SECNAV INSTRUCTION 5216.5D CHANGE …

1 SECNAVINST CH-2 AASN June 2, 2005 SECNAV INSTRUCTION CHANGE transmittal 2 From: Secretary of the Navy To: All Ships and Stations Subj: DEPARTMENT OF THE NAVY CORRESPONDENCE MANUAL Encl: (1) Revised pages 10, 11, and 15 (2) Revised Appendix C (3) Revised pages I-1 thru I-6 1. Purpose. To revise policy for using computer generated letterhead, update typeface requirements to reflect current font styles, and incorporate letterhead stationery requirements into this Manual. 2. Action a.

2 Remove pages 10, 11, and 15 and replace with enclosure (1) of this CHANGE transmittal . b. Remove appendix C and replace with enclosure (2) of this CHANGE transmittal . c. Remove the Index, pages I-1 through I-6, and replace with enclosure (3) of this CHANGE transmittal . Dionel M. Aviles Under Secretary of the Navy Distribution: Electronic only, via Navy Directives Website DEPARTMENT OF THE NAVY OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON, DC 20350-1000 ThisinstructionisapplicablethroughoutDep artmentoftheNavy(DON).

3 5216/142, ,suchasinstructionsconcerningtheoriginat or scode,serialnumbers8internalcopies, ~ (N09B35)andMarineCorpsactivitieswritstoC onmaxxdantoftheMarineCorps(AR). jj$wM& :SNDLP arts1and2 MARCORPSPCN21600400000 SECNAV /OPNAVD irectivesControlOfficeWashingtonNavyYard Bldg200901 MStreetSEWashington,DC20374-5074(100copi es)OrderfromNavyAviationSupplyOffice(2,0 00copies) = l=lll (NATO).. (SSN).. = llllllllll~~ ,..14 Punctuating,Capitalizing, = * **.l**l**lC-*=25 Choosingtke ~ l (FOUO).. =llll~~ ll = :Te% *lllll* =.

4 To: Distribution: ** To Lineanda Distribution: ~ From-To ~ From-To MemorandumFigure2. ( ( *..*..1of2)..2of2).. (TALKING) lllMn.~gi,~s,.. (Talking) ~ Attention: ,ExplainasNecessary, ItIs and ThereIs ..PmmeWordy~ The-ionof and The-meritof .. (ifapplicable).. **.. * **.. ) : CorrespondenceManagement isdividedintosixsections.(1)SectionA:Ass ignsresponsibilitiesforcorrespondenceman agement.(2)SectionB:Containsstandardsand proceduresapplicabletoalltypesofcorrespo ndence.(3)SectionC:Introducesstandardsfo rthemanagementofelectronicrecords.

5 (4)SectionD:Introducesstandardsfortheuse ofelectronicmailforcorrespondence.(5)Sec tionE:Introducesstandardsfortheuseoffacs imiletransmissionsforcorrespondence.(6) : CorrespondenceFormats : NavalWritingStandards (NATO) ,andaddstherequirementtorespondtoFreedom ofInformationAct(FOIA) ,capitalization,(orpitch) (FOUO) Updatestheformatforbusinesslettersmilita ryandcivilianmodelsofAgreement/Point(Tal king) ( :improve(1)Correspondenceisscreened,cont rolled,andreviewed.(2)Correspondenceprac ticesarereviewadperiodicallytoproductsan dprocedures.)

6 (3)Correspondencemanagementpracticesandt rainingarepromotedandpublicized.(4) l%emosteconomicalcommunicationsmediaandt echniquesavailableareused.(5)Onlyessenti alcorrespondenceisproduced.(6) (1)Screenincomingandduedates,andindicate (2)Reviewoutgoingarecorrectandestablishe dcommunications, .. ,quality, simageandeffectivenessisimpairedifcorres pondenceissloppy,difficulttounderstand,u nresponsive,cold,impersonal, ,correctlyformatted,errorfree, ,theoneyouwouldhavewrittenandtheotherper son (NATO).WhenwritingtootherNATOF orcesusetheformatandabbreviationsinNATOS tandardizationAgreement(STANAG)Number206 6, sstockedbytheNavalAviationSupplyOffice(A SO),5801 TaborAvenue,Philadelphia, ,policyissues,andofficialrecommendations .

7 (1)Addresscommunicationsdirectlytothetop officialoftheorganizationconcerned(bytit le).Showtheactionofficebyincludingthecod eorperson stitleinparenthesesimmediatelyaftertheac tivity sname.(2)Addresscorrespondenceconcerning policy,managementdecisions,orotherimport antmattersviathosecommands, ,orofficesexercisingcontrol,takingaction ,orinvolved; ,fromtheCommander, (3)Via: addresseesforwardofficialcorrespondence, Fomarded whennoopinionorcoxmnentisneeded. Via:maddresseesmayelecttotakefinalaction ,diverttherouting,orreturnthecorresponde ncetotheoriginatorwithappropriateexplana tion(pages65,66).

8 (4)Whenthereisn ttimetosendimportantcorrespondenceviathe chainofcommandandstillmeetadeadline,youm ay:(a)Sendcorrespondenceviathechainofcom mand,withanadvancecopytothe action ,repeattheactionaddresseebyStandardNavyD istributionList(SNDL)shorttitleina Copyto: blockandinclude (advance), likethis:copyto:CNO(advance)JAG(b)Sendco rrespondencedirectlytothe action : , Thenrepeatthe\lVia:naddresseesbySNDL shorttitlesina Copyto: (1)Authorizedsubordinatesofdifferentacti vitiesmaycorresponddirectlywitheachother onroutinematters.

9 (2)ListanyinterestedaddresseesintheVia: blockwhenyou(wattthemtoseealet~e~bgforei trgac~gstheactionaddressee.(3)Includeint ermediatecommandsas COPYto: addresseesinsteadof Via: addresseesifyouwantthemtoseecertainrouti necorrespondencewithouthavingtoendorseit .(4)Bypassintermediatecoremandsthatclear lyhavenointerestinaletter scontentandnorequirementtocommentoract.( 5)Ifyouwish,sendroutinecorrespondence,in cludinglettersofappreciationorcommendati on,directly, (1) , (2) ,AdministrativeAction(AA)Form, (page19). (E-Mail).YoucanuseE-Mailforformalandinfo rmalcorrespondencewithintheDepartmentofD efense(DOD)(page21).)

10 :(1)Isclassified,(2)involvesnationalsecu rity,(3)~s ofapersonalnature,or(4) ,anInformationResourcesManagementHandboo kbytheGeneralServicesAdministration(GSA) .ThishandbookisavailablethroughtheMilita ryStandardRequisitioningandIssueProcedur es(MILSTRIP)system.(1) ,apology,orappreciation.(2) :(a)Obtainsappropriateconcurrences,(b)re solvesmajordifferences,(c)arrangesforany neededretyping,and(d)providescopiesofthe correspondence(aftersignature) (1) (2) ,especiallyifaletterisbriefandroutine.(3 )Ifrevisionsarelikely, (4)Ifmanyofficesmustreviewadocumentinash orttime, , ,routine, ,reports,andotherpublicationsdon , , :(1)Establishpolicy.