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