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The SSIC is determined by checking the
Department of the Navy File Maintenance
P r o c e d u r es
a n d S t a n d a r d S u b j e c t
Identification Codes, SECNAVINST 5210.11,
for the SSIC that most closely represents the
subject matter contained in the letter.
The originator’s code is usually the office
symbol of the drafter, but it may be the hull
number of a ship. All classified material must
be serialized, and unclassified material may be
serialized if volume or local practice requires
it. Starting with the notation Ser, followed by
a space, your originator’s code is followed by
a slash (/). The classification abbreviation, C,
S, or T, and the next unused serial number
for your current calendar year complete the
line; for example: Ser N13/271.
Dates
Letters are dated, either stamped or typed,
the same day they are signed.
Follow a
day-month-year order with no punctuation.
The month is abbreviated using the first three
letters, capitalizing only the first, and the year
is represented by its last two digits (25 Sep
95). In the text of the letter, however, the
month and year are not abbreviated or
shortened.
Special Postal Service
If special postal service is to be used, the
appropriate designation (registered mail or
certified mail) is typed in capitals or stamped
at the left margin on the second line below
the date.
From Block
Every standard letter must have a From
block.
Give your commanding officer’s
(CO’s) title, your activity’s name, and, for a
command based ashore,
its geographic
location (without the state or ZIP Code). Use
the Standard Navy Distribution List (SNDL)
for the exact wording.
Type the word From and a colon at the
left margin on the second line below the date.
Two spaces follow the colon before the title.
If a second line is needed to complete
identification, start it directly under the first
word after From:.
To Block
Address correspondence to the CO of an
activity as if you are composing a From
block. Give the complete mailing address,
and include the ZIP Code if you want the
address recorded on your file copy.
Type the word To and a colon at the left
margin on the first line under the From block.
Four spaces must follow the colon. Show the
office that will act on your letter by including
a code or person’s title in parentheses right
after the activity’s name if the information is
available. Add the word Code before codes
that start with numbers. A code that starts
with a letter is readily identifiable as a code
without the added word.
Via Block
The Via block is used when one or more
activities outside your own should see a letter
before it reaches the Action addressees. List
COs in the Via block the same way you list
them in the To block.
Type the word Via and a colon at the left
margin on the first line below the To block.
Three spaces
must follow the colon.
Continuation lines start under the first word
after the heading. Number the addressees (1),
(2), (3), and so forth, if you list two or more.
A single Via addressee is not numbered. Mail
the letter to the Via addressee listed first.
Subject Block
The subject is a sentence fragment that
tells readers what the letter is about, usually in
10 words or less.
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