Correspondence Flashcards
Sign all original correspondence in what color ink?
Blue
If you need to rush a memo include the word?
Advance
Delegation of Signature Authority, the CO must sign documents that?
Establish policy;announce change; Deal with certain aspects of Military Justice; are required by law
Do not use By Direction on?
Memo’s
Normally answer correspondence within?
15 workdays
If you can’t reply to correspondence within 15 days, send an interim reply within?
5 workdays
Respond to Congressionals which are of direct personal concern within
5 calendar days
Respond to Congressionals which are routine inquiries withing
10 calendar days
How many ink changes are permitted on a page?
2
If you dont receive an answer on time you may use a?
Tracer
Memo’s are to be used to?
Correspond within the Federal Govt
Letters will be used to?
Correspond with local/state gov’t, civilians and Industry
If the memo is 2 or more pages, what will appear on each page
Subject line, Date and SSIC
What’s the max amount of words you can use on the Subject line?
10 words
When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and
Type Sep Cover
Date format on a Memo?
3-Jan-00
Salutation to all male organization?
Gentalmen or Dear Sirs
Salutation to all female organization?
Ladies or Mesdames
Salutation to mixed gender?
Ladies and Gentlemen: Dear Sir or Madam
Date format for a business letter
Month year date “January 3, 2000”
In the case of a short letter less than 8 lines or 100 words
Double spacing is recommended
Use what for the Complimentary close?
Sincerely
Start all lines of the signature block at the center of the page beginning on the?
4th line below Sincerely
Begin with what when the signer has been formally appointed to temporarily replace either the commanding officer
Acting
The word ____ is typed two lines below the signature line.
Enclosures
What letter is usually less than 8 lines or 100 words?
Short letter
Use side margins of up to _____ on Short letters
2 inches
If a short letter is less than 8 lines then?
Doublespace
Margins for flag letters are set at?
1 inch all around
Three types of endorsements?
Same Page; New Page; Signature Endorsements
No 2 words hurt Coast Guard writing more than?
it is
Where does the reference line appear?
On second line below the subject
Where does the enclosure line go?
Two lines following the last paragraph
Where does “sincerely” go on a business letter?
Second line below the text
Use short paragraphs
Long paragraphs swamp ideas
