CH 7 CORRESPONDENCE FORMATS Flashcards
What kind of correspondence do you use to respond within the DOD?.
Use the standard letter format or one of its variations to correspond officially within or outside the DoD.
Which type of letter format sets the pattern for joint letters multiple-address letters endorsements directives and memorandums?
Standard letter format
Who is the action addressee on the standard letter format?
The person whose title appears in the “To:” line.
The standard letter may have any number of via address, copy to our both.
For directives, headers are 1 inch and footers are .5 inches.
on letterhead paper typing starts more than 1 inch from the top when the letterhead is printed.
If “in reply refer to” is printed on your activities letterhead type the SSIC on the next line.
If “in reply refer to” is not printed on your activities letter head paper type the SSIC on the second line below the letterhead starting 2 inches or more from the right edge of the paper
A authorized sender’s symbol for a standard letter has 3 parts: SSIC Code, Originators code/ with or w/o serial number and classification, and date.
A serial number is not required on unclassified correspondence
SSIC Codes are required on all Navy and Marine corpse letters messages directives memos forms and reports
An activity that uses serial numbers shall start a new sequence of numbers at the beginning of each calendar year and assigns numbers consecutively beginning with 001.
Date a letter on the same day it is signed.
What are the Classification Marks for correspondence?
C for Confidential, S for Secret, T for Too Secret.
What are the exceptions to requirements for using Identification Symbols?
- ) Letters to members of Congress or heads of government agencies.
- ) Letters of praise or condolences.
for Official Use Only (FOUO) applies to information that is not classified, but may be with held from the public under the FOIA.
*Never use “For Official Use Only” as classification to protect national security.
How is correspondence designated as FOUO?
Type “FOR OFFICIAL USE ONLY” centered at the bottom of the first and last page and any page the contains FOUO information.
For documents with cover or title pages, type, stamp, or print “ FOR OFFICIAL USE ONLY” centered at the bottom on the front cover and the outside of the back cover.
Format. Type “From:” at the left margin on the second line below the date line. The text begins two spaces after the colon.
Type “To:”at the left margin under “From:” (do not skip a line). Text begins four spaces following the colon.
The subject line on a standard letter should be 10 words or less and can consist of a sentence fragment that tells the reader what the letter is about.
Format. Type “Subj:” under last line of the previous heading. Two spaces follow the colon.
If the entry is longer than one line, line the second line under the first word after the heading.
Do not use the term “w/encl” to indicate that all addressees are being sent the enclosure.
Signature Line. Only the original letter , which goes to the action addressee, must be signed.
The last name appears in all caps with the exception of a last name beginning with a prefix. Ex. J. A. McBREARTY
