7: Correspondence Format

Question 1

what is the preferred font for official correspondence within or outside of the DOD?

Answer 1

Times New Roman

Question 2

A standard letter may have how many “Via” adressees and “Copy to” addressees?

Answer 2

Any number, but only one “To:” addressee

Question 3

Margins:

Answer 3

1-inch on all sides of all pages;
no right/center/fully justified text;
no proportional spacing
(except for directives: .5” footer)

Question 4

Sender’s symbol starts

Answer 4

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

Question 5

Who is the Action addressee?

Answer 5

The person whose title appears in the “To:” line

Question 6

What are the 3 parts to a sender’s symbol?

Answer 6

SSIC
Originator’s Code/serial: Ser NBSE/008
Date in abreviated format: 8 Mar 22

Question 7

The date of a letter should reflect

Answer 7

The date it is signed

Question 8

Order of heading

Answer 8

From:
To:
Via:
Subj:
Ref:
Encl:

Question 9

Spaces

Answer 9

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:”

Question 10

If 2 or more “Via:” addressees

Answer 10

Number each (1)
                          (2)

Question 11

T/F the subject line should be in all caps

Answer 11

True

Question 12

T/F - It is appropriate to use acronyms in the subject line.

Answer 12

False - no acronyms

Question 13

T/F - enclosing an existing stand-alone document belonging to another Navy organization or another Service as an enclosure is now allowed in directives.

Answer 13

True

Question 14

Each reference should be preceeded by

Answer 14

a lower case letter in parentheses

Ref: (a)

Question 15

How do you handle referencing something that was not dated?

Answer 15

type “(undated)” after the reference

Question 16

How do you reference a telephone conversation or a meeting?

Answer 16

“PHONCON”

“Mtg”

Question 17

T/F - an item may be listed in both reference line and enclosure line for clarity

Answer 17

False - never list an item in both lines

Question 18

How are acronyms handled within the text of a standard letter?

Answer 18

Spell out all acronyms the first time used, afterwards only use the acronym

Question 19

A signature page must have how many lines of text preceeding it?

Answer 19

At least two

Question 20

A paragraph may be broken accross a page if

Answer 20

There is enough room for at least two lines of text on both pages

Question 21

The signature line name is typed

Answer 21

In all caps except for prefex: McCLANAHAN

Question 22

Signature lines begin where on the page?

Answer 22

At the center of the page,
4th line below last line of text
First initial, Middle initial, last name

Question 23

When the Activity head signs a letter

Answer 23

Only their name will be in the signature line

Question 24

When a principal subordinate signs a letter

Answer 24

Include their title as the second line of the signature line

Question 25

When an individual is temporarily replacing the CO or subordinate who normally signs

Answer 25

Include “Acting” as the last line
Name
Title
Acting

Question 26

“By direction” is for what situation?

Answer 26

A subordinate formally authorized to sign official correspondence, but not by their title

Question 27

Copy to: is for whom?

Answer 27

Addressees outside your activity who need to know but not act on info.

Question 28

“Copy to” addressees are normally listed how?

Answer 28

In a single column at the left margin and single spaced below the “Copy to” line

Question 29

What are all the ways a long list of “Copy to” addressees can be listed?

Answer 29

Single column at the left margin
In columns
In paragraph style
Continued on a new page
Placed entirely on a new page

Question 30

What should be at the top of a multi-page letter?

Answer 30

Repeat the subject line at the top of each page. Continue the text on the second line below the subject line.

Question 31

Multipage letters are numbered how

Answer 31

Starting on the second page