5 FAH-1 H-500
CONGRESSIONAL LETTERS
5 FAH-1 H-510
LETTERS TO MEMBERS OF CONGRESS
(CT:CH-53; 10-29-2018)
(Office of Origin: H)
5 FAH-1 H-511 GENERAL
(CT:CH-53; 10-29-2018)
a. Letters from the Department to Members of Congress
are prepared for signature by the Assistant Secretary for Legislative Affairs
(H).
b. Requests for unclassified information (oral or
written requests for written material and oral briefings) must be handled
promptly and in a forthcoming manner.
c. Requests for classified information may be received
by H (in writing), or directly by bureau officers, who should then notify H.
d. Posts receive Congressional letters either through
the Department or directly from a Member. When referring letters from the
Department to post, officers must instruct the post either to reply directly to
the Member, or to provide information for the reply.
e. Posts that receive letters directly from Senators
and Members of Congress dealing with any policy issue must forward them
immediately to the Executive Office (L-H/EX) for
response by the Assistant Secretary for Legislative Affairs. See 9 FAM for
instructions for handling letters from Members of Congress regarding visa
cases.
f. Congressional letters received at post must be
opened, logged, and routed to the appropriate action office by the central mail
or records unit.
g. When someone opens Congressional correspondence of a
personal nature other than the addressee, an explanatory note for opening it
should be attached and the package immediately sent to the addressee.
h. The Bureau of Legislative Affairs (H), or the
central mail unit at post must follow-up to ensure that the established time
limit for answering Congressional letters is met.
5 FAH-1 H-512 CONTROLLING CONGRESSIONAL
CORRESPONDENCE
(CT:CH-53; 10-29-2018)
a. The Bureau of Legislative Affairs (H) will log and
assign action for responses to Congressional letters under an H Tasking Slip
(see 5 FAH-1
Exhibit H-512).
b. If an office receives a Congressional letter by
facsimile (FAX) or directly without an H tasking slip, that office should
prepare the response and forward the completed package to L-H/EX.
5 FAH-1 H-513 RESPONSE TIME LIMITS
5 FAH-1 H-513.1 Responding from the
Department
(CT:CH-32; 01-16-2014)
a. In the Department, Congressional letters must be
answered 7 business days after receipt in the bureaus front office. If a
response cannot be prepared within 21 business days, an interim acknowledgment
informing the Member of the reason for the delay must be sent (see 5 FAH-1
Exhibit H-513.1(1), Interim Reply). If information is requested by a
certain date and that date cannot be met, the drafting officer must contact H
to explain the delay.
b. In follow-up to an interim response, the drafter
must send the final response within 10 days unless awaiting information from
post, or if clearance outside the drafting office is necessary. Reference to
the interim acknowledgment must always be made in the final response (see 5 FAH-1
Exhibit H-513.1(2), Final Response).
5 FAH-1 H-513.2 Responding from
Posts
(CT:CH-32; 01-16-2014)
a. Posts must respond to the Department's request to
provide input to Congressional letters within 10 days of receipt. If specific
information is not available for the response and the matter remains active,
posts must submit a status report every 30 days.
b. Officers at posts must prepare direct replies from
posts to Congressional letters within 5 working days after receipt (see 5 FAH-1
Exhibit H-513.2(1)). When preparing an interim response, the drafter
should indicate when a final response can be expected (see 5 FAH-1
Exhibit H-513.2(2)).
c. To expedite action on Congressional letters the
drafter should send a telegram transmitting information to the Department.
Telegrams received directly by post from a Member of Congress must be answered
by telegram through the telegraphic symbol HCRE. Replies to urgent written
inquiries should be handled in the same manner.
d. Officers at post send other replies by pouch when
approved by the principal officer. Letters containing sensitive information
must be sent to Members via diplomatic pouch.
5 FAH-1 H-514 TRANSFERS
(CT:CH-4; 07-31-2002)
a. Congressional letters should be transferred to
offices in the Department, post, or to another Federal agency only if the
recipient office or agency has been clearly identified and agrees to accept the
letter promptly for complete action.
b. At post, if a letter is initially routed to the
wrong office, the original action officer must immediately inform the
Communication Center of the correct action office and route the letter directly
to the new action office.
5 FAH-1 H-514.1 Transfers Within
the Department
(CT:CH-32; 01-16-2014)
a. Drafters must contact the Bureau of Legislative
Affairs (H), when transferring a Congressional letter to another bureau in the
Department and identify their office (bureau, section, action officer) and the
office (bureau, section, action officer) to which the letter is being transferred.
b. If a letter concerns more than one subject, the
primary drafting officer must prepare a full reply, obtaining information from
other sources as needed. Do not pass the Congressional letter on to another
office for a partial reply.
5 FAH-1 H-514.2 Transfers to Other
Agencies
(CT:CH-32; 01-16-2014)
a. If action must be transferred to another agency
(except USAID; see the Executive Secretariat InfoLink), the drafter must
immediately do the following:
(1) Advise the Bureau of Legislative Affairs (H) by
telephone and the Member of Congress by letter or by phone;
(2) Forward the letter and a copy of the Department's
interim reply to the appropriate agency under Form OF-41, Routing and
Transmittal Slip, signed by the action officer (consult H for names of agency
liaison officers to whom to address Form OF-41); and
(3) Forward a copy of the Congressional letter and a
copy of the Departments interim reply to the H Correspondence Control Unit for
record-keeping purposes.
b. See letter, Form OF-41, and assembly instructions at
5 FAH-1
Exhibit H-512.
5 FAH-1 H-515 TYPES OF CONGRESSIONAL
REPLIES
(CT:CH-24; 08-06-2009)
Members hold various positions within Congress, so
drafters must be careful to reply to Congressional letters based on the type of
letter received. A reply should be addressed to a Member as chairman of a
committee or subcommittee only when the Member as chairman signed the incoming
letter, not because the letter is written on committee letterhead. The
following instructions apply to more specific replies.
5 FAH-1 H-515.1 Reply to Letter
Signed By More Than One Member
(CT:CH-4; 07-31-2002)
a. Individual replies must be prepared to each Member
who signed a Congressional letter, and the first paragraph must state that the
same reply is being sent to the other co-signers.
b. For large jobs, create the first original and obtain
clearance(s) and signature. Print out the remaining letters in the drafting
office, for auto penning in the Legislative Correspondence Unit.
5 FAH-1 H-515.2 Reply to District
Office
(CT:CH-4; 07-31-2002)
Send replies to letters received from the district
Congressional office back to the district office unless instructed to send
elsewhere. Always address the response to the Member, even though the inquiry
may be from a staff member.
5 FAH-1 H-515.3 Reply Direct to
Constituent
(CT:CH-32; 01-16-2014)
a. The drafting office signs direct replies from the
Department to a constituent. The drafting office also sends a copy of the
response directly to the Member under cover of a transmittal letter after
notifying the Bureau of Legislative Affairs (H).
b. Drafters from post prepare replies to constituents
for signature by the drafting office, with a copy forwarded to the Member under
cover of a transmittal letter.
5 FAH-1 H-515.4 Reply From Other
Than the Assistant Secretary for Legislative Affairs (H)
(CT:CH-41; 07-28-2015)
a. For letters addressed to a Department official
(Assistant Secretary or above) by name, the official signs only if it is
evident that the letter is personal and the official is expected to reply. The
drafter clears the reply with the appropriate program office(s) and the Bureau
of Legislative Affairs (H) before dispatch through A/GIS/IPS. Otherwise, the
reply is prepared for H signature with a sentence at an appropriate place
stating "We have been asked to reply on (name)'s behalf."
b. When a letter is addressed to a Foreign Service
officer by name, the officer may sign the letter if the officer is well known
to the Member or if it is evident from the letter that the officer is expected
to sign the reply. The reply must be cleared with H prior to dispatch.
c. If the incoming letter is signed by a staff member,
the drafter addresses the letter to the Member but marks the envelope for the
attention of the staff member.
5 FAH-1 H-515.5 Reply to the Office
of a Deceased Member
(CT:CH-4; 07-31-2002)
A reply that answers a letter that was received before a
Member's death is addressed to the deceased Member's administrative assistant
or secretary.
5 FAH-1 H-516 SALUTATION
(CT:CH-41; 07-28-2015)
a. When preparing a Congressional letter for the
Assistant Secretary for Legislative Affairs, the drafter must use one of the
following salutations:
(1) Dear Senator_________: (To a U.S. Senator (male
or female));
(2) Dear Mr. or Ms._______: (To a Member of the House
of Representatives);
(3) Dear Mr. or Madam Chairman: (To a male or female
Member as chairperson of a committee or subcommittee);
(4) Dear Mr. or Madam Speaker: (To the Speaker of the
House of Representatives); or
(5) Dear Mr. or Madam President: (To the Vice
President of the United States in his/her capacity as the President of the
Senate).
5 FAH-1 H-517 CLEARANCES
(CT:CH-4; 07-31-2002)
a. In the Department, the drafter must include the initials
of the preparing office director and other appropriate clearances on the record
copy of Congressional correspondence.
b. At post, direct replies to Congressional inquiries
should be cleared with the chief of the section and other officers as required
by the subject matter. Include the initials of the chief or deputy chief of
mission, or the principal officer on Congressional correspondence forwarded to
the Department for policy clearance.
c. Drafters should obtain telephone clearance whenever
feasible and written clearances when the subject matter is complex or
sensitive.
d. Preparers should include as a part of the clearance
information how the letter is clearedin substance, draft, or by phoneby
placing the type of clearance in parenthesis. In such cases the drafting
official places initials by the name of the clearing officer.
e. Drafters should always get one other person to clear
and initial the record copy.
5 FAH-1 H-518 CLASSIFICATION AND
DECLASSIFICATION MARKING
(CT:CH-32; 01-16-2014)
a. Classified letters must show an original or derived
classification authority and must be marked according to the requirements of
Section 1.6, E.O. 13526, as amended (see Reference E.O. 12958). Drafters must
mark each element of the document (title, subtitle, paragraph, section, chart,
or table) as TS, S, C, SBU, or U.
b. In the lower left corner, enter Classified By
followed by the name and position of the original classification authority and
the agency and office of origin, unless otherwise indicated. Also show the
reason(s) for classification, citing the appropriate classification
category(ies) in Section 1.4, E.O. 13526, as amended.
c. Place the overall classification of the letter
flush with the left margin underlined in capital letters. Center the
classification at the bottom of the page and place the declassification
information directly below the classification on the first page only. If there
are downgrading instructions in addition to the declassification instructions,
enter this information on the same line.
Example: Downgrade to
CONFIDENTIAL 10/16/2013; DECL: 10/16/2028
d. Do not place the word "Unclassified" on
unclassified Congressional letters.
e. Enter the classification at the top and bottom of
subsequent pages. See 5 FAH-1 H-132
for additional guidance on portion marking, marking foreign government
information, derivative classification marking, and downgrading.
f. The text of the classified letter must include
language (provided by the Bureau of Legislative Affairs (H) regarding the
handling restrictions and guidelines for viewing and storing classified
documents.
5 FAH-1 H-519 UNASSIGNED
5 FAH-1 Exhibit H-512
Bureau of Legislative Affairs Tasking Slip
(CT:CH-4; 07-31-2002)
DEPARTMENT OF STATE DATE:___________________
BUREAU OF LEGISLATIVE AFFAIRS DATE DUE
TASKING SLIP IN
H
CONGRESSIONAL CORRESPONDENCE Room 5917:____________
(Control Number)
ACTION ASSIGNED TO:
ACTION REQUESTED:
REPLY FOR SIGNATURE BY ASSISTANT SECRETARY FOR
LEGISLATIVE AFFAIRS.
REPLY FOR SIGNATURE BY
UNDER COVER OF AN ACTION
MEMO TO
DIRECT REPLY TO CONSTITUENT FOR SIGNATURE BY OFFICE DIRECTOR.
Mail a copy to appropriate Congressional Office
indicated
on incoming letter. Call
extension below when completed.
_____________ REPLY BY
PHONE TO CONGRESSIONAL OFFICE.
Call H extension
below and provide date of call and name
of congressional
staffer contacted when completed.
_____________ ALL REQUESTED
PUBLICATION TO
CONGRESSIONAL OFFICE.
Address envelope
"FOR ATTENTION OF" the appropriate
Congressional
staff
No cover letter
necessary. Call extension below when
completed.
_____________ FOR YOUR
INFORMATION. NO RESPONSE
NECESSARY.
_____________ OTHER. SEE
SPECIAL INSTRUCTIONS BELOW.
NOTE: Bureau must call
extension below if action is transferred to another bureau.
________________________________________________________________
REMARKS/SPECIAL INSTRUCTIONS:
_______________________________________ FROM
_________________________________
UNCLASSIFIED UNLESS OTHERWISE INDICATED CONGRESSIONAL
CORRESPONDENCE UNIT EXT: 71614/71608
5 FAH-1 Exhibit H-513.1(1)
Interim ReplyDepartment
(CT:CH-43;
09-04-2015)
United
States Department of State
Washington, D.C. 20520
(leave
room for date)
The Honorable
Mary A. Smith
House of Representatives
Washington, DC 20515
Dear Ms. Smith:
This exhibit shows the proper format for Congressional
correspondence. Use 1-1/2" margins and indent paragraphs five spaces.
Thank you for your letter of June 25, inquiring about
the welfare and whereabouts of Sr. Jose Martinez, who is in the Dominican
Republic.
Your letter has been forwarded to the U.S. Embassy in
Santo Domingo for a report. I will notify you as soon as a reply is received.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) John E.
Doe
(6 tabs) Assistant Secretary
(6 tabs) Legislative Affairs
5 FAH-1 Exhibit H-513.1(2)
Final Response
(CT:CH-41;
07-28-2015)
United
States Department of State
Washington,
D.C. 20520
[leave room
for date]
The Honorable
Henry L. Doe
House of Representatives
Washington, DC 20515
Dear Mr. Doe:
This exhibit shows a sample final Congressional
response from the Department. Always reference the date of the interim letter.
Thank you for your letter of May 16, concerning Mr.
William Lewis, who desires employment with the Department of State.
It is always a pleasure to learn of a young person's
interest in service with the Department of State. Enclosed is complete
information on careers with the Department. The most promising opportunity for
an officer level position is through the Foreign Service Officer Examination.
The next examination will be given on December 6, 2009. An announcement with
application card is enclosed. I can assure you that Mr. Lewis will be given
every consideration.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) John E.
Dolby
(6 tabs) Assistant
Secretary
(6 tabs) Legislative
Affairs
Enclosures:
1. Correspondence Returned
2. Departmental Employment Kit
5 FAH-1 Exhibit H-513.2(1)
Congressional ReplyPost (Final)
(CT:CH-41;
07-28-2015)
Embassy of
the United States of America Sofia,
Bulgaria
[leave
room for date]
The Honorable
John A. Black
House of Representatives
Washington, DC 20515
Dear Mr. Black:
Congressional correspondence from post is shown in
this exhibit. Include the date at the time of preparation unless otherwise
instructed. Align the date with the post letterhead as shown above. In the
case of letterhead that is centered at the top of the page, align the date with
the right margin. In some cases, post letterhead has "Embassy of the United
States of America" or "Consulate General of the United States of
America," preprinted at the top of the page without the post location. On
such stationery, identify the post (city and country) two lines below the
letterhead. For example:
CONSULATE
GENERAL
OF THE
UNITED STATES OF AMERICA
Hong Kong, Special Administrative Region (SAR)
Do not indent paragraphs. Use 1 margins and place the
address in block style at the top of the page.
For a Member of the House of Representatives, use the
salutation "Dear Mr. or Ms." only; for U.S. Senators, use "Dear
Senator (name);" and for the Speaker of the House, use "Dear Mr. or
Madam Speaker." When a letter is to a Member in his or her capacity as
chairperson of a committee or subcommittee, use "Dear Mr. or Madam
Chairman."
-2-
Use plain paper for the second page. Center the page
number at the top of the second page, two lines below the top margin.
Add enclosures and information copies after the
signing officer's name. If there is more than one enclosure, single space and
number them as shown below. Place drafting information on file copies or a
drafting page.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) Mary E.
White
(6 tabs) Title
Enclosures:
1. Travel Report
2. Sunday Times Article
5 FAH-1 Exhibit H-513.2(2)
Congressional ReplyInterim Response
(CT:CH-41; 07-28-2015)
Embassy of the United
States of America
Tokyo,
Japan
[leave
room for date]
The Honorable
Mary A. Smith
House of Representatives
Washington, DC 20515
Dear Ms. Smith:
In the temporary absence of Mr. Brown from Sofia, I
am replying to your letter of April 29, expressing your continuing interest in
the proposed immigration of John J. Johnson, the brother of James Johnson, 1500
Main Street, Chicago.
John J. Johnson has been requested to visit this
office at his convenience for a review of his case, including all evidence of
his name, identity, and relationship to the petitioner, Mr. James Johnson.
I will write you again following the interview with
John J. Johnson.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) James R.
Roberts
(6 tabs) Title
5 FAH-1 Exhibit H-514.2(1)
Transferring Congressionals to Another Agency
(CT:CH-41;
07-28-2015)
United
States Department of State
Washington,
D.C. 20520
[leave
room for date]
The Honorable
John A. Burns
United States Senate
Washington, DC 20510
Dear Senator Burns:
Thank you for your letter of June 1, regarding the
interest of your constituent, Mr. Steven M. Brown, in making a gift of books to
India.
Since this matter falls within the jurisdiction of the
Department of Commerce, I am referring your letter to Mr. Joseph White, General
Counsel, for reply. Mr. White can be reached on code 182, extension 4090.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) John E. Doe
(6 tabs) Assistant Secretary
(6 tabs) Legislative Affairs
5 FAH-1 Exhibit H-514.2(2)
Form OF-41, Routing and Transmittal Slip (Cover Sheet)
(CT:CH-32; 01-16-2014)
5 FAH-1 Exhibit H-518
Congressional Reply (Classified)
(CT:CH-41; 07-28-2015)
United
States Department of State
Washington,
D.C. 20520
[leave
room for date]
CONFIDENTIAL
The Honorable
John F. Smith, Chairman
Committee on Foreign Relations
United States Senate
Washington, DC 20510
Dear Mr. Chairman:
(C) This is a sample classified Congressional
reply. The classification markings are for exhibit purposes only. See 5
FAH-1, H-518 for instructions for classified letters to Members of Congress.
(U) Thank you for your letter of June 1, advising the
Department that several members of your Committee plans to visit Paris during
July. Representatives of the Department have been working with staff members
of the Committee to make the necessary arrangements for the Committee's
travel. I hope that these arrangements will be satisfactory and that you and
members of your Committee will have a most pleasant and worthwhile trip.
(6 tabs) Sincerely,
(4 lines)
(6 tabs) John E.
Doe
(6 tabs) Assistant Secretary
(6 tabs) Legislative Affairs
CONFIDENTIAL
Classified by: Henry M. Aims, Director, A/LM, Reason
1.4(B)
Declassify on: 7/14/21
CLASSIFIED FOR EXHIBIT PURPOSES ONLY