Glossary of Correspondence Management CHAPTER 1
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- Who administers the Correspondence Management Program
- Chief of Naval Operations and Commandant of the Marine Corp
- Who Manages and coordinates the Correspondence Management
- Chief of Naval Operations
- Who establishes the correspondence management program
- Commanding Officers and Heads of Activities
- Who designates The Correspondence Manager
- A Correspondence Manager is designated by the C.O.
- Who should receive Delegated signature authority
- Signature Authority. Delegate signature authority to the lowest legal and practical level.
- What documents must the C.O personnally sign
- Commanding Officer must personally sign documents that:
(1) Establish policy.
(2) Center on the command’s mission or efficiency and are addressed to higher authority.
(3) Deal with certain aspects of military justice. In this case, others may sign only if a staff legal officer has approved it.
(4) Are required by law or regulation (ships deck log).
- Subordinates usually use “What?” when signing documents under this delegated authority.
Subordinates usually use “By direction” when signing documents under this delegated authority.
- When an officer temporarily succeeding to command signs official correspondence the word “What?” is typed below the typed name.
- When an officer temporarily succeeding to command signs official correspondence the word “Acting” is typed below the typed name.
- Acting for an Official Who Signs by Title. The word “What?” is typed below the typed name and title.
- Acting for an Official Who Signs by Title. The word “Acting” is typed below the typed name and title.
- Signing “For” an Absent Official. The acting official may sign the document with his or her name and the word “What?” before the typed name of the regular signing official.
- Signing “For” an Absent Official. The acting official may sign the document with his or her name and the word “for” before the typed name of the regular signing official. This method is discouraged.
- What must you do if you are authorized to use a Signature Stamp of someone else's signature pen
- Signature Stamps. If you are authorized to use a stamp of someone else’s signature pen your initials next to each signature you stamp to authenticate the stamp.
- When must you Date stamp incoming controlled correspondence?
- Date Stamp. Date stamp incoming controlled correspondence on the day it arrives at the command.
- How many Days should Routine Correspondence be answered within?
- Routine Correspondence should be answered within 10 working days or within the time set by the incoming correspondence.
- Typical Controlled Correspondence should be answered within 10 workdays. What If you foresee problem?
- Typical Controlled Correspondence should be answered within 10 workdays. If you foresee problem, send an interim reply within 5 workdays.
- How much time is given to reply to Congressional Communications?
What if their is a problem
- Congressional Communications - reply within 5 workdays. If problem, send interim within 48 hours.
- What Act tells us to answer requests within 10 days, Unless notified.
- Freedom of Information and Privacy Act Requests - Requests for information within 10 workdays. Unless notified
- What things should you look for in proofreading. Before we read for substance.
- Do not read for substance until you are sure everything else is right.
Look at the framework of the correspondence:
(1) Is letterhead correct/straight?
(2) Are margins 1 inch?
(3) Are page numbers centered 1/2 inch from the bottom of the page?
(4) Is there enough/too much room for the date?
(5) Are paragraphs aligned/indented properly?
(6) Are paragraphs sequentially numbered/lettered?
(7) Are enclosure markings correct?
(8) Are more than three lines hyphenated, and are Successive lines hyphenated?
Next, look for typographical errors, misspelled words,
Improper punctuation, improper spacing, and incorrect grammar:
Lastly, read again for content.
- What Typeface should be used on correspondence.
- Typeface. Use 10- to 12-point (or pitch) block letter style typeface.
- What color ink should be used on correspondence
- Color of Ink - Use black or blue-black ink to type, stamp, and sign correspondence.
- What are the postal Standards for envelopes
- Postal Standards
No smaller than 3 ½ by 5 inches
No larger than 6 1/8 by 11 ½ inches
- What size envelopes are preferred
- Use standard letter size (number 10) envelopes whenever possible
- Documents above what number should not be folded when mailed
- Generally, documents with four or less pages should be folded and mailed
- Should Diplomas and Certificates be folded when mailing
- Use large envelopes for material that cannot be folded
- When do we use Standard Letters
- Standard Letter – (Naval Letters) Use when dealing w/DOD or outside DOD if they have adopted the format.
- What is the Format of a Letterhead where should it be placed
- Letterhead Format - typing or stamping a letterhead, begin with “DEPARTMENT OF THE NAVY” centered on the fourth line from the top of the page. Center the activity’s name, address and nine-digit ZIP code on succeeding lines.
- Margins should be what lengths in a standard letter
- Margins – 1 inch, on top, bottom, and sides
Exceptions, on letterhead paper. Typing starts more than 1 in from the top when letterhead is printed and less than 1 inch if it is typed.
- Can typing ever end more than 1 inch from the bottom of the page
- Typing may end more than 1 inch from the bottom of the page that has the signature.
- Can we justify right margings on a Standard letter. Whats the rule about proportional spacing
- Don’t justify right margins and don’t use proportional spacing
- What are the Identification Symbols, where should it be located and how many parts does it have.
- Identification Symbols –
The SSIC or In reply refer should be printed on the second line below the letterhead
3 parts of the Identification Symbols
Standard Subject Identification Code (SSIC)
- How must Enclosures be marked, where should they be marked
- Enclosures - must be marked on the first page; however, you may mark all pages. An enclosure marking goes in the lower right corner (You can type, stamp or write “Encl” or “Enclosure”) plus its number should be in parentheses. (You may use pencil)
- How must Military time be expressed
- Military time – express in four digits, from 0001 to 2400
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