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
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 heads 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
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.
Yellow tissue For official files
For each Via
For each copy to
The number of copies should be kept to minimum
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
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.