UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

University of California Records Disposition Schedules Manual

UCI Administrative Policies & Procedures

Section 705-12, Guidelines on Correspondence with State and Federal Officials
Section 705-16, Guidelines for Stationery, Business Cards, and Collateral
Section 721-10, Records Management Guidelines
Section 801, Policy on Mail Services, Shipping and Receiving

UCI Communications Resources
Graphic Standards
Nomenclature Guidelines
Style Guide

A. Correspondence

1. Letterhead Stationery

Guidelines on the design, printing, and use of formal University letterhead stationery can be found in Section 705-16.

2. Headings

Headings for correspondence to other campuses and the Office of the President should be in all capital letters and include title (if any), department or office, and location:

 
            JANE A. SMITH                  PROFESSOR A. B. JONES
            UNIVERSITY CONTROLLER          DEPARTMENT OF ANATOMY
            OFFICE OF THE PRESIDENT        UNIVERSITY OF CALIFORNIA, RIVERSIDE 

Headings for UCI correspondence should be in all capital letters, include title (if any), and department or office:

            WILLIAM H. BROWN               MARY WHITE	
            MANAGEMENT SERVICES OFFICER    VICE CHANCELLOR 
            DEPARTMENT OF CHEMISTRY        STUDENT AFFAIRS
		

3. Special Forms of Address

Aside from the commonly used forms of address, there are specific forms for addressing diplomats, government officials, military personnel, professional persons, clergy, etc. Consult style manuals and Section 705-12 for correspondence with state and federal officials.

4. Signature

All correspondence should have a written signature.

5. Second and Subsequent Pages

Second and subsequent pages should have headings clearly identifying the name of addressee, the date, the page number, and the subject line. Suggested formats: blocked against the left margin or placed across the top of the page with the page number centered.

6. Submission for Another Office

If correspondence submitted for another office's signature (Chancellor, Vice Chancellor, Dean) relates to the function of the submitting office and is signed by the other office only as a formality (e.g., scholarship awards, gift acceptances), the signed correspondence will be returned to the originating office for mailing, using that office's account number on the envelope.

7. Addressing Correspondence

Envelopes for mail sent outside UCI or UCI Medical Center must have the return address printed or preprinted in the upper left-hand corner of the envelope and must include the department name and zot code. See Section 801-10 for mail preparation guidelines.

8. Retention of Correspondence

Section 721-10 describes the records management program for the UCI campus. The specific schedule for the retention of correspondence can be found in the UC Records Disposition Schedules Manual.