SECNAV M-5216.5 Flashcards
Always include a point of contact, return telephone number, and e-mail address when your correspondence might prompt a reply or inquiry.
Avoid stereotyping men and women based on gender. Use pronouns and titles that are gender neutral.
SECNAV M-5216.5,
DEPARTMENT OF THE NAVY CORRESPONDENCE MANUAL; CHAPTER 2, 7, 8, 9
Who screens incoming communications, assigns action officers and due dates, and indicates any required concurrences? (Page 10)
Correspondence Manager.
The tone, quality, and responsiveness of what is important? (Page 11)
Correspondence.
What must be neat in appearance, correctly formatted, error free, and grammatically correct? (Page 11)
Correspondence.
How many legible ink changes are permitted on a page? (Page 11)
Two.
What machines provide a fast and reliable means for sending official correspondence? (Page 13)
Facsimile.
Signature authority should be delegated to what level? (Page 14)
Lowest legal and practical level.
Where personal signing is impractical a commanding officer may authorize others to use what that duplicates his or her signature? (Page 16)
Signature Stamp
Do not use a window envelope for material that: (1) Is classified.
(2) Involves national security.
(3) Is of a personal nature.
(4) Is sent to high-level officials.
Use form letters when possible for routine matters that require no personal touch.
Avoid form letters when expressing sympathy, apology, or appreciation.
The
commander/commanding officer/officer in charge must personally sign documents that:
(1) Establish policy.
(2) Center on the command’s mission or efficiency and are addressed to higher
authority.
(3) Deal with certain aspects of military justice.
(4) Are required by law or regulation.
When the signatory has been formally, but
temporarily, appointed to replace an official who signs correspondence by title rather than “By
direction,” the word “Acting” is typed below the typed name.
Correspondence from Congress shall be answered within 5 workdays of receipt.
Answer Freedom of Information
Act (FOIA) requests and Privacy Act requests within 10 workdays of receipt.
The standard size paper for all official letterhead stationery is 8-1/2
inches by 11 inches.
The letterhead begins with “DEPARTMENT OF THE NAVY” centered on the
fourth line from the top of the page.
Typeface. For text, use 10 to 12 point font size. Courier New 12-point is the preferred font
style and size for official correspondence
Typeface. For text, use 10 to 12 point font size. Courier New 12-point is the preferred font
style and size for official correspondence
margins 1 inch
page numbers centered 1/2 inch from the bottom of the page
