Chapter 14 Flashcards
The principles of effective communication apply equally well to written and spoken communications T/F
True
What are the three most common and familiar ways to prepare all official and personal correspondence and memoranda
- Official Memorandum
- Personal letter
- Memorandum for Record
What writing format should you use to communicate with all DoD agencies
The official Memorandum
What writing format should you use to conduct official business with vendors or contractors outside the government when the personal letter isn’t appropriate
The official memorandum
Which should you use for an official memorandum printed letterhead, computer generated letterhead or plain bond paper
You may use any of them
For an official memorandum you may type or print on only one side and you must use black or blue ink . What size font should you use
10 - 12 point
You’ve made a minor typographical error while writing on official memorandum. How should you correct it.
Correct it neatly and legibly in ink. (Don’t redo correspondence to correct an error that does not change the intent)
What three captions for an official memorandum are typed in all caps, two line spaces apart, beginning four lines below the date or 14 lines from the top of the page.
MEMORANDUM FOR, FROM and SUBJECT (If you use computer generated letterhead without the DoD seal or plain bond paper begin 11 lines spaces from the top)
The FROM action on an official memorandum should contain the full mailing address of the function originating the correspondence T/F
True
In an official memorandum, type the text flush with the left margin, beginning two line space below the SUBJECT caption. Should you number and letter each paragraph
Yes
Type the signature element of an official memorandum at least three spaces to the right of page center , five lines below the last line of text. What should the signature element include
on the first line, the name I UPPERCASE, including Grad and service; on the second line the duty title and on the third line, the name of the office organization level (if not announced in the heading)
Where should you type “Attachments” on an official memorandum
Flush with the left margin, 10 lines below the last line of text or three lines below the signature element. (f there are two or more, number them in the order referenced in the MEMO)
In an official memo, what should you cite in the description of each attachment
The office of origin, type of communication, date and number of copies (in parentheses) if more than one
You are writing to an individual on a private matter to convey condolences. What writing format should you use.
The personal letter (Use this format when a personal touch, warmth or sincerity is essential)
How long should a personal letter be
Preferably no longer than one page
Which writing format includes salutation and complimentary close elements
The personal letter
The _____ is an informal document with a set format that notes certain actions or records information referring to a certain piece of correspondence
Memo For Record
What two MEMO for Record methods are used most often
The separate page MR and the explanatory MR
You are recording information from a telephone call. What writing format would you use
A separate page Memo for record
What information does a separate page memo for record recoard
Information usually passed on to coworkers verbally that should in this instance be recorded in writing and filed (its and in house document)
What line can be added to a separate page Memo for record to specifically target the addressee
A “MEMMO FOR” or “TO:” line
Should a separate page memo for record use official letter head
No, Type or write on a sheet of paper
Use ____ -inch margins all around in separate page Memo for Records
1-Inch Margins
Number paragraphs if there are more than one in a separate-page Memo For record. Is a full signature block required?
No, But it should be signed