1 Flashcards
When is a basic ltr used?
To correspond with other CG or DOD units.
What is the format of the reference block?
Lft margin on 2nd line below subj. three spaces after the colon a lower case ltr in parenthesis for even a single reference, use abbreviations freely, and use punctuation rarely.
What are standard forms?
Forms prescribed by a federal agency and approved by GSA for mandatory use.
How many lines must be carried over to have a second page of a ltr?
2 or more.
What copies of the rapidraft ltr are sent to the addressee?
Original and blue.
How long is an unimportant and minor memo kept for?
2 yrs
Are SSIC’s shown on the CG ltr
Yes, the file number is put on each page.
What manual contains long titles and abbreviations?
SDL.
How do you address a military mbr the first and subsequent times in a ltr?
1st YNC john P. Jones 123 45 6789, USCG, 2ND IS YNC Jones.
Proper format for the from block?
CO long titlee, unit name, geographic location (w/o state or zip) on lft margin 2nd line below date.
On a business letter, what is the proper format for the date block?
Month (spelled out) day year (spelled out)
How are paragraphs referenced in a basic ltr?
(1)(A).
What is the format of the copy block?
Lft margin 2nd line below encl. Use short title.
When do you number via addressees?
If you list two or more.
Where is the attention line indicated on a business letter?
2nd line of the address.
What is the order of a memo?
From, to, via, subj, ref, text, encl, copy.
Who may sign a CG ltr?
CO, or authorized subordinate.
How many action addresses can go on a basic ltr?
1, more would require a multiple address ltr.
What is the numbering sequence for a CG ltr?
Only number the 2nd and more pages never the first or single.
What is the copy blokc for?
To list addresses outside your unit that look at a ltr but don’t need to act on it.
If used where is the serial number shown?
On the line below the SSIC.
When would you use an enclosure?
To prevent a ltr from becoming too detailed.
What is the format of the enclosure block?
Lft margin ENCL: with two spaces and a number in parentheses for each even a single enclosure.
How many copies does a rapiddraft have?
Two plus one original.
What does the copy block look like when not receiving an encl?
Copy: w/o encl, or Copy: W/o encl (2) and (3).
Where is the SSIC on a CG ltr?
Fourth line below the phone number.
What is the max # of action addresses on a memo?
20.
2nd and succeeding pages of a CG ltr shall have what on them?
SSIC, date, and subj.
When would a postcard be used?
For simple correspondence such as announcements.
What is the max number of action addressees on a multiple address ltr?
5, with 6 or more becoming a memo.
When is the complete address used?
For a window envelope, or when kept on file for future use.
How do you show an enclosure under a separate cover?
Encl: (4) Sep Cover.
How many dys to answer routine correspondence?
15 working dys unless another time period is specified.
How is the CO’s signature block formatted on a basic ltr?
Name in all caps nothing below it.
How do you add reference when you are an action addressee?
By continuing any sequences begun earlier.
What color copy of a rapiddraft is the file copy?
Yellow.
How far below the text of a ltr is does the signature line go?
Four lines.
When endorsing a ltr but not adding anything what do you do?
Use a signature endorsement
When is the CO required to sign?
When required by law, when it establishes policy, for certain military justice matter, or when making a change to a units mission.
What salutation is used for congress and business ltrs?
Sincerely on the second line below the text.
How long must a ltr be before it should be indented?
At lease 2 paragraphs.
What is the format for the subj line?
Lft margin 2nd line under the last line two spaces after the colon, and begin capitalizing every word (it is a sentence fragment usually 10 words or less).
What does the abbreviation Notal stand for?
Not to all.
What manual contains the format of a msg?
Telecommunication manual.
How do you reference a rapiddraft ltr?
Your rpdltr 1070 of 93Feb14.
What is the max number of staff digits at a district?
10.
How do you reference a previous letter?
Your ltrXXXX(ssic) of (date).
Who would get a courtesy copy of a ltr?
When one has been requested, or when corresponding with a member of congress.
When do you use a business ltr?
To correspond with agencies outside the CG or DOD or with insiders when a more personnel touch is needed.
Which copy of a letter is signed?
Only the original.
Is there a from block on a business ltr?
No, must have a letterhead.
What is a rapiddraft ltr used for?
Routine correspondence not requiring action.
What is a memo used for?
Interoffice informal correspondence, or within DOT.
How long do you keep things that are short lived or minor?
No record is required.
On what date is a CG ltr dated?
The day it is signed.
Where does the via line go on a CG ltr?
2nd line below the to block it looks lie (Via: 3 spaces follow), use chain of command precedence when numbering.
How long should paragraphs be?
4-5 sentences.
How many words should a sentence contain?
20 or less.
Is the copy line of a business ltr long or short title?
Long title
What is a msg directive and what type of directive is it?
Aldist/Alcoast and they are comdtnotes
How do you mark an enclosure?
Mark an enclosure on the first page only, lower right corner (Encl (1)).
What are the lft and right margins for a directive?
¾ lft justified & ½ right unjustified.
If applicable which paragraph of a comdtinst contains any report required?
Last paragraph.
When is the copy block used?
When there is not enough time to go through the chain.
What type of ink is allowed to be used for signature?
blue
When would you use a blind copy?
For addressees inside your unit with no action necessary.
On a business ltr how does the date appear?
September 16, 2001
How are paragraphs indented?
4 spaces and type on the 5th.
What is to be avoided regarding references?
Complicated references (use only ones that bear directly on the subject at hand).
What type of sentences should be used at the beginning of a ltr?
Short ones.
What are the rules regarding the use of anacrynims?
Use sparingly with insiders (spell out the first one). Avoid use entirely with outsiders. If using 2 or less times then spell out each time.
What are the top and bottom margins of a ltr?
1 inch.
How would you address a situation where there were via addressees to be gone through but the action addressee needed to see the ltr asap?
In the copy block list the action addressee (Copy: CGDONE advance).
How are envelopes addressed?
Start 1/3 fm top left using dark blue or black ink.
How do you obtain clearance for correspondence?
Four ways sequential clearance (form cancelled), Concurrent clearance (CG-4590), conference clearance and electronic clearance (procedures being developed)
How many pen and ink changes are allowed?
2 per page.
Is a via address permitted on a rapiddraft?
No.
When using a facsimile stamp what should you do?
Initial each time you stamp.
When using a business ltr when would you double space?
When it is a short ltr, 8 lines or less
Can you omit the SSIC when doing a same page endorsement?
Yes.
When writing outside the CG how do you address rank?
Always spell it out.
When would you not use sincerely in the close of a business ltr?
When addressing the president you would use “Respectfully”.
How would you must an idea?
By putting it in the middle of a paragraph.
What are mini sentences?
An occasional sentence of six words or less (it slows down readers and emphasizes ideas).
What three requirements must be met before a window envelope is used on a business ltr?
Address must take no more than 4 lines, no line may extend past the middle of the page, letter and enclosures must be unclassified.
What can be done to make a short business (8 lines or less) letter look normal?
Start address 2 lines below the date, use 2 inch side margins, and double space.
What do you do with the date in the text of a CG Memo?
Spell it out (Day Month Year).
How many days do you have to respond to a congressional regarding a direct personal concern of the congressperson?
5 Days (manual does NOT say calendar or working days).
How many days to respond to a congressional routine CG Ops and Policy?
10 Days (manual does NOT say calendar or working days)
What is the general limit on a short business letter?
8 lines or 100 words.
When formatting a directive, what do you use to format your documents text?
Styles
When drafting a directive, what is the maximum number of subheadings you may have?
No more than 6 levels.
Should the subject line for an Instructive/Directive be classified or unclassified?
Unclassified.
How would you note documents received via fax that have the same authority as if they were the original?
ACTION COPY; DO NOT DESTROY
Since the sequential clearance form has been cancelled, how does the correspondence manual recommend you obtain clearance sequentially?
List staff symbols 2 “ from bottom of last page of file copy
To shorten the routing for a clearance, which type of clearance should you use?
Concurrent
In a CG Memo, on the date line, should the year be in 2 digit or 4 digit format?
Either