SECNAV M-5216.5 - DON CORRESPONDENCE MANUAL Flashcards
To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of what?
Correspondence
What are often better than correspondence for working out details?
Conversations
Follow your what when corresponding on substantive matters such as command decisions, policy issues, and official recommendations?
Chain of command
What addressee will always forward official correspondence with an endorsement?
“Via”
When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in what format?
Standard Letter
Marine Corps Personnel when writing to Higher Authority Use NAVMC 10274, administrative Action (AA) Form, as prescribed in what?
Marine Corps Order 5216.19
What provide a fast and reliable means for sending official correspondence?
Facsimile machines
What eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes?
Window envelopes
Use what when possible for routine matters that require no personal touch?
Form letters
What are pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation for which you are writing?
Guide letters
What is a critical step in the processing of outgoing correspondence?
Coordination
Always coordinate during what stage, before the correspondence is put into final form and submitted for signature?
Drafting
Delegate what to the lowest legal and practical level?
Signature authority
An individual who signs correspondence under delegated authority will use what term typed below their name when signing documents under this delegated authority?
“By direction”
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?
“Acting”
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?
“for”
What is correspondence that requires some type of action, requires a response, or has long-term reference value?
Controlled correspondence
Assign what to only incoming mail that requires a response or has long-term reference value?
Controls
Use what to track the status of controlled correspondence routed for action?
OPNAV 5211/7 Correspondence/Document Control Card
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?
10
Correspondence from Congress shall be answered within how many workdays of receipt?
5
For more information on the handling of naval legislative affairs refer to what instruction?
SECNAVINST 5730.5J
Answer Freedom of Information Act (FOIA) requests and Privacy Act requests within how many workdays of receipt?
10
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?
Executive Order 9397
The standard size paper for all official letterhead stationery is what?
8-1/2 inches by 11 inches
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?
SNDL
Letterhead stationary of the DON shall bear a seal of the DoD that is what in size?
One-inch in diameter
What can prevent a letter from becoming too detailed?
Enclosure
An enclosure marking goes in the what, whether the text is arranged normally or lengthwise?
Lower right corner
When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and type what after the enclosure’s description?
“(sep cover)”
Express what time in four digits based on the 24-hour clock?
Military
There are how many date formats allowed for use in Navy correspondence?
Three
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?
Abbreviated
What date format is only used in the text of correspondence?
Standard
What date format is used as both the date of correspondence and in the text?
Civilian
Do not abbreviate military titles in the text of what?
Press reports
For examples on punctuating, capitalizing, and spelling, refer to the what?
Government Printing Office (GPO) Style Manual
What is the preferred font style and size for official correspondence?
Courier New 12-point
Use what format or one of its variations to correspond officially within or outside the DoD?
Standard letter
The person whose title appears in the “To:” line is the what?
Action addressee
Allow what size top, bottom, left, and right margins on each page of a standard letter?
1-inch
For directives, headers are 1 inch and footers are what?
.5 inches
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?
2
A sender’s symbol for a standard letter has how many parts?
Three
What is a four-or five-digit number which represents a document’s subject?
SSIC
To find the SSIC that most closely represents the subject, refer to what?
SECNAV M-5210.2
The originator’s code, with or without the serial number, is the originator’s office symbol or the what?
Hull number of a ship
All classified correspondence created by your activity must be given a what?
Serial number
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?
001
Numbers assigned by what and the initials of writers and typists are unauthorized as identification symbols?
Word processing centers
Refer to what for information on marking and handling classified correspondence?
SECNAV M-5510.36
What applies to information that is not classified, but which may be withheld from the public under the FOIA?
For Official Use Only (FOUO)
Every standard letter must have a “From:” line, except a letter that will be used with a what?
Window envelope
Address all correspondence to the what of an activity?
Activity head
Use what line when one or more activities outside of your activity should review a letter before it reaches the action addressee?
” Via: “
The subject line consists of a sentence fragment that tells readers what the letter is about, usually in how many words or less?
10
In formal correspondence, do not use what in subject line?
Acronyms
What reference is a document that some addressees neither hold or need?
Not-to-all (NOTAL)
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?
” w/ref(x) “
If you have more than how many references to list, continue with (aa), (ab), etc?
26
What cite references depending on whether you want to mention them in passing or highlight a particular one?
Endorsements
To cite an earlier communication between your activity and the action addressee, you may substitute a what for the issuing activity?
Personal pronoun
Start all continuation lines at the what?
Left margin
Do not indent the continuation lines of a what?
Subparagraph
A signature page must have at least how many lines of text preceding the signature?
Two
Use what in long correspondence with widely varying topics?
Paragraph headings
Start all lines of the signature line at the center of the page, beginning on what line below the text?
Fourth
What number is an alpha-numeric that is used to group commands or activities by classification?
SNDL
Center page numbers what distance from the bottom edge, starting with the number 2?
1/2 inch
To number the pages of a TOP SECRET document, see what instruction?
SECNAV M-5510.36
Use what when you have more than one action addressee?
Multiple-address letter
The multiple-address letter is the same as the as the standard letter, except in what?
Handling addresses
There are how many ways to list addresses?
Three
When a letter is transmitted via your activity, use what to forward comments, recommendations, or information?
Endorsement
While an endorsement is mostly used to transmit correspondence through the chain of command, you may also use it to what?
Redirect a letter
Do not use an endorsement to reply to a what?
Routine letter
Start the endorsement line at the left margin on what line below the date line?
Second
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?
Copy to
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?
“complete”
