Strict procedures apply when a standard letter that will contain classified information is drafted. Each paragraph that contains classified material must be identified by its classification. Some letters may contain classified and unclassified information. In this case, the overall letter should be assigned the highest classification of material that is contained in the letter. Mark or number a major paragraph flush at the left margin with an Arabic numeral with a period. Allow two spaces between the period and the first word of the paragraph. Single-space a paragraph in a letter. Double-space between paragraphs and subparagraphs. Do not begin a paragraph at the bottom of the page unless you have enough space for at least two lines of text on that page and at least two lines of text on the following page. You should indent subparagraphs four spaces from the left margin and mark each with a small letter that is followed by a period. The second and succeeding lines should extend between the left and right margins. Indent each further degree of subdivision accordingly. Mark sub-subparagraphs with numerals in parentheses and the next lower degree paragraph with small letters in parentheses. If you need subparagraphs, you should use at least two. You should limit your use of subparagraphs whenever possible. SIGNATURE BLOCK: Type or stamp the signature block. Begin the block at the center of the page, four lines below the last line of the text. The signing official’s name should be in capitals. Don’t include the rank or the title of the signing official. Include the term "By direction” below the signature when a subordinate is authorized to sign the letter. Use the term “Acting” below the signature when the signer has been formally appointed to temporarily sign the letter in the absence of the commanding officer or other signing official. Enter a title under the signature block of a principal subordinate who is authorized to sign by title, such as the chief of staff or deputy in a major command. For correspondence or orders that affect pay or allowances, enter "By direction of the Commanding Officer.” The term "By direction” means the correspondence is signed by direction of the commanding officer, and it is only used when the person who signs is authorized to do so in writing. “COPY TO” LINE.—The "Copy to" line is an optional line that list addressees outside your activity that have a need to see a letter’s content but have no need to take action on the letter. When used, place the “Copy to” line at the left margin on the second line below the signature line. List the officials who will receive copies with abbreviated titles below “Copy to” and even with the left margin. In naval correspondence, ‘Copy to” addressees may be indicated on the original as well as on the copies. Addressees that appear under the “Copy to” line do not have to be listed by seniority and should be kept to a minimum. PAGE NUMBERING.—Unless the letter is classified Top Secret, do not number the first page of a letter. Number each page of a Top Secret letter. On all other correspondence, number the second and succeeding pages. Center page numbers 1/2 inch from the bottom edge of the page beginning with the number 2. Type the page numbers without parentheses, dashes, or periods. The signature page of a letter that exceeds one page in length should contain a minimum of two lines of the text. Repeat the subject shown on the subject line of the first page on the sixth line from the top of the second and succeeding pages. Assembling a letter After you complete a letter, arrange the correspondence that should accompany the letter for signature according to the instructions of the signing official. The arrangement that is outlined below is a suggested order for assembling an outgoing letter and may be altered to conform to local practices. For specific guidelines, refer to the SECNAVINST 5216.5. 1. 2. 3. 4. 5. 6. 7. 8. Briefing sheet as prescribed locally. Brief sheets may be omitted for short, self- explanatory letters. Original outgoing letter to be signed, arranged in normal order. Courtesy copy with enclosures, if required, arranged in the order that they are listed in the letter. Copies for “Via” addressees with enclosures. Envelopes or mailing labels, if required. Copies for “Copy to” addressees, with enclosures if required. Official file copies of the letter with enclosures. Incoming letter, previous correspondence, or reference documents, if any. MULTIPLE-ADDRESS LETTERS A multiple-address letter is a standard letter that is addressed to two or more activities. The addressees 2-11