Chapter 2- Technical Administration Flashcards
Documents and correspondence that are covered are what?
1.) Correspondence
2.) Awards
3.) Fitness Reports
4.) Reports and Forms
5.) Records Management
6.) Local Practice Documents (Command Recall Listing (Social Roster), Telephone Directories, Muster Reports, Officer Social Roster, Leave and Liberty and Plan of the Day/Week
What are types of Navy Correspondence?
Standard Letter
Joint Letter
Multiple-Address Letter
Endorsement
Memorandum
Business Letter
Instructions to type a Standard Letter
1.) Start the “From” line on the second line below the date line. The date may be typed or stamped
2.) Do not start a paragraph at the bottom of the page unless at less two lines of text will remain on that page and at least two lines of text will carry over to the next page
3.) Do not number the first page, number only succeeding pages
4.) Start typing on the sixth line (1-Inch top margin)
5.) Continue the text on the second line below the subject line
6.) “Copy To” addresses appear on all copies. “Blind copy to” addresses, as well as the identity of the writer and typist, appear on internal copies only
7.) A standard letter uses no complimentary close
How to prepare a Joint Letter
1.) A joint letter may be used to establish an agreement between two or more activities or for other matters of mutual concern. To prepare a Joint Memorandum, replace JOINT LETTER with JOINT MEMORANDUM above the “From” line
2.) On plain bond paper, list the command titles in the letterhead so the senior is at the top. If the activities are in different cities or states , follow each title with its Standard Navy Distribution List address
3.) Arrange signature lines so the senior official is at the right. Place the signature line of the third cosigner in the middle of the page. The senior official signs the letter fast.
4.) If your activity is the last to sign, send copies of the signed letter to all cosigners
5.) The originators of the joint letter are both identified in the letterhead, with the senior originating command on top. The originator blocks are located two spaces below the letterhead. The senior originating command’s information appears flush with the right margin while the junior originator is flush to the left. The words JOINT LETTER are typed two lines below the date.
How to write a multiple-address letter using the “To” Line
1.) Multiple-Address letter is addressed to four or fewer activities individually identified in the “To” line, or as a group in the “Distribution” line. The letter is typed like a standard letter, with the exception that more than one title is listed in the “To” line, in seniority order. Begin each new title on its own line
2.) If you have four addressees or fewer , list all of them the “To” line starting one beneath the other. If you have more than four addressees, list all of theme in “Distribution” lines as shown on the next page
3.) Use only long titles in the “To” line
Multiple Address Letter using “Distribution” Line
4.) Omit the “To” line and add a “Distribution” line if you have more than four action addresses or if you vary the number of copies to any of the addressees
5.) You may list addressees in the “Distribution” line by:
a. SDNL short titles
b. Collective titles
c. Both collective and SNDL short title
6.) Usually list “Distribution” and “Copy To” addressees in single columns. Addressees may be listed in paragraphs or columns to keep a letter from going to another page
Multiple Address line using a “To” and “Distribution” line
- Use both the “To” line and “Distribution” line in the same letter when you show a group title whose distribution is relatively unknown. Place the group title in the “To” line and identify each member in a “Distribution” line
Serial Numbers
A serial number is not required on unclassified correspondence, but it is required on ALL classified correspondence created by your activity.
1.) For classified correspondence, start with the originators code immediately under the SSIC followed by a forward slash with no spaces before or after the slash , the classification is classified, (C for Confidential, S for Secret and TS for Top Secret) then the next unused serial number for the current calendar year
Classification markings
1.) Each paragraph shall be predicated with a portion marking
2.) Identify the classification of each paragraph. This subparagraph is marked as SECRET as indicated by the (S) Portion marking
3.) Classification markings eliminate doubt as to which portions of a document contain or reveal classified information
4.) (U) Stamp or type the letter’s highest classification of the information contained in the letter, in the center of the top and bottom margins, known as the banner lines. Assign a serial number bearing the initial of the highest classification
5.) On the first page of a letter that contains classified information, include the classification authority block (CAB). Comply with requirements in DoDM 5200.01, V-2, Enclosure 3, Section 8c, (1) and (2) when multiple sources are cited in the “Derived From” line of the CAB.
When typing an unclassified letter that has a classified enclosure the following basic requirements apply:
1.) Stamp or type the banner line with the highest classification of information, in the center of the top and bottom margins of the letter of transmittal
2.) The transmittal document will contain a statement indicating it is unclassified when separated for classified enclosures. Stamp or type the statement in the center at the bottom of the page, below the banner line.
EXAMPLE:
“UNCLASSIFIED when separated from classified enclosures” or
“UNCLASSIFIED when Enclosure 2 is removed
3.) The unclassified transmittal document does not require portion marking or a CAB
Endorsement
An endorsement is used when a letter is forwarded via your activity. When a letter comes to your activity because you are a “Via” addressee, your command must provide an endorsement to forward comments, recommendations, or information to the other addressees.
How to prepare an endorsement:
1.) An endorsement may be added to the bottom of a basic letter, or to a previous endorsement if (a) All of the endorsement will fit on the page and (b) it is sure to be signed without revision
2.) A same-page endorsement may omit the SSIC, subject, and the basic letter’s identification if the entire page will be photocopied. However, these elements are required on all new page endorsements, such as the one on the next page
Memorandum for the Record
1.) Use a MFR to record information in the record that is not recorded elsewhere. Examples include such things as results of a meeting, telephone conversations, oral agreements, and other relevant information
2.) Type or handwrite these most informal memorandums. If it is only two or three lines , include it on the file copy of your document. Leave out the subject line if you add your MFR to the file copy
3.) A full signature line and identification symbols are not required: however, it should be dated, signed and show the signer’s organizational code
Plain Paper Memorandum
1.) The plain-paper “from-to” memorandum may be used within your activity. It is no more formal than the memorandum form, but it is more flexible when there are multiple addresses, via addressees, or both
2.) The only identification symbol you need is the date, unless local practice calls for more. Start typing the date on the sixth line, flush with the right margin
3.) Prepare a plain-paper memorandum on white bond.
Letterhead Memorandum
1.) When used in an activity, the letterhead memorandum provides more formality than the printed memorandum form or the plain-paper memorandum
2.) A letterhead memorandum may be sent outside your activity if:
a.) Direct liaison
b.) The matter is routine, and
c.) The memo neither makes a commitment nor takes an official stand
3.) Generally follow the standard letter format, but type “MEMORANDUM near the signature line
Memorandum Agreement
1.) On plain bond paper, type the command titles so the senior is at the top. If the activities are in different cities or states, follow each title with its address
2.) Center “MEMORANDUM OF AGREEMENT” on the second line below the date line. Center “BETWEEN” on the next line and follow with the names of the agreeing activities. To prepare “Memorandum of Understanding” substitute those words for “Memorandum of Agreement”. If your agreement is two or more pages long number and letter paragraphs and subparagraphs the same as a standard letter
3.) Arrange signature lines so the senior official is at the right. Type a signature line above the signature lines.
4.) If your activity is last to sign, send copies of the signed agreement to all cosigners
