HEADQUARTERS UNITED STATES MARINE CORPS 3000 …

1 DEPARTMENT OF THE NAVY HEADQUARTERS UNITED STATES MARINE CORPS 3000 MARINE CORPS PENTAGON WASHINGTON, DC 20350-3000 MARINE CORPS ORDER From: To: Commandant of the MARINE CORPS Distribution List MCO AR 15 AUG 2013 Subj: MARINE CORPS (MC) SUPPLEMENT TO THE DEPARTMENT OF THE NAVY (DON) CORRESPONDENCE MANUAL Ref: Encl: ( a ) SECNAV (b ) SECNAV (1) Chapter 13, MC Supplement to the DON Correspondence Manual l. Situation. To publish a local supplement to reference (a). 2. Cancellation. MCO 3. Mission a. This revision contains a substantial number of changes and should be completel y reviewed. b. Although enclosure (1) is published as chapter 13 of the reference, the format is the same as a MARINE CORPS publication to provide for easier reading. 4. Execution a. All MARINE CORPS personnel responsible for preparing and approving correspondence will familiarize themselves with the reference and this supplement.

2 B. This Order will be filed immediately after chapter 12 of reference (a) 5. Administration and Logistics. a. The Director, Administration and Resource Management Division (DirAR) is responsible for supervising correspondence practices at this HEADQUARTERS and throughout the MARINE CORPS . Recommendations concerning the contents of this supplement are invited and should be addressed to the Commandant of the MARINE CORPS (AR) . DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited. MCO 15 AUG 2013 b. Records created as a result of, this Order shall be managed according to the National Archives and Records Administration approved dispositions per reference {b) to ensure proper maintenance, use, accessibility and preservation, regardless of format or medium.}

3 6. Command and Signal -----a-. ~ Order--is----appl-icable-to--the--Ma-l:' i-ne---Gorps-Tota-l---Fo:J?ce-,-b. Signal. This Order is DISTRIBUTION: PCN 10207631100 2 DON CORRESPONDENCE MANUAL CHAPTER 13 TABLE OF CONTENTS MC SUPPLEMENT TO THE DON CORRESPONDENCE MANUAL PARAGRAPH SECTION 1: WRITING GUIDE 1 REFERENCES . 2 CAPITALIZATION 3 COMPOUND WORDS 4 PUNCTUATION.. 5 ABBREVIATIONS. 6 NUMERALS 7 MILITARY ORGANIZATIONS 8 MILITARY GRADES .. 9 MILITARY DECORATIONS 10 WORDS, SENTENCES, AND PARAGRAPHS SECTION 2: STANDARD LETTER 1 SPECIAL INSTRUCTIONS . MCO 15 AUG 2013 PAGE 1-1 1-1 1-1 1-2 1-3 1-4 1-4 1-5 1-5 1-5 2-1 SECTION 3: AUTHORITY TO SIGN CORRESPONDENCE, ALMARS, MARADMINS AND MESSAGES 1 2 3 4 5 6 7 8 FIGURES 13-1 13-2 GENERAL .. AUTHORITY TO SIGN CORRESPONDENCE, ALMARS, MARADMINS AND MESSAGES.

4 REDELEGATION OF "BY TITLE" SIGNATURE AUTHORITY .. REDELEGATION OF "BY DIRECTION" SIGNATURE AUTHORITY .. LIMITATIONS. ADDITIONAL "BY DIRECTION" AUTHORITY. USE OF FACSIMILE SIGNATURE OF THE COMMANDANT OF THE MARINE CORPS .. POLICY FOR THE APPROVAL AND RELEASE OF ALMAR AND MARADMIN MESSAGES .. REDELEGATION ANNUAL REVIEW CERTIFICATION PERSONNEL AUTHORIZED TO RELEASE MARADMIN MESSAGES i 3-1 3-1 3-2 3-2 3-3 3-4 3-4 3-4 3-7 3-8 PARAGRAPH 1 2 3 4 FIGURES 13-3 PARAGRAPH 1 2 3 4 5 6 1 2 3 1 2 3 4 5 6 FIGURES 13-4 MCO 15 AUG 2013 SECTION 4: CORRESPONDENCE/COMMUNICATIONS WITH MARINE CORPS FIELD COMMANDS GENERAL .. APPLICABILITY. DOUBTFUL CASES TELEPHONIC RESPONSE. AREAS IN WHICH DIRECT CORRESPONDENCE IS AUTHORIZED SECTION 5: CONTROLLED CORRESPONDENCE GENERAL .. PROCEDURES ROUTING AND REROUTING.

5 DEADLINES .. INTERIM REPLIES. CLOSURES .. SECTION 6: WHITE HOUSE CORRESPONDENCE GENERAL .. COORDINATION PROCEDURES SECTION 7: CONGRESSIONAL CORRESPONDENCE GENERAL .. PROCEDURES DEADLINES. INTERIM REPLIES. COMPOSITION AND COPIES SIGNING REPLIES TO CONGRESSIONAL CORRESPONDENCE .. SAMPLE LETTER FOR RESPONSE TO CONGRESSIONAL INQUIRIES WITH ATTENTION LINE ii PAGE 4-1 4-1 4-1 4-1 4-2 PAGE 5-1 5-1 5-2 5-2 5-2 5-2 6-1 6-1 6-1 7-1 7-1 7-1 7-1 7-1 7-2 7-4 PARAGRAPH 1 2 3 4 5 1 2 3 4 5 FIGURES 13-5 13-6 SECTION 8: THE SECRETARY OF DEFENSE AND THE SECRETARY OF THE NAVY CORRESPONDENCE GENERAL THE SECRETARY OF DEFENSE CORRESPONDENCE THE SECRETARY OF THE NAVY PERSONAL REPLIES THE SECRETARY OF DEFENSE AND SECRETARY OF THE NAVY EXTENSION PROCEDURES MEMORANDA CORRESPONDENCE . SECTION 9: MISCELLANEOUS CORRESPONDENCE GENERAL.

6 CORRESPONDENCE TO marines ON ACTIVE DUTY CORRESPONDENCE TO RESERVE marines NOT ON ACTIVE DUTY .. CORRESPONDENCE TO RETIRED marines . IDENTIFICATION OF marines IN BUSINESS LETTERS .. SAMPLE LETTER REPLYING TO AN UNSOLICITED INQUIRY FROM AN ACTIVE DUTY MARINE WHEN A PORTION OR ALL OF THE INQUIRY CAN BE ANSWERED .. SAMPLE LETTER TRANSMITTING AN UNSOLICITED INQUIRY FROM AN ACTIVE DUTY MARINE WITH REPORT OF ACTION REQUIRED .. 13-7 SAMPLE LETTER TRANSMITTING AN UNSOLICITED INQUIRY FROM AN ACTIVE DUTY MARINE WITHOUT 13-8 13-9 PARAGRAPH 1 REPORT OF ACTION REQUIRED .. SAMPLE LETTER RESPONDING TO AN INQUIRY FROM THE GENERAL PUBLIC WHEN UNANSWERABLE BY THIS HEADQUARTERS .. SAMPLE LETTER RESPONDING TO AN INQUIRY FROM THE GENERAL PUBLIC WHEN UNANSWERABLE BY THIS HEADQUARTERS -CONTINUED.

7 SECTION 10: THE HEADQUARTERS MARINE CORPS ROUTING SHEET (5211) USE OF THE HEADQUARTERS MARINE CORPS ROUTING SHEET (5211) .. iii MCO 15 AUG 2013 PAGE 8-1 8-1 8-1 8-1 8-2 9-1 9-2 9-2 9-2 9-2 PAGE 9-4 9-5 9-6 9-7 9-8 PAGE 10-1 PARAGRAPH 2 3 1 2 FIGURES 13-10 13-11 13-12 13-13 13-14 13-15 13-16 PARAGRAPH 1 2 3 1 2 3 FIGURES 13-17 13-18 PARAGRAPH 1 INSTRUCTIONS FOR PREPARATION OF THE HEADQUARTERS MARINE CORPS ROUTING SHEET MANAGEMENT OF MARINE CORPS ROUTING SHEETS. SECTION 11: DOCUMENT FORMATS AT HQMC STANDARDIZATION OF DOCUMENT FORMATS .. MANAGEMENT OF STANDARDIZED DOCUMENTATION FORMAT FOR POSITION PAPER. FORMAT FOR POINT PAPER FORMAT FOR TALKING PAPER FORMAT FOR MEMORANDUM FOR THE RECORD FORMAT FOR INFORMATION PAPER FORMAT FOR ACTION BRIEF. FORMAT FOR TRIP REPORT SECTION 12: USE OF TABS/TAGS CORRESPONDENCE SIGNAL TAB (OPNAV 5216/139) FIVE-POSITION INDEXES (FULL PAGE TABS) URGENT/PRIORITY TAGS.

8 MCO 15 AUG 2013 PAGE 10-2 10-3 11-1 11-4 PAGE 11-5 11-6 11-7 11-8 11-9 11-10 11-11 PAGE 12-1 12-1 12-1 SECTION 13: PREPARATION OF CORRESPONDENCE FOR SIGNATURE OF CMC, ACMC, OR DMCS CORRESPONDENCE CONTROL .. CORRESPONDENCE PREPARATION CORRESPONDENCE SUBMISSION/ROUTING INSTRUCTIONS .. SAMPLE INTERIM REPLY TO DMCS TASKER. SAMPLE DECISION LADDER . SECTION 14: GUIDANCE ON PREPARING CORRESPONDENCE FOR THE CMC, ACMC, OR DMCS WRITING STYLE .. iv 13-1 13-2 13-3 PAGE 13-6 13-7 PAGE 14-1 PARAGRAPH 2 3 4 FIGURES 13-19 13-20 13-21 13-22 COMMENDATORY CORRESPONDENCE FOR UNSOLICITED LETTERS FROM NON-GOVERNMENT AGENCIES, THE CONGRESS, AND THE GENERAL PUBLIC TASKED TO STAFF AGENCIES FOR PREPARATION OF REPLIES. SPECIAL CORRESPONDENCE ASSIGNMENT. MANAGEMENT OF CORRESPONDENCE .. SAMPLE LETTER ON CMC PERSONAL STATIONERY.

9 SAMPLE LETTER ON ACMC PERSONAL STATIONERY. SAMPLE LETTER ON DMCS PERSONAL STATIONERY. SAMPLE LETTER FOR FORWARDING COMMENDATORY CORRESPONDENCE .. APPENDIXES A. MILITARY MODELS OF ADDRESS FOR marines B. ABBREVIATIONS FOR HQMC STAFF AGENCIES. C. SPECIAL CORRESPONDENCE ASSIGNMENTS .. v MCO 15 AUG 2013 PAGE 14-4 14-5 14-5 PAGE 14-6 14-7 14-8 14-9 PAGE A-1 B-1 C-1 SECTION 1: WRITING GUIDE MCO 15 AUG 2013 1. References. When guidance cannot be found in the DON Correspondence Manual, the following references will be used for preparation of correspondence at HEADQUARTERS MARINE CORPS (HQMC) fleet organizations, major commands, and activities: a. The Government Printing Office (GPO) Style Manual -a basic guide for English usage and style. b. The Word Division Supplement to the GPO Style Manual -for proper word division.

10 C. Any standard dictionary. d . The JCS Pub 1-02, Department of Defense Dictionary of Military and Associated Terms, the preeminent authority for the definition and usage of military terms. The JCS Pub 1-02 is available on-line, at e. MCO , MARINE CORPS Individual Records and Administration Manual (IRAM), which is the principal reference for abbreviated military terms. f. For policy and guidance on the lifecycle management of MARINE CORPS correspondence, refer to MCO , MARINE CORPS Records Management, and SECNAV , the Department of the Navy Records Management Program. 2. Capitalization. Chapters 3 and 4, GPO Style Manual, will be used as the basic guide for capitalization, subject to the exceptions and amplifications listed below: a. The word " MARINE " is always capitalized when used in reference to individuals or things associated with the MARINE CORPS .