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52 Cards in this Set

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WHAT IS THE SECNAVINST 5216.5D?
CORRESPONDENCE MANUAL
LOCAL SUPPLEMENTS ARE ENTERED AS WHAT CHAPTER IN THE CORRESPONDENCE MANUAL?
CHAPTER 4
WHAT MAY BE ISSUED AND INSERTED AS CHAPTER 4 OF THE CORRESPONDENCE MANUAL?
RESTRICTED THOSE AREAS REQUIRING EXTENSION FOR LOCAL APPLICATION, SUCH AS INSTRUCTIONS CONCERNING THE ORIGINATOR'S CODE, SERIAL NUMBERS. INTERNAL COPIES, ETC
WHAT IS THE OBJECTIVE OF THE DON CORRESPONDENCE MANAGEMENT PROGRAM?
TO PRODUCE EFFECTIVE CORRESPONDENCE EFFICIENTLY
UNDER THE DON CORRESPONDENCE MANAGEMENT PROGRAM, WHO IS RESPONSIBLE FOR ENSURING THE MOST ECONOMICAL COMUNICATIONS MEDIA AND TECHNIQUES AVAILABLE ARE USED?
COMANDING OFFICERS AND HEADS OF ACTIVITIES
UNDER THE DON CORRESPONDENCE MANAGEMENT PROGRAM, WHO IS RESPONSIBLE FOR REVIEWING OUTGOING CORRESPONDENCE AND ENSURING THAT FORMATS ARE CORRECT AND ESTABLISHED PROCEDURES ARE FOLLOWED?
CORRESPONDENCE MANAGER
ALTHOUGH CORRESPODNECE MUST BE NEAT IN APPEARANCE, WHAT NUMBER OF LEGIBLE INK CHANGES ARE PERMITTED ON A PAGE?
2
WHEN SHOULD CORRESPONDENCE BE TYPED TO CORRECT MINOR ERRORS?
THOSE FEW CASES WHEN THE IMPORTANCE OF THE SUBJECT OR THE ADDRESS JUSTIFIES THE EXPENSE OF RETYPING
HOW ARE TELEPHONE CONVERSATIONS, WHEN USED TO SAVE WRITING A LETTER CONFIRMED FOR RECORD PURPOSES?
WITH A SHORT MEMO TO THE OTHER PERSON OR A MEMO FOR YOUR NEEDS
WHAT CORRESPONDENCE MAY NOT BE PUT INTO WINDOW ENVELOPE?
CLASSIFIED MATERIAL, INVOLVES NATIONAL SECURITY, IS OF A PERSONAL NATURE, OR IS SENT TO HIGH LEVEL OFFICIALS
WHAT IS USED FOR THE FORMAT AND ABBREVIATIONS WHEN WRITING TO OTHER NATO FORCES?
THOSE CONTAINED IN NATO STANDARDIZATION AGREEMENT (STANAG) NUMBER 2066, LAYOUT FORF MILITARY CORRESPONDENCE
WHAT ACTION MAY BE TAKEN BY "VIA" ADDRESSES CONCERNING OFFICIAL CORRESPONDENCE?
MAY ELECT TO TAKE FINAL ACTION, DIVERT THE ROUTING, OR RETURN THE CORRESPONDENCE TO THE ORIGINATOR WITH AN APPROPRIATE EXPLANATION
WHAT ACTION IS TAKEN WHEN THERE ISN'T TIME TO SEND IMPORTANT CORRESPONDENCE VIA THE CHAIN OF COMMAND AND STILL MEET A DEADLINE?
SEND THE CORRESPONDENCE VIA THEIR CHAIN OF COMMAND, WITH AN ADVANCE COPY TO THE "ACTION" ADDRESSEE
HOW IS AN "ADVANCE COPY" INDICATED ON CORRESPONDENCE SENT TO AN "ACTION" ADDRESSEE?
REPEAT THE ACTION ADDRESSEE BY STANDARD NAVY DISTRIBUTION LIST (SNDL) SHORT TITLE IN A "COPY TO" BLOCK AND INCLUDE "(ADVANCE)" AFTER THE SHORT TITLE
WHEN SHOULD FORM LETTERS BE USED?
FOR ALL ROUTINE MATTERS THAT REQUIRE NO PERSONAL TOUCH
WHEN SHOULD FORM LETTERS NOT BE USED?
WHEN EXPRESSING SYMPATHY, APOLOGY, OR APPRECIATION
WHAT ARE GUIDE LETTERS?
PRE-DRAFTED STANDARD LETTERS OR PARAGRAPHS THAT YOU MAY PICK FROM TO BEST FIT THE SITUATION
WHEN SHOULD CONCURRENCE BE RECEIVED IN THE CORRESPONDENCE PREPARATION CYCLE?
BEFORE THE CORRESPONDENCE IS PUT IN FINAL FORM AND SUBMITTED FOR SIGNATURE
WHEN SHOULD DOUBLE-SPACED DRAFTS BE USED FOR CORRESPONDENCE?
ONLY WHEN CHANGES ARE LIKELY, PERHAPS BECAUSE A SUBJECT IS CONTROVERSIAL OR A POLICY STATEMENT NEEDS PRECISE WORDING
HWO DOES THE ORIGINATOR AND OTHER CONCERNED OFFICIALS INDICATE CONCURENCE OR NON CONCURRENCE ON CORRESPONDENCE?
BY INITIALING OR SIGNING THEIR NAMES IN THE MARGIN OF THE OFFICIAL FILE COPY. (FOR NONCONCURRENCE, WRITE COMMENTS ON THE ROUTING SHEET OR OTHER DOCUMENT AND ATTACH
WHEN SHOULD BRIEFING MEMOS BE AVOIDED?
WHEN LETTERS ARE SHORT, ROTUINE, AND SELF-EXPLANATORY
HOW SHOULD SIGNATURE AUTHORITY BE DELEGATED?
TO THE LOWEST LEGAL AND PRACTICAL LEVEL
HOW DOES A COMMANDING OFFICER DELEGATE SIGNATURE AUTHORITY TO MILITARY AND CIVILIAN SUBORDINATES?
IN WRITING, TO TITLES RATHER THAN NAMES, INCLUDING A BRIEF OUTLINE OF THE TYPES OF DOCUMENTS INVOLVED
NORMALLY, HOW IS SIGNATURE AUTHORITY DELEGATED IN WRITING?
IN AN INSTRUCTION
HOW SHOULD "AUTHORIZED SUBORDINATES" SUBDELEGATE SIGNATURE AUTHORITY?
TO THE LOWEST RESPONSIBLE PERSON WHOSE POSITION IS REASONABLY RELATED TO THE FUNCTION
WHAT IS THE RULE FOR AN AUTHORIZED SUBORDINATE TO SIGN CORRESPONDENCE?
SHOULD SIGN CORRESPONDENCE THAT FALLS WITHIN THEIR AREAS OF RESPONSIBILITY, UNLESS GOOD JUDGEMENT CALLS FOR THE SIGNATURE OF A HIGHER OFFICIAL
WHAT IS CONTAINED IN THE SIGNATURE BLOCK FOR A SIGNER WHO HAS BEEN FORMALLY APPOINTED TO REPLACE AN OFFICIAL TEMPORARILY WHO SIGNS CORRESPONDENCE BY TITLE RATHER THAN "BY DIRECTION"(THE WORD "ACTING" IS TYPED BELOW THE TYPED NAME AND TITLE.
GORDON D. COLE
DEPUTY
ACTING
WHAT ACTION MAY BE TAKEN RATHER THATN RETYPING A DOCUMENT AND REROUTING IT FOR CONCURRENCES?
THE "ACTING" OFFICIAL MAY SIGN THE DOCUMENT WITH HIS OR HER NAME AND THE WORD "FOR" BEFORE THE TYPED NAME OF THE REGULAR SIGNING OFFICIAL
ALTHOUGH THE SIGNING "FOR" METHOD IS DISCOURAGED, WHEN MAY IT BE USED?
ONLY WHEN A DELAY WOULD FAIL TO MEET A CRUCIAL DEADLINE
IF YOU ARE AUTHORIZED TO USE A SIGNATURE STAMP FOR CORRESPONDENCE, HOW DO YOU AUTHENTICATE THE STAMP?
PEN YOUR INITIALS NEXT TO EACH SIGNATURE YOU STAMP
WHEN MUST ALL INCOMING CONTROLLED CORRESPONDENCE BE DATE STAMPED?
ON THE DAY IT ARRIVES AT THE COMMAND
WHAT FORM IS AVAILABLE TO TRACK THE STATUS OF CONTROLLED CORRESPONDENCE ROUTED FOR ACTION?
OPNAV 5511/7 , CORRESPONDENCE/DOCUMENT CONTROL CARD
NORMALLY, WHEN SHOULD ROUTINE CORRESPONDENCEBE ANSWERED?
WITHIN 10 WORKING DAYS OR WITHIN THE TIME SET BY THE INCOMING CORRESPONDENCE
WHEN MUST CONGRESSIONAL COMMUNICATIONS BE ANSWERED ?
WITHIN 5 WORKING DAYS OF RECEIPTS
WHAT ACTION SHOULD BE TAKEN IF YOU FORESEE NOT RESPONDING TO CONGRESSIONAL COMMUNICATIONS WITHIN 5 WORKDAYS OF RECEIPTS?
SEND AN INTERIM REPLY WITHIN 48 HOURS
WHAT SHOULD BE THE OPENING LINE IN THE TEXT RESPONDING TO CONGRESSIONAL COMMUNICATIONS?
THANK YOU FOR YOUR LETTER OF (MONTH, DAY, YEAR) FORMAT
WHAT IS THE LAST PARAGRAPH OF A LETTER RESPONDING TO A CONGRESSIONAL REQUEST?
IF I MAY BE OF ANY FURTHER ASSISTANCE, PLEASE LET ME KNOW
WHAT DIRECTIVE CONTAINS INFORMATION ON THE HANDALING OF NAVAL LEGISLATIVE AFFAIRS?
SECNAVINST 5730.5G
WHAT IS THE TIME FRAME FOR ANSWERING FREEDOM OF INFORMATION AND PRIVACY ACT REQUESTS?
10 WORKING DAYS OF RECEIPT
WHEN MAY YOU PUT A "REPLY TO" DUE DATE IN YOUR LETTER?
ONLY WHEN YOU HAVE COMPELLING REASONS TO RECEIVE A REPLY BY THAT DATE
WHAT MAY BE USED TO SEND AN INTERIM REPLY, WHEN YOU FORESEE A DELAY IN ANSWERING A LETTER?
THE FORM OF A LETTER OR A PRINTED POST CARD
WHAT ACTION SHOULD BE TAKEN WHEN YOU DON'T RECEIVE A REPLY ON TIME?
FOLLOW-UP WITH A PHONE CALL OR TRACER
WHAT MAY BE USED AS A "TRACER?"
A COPY OF YOUR ORIGINAL CORRESPONDENCE WITH THE WORD "TRACER" AND THE TRACER'S DATE AT THE TOP
WHAT MAY BE USED AS A "TRACER" IF SENDING A COPY OF YOUR CORRESPONDENCE IS IMPRACTICAL?
A ROUTINE REPLY, ENDORSEMETN, TRANSMITTAL,OR INFORMATION SHEET, (OPNAV 5216/158 OR A BRIEF FOLLOW UP LETTER
WHAT IS THE RULE FOR USING SOCIAL SECURITY NIMBERS WHEN CORRESPONDING WITHIN THE DOD?
USE IT ONLY WHEN ESSENTIAL FOR ID AND AUTHORIZED FOR USE BY AUTHORITY OF EXECUTIVE ORDER 9397
WHEN DO YOU CAPITALIZE EVERY LETTER OF A MEMBER'S LAST NAME IN CORRESPONDENCE?
ONLY WHEN USED IN THE SUBJECT AND SIGNATURE LINES
HOW ARE SSN'S FOR MARINES USED IN CORRESPONDENCE, IF ESSENTIAL FOR IDENTIFIACATION?
WITHOUT HYPHENS
WHEN MAY YOUR COMMAND'S LETTERHEAD STATIONERY BE USED FOR CORRESPONDENCE?
ONLY FOR OFFICIAL MATTERS OF THE COMMAND
WHEN MAY YOU USE TYPED, STAMPED, COMPUTER, OR WORD PROCESSOR GENERATED LETTERHEAD WITHIN THE DON?
WHEN YOUR COMMANDING OFFICER APPROVES AND PRINTED LETTERHEAD STATIONERY IS UNAVAILABLE
WHAT TYPE OF LETTERHEAD STATIONERY MAY ONLY BE USED FOR CORRESPONDENCE ADDRESSED TO OR SIGNED BY SECNAV AND CNO?
PRINTED LETTERHEAD STATIONERY
WHAT IS THE LETTERHEAD FORMAT WHEN TYPING OR STAMPING A LETTERHEAD?
BEGIN WITH "DEPARTMENT OF THE NAVY" CENTERED ON THE FOURTH LINE FROM THE TOP OF THE PAGE. CENTER THE ACTIVITY'S NAME, ADDRESS AND NINE-DIGIT ZIP CODE ON SUCCEEDING LINES
WHAT SHOULD BE USED TO HELP KEEP LETTERS SHORT, DOWN TO ONE PAGE WHENEVER POSSIBLE?
ENCLOSURES WHICH MAY CONTAIN LENGTHY EXPLANATIONS THAT CANNOT BE AVOIDED.