5 FAH-1 H-520
PREPARING CONGRESSIONAL LETTERS
(CT:CH-54; 10-29-2018)
(Office of Origin: L-H/EX)
5 FAH-1 H-521 GENERAL
(CT:CH-42; 08-12-2015)
a. All Congressional correspondence from the Department
is prepared for signature by the Assistant Secretary for Legislative Affairs
(H). The Executive Secretariat InfoLink Web site contains guidelines for
letters to be signed by the Secretary or other seventh-floor principals or
letters referred by the White House.
b. The office having primary interest in the subject
matter prepares replies to Congressional inquiries.
c. Officers must draft Congressional letters promptly
and address the immediate request. Replies should be expressed in direct and
concise language. The Secretary has requested that an interim reply be sent if
a substantial answer cannot be prepared within 24 hours of receipt.
d. In the Department, the Times New Roman 14 pitch font
should be used for all Congressional letters. Posts follow instructions
provided by the Executive office or Information Program Center (IPC).
e. Preparers should use 1 inch margins (adjust for a
well-balanced appearance) on the left and right and proceed as follows:
(1) Do not indent paragraphs. Indent closing and
signature block 6 tabs from the left margin;
(2) Place the inside address at the top of the first
page block style; and
(3) In the Department, show drafting and clearing
information only on a separate drafting page (see 5 FAH-1 H-526).
This page is optional at post.
f. Officers must direct all questions regarding
Congressional correspondence to H Correspondence Office. Discuss any problems
or concerns with H before contacting a Congressional office.
5 FAH-1 H-522 STATIONERY
(CT:CH-42; 08-12-2015)
a. In the Department, Congressional letters are
prepared using standard 8-1/2" by 11" regular Department of State
blue seal letterhead stationery for the original letter and a photocopy of the
original for the courtesy copy.
b. Posts use 8-1/2" by 11" post blue-seal
letterhead stationery. An ambassador may also use white-seal letterhead.
c. For succeeding pages, use plain white paper
(8-1/2" by 11"). Center page number approximately two lines below
the top margin.
5 FAH-1 H-523 DATE
(CT:CH-54; 10-29-2018)
a. In the Department, preparers must omit the date at
time of preparation. The date will be added to reflect the date the
correspondence is actually transmitted to Capitol Hill.
b. At posts, preparers may include the date at time of
preparation on all copies except the original and courtesy copies, unless
otherwise instructed by the drafting officer or Information Programs Center
(IPC). The date is placed at least two lines below post letterhead (see exhibits in 5 FAH-1 H-510).
5 FAH-1 H-524 COPIES
(CT:CH-4; 07-31-2002)
a. Preparers should avoid making extra copies of
Congressional correspondence. In the Department, be certain to prepare a
comeback copy and label it in the upper right corner prior to forwarding the
package for processing. See 5 FAH-1 H-528
for guidance on assembling the package.
b. The following copies should be prepared at post:
(1) Original and courtesy copy for Member;
(2) Official file copy;
(3) Copy for Department, if required;
(4) Copy for IPC chron. files;
(5) Copy for drafting office chron. files; and
(6) Information copies as required.
5 FAH-1 H-525 STYLE AND CONTENT
(CT:CH-4; 07-31-2002)
Drafters of Congressional correspondence must follow
guidelines listed below when drafting responses:
(1) Use the active voice and avoid long, complicated
sentences. Be precise and avoid highly technical terms, acronyms and
Department of State jargon;
(2) Be courteous in explaining and supporting
Department policy;
(3) Reflect that the Member is seriously interested in
solving the constituent's problem;
(4) Provide unclassified responses before offering
classified material, particularly when a constituent has written to a Member.
Sometimes classifications are imposed because of source, form, etc. After
simple deletions and or rephrasing, material can be made available;
(5) Make responses complete, answering all questions
raised;
(6) When referencing newspaper articles referred for
comment, use "recent newspaper article" rather than the columnist's
name; and
(7) Do not include the year when referencing the
Member's request by date, unless it is a previous year.
5 FAH-1 H-525.1 Opening Sentence
(CT:CH-27; 04-08-2013)
a. If the incoming letter is addressed to the
Secretary, the opening sentence must begin with "This is in response to
your letter of _____ concerning ______..."
b. At posts, if inquiry is addressed to the principal
officer and is to be signed by a senior officer, it must read "Ambassador
(name) has asked me to reply...," or "In the absence of Consul
General (name), I am replying to your letter of (date)," etc.
c. Avoid implying that the letter is a routine
request. Refer to the date of the Member's letter in the first paragraph (if
undated, use "recent inquiry"). Include only the month and day, not
year, when referencing the date. Select appropriate language from the following
examples:
(1) When a constituent's letter is enclosed, use:
"The Department has received your letter of (date), concerning Mr. (name)
views about (subject) ;" and
(2) When a constituent's letter is not enclosed, use:
(a) "Thank you for your letter of (date),
requesting (concerning) (commenting on) (subject);"
(b) We are pleased to reply to your letter dated (date)
in which you express concern about (subject) and appreciate your bringing it to
our attention;"
(c) When a letter expresses criticism or complaint, do
not open with "Thank you." Use: "We have received your letter
of (date), expressing concern about (subject);" or
(d) For letters addressed to the White House and
forwarded to the Department for reply, open with "The President (Vice
President) has asked me to reply to your letter of (date), concerning
(subject)."
5 FAH-1 H-525.2 Text
(CT:CH-4; 07-31-2002)
a. The drafter must begin the letter by acknowledging
the Member's interest, whether or not the constituent's letter is sent to the
Department. Drafters should also keep in mind that the reply may be read by a
constituent, appear in the press, or be published in the Congressional Record.
b. Generally, the drafter should reply as though the
constituent may not be knowledgeable on the subject and will depend on our
reply to aid in understanding the Department's position. Explain Department
policy in sufficient detail.
c. The preparer should begin the text two lines below
the salutation.
5 FAH-1 H-525.3 Closing Paragraph
(CT:CH-4; 07-31-2002)
a. Drafters should use courteous closings consistent
with the nature of the reply. Do not state that we were glad to help if we
were not able to do so. The following closings are suggested:
(1) If providing information onlyWe hope this
information will be helpful in your reply to (your constituent) or
Mr./Ms.____). Please let us know if we can be of further assistance;" or
(2) If helping a Member or constituent with solving a
problemWe hope this will be helpful to you" (if Member) or in replying
to your constituent (Mr./Ms.____). Please let us know if we can be of further
assistance."
b. For negative replies use "We regret that the
Department or Embassy (Consulate) is unable to respond more favorably;" or
"We are sorry that we cannot give you a more encouraging reply."
5 FAH-1 H-525.4 Complimentary
Closing
(CT:CH-4; 07-31-2002)
Drafters must use "Sincerely" as the
complimentary closing. Place the closing two lines below the last line of
text, indented 30 spaces from the left margin.
5 FAH-1 H-525.5 Signature
(CT:CH-4; 07-31-2002)
a. The Assistant Secretary for Legislative Affairs (H)
signs letters to Members of Congress except as stated in 5 FAM 212.
b. The principal officer signs replies from posts or a
senior officer authorized by the principal officer.
c. Officers must refer any questions regarding
signature to H.
d. The preparer must enter the signature block five
lines below and aligned with the closing.
5 FAH-1 H-525.6 Enclosures
(CT:CH-4; 07-31-2002)
a. Drafters must return only constituent's original
letter or other original documents (e.g., passport; birth certificate) to the
Member of Congress. Return copies of letters or newspaper clippings, etc.,
only if requested. When in doubt, the drafter should consult H with questions
about enclosures.
b. Posts receiving only copies of enclosures from the
Department are not responsible for returning enclosures.
c. For interim replies the drafter holds the
constituent's original letter for return with the final reply. The phrase
"Correspondence returned" does not mean that the Member's letter is
returned with the Department's reply; it means the constituent's letter is
returned.
d. When a Member's letter is referred to a post for
reply, the drafter at post must return the original constituent letter and
enclosure(s) to the Department along with the Department's interim reply.
e. The preparer numbers and describes enclosure(s)
flush with the left margin, directly below the word "Enclosure(s):".
Begin any carryover line(s) directly below the first word in the description.
Example:
Enclosures:
1. Departmental Employment Foreign Service
Officer Kit
2. List of Terms
5 FAH-1 H-526 DRAFTING AND CLEARING
INFORMATION
5 FAH-1 H-526.1 Department
(CT:CH-42; 08-12-2015)
Preparers must create a separate drafting page on plain
paper for recording drafting and clearing information. This page will also
include the H Tasking Slip control number (generated by A/GIS/IPS/PSD) and any
word processing document number (see 5 FAH-1
Exhibit H-526.1).
NOTE: If the Congressional letter was received directly,
the control number will appear on the comeback copy when it is returned to the
action office.
5 FAH-1 H-526.2 Post
(CT:CH-4; 07-31-2002)
a. Drafters at posts may show drafting and clearing
information on file copies or on a separate drafting page (see 5 FAH-1
Exhibit H-526.1). If using a drafting page, be sure to include it with all
file copies.
b. Preparers should place the word
"Clearances" near the center of the page opposite drafting
information, indicate method of clearance (substance, draft, phone) in
parenthesis after the name of clearing officer if they do not clear the
document in person. The drafting officer places initials by the name of
clearing officer.
5 FAH-1 H-527 ENVELOPE
(CT:CH-4; 07-31-2002)
a. See 5 FAH-1 Exhibit
H-527 for sample envelopes prepared in the Department and posts. Envelopes
large enough for the letter and enclosures should be prepared along with
envelopes as required for information addresses outside the Department or post.
b. Preparers must follow Member's instructions and
address envelopes to the address designated in the Member's letter.
c. At post, if the reply is to be transmitted to
Washington via the diplomatic pouch, envelope should be marked
"UNCLASSIFIED" on both sides. Put a letter sent by U.S. military
postal facilities or open-air mail (when approved by the principal officer) in
a plain envelope marked "AIR MAIL." Envelopes containing classified
information will be single-wrapped and prominently stamped with the overall
classification of the contents. The courier pouch will suffice as the outer
wrapping.
5 FAH-1 H-528 ASSEMBLY AND DISPATCH
(CT:CH-4; 07-31-2002)
a. In the Department, the preparer must assemble the
final congressional package, obtain clearances, and forward it to H for final
clearance and signature. Use photocopies for all copies made in the
Department. Assemble packages as follows:
(1) Comeback copy;
(2) Drafting page;
(3) H Tasking Slip;
(4) Member's incoming letter;
(5) Original with completed envelope; and
(6) Constituent correspondence.
Do not use staples. After H signs, the package is
dated, copied and transmitted to the Hill.
b. At post, Congressional documents and interim replies
are assembled according to instructions provided by the individual posts.
Photocopies may be used. After signature, packages are forwarded to the IPC
for dispatch and distribution of copies.
5 FAH-1 H-529 UNASSIGNED
5 FAH-1 Exhibit H-526.1
DRAFTING PAGE - CONGRESSIONALS
(CT:CH-4; 07-31-2002)
Drafted: Cleared:
A/EX:JDoe:ja
IRM/OPS:MFuller
3/1/02
X70441 IRM/ITI/SI:BJDoe
Control No.
P000000 IRM/OPS/MSO:PDHarr
H:_____________
5 FAH-1 Exhibit H-527
ENVELOPES FOR MAILING CONGRESSIONALSDEPARTMENT
(CT:CH-4; 07-31-2002)
