THE SECRETARY OF THE NAVY - …

1 T H E S E C R E TA RY O F T H E N AV YSECNAV 2010D epartment of the NavyCorrespondenceManualP u b l i s h e d B yT H E S E C R E T A R Y O F T H E N A V YSECNAV 2010 THIS PAGE INTENTIONALLY LEFT BLANKSECNAV 2010iFOREWORDThis manual is issued to prescribe uniform standards for the management and preparation ofcorrespondence and is applicable to all commands and activities of the Department of the following directives and manuals are cancelled:SECNAVINST of 29 Aug 96 SECRETARY of the Navy Writing Guide 14 Apr 06 Local supplements to amplify this manual may be issued and inserted as chapter 13. A localsupplement shall not contradict or repeat information contained in this recommended changes to this manual to:OFFICE OF THE SECRETARY OF THE NAVYDIRECTOR OF ADMINISTRATION1000 NAVY PENTAGON ROOM 4D652 WASHINGTON DC 20350-1000 Copies of this manual may be obtained through normal publications channels, Department of theNavy Issuances Web site; or from the Marine Corps Publications Electronic Library Online Website.

2 This manual is approved for authorized registered users and distribution is registered users may obtain copies of the publications from:UNDER SECRETARY OF THE NAVYPUBLICATIONS MANAGEMENT BRANCH1000 NAVY PENTAGON ROOM 5D773 WASHINGTON DC 20350-1000 Robert O. WorkUnder SECRETARY of the NavySECNAV 2010iiTHIS PAGE INTENTIONALLY LEFT BLANKSECNAV 2010iiiTABLE OF CONTENTSTITLEPAGEFOREWORDiTABLE OF CONTENTSiiiREFERENCESixCHAPTER 1 CORRESPONDENCE MANAGEMENT1-1 Objective and Responsibilities1-11 Objective1-12 Responsibilities1-1 CHAPTER 2 CORRESPONDENCE STANDARDS AND PROCEDURES2-1 Correspondence Standards and Procedures2-11 General2-12 North Atlantic Treaty Organization (NATO)2-12-2 Procedures2-11 Correspond Through Channels2-12 Take Advantage of Correspondence Shortcuts2-33 Coordination2-44 Submit Finished Products for Signature2-45 Signature Authority2-46 Signature Stamps2-57 Incoming Correspondence Controls2-58 Replies to Correspondence2-69 Outgoing Correspondence Controls2-710 Limit Use of Social Security Numbers (SSN)

3 2-711 Identifying Navy and Marine Corps Personnel2-712 Letterhead Stationery2-813 Enclosures2-914 Copies2-1015 Expressing Military Time2-1116 Expressing Dates2-1117 Abbreviations and Acronyms2-1118 Punctuating, Capitalizing, Spelling, Hyphenating, and SeparatingWords2-1219 Proofreading2-1320 Typeface2-1221 Color of Ink2-13 SECNAV 2010ivTITLEPAGECHAPTER 3 - ELECTRONIC RECORDS3-1 - General3-13-2 - Procedures3-11 Creation3-12 Maintenance3-23 Restrictions3-24 Disposition3-3 CHAPTER 4 - ELECTRONIC MAIL4-1 - General4-14-2 - Procedures4-11 Managing E-Mail4-12 Formal Correspondence4-13 Informal Correspondence4-24 Security and Privacy Issues4-25 Records Management4-26 Digital Signatures4-2 CHAPTER 5 - FACSIMILE TRANSMISSION SERVICES5-1 - General5-15-2 - Procedures5-11 Managing Facsimile Services5-12 Security and Privacy Issues5-13 Records Management5-2 CHAPTER 6 POSTAL STANDARDS6-1 - General6-16-2 - Procedures6-11 Choosing the Right Size Envelope or Container6-12 Sources of Address Information6-13

4 Delivery and Return Address Formats6-24 Mail Classifications6-35 Mail Markings6-3 Figure 6- 1 Folding Techniques6-4 Figure 6- 2 Standard Address Abbreviations6-5 Figure 6- 3 State/Territory Abbreviations6-6 Figure 6- 4 Envelope Addressing Standards6-7 CHAPTER 7 CORRESPONDENCE FORMATSECNAV 2010vTITLEPAGE7-1 - Requirements7-17-2 - Format7-11 Margins7-12 Sender s Symbols7-13 Classified Correspondence7-24 For Official Use Only7-35 From: Line7-36 To: Line7-47 Via: Line7-58 Subject Line7-59 Reference Line7-610 Enclosure Line7-1011 Text7-1212 Paragraphs7-1213 Signature Line7-1314 Copy To: Line7-1415 Identifying Second and Later Pages7-1516 Page Numbering7-1517 Correspondence Package Assembly7-1518 Tabbing a Correspondence Package7-15 Figure 7- 1 Standard letter First Page7-16 Figure 7- 2 Standard letter Second Page7-17 Figure 7- 3 Standard letter Window Envelope7-18 Figure 7- 4 Joint Letter7-19 Figure 7- 5 Standard letter with Classification Markings First Page7-20 Figure 7- 6 Standard letter with Classification Markings Second Page7-21 Figure 7- 7 Standard letter with FOUO Markings7-22 Figure 7- 8 Paragraph Structure Format7-23 Figure 7- 9 Assembly of a Standard Correspondence Package Using StackingMethod7-24 Figure 7- 10 Tabbing Correspondence Packages7-25 CHAPTER 8 MULTIPLE-ADDRESS LETTER8-1 - General8-18-2 - Listing

5 Addressees8-11 Using a To: Line Only8-12 Using a Distribution: Line Only8-13 Using Both a To: Line and Distribution: Line8-18-3 - Preparing and Signing Copies8-18-4 - Assembly of Multiple-Address Letters8-1 Figure 8- 1 Multiple-Address letter Using To: Line8-2 Figure 8- 2 Multiple-Address letter Using Distribution: Line8-3 Figure 8- 3 Multiple-Address letter Using a To: and Distribution: Line8-4 SECNAV 2010viTITLEPAGEF igure 8- 4 Assembly of a Multiple-Address Letter8-5 CHAPTER 9 ENDORSEMENTS9-1 - General9-19-2 - Format9-11 Endorsement Line9-12 Via: Line9-13 Adding References9-14 Adding Enclosures9-15 Copy To: Addressees9-26 Forwarding Your Endorsement and Copies9-27 Assembly of an Endorsement9-2 Figure 9- 1 New Page Endorsement9-3 Figure 9- 2 Assembly of an Endorsement9-4 CHAPTER 10 MEMORANDUMS10-1 - General10-110-2 - Formats10-11 Memorandum For The Record10-12 From-To Memorandum10-13 Plain-Paper Memorandum10-14 Letterhead Memorandum10-15 Decision Memorandum10-26 Memorandum of Agreement or Memorandum of Understanding10-2 Figure 10-1 Memorandum For The Record10-3 Figure 10-2 Printed From-To Memorandum10-4 Figure 10-3 Plain-Paper Memorandum10-5 Figure 10-4 Letterhead Memorandum10-6 Figure 10-5 Memorandum of Agreement10-7 Figure 10-6 Memorandum of Understanding First Page10-8 Figure 10-7 Memorandum of Understanding Second Page10-9 CHAPTER 11 BUSINESS

6 LETTERS11-1 - General11-111-2 - Parts of a Business letter and Format11-11 Identification Symbols11-12 Inside Addres s11-13 Attention Line11-24 Salutation Line11-25 Subject Line11-26 Body of the Letter11-27 References and Enclosures11-38 Complimentary Close11-3 SECNAV 2010viiTITLEPAGE9 Signature Line11-310 Enclosure Line11-311 Separate Mailing11-312 Copy To: Line11-413 Outgoing Copies11-414 Identifying Second and Succeeding Pages11-415 Numbering Pages11-4 Figure 11-1 Business letter Paragraph Formats11-5 Figure 11-2 Business letter First Page11-6 Figure 11-3 Business letter Second Page11-7 Figure 11-4 Business letter For Window Envelopes11-8 Figure 11-5 Business letter With An Attention Line11-9 Figure 11-6 Short Business Letter11-10 CHAPTER 12 - EXECUTIVE CORRESPONDENCE12-1 - General12-112-2 - Processes12-11 Correspondence Management12-12 Assigning Action to Incoming Correspondence12-13 Routing Changes12-24 Due Dates12-25 Extensions12-26 Interim12-27 Distribution12-312-3 - General Guidelines for Preparing a Letter12-31 Stationery12-32 Format12-43 Date Line12-54 Complimentary Closing12-55 Page

7 Numbering12-66 Congressional Committees or Subcommittees Correspondence12-612 -4 - General Guidelines for Preparing a Memorandum12-61 Action or Information Memorandums12-62 Package Assembly12-7 Figure 12-1SD Form 391 DoD Correspondence Action Report12-9 Figure 12-2 Sample Interim Response to Incoming Correspondence12-10 Figure 12-3 Sample Interim Response for Congressional Correspondence12-11 Figure 12-4 Congressional Response, One Chairperson12-12 Figure 12-5 Congressional Response, Two Chairpersons12-13 Figure 12-6 Congressional Response, to a Chairman of a Select Committee12-14 Figure 12-7 Flag Stationery (8 x 11), SECRETARY of the Navy12-15 Figure 12-8 Flag Statio nery (5x7), Chief of Naval Operations12-16 Figure 12-9 Action Memo randum12-17 SECNAV 2010viiiTITLEPAGEF igure 12-10 Information Memorandum12-18 Figure 12-11 Coordination Page12-19 Figure 12-12 Standard Memorandum For12-20 APPENDIX A Military Models of AddressA-1 APPENDIX B Civilian Models of AddressB-1 APPENDIX C Stationary RequirementsC -1 APPENDIX D Forms and EnvelopsD-1 APPENDIX E IndexE-1 THIS PAGE INTENTIONALLY LEFT BLANKSECNAV 2010ixREFERENCESREFERENCETITLENATO StandardizationAgreement (STANAG)Number 2066 Format and Abbreviations in NATO Standardization AgreementSNDL (OPNAVNOTE 5400)Standard Navy Distribution ListMCO 5216.

8 19 Administration Action (AA) Form (NAVMC 10274, Rev. 3-86)SECNAVINST , Function, and Responsibilities of the Office ofLegislative Affairs and Procedures for Handling LegislativeAffairs and Congressional RelationsEO 9397 Executive Order 9397 MCO 5215. 1 KMarine Corps Directives Management ProgramGPO Style Government Printing Office Style ManualSECNAV of the Navy Records Management ProgramSECNAV of the Navy Standard Subject Identification Code(SSIC) ManualSECNAV of the Navy Information Security Program ManualSECNAVINST of the Navy Freedom of Information Act (FOIA)5 552aPrivacy Act of 197428 1074 Federal Rules of EvidenceSECNAVINST of the Department of the Navy Documentary MaterialSECNAVINST of the Navy Information Assurance PolicyUSD P&R MemoPolicy for Digital Signature Functionality and Acceptance, of 12 December 2006 OPNAVINST Official Mail Management InstructionsDoD Manual of Defense Activity Address Directory (DoDAAD)SECNAVINST of the Navy Privacy Act (PA)

9 ProgramSECNAV 2010xSECNAVINST of Responsibilities and Authorities in the Office ofthe SECRETARY of the NavyMCO Corps Publications and Printing RegulationsSECNAV 2010xiTHIS PAGE INTENTIONALLY LEFT BLANKSECNAV 20101-1 CHAPTER 1 Correspondence Management1-1 Objective and To prescribe uniform standards for the management and preparation ofcorrespondence throughout the Department of the Navy (DON). SECRETARY of the Navy (SECNAV)will administer the DON CorrespondenceManagement Program and coordinate proposed changes to this manual with the Chief of NavalOperations (CNO) and the Commandant of the Marine Corps (CMC). and CMCwill administer the Correspondence Management Program within theNavy and Marine Corps, Officers and Heads of Activitieswill establish a correspondencemanagement program based on the requirements and guidance of this manual and ensure that:(1) Correspondence is screened, controlled, reviewed, and answered accordingly.

10 (2) Correspondence practices are reviewed periodically to improve products andprocedures.(3) The most economical communications media and techniques available are used.(4) Only essential correspondence is Officerswill:(1) Screen incoming correspondence, assign action offices and due dates, and indicateany required concurrences.(2) Review outgoing correspondence for correct format and ensure prescribedprocedures are 20101-2 THIS PAGE INTENTIONALLY LEFT BLANKSECNAV 20101-3 SECNAV 20102-1 CHAPTER 2 Correspondence Standards and Procedures2-1 Correspondence Standards1. General. To a large degree, the image and effectiveness of the DON is portrayed by the tone,quality, and responsiveness of correspondence. Properly written correspondence that clearly andsuccinctly establishes a position, correctly and completely answers questions, and conveys theright message, all aid in the effective management and operation of the DON.