EH&S Style Guide

13 EH&S Documents Official Correspondence / Memos Official correspondence with regulatory agencies must be thorough, accurate, and professional. Correspondence is a reflection of EH&S (and the university) to the outside world. The assistant vice president or director will review and sign all official correspondence to regulatory agencies. These letters (with accompanying documentation) should flow through the admin program coordinator, or admin staff, to print on official letterhead and obtain required signature(s). Off-campus Correspondence with regulatory agencies will be sent out under the assistant vice president or director signature unless authorization is granted for specific recurrent reports. • Correspondence shall be routed to the program manager in final draft form for review (do not print on letterhead). All attachments and/or enclosures will be included with the draft. If responding to a regulatory agency, include a copy of their original correspondence. • The program manager will assist in determining whether correspondence should be sent via certified mail. If so, this will need to be added to the top of the letter (see example). • The approved final draft will be routed to the admin program coordinator or admin staff. • The admin program coordinator will prepare the correspondence for final review and official signature (letterhead, formatting, etc.). See below for formatting and more detailed instructions. • After obtaining approval/signature, admin staff will make the necessary copies and mail. • The front office will also notify the document initiator when the process has been completed (and in the mail ready to go). Correspondence that does not need the assistant vice president or director signature should still be routed to the program manager for review. • All attachments and/or enclosures will be included with the draft. • Correspondence should still be printed on letterhead. Route to the admin program coordinator, or admin staff. • The admin program coordinator will prepare the correspondence for final review and official signature (letterhead, formatting). See the example for formatting andmore detailed instructions. • The assistant vice president or director will obtain initiator signature before making necessary copies and mailing.  On-campus Sending correspondence on campus can be done several ways. The author may be dealing with an individual via phone or email and need to send them something through campus mail. In this case the material with a post-it note may suffice. If sending any documentation to deans, department heads or chairs, Interoffice Communication form must be used which is located in H:/Allstaff/Forms/ Administration/Memohead Form.doc. For other recipients, use your best judgment. If information must be documented, use the memo head form. This is a black and white document and does not need to be printed in color. Having the admin program coordinator or the admin staff review is good practice so formatting is consistent and they can double check for typos or errors. Remember that if you are only communicating through email and you are keeping emails for documentation purposes, those emails and/or attached memos need to be filed in the file room. The is a slot in the mail room titled filing, the admin staff will file. Remember to put spaces between paragraphs. If the document is long and continues on more than one page, the first page will be printed on letterhead; all following pages will be printed on regular