders.
5 FAH-1 H-312 TYPES OF MEMORANDUMS
5 FAH-1 H-312.1 Internal Memorandum
(TL:CH-4; 07-31-2002)
The internal memorandum is used for administrative or
routine operational matters, or for background or other substantive information
pertaining to program and policy matters within and between offices in the
Department or at post (see 5 FAH-1
Exhibit H-312.1).
5 FAH-1 H-312.2 Interagency
Memorandum
(CT:CH-23; 07-08-2008)
a. The interagency memorandum is used for informal
correspondence with other Federal agencies on administrative or routine
operational matters. The format varies according to the level of offices
involved (see 5
FAH-1 H-312 Exhibit H-312.2).
b. See the Executive Secretariat InfoLink Web site, The
Interagency System, for additional drafting and formatting guidelines for
Interagency correspondence.
5 FAH-1 H-312.3 Memorandum to File
(TL:CH-4; 07-31-2002)
A memorandum addressed to the "File", documents
significant information that is otherwise not documented. Follow the format of
an internal memorandum. Place the word "File" opposite the
"TO" line.
5 FAH-1 H-312.4 Memorandum of
Conversation
(CT:CH-44; 03-15-2016)
A memorandum of conversation is used for substantive
conversations between officers and foreign diplomatic officials,
representatives of public and private organizations, Federal officials, or
private individuals either in the Department or at post. Preparers should
complete the Memorandum of Conversation on letterhead stationery as follows:
(1) If classified, show classification level at the
top of the first page, flush with the left margin two lines below the seal. If
unclassified or administratively controlled, show "UNCLASSIFIED" or
SENSITIVE BUT UNCLASSIFIED at the top, flush with the left margin, two lines
below the seal.
(2) Center and underline "MEMORANDUM OF
CONVERSATION" two lines below the classification.
(3) Double-space (one blank line) and enter the date.
Line the date up with Washington, DC. Double-space before beginning the
heading "SUBJECT:" Double-space after the subject before entering
the headings "TAGS:, "PARTICIPANTS:", and "COPIES TO:.
(4) Enter the text two spaces (one blank line) below
the last line of COPIES TO:. Each paragraph should be numbered.
(5) Center the classification at the bottom of the
page, and add the declassification instructions directly below it on the first
page only. Center the classification at the top and bottom of each additional
page (see 5
FAH-1 H-313). In the lower left corner of the first page only, enter the
name and position of the original classification authority on the
"Classified By" line, with the agency and office of origin unless it
is otherwise indicated. Directly below this line, enter the reason(s) for
classification, citing the appropriate category(ies) from Section 1.4, E.O.
13526, as amended. Show drafting and clearing information on all copies.
Refer to 5
FAH-1 H-313 for further guidance. See 5 FAH-1
H-325.9 for declassification and downgrading instructions for memorandums
with attachments.
5 FAH-1 H-312.5 Briefing Memorandum
(CT:CH-23; 07-08-2008)
a. Briefing memorandums are drafted for the Secretary
and other seventh-floor principals to provide them with talking points and
other information necessary to prepare them for a meeting or appointment.
There are four basic types of briefing memorandum:
(1) Office appointments or meetings;
(2) Checklists for office appointments or meetings;
(3) Participation in White House meetings; and
(4) Protocol scenarios (prepared by S/CPR).
b. See the Executive Secretariat InfoLink Web site for
additional drafting and formatting guidelines including Appointment Request,
Briefing Checklist, Annotated Agenda, and Meet and Greet Briefing Checklist.
5 FAH-1 H-312.6 Information
Memorandum
(CT:CH-23; 07-08-2008)
Information memorandums are prepared to inform the
Secretary or other seventh-floor principals about events, projects or policy
matters. An information memorandum may be generated as a result of matters of
interest or in response to a specific request. Consult the Executive
Secretariat InfoLink Web site, Information Memo, for drafting and formatting
guidelines.
5 FAH-1 H-312.7 Action Memorandum
(CT:CH-23; 07-08-2008)
Action memorandums are prepared for the Secretary and
other seventh-floor principals. These memorandums require decisions from or
action by the recipients. See the Executive Secretariat InfoLink Web site,
Action Memo or Action Memo - Split Recommendation for drafting and formatting
guidelines.
5 FAH-1 H-312.8 Form OF-41, Routing
and Transmittal Slip
(CT:CH-44; 03-15-2016)
a. Form OF-41, Routing and Transmittal Slip, is used to
forward routine correspondence, documents, and other material for action or information
when detailed instructions, explanations, or comments are unnecessary and no
record of the transmittal is needed. Information on the form may be
handwritten or typed (be sure to initial by printed name if form is typed).
Users should check one of the appropriate boxes listed or add remarks to
indicate the reason for the transmittal (see 5 FAH-1
Exhibit H-312.8).
b. Transmittal slips should not be used to record
approvals or other important action or information.
c. Transmittal slips should be copied only when the
transmittal office retains a copy for a limited time in case the material is
not received.
d. When using Form OF-41 for classified or
administratively controlled material (i.e., Controlled Unclassified
Information), it must bear the same classification or control designation it
covers and must include additional classification instructions identified in 12 FAM 510.
5 FAH-1 H-313 SECURITY
CLASSIFICATION/DECLASSIFICATION
(CT:CH-44; 03-15-2016)
a. Classified memorandums must be classified by an
original or derivative classification authority and marked according to section
1.4, E.O. 13526, as amended (see Reference
E.O. 13526). Each element (title, paragraph, section, table or chart) must be
appropriately marked (C), (S), (TS), (U), or (SBU). The overall classification
is the highest classification level of any part of the memorandum. (See 5 FAH-1 H-132,
and 12 FAM 510 for more information on marking classified
information.) Subject lines of classified documents should be kept unclassified
whenever possible.
b. On the first page, place the classification at the
left margin two lines below the seal, underlined in capital letters, directly
above the word MEMORANDUM. Center and underline the classification at the
bottom, and place the classification at the top and bottom of succeeding pages.
c. At the bottom of the first page only, directly
below the classification, enter one of the following (original or derivative
classification):
(1) Classified By: followed by the name and title of
the original classification authority, and the agency of origin (unless
otherwise indicated); and:
(a) Reason: followed by the reason(s) for
classification with the appropriate classification category(ies) from Section
1.4, E.O. 13526, as amended (see Reference E.O. 13526); and
(b) Declassify on: followed by the date of automatic
declassification.
(2) Derived from: followed by the name, edition, and
section of the applicable classification guide (e.g., DSCG 05-1, B) or the
origin, title, and date of the derivative classification source document; and:
(a) Declassify on: followed by the declassification
instructions in the declassification guide or on the source document; or
(b) Declassify on: Source Marked: followed by an
exemption category as defined in paragraph 3.3, E.O. 13526, as amended (see
Reference E.O. 13526).
See 5 FAH-1
H-325.9 for declassification and downgrading instructions for memoranda
with classified attachments. (See 5 FAH-1 Exhibit
H-313 and 12
FAM 510 for additional information on
marking classified information.)
5 FAH-1 H-314 THROUGH H-319 UNASSIGNED
5 FAH-1 EXHIBIT H-312.1
INTERNAL MEMORANDUM - DEPARTMENT
(CT:CH-23; 07-08-2008)
United States Department of State
Washington, D.C. 20520
MEMORANDUM October 1, 2002
TO: IRM/APR - Mr. Jonathan Doe
FROM: IRM/APR/IAP - John Dobson
SUBJECT: Sample Internal Memorandum
TAGS: AINF
This exhibit shows how to prepare a basic one-page
internal memorandum on Department or Post letterhead stationery.
Allow at least one-inch margins on all sides. Include the
date only if the memorandum will be signed the same day. Place the date on the
line opposite "MEMORANDUM" and align with the "W" in
Washington, D.C. Each memorandum must contain "TO," "FROM,"
"SUBJECT," and "TAGS" lines.
Enter text in block style, single-spaced with double
spaces between paragraphs. One-paragraph memorandums may be double-spaced.
List and describe attachments directly under the heading
"Attachment(s):". Number more than one attachment consecutively.
Show distribution (office symbol followed by a colon, initial(s) and last name)
for information copies under the heading "cc:" flush with the left
margin, two lines below the last line of text or "Attachment(s).
The signing officer places initials on the
"FROM" line immediately after the printed name. At the drafter's
discretion, show drafting information on the original, at least two lines below
"Attachment(s):" or "cc:". Include in the drafting
information the drafter's office symbol followed by a colon, initials and last
name, preparer's initials (if other than drafting officer), and the date
prepared. A separate drafting page may also be used (see example in 5 FAH-1
Exhibit H-325.10).
-2-
This exhibit shows a sample page two of an internal
memorandum. Prepare page two on plain bond paper. Center the page number as
shown at least two lines below the top margin. Begin text two lines below the
page number.
List attachments two lines below the text. Enter the word
"Attachment(s):" and number, and describe briefly (do not number one
attachment). Show drafting and clearance information on the original and all
copies (at the drafter's discretion), approximately two lines below
"Attachment(s)" or "cc:."
The signing officer initials in ink after the printed name
on the "FROM" line. If there is a "THRU" line, the
clearing officer also initials after the printed name.
Attachment(s):
1. Describe briefly
2. Number consecutively
cc: IRM/BPC/PRG:JCGoode 10/01/02
Clearance: IRM/BPC/EAP:HABlake
INTERNAL MEMORANDUMPOST
Embassy of the United State of America
Tokyo,
Japan
MEMORANDUM July 15, 2002
TO: The Ambassador
FROM: DCM - John A. Doe
SUBJECT: Sample Internal Memorandum on Post Letterhead
TAGS: AINF
REF: Your Memorandum, July 2, 2002
This exhibit shows the format for an internal memorandum
prepared on either regular or special letterhead stationery.
Each memorandum should have "TO, "FROM,
"SUBJECT, and "TAGS" lines. If a reference line is needed,
show the abbreviation "REF:" two lines below and flush with the
"TAGS" line. Align the reference(s) entry with the
"SUBJECT" line.
Include the date at the time of preparation unless the
memorandum is to be signed in another office and may not be signed the day it
is typed. Enter the date on the same line as "MEMORANDUM, flush with the
first letter of the printed letterhead.
Enter the text, any attachment lists, and distribution of
copies, if any, in the same format shown in the exhibit for the Department.
When memorandums are prepared for signature in another office, the signing
officer may prefer that the drafting information not be shown on the original.
A separate drafting page may also be used (see example in
5 FAH-1 Exhibit H-325.10).
Keep the number of copies to a minimum, providing a
courtesy copy only when necessary.
5 FAH-1 EXHIBIT H-312.2
INTERAGENCY MEMORANDUM
(TL:CH-23; 07-08-2008)
United States Department of State
Washington, D.C. 20520
MEMORANDUM June 15, 2002
TO: DOD - Mr. Frank M. Black
FROM: ADMIN - Robert A. Brown
SUBJECT: Interagency Memorandums
Memorandums may be used for informal correspondence with
other Federal agencies, usually on administrative or routine matters. Such
memorandums are prepared on Department or Post letterhead stationery. This
exhibit shows the format for an interagency memorandum on post letterhead
stationery when it is not necessary to include the titles of the addressee or
signing officer. Align the date with the first letter in the printed
letterhead. Do not put a "TAGS" line on memorandums going outside of
the Department or Post. An example of the format for the "TO" and
"FROM" lines for a similar type memorandum prepared on Department
letterhead stationery follows:
TO: DOD/AS/CR - Mr. Richard M. Roe
FROM: STATE/M/P - John A. Doe
Enter the text in the same format shown in Exhibit
H-312.1. Include the attachment(s), if any, on the original and all copies.
Do not show drafting and clearance information on the original or courtesy
copies. Show this information only on the copies to be retained in the
Department or Post. Always make an official record copy, and restrict the
number of information copies to those required on a strict need-to-know basis.
Clear memorandum as appropriate.
Attachments:
1. Describe briefly
2. Number consecutively
United States Department of State
Assistant Secretary of State
for Administration
Washington, D.C. 20520
MEMORANDUM April 12, 2002
TO: Ms. Helen M. Jones
Director, Office of Management Planning
Agency for International Development
FROM: Richard W. Smith
SUBJECT: Interagency Memorandum on Special Letterhead
This exhibit shows an interagency memorandum on special
letterhead stationery. Those offices that are entitled to special letterhead
stationery may use it for either internal or interagency memorandums. For
internal memorandums on special letterhead, follow the format in 5 FAH-1
Exhibit H-312.1. Use plain white bond paper for succeeding pages. Align the
date with the letterhead. Use either this sample format for the "TO"
and "FROM" lines or the informal format in the previous exhibit,
depending on the level and/or preference of the signing officer.
Always include an official record copy of an interagency
memorandum. Do not show drafting or clearance information on the original or
courtesy copy, if any.
The signing officer initials in ink beside the printed
name on both the original and record copy. If clearances are necessary,
clearing officers must initial beside their names on the record copy. The
drafting officer may initial for the clearing officers if clearances are by
phone, draft, or E-mail.
Place drafting, clearance, and TAGS information on file
copies, or use a drafting page (see 5 FAH-1 Exhibit H-325.10).
5 FAH-1 EXHIBIT H-312.4
MEMORANDUM OF CONVERSATION
(TL:CH-23; 07-08-2008)
United States Department of State
Washington, D.C. 20520
CONFIDENTIAL
MEMORANDUM OF CONVERSATION
DATE: June 3, 2008
SUBJECT: Permission For French Military Aircraft To Land
In The U.S. (U)
TAGS: AINF
PARTICIPANTS: FRENCH EMBASSY
Pierre Cousteau, Ambassador
Jacques D-Angneau, Economic
Counselor
Jean LaFitte, Civil Air Attache
UNITED STATES
Thomas Caldwell, Office of
Aviation
Samuel Shrum, Aviation
Negotiations Division
COPIES: EEB/EX EUR/EX AmEmbassy Paris
EEB/TT EUR/WE EEB/TT/OA
1. (U) This exhibit shows a Memorandum of
Conversation. If the memorandum is classified, enter the classification at the
top flush with the left margin two lines below the seal. Center and underline
"MEMORANDUM OF CONVERSATION," two lines below the seal or
classification. Place the date two lines below the heading flush with the
first letter in the printed letterhead. Use the other headings in this sample,
aligning entries as shown.
2. (C) Begin text flush with the left margin. Enter the
"Classified by" line, the reason for classification, the
"declassify on" line at the bottom left on the first page only. Show
drafting and clearance information on file copies only. See 5 FAH-1
H-312.4 for additional information.
CONFIDENTIAL
Classified by: GBKook, Director, EUR/A, Department of
State
Reason: 1.4(b)
Declassify on: 7/15/14
CLASSIFIED FOR EXHIBIT PURPOSES ONLY
5 FAH-1 EXHIBIT H-312.8
OF-41 ROUTING AND TRANSMITTAL SLIP
(CT:CH-44; 03-15-2016)
5 FAH-1 EXHIBIT H-313
CLASSIFIED MEMORANDUM
(CT:CH-44; 03-15-2016)
United
States Department of State
Washington,
D.C. 20520
SECRET
MEMORANDUM June 3, 2008
TO: All Cleared Employees
FROM: DS/PRD/IF - J. F. Smith
SUBJECT: Sample Classified Memorandum (U)
TAGS: AINF
1. (S) This exhibit of a classified memorandum shows
the proper format for marking classified documents in accordance with E.O.
13526, as amended. The policy is to mark each and every paragraph,
subparagraph, section, etc. to eliminate doubt as to which portions contain or
reveal classified information. Subject lines of classified documents should be
kept unclassified whenever possible.
a. (C) It is important to understand portion-marking
requirements, i.e., which the recipient of a classified document is entitled to
know what the classification of each portion is or that some portions are not
classified.
b. (S) If this portion of paragraph one contained
SECRET information, it would be so marked. Charts and illustrations also
require proper markings in a classified document.
2. (U) This paragraph is UNCLASSIFIED, as indicated,
and has been developed to emphasize that each and every paragraph or part
thereof should be marked.
3. (C) Enter a "Classified by" line, reason
for classification, or the "derived from" line. Enter the
declassification instructions. Specify a date, event, or exemption category.
Enter this information at the bottom of the first page only.
SECRET
Classified by: E. Doe, Deputy Assistant Secretary, A/GIS,
Department of State.
Reason: 1.4(b)
Declassify on: 6/13/14
CLASSIFIED FOR EXHIBIT PURPOSES ONLY
United
States Department of State
Washington,
D.C. 20520
SECRET
MEMORANDUM June 3, 2008
TO: All Cleared Employees
FROM: DS/PRD/IF - J. F. Smith
SUBJECT: Marking Transmittal Documents (U)
TAGS: AINF
1. (C) This exhibit shows how to mark a
CONFIDENTIAL transmittal document with a SECRET attachment. It also describes
how to mark an UNCLASSIFIED transmittal document that has a classified
attachment. Subject lines of classified documents should be kept unclassified
whenever possible.
2. (U) If an attachment to a transmittal is
classified higher than the transmittal itself, the highest classification is
entered at the top and bottom of the first page and a notation, such as
"DOWNGRADE TO CONFIDENTIAL WHEN SEPARATED FROM ATTACHMENT, is added to
show the classification of the transmittal itself. A classified transmittal
must also be marked to show the classification of its portions, its SUBJECT
line, its appropriate declassification markings, and any other additional
security markings that are appropriate for any of the information it contains.
When a classified transmittal consists of two or more pages, the second and
following pages are marked with the classification of the information appearing
therein.
3. (S) An UNCLASSIFIED transmittal carrying a
classified attachment is marked with the highest classification of the
attachment with a notation such as "UNCLASSIFIED WHEN SEPARATED FROM
ATTACHMENTS" on the first page only. Also include on the first page any
additional markings appropriate for the attachment(s), since the transmittal
itself contains no classified information.
4. (U) Transmittals are always marked with the
highest classification of information being transmitted. Notations, as
appropriate, are added to show the classification of the transmittal when the
attachments are removed or that it is unclassified upon removal of attachments.
Attachment:
Suggested Talking Points
SECRET
DOWNGRADE TO CONFIDENTIAL WHEN
SEPARATED FROM SECRET ATTACHMENT
Derived from: 01 State 12345
Reason: 1.4(b)
Declassify on: 7/13/14
CLASSIFIED FOR EXHIBIT PURPOSES ONLY