when   writing   on   a   personal   matter   affecting the   command.   Examples   include   requests   for retirement  or  resignations.  Send  the  letter  via your  commanding  officer.  The  commanding officer  prepares  an  endorsement  on  letterhead paper  and  forwards  the  correspondence  to  the next  via  addressee,  if  any,  or  to  the  higher authority. b.  Marine  Corps  Personnel.  Use  NAVMC 10274,  Administrative  Action  (AA)  Form,  as prescribed  in  MCO  5210.2. 4.  Sex-Neutral  Language  Required.  Avoid stereotyping  men  and  women  on  the  basis  of gender.  Whenever  possible,  use  pronouns  and titles  that  include  either  sex.  Write  directives as  if  you  were  talking  to  one  typical  reader  or group  of  readers.  Prefer  plural  pronouns  they, their, them.  Rewrite  to  avoid  unnecessary  pro- nouns. Substitute articles for singular possessive pronouns. Instead of “Each division head should turn  in  his  draft  by  Friday,”  say  “Each  division head  should  turn  in  a  draft  by  Friday.” 5.  Handling  Congressional  Inquiries a.   Send   a   final   reply   or   an   interim one  within  5  workdays  from  the  time  a  con- gressional   inquiry   reaches   the   action   officer’s desk.  Interim  replies  take  several  forms: (1)  If  the  interim  reply  gives  an  esti- mated   date   for   the   final   reply,   only   unusual developments  require  further  interim  replies. (2)  If  the  interim  reply  does  not  give an  estimated  date  for  the  final  reply,  send more  interim  replies  every  10  workdays  until  a date  for  the  final  reply  can  be  set.  Send  an interim  reply  in  less  than  10  workdays  when significant   information   develops. (3)  If  you  cannot  meet  a  date  for  the final  reply,  send  an  interim  reply  that  explains the  added  delay  and  sets  a  new  date  for  the final  reply. b.   Send   a   blind   copy   of   your   final reply  and  substantive  interim  replies  to  the Office   of   Legislative   Affairs,   Washington,   DC 20350.   Also   send   blind   copies   to   other Washington   headquarters   as   good   judgment dictates. c.  Always  send  a  courtesy  copy  when responding to a congressional inquiry. A courtesy copy  is  an  extra  copy  that  accompanies  the original. CORRESPONDENCE MANAGEMENT 1.   Use   Mail   Controls   Effectively.   Assign mail controls only to mail that needs a response or has long-term reference value. Route incoming action   correspondence   directly   from   the   mail room  to  the  action  office.  If  necessary,  send duplicate  copies  to  intermediate  offices. 2.  Don’t  Write  Unless  You  Must.  Preparing correspondence  is  time-consuming  and  expensive. A  conversation  in  person  or  by  phone  often saves   two   letters   and   is   more   effective   for working  out  details  that  require  give  and  take. You   can   always   confirm   a   conversation   by   a memo  to  the  other  person  or  a  memo  for  your records.  Include  return  phone  numbers  when  your correspondence might prompt a reply or inquiry. Don’t   send   cover   letters   with   forms,   reports, and  publications  that  are  self-explanatory. 3.  Use  More  Window  Envelopes.  Window envelopes  eliminate  the  cost  of  addressing envelopes  and  the  risk  of  putting  letters  in  the wrong   envelopes.    They  are  encouraged  for unclassified   correspondence. 4. Use More Form and Guide Letters. Review outgoing  correspondence  periodically  for  recur- ring  topics  that  lend  themselves  to  form  and  guide letters. 5.   Coordinate   Efficiently a.  Obtain  agreement  among  offices  that have a substantial interest in a proposed action. b.   Coordinate   by   phone   or   in   person rather  than  by  writing.  Coordinate  revisions  of documents  during  the  drafting  stage. c.   If   many   offices   must   coordinate   and time  is  short,  fan  out  copies  to  all  coordinators simultaneously. Then summarize their responses on  a  briefing  sheet  that  accompanies  the  letter when  it  goes  for  signature. d. The originator is responsible for decid- ing  who  should  coordinate,  for  working  to resolve  major  differences,  for  any  retyping that  may  be  needed,  and  for  providing  copies  of the  signed  correspondence  to  coordinators  who request them. 6.  Submit  Correspondence  for  Signature  in Final Form. Use double-spaced drafts only when changes  are  likely,  perhaps  because  a  subject  is controversial or a policy statement needs precise wording. 7.  Make  Minor  Changes  in  Ink.  Rarely retype  correspondence  already  in  final  form merely  to  correct  typographical  errors,  word omissions,  or  other  minor  mistakes.  Make  these 10-21