2.28 - Correspondence-Official Communications
2.28 Correspondence/Official Communications
2.28.1 Written Correspondence/Documentation
A. Professional Standards
All written correspondence/communication must be presented in a professional and legible manner, both in appearance and composition.
B. Correspondence Formats
Internal correspondence should use the official BSO memorandum.
External correspondence should utilize the official BSO letterhead.
Both formats are accessible on the BSO Informant in the Forms Library.
C. Review Process for External Correspondence
Any external written correspondence requiring the Sheriff’s signature must be:
Electronically forwarded to the appropriate Executive Director/designee via the chain of command for review and approval.
Forwarded to the Sheriff after approval.
D. Handling Correspondence Related to Employees
Correspondence received by the Sheriff’s Administrative Office about an employee must be:
Electronically forwarded to the employee’s Executive Director/designee via the chain of command for dissemination.
The command will create a written response for the Executive Director/designee’s signature on behalf of the Sheriff, mentioning the employee(s) name(s) in the body of the letter.
The written correspondence, electronic copy, and the initial writer’s addressed envelope will be sent to the Executive Director/designee for review and mailing.
The Executive Director/designee will route copies of the approved correspondence to:
The Sheriff’s Administrative Assistant
The employee’s Department/Division/Unit Commander
The employee
The Human Resources Department for inclusion in the employee’s personnel file.
E. Document Alterations
After initial submission, no documents or correspondence will be altered in any manner, except for minor administrative changes.
Employees will be informed of any administrative changes.
F. Communication Clarity
All written correspondence must be succinct, factual, and unambiguous.
G. Use of BSO Stationery
Employees are prohibited from using BSO stationery for any private correspondence.
2.28.2 Sending Official Communications
A. Timeliness in Forwarding
Employees who receive official communications meant for another should send it without delay to the intended recipient.
B. Acknowledgment by Supervisors
Supervisors receiving written communications from subordinates that are directed to a higher authority must:
Indicate acknowledgment of the content.
Send it through the chain of command.
2.28.3 Postage
Employees are not permitted to use or direct the use of BSO stamps or postage meters for personal mail.
2.28.4 Long Distance Telephone Calls
A. Official Calls
BSO recognizes the necessity of toll calls to conduct official BSO business.
B. Authorization for Toll Calls
Each Department director will approve which employee in their command will be authorized to place toll calls.
C. Usage Restrictions
Toll calls made from or charged to BSO telephones must be for official BSO business only.
D. SOP for Toll Call Usage
Each component must adopt a Standard Operating Procedure (SOP) for toll call usage that includes:
Supervisor authorization accountability for calls
Remedies for any abuse of the system
Note on PIN System for Long Distance Calls
Employees assigned to a facility utilizing a PIN system for long distance calls must adhere to the following:
Each approved employee will be assigned a unique PIN through the Information Technology Division.
The unique PIN is required each time a toll call is placed.
The unique PIN must not be shared or used by any other employee.