is identified by placing in the lower right corner
the word Encl and the number assigned to it, the
abbreviated functional title of the addressor, the
abbreviated word ltr, and the date of the letter.
If a carbon copy of the original letter is attached
to an enclosure that goes under separate cover,
only the word Encl and the assigned number need
be indicated on the transmittal.
Ordinarily, a transmittal of multiple copies of
the same material is considered a single enclosure,
and only one copy is labeled. The number of
copies should be indicated on the Encl line.
TEXT. The text (or body) of the letter begins
two lines below the preceding line of typing.
When drafting a letter, you should refer to the
latest edition of The Navy Correspondence
Manual, SECNAVINST 5216.5, for detailed
information on how the body of the letter should
PARAGRAPHING. Major paragraphs are
numbered flush at the left margin with Arabic
numerals followed by a period. Two spaces are
allowed between the period and the beginning of
the first word. The text of the letter is single
spaced, with double spacing between paragraphs
Subparagraphs are indented four spaces from
the left margin and are lettered with small letters,
followed by a period. The second and succeeding
lines extend between the left and right margins.
Each further degree of subdivision is indented
correspondingly. Sub-subparagraphs are marked
by numerals in parentheses; the next degree by
small letters in parentheses. If subparagraphs are
needed, use at least two.
Paragraphs should not begin at the end of the
page unless there is space for at least two lines
of the text on the first page and at least two lines
are carried over to the next page.
SIGNATURE. The typed or stamped signa-
ture, in block style, begins at the center of the
page. It is placed four lines below the last line of
the text. Last names are always typed in capitals
wherever they appear in official correspondence.
Neither the rank nor, as a rule, the functional title
of the signing official is shown in the signature.
A functional title is added, however, for a
chief of staff, or a similar official authorized to
sign correspondence without use of the term By
direction, and also for an executive officer or
similar official authorized to sign orders affecting
pay and allowances. (NOTE: The term B y
direction means signed by direction of the
commanding officer, and it is only used when the
person signing is authorized in writing to do so.)
COPY TO LINE. The Copy to line is
placed at the left margin, two lines below the last
line of the signature information. Copy to is not
abbreviated. Officials receiving copies are listed,
with titles abbreviated, below the words copy to,
even with the left margin. In naval corre-
spondence, the Copy to addressees may be
indicated on the original as well as on all carbons.
If copies of any of the enclosures listed in the
heading are sent to Copy to addressees, the
words with encl and the enclosure numbers
assigned in the heading are added in parentheses
after the title of each recipient.
PAGING. The first page of a letter is not
numbered unless classified TOP SECRET. Each
page of a TOP SECRET letter is numbered as
On all other correspondence, second and
succeeding pages are numbered consecutively with
Arabic numerals beginning with 2, centered
one-half inch from the bottom of the page. The
numerals are typed without parentheses, dashes,
The signature page of a letter exceeding one
page in length should contain a minimum of two
lines of the text.
Repeat the subject shown on the first page on
the sixth line from the top of the second and
ASSEMBLING A LETTER. The corre-
spondence file that accompanies the letter to be
signed is arranged according to the instructions
of the signing official. The arrangement outlined
below is merely a guide, which may be varied to
conform to local practices.
Briefing sheet as prescribed locally
Outgoing letter, arranged in normal order
Courtesy copy, if required
Enclosures, if any, arranged in the order
listed in the letter
Copies for Via addressees with
Envelopes, if required