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CHAPTER 3
CORRESPONDENCE/MESSAGE SYSTEM
One of your most important tasks as a
Y e o m a n ( Y N ) i s t h e p r e p a r a t i o n of
correspondence and messages. You will be
expected to produce properly formatted letters
with no uncorrected errors quickly and
efficiently-and not just letters either. The
term official correspondence includes all
written
material—publications,
messages,
memorandums, and so on—that are sent to or
from the command. This chapter will teach
you standard formats, variations to the
standard letter, other forms of formal and
informal letter correspondence, and message
preparation.
CORRESPONDENCE
First we will describe the different types
of Navy correspondence you will use; the
standard
letter,
the
joint
letter,
the
multiple-address
letter,
endorsements,
memorandums, and business letters.
THE STANDARD LETTER
Instructions for typing standard letters are
contained in the Navy Correspondence
Manual, SECNAVINST 5216.5.
It is
important to follow these instructions exactly.
This is the “Navy way” of doing it, and
uniformity is essential to an accurate and
expeditious information flow.
Figure 3-1
illustrates a sample standard letter.
Stationery
The first page of a naval letter contains
the letterhead (name and address) of the
activity printed on bond paper. The second
and succeeding pages of a letter are typed on
plain white bond paper that is the same size
and quality as the letterhead paper.
Copies
Copies to each Via addressee and Copy to
addressee are made on white carbon flimsy.
The command file copy is made on yellow
carbon flimsy. Other colors of flimsy paper
may be used for internal routing, such as a
daily read board. In all instances, photocopies
may be used as long as copy quality is high
and associated costs can be kept down.
General Style
A 1-inch margin is required at the top,
bottom, and sides of each page, except for the
top of letterhead paper and the bottom of the
last page. A larger pica type is preferred over
elite type, and script or italic type is used for
occasional emphasis, never for a whole
document. Indentation of subparagraphs is
always four spaces.
Ink should be black or
blue-black for typing and signature.
Sender’s Symbols
Include the following three sender’s
symbols in the upper right corner blocked one
below the other:
l Standard subject identification code
(SSIC)
l Originator’s code by itself or in a serial
number
l
Date
This information goes right under the In
reply refer to line, if it is printed on your
letterhead. If In reply refer to is not printed
on your letterhead, the information starts on
the second line below the letterhead, starting
2 inches from the right edge of the paper.
3-1
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