2: Correspondence Standards and Procedures Flashcards
the correct order of headings for a standard letter are:
from, subj, ref
How must all correspondence be before it is signed?
free of typographical errors and technically correct
use pronouns and titles that are
gender neutral
what must be included when your correspondence might prompt a reply?
POC, return tel #, email
when writing to other NATO Forces what manual should be used?
STANAG Number 2066
a “Via” addressee will always forward official correspondence with
an endorsement. It can be as simple as “forwarded” when no opinion or comment is needed.
When individuals in the Marine Corps write to a higher authority, they should use which form?
NAVMC 10274 (AA) Form
When should a window envelope not be used? (5)
classified, national security, personal nature, high-level officials, FOUO
which resource can help with creating a form or guide letter?
Form and Guide Letters, an Information Resources Management Handbook by the General Services Administration (GSA)
Reply directly to members of congress if…
They contact your activity on routine and non-policy matters.
Correspondence from Congress shall be replied to within…
5 workdays of receipt, or if not possible, send an interim reaponse
When responding to a Congressional Inquiry what additional documents must also be sent? And where?
Send response plus a copy to Congressional Inquiry, plus a blind copy to Chief of Legislative Affairs
When replying to congressional correspondence, the opening line should read what?
Thank you for your letter of [date] concerning [issue]
How should the closing line ready for a Congressional response?
If I may be of any further assistance, please let me know.
Answer freedom of information act and privacy act requests…
within 20 workdays of receipt
Only impose a ”reply by“ date if…
There is a compelling reason and allow plenty of time for answering and routing the letter
What are two ways of following up on late correspondence replies ?
Forward the original with “TRACER” in top margin ;
Call or email that command
Standard size paper for all letterhead stationary is
8.5x11
Use command letterhead stationary for what types of matters?
Only for official matters;
the From line will only contain a title, never a name;
and only by those who have signature authority
What size shall be the seal? And what seal shall appear?
1-inch diameter seal of the DoD
It is appropriate to use abbreviations in the Address of the commands letterhead
No.
no abbreviations,
no punctuation,
all caps,
Enclosures: what doesn’t belong?
No external documents are allowed to be enclosures
How is the enclosure labeled?
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
How should dates be written in standard letters?
Abreviated format in the senders symbol: 3 Feb 22
Standard format in the text: 3 February 2022
When should you not abbreviate military title?
In the text of a press report
Where can one find examples of punctuation capitalization spelling, etc?
Government Printing Office Style Manual
Never split the name of…
A ship
When proofreading…
Form first: margins, etc.
Typographical errors next
Lastly check for content
Text should be in what size, font ?
10-12 point; Times New Roman
Allowable ink colors:
Suggested for editing: Red : CO Green: XO Purple: Admin Others: Blue
Only use black or blue-black to sign
