CORRESPONDENCE

CORRESPONDENCE

This module is to be used in assistingassociate staff members withguidelines to follow when preparing correspondence.

CORRESPONDENCE PROCEDURES

It is important to use the following procedures whenrequesting the state superintendent’s signature.

Items for signature should also have a “buck slip” attachedto them. A “buck slip” is attached to show to whom thecorrespondence is to be directed for signature. Please seeyour division secretary or mentor to obtain a copy of theappropriate “buck slip.”

SAMPLE BUCK SLIPS

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 InformationBe sure to include the name, telephone number andemail address of a contact person in the body of the correspondence so the individual receiving thecorrespondence will know to whom questions are to bedirected.

Example: Should there be further questions or concerns, feel freeto contact Pam Bird at (304) 558-3762 or pbird@access.k12.wv.us.

WHERE ARE YOU?If you are using a postage-paid envelope, please put your roomnumber on the envelope. Any of the highlighted areas in the picturewill 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, theperson writing the letter and the person typing the letter on thebottom of the correspondence.

Example: The deputy superintendent writes a letter for the statesuperintendent and the deputy superintendent’s secretary types theletter. The initials on the letter should look like this:

SP/JM/psb

If the deputy superintendent types the letter himself, the initialsshould look like this:

SP/JM

If you compose the letter for your supervisor, only your initials should be present.

/pb

Show Pride in Your WorkWhen typing a letter, memo, foreword, etc., show pride in your work. The style you use is up to you and your supervisor, justmake it look professional. Don’t try to squeeze your letteronto 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 addressedPage numberDate

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. PaineState Superintendent of Schools

How do I write the state superintendent’s name in a

foreword?If you are typing a foreword use thefollowing:

Dr. Steven L. PaineState 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 statesuperintendent 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 coordinatoror director and that person’s name is on the correspondence. If astaff 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.

FOREWORDSForewords should be submitted to

the executive director of theOffice of Communications prior to

being submitted to the deputy superintendent for approval.