PREPARING CONGRESSIONAL LETTERS
(CT:CH-74; 06-18-2024)
(Office of Origin: L-H/EX)
5 FAH-1 H-521 GENERAL
(CT:CH-71; 01-22-2024)
a. All Congressional correspondence from the Department is prepared for signature by the Assistant Secretary for Legislative Affairs (H).
b. H tasks the bureau or office having primary interest in the subject matter to prepare replies to Congressional inquiries.
c. Officers must draft Congressional letters promptly and address the immediate request. Replies should be expressed in direct and concise language.
d. Letter replies should follow Department formatting standards.
f. Officers must direct all questions regarding Congressional correspondence to H’s Congressional Correspondence Unit. Discuss any problems or concerns with H before contacting a Congressional office.
5 FAH-1 H-522 STATIONERY
(CT:CH-71; 01-22-2024)
a. In the Department, Congressional letters are prepared using standard 8-1/2" by 11" regular Department of State blue seal letterhead stationery for the original letter and a photocopy of the original for the courtesy copy.
b. Responses for letters to posts or Ambassadors will also use blue Department letterhead.
c or succeeding pages, use plain white paper (8-1/2" by 11"). Center page number approximately two lines below the top margin.
5 FAH-1 H-523 DATE
(CT:CH-71; 01-22-2024)
Drafters must omit the date at time of preparation. H’s Congressional Correspondence Unit will add the date to reflect when the correspondence is actually transmitted to Capitol Hill.
5 FAH-1 H-524 STYLE AND CONTENT
(CT:CH-71; 01-22-2024)
Drafters of Congressional correspondence must follow guidelines listed below when drafting responses:
(1) Use the active voice and avoid long, complicated sentences. Be precise and avoid highly technical terms, acronyms and Department of State jargon;
(2) Be courteous in explaining and supporting Department policy;
(3) Reflect that the Member is seriously interested in solving the constituent's problem;
(4) Provide unclassified responses before offering classified material, particularly when a constituent has written to a Member. Sometimes classifications are imposed because of source, form, etc. After simple deletions and or rephrasing, material can be made available;
(5) Make responses complete, answering all questions raised;
(6) Do not include the year when referencing the Member's request by date, unless it is a previous year;
(7) The drafter must begin the letter by acknowledging the Member's interest, whether or not the constituent's letter is sent to the Department. Drafters should also keep in mind that the reply may be read by a constituent, appear in the press, or be published in the Congressional Record;
(8) Generally, the drafter should reply as though the constituent may not be knowledgeable on the subject and will depend on our reply to aid in understanding the Department's position. Explain Department policy in sufficient detail; and
(9) The preparer should begin the text two lines below the salutation.
5 FAH-1 H-525 STYLE AND CONTENT
(CT:CH-71; 01-22-2024)
5 FAH-1 H-525.1 Opening Sentence
(CT:CH-71; 01-22-2024)
a. If the incoming letter is addressed to the Secretary, the opening sentence must begin with "This is in response to your letter of _____ concerning ______..."
b. At posts, if inquiry is addressed to the principal officer and is to be signed by a senior officer, it must read "Ambassador (name) has asked me to reply...," or "In the absence of Consul General (name), I am replying to your letter of (date)," etc.
c. Avoid implying that the letter is a routine request. Refer to the date of the Member's letter in the first paragraph (if undated, use "recent inquiry"). Include only the month and day, not year, when referencing the date. Select appropriate language from the following examples:
(1) When a constituent's letter is enclosed, use: "The Department has received your letter of (date), concerning Mr. (name) views about (subject) …;" and
(2) When a constituent's letter is not enclosed, use:
(a) "Thank you for your letter of (date), requesting (concerning) (commenting on) (subject);"
(b) “We are pleased to reply to your letter dated (date) in which you express concern about (subject) and appreciate your bringing it to our attention;"
(c) When a letter expresses criticism or complaint, do not open with "Thank you." Use: "We have received your letter of (date), expressing concern about (subject);" or
(d) For letters addressed to the White House and forwarded to the Department for reply, open with "The President (Vice President) has asked me to reply to your letter of (date), concerning (subject)."
5 FAH-1 H-525.2 Closing Paragraph
(CT:CH-71; 01-22-2024)
a. Drafters should use courteous closings consistent with the nature of the reply. Do not state that we were glad to help if we were not able to do so. The following closings are suggested:
(1) If providing information only—“We hope this information will be helpful in your reply to (your constituent) or Mr./Ms.____). Please let us know if we can be of further assistance;" or
(2) If helping a Member or constituent with solving a problem—“We hope this will be helpful to you" (if Member) or in replying to your constituent (Mr./Ms.____). Please let us know if we can be of further assistance."
b. For negative replies use "We regret that the Department or Embassy (Consulate) is unable to respond more favorably;" or "We are sorry that we cannot give you a more encouraging reply."
5 FAH-1 H-525.3 Complimentary Closing
(CT:CH-71; 01-22-2024)
Drafters must use "Sincerely" as the complimentary closing. Place the closing two lines below the last line of text, indented 30 spaces from the left margin.
5 FAH-1 H-525.4 Signature
(CT:CH-71; 01-22-2024)
a. The Assistant Secretary for Legislative Affairs (H) signs letters to Members of Congress except as stated in 5 FAM 212.
b. The principal officer signs replies from posts or a senior officer authorized by the principal officer.
c. Officers must refer any questions regarding signature to H.
d. The preparer must enter the signature block five lines below and aligned with the closing.
5 FAH-1 H-526 DRAFTING AND CLEARING INFORMATION
5 FAH-1 H-526.1 Department
(CT:CH-71; 01-22-2024)
Preparers must create a separate drafting page on plain paper for recording drafting and clearing information. (see 5 FAH-1 Exhibit H-526.1)This page will also include the H Tasking Slip control number.
NOTE: If the Congressional letter was received directly, the control number will appear on the comeback copy when it is returned to the action office.
5 FAH-1 H-526.2 Post
(CT:CH-71; 01-22-2024)
Drafters at posts should also show drafting and clearing information on a separate clearance page.
5 FAH-1 H-527 Through 529 UNASSIGNED
5 FAH-1 Exhibit H-526.1
DRAFTING PAGE - CONGRESSIONALS
(CT:CH-74; 06-18-2024)
Drafted: Cleared:
A/EX:JDoe:ja
DT/OPS:MFuller
3/1/02 X70441
DT/ITI/SI:BJDoe
Control No. P000000
DT/OPS/MSO:PDHarr
H:_____________