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63 Cards in this Set
- Front
- Back
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What is Bupers Instruction 5216.5D?
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Correspondence Manual
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How many ink changes are allowed on a page?
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Two
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When using a signature stamp, what must you do next to the stamp?
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Initial
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In how many days should correspondence be answered?
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10 working days...if not send an interim reply within 5 working days
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When corresponding with activities other than DOD, can you use a SSN?
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Never, unless individual gives permission or incoming communication has revealed the SSN.
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What is the difference between the Navy and Marine Corps requirements when identifying them?
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Navy: CAPT Lisa M. Reinhardt, Jr., USN, 123-45-6789/1110
Marine: Captain Lisa M. Reinhardt, 123 45 6789/0430 USMC |
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Can you print names of officials on letter head stationary?
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No, it is prohibited.
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How many inches in diameter can DON bear DOD seal?
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1 inch
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On what page must the enclosure be marked?
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First page, but you may mark all pages
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How is an enclosure marked?
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Lower right corner, type stamp or write "Encl" or "Enclosure (1)" and number in parenthesis
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Can you mark enclosure in pensil?
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Yes
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On what pages do you number enclosures?
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Second and on
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Can you send enclosures separately?
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Yes but after you name enclosure put (sep cover)
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When using correspondence for use with window envelopes how will it be different from a normal letter?
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It has no From line and so letterhead must be used to show its origin
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How must dates be expressed in Naval Letters in heading and text?
Business Letter? |
day/month/year
Heading: 1 Jan 05 Text: 1 January 2005 Business January 1, 2005 |
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What type faces are preferred?
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Courier New, Times New Roman, or Univers
10-12 font |
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What is the only punctuation that can be used in the address on an envelope?
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The hyphen in the zip code
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How many lines is an address?
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five lines and maximum 47 characters per line including spaces
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How is mail sent within DOD prepared?
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OIC-First Line
ATTN- Second line Name of activity-third line Delivery Address-Fourth line City State, Zip-Fifth Line |
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Do you appreviate military titles in the text in press reports or correspondence?
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No
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When do you split a name in correspondence?
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After initial or if no initail after first name
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How many inches are the margins on SNL?
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1 inch
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How many parts does the Identification block have and what are they?
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3 parts
ssic originators code (serial number) date |
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When does an activity start a new sequence numbers for those who use serial numbers?
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beginning of each calendar year
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How and where to you mark an FOUO document?
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All caps, centered bottom edge on first and last page
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Do you use numbers or letters in the via line?
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Numbers but only if there is one or more
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In via's does the routing start with the first name or last name?
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first name
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What is unique about the subject line?
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You use all caps
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How do you list references?
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In the order they appear in the text
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What does NOTAL stand for?
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Not for all, this should not be uesd
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How do you note references?
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Ref: (a)
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Do you number every enclosure?
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Yes
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How do you identify paragraphs and subparagraphs?
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1., a., (1), (a)
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How many lines must a signature page have?
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Atleast 2
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When citing paragraphs and sub paragraphs do you use period and/or spaces?
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No
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How do you use paragraph headings?
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Underline and capitolize keywords
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How do you compose a signature block?
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L. M. REINHARDT
First initial, middle initial and last name (all caps) |
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Where do you start the signature block?
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Center of page
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Would you name blind copies on original?
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No, only on copies that are staying within command
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How to use page numbers?
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on second page and on. 1/2 inch from bottom
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What are the three ways to list multiple addressees?
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1. "TO:" line only
2. "Distribution:" block only 3. Both "To:" and "Distribution:" |
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How many addresses must you have for To line only?
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4 or less addresses
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How many addresses must you have for distribution block only?
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More than 4 addressees
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When do you use both To and distribution blocks?
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Identify individual members in Distribution block , and Place group title in to block.
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Does every action addressee receive a letter that has a letterhead and signature?
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Yes
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When composing an endorsement, how are the references cited?
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Do not reapeat references that are cited in the basic letter only include new references assign letters by contiuing a sequence.
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How many formats of memorandums are there?
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Seven
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What type of memorandum is the most formal?
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Memorandum For
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What should the margins be set at for business letters?
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1-2 inches
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Will you use reference in a business letter?
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No
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What is included in the identification block n a business letter?
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ssic
originator's code date |
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How is the date expressed in a businness letters?
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month-day-year
november 24, 2005 |
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In a business letter, where in the Attention line located in the address?
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Two lines below the last line of inside address
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Is the subject line mandatory in a business letter?
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NO
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Where is the enclosure line located in a business letter?
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Second line below signature block (number and describe them
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Where is copy to block located in a business letter?
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2 lines below enclosure line
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On letterhead, where does DEPARTMENT OF THE NAVY appear and what font?
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5/8 from the top of page/10-12 pitch
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Where does the Individual activity name appear and what font on letterhead?
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beneath DON and 6-9 pitch
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Where does the address and zip appear on letter head?
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6 pitch all caps/under activity name
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What color of ink does leeterhead must it be for senior officals?
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Blue(PMS) 288 or equivalent
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What fonts are acceptable for computer generated letterhead?
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Times New Roman, Century Schoolbook, Courier New, Helvetica or Univers
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Where should the first line of letterhead be centered on computer genrated letterhead?
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Fourth line from top
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What size must labels be and what color for mailing?
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No smaller than 5 inches by 3 inches/black
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