Secnavinst 5216 Don Correspondence Manual/ch 2

Front 1

The person whose title appears in the "To:" line is the ______ _________.

Back 1

action addressee

Front 2

Margins: Allow __-inch margins on the top, bottom and sides of each page.

Back 2

1

Front 3

Margins: Typing may end more that 1 inch from the bottom of the page that has the _________.

Back 3

signature

Front 4

Identification Symbols: If "in reply refer to" is printed on your activity's letterheat paper, type the SSIC on the ____ line.

Back 4

next

Front 5

Identification Symbols: If "in reply refer to" isn't printed on your activity's letterhead paper, type the SSIC on the ____ line below the letterhead, starting __ inches or more from the right edge of the paper.

Back 5

second; 2

Front 6

Authorized Identification symbols: Identification symbols for a standard letter had _____ parts: Standard Subject Identification Code, Originator's Code, & Date.

Back 6

three

Front 7

The ____ is a four- or five-digit number, which represents a document's subject, is used throughout the Navy and Marine Corps to categorize and subject classify information.

Back 7

SSIC (Standard Subject Identification Code)

Front 8

SSIC numbers are required on all Navy and Marine Corps _______, ________, __________, _____, and reports.

Back 8

letters, messages, directives, forms

Front 9

____ numbers expedite filing, retrieval, and eventually disposal of correspondence.

Back 9

SSIC (Standard Subject Identification Code)

Front 10

To find the SSIC that most closely represents your subject, check SECNAVINST ________, Department of the Navy File Maintenace Procedures and Standard Subject Identification Codes (SSIC).

Back 10

5210.11D

Front 11

Originator's Code, by Itself or in a Serial Number: Usually the ____________ ____, with or without the serial number, is the office symbol of the drafter, but it may be the hull number of a ship.

Back 11

originator's code

Front 12

Originator's Code Without Serial Numbers: Block the originator's code immediately under the ____.

Back 12

SSIC (Standard Subject Identification Code)

Front 13

Originator's Code With Serial Numbers: All __________ correspondence created by your activity m,ust be given serial numbers.

Back 13

classified

Front 14

Serial numbers are not required on ____________ correspondence. *Depends on local practice

Back 14

unclassified

Front 15

An activity that uses serial numbers starts a new sequence of numbers at the beginning of each new ________ year and assigns numbers consecutively.

Back 15

calendar

Front 16

The word "____" is not needed when used with a serial number.

Back 16

code

Front 17

What follows the "/" in an originator's code with serial numbers?

Back 17

Classification, if any (C for Confidential, S for Secret, T for Top Secret), and then the next unused serial number for the current calendar year.

Front 18

Date (type or stamp) all copies of a letter on the ____ day it is signed.

Back 18

same

Front 19

To avoid a busy appearance on a letter of condolence, an activity may show all symbols on the file copy only but show only the ____ on the outgoing original.

Back 19

date

Front 20

Local practice determines how to use identification symbols in the following cases:

Back 20

Letters to members of Congress or heads of Government agencies, letters of praise or condolence, & personal, though official, letters.

Front 21

Numbers assigned by word processing centers and the initials of writers and typists are ___________ as identification symbols.

Back 21

unauthorized, however they may be included on file copies as part of the drafter's identification.

Front 22

You must have the right ________ _________ and know marking/handling requirement to prepare classified correspondence.

Back 22

security clearance

Front 23

___ ________ ___ ____ (FOUO) applies to information that isn't classifed, but which may be withheld from the public under the Freedom of Information Act exemptions.

Back 23

For Official Use Only

Front 24

To designate correspondence as FOUO, type "FOR OFFICIAL USE ONLY" in capital letters, centered at the ______ edge on the first and last page.

Back 24

bottom

Front 25

For documents with cover or title pages, type, stamp, or print in capital letters "FOR OFFICIAL USE ONLY" centered at the ______ on the _____ cover and the _______ of the ____ cover.

Back 25

bottom, front; outside, back

Front 26

From Line: As a general rule, give your __________ _________ title, your activity's name, and for a command based ashore, the geographic location (without the state or ZIP code).

Back 26

Commanding Officer's

Front 27

From Line: The precise address wording comes from one of the following:

Back 27

Standard Navy Distribution List (SNDL), Parts 1 and 2; List of Marine Corps Activities (LMCA), NAVMC 2766 (NOTAL); and Department of Defense Activity Address Directory (DODAAD) DOD Manual 4000.25-6M (NOTAL).

Front 28

In the "From:" line, as in the "To:" and "Via:" lines, a ____ separates the title of the official in command from the title of the activity.

Back 28

comma

Front 29

Why Use a "From:" Line on Letterhead: Your "From:" line probably will repeat some letterhead information.

Back 29

Still, the requirement for the "From:" line simplifies procedures and ensures the originator's identification appears on copies without letterhead, such as plain tissue information copies.

Front 30

Type "From:" at the left margin on the ______ line below the date line. __ spaces follow the colon.

Back 30

second; 2

Front 31

T or F: Because frequent turnover in personnel can result in misrouted mail, avoid using names of people in "To:" lines.

Back 31

T

Front 32

To Line: Type "To:" at the left margin on the _____ line under the "From:" line.

Back 32

first

Front 33

To Line: ____ spaces follow the colon.

Back 33

Four

Front 34

To Line: Continuation lines start under the ____ word after the heading.

Back 34

first

Front 35

Via line: Type "Via:" at the left margin on the _____ line _____ the "To:" line.

Back 35

first; below

Front 36

Via Line: _____ spaces follow the colon.

Back 36

Three

Front 37

Numbering "Via:" Addresses: Number "Via:" addresses if you list two or more. Follow your chain of command. Routing starts with the addressee listed first. When going down a chain of command , first list the next ____ echelon.

Back 37

lower

Front 38

Numbering "Via:" Addresses: Number "Via:" addresses if you list two or more. Follow your chain of command. Routing starts with the addressee listed first. When going up a chain of command , first list the next ____ echelon.

Back 38

higher

Front 39

Subject Line: The "subject" line consists of a sentence fragment that tells readers what the letter is about, usually in __ words or less.

Back 39

10

Front 40

Subject line: Use normal word order and capitalize ever letter after the _____.

Back 40

colon

Front 41

Subject Line: In those few cases when the subject appears elsewhere in a letter, capitalize the _____, ____, and other key words as though writing a book title.

Back 41

first; last

Front 42

Subject Line: Type "Subj:" at the left margin on the ______ line under the last line of the previous heading.

Back 42

second

Front 43

Subject Line: ___ spaces follow the colon.

Back 43

Two

Front 44

Reference Line: Mention cited references in the text and spell out the word "__________."

Back 44

reference

Front 45

T or F: List references in the order they appear in the text.

Back 45

T