SECNAV M-5216.5 Correspondence Manual Ch 1&2 Flashcards Preview

Advancement > SECNAV M-5216.5 Correspondence Manual Ch 1&2 > Flashcards

Flashcards in SECNAV M-5216.5 Correspondence Manual Ch 1&2 Deck (41):
1

Who will administer the DON Correspondence Management Program?

Secretary of the Navy SECNAV

2

Who will administer the Correspondence Management Program within the Navy and Marine Corps?

CNO and CMC
Chief of Naval Operations and Commandant of the Marine Corps

3

Who will screen incoming correspondence, assign action offices and due dates, and indicate any required concurrences?

Administration Offices

4

To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of what?

Correspondence

5

What are often better than correspondence for working out details?

Conversations

6

Follow your WHAT when corresponding on substantive matters such as command decisions, policy issues, and official recommendations?

Chain of Command

7

What addressee will always forward official correspondence with an endorsement?

"VIA"

8

When writing to higher authority on a personal matter affecting the command, prepare your letter on plain bond paper in what format?

Standard Letter

9

Marine Corps personnel when writing to Higher Authority use NAVMAC 10274, administrative action (AA) form, as prescribed in what?

Marine Corps Order 5216.19

10

What provides a fast and reliable means for sending official correspondence?

Facsimile Machines

11

What eliminated the cost of addressing envelopes and the risk of putting letters in the wrong envelopes?

Window Envelopes

12

Use what when possible for routine matters that require no personnel touch?

Form Letters

13

What are pre-drafted standard letters that contain paragraphs that you may pick from to best fit the situation for which you are writing?

Guide Letters

14

What is a critical step in the processing of outgoing correspondence?

Coordination

15

Always coordinate during what stage, before the correspondence is put into final form and submitted for signature?

Drafting

16

Delegate what to the lowest legal and practical level?

Signature Authority

17

An individual who signs correspondence under delegated authority will use what term typed below their name when signing documents under this delegated authority?

"By Direction"

18

In the absence of the commander/commanding officer/officer in charge, and where specifically authorized by law or regulation, an officer who temporarily succeeds to command shall sign official correspondence with what term typed below their name?

"Acting"

19

When a piece of correspondence is in final form and the official that would normally sign the correspondence is unable to do so, it is permissible to have the correspondence signed what?

"for"

20

What is correspondence that requires some type of action, requires a response, or has long-term reference value?

Controlled Correspondence

21

Assign what to only incoming mail that requires a response or has a long-term reference value?

Controls

22

Use what to track the status of controlled correspondence routed for action?

OPNAV 5211/7 Correspondence/Document Control Card

23

Normally, Correspondence should be answered within how many working days or as prescribed by the immediate superior in command or by the tasking authority for response?

10 days

24

Correspondence from Congress shall be answered within how many workdays of receipt?

5

25

For more information on the handling of naval legislative affairs refer to what instruction?

SECNAVINST 5730.5J

26

Answer Freedom of Information Act (FOIA) requests and Privacy Act requests within how many workdays of receipt?

10 days

27

Limit the use of SSN of a Service member or civilian employee of the DoD unless essential for identification and authorized for use by authority of what?

Executive Order 9397

28

The standard size paper for all official letterhead stationery is what?

8-1/2 inches by 11 inches

29

The use of letterhead is authorized for commanders, commanding officers, officer's in charge and directors or those who have signature authority for commands that are represented in what?

SNDL

30

Letterhead stationary of the DON shall bear the seal of the DoD that is what in size?

One-inch in diameter

31

What can prevent a letter from becoming to detailed?

Enclosure

32

An enclosure marking goes in the what, whether the text is arranged normally or lengthwise?

Lower right corner

33

When size, weight or other factors prevent sending an enclosure with a letter, send it separately and type what after the enclosure's description?

"(sep cover)"

34

Express what time in four digits based on the 24-hour clock?

Military

35

There are how many date formats allowed for use in Navy correspondence?

3

36

What date format is only used as part of the sender's symbol, or in the absence of the sender's symbol, as the date for the letter?

Abbreviated
01 Feb 14

37

What date format is only used in text of correspondence?

Standard
5 April 2013

38

What date format is used as both the date of the correspondence and in the text?

Civilian
May 10, 2013

39

Do not abbreviate military titles in what?

Press Reports

40

For examples on punctuating, capitalizing, and spelling, refer to what?

Government Printing Office (GPO) Style Manual

41

What is the preferred font style and size for official correspondence?

Courier New 12-point