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Chapter 3 Correspondence/Message System
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Reference  Block
The  SSIC  is  determined  by  checking  the Department  of  the  Navy  File  Maintenance P r o c e d u r es a n d    S t a n d a r d    S u b j e c t Identification  Codes,   SECNAVINST   5210.11, for  the  SSIC  that  most  closely  represents  the subject  matter  contained  in  the  letter. The  originator’s  code  is  usually  the  office symbol  of  the  drafter,  but  it  may  be  the  hull number  of  a  ship.  All  classified  material  must be serialized, and unclassified material may be serialized  if  volume  or  local  practice  requires it.  Starting  with  the  notation  Ser,  followed  by a  space,  your  originator’s  code  is  followed  by a  slash  (/).  The  classification  abbreviation,  C, S,  or  T,  and  the  next  unused  serial  number for  your  current  calendar  year  complete  the line;  for  example:  Ser  N13/271. Dates Letters  are  dated,  either  stamped  or  typed, the  same  day  they  are  signed. Follow   a day-month-year  order  with  no  punctuation. The  month  is  abbreviated  using  the  first  three letters, capitalizing only the first, and the year is  represented  by  its  last  two  digits  (25  Sep 95).  In  the  text  of  the  letter,  however,  the month   and   year   are   not   abbreviated   or shortened. Special Postal Service If  special  postal  service  is  to  be  used,  the appropriate  designation  (registered  mail  or certified  mail)  is  typed  in  capitals  or  stamped at  the  left  margin  on  the  second  line  below the date. From  Block Every  standard  letter  must  have  a  From block. Give   your   commanding   officer’s (CO’s)  title,  your  activity’s  name,  and,  for  a command   based   ashore, its   geographic location  (without  the  state  or  ZIP  Code).  Use the  Standard  Navy  Distribution  List   (SNDL) for  the  exact  wording. Type  the  word   From  and  a  colon  at  the left  margin  on  the  second  line  below  the  date. Two  spaces  follow  the  colon  before  the  title. If   a   second   line   is   needed   to   complete identification,  start  it  directly  under  the  first word  after  From:. To  Block Address   correspondence   to   the   CO   of   an activity   as   if   you   are   composing   a   From block.   Give   the   complete   mailing   address, and  include  the  ZIP  Code  if  you  want  the address  recorded  on  your  file  copy. Type  the  word   To  and  a  colon  at  the  left margin  on  the  first  line  under  the  From  block. Four  spaces  must  follow  the  colon.  Show  the office  that  will  act  on  your  letter  by  including a  code  or  person’s  title  in  parentheses  right after  the  activity’s  name  if  the  information  is available.  Add  the  word  Code  before  codes that  start  with  numbers.  A  code  that  starts with  a  letter  is  readily  identifiable  as  a  code without  the  added  word. Via  Block The  Via  block  is  used  when  one  or  more activities  outside  your  own  should  see  a  letter before  it  reaches  the  Action  addressees.  List COs  in  the  Via  block  the  same  way  you  list them  in  the  To  block. Type  the  word  Via  and  a  colon  at  the  left margin  on  the  first  line  below  the  To  block. Three   spaces must   follow   the   colon. Continuation  lines  start  under  the  first  word after  the  heading.  Number  the  addressees  (1), (2),  (3),  and  so  forth,  if  you  list  two  or  more. A  single  Via  addressee  is  not  numbered.  Mail the  letter  to  the  Via  addressee  listed  first. Subject Block The   subject   is   a   sentence   fragment   that tells readers what the letter is about, usually in 10  words  or  less. 3-2

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