HomeMy WebLinkAbout204.019 - Written Communications
STANDARD OPERATING PROCEDURES MANUAL
COMMUNICATIONS SYSTEM
204.019 WRITTEN COMMUNICATIONS
EFFECTIVE: OCTOBER 2007
Current Revision Date: 9/18/19 Next Revision Date: 9/18/22
Author’s Name/Rank:
Timothy J. Fulmer,
Administrative Battalion Chief Review Level: 1
Administrative Support:
Sherrie L. Badertscher,
Management Analyst II
PURPOSE
In order to ensure accountability, facilitate communication, and improve
professionalism throughout the Fresno Fire Department (FFD or Department), the
following will guide the preparation and handling of written communications.
APPLICATION
All members of the Department.
OPERATIONAL POLICY
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OPERATIONAL GUIDELINE
NON-CONFIDENTIAL CORRESPONDENCE:
All non-confidential correspondence to individuals will be routed through the chain of
command. Chain of command means every supervisory rank between sender and
receiver. Every level of supervision is to acknowledge receipt of the correspondence
by initials next to his/her name. Should anyone in the chain of command not be
available to acknowledge receipt, that member’s replacement is to initial the
correspondence, forward it, and notify the absent person upon his/her return.
CONFIDENTIAL CORRESPONDENCE:
All confidential correspondence to individuals is to be routed through the chain of
command, but must be sealed in an envelope with a routing slip attached.
Section 204.019
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ELECTRONIC MAIL CORRESPONDENCE:
Correspondence sent via Outlook electronic mail is to include in the “To” field, the
name of each member of the chain of command between the sender and receiver. It
is not necessary to initial correspondence sent via electronic mail.
SIGNATURES:
When signing correspondence and official Department forms, members are to use
their legal signature. Members are to legibly print their first and last names under
their signature whenever names are not typed as part of the signature line.
Additionally, members are to indicate their regularly scheduled duty assignment
following their signature.
PROCESS
Department and City of Fresno (City) forms are to be routed as directed.
INFORMATION
All Department forms and documents are located in the Learning Management
System (LMS).
DEFINITIONS
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CROSS REFERENCES
Administrative Manual
Section 106, Forms
Section 115.003, Letters-Procedures and Formatting
Section 115.004, Memo Procedures and Formatting
Standard Operating Procedures Manual
Section 206.006, Computer Usage
Section 204.019
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