DEPARTMENT OF THE NAVY CORRESPONDENCE MANUAL

SECNAV M-5216.5 JUNE 2015 June vi TITLE PAGE CHAPTER 9 – ENDORSEMENTS 9-1 - General 9-1 9-2 - Format 9-1 1 Endorsement Line 9-1 2 “Via:” Line 9-1 3 Adding References 9-1 4 Adding Enclosures 9-2 5 “Copy To:” Addressees 9-2 6 Forwarding Your Endorsement and Copies 9-2 7 Assembly of an Endorsement 9-2 Figure 9-1 Figure 9-2 Same Page Endorsement New Page Endorsement 9-3 9-4 Figure 9-3 Assembly of an Endorsement 9-5

CHAPTER 10 – MEMORANDUMS 10-1 - General 10-1 10-2 - Formats 10-1 1 Memorandum For The Record 10-1 2 From-To Memorandum 10-1 3 Plain-Paper Memorandum 10-1 4 Letterhead Memorandum 10-1 5 Decision Memorandum 10-2 6 Memorandum of Agreement or Memorandum of Understanding 10-2 Figure 10-1 Memorandum For The Record 10-3 Figure 10-2 Printed “From-To” Memorandum 10-4 Figure 10-3 Plain-Paper “From-To” Memorandum 10-5 Figure 10-4 Letterhead Memorandum 10-6 Figure 10-5 Memorandum of Agreement 10-7 Figure 10-6 Memorandum of Understanding – First Page 10-8 Figure 10-7 Memorandum of Understanding – Second Page 10-9

CHAPTER 11 – BUSINESS LETTERS 11-1 - General 11-1 11-2 - Parts of a Business Letter and Format 11-1 1 Identification Symbols 11-1 2 Inside Address 11-1 3 Attention Line 11-2 4 Salutation Line 11-2 5 Subject Line 11-2 6 Body of the Letter 11-2 7 References and Enclosures 11-3 8 Complimentary Close 11-3 9 Signature Line 11-3 10 Enclosure Line 11-3 11 Separate Mailing 11-4

SECNAV M-5216.5 JUNE 2015 June 8-2

DEPARTMENT OF THE NAVY COMMANDER SUBMARINE GROUP TWO NAVAL SUBMARINE BASE NEW LONDON GROTON CT 06349-5100

5216 Ser N3/258 26 Jan 15

From: Commander, Submarine Group TWO To: Commander, Submarine Squadron TWO Commander, Submarine Squadron FOUR Commander, Submarine Squadron TWELVE

Subj: USING A “TO:” LINE ONLY

1. If you have four addressees or fewer, list all of them in the “To:” line, starting one beneath the other. If you have more than four addressees, list all of them in a “Distribution:” lines as shown on the next page.

2. Use only long titles in the “To:” line.

C. A. BYARD By direction

Copy to: COMNAVSEASYSCOM (SEA-06)

FIGURE 8-1. MULTIPLE-ADDRESS LETTER USING “TO:” LINE

SECNAV M-5216.5 JUNE 2015 June 8-3

DEPARTMENT OF THE NAVY COMMANDER SUBMARINE GROUP TWO NAVAL SUBMARINE BASE NEW LONDON GROTON CONNECTICUT 06349-5100

5216 Ser N3/260 28 Jan 15

From: Commander, Submarine Group TWO

Subj: .. .USING A “DISTRIBUTION:” LINE ONLY

1. ..Omit the “To:” line and add a “Distribution:” line if you have more than four action addressees or if you vary the number of copies to any of the addressees. Addressees shown in a “Distribution:” line are action addressees.

2. ..You may list addressees in the “Distribution:” line by:

.......a. ..SNDL short titles

.......b. ..Collective titles, or

.......c. ..Both collective and SNDL short title.

3. ..Usually list “Distribution:” and “Copy to:” addressees in single columns. Addressees may be listed in paragraphs or columns to keep a letter from going to another page.

C. B. GUYTON By direction

Distribution: COMSUBFOR NORFOLK (4 copies) USS ENTERPRISE USS SCRANTON USS FRANK CABLE

Copy to: COMNAVSEASYSCOM (SEA-06)

FIGURE 8-2. MULTIPLE-ADDRESS LETTER USING “DISTRIBUTION:” LINE

SECNAV M-5216.5 JUNE 2015 June 8-4

DEPARTMENT OF THE NAVY COMMANDER NAVAL COMPUTER AND TELECOMMUNICATIONS COMMAND 4401 MASSACHUSETTS AVE N W WASHINGTON DC 20394-5000

5216 Ser 00C/1760 12 Feb 15

From: Commander, Naval Computer and Telecommunications Command To: Standard of Conduct Coordinators

Subj:....USING A “TO:” LINE AND “DISTRIBUTION:” LINE

1. Use both the “To:” line and “Distribution:” line in the same letter when you show a group title whose distribution is relatively unknown. Place the group title in the “To:” line and identify each member in a “Distribution:” line.

A. N. WALTER By direction

Distribution: NAVCOMTELSTA WASHINGTON DC NAVCOMTELSTA PENSACOLA NAVCOMTELSTA SAN DIEGO NAVCOMTELSTA SAN FRANCISCO

FIGURE 8-3. MULTIPLE-ADDRESS LETTER USING A “TO:” LINE AND “DISTRIBUTION:” LINE

SECNAV M-5216.5 JUNE 2015 June 8-5 9. Background material

8. Official file copy (with enclosure(s)) 7. Envelope or mailing label (if required) 6. Info addressee(s) copy(s) (with enclosure(s)) 5. Envelope or mailing label (if required) 4 Second letter (with enclosures) to be signed 3. Envelope or mailing label (if required) 2. Original letter (with enclosures) to be signed 1 Brief sheet if required

Here is a suggested way to assemble a multiple-address letter for signature and mailing. If you use a folder rather than the single stack of papers shown, clip items 1 and 9 to the left side and 2 through 8 to the right side of the folder.

Tab signature page, enclosures, and background material.

Check or arrow the intended addressee on each copy.

Prepare envelopes or mailing labels according to local practice. Your activity might not require them for addressees listed in the SNDL.

BEFORE SIGNATURE AFTER SIGNATURE 1. Briefing sheet as prescribed locally, usually omitted if letter is short or self-explanatory. 2. Original letter to be signed (signature tabbed if not on first page), pages in normal order, with enclosures. 3. Envelope or mailing label, if required. 4. Second letter to be signed (signature tabbed if not on first page), pages in normal order, with Mail enclosures. 5. Envelope or mailing label, if required. 6. Copies for “Copy to:” addressees, each with enclosures. 7. Envelope or mailing label, if required. 8. Official file copy of letter with enclosures. Expose the left margin so reviewers can initial and date there. 9. Background material. FIGURE 8-4. ASSEMBLY OF A MULTIPLE-ADDRESS LETTER

File File

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CHAPTER 9 Endorsements

9-1 General. When a letter is transmitted via your activity, use an endorsement to forward comments, recommendations, or information. While an endorsement is mostly used to transmit correspondence through the chain of command, you may also use it to redirect a letter. Do not use an endorsement to reply to a routine letter. Additionally, a “Via” addressee may alter the order of any remaining “Via” addressees or add others. The length of the endorsement and the amount of space that is available on the basic letter or on the preceding endorsement determines if you should use a same-page or new page endorsement. If it will completely fit on the signature page of the basic letter or the preceding endorsement, you may add it to that page. If not, use a new-page endorsement.

9-2 Format

1. Endorsement Line

a. Start the endorsement line at the left margin on the second line below the date line. If the correspondence is classified, start the endorsement line on the second line below the classification line. When preparing a same-page endorsement, as long as the entire page will be photocopied, you may omit the SSIC, subject and the basic letter’s identification symbols.

b. Number each endorsement in the sequence in which it is added to the basic letter. Indicate the numbers of the endorsement by using ordinal numbers such as FIRST, SECOND, THIRD, etc. Following the number, type “ENDORSEMENT on” and identify the basic letter using the same style as a reference line. When the heading exceeds one line, start the succeeding line with the word “on”.

Example:

FIRST ENDORSEMENT on USS SCRANTON ltr 3000 Ser SSN 756/001 of ............................................................... 5 May 96

2. “Via:” Line. When preparing your endorsement, include in the “Via:” line any remaining “Via” addressees, if any. If there is only one via addressee remaining, do not number it. If there is more than one remaining, number the remaining addresses starting with the number (1) in parenthesis and consecutively number the rest.

3. Adding References. Do not repeat a reference in the reference line of your endorsement that has already been identified in the reference line of the basic letter or a previous endorsement. Identify only the references that you add. Assign a letter to all references you add by continuing the sequence of letters from the basic letter and previous endorsements. For example, if the basic letter and previous endorsements had references identified up to letter “f,” the first reference of your endorsement would be letter “g.”

9-1