Types of Office Correspondence: Quiz and Flashcards

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Questions and Answers

What is the purpose of inter-office correspondence as described in the text?

To disseminate information among department employees informally (correct)

To send formal written directives to all employees

To communicate with external agencies only

To file written grievances

Who can use inter-office correspondence according to the text?

Only employees at higher ranks

Employees who have received prior approval

Any employee (correct)

Employees from other Anne Arundel County agencies only

How should inter-office correspondence addressed to a higher-ranking officer be transmitted?

By hand-delivery only

Via email

Directly to the officer's office

Through the employee's chain of command (correct)

What action should members take when receiving inter-office correspondence for transmission to a higher command?

Endorse it indicating approval, disapproval or acknowledgement, and forward it Signup and view all the answers

In which format should inter-office correspondence be prepared as per the text?

Standard business memo format Signup and view all the answers

What is NOT required for using inter-office correspondence?

Approval from the supervisor Signup and view all the answers

What should be done by an employee when receiving inter-office correspondence addressed to a higher-ranking officer?

Endorse it and forward it through the chain of command Signup and view all the answers

What must an employee do next to their typed name on an inter-office correspondence?

Initial next to their name Signup and view all the answers

What is the purpose of training modules developed by the Training Division?

To meet the training needs of the Police Department Signup and view all the answers

How are training modules usually conducted?

At unit roll call sessions Signup and view all the answers

What is one possible requirement for employees to successfully complete a training module?

Demonstrate understanding and/or proficiency Signup and view all the answers

Why should employees retain their training modules?

For future reference Signup and view all the answers

Who maintains attendance records and testing results for training modules?

Training Academy Signup and view all the answers

How are training bulletins disseminated to affected personnel?

Via PowerDMS and signed for by electronic signature Signup and view all the answers

What is true about electronic correspondence according to the text?

Employees should follow the same chain of command policies as with physical correspondence. Signup and view all the answers

What is required for Departmental voice mail according to the text?

A professional greeting is necessary on both Countys VoIP phone system and Departmental mobile phone. Signup and view all the answers

Who should review and approve department letterhead correspondence before dissemination?

An officer of the rank of Lieutenant or above in the affected members chain of command. Signup and view all the answers

What is included in Personnel Orders according to the text?

Transfers or promotions of employees. Signup and view all the answers

How should calls from external telephone numbers be answered according to the text?

"Anne Arundel County Police, Officer Smith, how may I assist you?" Signup and view all the answers

What is the consequence of using personal email for official Department business?

Potential violation of confidentiality requirements. Signup and view all the answers

When should employees check their email according to the text?

At least once during their workday. Signup and view all the answers

Study Notes

Inter-Office Correspondence

Used to disseminate information to and among department employees in situations not requiring a formal written directive
Can also be used to communicate and coordinate with other agencies of the Anne Arundel County government
Any employee can use inter-office correspondence to communicate information, but prior approval is not required
Inter-office correspondence addressed to a higher ranking officer will be transmitted through the employee's chain of command
Written grievances filed in accordance with applicable labor agreements are excluded from this requirement

Format for Inter-Office Correspondence

Standard business memo format: date, addressee, author, subject, message
Author will initial the inter-office next to their typed name
Standardized format must be used, with no customizing allowed

Electronic Correspondence

Encouraged to speed responses and the dissemination of vital information
May be used in lieu of the Inter-Office Correspondence form
Same policies apply regarding chain of command as described in Section I
Employees must check their email a minimum of once during their workday
Employees must reply promptly to email messages
Officers are prohibited from using personal email, social media, or other non-department accounts to conduct official Department business

Telephone Communications

Each telephone contact represents the entire agency and may form the first impression of the Department
Calls coming in from an external number should be answered by identifying the Department, the answerer, and offering assistance
Calls received on Departmental mobile phones should also be answered with a professional greeting
Employees with departmental voice mail must check their voice mail daily while working

Department Letterhead

Used for written communications to individuals outside the department and County government
Letterhead correspondence must be reviewed and approved by an officer of the rank of Lieutenant or above in the affected member's chain of command
Standardized format must be used, with no customizing allowed

Personnel Orders

Provide a formal, written record of transactions such as transfers, promotions, appointments, disciplinary actions, etc.
Issued by the Police Personnel Manager upon authorization from the Chief of Police or the appropriate Deputy Chief of Police
Copies will be placed in the affected member's personnel files
Consecutively numbered and a record of their issuance and distribution will be maintained by the Police Personnel Section

Training Modules

Developed by the Training Division to meet the training needs of the Police Department
May be used to supplement or replace in-service training requirements
Employees should retain their training modules for future reference

Training Bulletins

Published by departmental components to inform employees of changes in laws, procedures, or other training issues
Disseminated to all affected personnel via PowerDMS and signed for by electronic signature

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Description

Learn about different types of office correspondence such as inter-office, electronic, and telephone communications. Understand the purpose and usage of various forms of communication within a department.

Types of Office Correspondence

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