FORMAT
WHEN FORMATTING THE MARGINS ON MICROSOFT WORD, HOW MANY INCHES SHOULD THEY BE FROM THE TOP, BOTTOM, LEFT/RIGHT OF EACH PAGE?
Allow l-inch top, bottom, left, and right margins
MEMORANDUM: A memorandum provides a BLANK formal way to correspond within an activity/command.
Less
Every standard letter must have a BLANK line, except a letter that will be used with a window envelope.
"From line"
When can email be use?
You may use it for informal communications in place of telephone calls or to transmit formal correspondence.
Envelopes should be no smaller and no larger than what recommended dimensions?
3 1/2 inches by 5 inches and no larger than 6 1/8 inches by 11 1/2 inches, if possible.
ON LETTERHEAD PAPER, TYPING STARTS MORE THAN HOW MANY INCHES FROM THE TOP?
More than 1-inch from the top when the letterhead is printed.
MEMORANDUM FOR THE RECORD: When is Memorandum for the Record (MFR) used?
As an internal document to record supporting information in the record that is not recorded elsewhere.
As a general rule, the “From:” line is composed of what?
The activity head’s title and the activity’s name.
Activity heads may authorize the use of e-mail to correspond how?
Formally.
How can mail that is larger than 6 1/8 inches by 11 1/2 inches be sent?
It must bypass automated equipment and be processed through slower and less efficient methods.
SENDER'S SYMBOLS: If “in reply refer to” is printed on your activity’s letterhead paper, what is typed on the next line?
Standard Subject Identification Code (SSIC) on the next line
PLAIN PAPER MEMO: When are plain-paper memorandums used?
For informal communications within your activity.
When is the via line utilized?
Use a “Via:” line when one or more activities outside of your activity should review a letter before it reaches the action addressee.
What are the guidelines for informal correspondence?
There are no specific guidelines for informal correspondence; however, keep it brief, use good taste, and observe traditional customs and courtesies.
What standard letter size envelopes are supposed to be used?
Use standard letter size (number 10) envelopes whenever possible.
SSIC: What is an SSIC?
An SSIC is a four- or five-digit number which represent a document’s subject.
LETTERHEAD MEMO: The letterhead memorandum may be used when?
Within your activity and provides more formality than the printed form or plain-paper memorandum.
SUBJECT LINE: What words do you use on the subject line, and how are the words formatted?
Use normal word order and capitalize every letter after the colon.
When can you send classified information over email?
Do not send classified information by e-mail unless the system, including the network, is protected for the highest level of classified information you are sending. Refer to SECNAVINST 5239.3B, Department of the Navy Information Assurance Policy, and SECNAVINST 5211.5E, Department of the Navy Privacy Act (PA) Program, for additional guidance on automated information system security and DoDM 5200.01, Volume 2, DoD Information Security Program: Marking of Classified Information, for proper marking and DoDM 5200.01, Volume 3, DoD Information Security Program: Protection of Classified Information, for safeguarding.
When is mail supposed to be marked?
Mark all mail, except first-class mail in a standard letter size (number 10) envelope, with the class of mail service you desire.
ORIGINATORS CODE: Who determines the make up of the originators code?
Each command or activity.
MOA/MOU: The Memorandum of Agreement or Understanding may be used to document what?
Mutual agreements of facts, intentions, procedures, limits on future actions, and areas of present or future coordination, or commitments, etc.
REFERENCE LINE: Type “Ref:” at the BLANK margin on the BLANK line below the BLANK line.
Type “Ref:” at the left margin on the second line below the subject line.
When transmitting Personally Identifiable Information (PII) via e-mail, the e-mail must be what?
Be digitally signed and encrypted, all recipients must have an official need to know, and the e-mail must be marked in accordance with SECNAVINST 5211.5E.
Mailings without a class of mail marking, except those in a number 10 envelope, will be assumed to contain no first-class material and will be sent how?
Sent as the lowest possible class of service.