Secnavinst 5216.5d Correspondence Manual

The size of text that should be used for correspondence is typically 10 to 12 pitch. This size ensures that the text is legible and easy to read. Using a larger size may make the text appear too big and unprofessional, while using a smaller size may make it difficult for the recipient to read. Therefore, 10 to 12 pitch is the recommended size for correspondence.

Proofreading is the process of carefully reviewing a document to identify and correct errors in grammar, spelling, punctuation, and formatting. The purpose of proofreading is to ensure that the document has been correctly prepared and that it is free from any mistakes or inconsistencies. By thoroughly checking the document, one can ensure that it is accurate, professional, and effectively conveys the intended message to the reader. Proofreading helps to enhance the overall quality and credibility of the document before it is finalized and shared with others.

The CO, or Commanding Officer, authorizes delegation of signature authority to military and civilian subordinates. As the highest-ranking officer in a military unit or organization, the CO has the authority to delegate certain responsibilities and tasks to their subordinates, including the authority to sign documents on their behalf. This delegation of signature authority allows for more efficient decision-making and execution of tasks within the unit or organization.

Can be sent only if the network is protected for the highest level of classified information for your system.

The statement is false because the use of a service member's Social Security Number (SSN) is not authorized on all correspondence outside the Department of Defense (DoD). The SSN is considered sensitive personal information and should only be shared on a need-to-know basis for official purposes within the DoD. Sharing the SSN outside the DoD can pose a risk to the service member's identity and privacy.

The correct answer is "Ref: (a)". This is because when listing a single reference, it is common to use the abbreviation "Ref" followed by a colon and the reference identifier in parentheses. In this case, the reference identifier is "a".

Business letters are expressed as month/day/year

If not able to respond within that time frame, send an interim reply within 48 hrs.

The signature block starts four lines below the text.

The correct answer is 1 inch because allowing a 1 inch margin on the top, bottom, and sides of each page helps to create a visually balanced and aesthetically pleasing layout. It also provides enough space for binding or hole-punching, ensuring that the content remains intact and easily readable. Additionally, wider margins make it easier for readers to take notes or make annotations on the page.

A via line is used when one or more activities outside your own would see the letter before reaching the action addressee. This means that there are other departments or individuals who need to review or be aware of the letter's contents before it reaches the intended recipient. The via line ensures that the letter is properly routed and reaches all relevant parties before reaching the final addressee. It is a way to keep everyone involved in the communication process informed and involved.

The person who's title appears on the To: line is called the Action Addressee. This is the individual who is being directly addressed and is expected to take action or respond to the message. They are the primary recipient of the communication and hold the responsibility to act upon the information or request provided in the message.

10 working days or within the time frame set by the incoming correspondence

The standard size paper for all official letterhead stationary is 8 1/2 X 11 inches. This size is commonly known as "letter size" and is widely used for printing official documents and letters. It provides enough space for the content of the letter and is compatible with most printers and copiers.

Enclosure markings must be marked on the first page. Enclosure markings must go in the lower right corner.

The correspondence for signature is typically submitted in the final format. This means that it has been edited, reviewed, and is ready for the recipient to sign. The final format ensures that all necessary information and edits have been included and that the document is complete and accurate. It is the last stage before the document is signed and sent out.

At least two lines of text must be carried over to the next page.

The correct answer is Yes. The last name appears in all caps with the exception of a last prefix such as McDONALD, McKAY. This means that while the majority of the last name is in all capital letters, certain prefixes like "Mc" or "Mac" are capitalized as they normally would be.

The statement "Numbers must have punctuation accompanying them" is false. Punctuation is not required when writing numbers. Numbers can be written without any accompanying punctuation marks, such as commas or periods, depending on the context and style guide being followed.

There are three identification symbols for a standard letter.

The Freedom of Information Act (FOIA) grants individuals the right to request access to records that are held by a government agency. This means that any person, regardless of their affiliation or purpose, can make a formal request to obtain information or documents that are in the possession of a government agency. The FOIA is designed to promote transparency and accountability in government by allowing citizens to access information that is deemed to be in the public interest.

Tabbing is used in correspondence to organize and separate different sections of the document. It helps in creating a clear and structured layout, making it easier for the reader to navigate through the content. Additionally, tabbing is also used to indicate enclosures and background material, ensuring that important documents or additional information are included and easily identifiable within the correspondence.

The correct answer is Standard Navy Distribution List (SNDL) parts 1 and 2. The SNDL is a comprehensive list that provides address information for official Navy mail. It includes the addresses of various commands and activities within the Navy. Parts 1 and 2 of the SNDL contain the necessary address information for addressing official Navy mail.