may be individually identified in the address or
addressed as a group. The format of the
multiple-address letters is the same as the naval letter.
The only exception is in the handling of addressees.
When there are four or fewer addressees, the title of the
first addressee is typed on the To line, with the other
addressees listed on succeeding lines, each title flush
with the first. For more than four addressees, a
Distribution line is used. When a Distribution line
is used, the short title, collective titles, or both
collective and short titles of addressees are listed
individually at the end of the letter.
A joint letter is a naval letter that is signed by
officials of two or more activities to establish an
agreement or for matters of mutual concern. A joint
letter has much the same format as a standard or
multiple-address letter. Prepare a joint letter on plain
bond paper. In a joint letter, type the command titles of
each official who will sign the letter at the top of the
page. Ensure that the command title of the most senior
official is listed on top. Include the identification
symbols (SSIC, originators code, and date) along with
the short title of both commands on the joint letter.
When the joint letter is ready for signature, arrange the
signature blocks so that the most senior official is on the
right. Type the junior officials signature flush with the
left margin. Place a third cosigner, if any, in the middle
of the page.
An endorsement is a brief form of naval letter that
is used to approve, disapprove, forward, or comment on
the contents of a letter that is transmitted through one or
more addressees before it reaches its destination. The
contents of a prior endorsement may also be the subject
of comment. An endorsement should not be used to
reply to the basic communication. Endorsements may
be added by one or more of the activities through which
an original letter is channeled before it reaches its final
destination. An example of a same page endorsement is
shown in figure 2-2.
The length of an endorsement, the amount of space
that remains on the basic letter, and whether or not
changes will be made to the endorsement will dictate
whether a same page or new page endorsement should
be used. If an endorsement will completely fit on the
signature page of the basic letter or previous
endorsement and will not be revised, then an
endorsement may be added to that page. If an
endorsement will not completely fit on the signature
page or on a previous endorsement page or, if there is a
possibility that the endorsement will be revised, then
the endorsement should begin on a new page. An
endorsement should remain with the basic letter. Plain
bond paper is used for the original of an endorsement,
but manifold paper may be used for copies.
When an endorsement is typed below the preceding
basic letter or endorsement, a horizontal dash line is
placed two lines below the last line in the preceding
communication. Same page endorsements may omit
the SSIC, subject, and the basic letters identification
symbols. The general style of an endorsement is as
Endorsements should be numbered in the
sequence that they are added to the basic letter.
Identify the number of the endorsement by using
FIRST, SECOND, THIRD, and so forth. After
the number, type ENDORSEMENT on and
then identity the basic letter by using the same
format as a reference line.
References that appear in the basic letter should
not be repeated in an endorsement. List only
new references that are added.
Enclosures that are listed in the basic letter
should not be included in an endorsement. Send
any enclosures that are added to the action
addressee. Omit enclosures that the action
addressee already has, enclosures that are
impertinent to the original correspondence, or
enclosures that are impractical to send.
Send one copy of your endorsement to the
originator of the basic letter. A single copy of
your endorsement should also be sent to each
prior endorser if your endorsement is
significant. Significant endorsements include
correspondence forwarded recommending
disapproval and correspondence that is
readdressed and forwarded. Routine
endorsements include correspondence that is
forwarded, forwarded for consideration,
and forwarded recommending approval.
Memorandums provide an informal means to
communicate within an activity or between
Department of the Navy (DON) activities. Of the types
of memorandum formats that the DON uses, we will
discuss four here. Other types of memorandums, such