Volume 4 Correspondence (4-014)

Question 1

MEMORANDUMS

Answer 1

Regular Memorandum
Action Memorandum
Transfer Order Memorandum
Addresses

Question 2

PRINCIPLES OF EFFECTIVE WRITING

Answer 2

Accuracy
Brevity and Completeness
Clarity
Verbiage

Question 3

Correspondence and attachments or enclosures generated by MDCR

Answer 3

8-1/2”x11” letter-sized paper
12 or 14 pitch in Arial, Times Roman,

Question 4

FORWARDING OFFICIAL COMMUNICATIONS

Answer 4

A staff member who receives an official communication to be directed through the chain
of command shall forward such communication without delay, preferably no longer than
3 business days.

Question 5

PRIVACY AND SECURITY

Answer 5

Confidential (sensitive) correspondence shall not be left unsecured or where it may be
damaged, lost, or viewed by unauthorized personnel.

Question 6

DISTRIBUTION LISTS

Answer 6

DISTRIBUTION A
All command staff

DISTRIBUTION B
All supervisory staff

DISTRIBUTION B+
All supervisory and sworn staff

DISTRIBUTION D
All MDCR staff

Question 7

BUREAU/FACILITY/DIVISION TRANSMITTAL FORM

Answer 7

A transmittal form is a forwarding document utilized to accompany correspondence
when further explanation, background data, additional information or chain of
command acknowledgment is required to supplement the document.

Question 8

MDCR LETTERHEAD

Answer 8

The first page of all official letters prepared by MDCR, with the exception of the
MDCR Director’s Office, shall be prepared on MDCR letterhead stationery.
Subsequent pages will be prepared on plain white bond paper.