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EGPS Interactive Correspondence Manual 2019

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0% found this document useful (0 votes)

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EGPS Interactive Correspondence Manual 2019

Uploaded by

Leo Carney

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You are on page 1/ 73

CORRESPONDENCE

MCPS MANUAL
A STYLE GUIDE TO WRITING FOR MCPS
covering how and when to communicate effectively
with memoranda, letters, and email.
Contents

MONTGOMERY COUNTY PUBLIC SCHOOLS

CORRESPONDENCE
MANUAL
1 Introduction
When do you write a memorandum or a letter?

3 Memoranda
Learn about memoranda and the MCPS style for
preparing memoranda. Browse our samples. Find
out about the Principals Memoranda process.

41 Letters
Review the MCPS style for preparing letters and
browse our samples.

51 Email Communication
Get information on email etiquette and MCPS
style for preparing email memoranda.

53 Writing Tips
Get information on common grammar concerns
and answers to some of your questions.

61 Graphic Design and

Printing
Learn how to get your documents published or
photocopied; learn about copyright law.

63 Distribution Systems
Learn about the MCPS Pony Express.

www.montgomeryschoolsmd.org 65 Abbreviations
What abbreviations do we use in MCPS?
Published by the Department of Materials Management
Editorial, Graphics & Publishing Services
Copyright© 2019 Montgomery County Public Schools
0044.19ct • 8/19 • 500
67 Index
Commonly searched items in the manual
Preface
This manual is a work in progress and is updated
regularly as our correspondence procedures evolve.

The manual was produced with the input of MCPS

secretarial and administrative staff members, who
This manual serves as a guide shared their professional experience and contributed
valuable suggestions. Special thanks to Ms. Lana S.
for Montgomery County Public Haddad, administrative services manager, Office of the
Board of Education, Mrs. Susan R. Oehmig, copy editor/
Schools (MCPS) staff members administrative secretary, Office of the Chief Operating
who prepare correspondence. Officer, Mrs. Linda Lapkoff, copy editor, Office of the
Chief Academic Officer, and Mrs. Debra Hollander,
copy editor/administrative secretary, Office of the
• It presents standard formats to be used when Superintendent of Schools. Their contributions and
preparing memoranda and letters for MCPS. advice are incorporated in this manual.

Questions concerning grammar, style, and

• It gives information on hierarchy of offices. usage should be referred to Donna M. Marks,
communications specialist, Editorial, Graphics &
• It gives directions for obtaining document Publishing Services. Also, users may consult the
services such as graphic composition, MCPS Editorial Stylebook, which is available online at
printing, publishing, and duplicating. www.montgomeryschoolsmd.org/departments/egps/
documents/editorialstylebook.pdf or by contacting
• It gives guidance on email etiquette. Donna M. Marks on Outlook.

The following are authoritative grammar and style

• It explains how to create bulleted lists. guides adopted by MCPS:
• Merriam-Webster’s Collegiate Dictionary, 11th Edition
• It ends with an index of topics addressed in
• The Gregg Reference Manual, 11th Edition
the manual. • The American Psychological Association (APA)
Publication Manual, 6th Edition
• The Chicago Manual of Style, 17th Edition

MCPS Correspondence Manual • iii

Introduction
When to Write a A Letter
Memorandum, A letter is more direct, personal, and formal. It is used
Letter, or Email for sending messages to students, parents/guardians,
and individual(s) or organization(s) outside of the
school system.
A Memorandum
A memorandum (plural: memoranda) is intended for Therefore, when sending a message to an individual or
interoffice circulation. Business letters allow MCPS organization not within MCPS, you should address the
staff to communicate with people outside the school recipient by writing a letter. This even applies to brief
system, while memoranda usually contain information messages that have a conversational style.
that affects those within the school system.
Memoranda frequently address a group of people, The letter format itself lets the recipient know that he
although some are addressed to one person. Your aim or she is being approached in a respectful manner, not
in writing a memorandum is the same as with other as a matter of course. Likewise, always write a letter
professional correspondence: You want to quickly when you are addressing an individual within MCPS
and effectively communicate your purpose to your concerning a personnel or formal matter.
reader. Usually, a memorandum is used to address
issues that are directed to all MCPS employees. It may
provide a record or reminder or update of a directive An Email
or instruction already proposed, and often it contains Emails are considered formal correspondence. MCPS
advisory or informative content. uses email to communicate with staff for general
information purposes (such as informing all staff of
Most interoffice communication is done through changes in the system). Memoranda usually are sent to
memoranda. All memoranda are sent electronically. staff by email, attached as a PDF.
Please consult your associate superintendent’s office to
confirm that office’s protocol for electronic distribution For tips on using email effectively, and on avoiding
of materials. common problems peculiar to email usage, see Email
Communication in this manual.
General rule of thumb in constructing a memorandum:
While you do not want to omit any information that
the reader needs, keep explanations brief and simple.
Most people will read a short, concise piece right
away. Discuss only what the reader needs to know, but
include information or links regarding where to obtain
additional information if necessary.

Other interoffice correspondence materials include

meeting agendas, presentation plans, and talking
points. You will find tips for writing these within the
Memoranda section of this manual.

MCPS Correspondence Manual • 1

Memoranda
This is the accepted medium for written of the Board of Education members, superintendent of
communication within Montgomery County Public schools, deputy superintendent, chief academic officer,
Schools (MCPS). A memorandum may be addressed to or chief operating officer is submitted for review to the
categories of staff members (e.g., principals, directors, appropriate office prior to final signature. All MCPS
supervisors) or to the members of the Board of offices should take guidance from the instructions as
Education. A memorandum prepared for the signature set forth in this manual.

Whenever a memorandum
is addressed to— It is from—
Members of the Board of • Superintendent of schools
Education
• Deputy superintendent
• Chief academic officer
• Chief operating officer
• Chief of school support and improvement
Individual Executive • Superintendent of schools
Staff Members and/or
• Deputy superintendent
Other Administrative
and Supervisory (A&S) • Chief academic officer
Personnel
• Chief operating officer
• Chief of school support and improvement
• Associate superintendent or chief technology officer, with an approval line for
the chief operating officer, and/or the chief of school support and improvement,
and/or the chief academic officer
All MCPS Employees • Superintendent of schools
• Deputy superintendent
• Chief academic officer
• Chief operating officer
• Chief of school support and improvement
Principals or Selected • Superintendent of schools
Principals
• Deputy superintendent
• Chief academic officer
• Chief operating officer
• Chief of school support and improvement
• Associate superintendent, Office of Special Education and Student Services, or
chief technology officer, chief of staff
ACTION REQUIRED Annual, ACTION REQUIRED New, INFORMATION
Annual, or INFORMATION New on page 1 of the memorandum.

MCPS Correspondence Manual • 3

How to Prepare a Memorandum Memorandum Notation—MEMORANDUM is typed in
all caps and underlined at the left margin two to four
The following list outlines the general components of returns below the date. The number of spaces below the
an MCPS memorandum. date may be increased if the memorandum is short, or
Most memoranda are distributed via email. Exceptions: decreased if it is long.
Principals, executive staff, and Board memoranda. For To prepare a confidential memorandum, type
standard memoranda, one of the following approval CONFIDENTIAL in all caps, one line over the word
statements must appear at the top of the first page: MEMORANDUM. (See sample, page 25.)
• This email message has been approved for Make one copy only of a confidential memorandum
distribution by Dr. Andrew M. Zuckerman, chief and file it in a separate, special place. To mail this type
operating officer; Dr. Kimberly A. Statham, chief of of memorandum, type CONFIDENTIAL in all caps,
school support and improvement; and Dr. Maria V. underlined, in the lower left area of the envelope or use
Navarro, chief academic officer. No hard copy will a red stamp. Always seal the white envelope and place
be provided. it inside a properly addressed Pony envelope.
• This email message has been approved for
To prepare a corrected memorandum, type
distribution by Dr. Monifa McKnight, deputy
CORRECTION in the upper right hand corner (in bold)
superintendent. No hard copy will be provided.
and CORRECTION in all caps in the subject line.
• This email message has been approved for
distribution by Dr. Andrew M. Zuckerman, chief To Line—The full name (including the titles Dr., Mr.,
operating officer. This email has been approved Mrs., Miss, or Ms.) and position of the person to whom
for distribution by Dr. Monifa McKnight, deputy the memorandum is addressed usually appear on one
superintendent. No hard copy will be provided. line. However, if the name, position, and, if included,
department, division, unit, or school require two lines,
• This email message has been approved for
the second line is indented three spaces. Block style is
distribution by Dr. Kimberly A. Statham, chief of
used (i.e., paragraphs not indented).
school support and improvement. No hard copy will
be provided. When several individuals are to receive the same
• This email message has been approved for memorandum, the name and position of each person
distribution by Dr. Maria V. Navarro, chief academic are listed according to executive position, that is,
officer. No hard copy will be provided. members of the Board of Education, superintendent
of schools, deputy superintendent, chief of school
Format—The standard formats for memoranda are support and improvement, chief operating officer,
shown on page 17.) chief academic officer, chief of staff, associate
Action Required—When a memorandum requires the superintendents, and chief technology officer. Below
recipient to provide information or take appropriate this level, alphabetize all names, including names
action by a specific date, the ACTION REQUIRED line of supervisors and directors of school support and
is typed in all caps and bold in the upper right-hand improvement. When a memorandum is sent to all
corner of the memorandum. individuals with the same position or to a committee,
the To line may show only the one position or the name
Heading and Date—All memoranda carry a three-line of the committee.
centered heading. The first line should indicate the name
of the sending office, department, division, unit, or From Line—The full name and position of the person
school. The second line should read, “MONTGOMERY sending the memorandum is used. Note: Dr., Mr., Mrs.,
COUNTY PUBLIC SCHOOLS.” The third line should Miss, and Ms. do not precede the name of the sender.
include the city and state. There should be no street When a memorandum is from two or more individuals,
address or ZIP Code in the heading. The date is centered the From line shows the name and position of each
two returns from the end of the last typed line. If a sender. See “Writing Tips, Copy to Hierarchy” (page 53).
memorandum is coming from more than one office,
Use the title of each responsible office.
make sure all offices are included in the heading.
List the information about each sender according to
Font—The font is Times New Roman, size 12. The size his or her position—that is, superintendent of schools,
may be adjusted to no less than 11 point to save space deputy superintendent, associate superintendent
and avoid having to use an extra page with only a (alphabetize by last name, if more than one), and so on.
few words.
Subject Line—The subject of the memorandum is typed
Margins—The margin is 1 inch on all sides of the in initial caps and lowercase letters. If the Subject
memorandum and block style (i.e., paragraphs not line goes to a second line, the second line should be
indented) is used in the body. The bottom margin may flush with the first line. (See Through Memorandum,
be adjusted by one or two lines to accommodate the page 27.) A student’s name and identification number
length of the memorandum. should not be included in the subject line.

4 • MCPS Correspondence Manual

Memoranda ( C O N T I N U E D )
Never italicize the names of MCPS regulations and three spaces under the Copy to line—last on the list in
Board policies, books, or federal acts in the subject line. alphabetical order.
Body of Memorandum—The body of the memorandum Approval Line—When preparing a memorandum
begins three returns below the Subject line. Normally, that would require approval from the deputy
the material is typed single spaced, in block style, with superintendent, chief of school support and
two returns between paragraphs. improvement, chief academic officer or the chief
Identifying Initials—The initials of the signer (in caps) operating officer, create the Approval line at the end of
and the typist (in lowercase) are separated by a colon the memorandum. (See sample, page 19.)
and placed at the left margin, two returns below the Second and Subsequent Pages—The full name of the
signer’s position. addressee is typed at the left margin 1 inch from the
The initials are typed at the left margin two returns top of the paper, the page number is centered, and the
below the last sentence of the memorandum. date of the memorandum is typed at the right margin.
Note: If the memorandum is addressed to more than
When the memorandum is from more than one sender, one person, state the first three recipients’ names, one
the initials of the senders should be separated by a colon. on each line; page #, and date on the last line, and add
Initials of senders should appear in the same order as the words, “et al.”
shown on the From line.
The body of the memorandum is continued three
Attachment—If appropriate, an attachment is indicated returns below the heading. When a memorandum
two returns below the identifying initials at the left prepared for reproduction requires more than one
margin. If possible, include the title of the attachment page, copies are printed back-to-back. (See General
in the body of the memorandum. If more than one memorandum sample, page 17.)
document is attached, the word “Attachments” is used.
(Note: “attachment” is used with memoranda and Stapling—If a memorandum of more than one page
email; “enclosure” is used with letters.) is printed, it should be stapled in the upper left
corner. An attachment is stapled or clipped to the
Copy to Notation—Names of individuals who are to memorandum.
receive copies of the memorandum are indicated after the
notation Copy to, which is at the left margin two returns
below the identifying initials or the Attachment line, if used.
• The name is indented three spaces under the Copy to Guidelines for Preparing Board
notation.
• Whenever an individual is mentioned in the body of
Materials
the memorandum, a copy is sent to that person. A Board paper is a resolution, action item, or
• Include the titles (Dr., Mr., Mrs., Miss, or Ms.) with discussion item in memorandum form. The Board
the surname. paper should be concise and to the point.
• For two or more staff members with the same last
name, include the person’s first initial. Format for Board Paper
When copies are sent to all individuals with the same The first paragraphs typically describe why we are
position, the Copy to line should show only the position here today and further delineate what, who, when, and
(for example, Associate Superintendents). how. The paragraph should begin with the information
that needs to be updated, discussed, or acted on. When
It is acceptable to group people as follows:
appropriate, the previously adopted Board resolution
• Executive Staff
also should be in the first section of the paper.
• Associate Superintendents
• School Administrative Secretaries In the remaining paragraphs, describe three to five
When copies are sent to more than one person, list major points you want the Board to learn from the
them according to: paper. Also, identify issues and concerns you want to
bring to the Board’s attention with the superintendent
1. Executive position (superintendent, deputy of schools’ recommendation, if appropriate.
superintendent, chief of school support and
improvement, chief operating officer, associate All presentation papers for discussion and action items
superintendent, and chief technology officer) will include an executive summary as the first section
2. Alphabetical order for all other staff and non-staff of the paper and titled as an Executive Summary
recipients (see page 53, Writing Tips) in bold. The executive summary is expected to be a
summary of the pertinent issues raised in the paper
When the individual receiving a copy is outside and any reaction requested of the Board. The next
MCPS, including representatives from employee section of the paper should begin with an appropriate
associations such as SEIU Local 500, MCEA, MCAAP, title in bold (for example, Background) to denote the
and MCAAP/MCBOA, that person’s name is indented end of the executive summary.

MCPS Correspondence Manual • 5

There are two types of executive summary, depending • Those participants listed as present at the Board table
on the length of the presentation paper. should be listed in the order in which they speak.
1. For papers of three pages or fewer, the executive • Those participants listed as present in the audience
summary will be one paragraph summarizing the should be listed in alphabetical order.
pertinent issues and, if applicable, the action request.
2. For papers of four pages or more, the executive Superintendent’s Talking Points
summary will be one or more paragraphs followed (See sample, page 39.)
by several bullet-point statements (up to no The superintendent of schools prefers talking points
more than the first page in length) that, together, that include problems and successes, data, and humor,
summarize the pertinent issues and the action when appropriate. The talking points should include
request. introduction and summation of the item. Text should
In the case of a combined Discussion/Action item, the be full justified. The use of contractions is acceptable.
resolution for the action discussed should be the last Note: This format also applies to talking points for the
paragraphs of the memorandum rather than a separate deputy superintendent, chief of school support and
memorandum. When a memorandum contains a improvement, chief academic officer, chief operating
resolution, the first page of the memorandum is officer, and chief of staff.
reproduced on green paper with the following pages
• Begin with the title of the item on the first line,
on white paper.
“Talking Points for [name of superintendent]” on
the second line, followed by “Board of Education
Presentation Plan (See sample, page 37.) Presentation:” on the third line with the date. On
All major Board papers must have a presentation plan the next line, indicate the agenda item category
and talking points. The presentation plan should set and number. All of the above is to be presented in
the stage for the discussion to follow. As stated in the 16-point boldface Arial font.
Board of Education Handbook, “Presentations by • Talking points must be listed in order, using bullet
staff should not be repetitive of the paper; rather, the format and concise sentences. Use regular 14-point
highlights of the paper and recommendations shall be Arial font uniformly, and double space between
made in a manner that allows sufficient time for the bullets.
Board to discuss the agenda item.” No presentation
• No talking points are needed for the Human
plan is needed for the Human Resources monthly
Resources monthly report and Board of Education
report and Board of Education policies.
policies.
It may be necessary to rehearse some presentations,
especially those featuring PowerPoint or overhead
transparencies, to ensure that the presentation flows
smoothly and the information can be read by everyone.
General Meeting Agendas
Using a structured agenda will facilitate a smooth
The following is the basic format required for flow of discussion in any meeting. Also, it will assist
presentation papers for discussion and action items. in keeping participants on task in the prescribed time
(This does not apply to consent items and simple frame. Assigning tasks to meeting participants—
resolutions, unless otherwise requested.) or requesting volunteers—such as a note taker or
• The presentation plan begins with the title of the timekeeper, will ensure a more productive, efficient
item, in 14-point boldface Times New Roman font, meeting. See pages 13 and 15 for the recommended
followed by the scheduled date and time. format for general meeting agendas.
• Use 12-point Times New Roman font for the text.
• The plan must include topic or contribution and
number of minutes.

Process for Preparing MCPS Memoranda for the Board of Education

This chart represents the process, depending on the required level of approval.
To the Office of the Deputy Superintendent,
Office of the Chief Academic Officer, To the Office of the
Originating To the approving office
Office of the Chief Operating Officer, Superintendent
department/unit (submitting)
Office of the Chief of School Support and Improvement, of Schools
for processing and approval

6 • MCPS Correspondence Manual

Memoranda ( C O N T I N U E D )
Principals’ Memoranda and Why is the new principal memoranda template only
one page?
Memoranda Process • A one-page memorandum format helps writers
communicate their main points clearly and
Frequently Asked Questions succinctly, and helps readers grasp and act on
information more quickly. We heard from principals
Memoranda Template
that, with the increasing and competing demands
• Why is the new principal memorandum template on their time and attention, they wanted help in
only one page? reducing the overall volume and complexity around
• The font size, font type and margins look different memoranda. The aim of the one-page memorandum,
on the memorandum. Why were they changed? and enhanced memoranda library, is to help
• What about other memoranda at MCPS, such as principals free up more time to focus on actively
those issued by the Board of Education and those serving students and their school communities.
aimed at nonprincipals...will they follow the new The font size, font type, and margins look different on
memorandum format? the memorandum. Why were they changed?
• I need to create a memorandum to principals on a
• We adopted a sans serif font (Arial) for a cleaner,
complex issue that can’t be reduced to a single page.
contemporary look, and to improve readability. The
How do I use the new template?
smallest font size that can be used for body text is
• I need to send out a staffing allocation memorandum 10.5 pt. The subheader section titles are set at 12 pt.,
that contains links to sensitive and confidential data. to set them apart from the body text, and make them
Will I be able to use the new template? easier to scan. (The smaller font size was a necessary
• Why does the new memoranda feature different tradeoff to achieve improved usability overall.)
colors and icons? What if we do not have a color
scanner in our office to reproduce and transmit the
memoranda in color?
• Why is there no cc: (copy to) line on the new
memorandum template? How do we make sure
other parties get copied on the memorandum?
• Can central services staff continue to send emails
with memoranda, targeting individual or smaller
groups of principals or schools, outside of this new
memoranda process?
• What about our unions (SEIU, MCAAP, MCEA); will
they automatically have access to the memoranda as
part of this process?
If I have to create an “Action Required” memorandum
Memoranda Library Process on an annual process, where there has been only
• What is the latest date/time we should upload into one small change, is that considered to be an “Action
the library to ensure that it is approved before 11a.m. Required—NEW” memorandum?
on Thursday (broadcast date and time)? • Yes. Even a small change flips a memorandum
• How do I handle attachments or links that need to to NEW status. The “Action Required - ANNUAL”
go out with my memoranda? template should be used only to send out annual
• Will I be able to send “Action Required By” dates memoranda of existing processes or procedures that
directly to my personal Outlook calendar from the remain unchanged from the previous year.
memoranda library interface?
• What is the criteria for uploading documents to the
memoranda library? For each memorandum, why
do we have to undergo a double approval process
from the Office of the Chief of Staff (Dr. Henry R.
Johnson, Jr.)?

MCPS Correspondence Manual • 7

What about other memorandum at MCPS—such as newly posted items, and determine which, if any, are
those issued by the Board of Education and those relevant to their work or operations.
aimed at non-principals—will they follow the new Can central office services continue to send emails
memoranda format? with memos, targeting individual or smaller groups of
• At this time, the new memoranda formatting principals or schools, outside of this new memoranda
standards apply to the principal memos only. process?
MCPS may consider enhancements to other • Any memoranda sent to smaller groups (e.g.,
memorandum types in the future, after further study curriculum, new schools) still can be emailed, but
and stakeholder feedback. please include Dr. Darlene Harris and Ms. Linda
I need to create a memorandum to principals on a Ferrell on the email distribution so that they can
complex issue that cannot be reduced to a single page. monitor and track the counts of those not sent
How do I use the new template? through the formal weekly principal memoranda.
• Summarize the key points of your memorandum on a What about our unions (SEIU, MCAP, MCEA); will they
single page (summary, background, important dates, have access automatically to the memos as part of this
action required, links to additional information) process?
and then attach that to an expanded version of your • Yes.
message, which can take the form of a traditional
memorandum, policy/procedural document, or other MEMORANDA LIBRARY PROCESS
document. Imagine that your intended audience has
time to read only the first page of your memorandum. What is the latest date/time we should upload into the
What is your key message? library to ensure that it is approved before 11 a.m. on
Thursday?
I need to send out a staffing allocation memoranda
that contains links to sensitive and confidential data. • You must upload by 3 p.m. on the Wednesday
Will I be able to use the new template? before (eight days prior) the week of the principal
transmittal. Please see page 10 for the complete
• Yes. Any links referenced in memoranda that lead principal memoranda distribution schedule for
to sensitive and confidential data will continue to FY2019–FY2020.
require the necessary passwords and credentials to
gain access. How do I handle attachments or links that need to go
out with my memorandum?
Why does the new memorandum feature different
colors and icons? • You may still upload PDF attachments along with
the memorandum; and users will have the option of
• The different colors (red for action required, and including URL links, if they are online and accessible
green for information) help administrators to triage to the public (i.e., not located behind firewalls on
quickly, prioritize, and act on information against password-restricted sites or pages.)
the demands of their busy schedules. The icons
are visual cues to help provide instant context to Will I be able to send “Action Required By” dates
administrators. directly to my personal Outlook calendar from the
memoranda library interface?
What if we do not have a color scanner in our office to
reproduce and transmit the memoranda in color? • Yes. When you are in the memoranda list view of the
Memoranda Library, look for a calendar icon next to
• Please contact Dr. Darlene Harris or Ms. Linda the memoranda title. Click on the icon to add that
Ferrell for help with color scanners. memorandum “Action Required By” date to your
Why is there no cc: (copy to) line on the new personal Outlook calendar.
memorandum template? How do we make sure other What is the criteria for uploading documents to the
parties get copied on the memorandum? memoranda library?
• The memoranda library is being expanded to all. • Please see page 9, which lays out the specific criteria
There is no longer a need for MCPS staff to cc: or under which memoranda for memoranda to be
forward memos to colleagues, because everyone has approved, held, or rejected.
the same level of access to the memoranda library
as the original memoranda recipient listed in the Why do we have to undergo a double-approval process
“To” header line. Similar to the ePaystub that gets by the Office of the Chief of Staff (Dr. Henry R.
emailed to all staff to alert them that their biweekly Johnson, Jr.) for each memo?
paystub is available to access online, an automated • The first approval is for memoranda content only.
email will go out to all staff once the memoranda When it is time to upload the memoranda to the
library has been updated. It will be up to individual Memoranda Library, a second approval is required to
MCPS staff to check the memoranda library once check against principal memoranda criteria (page 9).
they receive this alert, familiarize themselves with

8 • MCPS Correspondence Manual

Attachment A: Criteria for Memoranda Library

MEMORANDA APPROVAL STATUS CRITERIA

for Uploading to Memoranda Library
CRITERIA APPROVED HOLD REJECTED

Criterion 1: Authorization of Memoranda—All memoranda must have the appropriate approval line and signature
• Deputy/Chief’s signature is required for • Signature present. • Signature missing. • Approval denied by
all office memoranda. Resubmit by required deputy/chief.
due date or transmittal is
delayed.
• Superintendent’s signature is required • Signature present. • Signature missing. • Approval denied by
for requests or exceptions that are Resubmit. superintendent.
outside of the regular transmittal
process or due dates.
Criterion 2: Submission Date—Principal Memoranda transmittal will occur weekly on Thursdays.
Memoranda are due by 3:00 p.m., one • Submitted on time. • Submitted late. Originator • Other criteria were not
week in advance of the transmittal. will delete the uploaded met, which impacted
memo. Resubmit with the approval of the
new date. memorandum.
Criteria 3: Memorandum Format & Content—MCPS has created and approved a template for all memoranda. The page
limit is one page
• Required components of the • All components included. • Resubmit missing • Memorandum format was
memorandum: components identified. not followed. Resubmit.
»» Heading. • Due date is missing. • Information is
»» Summary. • Due dates do not meet duplicative—requested
»» Background. the minimum two-week by another MCPS office or
requirement. Resubmit accessible through other
»» Important Dates:
with revised due dates. means.
▪▪ Due dates–minimum of two weeks.
• Due dates conflict with
▪▪ Dates must not conflict with other
other MCPS due dates or
MCPS due dates or priority work
priority work or calendar
and calendar events.
events. Change and
»» Action Required with due date resubmit.
identified (only on action required
memos).
»» Links with Additional Information.
»» Initials.
»» Approval Signature Line, as required.
• One-page limit. • Met page requirement. • Exceeded page limit. • Exceeded page limit and
Revise and resubmit. could not reduce it to
the required minimum.
Explore other ways
of communicating
information.

MCPS Correspondence Manual • 9

Attachment B: Principal Memoranda Distribution Schedule FY2019–FY2020

T R A N S M I T TA L DAT E D U E 3 P. M . NOTES
Thursday, July 04, 2019 Holiday—NO TRANSMITTAL
Thursday, July 11, 2019 Transition week
Thursday, July 18, 2019 07.17.19 Transition week
Thursday, July 25, 2019 07.17.19 Starts new process
Thursday, August 01, 2019 07.24.19
Thursday, August 08, 2019 07.31.19
Thursday, August 15, 2019 BLACKOUT BLACKOUT
Thursday, August 22, 2019 BLACKOUT BLACKOUT
Thursday, August 29, 2019 BLACKOUT BLACKOUT
Thursday, September 05, 2019 BLACKOUT First Week of School—BLACKOUT
Thursday, September 12, 2019 09.04.19
Thursday, September 19, 2019 09.11.19
Thursday, September 26, 2019 09.18.19
Thursday, October 03, 2019 09.25.19
Thursday, October 10, 2019 10.02.19
Thursday, October 17, 2019 10.09.19
Thursday, October 24, 2019 10.16.19
Thursday, October 31, 2019 10.23.19
Thursday, November 07, 2019 10.30.19
Thursday, November 14, 2019 11.06.19
Thursday, November 21, 2019 11.13.19
Thursday, November 28, 2019 N/A Thanksgiving—NO TRANSMITTAL
Thursday, December 05, 2019 11.27.19
Thursday, December 12, 2019 12.04.19
Thursday, December 19, 2019 12.11.19
Thursday, December 26, 2019 N/A Winter break—NO TRANSMITTAL
Thursday, January 02, 2020 N/A Holiday—NO TRANSMITTAL
Thursday, January 09, 2020 01.02.20 Due Thursday, based on holiday

10 • MCPS Correspondence Manual

T R A N S M I T TA L DAT E D U E 3 P. M . NOTES
Thursday, January 16, 2020 01.08.20
Thursday, January 23, 2020 01.15.20
Thursday, January 30, 2020 01.22.20
Thursday, February 06, 2020 01.29.20
Thursday, February 13, 2020 02.05.20
Thursday, February 20, 2020 02.12.20
Thursday, February 27, 2020 02.19.20
Thursday, March 05, 2020 02.26.20
Thursday, March 12, 2020 03.04.20
Thursday, March 19, 2020 03.11.20
Thursday, March 26, 2020 03.18.20
Thursday, April 02, 2020 03.25.20
Thursday, April 09, 2020 N/A Spring Break—NO TRANSMITTAL
Thursday, April 16, 2020 04.08.20
Thursday, April 23, 2020 04.15.20
Thursday, April 30, 2020 04.22.20
Thursday, May 07, 2020 04.29.20
Thursday, May 14, 2020 05.06.20
Thursday, May 21, 2020 05.13.20
Thursday, May 28, 2020 05.20.20
Thursday, June 04, 2020 05.27.20
Thursday, June 11, 2020 06.03.20
Thursday, June 18, 2020 06.10.20
Thursday, June 25, 2020 06.17.20
Thursday, July 02, 2020 06.24.20

MCPS Correspondence Manual • 11

AGENDA

September 13, 2019 Margins: Top–1”; Sides–1”;

Bottom–1”
Fonts: Times New Roman, 12 pt.
Header: Center
Returns: 2 returns after each
paragraph

Group

GroupEdwards
Group/Brian

MCPS Correspondence Manual • 13

December 10, 2019 AGENDA
Margins: Top–1”; Sides–1”;
Bottom–1”
Fonts: Times New Roman, 12 pt.
Header: Center
Returns: 2 returns after each
paragraph

Group

MCPS Correspondence Manual • 15

MEMORANDUM:
General
Office of Human Resources and Development
Margins: Top–1”; Sides–1”;
MONTGOMERY COUNTY PUBLIC SCHOOLS
Bottom–1”
Rockville, Maryland
Heading: 2 returns from top
Line 1—Department/School
October 17, 2019 Name;
Line 2— MONTGOMERY COUNTY
PUBLIC SCHOOLS;
MEMORANDUM Line 3—City, State
Date: 2 to 4 returns after Heading,
To: Executive Staff center
Assistant Principals MEMORANDUM: 2 to 4 returns
Assistant School Administrators after Date; all caps, underline,
align left
Through: Dr. Andrew M. Zuckerman, Chief Operating Officer To: 2 returns after MEMORANDUM
From: 2 returns after To
From: Lance Dempsey, Associate Superintendent Subject: 2 returns after From
Body: 3 returns after Subject
Subject: Principal Awards
Identifying Initials: 2 returns
after Body
Attachment: 2 returns after
The purpose of this memorandum is to inform you of nomination opportunities for exemplary
Identifying Initials
Montgomery County Public Schools (MCPS) principals. These awards were established to
Copy to Notation: 2 returns after
recognize local school principals who have shown exceptional performance. Each award is unique
Attachment, indent 3 spaces on a
and has specific nomination guidelines. The awards for consideration are as follows: new line for each entry.

The Washington Post Principal of the Year Award (formerly Distinguished

Educational Leadership Award [DELA])
The Washington Post Principal of the Year Award recognizes those principals who go
beyond the day-to-day demands of their positions to create an exceptional educational
environment. In presenting these awards, The Washington Post Educational
Foundation hopes to encourage excellence in school leadership and to contribute in a
substantive way to the improvement of education in the Washington metropolitan area.
Principals may not nominate themselves, but nominations may be submitted by
teachers, students, former students, parents/guardians, administrators, or the general
public.

Superintendent’s Annual Mark Mann Excellence and Harmony Award

The Mark Mann Excellence and Harmony Award, established in 1991, honors MCPS
principals who excel in promoting academic excellence, positive human relations, and
community outreach. These qualities were exemplified by Mark Mann, a former
principal of Parkland Junior High School, who died in 1988.

Executive staff should collaborate with school administrators on nominations. School

administrators should share this information with staff and Parent Teacher Associations. To access
nomination materials, including specific guidelines and criteria, please visit the Office of Human
Resources and Development (OHRD) Awards and Recognition web page. The deadline for

MCPS Correspondence Manual • 17

Executive Staff
Assistant Principals
Assistant School Administrators 2 October 17, 2019

submission of nomination materials is 4:00 p.m. on Friday, January 3, 2020. In order to provide
all nominees with the same opportunity, nomination packet requirements must be followed, and
only the number of pages and the information requested will be considered.

If you have any questions, please contact Ms. Casey B. Crouse, administrator on special
assignment, OHRD, at 301-279-3900 or via e-mail.

LD:pbr

Copy to:
Ms. Crouse
School Administrative Secretaries
Miss Dardarian
Ms. Morrison
Mr. Lloyd

18 • MCPS Correspondence Manual

MEMORANDUM:
Action Required
Margins: Top–1”; Sides–1”;
Bottom–1”
Approval Line: 2 or 3 returns after
body

MCPS Correspondence Manual • 19

20 • MCPS Correspondence Manual

MCPS Correspondence Manual • 21

22 • MCPS Correspondence Manual

MCPS Correspondence Manual • 23

24 • MCPS Correspondence Manual

Office of the Chief Technology Officer
MONTGOMERY COUNTY PUBLIC SCHOOLS
Rockville, Maryland

October 10,2010
July 29, 2019 MEMORANDUM:
Confidential
Margins: Top–1”; Sides–1”;
Bottom–1”
E-Mail Approval Statement:
CONFIDENTIAL Justified
MEMORANDUM Heading: 2 to 4 returns after Email
Approval Statement;
To: Mr.
Dr. John
Carol
Mrs. Doe,
Carole Associate
A. Kindt,
C. Goodman,Superintendent,
Associate Superintendent,
Associate Office ofOffice
Superintendent, Human ofResources
Human
Line
and
Resources and
1—Department/School
Office of Human Resources and Development
Development
Development Name;
Line 2—MONTGOMERY COUNTY
From: Mrs. Jane A.
Sherwin Doe, Chief Technology
Collette, Officer Officer
Chief Technology PUBLIC SCHOOLS;
Line 3—City, State
Subject: XXXXXXXXXXXXXXXXXXXXXX Date: 2 to 4 returns after Heading,
center
CONFIDENTIAL
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MEMORANDUM:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 returns after Date; all caps,
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX underline MEMORANDUM, align
left
XXXXXXXXXXXXXXXXX.
To: 2 returns after CONFIDENTIAL
MEMORANDUM
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
From: 2 returns after To
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXX. Subject: 2 returns after From
Body: 3 returns after Subject; 2
returns after each paragraph
SAC:csa
Identifying Initials: 2 returns
after Body
Copy to:
Copy to Notation: 2 returns after
Ms. Brito-Stein
Identifying Initials; Recipient(s),
Mr. Byrd indent 3 spaces on a new line for
Mrs. Horos each entry
Mrs. Mirkow Approval Line: 2 to 3 returns after
Copy to Notation

Approved: ______________________________________
Approved: ____________________________________
Dr. Andrew
Larry M. Zuckerman,
A. Bowers, Chief Operating
Chief Operating OfficerOfficer

MCPS Correspondence Manual • 25

Office of Human Resources and Development
MONTGOMERY COUNTY PUBLIC SCHOOLS
Rockville, Maryland

October 17, 2019 MEMORANDUM:

Through

MEMORANDUM Margins: Top–1”; Sides–1”;

Bottom–1”
To: Executive Staff E-Mail Approval Statement:
Justified
Assistant Principals
Heading: Line 1—Department/
Assistant School Administrators School Name;
Line 2— MONTGOMERY COUNTY
Through: Dr. Andrew M. Zuckerman, Chief Operating Officer PUBLIC SCHOOLS;
Line 3—City, State
From: Lance Dempsey, Associate Superintendent Date: 2 to 4 returns after Heading,
center
Subject: Principal Awards MEMORANDUM: 2 to 4 returns
after Date; all caps, underline,
align left
The purpose of this memorandum is to inform you of nomination opportunities for exemplary
To: 2 returns after MEMORANDUM
Montgomery County Public Schools (MCPS) principals. These awards were established
Through: 2 returns afterto
To
recognize local school principals who have shown exceptional performance. Each award
From: isafter
2 returns unique
Through
and has specific nomination guidelines. The awards for consideration are as follows:
Subject: 2 returns after From
Body: 3 returns after Subject; 2
The Washington Post Principal of the Year Award (formerly Distinguished returns after each paragraph
Educational Leadership Award [DELA]) Note: It is acceptable to adjust
The Washington Post Principal of the Year Award recognizes those principalsspacing
who to gomake memorandum
beyond the day-to-day demands of their positions to create an exceptional educational
fit on one page
environment. In presenting these awards, The Washington Post Educational Identifying Initials: 2 returns
Foundation hopes to encourage excellence in school leadership and to contribute after Body
in a
substantive way to the improvement of education in the Washington metropolitan area.2 returns after
Attachments:
Principals may not nominate themselves, but nominations may be submitted Identifying
byInitials
teachers, students, former students, parents/guardians, administrators, or the general
public.

Superintendent’s Annual Mark Mann Excellence and Harmony Award

Executive staff should collaborate with school administrators on nominations. School

MCPS Correspondence Manual • 27

Executive Staff
Assistant Principals MEMORANDUM:
Assistant School Administrators 2 October 17, Through
2019
Margins: Top–1”; Sides–1”;
Bottom–1”
submission of nomination materials is 4:00 p.m. on Friday, January 3, 2020. In order toSubsequent
Header, provide Pages:
all nominees with the same opportunity, nomination packet requirements must be followed,
Recipient(s),and
align left; page #,
only the number of pages and the information requested will be considered. center; Date, align right
Body: 3 returns after Header; 2
If you have any questions, please contact Ms. Casey B. Crouse, administrator returns after each paragraph
on special
assignment, OHRD, at 301-279-3900 or via e-mail. Copy to Notation: 2 returns after
Attachments; Recipient(s),
LD:pbr indent 3 spaces on a new line for
each entry
Approval Line: 2 to 3 returns after
Copy to:
Copy to Notation
Ms. Crouse
School Administrative Secretaries
Miss Dardarian
Ms. Morrison
Mr. Lloyd

28 • MCPS Correspondence Manual

MEMORANDUM:
Board Update
Margins: Top–1”; Sides–1”;
Office of the Superintendent of Schools Bottom–1”
MONTGOMERY COUNTY PUBLIC SCHOOLS Heading: Line 1—Department/
Rockville, Maryland School Name;
Line 2—MONTGOMERY COUNTY
PUBLIC SCHOOLS;
October 2, 2019 Line 3—City, State
Date: 2 to 4 returns after Heading,
center
MEMORANDUM MEMORANDUM: 2 to 4 returns
after Date; all caps, underline,
To: Members of the Board of Education align left
To: 2 returns after MEMORANDUM
From: Jack R. Smith, Superintendent of Schools From: 2 returns after To
Subject: 2 returns after From
Subject: Promethean Boards in Media Centers (08-29-19-04) Body: 3 returns after Subject; 2
returns after each paragraph
Identifying Initials: 2 returns
Question after Body
Attachment: 2 returns after
During the Opening of Schools Presentation, Mrs. Smondrowski requested information regarding
Identifying Initials
the media centers in schools: Do all media centers in schools have promethean boards?
And, if not, please identify which schools have them.

Response

Based on information currently available to the Office of the Chief Technology Officer (OCTO),
Promethean board availability in media centers follows.

 Elementary Schools: All elementary school media centers with sufficient space to hold
a Promethean board have been equipped with boards. Promethean boards were not able
to be installed in a handful of media centers due to space, shelving, or at the principal’s
discretion. Currently, the following seven elementary schools do not have Promethean
boards in their media centers: Arcola, Belmont, Laytonsville, Montgomery Knolls,
Oak View, Wheaton Woods, and Wyngate elementary schools.

 Middle Schools: Records indicate that all middle schools have Promethean boards in their
media centers.

 High Schools: Records indicate that James Hubert Blake and Richard Montgomery
high schools do not have Promethean boards in their media centers. Northwest
and Thomas S. Wootton high schools have portable Promethean boards.

In the last several years, OCTO has been able to provision Promethean boards from older schools
that have undergone renovation projects to further equip schools with boards. In addition, with
the introduction of interactive flat screens that are smaller and more mobile than Promethean
boards, smaller classrooms, labs, and media centers that previously could not accommodate
a Promethean board can be equipped with these smaller boards.

MCPS Correspondence Manual • 29

Members of the Board of Education 2 October 2, 2019

OCTO staff actively has been gathering information from all schools to determine additional
needs for boards. Elementary schools are 98 to 99 percent equipped with boards for all core
learning spaces and all middle schools are fully equipped in classrooms, portable classrooms, labs,
and media centers. Most high schools have indicated the need for 15 to 25 additional boards.
Pending available funding, OCTO plans to purchase additional boards to accommodate the needs
of all schools.

If you have any questions, please contact Dr. Andrew M. Zuckerman, chief operating officer,
at 240-740-3050 or Mr. Peter Cevenini, chief technology officer, at 240-740-2900.

JRS:AMZ:PC:sjk

Copy to:
Dr. McKnight
Dr. Navarro
Dr. Statham
Dr. Zuckerman
Mr. Civin
Dr. Johnson
Ms. Diamond
Mr. Turner
Mr. Cevenini
Ms. Webb

30 • MCPS Correspondence Manual

MEMORANDUM:
Board Update
Margins: Top–1”; Sides–1”;
Bottom–1”
Heading: Line 1—Department/
School Name;
Line 2—MONTGOMERY COUNTY
PUBLIC SCHOOLS;
Line 3—City, State
Date: 2 to 4 returns after Heading,
center
MEMORANDUM: 2 to 4 returns
after Date; all caps, underline,
align left
To: 2 returns after MEMORANDUM
From: 2 returns after To
Subject: 2 returns after From
Body: 3 returns after Subject; 2
returns after each paragraph
Identifying Initials: 2 returns
after Body
Attachment: 2 returns after
Identifying Initials

MCPS Correspondence Manual • 31

32 • MCPS Correspondence Manual

MCPS Correspondence Manual • 33

ADOPTED

MONTGOMERY COUNTY BOARD OF EDUCATION

Rockville, Maryland

March 12, 2019

MEMORANDUM:
MEMORANDUM Resolution
Margins: Top–1”; Sides–1”;
To:/From: Members of the Board of Education Bottom–1”
Heading: Line 1—Department/
Subject: New Business: Climate Change School Name;
Line 2—MONTGOMERY COUNTY
PUBLIC SCHOOLS;

WHEREAS, Climate change constitutes a significant threat to the continued health Lineand
3—City, State
well-being
of our community; and Date: 2 to 4 returns after Heading,
center
MEMORANDUM:
WHEREAS, As weather patterns change, there is an increased possibility of indirect effects2 to such
4 returns
after Date; all caps, underline,
as droughts, floods, and the spread of diseases that would adversely impact our most vulnerable
align left
populations; and
To: 2 returns after MEMORANDUM
From: 2 returns after To
WHEREAS, The Montgomery Board of Education has a history of sustained commitment to
environmental stewardship and education and is committed to being an Subject: 2 returns after From
environmentally
responsible organization and supporting the development of good and informed citizens;after
Body: 3 returns andSubject; 2
returns after each paragraph
WHEREAS, The Board of Education has implemented a myriad of measures Identifying Initials: 2 returns
that evidence the
after Body
Board’s ongoing commitment to environmental responsibility such as installation of solar panels,
the use of green roofs, environmentally responsible facility design guidelines and the first
Leadership in Energy and Environmental Design (LEED) certified school in the state of Maryland;
and

WHEREAS, The Board of Education ensured that through the science curriculum, students are
engaged with the scientific concepts related to climate change. In particular, human impact on the
environment is integrated in the curriculum starting in early elementary school, with direct
instruction on climate change beginning in middle school and revisited in biology where students
engage in a project on human population effects on the biosphere and technological solutions to
reduce impacts of human activities; now therefore be it

Resolved, That the Board of Education reiterates its commitment to pursue energy conservation
efforts and preserve natural resources, while providing a safe and comfortable learning
environment for all staff and students and ensuring that students will graduate from Montgomery
County Public Schools as fully informed citizens cognizant of human impact on the environment.

BOE:BW:lcw

MCPS Correspondence Manual • 35

Title of Presentation
Presentation Plan—Action/Discussion
Board of Education Presentation: Date
Time (beginning to end; must equal total minutes)

PRESENTATION PLAN
Mr./Ms./Dr. XXX (Sample) Opening Comments/Overview
_____ minutes Margins: Top–1”; Sides–1”;
Bottom–1”
Heading: Times New Roman, 14
Mr./Ms/Dr. XXX (Sample) Background Information
pt. bold; 2 returns after first
_____ minutes line of heading; 3 returns after
second line of heading.
Members of the Board Discussion Date and Time: 3 returns after
_____ minutes heading
of Education Presentation Items: 3 returns
after Date and time and 3
returns between items.
Body: Times New Roman, 12
Present at the Board table: (list in the order they appear at the table) pt. normal; 3 returns after
Presentation Items; 2 returns
Mr./Ms./Dr. XXX, title, Department or Division, Office after each paragraph
NOTE:
Mr./Ms./Dr. XXX, title, principal, school
Present at the Board table:
Names should be listed in order
Present in the audience: (list in alphabetical order, if applicable of speakers
Present in the audience: Names
Mr./Ms./Dr. XXX, title, Department or Division, Office should be listed in alphabetical
Mr./Ms./Dr. XXX, title, principal, school order.

Please check one:

□ Board members’ questions are welcome during this presentation.

✓ Board members should hold questions until the discussion period.

□

MCPS Correspondence Manual • 37

2019 New Educator Orientation Talking Points
Margins: Top–1”; Sides–1”;
Bottom–1”
Talking Points for Generic Heading: Arial, 16 pt. bold:
Body: Arial, 14 pt. normal; bulleted
August 20, 2019 list; 2 returns after each bullet
Note: Use of contractions is
allowed (e.g., “I’ll turn it over
to Dr. Lacey...”)
 On behalf of the Board of Education, welcome to Montgomery County
Public Schools (MCPS). We are excited to meet you and are happy that
you are joining our MCPS family. Congratulations!

 During the next three days, you will discover a number of strategies and
techniques that will maximize your success as an educator and ultimately,
increase student achievement.

 You will determine the best ways to develop and grow a classroom culture
that is positive, safe, and inclusive. Such a climate is crucial to ensuring
optimal student engagement.

 You will discuss the significance of communicating high expectations and

by doing so, you actively will engage students in learning and motivate
them to take ownership of their education.

 You will focus on differentiated instruction and explore methods for

meeting the instructional needs of all students.

 MCPS prides itself on its state-of-the-art practices. The curriculum training

you will receive during New Educator Orientation will provide you with a
glimpse into our rich assessment practices and curriculum.

 You also will be introduced to a multitude of instructional resources to help

you effectively plan and deliver instruction.

 As Yo-Yo Ma, the renowned Chinese-American cellist stated, “The role of

the musician is to go from concept to full execution. Put another way,
it’s to go from understanding the content of something to really learning
how to communicate it and make sure it’s well-received and lives
in somebody else.”

 As an educator, you will communicate high standards academically and
socially, which will live within our students.
1

 On behalf of the MCPS community, I welcome you, new educators, to our

ranks as we build our future together!

This sample is presented as an example of correct formatting only. This is not a template. Content may not reflect current
information.
The number of returns is based on the length of the document to allow for a balanced page.

MCPS Correspondence Manual • 39

Letters
Letters are used as formal correspondence to MCPS Board of Education’s/superintendent’s
employees and individuals outside of MCPS. correspondence
A Board staff member assigns responsibility for
Time limits for replying to incoming preparation of replies to correspondence.
correspondence
The Office of the Superintendent of Schools is
Replies to incoming correspondence from members
responsible for reviewing all correspondence prepared
of the Board of Education, the County Council, other
for the signature of the president of the Board of
county officials, the Maryland State Department of
Education or a member of the Board.
Education, and the U.S. Department of Education
are made within seven working days of receipt, The correspondence is prepared in final form by the
unless another due date is specified in the incoming appropriate associate superintendent or department
correspondence. director, for review by the Office of the Superintendent
of Schools after review by the Office of the Deputy
Other correspondence requiring a reply is answered
Superintendent, the Office of the Chief of School
within 10 working days of receipt.
Support and Improvement, Office of the Chief
If a substantive reply cannot be made within the Operating Officer, or the Office of the Chief Academic
above time limits, a letter acknowledging receipt and Officer.
indicating when a reply can be expected should be sent
immediately. Letter preparation for Board president’s signature
To prepare a letter for the Board president’s signature,
Incoming from elected Reply within seven working print an original on Board stationery. Also prepare
officials: days
envelope(s) to addressee(s). After preparing the body
Incoming from all others: Reply within 10 working of the letter and the closing, type—
days
Copy to:
Preparing MCPS letters for signature Members of the Board of Education
Administrative and supervisory personnel are Superintendent of schools (use name)
authorized to sign correspondence within their areas of
responsibility, except as stated below: Deputy superintendent/chief operating officer/
chief of school support and improvement/chief
• Correspondence to Members of the Board of
academic officer/chief of staff/associate superin-
Education, the County Council (or other elected tendents (use names)/chief technology officer
local, state, or national officials) and the state
superintendent of schools is signed by the Name of appropriate associate superintendent
superintendent of schools or in his/her absence, preparing the letter (not always copied)
his/her representative.
Name of anyone mentioned in the letter
• Correspondence initiated by staff members to
the above officials is reviewed by the appropriate Letter preparation for superintendent’s signature
associate superintendent(s) and approved by the
Prepare envelope(s) to addressee(s). After preparing
deputy superintendent, the chief of school support
the body of the letter and the closing, type the
and improvement, chief operating officer, or the
following so that these items will appear on the
chief academic officer before submission to the
original:
Office of the Superintendent of Schools.
Copy to:
Remember to submit the original correspondence
prepared for the signature of another individual with Members of the Board of Education (if appropriate)
envelopes for distribution of the correspondence.
Executive Staff (if appropriate)

MCPS Correspondence Manual • 41

How to Prepare a Letter • The salutation is followed by a colon.
• Dr., Mr., Mrs., Miss, and Ms., are abbreviated but
(See samples, pages 45–49.)
such titles as Senator or President are not.
Reference Line (RE:)—The reference line should be
Typeface—Times New Roman, 11.5 or 12 pt. aligned with the date, above the salutation.
Letterhead—Use appropriate letterhead for your office. Body of the Letter—The body of the letter is in block
Date—Position the date six tab stops from the left format and begins two returns below the salutation.
margin. Complimentary Close—Align the complimentary close
Do not abbreviate the month. Use figures for the date with the date of the letter (six tab stops) and place it
and year. Do not use suffixes such as st, rd, and th with two returns below the last sentence in the body of the
dates. letter.
Margins—The margin is 1½ inches on the top and 1 • For Dear Madam, Ladies, and Ladies and
inch on sides and bottom, depending on the design of Gentlemen, use the complimentary close that best
the letterhead. Use modified block style in the body suits how formal or personal you need to be.
(i.e., paragraphs not indented). • Capitalize only the first word of the complimentary
close. Follow the closing with a comma.
Note: The bottom margin may be adjusted by one or
two lines to accommodate the length of the letter—if it Sincerely,
will fit with stationery. Respectfully,
Inside Address—Place the inside address at the left Cordially,
margin two to four returns below the date. It should Sincerely yours,
occupy a minimum of three lines. Best regards,
• The inside address should be in block form.
Signature—Position the signature block six tab stops
• The first line includes the addressee’s title (Dr., Mr., from the left margin so that it will align with the date.
Mrs., Miss, Ms.) and full name.
• Align the full name and position of the sender
• The person’s position, when appropriate, may
four returns below the complimentary close. No
follow the name on the same line or may be placed
signature line should extend beyond the right
on the second line. If the name of the person’s
margin.
position requires two lines, indent the second line
three spaces. • When the name of the person’s position occupies
two lines, indent the second line three spaces under
• Street, Avenue, Boulevard, Road, and the name of
the complimentary close.
the state are spelled out.
• When signing a letter or routine document for
• Type the ZIP Code two spaces after the name of the
another person, sign the person’s name and
state (spelled out). There is no comma between the
your initials slightly below and to the right of the
state and the ZIP Code.
signature.
• When there is no street address, type the name of
• Note: The superintendent of schools, deputy
the city on the second line and the name of the state
superintendent, chief operating officer, chief academic
(spelled out) and ZIP Code on the third line.
officer and chief of school support and improvement
• When the abbreviations NW, NE, SW, and SE are do not delegate their signatures and, generally, it is
used, a comma and a space precede NW, etc.; there not considered good office practice to do so. Signing
are no spaces nor periods between the letters of the a document for another person could cause legal
abbreviation. problems if there is a court challenge, unless a power
Attention Line—Letters addressed to business firms of attorney has been granted. But when it is done
or other types of organizations may be directed to the on routine documents, make sure that the absentee
attention of a certain individual or department. signer is aware of what has been signed for in the
• Place the attention line at the left margin between person’s absence. If material is dictated over the
the inside address and the salutation, with two phone, type at the bottom of the document, “dictated
returns above and below it. by [the name of person] and forwarded without
signature, in the person’s absence.”
• The name of the person or the department usually is
considered sufficient here. Letters with outside signatures—When preparing a
letter that includes an outside signature, use a joint
Salutation—Place the salutation at the left margin, two letterhead. For example, if you are preparing a letter
returns below the inside address. that has the signatures of the superintendent of schools
and the president of Montgomery College, make sure

42 • MCPS Correspondence Manual

Letters ( C O N T I N U E D )
both the MCPS and Montgomery College logos are • The page number is centered.
present on the letterhead. • The date of the letter is typed at the right margin.
More than one sender—At times, two people may be • If the letter is addressed to more than three people,
sending the letter, in which case, place the full name and on the second page, type each addressee’s name.
position of the second sender four returns below the • Type the page number and date on the same line as
position information of the first sender. List two or more the last person listed.
letter senders according to rank, that is, Board president, ▪▪ Continue the body of the letter three returns
superintendent of schools, deputy superintendent, chief below the heading of the second and succeeding
operating officer, etc. pages.
Identifying Initials—The initials of the signer (in caps) ▪▪ Stapling—Do not staple pages of letters together;
and the typist (in lowercase) are separated by a colon do not staple enclosure to the letter. However,
and are placed at the left margin two returns below the staple pages of the copy together.
signer’s position.
Enclosure—If appropriate, the word “Enclosure” is Special Mailing Instructions
indicated two returns below the identifying initials at Type AIRMAIL (with foreign mail only), CERTIFIED,
the left margin. If more than one document is enclosed, etc., at the left margin of the letter in capitals, a
the word “Enclosures” is used. double space below the dateline.
Note: “Attachment” is used with memoranda and
email. If you have two attachments, label them
Attachment A and Attachment B. Salutations
“Enclosure” is used with letters. If you have two Abbreviate only the titles Mr., Ms., Mrs., and Dr.
enclosures, label them Enclosure 1 and Enclosure 2. Spell out all other titles, such as Professor and Father.

Copy to Notation—When sending a copy of a letter Capitalize the first word as well as any nouns and titles
to another individual, place the Copy to notation at in the salutation (e.g., Dear Mrs. Brand, Dear Sir).
the left margin two lines below the Enclosure line, if
To one person (name, gender, and courtesy title preference
used, or the identifying initials. The name is indented
known)
three spaces under the Copy to line. After listing the
Dear Mr. Smith: Dear Ms. Simpson:
Board of Education, superintendent of schools, deputy
Dear Mrs. Gray: Dear Miss Wells:
superintendent, and chief operating officer, alphabetize
individuals’ names. Include Dr., Mr., Mrs., Miss, or To one person (name known, gender unknown)
Ms. with the surname. When sending copies to all Dear Robin Smith: Dear A. J. Moore:
individuals holding the same type of position, show To one person (name unknown, gender known)
only the name of the position. Dear Madam: Dear Sir:
For example: To one person (name and gender unknown)
Copy to: Dear Sir or Madam: Dear Madam or Sir:
To one woman (courtesy title preference unknown)
Members of the Board of Education
Dear Ms. McCoy: Dear Shelly McCoy:
Deputy superintendent (use name) To two or more men
Chief academic officer (use name) Dear Mr. Nguyen and Mr. Walters:
To two or more women
Chief operating officer (use name)
Dear Mrs. Chao, Miss Perez, and Ms. Smith:
Chief of school support and improvement (use Dear Mrs. Jordan and Mrs. Ortiz:
name) When writing to an attorney, use either
Chief of staff (use name) Mr. Jorge Cruz/Ms. Matilda Wright or
Jorge Cruz, Esquire/Matilda Wright, Esquire.
Associate superintendent(s)/chief technology (You may use the abbreviation Esq.)
officer (use names) It is correct to use both the social title (Mr./Ms.) and
the professional title (Esquire) in the address of your
Second and Subsequent Pages: correspondence.
• Plain bond paper is used for the second and Salutation: Dear Mr. Cruz/Dear Ms. Wright
subsequent pages of a letter.
(See Gregg Reference Manual, 11th edition, page 378, sections
• The name of the addressee is placed at the left 1320 to 1325, for more examples.)
margin, 1 inch from the top of the paper.

MCPS Correspondence Manual • 43

Guidelines on Addressing Mail to Parents in a Here are some examples:
Same-Sex Marriage, Civil Union, and Domestic Place: Montgomery County Executive
Partnership Addressee: The Honorable Marc Elrich
• If unmarried or married with different last names, Montgomery County Executive
each person’s name should be on separate lines: Executive Office Building
▪▪ Mr. Frank Doe and 101 Monroe Street
Mr. John Smith Rockville, Maryland 20850
Dear Mr. Doe and Mr. Smith Salutation: Dear Mr. Elrich:
▪▪ Ms. Anne Black and Place: Montgomery County Council
Ms. Hannah Davis Addressee: The Honorable Nancy Navarro
Dear Ms. Black and Ms. Davis President, Montgomery County Council
• If married with the same last name: Stella B. Werner Council Office Building
▪▪ Mr. Frank and Mr. John Doe 100 Maryland Avenue
▪▪ Dear Mr. and Mr. Doe or Rockville, Maryland 20850
Dear Mr. Frank and Mr. John Doe Salutation: Dear Ms. Navarro:
▪▪ Ms. Anne and Ms. Mary Black Place: Maryland State Government
▪▪ Dear Ms. and Ms. Black or Addressee: The Honorable Lawrence J. Hogan Jr.
Ms. Ann and Ms. Mary Black Governor, The State of Maryland
The State House
If possible, it is good practice to ask the couple how Annapolis, Maryland 21404
they would like to be addressed. Salutation: Dear Governor Hogan:
Also, please arrange the names in alphabetical order. Place: Maryland General Assembly, State Senate
The only exceptions to this rule are— Addressee: The Honorable Karen S. Montgomery
• if one has an academic title, or Maryland State Senate
• if you are addressing an invitation in which you are 223 James Senate Office Building
specifically inviting one, and the other is his/her Annapolis, Maryland 21401-1991
guest. Salutation: Dear Senator Montgomery:
▪▪ Dr. Mary and Mrs. Jane Doe Place: Maryland General Assembly, House of Delegates
▪▪ Ms. Alice and Ms. Jane Doe Addressee: The Honorable Craig J. Zucker
▪▪ Dr. John and Mr. Frank Doe Maryland House of Delegates
▪▪ Mr. John and Mr. Frank Doe (when you are
House Office Building, Room 361
inviting Mr. John Doe) 6 Bladen Street
Annapolis, Maryland 21401-1991
Forms of address and salutations to federal and Salutation: Dear Delegate Zucker:
state officials: Place: District Office, U.S. House of Representatives
• All elected officials should be addressed as The Addressee: The Honorable Jamie Raskin
Honorable , except the President of the 51 Monroe Street, Suite 507
United States, who is addressed as The President. Rockville, Maryland 20850
Proper salutation is Dear Mr. President. Salutation: Dear Representative Raskin:
• For members of the U.S. Congress, the salutation Place: District Office, United States Senate
for senators (also Maryland state senators) is Addressee: The Honorable Benjamin L. Cardin
Dear Senator ; for members of the U.S. 60 West Street, Suite 202
House of Representatives and Maryland House Annapolis, Maryland 21401
of Delegates the salutation is Dear Representative Salutation: Dear Senator Cardin:
(or Delegate) , or Dear Mr., Mrs., Ms.
. Place: Maryland State Department of Education
• For members of the County Council or the county
Addressee: Karen B. Salmon, Ph.D.
executive, the salutation should be Dear Mr., Mrs., State Superintendent of Schools
Ms. , or Dear Councilmember. Nancy S. Grasmick State Education Building
200 West Baltimore Street
Baltimore, Maryland 21201
Salutation: Dear Dr. Salmon:

44 • MCPS Correspondence Manual

OFFICE OF THE SUPERINTENDENT OF SCHOOLS

December 21, 2018

The Honorable Marc Elrich LETTER:

Montgomery County Executive General
Executive Office Building Letterhead: Official MCPS letterhead
101 Monroe Street
Margins: Top–1.5”; Sides–1”;
Rockville, Maryland 20850 Bottom–1” (depending on design
of letterhead)
Dear Mr. Elrich: Date: 6 tab stops from left margin
Address: 2 to 4 returns after Date
On Tuesday, December 18, 2018, I presented my recommendation for the FiscalSalutation:
Year (FY) 2020
2 returns after Address
Operating Budget for Montgomery County Public Schools (MCPS). I am pleased to share with
Body: 2 returns after Salutation;
you that the Superintendent’s Recommended FY 2020 Operating Budget and the Superintendent’s
2 returns after each paragraph
Recommended FY 2020 Operating Budget in Brief are available on our website.Complimentary
Print copiesClosing:will 2 returns
be provided under separate cover. after Body
Writer’s Name: 4 returns after
I look forward to working with you and your staff as the FY 2020 Operating Budget is reviewed.
Complimentary Closing; 6 tab stops
I am confident that together we will adopt an operating budget for MCPS thatfromwill support
left margin
educational excellence for all of our students. Writer’s Position: 1 return after
Writer’s Name; 6 tab stops from
Sincerely, left margin
Identifying Initials: 2 returns after
Writer’s position
XXXXXXXXXXXXX Copy to Notation: 2 returns after
Jack R. Smith, Ph.D. Identifying Initials, indent 3 spaces
Superintendent of Schools on a new line for each entry
XXX
JRS:ND:jp

Copy to:
Members of the Board of Education
Mr. Kline
Mr. Madaleno, Jr.

850 Hungerford Drive Room 122 Rockville, Maryland 20850 240-740-3020 montgomeryschoolsmd.org

MCPS Correspondence Manual • 45

Edward Owusu
Principal

October 14, 2019

Dear Clarksburg High School Families:

LETTER:
Notice to Community
I want to share with you information about an event that has affected our school. I am sending
you this letter to give you the facts and to assure you that we are addressing this incident.
Letterhead: Official MCPS letterhead
Margins: Top–1.5”; Sides–1”; Bottom–1”
On Monday, October 14, 2019, a gas line was ruptured during construction on Shawnee (dependingLane.
on design of letterhead)
Shawnee Lane is approximately one mile from Clarksburg High School but the fumes Date: 6 from
tab stopsthis
from left margin
rupture were detected throughout our building. An Outside Hazardous MaterialsSalutation:Shelter 2Alert
returns after date
was announced immediately and all ventilation systems at Clarksburg High School were shut
Body: 2 returns after Salutation;
down. We ended the Shelter Alert once the fire department let us know that the gas line had
2 returns after each paragraph
been capped and it was safe.
Complimentary Closing:
2 returns after Body
There was no interruption to our school day as a result of this event. If you have any additional
questions or concerns, you may reach me by phone at 240-740-6000 or by email Writer’s Name: 4at returns after
[email protected]. Complimentary Closing;
6 tab stops from left margin
Writer’s Position: 1 return after Writer’s
Sincerely, Name; 6 tab stops from left margin
Identifying Initials: 2 returns after
Writer’s Position
Edward Owusu Copy to Notation: 2 returns after
Principal Identifying Initials; Recipient(s), indent
3 spaces on a new line for each entry
EO/lrr

Middle Schools

MCPS Correspondence Manual • 47

September 10, 2019

Dear Wilson Wims Elementary School Parents/Guardians, Students, and Staff Members: LETTER:
Notice to Parents/Guardians
As the director of learning, achievement and administration for the Clarksburg Cluster, I am
writing to inform you of an interim staff change at Wilson Wims Elementary School (Wims).
Letterhead: Official MCPS letterhead
Mr. Sean P. McGee, principal at Wims, was appointed as director of learning, achievement andSides–1”; Bottom–1”
Margins: Top–1.5”;
administration in the Office of School Support and Improvement. Mr. McGee has been a strong
(depending on design of letterhead)
leader, and we thank him for his leadership to the Wims school community. Date: 6 tab stops from left margin
Salutation: 2 returns after date
Mrs. Jessica M. Blasic, assistant principal, Rosemary Hills Elementary School, will serve as acting
Body: 2 returns after Salutation;
principal at Wims. Mr. McGee and I will work on a smooth transition over the next few weeks.
2 returns after each paragraph
Mrs. Blasic has a wealth of experience and is passionate about her work as an administrator. She
Complimentary Closing:
recently completed the Montgomery County Public Schools (MCPS) Leadership Development
2 returns after Body
Program as a successful principal intern at Rosemary Hills Elementary School during the 2018-
Writer’s
2019 school year. She has held various positions within MCPS including classroom teacher Name: 4in returns after
primary grades, Academic Intervention Teacher, Staff Development Teacher, and ConsultingClosing;
Complimentary
6 tab stops from left margin
Teacher. Mrs. Blasic also has an extensive background in equity work, instructional technology,
and mindfulness. She is prepared to provide strong leadership to the Wims community Position:
Writer’s through1 return after Writer’s
the end of the 2019-2020 school year. Name; 6 tab stops from left margin
Identifying Initials: 2 returns after
Mrs. Blasic will work together with the Parent Teacher Association (PTA) to ensure Writer’s Position
a smooth
transition at Wims. A “Meet and Greet” will be scheduled soon to provide an opportunity for you2 returns after
Copy to Notation:
to meet and welcome her to the Wims community. Identifying Initials; Recipient(s), indent
3 spaces on a new line for each entry
In the spring, we will start the principal selection process with MCPS which requires input from school
staff and community members. The Office of School Support and Improvement will conduct meetings
with stakeholders to collect leadership characteristics that are important for this principal vacancy.

Please join me to officially welcome Mrs. Blasic as acting principal at Wilson Wims Elementary
School.

Sincerely,

Eric A. Wilson
Director of Learning, Achievement and Administration

MCPS Correspondence Manual • 49

Email Communication
Microsoft Outlook® is Montgomery County Public Creating and using an address book in Microsoft
Schools’ electronic mail (email), conference, Outlook® is a convenient way of sending email to
calendar, address book, task organizer, and online groups of people with Microsoft Outlook® accounts.
communications system. Users can exchange email The address book contains personal mailing lists, but
with other users; exchange email with users on other you can create a list with a single identifying name.
systems; transfer several files quickly, using file • For example, you could create a personal mailing
attachments; engage in electronic conferences with list with the names of science teachers. Use a simple
other users; and communicate with other users online. title, such as “Science Teachers.”
• When you want to send a message to those people in
that group, simply address it to “Science Teachers.”
Best Practices for Business Use your address book. When sending an email to a
Email long list of recipients, consider using the address book
function in Microsoft Outlook®. It does not list all
Email is as integral to the workplace as is regular
recipients in the “To” header.
paper mail. All MCPS memoranda are sent by email.
How you use email reflects not only on your level of • Having to scroll past a long list of addresses to get to
professionalism, but also on the reputation of MCPS. the message itself can be disconcerting to recipients.
Do not assume you have privacy when you use MCPS • Also, many people may not like having their email
computers. Here are some practical tips to make your address displayed to others.
email experience more effective. Use common courtesy. Always begin with a
Include a meaningful subject line. Use the subject line salutation—Dear Mr. Smith—and end with a closing—
to announce what the message is about. Readers who sincerely, best regards.
receive many emails will often check the subject line • In between, use full sentences and standard
first to decide whether to read your message promptly, grammar.
later, next week, or never.
• It’s business correspondence. Courtesy is always
• A message with a blank subject line or a very general best practice.
subject (e.g., “Question”) will have a low priority to Reply to the appropriate people. Regarding Reply All:
recipients. Only the most relevant work-related messages should
• Use an accurate and descriptive subject line. be sent to all recipients. Private messages, or messages
However, do not include MCPS students’ personal that only apply to a few people, should never be sent
information, including names and identification this way.
numbers, in the subject line.
• Be careful when sending. People often press the
Keep it short. Email helps us to communicate quickly Reply All icon inadvertently.
and concisely. However, be cautious with your use of
• You may select Reply All (to the sender and all other
abbreviations, such as LOL.
names in the original message), or Reply Sender
• For business communications, it is important (to the sender whose name is on the To line of the
to be as clear as possible; if readers do not original message).
understand something, there’s a possibility of Keep the following in mind to avoid misinterpretation
miscommunication. in your email correspondence:
• Take the time to write complete sentences, using
• Always reread your emails, especially if you prefer
proper grammar and punctuation.
to use a conversational tone. The recipient may not
• Remember, you need only one space after a period at be familiar with your style.
the end of a sentence.
• If you are sending a message with specific
• If you are delivering personal news, bad news, or instructions, due dates, or other crucial information,
any news you would rather not receive in a group test it by sending it to yourself first. This will give
setting, consider using another vehicle other than you a chance to see how it looks before you actually
email. More and more people are checking email on send it. Once you hit the SEND key, you can’t go to
their phones, so try to stick to one topic and include the mailbox to retrieve it.
a link for further reference, if possible.
• Avoid trying to resolve or discuss a sensitive or
Do not shout. Avoid using all caps when composing complex topic that would be best dealt with by
your email. It’s the equivalent of SHOUTING at your speaking with someone over the phone or in person.
reader(s). It also makes your message difficult to read A good rule to follow is if you can’t write a letter
and may well overwhelm your reader(s). about it, then don’t write an email either.

MCPS Correspondence Manual • 51

Email attachments in MCPS memoranda. • Try to stick to a 24-hour response time depending on
• If there is a specific website that readers are required your availability.
to refer to, include this web address as a link in the • But, keep in mind that some situations are urgent
body of the memorandum. The web address or URL and require a shorter response time.
should be in italics. • If someone sends you a long email, acknowledge
• If there is a form that readers are required to the effort, even if you do not have time to return the
download, complete, and remit include as a favor word for word right away.
Microsoft Word file or PDF and attached to the Use automatic replies (Out of Office). This is a great
memorandum. way to communicate a vacation or other away-from-
• If there is a document that is required for reference the-office event. You can inform everyone of the
or general information for readers, include this as a dates you will be gone and provide alternate contact
PDF file and attach to the memorandum. information for those issues that cannot wait.
The signature block. The signature block in an email Monitor your email. Check your in-box three to four
does the work of the letterhead of a business letter—it times a day instead of every 10 minutes, depending on
contains the sender’s contact information. It is found at the nature of your work. Going through your email in
the end of the email right under the sender’s name. bunches gives you a chance to concentrate on specific
While employees may want to personalize their email tasks with minimum distraction throughout your day.
signatures, it is not appropriate to include stationery, If you receive a suspicious email, do not open any
quotations, or sayings as part of your email signature. attachments. Simply forward the email to
MCPS email messages should be considered a business [email protected]. The email may contain viruses,
letter and be presented in a professional manner. The Trojans, malware, or other destructive contents.
more formatting or embedded images the higher the
chance that your message may be blocked as spam. See more on Best Practices for Email and read the
Maryland Public Information Act at montgomeryschoolsmd.
Include only your name, your title, your office name org/employee-digital-communications/index.aspx.
and address, and your telephone number. No need to
include your email address, since it is already at the Keep it Professional
top of your email, but you may include a link to your
office website. Email is the current version of a business letter or
An appropriate email signature would be as follows: memorandum. Make it look professional.
John Smith (Tennille M. Robinson, Black Enterprise magazine.)
Teacher
Montgomery County Middle School Never send anything you wouldn’t be comfortable
hearing read back to you in an entirely different
An appropriate expanded email signature would be as context; like your boss’s office or a courtroom.
follows: (Cecil Donahue, GQ magazine.)
John Smith
Teacher If someone has done something nice for you
Montgomery County Middle School (processed your order quickly, replied promptly to
2000 Main Street a customer service request, took the time to respond
Silver Spring, MD 20910 to your questions) then a quick thank you would
Phone: 301-555-1212 be nice. I never expect the “you’re welcome” reply
Fax: 301-555-2121 because I know that it’s discretionary based on the
www.montgomeryschoolsmd.org/schools/mcms/ comments, relationship and situation.
(Judith Kallus, businessemailetiquette.com)
Check before you send. Always reread your messages
before sending to make sure there are no grammatical Check periodically that your contact/mailing lists
or spelling errors. are updated to show only current employees.
• Use the spell check feature.
• Be smart about what you put in writing. An email is
a permanent record.
• Whenever you can, park important emails in the
Outbox for a while, and review before sending.
Always reply. Be polite; always respond to your
messages.

52 • MCPS Correspondence Manual

Writing Tips
New Usage o Font
Use Times New Roman 12 point for correspondence.
MCPS uses email instead of e-mail. Use 11.5 point type to save space.

Checklist for Creating o Heads and subheads

Use boldface for heads and italics (or boldface) for
Correspondence subheads. Do not underline.
o Bullets—formatting
Large dot (•), indented five spaces from the left o Memoranda
margin. (See also Display lists on page 54) • Center the date.
• When using multiple addresses, follow the same
o Business letters—formatting rules as the Copy to hierarchy listing.
• Place date six tab stops from the left margin.
• Do not use abbreviations in the subject line.
• Tab six times for closing block to align with date.
• Put three returns between the subject line and the
o Capitalization first line of text.
• Capitalize names of offices, departments, • For emphasis, use bold or italics as appropriate.
divisions, units, and schools. • Spell out acronyms at first mention, with the
• Capitalize position title only when it precedes the acronym in parentheses (except in the subject
name. line).
o Use the acronym at any further mention of
• Do not capitalize “Program” and “Initiative” the name.
when they follow a title/name, unless those • Make sure email memoranda have an approval
words are a part of the official name. message at the top and approval line at the end
Examples: before you send it out.
Fleet Street Middle School program but Examples:
Individualized Education Program This email message has been approved for
(official title of the program) distribution by Dr. Andrew M. Zuckerman,
The Neighbor to Neighbor initiative but Baldrige chief operating officer, Dr. Kimberly A. Statham,
in Education Initiative (BiE IN) (official title) chief of school support and improvement, and
• Only the first word in a permanently hyphenated Dr. Maria V. Navarro, chief academic officer. No
compound—one found in the Merriam-Webster’s hard copy will be provided.
Collegiate Dictionary, 11th ed. (www.m-w.com/home. This email message has been approved for
htm)—is capitalized in headings or titles. distribution by Dr. Andrew M. Zuckerman,
Jobs for Part-time Students chief operating officer. No hard copy will be
Cost-effective Training Methods provided.
Soft-boiled Eggs Found to Contain Salmonella This email message has been approved for dis-
tribution by Dr. Kimberly A. Statham, chief of
Law-abiding Citizens Form Neighborhood
school support and improvement. No hard copy
Watch Group
will be provided.
Labor-intensive Products
This email message has been approved for
Long-range Planning distribution by Dr. Andrew M. Zuckerman,
o Copy to hierarchy chief operating officer. No hard copy will be
1. County executive provided.
2. County Council
3. Members of the Board of Education
o Page numbering (page 2 and subsequent pages)
• For memoranda: Center at top of the page
4. Superintendent of schools
• For letters: Center at top of the page
5. Deputy superintendent
• For reports: Center at bottom of the page
6. Chief operating officer and/or chief of school support
and improvement and/or chief academic officer o Salutations
7. Chief of staff Only the first word of the salutation and the name
8. Associate superintendent(s)/chief technology of the person addressed or the noun used in place of
officer (in alpha order) the name are capitalized.
9. Other MCPS staff members (in alpha order) Dear Sir:
10. Individuals outside MCPS (in alpha order) Most Honorable Sir:

MCPS Correspondence Manual • 53

o Spelling Note: Information on dashes taken from Cormier,
• MCPS uses the Merriam-Webster’s Collegiate Robin. 1995. Error-free writing: A lifetime guide to flawless
Dictionary, 11th ed. (www.m-w.com/home.htm) to business writing. New Jersey: Prentice Hall.
check and confirm spelling.
• As a general rule, when alternate spellings exist, Display lists
use the first spelling in Merriam-Webster’s. The following guidelines relate to display lists in
• The dictionary also is useful to learn the roots and MCPS documents.
history of a word and to get information on such • A display list is best introduced by a complete
issues as forms of address, foreign phrases, and ???. sentence, followed by a colon.
• Items carry no closing punctuation, unless they
o Titles consist of complete sentences.
• Italicize titles of books, brochures, and published
• A display list may be numbered or bulleted.
reports.
• Ideally, a display list should have a minimum of two
• Use quotation marks for minor titles (e.g., for
items, each displayed on a separate line. There is no
newspaper and newsletter articles). firm rule about the maximum number of items in a list,
• Italicize web addresses. but be aware that readers can lose track in a long list.
• Indent bullets or numbers five spaces from the
margin.
Writing Style Tips
• The text in each item must be grammatically parallel
Search the Editorial Help Desk website for more tips. to the other items in the list (i.e., if one item is a
complete sentence, they all should be complete
Dashes—A Short History
sentences. If one item is written in the second
The distinction between hyphens and dashes was once
person, the others should match).
important mainly to typesetters. There was no em-
dash key on a typewriter, so writers who worked on
typewriters had to improvise by typing two hyphens to An incorrect list (not parallel):
make an em dash and typing one hyphen to make an • The rules should be changed so that players are
en dash. Now, there is a full range of special characters not so vulnerable.
at our disposal when we use word processing software. • Ejection of a player for spearing or blindsiding.
Em dashes and en dashes were given names that • Write a letter warning of these suspect practices to
indicate their length. The em dash is as long as the width the pertinent officials.
of the letter m, and the en dash is as long as the width A correct list (parallel):
of the letter n. The actual length varies from typeface
• The rules should be changed so that players are
to typeface. The hyphen is shorter than both types of
dashes and should not be used in their places. not so vulnerable.
• Players should be ejected for spearing or
Using real em dashes (—) and en dashes (–) instead of blindsiding.
hyphens (-) gives a document a more professional look. • A letter of warning of these suspect practices
Period—Use only one space after a period at the end of should be sent to the pertinent officials.
a sentence.
Two basic list styles are used in MCPS documents.
Em dash—An em dash is used to separate an
Some lists are introduced by a complete sentence. You
interrupting clause from the rest of the sentence:
should end the introductory sentence with a colon and
He came to my office—without calling in capitalize the first word in each item.
advance—and demanded to see me immediately.
It also is used to separate a word or words from a The foreign office reviews the following:
phrase that summarizes or explains those words:
1. Legal problems
Paid holidays, subsidized health insurance, and 2. Financial problems
free parking—these are the only benefits I require.
3. Medical issues
En dash—An en dash is the equivalent of the word 4. Search and rescue operations
“to”. It is used to separate letters and numbers,
especially when a range or time span is given: In a list introduced by an incomplete sentence (a
The gift shop in the lobby is open Monday–Satur- “broken sentence” list), the list reads as a sentence that
day, 10:00 a.m.–6:00 p.m. has been “broken” into a list. The introductory phrase
ends with either no punctuation or an em dash (—).
The test will cover chapter 12, sections A–F, so read
The items (sentence fragments) begin with a lowercase
pages 212–275.

54 • MCPS Correspondence Manual

Writing Tips ( C O N T I N U E D )
letter. The items end with a comma (or semicolon). The • The last word in a paragraph should not be divided;
next-to-last item ends with a comma (or semicolon), if the break is unavoidable, then the whole word
and the word “and.” The last item ends with a period. should carry to the last line.

The main responsibilities of the foreign office are When to spell out numbers
assisting with— Spell out numbers in the following instances:
• legal issues; • One through nine
• financial, medical, and cultural problems; and • Larger numbers when used as approximates: About a
• search and rescue operations. hundred soldiers were killed.
Special usage:
Hyphens • Age: 18 years old; a 3-year-old student; in his twenties
• The hyphen is used at the end of a line to show that • Dates: Ninth century, 20th century; 2000–2002; 1990s;
part of the word has carried over to the next line. January 18, 2010; April 2010 (no comma); May 18 (not
• The hyphen is used to join words to form a May 18th)
compound word. Compound adjectives that modify • Units of measure: 5 inches, 6 centimeters, 8°F, 4 MB
nouns are hyphenated. RAM, 5-mg dose.
Ahmed learned decision-making skills in his • Quantities:
management class. • Use numerals for numbers above nine: one, two,
• Noun phrases used as adjectives are hyphenated. three… nine; 10, 11, 12
Mary decided to take a work-from-home job. • If a sentence includes numbers both above and below
• Always hyphenate fractions when they are used as nine (that refer to the same thing), use numerals
modifiers. for all the numbers: There were 5 participants from
She owned a two-thirds share. Georgia and 12 from Florida.
• Do not hyphenate fractions when they are used as • Express round numbers above 1 million in numerals
nouns. and words: 13 million.
His share was three fifths. • Spell out percent: 80 percent—unless working on a
Summary of hyphenation rules. document that is mathematical or statistical in nature.
• Proper names should not be divided, and a person’s • Use commas in four-digit numbers: 1,409
initials or an abbreviated title or part of a name (such as • Do not use commas with page numbers: p. 1409
Mr. Dr., III, or Jr.) should not be separated from the name. Taken from The New York Public Library Writer’s Guide
• Short words—those of five letters or fewer—should To Style and Usage, © 1987.
not be broken.
• One-syllable words (fenced, jogged, pray) should not be Style for formal invitations
broken. Monday, the fifteenth of June
• When possible, words should be divided after prefixes Two thousand fifteen
and at the natural breaking point for solid compound At six o’clock in the evening
words (pre-cursor, lumber-yard, hand-kerchief).
• Hyphenated compound words should be broken only at Style for referring to policies
the hyphen. Montgomery County Board of Education Policy ABC,
• Always check the dictionary to verify if a compound Name of Policy, states that…
word should be hyphenated.
Further reference to the policy should be written as
• Words ending in “-ing” are divided on the base word
Board Policy ABC, Name of Policy,…
(sing-ing, writ-ing) except when the final consonant is
doubled to form a participle (refer-ring, admit-ting).
Style for referring to regulations
Automatic hyphenation is a feature of word processing
Montgomery County Public Schools Regulation ABC-
programs. When the automatic hyphenation feature is
DE, Name of Regulation, was revised…
turned on, the program consults its own dictionary to
select word breaks. Further reference to the regulation should be written as
MCPS Regulation ABC-DE, Name of Regulation,…
Proofreading the final draft
When looking at the final draft, proofreaders should be
aware of the following:
• A hyphen may appear at the end of no more than
two consecutive lines.

MCPS Correspondence Manual • 55

Style for referring to forms a. Be concise. Use the least amount of words
Montgomery County Public Schools Form 123-45, necessary to make your point.
Name of Form. b. Double check to make sure all the facts and your
contact information are stated accurately.
Serial commas 4. Remember that your email signature should include,
MCPS style preference is for a comma before the at a minimum, your name and your position.
conjunction and in a series, because it contributes to • School-based staff should include the name of the
clarity and ease of reading. school
The principal held a meeting for teachers, parents, • Include your phone number. Other appropriate
and staff. elements are work mailing address, fax number, and
work web address.
Five Steps to Professional Example of appropriate email signature:
Correspondence John Smith
Many of you are called on to help your principal or Biology Teacher
supervisor craft correspondence (memoranda and Montgomery County Middle School
letters). You may find that the principal or supervisor Example of appropriate expanded email signature:
has his or her signature style of writing, which
may differ slightly from the guidance given in the John Smith
correspondence manual. Teacher
Montgomery County Middle School
Remember that the manual is a guide, not the 2000 Main Street
law. You should add to your manual any specific Silver Spring, MD 20910
correspondence policies or procedures that are relevant Phone: 301-555-1212
to your office. Fax: 301-555-1213
Note: All memoranda to be distributed throughout www.montgomeryschoolsmd.org/schools/mcms
the school system must be approved and signed by 5. Get someone else to review a printed copy of your
the chief of school support and improvement, chief work before your principal or supervisor reviews
academic officer, chief operating officer, deputy and signs off on it. Even seasoned writers do this.
superintendent, and/or superintendent of schools.
Following are five key points to keep in mind as you More writing tips online
work on correspondence: You can find more writing tips on the Editorial
1. Practice consistency in how you spell and how Help Desk website at www.montgomeryschoolsmd.
you use words and phrases. For example, stick org/departments/egps/services/edit_helpdesk.shtm.
with either “Grade 9 students” (preferred usage) or
“ninth grade students” throughout the document.
2. Do your research. If you have any doubt about usage
or spelling, check it out. Use your dictionary. Even
if you are almost sure, check your reference for
accuracy.
3. Be clear and concise—use plain language. Write so
that your information will be understood easily.

56 • MCPS Correspondence Manual

Proofreading
Proofreading and Make sure your document has no typos and is
grammatically correct before it is sent out. Once
Proofreader’s Marks published, it represents the school system and should
Editors use standard proofreader’s marks to always reflect our best effort.
communicate with authors and printers. They are just Using spell check is always your first line of defense.
as useful to anyone who proofreads or makes edits to a Also, have another set of eyes review your work.
document. They help reduce the number of rounds of
changes to a document; and they help make corrections Here are some key things to check for as you
more legible to the person who will make the changes. proofread:
• Use a RED pencil; the color is easiest to read. ▪▪ Numbers that are transposed.
• Make sure your marks are legible for the person ▪▪ Errors in names, addresses, titles, phone numbers,
making the changes. and web addresses.
• Contact the Editorial Help Desk for a list of common ▪▪ Incorrect choice of similar words
proofreader’s marks.
For example: there instead of their, then instead
of than, compliment instead of complement, and
principle instead of principal).
▪▪ Missing words or lines of text.
▪▪ Incorrect days and dates.
▪▪ Incorrect use of contractions
For example: it’s/its and you’re/your).

MCPS Correspondence Manual • 57

Proofreader’s Marks

Common Proofreader’s Marks

Used in MCPS Documents

Begin new paragraph

Center

Close up space

Delete

Delete and close up space

Insert content or punctuation

Insert em dash

Insert en dash

Insert hyphen

Insert space

or Let stand as it was

or Make bold

or Make italic

or Make lowercase

Make uppercase

Move right

Spell out

Transpose

Wrong font

Insert period

58 • MCPS Correspondence Manual

Writing Tips ( C O N T I N U E D )
Answers to Some of Your Its or it’s?
The most common pronoun error is using it’s for the
Grammar Questions possessive pronoun its. It’s is a contraction of it is. The
error is seen frequently in signs, advertisements, and
Special word usage texts, but it’s not uncommon to see it’s used incorrectly
• Do not use the Montgomery County Public Schools. in newspapers and magazines.
• We use coursework, instead of course work.
Here is how to make sure to use the correct form.
• When referring to numbers, use the words Substitute the phrase it is to determine the correct
“more than” instead of “over.” For example: The pronoun; if the sentence makes sense, it’s is the correct
supplies cost more than $20,000. form.
Can you send out a memorandum from a Virtue is (its/it’s) own reward.
department and an employee association? Virtue is it is own reward. (This does not make
A joint memorandum from the MCPS Office of sense, its is correct.)
Employee Engagement and Labor Relations and
the SEIU Local 500, MCEA, or MCAAP/MCBOA is (Its/It’s) a grand night for singing.
appropriate if it goes to unit employees. In the To
It is a grand night for singing. (This makes sense,
section, put the MCPS department/office first and then
so it’s is correct.)
the name of the employee organization. In the From
section, put the MCPS staff first in alphabetical order
(as we do in the Copy to section), then put the employee Who or that
association representatives in alphabetical order. The pronoun who is used when referring to persons.
The pronoun that is used when referring to objects or
The That/Which dilemma: groups.
Which one to use when A politician is a man who understands government,
Both which and that are relative pronouns used to refer and it takes a politician to run a government. A
to places, animals, objects, ideas, and qualities. Which is statesman is a politician who’s been dead 10 or 15
used to introduce a clause containing informative but years. (Harry Truman)
nonessential information. Because the information in The exact number of trees that were cut down is
this clause is additional and therefore unnecessary to the still unknown.
meaning of the sentence, commas are placed before the
word which and at the end of the clause. Students are the kind of people that like to attend
rallies.
For example: Note that in the following sentence, the
which clause could be deleted and the meaning of the
sentence would remain the same.
Affect or effect
Proper use of these two words is one of the most
This speech, which would have softened poor common errors in the English language. These
Mrs. Lynde’s heart in a twinkling, had no effect on explanations may help.
Mrs. Barry except to irritate her still more.
To affect is to have influence or impact on something.
(Anne of Green Gables , Lucy Maud Montgomery)
For example: “Audience reaction affects a speaker’s
That is used to introduce a clause containing essential confidence.”
information. Because the information in the clause is
essential to the meaning of the sentence, no commas To effect is “to cause something to happen.”
are used with it. Without the information in the clause, For example: “Effect a solution to the problem by
the following sentences would have a completely making the effort.”
different meaning.
Effect is also a noun that means “result.”
Beware all enterprises that require new clothes. For example: Proper watering has a good effect on
(Henry Thoreau) your plants.
She solved the problem that I had been working on Affect, a noun used in psychology, means “emotion.”
for three hours.

MCPS Correspondence Manual • 59

Who or whom Subject-verb agreement and collective nouns
To decide whether to use who or whom in a sentence, Is it “all staff is expected…” or “all staff are expected …”?
follow these steps:
Both can be correct usage. However, MCPS style is to
1. Isolate the who/whom clause from the rest of the use staff as singular.
sentence.
On the other hand, when you have “Staff is expected
2. Delete the word who or whom. There will now be a
to” or “Staff is required to,” (without “all”), this implies
gap in thought, usually at the beginning or end but
a unit… everyone in the unit is expected or required to
sometimes in the middle of the phrase. The words
do the same thing. This would be correct usage.
may need to be rearranged to make sense.
3. Fill the gap with he or him. If he completes the Ideally, it should be—All members of staff are expected…
thought, then who is correct. If him completes the
thought, then whom is correct. The fact that him and
whom both end in m makes this easy to remember. Go to www.montgomeryschoolsmd.org/departments/
egps/services/edit_helpdesk.shtm for more information;
or email your questions to Donna M. Marks on
Outlook.

60 • MCPS Correspondence Manual

Graphic Design and Printing
Editorial, Graphics & Publishing Services (EGPS)
offers graphic communication design, printing Copy-Plus
and duplicating, and copier services to all MCPS an exclusive, free service for MCPS teachers
schools and central office. Get more information at www.montgomeryschoolsmd.org/departments/copyplus/
www.montgomeryschoolsmd.org/departments/egps/ and Teachers may submit all documents needed for classroom
browse our project portfolio. instruction, homework, and student assessments to be
Our services and products include— photocopied. There will be no charge-back to your school.
How to submit your job to Copy-Plus
• Diplomas and certificates
1. Gather
your documents.
• Exams and study guides 2a. SUBMIT ELECTRONICALLY.
• Banners and posters Use the Copy-Plus Google order form (go to the
• Business cards, envelopes, and memoranda pads Copy-Plus website (www.montgomeryschoolsmd.org/
• Student daily planners and agenda books departments/copyplus/) to get to the form.
- Follow instructions.
• School handbooks and student arts journals
- Turnaround time is five school days after you
• Instructional guides submit the job.
• Administrative forms 2b. SUBMIT IN THE PONY MAIL.
• Pocket folders, flyers, and brochures Complete Copy-Plus envelope form and place
The EGPS Customer Service Desk responds to inquiries originals in the envelope.
from schools and offices, provides product samples - Place in the Pony mail at your school for pickup.
and suggestions, and quotes job costs and schedules. - Wait for delivery one week from the date
Contact [email protected] or call 301-279-3309. submitted.
Our photocopy machines feature everything commonly
available on the photocopy machine used in your school,
The Project Cycle including––
• 1- and 2-sided copies in black ink only
Once your material has been finalized and approved • 8 ½ x 11 page size
by your supervisor, you should contact the EGPS • 3-hole drilled, collated, and stapled in sets
Customer Service Desk at 301-279-3110 or email Call Mr. Felix P. Ubiera, Copy-Plus supervisor, at 301-251-
[email protected] to get your project logged and started. 3365, for more information.
Once your project has been initiated, EGPS staff
will determine which services are needed to make How to submit a job for reproduction
your project a success. For example, if your needs Submit documents by email in PDF format. For large-
range from developing a concept to printing the final run jobs (more than 30,000 copies), also submit a hard
product, your project probably will pass through the copy of the document (for quality-control purposes).
following steps: For jobs under 30,000 copies, a customer service
representative will take your information and create a
• EGPS will hold a kick-off meeting between you and
job form. Call 301-279-3309.
our team. Be prepared to discuss the logistics of your
project from start to finish. If the document is not available electronically, submit a
• After the kick-off meeting, the staff will develop a hard copy (single-sided) with the pages numbered on
concept and review it with you for feedback and the back, in pencil.
initial approval.
• A graphic artist will develop the approved concept How to Submit a Job for Design,
into a design.
• The copy editor will conduct an editorial review of Layout and Publishing
the written content to ensure use of good grammar Once your material has been finalized and approved
and MCPS style. by your supervisor, you should do the following:
• The publications manager will ensure that the • Schedule a prepublication meeting to discuss your
appropriate supplies are available to complete the project, set up a timeline, and meet with the EGPS
project and oversee the project from inception to publications manager. Prepare a distribution list to
composition to printing. submit at this time. This is important in helping us
• The print supervisor and staff will take the project plan the most efficient way to design and package
through the prepress layout, printing, and bindery the publication for delivery.
processes. • Email the document file(s) as an attachment
• The DMM staff will deliver the final product. (Microsoft Word) to the Customer Service Desk. A
customer service representative will help you fill out

MCPS Correspondence Manual • 61

a job form and submit a copy of the document. To
complete the job request, you will need to know the
What You Should Know About
number of copies you want printed and the delivery Copyright and Fair Use Under
date. If the document is a reprint or update of a
publication previously printed by EGPS, include a the Law
PDF copy of the original publication. Be prepared When people borrow copyrighted material without
to send an Excel spreadsheet with information on permission for casual, nonprofit, or educational use,
distribution. it is generally not illegal. U.S. copyright law actually
permits and even encourages reuse of material that
Documents to be translated is still under copyright. The law encourages cultural
• For documents to be translated, the content in expression by
English must be approved for publication first. a. giving limited monopoly on use, and
• Complete MCPS Form 311-1, Request for Written
b. permitting people to reuse another person’s work to
Translations, and forward to EGPS. EGPS will then
build on it and make something new.
upload the files to the Translation Management
System, and they will be retrieved by the Language Everyone is familiar with monopoly copyright use.
Assistance Services Unit, where they will be However, new-user rights (fair use) are also part of the
translated, based on your instructions in Form 311-1. law.
• Normal turnaround time for translations is 10 Since 1976, copyright in the United States is automatic
working days. once an original work has been created. Most work is
• Translated documents are sent back to EGPS for copyrightable and copyright terms are very long. So,
printing or to be prepared as a PDF and sent to the the small policy of “fair use,” which is largely ignored,
customer to post on the MCPS website. has grown in importance as a way for people to access
copyrighted material and use it to create new work.
The Nondiscrimination Notice Fair use is codified into the Copyright Act, in section
107. The law provides for us to consider four factors:
The nondiscrimination notice is required on all
publications prepared by MCPS for widespread 1. The nature of the original work
distribution to staff, parents/guardians, students, and 2. The nature of the new work
the community. EGPS inserts this notice on the back of
all such publications. Questions concerning this notice 3. The amount and nature of the material taken
may be referred to General Counsel at 240-740-5600. 4. The effect of the new work on the market.
The notice reads as follows: However, the law does not give an instruction on how
much weight to give these four factors.
M C P S N O N D I S C R I M I N AT I O N S TAT E M E N T
The general consensus is, if a use is transformative
Montgomery County Public Schools (MCPS) prohibits illegal discrimination based on race, ethnicity, color, ancestry, national (i.e., if the ways the material is used is for a different
origin, religion, immigration status, sex, gender, gender identity, gender expression, sexual orientation, family/parental
purpose than the original) and the amount or kind
status, marital status, age, physical or mental disability, poverty and socioeconomic status, language, or other legally or
constitutionally protected attributes or affiliations. Discrimination undermines our community’s long-standing efforts to create, is appropriate to that new use, then chances are it is
foster, and promote equity, inclusion, and acceptance for all. Some examples of discrimination include acts of hate, violence, fair use. “Transformative” means that you change the
insensitivity, harassment, bullying, disrespect, or retaliation. For more information, please review Montgomery County Board
of Education Policy ACA, Nondiscrimination, Equity, and Cultural Proficiency. This Policy affirms the Board’s belief that each
context of the information.
and every student matters, and in particular, that educational outcomes should never be predictable by any individual’s actual
or perceived personal characteristics. The Policy also recognizes that equity requires proactive steps to identify and redress The creator of the original work does not have control
implicit biases, practices that have an unjustified disparate impact, and structural and institutional barriers that impede
over what will be considered fair use. Your repurposed
equality of educational or employment opportunities.
use of the original material will be supported in a court
For inquiries or complaints about discrimination against For inquiries or complaints about discrimination against
MCPS staff * MCPS students *
of law. Just remember that it is always a smart and polite
Office of Employee Engagement and Labor Relations
Department of Compliance and Investigations
Office of the Chief of Staff
Student Welfare and Compliance
gesture to attribute the work of the one who created it.
850 Hungerford Drive, Room 55 850 Hungerford Drive, Room 162 Creators really care about receiving credit for what they
Rockville, MD 20850 Rockville, MD 20850
240-740-2888 240-740-3215 did. Also, giving attribution shows your respect for and
[email protected] [email protected]

*Inquiries, complaints, or requests for accommodations for students with disabilities also may be directed to the supervisor
understanding of the hard work of others.
of the Office of Special Education, Resolution and Compliance Unit, at 240-740-3230. Inquiries regarding accommodations
or modifications for staff may be directed to the Office of Employee Engagement and Labor Relations, Department of
Compliance and Investigations, at 240-740-2888. In addition, discrimination complaints may be filed with other agencies,
Information taken from interview with Patricia
such as: the U.S. Equal Employment Opportunity Commission, Baltimore Field Office, City Crescent Bldg., 10 S. Howard Street, Aufderheide, professor in the School of
Third Floor, Baltimore, MD 21201, 1-800-669-4000, 1-800-669-6820 (TTY); or U.S. Department of Education, Office for Civil
Rights, Lyndon Baines Johnson Dept. of Education Bldg., 400 Maryland Avenue, SW, Washington, DC 20202-1100, 1-800-421- Communication at American University, posted on
3481, 1-800-877-8339 (TDD), [email protected], or www2.ed.gov/about/offices/list/ocr/complaintintro.html.
CMOS Shop Talk, June 1, 2015.
This document is available, upon request, in languages other than English and in an alternate format under the Americans
with Disabilities Act, by contacting the MCPS Office of Communications at 240-740-2837, 1-800-735-2258 (Maryland Relay), Resource: Copyright Act of 1976, Section 107, Limitations
or [email protected]. Individuals who need sign language interpretation or cued speech transliteration may contact the MCPS
Office of Interpreting Services at 240-740-1800, 301-637-2958 (VP) or [email protected]. MCPS also
on exclusive rights: Fair use.
provides equal access to the Boy/Girl Scouts and other designated youth groups.

62 • MCPS Correspondence Manual

Distribution Systems
The MCPS Pony Express • Montgomery County Council of Parent Teacher
Associations, Inc. (MCCPTA)
MCPS provides a postage-free interschool and • Montgomery County Education Association
interoffice mail service (the Pony) to expedite (MCEA)
communications within the school system. Place • Educational Systems Federal Credit Union (ESFCU)
qualified pieces of mail in your school’s Pony mailbag. • Montgomery County public libraries
• Service Employees International Union (SEIU)
Pony Schedule Local 500
Monday:
No regular service. Delivery of boxed
items only Steps for preparing mail for processing
in the mail room
Tuesday: Full Pony service
1. Cross out the address showing on the
Wednesday: No regular service. Delivery of boxed interdepartmental mail envelope.
items only 2. Use the address blocks in sequence.
Thursday: Full Pony service 3. Fill all blocks on one side of the envelope before
using the reverse side.
Friday: Full Pony service
4. Use the full name or position title and address.
The following locations have daily pickup and delivery 5. Include school, office (e.g., department, or division
of Pony mail: and location of the office, for example, CESC). Note:
• 45 W. Gude Drive Use the school name, not the school number.
• Carver Educational Services Center 6. When there is a mailing to all schools, it is sufficient
• Central Records to indicate Principal and name of school on the
envelope.
• Food and Nutrition Services
7. Make only one copy of a confidential memorandum
• Lynnbrook Center and file it in a separate, special place. To mail this
• Rocking Horse Road Center type of memorandum, type CONFIDENTIAL in
• Shady Grove Maintenance all caps, underlined, in the lower left area of the
• Spring Mill Offices envelope or use a red stamp. Always seal the white
• Upcounty Regional Services Center envelope and place it inside a properly addressed
Pony envelope.
In addition to scheduled deliveries to schools, the Pony
delivers mail addressed to the following: Special Mailing Instructions
• All MCPS facilities Type AIRMAIL (with foreign mail only),
• Board of Education Office (CESC)
CERTIFIED, etc., at the left margin of the letter in
capitals, a double space below the dateline.
Include address. No postage necessary. Take advantage of free bulk rate postage for
• County agencies mailings of 150 pieces or more.
• County Council Office Building
(Stella B. Werner Council Office Building) Get more information on the Pony (the MCPS post office)
• County Courthouse and services such as the Blue Bag Postage Program at www.
• County Executive Office Building montgomeryschoolsmd.org/departments/materials/postoffice/index.
• County Service Park—Maintenance, Transportation, shtm.
Food Services
• Court Evaluation Team
• Maryland National-Capital Park and Planning
Commission Appropriate Mail
• Montgomery College—Germantown, Rockville, The pony is for MCPS mail only. Personal mail will be
and Takoma Park (mail is delivered to the Rockville returned to your school.
Campus for distribution) Contact the Department of Materials Management at
• Montgomery County Association of Administrators 301-279-3348 for—
and Principals (MCAAP) and MCAAP/
Montgomery County Business and Operations • Pony route lists
Administrators (MCAAP/MCBOA) • Special envelopes (free) and boxes
• Montgomery County Business Roundtable for • Information about large mailings
Education (MCBRE)

MCPS Correspondence Manual • 63

Abbreviations
Whenever an abbreviation is needed, spell out
the name or term when it first occurs, with the
Miscellaneous abbreviations
abbreviation immediately following in parentheses. Use the abbreviations a.m. and p.m. in expressions of
Example: Attention Deficit Disorder (ADD). If you are time (include periods). These should be lowercase.
working on a long document, such as a report, consider Abbreviate units of measure when they occur
spelling out the acronym again at the beginning of each frequently. Units of measure are now commonly
section. Keep in mind that too many abbreviations in a abbreviated without periods. The abbreviations are the
document can be distracting to readers, who may have same for the singular and the plural.
to decipher and keep track of the “alphabet soup.”
yd yard, yards
The two-letter abbreviations (for example, MD for
Maryland) were created by the U.S. Postal Service and ft foot, feet
should be used only with ZIP Codes in addresses. To mi mile, miles
search for ZIP Codes to match addresses, go to http://
zip4.usps.com/zip4/welcome.jsp. Keep in mind that MCPS oz ounce, ounces
does not use state abbreviations in correspondence. gal gallon, gallons
lb pound, pounds
Is it an abbreviation, an rpm revolutions per minute
acronym, or an initialism? cpi characters per inch
An abbreviation is the general term for any shortened mph miles per hour
form of a word or group of words. Examples: i.e. (that
Note: the abbreviation “in” (for inch or inches) may
is), etc. (eccetera), Sat. (Saturday), Jan. (January).
be written without a period if it is not likely to be
An acronym is an abbreviation that can be pronounced confused with the preposition in.
as a word. Examples: STEM (Science, Technology,
In nontechnical writing, spell out units of measure.
Engineering, and Mathematics), IMPA (Independence
Mastery Assessment Program). An 8½-by-11-inch book
An initialism is much like an acronym, except that a 150-acre estate
the letters are not pronounced as a word. Examples:
MCPS (Montgomery County Public Schools), NCAA a 20-gallon container
(National Collegiate Athletic Association). e consistent in the use of articles. In general, do not
B
use an article before an acronym (a short form that is
pronounced as a word). For example:
Send email to Donna M. Marks to request a
copy of MCPS Acronyms or see the current list MADD held a special meeting in the community
of MCPS acronyms and initialisms at www. center.
montgomeryschoolsmd.org/uploadedFiles/departments/ Before an abbreviation that is spelled out letter by letter
egps/MCPS_Acronyms.pdf. in speech (an initialism), use the article. For example:
The NAACP reviewed the new legislation.

MCPS Correspondence Manual • 65

Index
A H Q
Abbreviations 65 Heading and date 3 Quantities, numbers 55
Action Required 3, 4, 7 Headings and subheadings 53
Address book, in Microsoft Outlook® 51 How to submit a document R
Affect or effect 59 for copies 61
Regulations, how to refer to 55
Airmail 63 Hyphenation
Replying to correspondence, time limits
Answers to grammar questions 59 Compound words 55
for 41
Approval line 5 Fractions 55
Resolution memoranda (Board) 35
Attachment Hyphen vs dash 54, 55
Response memoranda (Board) 31
when to use 5
Attention line 42 I S
Identifying initials 4, 43
B Invitations 55
Salutations
to federal and state officials 43
Board Paper format 5 Its or it’s 59
Samples
Board Update Memo 29
Agenda 13
Body of memorandum 5 J General letter 45
Joint memorandum 4 Notice to Community 47
C Notice to Parents/Guardians 49
Capitalization, special usage 53 L Memoranda,
Certified Mail 63 Action Required 19
Letters
Checklist, for creating Board Update 31
Addressing same-sex unions 44
correspondence 53 Confidential 25
Airmail 63
Confidential memo 4 General 17
Outside signatures 42
Copy-Plus 61 Resolution 35
Salutations 43
Copyright Law 62 Through 27
Samples 45–49
Copyright, what you should know 62 Presentation plan 37
Second and subsequent pages 43
Copy to hierarchy 53 Talking points 39
Lists 54
Copy to Notation 5 Second and subsequent pages 4, 43
Correction memo 4 Serial commas 56
Creating Professional Correspondence 56 M Special mailing instructions 63
Mail 63 Special word usage 55, 60
D Margins 4, 42
Meeting agendas 13, 14
Stapling 4, 43
Style tips for writing 54
Dashes 54
Memorandum Subject line 4
Dates, rules on 55
confidential 4, 25 Superintendent’s talking points 6, 39
Display lists 54
correction 4
Distribution Systems (mail) 63
Documents photocopied 61
how to prepare one 4
Memorandum library 7
T
Talking points 6, 39
Miscellaneous abbreviations 65
E That/which 59
“Through” memo 27
Editing MCPS Board Memoranda 5 N Titles of books, brochures, reports 54
Editorial, Graphics & Publishing Services
Nondiscrimination notice 62 To line 4
(EGPS) 61
Numbers, when to spell out 55 Translation of documents 62
Email 1, 51, 56
Reply All 51
Reply Sender 51 O U
Subject line 51 Over vs. more than 60 Units of measure 65
Em dash 54 Online Principals’ Memoranda Library 7
Enclosure, when to use 43 W
En dash 54 P Web address, italics 54
Executive summary 5 Photocopy services 61 Who or that 59
Policies, how to refer to 55 Who or whom 60
F Pony Express 63 Writing Tips 53–60
Fair use under law 62 Preparing mail for processing 63
Font 4, 53 Presentation plan 6, 37
Principals’ Memoranda process 7
Z
Formal invitations 55
ZIP Codes, link to 65
Formal invitations, format 55 Professional correspondence keys 56
Format 3 Proofreading 55, 57
Frequently asked questions 59 and proofreaders’ marks 58

G
Grammar 59
Graphic Design and Printing 61

MCPS Correspondence Manual • 67

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EGPS Interactive Correspondence Manual 2019

Uploaded by

EGPS Interactive Correspondence Manual 2019

Uploaded by

CORRESPONDENCE

MONTGOMERY COUNTY PUBLIC SCHOOLS

61 Graphic Design and

The manual was produced with the input of MCPS

Questions concerning grammar, style, and

The following are authoritative grammar and style

MCPS Correspondence Manual • iii

Other interoffice correspondence materials include

MCPS Correspondence Manual • 1

MCPS Correspondence Manual • 3

4 • MCPS Correspondence Manual

MCPS Correspondence Manual • 5

Process for Preparing MCPS Memoranda for the Board of Education

6 • MCPS Correspondence Manual

MCPS Correspondence Manual • 7

8 • MCPS Correspondence Manual

MEMORANDA APPROVAL STATUS CRITERIA

MCPS Correspondence Manual • 9

10 • MCPS Correspondence Manual

MCPS Correspondence Manual • 11

September 13, 2019 Margins: Top–1”; Sides–1”;

MCPS Correspondence Manual • 13

MCPS Correspondence Manual • 15

The Washington Post Principal of the Year Award (formerly Distinguished

Superintendent’s Annual Mark Mann Excellence and Harmony Award

Executive staff should collaborate with school administrators on nominations. School

MCPS Correspondence Manual • 17

18 • MCPS Correspondence Manual

MCPS Correspondence Manual • 19

20 • MCPS Correspondence Manual

MCPS Correspondence Manual • 21

22 • MCPS Correspondence Manual

MCPS Correspondence Manual • 23

24 • MCPS Correspondence Manual

MCPS Correspondence Manual • 25

October 17, 2019 MEMORANDUM:

MEMORANDUM Margins: Top–1”; Sides–1”;

Superintendent’s Annual Mark Mann Excellence and Harmony Award

Executive staff should collaborate with school administrators on nominations. School

MCPS Correspondence Manual • 27

28 • MCPS Correspondence Manual

MCPS Correspondence Manual • 29

30 • MCPS Correspondence Manual

MCPS Correspondence Manual • 31

32 • MCPS Correspondence Manual

MCPS Correspondence Manual • 33

MONTGOMERY COUNTY BOARD OF EDUCATION

March 12, 2019

MCPS Correspondence Manual • 35

Please check one:

□ Board members’ questions are welcome during this presentation.

✓ Board members should hold questions until the discussion period.

MCPS Correspondence Manual • 37

 You will discuss the significance of communicating high expectations and

 You will focus on differentiated instruction and explore methods for

 MCPS prides itself on its state-of-the-art practices. The curriculum training

 You also will be introduced to a multitude of instructional resources to help

 As Yo-Yo Ma, the renowned Chinese-American cellist stated, “The role of

 On behalf of the MCPS community, I welcome you, new educators, to our

MCPS Correspondence Manual • 41

42 • MCPS Correspondence Manual

MCPS Correspondence Manual • 43

44 • MCPS Correspondence Manual

December 21, 2018

The Honorable Marc Elrich LETTER:

MCPS Correspondence Manual • 45

October 14, 2019

Dear Clarksburg High School Families:

MCPS Correspondence Manual • 47

MCPS Correspondence Manual • 49

MCPS Correspondence Manual • 51

52 • MCPS Correspondence Manual

Checklist for Creating o Heads and subheads

MCPS Correspondence Manual • 53

54 • MCPS Correspondence Manual

MCPS Correspondence Manual • 55

61 Graphic Design and

Checklist for Creating o Heads and subheads