or leaving marks from the stamps edges. Show your return address in the space in the upper left-hand corner below the heading Department of the Navy. The two-letter state abbreviations must be used on the envelopes, as listed in the Department of the Navy Correspondence Manual.
Put a ZIP Code or FPO/APO number on all addresses. The ZIP Code is a five-digit geographic code that identifies areas within the United States and its trust territories for the purpose of simplifying the distribution of the mail. Use of the ZIP Code increases the speed, accuracy, and quality of all mail service. On 1 July 1984, ZIP + 4 became the standard code for all Department of Defense components. ZIP + 4 is composed of the current five-digit ZIP Code plus a four-digit add-on. The additional four digits are separated from the existing five-digit code by a hyphen. The first two of these digits identify broad geographic areas within ZIP Code zones. The last two digits represent the smallest geographic unit to which mechanized mail distribution can be made. See OPNAVINST 5218.8 for more detailed information on the nine-digit ZIP Code (ZIP + 4) system.
A speedletter is a form of naval correspondence used for urgent communication of unclassified material not requiring electrical transmission. The speedletter calls attention to the need for priority handling by the recipient. A special form, Naval Speedletter, OPNAV 5216/145, is used. See figure 13-4. The format of a speedletter is the same as for a standard letter with specific modifications listed on the speedletter form. Refer to SECNAVINST 5216.5 series for details on how to prepare a naval speedletter.
A memorandum is used to correspond informally within an activity or between several activities. Subordinates may use it to correspond directly with each other on routine business. The formats available, starting with the least formal are the:
a. printed memorandum form, OPNAV 5216/145 (available in three sizes)
b. plain-paper memorandum
c. letterhead memorandum
d. memorandum for
File copies of very informal memoranda, or memoranda of a short nature need not be kept. The format is the same as for a standard naval letter with minor modifications, depending on which type of memorandum is used. See SECNAVINST 5216.5 series for details on which memorandum to use. Very informal memoranda may be handwritten.
A message is a written thought or idea, expressed as briefly and precisely as possible, and prepared for transmission by the most suitable means of telecommunication. Specific details on format, headings, precedence, and addressing are contained in NTP3 series, Naval Telecommunications Procedures, Telecommunications Manual, and NTP 3 SUPP-1 series, Naval Telecommunications Procedures, Plain Language Address Directory (PLAD).
In the previous section of this chapter, you were informed that each piece of correspondence requires a file number, which was identified from the SSIC. Many times you will be called upon to produce a certain piece of correspondence from your files. The amount of time it takes to locate this correspondence will depend to a large extent on how well you know the Navy filing system.
The size and complexity of the Navy demands a standard method for filing paperwork. Standardization frees personnel from learning new filing systems when moving from one activity to another. The establishment of SECNAVINST 5210.11 series, Navy Standard Subject Identification Codes (SSIC), is the basis for such a standardized filing system. The Navys SSIC is broken down into 13 major groups: 1000 series - Military Personnel
2000 series - Telecommunications
3000 series - Operations and Readiness
4000 series - Logistic
5000 series - General Administration and Management
6000 series - Medicine and Dentistry
7000 series - Financial Management
8000 series - Ordnance Material