determined separately for each situation, the following information  may  help  you: When making copies, remember that photo- copying is convenient but expensive. Maintain an updated command distribution list. An updated distribution list prevents the sending of correspondence to commands that have no further need of it. Resist the urge to send “just in case copies.” Try to pinpoint the exact number of copies that are needed. Use two-sided photocopying whenever pos- sible. Include only addressees with a genuine need to know whenever your letter has a “Copy to” block. Avoid   keeping   “nice   to   have”   copies   of documents you don’t really need. STANDARD LETTER FORMAT The  format  of  the  standard  letter  is  precisely outlined     in     the     Department    of    the    Navy Correspondence Manual, SECNAVINST 5216.5. You should  follow  the  procedures  in  SECNAVINST  5216.2 to    the    last    detail    when    you    prepare    naval correspondence.  In  addition,  SECNAVINST  5216.2 provides   detailed   examples   of   standard   letters, memorandums, and endorsements. Included in an appendix to SECNAVINST 5216.2 are correct models of   address   and   salutation,   available   forms   and envelopes, and stationary requirements. Margins You should maintain a 1-inch margin at the top and bottom and on both sides of each page of a standard letter. Several exceptions exist. One exception is when you type the letterhead. Another is on the page where the signature appears. General  style Neither a salutation nor a complimentary close appears on a standard letter. Type major paragraphs in block style, that is, without indenting. Periods do not follow the parts of the heading or the closing. Use abbreviations in the following items of the heading: Subject  (Subj:),  Reference  (Ref:),  and  Enclosure (Encl:). When referred to in the text, spell out the item, and do not capitalize the initial letter in the item unless the item is the first word of a sentence. When a heading entry is too long to complete on one line, continue the heading to the next line and flush with the first word of the  entry. The format of a standard letter is disccussed in the following text. IDENTIFICATION SYMBOLS:  There are three elements that make up the identification symbol: (1) the standard  subject  identification  code  (SSIC),  (2) originators code by itself or in a serial number, and (3) the date. Type these elements in the upper right-hand corner and blocked one below the other. Identification symbols are used on correspondence for reference, identification  of  the  sender,  and  for  filing  record purposes.  Elements  of  the  identification  symbol  are described  below: SSIC. When a “Refer to” line is printed on the stationary,  it  governs  the  location  of  the identification symbols. The standard subject identification  code  (SSIC)  is  a  four-  or  five-digit numeric    code    that    is    used    to    group correspondence.  The Department of the Navy Standard   Subject   Identification   Codes, SECNAVINST  5210.11,  contain  SSICs.  If  the drafter of the letter has omitted this information from the rough draft of a letter, you should look up  the  correct  SSIC  in  the  SECNAVINST 5210.11. Originator’s code.  The originator’s code may be the office symbol of the drafter, the hull number of a ship, or other unique code that is dictated by local policy. The originator’s code should appear on all standard letters, and may or may not include a serial number, depending on local policy and correspondence classification. All classified correspondence must have a serial number along with the security classification. The  serial  number  for  unclassified  corres- pondence may be omitted. The administration department of the ship or station where you are assigned normally controls the serialization of outgoing correspondence. Date. Type the date in day-month-year order; for example, 1 June 95. Type or stamp the date that the letter is signed. Omit the date when correspondence  will be signed on a later date. CLASSIFICATION: If a letter is classified, type the appropriate designation, TOP SECRET, SECRET, or CONFIDENTIAL, in capital letters at the left margin two lines below the date in the identification symbol. 2-9