M5216.4D THE COAST GUARD CORRESPONDENCE MANUAL

Question 1

What is the routing form used to avoid repeated corrections

Answer 1

Digest, Form CG-4229

1

Question 2

What names are italicized

Answer 2

The names of aircraft, vessels, and
manned spacecraft

1

Question 3

Describe proper spacing for correspondence

Answer 3

1. Between sentences one or two spaces may be used after the period, as long as it is consistent throughout the document.
2. Paragraphs are typically left justified and single spaced.
3. A space (1 line) is placed between each paragraph.
4. If providing a hyperlink at the end of a sentence, it is best to leave an extra space before the period so the punctuation does not become part of the hyperlink and the reader may easily link to it. For example, visit the Coast Guard official website at
   www.uscg.mil/ .

2

Question 4

What is the format for a date stamp in a memo

Answer 4

4 January 2030 or 4 Jan 2030

2

Question 5

What is the format for a date stamp in a letter

Answer 5

January 4, 2030

2

Question 6

What is a wet signature

Answer 6

original handwritten signature

2

Question 7

What is a S signature

Answer 7

made by non-handwritten means through electronically or by typing and is placed in between two forward slash keystrokes

is primarily used in the Coast Guard for
electronic messages, directives, and other openly published documents. The Ssignature may be used in general email correspondence where creating a signature
may be more difficult

p 21

Question 8

The Coast Guard defines stationery as what

Answer 8

paper stock used for official letterhead, which includes return addressed envelopes

4

Question 9

Format addresses on envelopes with a uniform left margin and a maximum of ____ characters and spaces per line.

Answer 9

47

5

Question 10

What is the correct font for envelopes

Answer 10

must be block style and not stylized. Use Times New Roman, Courier, New Font or similar simple sans serif. Return addresses may be either preprinted in similar style, affixed with a label, printed, or stamped in black ink. Handwritten addresses are unacceptable

5

Question 11

Official mail return addresses must notate in what style lettering (“DEPARTMENT OF HOMELAND SECURITY”) in the upper left corner, directly above the return address and also notate “OFFICIAL BUSINESS” in the upper left corner, directly below the return address.

Answer 11

in bold

5

Question 12

On official mail, limit the address to a maximum of how many lines

Answer 12

5

p 5

Question 13

What size envelopes should be used for mailing

Answer 13

Use number 10 standard letter size envelopes whenever
possible

6

Question 14

For email etiqutte Email fonts and contrasts must be easily readable in standardized what

Answer 14

dark ink, with an 11 to 12 font size

p 7

Question 15

What provides guidance on the four and five digit numbers that represent common Coast Guard subjects

Answer 15

The Standard Subject
Identification Codes (SSIC)

p 9

Question 16

What goes on each page of a memorandum or letter

Answer 16

SSIC (standard subject identification code

p 9

Question 17

How do you file all correspondence

Answer 17

Be sure to file all correspondence by SSIC and date, in chronological order for the calendar year

p 9

Question 18

Where are the SSIC codes found

Answer 18

Information and Lifecycle Management Manual, COMDTINST M5212.12 (series) contains Coast Guard SSIC codes

p 9

Question 19

Samples, Forms, and Templates: The Coast Guard has specifically created
templates for each correspondence type contained in this Manual. Where can they be found

Answer 19

These templates are accessible from the CG-612 Directives and Publications page on the CG Portal listed under Correspondence Templates. Appendix C provides select correspondence samples

p 9

Question 20

What font size and type are set for official correspondence

Answer 20

Use 12 font point size “Times New Roman” for official correspondence, unless authorized by another authority.

p 10

Question 21

For correspondence on standard size paper, what size margins are used

Answer 21

1 inch top, bottom, left, and right margins on each page

p 10

Question 22

For Directives, the what size margins are used

Answer 22

left justified margin should be 1 inch, the right unjustified margin should be no less than ¾ inches, and the top and bottom margins should be 1 inch, with the header and footer at ½ inch

p 10

Question 23

What color ink should be used in print and electronic for official business

Answer 23

Black ink on white paper is the preferred choice for official business content. Date stamps, when applicable, may be in black. Electronic content shall ensure color contrast meets Section 508 standards

p 10

Question 24

What is the turn around rate for high priority and routine correspondence

Answer 24

High priority correspondence has a
10 business day turn around, while routine and general public correspondence has a 15 business day turn around

p 11

Question 25

What are the categories for department level memoranda

Answer 25

3 total: 1.Action memo (seeking decision or action) 2.Cover memo (summary or background of primary document), 3.Information memo p 11

Question 26

Where does the date go on a memo

Answer 26

Place the date below the SSIC on the actual date the memorandum was signed by the final signatory in the routing chain p 12

Question 27

Where does the SSIC go on a memo

Answer 27

each page p 12

Question 28

If a memo is two or more pages, where would the subject line, date, and SSIC appear

Answer 28

subject line, date, and the SSIC need to appear on all pages p 12

Question 29

A serial number may be locally generated if needed for high volume correspondence and tracking. When there is a local serial number, where is the number typed or stamped

Answer 29

either immediately above the SSIC, to the right with a forward slash SSIC/serial or underneath before the date p 12

Question 30

Where does the signing official sign on the memo

Answer 30

“From” line. p 12

Question 31

The Unit/title must be what on a memo

Answer 31

capitalized p 12

Question 32

The precise title and symbol for the CO can be found where

Answer 32

the Standard Distribution List, COMDTNOTE 5605 Standard Distribution List (SDL) p 12

Question 33

Where does the "for" go when signing a memo for another coast guard member

Answer 33

If signing “for” another Coast Guard member, the word “for” in lower case shall be penned to the left of the signature line and signed. If using a template for digital signing, follow the template prompts, which may place the “for” and an electronic signature box to the slight right of the “From” line. Both are acceptable p 12

Question 34

When do you use a thru line

Answer 34

Use a “Thru” line when one or more offices or units outside your own must see a memo before it reaches the addressee or “Thru” line may be used when writing an internal command memo requiring chain of command visibility p 13

Question 35

How many words go in a Subject Line

Answer 35

A concise subject line is written in capital letters and is typically 10 words or less. The exact subject line is repeated on subsequent pages in the header p 13

Question 36

How many pen and ink changes are allowed for memoranda

Answer 36

Internal correspondence should not include more than two pen and ink changes unless the memorandum is routed for input of signature or another authority within the Coast Guard. Memoranda to other agencies should not include pen and ink changes p 13

Question 37

Place the _____ symbol centered two lines below the last paragraph to indicate the end of the memorandum

Answer 37

pound symbol Ending the Memo # p 13

Question 38

When requesting a decision to a single addressee, where does the decision block go

Answer 38

it is appropriate to type a decision block two lines below the last paragraph, but before the closing symbol “#” of the memo under the body of the memo p 14

Question 39

An _____ is used to comment on a memorandum in routing

Answer 39

endorsement 14

Question 40

What goes to the right of the addressees to show the endorsement includes copies made of the standard memo, enclosures, and prior endorsements when copies are requested

Answer 40

"complete" p 15

Question 41

How long is a short business letter

Answer 41

A short letter is typically no more than 8 lines and contains less than 100 words p 16

Question 42

What type of block is for internal distribution and for the original file copy only.

Answer 42

“Blind Copy” p 17 ## Footnote Copy Block. A “Copy” block may be used in a business letter

Question 43

What is the criteria for use of a mail window letter

Answer 43

A number 10 envelope must be used and no more than 4 lines for the placement of the addresses p 17

Question 44

What is the format for a flag letter

Answer 44

Format. This letter should be single spaced, unless it is less than 9 lines, then it should be double spaced for visual appeal. Date upon signature, and indent paragraphs with tabs. Tradition has placed this in 10 point Courier font. Signature blocks are in all capitals. p 17

Question 45

What signature is primarily used in the Coast Guard for electronic messages, directives, and other openly published documents. This signature may be used in general email correspondence where creating a signature may be more difficult.

Answer 45

S signature sample: /King C. Neptune/ p 21