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:
![](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
Your Institute or Center (IC) (National
Institutes of Health, Public Health Service) |
![](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
National Institutes of Health (Public Health Service) |
![](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
Office of the Secretary |
![](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
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:
![*](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
An original, with the first page on the appropriate
letterhead. |
![*](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
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) |
![*](https://webarchive.library.unt.edu/eot2008/20090113172053im_/http://execsec.od.nih.gov/seclev/b-blue.gif) |
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. |
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