have used it. Among them are the Secretary
of Defense and the Secretary of the Navy. A
senders Information block is used. The From
and To blocks, however, are not. The words
MEMORANDUM FOR THE followed by the
memorandum are typed on the second line
below the date. If more than one official is to
be sent the memorandum, second and
subsequent titles are listed directly under the
first word after THE.
Since this format does not have a From
block, show the signers title below the typed
name in the Signature block. Use all other
rules of the standard letter.
The business letter (fig. 3-12) is used to
correspond with agencies or individuals
outside the Department of the Navy who are
unfamiliar with the standard naval letter. It
may also be used for correspondence between
individuals within the Navy when the occasion
calls for a personal approach. The business
letter is always prepared on letterhead paper.
Since the business letter has no From
block, all copies going outside the command
must have the letterhead information stamped
or printed on them. The determining factor in
setting the margins is the letters length. A
letter less than one page long is centered to
give it a well-balanced appearance (fig. 3-13).
The text may even be double-spaced to aid in
balancing if it runs eight lines or less.
The senders Information block is the
same as a standard letter.
service markings are placed on the left margin
two lines below the date. Any classification
markings are placed on the line below the
special postal instruction, if any. All other
classification marking requirements are the
same as in a standard letter.
The address begins at the left margin and,
depending on the length of the letter, should
be placed on the second line below the
previous block. The exception to this is when
the letter is short (fig. 3-13) and the body of
the letter must be lowered to balance it on the
The address is typed block style,
single-spaced, and should be at least three, but
no more than four, lines long.
The salutation, followed by a colon, is
typed at the left margin on the second line
below the address.
A list of standard
salutation formats is contained in the Navy
The text begins on the second line after the
salutation. It is normally single-spaced within
paragraphs; avoid indenting or numbering
Indent the first lines of
subparagraphs four spaces, and they may be
lettered and numbered in standard letter
Use Sincerely, for the complimentary close
of a business letter. Start typing at the center
of the page on the second line below the text.
Start all lines of the Signature block at the
center of the page on the fourth line below
Type or stamp the following
l Name of signer in all capital letters
l Military grade (if any) spelled out