Defense (DOD). When corresponding to other
persons and to civilian organizations, you prepare
An endorsement is a brief form of correspondence
letters according to a business format.
used by via addressees to approve, disapprove, or
comment on the contents of a letter or earlier
endorsements. An endorsement can be done on the
Instructions for typing standard letters are
letter page or a new page. Refer to the SECNAVINST
contained in the Navy Correspondence Manual,
5216.5 for examples.
SECNAVINST 5216.5. It is important to follow these
instructions exactly. Uniformity is essential to an
accurate and expeditious flow. See figure 1-9 for an
A memorandum provides an informal means of
example of a standard letter.
c o r r e s p o n d e n c e w i t h i n a n a c t iv i t y o r b e t w e e n
activities on routine business. There are four types of
memorandum formats. The printed memorandum
The first page of a standard letter contains the
form is the most informal, and is used among
letterhead (name and address) of the activity printed
individuals and offices of the same activity. The plain
on bond paper. The second and succeeding pages of a
paper memorandum is used within the activity and is
letter are typed on plain white bond paper of the same
no more formal than the printed memorandum, but it
provides more flexibility when there are multiple
size and quality as the letterhead paper.
addressees. The letterhead memorandum provides
more formality. When direct liaison is authorized and
the matter is routine, a memorandum (on letterhead
Copies of naval correspondence are made on
paper) may be sent outside the activity. The
copying machines, if they are available. If not, copies
memorandum for is the most formal memorandum. It
for each via addressee and Copy to addressee are
may be used in writing to senior officials, such as the
made on white carbon flimsy. The command file copy
Secretary of Defense and the Secretary of the Navy.
is made on yellow carbon flimsy. Other colors of
Because the memorandum for lacks a from block, the
flimsy paper may be used for internal routing, such as
signer's title is typed below the name.
a daily read board.
The business letter is used to correspond with
A multiple-address letter is addressed to two or
agencies or individuals outside the Department of the
more activities individually identified in the To block
Navy who are unfamiliar with the standard letter.
or as a group in the Distribution block. It is typed in
It also may be used for official correspondence
the usual manner of a standard letter except that the
between individuals within the Department of the
titles are listed in the To block in seniority order.
N av y w h e n t h e o c c a s i o n c a l l s f o r a p e r s o n a l
Each addressee must receive a letterhead copy
with a signature. It can be an original copy or a
photocopy. See figure 1-10 for an example of a
Messages are the quickest form of written
system is designed to get time-sensitive or critical
information to addressees rapidly for effective use of
The joint letter (fig 1-11) is a variation of the
standard letter where two or more commands wish to
issue information that establishes an agreement or
Messages are prepared on a computerized
discusses a matter of mutual concern. When you type
message format program, to be sent by electrical
a joint letter, refer to SECNAVINST 5216.5.