Chapter 2 Flashcards
What type of pronouns should you use when corresponding?
Gender neutral
What must you include in correspondence?
point of contact, return telephone number, and e-mail address when your correspondence might prompt a reply or inquiry.
Do not use window envelopes that include:
1) Isclassified.
(2) Involves national security.
(3) Is of a personal nature.
(4) Is sent to high-level officials.
(5) Is FOUO.
When writing to other NATO Forces,
the format and abbreviations in NATO Standardization Agreement (STANAG) Number 2066, Layout for Military Correspondence.
Confirm your conversation with a what?
a short memorandum (also referred to as “memo”) to the other person or a “Memorandum For The Record” if issues of importance or policy are agreed upon during the conversation.
When there is no time to send important correspondence “Via” the chain of command and still meet a deadline, you may:
(a) Send correspondence via the chain of command, with an advance copy to the “To” addressee. To alert all addressees to this unusual routing, repeat the action addressee by Standard Navy Distribution List (SNDL) short title in a “Copy to:” line and include the term “(advance)” after the short title (chapter 7).
(b) Send correspondence directly to the “To” addressee with a concurrent copy to each intermediate addressee. Include in the text a statement like this: “A copy of this correspondence has been mailed directly to all addressees. Request “Via” addressees forward your endorsement(s) directly to….” Additionally, include the “Via” addressees by SNDL short titles in the “Copy to:” line.
A 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 higher
authority.
(3) Deal with certain aspects of military justice.
(4) Are required by law or regulation.
All delegations of signature authority will be what?
All delegations of signature authority will be made in writing and signed by the person delegating the authority.
In the absence of the commander/commanding officer/officer in charge, and where specifically authorized by law or regulation,
an officer who temporarily succeeds to command shall sign official correspondence with the term “Acting” typed below their name.
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.
When correspondence is in final form and the official that would normally sign the correspondence is unable to do so,
it is permissible to have the correspondence signed “for.”
Personnel authorized to use a signature stamp of someone else’s signature shall……
pen their initials next to each signature they stamp to authenticate the stamp.
When do you sign controls to correspondence?
Assign controls to only incoming mail that requires a response or has long-term reference value.
How many days should correspondence be answered within?
Normally, correspondence should be answered within 10 working days or as prescribed by the immediate superior in command or by the tasking authority for the response.
Correspondence from Congress shall be answered within what?
Correspondence from Congress shall be answered within 5 workdays of receipt.
