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Summary - 14214_88
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Correspondence Procedures
CHAPTER  4 CORRESPONDENCE   AND  FILES Correspondence    and  files   are  important parts   of  the PN’s   job.    In    this chapter, you    will learn about     the following areas: Letters, endorsements, memorandums, serialization of   correspondence Correspondence procedures     and    logs and   the Responsibilities of    individuals who handle classified and    unclassified correspondence Mail     handling by   mail    clerks    or  mail    orderlies, the   training of  mail    orderlies,    and  the   security    of mail Routine    reply,    endorsements,    and   transmittals Directives, messages,  and   muster    reports Case  file    establishment and   maintenance LETTERS, ENDORSEMENTS, AND lMEMORANDUMS In   this    part    of  the   chapter,    you   will     read   about   the standard    letters,    multiple-address letters,    purpose   of  the endorsement    to  a  letter,    and  business   letters.    Here,   you will discover the    purpose     of  memorandums and   the requirement for   the   serialization of  correspondence. MULTIPLE-ADDRESS LETTER Multiple-address letters are   used   when     there    is more  than    one  action    addressee.   Except   in   its   handling of  addressees,  the   multiple-address letter    is  the   same  as the   standard letter.     Refer   to   SECNAVINST 5216.5   to view    a  sample   multiple-address letter. If   a  command    receives    a  letter    as  a  via   addressee, an  endorsement    is  prepared    rather    than    another    letter. To    respond, you should use     either a    same-page endorsement or   a  new-page endorsement. Refer    to SECNAVINST 5216.5    to   view     sample    endorsements. Normally, endorsements follow standard-letter practice.    Make   sure  you   keep  an  endorsement     with    the basic  letter.    One  is  an  integral part   of  the   other. Many    endorsements    simply    forward    letters    without substantive comment   to  the   next   via   addressee,   if   any, or  to  the   action    addressee.  But    other   possibilities exist. An  endorsement   may  comment   on the  basic  letter    or  any earlier endorsements. It    may    alter     the    order    of  any remaining via    addressees   or   add  others.    By   the   use  of the   endorsement,    a  command   may   also  return     the   basic letter with a  final reply or   a  request for    additional information. BUSINESS LETTER You   should    always    refer    to   the   Department of   the Navy    Correspondence    Manual, SECNAVINST 5216.5, whenever    you   are  tasked   with    the   preparation endorsements, and    memorandums. of  letters, STANDARD LETTER The     standard letter is    used    by    a   command to correspond    officially with activities in   the   Department of     Defense (DOD). The letter is also used to communicate with organizations outside     the    DOD    if they   have   adopted  the   format.    Outside   users  include    the Coast   Guard    and   some  contractors who    deal   with the Navy and     Marine Corps. Refer to    SECNAVINST 5216.5  to  view    a  sample   standard    letter. The    business letter is   used    to   correspond with agencies   or  individuals outside    the   Department of  the Navy     (DON)     who    are   unfamiliar with the    standard letter. The    business letter is    also    used    for    official correspondence between     individuals within the    DON when    the   occasion   calls   for   a  personal    approach.    Refer to   SECNAVINST 5216.5    to  view     a  sample    business letter. MEMORANDUM A    memorandum provides an    informal way     to correspond within an    activity or    between several activities. Subordinates use  it   to  correspond directly with     each  other   on  routine     business. 4-1

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