Chapter 7 Flashcards
What are the margins for navy correspondence?
Allow l-inch top, bottom, left, and right margins on each page.
What is the preferred font for Navy Correspondence
Times New Roman.
If “in reply refer to” is printed on your activity’s letterhead paper,
type the Standard Subject Identification Code (SSIC) on the next line.
If “in reply refer to” is not printed on your activity’s letterhead paper,
type the SSIC on the second line below the letterhead, starting 2 inches or more from the right edge of the paper.
How many parts of a sender’s symbol are in a standard letter?
3 parts
What are the three parts of a sender’s symbol
- SSIC
- Originator’s Code Without Serial Numbers, Originator’s Code With Serial Numbers, Originator’s Code, By Itself or in a Serial Number, Originator’s Code With Serial Numbers.
- date
When does a letter not contain a “From” line?
With a letter that will be used with a window envelope.
Where do you type “From” in a letter?
at the left margin on the second line below the date line.
The text begins two spaces after the colon. If the entry is longer than one line, start the second line under the first word after the heading.
Should you use multiple titles in a letter?
No
Where does the classification marking go in the letter?
Right next to the serial number with no space.
What must be given tow classified letter?
A serial number.
When can a from line be omitted from a letter?
If a letter is used with a window envelope.
What is a “from” line composed of?
Activity head title and activities name
How many spaces after the colon in the “form” line do you start typing.
2
How many lines below the date do you start the “from” line in a letter?
2
How many spaces from the colon in a “to” line do you start typing?
6
Where does the “to” line begin?
One line below the “froml line
When do you use “via” in a letter?
Use a “Via:” line when one or more activities outside of your activity should review a letter before it reaches the action addressee.
Where does the “via” line go in a letter?
Below the “to” line.
How many spaces follow the colon in a “via” line?
5
When do you start numbering “via” addresses?
After 2
What does the “Subj” line consist of in a letter
The subject line consists of a sentence fragment that tells readers what the letter is about.
Do you capitalize every letter after the colon in the “Subj” line?
Yes
Do you use acronyms in a subject line?
No
How many spaces after “Subj:” do you start typing?
3
Do you avoid using “NOTAL” references if possible?
yes
When do you start typing “Ref:” line?
2 lines below the subject
When do you start typing after the colon in the “Ref:” line?
4
How do you label references and what do you do after 26 references?
a-z
if 26 or more aa, bb, etc.
What does naval correspondence need in regards to references?
(a) the SNDL originator short title,
(b) the type of correspondence (“ltr” or “memo”),
(c) the SSIC,
(d) the originator’s code by itself or in a serial number, and (e) the date.
EXAMPLE:
COMCARSTRKGRU NINE ltr 7200 Ser N00/124 of 17 Apr 15 USS PORTER ltr 5216 Ser DDG 78/437 of 7 Mar 06 (NOTAL)
CNO memo 5216 Ser 09B33/6U317731 (undated)
What does a business letter need in regards to references?
(a) the company name,
(b) the term “ltr”, and
(c) the date.
EXAMPLE:
Smith Widget Co. ltr of 14 Oct 05
What does an email need in regards to references?
(a) the SNDL originator’s short title,
(b) the term “e-mail,”
(c) the type of correspondence (“ltr” or “memo”),
(d) the SSIC,
(e) the originator’s code by itself or in a serial number, and (f) the date.
EXAMPLE:
OPNAV e-mail ltr 5216 Ser N4/158 of 21 Sep 06
What does a naval message need in regards to references?
(a) the originator’s Plain Language Address as shown in the “From:” line of the message (if listed, do not include the office code) and
(b) the complete date-time-group. When referencing general messages, include in parentheses the general message type (All Navy (ALNAV), Naval Administrative (NAVADMIN), All Marine Corps (ALMAR), etc.) and number/year.
EXAMPLE:
USS PORTER 071300Z Mar 15 NAS MERIDIAN MS 101300Z Mar 15 CNO WASHINGTON DC 111300Z Mar 15 (NAVADMIN 123/15)
What does a phone conversation need in regards to references?
(a) “PHONCON” or “Mtg”;
(b) the activity’s SNDL short title, the office code, the individual’s name, and
(c) the date. Follow the information for the first individual with a forward slash and repeat the information for the second individual.
EXAMPLE: PHONCON CNO (N09B2) Ms. Handy/COMNAVAIRLANT (N6) CDR Phillips of 17 Feb 15 Mtg CENSERVSUPP (N72C) YNCS(SCW/SW) Slaughter/NAVTECHTRACEN Meridian YNCS(SW) Fitzpatrick of 22 Apr 15
What does a Navy instruction need in regards to references?
(a) the SNDL short title combined with the term “INST” and
(b) the SSIC with the consecutive number and, if any, a revision letter. If referencing a large instruction, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.
EXAMPLE:
SECNAVINST 7510.1
(identifying an enclosure, chapter, section or paragraph of a reference in the text) “Reference (a), enclosure (3), paragraph 11a(2) requires …”
What does a Navy notice require in regards to references?
(a) the SNDL short title of issuer combined with the term “NOTE” and the SSIC,
(b) the serial number,
(c) the date, and
(d) the cancellation date enclosed in parenthesis (e.g., (Canc: Aug 08)). If referencing a large notice, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.
EXAMPLE:
OPNAVNOTE 5216 Ser 09B/6U709210 of 21 May 08 (Canc: May 09)
What does a DoD directive or instruction need in regards to references?
(a) the short title of issuer with either Instruction or Directive,
(b) the SSIC with consecutive number, and
(c) the date with the month spelled out. If referencing a large instruction or directive, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.
EXAMPLE:
DoD Directive 2000.1 of 6 May 2006
DoD Instruction 1995.1 of 4 April 2008
What does a DoD publication need in regards to references?
(a) the short title of issuer
(b) the publication number,
(c) the publication type,
(d) the title, and
(e) the date.
EXAMPLE:
DoDD 4000.25-R-1, DoD Logistics Data Element Dictionary/Directory, January 1990
DoDM 5200.01 Volume 3, DoD Information Security Program: Protection of Classified Information of 24 February 2012
What does a form need in regards to references?
(a) the issuer,
(b) the form number, and
(c) the issue or revision date.
EXAMPLE:
NAVPERS 1236/13 (03-06)
A report that has a Report Control Symbol requires what in regards to references?
(a) the report title,
(b) the issuer, and
(c) the report number.
EXAMPLE:
Injury Report (NAVJAG 5800-19)
A Navy publication requires what in regards to references?
(a) the issuer and
(b) the publication number.
EXAMPLE:
NAVPERS 15018
Code of Federal Regulations require what in regards to references?
(a) the title number,
(b) the term “CFR”,
(c) the part or chapter number, and
(d) the section number (optional).
EXAMPLE:
41 CFR 201-45.000
A Federal Register (FR) requires what in regards to references?
(a) the volume number,
(b) the term “FR”, and
(c) the page number.
EXAMPLE:
21 FR 623
A United States Code requires what in regards to references?
(a) the title number,
(b) the term “U.S.C.”,
(c) the section symbol (§) [Alt+0167], and
(d) the section number. Do not include spaces in the term “U.S.C.”
EXAMPLE:
28 U.S.C. §1498
An Executive Order requires what in regards to references?
(a) the term “E.O.” and
(b) the order number.
EXAMPLE:
E.O. 12564
Are “My” and “Your” Optional in references?
Yes
To cite an earlier communication between your activity and the action addressee, you may substitute a personal pronoun for the issuing activity. To prevent confusion, avoid “my” and “your” in the reference line of a letter that has more than one action addressee.
Do you ever list an item in both the enclosure line and reference line of the same letter?
No, Never list an item in both the enclosure line and reference line of the same letter.
Where does the “Encl:” section of a letter go in a letter?
Type “Encl:” at the left margin on the second line below the last line of the “ref:” heading.
How many spaces after “Encl:” colon do you start typing?
3 spaces
Do you use a numbering system with parenthesis even if you only have one enclosure?
yes
Do you spell out acronyms the first time they are used?
Yes. Within the text, spell out all acronyms the first time used. After first use, acronyms shall be used throughout the rest of the correspondence.
How do you format all paragraphs?
Start all continuation lines at the left margin. All paragraphs are single spaced and each paragraph or subparagraph begins on the second line below the previous paragraph or subparagraph.
What must be typed out in a signature line?
The preferred way to identify the signatory is by typing their first initial, middle initial, and last name. If the signatory does not have a middle name, use only their first initial and last name.
How do you format a signature line?
Start all lines of the signature line at the center of the page, beginning on the fourth line below the text.
How do you format a signature line for a principle subordinate authorized to sign by title?
When a principal subordinate authorized to sign by title, such as the chief of staff or deputy in a major command will sign the correspondence, include their title as the second line of the signature line.
EXAMPLE:
T. OPPEL
Deputy
How do you format a signature line for an individual who has been formally appointed to temporarily replace the commanding officer or a subordinate who signs by title?
When an individual has been formally appointed to temporarily replace the commanding officer or a subordinate who signs by title, include the term “Acting” as the last line of the signature line.
EXAMPLE:
V. E. WATSON S. V. MURPHY
Acting Deputy
Acting
What do you put under the name of a subordinate who is formally authorized to sign official correspondence?
Put the term “By direction” under the name of a subordinate formally authorized to sign official correspondence, but not by their title.
EXAMPLE:
I. K. WESLEY
By direction
What do you put underneath a signature line for an individual authorized to sign “By direction” for correspondence that will affect pay and allowances?
When the signatory is authorized to sign “By direction,” and the correspondence will affect pay and allowances, the signature line will include the signatory’s (a) name, (b) title, and (c) the phrase, “By direction of the [activity head].” (Insert the appropriate activity head title).
EXAMPLE: C. COLLINS, JR Executive Officer By direction of the Commanding Officer
How do you format the “Copy to:” line of a letter?
Type “Copy to:” at the left margin on the second line below the signature line.
How do you identify addresses in a “Copy to:” line?
Identify addressees by their SNDL short title and/or SNDL numbers shown there.
