MAMPU FAQ The New Letterhead Format

MALAYSIAN ADMINISTRATIVE MODERNISATION AND MANAGEMENT PLANNING UNIT (MAMPU)
Frequently Asked Questions (FAQ)
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From: http://www.mampu.gov.my/web/en/faq
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A.    The New Letterhead Format

1.    What are the types of letterhead the agencies may use ?

The new format of letterhead for Ministries, Federal Departments and Agencies covers two (2) types of letterhead i.e. General Letterhead of Ministries, Federal Departments and Agencies and Letterhead for Head of Department. For the Ministries, Federal Departments and Agencies who are dealing with agencies abroad, they are allowed to use bilingual letterhead.


2.    Is official information sent via email subject to this General Circular Letter?

The letterhead format specified in this General Circular Letter only applies to official letters of Ministries, Federal Departments and Agencies which are sent through mail, hand delivery or facsimile. The use of other official communication channels by Ministries, Federal Departments and Agencies such as electronic mail or e-mail are subject to "Development Administration Circular No. 1 of 2003: Guidelines on the Procedure of the Internet and Electronic Mail in Government Agencies" dated 28 November, 2003.


3.    Is the agency required to replace the existing letterhead with new letterhead immediately?

This General Circular Letter comes into effect on 13th February , 2013. However, to avoid wastage, the usage of the new letterhead format and design described in this General Circular Letter can be implemented gradually. The Ministries, Federal Departments and Agencies should exhaust the stocks of existing letterhead before they start to use the new letterhead.


4.    Does this General Circular Letter apply to State Department, Local Authorities, and Statutory Bodies?

This General Circular Letter has been forwarded to the State Department, Local Authority and Statutory Bodies for their reference. The usage of this circular is subject to acceptance of these  authorities. However, the usage of Federal Government Coat-of-Arms in the letterhead shall comply with the "General Circular Letter No. 1 of 2005" dated 7th April 2005. (The Federation Coat-of-Arms can only be used by the Ministries, Federal Departments and Agencies).

5.    Is there any exemption given to the Ministries, Federal Departments and Agencies on the application of General Circular Letter?

The exemption on the application of General Circular Letter may be given to the Ministries, Federal Departments and Agencies if their core businesses are related to the affairs of national security and defence. They are permitted not to disclose information pertaining to their addresses, phone numbers and other communication information

6.    Which agencies  are allowed to use the Federation Coat-of-Arms?

The usage of the Federal Government Coat-of-Arms is subject to the "General Circular Letter No. 1 of 2005: Application of the Federal Government Coat-of-Arms". The usage of the Federal Government Coat-of-Arms is restricted to the government ministries, departments and officials of the Federal Government. State Department, Local Authorities, Federal Statutory Bodies and National Organizations are not allowed to use the Federation Coat-of-Arms. For further enquiry on the usage of the Federal Government Coat-of-Arms, please refer to the Protocol and International Conference Secretariat Division, Prime Minister's Department.


7.    How many types of logos can be placed on the agency's letterhead?

The new format of letterhead for Ministries, Federal Departments and Agencies only allows agencies to include two (2) types of logo in the letterhead i.e. Federation Coat-of-Arms and the logo of the Ministry. Federal Departments and Agencies under the Ministry may use:

i.    the Federation Coat-of-Arms and logo of the Ministry; or
ii.   the Federation Coat-of-Arms and logo of the Department/Federal Agency.

While for the State Department, Local Authorities, and Statutory Bodies who use this General Circular Letter as a guideline in designing and preparing the agency's letterhead, they are only allowed to include their agency's logo in the letterhead. (State Department, Local Authorities, and Statutory Bodies are not allowed to use the Federation Coat-of-Arms except with the consent of the Senior Deputy Secretary General, Prime Minister's Department).  

>> Example of The New Letterhead By Categories 


8.    Is it mandatory for agencies to display the number of the 1Malaysia One Call Centre (1MOCC) 03-8000 8000 as their general line on the letterhead?

In line with the implementation of the 1MOCC, the agencies need to use 03-8000 8000 as their general line when 1MOCC is fully implemented. Exception is given to the letterhead for the Head of Department to either use 03-8000 8000 or the Head of Department direct line  subject to acceptance by the Ministries, Federal Departments and Agencies.


9.    Are the agencies allowed to include the 1Malaysia logo, agency's motto, campaigns and awards as well as the recognition in their letterhead?

Government agencies are allowed to include the 1Malaysia logo, the agency's motto, campaigns and awards as well as the recognition in their letterhead. Position of the 1Malaysia logo, agency's motto, campaigns, awards and the recognition shall be within 30mm from the bottom of the letter.


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