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1Maryland Alcohol and Drug Abuse Administration
Robert L. Ehrlich, Jr., Governor
Michael S. Steele, Lt. Governor
Nelson J. Sabatini , Secretary, DHMH
Peter F. Luongo, Ph.D., Director, ADAA
CORRESPONDENCEMANUAL
2003
Department o f Hea l th and Menta l Hyg iene
Alcohol and Drug Abuse Adminis trat ion
State of Mary land
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2 Correspondence Manual
State of MarylandPage 2
MAINHEADING
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3Maryland Alcohol and Drug Abuse Administration
Correspondence
Manual2003
Prepared by:
Alcohol and Drug Abuse Administration
55 Wade Ave.Catonsville MD 21228
(410) 402-8600
www.maryland-adaa.org
The Alcohol and Drug Abuse Administration (ADAA) is an agency committed to
providing all Maryland citizens access to quality substance abuse prevention and
treatment services.
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4 Correspondence Manual
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 employ-
ment opportunities.
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5Maryland Alcohol and Drug Abuse Administration
INTRODUCTION
I am excited to present the initial ADAA Corre-
spondence 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 areconducted by the written word, it is important
that their quality be consistent with our Admini-
strations standard of excellence. Our communica-
tions often influence our credibility. For example,
a coworker recently showed me a poorly com-
posed 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 aregood writers and poor editors. I often repeat the
same mistakes. When I want to say summary, I
sometimes spell summeryand the Pennsylvania na-
tive 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 con-
tents, 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 in-
cluded in the next edition.
Several examples and templates provide visual dem-
onstrations. I have set up a correspondence folder
on the s:/drive. It contains an assortment of re-
sources, including templates for the various types of
correspondence.
The manual offers simple guidelines on ADAA
style. If you need assistance beyond the scope of thispublication, 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 leastwordy 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 pro-
ject. Thanks to Cindy Shupe and Dr. Luongo for
supporting this assignment. A million thanks to Jo-
anna Fitzick, Kenneth Obst, Bill Rusinko, and
Siatta Stewart for their extraordinary editing skills.
Carol Ann Michalik
I am returning this otherwise good typing paper to you because someone has printed gibberish all over it and put your nameat the top. Anonymous
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6 Correspondence Manual
Choosing a Type of Correspondence. 10
Stationery.. 10
General Format. 10
Grammar.. 10
Sample Letter.. 11
Letters and Memos. 12
Letter Guidelines.. 12
Memorandums.. 12
Sample Memo. 13
Electronic Mail.. 14
E-mail Guidelines. 14Sample E-mail. 15
Facsimile 16
Sample Fax 16
Envelopes and Mail 17
Envelopes.. 18
Interagency Mail 18
Labels.. 18
Envelope Guidelines.. 18
Mailing Guidelines.. 18
Photocopies. 18Zip Codes.. 18
Sample Envelope.. 19
Postal Abbreviations 20
Addresses and Titles.. 21
Overview of Titles and Degrees. 22
The Honorable.. 22
Religious Titles.. 22
Abbreviated Titles. 22
Title Guidelines. 22
Doctor. 22
Spouses.. 22
Madam 23
Titles of Birth. 23
Order of Multiple Titles 23
Companies and Corporations 23
Elected Officials. 23
Common Abbreviations 23
Forms of Addresses.. 24
TABLEOFCONTENTS
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7Maryland Alcohol and Drug Abuse Administration
Elements of Style 27
Punctuation. 28
Ampersand.. 28
Apostrophe.. 28
Brackets. 28
Colon.. 28
Comma.. 28
Dash. 29
Ellipsis 29
Exclamation Point 29
Hyphen.. 29
Italics 30
Parentheses.. 30
Period. 30
Question Mark.. 30
Quotation Marks.. 30
Semicolon. 31
Underlining. 31
Capitalization.. 32
Proper Nouns. 32
Derivatives 32
Sentences.. 32
Compositions. 32
Acronyms.. 32
Rules of Capitalization.. 33
Grammar... 34
Plurals. 34
Numbers 34
Prefixes.. 34
Suffixes.. 34
Abbreviations.. 35
Addiction Certification Abbreviations. 35
Acronyms.. 36
State Organizations. 37
Elements of Style 39
Formatting Drafts. 43
References. 44
Addiction Web Sites.. 45
TABLEOFCONTENTS
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9Maryland Alcohol and Drug Abuse Administration
CHAPTER 1
Types of
Correspondence
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10 Correspondence Manual
GENERALGUIDELINES
Choosing a Type of CorrespondenceUse a memorandum for correspondence within
the Administration or for routine correspondence
outside the Administration.
Letters must be used for all correspondence ad-
dressed 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 rec-
ommendation, commendation or condolence.
E-mail may be used for routine communications
within the Administration. It is also appropriateto use e-mail outside the Administration in situa-
tions where it is an accepted mode of communica-
tion. Please refer to the e-mail guidelines on page
14 of this manual.
StationeryUse ADAA letterhead bond for the first page of a
letter and white paper or bond for subsequent
pages. Courtesy copies going outside the Admini-
stration should follow the same rules as the origi-
nal. Internal copies should be duplicates of the
original.
External memos need not be on bond but must
contain the Administration letterhead. This can
be achieved by copying the original or by using the
template on the s:/ drive.
To prevent the creation of large files, do not dupli-
cate letterhead in e-mail. Electronic correspon-
dence must contain the agencys mailing addresssomewhere in the body of the text. The Admini-
stration recommends adding it to the GroupWise
auto signature. For more details, please refer to e-
mail guidelines on page 14.
General FormatThe following guidelines apply to all memos and let-
ters. Examples of the various styles are displayed on
the preceding pages.
Grammar
Follow the basic rules of grammar outlined in Chap-ter Four of this manual. All documents must be
proofread and spell-checked prior to leaving the Ad-
ministration. For questions beyond the scope of
this publication, there are several excellent resources
listed in the reference section of this publication.
ADAA General Formatting Guidelines
Margins: One inch on all sides. This is
the default in most word-processing soft-
ware.
Spacing: Use single spacing within each
paragraph and double spacing betweenparagraphs.
Font: Times New Roman
Pitch: 12
Style: Use block style. All elements are
typed flush left. Do not indent.
Letterhead: DHMH/ADAA letterhead
must be used on all external memos and
letters. Electronic communication must
contain the name, address and phone
number of the Administration.
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11Maryland Alcohol and Drug Abuse Administration
SAMPLELETTTER
December 1, 2002
Sunya Smith, Ph.D.Program Director
Serenity Now Outpatient Treatment
123 Main St.Baltimore MD 12345
Dear Dr. Smith:
This letter is composed in block style, Times New Roman, 12 point font. All parts of thisletter are flush left and left justified. The date is typed three lines down from the DHMH
header. There are three spaces between the date and the recipients information and threemore spaces before the salutation.
Left and right margins are one inch. Each paragraph is double-spaced from the previous. Theauthor's name and title are typed five lines below the complimentary close. Enclosures and
carbon copies are cited below.
Sincerely,
Erik Gonder
Information Services
Enclosure: List the title of the enclosure if it is not mentioned in the text.
3
Peter F. Luongo, Ph.D.
Director
3
3
2
2
5
2
2
10
Robert L. Ehrlich, Jr. Governor - Nelson J. Sabatini, Secretary
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12 Correspondence Manual
LETTERSANDMEMORANDUMS
LettersLetters are more personal than memos and should
be used when a formal tone is required. Letters
should be neat and easy to read. Break long sen-
tences and paragraphs into subsentences and sub-
paragraphs.
Each paragraph should contain at least two sen-
tences. Do not begin a paragraph at the end of a
page unless there is room for two lines. When
continuing a paragraph onto the next page, at
least two lines must carry.
When responding to correspondence by letter, the
first sentence should thank the recipient and thefinal paragraph should again thank the recipient.
The senders should also offer to be of assistance
and include a phone number for follow-up.
The reason for writing should be stated clearly in
the first paragraph. When making several points
in the same letter, consider numbering them or
stating each new point at the beginning of a new
paragraph. To avoid burying important points,
keep the writing simple and direct.
Avoid using form letters. If a form letter must be
used, try to personalize it by adding the recipients
name in the salutation.
Remain courteous even when the letter expresses
a complaint or a reprimand. Stress the mutual sat-
isfaction that will be derived from successful reso-
lution of the matter.
Like all Administration correspondence, letters
should follow the general guidelines listed on pageten,as well as the letter writing guidelines dis-
played on this page. The proceeding page also con-
tains a sample letter. Templates are available on
the s:/ drive in the correspondence folder.
MemorandumsUsed for advising, directing or informing, the memo
is the most common form of written communica-
tion. External memos follow most of the same
guidelines as letters.
Memos going outside the Administration must be
written on letterhead or contain the letterhead im-
age. It is acceptable to personalize your own inter-
nal memo as long as you follow the general guide-
lines. Templates for both internal and external
memos are available on the s:/ drive. A sample of an
external memo is found on page 13.
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, dou-
ble space after the body of the letter.
Enclosures, Carbon Copies or Blind
Carbon Copies: Flush left, two lines be-
low the signature.
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13Maryland Alcohol and Drug Abuse Administration
SAMPLE MEMO
MEMORANDUM
To: ADAA Staff
From: Tom Benner
Date: April 11, 2002
Subject: Sample Memorandum
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.
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 HurdSheila Litzky
Janice Thompson
3
3
3
2
2
Peter F. Luongo, Ph.D.
Director
10Robert L. Ehrlich, Jr. Governor - Nelson J. Sabatini, Secretary
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14 Correspondence Manual
ELECTRONICMAIL
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 e-
mail, 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 con-
tent 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 or-
ganizations with whom ADAA maintains a close
relationship and with whom electronic correspon-
dence 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 re-
quested.
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 professional-
ism of ADAA. Follow all ADAA rules governing
grammar, punctuation, and spelling.
Avoid writing in all capital letters as it is consid-
ered 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.
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 trans-
mit. 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 profes-
sional 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.
E-mail Guidelines
Font: Use the GroupWise default or
Times New Roman. Avoid rich textfonts as they may not translate to other
machines.
Format: Follow ADAA general format-
ting guidelines. Include the name and
address of the Administration as well as
your title and phone number.
Confidential Information:Avoid send-ing it via e-mail. If you must, attach the
confidentiality waiver.
Forwarding:Avoid doing so without
permission of the writer.
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15Maryland Alcohol and Drug Abuse Administration
SAMPLEE-MAIL
From: Michalik, Carol Ann
Date: 10/22/02
Time: 11:42 amTo: Shupe, Cindy
Subject: Proper use of e-mail
Dear Ms. Shupe:
Compose e-mail with the same professionalism with which you compose paper correspondence. The Ad-
ministrations address should be typed at the bottom of the message in lieu of using stationery.
Use simple text in the body of the e-mail. Refrain from using bolds, underlines and special or colored fonts
as they often do not translate to other applications. If tables and special graphics are necessary, they should
be added to the e-mail as attachments. All attachments should be composed in Microsoft Word, Excel, or
PowerPoint because most recipients will have the capacity to open these packages.
Sincerely,
Carol Ann Michalik
Information Services
State of Maryland
Department of Health and Mental Hygiene
Alcohol and Drug Abuse Administration55 Wade Avenue
Catonsville MD 21228
(410) 402-8600
cc: Siatta Stewart
Vickie Kaneko
Steve Weiner
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 privi-
leged 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 re-
view, 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 RE-
CEIVED THIS E-MAIL IN ERROR, PLEASE IMMEDIATELY (i) return this e-mail to the sender by reply e-mail, and then (ii) delete this e-
mail and your reply from your personal computer system e-mailbox/network. Thank you for your cooperation .
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FACSIMILE
Use the standard ADAA coversheet for all faxes.
Refrain from sending confidential information via
fax, but if you must do so, attach the confidential-
ity 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. Be-
cause a faxed copy often does not translate well,
be sure to write clearly and use dark ink.
It is good practice to keep your receipts. Whenever
possible, call the recipient to confirm that they re-
ceived the fax. Malfunctioning fax machines may
not print the full document or the transmitted fax
may be unreadable to the recipient. Below is an ex-
ample of the ADAA professional fax. A copy can be
found on the s:/ drive in the correspondence folder.
MARYLAND DEPARTMENT OF HEALTH AND MENTAL HYGIENE
ALCOHOL AND DRUG ABUSE ADMINISTRATION
55 Wade Avenue Catonsville, Maryland 21228(410) 402-8600
URGENT FOR REVIEW PLEASE COMMENT PLEASE REPLY PLEASE RECYCLE
NOTES/COMMENTS:
FACSIMILE TRANSMITTAL SHEET
TO: Maria Mouzon FROM: Ray Miller
COMPANY: ADAA DATE: 1/6/03
FAX NUMBER: (410) 555-1212 TOTAL NO. OF PAGES INCLUDING COVER: 1
PHONE NUMBER: SENDERS PHONE NUMBER: (410) 555-1212
RE: Training List CC: Deb Verbillis
Bill Morrow
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
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17Maryland Alcohol and Drug Abuse Administration
CHAPTER2
Envelopes and
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ENVELOPESANDLABELS
EnvelopesU.S. Postal Service guidelines recommend that en-
velopes be addressed in all capital letters. They
must be typed or have a typed label. They should
not be addressed by hand.
Use single spacing in block style. If a particular
line is too long, use two lines and indent the re-
mainder. Do not use commas between the city
and the state, and place two spaces between the
state and the zip code.
When sending a letter to someone within an
agency or program, place their name on the top
line. Include academic or honorary titles (i.e.
M.D., The Honorable) followed by the name of
the program. For example:
Interagency MailWhen sending mail within DHMH, use the pink
inter-office envelopes. If a larger envelope is re-
quired, use the yellow inter-office mail envelope.
Be sure to cross off the name of the last recipient.
Reuse envelopes whenever possible.
LabelsADAA uses two types of labels. For small enve-
lopes, 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 station-
ery and minimizes cost.
ADAA Mailing GuidelinesAll mail is collected and distributed through the
Spring Grove mail service. As a result, there is no
need to affix postage. Packages over 15 pounds
must be broken up into two or more packages.
PhotocopiesIn 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 la-
beled hand carry.
Zip CodesTo find a zip code, use the United Postal Services
zip code finder. It is located on their Web site. The
address iswww.usps.com.
DONALD HALL MDTREATMENT AND RECOVERY
OF BALTIMORE COUNTY555 SOUTH MARYLAND STCATONSVILLE MD 21228
Envelope Guidelines
Font: Times New Roman. The Postal
Service recommends all caps.
Spacing: Single-space the address in
block style. If a line is too long, break it
into two lines and indent its continua-
tion on the next line.
No commas: Do not use commas be-
tween the city and the state. Use two
spaces between the state and the zipcode.
Titles: Use the name of the addressee
first followed by the name of the agency,
program etc.
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19Maryland Alcohol and Drug Abuse Administration
STATEOFMARYLAND
DHMH
MarylandDepartmentofHealthandMentalHygiene
AlcoholandDrugAbuseAdministration
55WadeAvenue
Catonsville,Maryland21228
DENISESMITH
SEREN
ITYNOWTREATMENTCEN
TER
123MA
INST
ANYTOWNMD12345
3
21/4
3
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20 Correspondence Manual
POSTALABBREVATIONS
State Abbreviations
ALABAMA AL
ALASKA AKARIZONA AZARKANSAS AR
CALIFORNIA CACOLORADO COCONNECTICUT CTDELAWARE DEDIST. OF COLUMBIA DCFLORIDA FLGEORGIA GAHAWAII HIIDAHO ID
ILLINOIS ILINDIANA INIOWA IA
KANSAS KSKENTUCKY KYLOUISIANA LAMAINE MEMARYLAND MDMASSACHUSETTS MAMICHIGAN MIMINNESOTA MNMISSISSIPPI MSMISSOURI MO
MONTANA MTNEBRASKA NENEVADA NVNEW HAMPSHIRE NHNEW JERSEY NJ
NEW MEXICO NMNEW YORK NYNORTH CAROLINA NCNORTH DAKOTA NDOHIO OHOKLAHOMA OKOREGON ORPENNSYLVANIA PARHODE ISLAND RI
SOUTH CAROLINA SCSOUTH DAKOTA SDTENNESSEE TNTEXAS TX
UTAH UTVERMONT VTVIRGINIA VAWASHINGTON WAWEST VIRGINIA WVWISCONSIN WIWYOMING WY
Unit Abbreviations
APARTMENT APTBASEMENT BSMT
BUILDING BLDGDEPARTMENT DEPTFLOOR FLFRONT FRNTHANGAR HNGRLOBBY LBBYLOT LOT
LOWER LOWROFFICE OFCPENTHOUSE PHPIER PIERREAR REARROOM RM
SIDE SIDESLIP SLIPSPACE SPCSTOP STOPSUITE STETRAILER TRLRUNIT UNIT
UPPER UPPR
Street Abbreviations
ALLEY ALYAVENUE AVE
BEND BND
BOULEVARD BLVD
BRIDGE BRG
BYPASS BYP
CAUSEWAY CSWY
CIRCLE CIR
CORNER COR
COURT CT
DRIVE DR
EXPRESSWAY EXPY
EXTENSION EXT
FORT FT
HIGHWAY HWYLANE LN
PLACE PL
ROAD RD
STREET ST
TERRACE TR
WAY WAY
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21Maryland Alcohol and Drug Abuse Administration
CHAPTER3
Addresses and
Titles
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TITLESANDDEGREES
OverviewWhen using a title, it is important not to combine it
with another title. For instance, The Honorableshould not be combined with a complimentary title
(Mr., Mrs., etc.). A title does not need a separate
line. If the individuals name is long, the title may
be placed after the name on a separate line. After
leaving a position, the person may still choose to be
addressed by the title. Individual preferences take
precedence over style considerations.
The HonorableThis title is used to address current and former high
officials, federal officials, appointees and elected offi-
cials. When used as a title, the is capitalized. If
used in a sentence, the remains lowercase. Con-
sider the following example:
The Honorable Parris Glendening
A speech was given by the Honorable Parris
Glendening.
Religious TitlesReligious titles are capitalized and should precede
the name. Use Reverend as opposed to Father to de-
note clergy of the Catholic faith. Rabbi should pre-
cede the name on first reference. When referring to
a nun, use Sister before the name.
Abbreviated TitlesMr., Mrs., Ms., and Dr. may be abbreviated before a
name. All other titles coming before a name must be
spelled out. Abbreviate academic degrees, religious
and fraternal orders, fellowships and military service
titles after a name.
Type these titles with periods and no spaces between
them. Type military branches in all capitals with no
periods or spaces between them. With the exception
of The Reverend, do not use academic degrees
with complimentary titles (Mr., Ms., etc.) or military
designations. Refrain from including more than two
academic degrees.
DoctorUse the individuals full name followed by the cre-
dentials. It is redundant to place Dr. before the
name and include the credentials (M.D., Ph.D.,
or D.O.) after the name. Do not place Mr., Mrs., or
Ms. before the name.
SpousesSpouses of distinguished individuals should be ad-
dressed individually. For example: The Honorable Jane
Smith and Mr. John Smith.
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.
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23Maryland Alcohol and Drug Abuse Administration
TITLESANDDEGREES
MadamWhen addressing a female office holder, replace Mr.
with Ms. or Mrs. When a woman occupies a highoffice, such as governor or lieutenant governor, use
Madam.
Titles of Birth RankUse Jr., Sr., II, and III after a surname only when
the individuals first name or first initial is present.
Otherwise, exclude them. Titles of birth rank should
be abbreviated as shown. While the titles Jr. and Sr.
must be preceded by a comma, II, III (and so forth)
must not have a comma. Consider the following ex-
amples:
Robert Woods, Jr.
Everett Wilson IV
Order of Multiple TitlesWhen an individual has several titles, they should be
placed in the following order:
Religious orders
Academic degrees (by most recently received)
Honorary degrees (by most recently bestowed)
Companies and CorporationsIt is preferred that companies be abbreviated only
as they appear on the firms letterhead or logo. In
the event that brevity is required, acceptable abbre-
viations are listed in the table on this page.
Elected OfficialsWhen used formally in Administration correspon-
dence, the titles of elected officials must be written
out. For informal purpose, abbreviations may be
used.
Because Marylands list of elected officials is continu-
ously changing, it is not included in this publication.
A complete list of State officials and their addressescan be obtained by logging onto the State Web site:
www.gov.state.md.us.
Information on federal officials can be found on the
following sites:
www. senate.gov
www. house.gov
www.whitehouse.gov
www.firstgov.com
The preceding pages offer examples of frequentlyused titles. Some addresses are listed for display pur-
poses only. Always verify the addresses by checking
the above Web sites.
Common Abbreviations
And &
Brother Bro.Brothers Bros.
Company Co.
Corporation Corp.
Doctor M.D., Ph.D.
Governor Gov.
Incorporated Inc.
Lieutenant Governor Lt. Gov.
Limited Ltd.
Professor Prof.Reverend Rev.
Superintendent Supt.
United States U.S.
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ADDRESSEE ADDRESS ON LETTER AND
ENVELOPE
SALUTATION AND
COMPLIMENTARY CLOSE
Governor The Honorable (full name)Governor of Maryland
100 State Circle
Dear Mr./Madam Governor:Respectfully,
Spouse of the Governor Mr. or Mrs. (full name) Dear Mr./Mrs./Ms. (surname):
Sincerely,
Assistant to the Governor or
Cabinet Members
The Honorable (full name)
Assistant to the Governor
Dear Mr./Mrs./Ms. (surname):
Sincerely,
Former Governor The Honorable (full name) Dear Governor (surname):
Sincerely,
Lieutenant Governor The Honorable (full name)
Lieutenant Governor
of Maryland
Dear Mr./Mrs./Ms. (surname):
Sincerely,
Judges The Honorable (full name) Dear Judge (surname):
Sincerely,
United States Senator The Honorable (full name)
United States Senate
Washington DC 20515
Dear Senator (surname):
Sincerely,
United States Representative The Honorable (full name)
House of Representatives
Washington DC 29515
Dear Congressman/
Congresswoman (surname):
Sincerely,
Maryland Senate The Honorable (full name)
Senate of Maryland
Senate Office Building
Annapolis MD 21401
Dear Senator (surname):
Sincerely,
Maryland Delegate The Honorable (full name)
Maryland House of Delegates
xxx Lowe Office Building
Annapolis MD 21401
Dear Delegate (surname):
Sincerely,
FORMSOFADDRESSSAMPLES
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25Maryland Alcohol and Drug Abuse Administration
FORMOFADDRESSSAMPLES
ADDRESSEE ADDRESS ON LETTER AND
ENVELOPE
SALUTATION AND
COMPLIMENTARY CLOSE
Office of a Deceased ElectedOfficial
Office of the late (elected title, fullname)
Dear Sir or Madam:Sincerely,
Official-elect The Honorable (full name)
Maryland (Senator)-elect
Care of the Maryland Senate
Dear Senator-elect (surname):
Sincerely,
Clergy with Degree The Reverend (full name, degree)
(name of church)
Dear (Dr./Mr./Mrs.) (surname):
Sincerely,
Military Personnel (full rank, full name)
Abbreviation of service (USMC,
USAF, etc.)
Dear (rank, surname):
Sincerely,
President of a College or University Dr. (full name)
President, (name of institution)
Dear Dr. (surname):
Sincerely,
Physician (full name), M.D. Dear Dr. (surname):
Sincerely,
Lawyer Mr./Mrs./Ms. (full name)
Attorney at Law
Dear Mr./Mrs./Ms. (surname):
Sincerely,
A Woman and Man Residing
Together
Mrs./Ms./Miss. (full name) and
Mr. (full name)
Dear Mrs./Ms./Miss (surname)
and Mr. (surname):
Sincerely,
Two men residing together Mr. (full name) and Mr. (full
name)
Dear Mr. (surname) and Mr.
(surname):
Sincerely,
A general letter to a company Company name Dear Sir or Madam:
Sincerely,
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27Maryland Alcohol and Drug Abuse Administration
CHAPTER4
Elements of Style
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PUNCTUATION
Ampersand (&)Use the ampersand only when it is part of a com-
panys name. Do not use it in formal communica-
tion as a substitute for and.
Apostrophe ()Review the following table to determine when to use
an apostrophe. For related information, see the sec-
tion on plurals.
Brackets [ ]Refrain from using brackets. Consider parentheses
instead.
Colon (:)Refer to the following chart for guidelines on using
colons. Capitalize the first word after a colon if it is
a proper noun or the beginning of a complete sen-
tence. Colons go outside quotation marks unless
they are part of the quote.
Comma (,)
Use a comma to separate structural elements of asentence into manageable parts. When used with
quotes, commas go outside the quotes. In formal
correspondence, there should be one space follow-
ing 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.
Apostrophe Use Example
To indicate contractions Ive ( I have)
Plural nouns not ending
in s (add s)
womens rights
Plural nouns ending in s
(add on the apostrophe)
churches
Joneses
Nouns that are plural in
form but singular in
meaning (add only the
apostrophe)
Mathematics formulae
United States control
Treat nouns that are the
same singularly and plu-ral as if they are plurals
one deers antlers
two fishes fins
Singular nouns not end-
ing in s (and s)
girls bike
the ladys hat
Singular nouns ending
in s (use s unless the
next word begins with
an s)
the witnesss testimony
the witness story
Joint possession (use the
possessive after the lastword)
Robyn Lyles and Dave
Putsches office
Joint possession if both
objects are individually
owned
Maris and Priscillas
books
Omitted letters or num-
bers
Rock n roll
The roaring 20s
Colon Use Example
At the end of a sentenceto introduce lists
The work group con-sisted of four people:
J. Sue Henry, Fran Bry-
ant, Bonita Ciurca, and
Phyllis Cail.
For emphasis Tony Santos had one
hobby: eating.
Following a formal salu-
tation
Dear Ms. Kingwood:
To separate hours andminutes 2:45 p.m.
To introduce formal
statements
The question came up
for discussion: What is
our next move?
To introduce dialogue Lamont: Where were
you yesterday?
Phillip: Out sick.
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29Maryland Alcohol and Drug Abuse Administration
PUNCTUATION
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
other. Put a space before and after the dash.
Ellipsis ()
Use an ellipsis to denote the absence of one or morewords. 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 pe-
riod, 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 cre-
ated equal. ...
Exclamation Point (!)Use this mark to denote a high degree of emotion.
The exclamation point should be used only rarely.
For mild emotion, use a comma. In formal writing,
an exclamation point should be followed by one
space.
Hyphen (-)Hyphens join two words or ideas. Use a hyphen be-
tween parts of compound modifiers (two or more
words that express a single concept) preceding a
noun. Do not hyphenate compound modifiers fol-
lowing 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 soft-ware does this automatically. One-syllable words
should never be divided and multi-syllable words
should only be broken between syllables. All nu-
merical compound modifiers between twenty-one
and ninety-nine are hyphenated.
Comma Use Example
To separate items in aseries
Leslie Woolford, LarryStevens, and Linda
Oney did the training.
To separate a series of
modifiers of equal rank
Tammy Hobsons idea
is creative, original, and
innovative.
Introducing direct
quotes
Eugenia asked, Is it
done yet?
To separate
introductory clauses
Overrun by budget con-
cerns, the programfolded.
To set off an identifying
word or phrase or non-
essential clause
Herb Baylor, a tall man,
had no trouble reaching
the basket.
To set off dates, ad-
dresses and titles
December 24, 2002
Baltimore, Maryland
(but no comma between
city and state on an enve-
lope)
Before the conjunctions
and, but, or, nor, for
andyetwhen they com-
bine two clauses of a
compound sentence
Sue Roberson had never
taken such a difficult
class, or had so much
homework.
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30 Correspondence Manual
PUNCTUATION
Italics (Italics)Use italics (or slanted type) for the titles of books,
plays, manuscripts, magazines, trains, and ships. Ital-
ics can also be used to emphasize word or foreignphrases. In handwritten text, italics are denoted by
underlining.
Parentheses ( )Parentheses should be used sparingly to include
nonessential material. Refrain from overusing paren-
theses. They are jarring to the reader, and the desire
to use them is evidence that the sentence is becom-
ing too confusing. Consider rewriting it in another
way. Parentheses should be used to identify the useof 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 pe-
riod 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 ex-
ample) 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 ab-
breviations; however, this practice is becoming obso-lete. As a general rule, initials should contain a pe-
riod but abbreviations that are only initials should
not contain periods.
Street, avenue, and boulevard must be abbreviated
when part of a numbered address, but should be
written out otherwise. For more information and
examples regarding the use of periods in abbrevia-
tions, see the abbreviations section on page 35 ofthis manual.
Periods can also be used in place of a question mark
after a polite request or rhetorical question.
Can you please send me a copy.
What would I do without Bill Morrows help.
In formal writing, there should be one space after a
period. Periods always go inside quotation marks.
Question Marks (?)Use a question mark at the end of a direct question.
In the event that there is a series of questions, use a
question mark at the end of the complete sentence
and separate the phrases with commas.
Did Maury Getz balance the budget, set spending, and
encourage fiscal responsibility?
Do not use a question mark after an indirect ques-
tion. A question mark can either go inside or out-side quotation marks, depending on the meaning. It
supersedes the comma at the end of a direct quote.
When used in formal correspondence, there is a sin-
gle space after each question mark. Consider the fol-
lowing examples.
Steve Bocian asked how the deficit began.
How did the deficit begin? Janet Shaw inquired.
Who wrote The Power of Money?
Where is it? Candace asked.
Quotation Marks ()Quotation marks are used to set off direct quota-
tions 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.
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31Maryland Alcohol and Drug Abuse Administration
PUNCTUATION
When used in formal correspondence, the period
and comma go inside the quotation marks. All other
marks of punctuation go within the quotes whenthey apply only to the quote material and outside
when they apply to the entire sentence.
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.
The committee includes Allison Frank, food; Deb Green,
music; and Paulette Clem, games.
In formal correspondence, use one space after asemicolon. Depending on the nature of the quote,
the semicolon can either go inside or outside the
quotation marks.
UnderliningRefrain from underlining text. The use of italics is
preferred. Please refer to italicson the preceding
page for details concerning proper use.
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32 Correspondence Manual
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 Style-
book.
Proper NounsCapitalize 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 manualfor additional details.
Derivatives of Proper Nouns
Capitalize words that are derived from a propernoun and still depend on that proper noun for their
meaning. Derivatives that are understood without
the proper noun must be lowercase. See the follow-
ing examples.
SentencesCapitalize the first word in all sentences. Also capi-
talize the first word in a bulleted list. The first letter
in a phrase of poetry may also be capitalized, eventhough it is not a complete sentence.
CompositionsCapitalize the principle words in all book and maga-
zine titles as well as plays, musical compositions,
songs, art works, and television and radio programs.
AcronymsA list of commonly used acronyms is located on
page 36 of this manual. The general rule for acro-nyms is to spell out the meaning on the first refer-
ence 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 ac-
ceptable on first use.
Please refer to the table on the following page for
more examples of capitalization rules.
Common Proper
a pretty woman Michelle Strasnick
interstate highway the Baltimore Beltway
electric company General Electric
political party Democratic Party
the parties Democratic and Repub-lican parties
a registered voter a registered Republican
state government (any
state other than Mary-
land)
State government
(referring to Maryland)
Root Derivative
French
(the language or culture
of France)
french fries
french toast
Venetian
(the culture of Venice)
venetian blinds
venetian glass
Paris plaster of paris
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33Maryland Alcohol and Drug Abuse Administration
RULESOFCAPITALIZATION
Capitalize Example
Proper nouns Jeffrey Allison, Baltimore City, Maryland
Common nouns used as proper nouns Wall Street, Federal Express, United Way
Names of organized bodies Maryland House of Delegates
the Catholic Church
Department of Health and Mental Hygiene
Calendar days, months, seasons and holidays Tuesday, March, Christmas, Spring
Titles used with names President Clinton
Peter F. Luongo, Director
Courtesy titles before and after a name Mr., Mrs., Ms., Dr., Gov.
Geographic regions or localities North Americathe Middle East
the Western Hemisphere
The first word in a sentence Today is Odessas birthday.
The first word in a direct quote Angela Chaffin said, Happy birthday Odessa.
The first word in a bulleted list The following are not capitalized:
The first word following a semicolon
Words in quotation marks that are
not direct quotes
A fragment in literature or poetry Two roads diverged in a woods and I-,
I took the one less traveled by,And that has made all the difference.
Robert Frost
Titles of publications, documents, acts, televi-
sion and radio programming
Trends and Patterns, Synar Report, House Bill 7
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34 Correspondence Manual
GRAMMAR
PluralsFor most words, just add s. Consult the following
table for additional guidelines. Keep in mind that
these are basic guidelines and that the English lan-guage has many exceptions.
NumbersWrite out zero through ten and first to tenth. Use
the cardinal number from 11 onward. Eleventh is
spelled out at the beginning of a sentence but is de-noted 11th elsewhere. All numbers must be spelled
out if they begin a sentence.
Spell out all fractions (three-fifths). Percent must be
spelled out (60 percent or 1 percent). If the percent-
age is less than one percent precede it by a zero (0.7
percent).
Numbers that end in more than four zeros should
be written in text unless the context of the publica-tion calls for an exact figure. Consider the following
examples:
There is a $12 million deficit.
The exact budget for this project is $12,201,000.
We spent approximately $1.7 billion on this project.
PrefixesThe general rule is to hyphenate when the word be-
gins with the same vowel. Do not hyphenate whenthe word starts with a consonant. Use a hyphen if
the word that follows is capitalized. For example:
pre-election
posttest
pretest
mid-Atlantic
SuffixesUse two words for verb forms and hyphenate nouns
and adjectives. Consider the following examples.
Words ending
in...
Plural Ending Example
CH, S, SH, SS,
X, Z
ES bushes, buzzes
IS ES theses
Y Change Y to I
and add ES
armies, cities
exception: don-
keys
O ES heroes
Compound
solid words
Add S handfuls
Compoundseparated words
The first wordbecomes plural
attorneys gen-eral
Last names end-
ing in ES, S, or
ES the Davises,
Joneses
Last names end-
ing in Y
S Kennedys
Numbers S 1980s or 20s
Single letters S As
Multiple letters S ABCs, IOUs
Verb Noun/Adjective
follow up follow-up
trade off trade-off
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35Maryland Alcohol and Drug Abuse Administration
GRAMMAR
AbbreviationsAbbreviations are acceptable in formal writing. For
abbreviations that are not obvious, always write out
the phrase immediately followed by the abbreviationin parentheses. Use only the abbreviation on subse-
quent references. Other than the following list of
exceptions, do not use periods after the letters.
Regarding addresses, the rule of thumb is to spell
them out if the address is non-numeric and abbrevi-
ate them in an exact numerical address. Please refer
to the chart on this page.
Addiction Certification AbbreviationsThe following list contains the Maryland Addiction
Certifications, their abbreviations, and the basic re-
quirements for each level. For more detailed infor-mation on this subject, consult the Maryland Board
of Professional Counselors and Therapists Web site
at www.dhmh.state.md.us/bopc/html/licreg.html.
Abbreviations Example
Street, Avenue and
Boulevard must be ab-
breviated if part of a
numbered address
Wade Avenue
55 Wade Ave.
Street addresses on en-
velopes should be abbre-
viated with no periods
55 WADE AVE
123 MAIN ST
Abbreviate compasspoints when used as
part of a numerical ad-
dress
999 NW Main St.
Write out the compass
point if the number is
omitted
North West Main Street
Exception Abbreviation
Academic degrees Ph.D., B.A.
Time designations a.m., p.m.
For example e.g.
That is i.e.
Names except those that
are all initials
C. Wayne Kempske
JFK
Abbre-
viationTitle Requirements
CSC-AD Certified Su-
pervised
Counselor-Alcohol and
Drug
Associates Degree in
Human Services
15 credits addictioneducation
Two years or 2,000
hours treatment experi-
ence
Pass examination
CAC-AD Certified As-
sociate
Counselor
Alcohol and
Drug
Bachelors Degree in Hu-
man Services
20 credits of addiction
education
Three years or 2000
hours treatment experi-
ence
Pass examination
CPC-AD Certified
Professional
Counselor
Alcohol and
Drugs
Masters Degree or
higher in Human Ser-
vices
25 credits of addiction
education
Three years of treatment
experience
Pass examination
LCPC Licensed
Clinical Pro-
fessional
Counselor
Meet the CPC-AD re-
quirements
60 hours graduate
coursework in various
aspects of treatment
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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 sub-
stance abuse prevention and treatment agency is re-
sponsible for Baltimore City programs.
CESAR-Center for Substance Abuse Research- This re-
search center conducts policy-relevant research on
specific initiatives to prevent, treat, and control sub-
stance 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 pro-
grams are inputted.
CSAP- Center for Substance Abuse Prevention- This is a
unique, federally funded program designed to dis-
seminate information, increase dialog, and promote
community empowerment to combat alcohol andother drug problems.
CSAT- Center for Substance Abuse Treatment- This is a
unique federally funded program designed to im-
prove treatment services and make them more avail-
able to those in need.
DAC- Maryland Drug and Alcohol Council- This Coun-
cil was created to coordinate drug and alcohol treat-
ment activities and funding across State agencies.
DHMH- Department of Health and Mental Hygiene-
This State department is responsible for assuring
that the people of Maryland have appropriate access
to high quality health care at a reasonable cost to in-
dividuals, employers, and taxpayers.
e-SAMIS- Electronic Substance Abuse Management In-
formation 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 soft-
ware program designed by and for treatment and
criminal justice agency staff working with clients
who may or may not be involved with multiple agen-
cies.
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 bio-
medical 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 organiza-tion 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 treat-
ment services for substance abuse and mental ill-
nesses. It oversees the Office of Applied Studies (OAS).
SAMIS- Substance Abuse Management Information Sys-
tem- This is the client-based system to which all certi-
fied alcohol and drug abuse treatment programs are
required to report.
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37Maryland Alcohol and Drug Abuse Administration
STATEORGANIZATIONS
ADAA Alcohol and Drug Abuse Administration
ATGC Attorney Grievance Commission of Maryland
BCCC Baltimore City Community College
BPW Board of Public WorksCHR Commission of Human Relations, Maryland
COMP Comptroller of the Treasury
DAT Department of Assessments & Taxation
DBED Department of Business and Economic Development
DBM Department of Budget and Management
DBFP Department of Budget & Fiscal Planning
DEAF Deaf, Maryland School for the
DGS Department of General Services
DHCD Department of Housing and Community Development
DHMH Department of Health and Mental HygieneDHR Department of Human Resources
DJJ Department of Juvenile Justice
DLLR Department of Labor, Licensing & Regulation
DMIL Department of the Military
DMSP Department of the Maryland State Police
DNR Department of Natural Resources
DOP Department of Personnel
DPSC Department of Public Safety & Correctional Systems
GSA General Services Administration
GWIB Governor's Workforce Investment Board
EXEC Executive Department
IEMS Institute for Emergency Medical Services System, Maryland
IRMA Information Resource Management Administration
IWIF Injured Workers' Insurance Fund
JUD Judiciary of Maryland
MAIF Maryland Automobile Insurance Fund
MDA Maryland Department of Agriculture
MDE Maryland Department of Environment
MDLC Maryland Disability Law Center
MDOT Maryland Department of Transportation
MDVC Maryland Veteran's CommissionMEMA Maryland Emergency Management Agency
MES Maryland Environmental Service
MFCA Maryland Food Center Authority
MGA Maryland General Assembly
MHEC Maryland Higher Education Commission
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STATEORGANIZATIONS
MHHA Maryland Health & Higher Education Facilities Authority
MIA Maryland Insurance Administration
MOP Maryland Office of Planning
MPT Maryland Public Broadcasting CommissionMSA Maryland State Archives
MSDE Maryland State Department of Education
MSLA Maryland State Lottery Agency
MSRA Maryland State Retirement Agency
MSU Morgan State University
MTC Maryland Tax Court
MTSR Maryland Teacher and State Employees Supplemental Retirement Plans
NWDA Northeast Maryland Waste Disposal Authority
OAG Office of the Attorney General
OAH Office of Administrative HearingsOOA Office on Aging
PCPS People's Counsel, Office of
PDS Public Defender System
PSC Public Service Commission
PSCP Public School Construction Program
PTAB Property Tax Assessment Appeals Board
SBCA State Board of Contract Appeals, Maryland
SBEL State Administrative Board of Election Laws
SEC State Ethics Commission
SIF Subsequent Injury Board
SPO State Prosecutor, Office of
TCW Tri-County Council of Western Maryland, Inc.
TREA Treasurer's Office, Maryland State
UEF Uninsured Employer's Fund Board
UMS University of Maryland System
VHC Veteran's Home Commission
WIC Worker's Compensation Commission
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39Maryland Alcohol and Drug Abuse Administration
ELEMENTSOFSTYLE
Administration Capitalize when referring to the
ADAA. Lowercase elsewhere.
affect/effectAs a verb, affect means to influence.
As a noun it means emotion (the patients affect). Ef-
fect as a verb means to cause. As a noun it means
result (the effect of a drug).
age Kenneth Obst is a 60-year-old male. Kenneth is
60 years old. Kenneth is in his 60s (no apostrophe).
AIDSAcquired immune deficiency syndrome.
AIDS is acceptable on first reference.
a.m./p.m. Lowercase with periods (11 a.m.).
all right Never use alright.
bylaw Not by-law.
cannot Do not use cant or can not.
Capital/CapitolCapital refers to a seat of power.
Annapolis is the capital of Maryland. Capitol refers to
all state or federal capitol buildings. Capitalize when
used with the State.The Maryland Capitol Building is
in Annapolis.
cell phone Two words.
CDUse compact disc on first reference.
CongressCapitalize when referring to the UnitedStates Congress.
congressionalLowercase unless part of a proper
name.
countyCapitalize when part of a proper name
(Howard County) but lowercase when plural (Howard
and Baltimore counties). Lowercase when not part of aproper name (county health department).
court Capitalize the formal names of all courts.
(The State Superior Court).
courthouse One word. Capitalize when part of a
jurisdiction (Baltimore County Courthouse), otherwise
lowercase (the courthouse). Also courtroom.
cut back/cutback Cut back is a verb (the State cut
back spending). Cutback is a noun and adjective. The
budget deficit will cause a cutback in spending.
data/datum Data is plural (the data are). Datum is
singular (the datum is).
database One word.
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ELEMENTSOFSTYLE
days of the week Capitalize and do not abbreviate
(Thursday, October 24, 2002).
district Do not abbreviate. Capitalize when part of
a proper name (the 31st Legislative District).
District of Columbia Spell out when used alone.
Abbreviate to D.C. when used with Washington.
drugs Use to describe illegal substances. Use medi-
cine or medication when used legitimately.
drug-free Hyphenate.
drunk/drunken Use drunk after a noun. The driver
was drunk. Use drunken before a noun (a drunken
driver).
e-mailAcceptable on first reference for electronic
mail or message. Capitalize at the beginning of a sen-
tence. Words like e-business ande-commerce fol-
low the same rules.
EcstasyCapitalize when referring to the illegal sub-
stance.
-elect Hyphenate and lowercase (Governor-elect Robert
L. Ehrlich, Jr.).
exAs a prefix, exis not followed by a hyphen when
it means out of (excommunicate). It is usually hy-
phenated when referring to former (ex-wife, ex-
governor). In these instances, it is often better to use
former (former governor).
farther/further Farther is physical distance; further
is time.
fax Use as a substitute for a facsimile or the ma-
chine as a noun or a verb. It can be used on first
reference. The plural is faxes.
federal Lowercase unless part of a government
agencys tile (federal funding, federal court, Federal
Reserve).
fewer/less Use fewer for individual items and less
for bulk. Less money, fewer applicants.
former Lowercase before a title (former Governor
Parris Glendening).
government Always lowercase (the State government).
governmental bodies Always capitalize (the Mary-
land Department of Mental Health and Hygiene).
Greater Baltimore Capitalize when referring to a
geographic area.
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41Maryland Alcohol and Drug Abuse Administration
ELEMENTSOFSTYLE
health care Two words.
heroin Lowercase; it is no longer a trademark.
holidays Capitalize them.
home page Two words.
House of Delegates Capitalize when referring to the
Maryland law-making body. It is acceptable to useThe House on subsequent references.
HTTP Hypertext transfer protocol is lowercase in
Web addresses but otherwise capitalized. The same
is true for hypertext markup language HTML.
Internet Always capitalize but lowercase intranet.
its/its Its is a contraction for it is. Its our decision.
Its is a possessive pronoun.ADAA made its decision.
jury Always lowercase and takes a singular verb.
-like/likeAs a suffix, hyphenate only if there is a
triple l (shell-like, lifelike). As a prefix, there is gener-
ally a hyphen like-minded, but likelihoodand likewise
are exceptions.
LSD Acceptable on first reference for lysergic acid
diethylamide. Avoid the slang acid.
marijuanaAlways lowercase. Avoid the slang wordpot.
Medicaid/Medicare Capitalize both.
memorandum/memorandums Do not use memo-
randaor memoranda's. Memoand memos are ac-
ceptable substitutes.
methadone Lower case.
nationwideOne word, no hyphen.
nighttimeOne word. Avoid using nite.
OK, OKd, OKs OKing Do not use okay.
online One word.
oralUse oral as opposed to verbal when referring to
a spoken agreement or statement.
patient Do not use client. Offenderis acceptablewhen appropriate.
political divisions Use figures and capitalize the first
word following the figures (21st Precinct).
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42 Correspondence Manual
ELEMENTSOFSTYLE
preventive Use as opposed to preventative.
Quaaludeis a trade name and must be capitalized.
quasi-As a prefix it is usually hyphenated.
radio stations See television and radio stations.
ratiosUse figures and hyphens. 2-to-1 ratio.
R.S.V.P. For the French repondez sil vous plait, it
means please reply.
selfAs a prefix, it is always followed by a hyphen
(self-interest, self-defense).
Social Security Capitalize when referring to the
United States Social Security System.
State Always capitalize when referring to Maryland.
Statewide Capitalize when referring to Maryland.
telephone numbers Use figures with parentheses
around the area code. Use a comma to separate theextension from the main number. (410) 4028600,
ext. 8611.
television and radio stations Use the call letters in
all capitals. NBC affiliate WBAL.
tobaccosPlural for tobacco.
towardHe was coming toward us. Do not use towards.
TV Acceptable on first reference for television.
URLA Uniform Resource Locator is an Internetaddress. In the address http://www.maryland-adaa.
org/samis, http is the method of transfer, maryland-
adaa is the server, org is the domain, and samis is
the folder. Try to fit the URL on one line. If it does
not fit, break it in two lines without a hyphen.
veto, vetoes, vetoed, vetoing
the Web Capitalize when referring to the World
Wide Web.
Web page, Web site Two words.
webcam, webcast, webmaster Lowercase one word.
workstation One word.
workweekOne word. The same forworkday.
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43Maryland Alcohol and Drug Abuse Administration
Adding a Time and Date StampWhen formatting publications that are expected to
go through multiple revisions, it is important that
the document clearly specify the date of the last revi-sion. The original drafter is also responsible for
placing a time and date stamp on the original docu-
ment. This information must go on the top right
side of the document header. Once in place, Word
automatically changes the date following a revision.
More information on setting up this feature is in the
box below.
Renaming DocumentsAfter revision, a new copy of the document should
be saved with the date attached to the title. This can
be achieved by clicking save as and adding the
date to the end of the document title. Consider thefollowing examples:
Tracking ChangesWhen a document goes through multiple revisions
by several editors, it can be difficult to track the revi-
sions and determine from whom they originated.As a result, ADAA requires that all edits be done by
using the Track Changes feature in Microsoft
Word.
The use of this feature assures that the intended re-
cipients receive the most up-to-date draft of the ma-
terial. The Track Changes features assigns a differ-
ent 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.
FORMATTINGDRAFTS
Constructing a Header with a Time
and Date Stamp.
1. On the main toolbar clickView.
2. Select Header and Footer.
3. A toolbar will appear. On that tool-
bar, click the button for Date and
then click the button for Time.
4. Right justify the text.
5. Click Close on the Header and
Footer Toolbar.6. The time date stamp is now added.
Any revision to the document will be
reflected in the document header.
MicrosoftWord(2).lnk MicrosoftWord(2).lnk FY03 ITMaster Plan
FY03 IT
Master Plan
(01.10.03)
Using the Tracking Change Feature
1. On the main toolbar click Tools.
2. Click Track Changes.3. When this feature is enabled, a new
toolbar will appear on your main
toolbar.
4. The Track Changes Toolbar has sev-
eral buttons. It will allow you to ac-
cept or reject changes and add or
delete comments. By clicking on
the scroll-down window, you can
view the original or the final withor without the edit marks.
5. The feature can be disabled by
clicking on Track Changes a sec-
ond time.
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44 Correspondence Manual
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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45Maryland Alcohol and Drug Abuse Administration
ADDICTIONWEBSITES
Addiction Technology Transfer Centerswww.nattc.org
Al-Anon/Alateenwww.al-anon.alateen.org
Alcohol Epidemiology Program of U. of Minnesotawww.epi.umn.edu/alcohol
Alcohol & Drug Abuse Administration (Maryland)www.maryland-adaa.org
Alcoholics Anonymouswww.aa.org
Alcoholism Clinical and Experimental Researchwww.alcoholism-cer.com
Alcohol Screeningwww.alcoholscreening.org
The Alliance Projectwww.defeataddiction.com
American Academy of Addiction Psychiatrywww.aaap.org
American Medical Association (AMA)www.ama-assn.org
American Society of Addiction Medicine (ASAM)www.asam.org
Baltimore Substance Abuse Systemswww.bsasinc.org
Booze Newswww.cspinet.org/booze
Center on Substance Abuse Research (CESAR)www.cesar.umd.edu
Center on Addiction and Substance Abusewww.casacolumbia.org
Centers for Disease Controlwww.cdc.gov
Community Anti-Drug Coalitions of Americawww.cadca.org
Drug Abuse Treatment Outcome Studywww.datos.org
Drug Policy Librarywww.druglibrary.org
Drug Reform Coordination Networkwww.drcnet.org
DrugSensewww.drugsense.org
Drug Strategieswww.drugstrategies.org
Employee Assistance Professionals Associationwww.eap-association.org
Faces and Voices of Recoverywww.facesandvoicesofrecovery.org
Getting Them Sober Foundationwww.gettingthemsober.com
Governor's Office on Crime Control and Preventionwww.goccp.org
Harm Reduction Training Institutewww.harmreduction.org
Health Care for the Homelesswww.hchmd.org
Health Policy Tracking Serviceswww.hpts.org
Just Factswww.justfacts.org
Join Togetherwww.jointogether.orgLegal Action Centerwww.lac.org
Drug Policy Alliancewww.drugpolicy.org
Maryland Addiction Counselor Certification Boardwww.maccb.com
Maryland Association of Nonprofit Organizationswww.mdnonprofit.org
Maryland Budget & Tax Policy Institutewww.marylandpolicy.org
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ADDICTIONWEBSITES
Maryland Citizens Health Initiativewww.healthcareforall.org
Maryland General Assemblyhttp://mlis.state.md.us
MedChi- the Maryland State Medical Society www.medchi.org
Mental Health Association of Marylandwww.mhamd.orgMothers Against Drunk Drivingwww.madd.org
Narcotics Anonymouswww.na.org
National Alliance for the Mentally ill of Marylandhttp://md.nami.org
National Association for AddictionProfessionalswww.naadac.org
National Association of State Alcohol & Drug Abuse Directorswww.nasadad.org
National Clearinghouse for Alcohol & DrugInformationwww.health.org
National Commission Against Drunk Drivingwww.ncadd.com
National Council on Alcoholism & Drug Dependencewww.ncadd.org
National Institute on Alcohol Abuse & Alcoholismwww.niaaa.nih.govNational Institute on Drug Abusewww.nida.nih.gov
National Treatment Plan "Changing the Conversation" www.natxplan.org
Office of National Drug Control Policywww.whitehousedrugpolicy.gov
Oxy Abuse Killswww.oxyabusekills.com
Pacific Institute for Research and Evaluationwww.pire.org
Physician Leadership on National Drug Policywww.caas.brown.edu/plndp
Prescription Anonymous, Inc. (RxA) www.prescriptionanonymous.org
RecoveryWorkswww.recoveryworks.org
The Slugger's Pathwww.sluggerspath.comSmoke Free Marylandwww.smokefreemd.org
Substance Abuse & Mental Health Services Administrationwww.samhsa.gov
Substance Abuse Treatment Facility Locatorwww.findtreatment.samhsa.gov
THOMAS (Congressional Website) http://thomas.loc.gov
Underage Drinking Coalitionswww.epi.umn.edu/alcohol/coalition
White Housewww.whitehouse.gov
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Alcohol and Drug Abuse Administration
55 Wade Ave.
Catonsville MD 21228
State of Mary land
Department of Health and Mental Hygiene