DEPARTMENT OF THE NAVY CORRESPONDENCE MANUAL

SECNAV M-5216.5 JUNE 2015 June iv TITLE PAGE CHAPTER 3 - ELECTRONIC RECORDS 3-1 - General 3-1 3-2 - Procedures 3-1 1 2 Creation Naming Files 3-1 3-1 3 Maintenance 3-1 4 Restrictions 3-2 5 Disposition 3-2

CHAPTER 4 - ELECTRONIC MAIL 4-1 - General 4-1 4-2 - Procedures 4-1 1 Managing E-Mail 4-1 2 Formal Correspondence 4-1 3 Informal Correspondence 4-2 4 Security and Privacy Issues 4-2 5 Records Management 4-2 6 Digital Signatures 4-3

CHAPTER 5 - FACSIMILE TRANSMISSION SERVICES 5-1 - General 5-1 5-2 - Procedures 5-1 1 Managing Facsimile Services 5-1 2 Security and Privacy Issues 5-1 3 Records Management 5-2

CHAPTER 6 – POSTAL STANDARDS 6-1 - General 6-1 6-2 - Procedures 6-1 1 Choosing the Right Size Envelope or Container 6-1 2 Sources of Address Information 6-1 3 Delivery and Return Address Formats 6-2 4 Mail Classifications 6-3 5 Mail Markings 6-3 Figure 6-1 Folding Techniques 6-4 Figure 6-2 Standard Address Abbreviations 6-5 Figure 6-3 State/Territory Abbreviations 6-6 Figure 6-4 Envelope Addressing Standards 6-7; 6-8

CHAPTER 7 – CORRESPONDENCE FORMAT 7-1 - Requirements 7-1 7-2 - Format 7-1 1 Margins 7-1

SECNAV M-5216.5 JUNE 2015 June v TITLE PAGE 2 3 Font Sender’s Symbols 7-1 7-1 4 Classified Correspondence 7-2 5 For Official Use Only 7-3 6 “From:” Line 7-3 7 “To:” Line 7-4 8 “Via:” Line 7-5 9 Subject Line 7-5 10 Reference Line 7-6 11 Enclosure Line 7-10 12 Text 7-12 13 Paragraphs 7-12 14 Signature Line 7-13 15 “Copy To:” Line 7-14 16 Identifying Second and Later Pages 7-15 17 Page Numbering 7-15 18 Correspondence Package Assembly 7-15 19 Tabbing a Correspondence Package 7-15 Figure 7-1 Standard Letter – First Page 7-16 Figure 7-2 Standard Letter – Second Page 7-17 Figure 7-3 Standard Letter – Window – Envelope 7-18 Figure 7-4 Joint Letter 7-19 Figure 7-5 Standard Letter with Classification Markings – First Page 7-20 Figure 7-6 Standard Letter with Classification Markings – Second Page 7-21 Figure 7-7 Standard Letter with FOUO Markings 7-22 Figure 7-8 Paragraph Structure Format 7-23 Figure 7-9 Assembly of a Standard Correspondence Package Using Stacking Method 7-24 Figure 7-10 Tabbing Correspondence Packages 7-25

CHAPTER 8 – MULTIPLE-ADDRESS LETTER 8-1 - General 8-1 8-2 - Listing Addressees 8-1 1 Using a “To:” Line Only 8-1 2 Using a “Distribution:” Line Only 8-1 3 Using Both a “To:” Line and “Distribution:” Line 8-1 8-3 - Preparing and Signing Copies 8-1 8-4 - Assembly of Multiple-Address Letters 8-1 Figure 8-1 Multiple-Address Letter Using “To:” Line 8-2 Figure 8-2 Multiple-Address Letter Using “Distribution:” Line 8-3 Figure 8-3 Multiple-Address Letter Using a “To:” and “Distribution:” Line 8-4 Figure 8-4 Assembly of a Multiple-Address Letter 8-5

SECNAV M-5216.5 JUNE 2015 June 2-2 (2) Address correspondence concerning policy, management decisions, or other important matters via the chain of command or those commands, activities, or offices who have cognizance over the subject matter. This keeps intermediate commands informed and allows them to comment or approve as necessary.

(3) A “Via” addressee will always forward official correspondence with an endorsement. The endorsement may be as simple as using the term “forwarded” when no opinion or comment is needed. A “Via” addressee may elect to take final action, divert the routing, or return the correspondence to the originator with appropriate explanation (chapter 9).

(4) When there is no time to send important correspondence “Via” the chain of command and still meet a deadline, you may:

(a) Send correspondence via the chain of command, with an advance copy to the “To” addressee. To alert all addressees to this unusual routing, repeat the action addressee by Standard Navy Distribution List (SNDL) short title in a “Copy to:” line and include the term “(advance)” after the short title (chapter 7).

(b) Send correspondence directly to the “To” addressee with a concurrent copy to each intermediate addressee. Include in the text a statement like this: “A copy of this correspondence has been mailed directly to all addressees. Request “Via” addressees forward your endorsement(s) directly to....” Additionally, include the “Via” addressees by SNDL short titles in the “Copy to:” line.

b. Variations to Corresponding Through the Chain of Command

(1) Authorized subordinates of different activities may correspond directly with each other on routine matters.

(2) List any cognizant addressees in the “Via:” line when it is determined that they should see a letter before it reaches the “to” addressee.

(3) Include intermediate commands as “Copy to” addressees instead of “Via” addressees if you want them to see certain routine correspondence without having to endorse it.

(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.

SECNAV M-5216.5 JUNE 2015 June 2-3 (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. E-mail. You can use e-mail for formal and informal correspondence. See chapter 4 for additional information.

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

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.

(5) Is FOUO.

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 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.

SECNAV M-5216.5 JUNE 2015 June 2-4 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. 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. Alternatively, submit correspondence electronically, using track changes for review. 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.

b. Delegation of Signature Authority

(1) Delegation of signature authority may be made to military and civilian subordinates. All delegations of signature authority will be made in writing and signed by the person delegating the authority. If the delegation of authority is provided for in a directive, indicate this delegation in a generic reference to a billet or position title. For each individual that the delegation of authority applies, a letter so delegating that authority to the individual, by name, will be prepared. Include a brief outline of the scope of delegation, and if appropriate, authorize the individual to further delegate or sub-delegate the authority. In the absence of specific sub- delegation guidance, delegated signature authority shall not be sub-delegated.

(2) An individual who signs correspondence under delegated authority will use the term “By direction” typed below their name when signing documents under this delegated authority. Refer to chapter 7.

SECNAV M-5216.5 JUNE 2015 June 2-5 EXAMPLE: S. E. CHEEK By direction

c. Acting for the Commander/Commanding Officer/Officer in Charge. 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 the term “Acting” typed below their name.

EXAMPLE: D. L. CISCEL Acting

d. Acting for an Official Who Signs by Title. When the signatory has been formally, but temporarily, appointed to replace an official who signs correspondence by title rather than “By direction,” the word “Acting” is typed below the typed name.

EXAMPLE: E. S. HOWARD Deputy Acting

e. Signing “For” an Absent Official. When correspondence is in final form and the official that would normally sign the correspondence is unable to do so, it is permissible to have the correspondence signed “for.” Rather than modifying the document to replace the signature line, an individual already delegated signature authority may sign the correspondence and hand write the term “for” before the typed name of the regular signing official. This method should be used only when a delay would fail to meet a crucial deadline.

6. Electronic Signatures. Commanders/commanding officers/officers in charge or civilian equivalents may authorize the use of an electronic signature that replicates his or her signature where personal signing of a piece of correspondence is impractical or the correspondence is of a routine nature. Personnel authorized to use a signature stamp of someone else’s signature shall pen their initials next to each signature they stamp to authenticate the stamp. Safeguard signature stamps from unauthorized use.

7. Incoming Correspondence Controls. Controlled correspondence is correspondence that requires some type of action, requires a response, or has long-term reference value.

a. Date Stamp. Date stamp all incoming controlled correspondence on the day it arrives at the command. It is a good practice to date stamp all incoming correspondence, not just controlled correspondence.

b. Restrict Assignment of Controls. Assign controls to only incoming mail that requires a response or has long-term reference value. Incoming action correspondence should be routed directly from the correspondence management office to the action office. If necessary, send duplicate copies to intermediate or coordinating offices.

SECNAV M-5216.5 JUNE 2015 June 2-6 8. Replies to Correspondence

a. Controlled Correspondence. Take prompt action on incoming correspondence that requires action or a response. Normally, correspondence should be answered within 10 working days or as prescribed by the immediate superior in command or by the tasking authority for the response.

b. Congressional Correspondence

(1) Reply directly to members of Congress if they contact your activity on routine and non-policy matters. When doubt exists over whether to release certain information, contact the Office of Legislative Affairs for guidance.

(2) Correspondence from Congress shall be answered within 5 workdays of receipt. If a response (refer to chapter 12, page 12-3 for guidance on preparing an interim response) cannot be provided within 5 days, send an interim response that acknowledges receipt of the correspondence and provides an estimated date when a final response will be sent. Send the original response plus an additional copy when responding to a Congressional Inquiry. Also, send a blind copy of your final reply and substantive interim replies to:

CHIEF OF LEGISLATIVE AFFAIRS NAVY DEPARTMENT WASHINGTON DC 20350-1000

(3) The opening line in the text of the response should read, “Thank you for your letter of [date], concerning [issue].” NOTE: The date format is month day, year (i.e., June 19, 2009).

(4) When responding to a Congressional request, the closing line in the text of the response should read, “If I may be of any further assistance, please let me know.”

(5) For more information on the handling of naval legislative affairs refer to SECNAVINST 5730.5J, Mission, Function, and Responsibilities of the Office of Legislative Affairs and Procedures for Handling Legislative Affairs and Congressional Relations.

c. Freedom of Information and Privacy Act Requests. Answer Freedom of Information Act (FOIA) requests and Privacy Act requests within 20 workdays of receipt. If a response cannot be provided within 20 days, send an interim response that acknowledges receipt of the correspondence and provides an estimated date when a final response will be sent. Ensure all responses for FOIA information and Privacy Act information is reviewed by the base or command FOIA and Privacy Act Coordinator or the base or command Judge Advocate General.

9. Outgoing Correspondence Controls

a. Impose Realistic Due Dates. When sending correspondence that requires a response or has action for the recipient, put a “reply by” due date in your letter only when you have a compelling reason to receive a response back by that date. When choosing the due date, allow

SECNAV M-5216.5 JUNE 2015 June 2-7 time for your letter to make its way up the chain of command to be signed, time for it to reach the people who will take action, time for them to gather information and prepare a response, and time for the response to make it back to you.

b. Sign and Mail. Correspondence should be signed at intervals throughout the day. This method will keep signed correspondence from lingering overnight before it goes out. Arrange for a special trip to the mailroom for important correspondence that is signed after the last regular messenger and before the last mail dispatch. Alert the mailroom to the urgency.

c. Trace Late Replies. If a response is not received within a reasonable amount of time or by the directed “reply by” date, follow up with the command that the correspondence was sent to. There are two methods to follow up on late correspondence:

(1) Forward a copy of the original correspondence with the term “TRACER – [date]” written or stamped in the top margin.

(2) Contact the command that the correspondence was originally sent to by phone or via e-mail.

10. Limit Use of Social Security Numbers (SSN). Memorandums, letters, spreadsheets, hard copy lists, electronic lists and surveys that collect, use, or maintain the SSN must meet acceptable use criteria and all other required Privacy Act considerations. Commands shall ensure that a review of these collections is conducted to determine that there is an authoritative basis and requirement for continued SSN use. If no authority or legal requirement exists, the collection and use of the SSN shall cease unless and until such authority is obtained. In certain environments where continuity of operations requires the use of the SSN in memorandums, letters, spreadsheets, hard copy lists, electronic lists or surveys, approval by local commanders can be granted. Effective 1 October 2015 all memorandums, letters, spreadsheets, hard copy or electronic lists and surveys that collect, use, or maintain the SSN shall be eliminated unless justification for continued use of the SSN can be verified. After 1 October 2015, potential exceptions shall undergo a documented review and justification process similar to the requirements for official forms and IT systems. Each exception must meet acceptable use criteria and all other required Privacy Act considerations. The list of Acceptable Use Criteria can be found at: http://www.doncio.navy.mil/ContentView.aspx?id=1833.

11. Identifying Navy and Marine Corps Personnel. This information is generally included in the subject line of the standard letter and in the first paragraph of the business letter. Fully identify the member when you first mention him or her. In later references to the member, simply use the rank or rate and last name. Do not capitalize every letter of a member's last name, except in the subject and signature lines. Capitalize the words "Sailor," "Marine" and “Service Member” when referring to members of the U.S. Navy or U.S. Marine Corps.

a. Navy Requirements

(1) Abbreviated rank for officers and rate and warfare designator for enlisted personnel (e.g., AD1(AW), BM2(SW), CSSN(SS)) with no space between rank/rate and warfare designator,

SECNAV M-5216.5 JUNE 2015 June 2-8 (2) first name, middle initial if any, and last name,

(3) staff corps abbreviation (if any),

(4) branch of service,

(5) the 10-digit Electronic Data Interchange Personal Identifier (EDIPI), referred to as the DoD ID number (should be used as a substitute for the SSN whenever possible). The last four digits of the SSN (when use of the SSN is justified),

(6) the designator for an officer.

EXAMPLE: ADM Michelle L. Howard, USN, XXX-XX-1234/1110 CAPT Vorrice J. Burks, USN, XXX-XX-1234/6410 LCDR Kenneth O. Allison, USN, XXX-XX-1234/3100 YN1 (SW) Robert L. Gabel, USN, 1234567890 YN2 Jazsmne Wilson, USN, XXX-XX-1234

b. Marine Corps Requirements

(1) Unabbreviated grade,

(2) first name, middle initial if any, and last name,

(3) the 10-digit Electronic Data Interchange Personal Identifier (EDIPI), referred to as the DoD ID number (should be used as a substitute for the SSN whenever possible). The last four digits of the SSN (when use of the SSN is justified),

(4) military occupational specialty, and

(5) branch of service.

EXAMPLES: Colonel Rodney C. Jones 0123456789/0430 USMC Major Timothy C. Beck 2013538698/0202 USMC Sergeant J. Keller 3096589299/0411 USMC

12. Letterhead Stationery. The standard size paper for all official letterhead stationery is 8-1/2 inches by 11 inches. Preprinted or computer generated letterhead is acceptable. Use white, plain bond paper. Refer to appendix C for stationery usage guidelines.

a. Use of Letterhead Stationery

(1) Use command letterhead stationery only for official matters of the command. Printing names of officials on letterhead stationery is prohibited. When using letterhead stationery, the “From:” line will always contain the title of the activity head and command name. The “From:” line will never contain the name of an individual.

SECNAV M-5216.5 JUNE 2015 June 2-9 (2) Use command letterhead stationery when corresponding as a member of a DON approved board or committee. Indicate the letter is from the signing official by using the board or committee title in the “From:” line.

(3) Do not use letterhead as personal stationery. For example, CDR Baker, captain of the ship’s basketball team, may not use it for matters involving the team.

(4) The use of letterhead is authorized for commanders, commanding officers, officers in charge and directors or those who have signature authority for commands that are represented in the SNDL only.

b. Letterhead Format

(1) Letterhead stationery of the DON shall bear a one-inch in diameter seal of the DoD. Other seals, emblems, insignia, decorative or emblematic devices shall not be incorporated. See appendix C for additional guidance.

(2) The letterhead begins with "DEPARTMENT OF THE NAVY" centered on the fourth line from the top of the page. Center the activity's name, address, and nine-digit zip code on succeeding lines. Do not use abbreviations or punctuation in the address.

EXAMPLE:

DEPARTMENT OF THE NAVY CHIEF OF NAVAL OPERATIONS 2000 NAVY PENTAGON WASHINGTON DC 20350-2000

3

DEPARTMENT OF THE NAVY HEADQUARTERS UNITED STATES MARINE CORPS 3000 MARINE CORPS PENTAGON WASHINGTON DC 20350-3000

(3) The address lines of letterhead for Navy activities shall conform to the SNDL address for that activity. Marine Corps activities shall comply with current Marine Corps Directives Management Program, MCO 5215.1K.

13. Enclosures. An enclosure can prevent a letter from becoming too detailed. Try to keep letters short, down to one page whenever possible, and use enclosures for lengthy explanations that cannot be avoided. An enclosure may include such things as manuals, publications, photocopies of correspondence, charts, etc. belonging to the specific DON organization only. No external documents area allowed to be enclosures. Consider making them references instead.

SECNAV M-5216.5 JUNE 2015 June 2-10 a. Marking Enclosures. Enclosures must be marked on the first page; however, you may mark all pages. An enclosure marking goes in the lower right corner, whether the text is arranged in portrait or landscape orientation. Type “Enclosure” and its number in parentheses. Arrange the typed pages lengthwise so they can be read from the right.

EXAMPLE: (First page. The enclosure line is right justified.) Enclosure (1)

EXAMPLE: (Succeeding pages. The enclosure line is right justified and the page number is centered and 2 lines below the enclosure line. Enclosure (1)

2

b. Numbering Pages of Enclosures. Number only second and later pages. If you have several different enclosures, number the pages of each independently.

c. Sending Enclosures Separately. When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and type “(sep cover)” after the enclosure’s description.

EXAMPLE: Encl: (1) SECNAV M-5216.5 (sep cover)

14. Copies. Keep in mind the following when reproducing paper copies:

a. Use two -sided photocopying whenever possible.

b. If your letter must have “Copy to” addressees, include only those with a genuine need to know. Be realistic.

c. Avoid “just in case” copies and whole batches of 10 or 15 copies when you can pinpoint the quantity precisely.

d. Make the most of the “read, initial, and date” approach to information copies within your command. Circulate a single copy among those who need to read the document, and have them pass it on.

e. Distribute copies by e-mail or put information copies on your local area network. If using either of these two methods, distribute the copy in approved File Access Mode (FAM) software application format.

f. Avoid redundant file copies. Keep official command files in one central location to simplify access. Retain one official file copy of all outgoing correspondence.

SECNAV M-5216.5 JUNE 2015 June 2-11 15. Expressing Military Time. Express military time in four digits based on the 24-hour clock. The time range is 0000 to 2359. The first two digits are the hour after midnight and the last two digits are the minutes. Do not use a colon to separate the hour from the minutes.

EXAMPLE: 6:30 am in civilian time is 0630 in military time 3:45 pm in civilian time is 1545 in military time

16. Expressing Dates. There are three date formats allowed for use in Navy correspondence. The formats and their use are described below. In all date formats, the day is represented as one or two digits (do not use a zero preceding the numerals 1 through 9 when the day is single digit). The abbreviated format and the standard format are used when corresponding with other military organizations. The civilian format is used when corresponding with Congress, civilian agencies and businesses, and individuals.

a. Abbreviated Format. The abbreviated 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. The format consists of a 1- or 2-digit day, the 3-letter abbreviation for the month, and the 2-digit abbreviated year.

EXAMPLE: 15 Feb 09 25 Mar 09

b. Standard Format. The standard format is only used in the text of correspondence. The format consists of a 1- or 2-digit day, the spelled out month, and the 4-digit year.

EXAMPLE: 5 May 2015 17 April 2015

c. Civilian Format. The civilian format is used as both the date of the correspondence and in the text. Do not use an abbreviated civilian format. The format consists of the spelled out month, the 1- or 2-digit day, a comma, and the 4-digit year.

EXAMPLE: January 14, 2014 December 25, 2014

17. Abbreviations and Acronyms. Abbreviations and acronyms are one of the most misused aspects of correspondence. When using abbreviations and acronyms the writer must consider the audience. What is familiar to you may not be familiar to the reader. The use of abbreviations and acronyms tends to detract from the content of the correspondence by causing the reader to have to pause, remember what the abbreviation or acronym means, then continue reading.

a. Established abbreviations are acceptable in all but the most formal writing (e.g., directives) where every abbreviation and acronym must be identified no matter how well known. Some examples include “Mr.” (Mister), “Ms.” (Miss), “e.g”. (for example), “i.e.” (that is), and “etc.” (et cetera), “sonar” (sound navigation and ranging), and “radar” (radio detecting and ranging).

SECNAV M-5216.5 JUNE 2015 June 2-12 b. Do not abbreviate military titles in the text of press reports.

c. If you use an acronym, spell it out first and then define the acronym in parentheses. After the initial definition, the acronym may be used without explanation.

EXAMPLE: North Atlantic Treaty Organization (NATO)

SECOND USE: The NATO is holding a meeting in March.

18. Punctuating, Capitalizing, Spelling, Hyphenating, and Separating Words. For examples on punctuating, capitalizing, and spelling, refer to the Government Printing Office (GPO) Style Manual. Most word processors eliminate the need to divide words. If correspondence is produced manually, use the Word Division Book, a supplement to the GPO Style Manual or your dictionary for help with dividing words. Use hyphens sparingly; a slightly uneven right margin is preferred over hyphenated words. Never hyphenate a word at the end of a page. Avoid separating words in close association such as a person’s name, abbreviated titles, and dates. If a full name must be split, do so after the first name when there is no initial, or after the initial. Never split the name of a ship.

19. Proofreading. Proofread correspondence several times and check it carefully to ensure it has been correctly prepared. A recommended method of proofreading is:

a. Check format first. Do not read for substance until you are sure everything else is right.

b. Look at the framework of the correspondence:

(1) Is letterhead correct/straight?

(2) Are the margins 1 inch?

(3) Are page numbers centered 1/2 inch from the bottom of the page?

(4) Is there enough/too much room for the date?

(5) Are paragraphs aligned/indented properly?

(6) Are paragraphs sequentially numbered/lettered?

(7) Are enclosure markings correct?

(8) Are more than three lines hyphenated, and are successive lines hyphenated?

(9) Is there enough room for the signature line?

(10) Is the header margin 1 inch from the top of the page?

SECNAV M-5216.5 JUNE 2015 June 2-13 (11) Is the footer margin ½ inch from the bottom of the page?

c. Next, look for typographical errors, misspelled words, improper punctuation, improper spacing, and incorrect grammar:

(1) Read slowly. Look at each word separately.

(2) Look up all hyphenated words you are not sure of.

(3) When using a word processing program, use spell check and grammar check; however, never solely depend on this method. Utilize spell check and grammar check as an additional tool.

d. Lastly, read for content.

20. Typeface. For text, use 10 to 12 point font size. Times New Roman 12-point is the preferred font style and size for official correspondence, but Courier New may be used for informal correspondence. Bold, underline, script, and italics may be used for occasional emphasis, but not for entire letters.

21. Color of Ink. Suggested colors of ink for editing of correspondence: Activity Head (RED), Deputy/Executive Officer (GREEN), Heads of Administration (PURPLE), Heads of all other Departments (BLUE). Only use black or blue-black ink to sign correspondence. Photocopiers pick up these colors well.

SECNAV M-5216.5 JUNE 2015 June 2-14

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SECNAV M-5216.5 JUNE 2015 June 3-1 CHAPTER 3 Electronic Records 3-1 General. An electronic record is any information that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record (SECNAV M-5210.1 Department of the Navy Records Management Manual, part I, paragraph 17) -- information made or received in connection with the transaction of public business and preserved or appropriate for presentation as evidence of the organization, functions, policies, decisions, operations, etc, or because of its information value. Electronic documents, including e-mails, are Federal records to the same extent as their paper counterparts would be. In practice, there is no difference between managing electronic and paper records. 3-2 Procedures 1. Creation. Before a document is created on an electronic records system that will maintain the official file copy, each document must be identified sufficiently to enable authorized personnel to retrieve, protect, and dispose of it. When feasible, create the electronic record within a DoD certified electronic Records Management Application (RMA), such as Hewlett Packard Total Records Information Management (TRIM) Context, or another DON approved RMA, using procedures established for record creation within the RMA. 2. Naming Files. Naming electronic files resembles labeling paper file folders. When naming subdirectories or “folders,” use the Standard Subject Identification Code (SSIC) (SECNAV M- 5210.2, Department of the Navy Standard Subject Identification Code (SSIC) Manual) and any logical combination of alphanumeric characters permitted by the operating system and descriptive of the series. For example, a subdirectory labeled 5240 would show “General Administration and Management” files containing correspondence on industrial methods that are destroyed after 5 years. Identifying information for each document may include the office of origin, the SSIC, key words for retrieval, addressee (if any), signature, originator, date, authorized disposition (coded or otherwise), and security classification (if applicable). Ensure that electronically maintained records can be correlated with related records on paper, microform, or other media. When creating within, or transferring to, an approved RMA, comply with specific naming, identification and tracking requirements established for the RMA. 3. Maintenance a. Electronic records that are not created within an approved RMA, or an Enterprise Information Systems (EIS) within the required RM functionality should be transferred to one as soon as practicable within 6 months of the record creation date. However, electronic records whose disposition schedule permits destruction within 6 months of the date the record was created need not be transferred to, or maintained within, an approved RMA if destroyed within that 6 month period. Once an electronic record is within an approved RMA, adhere to the maintenance requirements established for that RMA. Pending transfer into an approved RMA, or when an approved RMA is not available, adhere to the procedures in paragraphs 3 b through 3d below to protect electronic records.

SECNAV M-5216.5 JUNE 2015 June 4-2 e. Follow your chain of command.

f. Transmit only from your authorized e-mail address.

g. Request acknowledgement of receipt in the original communication when it is required. Acknowledgement may be via e-mail.

h. Keep a copy of any formal correspondence sent by e-mail as your activity’s file copy (see paragraph 5 below).

3. Informal Correspondence. There are no specific guidelines for informal correspondence; however, keep it brief, use good taste, and observe traditional customs and courtesies. Do not use a complete signature line to identify the sender, but the sender must be fully identified. You may omit the signature line entirely if your computer automatically identifies the sender.

4. Security and Privacy Issues

a. 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.

b. Follow established guidelines and exercise good judgment in transmitting sensitive information such as:

(1) Government information that would be of value to an adversary.

(2) Pre-award contractual information, budget information, or authorization data.

(3) Non-government information such as trade secrets the Government agreed to keep confidential.

(4) “For Official Use Only” information.

(5) When transmitting Personally Identifiable Information (PII) via e-mail, the e-mail must 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.

5. Records Management. E-mail lacks the built-in records management controls of the Naval Computer and Telecommunications System (NCTS) and the Automatic Digital Network (AUTODIN). An e-mail can be considered a record (see chapter 3, section 3-1, of this manual

SECNAV M-5216.5 JUNE 2015 June 4-3 for the definition of an electronic record). Activities will control the creation, use, maintenance, and disposition of e-mail records. Follow chapter 3 of this manual and SECNAV M-5210.1.

6. Digital Signatures. DON policy for digital signatures continues to evolve. However, two uses of digital signature have been established. In accordance with SECNAVINST 5239.3B, commanders of DON organizations shall ensure e-mail messages requiring either message integrity or non-repudiation are digitally signed using DoD Public Key Infrastructure (PKI). All e-mail containing an attachment or embedded active content must be digitally signed. Per DoD guidance (USD P&R Memo, Policy for Digital Signature Functionality and Acceptance, of 12 December 2006), digital signatures will be recognized and accepted as valid for all human resource management documents.

SECNAV M-5216.5 JUNE 2015 June 4-4

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SECNAV M-5216.5 JUNE 2015 June 5-1 CHAPTER 5 Facsimile Transmission Services

5-1 General. Facsimile machines provide a rapid and reliable alternative to the various mail systems for the transmission of documents. Whatever you send by facsimile must be for official Government business or for authorized purposes (as defined by the Joint Ethics Regulations section 2-301 (DoD 5500.7-R.)).

5-2 Procedures

1. Managing Facsimile Services

a. Limit transmissions requiring use of long distance services to time sensitive communications only.

b. Send multiple documents that are going to the same location in batches rather than one at a time.

c. Facsimile transmission cover sheets add to the cost of each transmission. Keep cover sheets as simple and functional as possible, with only essential information. Avoid graphics and heavy gray or black areas because they slow transmissions and increase costs.

(1) Instead of using separate cover sheets when sending material via facsimile transmission, commands are encouraged to procure a rubber stamp (1 inch by 4 inches) formatted as follows:

(2) Place the stamp at either the top, bottom, or side margin. This will eliminate the need for an extra page and save money, material, labor, energy, and time.

2. Security and Privacy Issues

a. Do not transmit classified data via unsecured facsimile equipment. See DoDM 5200.01, Volume 3 and SECNAVINST 5211.5E, Department of the Navy Privacy Act (PA) Program, for more information regarding transmitting classified material via facsimile equipment.

b. The use of fax machines to send information containing the SSN and other PII by DON personnel is prohibited except under the following circumstances:

(1) When another more secure means of transmitting PII is not practical. FROM:______________________ TO:________________________

ACTIVITY:___________________ ACTIVITY:___________________

PHONE #:__________________ PHONE #:__________________

# OF PAGES:_______________ # OF PAGES:_______________

Replace thermal paper facsimiles that are records with photocopies.

SECNAV M-5216.5 JUNE 2015 June 7-2 (a) Originator’s Code Without Serial Numbers. Start the originator’s code immediately under the SSIC. Below are examples of two SSICs with only the originator’s code:

EXAMPLE: 5216 5800 Code 13 N00J

(b) Originator’s Code With Serial Numbers. All classified correspondence created by your activity must be given a serial number. A serial number is not required on unclassified correspondence. Whether unclassified correspondence is serialized or not depends on local practice. Volume is the major criterion. An activity that produces little correspondence, and all of it is unclassified, probably does not need to use serial numbers. The added control must be weighed against the added complications of typing or stamping serial numbers. 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 001.

(c) Classified Markings. Start the originator’s code immediately under the SSIC followed by a forward slash with no spaces before or after the slash, the classification (if classified) (FOUO for For Official Use Only, C for Confidential, S for Secret, TS for Top Secret), and then the next unused serial number for the current calendar year. Below are two examples of a sender’s symbol using the originator’s code and serial number:

EXAMPLE: 5216 5800 Ser Code 13/271 Ser N00J/S20

(3) Date. Date a letter on the same day it is signed. Do not type the date when preparing correspondence that will be signed on a later date. Use the abbreviated date format discussed in chapter 2, page 2-11.

EXAMPLE: 5216 Ser Code 13/271 7 Sep 06

b. Exceptions to Requirements for Using Identification Symbols. Local practices determine how to use identification symbols in the following cases:

(1) Letters to members of Congress or heads of Government agencies.

(2) Letters of praise or condolence.

c. Unauthorized Identification Symbols. Numbers assigned by word processing centers and the initials of writers and typists are unauthorized as identification symbols; however, they may be included on file copies as part of the drafter’s identification.

4. Classified Correspondence. You must have the appropriate security eligibility and access, and be trained as a derivative classifier on the marking/handling requirements prior to preparing

SECNAV M-5216.5 JUNE 2015 June 7-3 classified correspondence. An example of a classified letter is provided in figure 7-5. Refer to DoDM 5200.01, Volume 2 for additional information on marking and handling classified correspondence.

5. For Official Use Only

a. For Official Use Only (FOUO) applies to information that is not classified, but which may be withheld from the public under the FOIA.

b. Correspondence determined to contain FOUO information shall be marked per the requirements in DoDM 5200.01, Volume 4, Enclosure 3, Section 2.c.

6. “From:” Line

a. General. Every standard letter must have a “From:” line, except a letter that will be used with a window envelope. To prepare a letter for a window envelope, follow figure 7-3. As a general rule, the “From:” line is composed of the activity head’s title and the activity’s name. Refer to the three publications listed below for the correct names and mailing addresses for DON and DoD activities.

(1) SNDL

(2) Active Marine Link, Personal and Family Link, Military Personnel Services Link, Postal Link under reference.

(3) DoDAAD, DoD Manual 4000.25-6-M.

b. Converting an SNDL Address to a “From:” Line Address. The “From:” line gives more than a title, but less than a full mailing address. Include enough information to distinguish your activity from other activities that may have the same name, but are in a different city or country. In some cases a one-of-kind title adequately identifies an activity and the location is unnecessary (e.g., “Secretary of the Navy”). The below examples show various way of converting SNDL addresses to “From:” line addresses.

EXAMPLE:

SNDL Entry From Line

COMMANDING OFFICER Commanding Officer, Naval Station, Norfolk NAVAL STATION NORFOLK VA 23511-6000

COMMANDING OFFICER Commanding Officer, USS CHUNG-HOON (DDG 93) USS CHUNG-HOON (DDG 93) FPO AP 96662-1302

SECNAV M-5216.5 JUNE 2015 June 7-4 COMMANDING OFFICER Commanding Officer, Patrol Squadron 45 VP 45 UNIT 60172 FPO AA 34099-5918

c. Format. Type “From:” at the left margin on the second line below the date line. The text begins two spaces after the colon. If the entry is longer than one line, start the second line under the first word after the heading.

EXAMPLE:

From: Commanding Officer, USS BLUE RIDGE (LCC 19)

From: Commanding Officer, Naval Recruiting District Minneapolis, 212 3rd Avenue South, Minneapolis, MN 55401-2592

d. Avoid Multiple Titles. If your commanding officer has more than one title, choose the title that corresponds with the content of the letter.

7. “To:” Line

a. General. Address all correspondence to the activity head of an activity. Include the office code or person’s title that will act on your letter in parentheses, if known. If the office code is composed of only numbers, add the word “Code” before the numbers. Do not add the word “Code” before an office code that starts with a letter (e.g., “N” or “SUP”). Because frequent turnover in personnel can result in misrouted mail, avoid using the name of an individual in the “To:” line. You may use the complete mailing address and ZIP+4 code if you want the address for a record. If you will be using a window envelope, follow figure 7-3.

b. Format. Type “To:” at the left margin on the first line under the “From:” line (do not skip a line). Six spaces follow the colon.

EXAMPLE:

From: Chief of Naval Operations To: Commanding Officer, USS JOHN C STENNIS (CVN 74)

From: Assistant Secretary of the Navy (Financial Management and Comptroller) To: Chief of Naval Reserve

From: Commanding Officer, Naval Station, San Diego (Code 10) To: Officer in Charge, Personnel Support Activity Detachment, China Lake, CA 93555-6001

SECNAV M-5216.5 JUNE 2015 June 7-5 8. “Via:” Line

a. General. Use a “Via:” line when one or more activities outside of your activity should review a letter before it reaches the action addressee. The format for the “Via:” line is the same as for the “From:” line and “To:” line discussed in paragraphs 5 and 6 above.

b. Format. Type “Via:” at the left margin on the first line below the “To:” line. Five spaces follow the colon. If the entry is longer than one line, start the second line under the first word after the heading.

EXAMPLE:

From: Chief of Naval Operations To: Commander, U.S. Fleet Forces Command Via: Commander, U.S. Pacific Fleet

c. Numbering Via Addressees. Number “Via” addressees if two or more are listed. Follow the chain of command. Routing starts with the addressee listed first.

EXAMPLE:

From: Commander, Destroyer Squadron 23 To: Commander, U.S. Fleet Forces Command Via: (1) Commander, Carrier Strike Group NINE (2) Commander, U.S. THIRD Fleet (3) Commander, Naval Surface Force, U.S. Pacific Fleet (4) Commander, U.S. Pacific Fleet

d. When one or more activities outside of your activity should review a letter before it reaches the action addressee, and TV-5 Taskers is the mechanism being used for routing the correspondence, do not use a “Via:” line. Prepare the appropriate Action Memorandum as outlined on page 12-4 of this manual.

9. Subject Line

a. General. The subject line consists of a sentence fragment that tells readers what the letter is about. Use normal word order and capitalize every letter after the colon. In correspondence, do not use acronyms in the subject line. If the subject appears elsewhere in the text of the letter, capitalize it using the “Title Case” format. When replying to a letter, repeat the subject of the incoming correspondence in the subject line, unless a change is essential for clarity.

b. Format. Type “Subj:” at the left margin on the second line under the last line of the previous heading. Three spaces follow the colon. If the entry is longer than one line, align the second line under the first word after the heading.

SECNAV M-5216.5 JUNE 2015 June 7-6 EXAMPLE:

Subj: PROGRAM ACQUISITION PROCESS FOR THE ADVANCED SEA-BASED TARGET PROFILING RADAR

10. Reference Line

a. General. Use only those references that bear directly on the subject at hand. Avoid unnecessary or complicated references. Many letters may not need a reference, while others are complete with a reference to only the latest communication in a series. List references in the order they appear in the text. Always mention cited references in the text. Additionally, when citing a reference it is not necessary to include the subject of the reference. However, the subject may be included, following all other required elements, if it aids in clarifying or better identifying the reference.

b. Avoiding Most NOTAL References. A not-to-all (NOTAL) reference is a document that some addressees neither hold nor need. Avoid NOTAL references whenever possible. If a NOTAL reference is unavoidable, follow the reference in the reference line with the term “NOTAL” in parentheses. The following paragraphs discuss various referencing situations and an appropriate action for each situation:

(1) If it is known that the action addressee does not have a reference listed in your correspondence, include it as an enclosure to your correspondence or refer to it in the text. However, enclosing an existing, stand-alone document belonging to another Navy organization or another Service as an enclosure is now allowed in directives. If needed, include as a reference.

EXAMPLE: (Referencing a NOTAL reference in the text of the correspondence.)

“CNO WASHINGTON DC 121845Z Mar 07 directed all afloat Navy activities to provide statistical data on fuel usage. Request you provide the requested data by 1 June 2007.”

(2) If you would like to provide a copy of a reference listed in your correspondence to a “Via” or “Copy to” addressee, annotate “w/ref (x)” in parentheses to the right of the addressee you send it to (Substitute the appropriate reference letter for x). Only include this annotation on the copy for the addressee you are sending the reference to. Do not include the distribution of a reference to “Via” or “Copy to” addressees on the original letter.

EXAMPLE:

From: Chief of Naval Operations To: Commander, U.S. Fleet Forces Command Via: Commander, U.S. Pacific Fleet (w/ref (c))

Copy to: COMNAVPERSCOM (w/ref (a))

SECNAV M-5216.5 JUNE 2015 June 7-7 c. Format. Type “Ref:” at the left margin on the second line below the subject line. Use a lowercase letter in parentheses before the description of every reference. If you have only one reference, list it as “Ref: (a)”. Four spaces follow the colon. References are listed in alphabetical order, a through z. If you have more than 26 references, continue with (aa), (ab), etc. If the entry is longer than one line, line the second line under the first word after the heading.

EXAMPLE:

Ref: (a) COMSUBGRU TWO ltr 7200 Ser N1/123 of 12 Mar 08

Ref: (ab) SECNAV M-5510.36

d. Citing Various Types of References

(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)” as illustrated below.

EXAMPLE:

COMCARSTRKGRU NINE ltr 7200 Ser N00/124 of 17 Apr 15 USS PORTER ltr 5216 Ser DDG 78/437 of 7 Mar 06 (NOTAL) CNO memo 5216 Ser 09B33/6U317731 (undated)

(2) A business letter requires (a) the company name, (b) the term “ltr”, and (c) the date.

EXAMPLE:

Smith Widget Co. ltr of 14 Oct 05

(3) An e-mail requires (a) the SNDL originator's short title, (b) the term “e-mail,” (c) the type of correspondence (“ltr” or “memo”), (d) the SSIC, (e) the originator’s code by itself or in a serial number, and (f) the date.

EXAMPLE:

OPNAV e-mail ltr 5216 Ser N4/158 of 21 Sep 06

(4) A message requires (a) the originator's Plain Language Address as shown in the “From:” line of the message (if listed, do not include the office code) and (b) the complete date- time-group. When referencing general messages, include in parentheses the general message type (All Navy (ALNAV), Naval Administrative (NAVADMIN), All Marine Corps (ALMAR), etc.) and number/year.

SECNAV M-5216.5 JUNE 2015 June 7-8 EXAMPLE:

USS PORTER 071300Z Mar 15 NAS MERIDIAN MS 101300Z Mar 15 CNO WASHINGTON DC 111300Z Mar 15 (NAVADMIN 123/15)

(5) Endorsements cite references depending on whether you want to mention them in passing or highlight a particular one.

EXAMPLE:

ENS Joe J. Mainville, USN, XXX-XX-6789/1105 ltr of 1 Apr 15 w/ends

COMNAVSURFPAC THIRD ENDORSEMENT 1070 Ser N1/3124 of 22 Apr 15 to ENS Joe J. Mainville, USN, XXX-XX-6789/1105 ltr of 1 Apr 15

(6) A telephone conversation or meeting requires (a) “PHONCON” or “Mtg”; (b) the activity’s SNDL short title, the office code, the individual’s name, and (c) the date. Follow the information for the first individual with a forward slash and repeat the information for the second individual.

EXAMPLE:

PHONCON CNO (N09B2) Ms. Handy/COMNAVAIRLANT (N6) CDR Phillips of 17 Feb 15

Mtg CENSERVSUPP (N72C) YNCS(SCW/SW) Slaughter/NAVTECHTRACEN Meridian YNCS(SW) Fitzpatrick of 22 Apr 15

(7) 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.

EXAMPLE:

SECNAVINST 7510.1

(identifying an enclosure, chapter, section or paragraph of a reference in the text) “Reference (a), enclosure (3), paragraph 11a(2) requires …”

(8) A Navy notice requires (a) the SNDL short title of issuer combined with the term “NOTE” and the SSIC, (b) the serial number, (c) the date, and (d) the cancellation date enclosed in parenthesis (e.g., (Canc: Aug 08)). If referencing a large notice, 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.

SECNAV M-5216.5 JUNE 2015 June 7-9 EXAMPLE:

OPNAVNOTE 5216 Ser 09B/6U709210 of 21 May 08 (Canc: May 09)

(9) A DoD directive or instruction requires (a) the short title of issuer with either Instruction or Directive, (b) the SSIC with consecutive number, and (c) the date with the month spelled out. If referencing a large instruction or directive, 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.

EXAMPLE:

DoD Directive 2000.1 of 6 May 2006 DoD Instruction 1995.1 of 4 April 2008

(10) A DoD publication requires (a) the short title of issuer (b) the publication number, (c) the publication type, (d) the title, and (e) the date.

EXAMPLE:

DoDD 4000.25-R-1, DoD Logistics Data Element Dictionary/Directory, January 1990 DoDM 5200.01 Volume 3, DoD Information Security Program: Protection of Classified Information of 24 February 2012

(11) A form requires (a) the issuer, (b) the form number, and (c) the issue or revision date.

EXAMPLE:

NAVPERS 1236/13 (03-06)

(12) A report that has a Report Control Symbol requires (a) the report title, (b) the issuer, and (c) the report number.

EXAMPLE:

Injury Report (NAVJAG 5800-19)

(13) A Navy publication requires (a) the issuer and (b) the publication number.

EXAMPLE:

NAVPERS 15018

(14) Code of Federal Regulations requires (a) the title number, (b) the term “CFR”, (c) the part or chapter number, and (d) the section number (optional).

SECNAV M-5216.5 JUNE 2015 June 7-10 EXAMPLE:

41 CFR 201-45.000

(15) Federal Register (FR) requires (a) the volume number, (b) the term “FR”, and (c) the page number.

EXAMPLE:

21 FR 623

(16) A United States Code requires (a) the title number, (b) the term “U.S.C.”, (c) the section symbol (§) [Alt+0167], and (d) the section number. Do not include spaces in the term “U.S.C.”

EXAMPLE:

28 U.S.C. §1498

(17) An Executive Order requires (a) the term “E.O.” and (b) the order number.

EXAMPLE:

E.O. 12564

(18) “My” and “Your” Optional. To cite an earlier communication between your activity and the action addressee, you may substitute a personal pronoun for the issuing activity. To prevent confusion, avoid “my” and “your” in the reference line of a letter that has more than one action addressee.

EXAMPLES:

My ltr 5216 Ser Code 10/049 of 2 Sep 09 Your msg 221501Z Aug 09

11. Enclosure Line

a. General. List enclosures in the enclosure line in the order they appear in the text. Identify an enclosure using the same format as you would when identifying a reference. See paragraph 10 above. When identifying a document, cite its subject or title exactly. Never list an item in both the enclosure line and reference line of the same letter.

b. Format. Type “Encl:” at the left margin on the second line below the last line of the previous heading. Three spaces follow the colon. Use a number in parentheses before the description of every enclosure, even if you have only one. One space follows the closing parenthesis. If the entry is longer than one line, start the second line under the first word after the heading.

SECNAV M-5216.5 JUNE 2015 June 7-11 EXAMPLE:

Encl: (1) List of Reserve Officers Selected for Promotion to Colonel (2) CMC ltr 5216 Ser 00/451 of 5 Sep 09

c. Normal Distribution and When to Vary It. Normally, send one copy of the basic letter plus any enclosures to all addressees. Do not use the term “w/encl” to indicate that all addressees are being sent the enclosures. Avoid sending an enclosure if an addressee has it already or if its bulk or other factors make furnishing it impractical.

d. Adding Copies of Enclosures for all Addressees. When sending more than one copy of an enclosure to all addressees (“To,” “Via,” and “Copy to”), note the quantity in parentheses after the enclosure's description.

EXAMPLE:

Encl: (1) OPNAV 5216/10 (10 Copies)

e. Variations Affecting Only Copy To Addressees. In certain circumstances, it may be necessary to vary the normal distribution of enclosures to “Copy to” addressees. It is up to the originator of the correspondence to make this determination. There are two basic methods of varying distribution; all “Copy to” addressees are affected or only one or a few of the “Copy to” addressees are affected.

(1) In these examples, all “Copy to” addressees are affected in the same way, so notes appear beside the “Copy to” heading.

EXAMPLE:

Copy to: (w/o encls) Copy to: (w/o encls (2) and (3)) Copy to: (w/2 copies of encl (1))

(2) In this example, only some of the “Copy to” addressees are affected, so notes appear beside the affected addressees.

EXAMPLE:

Copy to: COMNAVSURFPAC (N1) (w/o encls) USS MUSTIN (w/encl (2) only) USS VANDERGRIFT

SECNAV M-5216.5 JUNE 2015 June 7-12 f. Variations Affecting Only Via Addressees. When varying the normal distribution of enclosures to “Via” addressees, show the variation beside the affected addressee. One possible variation appears below. Others may be adapted for the examples in paragraph 11e above.

EXAMPLE:

Via: Commanding Officer, Naval Technical Training Center, Meridian (w/o encl)

g. Sending Enclosures Separately. When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and type the term “sep cover” in parentheses after the enclosure's description.

EXAMPLE:

Encl: (1) SECNAVINST 5211.5E (sep cover)

12. Text. Start the text on the second line down from the previous entry. The text shall be left justified. Make the content clear by using plain English. Do not use slang or jargon. Refer to chapter 12 for guidance on writing. Within the text, spell out all acronyms the first time used. After first use, acronyms shall be used throughout the rest of the correspondence.

13. Paragraphs. Start all continuation lines at the left margin. All paragraphs are single spaced and each paragraph or subparagraph begins on the second line below the previous paragraph or subparagraph. When using a subparagraph, the first line is always indented the appropriate number of spaces depending on the level of subparagraphing. All other lines of a subparagraph continue at the left margin. Do not indent the continuation lines of a subparagraph. If there is a paragraph 1a, there must be a paragraph 1b; if there is a paragraph 1a(1), there must be a paragraph 1a(2), etc. It is acceptable for a paragraph to break across pages, but do not begin a paragraph at the bottom of a page unless there is enough space for at least two lines of text on that page and at least two lines of text are carried over to the next page. A signature page must have at least two lines of text preceding the signature.

a. Identifying Paragraphs or Subparagraphs. Identify all paragraphs or subparagraphs with a number or letter. See figure 7-8 for an example of paragraph and subparagraph structure and identification.

b. Limit Subparagraphs. Documents rarely require subdividing to the extent shown in figure 7-8. Do not subdivide past the second level until you have exhausted all re-paragraphing alternatives first. Never subparagraph beyond the levels shown in figure 7-8.

c. Citing Paragraphs. When citing a paragraph or subparagraph, write the numbers and letters without periods or spaces.

Example: 2b(4)(a)

SECNAV M-5216.5 JUNE 2015 June 7-13 d. Paragraph Headings. Use paragraph headings in long correspondence with widely varying topics. Be brief but informative. Underline any heading and capitalize its key words using the Title Case format. Be consistent across main paragraphs and subparagraphs. If paragraph 1 has a heading, then paragraph 2 would need a heading; if paragraph 1a has a heading, then paragraph 1b would need a heading.

14. Signature Line

a. General

(1) Only the original, which goes to the action addressee, must be signed; however, the original and all copies must have typed or stamped signature line information below the signature. The last name appears in all capital letters with the exception of a last name beginning with a prefix.

EXAMPLE: (last name beginning with a prefix)

P. W. McNALLY

(2) Start all lines of the signature line at the center of the page, beginning on the fourth line below the text. The preferred way to identify the signatory is by typing their first initial, middle initial, and last name. If the signatory does not have a middle name, use only their first initial and last name. Signature lines can be changed based on the signer’s preference. Do not include the signatory’s rank or a complimentary close. Add the signature line only when you are sure who will sign the correspondence. If you use a stamp, remember to mark all copies and avoid smeared or crooked impressions. Refer to chapter 2, page 2-4 for delegation of signature authority guidance.

b. Examples of Signature Lines

(1) When an activity head will sign the correspondence, the signature line is composed of only their name.

EXAMPLE: J. K. JANICKI

(2) When a principal subordinate authorized to sign by title, such as the chief of staff or deputy in a major command will sign the correspondence, include their title as the second line of the signature line.

EXAMPLE: T. OPPEL Deputy

SECNAV M-5216.5 JUNE 2015 June 7-14 (3) When an individual has been formally appointed to temporarily replace the commanding officer or a subordinate who signs by title, include the term "Acting" as the last line of the signature line.

EXAMPLES: V. E. WATSON S. V. MURPHY Acting Deputy Acting

(4) Put the term "By direction" under the name of a subordinate formally authorized to sign official correspondence, but not by their title.

EXAMPLE: I. K. WESLEY By direction

(5) When the signatory is authorized to sign “By direction,” and the correspondence will affect pay and allowances, the signature line will include the signatory’s (a) name, (b) title, and (c) the phrase, “By direction of the [activity head].” (Insert the appropriate activity head title).

EXAMPLE: C. COLLINS, JR Executive Officer By direction of the Commanding Officer

15. “Copy To:” Line

a. General. Use this optional line to list addressees outside your activity who need to know a letter's content but do not need to act on it. If you use the “Copy to:” line, keep the number of activities to a minimum.

b. Format. Type "Copy to:" at the left margin on the second line below the signature line. Identify addressees by their SNDL short title and/or SNDL numbers shown there. The SNDL number is an alpha-numeric number that is used to group commands or activities by classification. Do not list offices within the same activity individually, group them together in parentheses after the entry.

c. Variations. “Copy to” addressees are normally listed in a single column at the left margin and single spaced below the “Copy to:” line. A long list of copy to addressees can be listed in columns, as a paragraph, or may be continued on the next page or placed entirely on a new page. If the signature line of the correspondence is at the bottom of the page and the “Copy to:” line will not fit on that page, type "Copy to: (see next page)" to indicate that the “Copy to:” line is on the next page. Use this format for the “Distribution:” lines as well.

SECNAV M-5216.5 JUNE 2015 June 7-15 EXAMPLE: (Grouping of offices of an activity)

Copy to: CNO (N1, N2, N3/5) COMNAVPERSCOM (PERS 313C, PERS 49) USS YORKTOWN (Code 01)

EXAMPLE: (Large list in column format)

Copy to: CNO (N1, N2, N3/5) USS YORKTOWN (ADMIN) COMNAVPERSCOM (PERS 313C) USS MUSTIN COMCARSTRKGRU ELEVEN USS BLUE RIDGE

EXAMPLE: (Large list in paragraph format)

Copy to: CNO (N1, N2, N3/5), COMNAVPERSCOM (PERS 313C), COMCARSTRKGRU ELEVEN, USS YORKTOWN (ADMIN), USS MUSTIN

EXAMPLE: (Continuation to a second page)

Copy to: (Cont'd) NAS Meridian USS YORKTOWN (ADMIN) USS MUSTIN

16. Identifying Second and Later Pages. Repeat the subject line at the top of each page of the basic letter. Start typing at the left margin on the sixth line from the top of the page or set margins to 1 inch. Continue the text beginning on the second line below the subject.

17. Page Numbering. Do not number a single-page letter or the first page of a multiple-page letter. Center page numbers 1/2 inch from the bottom edge, starting with the number 2. No punctuation accompanies a page number. See figure 7-2. Ensure the pages of a TOP SECRET document are numbered for compliance with the accountability requirements in DoDM 5200.01- V2.

18. Correspondence Package Assembly. The basic letter, the enclosures, and the background material are assembled according to activity practices before they are presented for approval and signature. Figure 7-9 illustrates an assembled correspondence package that is ready for signature and mailing.

19. Tabbing a Correspondence Package. Tab the signature page (if not the first page), enclosures, and background material. Label the tabs as appropriate. Figure 7-10 illustrates an assembled correspondence package with tabs. Take care so tabs can be removed without defacing the document.

SECNAV M-5216.5 JUNE 2015 June 7-16

DEPARTMENT OF THE NAVY NAME OF ACTIVITY ADDRESS CITY STATE ZIP+4

SSIC Code/Ser 001 Date % From:..Activity head, name of activity, location when …….........needed To:……Title, name of activity (Code), location when needed Via:......(1).Title, name of activity (Code), location when needed …............(2).Same as Via (1) above % Subj:....NORMAL WORD ORDER WITH ALL LETTERS …….........CAPITALIZED AND NO PUNCTUATION % Ref:…..(a).Communication or document that bears ……...................directly on the subject at hand % Encl:....(1).Title of Material – enclosed with letter ................(2).Title of Material (sep cover) – not enclosed with letter % 1...This example shows the first page of a two-page standard letter. Included are many of the elements that might appear on a standard letter. % 2...Start the “From:” line on the second line below the date line. The date may be typed or stamped. % 3...Arrange paragraphs as shown in figure 7-8. % .......a...Do not start a paragraph at the bottom of the page unless at least two lines of text will remain on that page and at least two lines of text will carry over to the next page. % .......b...Do not number the first page, number only succeeding pages.

FIGURE 7-1. STANDARD LETTER – FIRST PAGE . - Space % - Hard Return

SECNAV M-5216.5 JUNE 2015 June 7-17

Subj:....REPEAT THE SUBJECT EXACTLY AS IT IS WRITTEN ON …….........THE FIRST PAGE OF THE LETTER % .......c...The second and succeeding pages of a standard letter look like this: % .............(1).Start typing on the sixth line (1-inch top margin). Repeat the subject line. % .............(2).Continue the text on the second line below the subject line. % 4...”Copy to” addressees appear on all copies. “Blind copy to” addressees, as well as the identity of the writer and typist, appear on internal copies only.

5...A standard letter uses no complimentary close. % % % NAME OF SIGNER By direction % Copy to: SNDL number and/or short title of information addressee SNDL number and/or short title of second information addressee

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FIGURE 7-2. STANDARD LETTER – SECOND PAGE

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SECNAV M-5216.5 JUNE 2015 June 7-18

DEPARTMENT OF THE NAVY NAVY PERSONNEL COMMAND 5720 INTEGRITY DRIVE MILLINGTON TN 38055-0130

5216 Ser 301/403 5 Jan 15 % COMMANDER NAVY PERSONNEL COMMAND (PERS-40) 5720 INTEGRITY DRIVE MILLINGTON TN 38055-0130 % % % % Subj:..WINDOW-ENVELOPE FORMAT % 1...You may use a GSA general-purpose window envelope (overall size 9- 1/2 by 4-1/8 inches and window, 4-3/4 by 1-1/4 inches, in lower left) if: % .......a...The address has no more than five lines, and does not extend past the middle of the page. The complete address must appear in the window with at least a 1/8-inch margin, even if the letter shifts in the envelope. % .......b...The letter and enclosures are all unclassified. % .......c...Your letter does not have any “Via” addresses. % 2...Because this letter does not have a “From:” line, every copy that goes to addressees outside your activity must be on letterhead to show its origin. % 3...To fold the letter, first turn up the bottom edge so it just covers the subject, second, turn back the address portion so the upper fold also falls along the top of the subject. % % % K. O. ALLISON By direction

FIGURE 7-3. STANDARD LETTER – WINDOW – ENVELOPE . - Space % - Hard Return

SECNAV M-5216.5 JUNE 2015 June 7-19

DEPARTMENT OF THE NAVY NAVAL SEA SYSTEMS COMMAND (20362-5101) NAVAL SUPPLY SYSTEMS COMMAND (20376-5000) WASHINGTON DC

NAVSUP NAVSEA 5216 5216 Ser 02/318 Ser 07/207 9 Jan 15 16 Jan 15 % JOINT LETTER % From:..Commander, Naval Sea Systems Command …….........Commander, Naval Supply Systems Command % To: Chief of Naval Operations % Subj:....HOW TO PREPARE A JOINT LETTER % 1...A joint letter may be used to establish an agreement between two or more activities or for other matters of mutual concern. To prepare a Joint Memorandum, replace JOINT LETTER with JOINT MEMORANDUM above the “From:” line. % 2...On plain bond paper, list the command titles in the letterhead so the senior is at the top. If the activities are in different cities or states, follow each title with its Standard Navy Distribution List address. % 3...Arrange signature lines so the senior official is at the right. Place the signature line of a third cosigner in the middle of the page. The senior official signs the letter last. % 4...If your activity is the last to sign, send copies of the signed letter to all cosigners. % % % J. K. JANICKI A. N. PIDGEON Acting Deputy

FIGURE 7-4. JOINT LETTER . - Space % - Hard Return

SECNAV M-5216.5 JUNE 2015 June 7-20

SECRET

DEPARTMENT OF THE NAVY OFFICE OF THE CHIEF OF NAVAL OPERATIONS 2000 NAVY PENTAGON WASHINGTON DC 20350-2000

5216 Ser DNS-3/S391 12 Jan 15 % From:..Vice Chief of Naval Operations To:.........Commander, U.S. Pacific Command % Subj:....(U) CLASSIFICATION MARKINGS % 1...(U).This is an example of a classified letter. Each paragraph shall be predicated with a portion marking. % .......a...(S).Identify the classification of each paragraph. This subparagraph is marked as SECRET as indicated by the (S) portion marking. % .......b...(C).Classification markings eliminate doubt as to which portions of a document contain or reveal classified information. % 2...(U).Stamp or type the letter’s highest classification of the information contained in the letter, in the center of the top and bottom margins, known as the banner lines. Assign a serial number bearing the initial of the highest classification. % 3...(U).On the first page of a letter that contains classified information, include the classification authority block (CAB). Comply with requirements in DoDM 5200.01, V-2, Enclosure 3, Section 8c, (1) and (2), when multiple sources are cited in the “Derived From” line of the CAB. This letter provides an example of a classified document derived from multiple sources. % 4...(U).There are numerous rules and requirements for properly marking classified correspondence. This figure is a basic example. Refer to DoDM 5200.01, V-2, for a detailed description of how to properly mark classified documents. % Derived from:..Multiple Sources Declassify on:..20150108 SECRET (UNCLASSIFIED-CLASSIFIED MARKINGS FOR ILLUSTRATION PURPOSES ONLY) FIGURE 7-5. STANDARD LETTER WITH CLASSIFICATION MARKINGS - FIRST PAGE . - Space % - Hard Return

SECNAV M-5216.5 JUNE 2015 June 7-21

SECRET

Subj:..(U) CLASSIFICATION MARKINGS % 5...(U).When typing an unclassified letter that has a classified enclosure the following basic requirements apply: % .......a...(U).Stamp or type the banner line with the highest classification of information, in the center of the top and bottom margins of the letter of transmittal. % .......b...(U).The transmittal document will contain a statement indicating it is unclassified when separated from classified enclosures. Stamp or type the statement in the center at the bottom of the page, below the banner line. % EXAMPLE:

“UNCLASSIFIED when separated from classified enclosures” or “UNCLASSIFIED when Enclosure 2 is removed” % .......c...(U).The unclassified transmittal document does not require portion marking or a CAB. % .......d...(U).Refer to DoDM 5200.01, V-2, Enclosure 3, Section 15 for more specific requirements (e.g., warning or special notices, instructions for downgrading when enclosures are removed, etc.). DoDM 5200.01, V-2, Enclosure 3, Section 5c outlines specific requirements for the use of banner lines on interior pages of a document (i.e., highest level of classification and control markings). % % % % C. C. TURNER By direction

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SECRET (UNCLASSIFIED-CLASSIFIED MARKINGS FOR ILLUSTRATION PURPOSES ONLY)

FIGURE 7-6. STANDARD LETTER WITH CLASSIFICATION MARKINS-SECOND PAGE

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SECNAV M-5216.5 JUNE 2015 June 7-22

DEPARTMENT OF THE NAVY NAVY PERSONNEL COMMAND 5720 INTEGRITY DRIVE MILLINGTON TN 38055-0130

5216 Ser N09L/729 26 Jan 15 % From:..Commander, Navy Personnel Command To: Commander, U.S. Naval Forces, Europe % Subj:....(FOUO) FOR OFFICIAL USE ONLY MARKINGS % 1...(FOUO) This illustrates a letter that has “For Official Use Only” (FOUO) information, which is a category of Controlled Unclassified Information (CUI). Documents shall be marked “For Official Use Only” at the bottom of the outside of the front cover (if there is one), the title page, and the outside of the back cover (if there is one). Internal pages of the document that contain FOUO information shall be marked “FOR OFFICIAL USE ONLY” at the bottom. Optionally, for consistency with classified systems, the document may be marked “UNCLASSIFIED//FOR OFFICIAL USE ONLY” or “UNCLASSIFIED//FOUO.” % 2...Subjects, titles, and each section, part, paragraph, and similar portion of an FOUO document shall be marked to show that they contain information requiring protection. Use the parenthetical notation “(FOUO)” (or optionally “(U//FOUO)”) to identify information as FOUO for this purpose. Place this notation immediately before the text. Transmittal documents that do not contain FOUO, but have FOUO enclosures or attachments shall be marked with the following statement or similar one, “FOR OFFICIAL USE ONLY ATTACHMENT” at the bottom center of the first page of the document. % 3...For more information on designating and marking material FOUO or marking requirements for other categories of CUI, refer to DoDM 5200.01, Volume 4. % % % S. M. JONES By direction

FOR OFFICIAL USE ONLY (UNCLASSIFIED-MARKINGS FOR ILLUSTRATION PURPOSE)

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SECNAV M-5216.5 JUNE 2015 June 7-23 1...Arrange paragraphs following the formats below. See chapter 2 for additional guidelines. % 2...If subparagraphs are needed, use at least two; e.g., a (1) must have a (2). % .......a...Indent each new subdivision to align with the first letter of the paragraph above. % .......b...Text % ...............(1).Documents rarely require subdividing to the extent shown below. % ...............(2).Text % ........................(a).Do not subparagraph past this level until you have exhausted all re-paragraphing alternatives. % ........................(b).Text % ................................1...Text % .......................................a...Text % .............................................(1).Text % .....................................................(a).Never subparagraph beyond this level. % .....................................................(b).Text % .............................................(2).Text % .......................................b...Text % ................................2...Text % 10...When using two digits, continue to indent each new subdivision (paragraphs will not line up). % ........a...Text % ...............(9).Text % ...............(10).Text

FIGURE 7-8. PARAGRAPH STRUCTURE FORMAT

SECNAV M-5216.5 JUNE 2015 June 7-24 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 Via addressee(s) copy(s) (with enclosure(s)) 3. Courtesy copy (with enclosure(s)) 2. Original letter (with enclosures) to be signed 1 Brief sheet if required Here is a suggested way to assemble a standard 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. Courtesy copy with enclosures, rarely used except with responses to congressional inquiries. 4. Copies for via addressees, if any, each with 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 7-9. ASSEMBLY OF A STANDARD CORRESPONDENCE PACKAGE USING STACKING METHOD File Mail File

SECNAV M-5216.5 JUNE 2015 June 7-25 3 2 1 The example on the right illustrates tabbing correspondence packages when correspondence is in the natural order using the stacking method.

Tab 1 - Signature Tab Tab 2 - Enclosure Tabs Tab 3 - Background Material

FIGURE 7-10. TABBING CORRESPONDENCE PACKAGES

SECNAV M-5216.5 JUNE 2015 June 7-26

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SECNAV M-5216.5 JUNE 2015 June 8-1 CHAPTER 8 Multiple-Address Letter

8-1 General. Use a multiple-address letter when you have more than one action addressee. The multiple-address letter is the same as the standard letter, except in handling addresses. Separate standard letters may be used in place of a multiple-address letter, but they require much more work.

8-2 Listing Addressees. There are three ways to list addresses:

1. Using a “To:” Line Only. When you have four addresses or fewer, use the “To:” line by itself as shown in figure 8-1.

2. Using a “Distribution:” Line Only. When you have more than four addresses, use the “Distribution:” line by itself as shown in figure 8-2.

3. Using Both a “To:” Line and “Distribution:” Line. Use both the “To:” line and the “Distribution:” line in the same letter when you show a group title whose distribution is relatively unknown. Place the group title (“Area Records Officers,” for example) in the “To:” line and identify each member in a “Distribution:” line. See figure 8-3.

8-3 Preparing and Signing Copies. Every action addressee must receive a letter that has a letterhead and signature. The letterhead may be printed, typed, stamped, or photocopied. The signature must be original or photocopied. To meet these requirements, make copies the following way: Type original on letterhead paper. After the original has been signed, make the necessary photocopies. Keep the original signed copy in the official file and send out photocopies.

8-4 Assembly of Multiple-Address Letters. Figure 8-4 shows a suggested way to assemble a multiple-address letter for signature and mailing.