Correspondence Manual

Front 1

correspondence manual

Back 1

study

Front 2

responsibility of the SECNAV

Back 2

The Secretary of the Navy (SECNAV) will administer the DON Correspondence
Management Program and coordinate proposed changes to this manual with the Chief of Naval
Operations (CNO) and the Commandant of the Marine Corps

Front 3

CNO/CMC RESPONSIBILITY

Back 3

CNO and CMC will administer the Correspondence Management Program within the
Navy and Marine Corps

Front 4

Commanding Officers

Back 4

ENSURE CORRES IS SCREENED , CONTROLLD AND REVIEWED

Front 5

Administration Officers will:

Back 5

SCREEN INCOMING CORRES, ASSIGN TO ACTION OFFICERS AND MONITOR DUE DATES

Front 6

correspondence to officials. can you use email or fax to send?

Back 6

yes

Front 7

can signature authority on corres be delegated?

Back 7

yes to the lowest legal level

Front 8

signature authority for stamped names

Back 8

Personnel authorized to use a
signature stamp of someone else’s signature shall pen their initials next to each signature they
stamp to authenticate the stamp.

Front 9

what is controlled correspondence?

Back 9

corres that requires action or a response or has long term reference value

Front 10

correspondence frm congress

Back 10

must be answered within 5 days- or an interim resp with an estimated date of response

Front 11

Congressional inquiry

Back 11

Send
the original response plus an additional copy when responding to a Congressional inquiry.

Hint 11

Also,
send a blind copy of your final reply and substantive interim replies to:
CHIEF OF LEGISLATIVE AFFAIRS
NAVY DEPARTMENT
WASHINGTON DC

Front 12

Freedom of Information and Privacy Act Requests

Back 12

answer 10 workdays of receipt. If a response
cannot be provided within 10 days, send an interim response that acknowledges receipt of the
correspondence and provides an estimated date when a final response will be sent

Front 13

marine corps requirements

Back 13

Major Mary J. Smith XXX XX 1234/0430 USMC

Hint 13

(1) Unabbreviated grade,
(2) first name, middle initial if any, and last name,
(3) the last four digits of the SSN without hyphens,
(4) military occupational specialty, and
(5) branch of service

Front 14

Navy Requirements

Back 14

RADM Michelle L. Howard, USN, XXX-XX-1234/1110

Hint 14

(2) first name, middle initial if any, and last name,
(3) staff corps abbreviation (if any),
(4) branch of service,
(5) the last four ssn
6)designator

Front 15

enclosures

Back 15

example

Hint 15

EXAMPLE: (Succeeding pages. The enclosure line is right justified and the page number is
centered and 2 lines below the enclosure line.
Enclosure (1)
2
Numbering Pages of Enclosures. Number only second and later pages.

Front 16

Expressing Dates. There are three date formats allowed for use in Navy correspondence.

Back 16

do not use a zero preceding the numerals 1 through 9 when the day is single digitThe abbreviated format and the standard format are used when corresponding with military. The civilian format is used when corresponding with Congress--do not abreviate

Hint 16

abreviated and standard ex

EXAMPLE: 1 Feb 09
used in sender symbol--in block on top
EXAMPLE: 5 April 2009
used in the text of ltr

Front 17

typeface

Back 17

Courier New 12-point is the preferred font
style and size for official correspondence (e.g., directives