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Yeoman Basic
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Figure  3-1.-Sample  standard  letter.
Text The  text  or  main  body  of  the  letter  begins on  the  second  line  below  the  preceding  line  of typing  on  the  first  and  all  succeeding  pages. Paragraphing  in  the  text  is  identified  by numbers  or  letters  as  follows: 1.  A  main  paragraph  starts  flush  on  the  left margin  and  is  identified  with  a  whole  number followed  by  a  period. a.  The  subdivisions  of  a  paragraph  are identified   by   lowercase   alphabetical   letters followed  by  a  period  and  begin  indented  four spaces  from  the  left  margin. b.  If  you  need  to  use  subparagraphs,  use at  least  two  of  each  type  of  subparagraph. (1)  Therefore,  if  subparagraphing  reaches this  level,  a  paragraph  is  also  required. (2)  The  only  time  you  do  not  need  at  least two  divisions  is  when  there  is  only  one  main paragraph in the letter. (a)   This   is   the   limit   to   subpara- graphing. You  should  never  subparagraph past   this   point. Either   reorganize   the information  to  make  new  major  paragraphs  or continue  on  at  this  level. (b)   Each   level   of   subparagraphing   is indented  four  spaces  more  than  the  previous level. Finally,  start  a  paragraph  near  the  end  of a  page  only  if  that  page  has  room  for  two lines  or  more.  Continue  a  paragraph  on  the following  page  only  if  two  lines  or  more  can be  carried  over.  Signature  pages  must  have  at least  two  lines  of  text. Signature Block The signature is typed or stamped in block style   at   the   center   of   the   page   four   lines below  the  last  line  of  the  text.  All  the  names are  typed  in  capitals.  The  grade  of  the  signer is  not  included,  and  the  title  is  included  only for  a  chief  of  staff,  a  deputy,  an  assistant chief,   or   an   official   authorized   to   sign correspondence   or   another   official   authorized to  sign  orders  affecting  pay  and  allowances. Copy  To  Block The  Copy  to  block  is  placed  at  the  left margin on the second line below the Signature block.   Copy   to   stands   alone with  the Copy   to   addressees   listed   starting   on   the first  line  below.  The  addressees  are  listed  by abbreviated  titles. Copy   to   addressees   receive   the   complete letter, unless it is determined they hold certain enclosures   already,   or   have   no   need   for   a specific   enclosure.   (The   notation   required   in these  cases  was  discussed  earlier  in  this chapter.) You  can  review  figure  3-1  and  see  where all  the  previous  information  fits  together. Identifying Second and Later Pages Repeat  the  subject  shown  on  the  first  page on  the  sixth  line  from  the  top  of  the  second and  all  later  pages. Text  continues  on  the second   line   following   the   subject. Center page  numbers  1/2  inch  (three  lines)  from  the bottom   edge   of   the   paper,   starting   with number   2. No   punctuation   accompanies   a page  number. Figure  3-2  illustrates  a continuation  page. Drafter’s Identification on File Copies Figure  3-2  also  illustrates  how  drafter’s identification  is  noted  on  file  copies.  Type, stamp,  or  write  the  name  of  the  writer,  the writer’s  office  code,  the  date  of  typing,  the writer’s  phone  or  room  number  (or  both),  and the  typist’s  identification,  if  desired.  The previous   information   is   placed   on   the   last page. 3-5

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