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
Mexican Air Force Receives Avionics Upgraded C-130K
Cockpit of a Mexican C-130K. Photo: Rockwell Collins [Avionics Today...
aviationtoday.com
Rockwell Collins Revenue Surpasses Expectations as CEO Turns to IMS Expansion
Rockwell Collins CEO Kelly Ortberg. Photo: Rockwell Collins [Avionics Today 04-24-2015] With...
aviationtoday.com
Airbus Selects Korean Air Aerospace to manufacture Sharklet wingtips for the A330neo Family
• Building on KAL-ASD’s experience with manufacturing Sharklets for the...
airbus.com
Airbus team making vital contributions to America’s Cup champion
New wave in Airbus and ORACLE TEAM USA partnership Share...
airbus.com
Northrop Grumman, US Navy UAS Makes In-Flight Refueling a Reality
The X-47B Unmanned Combat Air System Demonstration aircraft. Photo: Northrop...
aviationtoday.com
Presagis Acquisition Opens Door to Airframe, Avionics Software Collaboration
Presagis avionics design software. Photo: Presagis [Avionics Today 04-23-2015] Presagis,...
aviationtoday.com
Army to Brief DVE Solution Options Next Week
U.S. Army aviation officials will brief their analysis of alternatives...
aviationtoday.com
Exelis Launches Situational Awareness Tool for UAS
Exelis’ new application improves UAS situational awareness. Photo: Exelis [Avionics...
aviationtoday.com
easyJet takes delivery of its 250th Airbus aircraft
Europe's and one of the world's biggest A320 family airlines...
airbus.com
Draken International Offers Upgrades on L-39 Aircraft
[Avionics Today 04-22-2015] Florida-based Maintenance, Repair and Overhaul (MRO) company...
aviationtoday.com
GAO Report Sees Snags in Future F-35 Affordability
[Avionics Today 04-22-2015] The Department of Defense (DOD) and industry...
aviationtoday.com
Airbus, FlightSafety International’s U.S. Partnership to Help Address Future Commercial Pilot Shortage
The Airbus Training Center (ATC) in Miami, Florida has signed...
airbus.com
Airbus Helicopters' H225M Pre-Selected by Poland
Airbus Helicopters and its partner Heli Invest Services have welcomed...
aviationtoday.com
Lockheed Martin Sees Aircraft Production Decline in Q1
Photo: Mark Doliner (flickr) [Avionics Today 04-21-2015] Lockheed Martin reported...
aviationtoday.com
Raytheon Wins FAA Contract to Field Satellite Payload, Improve GPS Accuracy
[Avionics Today 04-21-2015] Raytheon Company has received a $103 million...
aviationtoday.com
Airbus Defense and Space Focuses C212 Support in Mobile, Alabama
Juan Uriarte, head of Airbus Defense and Space U.S. military...
aviationtoday.com
Over 1,500 orders for the versatile A330
Growing market endorsement for most popular widebody aircraft Share this...
airbus.com
Future US DOD UAS Spending will Favor Upgrades, Logistical Support
[Avionics Today 04-17-2015] Demand for Unmanned Aerial Systems (UAS) from...
aviationtoday.com
AirRobot, Remotec Distribute UAS to Law Enforcement, First Responders
[Avionics Today 04-17-2015] Unmanned Aerial Systems (UAS) manufacturer AirRobot recently...
aviationtoday.com
Future US DOD Spending will Favor Upgrades, Logistical Support
[Avionics Today 04-17-2015] Demand for Unmanned Aerial Systems (UAS) from...
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 +