Quantcast PREPARATION OF CORRESPONDENCE

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successively to several offices, a stamp may be used with check boxes for several addressees. Mail control is defined in the Navy as any procedure used to make a record of the receipt, location, or dispatch of mail. This definition includes logging or preparing other records to indicate receipt, providing signature for classified and registered mail if required, following up to ensure action, providing information on location of the item, microfilming, and other methods. Since controls require additional work and ensuing delays, they should be used only for selected types of important mail. Yet, the fact that they are definitely needed for certain types of mail is emphasized. PREPARATION OF CORRESPONDENCE As an AZ, you must be able to type an official letter correctly and neatly. Every division of the maintenance department in which you serve is likely to draft at least an occasional letter for the department head’s signature. In many offices, correspondence may make up an important portion of your daily work. Official correspondence in the Navy includes all recorded communications sent or received by a person in the Navy in execution of the duties of office. Besides letters, correspondence includes such things as messages transmitted by electrical means. It also includes endorsements attached to letters or memorandums. Within the Navy, official correspondence is usually prepared in naval form. This format is also used when writing to certain other agencies of the United States Government, especially those within the Department of Defense or the Coast Guard. Some civilian firms that deal extensively with the Navy have also adopted the naval form. Many official letters addressed to persons outside the Navy are written in business form, including many dealing with matters relating to individuals and those written to civilian firms or to government officials or agencies that have not adopted the naval form. Standard Letter Format The format of the standard letter has been precisely defined and should be followed to the last detail of spacing and punctuation. You should refer to the latest edition of The Navy Cor- respondence Manual, SECNAVINST 5216.5, if any problems arise when you type a letter. This instruction provides detailed direction as well as examples showing how to prepare all forms of Navy correspondence. The format of an unclassified standard letter is shown in figure 2-9. As you read the following sections, refer to figure 2-9. STATIONARY.— Letterhead stationery is usually used for the first page of a standard letter. If a printed letterhead is not available, the letterhead is typed or stamped in the center of the first page, four lines from the top. Second and subsequent pages are typed on plain bond paper similar to the letterhead in size, color, and quality. For carbon copies, white and colored manifold paper (tissues) is used. The official file copy is prepared on yellow tissue or photocopy. COPIES.— Before typing a letter, you should be sure how many copies are needed. Require- ments for copies of naval letters are determined by such factors as subject or the local filing practices. Although the necessary number of copies must be determined separately for each letter, the following information may help you. Number Color Purpose 1 Yellow tissue For official files 1 White tissue For each “Via” addressee 1 White tissue For each “copy to” addressee The number of copies should be kept to minimum requirements. MARGINS.— On the first page of all naval letters, the left and right margins are 1 inch, and the bottom margin is at least 1 inch. On second and succeeding pages, the margin at the top of the page is 1 inch, and the other margins are the same as on the first page. On letterhead paper, you should start typing more than 1 inch from the top if the letterhead is printed and less than 1 inch if it is typed. Typing may end more than 1 inch from the bottom of the page that has the signature. GENERAL STYLE.— Neither a salutation nor a complimentary closing appears on a standard letter. Major paragraphs are typed in block style; that is, without indenting. Periods do not follow the parts of the heading or the close. 2-15



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