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Figure  3-11.-Sample  memorandum  for.
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Figure 3-12.-Sample business letter.
have  used  it.  Among  them  are  the  Secretary of  Defense  and  the  Secretary  of  the  Navy.  A sender’s  Information  block  is  used.  The  From and  To  blocks,  however,  are  not.  The  words MEMORANDUM  FOR  THE  followed  by  the title of the official to   receive 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  signer’s  title  below  the  typed name   in   the   Signature   block.   Use   all   other rules of the standard letter. BUSINESS   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  letter’s  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. SENDER’S   INFORMATION AND   MARKINGS The   sender’s   Information   block   is   the same   as   a   standard   letter. Special  postal 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. ADDRESS 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 paper. The  address  is  typed  block  style, single-spaced, and should be at least three, but no  more  than  four,  lines  long. SALUTATION 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 Correspondence   Manual. TEXT The text begins on the second line after the salutation.  It  is  normally  single-spaced  within paragraphs;   avoid   indenting   or   numbering main  paragraphs. Indent  the  first  lines  of subparagraphs  four  spaces,  and  they  may  be lettered  and  numbered  in  standard  letter fashion. COMPLIMENTARY    CLOSE 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. SIGNATURE Start all lines of the Signature block at the center  of  the  page  on  the  fourth  line  below Sincerely. Type  or  stamp  the  following information: l  Name  of  signer  in  all  capital  letters l  Military  grade  (if  any)  spelled  out 3-19

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