***2019***SECNAV MANUAL M-5216.5 Flashcards
What is better than correspondence for working out details?
Conversations
Legible “pen and ink” changes to a piece of correspondence?
No longer acceptable
Via addressee will always fwd official correspondence with an endorsement. The endorsement may be as simple as the word _____ when no opinion is needed.
forwarded
For intermediate commands to see certain routine correspondence without having to endorse it, use what phrase instead of Via?
Copy to
For matters affecting the command use what kind of paper
plain bond
Window-envelope letter format has no ______ line?
“From”
What book contains standard responses that can save time?
Form and Guide Letters, an Information Resources Management Handbook
Use what letters that require no personnel touch?
Form
Pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation?
Guide letters
Use double-spaced drafts only when?
changes are likely
The Commander/CO/OIC must personally sign what docs?
- Establish policy
- Center on command’s mission or efficiency and are addressed to higher authority
- Deal with certain aspects of military justice
- Required by law or regulation
Requires some type of action, requires a response or has long term reference value?
Incoming Correspondence Controls
Date stamp all incoming controlled response, or has long-term reference value, WHEN?
The day it arrives
Use what to track correspondence?
OPNAV 5211/7 (document control card)
Correspondence should be answered within ____ working days?
10
Answer correspondence from congress shall be answered within ___ working days?
5
Send a blind copy of your final reply to?
Chief of Legislative Affairs
Date format for congressional correspondence?
June 19, 2009
There are how many methods to follow-up on late correspondence replies?
1) Fwd orig correspondence with “TRACER - [date]” in top right margin
2) Call/email
Navy/Marine Corps personnel are generally included in?
Subject line of the standard letter and in the first paragraph of business letter.
Do not capitalize every letter of a member’s last name except where?
Subject and Signature lines
Navy vs USMC names/rank/branch
RADM Corey M. Nasfell, USN, XXX-XX-2264/1110
(designator after social)
MAJOR Corey M. Nasfell, XXX XX 2264/0430 USMC
(rank spelled out, no hyphens, MOS after social)
Standard size paper for official letterhead stationary?
8.5 x 11
When using letterhead stationary, the “From” line will always contain _____ and not _____?
Command name
Name of individual
Letterhead stationary of the DON shall bear what size seal of the DoD?
one-inch in diameter
“DEPARTMENT OF THE NAVY” is located where?
Centered on the fourth line from the top of the page. Followed by centering activity’s name, address, nine-digit zip on succeeding lines
Try to keep letters short down to how many pages?
1
An enclosure marking is located where?
lower right corner
Type “Enclosure” and its number in parentheses
The page number is centered and ____ lines below the enclosure line
2
How should enclosure pages be numbered?
Second and later pages
number different enclosures independently
Retain how many official file copies of outgoing correspondence?
One
Military time is expressed how?
0001 to 2400
How many date formats are allowed in Navy correspondence?
Abbreviated format: 1 Feb 09 (senders symbol)
Standard format: 5 April 2009 (only used in text of letter)
Civilian format: May 5, 2009 (used in text and date)
Abbreviations?
e.g. - for example
i.e. - that is
etc. - et cetera
sonar - sound navigation and ranging
radar - radio detecting and ranging
When should a word never be hyphenated?
At the end of a page
never split the name of a ship
Margin size?
1”
Successive lines should not be hyphenated and no more than how many lines hyphenated?
3
Typeface for text?
Courier New 12-point is preferred
Why should black/blue-black ink be used?
Photocopiers pick up these colors well
