Quantcast
PREPARATION OF CORRESPONDENCE

Share on Google+Share on FacebookShare on LinkedInShare on TwitterShare on DiggShare on Stumble Upon
Custom Search
 
  
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



Aviation News
Rolls-Royce to Support V-22 Engines
Rolls-Royce has received $39 million to support AE 1107C engines...
aviationtoday.com
Rockwell Collins Reports on Project Missouri Radio Test
[Avionics Today April 23, 2014] Rockwell Collins released a statement about...
aviationtoday.com
Kestrel Makes sUAS Automation Progress
[Avionics Today April 23, 2014] Lockheed Martin's announced progress with its...
aviationtoday.com
Boeing Stands Out Among Lockheed, Northrop 1st Quarter Results
[Avionics Today April 23, 2014] Three of the world's largest aerospace...
aviationtoday.com
QF16: Unmanned Viper Takes Flight
  A pilotless F-16 during flight. Photo: Boeing The U.S....
aviationtoday.com
The Future of Unmanned Flight
Just five years ago, the idea of the futuristic aircraft...
aviationtoday.com
Sikorsky Flies Optionally Piloted Black Hawk
[Avionics Today April 22, 2014] Sikorsky Aircraft Corp. announced a successful...
aviationtoday.com
Time to Rethink UAS in the US
The Federal Aviation Administration’s (FAA) treatment of very small UAS...
aviationtoday.com
FAA Announces First UAS Test Site Operational
The North Dakota Department of Commerce is ready to start...
faa.gov
Mercury Systems to Provide UAS Processing Modules
[Avionics Today April 21, 2014] Mercury Systems announced a new $3.2...
aviationtoday.com
Airbus Corporate Foundation, JetBlue and Luftfahrt ohne Grenzen send humanitarian aid to Haiti
Ten tonnes of medicine, sheets and blankets shipped on JetBlue...
airbus.com
Northrop Grumman Opens Aircraft Integration Center
[Aviation Today April 16, 2014] Northrop Grumman announced its dedication of...
aviationtoday.com
L-3 TCAS System Selected for KC-46A
[Avionics Today April 18, 2014] Boeing has selected the T3CAS Integrated...
aviationtoday.com
F-35 to Make First U.K. Flight in July
[Avionics Today April 18, 2014] This summer's Royal International Air Tattoo show...
aviationtoday.com
FAA Extends Deadline for Final Helicopter Safety Rule
April 17In response to industry feedback and so that the...
faa.gov
The 2014 AMC/AEEC Conference
[Avionics Today April 17, 2014] 2014 marks the 65th year...
aviationtoday.com
Lockheed Martin F-35 Fleet Tops 15,000 Flight Hours
[Aviation Today, April 16] Lockheed Martin’s F-35 Lightning 2 fleet...
aviationtoday.com
AirAsia to implement Airbus Managed Inventory service
• Automatically replenishing inventory levels at AirAsia facilities • Guaranteeing...
airbus.com
AgustaWestland Offers New Trainer in U.S. Navy Competition
AgustaWestland, manufacturer of the AW119 Koala, brought a new variant...
aviationtoday.com
Sikorsky Starts Naval Air Systems Command Tests for CH-53K
Sikorsky Aircraft has completed the initial series of tests required...
aviationtoday.com
 


Privacy Statement - Copyright Information. - Contact Us

comments powered by Disqus

Integrated Publishing, Inc.
9438 US Hwy 19N #311 Port Richey, FL 34668

Phone For Parts Inquiries: (727) 755-3260
Google +