Letterhead Policy

The letterhead of the corporation bears the burden of representing the Board of Directors and the entire organization. It is currently the policy that the corporate letterhead and attendant stationery resides solely in the office, and that no Board member or Subcommittee chair, regardless of position, holds any Pride letterhead of her or his own at home. This is in the interest of ensuring that files copies of all letters are made and held at the office, that there is an appropriate approval procedure followed, and that there is a consistency of editing and professional aesthetic for all communications going out on letterhead.

All communications sent on behalf of the corporation, whether on letterhead or not, need the approval of two Board members or the Executive Director. It is incumbent on the drafter of the communiqué to obtain the proper approval signatures prior to the draft being submitted to the office for implementation.

The office provides a “Letter Draft Form” (attached) which will guide the drafter in the kinds of information and formatting needed for the office staff to expedite the letter in as little turn-around time as possible, but the drafter of the letter can speed things up considerably by putting together a cogent, legible draft and getting the required approval before submitting the letter to the office.

Letter Draft Form
COVER PAGE FOR ANY LETTER TO GO OUT ON LETTERHEAD
Please fill out this form completely and submit with the draft text of any letter needing to go out on Pride letterhead. Letter drafts can be faxed, e-mailed, submitted on disk or hand-delivered (formatting details in section III below). All letter drafts must be approved by two Board members or the Executive Director before being submitted to the office. If you yourself are a Board member, one of the two approvals can be yours. All letters should be submitted with this form or contain all the information this form requires. This will help expedite letters as quickly as possible and cut down on unnecessary guesswork. The office staff appreciates this effort immensely!! Depending on the workload we’re dealing with, and providing you’ve supplied all necessary information and approvals, your letter should go out within one to two business days.

I. Addressee Information
A. Full Name of Addressee: _______________________
B. Title (if applicable): _______________________
C. Name of Business/Org (if applicable): _______________________
D. Street Address: _______________________
E. City, State, Zip: _______________________

II. Salutation
A. Dear (circle one): Mr. / Mrs. / Ms. / Friend
B. or Dear (other): _______________________
III. Body of Draft Letter Text
A. Faxing or hand-delivering your letter
1. This is fine by us, but be aware that we will have to re-type it for you.
B. Digital (email or on-disk): Please be sure to still include all the information asked for on this form!
1. If you have Word for Windows, v.6.0 or Microsoft Works (less preferable) or are able to save your document in either of these formats, please submit on a PC-formatted disk or attach to an email document (sent to sfpride@aol.com). Be aware that sometimes attached documents from non-AOL email do not come through in any sort of readable way.
2. If you do not have Word or Works or America OnLine, you can also copy and paste your letter into a piece of email and send it that way and we will copy and paste your email into Word. Special formatting will be lost, but the text will be very easy to work with.

IV. Closing
A. Sincerely (your name): _______________________
B. Your title: _______________________
SFLGBTPCC, Inc.

V. Expediting Instructions
A. Date letter is to go out by: _______________________
B. Enclosures (if any): _______________________
C. Signature (choose either 1 or 2):
1. Hold for my signature
2. Sign my name for me and send
D. Special instructions (circle all that apply):
1. Send by mail and fax, fax # is: _______________________
2. Put a copy in my box
3. Send in manila envelope
4. Send by overnight mail
5. Send by certified mail
6. cc to: _______________________
7. other: _______________________

VI. Approval of Letter
A. I have reviewed this draft and approved its preparation:

                        	1\.         	Your Signature:                                   	\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_  
                        	2\.         	Signature of add’l Board member:      	\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_  
                                        	THIS IS MANDATORY\!\!  
                        	3\.         	Date submitted to office:                     	\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_