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
commands 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 officials signature ending
flush with the right margin and the most
junior officials signature beginning at the left
A third cosigner would be centered
on the page.
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
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.
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
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.
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.
Each endorsement is numbered in the
sequence in which it is added to the basic
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