THE SECRETARY OF THE NAVY - Navy FITREP

1 T H E S E CR E TA RY O F T H E navy . SECNAV March 2010. Department of the navy Correspondence Manual Published By T HE S ECR ET A R Y O F T HE NA V Y. SECNAV Manual March 2010. FOREWORD. This manual 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 . 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.

2 A local supplement shall not contradict or repeat information contained in this manual. Forward recommended changes to this manual to: OFFICE OF THE SECRETARY OF THE navy . DIRECTOR OF ADMINISTRATION. 1000 navy PENTAGON ROOM 4D652. WASHINGTON DC 20350-1000. Copies of this manual may be obtained through normal publications channels, Department of the navy Issuances Web site; or from the Marine Corps Publications Electronic Library Online Web site. This manual is approved for authorized registered users and distribution is unlimited.

3 Authorized registered users may obtain copies of the publications from: UNDER SECRETARY OF THE navy . PUBLICATIONS MANAGEMENT BRANCH. 1000 navy PENTAGON ROOM 5D773. WASHINGTON DC 20350-1000. Robert O. Work Under SECRETARY of the navy i SECNAV Manual March 2010. THIS PAGE INTENTIONALLY LEFT BLANK. ii SECNAV Manual March 2010. TABLE OF CONTENTS. title PAGE. FOREWORD i TABLE OF CONTENTS iii REFERENCES ix CHAPTER 1 CORRESPONDENCE MANAGEMENT. 1-1 Objective and Responsibilities 1-1. 1 Objective 1-1. 2 Responsibilities 1-1.

4 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 Correspond Through Channels 2-1. 2 Take Advantage of Correspondence Shortcuts 2-3. 3 Coordination 2-4. 4 Submit Finished Products for Signature 2-4. 5 Signature Authority 2-4. 6 Signature Stamps 2-5. 7 Incoming Correspondence Controls 2-5. 8 Replies to Correspondence 2-6. 9 Outgoing Correspondence Controls 2-7. 10 Limit Use of Social Security Numbers (SSN) 2-7.

5 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 2-12. Words 19 Proofreading 2-13. 20 Typeface 2-13. 21 Color of Ink 2-13. iii SECNAV Manual March 2010. title PAGE. CHAPTER 3 - ELECTRONIC RECORDS. 3-1 - General 3-1. 3-2 - Procedures 3-1. 1 Creation 3-1. 2 Maintenance 3-2.

6 3 Restrictions 3-2. 4 Disposition 3-3. CHAPTER 4 - ELECTRONIC MAIL. 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 4-2. 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.

7 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. CHAPTER 7 CORRESPONDENCE FORMAT. 7-1 - Requirements 7-1. 7-2 - Format 7-1. 1 Margins 7-1. 2 Sender's Symbols 7-1. 3 Classified Correspondence 7-2.

8 4 For Official Use Only 7-3. iv SECNAV Manual March 2010. title PAGE. 5 From: Line 7-3. 6 To: Line 7-4. 7 Via: Line 7-5. 8 Subject Line 7-5. 9 Reference Line 7-6. 10 Enclosure Line 7-10. 11 Text 7-12. 12 Paragraphs 7-12. 13 Signature Line 7-13. 14 Copy To: Line 7-14. 15 Identifying Second and Later Pages 7-15. 16 Page Numbering 7-15. 17 Correspondence Package Assembly 7-15. 18 Tabbing a Correspondence Package 7-15. Figure 7-1 Standard Letter First Page 7-16. Figure 7-2 Standard Letter Second Page 7-17.

9 Figure 7-3 Standard Letter Window Envelope 7-18. Figure 7-4 Joint Letter 7-19. Figure 7-5 Standard Letter with Classification Markings First Page 7-20. Figure 7-6 Standard Letter with Classification Markings Second Page 7-21. Figure 7-7 Standard Letter with FOUO Markings 7-22. Figure 7-8 Paragraph Structure Format 7-23. Figure 7-9 Assembly of a Standard Correspondence Package Using Stacking 7-24. Method Figure 7-10 Tabbing Correspondence Packages 7-25. CHAPTER 8 MULTIPLE-ADDRESS LETTER. 8-1 - General 8-1.

10 8-2 - Listing Addressees 8-1. 1 Using a To: Line Only 8-1. 2 Using a Distribution: Line Only 8-1. 3 Using Both a To: Line and Distribution: Line 8-1. 8-3 - Preparing and Signing Copies 8-1. 8-4 - Assembly of Multiple-Address Letters 8-1. Figure 8-1 Multiple-Address Letter Using To: Line 8-2. Figure 8-2 Multiple-Address Letter Using Distribution: Line 8-3. Figure 8-3 Multiple-Address Letter Using a To: and Distribution: Line 8-4. Figure 8-4 Assembly of a Multiple-Address Letter 8-5. CHAPTER 9 ENDORSEMENTS.