CH2 CORRESPONDENCE STANDARDS AND PROCEDURES Flashcards
(40 cards)
Correspondence Standards: Avoid stereotyping men and women based on gender. Use pronouns and titles that aregender neutral.
Do not write unless you must. A conversation in person, by telephone, or by electronicmail (e-mail) often saves two letters - the one you would have written and the other person’sresponse
Conversations are often better than correspondence for working out details.
Confirm your conversation with a short memorandum (also referred to as “memo”) to the other person ora “Memorandum For The Record” if issues of importance or policy are agreed upon during theconversation.
. Always include a point of contact, return telephone number, and e-mail address whenyour correspondence might prompt a reply or inquiry.
When writing to other NATO Forces use the format and abbreviations in NATO Standardization Agreement (STANAG) Number 2066,Layout for Military Correspondence. S
A “Via” addressee will always forward official correspondence with an endorsement.
Send correspondence directly to the “To” addressee with a concurrent copy toeach intermediate addressee.
List any cognizant addressees in the “Via:” line when it is determined that theyshould see a letter before it reaches the “to” addressee.
Include intermediate commands as “Copy to” addressees instead of “Via”addressees if you want them to see certain routine correspondence without having to endorse it.
When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in standard letter format.
Facsimile Machines. Facsimile machines provide a fast and reliable means for sendingofficial correspondence
E-mail. You can use e-mail for formal and informal correspondence.
Window Envelopes. Window envelopes eliminate the cost of addressing envelopes andthe risk of putting letters in the wrong envelopes.
It should be noted that the window-envelope letter format has no “From:” line, so every copy that goes outside your activity must be on letterhead to show itsorigin.
Do not use a window envelope for material that:(1) Is classified.(2) Involves national security.(3) Is of a personal nature.(4) Is sent to high-level officials
Periodically review correspondence for recurring, routine topics that can be addressed with a standard response.
Use form letters when possible for routine matters that require no personal touch.Avoid form letters when expressing sympathy, apology, or appreciation.
Use double-spaced drafts only when changes are likely, perhaps because a subject iscontroversial or a policy statement needs precise wording.
Signature Authority. Delegate signature authority to the lowest legal and practical level.
The commander/commanding officer/officer in charge must personally sign documents that:(1) Establish policy.(2) Center on the command’s mission or efficiency and are addressed to higherauthority.(3) Deal with certain aspects of military justice.(4) Are required by law or regulation.
An individual who signs correspondence under delegated authority will use the term “By direction” typed below their name when signing documents under this delegated authority.
In the absence of specific sub-delegation guidance, delegated signature authority shall not be sub-delegated.
Acting for an Official Who Signs by Title. When the signatory has been formally, but temporarily, appointed to replace an official who signs correspondence by title rather than “By direction,” the word “Acting” is typed below the typed name.EX: J. SMITHDeputyActing
Personnel authorized to use asignature stamp of someone else’s signature shall pen their initials next to each signature they stamp to authenticate the stamp.
Controlled correspondence is correspondence thatrequires some type of action, requires a response, or has long-term reference value.
Date stamp all incoming controlled correspondence on the day it arrives atthe command. It is a good practice to date stamp all incoming correspondence, not just controlled correspondence.
Assign controls to only incoming mail that requires aresponse or has long-term reference value. Incoming action correspondence should be routed directly from the correspondence management office to the action office.
**Normally, correspondence should be answered within 10 working days or as prescribed by the immediate superior in command or by the tasking authority for theresponse.
Correspondence from Congress shall be answered within 5 workdays of receipt.
If a response cannot be provided within 5 days, send an interim response that acknowledges receipt of the correspondence and provides an estimated date when a final response will be sent.
The date format is month day, year (i.e., June 19, 2009).
When responding to a Congressional request, the closing line in the text of theresponse should read, “If I may be of any further assistance, please let me know.”
Answer Freedom of InformationAct (FOIA) requests and Privacy Act requests within 10 workdays of receipt.
If a response cannot be provided within 10 days, send an interim response that acknowledges receipt of thecorrespondence and provides an estimated date when a final response will be sent.
Trace Late Replies: Fwd a copy of original letter with the term “TRACER”- Date written or stamped in top margin or contact the CMD the letter was originally sent by phone or email.
Limit the use of the SSN of aService member or civilian employee of the DoD unless essential for identification andauthorized for use by authority ofExecutive Order 9397.
Never use or provide the SSN of a Service memberor civilian employee of the DoD when corresponding with an individual or agency outside of the DoD.
The only exception to this policy is if the individual involved gives written permission torelease his or her SSN, or the incoming correspondence you are responding to includes theindividual’s SSN.
Identifying Navy and Marine Corps Personnel. This information is generally included in thesubject line of the standard letter and in the first paragraph of the business letter. Fully identifythe member when you first mention him or her.
Do not capitalize every letter of a member’s last name, except in the subject and signature lines.
Capitalize the words “Sailor,” “Marine” and “Service member” when referring to members of the U.S. Navy or U.S. Marine Corps.
Abbreviated rank for officers and rate and warfare designator for enlisted personnel(e.g., AD1(AW), BM2(SW), CSSN(SS)) with no space between rank/rate and warfare designator,
Examples for Officer and Enlisted:OS2(SW) James D. Brown, USN, XXX-XX-1234CDR Gilbert L. Williams, USN, XXX-XX-2222/1110-designator for officer
USMC Example: Major/Sergeant K. Allen XXX-XX-1234/0403(MOS) USMC
The standard size paper for all official letterhead stationery is 8-1/2 inches by 11 inches.
Use command letterhead stationery only for official matters of the command.
Printing names of officials on letterhead stationery is prohibited.
