Correspondence Manual

  • View
    59

  • Download
    3

Embed Size (px)

DESCRIPTION

This is the Navy / Marine Corps' official correspondence manual used to format letters correctly and official documents.

Text of Correspondence Manual

T H E S E CR E TA RY O F T H E NAVYSECNAV M-5216.5 March 2010

Department of the Navy

Correspondence Manual

Published By T HE S ECR ET A R Y O F T HE NA V Y

SECNAV Manual M-5216.5 March 2010

FOREWORD This manual is issued to prescribe uniform standards for the management and preparation of correspondence and is applicable to all commands and activities of the Department of the Navy. The following directives and manuals are cancelled: SECNAVINST 5216.5D of 29 Aug 96 Secretary of the Navy Writing Guide 14 Apr 06 Local supplements to amplify this manual may be issued and inserted as chapter 13. A local supplement shall not contradict or repeat information contained in this manual. Forward recommended changes to this manual to: OFFICE OF THE SECRETARY OF THE NAVY DIRECTOR OF ADMINISTRATION 1000 NAVY PENTAGON ROOM 4D652 WASHINGTON DC 20350-1000 Copies of this manual may be obtained through normal publications channels, Department of the Navy Issuances Web site; or from the Marine Corps Publications Electronic Library Online Web site. This manual is approved for authorized registered users and distribution is unlimited. Authorized registered users may obtain copies of the publications from: UNDER SECRETARY OF THE NAVY PUBLICATIONS MANAGEMENT BRANCH 1000 NAVY PENTAGON ROOM 5D773 WASHINGTON DC 20350-1000

Robert O. Work Under Secretary of the Navy

i

SECNAV Manual M-5216.5 March 2010

THIS PAGE INTENTIONALLY LEFT BLANK

ii

SECNAV Manual M-5216.5 March 2010

TABLE OF CONTENTS TITLE FOREWORD TABLE OF CONTENTS REFERENCES CHAPTER 1 CORRESPONDENCE MANAGEMENT 1-1 Objective and Responsibilities 1 Objective 2 Responsibilities CHAPTER 2 CORRESPONDENCE STANDARDS AND PROCEDURES 2-1 Correspondence Standards and Procedures 1 General 2 North Atlantic Treaty Organization (NATO) 2-2 Procedures 1 Correspond Through Channels 2 Take Advantage of Correspondence Shortcuts 3 Coordination 4 Submit Finished Products for Signature 5 Signature Authority 6 Signature Stamps 7 Incoming Correspondence Controls 8 Replies to Correspondence 9 Outgoing Correspondence Controls 10 Limit Use of Social Security Numbers (SSN) 11 Identifying Navy and Marine Corps Personnel 12 Letterhead Stationery 13 Enclosures 14 Copies 15 Expressing Military Time 16 Expressing Dates 17 Abbreviations and Acronyms 18 Punctuating, Capitalizing, Spelling, Hyphenating, and Separating Words 19 Proofreading 20 Typeface 21 Color of Ink PAGE i iii ix 1-1 1-1 1-1 2-1 2-1 2-1 2-1 2-1 2-3 2-4 2-4 2-4 2-5 2-5 2-6 2-7 2-7 2-7 2-8 2-9 2-10 2-11 2-11 2-11 2-12 2-13 2-13 2-13

iii

SECNAV Manual M-5216.5 March 2010

TITLE CHAPTER 3 - ELECTRONIC RECORDS 3-1 - General 3-2 - Procedures 1 Creation 2 Maintenance 3 Restrictions 4 Disposition CHAPTER 4 - ELECTRONIC MAIL 4-1 - General 4-2 - Procedures 1 Managing E-Mail 2 Formal Correspondence 3 Informal Correspondence 4 Security and Privacy Issues 5 Records Management 6 Digital Signatures CHAPTER 5 - FACSIMILE TRANSMISSION SERVICES 5-1 - General 5-2 - Procedures 1 Managing Facsimile Services 2 Security and Privacy Issues 3 Records Management CHAPTER 6 POSTAL STANDARDS 6-1 - General 6-2 - Procedures 1 Choosing the Right Size Envelope or Container 2 Sources of Address Information 3 Delivery and Return Address Formats 4 Mail Classifications 5 Mail Markings Figure 6-1 Folding Techniques Figure 6-2 Standard Address Abbreviations Figure 6-3 State/Territory Abbreviations Figure 6-4 Envelope Addressing Standards CHAPTER 7 CORRESPONDENCE FORMAT 7-1 - Requirements 7-2 - Format 1 Margins 2 Senders Symbols 3 Classified Correspondence 4 For Official Use Only

PAGE 3-1 3-1 3-1 3-2 3-2 3-3 4-1 4-1 4-1 4-1 4-2 4-2 4-2 4-2 5-1 5-1 5-1 5-1 5-2 6-1 6-1 6-1 6-1 6-2 6-3 6-3 6-4 6-5 6-6 6-7 7-1 7-1 7-1 7-1 7-2 7-3

iv

SECNAV Manual M-5216.5 March 2010

TITLE 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Figure 7-1 Figure 7-2 Figure 7-3 Figure 7-4 Figure 7-5 Figure 7-6 Figure 7-7 Figure 7-8 Figure 7-9 Figure 7-10

From: Line To: Line Via: Line Subject Line Reference Line Enclosure Line Text Paragraphs Signature Line Copy To: Line Identifying Second and Later Pages Page Numbering Correspondence Package Assembly Tabbing a Correspondence Package Standard Letter First Page Standard Letter Second Page Standard Letter Window Envelope Joint Letter Standard Letter with Classification Markings First Page Standard Letter with Classification Markings Second Page Standard Letter with FOUO Markings Paragraph Structure Format Assembly of a Standard Correspondence Package Using Stacking Method Tabbing Correspondence Packages

PAGE 7-3 7-4 7-5 7-5 7-6 7-10 7-12 7-12 7-13 7-14 7-15 7-15 7-15 7-15 7-16 7-17 7-18 7-19 7-20 7-21 7-22 7-23 7-24 7-25 8-1 8-1 8-1 8-1 8-1 8-1 8-1 8-2 8-3 8-4 8-5 9-1 9-1 9-1 9-1 9-1

CHAPTER 8 MULTIPLE-ADDRESS LETTER 8-1 - General 8-2 - Listing Addressees 1 Using a To: Line Only 2 Using a Distribution: Line Only 3 Using Both a To: Line and Distribution: Line 8-3 - Preparing and Signing Copies 8-4 - Assembly of Multiple-Address Letters Figure 8-1 Multiple-Address Letter Using To: Line Figure 8-2 Multiple-Address Letter Using Distribution: Line Figure 8-3 Multiple-Address Letter Using a To: and Distribution: Line Figure 8-4 Assembly of a Multiple-Address Letter CHAPTER 9 ENDORSEMENTS 9-1 - General 9-2 - Format 1 Endorsement Line 2 Via: Line 3 Adding References

v

SECNAV Manual M-5216.5 March 2010

TITLE 4 5 6 7 Figure 9-1 Figure 9-2

Adding Enclosures Copy To: Addressees Forwarding Your Endorsement and Copies Assembly of an Endorsement New Page Endorsement Assembly of an Endorsement

PAGE 9-1 9-2 9-2 9-2 9-3 9-4 10-1 10-1 10-1 10-1 10-1 10-1 10-2 10-2 10-3 10-4 10-5 10-6 10-7 10-8 10-9 11-1 11-1 11-1 11-1 11-2 11-2 11-2 11-2 11-3 11-3 11-3 11-3 11-3 11-4 11-4 11-4 11-4 11-5 11-6 11-7

CHAPTER 10 MEMORANDUMS 10-1 - General 10-2 - Formats 1 Memorandum For The Record 2 From-To Memorandum 3 Plain-Paper Memorandum 4 Letterhead Memorandum 5 Decision Memorandum 6 Memorandum of Agreement or Memorandum of Understanding Figure 10-1 Memorandum For The Record Figure 10-2 Printed From-To Memorandum Figure 10-3 Plain-Paper Memorandum Figure 10-4 Letterhead Memorandum Figure 10-5 Memorandum of Agreement Figure 10-6 Memorandum of Understanding First Page Figure 10-7 Memorandum of Understanding Second Page CHAPTER 11 BUSINESS LETTERS 11-1 - General 11-2 - Parts of a Business Letter and Format 1 Identification Symbols 2 Inside Address 3 Attention Line 4 Salutation Line 5 Subject Line 6 Body of the Letter 7 References and Enclosures 8 Complimentary Close 9 Signature Line 10 Enclosure Line 11 Separate Mailing 12 Copy To: Line 13 Outgoing Copies 14 Identifying Second and Succeeding Pages 15 Numbering Pages Figure 11-1 Business Letter Paragraph Formats Figure 11-2 Business Letter First Page Figure 11-3 Business Letter Second Page

vi

SECNAV Manual M-5216.5 March 2010

TITLE Figure 11-4 Figure 11-5 Figure 11-6

Business Letter For Window Envelopes Business Letter With An Attention Line Short Business Letter

PAGE 11-8 11-9 11-10 12-1 12-1 12-1 12-1 12-2 12-2 12-2 12-2 12-3 12-3 12-3 12-4 12-5 12-5 12-6 12-6 12-6 12-6 12-7 12-9 12-10 12-11 12-12 12-13 12-14 12-15 12-16 12-17 12-18 12-19 12-20 A-1 B-1 C-1 D-1 E-1

CHAPTER 12 - EXECUTIVE CORRESPONDENCE 12-1 - General 12-2 - Processes 1 Correspondence Management 2 Assigning Action to Incoming Correspondence 3 Routing Changes 4 Due Dates 5 Extensions 6 Interim 7 Distribution 12-3 - General Guidelines for Preparing a Letter 1 Stationery 2 Format 3 Date Line 4 Complimentary Closing 5 Page Numbering 6 Congressional Committees or Subcommittees Correspondence 12 -4 - General Guidelines for Preparing a Memorandum 1 Action or Information Memorandums 2 Package Assembly Figure 12-1 SD Form 391 DoD Correspondence Action Report Figure 12-2 Sample Interim Response to Incoming Correspondence Figure 12-3 Sample Interim Response for Congressional Correspondence Figure 12-4 Congressional Response, One Chairperson Figure 12-5 Congressional Response, Two Chairpersons Figure 12-6 Congressional Response, to a Chairman of a Select Committee Figure 12-7 Flag Stationery (8 x 11), Secretary of the Navy Figure 12-8 Flag Stationery (5x7), Chief of Naval Operations Figure 12-9 Action Memorandum Figure 12-10 Information Memorandum Figure 12-11 Coordination Page Figure 12-12 Standard Memorandum For APPENDIX A Military Models of Address APPENDIX B Civilian Models of Address APPENDIX C Stationary Requirements APPENDIX D Forms and Envelops APPENDIX E Index

vii

SECNAV Manual M-5216.5 March 2010

THIS PAGE INTENTIONALLY LEFT BLANK

viii

SECNAV Manual M-5216.5 March 2010

REFERENCES REFERENCE NATO Standardization Agreement (STANAG) Number 2066 SNDL (OPNAVNOTE 5400) MCO 5216.19 SECNAVINST 5730.5J EO 9397 MCO 5215.1K GPO Style Manual SECNAV M-5210.1 SECNAV M-5210.2 SECNAV M-5510.36 SECNAVINST 5720.42F 5 U.S.C. 552a 28 U.S.C. 1074 SECNAVINST 5000.37 SECNAVINST 5239.3B USD P&R Memo OPNAVINST 5218.7B DoD Manual 4000.25-6-M SECNAVINST 5211.5E SECNAVINST 5430.7Q MCO P5600.31G TITLE Format and Abbreviations in NATO Standardization Agreement Standard Navy Distribution List Administration Action (AA) Form (NAVMC 10274, Rev. 3-86) Mission, Function, and Responsibilities of the Office of Legislative Affairs and Procedures for Handling Legislative Affairs and Congressional Relations Executive Order 9397 Marine Corps Directives Management Program U.S. Government Printing Office Style Manual Department of the Navy Records Management Program Department of the Navy Standard Subject Identification Code (SSIC) Manual Department of the Navy Information Security Program Manual Department of the Navy Freedom of Information Act (FOIA) Privacy Act of 1974 Federal Rules of Evidence Pro