CH2 CORRESPONDENCE STANDARDS AND PROCEDURES

Question 1

Correspondence Standards: Avoid stereotyping men and women based on gender. Use pronouns and titles that aregender neutral.

Answer 1

Do not write unless you must. A conversation in person, by telephone, or by electronicmail (e-mail) often saves two letters - the one you would have written and the other person’sresponse

Question 2

Conversations are often better than correspondence for working out details.

Answer 2

Confirm your conversation with a short memorandum (also referred to as “memo”) to the other person ora “Memorandum For The Record” if issues of importance or policy are agreed upon during theconversation.

Question 3

. Always include a point of contact, return telephone number, and e-mail address whenyour correspondence might prompt a reply or inquiry.

Answer 3

When writing to other NATO Forces use the format and abbreviations in NATO Standardization Agreement (STANAG) Number 2066,Layout for Military Correspondence. S

Question 4

A “Via” addressee will always forward official correspondence with an endorsement.

Answer 4

Send correspondence directly to the “To” addressee with a concurrent copy toeach intermediate addressee.

Question 5

List any cognizant addressees in the “Via:” line when it is determined that theyshould see a letter before it reaches the “to” addressee.

Answer 5

Include intermediate commands as “Copy to” addressees instead of “Via”addressees if you want them to see certain routine correspondence without having to endorse it.

Question 6

When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in standard letter format.

Answer 6

Facsimile Machines. Facsimile machines provide a fast and reliable means for sendingofficial correspondence

Question 7

E-mail. You can use e-mail for formal and informal correspondence.

Answer 7

Window Envelopes. Window envelopes eliminate the cost of addressing envelopes andthe risk of putting letters in the wrong envelopes.

Question 8

It should be noted that the window-envelope letter format has no “From:” line, so every copy that goes outside your activity must be on letterhead to show itsorigin.

Answer 8

Do not use a window envelope for material that:(1) Is classified.(2) Involves national security.(3) Is of a personal nature.(4) Is sent to high-level officials

Question 9

Periodically review correspondence for recurring, routine topics that can be addressed with a standard response.

Answer 9

Use form letters when possible for routine matters that require no personal touch.Avoid form letters when expressing sympathy, apology, or appreciation.

Question 10

Use double-spaced drafts only when changes are likely, perhaps because a subject iscontroversial or a policy statement needs precise wording.

Answer 10

Signature Authority. Delegate signature authority to the lowest legal and practical level.

Question 11

The commander/commanding officer/officer in charge must personally sign documents that:(1) Establish policy.(2) Center on the command’s mission or efficiency and are addressed to higherauthority.(3) Deal with certain aspects of military justice.(4) Are required by law or regulation.

Answer 11

An individual who signs correspondence under delegated authority will use the term “By direction” typed below their name when signing documents under this delegated authority.

Question 12

In the absence of specific sub-delegation guidance, delegated signature authority shall not be sub-delegated.

Answer 12

Acting for an Official Who Signs by Title. When the signatory has been formally, but temporarily, appointed to replace an official who signs correspondence by title rather than “By direction,” the word “Acting” is typed below the typed name.EX: J. SMITHDeputyActing

Question 13

Personnel authorized to use asignature stamp of someone else’s signature shall pen their initials next to each signature they stamp to authenticate the stamp.

Answer 13

Controlled correspondence is correspondence thatrequires some type of action, requires a response, or has long-term reference value.

Question 14

Date stamp all incoming controlled correspondence on the day it arrives atthe command. It is a good practice to date stamp all incoming correspondence, not just controlled correspondence.

Answer 14

Assign controls to only incoming mail that requires aresponse or has long-term reference value. Incoming action correspondence should be routed directly from the correspondence management office to the action office.

Question 15

**Normally, correspondence should be answered within 10 working days or as prescribed by the immediate superior in command or by the tasking authority for theresponse.

Answer 15

Correspondence from Congress shall be answered within 5 workdays of receipt.

Question 16

If a response cannot be provided within 5 days, send an interim response that acknowledges receipt of the correspondence and provides an estimated date when a final response will be sent.

Answer 16

The date format is month day, year (i.e., June 19, 2009).

Question 17

When responding to a Congressional request, the closing line in the text of theresponse should read, “If I may be of any further assistance, please let me know.”

Answer 17

Answer Freedom of InformationAct (FOIA) requests and Privacy Act requests within 10 workdays of receipt.

Question 18

If a response cannot be provided within 10 days, send an interim response that acknowledges receipt of thecorrespondence and provides an estimated date when a final response will be sent.

Answer 18

Trace Late Replies: Fwd a copy of original letter with the term “TRACER”- Date written or stamped in top margin or contact the CMD the letter was originally sent by phone or email.

Question 19

Limit the use of the SSN of aService member or civilian employee of the DoD unless essential for identification andauthorized for use by authority ofExecutive Order 9397.

Answer 19

Never use or provide the SSN of a Service memberor civilian employee of the DoD when corresponding with an individual or agency outside of the DoD.

Question 20

The only exception to this policy is if the individual involved gives written permission torelease his or her SSN, or the incoming correspondence you are responding to includes theindividual’s SSN.

Answer 20

Identifying Navy and Marine Corps Personnel. This information is generally included in thesubject line of the standard letter and in the first paragraph of the business letter. Fully identifythe member when you first mention him or her.

Question 21

Do not capitalize every letter of a member’s last name, except in the subject and signature lines.

Answer 21

Capitalize the words “Sailor,” “Marine” and “Service member” when referring to members of the U.S. Navy or U.S. Marine Corps.

Question 22

Abbreviated rank for officers and rate and warfare designator for enlisted personnel(e.g., AD1(AW), BM2(SW), CSSN(SS)) with no space between rank/rate and warfare designator,

Answer 22

Examples for Officer and Enlisted:OS2(SW) James D. Brown, USN, XXX-XX-1234CDR Gilbert L. Williams, USN, XXX-XX-2222/1110-designator for officer

Question 23

USMC Example: Major/Sergeant K. Allen XXX-XX-1234/0403(MOS) USMC

Answer 23

The standard size paper for all official letterhead stationery is 8-1/2 inches by 11 inches.

Question 24

Use command letterhead stationery only for official matters of the command.

Answer 24

Printing names of officials on letterhead stationery is prohibited.

Question 25

When using letterhead stationery, the “From:” line will always contain the title of the activity head and command name. The “From:” line will never contain the name of an individual.

Answer 25

Do not use letterhead as personal stationery. For example, CDR Baker, captain ofthe ship’s basketball team, may not use it for matters involving the team.

Question 26

The use of letterhead is authorized for commanders, commanding officers, officer’sin charge and directors or those who have signature authority for commands that are represented in the SNDL.

Answer 26

Letterhead stationery of the DON shall bear a one-inch in diameter seal of the DoD.

Question 27

Other seals, emblems, insignia, decorative or emblematic devices shall not be incorporated.

Answer 27

) The letterhead begins with “DEPARTMENT OF THE NAVY” centered on thefourth line from the top of the page.

Question 28

Center the activity’s name, address, and nine-digit zip code on succeeding lines. Do not use abbreviations or punctuation in the address.

Answer 28

Enclosures must be marked on the first page; however, you may mark all pages. An enclosure marking goes in the lower right corner, whether the text is arranged normally or lengthwise.

Question 29

Number only second and later pages. If you haveseveral different enclosures, number the pages of each independently.

Answer 29

Avoid “just in case” copies and whole batches of 10 or 15 copies when you can pinpointthe quantity precisely

Question 30

Avoid redundant file copies. Keep official command files in one central location tosimplify access. Retain one official file copy of all outgoing correspondence.

Answer 30

Express military time in four digits based on the 24-hour clock.The time range is 0001 to 2400. Do not use a colon to separate the hour from the minutes

Question 31

***There are three date formats allowed for use in Navy correspondence.

Answer 31

The abbreviated format and the standard format are used when corresponding with other military organizations.

Question 32

The civilian format is used when corresponding with Congress, civilian agenciesand businesses, and individuals.

Answer 32

Approved Military time formats-Abbreviated Format: 1 Feb 09-Standard Format: 5 April 2009

Question 33

do not use a zero preceding the numerals 1 through 9 when the day is single digit

Answer 33

Standard Format. The standard format is only used in the text of correspondence.

Question 34

The abbreviated format is only used as part of the sender’ssymbol, or in the absence of the sender’s symbol, as the date for the letter.

Answer 34

The civilian format is used as both the date of the correspondence andin the text. Do not use an abbreviated civilian format

Question 35

Civilian Format:- May 5, 2009

Answer 35

Do not abbreviate military titles in the text of press reports

Question 36

Use hyphens sparingly; a slightly uneven right marginis preferred over hyphenated words.

Answer 36

Never hyphenate a word at the end of a page.

Question 37

If afull name must be split, do so after the first name, when there is no initial, or after the initial.

Answer 37

Never split the name of a ship.

Question 38

Proofreading Checks as followed:(1) Is letterhead correct/straight?(2) Are the margins 1 inch?(3) Are page numbers centered 1/2 inch from the bottom of the page?(4) Is there enough/too much room for the date?(5) Are paragraphs aligned/indented properly?(6) Are paragraphs sequentially numbered/lettered?(7) Are enclosure markings correct?(8) Are more than three lines hyphenated, and are successive lines hyphenated?

Answer 38

. Typeface. For text, use 10 to 12 point font size. Courier New 12-point is the preferred fontstyle and size for official correspondence (e.g., directives)

Question 39

Fonts like Arial, Times NewRoman or CG Times may be used for informal correspondence.

Answer 39

Bold, underline, script, anditalics may be used for occasional emphasis, but not for entire letters.

Question 40

Color of Ink. Only use black or blue-black ink to sign correspondence. Photocopiers pick up these colors well.

Answer 40

Use hyphens sparingly; a slightly uneven right marginis preferred over hyphenated words.