Secnav M-5216.5 Don Correspondence Manual

Front 1

When writing to other North Atlantic Treaty organizations (NATO), what format and abbreviations must be used for military correspondence?

Back 1

The Standardization Agreement (STANAG) number 2066, layout for military correspondence (Page 2-1)

Front 2

The STANAG #2066 is stocked by what office?

Back 2

The Naval Aviation Supply Office (ASO) in Philadelphia, PA (Page 2-1)

Front 3

Your Chain of Command should be used when corresponding on substantive matters such as what?

Back 3

1. Command decisions

2. Policy issues

3. Official recommendations (Page 2-1)

Front 4

A "via" addressee will always forward official correspondence with what?

Back 4

An endorsement (Page 2-2)

Front 5

What term is used on an endorsement when no opinion or comment is needed?

Back 5

"Forwarded" (Page 2-2)

Front 6

A "via" addressee may elect to do what 3 things?

Back 6

1. Take final action

2. Divert the routing

3. Return the correspondence to the originator w/ explanation. (Page 2-2)

Front 7

When there is no time to send important correspondence "via" the chain of command and still meet deadline, what other options are there?

Back 7

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)

Front 8

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?

Back 8

Plain bond paper (Page 2-3)

Front 9

What form should Marine Corps personnel use when writing to higher authority on a personal matter affecting the command?

Back 9

NAVMC 10274 Administrative Action (AA) form (Page 2-3)

Front 10

What Marine Corps order should Marine Corps personnel refer to when writing to higher authority?

Back 10

Marine Corps Order (MCO) 5216.19 (Page 2-3)

Front 11

What machine provides a fast and reliable means for sending official correspondence?

Back 11

Facsimile Machine (Page 2-3)

Front 12

You can use e-mail for _____________ and ___________________ correspondence.

Back 12

Formal and Informal (Page 2-3)

Front 13

What type of envelopes eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes?

Back 13

Window envelopes (Page 2-3)

Front 14

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?

Back 14

Letterhead (Page 2-3)

Front 15

Window envelopes should not be used for what type of correspondence material?

Back 15

1. Classified

2. Involves national security

3. Personal nature

4. To high level officials.

(Page 2-3)

Front 16

What type of letters should be used when possible for routine matters that require no personal touch?

Back 16

Form Letters (Page 2-3)

Front 17

The "Form and Guide Letters" handbook by the GSA can be found in what system?

Back 17

The military Standard Requisitioning and Issue Procedures (MILSTRIP) System (Page 2-3)

Front 18

Form Letters should be avoided when expressing what?

Back 18

Sympathy, apology or appreciation (Page 2-3)

Front 19

What are guide letters?

Back 19

Pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation. (Page 2-4)

Front 20

Always coordinate during what stage before correspondence is finalized?

Back 20

The drafting stage (Page 2-4)

Front 21

What should be delegated to the lowest legal and practical level?

Back 21

Signature Authority (Page 2-4)

Front 22

All delegations of signature authority will be made in what and signed by the person delegating the authority?

Back 22

Writing (Page 2-4)

Front 23

The Commander (CDR), Commanding Officer (CO) and Officer in Charge (OIC) must personally sign documents that:

Back 23

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)

Front 24

What term shall be typed below the name of an individual who signs correspondence under delegated authority?

Back 24

By direction (Page 2-5)

Front 25

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?

Back 25

Acting (Page 2-5)

Front 26

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?

Back 26

Acting (Page 2-5)

Front 27

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?

Back 27

For (Page 2-5)

Front 28

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?

Back 28

Pen their initials (Page 2-5)

Front 29

What is correspondence that requires some type of action, response or has a long term reference value?

Back 29

Controlled Correspondence (Page 2-5)

Front 30

What should be done to all incoming controlled correspondence on the day that it arrives at the command?

Back 30

Date stamp (Page 2-5)

Front 31

What should be used to track the status of controlled correspondence routed for action?

Back 31

OPNAV 5211/7 Correspondence/Document Control Card (Page 2-6)

Front 32

Correspondence should be answered within how many working days?

Back 32

Ten (Page 2-6)

Front 33

What office should be contacted when doubt exist over whether to release certain information as controlled correspondence?

Back 33

Office of Legislative Affairs (Page 2-6)

Front 34

Correspondence from congress shall be answered within how many days of receipt?

Back 34

Five days (Page 2-6)

Front 35

If a response cannot be provided to Congress within 5 days, what should be sent as an acknowledgement of receipt?

Back 35

Interim response (Page 2-6)

Front 36

What instruction should be referred to for more information on the handling of naval Legislative Affairs?

Back 36

SECNAVINST 5730.5J (Page 2-6)

Front 37

The Freedom of Information Act (FOIA) requests and Privacy Act requests should be answered within how many working days of receipt?

Back 37

10 working days (Page 2-6)

Front 38

What are two methods for following up on late correspondence?

Back 38

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)

Front 39

Limit the use of the SSN of a Service Member unless essential for identification and authorized for use by authority of what executive order?

Back 39

Executive Order 9397 (Page 2-7)

Front 40

What is the diameter of the DoD seal on letterhead stationary?

Back 40

One inch (Page 2-9)

Front 41

The letterhead begins with "DEPARTMENT OF THE NAVY" centered on what line from the top of the page?

Back 41

The fourth line (Page 2-9)

Front 42

Marine Corps activities shall comply with what Marine Corps Order when creating an address for a letterhead?

Back 42

The current Marine Corps Directives Management Program, MCO 5215.1K (Page 2-9)

Front 43

Enclosures prevent letters from becoming what?

Back 43

Too detailed (Page 2-9)

Front 44

An enclosure marking goes in the what regardless if the text is arranged in portrait or landscape format?

Back 44

Lower right corner (Page 2-9)

Front 45

Enclosures must be marked on what page?

Back 45

First page and may be placed on succeeding pages (Page 2-9)

Front 46

On succeeding pages of an enclosure, how many lines down is the page number?

Back 46

Two lines (Page 2-10)

Front 47

What should be typed after the enclosures description when size, weight, or other factors prevents sending an enclosure with a letter?

Back 47

(sep cover) (Page 2-10)

Front 48

What date format is used when corresponding with other military organizations?

Back 48

abbreviated and standard (Page 2-11)

Front 49

What date format is used when corresponding with Congress, civilian agencies and businesses and individuals?

Back 49

Civilian (Page 2-11)

Front 50

Examples of abbreviated, standard and civilian formats:

Back 50

Abbreviated: 11 Feb 05

Standard: 11 February 2005

Civilian: February 11, 2005

Front 51

The abbreviated format is only used as part of the what?

Back 51

Sender's symbol or lack of symbol (Page 2-11)

Front 52

The standard format is only used when?

Back 52

In the text of correspondence (Page 2-11)

Front 53

What format is used for both the date of the correspondence and in the text?

Back 53

Civilian format (Page 2-11)

Front 54

For examples on punctuation, capitalizing and spelling, what manual should you refer to?

Back 54

Government Printing Officer (GPO) Style Manual (Page 2-12)

Front 55

What is the first thing that should be done before proofreading correspondence?

Back 55

Check the format (Page 2-12)

Front 56

What is the preferred font style and size for naval correspondence?

Back 56

Courier New-12 (Page 2-13)

Front 57

What font styles can be used for informal correspondence?

Back 57

Arial, Times New Roman or CG Times; 10 or 12 point font size (Page 2-13)