7. Copies, and envelopes as appropriate, for "Copy to" addressees
8. File copies, with yellow tissue on top, protruding three-fourths inch to one side for initialing or other indication of approval
9. Incoming letter and previous correspondence, if any
An endorsement is a brief form of naval letter 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 reaching its final destination.
When there is adequate space remaining on the page, the first and subsequent endorsements may be placed on the same page containing the basic letter or prior endorsement. Plain bond paper is used for the original of an endorsement, and manifold paper is used for carbon copies.
When an endorsement is typed below the preceding basic letter or endorsement, a dashline is placed two lines below the last line in the preceding communication. Same page endorsements may omit the SSIC, subject, and the basic letter's identification as long as the entire page will be photocopied. If carbon copies are made, all three elements are required. Continue the page numbering sequence from the basic correspondence.
A multiple address letter is a standard letter addressed to two or more activities individually identified in the address or addressed as a group. A multiple address letter may be typed using carbon paper if the number of addressees is small enough that one typing will provide sufficient copies. Otherwise, another type of duplicating process is used.
The format of the multiple address letter is basically the same as the naval letter; the exceptions are described in the following paragraph.
The title of the first addressee is typed on the "To" line, with titles of other addressees listed on succeeding lines, each title flush with the first. For more than four addressees, a descriptive or collective title may be used instead of the list of titles, or, if this is not possible, the term Distribution List is used and the addressees listed individually on the established distribution list are stated at the end of the letter. If an established distribution list is used, the entry after "To" may be "Distribution List Number," without further identification of addressees.
A joint letter is a naval letter signed by officials of two or more activities. It deals with a subject or administrative problem common to those activities. A joint letter is prepared in much the same format as a naval letter and a multiple address letter.
A speedletter is a quick, informal means of communication combining the brevity of messages with the economy of transmission by mail. It can be prepared and released more quickly than the naval letter. Another important purpose of the speedletter form is to call attention to the communication so the recipient will handle it as promptly as possible. Speedletters are used for urgent, unclassified communications that do not require electrical transmission.
The speedletter format is shown in figure 2-11. The top three copies (blue, white, and white) are for outgoing copies. The remaining pink, green, and yellow copies are for internal use.
In addition to the copies required for information addressees, files, etc., one carbon copy may be provided to the addressee with the original to permit a reply on the speedletter, if space allows. This permits the recipient to retain the original for filing and return a copy with the reply.
Speedletters are prepared in much the same manner as naval letters. As you can see in figure 2-11, boxes are labeled on the form to indicate their use and for indicating the identification symbol, phone number, date, addressee, copy to, and sender's address.
Information normally appearing on the "From" line, expanded to include the complete address, is typed in the space provided at the bottom of the form. The subject, reference, andContinue Reading