Article title The title of the article is centered on the first line of the third page and consists of uppercase and lowercase letters. Do not italicize the title. Correspondence formats are important; However, writing is more important. As an administrative assistant or supervisor, you may need to write letters from short notes or even verbal instructions. Write clearly and concisely. Use simple and simple language. Avoid cumbersome formulations. Identification symbols The left and right margins on the first page of all naval letters are 1 inch and the bottom edge is at least 1 inch. The second side and the following have an upper edge of 1 inch. The other margins remain the same as on the first page. 4.
Object block. The subject block of an outgoing letter tells the reader in about 10 words or less what the letter is about. In the case of incoming correspondence, the subject of the reply should be the same as that of the incoming letter, unless a change is essential for greater clarity. The subject line begins two lines below the previous line. Each letter after the colon must be uppercase. The title of official naval correspondence consists of six blocks: from, to, about, subject, reference and attachment. 1. Standard Subject Identification Code (SSIC). The SSIC is a four- or five-digit number that represents the subject of a letter and assists in the submission, retrieval and eventual disposition of correspondence.
The SSIC must be entered at the top right, two lines under the printed letterhead. To find the CISS that represents the subject of your letter, consult the Department of the Navy`s records maintenance procedures and standard subject identification codes, SECNAVINST 5210.11. The first page of a letter is usually not numbered. The second page and subsequent pages are numbered consecutively with Arabic numerals, starting with the number 2, centered 1/2 inch from the bottom of the page. No punctuation accompanies a page number. The topic displayed on the first page is repeated in the sixth line from the top of all subsequent pages. 1. From the block. The De block identifies by title the official responsible for the activity from which the letter originates. If a reply is required, this is the official to whom the reply is addressed.
If a home official has more than one title (for example. B commander of a naval base or commander of a naval district), only one of the titles of the De line of a letter is usually used, depending on the attribution of responsibility for the article in question. The exact wording of this block is specified in one of the following publications: 5. Reference block. The reference block contains all references in the order in which they are mentioned in the text of the letter. References are indicated by small letters in parentheses; e.g. ( a), (b), (c). Only references that contribute to the understanding of the letter should be listed. References include not only written communications, publications and documents made available to the recipient, but also telephone conversations, meetings and other applicable communications. References should not be used if they are not mentioned in the body of the letter. When quoting a letter in the reference block, add the following information: The stationery of the activity responsible for signing the correspondence is used for the first page of a naval letter. If printed stationery is not available, the letterhead is typed or stamped in the middle of the page, four lines from the top of the page.
2. Copyright code and serial number. The author`s code is the icon of the author`s desktop. Commands can determine the composition of a sender`s code, which is entered on all letters, alone or as part of a serial number. A serial number is required on each classified correspondence. Whether your unclassified correspondence is serialized depends on local practice. When a serial number is used, a new sequence of sequential numbers begins at the beginning of each new calendar year. The serial numbers of classified letters begin with a C for Confidential, an S for Secret, and a T for Top Secret. Official letters are usually prepared in naval format when communicating with naval commandos.
However, this format is also used when writing to certain other U.S. government agencies, especially those from other branches of the Department of Defense or the Coast Guard. Some civilian companies that deal intensively with the navy have also adopted the naval format. The different components of a naval letter are discussed in the following paragraphs and illustrated in Figure 1-1. The second page and subsequent pages are typed on plain paper, which looks like stationery in size, color and quality. The official letterhead stationery, SECNAVINST 5602.6, gives standardized instructions for format and style when using stationery. The copy block is placed on the left edge, in the second line below the last line of signature information. The words Copy to: are entered in full and followed by colons.
Activities that receive copies are preferably listed by short titles, starting with the line under the words Copy by. List recipients in any order, although the internal offices of an activity should be grouped together to facilitate distribution. The signature block is entered or stamped in block style on the fourth line below the last line of the text, starting in the middle of the page. All signature names are entered in capital letters at the end of a letter. The format of the signature must match the format preferred by the signatory. Neither the rank nor the functional title of the official signatory is displayed as a general role in the signature line itself. Do not enter anything under the name of the commander. Type the word Act under the name of a person who has been officially appointed to temporarily replace the commander. Enter the words By direction under the name of a subordinate who can sign the official correspondence, but not by title. 2.
Block. The lock on official correspondence is used to address the main official of the office, office, command or activity responsible for the item. Provide a complete mailing address, including postal code, and, if possible, the office that will respond to your letter. The latter is done by inserting a code or the title of a person in parentheses after the name of the activity. 3. Date. The date must be typed or stamped on all copies of a letter on the same day it was signed. Never enter or stamp the date in correspondence that will be signed at a later date.
If the material is dated, use a month-year agenda, using only the first three letters of the month and the last two digits of the year. Header format The text (main part of the correspondence) is the main part of the letter and contains the thoughts that the author wants to communicate. This is the reason for all the other parts of the letter. The text must be worded in such a way as to convey unequivocally the desired message. 6. Housing block. Attachments are listed in the housing block in the order in which they appear in the letter text. They are preceded by Arabic numerals in parentheses and are identified in the same way as a reference; For example, (1), (2), (3). If the enclosures are to be sent under a separate cover, add the SEP COV label (separate cover) in parentheses after receiving the chassis in this block.
Either a copy of the letter with the material to be transmitted is sent in a separate envelope, or the full identification of the letter is included in the annex if possible. A notice should never appear as a reference and attachment in the same letter. 3. Via the block. The via block is used when one or more activities outside of your order need to verify or provide confirmation of the communication before it reaches its final recipient. .
