M5216.4D THE COAST GUARD CORRESPONDENCE MANUAL Flashcards
Revised 1/15/24
What is the routing form used to avoid repeated corrections
Digest, Form CG-4229
1
What names are italicized
The names of aircraft, vessels, and
manned spacecraft
1
Describe proper spacing for correspondence
- Between sentences one or two spaces may be used after the period, as long as it is consistent throughout the document.
- Paragraphs are typically left justified and single spaced.
- A space (1 line) is placed between each paragraph.
- 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
What is the format for a date stamp in a memo
4 January 2030 or 4 Jan 2030
2
What is the format for a date stamp in a letter
January 4, 2030
2
What is a wet signature
original handwritten signature
2
What is a S signature
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
The Coast Guard defines stationery as what
paper stock used for official letterhead, which includes return addressed envelopes
4
Format addresses on envelopes with a uniform left margin and a maximum of ____ characters and spaces per line.
47
5
What is the correct font for envelopes
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
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.
in bold
5
On official mail, limit the address to a maximum of how many lines
5
p 5
What size envelopes should be used for mailing
Use number 10 standard letter size envelopes whenever
possible
6
For email etiqutte Email fonts and contrasts must be easily readable in standardized what
dark ink, with an 11 to 12 font size
p 7
What provides guidance on the four and five digit numbers that represent common Coast Guard subjects
The Standard Subject
Identification Codes (SSIC)
p 9
What goes on each page of a memorandum or letter
SSIC (standard subject identification code
p 9
How do you file all correspondence
Be sure to file all correspondence by SSIC and date, in chronological order for the calendar year
p 9
Where are the SSIC codes found
Information and Lifecycle Management Manual, COMDTINST M5212.12 (series) contains Coast Guard SSIC codes
p 9
Samples, Forms, and Templates: The Coast Guard has specifically created
templates for each correspondence type contained in this Manual. Where can they be found
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
What font size and type are set for official correspondence
Use 12 font point size “Times New Roman” for official correspondence, unless authorized by another authority.
p 10
For correspondence on standard size paper, what size margins are used
1 inch top, bottom, left, and right margins on each page
p 10
For Directives, the what size margins are used
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
What color ink should be used in print and electronic for official business
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
What is the turn around rate for high priority and routine correspondence
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
What are the categories for department level memoranda
3 total: 1.Action memo (seeking
decision or action)
2.Cover memo (summary or background of primary document),
3.Information memo
p 11
Where does the date go on a memo
Place the date below the SSIC on the actual date the memorandum was signed by the final signatory in the routing chain
p 12
Where does the SSIC go on a memo
each page
p 12
If a memo is two or more pages, where would the subject line, date, and SSIC appear
subject line, date, and the SSIC need to appear on all pages
p 12
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
either immediately above the SSIC, to the right with a forward slash SSIC/serial or underneath before the date
p 12
Where does the signing official sign on the memo
“From” line.
p 12
The Unit/title must be what on a memo
capitalized
p 12
The precise title and symbol for the CO can be found where
the Standard Distribution List, COMDTNOTE 5605 Standard Distribution List (SDL)
p 12
Where does the “for” go when signing a memo for another coast guard member
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
When do you use a thru line
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
How many words go in a Subject Line
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
How many pen and ink changes are allowed for memoranda
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
Place the _____ symbol centered two lines below the last paragraph to indicate the end of the memorandum
pound symbol Ending the Memo
#
p 13
When requesting a decision to a single addressee, where does the decision block go
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
An _____ is used to comment on a
memorandum in routing
endorsement
14
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
“complete”
p 15
How long is a short business letter
A short letter is typically no more than 8 lines and contains less than 100 words
p 16
What type of block is for internal distribution and for the original file copy only.
“Blind Copy”
p 17
Copy Block. A “Copy” block may be used in a business letter
What is the criteria for use of a mail window letter
A number 10 envelope must be used and no more than 4 lines for the placement of the addresses
p 17
What is the format for a flag letter
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
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.
S signature
sample: /King C. Neptune/
p 21
