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Corpsman Instructions > SECNAV M-5216.5 - DON CORRESPONDENCE MANUAL > Flashcards

SECNAV M-5216.5 - DON CORRESPONDENCE MANUAL Flashcards

1
Q

To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of what?

A

Correspondence

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2
Q

What are often better than correspondence for working out details?

A

Conversations

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3
Q

Follow your what when corresponding on substantive matters such as command decisions, policy issues, and official recommendations?

A

Chain of command

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4
Q

What addressee will always forward official correspondence with an endorsement?

A

“Via”

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5
Q

When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in what format?

A

Standard Letter

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6
Q

Marine Corps Personnel when writing to Higher Authority Use NAVMC 10274, administrative Action (AA) Form, as prescribed in what?

A

Marine Corps Order 5216.19

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7
Q

What provide a fast and reliable means for sending official correspondence?

A

Facsimile machines

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8
Q

What eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes?

A

Window envelopes

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9
Q

Use what when possible for routine matters that require no personal touch?

A

Form letters

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10
Q

What are pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation for which you are writing?

A

Guide letters

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11
Q

What is a critical step in the processing of outgoing correspondence?

A

Coordination

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12
Q

Always coordinate during what stage, before the correspondence is put into final form and submitted for signature?

A

Drafting

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13
Q

Delegate what to the lowest legal and practical level?

A

Signature authority

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14
Q

An individual who signs correspondence under delegated authority will use what term typed below their name when signing documents under this delegated authority?

A

“By direction”

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15
Q

In the absence of the commander/commanding officer/officer in charge, and where specifically authorized by law or regulation, an officer who temporarily succeeds to command shall sign official correspondence with what term typed below their name?

A

“Acting”

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16
Q

When a piece of correspondence is in final form and the official that would normally sign the correspondences unable to do so, it is permissible to have the correspondence signed what?

A

“for”

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17
Q

What is correspondence that requires some type of action, requires a response, or has long-term reference value?

A

Controlled correspondence

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18
Q

Assign what to only incoming mail that requires a response or has long-term reference value?

A

Controls

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19
Q

Use what to track the status of controlled correspondence routed for action?

A

OPNAV 5211/7 Correspondence/Document Control Card

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20
Q

Normally, correspondence should be answered within how many working days or as prescribed by the immediate superior in command or by the tasking authority for the response?

A

10

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21
Q

Correspondence from Congress shall be answered within how many workdays of receipt?

A

5

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22
Q

For more information on the handling of naval legislative affairs refer to what instruction?

A

SECNAVINST 5730.5J

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23
Q

Answer Freedom of Information Act (FOIA) requests and Privacy Act requests within how many workdays of receipt?

A

10

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24
Q

Limit the use of the SSN of a Service member or civilian employee of the DoD unless essential for identification and authorized for use by authority of what?

A

Executive Order 9397

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25
Q

The standard size paper for all official letterhead stationery is what?

A

8-1/2 inches by 11 inches

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26
Q

The use of letterhead is authorized for commanders, commanding officers, officer’s in charge and directors or those who have signature authority for commands that are represented in the what?

A

SNDL

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27
Q

Letterhead stationary of the DON shall bear a seal of the DoD that is what in size?

A

One-inch in diameter

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28
Q

What can prevent a letter from becoming too detailed?

A

Enclosure

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29
Q

An enclosure marking goes in the what, whether the text is arranged normally or lengthwise?

A

Lower right corner

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30
Q

When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and type what after the enclosure’s description?

A

“(sep cover)”

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31
Q

Express what time in four digits based on the 24-hour clock?

A

Military

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32
Q

There are how many date formats allowed for use in Navy correspondence?

A

Three

33
Q

What date format is only used as part of the sender’s symbol, or in the absence of the sender’s symbol, as the date for the letter?

A

Abbreviated

34
Q

What date format is only used in the text of correspondence?

A

Standard

35
Q

What date format is used as both the date of correspondence and in the text?

A

Civilian

36
Q

Do not abbreviate military titles in the text of what?

A

Press reports

37
Q

For examples on punctuating, capitalizing, and spelling, refer to the what?

A

Government Printing Office (GPO) Style Manual

38
Q

What is the preferred font style and size for official correspondence?

A

Courier New 12-point

39
Q

Use what format or one of its variations to correspond officially within or outside the DoD?

A

Standard letter

40
Q

The person whose title appears in the “To:” line is the what?

A

Action addressee

41
Q

Allow what size top, bottom, left, and right margins on each page of a standard letter?

A

1-inch

42
Q

For directives, headers are 1 inch and footers are what?

A

.5 inches

43
Q

If “in reply refer to’ is not printed on your activity’s letterhead paper, type the SSIC on the second line below the letterhead, starting how many inches or more from the right edge of the paper?

A

2

44
Q

A sender’s symbol for a standard letter has how many parts?

A

Three

45
Q

What is a four-or five-digit number which represents a document’s subject?

A

SSIC

46
Q

To find the SSIC that most closely represents the subject, refer to what?

A

SECNAV M-5210.2

47
Q

The originator’s code, with or without the serial number, is the originator’s office symbol or the what?

A

Hull number of a ship

48
Q

All classified correspondence created by your activity must be given a what?

A

Serial number

49
Q

An activity that uses serial numbers shall start a new sequence of numbers at the beginning of each calendar year and assigns numbers consecutively beginning with what?

A

001

50
Q

Numbers assigned by what and the initials of writers and typists are unauthorized as identification symbols?

A

Word processing centers

51
Q

Refer to what for information on marking and handling classified correspondence?

A

SECNAV M-5510.36

52
Q

What applies to information that is not classified, but which may be withheld from the public under the FOIA?

A

For Official Use Only (FOUO)

53
Q

Every standard letter must have a “From:” line, except a letter that will be used with a what?

A

Window envelope

54
Q

Address all correspondence to the what of an activity?

A

Activity head

55
Q

Use what line when one or more activities outside of your activity should review a letter before it reaches the action addressee?

A

” Via: “

56
Q

The subject line consists of a sentence fragment that tells readers what the letter is about, usually in how many words or less?

A

10

57
Q

In formal correspondence, do not use what in subject line?

A

Acronyms

58
Q

What reference is a document that some addressees neither hold or need?

A

Not-to-all (NOTAL)

59
Q

if you would like to provide a copy of a reference listed in your correspondence to a “Via” or “Copy to” addressee, annotate what in parentheses to the right of the addressee you send it to?

A

” w/ref(x) “

60
Q

If you have more than how many references to list, continue with (aa), (ab), etc?

A

26

61
Q

What cite references depending on whether you want to mention them in passing or highlight a particular one?

A

Endorsements

62
Q

To cite an earlier communication between your activity and the action addressee, you may substitute a what for the issuing activity?

A

Personal pronoun

63
Q

Start all continuation lines at the what?

A

Left margin

64
Q

Do not indent the continuation lines of a what?

A

Subparagraph

65
Q

A signature page must have at least how many lines of text preceding the signature?

A

Two

66
Q

Use what in long correspondence with widely varying topics?

A

Paragraph headings

67
Q

Start all lines of the signature line at the center of the page, beginning on what line below the text?

A

Fourth

68
Q

What number is an alpha-numeric that is used to group commands or activities by classification?

A

SNDL

69
Q

Center page numbers what distance from the bottom edge, starting with the number 2?

A

1/2 inch

70
Q

To number the pages of a TOP SECRET document, see what instruction?

A

SECNAV M-5510.36

71
Q

Use what when you have more than one action addressee?

A

Multiple-address letter

72
Q

The multiple-address letter is the same as the as the standard letter, except in what?

A

Handling addresses

73
Q

There are how many ways to list addresses?

A

Three

74
Q

When a letter is transmitted via your activity, use what to forward comments, recommendations, or information?

A

Endorsement

75
Q

While an endorsement is mostly used to transmit correspondence through the chain of command, you may also use it to what?

A

Redirect a letter

76
Q

Do not use an endorsement to reply to a what?

A

Routine letter

77
Q

Start the endorsement line at the left margin on what line below the date line?

A

Second

78
Q

If your endorsement is significant and not routine, each activity that endorsed the basic letter before you and the originator of the basic letter shall be included as what addressee on your endorsement?

A

Copy to

79
Q

If a copy to addressee will be receiving the basic letter and previous endorsements for the first time from you, to the right of each of these addressees, type what word in parentheses to show that your endorsement includes the basic letter, enclosures, and prior endorsements?

A

“complete”

Corpsman Instructions (41 decks)

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