Secnav M-5216.5, Department Of The Navy Correspondence Manual

Front 1

Who will administer the DON Correspondence Management Program? (SECNAV M-5216.5; Page 1-1)

Back 1

Secretary of the Navy (SECNAV)

Front 2

Who will administer the Correspondence Management Program within the Navy and Marine Corps? (SECNAV M-5216.5; Page 1-1)

Back 2

CNO and CMC

Front 3

Who will screen incoming correspondence, assign action offices and due dates, and indicate any required concurrences? (SECNAV M-5216.5; Page 1-1)

Back 3

Administration Officers

Front 4

To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of what? (SECNAV M-5216.5; Page 2-1)

Back 4

Correspondence

Front 5

What are often better than correspondence for working out details? (SECNAV M-5216.5; Page 2-1)

Back 5

Conversations

Front 6

Follow your what when corresponding on substantive matters such as command decisions, policy issues, and official recommendations? (SECNAV M-5216.5; Page 2-1)

Back 6

Chain of comand

Front 7

What addressee will always forward official correspondence with an endorsement? (SECNAV M-5216.5; Page 2-2)

Back 7

"Via"

Front 8

When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in what format? (SECNAV M-5216.5; Page 2-3)

Back 8

Standard letter

Front 9

Marine Corps Personnel when writing to Higher Authority Use NAVMC 10274, Administrative Action Form, as prescribed in what? (SECNAV M-5216.5; Page 2-3)

Back 9

Marine Corps Order 5216.19

Front 10

What provide a fast and reliable means for sending official correspondence? (SECNAV M-5216.5; Page 2-3)

Back 10

Facsimile machines

Front 11

What eliminate the cost of addressing envelops and the risk of putting letters in the wrong envelopes? (SECNAV M-5216.5; Page 2-3)

Back 11

Window envelopes

Front 12

Use what when possible for routine matters that require no personal touch? (SECNAV M-5216.5; Page 2-3)

Back 12

Form letters

Front 13

What are pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation for which you are writing? (SECNAV M-5216.5; Page 2-4)

Back 13

Guide letters

Front 14

What is a critical step in the processing of outgoing correspondence? (SECNAV M-5216.5; Page 2-4)

Back 14

Coordination

Front 15

Always coordinate during what stage, before the correspondence is put into final form and submitted for signature? (SECNAV M-5216.5; Page 2-4)

Back 15

Drafting

Front 16

Delegate what to the lowest legal and practical level? (SECNAV M-5216.5; Page 2-4)

Back 16

Signature authority

Front 17

An individual who signs correspondence under delegated authority will use what term typed below their name when signing documents under this delegated authority? (SECNAV M-5216.5; Page 2-5)

Back 17

"By direction"

Front 18

In the absence of the commander/commanding officer/officer in charge, and where specifically authorized by law or regulation, an officer who temporarily succeeds to command shall sign official correspondence with what term typed below their name? (SECNAV M-5216.5; Page 2-5)

Back 18

"Acting"

Front 19

When a piece of correspondence is in final form and the official that would normally sign the correspondence is unable to do so, it is permissible to have the correspondence signed what? (SECNAV M-5216.5; Page 2-5)

Back 19

"for"

Front 20

What is correspondence that requires some type of action, requires a response, or has long-term reference value? (SECNAV M-5216.5; Page 2-5)

Back 20

Controlled correspondence

Front 21

Assign what to only incoming mail that requires a response or has long-term reference value? (SECNAV M-5216.5; Page 2-6)

Back 21

Controls

Front 22

Use what to track the status of controlled correspondence routed for action? (SECNAV M-5216.5; Page 2-6)

Back 22

OPNAV 5211/7 Correspondence/Document Control Card

Front 23

Normally, correspondence should be answered within how many working days or as prescribed by the immediate superior in command or by the tasking authority for the response? (SECNAV M-5216.5; Page 2-6)

Back 23

10

Front 24

Correspondence form Congress shall be answered within how many workdays of receipt? (SECNAV M-5216.5; Page 2-6)

Back 24

5

Front 25

For more information on the handling of naval legislative affairs refer to what instruction? (SECNAV M-5216.5; Page 2-6)

Back 25

SECNAVINST 5730.5J

Front 26

Answer Freedom of Information Act (FOIA) requests and Privacy Act requests within how many workdays of receipt? (SECNAV M-5216.5; Page 2-6)

Back 26

10

Front 27

Limit the use of the SSN of a Service member or civilian employee of the DoD unless essential for identification and authorized for use by authority of what? (SECNAV M-5216.5; Page 2-7)

Back 27

Executive Order 9397

Front 28

The standard size paper for all official letterhead stationery is what? (SECNAV M-5216.5; Page 2-8)

Back 28

8 1/2 inches by 11 inches

Front 29

The use of letterhead is authorized for commanders, commadning officers, officer's in charge and directors or those who have signature authority for commands that are represented in the what? (SECNAV M-5216.5; Page 2-9)

Back 29

SNDL

Front 30

Letterhead stationery of the DON shall bear a seal of the DoD that is what in size? (SECNAV M-5216.5; Page 2-9)

Back 30

One-inch in diameter

Front 31

What can prevent a letter from becoming too detailed? (SECNAV M-5216.5; Page 2-9)

Back 31

Enclosure

Front 32

An enclosure marking goes in the what, whether the text is arranged normally or lengthwise? (SECNAV M-5216.5; Page 2-9)

Back 32

Lower right corner

Front 33

When size, wight, or other factors prevent sending an enclosure with a letter, send it separately and type what after the enclosure's description? (SECNAV M-5216.5; Page 2-10)

Back 33

"(sep cover)"

Front 34

Express what time in four digits based on the 24-hour clock? (SECNAV M-5216.5; Page 2-11)

Back 34

Military

Front 35

There are how many date formats allowed for use in Navy correspondence? (SECNAV M-5216.5; Page 2-11)

Back 35

Three

Front 36

What date format is only used as part of the sender's symbol, or in the absence of the sender's symbol, as the date for the letter? (SECNAV M-5216.5; Page 2-11)

Back 36

Abbreviated

Front 37

What date format is only used in the text of correspondence? (SECNAV M-5216.5; Page 2-11)

Back 37

Standard

Front 38

What date format is used as both the date of the correspondence and in the text? (SECNAV M-5216.5; Page 2-11)

Back 38

Civilian

Front 39

Do not abbreviate military titles in the text of what? (SECNAV M-5216.5; Page 2-11)

Back 39

Press reports

Front 40

For examples on punctuating, capitalizing, and spelling, refer to what? (SECNAV M-5216.5; Page 2-12)

Back 40

Government Printing Office (GPO) Style Manual

Front 41

What is the preferred font style and size for official correspondence? (SECNAV M-5216.5; Page 2-13)

Back 41

Courier New 12-point

Front 42

What is any information that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record? (SECNAV M-5216.5; Page 3-1)

Back 42

Electronic record

Front 43

When feasible, create the electronic record within a DoD certified electronic what? (SECNAV M-5216.5; Page 3-1)

Back 43

Records Management Application (RMA)

Front 44

When naming subdirectories or "folders," use the what? (SECNAV M-5216.5; Page 3-1)

Back 44

Standard Subject Identification Code (SSIC)

Front 45

Do not affix external labels to what? (SECNAV M-5216.5; Page 3-1)

Back 45

Compact Disk-Read Only Memory disks

Front 46

Electronic records that are not created within an approved RMA should be transferred to one as soon as practicable within how many months of the record creation date? (SECNAV M-5216.5; Page 3-2)

Back 46

6

Front 47

Make backup copies of files at least how often? (SECNAV M-5216.5; Page 3-2)

Back 47

Weekly

Front 48

Do not use what for long-term storage of permanent or unscheduled records because they are vulnerable to mishandling and data loss is common? (SECNAV M-5216.5; Page 3-2)

Back 48

Floppy disks

Front 49

When using a word processing program, set the auto save feature to every how often? (SECNAV M-5216.5; Page 3-2)

Back 49

5 minutes

Front 50

Manage, use, and delete classified information under the guidelines contained in what? (SECNAV M-5216.5; Page 3-2)

Back 50

SECNAV M-5510.36

Front 51

What allows any person to seek access to records held by a Government agency? (SECNAV M-5216.5; Page 3-2)

Back 51

FOIA

Front 52

The purpose of the what is to balance the Government's need to maintain 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? (SECNAV M-5216.5; Page 3-2)

Back 52

Privacy Act of 1974 (5 U.S.C. 552a)

Front 53

Under the what, electronic records are acceptable to the courts as evidence; however, each judge is free to dismiss evidence on the basis of the court's independent evaluation? (SECNAV M-5216.5; Page 3-2)

Back 53

Federal Rules of Evidence (28 U.S.C. 1074)

Front 54

Identify and schedule electronic versions of official records for disposition, refer to what manual? (SECNAV M-5216.5; Page 3-3)

Back 54

SECNAV M-5210.1

Front 55

What lets individuals and activities exchange information by computer? (SECNAV M-5216.5; Page 4-1)

Back 55

Email

Front 56

What must be used for long-haul data communications support, unless the host system is waived? (SECNAV M-5216.5; Page 4-1)

Back 56

Defense Data Network

Front 57

Emails are subject to legal discovery, therefore, care should be taken to ensure emails are created and managed appropriately per what instruction? (SECNAV M-5216.5; Page 4-1)

Back 57

SECNAVINST 5000.37

Front 58

Users should be encouraged to check their mailboxes frequently, but at least how many times a day? (SECNAV M-5216.5; Page 4-1)

Back 58

Twice

Front 59

If you are absent for more than how many days, ensure you annotate that your automated email response? (SECNAV M-5216.5; Page 4-1)

Back 59

3

Front 60

Who may authorize the use of email to correspond formally? (SECNAV M-5216.5; Page 4-1)

Back 60

Activity heads

Front 61

Refer to what instruction, Department of the Navy Information Assurance Policy, for guidance on automated information system security? (SECNAV M-5216.5; Page 4-2)

Back 61

SECNAVINST 5239.3B

Front 62

What lacks the built-in records management controls of the Naval Computer and Telecommunications System (NCTS) and the Automatic Digital Network (AUTODIN)? (SECNAV M-5216.5; Page 4-2)

Back 62

Email

Front 63

In accordance with SECNAVINST 5239.3B, commanders of DON organizations shall ensure email messages requiring either message integrity or non-repudiation are digitally signed using DoD what? (SECNAV M-5216.5; Page 4-2)

Back 63

Public Key Infrastructure (PKI)

Front 64

What will be recognized and accepted as valid for all human resource management documents? (SECNAV M-5216.5; Page 4-2)

Back 64

Digital signatures

Front 65

What provide a rapid and reliable alternative to the various mail systems for the transmission of documents? (SECNAV M-5216.5; Page 5-1)

Back 65

Facsimile machines

Front 66

Limit facsimile transmissions requiring use of long distance services to what communications only? (SECNAV M-5216.5; Page 5-1)

Back 66

Time sensitive

Front 67

See SECNAV M-5510.36 and what other instruction, Department of the Navy Privacy Act (PA) Program, for information regarding transmitting classified material via facsimile equipment? (SECNAV M-5216.5; Page 5-1)

Back 67

SECNAVINST 5211.5E

Front 68

Some facsimile machines still use thermal paper, which can deteriorate in as little as how many months? (SECNAV M-5216.5; Page 5-2)

Back 68

6

Front 69

Envelopes should be no smaller than 3 1/2 inches by 5 inches and no larger than what, if possible? (SECNAV M-5216.5; Page 6-1)

Back 69

6 1/8 inches by 11 1/2 inches

Front 70

Use standard letter size (number what) envelopes whenever possible? (SECNAV M-5216.5; Page 6-1)

Back 70

10

Front 71

The USPS automated processing equipment cannot handle envelopes thicker than what? (SECNAV M-5216.5; Page 6-1)

Back 71

1/4 inch

Front 72

Limit official mail addresses (both delivery and return) to how many lines? (SECNAV M-5216.5; Page 6-2)

Back 72

Five

Front 73

Leave at least a 1-inch margin from the left and right edges of the envelope and at least what distance from the bottom of the envelope? (SECNAV M-5216.5; Page 6-2)

Back 73

5/8 inch

Front 74

The last line of the address should be no lower than 5/8 inch and no higher than how many inches from the bottom of the envelope? (SECNAV M-5216.5; Page 6-2)

Back 74

2 1/4

Front 75

See what instruction for the definitions of classes of mail and special supplemental postal services? (SECNAV M-5216.5; Page 6-3)

Back 75

OPNAVINST 5218.7B

Front 76

Mark all mail, except what mail in a standard letter size (number 100 envelope, with the class of mail service you desire? (SECNAV M-5216.5; Page 6-3)

Back 76

First-class

Front 77

Mailings without a class of mail marking, except those in what envelope, will be assumed to contain no first-class material and will be sent as the lowest possible class of service? (SECNAV M-5216.5; Page 6-3)

Back 77

Number 10

Front 78

Use what format or one of its variations to correspond officially within or outside the DoD? (SECNAV M-5216.5; Page 7-1)

Back 78

Standard letter

Front 79

The person whose title appears in the "TO:" line is the what? (SECNAV M-5216.5; Page 7-1)

Back 79

Action addressee

Front 80

Allow what size top, bottom, left, and right margins on each page of a standard letter? (SECNAV M-5216.5; Page 7-1)

Back 80

1-inch

Front 81

For directives, headers are 1 inch and footers are what? (SECNAV M-5216.5; Page 7-1)

Back 81

.5 inches

Front 82

If "in reply refer to" is not printed on your activity's letterhead paper, type the SSIC on the second line below the letterhead, starting how many inches or more from the right edge of the paper? (SECNAV M-5216.5; Page 7-1)

Back 82

2

Front 83

A sender's symbol for a standard letter has how many parts? (SECNAV M-5216.5; Page 7-1)

Back 83

Three

Front 84

What is a four or five digit number which represent a document's subject? (SECNAV M-5216.5; Page 7-1)

Back 84

SSIC

Front 85

To find the SSIC that most closely represents the subject, refer to what? (SECNAV M-5216.5; Page 7-1)

Back 85

SECNAV M-5210.2

Front 86

The originator's code, with or without the serial number, is the originator's office symbol or the what? (SECNAV M-5216.5; Page 7-1)

Back 86

Hull number of a ship

Front 87

All classified correspondence created by your activity must be given a what? (SECNAV M-5216.5; Page 7-2)

Back 87

Serial number

Front 88

An activity that uses serial numbers shall start a new sequence of numbers at the beginning of each calendar year and assigns numbers consecutively beginning with what? (SECNAV M-5216.5; Page 7-2)

Back 88

001

Front 89

Numbers assigned by what and the initials of writers and typists are unauthorized as identification symbols? (SECNAV M-5216.5; Page 7-2)

Back 89

Word processing centers

Front 90

Refer to what for information on marking and handling classified correspondence? (SECNAV M-5216.5; Page 7-2)

Back 90

SECNAV M-5510.36

Front 91

What applies to information that is not classified, but which may be withheld from the public under the FOIA? (SECNAV M-5216.5; Page 7-3)

Back 91

For Official Use Only (FOUO)

Front 92

Every standard letter must have a "From:" line, except a letter that will be used with a what? (SECNAV M-5216.5; Page 7-3)

Back 92

Window envelope

Front 93

Address all correspondence to the what of an activity? (SECNAV M-5216.5; Page 7-4)

Back 93

Activity head

Front 94

Use what line when one or more activities outside of your activity should review a letter before it reaches the action addressee? (SECNAV M-5216.5; Page 7-5)

Back 94

"Via:"

Front 95

The subject line consists of a sentence fragment that tells readers what the letter is about, usually in how many words or less? (SECNAV M-5216.5; Page 7-5)

Back 95

10

Front 96

In formal correspondence, do no use what in the subject line? (SECNAV M-5216.5; Page 7-5)

Back 96

Acronyms

Front 97

What reference is a document that some addressees neither hold nor need? (SECNAV M-5216.5; Page 7-6)

Back 97

Not-at-all (NOTAL)

Front 98

If you would like to provide a copy of a reference listed in your correspondence to a "Via" or "Copy to" addressee, annotate what in parentheses to the right of the addressee you send it to? (SECNAV M-5216.5; Page 7-6)

Back 98

"w/ref (x)"

Front 99

If you have more than how many references to list, continue with (aa), (ab), etc? (SECNAV M-5216.5; Page 7-6)

Back 99

26

Front 100

What cite references depending on whether you want to mention them in passing or highlight a particular one? (SECNAV M-5216.5; Page 7-8)

Back 100

Endorsements

Front 101

To cite an earlier communication between your activity and the action addressee, you may substitute a what for the issuing activity? (SECNAV M-5216.5; Page 7-10)

Back 101

Personal pronoun

Front 102

Start all continuation lines at the what? (SECNAV M-5216.5; Page 7-12)

Back 102

Left margin

Front 103

Do not indent the continuation lines of a what? (SECNAV M-5216.5; Page 7-12)

Back 103

Subparagraph

Front 104

A signature page must have at least how many lines of text preceding the signature? (SECNAV M-5216.5; Page 7-12)

Back 104

Two

Front 105

Use what in long correspondence with widely varying topics? (SECNAV M-5216.5; Page 7-12)

Back 105

Paragraph headings

Front 106

Start all lines of the signature line at the center of the page, beginning on what line below the text? (SECNAV M-5216.5; Page 7-13)

Back 106

Fourth

Front 107

What number is an alpha-numeric that is used to group commands or activities or activities by classification? (SECNAV M-5216.5; Page 7-14)

Back 107

SNDL

Front 108

Center page numbers what distance from the bottom edge, starting with the number 2? (SECNAV M-5216.5; Page 7-15)

Back 108

1/2 inch

Front 109

To number the pages of a TOP SECRET document, see what instruction? (SECNAV M-5216.5; Page 7-15)

Back 109

SECNAV M-5510.36

Front 110

Use what when you have more than one action addressee? (SECNAV M-5216.5; Page 8-1)

Back 110

Multiple-address letter

Front 111

The multiple-address letter is the same as the standard letter, except in what? (SECNAV M-5216.5; Page 8-1)

Back 111

Handling addresses

Front 112

There are how many ways to list addresses? (SECNAV M-5216.5; Page 8-1)

Back 112

Three

Front 113

When a letter is transmitted via your activity, use what to forward comments, recommendations, or information? (SECNAV M-5216.5; Page 9-1)

Back 113

Endorsement

Front 114

While an endorsement is mostly used to transmit correspondence through the chain of command, you may also use it to what? (SECNAV M-5216.5; Page 9-1)

Back 114

Redirect a letter

Front 115

Do not use an endorsement to reply to a what? (SECNAV M-5216.5; Page 9-1)

Back 115

Routine letter

Front 116

Start the endorsement line at the left margin on what line below the date line? (SECNAV M-5216.5; Page 9-1)

Back 116

Second

Front 117

If you endorsement is significant and not routine, each activity that endorsed the basic letter before you and the originator of the basic letter shall be included as what addressee on your endorsement? (SECNAV M-5216.5; Page 9-2)

Back 117

Copy to

Front 118

If a copy to addressee will be receiving the basic letter and previous endorsements for the first time from you, to the right of each of these addressees, type what word in the parenthesis to show that your endorsement includes the basic letter, enclosures, and prior endorsements? (SECNAV M-5216.5; Page 9-2)

Back 118

"complete"

Front 119

What provides a less formal way to correspond within an activity/command? (SECNAV M-5216.5; Page 10-1)

Back 119

Memorandum

Front 120

All DON activities shall use the appropriate memorandum that suits the subject, occasion, and what? (SECNAV M-5216.5; Page 10-1)

Back 120

Audience

Front 121

Use what as an internal document to record supporting information in the record that is not recorded elsewhere? (SECNAV M-5216.5; Page 10-1)

Back 121

Memorandum for the Record (MFR)

Front 122

Use what memorandums for informal communications within your activity? (SECNAV M-5216.5; Page 10-1))

Back 122

Plain-paper

Front 123

What memorandum may be used within your activity and provides more formality than the printed form or plain-paper memorandum? (SECNAV M-5216.5; Page 10-1)

Back 123

Letterhead

Front 124

When only requesting an approval/disapproval decision from a single addressee, it is appropriate to type a decision block at the left margin, how many lines below the signature line? (SECNAV M-5216.5; Page 10-2)

Back 124

Two

Front 125

The Memorandums of what may be used to document mutual agreements of facts, intentions, procedures, limits on future actions, and areas of present or future coordination, or commitments, etc? (SECNAV M-5216.5; Page 10-2)

Back 125

Agreement of Understanding

Front 126

Use the what to correspond with agencies, business, or individuals outside DoD, who are unfamiliar with the standard letter? (SECNAV M-5216.5; Page 11-1)

Back 126

Business letter

Front 127

Place the inside address of a business letter two to how many lines below the date, blocked flush with the left margin? (SECNAV M-5216.5; Page 11-1)

Back 127

Eight

Front 128

What line is optional, which may be used to direct your letter to a business in general and to also bring it to the attention of a particular person or department at the same time? (SECNAV M-5216.5; Page 11-2)

Back 128

Attention line

Front 129

Indent main paragraphs how many spaces on business letters? (SECNAV M-5216.5; Page 11-2)

Back 129

Four

Front 130

A business letter that is likely to run how many lines or less may be double-spaced? (SECNAV M-5216.5; Page 11-2)

Back 130

Eight

Front 131

Use what followed by a comma for the complimentary close of a business letter starting at the center of the page on the second line below the text? (SECNAV M-5216.5; Page 11-3)

Back 131

"Sincerely"

Front 132

Start all lines of the signature line at the center of the page, beginning on what line below "Sincerely" on a business letter? (SECNAV M-5216.5; Page 11-3)

Back 132

Fourth

Front 133

What line may be omitted on a routine business letter that neither makes a commitment nor takes an official stand? (SECNAV M-5216.5; Page 11-3)

Back 133

Authority

Front 134

What correspondence is safeguarded and electronically routed, reviewed, and edited through the Correspondence Management System - Taskers Version 4.4? (SECNAV M-5216.5; Page 12-1)

Back 134

HqDON

Front 135

What is a Web-based computer tracking system that is utilized as contexts manager for all official action and information correspondence for HqDON and selected echelon 2 commands? (SECNAV M-5216.5; Page 12-1)

Back 135

Taskers