USNAINST 5216.1Q Local Supplement to the Correspondence Manual

USNAINST 5216.1Q

22 May 2017

Local Supplement

to the

Department of the Navy

Correspondence Manual

DEPARTMENT OF THE NAVY

UNITED STATES NAVAL ACADEMY

121 BLAKE ROAD

ANNAPOLIS MARYLAND 21 402-1300

USNAfNST 5216.lQ

28/Flag Sec

22 May 2017

USNA INSTRUCTION 5216.1 0

From: Superintendent, U.S. Naval Academy

Subj: LOCAL SUPPLEMENT TO THE DEPARTMENT OF THE NAVY

CORRESPONDENCE MANUAL

Ref:

(a) SECNAV M-52 16.5

(b) OPNAV M-5215.1

(c) SECNAV M-5210.2

(d) Writing Style Guide and Preferred Usage for DoD Issuances

1. Purpose. Establish correspondence procedures for the U.S. Naval Academy (USNA) in

addition to procedures established in references (a) through (d).

2. Cancellation. USNAfNST 5216.lP.

3. Scope and Applicability. This instruction applies to all personnel and subordinate unit

identification codes that repo1i to the Superintendent.

4. Policy. Personnel preparing correspondence and directives should follow the guidelines

contained in references (a) and (b) without exception. This instruction provides details

applicable to USNA correspondence and directives.

a. Correspondence Manager. The Superintendent's Flag Secretary is designated as both the

Correspondence and Directives Manager.

b. This instruction is divided into three chapters:

(1) Chapter 1: Correspondence Policies

(2) Chapter 2: Delegation to Sign "By Direction" and Letterhead

(3) Chapter 3: Correspondence Formatting

(4) Chapter 4: Standards and Style

5. Records Management. Records created as a result of thi s instruction, regardless of media or

fo1mat, shall be managed per SECNAV Manual 52 10.1 of January 20 12.

USNAINST 5216.1 Q

22 May 2017

6. Review and Effective Date. Per OPNAVINST 5215.17A, the Flag Secretary will review this

instruction annually on the anniversary of its effective date to ensure applicability, currency, and

consistency with Federal, DoD, SECNAV, and Navy policy and statutory authority using

OPNAV 5215/40 Review of Instruction. This instruction will automatically expire 5 years after

the effective date unless reissued or canceled prior to the 5-year anniversary date, or an extension

has been granted.

7. Forms. USNA Form 5216/3 Briefing Sheet can be obtained on the USNA website,

, on the official USNA Forms List at

, and on

Naval Forms Online.

Releasability and distribution:

This instruction is cleared for public release and is available electronically only via USNA' s

Intranet Web site, .

2

USNAINST 5216.1Q

22 May 2017

TABLE OF CONTENTS

Chapter 1 CORRESPONDENCE POLICIES

1. Guidelines for Superintendent¡¯s Signature

2. Reply Timelines

3. Briefing Sheet

4. Folder Assembly

5. Delivery

6. Subordinate Review Guidelines

7. Documents for Higher Headquarters

1-1

1-1

1-1

1-1

1-1

1-2

1-2

1-3

Chapter 2 DELEGATION TO SIGN ¡°BY DIRECTION¡± AND LETTERHEAD

1. Delegation to Sign ¡°By Direction¡±

2. Letterhead Stationery

2-1

2-2

Chapter 3 FORMATTING

1. General

2. Sender¡¯s Symbols

3. ¡°From¡± Line

4. Signature Block

5. Originator Codes

3-1

3-1

3-1

3-1

3-2

3-2

Chapter 4 STANDARDS AND STYLE

1. Accuracy, Brevity, and Clarity

2. Capitalization

3. Acronyms and Abbreviations

4. Punctuation

5. Numbers

6. Virgules (Slashes) and ¡°and/or¡±

7. Echelon

4-1

4-1

4-2

4-3

4-3

4-3

4-4

4-4

USNAINST 5216.1Q

22 May 2017

CHAPTER 1

CORRESPONDENCE POLICIES

1. Guidelines for Superintendent¡¯s Signature. Unless specifically delegated, the Superintendent

will sign all Congressional responses and any correspondence or directive that determines broad

policy or is required by law or regulation.

2. Reply Promptly

a. Routine correspondence will be completed within 10 working days.

b. Congressional replies, unless otherwise specified, should be answered within 5 working

days. If a reply cannot be prepared in 5 working days, USNA will send an interim reply.

3. Briefing Sheet. Every folder delivered to Larson Hall for the Superintendent or Chief of

Staff will include USNA 5216/3 Briefing Sheet printed on blue paper.

a. USNA 5216/3, or ¡°Blue Blazer,¡± provides an executive summary and confirms that the

appropriate chains of command and cost center heads have reviewed and edited the

correspondence or directive.

b. Complete all required sections of USNA 5216/3. The name and phone number of the

person drafting the document, not the name of the office, is required. If the correspondence is

self-explanatory, type "Recommend signature" in the briefing portion. The sheet must contain

the initials of reviewers through the chain(s) of command and applicable cost center head(s).

c. Indicate the numerical chop order on the "Routing Order" section. Individuals chopping

shall include the date initialed in the date column.

d. Complete the ¡°Originating Office¡± and ¡°Date¡± portion in the lower left-hand corner.

4. Folder Assembly. Folders delivered to Larson Hall for the Superintendent or Chief of Staff

will be 9¡±x12¡± pocket folders with the USNA crest centered on the front of the folder.

a. Do not include intra cost center routing sheets. Folders are color coded as follows:

(1) Blue: General correspondence

(2) Red: Personnel matters

(3) Green: Supply and financial

b. Assemble the folders as follows:

1-1

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