THE SECRETARY OF THE NAVY - United States Marine Corps

T H E S E CR E TA RY O F T H E NAVY

SECNAV M-5216.5

March 2010

Department of the Navy

Correspondence

Manual

Published By

T HE S ECR ET A R Y O F T HE NA V Y

SECNAV Manual M-5216.5

March 2010

FOREWORD

This manual is issued to prescribe uniform standards for the management and preparation of

correspondence and is applicable to all commands and activities of the Department of the Navy.

The following directives and manuals are cancelled:

SECNAVINST 5216.5D of 29 Aug 96

Secretary of the Navy Writing Guide 14 Apr 06

Local supplements to amplify this manual may be issued and inserted as chapter 13. A local

supplement shall not contradict or repeat information contained in this manual.

Forward recommended changes to this manual to:

OFFICE OF THE SECRETARY OF THE NAVY

DIRECTOR OF ADMINISTRATION

1000 NAVY PENTAGON ROOM 4D652

WASHINGTON DC 20350-1000

Copies of this manual may be obtained through normal publications channels, Department of the

Navy Issuances Web site; or from the Marine Corps Publications Electronic Library Online Web

site. This manual is approved for authorized registered users and distribution is unlimited.

Authorized registered users may obtain copies of the publications from:

UNDER SECRETARY OF THE NAVY

PUBLICATIONS MANAGEMENT BRANCH

1000 NAVY PENTAGON ROOM 5D773

WASHINGTON DC 20350-1000

Robert O. Work

Under Secretary of the Navy

i

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March 2010

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SECNAV Manual M-5216.5

March 2010

TABLE OF CONTENTS

TITLE

PAGE

FOREWORD

i

TABLE OF CONTENTS

iii

REFERENCES

ix

CHAPTER 1 ¨C CORRESPONDENCE MANAGEMENT

1-1 ¨C Objective and Responsibilities

1

Objective

2

Responsibilities

CHAPTER 2 ¨C CORRESPONDENCE STANDARDS AND PROCEDURES

2-1 ¨C Correspondence Standards and Procedures

1

General

2

North Atlantic Treaty Organization (NATO)

2-2 ¨C Procedures

1

Correspond Through Channels

2

Take Advantage of Correspondence Shortcuts

3

Coordination

4

Submit Finished Products for Signature

5

Signature Authority

6

Signature Stamps

7

Incoming Correspondence Controls

8

Replies to Correspondence

9

Outgoing Correspondence Controls

10

Limit Use of Social Security Numbers (SSN)

11

Identifying Navy and Marine Corps Personnel

12

Letterhead Stationery

13

Enclosures

14

Copies

15

Expressing Military Time

16

Expressing Dates

17

Abbreviations and Acronyms

18

Punctuating, Capitalizing, Spelling, Hyphenating, and Separating

Words

19

Proofreading

20

Typeface

21

Color of Ink

iii

1-1

1-1

1-1

2-1

2-1

2-1

2-1

2-1

2-3

2-4

2-4

2-4

2-5

2-5

2-6

2-7

2-7

2-7

2-8

2-9

2-10

2-11

2-11

2-11

2-12

2-13

2-13

2-13

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