CORRESPONDENCE MANUAL - United States Marine Corps

1 SECNAV JUNE 2015 DEPARTMENT OF THE NAVY CORRESPONDENCE MANUAL SECNAV JUNE 2015 June Table of Issuances and Revisions/Changes SECNAV MANUAL Basic Issuance Date March 2010 June 2015 Change/Revision History Date Published SECNAV JUNE 2015 June List of Revisions/Changes Some grammatical, administrative, and other minor corrections have been incorporated into this Revision of the MANUAL .

2 The following list outlines those changes. They have not been highlighted. 1. References, page x, added SECNAVINST , MARADMIN 733/12, DoD MANUAL , Vols 2, 3, and 4 2. Chapter 2, page 2-2, paragraph 1a(4)(a) 3. Chapter 2, page 2-3, paragraph 2a and 2b 4. Chapter 2, page 2-4, paragraph 4 and paragraph 5b(2) 5. Chapter 2, page 2-5, paragraph 5e and paragraph 6 6. Chapter 2, page 2-6, paragraph 8b(2) and paragraph 8c 7. Chapter 2, page 2-7, paragraph 10 8. Chapter 2, page 2-8, paragraph 11a(5) and 11b(3) 9. Chapter 2, page 2-9, paragraph 13 10. Chapter 2, page 2-10, paragraph 13a and paragraph 14e 11. Chapter 2, page 2-11, paragraph 15 and paragraph 17a 12. Chapter 2, page 2-12, paragraph 19b(10) 13.

3 Chapter 2, page 2-13, paragraph 19b(11) and paragraph 21 14. Chapter 3, page 3-1, paragraph 3a 15. Chapter 3, page 3-2, paragraph 3b and paragraph 3e 16. Chapter 4, page 4-1, section 4-1, section 4-2, paragraph 1c, and paragraph 2c 17. Chapter 4, page 4-2, paragraph 4a and paragraph 4b(5) 18. Chapter 5, page 5-1 and 5-2, paragraphs 2a thru 2c 19. Chapter 5, page 5-2, paragraph 3a SECNAV JUNE 2015 June 20.

4 Chapter 6, page 6-1, section 6-1, and section 6-2, paragraphs 2a thru 2c 21. Chapter 6, page 6-2, paragraph 3a(6) 22. Chapter 6, page 6-3, paragraph 4 23. Chapter 6, page 6-5, Figure 6-2 24. Chapter 6, page 6-7, Figure 6-4 25. Chapter 7, page 7-1, Section 7-2, paragraphs 1 thru 3, and paragraph 3a(2) 26. Chapter 7, page 7-2, paragraphs 3a(2)(a) thru 3a(2)(c), and paragraph 4 27. Chapter 7, page 7-3, paragraph 5, paragraph 6a(1) and 6a(2) 28. Chapter 7, page 7-4, paragraph 7b 29. Chapter 7, page 7-5, paragraph 8c, 8d, and 9a 30. Chapter 7, page 7-6, paragraph 10b(1) 31. Chapter 7, page 7-10, paragraph 10b(16) 32. Chapter 7, page 7-12, paragraph 11f and paragraph 12 33. Chapter 7, page 7-15, paragraph 16 and paragraph 17 34.

5 Chapter 7, page 7-20, Figure 7-5 35. Chapter 7, page 7-21, Figure 7-6 36. Chapter 7, page 7-22, Figure 7-7 37. Chapter 7, page 7-23, Figure 7-8 38. Chapter 8, page 8-1, Section 8-3 39. Chapter 8, page 8-3, Figure 8-2 40. Chapter 9, page 9-1, Section 9-1 41. Chapter 9, page 9-2, paragraph 4 42. Chapter 9, page 9-3, Figure 9-1 SECNAV JUNE 2015 June 43.

6 Chapter 9, page 9-4, Figure 9-2 44. Chapter 10, page 10-7, Figure 10-5 45. Chapter 10, page 10-8, Figure 10-6 46. Chapter 11, page 11-4, paragraph 15 47. Chapter 12, page 12-1, paragraphs 1, 2a, 2a(1) thru 2a(3) 48. Chapter 12, page 12-2, paragraph 4a and 4b 49. Chapter 12, page 12-3, paragraph 1a and 1b 50. Chapter 12, page 12-4, paragraph 2e(1) 51. Chapter 12, page 12-5, paragraph 4 52. Chapter 12, page 12-6, Section 12-4 and paragraph 1a(8) 53. Chapter 12, page 12-9, Figure 12-1 54. Chapter 12, page 12-16, Figure 12-8 55. Appendix A, page A-2 and A-3 56. Appendix B, page B-5 and B-7 57. Appendix C, page C-1, paragraph 1d(1) 58. Appendix D, page D-1, paragraphs 1 thru 5 59. Appendix E, pages E-1 thru E-6, updated SECNAV JUNE 2015 June i FOREWORD This MANUAL implements policy set forth in Secretary of the Navy Instruction , is issued to prescribe uniform standards for the management and preparation of CORRESPONDENCE , and is applicable to all commands and activities of the Department of the Navy.

7 The following MANUAL is cancelled: SECNAV of March 2010 Local supplements to amplify this MANUAL may be issued and inserted as chapter 13. A local supplement shall not contradict or repeat information contained in this MANUAL . This MANUAL may be accessed through the Department of the Navy Issuances Web site Contact information is provided below for assistance or to offer recommended changes: OFFICE OF THE SECRETARY OF THE NAVY DIRECTOR OF ADMINISTRATION 1000 NAVY PENTAGON ROOM 4D652 WASHINGTON DC 20350-1000 RAY MABUS SECNAV JUNE 2015 June ii THIS PAGE INTENTIONALLY LEFT BLANK

8 SECNAV JUNE 2015 June iii TABLE OF CONTENTS TITLE PAGE FOREWORD i TABLE OF CONTENTS iii REFERENCES x CHAPTER 1 CORRESPONDENCE MANAGEMENT 1-1 Objective and Responsibilities 1-1 1 Objective 1-1 2 Responsibilities 1-1 CHAPTER 2 CORRESPONDENCE STANDARDS AND PROCEDURES 2-1 CORRESPONDENCE Standards and Procedures 2-1 1 General 2-1 2 North Atlantic Treaty Organization (NATO) 2-1 2-2 Procedures 2-1 1 CORRESPONDENCE Through Channels 2-1 2 Take Advantage of CORRESPONDENCE Shortcuts 2-3 3 Coordination 2-3 4 Submit Finished Products for Signature 2-4 5 Signature Authority 2-4 6 Electronic Signatures 2-5 7 Incoming CORRESPONDENCE Controls 2-5 8 Replies to CORRESPONDENCE 2-6 9 Outgoing CORRESPONDENCE Controls 2-6 10 Limit Use of Social Security Numbers (SSN)

9 2-7 11 Identifying Navy and Marine Corps Personnel 2-7 12 Letterhead Stationery 2-8 13 Enclosures 2-9 14 Copies 2-10 15 Expressing Military Time 2-11 16 Expressing Dates 2-11 17 abbreviations and Acronyms 2-11 18 Punctuating, Capitalizing, Spelling, Hyphenating, and Separating Words 2-12 19 Proofreading 2-12 20 Typeface 2-13 21 Color of Ink 2-13 SECNAV JUNE 2015 June iv TITLE PAGE CHAPTER 3 - ELECTRONIC RECORDS 3-1 - General 3-1 3-2 - Procedures 3-1 1 2 Creation Naming Files 3-1 3-1 3 Maintenance 3-1 4 Restrictions 3-2 5 Disposition 3-2 CHAPTER 4 - ELECTRONIC MAIL

10 4-1 - General 4-1 4-2 - Procedures 4-1 1 Managing E-Mail 4-1 2 Formal CORRESPONDENCE 4-1 3 Informal CORRESPONDENCE 4-2 4 Security and Privacy Issues 4-2 5 Records Management 4-2 6 Digital Signatures 4-3 CHAPTER 5 - FACSIMILE TRANSMISSION SERVICES 5-1 - General 5-1 5-2 - Procedures 5-1 1 Managing Facsimile Services 5-1 2 Security and Privacy Issues 5-1 3 Records Management 5-2 CHAPTER 6 POSTAL STANDARDS 6-1 - General 6-1 6-2 - Procedures 6-1 1 Choosing the Right Size Envelope or Container 6-1 2 Sources of Address Information 6-1 3 Delivery and Return Address Formats 6-2 4 Mail Classifications 6-3 5 Mail Markings 6-3 Figure 6-1 Folding Techniques 6-4 Figure 6-2 Standard Address abbreviations 6-5 Figure 6-3 State/Territory abbreviations 6-6 Figure 6-4 Envelope Addressing Standards 6-7.