FROM LINE. The From line is typed
two lines below the date or at the left margin
classification. Two spaces are allowed between the
colon after From and the beginning of the
addressors title. The From line identifies
by title the official in authority (usually the
commanding officer or the officer-in-charge) over
the activity or other organizational unit having
cognizance of the subject covered by the letter.
If a reply to the letter is necessary, it will be
directed to the addressor.
If a window envelope is to be used for
transmitting a letter, the position of heading
entries on the letter are adjusted to meet the
spacing requirements of the envelope.
TO LINE. The To line is placed on the
line below the From line. There are four spaces
from the colon after To to the beginning of
the title of the addressee. When the functional
title does not clearly distinguish the addressee,
sufficient information is given as to the intended
activity to assure that the letter is correctly
delivered. Except in the case of correspondence
intended for a ship, the title of the addressee may
be followed by the title or the code designation
(in parentheses) of the office having immediate
responsibility for the subject matter.
VIA LINE. The via line, if any, is
placed on the line below the To line. If there
is more than one Via addressee, each is
numbered with an Arabic numeral enclosed in
parentheses. The numerals indicate the sequence
through which the correspondence is to be sent.
There are three spaces from the colon after Via
to the beginning of the title of the addressee, if
there is only one; or to the beginning of the
numbering of the first addressee, if there is more
A letter containing two or more Via
addressees is not suited to transmission in a
SUBJECT LINE. The abbreviation
Subj is used to introduce a topical statement
of the subject of the correspondence, The Subj
line is two lines below the preceding line of type
(five lines for window envelope). There are two
spaces from the colon after Subj to the
beginning of the subject.
Use normal work order. All letters after the
colon are capitalized. A letter of reply usually
repeats the subject of the incoming letter.
On continuation pages, repeat the subject
from the first page on the sixth line from the top,
at the left margin, of all second and later pages.
REFERENCE LINE. The abbreviation
Ref, without an S, even though there is more
than one reference, is used as the caption when
previously prepared material is cited. The Ref
line is two lines below the last line of the subject,
with each reference citation beginning on a new
line. Three spaces intervene between the colon
after Ref and the beginning of the first
References are listed in the order in which they
are discussed in the text of the communication.
They are designated by small letters enclosed in
parentheses: (a), (b), (c), etc. An enclosure is never
listed as a reference.
When a letter is cited, the reference line
includes the abbreviated functional title of the
originator of the referenced letter; the location of
the activity, if this information is not indicated
by the functional title; the abbreviation ltr; all
identification symbols assigned to the referenced
letter; the date, preceded by the preposition of
and the functional title of the addressee of the
referenced letter if the letter was not addressed
to the originator of the communication being
prepared. The functional title is preceded by the
preposition to. If no identification symbols appear
on the letter, the subject is given instead.
Introduced by the abbreviation Subj followed
by a colon, it is added at the end of the reference.
When documents other than letters are listed
as references, they are fully identified as to origin,
title, and date.
ENCLOSURE LINE. The abbreviation
Encl, without an S, even though there is more
than one enclosure, is used to introduce a listing
of material forwarded with the letter. The Encl
line is two lines below the preceding line of typing,
with each enclosure notation beginning on a new
line. Two spaces follow the colon after Encl.
Enclosures are numbered with arabic numerals in
parentheses. They are identified in the same
manner as references are in the Ref line. When
material must go under separate cover, the
designation (sep cover) is placed after the
description of the enclosure.
Each enclosure that accompanies the letter is
identified by typing, stamping, or writing in the
lower right corner the word Encl plus the number
assigned to it in parentheses; for example, Encl
(1). An enclosure to be sent under separate cover