HomeMy WebLinkAbout115.004 - Memos - Procedures and FormattingEffective Date: August 2019 Stephanie Moose, Management Analyst II
Current Revision Date: 3/18/2025 Section 115.004
Next Revision (1) Date: 3/18/2026 Page 1 of 4
Fresno City Fire Department
100 Administrative Manual
SECTION 115.004 MEMOS – PROCEDURES AND FORMATTING
PURPOSE
The purpose of this policy is to establish standardized procedures and formatting
guidelines for the creation, approval, and distribution of memos within the Fresno Fire
Department (FFD or Department) and the City of Fresno (COF or City).
APPLICATION
This policy applies to all Department employees.
OPERATIONAL POLICY
There are two versions of memo stationery used by the Department, including:
1. Memos used within the Department (Internal Memo): Members will use
Department letterhead stationery which consists of plain white paper with the
red FFD Maltese Cross in the upper left-hand corner of the first page of a
document:
2. Memos directed outside the Department (External Memo): Members will use
COF letterhead stationery which consists of plain white paper with the blue
City logo in the upper left-hand corner of the first page of a document:
The words FIRE DEPARTMENT are bolded and written one (1) blank line
below the logo.
Effective Date: August 2019 Stephanie Moose, Management Analyst II
Current Revision Date: 3/18/2025 Section 115.004
Next Revision (1) Date: 3/18/2026 Page 2 of 4
OPERATIONAL GUIDELINE
Current memo templates are available at L:\All-Div\Formats & Info. Any edits or
changes required to a template must be approved by the Fire Chief or designee.
Memo templates are designed for official business purposes only. Unauthorized use
of memo templates for non-official purposes is prohibited.
The Department approved memo templates shall be used as follows:
1. Document Initials: The parties listed in the preliminary line block under
THROUGH and FROM of a memo must initial next to their name for the memo
to be considered approved and valid. Memos are not signed.
2. Finalized Documents: Hard copy and/or electronic documents are submitted
through the appropriate chain of command. Upon request, administrative
support staff will complete the final preparation of a document, which includes
proofreading, spell checking, applying appropriate punctuation, ensuring
margins, spacing, and formatting, verifying calculations, and correcting
grammar. The parties listed in the THROUGH and FROM of a memo are
responsible for accurate and appropriate execution of all correspondence.
PROCESS
1. Formatting:
a. Margins: Set margins at:
Top: 0.5” Bottom: 1”
Left: 1” Right: 1”
2. Font: Arial, regular 12 pt.
3. Justify/Full Block Style: Align text to left and right of margins throughout the
document.
4. Spacing: Single space is used within the body of the memo.
5. Preliminary Line Block: Such as DATE, TO, THROUGH, FROM and SUBJECT
LINE begin at four (4) blank lines below the logo. Preliminary lines are case
specific. Complete names, rank/title, and division titles are used.
a. DATE: All correspondence is dated on the first and consecutive pages
of a memo.
Effective Date: August 2019 Stephanie Moose, Management Analyst II
Current Revision Date: 3/18/2025 Section 115.004
Next Revision (1) Date: 3/18/2026 Page 3 of 4
b. TO: Include the name and rank/title to whom the memo is directed. This
line is written one (1) blank line below the DATE line. For internal
memos, include the Fire Department division title, or for external memos,
include the Department title to whom the memo is directed. This line is
written one (1) line directly below the TO line.
c. THROUGH: Include the name and rank/title of the person who will
review and approve the memo. Initials must be provided to ensure the
validity of a document. This line is written one (1) blank line below the
TO line. For internal memos, include the Fire Department division title,
or for external memos, include the Department title to the person who
will review and approve the memo. This line is written one (1) line directly
below the TO line.
d. FROM: Include the name and rank/title of the author. Initials must be
provided to ensure the validity of a document. This line is written one
(1) blank line below the THROUGH line. Include the Fire Department
division title of the author. This line is written one (1) line directly below
the TO line.
e. SUBJECT LINE: Information included in this line is short and concise,
in uppercase with no punctuation, as follows:
Example: SUBJECT: APPROVED TEMPLATES
6. Reference Initials: Typed one (1) blank line below the last sentence of the
memo. Reference initials are used to identify who prepared the memo,
ensuring accountability for its creation, and track who has been involved in the
review process. Reference initials include those of the Fire Chief, author or
reviewing party (if applicable), and assisting administrative support staff.
Initials are written as follows:
Example: BPA/TFS:amg
7. Attachment Notation: This notation is used when attaching supporting
reference material to a memo. It is written one (1) blank line below the
reference initials.
8. Copy Notation: When a copy of a memo will be forwarded to a party not named
in the preliminary line block, a copy notation is written one (1) blank line below
the attachment notation.
9. Subsequent Page Headings: The second and subsequent page headings are
typed at the left margin, and are case sensitive as follows:
Effective Date: August 2019 Stephanie Moose, Management Analyst II
Current Revision Date: 3/18/2025 Section 115.004
Next Revision (1) Date: 3/18/2026 Page 4 of 4
Example: MEMO
SUBJECT: APPROVED TEMPLATES
Month Day, Year
Page 2 of 2
a. Two (2) blank lines should separate the subsequent page heading from
the body of the memo.
INFORMATION
This section intentionally left blank.
DEFINITIONS
A “blank line” refers to an empty line of space between lines of text, created by
pressing the Enter key, moving the cursor to the next line without typing any text.
CROSS-REFERENCES
James L. Clark and Lyn R. Clark, How 14, A Handbook for Office Professionals, 14th
Edition, South-Western Cengage Learning, 2007.
Standard Operating Procedures
Section 115.004, Memos-Procedures and Formatting
ATTACHMENT “A” – INTERNAL MEMO
DATE: Month Day, Year
TO: BILLY P. ALCORN, Fire Chief
Choose an item.
THROUGH: FIRST M. LAST, Rank/Title
Choose an item.
FROM: FIRST M. LAST, Rank/Title
Choose an item.
SUBJECT: APPROVED TEMPLATES
Body of memo starts here.
BPA/XXX:xxx
Attachment
c: Administrative Support Staff
4 blank lines
1 blank line
1 blank line
1 blank line
1 blank line
2 blank lines
1 blank line
1 blank line
1 blank line
FIRE DEPARTMENT
Standard Operating Procedures
Section 115.004, Memos-Procedures and Formatting
ATTACHMENT “B” – EXTERNAL MEMO
DATE: Month Day, Year
TO: FIRST M. LAST, Title
Click or tap here to enter text.
THROUGH: FIRST M. LAST, Rank/Title
Click or tap here to enter text.
FROM: FIRST M. LAST, Rank/Title
Choose an item.
SUBJECT: APPROVED TEMPLATES
Body of memo starts here.
XXX/XXX:xxx
Attachment
c: Administrative Support Staff
4 blank lines
1 blank line
1 blank line
1 blank line
1 blank line
2 blank lines
1 blank line
1 blank line
1 blank line
1 blank line