CLASSIFICATION//HANDLING RESTRICTION {Signature_SignDate}

Double slash separates classification from handling restrictions (e.g. CLASSIFICATION//NOFORN/NODIS)

ACTION MEMO FOR Choose an item

FROM:  [cp:scripting key='AudienceInfo' attributesystemname='SystemName' /] {FirstName}{LastName}          

SUBJECT: (SBU) Use the Normal Capitalization Convention for Document Title.  Titles should be portion-marked.

BLUF: (SBU) Include maximum four lines stating the bottom line up front.  Use Times New Roman 12-pt. font and 1-inch margins throughout the document.

Recommendation(s)

(SBU) That you succinctly state the specific action requested of the principal.  Include a decision date at least five business days after the document is submitted; this requirement is firm.  If a five-day window is not possible, bureaus must obtain approval from the S/ES front office prior to submitting the document in Everest, and must provide a compelling justification for the shorter timeline in the background section.  (Approve/Disapprove by MM/DD/YY) Leave two lines of space after the recommendation.

[If recommending multiple items]

(SBU) That you:

1.    Succinctly state specific actions requested of the principal.  (Approve/Disapprove by MM/DD/YY)

2.    Split memos should make clear which bureau(s) recommend and oppose each decision.  Example:  Bureau A recommends you approve an action.  Bureau B opposes.  (Approve/Disapprove by MM/DD/YY)

3.    Alternatively, Bureau B recommends you approve a different action.  Bureau A opposes.  (Approve/Disapprove by MM/DD/YY)  Leave two lines of space after the last recommendation.

Background

(SBU) Use short, concise sentences in the active voice.  Summarize relevant background, important updates, interagency or Congressional views, options for resolution, and implications of those options.  There is a firm two-page limit for  Action Memos. 

(SBU) While each action memo will be different, consider the following critical elements:

●       Identify how recommendation/options align with – or would require adjustments to – current policies.

●       Clearly explain the differences between options or why alternative approaches are not recommended.  Explain how any risks (financial, policy, reputational, etc.) or negative consequences would be mitigated.

●       Note differences of view among stakeholders, where applicable.

●       Where additional resources (financial, personnel, security, etc.) are required to implement a decision, indicate whether they are available or would need to be identified.  Clear with M, DGHR, BP, and F as needed.

●       Indicate any follow-on action (e.g., planning, engagements, etc.) or any subsequent decisions for S that may be required.

(U) Clearly identify any legislative or other deadlines associated with the decision.  If the issue is particularly complex, you can attach brief additional background.  Drafters should clear with all bureaus with equities in the issue.

(U) Do not use Action Memos to recommend a principal’s participation in a call, meeting, or event – use the Invitation Memo template.  DO use Action Memos to request domestic or international travel, and provide justification in the background section.

Attachment(s):

Tab 1 – Supporting Document [if signature is recommended, list signature item as Tab 1]

Tab 2 – Additional Supporting Document [tabs should be numbered when there are two or more]

When uploading to Everest, please input the recommendations in the Action Memo.  Under each recommendation, please include a brief description of each recommendation.

The drafter should include a separate page with approval, drafter, and clearance information.  The drafter’s assistant secretary (or equivalent) or front office designate MUST approve the memo.  The drafter also must include his/her full name, telephone extension, and after hours contact information. Classification markings and page numbers may continue onto the clearance page, but are not required to do so.

Approved:  [cp:scripting key='AudienceInfo' attributesystemname='SystemName' /]:{FirstName} {LastName}  

Drafted: [cp:scripting key='AudienceInfo' attributesystemname='SystemName' /]:{FirstName} {LastName}   

Cleared:        D: {FirstName}{LastName}            OK               [required clearance]

                     S/P: [name]                                      OK            [required clearance]

  P:  [name]    OK         [required clearance]

       Other clearances as necessary, depending on subject matter covered.

 
{Signature}

{FirstName} {LastName}

{Email}

{Signature2}

Types of clearances

(OK)                         [Means they cleared]

(Info by Request)     [Only if specified by clearer

(Info)                     [Means clearance was not required]

(No response)  [Means clearance was requested by not received by deadline]