CHAPTER 12
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12-2 (VCNO) signature is controlled, routed, and safeguarded by the Office of the Director, Navy Staff, Attn: Executive Secretary (2000 Navy Pentagon, Room 4E563, Washington, DC 20350).
c. Office of the Commandant and Assistant Commandant of the Marine Corps. All action or information correspondence for the Commandant of the Marine Corps (CMC) or Assistant Commandant of the Marine Corps (ACMC) signature is controlled, routed, and safeguarded by the Office of the Director, Marine Corps Staff (3000 Marine Corps Pentagon, Room 4E448, Washington, DC 20350).
3. Routing Changes. Changes to action office assignment shall be made within 48 hours of initial assignment. If the package requires transfer to another agency or office after that time, the original action office shall coordinate with the receiving office. Prior to transferring action, provide tasking authority with the name, organization, and telephone number of the new action office.
4. Due Dates
a. General Correspondence. All general correspondence should be responded to within 10 working days of being entered into DON TRACKER. If additional time is required, an interim letter and/or an approved extension are mandatory.
b. Congressional Correspondence. All Congressional correspondence should be responded to within five working days of being entered into DON TRACKER. If additional time is required, an interim letter will be sent.
5. Extensions. To request an extension of an OSD tasker, the action office must provide the necessary information and prepare an official extension request with a SD Form 391, Secretary of Defense Correspondence Action Report (see figure 12-1). The action office will also need to provide a copy of the proposed interim that will be sent to the correspondent. All documents shall be placed in the attachments area of DON TRACKER.
6. Interims
a. HqDON Correspondence
(1) An interim response shall be provided in the event the tasker cannot be answered within the allotted time. It shall be used to acknowledge receipt of the tasker or letter, but more importantly, to signal the desire to be responsive. The interim response will provide an overview of the information available; the reason for the delay, along with a reasonable anticipated date that the final reply shall be provided.
(2) It is the responsibility of the action office to ensure timely planning in the preparation of interim responses. There shall be no extensions given in order to complete an interim letter.
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12-3 The action office concerned shall forward a copy of all interim responses to SECNAV Admin for retention. Subsequent interims shall be approved by the Administrative Aide to the Secretary of the Navy (AASN).
b. OSD Correspondence. An interim response shall be prepared in accordance with paragraph 6a. The interim response shall be signed out at the Assistant Secretary of the Navy (ASN) level.
c. Congressional Correspondence. An interim response is required in the event the tasker cannot be answered within the allotted time. It shall be used to acknowledge receipt of the tasker or letter, but more importantly to signal the desire to be responsive (refer to figures 12-3, 12-4, 12-5, and 12-6).
7. Distribution. A signed/dated copy of the correspondence with a copy of the action memo, references, and background materials shall be returned to the action office. Only a signed copy of the response shall be forwarded to the coordinating offices.
12-3 General Guidelines for Preparing a Letter. Use letters for correspondence with individuals outside the U.S. Government and for formal correspondence with officials of other Federal agencies.
1. Stationery. Prepare all outgoing correspondence for SECNAV, CNO, or designated official signature on the following letterhead:
a. Use flag stationery (refer to figures 12-7 and 12-8) for personal correspondence. Use plain bond for successive pages.
b. Use SECNAV/UNSECNAV letterhead with DoD seal for official correspondence (i.e., SECNAV addressed letters, business and personal, or official responses to outside government officials). Use plain bond paper for successive pages. Additionally, use the DON, Office of the Secretary of the Navy (refer to figure 12-2) when authorized to sign on behalf of SECNAV (i.e., SECNAV instructions, notices, and “reply direct” action responses).
2. Format. Prepare all correspondence using Times New Roman Font, 12 point.
a. Salutations. All salutations shall be formal. The following guidance can be used to prepare salutations, text for the body of the letter, closing lines, complimentary close and signature line:
b. Opening Lines
(1) “Thank you for your letter/correspondence (if email) of (date – November 6, 2005 – only use date if response is timely) concerning...”
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12-4 (2) “Thank you for your recent letter(s) concerning...”
(3) “I am responding on behalf of...”
c. Body of the Letter
(1) Limit the use of “I” and “we.”
(2) Each paragraph must be indented ½ inch. Do not number the paragraphs.
(3) Limit response to one page whenever possible. Use enclosures if necessary.
(4) An acronym may be used after it is spelled out (be consistent throughout the document), except in the subject line or title.
(5) Spell out percent (instead of using the sign “%”).
(6) In replying to more than one member of Congress, you may use either:
(a) “A similar response has been sent to Senator(s) (last name) and Congressman/Congressmen (last name(s)).”
(b) “A similar response has been sent to each of your colleagues who also expressed an interest in this issue.”
d. Closing Lines (last paragraph)
(1) “Thank you for bringing this matter to my attention.”
(2) “I appreciate you taking the time to share your thoughts on this issue.”
(3) “If I may be of any further assistance, please let me know.” (Preferred on Congressional responses.)
e. Signature Lines
(1) Leave out the signature block on memorandums for Secretary of Defense (SecDef), Deputy Secretary of Defense (DepSecDef), SECNAV, and UNSECNAV signature, unless otherwise directed by the aforementioned principal.
(2) Correspondence prepared for the signature of other officials should contain standard closing and signature lines.
(3) The following is a sample of the signature line:
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12-5 (a) Type the name at the center of the page on fourth line below the last line of text or complimentary close.
(b) Type the official title on the line below his/her name commencing at the center of the page as well.
f. Copy To. When writing a member of Congress in the capacity of Committee Chairman, send a courtesy copy to the Committee ranking minority member (see figures 12-4, 12-5, and 12- 6). Indicate the “Copy to” addressee at the bottom left of the letter (two lines after signature line).
3. Date Line. Do not type the date on correspondence to be signed. Correspondence will be dated by SECNAV Admin once the signature has been obtained.
4. Complimentary Closing. Use “Sincerely,” followed by comma for the complimentary close for routine and congressional correspondence. Start the complimentary close at the center of the page on the second line below the text. Use “Sincerely,” for complimentary close of a flag personal letter. The following list of suggested complimentary closings for personal correspondence is not all inclusive: “Respectfully,” (Flag/General Officers junior in rank to signer), “Very respectfully,” (Flag/General Officers senior in rank to signer), “Warm regards” (Thank You, Birth announcements and condolences, etc), “Sincerely yours,” or “With great respect,” (High ranking civilians, Senators, Congressmen/women, Governors, etc), and “Sincerely,” or “All the best,” (All others).
5. Page Numbering. Number second and succeeding pages at the bottom center of the page allowing at least a double space below the last line of text and 1/2 inch from the bottom of the page. EXAMPLES:
Senior Civilian Military
S. E. Cheek V. J. BURKS Deputy Assistant Secretary of the Navy Captain, U.S. Navy (Financial Management & Comptroller) Senior Military Assistant to the Secretary of the Navy
NOTE: Title/position is not required if reflected in the letterhead.
EXAMPLE: Copy to: The Honorable ________________ Ranking Minority Member
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12-6 6. Congressional Committees or Subcommittees Correspondence. Responses addressed to chairpersons of Congressional committees or subcommittees are of particular importance and require additional guidance. Address the response to the chairperson with a courtesy copy to the ranking minority member. The closing paragraph will specify other chairpersons receiving a similar response. Examples of acceptable closing paragraphs are provided in this chapter. SECNAV will sign all correspondence addressed to the chairpersons of Congressional committees or subcommittees except for routine reports to Congress. Correspondence addressing significant or high profile issues will also be signed by SECNAV. Deviation from this policy must be requested and approved through the CLO.
12-4 General Guidelines for Preparing a Memorandum
1. When to use a Memorandum
a. Use memorandums for correspondence within HqDON, the DoD, with the President and the White House staff, and to send routine material to other Federal agencies.
b. Memorandum types are determined by their purpose.
(1) Standard Memorandum. Used for routine correspondence within HqDON, the DoD and to other Federal agencies.
(2) Action Memorandum. Used for:
(a) Forwarding material that requires SecDef, DepSecDef, HqDON approval or signature.
(b) Describing a problem and recommending a solution.
(3) Info Memorandum. Used to convey information to the SecDef, DepSecDef, SECNAV, UNSECNAV and other HqDON officials on important developments not requiring action at the time (e.g., for background and issue papers).
(4) Multi-Addressed Memorandum. Used for material sent to several addressees.
2. Preparing Standard Memorandums. See Figures 12-14 and 12-15 to this enclosure for sample standard memorandums.
a. Stationery. Use 8.5 by 11-inch letterhead. Use bond paper for succeeding pages. When preparing for the signature of the:
(1) Secretary of Defense: use SecDef letterhead.
(2) Deputy Secretary of Defense: use DepSecDef letterhead.
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12-7 (3) Secretary of the Navy: use SECNAV letterhead.
(4) Under Secretary of the Navy: use UNSECNAV letterhead.
(5) HqDON: use appropriate letterhead: (i.e., CNO, CMC, VCNO, ACMC, etc.)
(6) ExecSec or Special Assistant(s) to the Secretary or Deputy Secretary of Defense: use OSD letterhead.
(7) OSD and DoD Component Heads: use the appropriate Component letterhead.
b. Margins. Use a 2-inch top margin and 1-inch side and bottom margins on the first page. The top margin may be adjusted up to 1.75-inches and, if not printed on letterhead (memorandums with multiple co-signers, memorandums of agreement, etc.), up to 1-inch. For succeeding pages, use 1-inch margins on all sides. If memorandums contain less than 11 lines, side margins may be increased to 2-inches. Do not justify right margins.
c. Font. Use Times New Roman, 12-point.
d. Spacing. Single space within a paragraph for all memorandums of two or more paragraphs. Always double space between paragraphs and bullets, and between lines in memorandums of a single paragraph of eight lines or less.
e. Indentation. Indent paragraphs .5-inch from the left margin; indent subparagraphs an additional .5-inch.
f. Paragraphing. Use bullets, numbers, or lower-case letters for subparagraphs. Do not begin a paragraph near the end of a page unless there is room for at least two lines on that page. Do not carry a paragraph over to the next page unless there are at least two lines on that page. Do not use one-sentence paragraphs.
g. Page Numbering. Do not number the first page. For second and succeeding pages, place the page number(s):
(1) Either 1-inch from the top of the page at the right margin, with the text continuing a triple space below the page number line.
(2) Or at the bottom center of the page at least a double space (one blank line) below the last line of text and 1-inch from the bottom of the page.
h. Date. Insert the date a double space below the last line in the letterhead or department shield, ending at the right margin. Use month, day, year, showing day and year in numerals. Omit the date on memorandums for SecDef, DepSecDef, or ExecSec signature.
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12-8 i. Address Line
(1) For single addressees:
(a) Insert “MEMORANDUM FOR” a double space below the date line. Include the addressee’s title and the name or office symbol of the organization, providing enough information to ensure the memorandum will be delivered appropriately.
(b) If more than one line is required for an addressee, indent the second line an additional two spaces so that the first character of the indented line is below the third character of the addressee title on the line immediately above.
(2) For multiple addressees:
(a) Type each on a single line aligned block style below and to the right of “MEMORANDUM FOR:”
(b) If there are more than 16 addressees:
1. Enter “MEMORANDUM FOR: SEE DISTRIBUTION” a double space below the date line.
2. Enter “DISTRIBUTION:” a double space below the last line of the signature block or attachment notation, aligned with the left margin.
a. List the addressees single-spaced below the caption, beginning at the left margin. Use title case.
b. For HqDON and DoD-internal distribution list recipients, place recipients in the order they would appear in a HqDON and DoD standard multiple-addressee memorandum listing.
c. When the distribution copy recipient name or title extends to succeeding lines, indent the second line two spaces so that the first character of the indented line begins beneath the third character of the line above. Align third and subsequent lines for a given recipient below the first character of the second line; do not indent third and subsequent lines further.
d. Place the entire distribution list on a separate page if there is not room for all addressees on the first page.
j. Attention Line. When directing memorandums to the attention of a particular person within an organization, type “ATTN:” followed by the name or title of the person in parentheses. Place it a single space below and aligned under the third character of the office address. (See example below.)
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12-9 Sample Attention Lines in Memorandums
k. Through Line. AVOID addressing memorandums to the SecDef, DepSecDef, SECNAV or UNSECNAV through another office or person whenever possible.
(1) When necessary, type “THROUGH:” a double space below the address line and a double space above the subject line. Type the “THROUGH:” office in all caps.
(2) The submitting HqDON Component must accomplish the through line coordination prior to submitting the memorandum to SECNAV Admin.
l. Subject Line. Type “SUBJECT:” a double space below the last line of the address line. Two spaces after the colon, briefly describe the memorandum’s content, capitalizing the first word and all principal words. If more than one line is required, begin succeeding lines aligned below the first word in the subject line.
m. References. Avoid using references in memorandums for SecDef, DepSecDef, or ExecSec signature. When references are necessary, format them as shown in the Listing of References.
(1) Type “Reference:” or “Reference(s):” at the left margin, a double space below the subject line, followed by the originating office, subject, and date of the document.
(2) List references in block style two spaces after the colon in the order they appear in the text, identified as (a), (b), (c), etc. Do not letter a reference when there is only one.
(3) When attaching a reference, state so in parentheses after the reference title.
(4) When preparing classified memorandums, indicate the CLASSIFICATION OF THE TITLE in parentheses immediately BEFORE the title. Indicate the CLASSIFICATION OF THE REFERENCE at the END of the reference.
MEMORANDUM FOR THE SECRETARY OF THE NAVY (ATTN: LCDR BROWN) UNDER SECRETARY OF DEFENSE (POLICY) (ATTN: MR. SMITH) OR – MEMORANDUM FOR THE DIRECTOR, ADMINISTRATION AND MANAGEMENT (ATTN: MR. PUBLIC)
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12-10 Listing References
Single Reference Reference: DoD Executive Secretary Memorandum, (date) Multiple References References: (a) Secretary of the Navy Memorandum, (date) (b) SECNAVINST 5215.1D “Secretary of the Navy Directives Policy,” October 29, 2004 Attached References References: (a) DoD Executive Secretary Memorandum, (date) (copy attached) (b) SECNAVINST 3030.4D, “Department of the Navy Policy for Continuity of Operations Programs,” January 27, 2016 Classified References. Reference (a) is classified SECRET. Reference (b) is unclassified. Both titles are unclassified. References: (a) (U) Defense Intelligence Agency Report, (subject), (date) (S) (b) (U) Secretary of the Navy Memorandum, (date) (copy attached) (U)
n. Salutation. Do not use a salutation in a memorandum.
o. Body
(1) Begin the body two lines below the subject line. Speak directly to the reader. Use the active voice and clear conversational language. Keep the tone polite and professional, even if the message is bad news.
(2) Convey the message in complete, but succinct paragraphs; try to restrict them to 10 or 15 lines. Organize the information by presenting the most important first, unless background is necessary for the reader to understand the main point. Supporting detail should follow.
p. Complimentary Close. Do not use a complimentary close in memorandums.
q. Signature Block
(1) Signature block on memorandums for SECNAV or UNSECNAV type in full name.
(2) Leave out the signature block on memorandums for SecDef or DepSecDef signature.
(3) For other memorandums, type the name of the signer, leaving four blank lines below the last line of text, beginning at the center of the page. Type the signer’s title on the next line, aligned with the name. Indent second and succeeding lines two spaces. The title of the person signing is not necessary if it is identified in the letterhead.
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12-11 (4) The signer’s name and title may be stamped below the written signature.
(5) For memorandums requiring dual signature and multiple signatures:
(a) When the SecDef, DepSecDef, SECNAV or UNSECNAV, and the head of another agency sign, place the signature blocks side by side, leaving four blank lines below the last line of text.
1. Type the names in upper and lower case with that of the non-DoD official aligned at the left margin and the SecDef, DepSecDef, SECNAV or UNSECNAV beginning at the center of the page.
2. Type titles of both officials in upper and lower case aligned under their names.
(b) When officials from two or more offices will sign, place the signature block of the official from the originating office on the right side of the page. Place additional signature blocks to the left and below that of the originator. (See example below.)
Example
CO-SIGNERS ORIGINATING OFFICIAL Richard V. Spencer Secretary of the Navy
Thomas B. Modly Under Secretary of the Navy
Loyal T. Moneman Secretary of the Treasury James N. Mattis Secretary of Defense
3. Action Memorandum
a. The following procedures shall be used for the preparation of SECNAV action memorandums:
(1) Limit to one page, unless issue is complex and requires greater explanation.
(2) Use short, concise and clear bullet statements (use of black dot bullet preferred).
(3) Use Times New Roman Font, 12 point.
(4) Page setup: 1-inch margins, top and bottom, right and left.
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12-12 (5) Double space between headings.
(6) Double space between bullets.
(7) Number pages at bottom center starting on page 2.
(8) If the document is classified, annotate the appropriate security classification markings outlined in DoDM 5200.01, Volume 2.
(9) Do not staple or use clam clips to assemble.
(10) An acronym may be used after it is spelled out the first time.
b. Lead offices must also prepare an action memo for the following types of correspondence:
(1) Prepare reply for SecDef signature (PRS).
(2) Prepare reply for DepSecDef signature (PRD).
(3) Answer SecDef note (ASN).
(4) Answer DepSecDef note (ADN).
(5) Answer military assistant note (AMAN).
(6) An action memo signed by a principal or deputy of the lead office must be prepared for submission to the SecDef, DepSecDef, SECNAV, and UNSECNAV. See Figures 12-9 and 12-10.
4. Info Memorandum
a. Preparing an Info Memorandum. See Figures 12-11 and 12-12 in the enclosure for a sample Info Memorandum. To prepare an Info Memorandum, use the general guidelines for preparing standard memorandums in section 2 of this enclosure, with these exceptions:
(1) Header. A double space below the last line of the letterhead or organizational seal, type “INFO MEMO” all caps, centered, in boldface type.
(2) Address Line. A double space below the date line, type “FOR:” followed by the title of the addressee.
(3) From Line. A double space below the address line, type “FROM:” followed by the name and title of the sender. As an Info Memorandum has no signature block, the sending official signs and dates on the “FROM” line. If someone signs “for” the originating official,
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12-13 print the signer’s name and title below the signature. If someone other than a Component Head or Principal Deputy signs on the “FROM” line, at least one of them shall be listed on the coordination page.
(4) Subject Line. A double space below the “FROM” line, type “SUBJECT:” followed by a brief description of the memorandum’s content with the first and all principal words capitalized. If more than one line is required, begin succeeding lines aligned below the first word in the subject.
(5) Body. A double-space below the subject line, type succinct bullet statements that tell the recipient what he or she needs to know about the subject. Double space between bullets.
(6) Coordination. A double space below the recommendation, type “COORDINATION:” and specify the tab with the list of coordinating officials (always the last tab in the package), or if appropriate, type “NONE.”
(7) Signature Block. Do not include a signature block in an Info Memorandum.
(8) Prepared By Line. A double space below the final text of the memorandum and aligned with the left margin, type “Prepared by:” followed by the name and telephone number of the action officer who prepared the memorandum.
5. Package Assembly
a. The lead office will submit the proposed response to SECNAV Admin after assembling the package for signature. The package will include an action memo or info memo and be set up as follows:
(1) An action or info memo is required when forwarding documents to SECNAV. The action/info memo shall be the top page on the right side of the package when using two fold and shall be centered when using three-fold folder.
(2) All tabs must be identified in the action/info memo and shall be placed on the right side of the folder under the memo. Use the following procedures to identify the contents of each tab.
(a) TAB A. The action item (e.g., item for signature or approval). If a similar letter is going to multiple addresses, all letters can go at TAB A. If there are different items for signature or approval, they should be separated at TAB A-1, A-2, etc.
(b) TAB B. Incoming correspondence (if applicable).
(c) TAB C. Background information. If more than one tab is needed, tab accordingly. If substantive or lengthy background information is forwarded, provide a one-page executive summary of the information.
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12-14 (d) Listing Coordinating officials. Provide the SECNAV a coordination page to identify a list of coordinating officials/activities (figure 12-13). All coordination shall be provided or listed on one page and should be the last tab. Include office/department, point of contact, phone number and date the package was processed or coordinated. Concurrences must be obtained from heads of the SECNAV components involved, or, in their absence, the principal deputy. List non-concurrence and provide comments at the coordination tab. If the package did not require coordination, state “NONE” on the action or info memo. When providing coordination, list all internal coordination that was obtained in chronological date order. Approval/credibility of an action memo often depends on the coordination efforts.
b. Folder Assembly
(1) The package shall be assembled as follows:
(2 Fold)
Left side Left Side Right Side References Coordination Copy of Tasker
Right Side Action or Info Memo TAB A Document requiring signature
(3 Fold)
Left side Left Side Center Right Side References Copy of Tasker
Center Action or Info Memo TAB A Document requiring signature
Right side Coordination
(2) Tabs are required to be typed and displayed in consecutive order on the far right hand side on a separate plain tab paper. The reviewer should be able to see all tabs at once.
Copy of Tasker
Document requiring signature TAB A
Coordination
References
Action or Info Memo
Copy of Tasker
References
Coordination
Document requiring signature TAB A
Action or Info Memo
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12-15
FIGURE 12-1. SD FORM 391 – DOD CORRESPONDENCE ACTION REPORT
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12-16
FIGURE 12-2. SAMPLE INTERIM RESPONSE FOR INCOMING CORRESPONDENCE
CHIEF OF NAVAL OPERATIONS WASHINGTON DC 20350-1000
Date *After signed* Mr. or Ms. ( ) 1234 Anywhere Street Everywhere, NV 89701
Dear Mr. or Ms. ( ):
This is to acknowledge your letter of (April 2, 2017) (Use “recent” letter) to (addressee) concerning (subject). (If not addressed to CNO, then insert the following: Your letter has been forwarded to the Chief of Naval Operations for reply). Your letter has been referred to (lead office). I am responding on behalf of (name).
We are gathering the information necessary to provide you a substantive response and will reply further upon completion of our investigation into this matter. You can expect a final response by (specify date) (up to 30 days from original due date).
In the interim, if you require further assistance or have additional information to provide, you may contact (name, phone number), who is coordinating the response.
Sincerely,
J. M. RICHARDSON [Title/Position] (Not required when replicated on letterhead)
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12-17
FIGURE 12-3. SAMPLE INTERIM RESPONSE FOR CONGRESSIONAL CORRESPONDENCE
THE SECRETARY OF THE NAVY WASHINGTON DC 20350-1000
Date (After signed)
The Honorable ( ) (United States Senate) (U.S. House of Representatives) Washington, DC (20510)
Dear (Senator or [Mr., Mrs., or Ms.]) (Last Name): This is an interim response to your correspondence of (April 2, 2017) (Use "recent" letter if response is not timely) on behalf of your constituent, (Full Name), concerning (Subject).
We are currently gathering information necessary to provide you a substantive response to address your inquiry. The issue(s) addressed in your letter raised several questions concerning (Subject). You can expect our final reply by (date – December 6, 2017).
If you should need any further assistance regarding this matter, please contact (Action Officer, E-mail address, and Phone Number).
Sincerely,
Richard V. Spencer [Title/Position] (Not required when replicated on letterhead)
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12-18
FIGURE 12-4. CONGRESSIONAL RESPONSE, ONE CHAIRPERSON
DEPARTMENT OF THE NAVY OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON DC 20350-1000
Date (After signed)
The Honorable (Full Name) Chairman Committee on Armed Services U.S. House of Representatives Washington, DC 20515
Dear Mr. or Madam Chairman:
Thank you for your letter of (July 31, 2017), concerning (Subject). I am responding on behalf of the Secretary of the Navy.
(Response).
Again, I appreciate you taking the time to share your thoughts on this issue. If I may be of any further assistance, please let me know.
Sincerely,
James Geurts Assistant Secretary of the Navy (Research, Development and Acquisition) [Title/Position] (required when not replicated on letterhead)
Enclosure (if applicable) Note: If a Senator or Congressman/woman uses letterhead paper that lists him/her as Chairperson, the response should be in the above format. Otherwise, address should be:
The Honorable (Full Name) The Honorable (Full Name) United States Senate U.S. House of Representatives Washington, DC 20510 Washington, DC 20515
Dear Senator (Last Name): Dear Mr., Mrs., Ms.(Last Name):
A similar letter has been sent to Chairman ( ). As always, if I can be of further assistance, please let me know.
Copy to: The Honorable (Last Name) Ranking Minority Member
Note: This letterhead should be used only by Principles who are responding on behalf of The Secretary of the Navy and have been directed via Tasker, verbal, or delegation.
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12-19
FIGURE 12-5. CONGRESSIONAL RESPONSE, TWO CHAIRPERSONS
THE ASSISTANT SECRETARY OF THE NAVY (RESEARCH, DEVELOPMENT AND ACQUISITION) 1000 NAVY PENTAGON WASHINGTON DC 20350-1000
Date (After signed)
The Honorable (Full Name) Chairman Committee on Armed Services U.S. House of Representatives Washington, DC 20515
Dear Mr. Chairman:
Thank you for your letter of (July 31, 2017), concerning (Subject).
(Response).
Again, I appreciate you taking the time to share your thoughts on this issue. If I may be of any further assistance, please let me know.
Sincerely,
James Geurts [Title/Position] (Not required when replicated on letterhead)
Enclosure (if applicable) Note: If a Senator or Congressman/woman uses letterhead paper that lists him/her as Chairperson, the response should be in the above format. Otherwise, address should be:
The Honorable (Full Name) The Honorable (Full Name) United States Senate U.S. House of Representatives Washington, DC 20510 Washington, DC 20515
Dear Senator (Last Name): Dear Mr., Mrs., Ms.(Last Name):
A similar letter has been sent to Chairman ( ). As always, if I can be of further assistance, please let me know.
Copy to: The Honorable (Last Name) Ranking Minority Member
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12-20
FIGURE 12-6. CONGRESSIONAL RESPONSE, TO A CHAIRMAN OF A SELECT COMMITTEE
DEPARTMENT OF THE NAVY OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON DC 20350-1000
Date (After signed)
The Honorable (Full Name) Chairman Committee on Armed Services U.S. House of Representatives Washington, DC 20515
Dear Mr. Chairman:
Thank you for your letter of (July 31, 2017), concerning (Subject), I am responding for the Secretary of the Navy.
(Response).
Again, I appreciate you taking the time to share your thoughts on this issue. If I can be of further assistance, please let me know.
Sincerely,
Thomas B. Modly Under Secretary of the Navy [Title/Position] (Not required when replicated on letterhead)
Enclosure (if applicable) Note: If a Senator or Congressman/woman uses letterhead paper that lists him/her as Chairperson, the response should be in the above format. Otherwise, address should be:
The Honorable (Full Name) The Honorable (Full Name) United States Senate U.S. House of Representatives Washington, DC 20510 Washington, DC 20515
Dear Senator (Last Name): Dear Mr., Mrs., Ms.(Last Name):
A similar letter has been sent to Chairman (Full Name). As always, if I can be of further assistance, please let me know.
Copy to: The Honorable (Last Name) Ranking Minority Member
Note: This letterhead should be used only by Principles who are responding on behalf of The Secretary of the Navy and have been directed via Tasker, verbal, or delegation.
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12-21
FIGURE 12-7. FLAG STATIONERY (7 x 9) – SECRETARY OF THE NAVY
THE SECRETARY OF THE NAVY
12 February 2017
Chief of Naval Operations 2000 Navy Pentagon Washington, DC 20350-2000
Dear Admiral Richardson:
Thank you for speaking on my behalf at this year’s Navy League luncheon.
Your inspiring words received many compliments. Secretary Carter expressed his appreciation and asked me to pass on many thanks. I appreciate your valuable time.
Again, thank you.
Warm Regards,
Richard V. Spencer
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SECNAV M-5216.5 CH-1 16 MAY 2018
12-22
FIGURE 12-8. FLAG STATIONERY (5 x 7) – CHIEF OF NAVAL OPERATIONS CHIEF OF NAVAL OPERATIONS
March 22, 2018
ADM William F. Moran, USN Vice Chief of Naval Operations 2000 Navy Pentagon, Room 4E642 Washington, DC 20350
Dear Admiral Moran:
Thank you for hosting the Navy League luncheon yesterday in my absence. I trust you had a great time.
Your inspiring remarks received numerous positive compliments. Secretary Spencer expressed his appreciation and asked me to pass along his gratitude.
I appreciate your support and wish you all the best.
Sincerely,
J. M. RICHARDSON Admiral, U.S. Navy
p. 128
SECNAV M-5216.5 CH-1 16 MAY 2018
12-23
[USE APPROPRIATE LETTERHEAD] CLASSIFICATION (if required)
ACTION MEMO
Date (After signed)
UNSECNAV _________
FOR: SECRETARY OF THE NAVY
FROM: Paul S. Rogers, General Counsel of the Navy (Full Name, Title)
SUBJECT: Action Memo Format (Use Title Case and Do Not Use Acronyms, i.e., DON, DoD)
• What the Secretary should do? This bullet explains what action is required. This is different from the entry for recommendation (TAB A).
• Due date for action. This bullet is used for incoming correspondence at TAB B. Do not enter “I would like to have this done by” due date.
• Why it is necessary and/or acceptable for the Secretary to approve or sign the recommended action? This bullet identifies additional key points/contentious issues and any problem areas (TAB C).
RECOMMENDATION: SECNAV approve or sign (TAB A).
NOTE: The recommendation supports the first bullet of the Action Memo. Use this example if there is a document for signature. If no document for proposal/ signature at TAB A use below recommendation:
RECOMMENDATION: SECNAV release funds by initialing as appropriate: Approve_________ Disapprove_______
COORDINATION: [TAB D] (or as applicable – last tab) or [None]
Attachments: As stated
Prepared By: Name, Organization, Phone
Classification/Declassification Authority and Instructions (if required)
FIGURE 12-9. ACTION MEMORANDUM
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SECNAV M-5216.5 CH-1 16 MAY 2018
12-24 CLASSIFICATION (if required)
FIGURE 12-10. SECDEF ACTION MEMORANDUM
p. 130
S ECNAV M-5216.5 CH-1 16 MAY 2018 12-25 [USE APPROPRIATE LETTERHEAD] CLASSIFICATION (if required) IN FO MEMO D ate (After signed) UNSECNAV _______ F OR: SECRETARY OF THE NAVY FR OM: Thomas Harker, Assistant Secretary of the Navy (Financial Management & Comptroller) (Full Name, Title) S UBJECT: Info Memo Format R eference: SECNAV M-5216.5 • The first bullet will identify what information is being forwarded and why. If forwarding a document, identify as TAB A. • The second and subsequent bullets will provide additional key points, as required: background at TAB A. • When using a reference line, you would annotate it as shown above. A single reference does not get assigned a letter. Multiple references are assigned (a), (b), etc. The “R” in reference is the only letter capitalized. You would use th e r eference line like this in all types of Executive Correspondence. C OORDINATION: [TAB D] (or as applicable – last tab) or [None] A ttachments: As stated Pr epared By: Name, Organization, Phone
FIGURE 12-11. INFORMATION MEMORANDUM **If there is more than one reference the reference line would look like the following: R eferences: (a) SECNAV M-5216.5 (b) SECNAV M-5510.36
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SECNAV M-5216.5 CH-1 16 MAY 2018
12-26
FIGURE 12-12. DEPSECDEF INFO MEMORANDUM
p. 132
SECNAV M-5216.5 CH-1 16 MAY 2018 12-27 [USE PLAIN BOND PAPER] COORDINATION PAGE Office/Dept Point of Contact/Title Phone Date Remarks DMCS MajGen Frederick Padilla (703) xxx-xxxx 30 Jan 2018 Reviewed DNS VADM Kevin Donegan (703) xxx-xxxx 30 Jan 2018 Reviewed DUSN (M) Ms. Eva Clements (703) xxx-xxxx 13 Feb 2018 Reviewed Associate Counsel ASN (RD&A) HON James Geurts (703) xxx-xxxx 13 Feb 2018 Concur DUSN (P) Ms. Jodi Greene (703) xxx-xxxx 14 Feb 2018 Concur w/comments OGC Ms. Anne Brennan (703) xxx-xxxx 16 Feb 2018 Nonconcur Acting SAL CDR Tanya Cruz (703) xxx-xxxx 19 Feb 2018 Nonconcur w/comments
FIGURE 12-13. COORDINATION PAGE
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SECNAV M-5216.5 CH-1 16 MAY 2018
12-28
FIGURE 12-14. STANDARD MEMORANDUM FOR
THE SECRETARY OF THE NAVY WASHINGTON DC 20350-1000
Date (After signed)
MEMORANDUM FOR SECRETARY OF DEFENSE DEPUTY SECRETARY OF DEFENSE
SUBJECT: Preparing a Memorandum for the Office of the Secretary of Defense
Use memoranda for correspondence within the Department of Defense, to the President and White House staff, and to send routine correspondence to other Federal Agencies. Memos may be sent to multiple addresses.
Prepare memos on letterhead appropriate to the signing official. Set a two- inch top margin and one-inch side and bottom margin on first pages. Use plain paper for succeeding pages with one-inch margins on all sides.
Single-space paragraphs and double–space paragraphs between them. Indent paragraphs a half-inch from the left margin. Indent subparagraphs an additional half- inch and identify them with bullets, numbers, and lower case letters. Double space between subparagraphs.
Do not date memos the Secretary or Deputy Secretary of Defense will sign. The date shall be added when signed. Also omit the signature line on memos the Secretary or Deputy Secretary of Defense will sign. For other officials, the signature line may be typed or stamped leaving four blank lines below the text, beginning at the center of the page. Run-over lines should be indented two spaces. The title in the signature line may be omitted if the signer’s position is reflected in the letterhead.
Normally attachments shall be identified in the text of the memo. When this is the case the notation “Attachments: As stated” shall be typed at the left margin a double space below the signature line. When attachments are not identified, list all of them in the order they appear in the text.
Richard V. Spencer
Attachments: As stated
cc: General Counsel
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SECNAV M-5216.5 CH-1 16 MAY 2018
12-29
FIGURE 12-15. STANDARD SECDEF MEMORANDUM FOR
p. 135
S ECNAV M-5216.5 CH-1 16 MAY 2018 12-30 * Add subject line on second and corresponding pages FIGURE 12-15. STANDARD SECDEF MEMORANDUM FOR (CONT’D)
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SECNAV M-5216.5 JUNE 2015 June A-1 APPENDIX A
MILITARY MODELS OF ADDRESS
Addressee Letter and Envelope Salutation
Navy and Coast Guard Officers
Admiral ADM Dear Admiral (surname): Vice Admiral VADM “ Rear Admiral (Upper Half) RADM “ Rear Admiral (Lower Half) RDML Captain CAPT Dear Captain (surname): Commander CDR Dear Commander (surname): Lieutenant Commander LCDR “ Lieutenant LT Dear Lieutenant (surname): Lieutenant Junior Grade LTJG “ Ensign ENS Dear Ensign (surname): Chief Warrant Officer CWO5 Dear Chief Warrant Officer (surname): CWO4 Dear Chief Warrant Officer (surname): CWO3 Dear Chief Warrant Officer (surname): CWO2 Dear Chief Warrant Officer (surname): Warrant Officer WO Dear Warrant Officer (surname):
Marine Corps, Air Force, and Army Officers
Marines Air Force Army General Gen Gen GEN Dear General (surname): Lieutenant General LtGen Lt Gen LTG “ Major General MajGen Maj Gen MG “ Brigadier General BGen Brig Gen BG “ Colonel Col Col COL Dear Colonel (surname): Lieutenant Colonel LtCol Lt Col LTC “ Major Maj Maj MAJ Dear Major (surname): Captain Capt Capt CPT Dear Captain (surname): First Lieutenant 1stLt 1st Lt 1LT Dear Lieutenant (surname): Second Lieutenant 2ndLt 2nd Lt 2LT “ Chief Warrant Officer 5 CWO5 CW5 Dear Chief Warrant Officer (surname): Chief Warrant Officer 4 CWO4 CW4 “ Chief Warrant Officer 3 CWO3 CW3 “ Chief Warrant Officer 2 CWO2 CW2 “ Warrant Officer WO WO1 Dear Warrant Officer (surname):
Navy and Coast Guard Enlisted
Master Chief Petty Officer of the Navy MCPON Dear Master Chief (surname): Master Chief Petty Officer of the Coast Guard MCPOCG “ Master Chief Petty Officer MCPO “ Senior Chief Petty Officer SCPO Dear Senior Chief (surname): Chief Petty Officer CPO Dear Chief (surname):
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SECNAV M-5216.5 JUNE 2015 June A-2 Addressee Letter and Envelope Salutation
Petty Officer First Class PO1 Dear Petty Officer (surname): Petty Officer Second Class PO2 Petty Officer Third Class PO3 Airman (includes Apprentice AN or AA or AR Dear Airman (surname): and Recruit) Constructionman (includes CN or CA or CR Dear Constructionman (surname): Apprentice and Recruit) Fireman (includes FN or FA or FR Dear Fireman (surname): Apprentice and Recruit) Hospitalman (includes HN or HA or HR Dear Hospitalman (surname): Apprentice and Recruit) Seaman (includes SN or SA or SR Dear Seaman (surname): Apprentice and Recruit)
Ma Marine Corps Enlisted
Sergeant Major of the Marine Corps SgtMaj Dear Sergeant Major (surname): Sergeant Major SgtMaj “ Master Gunnery Sergeant MGySgt Dear Master Gunnery Sergeant (surname): First Sergeant lstSgt Dear First Sergeant (surname): Master Sergeant MSgt Dear Master Sergeant (surname): Gunnery Sergeant GySgt Dear Gunnery Sergeant (surname): Staff Sergeant SSgt Dear Staff Sergeant (surname): Sergeant Sgt Dear Sergeant (surname): Corporal Cpl Dear Corporal (surname): Lance Corporal LCpl “ Private First Class PFC Dear Private First Class (surname): Private Pvt Dear Private (surname):
Army Enlisted
Sergeant Major of the Army SMA Dear Sergeant Major (surname): Command Sergeant Major CSM “ Sergeant Major SGM “ First Sergeant 1SG Dear First Sergeant (surname): Master Sergeant MSG Dear Master Sergeant (surname): Platoon Sergeant PSG Dear Sergeant (surname): Sergeant First Class SFC “ Staff Sergeant SSG “ Sergeant SGT “ Corporal CPL Dear Corporal (surname): Private First Class PFC Dear Private (surname): Private PVT “ Specialists (all grades) SP7 Dear Specialist (surname): SP6 “ (etc)
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SECNAV M-5216.5 JUNE 2015 June A-3 Addressee Letter and Envelope Salutation
Air Force Enlisted
Chief Master Sergeant of the Air Force CMSAF Dear Chief (surname): Chief Master Sergeant CMSgt “ Senior Master Sergeant SMSgt Dear Sergeant (surname): Master Sergeant MSgt “ Technical Sergeant TSgt “ Staff Sergeant SSgt “ Senior Airman SrA Dear Airman (surname): Airman First Class A1C “ Airman Amn “ Airman Basic AB “
Other Military
All retired military (rank) (full name), (USN, Dear (rank) (surname): USMCR or other branch) (Ret)
Chaplain Chaplain (full name) (rank), Dear Chaplain (surname): CHC, USN
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SECNAV M-5216.5 JUNE 2015 June B-1 APPENDIX B
CIVILIAN MODELS OF ADDRESS
1. The following examples of civilian models of address, salutation, and complimentary close are used in the preparation of Navy business-format letters. They may be varied depending on circumstances.
2. Use “The Honorable (Name)” in the address of Presidential appointees as well as Federal and state elected officials. Avoid “The Honorable” in addresses of county and city officials, except for mayors.
3. Use the title “Madam” in the salutation of a letter to a high-level woman diplomat or government official, such as the United States Ambassador to the United Nations. Use the title “Madam” in salutations of letters destined for women foreign heads of state and diplomats.
4. Use the title “Ms.” when addressing a woman by her surname (Ms. Jones). However, “Ms.,” like “Mr.,” indicates nothing with regard to a person’s marital status. Therefore, use “Miss” or “Mrs.” in the salutation when an incumbent or correspondent has indicated this preference. Never use “Ms.” with a woman’s full married name; e.g., “Ms. John E. Doe” is incorrect. Use “Mr.” with a position or surname if you don’t know the addressee’s gender and can’t find out readily.
p. 140
SECNAV M-5216.5 JUNE 2015 June B-2 MODELS OF ADDRESS AND SALUTATION
Salutation and Addressee Letter and Envelope Complimentary Close
The White House
The President The President Dear Mr. (or Madam) President: The White House Respectfully yours, Washington, DC 20500-0001
Husband (or Wife) of the President Mr. (or Ms.) (full name) Dear Mr. (or Mrs.) (surname): The White House Sincerely, Washington, DC 20500-0001
Assistant to the President The Honorable (full name) Dear Mr. (or Ms.) (surname): Assistant to the President Sincerely, The White House Washington, DC 20500-0001
Secretary to the President The Honorable (full name) Dear Mr. (or Ms.) (surname): Secretary to the President Sincerely, The White House Washington, DC 20500-0001
Secretary to the President (full rank) (full name) Dear (rank) (surname): (with military rank) Secretary to the President Sincerely, The White House Washington, DC 20500-0001
The Vice President
As Vice President The Vice President Dear Mr. (or Madam) Vice President: The White House Sincerely, Washington, DC 20500-0001 Husband (or Wife) of the Vice President Mr. (or Ms.) (full name) Dear Mr. (or Mrs.) (surname): The White House Sincerely, Washington, DC 20500-0001
As Senate President The Honorable (full name) Dear Mr. (or Madam) President: President of the Senate Sincerely, Washington, DC 20510-0001
The Judiciary
The Chief Justice The Chief Justice of the United States Dear Mr. (or Madam) Chief Justice: The Supreme Court of the United States Sincerely, Washington, DC 20543-0001
Associate Justice Mr. (or Madam) Justice (surname) Dear Mr. (or Madam) Justice: The Supreme Court of the United States Sincerely, Washington, DC 20543-0001
Retired Justice The Honorable (full name) Dear Mr. (or Madam) Justice: (local address) Sincerely,
Presiding Justice The Honorable (full name) Dear Mr. (or Madam) Justice: Presiding Justice Sincerely, (name of the court) (local address)
Judge of a Court The Honorable (full name) Dear Judge (surname): Judge of the (name of court; Sincerely, if a U.S. district court, give district)
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SECNAV M-5216.5 JUNE 2015 June B-3 Salutation and Addressee Letter and Envelope Complimentary Close
Clerk of a Court Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname): Clerk of the (name of court; Sincerely, if a U.S. district court, give district). (local address)
Attorney Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname): Attorney at Law Sincerely, (local address)
The Senate
President pro Tempore The Honorable (full name) Dear Senator (surname): of the Senate President pro Tempore Sincerely, of the Senate United States Senate Washington, DC 20510-0000
Committee Chairman, The Honorable (full name) Dear Mr. (or Madam) U.S. Senate Chairman, Committee on Sincerely, (name of committee) United States Senate Washington, DC 20510-0000
Subcommittee Chairman The Honorable (full name) Dear Senator (surname): U.S. Senate Chairman, Subcommittee on Sincerely, (name of subcommittee) OR (name of parent committee) Dear Mr. (or Madam) Chairman: United States Senate Sincerely, Washington, DC 20510-0000 (When incoming correspondence is so signed and pertains to subcommittee business)
United States Senator The Honorable (full name) Dear Senator (surname): (Washington, DC office) United States Senate Sincerely, Washington, DC 20510-0000 OR (Away from Washington, DC) The Honorable (full name) Dear Senator (surname): United States Senator Sincerely, (local address)
Senator, Majority (or Minority) The Honorable (full name) Dear Senator (surname): Leader Majority (or Minority) Leader Sincerely, (Washington, DC office) United States Senate Washington, DC 20510-0000 OR (Away from Washington, DC) The Honorable (full name) Dear Senator (surname): Majority (or Minority) Leader Sincerely, United States Senate (local address)
United States Senator-elect The Honorable (full name) Dear Mr. (or Ms.) (surname): (Washington, DC office) United States Senator-elect Sincerely, United States Senate Washington, DC 20510-0000 OR (Away from Washington, DC) Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname): United States Senator-elect Sincerely, (local address, if given)
p. 142
SECNAV M-5216.5 JUNE 2015 June B-4 Salutation and Addressee Letter and Envelope Complimentary Close
Office of a deceased Senator Mr. (or Ms.) (Secretary’s full name, Dear Mr. (or Ms.) (surname): if known) Sincerely, Secretary to the Late Honorable (full name) United States Senate Washington, DC 20510-0000
Former Senator The Honorable (full name) Dear Senator (surname): (local address) Sincerely,
Secretary of the Senate The Honorable (full name) Dear Mr. (or Ms.) (surname): Secretary of the Senate Sincerely, Washington, DC 20510-0000
Secretary or Administrative Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname): Assistant to a Senator Secretary/Administrative Sincerely, Assistant to the Honorable (full name) United States Senate Washington, DC 20510-0000
House of Representatives
Speaker of the House The Honorable (full name) Dear Mr. (or Madam) Speaker: of Representatives Speaker of the House of Representatives Sincerely, Washington, DC 20515-0000
Committee Chairman The Honorable (full name) Dear Mr. (or Madam) Chairman: Chairman, Committee on Sincerely, (name of committee) House of Representatives Washington, DC 20515-0000
Subcommittee Chairman The Honorable (full name) Dear Representative (surname): Chairman, Subcommittee on Sincerely, (name of subcommittee) OR (Name of parent committee) Dear Mr. (or Madam) Chairman: House of Representatives Sincerely, Washington, DC 20515-0000 (When incoming correspondence is so signed and pertains to subcommittee’s business)
United States Representative The Honorable (full name) Dear Representative (surname): (Washington, DC office) House of Representatives Sincerely, Washington, DC 20515-0000 OR (Away from Washington, DC) The Honorable (full name) Dear Representative (surname): Member, United States House Sincerely, of Representatives (local address)
Representative-elect The Honorable (full name) Dear Mr. (or Ms.) (surname): Representative-elect Sincerely, House of Representatives Washington, DC 20515-0000 OR Mr. (or Ms.) (full name) Dear Representative (surname): Representative-elect Sincerely, (local address, if given)
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SECNAV M-5216.5 JUNE 2015 June B-5 Salutation and Addressee Letter and Envelope Complimentary Close
Office of a deceased Mr. (or Ms.) (Secretary’s full name, Dear Mr. (or Ms.) (surname): Representative if known) Sincerely, Secretary to the Late Honorable (full name) House of Representatives Washington, DC 20515-0000
Former Representative The Honorable (full name) Dear Mr. (or Ms.) (surname): (local address) Sincerely,
Resident Commissioner The Honorable (full name) Dear Mr. (or Ms.) (surname): Resident Commissioner Sincerely, from (name of area) House of Representatives Washington, DC 20515-0000
Delegate of the District The Honorable (full name) Dear Mr. (or Ms.) (surname): of Columbia House of Representatives Sincerely, Washington, DC 20515-0000
Legislative Agencies Comptroller General The Honorable (full name) Dear Mr. (or Ms.) (surname): (Head of the General Comptroller General of Sincerely, Accounting Office) the United States Washington, DC 20548-0000
Public Printer (Head of The Honorable (full name) Dear Mr. (or Ms.) (surname): the U.S. Government U.S. Government Printing Office Sincerely, Printing Office) Washington, DC 20401-0000
Librarian of Congress The Honorable (full name) Dear Mr. (or Ms.) (surname): Librarian of Congress Sincerely, Washington, DC 20540-0000
Executive Departments
Members of the Cabinet The Honorable (full name) Dear Mr. (or Madam) Secretary: (if addressed as ‘Secretary”) Secretary of (name of department)* Sincerely, Washington, DC 00000-0000
Attorney General (Head of The Honorable (full name) Dear Mr. (or Madam) Attorney General: the Department of Justice) Attorney General Sincerely, Washington, DC 00000-0000
Under Secretary The Honorable (full name) Dear Mr. (or Ms.) (surname): of a Department Under Secretary of (name of department) Sincerely, Washington, DC 00000-0000
Deputy Secretary of a Department The Honorable (full name) Dear Mr. (or Ms.) (surname): Deputy Secretary of (name of department) Sincerely, Washington, DC 00000-0000
Assistant Secretary of a Department The Honorable (full name) Dear Mr. (or Ms.) (surname): Assistant Secretary of (name of department) Sincerely, Washington, DC 00000-0000
*Titles for Cabinet Secretaries are: Secretary of Agriculture, Secretary of Commerce, Secretary of Defense, Secretary of Education, Secretary of Energy, Secretary of Health and Human Services, Secretary of Homeland Security, Secretary of Housing and Urban Development, Secretary of Interior, Secretary of Labor, Secretary of State, Secretary of Transportation, Secretary of Treasury, and Secretary of Veterans Affairs.
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SECNAV M-5216.5 JUNE 2015 June B-6 Salutation and Addressee Letter and Envelope Complimentary Close
Independent Organizations
Director, Office of Management Honorable (full name) Dear Mr. (or Ms.) (surname): and Budget Director, Office of Management Sincerely, and Budget Washington, DC 20503-0000
Head of a Federal Agency, The Honorable (full name) Dear Mr. (or Ms.) (surname): Authority, or Board (title), (name of agency) Sincerely, Washington, DC 00000-0000
Head of a major organization The Honorable (full name) Dear Mr. (or Ms.) (surname): within an agency (if appointed (title ) (organization) Sincerely, by the President) (name of agency) Washington, DC 00000-0000
President of a Commission The Honorable (full name) Dear Mr. (or Ms.) (surname): President, (name of commission) Sincerely, Washington, DC 00000-0000
Chairman of a Commission The Honorable (full name) Dear Mr. (or Madam) Chairman: Chairman, (name of commission) Sincerely, Washington, DC 00000-0000
Chairman of a Board The Honorable (full name) Dear Mr. (or Madam) Chairman: Chairman, (name of board) Sincerely, Washington, DC 00000-0000
Postmaster General The Honorable (full name) Dear Mr. (or Madam) Postmaster General Postmaster General: Washington, DC 00000-0000 Sincerely,
American Missions
American Ambassador The Honorable (full name) Sir (or Madam): (formal) American Ambassador Dear Mr. (or Madam) Ambassador: American Embassy . (informal) (city), (country) Sincerely,
American Ambassador (full rank) (full name) Sir (or Madam): (formal) (with military rank) American Ambassador Dear (rank) (surname): American Embassy (informal) (city), (country) Sincerely,
American Minister The Honorable (full name) Sir (or Madam): (formal) American Minister Dear Mr. (or Madam) Minister: (city), (country) (informal) Sincerely,
American Minister (full rank) (full name) Sir (or Madam): (formal) (with military rank) American Minister Dear (rank) (surname): (city), (country) (informal) Sincerely,
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SECNAV M-5216.5 JUNE 2015 June B-7 Salutation and Addressee Letter and Envelope Complimentary Close
Foreign Government Officials
Foreign Ambassador in His (or Her) Excellency (full name) Excellency: (formal) the United States Ambassador of (country) Dear Mr. (or Madam) Ambassador: (local address) 00000-0000 (informal) Sincerely,
Foreign Minister in the The Honorable (full name) Sir (or Madam): (formal) United States Minister of (country) Dear Mr. (or Madam) Minister: (local address) 00000-0000 (informal) Sincerely,
Foreign Charge d’Affaires Mr. (or Madam) (full name) Sir (or Madam): (formal) in the United States Charge d’Affaires of (country) Dear Mr. (or Madam) Charge d’ (local address) 00000-0000 Affaires: (informal) Sincerely,
King or Prince of Foreign Country His Excellency (King/Prince) (full name) Your Royal Highness King/Prince of (country) Your Excellency (Address) Sincerely,
State and Local Government
Governor of State The Honorable (full name) Dear Governor (surname): Governor of (state) Sincerely, (city), (state) 00000-0000
Acting Governor of a State The Honorable (full name) Dear Mr. (or Ms.) (surname): Acting Governor of (state) Sincerely, (city), (state) 00000-0000
Lieutenant Governor of a State The Honorable (full name) Dear Governor (surname): Lieutenant Governor of (state) Sincerely, (city), (state) 00000-0000
Secretary of State of a State The Honorable (full name) Dear Mr. (or Ms.) (surname): Secretary of State of (state) Sincerely, (city), (state) 00000-0000
Chief Justice of the Supreme The Honorable (full name) Dear Mr. (or Madam) Chief Justice: Court of a State Chief Justice of the Sincerely, Supreme Court of the State of (state) (city), (state) 00000-0000
Attorney General of a State The Honorable (full name) Dear Mr. (or Madam) Attorney General Attorney General of the Sincerely, State of (state) (city), (state) 00000-0000
Treasurer, Comptroller, or The Honorable (full name) Dear Mr. (or Ms.) (surname): Auditor of a State State Treasurer (Comptroller or Sincerely, Auditor) of the State of (state) (city), (state) 00000-0000
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SECNAV M-5216.5 JUNE 2015 June B-8 Salutation and Addressee Letter and Envelope Complimentary Close
President of the Senate The Honorable (full name) Dear Mr. (or Ms.) (surname): of a State President of the Senate Sincerely, of the State of (state) (city), (state) 00000-0000
State Senator The Honorable (full name) Dear Mr. (or Ms.) (surname): (state) Senate Sincerely, (city), (state) 00000-0000
State Representative, The Honorable (full name) Dear Mr. (or Ms.) (surname): Assemblyman or Delegate (state) House of Representatives Sincerely, (Assembly or House of Delegates) (city), (state) 00000-0000
Mayor The Honorable (full name) Dear Mayor (surname): Mayor of (city) Sincerely, (city), (state) 00000-0000
Ecclesiastical Organizations
Roman Catholic Church
Cardinal His Eminence (Christian name) Your Eminence: (formal) Cardinal (surname) Dear Cardinal (surname): Archbishop of (Archdiocese) (informal) (local address) 00000-0000 Sincerely,
Archbishop The Most Reverend (full name) Your Excellency: (formal) Archbishop of (Archdiocese) Dear Archbishop (surname): (local address) 00000-0000 (informal) Sincerely,
Bishop The Most Reverend (full name) Your Excellency: (formal) Bishop of (diocese) Dear Bishop (surname): (local address) 00000-0000 (informal) Sincerely,
Monsignor The Reverend Reverend Monsignor: Monsignor (full name) (formal) (local address) 00000-0000 Dear Monsignor (surname): (informal) Sincerely,
Priest The Reverend (full name) Reverend Father: (formal) (initials of the order, if any, Dear Father (surname): after name) (informal) (local address) 00000-0000 Sincerely,
Superior of a Sisterhood The Reverend Mother Dear Reverend Mother: Superior (name of institution) (formal) (local address) 00000-0000 Dear Mother (name): (informal) Sincerely,
Sister Sister (full name) Dear Sister (full name): (name of organization) Sincerely, (local address) 00000-0000
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SECNAV M-5216.5 JUNE 2015 June B-9 Salutation and Addressee Letter and Envelope Complimentary Close
Superior of a Brotherhood Brother (name) Dear Brother: Superior of (institution) Sincerely, (local address) 00000-0000
Member of a Brotherhood Brother (full name) Dear Brother (full name): (name of organization) Sincerely, (local address) 00000-0000
Anglican/Episcopal Church
Bishop The Right Reverend (full name) Right Reverend: (formal) (local address) 00000-0000 Dear Bishop (surname): (informal) Sincerely,
Archdeacon The Venerable (full name) Venerable Sir (or Madam): (formal) Archdeacon of (name) Dear Archdeacon (local address) 00000-0000 (surname): (informal) Sincerely,
Dean The Very Reverend (full name) Very Reverend: (formal) Dean of (church) Dear Dean (surname): (local address) 00000-0000 (informal) Sincerely,
Canon The Very Reverend (full name) Very Reverend: (formal) Canon of (church) Dear Canon (surname): (local address) 00000-0000 (informal) Sincerely,
Rector The Reverend (full name) Reverend: (formal) The Rector of (name) Dear (Dr., Mr., or Ms.) (surname): (local address) 00000-0000 (informal) Sincerely,
Clergy of Other Denominations Methodist Bishop The Reverend (full name) Reverend: (formal) Methodist Bishop Dear Bishop (surname): (informal) (local address) 00000-0000 Sincerely,
Mormon Elder Elder (or Brother) (full name) Dear Elder (surname): Church of Jesus Christ of Sincerely, Latter Day Saints (local address) 00000-0000
Presbyterian Moderator The Moderator of (name) Dear Reverend: (local address) 00000-0000 (formal) OR Dear (Dr., Mr., or Ms.) (surname): The Reverend (full name) (informal) Moderator of (name) Sincerely, (local address) 00000-0000
Rabbi Rabbi (full name) Dear Rabbi (surname): (local address) 00000-0000 Sincerely,
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SECNAV M-5216.5 JUNE 2015 June B-10 Salutation and Addressee Letter and Envelope Complimentary Close
Seventh-Day Adventist Elder Elder (full name) Dear Elder (surname): General Conference of Sincerely, Seventh-day Adventists (local address) 00000-0000
Minister, Pastor or Rector The Reverend (full name) Dear Dr. (surname): (with doctorate) (title, name of church) Sincerely, (local address) 00000-0000
Minister, Pastor or Rector The Reverend (full name) Dear Reverend: (surname): (without doctorate) (title, name of church) (local address) 00000-0000
Eastern Orthodox Archbishop/ His Eminence (Christian Name) Your Eminence: (formal) Metropolitan Archbishop of (city) Dear Archbishop (surname) (local address) 00000-0000 Sincerely,
Eastern Orthodox Bishop The Right Reverend Your Grace: (formal) (Christian name) Dear Bishop: (informal) Bishop of (city) Sincerely, (local address) 00000-0000
Eastern Orthodox Priest The Reverend (name) Dear Reverend Father: (formal) (local address) 00000-0000 Dear Father (Christian name): (informal) Sincerely, Educational Institutions
President of a College Dr. (full name) Dear Dr. (surname): or University President, (name of institution) Sincerely, (local address) 00000-0000
Dean of a University Dean (full name) Dear Dr. (surname): or College School of (name) (“Dear Dean” if without (name of institution) doctoral degree) (local address) 00000-0000 Sincerely,
Professor Professor (full name) Dear Dr. (surname): Department of (name) (“Dear Professor” if (name of institution) without doctoral degree) (local address) 00000-0000 Sincerely,
Other Addressees
An Unmarried Woman Ms. (or Miss) (full name) Dear Ms. (or Miss) (surname): (local address) 00000 -0000 Sincerely,
A Married Woman or Ms. (or Mrs.) (husband’s Dear Ms. (or Mrs.) (surname): Widow full name) Sincerely, (local address) 00000-0000
Two or More Unmarried Mses. (surname) and Ladies (or Mesdames): Women (surname) OR (local address) 00000-0000 Dear Msess. (or Misses) OR (surname) Ms. (or Miss) (full name) and (surname): and Ms. (or Miss) (full name) Sincerely, (local address) 00000-0000
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SECNAV M-5216.5 JUNE 2015 June B-11 Salutation and Addressee Letter and Envelope Complimentary Close
Two or More Men Messrs. (surname) and Gentlemen: (surname) OR (local address) 0000-0000 Dear Mr. (surname) and OR Mr. (surname): Mr. (full name) and Mr. Sincerely, (full name) (local address) 00000-000
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SECNAV M-5216.5 JUNE 2015 June
APPENDIX C
STATIONERY REQUIREMENTS
1. Preprinted Letterhead
a. Printing. Preprinted letterhead may be produced by letterpress, or offset lithography, whichever is more economical. Embossing or engraving processes, including thermographic processes are prohibited unless approved by the local Defense Logistics Agency Document Services.
b. Seal. All “official” letterhead stationery of the DON shall bear a 1-inch diameter of the DoD seal 1/2 inch from the upper left and top edge of the sheet.
c. Other Emblematic Devices. Other seals, emblems, insignia, decorative, or emblematic devices shall not be incorporated.
d. Preprinted Letterhead Language, Typography, and Printing. All components of the DON and Headquarters United States Marine Corps shall comply with the following.
(1) First Line. DEPARTMENT OF THE NAVY centered horizontally 5/8 of an inch from the top edge of the sheet in 10 to 12 point type. Try to match the following font styles: Copperplate BT, Copperplate 32, Univers 55 (Roman) or Helvetica Roman. Marine Corps activities shall print UNITED STATES MARINE CORPS.
(2) Individual Activity Name. Six to nine point matching font.
(3) Address and Zone Improvement Plan (Zip) Code. Six-point capital letters. Center horizontally. Do not use building numbers as part of the zip code, i.e. 17055-0791.
(4) Leading. (space between lines) should be 13 points.
(5) Spacing. The bottom of the printing shall be 1 and 1/16 inch from the top of the trimmed sheet.
(6) Color of Ink. Blue, Pantone Matching System (PMS) 288 or equivalent. Black ink is an acceptable substitute but shall not be used for letterhead to be signed by the senior officials identified in the following paragraph.
(7) Paper Stock. Letterhead stationery and continuation sheets for the SECDEF or DEPSECDEF; the SECNAV, Deputy Secretary, UNSECNAV, and ASNs; the CNO and VCNO; and the CMC and ACMC are not to exceed 20-pound basis weight (per 1000 sheets) 100 percent white bond, JCP G80; all other official letterhead stationery is not to exceed 20-pound basis weight (per 1000 sheets) 25 percent white bond, JCP G40.
(8) Trim Size. Eight and one-half inches by eleven inches. C-1
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SECNAV M-5216.5 JUNE 2015 June
2. Computer Generated Letterhead is an acceptable substitute for preprinted letterhead. The format standards and specifications for preprinted letterhead shall be applied to computer generated letterhead to the extent practicable. Digital or electronic signatures may be used to sign computer generated letterhead. Adhere to the DON Chief Information Office guidance for use of digital and/or electronic signatures (refer to paragraph 6 of chapter 4). The following font and format guidance will assist in maintaining professional looking letterhead within the DON.
a. Font. Recommended fonts for computer generated letterhead are Times New Roman, Century Schoolbook, Courier New, Helvetica, Arial or Univers (10 point bold for the DEPARTMENT OF THE NAVY line and 8 point for the address lines). Try to match the layouts shown.
b. Spacing. The first line of the letterhead shall be centered on the fourth line from the top of the page.
3. Optional Features
a. The phrase IN REPLY REFER TO may be printed in 5 point capital letters.
b. Marking to indicate address area for window envelopes.
c. Fold markings to indicate business letter folds.
d. A 1/2 point rule, 1 1/2 picas (approximately 3/4 inch long) placed 1 1/2 inches from the bottom.
e. Slogans, when approved by the Office of the Secretary of the Navy, printed in the bottom margin approximately 1/2 inch from the bottom of the page.
4. Letterhead Envelopes and Mailing Labels shall conform to USPS standards and OPNAVINST 5218.7B.
a. First Line. Navy activities and Headquarters, Marine Corps shall print DEPARTMENT OF THE NAVY horizontally 3/8 inch from the top margin in 10 point capital letters. Marine Corps activities shall print UNITED STATES MARINE CORPS.
b. Individual Activity Name. Use 6 point capital letters.
c. Official Business. OFFICIAL BUSINESS is printed two lines below the last line of the address text in 6 point capital letters.
d. Ancillary Services Endorsement. Endorsements such as “Forwarding Service Requested” or “Return Service Requested” are optional. When added to the envelope or label it should be placed two lines below the OFFICIAL BUSINESS phrase in 6 point capital letters.
C-2
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SECNAV M-5216.5 JUNE 2015 June
e. Leading. Should be 13 points between each line. Center 3 pica hairline rules 6 points apart under DEPARTMENT OF THE NAVY and above OFFICIAL BUSINESS.
f. Borders, Markings, Slogans, or Designs. Shall not be imprinted or affixed.
g. Labels, Label size shall be no smaller than 5 inches by 3 inches. Margins for marginally punched labels may be adjusted as required to allow necessary edge punching.
h. Colors of Ink. Labels shall be printed in black. Envelopes shall be printed in either black or blue (PMS 288 or equivalent).
DEPARTMENT OF THE NAVY OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON DC 20350-1000
DEPARTMENT OF THE NAVY OFFICE OF THE CHIEF OF NAVAL OPERATIONS 2000 NAVY PENTAGON WASHINGTON DC 20350-2000 IN REPLY REFER TO
DEPARTMENT OF THE NAVY HEADQUARTERS, UNITED STATES MARINE CORPS 3000 MARINE CORPS PENTAGON WASHINGTON DC 20380-1775
UNITED STATES MARINE CORPS COMMUNICATIONS COMPANY HEADQUARTERS BATTALION CAMP PENDLETON CA 92055-5006
C-3
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SECNAV M-5216.5 JUNE 2015 June D-1 APPENDIX D
FORMS AND ENVELOPES
1. The following forms are available for download from GSA Forms Web site: http://www.gsa.gov/Portal/forms/type/TOP?utm_source=OAS&utm_medium=print- ratio&utm_term=form&utm_campaign=shortcuts
FORM
OF 363 Memorandum of Call
NAVMC 10274 Administrative Action (AA)
2. The following forms are available from Naval Forms Online (NFOL): https://navalforms.documentservices.dla.mil/web/public/home
OPNAV 5211/7 Correspondence/Documents Control Card
OPNAV 5216/144A PDF Format DON Memo (8-1/2 x 11)
OPNAV 5216/144B PDF Format DON Memo (8-1/2 x 5-1/2)
OPNAV 5216/158 PDF Format Routine Reply, Endorsement Transmittal or Information Sheet
3. The following forms are available for purchase from GSA Global Supply: http://www.gsa.gov/globalsuppy or (800) 525-8027, option 3:
FORM STOCK NUMBER UI QTY
OF 65A 7540-00-117-8424 BX 200 U.S. Government Messenger Envelope (Large, 4-1/8 x 9-1/2)
OF 65B 7540-00-222-3467 BX 250 U.S. Government Messenger Envelope (Medium. 9-1/2 x 12)
OF 65C 7540-00-222-3468 BX 250 U.S. Government Messenger Envelope (Small, 12 x 16)
4. The following envelopes are available from GSA:
ENVELOPE STYLE NO. STOCK NUMBER UI QTY
Plain, white #10 (4-1/8 x 9-1/2) 192 7530-00-198-5876 BX 500 Plain, brown (12 x 9-1/2) 84 7530-01-316-6584 BX 500 Plain, brown (16 x 12) 104 7530-00-286-6903 BX 500
5. SD 391, DoD Correspondence Action Report, can be downloaded at http://www.dtic.mil/whs/directives/forms/eforms/sd0391.pdf.
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SECNAV M-5216.5 JUNE 2015 E-1 APPENDIX E INDEX
Page Page
A
Abbreviations Window-envelope format 11-8 Of addresses 6-5 Identification symbols 11-1 Of classified references 7-2 Outgoing copies 11-4 Of dates 2-11; 7-2 Page numbers 11-4 Of military ranks 2-8; A-1-A-3 References 11-3 Of NATO correspondence 2-1 Salutation 11-2 Of states/territories 6-6 Second and succeeding pages 11-4 Overuse prohibited 2-11 Separate mailing 11-3 Acronyms 2-11 Signature 11-7 Acting 2-5 Subject line optional 11-2 Addressing Civilian Personnel (See Models of Address – Civilian) By direction letter 2-4 Delegating authority for Addressing Military Personnel (See Models of Address – Military) In business letter 11-7 In standard letter 7-14 Advance 2-2 C
Air Force Personnel Enlisted models of address A-3 Officer models of address A-1 Chain of command Assembly for signature Corresponding through 2-1 Endorsement 9-3; 9-4 Rushed routing through 2-2 Multiple-address letter 8-1; 8-5 Classified correspondence Standard letter 7-16; 7-24 Pagination if Top Secret 7-15 Tabbing correspondence 7-25 Security marking on 7-2; 7-20; 7-21
B
Serial number of 7-2 Coast Guard Personnel Enlisted models of address A-1 “Blind copy to:“ line Officer models of address A-1 With congressional inquiries 2-6 Codes Business letter As sender’s symbol 7-1 Address on 11-1 “To” address 7-4 Attention line 11-2; 11-8; 11-9 Complimentary close Body of letter 11-2 In business letter 11-3 Complimentary close 11-3 Not in standard letter 7-13 “Copy to:” line 11-4 Congressional inquiries Dates 2-11; 11-1 Blind copy to OLA 2-6 Enclosures 11-3 Courtesy copy to Congress 2-6 Examples of Reply deadlines 2-6 First page 11-6 Controls Second page 11-7 Incoming correspondence 2-5 Paragraph formats 11-5 Outgoing correspondence 2-6 Short business letter 11-10 Reply deadlines 2-6 Tracking correspondence 2-7
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SECNAV M-5216.5 CH-1 16 MAY 2018 E-2
Page
Page Coordinating efficiently 2-3 Enclosures Copies In business letter 11-3 Coordination 2-3 In endorsement 9-1 Courtesy 2-6 In standard letter 7-10 Limit of 2-1 For copy-to addressees 7-11 Of multiple-address letter 8-1 Format for heading 7-10 “Copy to:” line For via addressees 7-12 In business letter 11-4 General 7-10 In standard letter 7-14 Increasing the quantity of 7-11 Correspondence Management 1-1 Marking on 2-10
D Normal distribution of 7-11 Page numbers of 2-10 Under separate cover 2-10; 7-12 Dates Endorsements In business letter 11-1 Adding enclosures 9-2 In standard letter Basic-letter identification 9-1; 9-3 As sender’s symbol 7-2 Complete 9-2 In heading 2-11 Page number 9-1 In text (see also due dates) 2-11 Reference line 9-1 Remaining addressees numbered 9-2 Digital signature 4-3 Sample of “Distribution:” line 8-1; 8-3 Assembled endorsement 9-5 Drafter’s identification New-page endorsement 9-4 With WPC codes 7-2 Uses 9-1 Due dates Where to send copies 9-2 Normal time allowed for 2-6 Envelopes Realistic setting of 2-6 Addressing of 6-1; 6-2; 6-7
E Models of address A-1; B-1 Ordering D-1 States abbreviated on 6-2; 6-6 Electronic Mail Window envelopes Digital signature 4-3 Encouraged 2-3 Formal correspondence 4-1 Typing business letter for 11-8 General 4-1 Typing standard letter for 7-18 Informal correspondence 4-2 Executive Correspondence Managing E-mail 4-1 Assigning action to incoming correspondence 12-1 Records management 4-2 Security and privacy 4-2 Assigning action to outgoing correspondence 12-1 Electronic records As evidence 3-2 Complimentary close 12-5; 12-10 Disposition 3-2 Congressional committees or subcommittee correspondence 12-6 General 3-1 Identification of 3-1 Correspondence action report (SD Form 391) 12-15 Management of 3-1 Restrictions/security/privacy issues 3-2 Correspondence management 12-1 Records management considerations 3-1; 3-2 Coordination Date line 12-5 For official use only 7-3; 7-22 Distribution 12-3 Freedom of Information and Privacy Act requests 2-6; 3-2 Due dates 12-2
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SECNAV M-5216.5 CH-1 16 MAY 2018 E-3 Extensions 12-2 “From:” line Format 12-3 In joint letter 7-1; 7-19 Body of letter 12-4 In standard letter Closing lines 12-3 Format 7-4 Copy to 12-5 General 7-3 Opening line 12-3 Multiple title 7-4 Reference line 12-9; 12-10 Salutation 12-10 G Signature line 12-4 General 12-1 Interim responses 12-2 Guide and Form letters 2-3 Congressional correspondence 12-3 H HqDON correspondence 12-2 OSD correspondence 12-3 Memoranda (preparation of) 12-6 Headings, paragraphs 7-12; 7-13 Action or information memo 12-6 I Package assembly 12-13 Page numbering 12-6 Preparing a reply 12-3 Identification symbols Routing changes 12-2 Authorized 7-1 Sample of Exceptions 7-2 Action memorandum 12-23;12-24 Unauthorized 7-2 Congressional response Identifying later pages One Chairperson 12-18 Pages numbered 7-15 Two Chairpersons 12-19 Subject repeated 7-15 Chairman of a select committee 12-20 Identifying military personnel Coordination page 12-27 Marine Corps 2-8 Flag stationery 12-21 Navy 2-7 Chief of Naval Operations 12-22 Indenting (see paragraphing) Secretary of the Navy 12-21 Ink Information memorandum 12-25;12-26 Color of 2-13; C-3 Interim response for Congressional correspondence 12-17 J Memorandum for 12-28;12-29 F Joint letter 7-19 Justifications, margins 7-1 L Facsimile machines 2-3; 5-1 General 5-1 Records management 5-2 Letterhead 2-9; C-1 Security and privacy issues 5-1 Computer generated C-2 File copy In business letter 11-4 Samples of Preprinted requirements C-1 Form letters 2-3 Stationery requirements C-1 Foms used in correspondence D-1 List of Marine Corps Activities information 6-1; 7-3 Font sizes and styles 2-13; C-2
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SECNAV M-5216.5 JUNE 2015 E-4
Page
Page
M Models of address – Military Air Force enlisted A-3 Air Force officers A-1 Margins Army enlisted A-2 In short business letter 11-10 Army officers A-1 In standard letter 7-1 Coast Guard enlisted A-1 Marine Corps Personnel Coast Guard officer A-1 Enlisted models of address A-2 Marine Corps enlisted A-2 How to fully identify 2-7; 2-8 Marine Corps officers A-1 Officer models of address A-1 Navy enlisted A-1; A-2 Writing to higher authority 2-4 Navy officers A-1 Memorandum Other military A-3 Decision 10-2 Multiple-address letter File copy 10-1 Copies 8-1 Format 10-1 How to assemble 8-1; 8-5 From/to 10-1 Listing of addressees 8-1 Letterhead memorandum 10-1 Normal use 8-1 Memorandum for the record 10-1 Normal used varied 8-1 Memorandum of agreement 10-2 Sample of letter assembled 8-1; 8-5 Memorandum of understanding 10-8 With “Distribution:” line 8-3 Plain-paper memorandum 10-1 With “To:” line 8-2 Sample of With “To:” line and “Distribution:” line 8-4 Letterhead memorandum 10-6 Memorandum for the record 10-3 N
Memorandum of agreement 10-7 Memorandum of understanding 10-8; 10-9 Plain-paper memorandum 10-5 Navy Personnel Printed memorandum 10-4 Enlisted models of address A-1; A2 Models of address – Civilian How to fully identify 2-7; 2-8 Adjusting for gender B-1 Officer models of address A-1 American missions B-6 Writing to higher authority 2-2 Ecclesiastical B-8 NOTAL references discouraged 7-6 Educational institutions B-10 O
Executive departments B-5 Foreign government officials B-7 House of Representatives B-4 Organizer’s code Independent organizations B-6 Exceptions 7-2 Judiciary B-2 Format 7-1 Legislative agencies B-5 In serial number 7-2 Missions, of U.S. B-6 Required 7-1 Other addressees B-10 Senate B-3 State and local governments B-7 The Honorable B-1 Vice President B-2 White House B-2
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SECNAV M-5216.5 JUNE 2015 E-5
Page
Page
P
Mail markings 6-3 Sources of address 6-1 Page numbers Within DoD 6-2 On enclosures 2-10 Privacy Act requests 2-6 On endorsements 9-1; 9-3 Proofreading 2-12 On standard letters 7-15 Punctuating, capitalizing, spelling, hyphenation, and separating words 2-12 Paperwork management Coordinating efficiently 2-3 R
Due dates 2-6 Finished products for signing 2-4 Form and guide letters 2-3 References General 2-1 In business letter 11-3 Limiting information copies 2-10 In endorsement 9-1 New office technology 2-3 In standard letter 7-7 Photo copies 2-10 Examples 7-7; 7-10 Prompt replies urged 2-6 Format 7-6 Prompt signing 2-6 General 7-6 Tracers 2-7 Mentioned in text if listed 7-6 Unnecessary file copies 2-10 My and your allowed in 7-10 Updating distribution lists 2-10 NOTAL discouraged 7-6 Window envelopes encouraged 2-3 Paragraphs 7-12 Writing discouraged 2-1 Replies Paragraphing Due dates for 2-6 Headings encouraged 7-13 Promptness of 2-6 In business letter 11-2 Tracing late 2-7 In classified letter 7-2; 7-20 S
In standard letter 7-12; 7-23 Subparagraphing limited 7-12 Personal pronouns Salutation Allowed in references 7-10 Civilian models of address B-1 – B-10 Personnel matters Military models of address A-1 – A-3 Congressional inquiries 2-6 Sample of Military fully identified 2-8 Continuation pages 7-15 Social Security numbers 2-7 “Copy to:” line 7-14 Writing to higher authority 2-3 Dates 7-2 Photo copies Enclosures 7-10 Authorized 2-10 Following channels 2-1 For multiple-address letters 8-1 “From:” line 7-3 Limit copies 2-10 Ink 2-13 Postal standards Joint letter 7-19 Delivery and return address format 6-2 Letter assembled 7-24 Folding techniques 6-4 Margins 7-1 Mail classifications 6-3
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SECNAV M-5216.5 JUNE 2015 E-6 Page
Page Originator’s code 7-1; 7-2 Multiple-address letter 8-3 Page numbers 7-15 Standard letter 7-3 Paragraph format 7-23 Stationery 2-8; C-1 References 7-6 – 7-10 T
Security markings 7-20 – 7-22 Sender’s symbol 7-1 Serial number 7-1 Tabbing correspondence 7-25 Telephone Signature 7-13 For coordination 2-4 SSIC 7-1 Instead of writing letters 2-1 Standard letter 7-16 Text Stationery 2-8; C-1 Of business letter 11-2 Subject 7-5 Of standard letter 7-12 Text 7-12 (also see paragraphing) “To:” line 7-4 Time Tabbing correspondence Expressing military time 2-11 Packages 7-25 “To:” line Typeface 2-13 Codes encouraged 7-4 “Via:” line 7-5 Format 7-4 Window-envelope format 7-18 For window envelope 7-18 Sender’s symbols Top secret documents Exceptions 7-2 Page numbering in 7-15 Required 7-1 Serial numbers required 7-1 Unauthorized 7-2 Tracers 2-7 Separate cover 2-10; 7-12 Typeface 2-13; C3 Serial numbers Format 7-1 Of classified references 7-2 U
When to use 7-1 Signature Business letter 11-3 USPS – postal standards 6-1 Delegation of authority 2-4 V
Examples 2-5; 7-13 Electronic Signature 2-5; C-2 Facsimile stamps 5-1 “Via:” line 7-5 Signature line in general 2-4 Follow chain of command 2-2 Standard letter 7-12 Examples 7-5 – 7-10 Submitting for 2-4 Format 7-4 What commanding officers sign 2-4 With window envelopes 7-18 Sincerely 11-3 Numbering addresses in 7-5 Social security numbers 2-7 Routing when rushed 2-2 SSIC 7-1 Signature stamps 2-5 Z
Zip codes
Standard letter 7-1 Standard Naval Distribution List 6-1 6-2 Business letter 11-4 Converting “To:”/From:” lines 7-3