Director's Office Suspense Slip Letters
When preparing a letter for the Director 's signature the following steps must be taken:
1. 'Director 's Office suspense slip lettersî have a 7- day turnaround time request. The chief 's secretary/administrative assistant should request an extension, if necessary, from the Director 's Office.
2. Correspondence should be prepared on 'ODNRî letterhead in semi-block form.
3. Envelopes for correspondence should be included. The three-digit division fiscal code must appear on envelopes that will receive postage in the ODNR mailroom.
4. The suspense slip should be on top of the response letter, with the envelope behind it. The chief must sign his/her approval on the suspense slip. The division should keep the gold copy of the suspense slip. Only the white copy should be returned with the response package. Attach envelopes for the addressee, all persons copied at the bottom of the response letter, and for a signed copy to be sent to the division/office. If these people should receive attachments, they should be included in the packet. If the suspense slip indicates to respond 'With reference to Governor," type cc: Governor 's Office at bottom of response letter.
5. Letters prepared at the request of the Director 's Office should indicate the preparer 's and the processor 's initials. (Example: 'SWS/JS/mbî would indicate that the letter was prepared for the Director 's signature by John Smith and was processed by Mary Brown.)
6. If the response letter is being sent to a state or federal legislator, you must indicate 'a cc: (insert name) Legislative Liaison.î He/she will also be reviewing/approving these letters prior to the Director signing them. When addressing an elected official, 'The Honorableî should be indicated prior to their name in the address box. In the salutation, the appropriate title such as Senator, Representative, Mayor, etc. should be used. Flag the letter for the Director 's signature with a blank post-it-note or 'Sign Hereî post-it.
7. Special note: Letters with suspense slips that are designated, 'For Chief 's Signature with Reference to Directorî should be prepared for the chief 's signature, with a comment such as, 'Director (last name) has asked me to respond to your letter ',î and the response should indicate a cc: Director (last name.) Return two copies of the chief 's response letter to the Director 's Office with the white copy of the suspense slip.
Letters without Suspense Slips
1. The chief should indicate approval on a post-it-note or other paper attached to the prepared response letter.
2. All other procedures remain the same as stated above.
"Governor's" Letters
When preparing a 'Governor 'sî letter, the following steps must be taken:
1. All Governor 's signature letters will be forwarded to divisions/offices from the Director 's Office.
2. Letters should be typed on Governor 's letterhead (obtainable from the Director 's Office) in block form, with the date centered in Times New Roman font, 12 point. Each letter must include the typist 's initials below the signature block. (see example)
3. The Governor 's signature line should read, 'Bob Taftî with 'Governorî beneath it (neither line in all caps) and should be centered.
4. Complete a 'Request for Governor 's Signatureî form (see example) This form must be paper clipped to the typed response letter.
5. All letters must be approved by the Deputy Director and Director.
6. Return the white copy of the suspense slip with the chief 's approval, along with the prepared response, the original correspondence, and required envelopes to the Deputy Director 's Office for Deputy Director approval. (See directions for suspense slip letters.)
7. A signed copy of the Governor 's letter will be returned to the responding division/office by the Director 's Office.
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