Professional Documents
Culture Documents
o ●
DEPARTMENT
OFFICE
1000
WASHINGTON.
OF THE NAVY
OF THE SECRETARY
NAVY PENTAGON
O.G 20350 -!000
Cfi-f
SECNA=ST
N09B35
29 August
e? Zr /Y4)Mw
5216. 5D
1996
jj$w
M
ohn H. Dalton
&
Distribution:
SNDL Parts 1 and 2
MARCORPS PCN 21600400000
TABLE OF CONTENTS
paragraphs . . . . . . . . . . ● ● ● ● = “=” ● ● ● 43
Signature Block . . . . . . . . . . . . . . . . . . 44
CopyToBlock . . . . . . ● ● =● ● ● ● “ ● ● ● ● ● 45
BlindCopyToBlock . . . . . . . ● ● ● ●= ● ● ● ● 46
Drafter’s Identification on File Copies . . . . . . 47
Identifying Second and Later Pages . . . . . . . . . 47
PagsNumbering . . . . . . . . . . = ● ● ● ● ● = ● ● 47
Correspondence Package Assembly . . . . . . . . . . 47
Tabbing a Correspondence Package . . . . . . . . . . 47
Figure 2-1. Standard Letter - First page . ● ● ● ● ● - ● ● 49
Figure 2-2. Standard Letter - Second page . ● ● - ● o ● ● ● 50
Figure 2-3. Standard Letter for Window Envelope . . . . . . 51
Figure 2-4. Joint Letter . . . . . . . . . . . ●. . “ . ● 52
Figure 2-5. Standard Letter With Classification Markings . 53
Figure 2-6. Standard Letter With FOUO Markings . . . . . . 55
Figure 2-7. Paragraph Formats . . . . . . . . ● ● ● ● . ● ● 56
Figure 2-8. ASSemblY of a Standard Letter . . . . . . . . . 57
Figure 2-9. Tabbing Correspondence Packages . . . . . . . 58
ii
—
SECNAVINST 5216.5D
29 AUG 1996
SECTION C. ENDORSEMENTS . . . . ● . . . . . . . . . . . 65
General . . . . . . . . . ● ● ● c ● ● ● ● ● ● ● ●
65
Endorsemen~Types . . . . . . . . . . .● . ● c - . 65
Format . . . . . . . . .= . ● . . ● ● ● ● “ ● ● ● ●
65
Adding References . . . . . . . . . . . . . . . . . 66
MdingEnclosures . . . . . . . . . . . . . . . . . 66
whmretoSendCopies . . . . . . . . . . . . ● - ● ●
66
Assembly ofanEndorsment . . . . . . . . . . . . . 67
Figure 2-14. Same-Page Endorsement . . . . . . . . . . . . 68
Figure 2-15. New Page Endorsement . . . . ...==== . . 69
Figure 2-16. Assembly of an Endorsement . . . . . . . . . . 70
SECZ’ION D. MEMomNDuMs . . . . . . ● ● . . . . . . . . 71
General b . . . . . . . . . . o ● ● ●
. ...0 . . 71
@xmats . ● ● *** . * ● ● ● ● * ● “ . . . . . . . 71
Endorsement of Informal Memos . . . . . . . . . . . 74
Figure 2“17. Memorandum for the Record . . . ..*. . . . 75
Figure 2-18. Printed ‘From-To” Memorandum . . ..*. . . . 76
Figure ~-19. Plain-Paper ‘From-To” Memorandum . . . . . . . 77
Figure 2.:-20. Letterhead Memorandum . . . . . . . . . . . . 78
Figure 2-21. Memorandum For Memorandum . . . . . . . . . . 79
Figure 2-22. Memorandum of Agreement . . . . . . . . . . . 80
Figure 2-23. Memorandum of Understanding (Page 1 of 2) . . 81
Figure 2-24. Memorandum of Understanding (Page 2 of 2) . . 82
.. .
Ill
SECNAVINST 5216.5D
29 AUG 19%
SECTION A. THENEEDTOIMPROVE . . . . . . . . . . . . 95
iv
SECNAVINST 5216S)
29 AUG 1996
SUMMARY OF CHANGES
vi
— —
SECNAVINST 5216.5D
29 A(JG 1996
CHAPTER 1
CORRESPONDENCE
MANAGEMENT
SECTION A
OBJECTIVE AND RESPONSIBILITIES
1-2. Responsibilities
d. Correspondence Manager
SECNAVUWT 5216.5D
29AUG 1996
SECTION B
STANDARDS AND PROCEDURES
1-3. General. The tone, quality, and responsiveness of
correspondence is important. Navy’s image and effectiveness is
impaired if correspondence is sloppy, difficult to understand,
unresponsive, cold, impersonal, or incomplete. Section B
provides standards and procedures that apply to managing and
preparing correspondence. Formatting guidelines are in Chapter
2.
3
SECNAVINST 5216. SD
29 AUG 1996
copy to:
CNO (advance)
JAG
4
SECNAVINST 5216.5D CH-1
28 MAY 1990
a. Coordinate Efficiently
SECNAVINST 5216.5D
29 AU6 1996
GAIL L. McNALLY
Acting
M. I. TUNNEL
Deputy
Acting
SECNAVINST 5216.5D
z 9 AUG 1996
c* Congressional C ommunications
8
SECNAVINST 5216.5D
29AUG 1996
9
SECNAVINST 5216.5D
29AUG 1996
10
SECNA~ST 5216.5D
29 A* 19%
(2) You may also use your comman d’s letterhead stationery
when corresponding as a member of a DON-approved board or
committee. Indicate the letter is from the sigming official bv
using the board or committee title in the “Fr=:” iine.
b. Letterhead Format
11
SECNAVINST 5216.5D
29AUG 1996
UUu
Uuu
1-19. Q2E?@
Non-Automated Production of Correspondence. Use manifold
(tis~;e) sets to make copies whenever possible. When tissue sets
are unavailable, photocopies or carbon copies may be used.
12
SECNAVINST 5216.5D
29 AU(2 1996
13
SECNAVINST 5216.5D
29AUG 1996
14
SECNAVINST 5216.5D
29 AU6 1996
(2) Look up all hyphenated words you are not sure of.
15
SEC!NAVINST 5216.5D
29AUG 1996
SECTION c
ELECTRONIC RECORDS
1-29. Maintenance
17
SECNAVINST 5216.5D CH-1
28 MAT 199$
1-30. Restrictions
1-31. Disposition
18
(Blank)
19
SECNAVINST 5216.5D
29 AUG 1996
SECTION D
ELECTRONIC MAIL
C. WILSON II
By direction
21
SECNAVINST 5216.5D
29 AUG 1996
22
SECNA~NST 5216.5D
29AUG 1996
SECTION E
FROM: 10
ACTNIW A~
PHONE k PHONE *
#OFPAGES ~Ax ~
plmtocaplaa
I Ropka thermal psF+r hdmllos that ●m otflclal rw0rd8 with
I
(2) Use the OF 99 or stamp whenever possible. Place the
form or stamp at either the top, bottom or side margin. Their
use will eliminate the need for an extra page, save money,
material, labor, energy, and time.
23
SKNAVINST 5216.5D
29AUG 1996
ACTION COPY
DO NOT DESTROY
24
SECNA~ST 5216.5D
29 AUG1996
SECTION F
POSTAL STANDARDS
a. Requ irements
25
SECNAVINST 5216.5D
29AUG 1996
26
SECNAVINST 5216.5D
29 AUG 1996
27
SKNAVINST 5216.5D
29 AUG 1996
114”
114”
m
FOLO TWICE LEAVING 1/4” AT RIGHT
D@l
I&7
//f
114-
Window Envelope
K/ ------
.........-------
.!.--_.1 1 I
------
I -------
-----
-.
1
I
4---------
r
.......
... .......
.......... / I ~
28
SECNAIML?ST 5216.5D
29AUG ?996
29
SBCNAVINST 5216.5D
29 AUG 1996
Alabama AL Montana MT
Alaska AK Nebraska NE
Arizona AZ Nevada NV
Arkansas AR New Hampshire NH
American Samoa AS New Jersey NJ
California New Mexico NM
Colorado 90 New York NY
Connecticut CT North Carolina NC
Delaware DE North Dakota ND
District of Columbia DC Northern Mariana
Federated States Islands MP
of Micronesia FM Ohio OH
Fiorida FL Okiahoma OK
Georgia GA Oregon OR
Guam GU Palau Pw
Hawaii HI Pennsylvania PA
idaho ID Puerto Rico PR
lilinois IL Rhode Island RI
Indiana IN South Carolina
Iowa 1A South Dakota SD
Kansas KS Tennessee TN
Kentucky KY Texas TX
Louisiana LA Utah UT
Maine ME Vermont VT
Marshall Isiands MH Virginia VA
Maryiand MD Virgin islands VI
Massachusetts MA Washington WA
Michigan Ml West Virginia
Minnesota MN Wisconsin Wi
Mississippi MS Wyoming
Missouri MO
30
SECNAVIIWT5216.5L)
29 AUG 1996
8 s a ● , . , *
y\.\.\ . . ..\ . . . . . . ..\\\\\\\.\\\\\\\\\\\\\\\d
DEPARTMENT Of THE MAW RERJRN ADDRESS AREA
ACTIVllV SHORT TITLE
AlTN: J. ODE NOS “m \&
STREH ADDRESS, SUITE 3
CllW STATE XXXXXJ(XXX ‘N
OMCtAL 8USINESS \
ADDRESS AREA
‘“%W %s$s$
OFFICER
N061
RT TITLE__ I
TREET ADDRESS SUITE IY z .ymv . . “...\ v
X-xxxx .
1
Nt\\\\\\\\\\\x
Ae * ● A ●.- ●.* ** * ● -a ● .-.*.* *
CLEARAREA 4 In”
EXAMPLES:
Ashors: COMMANDING OFFICER TM. of Offlclal In Chargo
AITN J DOE N61 Actfon Offlcor, Organtzattonal Code
ACIW~ SHORTTITLE Activtty ShoR Titli {1sss City & state)
ST ADDRESS SUtTE # street Address, Suit. Number
CITY ST XXXXX-XXXX Citystate ZIP+4
31
SECNAVINST 5216.5D CH-1
28 h4AY1991
CHAPTER 2
CORRESPONDENCE FORMATS
SECTION A
STANDARD LETTER
2-1. Introduction
33
—.
SECNAVINST 5216.5D
29AUG 1996
5216 10552
Code 13 N16
5216 10552
Ser 13 Ser N16
34
SECNAVINST 5216.5D
29AUG 1996
5216 10552
Ser 13/271 Ser N16/C20
5216 10552
Ser 13/271 Ser N16/C20
7 Sep 99 5 Jan 95
35
SECNAVINST 5216.5D
z9AuG 1996
36
SKNAIUNST 5216.5D
z 9 AUG T996
USS KITTY HAWK (CV 63) Commanding Officer, USS KITTY HAWK
FPO AP 96634-277063) (CV 63)
2-7. To Line
To: Comman ding Officer, USS KITTY HAWK (C’V 63) (EXW)
37
SECNAVINST 5216.5D
29AW 1996
38
SECNAVINST 5216.5D
z 9 AIJG1996
39
SECNAVINST 5216.5D
29 AUG 1996
NAVSUPINST 7510.1
SECNAVINST 5216.5C, Department of the Navy
Correspondence Manual, Chapter 2, Section B,
Paragraph 14
40
SECNAVINST 5216.5D
29 AU61996
(11) Forms require (a) issuer, (b) form number, and (c)
issue or revision date:
NAVPERS 15018
41 CP’R 201-45.000
21 FR 623
41
SECNAVINST 5216.5D
29 AlHi1996
28 U.S.C. 1498
E.O. 12564
(10) SECNAVINST2345.1A
(11) SECNAVINST4160.lA
.. . . .. . . ... . ... . . . . . .... .. . ... .... . ... . . .. . . .. . . .. ... .. ... . ... .... . . ... . .
42
SECNAVINST 5216.5D
29AUG 1996
all addressees, including any ‘Copy to:m and “Via:n ones, receive
the added copies:
copy to:
COMNAVSUPSYSCOM (SUP 811, 2012) (w/o encls)
COMNAVFACENGCOM (FAC 044)
COMNAVSEMYSCOM (SEA 0412) (w/encl (2) only)
2-12. Text . Skip a line before starting the text. Make the
content clear by using the plain English techniques explained in
chapter 3.
2-13. Paragraphs
43
SECNA=NST 5216.5D
Z9AUG 1996
b. Limit Subparagraphs
a. General
J. A. MC~-
44
SXCHA-ST 5216.5D
29 AUG 1996
(1) Put nothing below the name of the command ing officer,
the person whose title appears in the “From:” line.
T. A. SMITH
K. JONES, JR.
Deputy
(3) End with the word ‘Acting” when the signer has been
formally appointed to replace temporarily the c ommanding officer
or a subordinate who signs by title:
C. WILSON 11
By direction
(5) Add the following under the name of a person with “by
direction” authority who signs orders affecting pay and
allowances: The signer’s title, By direction of, and the
commanding officer’s title.
R. P. McMURPHY
Bxecutive Officer
By direction of
the Commanding Officer
45
SKNAVINST 5216.5D
~ 9 AUG 1996
the SNDL by the short titles and/or SNDL ntiers sh~ there.
Mdressees nomally are single spaced below the “COPY to:” block.
They don’t have to be listed by seniority. Group internal
offices of an activity together for ease of distribution. Long
lists of “Copy to:” addressees can be listed in column(s), as a
paragraph, or may be continued on the next page or placed
entirely on a new page. If at the bottom of the page and the
recopy to:” information will not fit, type the following to show
recopy to:” information on the next page: ncopy to: (See next
page ) .” Use this fomat for “Distribution:” blocks as well.
Check or arrow the intended recipient on each copy:
copy to:
CNO (Nl, N2, N4)
BUPERS (PERS-46)
DFAS-CLWZLAND (Code JR)
NAVINVSERVHQ (Code 28)
NAmOMTELCOM (N161)
USS CONSTELLATION (CV 64) (ENG)
copy to:
CNO (Nl, N2, N4) NAVCOMTELCOM (N161)
BUPERS (PBRS-46) NAVINVSERVHQ (Code 28)
DFM-CLEVELAND (JR) USS CONSTELLATION (CV 64) (ENG)
copy to:
CNO (Nl, N2, N4)F B~~S (pm-46)# DFAS-C~~ (Code ~)f
NAVCOMTELCOM (N161)~ NAvINWmmQ (Code 28)1 Uss CONs~LLATION
(CV 64) (ENG)
47
SECNAVINST 5216.5D
29AUG 1996
48
SECNAVINST 5216. 5D CH-I
28 MN ~g$~
10
2
)
k ; DEPARTMENTOF THE NAVY
NAME OF ACTIVITY
ADDRESS
CllY, STATE ZIP +4
@
1 Vo
3@
~ Sslc
Code/Serial
Date
1 YO
● ** “b. * ●Don’t number the first page; number OnlV second and later Da9es.
70
“ ●●*c. **Other full-page examples in this chapter and later ones show the
spacing to use for correspondence that VWOUSW omits “Via:,” “Ref,. and
“Encl:”lines.
“
■
% A PERCENT SICN (~0) INDICATESA SINGLE BLANK LINE. :
mmmmmmmmmmmmm mmmmmmmmmmmmm ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ mmmmmmmmw
@
+
Minimum
of 1“
1
49
SKNAVINST 5216.5D
29AUG 1996
4
5
~ 2 SUBJECTBLOCK
1 0 %
~ “**”d.””Second and succeeding pages of a standard letter may look like this:
1 %
~ “*””””*”(1 )*Starl typing on the sixth line. Repeat the subject line.
1 %
2 ““”””””*(2)”Start the text on the second line below the date or subject line.
70
4 ““”Copy to:” addressees appear on afl copies. “Blind copy to:” addresses as well as
~ 1“ xe identity of the writer and typist appear on internal copies only.
‘Y.
~ NAME OF SIGNER]@
By direction
1 %
~ copy to:
SNDL number ancf/or short title of information addressee
4
SNDL number encVorshort title of 2nd information addressee
* OL D
g ~ind Copy to 5
List blind cow. . addressees ]0
1 %
~ Wnten Name, organization, room # or telephone # 6
Typist Name, date, word processing symbols )0
0 8
Mlnlmum
of 1“’
2
50
SECNA-ST 5216.5D
29 AUG 1996
,~@
g
0
DEPARTMENT OF THE NAVY
NAVAL SUBMARINE
NW LONOON, (7 SW*SOM
BASE
5216
Ser 301/403
5 Ott 99
1
g COMMANDING OFflCER
AlTN: J DOE N61
PERSONNEL SUPPORT ACTIVllY
NAVAL SUBMARINE BASE
NEW LONDON CT 06349-5063
1
2
3 2
0
4
5 Sub\: WINDOW-ENVELOPE FORMAT
T
1. . . . . . .
1. You may use a GSA generai-purpose window envelope (overatl size 9-lf2 by 4.
1/8 inches and vnndow, 4-3/4 by 1-1/4 inches, in lower left) ~
a. The address has no more than five lines, and does not extend past the
middle of the page. The complete address must appear in the window wrth at
least a l/8-inch margm, even it tie letter shifts in the envelope.
2. Because tits letter does not have a “From: line, every copy that goes to
addressees outside your activity must have a letterhead (printed, typed,
stamped, or reproduced h the origmat) to show its origin.
3. To fold the letter FM turn up the bottom edge so it @ covers the subject,
second, turn back the address portron so the upper told atso fails atong tha top
of the subject
P. S. STONE
Personnel Offlcar
By direction of the
Commanding Officer
. ...*..... ... . . . . .. . .. .. . .. . .. . ..
●
.E7m
........... ...0... . . . .
1. Typowrtter Lines
2. Fold Une
51
SECNAVINST 5216.
SD CH-I
2e MAY 1998
1
2
3
q DEPARTMENT OF THE NAW
NAVAL SEA SYSTEMS COMMAND (20362-5101)
NAVAL SUPPLY SYSTEMS COMMAND (20376-5000)
WASHINGTON, DC
1
NAVSUP ~ NAVSEA
5216 5216
Ser 02/318 Ser 07/207
9 Apr 99 ’17 Apr 99
JOINT LEITER
52
SECNAVINST 5216.5D
CH-I
20 MAY 199!
1 SECRET
5216
Ser 09N/s391
11 May 98
(CLASSIFIEDMARKINGS FOR
ILLUSTRATION PURPOSES ONLY)
SECRET
2. (U) This paragraph, combined with its subParagraphs, contains secret and
confidential information, but ali of them don’t so each must have a
classification marking.
3. (U) S@mp the letters highest classification in the center of the top and
bottom margins. ASS19fla Serial number bearing the initial of the highest
classification. Refer to OPNAVINST 5510. IH fOr additional infOrfYIatiOn.
SECRET
53
SECNAVINST 5216.5D
a 9 AUG 1998
SECRET
4. (U) When typing an unclassified latter that has a classified enclosura, only
these three steps are necessary. First, type a statement such as tha following,
two lines below the date line:
Second, show whether the titte of the enclosure is classified or not when citing
the document in the enclosure block.
Third, stamp the enclosure’s classification in the center of the top and bottom
margins of tha letter.
1
J. K. ELL
By direction
SE6RET
54
SECNAWUWT 5216.5D
29 AUG 1996
DEPARTMENTOF THENAVY
0@
OFFICE OF TNE CHIEF OF NAVAL OPERATIONS
WASHINGTON, DC 2035&2000
5216
Ser 09U729
25 Jun 98
1. This illustrates a letter that has “for offtaal use onl~ (FOUO) intormabon.
Type, in capital letters, ‘FOR OFFICIAL USE ONLY centered at the bottom edge on
me first and last page.
2. Documents with cover or titie pages, must have ‘FOR OFFICIAL USE ONLY
typed, stamped or printed (by hand) in capttal letters centered at the bottom on
me front cover and the outside ot the back cover.
T. A. CLARK
By diredon
55
SECNAVINST 5216.5D
CH-I
NOTE :
● AN ASTERISK (*) INDICATES A SINGLE BLANK SPACE.
% A PERCENT SIGN (%) INDICATES A SINGLE BLANK LINE.
56
SECNAWNST 5216.5D
29 AUG 1996
57
SECNAVINST 5216.5D
29 AUG 1996
12May 96
1 1. Slgnsture Tab
2. Enclosure Tabs
3. Background Material
)
12May9B
I 2
BRIEF From:
)
I
To.
I 3 SUbr -
I Rd:
I
2
I
I
I
1
3
)
I
)
I I
3
I I
.,.
I
)!
11
I
I
L ----- ----- -- L ----- ----- -- 4
58
SECNAVINST 5216.5D
29 A(JG1996
SECTION B
MULTIPLE-ADDRESS LETTER
59
—
SKNAVINST 5216.5D
29AUG 1996
o @
DEPARTMENT OF THE NAVY
CO~~ANOSllm CHIEF
uHITEOSTATES PACiPIC
FLSEl
PEARL HARBOR. HISSM&70M
5216
Sor N4312735
8 Jd 99
1. If you have four addressees or fewer, list all of them in the 70:” line, blocked
one beneath the ofher. If you have more lhan four addressees, Ii all of them in a
‘Distribubon:” block as shown on the next page.
M. STEWART
By direction
CQpy to:
COMNAVSEASYSCOM (SEA-06)
60
SECNA=ST 5216.5D
29 AUG 1996
0
DEPARTMENT OF THE NAW
COMUAHDl?R
N CHIEF
UN77S0
STATES
PACIFIC
FI.IZE7
@ PSARLHARBOR.
Ml SSUO-7W
5216
Ser N4312735
8 Jul 99
1. Omit the To:” line and add a “Distribution:” block if you have more than four
action addressees orIf you vary the number of COPISS to any ot the addreas=
Addressees shown in a ‘Distribution:” block are action addressees.
b. Collective tttles, or
P. STONE
By direcdon
DlstrfbutJon:
SNDL 42J2 (COMCARAIRWING PAC) (4 copies)
42K2 (ATKRON PAC)
42U (FfTRON PAC) (less NAVflTWEPSCOL)
USS ENTERPRISE [CVN 68)
61
SECNAVINST 5216.5D
29 AUG i196
o @
DEPARTMENT OF THE NAW
NAVALCO14PlrlSR
COMUANOSR
ANOTELSCOUMUNYCATIONS
4401MASSACHUSETTS
WASHINGTON,
AVSNUE
OCSM~
COWtANO
N.W.
5216
Ser OOC12735
8 Jul 99
1. Use both the To:” line and the “Distribution:” block in the same letter when
you show a group title whose distribution is relatively unknown. Place the group
titie in the ~o:” line and identi each member in a ‘Distribution:” bl~.
G. H. EYE
By direcbon
Distribution:
NAVCOMTELSTA WASHINGTON DC
NAVCOMTELSTA PENSACOU
NAVCOMTELSTA SAN DIEGO
NAVCOMTELSTA SAN FRANCISCO
62
SECNA~NST 5216.5D
Z9M1996
\ \i?====T
BEFORE SIGNATURE A=ER SIGNATURE
63
SECNAVINST 5216.5D
? 9 AUG 1996
SECTION C
ENDORSEMENTS
2-26. General
65
SECNAVINST 5216.5D
29AUG 1996
66
SECNAVINST 5216.5D
29A% 1996
67
SECNAVXNST 5216.5D
29AUG 1996
DEPARTMENTOF THENAVY
NAVAL Al~ STATION
CECILFIELO,FL~ls-SOOO
5216
Serllt273
9 Jul 98
1. An andomement may be added to the bottom ot a basic letter, Iika this one, or
to a previous endorsement k (a) All of the endorsement till fit on the paga, and
(b) It is sure to be signed without revision.
C. WORTHY
Ser O19/S70
17 Jul 98
FIRST ENDORSEMENT
1. A same-page endomement may omit tha SSIC, subjact, end the basic letters
identlfcatron if the entire page till be photocopied. But these alements ~
requwed on aft new-page endorsements, such as the one on the next page.
1
2
3
M. R. SAILORS
68
SECNAVINST 5216.5D
~s AU(31996
o
@
DEPARTMENT OF THE NAVY
C-UAN015i NAVALAIRFORCE
~ =ATESATLAN71C fLS~
MOWWI(,VA23s11-5155
5216
Ser N?Z420
24 J(JI 98
1. Start an endorsement on a new page if all of your endorsement will not fff
on the latest ~Uni~tiOn or your endorsement might not be slgnd without
revision.
2. Number avery paga and continue the sequence of numbers from the
previous communication, as explsMed in enclosure (2).
1
3. Evary %siw page” endorsement must
H. H. MILLER
By direction
copy to
NAS Ceal field (Cede t 1)
“COMSEABASEDASWWINGLANT (Code 019)
10. Official file copy of letter with enclosures. Left mar in exposed
so reviewem can initial and date there. Photocopy I! same page
endorsement FILE
11. Background material such as incoming letter, referenced
documents
}
70
SECNAVINST 5216.5D
29 AUG 1996
SECTION D
MEMORANDUMS
71
SECNAVINST 5216.5D
29 AU(I1996
Approved
Disapproved
Other
72
SECNAVINST 5216.5D
29AUG 1996
Si qnature Block.
(3) Because the “Memorandum For” does
not have a “From:” line, show the signer’s title below the typed
name in the “signature” block.
73
SECNAVINST 5216.5D
29AUG 1996
74
SECXAVINST 5216.5D
29 AUG 1996
25 .hJt 99
M. L. ONES
N161C
75
SECNAVINST 5216.5D
29 AUG 1996
Memorandum
DATE: 6 Mar 99
FROM:C&e 30
TO Code 301
1. This printed form is used among individuals and offices of the same activity. Very
informal memorandums may be handwritten.
a.
b.
OPNAV 5216/144A (8-IL? by 11 inches):
5. Type reference and enclosure headings under the printed headings. Note the
headings for reference (a) and enclosure (1). Aflow a 1 inch left rnargm,
6. The writer signs his or her name without the organizational tities.
Signature
76
SECNAVINST 5216.5D
29 AUG 1996
2
3
4
5
6 8 Al 99
MEMORANDUM
J. C. JAY
77
SECNAVINST 5216.5D
29 AUG 1996
1
o @
MEMORANDUM
DEPARTMENT OF THE NAW
NAVAL AIR FACILl?Y
Dt3’ROK, M14s04s-soM
5216
Memo 28133
5 Jan 99
E. F. GEE
78
SECNAVINST 5216.5D
29 AUG 1996
o@
DEPARTMENTOF THENAW
OFFICE OF T)@ CNIEP OF NAVAL OPERAllONS
WAStilNOION, OC 203S0-2000
2. Use letterhead paper and follow the format shown here. In place of me
“From:” and To:” line, you use an “address” line (see above), Because the
“memorandum for” lacks a “From:” line, show the slgne<s titie below the typed
name.
H. 1.JAY
Director, Navy Space
Systems Divmon
79
SECNAVINST 5216.
SD CH-1
28 tit?19t:
1
2
3
~ DEPARTMENT OF THE NAW
MILITARY SEALIFT COMMAND (20398-5100)
NAVAL INTELLIGENCE COMMAND (20389-5000)
WASHINGTON, DC
1
MSC g NAVINTCOM
5216 5216
Ser N02/234 Ser N7/702
18 Oec 99 20 Dec 99
MEMORANIYUMOF AGREEMENT
BETWEEN
COMMANDER, MILITARY SEALIFTCOMMAND
AND
COMMANDER,NAVAL INTELLIGENCECOMMAND
2. On plain bond, type the command titles so the senior is at the top.
If the activities are in different cities or states, follow eaCh title with its
address.
5. If your activity is the last to sign, send copies of the signed agreement
to all cosigners.
80
SECNAVINST 5216.
5D CH-I
2
3
~ DEPARTMENT OF THE NAW
NAVAL SEA SYSTEMS COMMAND (20362-5101)
NAVAL AIR SYSTEMS COMMAND (2036’1-0001)
WASHINGTON, DC
1
NAVSEASYSCOM ~ NAVAIRSYSCOM
5216 5216
Ser N021234 Ser N71702
12 Nov 99 15 NOV99
MEMORANDUM OF UNDERSTANDING
BETWEEN
COMMANDER, NAVAL SEA SYSTEMS COMMAND
AND
COMMANDER, NAVAL AIR SYSTEMS COMMAND
a. Facts.
b. Intentions.
c. Procedures.
81
SECNAVINST 5216.5D
29 AUG 1996
1
2
3
4
82
SECNAVINST 5216.5D
L 9 AUG 1996
SECTION E
POINT(TALKING) PAPERS
2-36. General. Use the Point (Talking) Paper to provide a stand
alone document in Resenting essential elements of a subject. It
seines as a readily available source of condensed, factual
inforlnation On tOpiCal SUbjectS. Before reading further, study
figure 2-25, page 84.
83
SECNAWNST 5216.5D
CH-I
28 MAT llt~
SECRET (W
CLASSIFICATION (Typed here Rank and Name
and stamped top and bottom Office Codefielephone #
of page) Date of Preparation
BACKGROUND (“)
(*) Why you are writing this paper. Brevity, clarity and graph[c representation are
key ingredients of point papers. Use cascading indentation to organize subordinate
points.
DISCUSSION (“)
- (*) To prepare a “Talking Paper” substitute those words for “Point Paper,”
- (*) Might contain problems pros and cons, present status, and outlook for
future.
- (*) Other points which will aid in your preparation of point papers:
RECOMMENDATION (*)
(*) State what recommended approach should be. State whether recommendation
concerns discussion of plans and policies that have not been approved by
higher authority.
Derived from
Declassify on
SECRET (W
84
SECNAVINST 5216.5D CH-1
?eW 190
SECTION F
BUSINESS LETTERS
2-40. General. Use the business letter to correspond with
agencies, businesses, or individuals outside DOD, who are
unfamiliar with the standard letter. It also may be used for
official correspondence between individuals within DOD, when the
occasion calls for a personal approach. Before reading further,
study figures 2-26, 2-27, and 2-28, pages 89, 90, and 91.
Identification
a. Symb 01s . Include the following three
identification symbols in the upper right corner, blocked one
below the other:
(1) SSIC,
85
SECNAVINST 5216.5D
29AUG 1996
(e) The city, state, and ZIP+4 code on the last line.
Note new requirement for only one space between state and ZIP
code vice two to five spaces.
(c) The city, state, and ZIP+4 code on the last line.
86
SECNAVINST 5216.5D
29 AU(31996
h. Signature Block
J. A. McDONALD
i. Enclosure Line
87
SECNAVINST 5216.5D CH-1
?etm lm
88
SECNAVINST 5216.5D
CH-1
?e MAY I-
NOTE :
* AN ASTERISK (*) INDICATES A SINGLE BLANK SPACE.
% A PERCENT SIGN (%) INDICATES A SINGLE BIJWK LINE.
89
SECNAVI 5216.5D
CH-1
28 MAT~w
o @
DEPARTMENT OF THE NAVY
USS CUSMINC(DO 985)
FPOAP 96662.1223
5216
Ser DD985128
Januam 5, 1996}
(D
@
{
~ Mr. A, B. Seay
Vice President, ACCOUntiflg
Widgets Unlimited, Inc.
1234 Any Street
Baltimore, MD 21085-1234
(3
1
1
~ Dear Mr. SeaV: @
1
~ SUBJECT PREPARATION OF A 8USINESS LEITER @ ,,.
1 +-9
~ This exampie ShOWS the firSt page Of a two page business letter, A
“Subjecr line is optional and may replace the salutation. Phrase the
“subjec~ line in normal word order. Make it very brief, to the point, and
not longer than one iine. Capitalize every letter in the subject line.
Start a paragraph near the end of a page oniy if that page has room
for two lines or more. Continue a paragraph on the foilowing page only if
two lines or more can be carried over. A S19natUre Page MUSt have at ieaSt
tvvo lines of text.
Do not number the first page of a single page letter or muitipie page
letter. The first page is assumed to be page 1, Center page numbers 1A inch
from the bottom edge, starting with the number 2. No punctuation
accompanies a page number. )
t
Minimum @
of 1“
4 I
1.identification
Symbols (page 85) 5. Subject Line(page87)
2. Typewriter
Lines 6. Body of Letter (page 87)
3. Inside Address (page 85) 7. Margins (page 85)
4. Salutation Line(page86)
90
SECNAVINST 5216. 5D CH-1
? e MAY Ins
1
2
3
4
5
g
5216
Ser DD 985/28 o
@ Januarv 5, 1996 }
1
g This example illustrates second and succeeding pages of a business letter,
Start typing on the sixth line flusn with the left margin. Repeat the identification
Symbols from the first page, skip two Ilnes and continue your text from the first
Page on the third line.
1
~ Be sure to mention any enclosed documents in the body of your letter and
list them as enclosures on the second line below the ‘signature” bloclc Type
‘Enclosures:” and follow with a number and a brief description of the enclosures
(don’t number when You have only one enclosure). When the enclosures are of
little importance, instead of listing them with a description, yOIJmay indicate
the number of enclosures in parentheses without the description; e.g., Enclosures
➤ 1“+ (2). Materials, referred to in the letter, that are being mailed SepaUXelV should
be noted as shown below.
1 +1”4
~ To send an addressee an information COPY or a courtesy coPy, type “Copy
to:” fiush with the left margin, two lines below the “signature- block or two
lines below any preceding notation, such as the enclosure or separate maiiing
notation.
1
g Sincereiy, @
1
2
3
~ M. N. OPEY
Contracting Officer @
By direwlon of the Commander
1
~ Enclosures: 1. SaMPle Business Letter @
2. SECNAVINST 5216.50
1
~ SePafate Mailing: Secrelxial Handbook @
1
~ COPY to: Chief of Navai Operations (N61)
@2 ?
MinihIum
of 1“
I
91
SECNAVINST 5216.
SD CH-I
28MAY lm
10
2
8 5216
9 Ser 945i321
~ JUfle 7, 1999
11
12
13
14
15
16 AiTfN: RECORDS MANAGER
5 C & A TOOL COMPANY
18 505 FRANKLIN STREET
19 BELVIEW, VA 22812-1234
20
21
22
23
24 @
25” -- SUBJECT: SUBJECT LINE AND WINDOW-ENVELOPE FORMAT
%
~ C & A Tool Company, this letter uses a sublect line In !JlaCe of the
SalUGKIOfl, This IS allOWed on routine admlnlstratlve lettefS. The first sentence
serves as a greeting to Che reader as snown above. Start WlNf19 the ldentlficatton
svmbols on line 10, just i3elow the seal. Alwavs start the address on line 16; me
SalUfdtlOfl or sub]ect line on Ilfle 2S. This business ietter is being pre~ared for
use with a window envelope that has the window in the bottom left center.
Sincereiy,
J. L. Patches
Commander, U.S. NaVV
Executive Officer
.. . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . .. BV direction of the
~Nm ~ CornmandingOfficer
.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
1. Typwriter Lines
2. Fold Line
92
SECNAVINST 5216.
SD CH-I
28MAY1$88
5216
Ser 945/321
June 7, 1999
Attention: H. Jones o
The salutation must agree with the first line of the address.
If the first line is a business, division, or organization collectively,
a collective salutation such as “Ladies and Gentlemen” is used even
if the “attention” line directs the letter to an individual. Note the
inside address and salutation in this letter.
Sincerely,
G. H. Eye
Commander, U.S. Navy
commanding Officer
Acting
93
SECNAVINST 5216.
5D CH-1
5216
Ser 301/789
April 7, 1999
Sincerelv,
(Ms.) F. E. ROBINSON
Head, Management Services
94
SBCNAVINST 5216.5D
29 AN 1996
CHAPTER 3
NAVAL WRITING STANDARDS
Naval writing is changing. This manual establishes writing
standards for the Navy and Marine Corps. A workbook called
Better Naval Writing is stocked at the Naval Inventory Control
Point, COG “I” Material, Philadelphia, PA. Use the workbook as a
companion to this manual to help writers and reviewers bring
naval writing quality into line with this chapter.
SECTION A
95
SEKNAVINST 5216.5D
29 AUG19%
96
SECNAVINST 5216.5D
29AM 1996
SECTION B
ORGANIZED WRITING
a. When you write a letter, think about the one sentence you
would keep if you could keep only one. =Y letters are short
and simple enough to have such a key sentence. It should appear
by the end of the first paragraph. The strongest letter
highlights the main point in a one-sentence paragraph at the very
beginning. Put requests before justifications, answers before
explanations, conclusions before discussions, summaries before
details, and the general before the specific.
97
SECNAVINST 5216.5D
29 AUG1996
inspection reports and other documents whose topics vary widely
are especially suited to headings. They allow readers to see the
structure at a glance. A better start would have been:
98
.—
SXKNAVINST 5216.5D
29AUG 1996
last paragraph read, mPlease thank AD1 Smith for all his extra
effoti. m This three-paragraph formula will keep your thank-you
letters short, detailed, and focused on the person being praised.
99
SECNAVINST 5216.5D
29 AUG 1996
100
SECNA~ST 5216.5D
29 NJG 1996
101
—
SECNAVINST 5216.5D
29 AUG1996
102
SECNAVINST 5216.5D
29 AU(il=
SECTION C
NATURAL WRITING
103
SEKNAVINST 5216.5D
N ME 1996
104
SBCNAVINST 5216.5D
29AUGl~
or implied. Only one person reads your writing at any one time,
so the most readable writing speaks directly to one reader:
Not But
commence start
facilitate help
optimum best
promulgate issue
utilize use
Bookish Spoken
consequently
however R
in addition also
nevertheless still
105
SECNAVINST 5216.5D
29AUG 1996
Legalistic Normal
106
sBcraAmNsT 5216.5D
29 A(M3
1996
3-18. Be Concrete
For ~
aircraft plane
plane F/A-18
improved costs lower costs
enhanced method faster method? cheaper?
107
SECNAVINST 5216.5D
29AUG 1996
108
SX_VINST 5216.5D
29 ~ 1996
Negative Positive
109
SECNAVINST 5216.5D
29W 1~
110
SECNAVINST 5216.5D
z 9 AUG{996
SECTION D
COMPACT WRITING
Not But
it is requested we requestl
please
it is my intention I intend
it is necessary that you you need to, you
must
it is apparent that clearly
it is the recommendation we recommend that
of this office
EXANPLES :
It is mandatozy that all active-duty
personnel receive flu vaccinations.
111
SECNAVINST 5216.5D
29 At@1996
Not But
be advised
in the process of
is responsible for
the provisions of
the use of
112
SECNAVINST 5216.5D
29/lW1996
113
SECNAVINST 5216.5D
29AUG 1996
114
SECNAVINST 5216.5D
29 AUG1996
SECTION E
ACTIVE WRITING
3-28. Avoid Dead Verbs
-
—. is are
— was were
—. be beinq been
115
SECNA~ST 5216.5D
29 AU(31996
PLUS
116
SECNAVINST 5216.5D
29AM 1996
117
SECNAVINST 5216.5D
29 AUG1996
Passive:
Active:
Passive:
118
—
SECNAVINST 5216.5D
z 9 AUG1996
Active:
119
SECNAVINST 5216.5D
29 W 1996
120
SECNAVINST 5216.5D CH-1
~8MAY 1s9s
APPENDIX A
Chief Warrant Officer 5 CW05 CW5 Dear Chief Warrant Officer (surname):
Chief Warrant Officer 4 CW04 CW4 ,,
Chief Warrant Officer 3 CW03 CW3 ,,
Chief Warrant Officer 2 CW02 CW2 ,,
Army Enlisted
Sergeant MajoroftheArmy SMA Dear Sergeant Major (surname):
.
coremand SergeantMajor CSM
.
SergeantMajor SGM
FirstSergeant lSG Dear First Sergetmt (surname):
Master Sergeant MSG Dear Master Sergeant (surname):
Platoon Sergeant PSG Dear Sergeant (surname):
.
Sergeant First Class SFC
.
Staff Sergeant SSG
.
Sergeant SGT
A-2
SECNAVINST 5216.5D CH-1
28 MAT1998
Chief Master Sergeant of the Air Force CMSAF Dear Chief (surname) :
Chief Master Sergeant CMsgt ,!
Other Military
ml retired military (Rank) (full name), (USN, USMCR, Dear (rank) (surname) :
or other branch) (Ret)
A-3
SECNA~ST 5216.5D
29A(JG1*
APPENDIX B
Husband (or Wife) of the President Mr. (or Ms.) (ful) name) Dear Mr. (or Ms.) (surname):
The White House Sincerely,
Washington, DC 20500-0001
Assistant to the President The Honorable (fill name) Dear Mr. (or Ms.) (surnarne):
Assistant to the President Sincerely,
The White House
Washington, DC 20500-0001
Secretary to the President The Honorable (full name) Dear Mr. (or Ma.) (mma.m e):
Secretary to the President Sincerely,
The White House
Washington, DC 20500-0001
Secretaryb the President (full rank) (full name) Dear (rank) (surnamek
(withlnihtaly*) Secret.wy to the President Sincerely,
The White House
Washington, DC 20500-0001
ASSenatePresident The Honorable (full name) Dear Mr. (or Madarn) President
President
oftheSenate Sincerely,
Washington,DC 20510-0001
The Judiciary
The Chief Justice The Chief Justice of Dear Mr. (or Madam) Chief Justice:
the Un.i@d Statea Sincerely,
The Supreme Court of
the United States
Washington, DC 20543-0001
Associate Justice Mr. (or Madam) Justim (surname) Dear Mr. (orMadam) Justice:
The Supreme Couti of Sincerely,
the United States
Washington, DC 20543-0001
Retired
Justice The Honorable (full name) Dear Mr. (or Madam) Justice:
(local address) Sincereiy,
PresidingJustice The Honorable (full name) Dear Mr. (or Madam) Justice:
Presiding Justice Sincerely,
(name of the court)
(local address)
Judge ofa Court The Honorable (full name) De$r Judge (surname):
Judge of the(name ofcouti, Sincerely,
if a U.S. district court,
give district).
(local address)
B-2
SECNA~ST 5216.5D
29 AtJ61996
Salutation
and
A&kessee Letter and Envelope Uonmhmentazv Close
Clerk of a Court Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname):
Clerk of the (narna of cou~, Sincerely,
if a U.S. district court,
give district).
(local address)
Attorney Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname):
Attorney at Law sincerely,
(local address)
The Senate
President pro Tempore The Honorable (full name) Dear Senator (surname):
of the Senate Preeident pro Tempore sincerely,
of the Senata
United State9 Senate
Washington, DC 20510-0000
Committi Chairman, The Honorable (full name) Desx Mr. (orMadam) Chairman:
U.S. Senate Chmrman, Commitk on sincerely,
(name of committee)
United States Senate
Washington, DC 20510-0000
subcommittee
Chairrnm The Honorable (fill name) Dear Senator (surname):
U.S. Senate Chau-man, Subcommittee on Sincerely,
(name ofsubcmnmitt..ee) OR
(name of parent committee) Dear Mr. (or Madam) Chairman:
United States Senate sincerely,
Washington, DC 20510-0000 (When inuxning corre-
spondent is so signed and
- m Subcmnmittee
businaea)
Senatm, Majority (or Minority) The Honorable (full name) Dear Senator (surname):
Majority (or Minority) Leader Sinm.raly,
Leader
(Waahingtan, DC office) United Statea Senate
Washington, DC 20510-0000
OR
(Away horn Washington,DC) The Honorable (full name) Deax Senator (sum-e):
Majority (or MinoriW) Leader sincerely,
United States Senate
(local address)
United
States
Senator-elect The Honorable (fill name) Dear Mr. (or Me.) (surname ):
(Washington, DC office) United Statee Senatar-elect Sincerely,
Unitad States Senat4
Washington, DC 20510-0000
OR
(Away from Washington, DC) Mr. (or Ms.) (full name) Dear Mr. (or Ms.) (surname):
United States Senator+lect Sincerely,
(local address, if given)
B-3
SECNAVINST 5216.5D CH-1
28 MAI lg$~
Salutation and
Addressee Letter and Envelope Complimentary Close
Office of a deceased Senator Mr. (or Ms.) Secretary’s full name, Dear Mr. (or Ms.) (surname):
if known) Sincerely,
Secretzry to the Late
Honorable (full name)
Un~ted States Senate
Washington, DC 20510-0000
Secretary of the Senate The Honorable (full name) Dear K. (or Ms.) (surname):
Secretary of the Senate Sincerely,
Wash~ngton, DC 20510-0000
Secretary or Adurustratzva Mr. (or Ms.) (full tWUO) Dear Mr. (or Ms.) (surname) :
Assistant to a Senator Secretary/Adminxstratlve Sincerely,
Ass>sitant to th
Honorable (full name)
Unzted States Senate
Washington, DC 20510-0000
House of Representatives
Spaaker of the House of The Honorable (full n=O) Dear Mr. (or Madam) Speaker:
Representatives Speaker of the House of Sincerely,
Representatives
Washington, DC 20515-0000
Committee Chairmen The Honorable (full n-) Dear Mr. (or Madam) Chairman:
chai~, committee on Sincerely,
(name of commattee)
House of Representatives
Washington, DC 20515-0000
Suhcommatttae Chairman The Honorable (full nmO) Dear Mr. (or Ms.) (surname):
Chairman, Subcommittee on Sincerely,
(name of subcommittee) OR
(Name of parent conmuttee) Dear Mr. (or Madam) Cha~rman:
House of Representatives Sincerely,
Washington, DC 20515-0000 (When incoming correspondence
IS sxgned and perta~ns to
subcommittee business)
United States Representative The Honorable (full name) Dear Mr. (or Ms.) (surname):
(Washington, DC office) House of Representatives Sincerely,
Washington, DC 20515-0000
OR
(Away from Washington, DC) The Honorable (full n-e) Dear Mr. (or Ms.) (surn~e) :
Member, United States House Sincerely,
Of Representatives
(local address)
Representative-elect The Honorable (full name) Dear Mr. (or Ms.) (surname) :
Representative-elect Sincerely,
House of Representatives
Washington, DC 20515-0000
OR
Mr. (full name)
(or Ms.)
Represenmtive-elect
(local address, if g~ven)
B-4
SECNAVINST 5216.5D
29 AUG1996
and
Salutation
Addressee Letterand Envelope ComPb mentary Close
Office
of a deceaad Mr. (or Ms.) (Secretary’s fufl name, Dear Mr. (or Ms.) (surname):
Representative if known) sincerely,
Secretary to the Late
Honorable (full name)
House of Representatives
Washington,DC 20515-0000
Former Representative The Honorable (full name) Dear Mr. (or Ms.) (surname):
(local address) Sincerely,
Resident Commissioner The Honorable (full name) Dear Mr. (or Ms.) (surname):
Resident Commissioner Sincerely,
ilom (name of area)
House of Representatives
Washington, DC 20515-0000
District
Delegata of the The Honorable (full name) DearMr.(orMs.)
(surname):
ofColumbia House of Representatives Sincerely,
Washington, DC 20515-0000
Legislative
Agencies
Comptroller General The Honorable (full name) Dear Mr. (or Ms.) (surname):
(Head of the General Comptroller Generaf of sincerely,
Accounting Office) the United States
WaehingtoLLDC 2064S-0000
Public printer (Head of The Honorable (full name) Dear Mr. (or Ms.) (surname):
the U.S. Government U.S. Government Printing Sincerely,
Printing Office) Offica
Washington,
DC 20401-0000
Librarian of Con@SS The Honomble (full name) Dear Mr. (or Ma.) (su.rcarnek
Librarian of Congreae sincerely,
Waahingbn,
DC 20S40-0000
Executive Departments
Membere of the Cabinet The Honorable (full name) Dear Mr. (or Madam) Secretary
(if addressed as “Secretary”) Secretary of (name of sincerely,
department)*
Washington,
DC 00000-0000
Attorney General (Head of The Honorable (fulf name) Dear Mr. (or Madam) Attorney
the Department of Justice Attorney Generaf General
Washington,
DC 00000-0000 sincerely,
Under Secretary The Honorable (Ml name) Dear Mr. (or Ms.) (surname):
of a Department Under Sematary of (name of sincerely,
department)
Washington, DC 00000-0000
Assistant Secretmy The Honorable (fill name) Dear Mr. (orMs.) (surname):
of a Department Aesiatent secretary of Sincerely,
(name of department)
Washington, DC 00000-0000
●Titles for Cabinet Secretaries are: Secretary of Agriculture, Secretary of Commerce, Secretary of Defense, Secretary of
Education, Secretary of Energy, Secretary of Health and Human Services, Secretary of Housing and Urban Development,
Secretary of Interior, Secretary of Labor, Secretary of State, Secretary of Transportation, and Secret&uyof the Treasury.
B-5
SECNAVINST 5216.5D
29AUG 1996
Salutation and
Addressee Letter and Envelope Uomphmentarv Close
Independent Organizations
Director, Office of Management Honorable (full name) Dem Mr. (or Ms.) (surname):
and Budget Director, Office of Management Sincerely,
and Budget
Washington, DC 20503-0000
Head of a Federal Agency, The Honorable (fill name) Dear Mr. (or Ms.) (surname):
Authority, or Board (title), (name of agency) Sincerely,
Washington, DC 00000-0000
Head of a major organization The Honorable (full name) Dear Mr. (or Ms.) (surname):
within an agency (if appointed (title ) (organization) Sincerely,
by the President) (name of agency)
Washington, DC 00000-0000
President of a Commission The Honorabie (full name) Dear Mr. (or Ms. ) (surname):
President, (name of cmnrnission) Sincerely,
Washington, DC 00000-0000
Chairman of a Commission The Honorable (full name) Dear Mr. (or Madam) Chairman:
Ch auman, (nameof commission) Sincerely,
Washington, DC 00000-0000
Chau—manof a Board The Honorable (full name) Dear Mr. (or Madam) Chairman:
Ch amnan, (name of board) Sincerely,
Washington, DC 00000-0000
Postmaster General The Honorable (full name) Dear Mr. (or Madam) Postmaster
Postmaster General General
Washington, DC 00000-0000 Sincerely,
American Missions
AmericanAmbassador The Honorable (full name) Sir (or Madam): (formal)
i%nerican Ambassador Dear Mr. (or Madam) Ambassador
&nerican Embsasy .(informal)
(city), (country) Sincerely,
American Ambassador (full rank) (full name) Sir (or Madam): (formal)
(with military rank) Amerimn Ambassador Dear (rank) (surname):
American Embassy (informal)
(city), (country) Sincerely,
&nerican Minisbsv The Honorable (full name) Sir (or Madam): (formal)
American Minister Dear Mr. (or Madam) Minister:
(city), (country) (informal)
Sincerely,
American Minister (full rank) (full name) Sir (or Madam): (formal)
(with military rank) American hfinieter Dear (rank) (surname):
(city), (country) (informal)
Sincerely,
Foreign Government Officials
Foreign Ambassador in His (or Her) Excellency (full name) Excellency (formal)
the United States knbsssador of (country) Dear Mr. (or Madam) Ambassador:
(local address) 00000-0000 (informal)
Sincerely,
Foreign Minister in the The Honorable (full name) Sir (or Madam): (formal)
United States Minister of (countxy) Dear Mr. (or Madam) Minister:
(local address) 00000-0000 (informal)
Sincerely,
B-6
SBCNAVXNST 5216.5D
2WUk3’19S
Salutation and
Addressee Letter and Envelope Uomphm entary Close
Foreign Charge d’Affairea Mr. (or Madam) (full name) Sir (or Madam): (formal)
in the United States Charge d’Affaire9 of (country) Dear Mr. (or Madam) Charge
(local address) 00000-0000 Affaires: (informal)
Sincerely,
Acting Governor of a State The Honorable (full name) Dear Mr. (or Ms. ) (surname):
Acting Governor of (stata) Sincerely,
(city), (state) 00000-0000
Lieutenant Governor of a State The Honorable (fill name) Dear Governor (surname):
Lieutenant Governor of (state) Sincerely,
(city), (state) 00000-0000
Secretary of state of a State The Honorable (fuU name) Dear Mr. (or Ma.) (surname):
Secret.my of state of (state) Sincerely,
(city), (state) 00000-0000
Chief Justice of the Supreme The Honorable (fill name) Dear Mr. (or Madam) Chief Justice:
Court of a State Chief Justice of the Sincerely,
Supreme Court of the
state Of(state)
(cw, (suite) 00000-0000
Attorney General of a State The Honorable (fldl name) Deer Mr. (or Madam) Attamey
Attorney General of the General
state of (Stata) sincerely,
(city), (state) 000004000
Treeaurer, ComptmUer, or The Honorable (fidl uame) Dear Mr. (or Me.) (surname):
Auditor of a State State l’reaeurer(ComptroUer or sincerely,
Auditor)of the State of
(state)
(city), (stab) Ooooo-oooo
President of the Senata The Honorable (Ml name) Dear Mr. (or Ms.) (surname k
of a State Praaident of theSenate sincerely,
of the State of
(state)
(atY), (St-d Ooooo-oooo
State Senator The Honorable (M name) Dear Mr. (or Ms.) (surname ):
(state) Senata sincerely,
(Civ), (atatd 00000-0000
Stata Repreeentative, The Honorable (full name) Dear Mr. (or Ma.) (sumame):
Assemblyman or Delega@ (state) Houee of Representatives Sincerely,
(Assembly or House of Delegates)
(city), (state)00000-0000
B-7
SKNAVINST 5216.5D
29AUG 193
Salutation and
Addressee Letter and Envelope Comp lunentarv Close
Ecclesiastical Organizations
Roman Catholic Church
AnglicanJEpiscopal Church
Archdeacon The Venerable (full name) Venerable Sir (or Madam): (formal)
Amhdeamn of (name) Dear Archdeacon
(local address) 00000-0000 (t3umame): (informal)
Sincerely,
B-8
SECNAVINST 5216.5D
29AM 1996
Salutation and
AfMrfm3ee Letter and Envelope Comp hmentary Close
Mormon Elder Elder (or Brother) (fill name) Deer Elder (surname):
Church of Jeaua Christ of Sincerely,
btter Day Ssinta
(local addrem) 00000-0000
Minister, Paetor or Rector The Reverend (full name) Dear Reverend: (sumam ek
(withoutdoctorate) (title, name of church)
(local address) 00000-0000
Eastern Orthodox Archbiahopf His Eminence (Christian Name) Your Eminence (formal)
Metropolitan tibiehop of (city) Dear Archbishop (surname)
(local address) 00000-0000 Sincerely,
Eaetem Orthodox Priest The Reverend (name) Dear Reverend Father (formal)
(local address) 00000-0000 Deer Father (Christian
name): (informal)
sincerely,
Educational Institutions
President of a College Dr. (full name) Dear Dr. (surname):
or Universi& President, (name of institution) Sincereiy,
(bed address) 00000-0000
B-9
SECNAVXNST 5216.5D
J 9 AUG 1996
Salutation and
Addressee Letter and Envelope Comp hmentary Close
Other Addressees
Anu nmarried wornan Ms. (or Miss) (full name) Dear Ms. (or Miss) (surname):
(local address) 00000-0000 Sincerely,
A Married Woman or Ms. (or MrB.) (husband’s Dear Ms. (or Mrs.) (surname):
Widow full name) sincerely,
(1OCSIaddress) 00000-0000
B-1O
SXMAVINST 5216.5D
29~=
APPENDIX c
STATIONERY REQUIREMENTS
TYPE OF
TO VIA COPY TO BLIND COPY COMMAND
ADDRESSEE ADDRESSEE ADDRESSEE ADDRESSEE OFFICIAL FILE
FTRSTPAGE
NEW-PAGE WH17Z
TISSUE
OR wHITEITS.SUE
OR WFUTETXSSUBOR YELLOWTISSUEOR
ENDOR9E- BOND PHOTOCOPY PHOTOCOPY PHOmcoPY PHOmcoPY
NOTE:
1. Each addressee receives one copy. Only members of Congress routinely receive second copies.
2. For non-automated correspondence production, use only yellow stock for official file copies filed in
paper form. Yellow is the traditional Federal Wag” for records. Record copies in other colors may cause
loss of official activity records and more costly disposition. White stock should be used for all other
purposes, unless color will aid in processing, identification, or disposition. A substitute for tissue sheets
may be used when: (1) Production of correspondence is automated and their use is not practical or
possible; (2) equal or better copy quality is maintained, and labor/material costs are no greater than
those for tissue preparation.
—
SZCNA-ST 5216.5D
79 AUG1996
APPENDIX D
OF 41 O1O7-LF-OOO-41OO PD 100
Routingand Transmittal Slip
SF 83 75GOW3H018 PG 20 pads of
Memorandum of Call 100 Sheets
OF 99 7540-01-317-736a PD 50
Fax TranamfW
29~u*
INDEX Page Page
of military renks: [1-16; APP Al 10; A-1 short business letter [Fig 2-31] ... 94
of states [Fig 1-3] . . . . . . . . . . . . . . . . . . 30 window-envelope formet [Fig 2-29] .. 92
ovenasa prohibited [3-27] ........... 114 second and succeeding pages [2-45] ... 88
Acronyms [1-22] ....................... 14 signature [2-48hl .................... 87
Acting [1-1OC; 2-14bJ ............... 7; 45 subject Mm optional [2-43e] ........ 87
Activa Writi~ By directioxx
extended exmxplos [3-321 ............ 117 delegating authority for [1-10bJ ...... 7
how to avoid paasives [3-28b; 3-30] in busineee letter [2-43h] ... ........ 87
..... .. .......................... 115; 116 in etandard letter [2-14b] ........... 45
limited uses for passives [3-31] .... 116
passivoa explained [3-28; 291 .. 115; 116 c
Addressing Civilian Persoanel
(se- Medals of Address - Civilian) Chain of c~
Addressing Military Personnel correspondbg through [l-Sal .......... 3
(s09 Models of Addrem - Military) mshed routing through [1-5aJ ......... 4
Advanc9 [1-5a] .......................... 4 Chenges to manual . . . . . . . . . . . . . . . . . . . . . . . i
&r Force personnel Classified correspondence
anlisted models of address [App A] .. A-3 pagination if Top Secret [2-19] . . . . . . 47
officer mode18 of addreaa [App Al ... A-1 E@f==itY=z 0= [2-4; 2-5;
All addresssss [3-13] ................. 104 Fig 2-5; 2-6] .............. 35;53;55
Army pornonnel serial numbar of [2-3a] . . . . . . . . . . . . . . 34
aalistad models of addresa [App Al .. A-2 Coa8t Guard paraonnel
officer models of addresa [App A] ... A-1 anlistad modal of address [App A] ... A-1
Assembly for signature officer modale of ●ddrems [App A] ... A-1
endorsement [2-32; Fig 2-16] ..... 67; 70 Codes
multiplo-addrema letter as sender’s symbol [2-3a] ............ 34
[2-25;Fig 2-131 .................. 59; 63 “To- address [3-7]a .................. 37
stenda.rd laetor [2-20; Fig 2-8] .. 47; 57 Coxme after official in ccamand [2-6b] . 36
Tabbing a correspondence package c~ce [3-14b] . . . . . . . . . . . . . . . . . . . . . . 105
[2-211 ........................... 47 Cqact writing
Attn [2-43; Fig 2-30] .............. 86; 93 doublinga t3-24] .................... 113
sxcessivm ahbrmdating [3-27] ....... 114
B hut-2-3-4 phrases [3-26] ............ 113
it is [3-21a] ....................... 111
Blind-c--to block emotharedvarbs [3-23] .............. 112
in bueineee latter [2-431] ........... 88 the -ion of [3-251 .................. 113
ixx standard letter [2-161 ............ 46 the -merit of [3-25] ................. 113
with Congressional inquiriee [1-13c] .. E there is [3-21b] ........... ......... 111
Busbees letter wordy expreseione [3-22] ............ 112
●ddresson [2-43bl ................... 85 Cqlete [2-31o .................. ...... 66
Atta [2-43c] ..................... 86; 93 Cm@imantary cloee
blind C- [2-431] ................... 88 in business latter [2-43g] ........... 87
body of letter [2-43f] ............... 07 not in standard letter [2-14a] ....... 44
complimentary close [2-43g] .......... 87 Congressional inquiries
copy-to block [2-43k] ................ 88 blind copy to OLA [1-13c] ............. 8
dates [1-22b; 2-43a] ............. 14; 85 courtesy copy to Congress [1-13c] ..... 8
ancloeuree [2-43i] ................... 87 reply deadliaee [1-13c] ............... 8
general [2-40] ....................... 8S Contractions [3-15] ................... 106
identification symbols [2-43aJ . . . . . . . 85
I-1
SKNAVINST 5216.5D
Z9AUG 1996
Page Page
Electronic mail F
ae formal correspondence [1-341 . . . . . . 21
general [1-33] .......................21 Facilitate [3-14b] .................... 105
management of [1-34] .................21 Facsimile machines [1-6a] ....... ........ 5
security issues [1-37] ............... 22 general [1-39] ....................... 23
recorde mgt considerations [1-38] .... 22 records management [1-42] ....... ..... 24
Enclosures eecurity and privacy imuee [1-41] ... 23
in business letter [2-43i] ... ........ 87 File copy
inendoraament [2-30] ................66 color of [App C] ........ ........... . c-1
in standard letter drafter’s identification on [2-17] ... 47
for copy-to addresaeee [2-he] ..... 43 emitted for informal memo ..............
format for heading [2-13d] ......... 44
for via addreaeees [2-llf] ......... 43 eemple of ....................... ... ......
general [2-ha] .................... 42 Form letters [1-6d] ............. ........ 5
increasing the quantity of [2-lld] . 42 Forma used in correspondence [App D] .. D-1
marking on [1-18a] ....... .......... 12 For official uee only [2-5;
normal distribution of [2-llc] ..... 42 Fig 2-4] ... .................... 33; 52
l.-z
SECNA~ST 5216.5D
29A*W
Page Page
I-3
—.
SECNAVINST 5216.5D
2.9AUG 1S
Page Page
I-4
SKNAVINST 5216.52)
29M19S
Page Pagm
I-5
SECNAVINST 5216.5D
29 AUG1996
Page Page
We [3-12a] ............................103
Window emvelopes (see envelopes)
Word processing
e~ipentfor... . . . . . .. . . . . .. . .. . ... . . .
in streamlining reviews . . .. . . . . . . .. . .. .
Wordy expressions [3-22] .............. 112
Writing standards
Active writing
extended examples [3-32] .......... 117
how to avoid passives [3-30] ...... 116
limited uses for passives [3-31] .. 116
passives explained [3-28; 3-29] ... 115