DEPARTMENT OF THE NAVY
UNITED STATES NAVAL ACADEMY
121 BLAKE ROAD
ANNAPOLIS MARYLAND 21402-1300
USNAINST 5216.1P
28/Flag Sec
17 Sep 2015
USNA INSTRUCTION 5216.1P
From:
Superintendent, United States Naval Academy
Subj:
LOCAL SUPPLEMENT TO DEPARTMENT OF THE NAVY CORRESPONDENCE
MANUAL
Ref:
(a)
(b)
(c)
(d)
(e)
SECNAV M-5216.5
USNAINST 5218.3E
SECNAV M-5210.2
USNANOTE 5216 CH-3
Guide to Naval Writing
1.
Purpose.
Establish correspondence procedures for the United
States Naval Academy (USNA) in addition to procedures
established in references (a) through (e).
2.
Cancellation.
USNAINST 5216.1N of 23 July 20 11. This
instruction is a complete revision and should be read in its
entirety.
3.
Background.
Personnel preparing and approving
correspondence should follow the guidelines contained in
reference (a) without exception.
This instruction gives details
applicable to USNA correspondence.
4.
Action
a.
Correspondence Manager. The Superintendent's Flag
Secretary is designated as the Correspondence Manager.
In
addition to the responsibilities set forth in Chapter 1,
paragraph 2d of reference (a), the Correspondence Manager is
responsible for preparing the local supplement to the Navy
Correspondence Manual issued as Chapter 13 to reference (a).
b.
Immediately following page E6 of reference (a), insert
this instruction as Chapter 13.
c.
Chapter 13 is divided into three sections:
USNAINST 5216.1P
17 Sep 2015
(1) Section A:
Correspondence Policies
(2) Section B:
Correspondence Formatting
(3) Section C:
Standards and Style
5.
Records Management.
Records created as a result of this
instruction, regardless of media and format, must be managed per
SECNAV Manual 5210.1 of January 2012.
6.
Fotms and/or Reports Control.
USNA Form 5216/3, "Briefing
Sheet," can be obtained on the Administration Department
website.
Distribution:
All Non-Mids (electronically)
2
USNAINST 5216.1P
17 Sep 2015
TABLE OF CONTENTS
CHAPTER 13
LOCAL S UPPLEMENT TO DEPARTMENT OF THE NAVY CORRESPONDENC E MANUAL
SECTION A.
CORRESPONDEN CE POLICIES ........................................................................ 13-2
Reply Timelines .................................................................................................................................... 1 3-2
Briefing Sheet .......................................................................... .-............................................................ 13-2
Folder Assembly .................................................................................................................................... 13-3
Deli very ......................................................................................................................................................... 1 3-3
S ub ord inat e Review Guidelines .......................................................................................... 1 3 - 3
Postal Standards .................................................................................................................................. 1 3 - 5
Correspondence Drafted for Higher Headquarters ....................................... 1 3 - 5
SEC TION B.
CORRESPONDE NCE FORMATTING .................................................................. 1 3-6
Letterhead Stationery .................................................................................................................. 1 3 - 6
Sender 's Symbo l s ................................................................................................................................. 13-6
"Fr om" Line ................................................................................................................................................ 13-7
Signat ure Block .................................................................................................................................... 13-7
Orig in ator Codes ................................................................................................................................. 13-8
S ECTI ON C .
STANDARDS AND STYLE .................................................................................... 13-10
Figure 1 3 -1: Outgoing Document Briefing Sheet.. ........................................ 1 3 -1 2
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USNAINST 5216.1P
17 Sep 2015
CHAPTER 13
SECTION A: CORRESPONDENCE POLICIES
1.
Unless specifically delegated, the Superintendent will sign
all correspondence determining broad policy of the Naval
Academy, C"ongressional responses, and correspondence required by
law or regulation.
2.
Reply Promptly
a.
Routine correspondence should be completed within 10
work days.
b.
Congressional replies, unless otherwise specified,
should be answered within five work days.
If a reply cannot be
prepared in five days, send an interim reply.
3.
Briefing Sheet.
Every folder delivered for the
Superintendent or Chief of Staff must include a Briefing Sheet ·
(Figure 13-1) printed on blue paper.
The Briefing Sheet, or
"Blue Blazer," details the correspondence and confirms
appropriate chops through the chain-of-command and across Cost
Centers, as applicable.
a.
Complete all required sections of the Briefing Sheet.
The name of the person and phone number drafting the
correspondence is required, not the name of the office.
If the
correspondence is self-explanatory, just type "Recommend
signature'' in the briefing portion.
The sheet must contain the
initials of chops through the entire chain-of-command.
b . . Indicate the numerical chop order on the "Routing Order"
section.
Individuals chopping shall include the date initialed
in the date column.
c.
If the originator is not listed on the routing sheet,
complete the "Originating Office" and "Date" portion in the
lower left-hand corner.
d.
Updated Briefing Sheets can be accessed on the
Administrative Department website at
http://intranet.usna.edu/AdminSupport/chop-sheets.php.
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USNAINST 5216.1P
17 Sep 20 15
4.
Folder Assembly.
Use 9x12" pocket folders with the USNA
crest centered on the front of the folder.
a.
Do not include intra-office routing sheets.
color coded as follows:
(1) Blue:
General correspondence
(2) Green:
Supply and financial
(3) Red:
b.
Folders are
Personnel matters
Assemble folders as follows:
(1) Left side:
Briefing Sheet on top of tabbed
reference material and completed envelopes as necessary.
(2) Right side:
Draft correspondence to be reviewed.
(3) On the outside, upper right hand corner of each
folder, attach a subject label, such as Avery 5160, stating the
subject and originating office.
c.
Privacy.
If the fold er contains personal identifiable
information, add an additional label directly below th~ subject
label, on which is stamped or typed in red "FOR OFFICIAL USE
ONLY - PRIVACY SENSITIVE. Any misuse or unauthorized disclosure
may result in both civil and criminal penalties."
5.
Delivery.
For all correspondence, deliver a hard copy to
the Administrative Assistant on the second deck of the
Administration Building and e-mail a soft copy to adminrouting@lists.usna.edu.
6.
Subordinate Review Guidelines
a.
One or more of the Superintendent's immediate
subordinates listed below will review correspondence before it
is forwarded for the Superintendent's signature and indicate
approval by initialing the Briefing Sheet.
Chief of Staff
Commandant of Midshipmen
Academic Dean and Provost
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USNAINST 5216.1P
17 Sep 2015
Director of Athletics
Deputy for Information Technology and Chief Information
Officer
Dean of Admissions
Director, VADM James B. Stockdale Center for Ethical
Leadership
Deputy for Finance and Chief Financial Officer
Executive Director for Strategy
Chief Diversity Officer
Commanding Officer, Naval Academy Preparatory School
Command Master Chief
b.
For correspondence within their areas of responsibility,
the following must review correspondence and indicate approval
by initialing the Briefing Sheet.
(1) Comptroller.
All correspondence governing:
(a) The financial management of USNA funds for
Operations and Maintenance, Navy; Other Procurement, Navy; gifts
to USNA and the Museum; Research, Development, Test and
Evaluation; and reimbursable money from outside sources.
(b) The programming, budgeting, accounting, or
allocation of finances concerned with the Naval Academy.
(c) Commercial activities studies.
(d) USNA manning requirements.
(e) Inter-service support agreements and memoranda
of understanding and agreements.
(f) The travel program including the Government
Travel Charge Card, Unit Travel Card, and Centrally Billed
Accounts.
(g) The Gov-ernment Commercial Purchase Card.
(h) USNA cost reports including Cost Per Graduate,
Cost of Education, Integrated Postsecondary Education Data
System, and Annual Institutional Profile.
(i) Minor and Plant Property management.
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USNAINST 5216.1P
17 Sep 2015
(j) Payroll/Time and Attendance.
(2) Staff Judge Advocate (SJA).
The SJA is the
Superintendent's interpreter for all laws, regulations, and
governing directive~ and shall review all correspondence
pertaining to legal or fiscal law matters. As USNA's Ethics
Counselor, the SJA shall review all correspondence requiring an
ethics review or consultation, including all conference
requests.
(3) Personnel Officer. Correspondence concerning
officer and enlisted personnel matters including awards, fitness
reports and evaluations, endorsements, all requests for specific
Navy or Marine Corps programs, reti~ement, resignation,
augmentation, and change of designator.
(4) Public Affairs Officer.
Correspondence involving
the media or USNA personnel likely to cause public interest.
(5) Security .Manager.
Correspondence containing or
pertaining to classified information.
(6) Senior Marine Corps Representative.
regarding Marine Corps matters.
Correspondence
7.
Postal Standards.
Refer to reference (b) for USNA mail
management procedures.
Originating offices should prepare
properly addressed envelopes of the appropriate size for
correspondence to be mailed through the U.S. Postal Service.
Use correct zip + 4, if available. Addressees must be typed in
all capital letters with no punctuation.
Envelopes that are
hand written will be returned by the Mail Center.
8.
Correspondence Drafted for Higher Headquarters.
Correspondence for signature or review of any higher
headquarters will be prepared per reference (a) and include an
Action or Information Memorandum.
The complete package will be
entered into the Navy Tasker System by the Superintendent's
Administrative Office.
9.
Once documents have been signed by the Superintendent, the
Administrative Office will email a scanned copy to the
originator.
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USNAINST 5216.1P
17 Sep 2015
SECTION B: CORRESPONDENCE FORMATTING
1.
Letterhead Stationery
a.
Draft and route correspondence for the Superintendent's
signature on plain white bond paper, not letterhead.
b.
The Superintendent will sign one of the following
Department of Defense letterhead formats.
(1)
Use "United States Naval Academy" letterhead for
standard letters, memorandum, and other official business.
(2)
Use "Office of the Superintendent" letterhead only
for business letters signed by the Superintendent, including
letters of a personal nature or to members of Congress.
c.
The following are authorized to use other USNA
letterhead stationery:
Office of the Commandant of Midshipmen
Office of the Academic Dean and Provost
Director of Athletics
Office of the Dean of Admissions
Deputy for Information Technology/Chief Information
Officer
Naval Academy Business Services Division
Nimitz Library
Museum
Office of the Command Chaplain
Senior Marine Corps Representative
Chief Diversity Officer
d.
Offices are not permitted to computer generate their own
letterhead.
Requisition all letterhead stationery through the
Defense Automated Printed Service, Annapolis.
2. Allow l-inch top, bottom, left, and right margins on each
page.
Left justify text, and unless otherwise specified, use
Times New Roman font, pitch 12.
3.
Sender's Symbols. A sender's symbol has three parts and
will be included on all standard naval letters, business
lett~rs, endorsements, and memorandums signed by the
Superintendent.
Note, some of the Superintendent's executive
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USNAINST 5216.1P
17 Sep 2015
correspondence will only include the date in civilian format.
a.
Standard Subject Identification Code (SSIC). An SSIC is
a four- or five-digit number categorizing a document's subject
and is required on most USNA correspondence, directives, forms,
and reports.
Refer to reference (c) for the appropriate SSIC.
b.
Originator Code.
Correspondence will include an
originator code preceded by "Ser" and followed by a slash and
the three-digit serial number.
For example, "Ser 4/010".
See
paragraph 6 for ·a list of USNA Originator Codes.
c.
Date.
Date a letter for the day it will be signed; if
unknown, leave the date blank.
(1) Use the abbreviated date format (DO Mos YY) when
corresponding with other military organizations and the civilian
format (Month DO, YYYY) when corresponding with Congress,
civilian agencies and businesses, and individuals.
(2) Do not use a zero preceding the numerals 1 through 9
when the day is a single digit.
d.
The sender's symbols should reflect the following.
Note, letters not to military organizations will use the
civilian format for the date.
5050
Ser 28/001
XX Mos YY
4.
"From" Line.
From:
On standard letters, type as follows:
Superintendent, United States Naval Academy
5.
Signature Block.
Start all lines of the signature block at
the center of the page, beginning on the fourth line below the
text.
Note that the period is omitted after "Jr" in the
Superintendent's signature.
a.
For standard letters, memorandums, and endorsements:
W. E. CARTER, JR
G. E. LANG, JR.
Chief of Staff
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USNAINST 5216.1P
17 Sep 2015
b.
For business letters:
W. E. CARTER, JR
Vice Admiral, U.S. Navy
Superintendent
G. E. LANG, JR.
Captain, U.S. Navy
Chief of Staff
c.
The signature block for individuals authorized to sign
"By direction" of the Superintendent is (refer to reference (d)
for information on delegation of signature authority):
W. T. DOOR
By direction
6.
Originator Codes.
The following identify the office
preparing the correspondence:
Code
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
Division/Department
Commandant of Midshipmen
Academic Dean and Provost
Dean of Admissions
Deputy for Finance & Chief Financial Officer
Institutional Research
Information Technology & Chief Information Officer
Division of Professional Development
Division of Mathematics and Science
Division of Engineering and Weapons
Division of Humanities & Social Sciences
Unassigned
Candidate Guidance
Physical Education Department
International Programs Office
Diversity Office
Division of Leadership Education and Development
Command Chaplain
Naval Academy Museum
Library
Director of Athletics
Midshipman Supply Department
Safety Officer
Archives
Human Resources
Naval Health Clinic, Annapolis
Command Climate Specialist
Director, Naval Academy Sailing
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USNAINST 5216.1P
17 Sep 2015
Code
28
29
30
31
Division/Department (continued)
Superintendent's Office (Supe, Admin Officer, Personnel,
SJA, SAPR, CMC, and Command Climate Specialist)
Character Development and Training
Public Affairs Office
Vice Admiral James B. Stockdale Center for Ethical
Leadership
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USNAINST 5216.1P
17 Sep 2015
SECTION C: STANDARDS AND STYLE
1. Open all letters of reply with: "Thank you for your letter
of (month day, year, ) concerning
" Limit replies
to one page if possible.
2.
The strongest letter highlights the main point in one
sentence at the beginning.
Put requests before justification,
answers before explanations, conclusions before discussions, and
summaries before details.
3.
Use short paragraphs. Long paragraphs swamp ideas.
Cover
one topic completely before starting another, and let a topic
take several paragraphs if necessary.
But keep paragraphs
short, down to roughly four or five sentences.
4.
Avoid the following long-winded phrases:
Instead of
At the present time
Due to the fact that
For a period of
For the purpose of
In accordance with
In the amount of
In the event that
Until such time as
In order to
No later than
Use
At present, now
Due to, since, because
For
For, to
Per, by, under
For
If
Until
To
By
5. Avoid "It is" and "There is." These words stretch
sentences, delay meaning, hide responsibility, and encourage
passive verbs.
6. Avoid "The -ion of" and "The -ment of." Most words ending
in "-ion" and "-ment" are verbs turned into nouns. Whenever the
context permits, change these words to verb forms: not "for the
assumption of" but "to assume" or not "for the development of"
but "for developing."
7. Write in the active voice.
Learn the symptoms of passive
voice. A verb in the passive voice uses any form of "to be"
plus the past participle of a main verb: am, is, are, was, were,
be, being, been.
Common solutions:
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USNAINST 5 2 16.1P
17 Sep 2015
a.
Put a doer before the verb:
(1)
handlers.
Passive:
(2) Active:
b.
The handlers must have broken the part.
Drop part of the verb:
(1) Passive:
(2) Active:
c.
The part must have been broken by the
The results are listed in enclosure (2).
The results are in enclosure (2).
Change the verb:
(1) Passive: Letter formats are shown in the
Correspondence Manual.
(2) Active:
Letter formats appear in the Correspondence
Manual.
8. Avoid excessive abbreviating.
Use abbreviations no more
than necessary.
If an abbreviation appears infrequently, spell
out the term .every time.
9.
Use two spaces after every period, including between
sentences and paragraph numbering.
U~e one space after
parentheses.
10. When abbreviating "United States," omit the space between
"U." and "S."
11. Unless referring to an individual, "midshipman" will be
lower cased.
12.
Serial comma.
Use a comma before the coordinating
conjunction in a series of three or more.
For example, a list
of midshipmen would · be punctuated as Dewey, Nimitz, and
Spruance.
13.
Note the difference in the abbreviations for the Department
of Defense (DoD) and the Department of the Navy (DON).
14. Eliminate the ".00" when writing money amounts with no
cents.
For example, use "$175" instead of "$175.00."
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USNAINST 5216.1P
17 Sep 2015
BRIEFING SHEET
ORDER
Chief of Staff
Executive Director for Strategy
Flag Secreta1y
CMC
Protocol
Speech writer
Flag Supply
Flag Aide
Flag Writer
SJA
OGC
Administrative Officer
Director, Special Events
Diversity Office
PAO
SAPRPM
Personnel Officer
Command Evaluation
Alumni Hall Manager
Director, Institutional Research
Architect of the Naval Academy
Command Climate Specialist
Commandant of Midshipmen
Deputy Commandant
Director, Professional Dev
Dir, Character Develop & Training
Dir, Leadership Ed & Development
Senior Chaplain
Midshipman Supply Officer
Bri gade Ops
Music Director
Academ ic Dean & Provost
Vice Academic Dean
Associate Dean Faculty
Associate Dean Academ ic Affairs
Director, Research
ExecAsst, AD&P
Dir, International Programs Office
Dir, Div of Engineering & Wpns
Dir, Div of Humanities I Social Sci
Dir, Div of Math & Science
Librarian
Archivist
Regish·ar
Dir, USNA Museum
Center for Regional Studies
Center for Cyber Security Studies
Deputy for Finance & CFO
Comptroller
Dir, USNA Business Services Div
Dir, Human Resources Division
Dir of Athletics
Dean of Admissions
Director of Admissions
Nominations & Appointments
Candidate Guidance Officer
Dir, VADM James B. Stockdale
Center for Ethical Leadership
Deputy for IT and CIO
CO Naval Supp011 Acti vity
CO Naval Health Clinic
Public Works Officer
Originating Office
INITIALS DATE
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I
OFFICE:
ADDRESSEE(S):
SSJC:
SUBJECT:
BRIEFING: Provide background, discussion, and recommendation.
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NAME & PHONE NUMBER OF ORIGINATOR:
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Date
I
I
I
Reference USNAINST 5216.1 for Additional lnsh·uctions
Figure 13-1
USNA DA 5216/3 (Rev 9/2015)
1 3-12