T. Ds. 36157, 37341, 37350, 37369, 37477, 37479, 37527, 37919, 38076, 38322, 38786. (b) The above sizes of paper are not only commercial sizes and therefore the most economical to use, but they are symmetrical in shape and most convenient to handle and file. Art. 1467. Approved forms.-(a) Officers must, in the transaction of public business, confine themselves, as far as possible, to the approved catalogue forms, and no material change shall be made in any such form, nor shall any record book be replaced by a card index or loose-leaf system without the written approval of the bureau. (b) A copy of the catalogue of books and blanks, to be known as the "Standard" copy, shall be kept in each chief customs office, in which shall be noted from time to time, as they occur, all changes in the way of the abolition or addition of forms, etc., made by "Treasury Decision," or otherwise. Art. 1468. Index cards, guide cards, and folders.— (a) Index cards, light, medium, or heavy weight, of sizes 3 by 5 inches, 4 by 6 inches, and 5 by 8 inches, also the metric sizes approximating these sizes, are supplied either plain or with stock rulings (the stock rulings consist of horizontal, horizontal and vertical, or horizontal and double vertical), such as are carried by the Division of Supply. These cards may be obtained in white, buff, blue, or salmon, but the use of white only is recommended. Guide cards of sizes 3 by 5 inches, 4 by 6 inches, and 5 by 8 inches, also those for use in cabinets requiring letter, cap, bill, report, and check sizes, are supplied in various cuts, as follows: Blank, numbered, States, daily, weekly, alphabetical of various subdivisions, and with names of counties, towns, and cities. The three first-named sizes may be obtained in either white, buff, blue, or salmon, and the larger sizes in manila or pressboard. Folders of various cuts, both blank and indexed A to Z of various subdivisions, are supplied for use in cabinets requiring letter, cap, bill, and report sizes, and may be obtained with or without expansion bottoms in medium or heavy weight. (b) The punching of holes in index cards and guide cards of sizes 3 by 5, 4 by 6, and 5 by 8 inches will be omitted whenever practicable. Letter, cap, bill, report, and check size guide cards are equipped with lower projection for rod connection unless otherwise ordered. (c) Where a system requires index cards, guide cards, or folders of other sizes, rulings, or printing than those classed above as stationery, the requisition therefor should be made on customs Form 3039. (d) Samples or full description as to ruling, printing, etc., should accompany all requisitions. IMPORT STAMPS Art. 1469. Requisitions.-Collectors are supplied by T. D. 32309. the department, upon requisition, with stamps to be placed on packages of imported cigars, cheroots, cigarettes, and spirituous and malt liquors and wines for nonbeverage purposes. PREPARATION OF OFFICIAL COMMUNICATIONS Art. 1470. General instructions.-(a) The following instructions in regard to the preparation of official communications are to be strictly observed: 1. The standard letter sheet shall be 8 by 10%1⁄2 inches in size. The standard legal cap or foolscap sheet shall be 8 by 121⁄2 inches in size. 2. The standard authority for the spelling of the names of post offices in the United States shall be the United States Official Postal Guide; and of all other words, Webster's, Century, or the Standard dictionary. 3. Every communication prepared shall be paged and shall be formulated in the following manner: The department or office where written, The place where written, The date when written. The name of the person or title of the officer addressed. The residence of the person or officer addressed. SIR (or MADAM): The subject matter. Respectfully, The signature of the writer. (b) There shall be placed on every communication, in T. D. 24698. the lower left-hand corner, the initials of the principal clerk in charge of the subject matter to which the communication pertains, or the number of the case in the upper right-hand corner, and on the lower right-hand corner, below the title of the official signing the communication, the initials of the principal officer of the division, bureau, or office in which such communication is written. The initials in the lower left-hand corner or the case number shall be referred to in the answer. In acknowledging T. D. 37635. or referring to department letters, the date and file number must be quoted. (c) All papers shall be so folded from the bottom to the top of the page as to conform as nearly as possible to the standard size, which is 31⁄2 inches in width by 8 inches in length. (d) In forwarding reports, accounts, certificates of deposits, or papers of like character no letter of transmittal shall be sent unless it contains additional information or explanation. (e) Official communications will be addressed after the following styles: The Secretary of the Treasury. The Comptroller General of the United States. The Commissioner of Customs. The Surgeon General, Public Health Service. The Supervising Architect, Treasury Department. (Such communications sent to other departments, bureaus, or offices at Washington should be addressed (through the Bureau of Customs). Art. 1471. Form and substance.-(a) Each official communication should relate to one subject only, or, if it be necessary to embrace several subjects in one communication, each subject should be treated in a separate paragraph. (b) Officers forwarding letters, reports, or other official matter to superior authority, where remarks or statements are necessary, must write a letter of transmittal to that effect, inclosing the official matter, but where no remarks or statements are necessary official matter may be transmitted by indorsement. (c) Official correspondence relating to the duties of collectors and other officers of the customs, to appointments, to the personnel, and to all matters concerning customs must be addressed and forwarded by mail to the Commissioner of Customs and not through other than official channels or to the care or consideration of other persons not in the service of the department. Art. 1472. Filing.-(a) All correspondence, both incoming and copies of outgoing, shall be filed flat in vertical files by subjects, where possible, and arranged as nearly as may be on a self-indexing basis. So far as practicable carbon copies will constitute the record of outgoing correspondence. The sequence of letters in a file of correspondence shall be chronological, the most recent letter being on top. (b) All book registers of correspondence received and sent shall be discontinued, and no such record kept except where absolutely essential. Art. 1473. Official envelopes.-(a) Collectors and other officers of the customs in transmitting official mail matter will use the official envelopes bearing the Government frank. Their use, however, is limited to official business within the territory of the United States, Canada, and Mexico. Postage stamps, in the sums required by law, shall be placed upon all correspondence relating to official business with persons residing in foreign countries other than Canada and Mexico. title 39, (b) It is permissible under the law for an executive de- US Code partment or an officer of the Government to send in the sec. 334. mails free of postage, under Government frank, official matter not exceeding 4 pounds in weight. |