2: Correspondence Standards and Procedures

Question 1

the correct order of headings for a standard letter are:

Answer 1

from, subj, ref

Question 2

How must all correspondence be before it is signed?

Answer 2

free of typographical errors and technically correct

Question 3

use pronouns and titles that are

Answer 3

gender neutral

Question 4

what must be included when your correspondence might prompt a reply?

Answer 4

POC, return tel #, email

Question 5

when writing to other NATO Forces what manual should be used?

Answer 5

STANAG Number 2066

Question 6

a “Via” addressee will always forward official correspondence with

Answer 6

an endorsement. It can be as simple as “forwarded” when no opinion or comment is needed.

Question 7

When individuals in the Marine Corps write to a higher authority, they should use which form?

Answer 7

NAVMC 10274 (AA) Form

Question 8

When should a window envelope not be used? (5)

Answer 8

classified,
national security,
personal nature, 
high-level officials, 
FOUO

Question 9

which resource can help with creating a form or guide letter?

Answer 9

Form and Guide Letters, an Information Resources Management Handbook by the General Services Administration (GSA)

Question 10

Reply directly to members of congress if…

Answer 10

They contact your activity on routine and non-policy matters.

Question 11

Correspondence from Congress shall be replied to within…

Answer 11

5 workdays of receipt, or if not possible, send an interim reaponse

Question 12

When responding to a Congressional Inquiry what additional documents must also be sent? And where?

Answer 12

Send response plus a copy to Congressional Inquiry, plus a blind copy to Chief of Legislative Affairs

Question 13

When replying to congressional correspondence, the opening line should read what?

Answer 13

Thank you for your letter of [date] concerning [issue]

Question 14

How should the closing line ready for a Congressional response?

Answer 14

If I may be of any further assistance, please let me know.

Question 15

Answer freedom of information act and privacy act requests…

Answer 15

within 20 workdays of receipt

Question 16

Only impose a ”reply by“ date if…

Answer 16

There is a compelling reason and allow plenty of time for answering and routing the letter

Question 17

What are two ways of following up on late correspondence replies ?

Answer 17

Forward the original with “TRACER” in top margin ;

Call or email that command

Question 18

Standard size paper for all letterhead stationary is

Answer 18

8.5x11

Question 19

Use command letterhead stationary for what types of matters?

Answer 19

Only for official matters;
the From line will only contain a title, never a name;
and only by those who have signature authority

Question 20

What size shall be the seal? And what seal shall appear?

Answer 20

1-inch diameter seal of the DoD

Question 21

It is appropriate to use abbreviations in the Address of the commands letterhead

Answer 21

No.
no abbreviations,
no punctuation,
all caps,

Question 22

Enclosures: what doesn’t belong?

Answer 22

No external documents are allowed to be enclosures

Question 23

How is the enclosure labeled?

Answer 23

In the lower right corner: Enclosure (1)

Page numbers are centered and two lines below the enclosure line. First page of enclosure is not numbered

Question 24

How should dates be written in standard letters?

Answer 24

Abreviated format in the senders symbol: 3 Feb 22

Standard format in the text: 3 February 2022

Question 25

When should you not abbreviate military title?

Answer 25

In the text of a press report

Question 26

Where can one find examples of punctuation capitalization spelling, etc?

Answer 26

Government Printing Office Style Manual

Question 27

Never split the name of…

Answer 27

A ship

Question 28

When proofreading…

Answer 28

Form first: margins, etc.
Typographical errors next
Lastly check for content

Question 29

Text should be in what size, font ?

Answer 29

10-12 point; Times New Roman

Question 30

Allowable ink colors:

Answer 30

Suggested for editing:
Red : CO
Green: XO
Purple: Admin
Others: Blue

Only use black or blue-black to sign