Correspondence Manual CH 7 Flashcards
What are the standard margins?
1 inch, top, bottom, left and right
What is the SSIC?
The Standard Subject Identification Code that most closely represents the document’s subject.
What correspondence MUST be given a serial number?
Classified
What format of date should be used for the sender?
Abbreviated: 6 Sep 2017
From: Line format?
Left margin, second line below the date line, text beings 2 spaces after the colon
To: Line format?
Left margin, 1st line below the From: line (do not skip a line), 6 spaces follow the colon
Via: Line format?
Left margin, 1st line below To: line, 5 spaces follow the colon
Subj: line format?
Left margin, on the second line under the previous heading, 3 spaces follow the colon
Ref: line format?
Left margin, second line below the Subj: line, lower-case letter in parentheses, 4 spaces follow the colon
Encl: line format?
Left margin, second line below the previous heading, 3 spaces follow the colon, use number in parenthesis before the description, even if you only have one
When does the Text of a letter start?
The second line below the Encl: line or previous entry.
Signature line format?
Center of the page, 4th line below the text, First and Middle initial and full Last name, all uppercase
Copy to: format?
Left margin, second line below signature line
What are the second to latter page margins?
1 inch with the Subj: line repeating at the top of the page on the left margin
Page numbering format?
Do not number a single page document. Center page numbers 1/2 inch from the bottom edge, starting with the number 2
What are the formats for denoting text or subparagraphs in a letter?
Start with number, then alternate letter and number i.e. 1. a. (1). (a).
When citing various types of references, what 5 things must be included?
Naval correspondence requires (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.
What 3 things are required when citing a business letter?
A business letter requires (a) the company name, (b) the term “ltr”, and (c) the date.
What 6 things are required when citing an email?
An e-mail requires (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.
What 2 things are required when citing a message?
A message requires (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.
What 3 things are required when citing a phone conversation?
A telephone conversation or meeting requires (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.
What 2 things are required when citing an instruction?
A Navy instruction requires (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.
What 4 things are required when citing a navy notice?
A Navy notice requires (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.
What 3 things are required when citing a DoD directive or instruction?
A DoD directive or instruction requires (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.
What 5 things are required when citing a DoD publication?
A DoD publication requires (a) the short title of issuer (b) the publication number, (c) the publication type, (d) the title, and (e) the date.
What 3 things are required when citing a form?
A form requires (a) the issuer, (b) the form number, and (c) the issue or revision date.
