SECNAV M-5216.5 CH 2 Flashcards
Dept of Navy Correspondence Manual
Correspondence Standards: Avoid stereotyping men and women based on gender. Use pronouns and titles that are
gender neutral.
Do not write unless you must. A conversation in person, by telephone, or by electronic
mail (e-mail) often saves two letters - the one you would have written and the other person’s
response
Conversations are often better than correspondence for working out details.
Confirm your conversation with a short memorandum (also referred to as “memo”) to the other person or
a “Memorandum For The Record” if issues of importance or policy are agreed upon during the
conversation.
. Always include a point of contact, return telephone number, and e-mail address when
your correspondence might prompt a reply or inquiry.
When writing to other NATO Forces use the format and abbreviations in NATO Standardization Agreement (STANAG) Number 2066,
Layout for Military Correspondence. S
A “Via” addressee will always forward official correspondence with an endorsement.
Send correspondence directly to the “To” addressee with a concurrent copy to
each intermediate addressee.
List any cognizant addressees in the “Via:” line when it is determined that they
should see a letter before it reaches the “to” addressee.
Include intermediate commands as “Copy to” addressees instead of “Via”
addressees if you want them to see certain routine correspondence without having to endorse it.
When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in standard letter format.
Facsimile Machines. Facsimile machines provide a fast and reliable means for sending
official correspondence
E-mail. You can use e-mail for formal and informal correspondence.
Window Envelopes. Window envelopes eliminate the cost of addressing envelopes and
the risk of putting letters in the wrong envelopes.
It should be noted that the window-envelope letter format has no “From:” line, so every copy that goes outside your activity must be on letterhead to show its
origin.
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
Periodically review correspondence for recurring, routine topics that can be addressed with a standard response.
Use form letters when possible for routine matters that require no personal touch.
Avoid form letters when expressing sympathy, apology, or appreciation.
Use double-spaced drafts only when changes are likely, perhaps because a subject is
controversial or a policy statement needs precise wording.
Signature Authority. Delegate signature authority to the lowest legal and practical level.
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.
An individual who signs correspondence under delegated authority will use the term “By direction” typed below their name when signing documents under this delegated authority.
In the absence of specific sub-delegation guidance, delegated signature authority shall not be sub-delegated.
Acting for an Official Who Signs by Title. 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.
EX:
J. SMITH
Deputy
Acting
Personnel authorized to use a
signature stamp of someone else’s signature shall pen their initials next to each signature they stamp to authenticate the stamp.
Controlled correspondence is correspondence that
requires some type of action, requires a response, or has long-term reference value.
Date stamp all incoming controlled correspondence on the day it arrives at
the command. It is a good practice to date stamp all incoming correspondence, not just controlled correspondence.
Assign controls to only incoming mail that requires a
response or has long-term reference value. Incoming action correspondence should be routed directly from the correspondence management office to the action office.
**Normally, correspondence should be answered within 10 working days or as prescribed by the immediate superior in command or by the tasking authority for the
response.
Correspondence from Congress shall be answered within 5 workdays of receipt.
If a response cannot be provided within 5 days, send an interim response that acknowledges receipt of the correspondence and provides an estimated date when a final response will be sent.
The date format is month day, year (i.e., June 19, 2009).