b. Type T o: at the margin on the
first line under the from block. Four spaces
follow the colon.
c. Whenever practical, include a code or
persons title in parentheses right after the
activitys name. Add the word Code before
codes that start with numbers. A code that starts
with a letter is readily identifiable as a code
without the added word.
11. Via Block
a. List commanding officers in the via
block as if composing a from or to block. Give
a complete mailing address, ZIP Code included,
if you want it for a record.
b. Type Via: at the left margin on the
first line below the to block. Three spaces follow
c. Number via addressees if you list two
or more. Routing starts with the addressee
listed first. When going down a chain of
command, first list the next lower echelon.
When going up your chain of command, first
list the next higher echelon.
d. Follow your chain of command when
corresponding on substantive matters such as
command decisions, policy issues, and official
recommendations. Such routing keeps inter-
mediate commands informed and allows them to
comment or approve. For variations see SEC-
a. Craft the subject to make it genuinely
b. Type Subj: at the left margin on
the second line under the last line of the
previous heading. Two spaces follow the colon.
Use normal word order. Capitalize every letter
after the colon. When a subject appears
elsewhere in a letter, capitalize the first, last,
and other key words as if you were writing a
a. Use only those references that bear
directly on the subject at hand. Avoid un-
necessary or complicated references. Many letters
need no references at all, while others are
complete with a reference to only the latest
b. Be sure to mention in the text any
reference cited in the reference block. List
references in the reference block by following
the order of their appearance in the text.
c. Avoid most NOTAL references. A
NOTALnot to allreference is a document that
some addressees or all of them neither hold nor
need. Work to cite directives, correspondence, and
messages held by all addressees. For alternatives to
NOTAL references, see SECNAVINST 5216,5C.
d. Type Ref: at the left margin on the
second line below the subject. Use a lower-case
letter in parentheses before the description of
every reference, even a single one. Three spaces
follow the colon. One space follows the closing
parenthesis. When referencing correspondence,
include: (1) SNDL short title of originator,
(2) type of correspondence (ltr, spltr, or memo),
(3) SSIC, (4) originators code by itself or in a
serial number, and (5) date. SECNAVINST
5216.5C also shows how to reference messages,
endorsements, telephone conversations, instruc-
tions, notices, forms, reports, and publications.
a. Try to keep letters short, down to one
page whenever possible, and use enclosures
for lengthy explanations that cannot be avoided.
List enclosures in the order of their appearance
in the text. In the text spell out the word
enclosure. Describe an enclosure like a reference.
b. Type Encl: at the left margin on
the second line below the last line of the
previous heading. Use a number in parentheses
before the description of every enclosure, even a
single one. Two spaces follow the colon. One
space follows the closing parenthesis.
c. Normally, send one copy of the basic
letter plus any enclosures to all addressees.
Avoid sending an enclosure if an addressee has it
already or if bulk or other factors make furnishing
d. When sending more than one copy of
an enclosure to all addressees, note the quantity
in parentheses after the enclosures description.
For variations in the distribution of enclosures
to copy-to and via addressees, see SECNAVINST
e. Mark an enclosure on the first page
only, in the lower right corner, whether the text
is arranged normally or lengthwise. Type, stamp,
or write Encl plus its number in parentheses.
Pencil may be used so an addressee can remove
the marking easily should the enclosure be needed