Figure 2-1.—Standard letter.

There are two general types of letters—standard and business. The standard letter is a primary tool that is used within the Navy for written communication. For the most part, you will prepare the standard letter. An addressee of a standard letter is a naval activity, the Department of Defense, the Coast Guard, or a civilian firm that deals widely with the Navy. These addressees are familiar with standard letter. An addressee of a business letter is an individual, a civilian firm, and a government agency. These addressees are not familiar with the standard letter. The business letter is not covered in this manual. Refer to the Department of the Navy Correspondence Manual, SECNAVINST 5216.5, for information on the preparation of the business letter. The format of an unclassified standard letter is shown in figure 2-1. As you read the following sections, refer to figure 2-1. Stationary Letterhead stationery is normally used for the first page of a standard letter. If a printed letterhead is not available, type or stamp the letterhead in the center of the first page four lines from the top. Type second and subsequent pages on plain bond paper similar to the letterhead in size and quality. Copies Before typing a letter, determine how many copies you will need. The requirement for copies of naval letters depends on the subject and local filing practices. Although the necessary number of copies must be NAVAL EDUCATION AND TRAINING PROFESSIONAL DEVELOPMENT AND TECHNOLOGY CENTER 6490 SAUFLEY FIELD ROAD PENSACOLA, FLORIDA 32509-5237 5216 Ser 23/116 22 Oct 99 From: Commanding Officer, Naval Education and Training Professional Development and Technology Center To: Commander, Naval Education and Training Via: Commanding Officer, Naval Air Station, Pensacola Subj: HOW TO PREPARE A STANDARD LETTER Ref: (a) SECNAVINST 5216.5D, Department of the Navy Correspondence Manual Encl: (1) Example of a Standard Letter 1. This example of a standard letter lists all of the elements of the heading that may appear in a standard letter. The From, To, and Subj lines must appear in every standard letter. Via, Ref, and Encl are optional lines. Note that all letters in the subject line are capitalized. 2. The From, To, and Via lines in the heading are all single space. The spacing between the Via and Subj, Subj and Ref, and Ref and Encl lines are all double-spaced. Paragraphs are double-spaced and text within paragraphs is single-spaced. A. SAILOR Figure 2-1.—Standard letter. 2-8