GENERAL
What is the Department of the NAVY Correspondence Manual?
SECNAV M-5216.5 CH-1
What is Chapter 2?
Correspondence Standards and Procedures
What is Chapter 6?
Postal Standards
What is Chapter 7?
Correspondence Format
Margins?
Font?
Font Size?
1 in
Times New Roman
10 to 12 point
Who shall administer the DON Correspondence Management Program?
SECNAV
Coordinates proposed changes with the CNO and CMC
What can be used for recurring, routine topics?
Standard Response
Envelopes should be no smaller than 3 1/2 inches by 5 inches and no larger than 6 1/8 inches by 11 1/2 inches, if possible because?
It must bypass automated equipment and be processed through slower and less efficient methods.
What is an SSIC?
Standard Subject Identification Code. An SSIC is a four- or five-digit number which represent a document’s subject. They are used to categorize information by subject and are required on all Navy and Marine Corps messages, directives, forms, and reports. To find the SSIC that most closely represents the subject, refer to SECNAV M-5210.2.
What are the three parts to an Authorized Sender's Symbol?
(1) Standard Subject Identification Code.
(2) Originator’s Code, By Itself or in a Serial Number.
(3) Date. (Abbreviated)
Who is responsible for establishing a correspondence management program?
Commanding Officers and Heads of Activities
What must always be done when corresponding on substantive matters?
Use the Chain of Command
How will mail sent within the DOD be addressed?
(1) Non-address Data Line - First Line (Optional). Use this to address official correspondence to the official in charge, such as commanding officer, director, commander, etc.
(2) Information/Attention Line - Second Line (Optional). If known, place the name of the action officer, a specific individual, or section and code here.
(3) Name of Recipient Line - Third Line. Place the activity short title (less the city and state) here.
(4) Delivery Address Line - Fourth Line. Place either a street address or post office box number here. Use the word “SUITE” to designate locations within a building. See figure 6-2 for acceptable USPS street and places abbreviations.
(5) Post Office Line - Fifth Line. Place the city, state, and ZIP+4 code (in that order) here. Use the standard two-letter abbreviations shown in figure 6-3.
What is the order of the first four lines of a letter?
(1) From:
(2) To:
(3) Via:
(4) Subj:
In what order are References listed?
The order they appear in the text in.
What are the 2 things an AO is responsible for?
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.
Who is addressed in correspondences?
The Top Official of the organization concerned by Title.
Official mail address shall be limited to how many lines and a maximum of how many characters per line?
5 Line
47 Characters per Line
Where is the Enclosure line place in a letter?
Left margin on the second line below the last line of the previous heading.
How do you format a signature line?
Center Page
Fourth Line below text
F. M. LAST
Who is responsible for the administration of the Correspondence Management Program within the NAVY and Marine Corps, respectively?
CNO and Commandant of the Marine Corps (CMC)
Correspondence from Congres shall be answered within how many workdays of receipt?
5 Workdays
Some of the formatting for the address lines?
Center the address and single-space lines. Do not indent. Minimum 1-inch margins from left and right edges of the envalope and minimum 5/8 inch from the bottom. The top line of the addresss should be no highter than 2 1/4 in frim the top.
How would you cite a Naval Correspondance?
(1) Naval correspondence requires (a) the SNDL originator short title, (b) the type of correspondence (“ltr” or “memo”), (c) the SSIC, (d) the originator’s code by itself or in a serial number, and (e) the date. If the reference was not dated, type “(undated)”.
How would you cite a Navy Instruction?
A Navy instruction requires (a) the SNDL short title combined with the term “INST” and (b) the SSIC with the consecutive number and, if any, a revision letter. If referencing a large instruction, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.