Letterhead

For a letter, memorandum, or note, choose the proper letterhead based on who will sign the correspondence. The following departmental letterheads are the ones you will most often use:

	Your Institute or Center (IC) (National Institutes of Health, Public Health Service)
	National Institutes of Health (Public Health Service)
	Office of the Secretary
	The Secretary of Health and Human Services

Letterheads generated from your personal computer as part of a wordprocessing document, rather than pre-printed letterheads, are acceptable.

Print Font and Size

Use a print font that looks professional and is easy to read.

Choose 12 point for the print size.

Margins

Set margins of at least 1 inch on both sides and at the top and bottom of the page. For a short letter or memorandum, use margins of up to 1½ inches on each side and space down from the top margin to center the correspondence on the page.

Do not justify the right-hand margin.

Copies

For each letter or memorandum, prepare the following:

	An original, with the first page on the appropriate letterhead.
	An official file copy on box box-imprinted paper. On this and all other file copies, include a typing legend that identifies the person and office preparing the correspondence, with a phone number, and the date prepared; the person and office (with phone number) responsible for any revision or retyping of the correspondence before signature, with the date of the revision or retype; and the office building, and room where the office file will be kept. All clearances before final signature of the correspondence will be recorded on this official box copy. (For more details on the typing legend, official file box copies, and official file location, see sample documents with preparation instructions)
	Additional file copies needed within your IC or Staff office within the Office of the Director, NIH. Include the complete typing legend on all file copies.