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Figure 3-2.-Sample file copy of continuation page
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Figure  3-3.-Sample  joint  letter.
JOINT   LETTER ENDORSEMENTS The  joint  letter  shown  in  figure  3-3  is  a variation  of  the  standard  letter,  where  two  or more   commands   wish   to   issue   information that  establishes  an  agreement  or  discusses  a matter  of  mutual  concern.  Several  changes occur  in  preparation  of  such  a  letter. The  first  page  is  prepared  on  plain  bond paper with the titles of the commands listed in seniority centered at the top of the page in the place  of  printed  letterhead.  Duplicate  senders’ information   is   shown, with  the  senior command’s  information  on  the  normal  line, but  ending  flush  with  the  right  margin. The  words  JOINT  LETTER   are  typed  two lines  below  the  date. Signature  blocks  are  arranged  across  the page with the senior official’s signature ending flush   with   the   right   margin   and   the   most junior  official’s  signature  beginning  at  the  left margin. A  third  cosigner  would  be  centered on  the  page. MULTIPLE-ADDRESS   LETTER A  multiple-address  letter  is  addressed  to two  or  more  activities  individually  identified in    the    To    block    or    as    a    group    in    the Distribution  block.  It  is  typed  in  the  usual manner of a standard letter with the exception that  more  than  one  title  is  listed  in  the  To block  in  seniority  order.  Begin  each  new  title on  its  own  line. Each  addressee  must  receive  a  letterhead copy  with  a  signature.  It  can  be  an  original copy   or   a   photocopy.   If   carbon   copies   are used,   make   sure   letterhead   information   is typed  or  stamped  on  each  copy  and  have  each copy  signed  as  an  original.  See  figures  3-4 and  3-5  for  examples  of  multiple-address letters. When   a   letter   comes   to   your   activity because   you   are   a   Via   addressee,   your command   must   acknowledge   its   receipt   and provide  comments  to  the  other  addressees. For  this  purpose  an  endorsement  is  prepared rather  than  another  letter. Same-page endorsements  (fig.  3-6)  are  appropriate  when comments  are  brief  and  few  or  no  record copies  are  required.  A  new-page  endorsement is   necessary   if   comments   are   long   and multiple  record  copies  are  required.  A  Via addressee  may  endorse  a  letter  and  signify  no comment   by   signing   and   placing   the   date opposite   the   appropriate   title   in   the   Via block. A  new-page  endorsement  shown  in  figure 3-7   is   prepared   on   letterhead   paper,   and   a typed  endorsement  is  prepared  the  same  way as a standard letter except as indicated. Copies In  addition  to  the  required  file  copies,  a copy  of  the  endorsement  is  prepared  for  each remaining Via addressee and for the originator of  the  basic  letter.  When  the  endorsement  is of  particular  significance,  a  copy  is  provided to  each  prior  endorser  also. Format Each   endorsement   is   numbered   in   the sequence  in  which  it  is  added  to  the  basic letter. The   number   of   the   endorsement, FIRST,   SECOND,   THIRD,   and   so   on, followed   by   the   word   ENDORSEMENT  is typed  at  the  left  margin  on  the  second  line below  the  date.  This  is  followed  by  the  word on  and  identification  of  the  basic  letter.  The basic letter is identified in the same way as in a  normal  Reference  block.  When  the  number of  the  endorsement  and  the  identification  of the   basic   letter   exceed   one   line,   the   second and   succeeding   lines   begin   flush   with   the word  on. 3-8

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