Chapter 17 — ADMINISTRATION, PUBLICATIONS, AND SUPPLY 



♦"Refer to" line 

 Originator's code 

 *Fi le number 

 Date 



CLOSE UP IF ANY 

 HEADING ENTRY 

 OMITTED 



2 LINES 



APPEARS ON ALL 

 CORES RETAINED IN 

 DEPARTMENT OR 

 HEADQUARTERS ONLY 



APPEARS ON FILE 

 COPIES ONLY 





name of activity, 

 name of activity, 



location or 



location or 



Prom: Title of head of activity preparing letter 



mailing address if necessary 

 To: Title of head of activity receiving letter 

 mailing address if necessary 

 *Via: (1) Title of head of activity whose endorsement Is required, name of 

 activity, location if necessary (not numbered if only one) 

 (2) Title of second "Via" addressee, etc., If any 



Subj: Brief topical statement of the subject of the letter 



*Ref: (a) Citation of a letter or other written document, official short title of originator, 

 location of activity if not indicated In title, the abbreviation "ltr", the identi- 

 fication symbols, of (date) 



*Enc 1 : (1) Material enclosed with letter, identified in the same manner as references 

 (number of copies if more than one) 

 (2) (SC) Material forwarded under separate cover, identified in the same manner as 

 references (number of copies If more than one) 



1. This example shows the arrangement of paragraphs In naval correspondence. Paragraphs 

 are numbered in all communications except the speedletter and the business-form letter. The 

 primary paragraphs are numbered with Arabic numerals placed at the left margin. 



a. Paragraphs are typed in modified block style. They are single spaced, with double 

 spacing between them. 



(1) When a paragraph is subdivided it must have at least two subdivisions. 



(a) When paragraphs sre subdivided, numbered, and lettered, they are designated 

 as follows: 1, a, (1), (a), 1, a, (J.) , (a) 



(b) Each progressive subdivision of a paragraph la Indented an additional four 

 spaces except that the first subparagraph may be Indented saven spaces instead of four so that 

 the first word is aligned with the first word In the heading entries. The second and succeed- 

 ing lines of subparagraphs and subdivisions, except long quoted passages, extend from the left 

 to the right margin. 



(2) A paragraph Is begun near the end of a page only if there Is space for 2 or more 

 lines on that page. A paragraph is continued on the following page only If 2 or more lines 

 can be carried over to that page. 



b. When a paragraph Is cited, the reference numbers and letters are written without 

 spaces, for example, "paragraph 3a(2)(c) " 



CLOSE UP IF ANY 

 ITEM OMITTED 



APPROXIMATELY 

 1INCH 



NAME OF SIGNING OFFICIAL 

 *By direction 



1-4 



LINES 



♦Copy to: 

 Title of information addressee 

 Title of second information addressee 



FROM CENTER OF PAGE 



*Blind copy to: 

 List of information addressees not 

 shown on original 



Prepared by: 



Drafter's activity and name; typist's initials; date of typing 



Room number; telephone extension 



1 INCH 



AT LEAST 



NOTE--*Asterlcks indicate Items 

 that may not be required. 



209.219 



Figure 17-1. — Format of a naval letter. 

 417 



