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-
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
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.
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
Copy to addressees listed starting on the
first line below. The addressees are listed by
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
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.
page numbers 1/2 inch (three lines) from the
bottom edge of the paper, starting with
No punctuation accompanies a
Figure 3-2 illustrates a
Drafters Identification on File Copies
Figure 3-2 also illustrates how drafters
identification is noted on file copies. Type,
stamp, or write the name of the writer, the
writers office code, the date of typing, the
writers phone or room number (or both), and
the typists identification, if desired. The
previous information is placed on the last