7: Correspondence Format Flashcards
what is the preferred font for official correspondence within or outside of the DOD?
Times New Roman
A standard letter may have how many “Via” adressees and “Copy to” addressees?
Any number, but only one “To:” addressee
Margins:
1-inch on all sides of all pages;
no right/center/fully justified text;
no proportional spacing
(except for directives: .5” footer)
Sender’s symbol starts
SSIC is 2 lines below letterhead if “in reply refer to” is NOT part of letterhead; otherwise SSIC is next line down, 2” or more from right edge
Who is the Action addressee?
The person whose title appears in the “To:” line
What are the 3 parts to a sender’s symbol?
SSIC
Originator’s Code/serial: Ser NBSE/008
Date in abreviated format: 8 Mar 22
The date of a letter should reflect
The date it is signed
Order of heading
From: To: Via: Subj: Ref: Encl:
Spaces
2 after the “From:” 6 after the the “To:” 5 after the “Via:” 3 after the “Subj:” 4 after the “Ref:” 1 after the “Encl:”
If 2 or more “Via:” addressees
Number each (1)
(2)T/F the subject line should be in all caps
True
T/F - It is appropriate to use acronyms in the subject line.
False - no acronyms
T/F - enclosing an existing stand-alone document belonging to another Navy organization or another Service as an enclosure is now allowed in directives.
True
Each reference should be preceeded by
a lower case letter in parentheses
Ref: (a)
How do you handle referencing something that was not dated?
type “(undated)” after the reference
How do you reference a telephone conversation or a meeting?
“PHONCON”
“Mtg”
T/F - an item may be listed in both reference line and enclosure line for clarity
False - never list an item in both lines
How are acronyms handled within the text of a standard letter?
Spell out all acronyms the first time used, afterwards only use the acronym
A signature page must have how many lines of text preceeding it?
At least two
A paragraph may be broken accross a page if
There is enough room for at least two lines of text on both pages
The signature line name is typed
In all caps except for prefex: McCLANAHAN
Signature lines begin where on the page?
At the center of the page,
4th line below last line of text
First initial, Middle initial, last name
When the Activity head signs a letter
Only their name will be in the signature line
When a principal subordinate signs a letter
Include their title as the second line of the signature line
When an individual is temporarily replacing the CO or subordinate who normally signs
Include “Acting” as the last line
Name
Title
Acting
“By direction” is for what situation?
A subordinate formally authorized to sign official correspondence, but not by their title
Copy to: is for whom?
Addressees outside your activity who need to know but not act on info.
“Copy to” addressees are normally listed how?
In a single column at the left margin and single spaced below the “Copy to” line
What are all the ways a long list of “Copy to” addressees can be listed?
Single column at the left margin In columns In paragraph style Continued on a new page Placed entirely on a new page
What should be at the top of a multi-page letter?
Repeat the subject line at the top of each page. Continue the text on the second line below the subject line.
Multipage letters are numbered how
Starting on the second page
