Types of Office Correspondence

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

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.