5 FAH-1 H-400
LETTERS
5 FAH-1 H-410
OFFICIAL STATE DEPARTMENT LETTERS
(CT:CH-49; 03-23-2018)
(Office of Origin: S/ES-S)
5 FAH-1 H-411 GENERAL
(CT:CH-11; 05-18-2005)
a. Letters are used to correspond with the following:
(1) Federal, State, and local government officials;
(2) Private individuals and organizations;
(3) Members of diplomatic missions in Washington, DC, or of the host government on informal, routine subjects;
(4) Officials representing international
organizations, commissions, and conferences; and
(5) Officers of the Department and Foreign Service and
between them on an informal, but official basis (Official Informal).
b. Letters are either formal or informal in tone and
style, depending upon the content and relationship of the signing officer, and
addressee.
c. Letters should present facts and ideas in an
organized, precise, and easily understood manner.
d. Drafters should only use acronyms that are well
known (UN, NATO) and spell out all others the first time used.
e. Drafters should ensure that letters are prepared in
final form as prescribed in this chapter. See 5 FAH-1 H-500 for
guidelines for drafting and preparing Congressional letters; see the Executive
Secretariat InfoLink Web site for guidelines for letters prepared for the
Secretary, other Department principals and the President and Vice President.
5 FAH-1 H-412 TYPES OF LETTERS
5 FAH-1 H-412.1 Letters to
Addressees in the United States
(CT:CH-28; 04-15-2013)
a. The subject matter determines how letters are
transmitted and distributed from posts to addressees in the United States.
b. When letters need Department policy review, the
original with a copy of the communication is forwarded by Form OF-41, Routing
and Transmittal Slip, to the appropriate Department office.
c. When letters involve misconduct of U.S. merchant seamen, send the original with a copy of the communication being answered to
CA/OCS by Form OF-41.
d. Letters involving U.S. Treasury checks (except
Federal benefits relating to salary payments, travel reimbursement) and
payments to vendors and others are sent to the Global Financial Operations
Directorate (CGFS/F). (See 7 FAM 500, Federal Benefits for Individuals Abroad
and Services for Other Federal Agencies.)
e. See 9 FAM for instructions on immigration and visa
matters.
5 FAH-1 H-412.2 Letters From Posts
Involving Policy Matters
(CT:CH-28; 04-15-2013)
a. Letters involving policy matters or other matters
requiring Department clearances are cleared through the chief or deputy chief
of mission, the principal officer, or designee.
b. One copy of cleared, policy-level correspondence is
sent to A/GIS/IPS.
5 FAH-1 H-412.3 Letters to Private
Individuals Outside the United States
(TL:CH-28; 04-15-2013)
Letters may be sent from the Department directly to
addressees outside the United States. When letters are written from a post to
an addressee within the jurisdiction of another post, the original and one copy
is sent attached to Form OF-41, Routing and Transmittal Slip, to that post.
The receiving post forwards the original letter to the addressee, or advises
the originating post of objections to delivery.
5 FAH-1 H-412.4 Letters to Congress
(TL:CH-4; 07-31-2002)
See 5
FAH-1 H-500 for guidance on drafting and preparing letters to members of
Congress.
5 FAH-1 H-412.5 Form Letters
(CT:CH-49; 03-23-2018)
a. Form letters are pre-printed or computer-generated
for use. The nature of work in certain offices suggests using form letters,
which may or may not be personally addressed, or have fill-ins and check-offs.
Form letters may be signed, have facsimile signatures printed, or have no
signature.
b. Supervisors may authorize the use of form letters
for recurring or voluminous correspondence, as an interim acknowledgment
awaiting a final reply, or when an acknowledgment is requested to expedite
handling.
c. At post, the principal officer or person designated
by the principal officer must approve form letters. The Information Program
Center (IPC) maintains a supply of up-to-date form letters.
d. Computer-generated
forms are available online and should be used in place of pre-printed forms
when practicable.
5 FAH-1 H-412.6 Official Informal
Letters
(CT:CH-26; 06-21-2012)
a. The use of Official-Informal letters is authorized
in 5 FAM 210.
(See 5
FAH-1 Exhibit H-412.6.)
b. Official-Informal letters give or ask an opinion or
interpretation of forthcoming or established policy; exchange views; report
progress; or obtain or provide background information on a formal
communication. Official-Informal letters are record material.
Official-Informal letters are used between:
(1) Officials of the Department and officers at posts;
(2) Officials of other Federal agencies and officers
of the Foreign Service performing work of interest on a continuous basis; and
(3) Officers at post for correspondence between posts.
c. The Official-Informal letter bears a classification
or control designation appropriate to its contents. It is handled in
accordance with security regulations.
d. The general guidelines for letters in this chapter
should be followed when preparing Official Informal letters.
5 FAH-1 H-413 SECURITY CLASSIFICATION,
DECLASSIFICATION, OR ADMINISTRATIVE CONTROL DESIGNATION
(CT:CH-45; 04-12-2016)
a. Letters that contain classified information must be
classified by an original or derivative classification authority and marked
according to Section 1.7, E.O. 13526. Each element (title, paragraph, table,
or chart) and any attachments must be marked UNCLASSIFIED (U), CONFIDENTIAL
(C), SECRET (S), or TOP SECRET (TS).
b. The overall classification must equal the highest
classification level of any of its parts. On the first page, enter the overall
classification flush with the left margin two lines below the seal, underlined
in capital letters. At the bottom of the first page, center and underline the
classification in capital letters. Center and underline the classification in
capital letters at the top and bottom of succeeding pages.
c. In the lower left corner of the first page, show
the following:
(1) Classified by followed by the name and position
of the original classification authority, and the agency and office of origin
(unless otherwise indicated);
(2) The reason(s) for classification along with the
appropriate classification category(ies) from Section 1.5, E.O. 13526; and
(3) Declassification instructions (date, event or
exemption category from Section 1.6, E.O. 13526; see 5 FAH-1
H-325.9 for declassification and downgrading instructions for letters with
classified attachments).
NOTE: See 5 FAH-1 H-132
for additional guidance on declassification, portion marking, marking foreign
government information, and derivative classification markings.
d. Letters that require the administrative control
designation, SENSITIVE BUT UNCLASSIFIED (SBU), must also be protected from
unauthorized disclosure. Enter SENSITIVE BUT UNCLASSIFIED on the first page
flush with the left margin two lines below the seal, underlined in capital
letters. Center and underline SENSITIVE BUT UNCLASSIFIED at the bottom of the
first page and at the top and bottom of succeeding pages (see 12 FAM 540).
5 FAH-1 H-414 PRINTER FONT
(CT:CH-28; 04-15-2013)
a. Times New Roman 14 pitch is the Department's
standard font and size. This font must be used for all written materials
prepared for Department principal officers. There is one exception: Materials
prepared by L/T (Treaty Affairs) and by HR/PAS (Presidential Appointments) for
the President's signature should continue to use Courier New 12.
b. At post, instructions provided by the executive
office or IPC should be followed.
5 FAH-1 H-415 THROUGH H-419 UNASSIGNED
5 FAH-1 Exhibit H-412.6
OFFICIAL-INFORMAL LETTER
(CT:CH-45; 04-12-2016)
Embassy of the United States of America
Tokyo, Japan
March 21, 2002
CONFIDENTIAL
OFFICIAL INFORMAL
Mr. Frank Black
American Consulate General
Naples, Italy
Dear Frank:
(C) Use Official Informal letters between officials of
the Department and officers at posts; officials of other Federal agencies and
officers of the Foreign Service performing work of interest on a continuous
basis; and officers at post for correspondence between posts. Official
Informal letters give or ask an opinion or interpretation on a forthcoming or
established policy, exchange views, report progress, or obtain or provide
background information on a formal communication.
(U) Do not use Official Informal letters to convey policy
decisions, serve as the documentary basis for an official action, or request or
submit administrative, economic, political, or other reports.
(U) Follow the general instructions for letters to
prepare Official Informal letters. Use an informal salutation and
complimentary close. Prepare the first page on official letterhead stationery,
and succeeding pages on plain white bond paper. Enter the notation OFFICIAL
INFORMAL underlined in capital letters, two lines below the seal or
classification.
CONFIDENTIAL
Classified by: J.M. Kay, Executive Director, Reason E.O.
13526 1.5(B)
Declassify on: 3/21/2012
CLASSIFIED FOR EXHIBIT PURPOSES ONLY
CONFIDENTIAL
-2-
(C) If the letter is classified or administratively
controlled (SBU), show the appropriate security classification or control
designation two lines below the seal, and at the bottom left corner. Place the
declassification directly below the classification at the bottom of the first
page only. If the letter is unclassified, it must also be marked UNCLASSIFIED
at the top and bottom.
(C) For succeeding pages center the classification at
least four lines below the top of the page. Center the page number at least
two lines below the classification.
(U) Prepare an envelope and any receipts according to the
instructions in 5 FAH-1 H-430,
Envelopes and Mailing. Be sure to stamp or mark the envelope with the security
classification, control designation or "UNCLASSIFIED" on both the
front and back. (For classified mail going through the U.S. Postal System, use
double envelopes and place classification on the inside envelope only and affix
a U.S. Postal Service Registered mail tracking number to the outside
envelope). When the letter is ready for mailing, forward the sealed envelope
to the Mail and/or Pouch Room for dispatch. Ensure that the courier
understands that the letter is classified.
Sincerely,
John G. Brown
Counselor of Embassy
for Management
CONFIDENTIAL
CLASSIFIED FOR EXHIBIT PURPOSES ONLY
5 FAH-1 Exhibit H-413
CLASSIFIED LETTER
(CT:CH-45; 04-12-2016)
United States Department of State
Washington, D.C. 20520
SECRET February 5, 2002
Mr. James T. Doe
Special Agent in Charge-Boston
Department of State
150 Tremont Street
Boston, MA 02111-1500
Dear Mr. Doe:
(S) This Exhibit shows a letter that has been classified
for instructional purposes only. Enter the classification at the top left,
flush with the margin, two to four lines below the seal. Show the same
classification at the bottom with the "Classified by: line and
declassification or downgrading information immediately below it on the first page
only.
(U) Each paragraph must be preceded by the appropriate
classification in parenthesis. These markings are necessary to ensure that
recipients will have no doubt about the classification of each paragraph, section,
or part of the letter.
Sincerely,
Paul M. Doety
Executive Officer
Information Security
SECRET
Classified by: E.K. May, Assistant Secretary, EUR, Reason
E.O. 13526 1.5(B)
Declassify on: 2/5/2012
CLASSIFIED FOR EXHIBIT PURPOSES ONLY