CORRESPONDENCE This module is to be used in assisting associate staff members with guidelines to follow when preparing correspondence.
CORRESPONDENCE PROCEDURES It is important to use the following procedures when requesting the state superintendent’s signature. Items for signature should also have a “buck slip” attached to them. A “buck slip” is attached to show to whom the correspondence is to be directed for signature. Please see your division secretary or mentor to obtain a copy of the appropriate “buck slip.”
CORRESPONDENCE PROCEDURES 1. All correspondence must be proofed in the office of origin, as well as by the division secretary. 2. All correspondence must be reviewed by the office director and the division chief before submission to the deputy superintendent’s office for signature. 3. Do not take correspondence directly to the state superintendent’s secretary for signature. 4. If you by-pass one of the steps in the established procedure, your correspondence will be returned to you.
Proof your correspondence • Once correspondence has been approved by the coordinator, office director and assistant superintendent, it should be submitted to the deputy superintendent’s office for the state superintendent’s signature. • When sending correspondence for signature, please allow two – three days for processing. Date your correspondence two – three days in advance of the day it is submitted to your office director. This gives the deputy superintendent ample time to approve the correspondence, have it signed and returned to you for mailing.
Contact Information Be sure to include the name, telephone number and email address of a contact person in the body of the correspondence so the individual receiving the correspondence will know to whom questions are to be directed. Example: Should there be further questions or concerns, feel free to contact Pam Bird at (304) 558-3762 or email@example.com.
WHERE ARE YOU? If you are using a postage-paid envelope, please put your room number on the envelope. Any of the highlighted areas in the picture will work.
WHERE ARE YOU? When using a regular envelope, your room number can be added and saved as your return address. Seven returns in the return address section will place the room number in the position on the envelope as shown below.
WHO WROTE THIS LETTER? Remember to include the initials of the state superintendent, the person writing the letter and the person typing the letter on the bottom of the correspondence. Example: The deputy superintendent writes a letter for the state superintendent and the deputy superintendent’s secretary types the letter. The initials on the letter should look like this: SP/JM/psb If the deputy superintendent types the letter himself, the initials should look like this: SP/JM If you compose the letter for your supervisor, only your initials should be present. /pb
Show Pride in Your Work When typing a letter, memo, foreword, etc., show pride in your work. The style you use is up to you and your supervisor, just make it look professional. Don’t try to squeeze your letter onto one page. If it needs to be on two pages, by all means use a second sheet. When using more than one page in a letter or memo the following should appear at the top left: Name of the person to whom the letter (or memo) is addressed Page number Date
How do I write the state superintendent’s name? Dr. Paine does not use “Dr.” on letterhead. If you are typing a letter from Dr. Paine, please use this closing: Sincerely, Steven L. Paine State Superintendent of Schools
How do I write the state superintendent’s name in a foreword? If you are typing a foreword use the following: Dr. Steven L. Paine State Superintendent of Schools Note:Use Dr. Steven L. Paine on anything that is not on letterhead.
Is this letter or memo originating from a request of the state superintendent? If correspondence is being sent from someone other than the state superintendent or deputy superintendent, it does not need the approval of the state superintendent or deputy superintendent’s office. There are times when correspondence is sent out from a coordinator or director and that person’s name is on the correspondence. If a staff member is sending correspondence under his/her name, it does not require the approval of the deputy superintendent. Exception: The state superintendent may direct someone to write a letter or memo to county superintendents or others; he may then want to approve the correspondence for content.
FOREWORDS Forewords should be submitted to the executive director of the Office of Communications prior to being submitted to the deputy superintendent for approval.