Correspondence Manual, Exercises of Acting

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T H E S E CR ETA RY O F T H E NAVY

SECNAV M-5216. March 2010

Department of the Navy

Correspondence

Manual

P u b l i s h e d B y T H E S E C R E T A R Y O F T H E N A V Y

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TABLE OF CONTENTS

TITLE PAGE

FOREWORD i

TABLE OF CONTENTS iii

REFERENCES ix

CHAPTER 1 – CORRESPONDENCE MANAGEMENT 1-1 – Objective and Responsibilities 1- 1 Objective 1- 2 Responsibilities 1-

CHAPTER 2 – CORRESPONDENCE STANDARDS AND PROCEDURES 2-1 – Correspondence Standards and Procedures 2- 1 General 2- 2 North Atlantic Treaty Organization (NATO) 2- 2-2 – Procedures 2- 1 Correspond Through Channels 2- 2 Take Advantage of Correspondence Shortcuts 2- 3 Coordination 2- 4 Submit Finished Products for Signature 2- 5 Signature Authority 2- 6 Signature Stamps 2- 7 Incoming Correspondence Controls 2- 8 Replies to Correspondence 2- 9 Outgoing Correspondence Controls 2- 10 Limit Use of Social Security Numbers (SSN) 2- 11 Identifying Navy and Marine Corps Personnel 2- 12 Letterhead Stationery 2- 13 Enclosures 2- 14 Copies 2- 15 Expressing Military Time 2- 16 Expressing Dates 2- 17 Abbreviations and Acronyms 2- 18 Punctuating, Capitalizing, Spelling, Hyphenating, and Separating Words

19 Proofreading 2- 20 Typeface 2- 21 Color of Ink 2-

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Figure 7-9 Assembly of a Standard Correspondence Package Using Stacking

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TITLE PAGE

Figure 12-10 Information Memorandum 12- Figure 12-11 Coordination Page 12- Figure 12-12 Standard Memorandum For 12-

APPENDIX A – Military Models of Address A- APPENDIX B – Civilian Models of Address B- APPENDIX C – Stationary Requirements C- APPENDIX D – Forms and Envelops D- APPENDIX E – Index E-

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REFERENCES

REFERENCE TITLE

NATO Standardization Agreement (STANAG) Number 2066

Format and Abbreviations in NATO Standardization Agreement

SNDL (OPNAVNOTE 5400) Standard Navy Distribution List MCO 5216.19 Administration Action (AA) Form (NAVMC 10274, Rev. 3-86) SECNAVINST 5730.5J Mission, Function, and Responsibilities of the Office of Legislative Affairs and Procedures for Handling Legislative Affairs and Congressional Relations EO 9397 Executive Order 9397 MCO 5215.1K Marine Corps Directives Management Program GPO Style Manual U.S. Government Printing Office Style Manual SECNAV M-5210.1 Department of the Navy Records Management Program SECNAV M-5210.2 Department of the Navy Standard Subject Identification Code (SSIC) Manual SECNAV M-5510.36 Department of the Navy Information Security Program Manual SECNAVINST 5720.42F Department of the Navy Freedom of Information Act (FOIA) 5 U.S.C. §552a Privacy Act of 1974 28 U.S.C. §1074 Federal Rules of Evidence SECNAVINST 5000.37 Provision of the Department of the Navy Documentary Material SECNAVINST 5239.3B Department of the Navy Information Assurance Policy USD P&R Memo Policy for Digital Signature Functionality and Acceptance, of 12 December 2006 OPNAVINST 5218.7B Navy Official Mail Management Instructions DoD Manual 4000.25-6-M Department of Defense Activity Address Directory (DoDAAD) SECNAVINST 5211.5E Department of the Navy Privacy Act (PA) Program

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CHAPTER 1

Correspondence Management

1-1 Objective and Responsibilities

1. Objective. To prescribe uniform standards for the management and preparation of correspondence throughout the Department of the Navy (DON).
2. Responsibilities

a. The Secretary of the Navy (SECNAV) will administer the DON Correspondence Management Program and coordinate proposed changes to this manual with the Chief of Naval Operations (CNO) and the Commandant of the Marine Corps (CMC).

b. CNO and CMC will administer the Correspondence Management Program within the Navy and Marine Corps, respectively.

c. Commanding Officers and Heads of Activities will establish a correspondence management program based on the requirements and guidance of this manual and ensure that:

(1) Correspondence is screened, controlled, reviewed, and answered accordingly.

(2) Correspondence practices are reviewed periodically to improve products and procedures.

(3) The most economical communications media and techniques available are used.

(4) Only essential correspondence is produced.

d. Administration Officers will:

(1) Screen incoming correspondence, assign action offices and due dates, and indicate any required concurrences.

(2) Review outgoing correspondence for correct format and ensure prescribed procedures are followed.

• March
• 3-1 - General 3- CHAPTER 3 - ELECTRONIC RECORDS
• 3-2 - Procedures 3-
• 1 Creation 3-
• 2 Maintenance 3-
• 3 Restrictions 3-
• 4 Disposition 3-
• 4-1 - General 4- CHAPTER 4 - ELECTRONIC MAIL
• 4-2 - Procedures 4-
• 1 Managing E-Mail 4-
• 2 Formal Correspondence 4-
• 3 Informal Correspondence 4-
• 4 Security and Privacy Issues 4-
• 5 Records Management 4-
• 6 Digital Signatures 4-
• 5-1 - General 5- CHAPTER 5 - FACSIMILE TRANSMISSION SERVICES
• 5-2 - Procedures 5-
• 1 Managing Facsimile Services 5-
• 2 Security and Privacy Issues 5-
• 3 Records Management 5-
• 6-1 - General 6- CHAPTER 6 – POSTAL STANDARDS
• 6-2 - Procedures 6-
• 1 Choosing the Right Size Envelope or Container 6-
• 2 Sources of Address Information 6-
• 3 Delivery and Return Address Formats 6-
• 4 Mail Classifications 6-
• 5 Mail Markings 6-
• Figure 6-1 Folding Techniques 6-
• Figure 6-2 Standard Address Abbreviations 6-
• Figure 6-3 State/Territory Abbreviations 6-
• Figure 6-4 Envelope Addressing Standards 6-
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• 7-1 - Requirements 7- TITLE PAGE
• 7-2 - Format 7-
• 1 Margins 7-
• 2 Sender’s Symbols 7-
• 3 Classified Correspondence 7-
• 4 For Official Use Only 7-
• 5 “From:” Line 7-
• 6 “To:” Line 7-
• 7 “Via:” Line 7-
• 8 Subject Line 7-
• 9 Reference Line 7-
• 10 Enclosure Line 7-
• 11 Text 7-
• 12 Paragraphs 7-
• 13 Signature Line 7-
• 14 “Copy To:” Line 7-
• 15 Identifying Second and Later Pages 7-
• 16 Page Numbering 7-
• 17 Correspondence Package Assembly 7-
• 18 Tabbing a Correspondence Package 7-
• Figure 7-1 Standard Letter – First Page 7-
• Figure 7-2 Standard Letter – Second Page 7-
• Figure 7-3 Standard Letter – Window – Envelope 7-
• Figure 7-4 Joint Letter 7-
• Figure 7-5 Standard Letter with Classification Markings – First Page 7-
• Figure 7-6 Standard Letter with Classification Markings – Second Page 7-
• Figure 7-7 Standard Letter with FOUO Markings 7-
• Figure 7-8 Paragraph Structure Format 7- - 7- Method
• Figure 7-10 Tabbing Correspondence Packages 7-
• 8-1 - General 8- CHAPTER 8 – MULTIPLE-ADDRESS LETTER
• 8-2 - Listing Addressees 8-
• 1 Using a “To:” Line Only 8-
• 2 Using a “Distribution:” Line Only 8-
• 3 Using Both a “To:” Line and “Distribution:” Line 8-
• 8-3 - Preparing and Signing Copies 8-
• 8-4 - Assembly of Multiple-Address Letters 8-
• Figure 8-1 Multiple-Address Letter Using “To: Line 8-
• Figure 8-2 Multiple-Address Letter Using “Distribution:” Line 8-
• Figure 8-3 Multiple-Address Letter Using a “To:” and “Distribution:” Line 8-
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• Figure 8-4 Assembly of a Multiple-Address Letter 8- TITLE PAGE
• 9-1 - General 9- CHAPTER 9 – ENDORSEMENTS
• 9-2 - Format 9-
• 1 Endorsement Line 9-
• 2 “Via:” Line 9-
• 3 Adding References 9-
• 4 Adding Enclosures 9-
• 5 “Copy To:” Addressees 9-
• 6 Forwarding Your Endorsement and Copies 9-
• 7 Assembly of an Endorsement 9-
• Figure 9-1 New Page Endorsement 9-
• Figure 9-2 Assembly of an Endorsement 9-
• 10-1 - General 10- CHAPTER 10 – MEMORANDUMS
• 10-2 - Formats 10-
• 1 Memorandum For The Record 10-
• 2 From-To Memorandum 10-
• 3 Plain-Paper Memorandum 10-
• 4 Letterhead Memorandum 10-
• 5 Decision Memorandum 10-
• 6 Memorandum of Agreement or Memorandum of Understanding 10-
• Figure 10-1 Memorandum For The Record 10-
• Figure 10-2 Printed “From-To” Memorandum 10-
• Figure 10-3 Plain-Paper Memorandum 10-
• Figure 10-4 Letterhead Memorandum 10-
• Figure 10-5 Memorandum of Agreement 10-
• Figure 10-6 Memorandum of Understanding – First Page 10-
• Figure 10-7 Memorandum of Understanding – Second Page 10-
• 11-1 - General 11- CHAPTER 11 – BUSINESS LETTERS
• 11-2 - Parts of a Business Letter and Format 11-
• 1 Identification Symbols 11-
• 2 Inside Address 11-
• 3 Attention Line 11-
• 4 Salutation Line 11-
• 5 Subject Line 11-
• 6 Body of the Letter 11-
• 7 References and Enclosures 11-
• 8 Complimentary Close 11-
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• 9 Signature Line 11- TITLE PAGE
• 10 Enclosure Line 11-
• 11 Separate Mailing 11-
• 12 “Copy To:” Line 11-
• 13 Outgoing Copies 11-
• 14 Identifying Second and Succeeding Pages 11-
• 15 Numbering Pages 11-
• Figure 11-1 Business Letter Paragraph Formats 11-
• Figure 11-2 Business Letter – First Page 11-
• Figure 11-3 Business Letter – Second Page 11-
• Figure 11-4 Business Letter For Window Envelopes 11-
• Figure 11-5 Business Letter With An “Attention” Line 11-
• Figure 11-6 Short Business Letter 11-
• 12-1 - General 12- CHAPTER 12 - EXECUTIVE CORRESPONDENCE
• 12-2 - Processes 12-
• 1 Correspondence Management 12-
• 2 Assigning Action to Incoming Correspondence 12-
• 3 Routing Changes 12-
• 4 Due Dates 12-
• 5 Extensions 12-
• 6 Interim 12-
• 7 Distribution 12-
• 12-3 - General Guidelines for Preparing a Letter 12-
• 1 Stationery 12-
• 2 Format 12-
• 3 Date Line 12-
• 4 Complimentary Closing 12-
• 5 Page Numbering 12-
• 6 Congressional Committees or Subcommittees Correspondence 12-
• 12 -4 - General Guidelines for Preparing a Memorandum 12-
• 1 Action or Information Memorandums 12-
• 2 Package Assembly 12-
• Figure 12-1 SD Form 391 – DoD Correspondence Action Report 12-
• Figure 12-2 Sample Interim Response to Incoming Correspondence 12-
• Figure 12-3 Sample Interim Response for Congressional Correspondence 12-
• Figure 12-4 Congressional Response, One Chairperson 12-
• Figure 12-5 Congressional Response, Two Chairpersons 12-
• Figure 12-6 Congressional Response, to a Chairman of a Select Committee 12-
• Figure 12-7 Flag Stationery (8 ½ x 11), Secretary of the Navy 12-
• Figure 12-8 Flag Stationery (5x7), Chief of Naval Operations 12-
• Figure 12-9 Action Memorandum 12-
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• 1-

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CHAPTER 2

Correspondence Standards and Procedures

2-1 Correspondence Standards

1. General. To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of correspondence. Properly written correspondence that clearly and succinctly establishes a position, correctly and completely answers questions, and conveys the right message, all aid in the effective management and operation of the DON. In order to achieve this, correspondence must:

a. Be neat in appearance, correctly formatted, error free, and grammatically correct. With the use of computers and advanced word processing software, the long-accepted practice of allowing legible “pen and ink” changes to a piece of correspondence is no longer acceptable. All correspondence shall be free of typographical errors and technically correct before it is signed.

b. Avoid stereotyping men and women based on gender. Use pronouns and titles that are gender neutral.

c. 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.

d. Always include a point of contact, return telephone number, and e-mail address when your correspondence might prompt a reply or inquiry.

2. North Atlantic Treaty Organization (NATO). When writing to other NATO Forces use the format and abbreviations in NATO Standardization Agreement (STANAG) Number 2066, Layout for Military Correspondence. STANAG Number 2066 is stocked by the Naval Aviation Supply Office (ASO), 5801 Tabor Avenue, Philadelphia, PA 19120-5099.

2-2 Procedures

1. Correspondence through Channels

a. Use the Chain of Command. Follow your chain of command when corresponding on substantive matters such as command decisions, policy issues, and official recommendations.

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(4) Bypass intermediate commands that clearly have no interest in a letter’s content and no requirement to comment or act.

c. Individuals Writing to Higher Authority

(1) Navy Personnel. When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in standard letter format. Examples include requests for retirement or resignation. Address the letter to the higher authority and send it “Via” your chain of command. Each “Via” addressee will prepare an endorsement and forward the correspondence to the next addressee.

(2) Marine Corps Personnel. Use NAVMC 10274, Administrative Action (AA) Form, as prescribed in Marine Corps Order 5216.19 (MCO 5216.19).

2. Take Advantage of Correspondence Shortcuts

a. Facsimile Machines. Facsimile machines provide a fast and reliable means for sending official correspondence (chapter 5).

b. E-mail. You can use e-mail for formal and informal correspondence. See chapter 4 for additional information.

c. Window Envelopes. Window envelopes eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes. To format letters for use with window envelopes see page 7-18. 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.

d. Form and Guide Letters. Periodically review correspondence for recurring, routine topics that can be addressed with a standard response. This standard response can be developed into a form or format letter to save time. See “Form and Guide Letters, an Information Resources Management Handbook by the General Services Administration (GSA).” This

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handbook is available through the Military Standard Requisitioning and Issue Procedures (MILSTRIP) system.

(1) Use form letters when possible for routine matters that require no personal touch. Avoid form letters when expressing sympathy, apology, or appreciation.

(2) Guide letters are pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation for which you are writing. Type or print them individually so they seem personally composed.

3. Coordination. Coordination is a critical step in the processing of outgoing correspondence. In order to ensure that a proper response or original letter is prepared, the originator will need to decide who needs to concur before the letter is signed. The originator will obtain appropriate concurrences, resolve major differences, and arrange for any needed retyping.

a. Always coordinate during the drafting stage, before the correspondence is put into final form and submitted for signature. Ensure all coordination inputs are retained and filed with the file copy of the signed correspondence.

b. Limit reviews to only those offices that have a substantial interest in the topic of the correspondence.

c. In some cases, coordination can be done quickly and informally. Discussions by phone or in person or coordination via e-mail are often more efficient than formal written coordination, especially if a letter is brief and routine.

4. Submit Finished Products for Signature. Normally, submit correspondence for signature in final form. Use double-spaced drafts only when changes are likely, perhaps because a subject is controversial or a policy statement needs precise wording. Early guidance to writers about a signer’s preferences will reduce the frequency of changes.
5. Signature Authority. Delegate signature authority to the lowest legal and practical level.

a. What the Commander/Commanding Officer/Officer in Charge Must Sign. 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.