very important that you remember to take care in the
actual typing of correspondence. The quality of the
correspondence sent out by your office not only reflects
upon you as the typist, but also affects the impression
others have of your office and command.
We will now look at the requirements for the prepa-
ration of the different types of official correspondence
Use the standard letter to correspond officially with
activities in the Department of Defense (DOD). You can
also use the standard letter when corresponding with
organizations outside the DOD if they have adopted the
format. Outside users include the Coast Guard and some
contractors who deal extensively with the Navy and
Marine Corps. For instructions on how to prepare and
examples of properly prepared standard letters, refer to
the Correspondence Manual, chapter 2.
Use the multiple-address letter when you have more
than one action addressee. Except for its handling of
addressees, the multiple-address letter is the same as the
standard letter. For instructions on the preparation of
and samples of properly prepared multiple-address
letters, refer to the Correspondence Manual, chapter 3.
When a letter comes to your activity because you
are a via addressee, prepare an endorsement rather than
another letter. You can use either a same-page endorse-
ment or a new-page endorsement as shown in the
Correspondence Manual, chapter 4. Many endorse-
ments simply forward letters without substantive
comment to the next via addressee, if any, or to the
action addressee; however, other possibilities exist. An
endorsement may either comment on the basic letter or
any earlier endorsement. An endorsement may alter the
order of any remaining via addressees or add others. An
endorsement may return the basic letter with a final
reply or a request for more information.
A memorandum provides an informal way to cor-
respond within an activity or between several activities.
Subordinates may use a memorandum to correspond
directly with each other on routine business. You may
not use a memorandum to issue directives. Examples of
memorandums are shown in the Correspondence Man-
ual, chapter 6.
Use the business letter to correspond with agencies
or individuals outside the Department of the Navy
(DON) who are unfamiliar with the standard letter. You
may also use the business letter for official correspon-
dence between individuals within the DON when the
occasion calls for a personal approach. Instructions for
the proper preparation and samples of business letters
are shown in the Correspondence Manual, chapter 7.
Messages are the quickest form of written commu-
nication in the Navy. Our telecommunications system
is designed to get time-sensitive or critical information
to addressees rapidly for effective use of information.
There are four types of classified and unclassified
narrative messages: single-address, multiple-address,
book, and general messages.
A message that has only one addressee, either
action (TO) or information (INFO), is a single-address
A message that has two or more addressees,
whether action or information, and is of such a nature
the drafter considers that each addressee should know
the other recipients is a multiple-address message.
A message that is destined for two or more
addressees, but is of such a nature the drafter considers
that no addressee need or should he informed of the
other addressee(s), is a book message.
General messages are designed to meet recurring
requirements for the issuing of information to a wide,
predetermined standard distribution. General messages
are titled; for example, ALCOM, ALMILACT, or
NAVOP. Because the title indicates the distribution, it
serves as the address designator in the address line of
the message heading.
General administrative (GENADMIN) is the for-
mat used for most narrative messages, with the only
exception being those narrative messages that a publi-
cation, instruction, or directive requires a different
format. Refer to the Telecommunications Users Man-
ual, NTP 3(I), Annex C, regarding the rules and general
regulations for the preparation of the GENADMIN