Navy Correspondece Manual

Front 1

What is the instruction number for the Department of the Navy Correspondence Manual?

Back 1

SECNAVINST 5216.5D

Front 2

How many ink changes are permitted on a page of correspondence

Back 2

Two legible ink changes

Front 3

When writing to higher authority on a personal matter affecting the command, what type of paper and format do you use

Back 3

Plain bond paper in standard letter format

Front 4

Who should signature authority be delegate to

Back 4

The lowest legal and practical level

Front 5

What documents must the Commanding Officer sign?

Back 5

1) Documents establishing Policy

2) Center on the command's mission or efficiency and are addressed to higer authority

3) Dealing with certain aspects of military justice, unless legal officer has approved otherwise

4)Are required by law or regulation (i.e. ship's deck log)

Front 6

Give examples of delegation of signature authority

Back 6

1) By direction
2) Acting -
3) Deputy
4) Deputy
Acting

Front 7

If an official is not available to sign a document but it is final form, to avoid retyping the document what can be done?

Back 7

The acting official may sign the document with the other official name on it and add teh word "for" before teh typed name of the regular signing official

Front 8

When using a signature stamp what must be done to authenticate the stamp?

Back 8

Pen your intitials next to each signature you stamp to authenticate the stamp.

Front 9

Routine correspondence should be answered within how many days?

Back 9

10 working days

Front 10

If you are unable to answer correspondence in alloted time what should you do?

Back 10

Send an interim reply with 5 workdays.

Front 11

Congressional communication should be answered within how many days?

Back 11

5 workdays, If you forsee not responding by then, send interim reply within 48 hours

Front 12

What should your last paragraph be when responding to a Congressional request?

Back 12

"If I may be of any further assistance, please let me know."

Front 13

When is the only time you should use the SSN of a military member or civilian employee?

Back 13

When the individual involved gives permission or the incoming communicatin has revealed the SSN already.

Front 14

You should capitalize "Sailor:" and "Marine" when referringto members of the U.S. Navy or Marine Corps.

True or False

Back 14

False

Front 15

How should navy personnel name and rank be listed in correspondence?

Back 15

1)Abbreviated rank or rate, and warfare designator for enlisted personnel, 2) first name, middle initial if any, and last name 3) Staff corps if any 4) branch of service, 5) SSN, only if essential for identification 6)designator for an officer

example:

YN1(AW) Kitwanna G. Joseph, USNR, 428-59-2224

Front 16

When should command letter head be used?

Back 16

For official matters only.

Front 17

When should you use bond paper with watermark?

Back 17

For correspondence to be signed by the Secretary or Deputy Secretary of Defense; the Secretary, Under Secretar and Assistant Secretaries of the Navy; the Chief and Vice CNO; and the Commandant and Commandant of the Marine Corps

Front 18

What is the diameter for letterhead stationery within the Department of the Navy/

Back 18

1 inch in diameter seal of the Department of Defense

**other seals, emblems devices shall not be incorporate.**

Front 19

Where should letterhead begin?

Back 19

"DEPARTMENT OF THE NAVY" should be centered on the fourth line from the top of the page. Center name,address information following that.

Front 20

Where should enclosures be marked?

Back 20

On the first page, but you may mark all pages in the lower right corner.

Front 21

How should the word enclosure be typed?

Back 21

Enclosure or Encl

plus the number in parentheses, i.e.
Encl (1) or Enclosure (1)

Front 22

In Enclosure (1) has 3 pages and Enclosure (2) has 2 pages what will be the page number of Enclosure (2) second page?

Back 22

number 2, because you only number the second page of enclosures and you number each set of enclosures independently.

Front 23

If Enclosures are unable to be sent with a letter what should you do?

Back 23

Send it separately and type "sep cover" after the enclosure's description

Encl: (1) SECNAVINST 5216.5D (sep cover)

Front 24

If you must split a full name, where should you do so?

Back 24

after teh first name when there is no initial, or after the initial

Front 25

What are the margins for naval correspondence

Back 25

1 inch all the way around

Page numbers centered 1/2 inch from the bottem of the page

Front 26

What are the preferred fonts for naval correspondence?

Back 26

10 to 12 pitch

Courier New, Times New Roman, or Univers

Front 27

What color inck should be used to sign correspondence?

Back 27

Black or Blue

Front 28

How often should us make backup files of electronic records?

Back 28

At least once a week

Front 29

What is the purpose of the Privacy Act of 1974?

Back 29

The purpose is to balance the Government's need to matain information about individuals with the rights of individuals to be protected against unwarranted invasion of their privacy stemming from federal agencies' collection maintenance, use and disclosure of personal information about them. Therefore limit access to personal data and other restricted documents

Front 30

Are electronic records acceptable in court as evidence.

Back 30

Yes

Front 31

What should be typed in place of signature on electronic records?

Back 31

/s/

Front 32

What line should the Attention line be on when sending within DOD?

Back 32

The attention line should be above the address on the second line

Front 33

What are the authorized identification symbols?

Back 33

1) SSIC
2) Originators Code/Serial Number
3) Date

Front 34

When should you number "via" addressee?

Back 34

when you list two or more

Front 35

How should you reference email in correspondence?

Back 35

1) the SNDL short title, then
2) the word "E-mail, then
3) type of correspondence,
4) SSIC,
5) originators code or serial number as shown in the referenced material, and
6) date

Front 36

How should you reference messages in correspondence?

Back 36

1) title of originator as shown in from line of message

2) date time group with month and year

Front 37

How should you reference telephone conversations in correspondence?

Back 37

1) the word "PHONCON" or "Mtg"
2) activities SNDL short title, codes, individuals, and
3) date

Front 38

How should you reference a Navy instruction in correspondence?

Back 38

1) Short title of Instruction
2) SSIC with consecutive number if any and revsion letter
3) the subject if not clear from your letter
4) any specific chapters of a long instruction

ex: SECNAVINST 5216.5D, Department of the Navy Correspondence Manual, Chapter 2, Section B

or NAVSUPINST 7510.1

Front 39

Enclosures should be listed as the order they appear in text. True or False

Back 39

True

Front 40

How many lines must a signature page of the correspondence have?

Back 40

At least two

Front 41

When using subparagraphs, you should NOT subdivide beyond what level until you have exhausted all reparagraphing alternatives?

Back 41

Second Level

Front 42

How should the name be typed in the signature block

Back 42

ALL CAPs unless name includes prefix like McCoy

Front 43

On what copy will the "Blind copy to:" block be typed

Back 43

Internal copies, of file copy

Front 44

What does the Dfafter's Indentification consist of?

Back 44

1) Name of writer
2) writer's office code
3) writer's phone ext. or room #
4) Typist identification
5) Date of typing
6) word processing symbols if you wish

Front 45

How do you identify second and later pages of correspondence?

Back 45

Repeat the "Subj" line. Start typing at the left margin on the sixth line from teh top of the page. Continue with text.