Correspondence Manual CH 7

Question 1

What are the standard margins?

Answer 1

1 inch, top, bottom, left and right

Question 2

What is the SSIC?

Answer 2

The Standard Subject Identification Code that most closely represents the document’s subject.

Question 3

What correspondence MUST be given a serial number?

Answer 3

Classified

Question 4

What format of date should be used for the sender?

Answer 4

Abbreviated: 6 Sep 2017

Question 5

From: Line format?

Answer 5

Left margin, second line below the date line, text beings 2 spaces after the colon

Question 6

To: Line format?

Answer 6

Left margin, 1st line below the From: line (do not skip a line), 6 spaces follow the colon

Question 7

Via: Line format?

Answer 7

Left margin, 1st line below To: line, 5 spaces follow the colon

Question 8

Subj: line format?

Answer 8

Left margin, on the second line under the previous heading, 3 spaces follow the colon

Question 9

Ref: line format?

Answer 9

Left margin, second line below the Subj: line, lower-case letter in parentheses, 4 spaces follow the colon

Question 10

Encl: line format?

Answer 10

Left margin, second line below the previous heading, 3 spaces follow the colon, use number in parenthesis before the description, even if you only have one

Question 11

When does the Text of a letter start?

Answer 11

The second line below the Encl: line or previous entry.

Question 12

Signature line format?

Answer 12

Center of the page, 4th line below the text, First and Middle initial and full Last name, all uppercase

Question 13

Copy to: format?

Answer 13

Left margin, second line below signature line

Question 14

What are the second to latter page margins?

Answer 14

1 inch with the Subj: line repeating at the top of the page on the left margin

Question 15

Page numbering format?

Answer 15

Do not number a single page document. Center page numbers 1/2 inch from the bottom edge, starting with the number 2

Question 16

What are the formats for denoting text or subparagraphs in a letter?

Answer 16

Start with number, then alternate letter and number i.e. 1. a. (1). (a).

Question 17

When citing various types of references, what 5 things must be included?

Answer 17

Naval correspondence requires (a) the SNDL originator short title, (b) the type of correspondence (“ltr” or “memo”), (c) the SSIC, (d) the originator’s code by itself or in a serial number, and (e) the date.

Question 18

What 3 things are required when citing a business letter?

Answer 18

A business letter requires (a) the company name, (b) the term “ltr”, and (c) the date.

Question 19

What 6 things are required when citing an email?

Answer 19

An e-mail requires (a) the SNDL originator’s short title, (b) the term “e-mail,” (c)
the type of correspondence (“ltr” or “memo”), (d) the SSIC, (e) the originator’s code by itself or in a serial number, and (f) the date.

Question 20

What 2 things are required when citing a message?

Answer 20

A message requires (a) the originator’s Plain Language Address as shown in the “From:” line of the message (if listed, do not include the office code) and (b) the complete date- time-group. When referencing general messages, include in parentheses the general message type (All Navy (ALNAV), Naval Administrative (NAVADMIN), All Marine Corps (ALMAR), etc.) and number/year.

Question 21

What 3 things are required when citing a phone conversation?

Answer 21

A telephone conversation or meeting requires (a) “PHONCON” or “Mtg”; (b) the activity’s SNDL short title, the office code, the individual’s name, and (c) the date. Follow the information for the first individual with a forward slash and repeat the information for the second individual.

Question 22

What 2 things are required when citing an instruction?

Answer 22

A Navy instruction requires (a) the SNDL short title combined with the term “INST” and (b) the SSIC with the consecutive number and, if any, a revision letter. If referencing a large instruction, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.

Question 23

What 4 things are required when citing a navy notice?

Answer 23

A Navy notice requires (a) the SNDL short title of issuer combined with the term “NOTE” and the SSIC, (b) the serial number, (c) the date, and (d) the cancellation date enclosed in parenthesis (e.g., (Canc: Aug 08)). If referencing a large notice, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.

Question 24

What 3 things are required when citing a DoD directive or instruction?

Answer 24

A DoD directive or instruction requires (a) the short title of issuer with either Instruction or Directive, (b) the SSIC with consecutive number, and (c) the date with the month spelled out. If referencing a large instruction or directive, do not call out the chapter, section, or paragraph in the reference line, instead, identify them when using the reference in the text of the correspondence.

Question 25

What 5 things are required when citing a DoD publication?

Answer 25

A DoD publication requires (a) the short title of issuer (b) the publication number, (c) the publication type, (d) the title, and (e) the date.

Question 26

What 3 things are required when citing a form?

Answer 26

A form requires (a) the issuer, (b) the form number, and (c) the issue or revision date.