Beruflich Dokumente
Kultur Dokumente
CORRESPONDENCE MANUAL
2003
D ep a r tme n t of Hea l t h a n d M e n ta l H y g i e n e
A l c oh ol a n d D r u g A b u s e A d mi n i s t r a t i on
MAIN HEADING
Page 2
State of Maryland
Correspondence Manual
Correspondence
Manual
2003
Prepared by:
Alcohol and Drug Abuse Administration
55 Wade Ave.
Catonsville MD 21228
(410) 402-8600
www.maryland-adaa.org
The services and facilities of the Maryland State Department of Health and Mental Hygiene
(DHMH) are operated on a non-discriminatory basis. This policy prohibits discrimination on the
granting of advantages, privileges and accommodations. The Department, in compliance with the
Americans With Disabilities Act, ensures that qualified individuals with disabilities are given an
opportunity to participate in and benefit from DHMH services, programs, benefits, and employCorrespondence Manual
ment opportunities.
INTRODUCTION
I am returning this otherwise good typing paper to you because someone has printed gibberish all over it and put your name
at the top. Anonymous
I am excited to present the initial ADAA Correspondence Manual. During my tenure at ADAA, I
have encountered various styles of internal and
external correspondence. Seeking to correct this
situation, Dr. Luongo has called for uniform
guidelines.
Because most of ADAAs communications are
conducted by the written word, it is important
that their quality be consistent with our Administrations standard of excellence. Our communications often influence our credibility. For example,
a coworker recently showed me a poorly composed memo she received from another State
agency. Her point: the author has a Ph.D. and
cannot write.
Many of us are not good writers. Some of us are
good writers and poor editors. I often repeat the
same mistakes. When I want to say summary, I
sometimes spell summery and the Pennsylvania native in me automatically puts an h in Allegany
County (like the mountain range Allegheny). We
all make mistakes. Have at least one other person
edit your work.
During the construction of this manual, I asked
many of you for feedback. As a result, the project
grew beyond its original scope. Among the contents, are instructions on choosing formats, the
use of titles, addressing envelopes, and commonly
used acronyms. I will continuously update the
manual so any missing information can be included in the next edition.
Several examples and templates provide visual demonstrations. I have set up a correspondence folder
on the s:/drive. It contains an assortment of resources, including templates for the various types of
correspondence.
The manual offers simple guidelines on ADAA
style. If you need assistance beyond the scope of this
publication, or if you want to improve your writing,
check out the references in Chapter Four.
Remember the basic rules of writing. Keep it simple
and direct. Follow the advice of Mark Twain on
omitting needless words, Substitute damn every
time youre inclined to write very; your editor will
delete it and your writing will be as it should be.
Write in the active voice, whenever possible. Break
up or reword long sentences. Choose the least
wordy of alternative phrases. Parenthetic remarks
(regardless of how applicable) can often be avoided.
The reason for writing should be stated within the
first few sentences. Details should follow. I cannot
stress this enough: spell check, spell check, spell
check.
I am grateful to everyone who helped with this project. Thanks to Cindy Shupe and Dr. Luongo for
supporting this assignment. A million thanks to Joanna Fitzick, Kenneth Obst, Bill Rusinko, and
Siatta Stewart for their extraordinary editing skills.
TABLE OF CONTENTS
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24Correspondence Manual
TABLE OF CONTENTS
Elements of Style
Punctuation.
Ampersand..
Apostrophe..
Brackets.
Colon..
Comma..
Dash.
Ellipsis
Exclamation Point
Hyphen..
Italics
Parentheses..
Period.
Question Mark..
Quotation Marks..
Semicolon.
Underlining.
Capitalization..
Proper Nouns.
Derivatives
Sentences..
Compositions.
Acronyms..
Rules of Capitalization..
Grammar...
Plurals.
Numbers
Prefixes..
Suffixes..
Abbreviations..
Addiction Certification Abbreviations.
Acronyms..
State Organizations.
Elements of Style
Formatting Drafts.
References.
Addiction Web Sites..
Maryland Alcohol and Drug Abuse Administration
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Correspondence Manual
CHAPTER 1
Types of
Correspondence
GENERAL GUIDELINES
Choosing a Type of Correspondence
General Format
The following guidelines apply to all memos and letters. Examples of the various styles are displayed on
the preceding pages.
Letters must be used for all correspondence addressed to the governor, lieutenant governor,
members of the general assembly, judges, heads of
departments or agencies, mayors, federal officials
and citizens. Letters can also be used for matters
that require a personal tone, such as letters of recommendation, commendation or condolence.
Stationery
Pitch: 12
10
Correspondence Manual
SAMPLE LETTTER
10
Robert L. Ehrlich, Jr. Governor - Nelson J. Sabatini, Secretary
3
December 1, 2002
3
Sunya Smith, Ph.D.
Program Director
Serenity Now Outpatient Treatment
123 Main St.
Baltimore MD 12345
3
2
Sincerely,
Erik Gonder
Information Services
Enclosure: List the title of the enclosure if it is not mentioned in the text.
11
12
Letter Guidelines
Reference Line: Double space before the
salutation.
Salutation: Two spaces below the address
(or reference line). Use a colon at the
end.
Body Spacing: Begin the letter two lines
below the salutation.
Paragraphs: Must be at least two lines.
Double-space between paragraphs.
Complimentary Close: Flush left, double space after the body of the letter.
Enclosures, Carbon Copies or Blind
Carbon Copies: Flush left, two lines below the signature.
Memorandums
Used for advising, directing or informing, the memo
is the most common form of written communication. External memos follow most of the same
guidelines as letters.
Memos going outside the Administration must be
written on letterhead or contain the letterhead image. It is acceptable to personalize your own internal memo as long as you follow the general guidelines. Templates for both internal and external
memos are available on the s:/ drive. A sample of an
external memo is found on page 13.
Correspondence Manual
SAMPLE MEMO
10
MEMORANDUM
3
To:
ADAA Staff
From:
Tom Benner
Date:
Subject:
Sample Memorandum
3
This is a sample of an external memo template. It is block style, Times New Roman, 12
point font. There are one-inch margins on the left and right side and standard double
spacing between paragraphs.
2
2
There are three spaces between the DHMH header and the word Memorandum. In
addition, there are three spaces between the heading and the body of the memo.
cc: Joanna Fitzick
George Hurd
Sheila Litzky
Janice Thompson
13
ELECTRONIC MAIL
In recent years, electronic mail (e-mail) has gained
acceptance as a routine form of correspondence.
E-mail should follow most of the same rules as
traditional, paper correspondence.
When addressing problems or complaints via email, it is important to follow ADAAs chain of
command procedure. Do not send e-mail directly
to the top, unless it was personally requested.
When composing an e-mail, it is important to
keep in mind that it may be forwarded. It is good
practice to get the permission of the original
sender before forwarding an e-mail. As a courtesy
to the recipient, always complete the subject line.
This should give a brief explanation of the content and should not be more than ten words.
Correspondence received by e-mail may be replied
to via e-mail. It can be used with agencies and organizations with whom ADAA maintains a close
relationship and with whom electronic correspondence is routinely used. E-mail should not be used
to reply to correspondence that came via mail, fax,
or other route unless an electronic reply is requested.
E-mail should clearly indicate that the message is
from ADAA. It must include the senders full
name and position. All outgoing e-mail should be
written in a manner that reflects the professionalism of ADAA. Follow all ADAA rules governing
grammar, punctuation, and spelling.
Avoid writing in all capital letters as it is considered rude and is difficult to read. Avoid unique
fonts and bolds as they often do not translate to
other systems.
When replying to an e-mail, it is good practice to
type your response on top of the original letter.
This allows the reader to refer back to the original
message.
14
E-mail Guidelines
Font: Use the GroupWise default or
Times New Roman. Avoid rich text
fonts as they may not translate to other
machines.
Format: Follow ADAA general formatting guidelines. Include the name and
address of the Administration as well as
your title and phone number.
Confidential Information: Avoid sending it via e-mail. If you must, attach the
confidentiality waiver.
Forwarding: Avoid doing so without
permission of the writer.
Transmitting confidential information via the
Internet is discouraged. When it is necessary to
send confidential information, it should be placed
in a ZIP file with password protection.
Do not use the scanned letterhead logo. Doing so
creates a large file that may be difficult to transmit. Instead, type the ADAA name and address
at the end of each e-mail. The Administration
recommends attaching it to the auto signature
line in GroupWise. Directions for doing this are
on the s:/ drive under correspondence.
The following page contains a sample of a professional e-mail. For more information about the
rules governing the use of e-mail please refer to
the Administrations e-mail policy. A copy can be
found in the correspondence folder on the s:/
drive.
Correspondence Manual
SAMPLE E-MAIL
Automatically generated by
GroupWise
Automatically generated by
GroupWise
NOTICE: THIS E-MAIL MESSAGE AND ANY ATTACHMENTS HERETO ("e-mail") contains information that is or may be legally privileged and/or confidential under law and is intended solely for the use of the designated intended recipient(s) and their authorized agents.
IF YOU ARE NOT A DESIGNATED INTENDED RECIPIENT OF THIS E-MAIL (OR AUTHORIZED AGENT THEREOF), your review, retention, storage, copying, distribution, or dissemination of this e-mail in any form -- or your taking any action in reliance thereon -- is
strictly prohibited and may expose you to such criminal penalties and/or civil liability as may be provided by law. IF YOU HAVE RECEIVED THIS E-MAIL IN ERROR, PLEASE IMMEDIATELY (i) return this e-mail to the sender by reply e-mail, and then (ii) delete this email and your reply from your personal computer system e-mailbox/network. Thank you for your cooperation.
15
FACSIMILE
Use the standard ADAA coversheet for all faxes.
Refrain from sending confidential information via
fax, but if you must do so, attach the confidentiality waiver. It can be found on the s:/ drive under
correspondence.
Abstain from sending large documents via fax.
Consider regular mail or e-mail as alternatives. Because a faxed copy often does not translate well,
be sure to write clearly and use dark ink.
Maria Mouzon
COMPANY:
ADAA
FAX NUMBER :
(410) 555-1212
PHONE NUMBER:
RE:
Ray Miller
DATE :
1/6/03
Training List
URGENT
FROM:
CC:
FOR REVIEW
(410) 555-1212
Deb Verbillis
Bill Morrow
NOTES/COMMENTS:
Marie:
Please add the following people to the list for Tuesdays employee training:
Renee Howard, Bruce Meade, Deb Rienhimer, Lorraine Sykes, Suzette Tucker, Bruce Rindfuss, Vickie
Lamm, and Mike Morgan.
Thanks,
Ray
16
Correspondence Manual
CHAPTER 2
Envelopes and
Mail
17
Envelope Guidelines
U.S. Postal Service guidelines recommend that envelopes be addressed in all capital letters. They
must be typed or have a typed label. They should
not be addressed by hand.
No commas: Do not use commas between the city and the state. Use two
spaces between the state and the zip
code.
DONALD HALL MD
TREATMENT AND RECOVERY
OF BALTIMORE COUNTY
555 SOUTH MARYLAND ST
CATONSVILLE MD 21228
Interagency Mail
When sending mail within DHMH, use the pink
inter-office envelopes. If a larger envelope is required, use the yellow inter-office mail envelope.
Be sure to cross off the name of the last recipient.
Reuse envelopes whenever possible.
Labels
ADAA uses two types of labels. For small envelopes, use Avery 5160. For larger items, use Avery
5163. Be sure to center the label on the envelope.
Please refer to the guidelines on the following
page. It is preferable to use labels on stationery
envelopes. Doing this prevents errors on stationery and minimizes cost.
18
Photocopies
In order to conserve resources, large jobs should be
sent to the copy center at 201 W. Preston Street. In
order to be delivered, packages must be clearly labeled hand carry.
Zip Codes
To find a zip code, use the United Postal Services
zip code finder. It is located on their Web site. The
address is www.usps.com.
Correspondence Manual
19
21/4
DENISE SMITH
SERENITY NOW TREATMENT CENTER
123 MAIN ST
ANY TOWN MD 12345
DHMH
STATE OF MARYLAND
POSTAL ABBREVATIONS
State Abbreviations
ALABAMA
ALASKA
ARIZONA
ARKANSAS
CALIFORNIA
COLORADO
CONNECTICUT
DELAWARE
DIST. OF COLUMBIA
FLORIDA
GEORGIA
HAWAII
IDAHO
ILLINOIS
INDIANA
IOWA
KANSAS
KENTUCKY
LOUISIANA
MAINE
MARYLAND
MASSACHUSETTS
MICHIGAN
MINNESOTA
MISSISSIPPI
MISSOURI
MONTANA
NEBRASKA
NEVADA
NEW HAMPSHIRE
NEW JERSEY
NEW MEXICO
NEW YORK
NORTH CAROLINA
NORTH DAKOTA
OHIO
OKLAHOMA
OREGON
PENNSYLVANIA
RHODE ISLAND
SOUTH CAROLINA
SOUTH DAKOTA
TENNESSEE
TEXAS
UTAH
VERMONT
VIRGINIA
WASHINGTON
WEST VIRGINIA
WISCONSIN
WYOMING
20
AL
AK
AZ
AR
CA
CO
CT
DE
DC
FL
GA
HI
ID
IL
IN
IA
KS
KY
LA
ME
MD
MA
MI
MN
MS
MO
MT
NE
NV
NH
NJ
NM
NY
NC
ND
OH
OK
OR
PA
RI
SC
SD
TN
TX
UT
VT
VA
WA
WV
WI
WY
Unit Abbreviations
APARTMENT
BASEMENT
BUILDING
DEPARTMENT
FLOOR
FRONT
HANGAR
LOBBY
LOT
LOWER
OFFICE
PENTHOUSE
PIER
REAR
ROOM
SIDE
SLIP
SPACE
STOP
SUITE
TRAILER
UNIT
UPPER
APT
BSMT
BLDG
DEPT
FL
FRNT
HNGR
LBBY
LOT
LOWR
OFC
PH
PIER
REAR
RM
SIDE
SLIP
SPC
STOP
STE
TRLR
UNIT
UPPR
Street Abbreviations
ALLEY
AVENUE
BEND
BOULEVARD
BRIDGE
BYPASS
CAUSEWAY
CIRCLE
CORNER
COURT
DRIVE
EXPRESSWAY
EXTENSION
FORT
HIGHWAY
LANE
PLACE
ROAD
STREET
TERRACE
WAY
ALY
AVE
BND
BLVD
BRG
BYP
CSWY
CIR
COR
CT
DR
EXPY
EXT
FT
HWY
LN
PL
RD
ST
TR
WAY
Correspondence Manual
CHAPTER 3
Addresses and
Titles
21
The Honorable
This title is used to address current and former high
officials, federal officials, appointees and elected officials. When used as a title, the is capitalized. If
used in a sentence, the remains lowercase. Consider the following example:
The Honorable Parris Glendening
A speech was given by the Honorable Parris
Glendening.
Title Guidelines
Doctor: Credentials after the name.
Jerry Biggers, M.D.
Multiple Academic Degrees: In order of
most recently received. Karen Yoke, M.D.,
Ph.D.
The Reverend: Religious titles precede
the name. The Reverend Bill Rusinko,
Ph.D.
Spouses: Must be addressed separately.
Dr. Ventura McLee and Mrs. Ellen McLee
Gender Unknown: Use the full name
without a title.
Religious Titles
Religious titles are capitalized and should precede
the name. Use Reverend as opposed to Father to denote clergy of the Catholic faith. Rabbi should precede the name on first reference. When referring to
a nun, use Sister before the name.
Abbreviated Titles
Doctor
Use the individuals full name followed by the creMr., Mrs., Ms., and Dr. may be abbreviated before a dentials. It is redundant to place Dr. before the
name. All other titles coming before a name must be name and include the credentials (M.D., Ph.D.,
spelled out. Abbreviate academic degrees, religious or D.O.) after the name. Do not place Mr., Mrs., or
and fraternal orders, fellowships and military service Ms. before the name.
titles after a name.
Type these titles with periods and no spaces between Spouses
them. Type military branches in all capitals with no Spouses of distinguished individuals should be adperiods or spaces between them. With the exception dressed individually. For example: The Honorable Jane
Smith and Mr. John Smith.
22
Correspondence Manual
Madam
Elected Officials
When used formally in Administration correspondence, the titles of elected officials must be written
out. For informal purpose, abbreviations may be
used.
Common Abbreviations
And
Brother
Brothers
Company
Corporation
Doctor
Governor
Incorporated
Lieutenant Governor
Limited
Professor
Reverend
Superintendent
United States
&
Bro.
Bros.
Co.
Corp.
M.D., Ph.D.
Gov.
Inc.
Lt. Gov.
Ltd.
Prof.
Rev.
Supt.
U.S.
23
SALUTATION AND
COMPLIMENTARY CLOSE
Governor
Former Governor
Lieutenant Governor
Judges
Dear Congressman/
Congresswoman (surname):
Sincerely,
Maryland Senate
Maryland Delegate
24
Correspondence Manual
SALUTATION AND
COMPLIMENTARY CLOSE
Official-elect
Military Personnel
Physician
Lawyer
Company name
25
26
Correspondence Manual
CHAPTER 4
Elements of Style
27
PUNCTUATION
Ampersand (&)
Brackets [ ]
Use the ampersand only when it is part of a companys name. Do not use it in formal communication as a substitute for and.
Colon (:)
Apostrophe ()
Review the following table to determine when to use
an apostrophe. For related information, see the section on plurals.
Apostrophe Use
Example
Example
2:45 p.m.
To introduce formal
statements
To introduce dialogue
Comma (,)
Use a comma to separate structural elements of a
sentence into manageable parts. When used with
quotes, commas go outside the quotes. In formal
correspondence, there should be one space following a comma. The following chart lists some of the
instances in which to use a comma. For a complete
list, please refer to the punctuation section of the
Websters New World Dictionary.
Correspondence Manual
PUNCTUATION
Comma Use
Example
To separate items in a
series
To separate a series of
modifiers of equal rank
Introducing direct
quotes
Eugenia asked, Is it
done yet?
To separate
introductory clauses
Dash ()
A dash should be used to signify an abrupt break in
structure or to set off strong parenthetic expressions.
Kim Randolph was upset no, enraged is more accurate
by his actions.
Dashes are stronger than commas, but if overused,
they lose their impact. In word processing software,
a dash is made by typing two hyphens next to each
Ellipsis ()
Use an ellipsis to denote the absence of one or more
words. Do not use an ellipsis to indicate a pause in
conversation; instead, use the dash. Leave one space
on both sides of an ellipsis. If the words preceding
an ellipsis comprise a complete sentence, put a period, question mark, or exclamation point at the
end of the sentence followed by the ellipsis.
We hold these truths to be self-evident. All men are created equal. ...
Hyphen (-)
Hyphens join two words or ideas. Use a hyphen between parts of compound modifiers (two or more
words that express a single concept) preceding a
noun. Do not hyphenate compound modifiers following a noun. Never hyphenate adverbs ending in
ly. Consider the following examples.
The first-quarter report
The report reflects the earning of the first quarter
An easily understood concept
It is acceptable to use a hyphen to divide words at
the end of a line of type. Most word processing software does this automatically. One-syllable words
should never be divided and multi-syllable words
should only be broken between syllables. All numerical compound modifiers between twenty-one
and ninety-nine are hyphenated.
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PUNCTUATION
Italics (Italics)
Use italics (or slanted type) for the titles of books,
plays, manuscripts, magazines, trains, and ships. Italics can also be used to emphasize word or foreign
phrases. In handwritten text, italics are denoted by
underlining.
Parentheses ( )
Parentheses should be used sparingly to include
nonessential material. Refrain from overusing parentheses. They are jarring to the reader, and the desire
to use them is evidence that the sentence is becoming too confusing. Consider rewriting it in another
way. Parentheses should be used to identify the use
of an acronym or abbreviation on the first reference.
For instance:
Alcohol and Drug Abuse Administration
(ADAA)
Memorandum of Understanding (MOU)
Parentheses must always be used in pairs. Place a period outside a parentheses if the words inside are
not a complete sentence (such as this fragment).
(This parentheses contain a complete sentence, so
the period is inside the closing parentheses.)
When a phrase is a complete sentence (this is an example) but is dependent on the supporting sentence
for its meaning, do not capitalize the first word or
place a period at the end.
Period (.)
The period is most commonly used to denote the
end of a sentence. Periods may also be used for abbreviations; however, this practice is becoming obsolete. As a general rule, initials should contain a period but abbreviations that are only initials should
not contain periods.
Street, avenue, and boulevard must be abbreviated
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Quotation Marks ()
Quotation marks are used to set off direct quotations or to indicate that a word is used in an ironic
or unusual way. They are also used to set off book
chapters, poems, or short stories.
Correspondence Manual
PUNCTUATION
Semicolon (;)
Use a semicolon to join related independent clauses;
it provides more separation than the comma, but
less than the period. A semicolon can also be used
to separate items in a series that already contain
commas. Consider the following example.
Underlining
Refrain from underlining text. The use of italics is
preferred. Please refer to italics on the preceding
page for details concerning proper use.
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CAPITALIZATION
This section lists the basic rules of capitalization.
For questions beyond the scope of this manual, refer
to Websters Dictionary or The Associated Press Stylebook.
Proper Nouns
Capitalize the proper names of people, places, and
things. Do not capitalize nouns that have general
meaning. Capitalize common nouns used as proper
nouns or when they are an integral part of a person,
place, or thing. Lowercase the common noun parts
of a name in all plural uses. Some common nouns
are capitalized because they refer to a proper noun.
Refer to the Elements of Style section of the manual
for additional details.
Common
Proper
a pretty woman
Michelle Strasnick
interstate highway
electric company
General Electric
political party
Democratic Party
the parties
a registered voter
a registered Republican
State government
(referring to Maryland)
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Root
Derivative
French
french fries
(the language or culture french toast
of France)
Venetian
(the culture of Venice)
venetian blinds
venetian glass
Paris
plaster of paris
Sentences
Capitalize the first word in all sentences. Also capitalize the first word in a bulleted list. The first letter
in a phrase of poetry may also be capitalized, even
though it is not a complete sentence.
Compositions
Capitalize the principle words in all book and magazine titles as well as plays, musical compositions,
songs, art works, and television and radio programs.
Acronyms
A list of commonly used acronyms is located on
page 36 of this manual. The general rule for acronyms is to spell out the meaning on the first reference followed immediately by the acronym in all
capitals in parenthesis. Use only the acronym on
second reference. For example:
...Alcohol and Drug Abuse Administration (ADAA)
In some cases, the acronym is more familiar than
the proper noun and may be used on first reference
(for instance, the substance LSD). Check the Style
Section for more examples of acronyms that are acceptable on first use.
Please refer to the table on the following page for
more examples of capitalization rules.
Correspondence Manual
RULES OF CAPITALIZATION
Capitalize
Example
Proper nouns
President Clinton
Peter F. Luongo, Director
North America
the Middle East
the Western Hemisphere
33
GRAMMAR
Plurals
Numbers
Words ending
in...
Plural Ending
Example
ES
bushes, buzzes
IS
ES
theses
Change Y to I
and add ES
armies, cities
exception: donkeys
ES
heroes
Compound
solid words
Add S
handfuls
Prefixes
Compound
The first word
separated words becomes plural
attorneys general
the Davises,
Joneses
Kennedys
Numbers
1980s or 20s
Single letters
As
Multiple letters
ABCs, IOUs
34
The general rule is to hyphenate when the word begins with the same vowel. Do not hyphenate when
the word starts with a consonant. Use a hyphen if
the word that follows is capitalized. For example:
pre-election
posttest
pretest
mid-Atlantic
Suffixes
Use two words for verb forms and hyphenate nouns
and adjectives. Consider the following examples.
Verb
Noun/Adjective
follow up
follow-up
trade off
trade-off
Correspondence Manual
GRAMMAR
Abbreviations
Exception
Abbreviation
Academic degrees
Ph.D., B.A.
Time designations
a.m., p.m.
For example
e.g.
That is
i.e.
C. Wayne Kempske
JFK
Example
Abbreviation
Title
Wade Avenue
55 Wade Ave.
CPC-AD Certified
Professional
Counselor
Alcohol and
Drugs
LCPC
Requirements
Licensed
Clinical Professional
Counselor
Associates Degree in
Human Services
15 credits addiction
education
Two years or 2,000
hours treatment experience
Pass examination
Bachelors Degree in Human Services
20 credits of addiction
education
Three years or 2000
hours treatment experience
Pass examination
Masters Degree or
higher in Human Services
25 credits of addiction
education
Three years of treatment
experience
Pass examination
Meet the CPC-AD requirements
60 hours graduate
coursework in various
aspects of treatment
35
ACRONYMS
BGR- Bureau of Governmental Research- This bureau
facilitates the integration of data and scientific
knowledge to improve policy and practice by private
and public sector agencies in the fields of treatment,
social services, public health, and criminal justice.
BSAS- Baltimore Substance Abuse System- This substance abuse prevention and treatment agency is responsible for Baltimore City programs.
CESAR- Center for Substance Abuse Research- This research center conducts policy-relevant research on
specific initiatives to prevent, treat, and control substance abuse, and evaluate prevention and treatment
programs.
CIRMIS- Centralized Intake and Referral Management
Information System- This is the database into which
SAMIS data from Baltimore City funded programs are inputted.
CSAP- Center for Substance Abuse Prevention- This is a
unique, federally funded program designed to disseminate information, increase dialog, and promote
community empowerment to combat alcohol and
other drug problems.
CSAT- Center for Substance Abuse Treatment- This is a
unique federally funded program designed to improve treatment services and make them more available to those in need.
DAC- Maryland Drug and Alcohol Council- This Council was created to coordinate drug and alcohol treatment activities and funding across State agencies.
DHMH- Department of Health and Mental HygieneThis State department is responsible for assuring
that the people of Maryland have appropriate access
to high quality health care at a reasonable cost to individuals, employers, and taxpayers.
36
e-SAMIS- Electronic Substance Abuse Management Information System-This is the electronic version of
SAMIS.
HATS - (formerly HIDTA Automated Tracking System)
now University of Maryland Automated Tracking
System This is a client-server based computer software program designed by and for treatment and
criminal justice agency staff working with clients
who may or may not be involved with multiple agencies.
HIDTA- High Intensity Drug Trafficking Area- The
HIDTA program enhances and coordinates drug
control efforts among local, state, and federal law
enforcement agencies.
NIH- National Institute of Health The principal biomedical research arm of the federal government. It
oversees the National Institute on Alcohol Abuse and
Alcoholism (NIAA) and the National Institute on Drug
Abuse (NIDA).
QSOA- Quality Service Organizational Agreement- This
is a written agreement between a service organization and a federally assisted provider of alcohol or
substance abuse treatment.
SAMHSA- Substance Abuse and Mental Health Services
Administration- This federal agency was established
by Congress to strengthen the nations health care
capacity to provide prevention, diagnosis, and treatment services for substance abuse and mental illnesses. It oversees the Office of Applied Studies (OAS).
SAMIS- Substance Abuse Management Information System- This is the client-based system to which all certified alcohol and drug abuse treatment programs are
required to report.
Correspondence Manual
STATE ORGANIZATIONS
ADAA
ATGC
BCCC
BPW
CHR
COMP
DAT
DBED
DBM
DBFP
DEAF
DGS
DHCD
DHMH
DHR
DJJ
DLLR
DMIL
DMSP
DNR
DOP
DPSC
GSA
GWIB
EXEC
IEMS
IRMA
IWIF
JUD
MAIF
MDA
MDE
MDLC
MDOT
MDVC
MEMA
MES
MFCA
MGA
MHEC
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STATE ORGANIZATIONS
MHHA
MIA
MOP
MPT
MSA
MSDE
MSLA
MSRA
MSU
MTC
MTSR
NWDA
OAG
OAH
OOA
PCPS
PDS
PSC
PSCP
PTAB
SBCA
SBEL
SEC
SIF
SPO
TCW
TREA
UEF
UMS
VHC
WIC
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Correspondence Manual
ELEMENTS OF STYLE
Administration Capitalize when referring to the
ADAA. Lowercase elsewhere.
39
ELEMENTS OF STYLE
days of the week Capitalize and do not abbreviate
(Thursday, October 24, 2002).
drugs Use to describe illegal substances. Use medicine or medication when used legitimately.
drug-free Hyphenate.
fax Use as a substitute for a facsimile or the machine as a noun or a verb. It can be used on first
reference. The plural is faxes.
governmental bodies Always capitalize (the Maryland Department of Mental Health and Hygiene).
Greater Baltimore Capitalize when referring to a
geographic area.
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Correspondence Manual
ELEMENTS OF STYLE
health care Two words.
memorandum/memorandums Do not use memoranda or memoranda's. Memo and memos are acceptable substitutes.
41
ELEMENTS OF STYLE
preventive Use as opposed to preventative.
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Correspondence Manual
FORMATTING DRAFTS
Adding a Time and Date Stamp
Tracking Changes
Microsoft
Word
FY03
IT (2).lnk
Microsoft
Word
FY03
IT (2).lnk
Master Plan
Master Plan
(01.10.03)
The use of this feature assures that the intended recipients receive the most up-to-date draft of the material. The Track Changes features assigns a different color to the text of each editor. Any changes
made to the document by that editor will appear in
a color unique to them.
The original author has the ability to either accept
or reject any or all of the changes. Please refer to the
instructional box for information on how to use this
feature.
43
REFERENCES
Goldstein, Norm. The Associated Press Stylebook. Cambridge, Mass.: Perseus, 2002.
Governors Office Correspondence Manual. State of Maryland.
Guth, Hans. The New English Handbook. Belmont, California: Wadsworth Publishing, 1985.
Sabin, William. The Gregg Reference Manual, Eight Edition. New York: McGraw-Hill, 1996.
Strunk, William and White, E.B. The Elements of Style. New York: Longman, 2000. Online at:
http://www.bartleby.com/141/.
United States Government Correspondence Manual, 1992. Washington D.C.
Websters Ninth New Collegiate Dictionary. Springfield, Mass.: Merriam-Webster, 1985.
Websters online. www.m-w.com.
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