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91 Cards in this Set
- Front
- Back
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When writing to other North Atlantic Treaty organizations (NATO), what format and abbreviations must be used for military correspondence? |
The Standardization Agreement (STANAG) number 2066, layout for military correspondence (Page 2-1) |
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The STANAG #2066 is stocked by what office? |
The Naval Aviation Supply Office (ASO) in Philadelphia, PA (Page 2-1) |
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Your Chain of Command should be used when corresponding on substantive matters such as what? |
1. Command decisions 2. Policy issues 3. Official recommendations (Page 2-1) |
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A "via" addressee will always forward official correspondence with what? |
An endorsement (Page 2-2) |
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What term is used on an endorsement when no opinion or comment is needed? |
"Forwarded" (Page 2-2) |
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A "via" addressee may elect to do what 3 things? |
1. Take final action 2. Divert the routing 3. Return the correspondence to the originator w/ explanation. (Page 2-2) |
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When there is no time to send important correspondence "via" the chain of command and still meet deadline, what other options are there? |
1. Send the correspondence via the chain of command with an advance copy to the "to" addressee. 2. Send the correspondence directly to the "to" addressee w/ a concurrent copy to each intermediate addressee. (Page 2-2) |
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For Navy personnel writing to higher authority on a personal matter affecting the command, prepare letter on what type of paper in standard letter form? |
Plain bond paper (Page 2-3) |
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What form should Marine Corps personnel use when writing to higher authority on a personal matter affecting the command? |
NAVMC 10274 Administrative Action (AA) form (Page 2-3) |
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What Marine Corps order should Marine Corps personnel refer to when writing to higher authority? |
Marine Corps Order (MCO) 5216.19 (Page 2-3) |
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What machine provides a fast and reliable means for sending official correspondence? |
Facsimile Machine (Page 2-3) |
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You can use e-mail for _____________ and ___________________ correspondence. |
Formal and Informal (Page 2-3) |
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What type of envelopes eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes? |
Window envelopes (Page 2-3) |
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Window envelope letter format has no "from" line, so every copy that goes outside of your activity must be on what to show its origin? |
Letterhead (Page 2-3) |
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Window envelopes should not be used for what type of correspondence material? |
1. Classified 2. Involves national security 3. Personal nature 4. To high level officials. (Page 2-3) |
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What type of letters should be used when possible for routine matters that require no personal touch? |
Form Letters (Page 2-3) |
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The "Form and Guide Letters" handbook by the GSA can be found in what system? |
The military Standard Requisitioning and Issue Procedures (MILSTRIP) System (Page 2-3) |
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Form Letters should be avoided when expressing what? |
Sympathy, apology or appreciation (Page 2-3) |
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What are guide letters? |
Pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation. (Page 2-4) |
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Always coordinate during what stage before correspondence is finalized? |
The drafting stage (Page 2-4) |
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What should be delegated to the lowest legal and practical level? |
Signature Authority (Page 2-4) |
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All delegations of signature authority will be made in what and signed by the person delegating the authority? |
Writing (Page 2-4) |
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The Commander (CDR), Commanding Officer (CO) and Officer in Charge (OIC) must personally sign documents that: |
1. Establish policy 2. Center on the Commands mission/efficiency and are addressed to higher authority. 3. Deal with certain aspects of military justice. 4. Required by law or regulation. (Page 2-4) |
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What term shall be typed below the name of an individual who signs correspondence under delegated authority? |
By direction (Page 2-5) |
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In the absence of the CDR, CO or OIC, an officer who temporarily succeeds to command shall sign official correspondence with what term typed below their name? |
Acting (Page 2-5) |
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When the signatory has been formally, but temporarily appointed to replace an individual who signs correspondence by title rather than "By direction" what term is typed below their name? |
Acting (Page 2-5) |
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When correspondence is in final form and the official that would normally sign the correspondence is unable to do so, what term may be used? |
For (Page 2-5) |
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Personnel authorized to use a signature stamp of someone else's signature shall do what next to each signature they stamp to authenticate the stamp? |
Pen their initials (Page 2-5) |
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What is correspondence that requires some type of action, response or has a long term reference value? |
Controlled Correspondence (Page 2-5) |
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What should be done to all incoming controlled correspondence on the day that it arrives at the command? |
Date stamp (Page 2-5) |
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What should be used to track the status of controlled correspondence routed for action? |
OPNAV 5211/7 Correspondence/Document Control Card (Page 2-6) |
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Correspondence should be answered within how many working days? |
Ten (Page 2-6) |
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What office should be contacted when doubt exist over whether to release certain information as controlled correspondence? |
Office of Legislative Affairs (Page 2-6) |
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Correspondence from congress shall be answered within how many days of receipt? |
Five days (Page 2-6) |
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If a response cannot be provided to Congress within 5 days, what should be sent as an acknowledgement of receipt? |
Interim response (Page 2-6) |
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What instruction should be referred to for more information on the handling of naval Legislative Affairs? |
SECNAVINST 5730.5J (Page 2-6) |
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The Freedom of Information Act (FOIA) requests and Privacy Act requests should be answered within how many working days of receipt? |
10 working days (Page 2-6) |
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What are two methods for following up on late correspondence? |
1. Forward a copy of the original correspondence with the term "TRACER - [date]" written or stamped in the top margin. 2. Contact the command by phone or via e-mail. (Page 2-7) |
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Limit the use of the SSN of a Service Member unless essential for identification and authorized for use by authority of what executive order? |
Executive Order 9397 (Page 2-7) |
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What is the diameter of the DoD seal on letterhead stationary? |
One inch (Page 2-9) |
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The letterhead begins with "DEPARTMENT OF THE NAVY" centered on what line from the top of the page? |
The fourth line (Page 2-9) |
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Marine Corps activities shall comply with what Marine Corps Order when creating an address for a letterhead? |
The current Marine Corps Directives Management Program, MCO 5215.1K (Page 2-9) |
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Enclosures prevent letters from becoming what? |
Too detailed (Page 2-9) |
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An enclosure marking goes in the what regardless if the text is arranged in portrait or landscape format? |
Lower right corner (Page 2-9) |
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Enclosures must be marked on what page? |
First page and may be placed on succeeding pages (Page 2-9) |
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On succeeding pages of an enclosure, how many lines down is the page number? |
Two lines (Page 2-10) |
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What should be typed after the enclosures description when size, weight, or other factors prevents sending an enclosure with a letter? |
(sep cover) (Page 2-10) |
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What date format is used when corresponding with other military organizations? |
abbreviated and standard (Page 2-11) |
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What date format is used when corresponding with Congress, civilian agencies and businesses and individuals? |
Civilian (Page 2-11) |
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Examples of abbreviated, standard and civilian formats: |
Abbreviated: 11 Feb 05 Standard: 11 February 2005 Civilian: February 11, 2005 |
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The abbreviated format is only used as part of the what? |
Sender's symbol or lack of symbol (Page 2-11) |
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The standard format is only used when? |
In the text of correspondence (Page 2-11) |
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What format is used for both the date of the correspondence and in the text? |
Civilian format (Page 2-11) |
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For examples on punctuation, capitalizing and spelling, what manual should you refer to? |
Government Printing Officer (GPO) Style Manual (Page 2-12) |
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What is the first thing that should be done before proofreading correspondence? |
Check the format (Page 2-12) |
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What is the preferred font style and size for naval correspondence? |
Courier New-12 (Page 2-13) |
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What font styles can be used for informal correspondence? |
Arial, Times New Roman or CG Times; 10 or 12 point font size (2-13) |
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When responding to a congressional request, the closing line in the text of the response should be what? |
"If I may be of any further assistance, please let me know". (2-6) |
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Who administers and coordinates proposed changes to the DON Correspondence Management Program with the CNO and Commandant of the Marine Corps (CMC)? |
SECNAV (1-1) |
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What is an electronic record? |
Information recorded in a way that only a computer can process it. (3-1) |
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When feasible, electronic records should be created within a DoD certified electronic what? |
Records Management Application (RMA) (3-1) |
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When naming subdirectories or "folders" what should you refer to? |
The SSIC manual (SECNAV M-5210.2) (3-1) |
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What 5 items should be included on the label of a disk or tape? |
Hardware/software that will read disk. Security classification SSIC Description Disposition instructions (3-1) |
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External labels should not be affixed to what type of disk? |
Compact Disk-Read only Memory Disks (3-1) |
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Electronic records that are not created within an approved RMA should be transferred to one as soon as possible within how many months of the record creation date? |
6 months (3-2) |
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How often should backup copies of files be made? |
Weekly (3-2) |
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When using a word processing program, the auto save feature should be set to save how often? |
Every 5 minutes (3-2) |
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What allows a person to seek access to records held by a government agency? |
The Navy Freedom Information Act (FOIA) (3-2) |
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What instruction should be referred to when seeking information on processing request for access to records held by a government agency? |
SECNAVINST 5720.42F DON FOIA (3-2) |
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What is the purpose of the Privacy Act of 1974? |
To limit access to personal data and other restricted documents. (3-2) |
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Under the blank, electronic records are acceptable to the courts as evidence? |
Federal Rules of Evidence (3-2) |
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In accordance with what instruction are commanders of DON organizations required to ensure that e-mail messages are digitally signed using DoD PKI? |
SECNAVINST 5239.3B (4-2) |
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Commands are encouraged to use what instead of using separate cover sheets when sending material via fax? |
1 x 4 Rubber stamp (5-1) |
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Some fax machines use thermal paper that can deteriorate in as little as how many months? |
6 months (5-2) |
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What OPNAVINST should you refer to for information in regards to official mail? |
OPNAVINST 5218.7B: Navy Official Mail Management (6-1) |
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Envelopes for mailing should be no smaller than what and no larger than what? |
No smaller than 3.5 x 5 inches and no larger than 6 1/8 x 11.5 inches (6-1) |
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Mail smaller than what cannot be mailed? |
3.5 x 5 inches (6-1) |
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Mail larger than 6 1/8 x 11.5 can be mailed, but it must first do what? |
Bypass automated equipment and be processed through slower and less efficient methods. (6-1) |
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What standard size envelope should be used when possible? |
#10 (6-1) |
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Documents with how many pages or less should be folded and mailed in a letter size envelope? |
4 pages or less (6-1) |
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The USPS automated processing equipment cannot handle envelopes thicker than how many inches? |
1/4 inch (6-1) |
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Official mail addresses both delivery and return should be formatted with a uniform left margin and a maximum of how many characters per line including spaces? |
47 characters (6-2) |
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In what 3 ways can return address be formatted? |
Pre-printed, typewritten or rubber stamped. (6-2) |
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Official mail addresses both delivery and return should be limited to how many lines? |
5 lines (6-2) |
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The last line of the address should be no lower than blank inchs and no higher than blank inchs from the bottom of the envelope. |
5/8 inch and 2 1/4 inch (6-2) |
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What OPNAVINST can be referred to when searching for the definitions of classes of mail and special supplemental postal services? |
OPNAVINST 5218.7B (6-3) |
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Mail markings should be placed where on the envelope? |
Upper right corner, 1/4 inch below the postage (6-3) |
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When formatting correspondence, the top, bottom, left and right margins on each page should be set at what? |
1 inch (7-1) |
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For directives, the header is 1 inch, but the footer is how many inches from the bottom? |
0.5 inch (7-1) |
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What should be typed on the next line if "in reply refer to" is printed on your activities letterhead? |
The SSIC (7-1) |
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The SSIC should be typed on what line under the letterhead if it does not have "in reply refer to" printed on the activities letterhead? |
Second line (7-1) |
