All correspondence must be filed electronically and as hard copy.

• use the samples in this manual as a guide to format, style and structure

• use recycled paper for all drafts

• use business-like language and terms, construct short paragraphs free of spelling and punctuation errors; correct work before it is signed

• use dictionaries to check spellings and meanings and to avoid unnecessary technical words or jargon in general correspondence

• always check that information is correct

• use e-mail and fax facilities where appropriate and mail all hard copies of correspondence on the same day

• ensure all correspondence is filed on departmental and central filing systems electronically and manually, and that files are cross-referenced

Internal correspondence:

• use e-mail and memo attachments to conserve paper

• use message pads or e-mail to relay messages

• use company fax cover sheets for branch correspondence

• promptly forward all memorandums and messages