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OPNAVNOTE 5216 Ser 9B1/0920 of 20
Apr 95
F O R M S .
R E P O R T S .
a n d
PUBLICATIONS require the information
shown as follows.
Reports must include
subjects; forms and publications may exclude
them.
Form example: NAVJAG 5800/15 (Rev.
7-81)
Report example: Injury Report (NAVJAG
5800-19)
Publication example: NAVPERS 15018
M Y A ND YOUR OPTIONAL. To cite an
earlier communication between your activity
and the Action addressee, you may substitute
a personal pronoun for the issuing activity.
My ltr 5216 Ser G12/4959 of 2 Jun 95
Your 221501Z Jul 95
To prevent confusion, avoid the pronoun
your in the Reference block of a letter that
has more than one action addressee. At times,
a reference will be given that is not available
to all the addressees. In such a case, the
abbreviation NOTAL (not to all), enclosed in
parentheses, is added following the reference.
Enclosure Block
Enclosures to a letter are used to avoid
lengthening the letter with too many details or
to include contextual matter such as lists or
charts. List enclosures in an Enclosure block
by following the order of their appearance in
the text.
Type the word (abbreviation) Encl and a
colon at the left margin on the second line
below the previous block. Use a number in
parentheses in front of the description of
every enclosure, even a single one. Two
spaces must follow the colon, and one space
must follow the closing parentheses.
Encl: (1) List of Reserve Officers
Selected for Promotion to
Colonel
(2) CMC ltr 5216 Ser MMPR/1451
of 6 Jan 95
Normally, all addressees are sent a copy of
all enclosures listed in the basic letter. When
sending more than one copy of an enclosure
to all addressees, note the number of copies
mailed in parentheses; for instance:
Encl: (1) OPNAV 5216/10 (100 copies)
When varying the normal distribution of
enclosures to Copy to addressees, follow these
examples:
Copy to: (w/o encl)
Copy to: (w/o encls (2) and (3))
Copy to: (w/2 copies of encl (1))
When varying the normal distribution of
enclosures to Via addressees, show the
variation beside the affected Via addressee as
follows:
Via: Commander, Naval Surface Force,
U.S. Atlantic Fleet (w/o encl)
Identify an enclosure on the first page
only. The marking goes in the lower right
comer. The notation Encl plus its number in
parentheses is typed, stamped, or written.
The standard letter practice of numbering
only the second and later pages is followed.
Each enclosure’s pages are numbered
independently of the other enclosures.
If an enclosure is to be mailed separately
from the basic letter, the notation (sep cover)
is placed after the enclosure’s description in
the Enclosure block.
3-4
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