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31 Cards in this Set

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  • Back
Who administers the Correspondence Management Program
Chief of Naval Operations and Commandant of the Marine Corp
Who Manages and coordinates the Correspondence Management
Chief of Naval Operations
Who establishes the correspondence management program
Commanding Officers and Heads of Activities
Who designates The Correspondence Manager
A Correspondence Manager is designated by the C.O.
Who should receive Delegated signature authority
Signature Authority. Delegate signature authority to the lowest legal and practical level.
What documents must the C.O personnally sign
Commanding Officer must personally sign documents that:
(1) Establish policy.
(2) Center on the command’s mission or efficiency and are addressed to higher authority.
(3) Deal with certain aspects of military justice. In this case, others may sign only if a staff legal officer has approved it.
(4) Are required by law or regulation (ships deck log).
Subordinates usually use “What?” when signing documents under this delegated authority.
Delegation
Subordinates usually use “By direction” when signing documents under this delegated authority.
When an officer temporarily succeeding to command signs official correspondence the word “What?” is typed below the typed name.
When an officer temporarily succeeding to command signs official correspondence the word “Acting” is typed below the typed name.
Acting for an Official Who Signs by Title. The word “What?” is typed below the typed name and title.
Acting for an Official Who Signs by Title. The word “Acting” is typed below the typed name and title.
Signing “For” an Absent Official. The acting official may sign the document with his or her name and the word “What?” before the typed name of the regular signing official.
Signing “For” an Absent Official. 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. This method is discouraged.
What must you do if you are authorized to use a Signature Stamp of someone else's signature pen
Signature Stamps. If you are authorized to use a stamp of someone else’s signature pen your initials next to each signature you stamp to authenticate the stamp.
When must you Date stamp incoming controlled correspondence?
Date Stamp. Date stamp incoming controlled correspondence on the day it arrives at the command.
How many Days should Routine Correspondence be answered within?
Routine Correspondence should be answered within 10 working days or within the time set by the incoming correspondence.
Typical Controlled Correspondence should be answered within 10 workdays. What If you foresee problem?
Typical Controlled Correspondence should be answered within 10 workdays. If you foresee problem, send an interim reply within 5 workdays.
How much time is given to reply to Congressional Communications?
What if their is a problem
Congressional Communications - reply within 5 workdays. If problem, send interim within 48 hours.
What Act tells us to answer requests within 10 days, Unless notified.
Freedom of Information and Privacy Act Requests - Requests for information within 10 workdays. Unless notified
What things should you look for in proofreading. Before we read for substance.
Do not read for substance until you are sure everything else is right.
Look at the framework of the correspondence:
(1) Is letterhead correct/straight?
(2) Are margins 1 inch?
(3) Are page numbers centered 1/2 inch from the bottom of the page?
(4) Is there enough/too much room for the date?
(5) Are paragraphs aligned/indented properly?
(6) Are paragraphs sequentially numbered/lettered?
(7) Are enclosure markings correct?
(8) Are more than three lines hyphenated, and are Successive lines hyphenated?
Next, look for typographical errors, misspelled words,
Improper punctuation, improper spacing, and incorrect grammar:
Lastly, read again for content.
What Typeface should be used on correspondence.
Typeface. Use 10- to 12-point (or pitch) block letter style typeface.
What color ink should be used on correspondence
Color of Ink - Use black or blue-black ink to type, stamp, and sign correspondence.
What are the postal Standards for envelopes
Postal Standards
No smaller than 3 ½ by 5 inches
No larger than 6 1/8 by 11 ½ inches
What size envelopes are preferred
Use standard letter size (number 10) envelopes whenever possible
Documents above what number should not be folded when mailed
Generally, documents with four or less pages should be folded and mailed
Should Diplomas and Certificates be folded when mailing
Use large envelopes for material that cannot be folded
When do we use Standard Letters
Standard Letter – (Naval Letters) Use when dealing w/DOD or outside DOD if they have adopted the format.
What is the Format of a Letterhead where should it be placed
Letterhead Format - 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.
Margins should be what lengths in a standard letter
Margins – 1 inch, on top, bottom, and sides
Exceptions, on letterhead paper. Typing starts more than 1 in from the top when letterhead is printed and less than 1 inch if it is typed.
Can typing ever end more than 1 inch from the bottom of the page
Typing may end more than 1 inch from the bottom of the page that has the signature.
Can we justify right margings on a Standard letter. Whats the rule about proportional spacing
Don’t justify right margins and don’t use proportional spacing
What are the Identification Symbols, where should it be located and how many parts does it have.
Identification Symbols –
The SSIC or In reply refer should be printed on the second line below the letterhead

3 parts of the Identification Symbols
Standard Subject Identification Code (SSIC)
Originators Code
Date
How must Enclosures be marked, where should they be marked
Enclosures - must be marked on the first page; however, you may mark all pages. An enclosure marking goes in the lower right corner (You can type, stamp or write “Encl” or “Enclosure”) plus its number should be in parentheses. (You may use pencil)
How must Military time be expressed
Military time – express in four digits, from 0001 to 2400