Page 111 - PARAMETER E

Part 2 - Academic Manual

the complete correspondence may show all facts relative to a definite case
without the necessity for various separate letters. In disposing papers by
endorsement, the original copies (not the duplicate copies) of the whole
correspondence, including all endorsements, should be sent to their next
destination, the last endorsement being sent in duplicate. The under-
endorsement system is prescribed. By this method, each endorsement is
commenced in the space which may remain on a sheet following the
conclusion of the letter or preceding endorsement, or it may commence on a
sheet of paper. The briefs on the original letter formerly used to precede a
first endorsement on a fresh sheet of paper are no longer required. There is
no objection in having an endorsement partly on one page and partly on
another, but for layout and face validity no endorsement should commence
at the bottom of a page if only four or five lines of the body of the
endorsement can be accommodated on that page.
4.1.1.5.2. A communication being sent by endorsement to a supervisor is always
“Respectfully forwarded” or “Respectfully submitted” and never “referred” or
“transmitted.” If sent to an office of equal rank, it is “Respectfully
transmitted”; if sent to a subordinate, it is “Respectfully referred.”
Correspondence returned to an office where it originated or where it has
been recorded is “Respectfully returned” regardless of the rank of the two
offices concerned.
4.1.1.5.3. Communications should not be endorsed to firms or persons outside the
Government service. A separate letter should take up the matter in hand and
the file of papers retained. Frequently, also, there are matters, which should
be presented to faculty and other employees by letter rather than by
endorsement on the original communication.
4.1.1.5.4. An endorsement should furnish information, comment, or recommendation
on the matter in hand. Noncommittal endorsements or those that fail to
reply fully to the inquiry or request are rightly interpreted as attempts to
evade responsibility for recommendation and cannot be justified. No
endorsement at all should be placed on correspondence unless useful and
necessary information is given therein. Mere “forwarding” or “returning”
endorsements should be avoided, and a “contents noted” stamp used in
place thereof. Where only approval is necessary, an “Approved” stamp

should be used. Many short endorsements are so similar in form that a
rubber stamp may easily be used for the important parts thereof and a few
blanks left for handwritten data.
4.1.1.5.5. The use of the third person in endorsements is prescribed. “I,” “We,” and
“You” should not be used therein, unless direct quotations are made. The
person writing the endorsement may refer to himself as “the writer,” “the
undersigned,” or “this office,” or by his official title, such as “the Vice
President.” No complimentary close is used in endorsements, the signature
and title being given directly after the close of the endorsement.

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IFSU Code