A multiple-address letter may be typed if the
a general rule. Enter nothing below the name of the
number of addressees is small enough so that one or
commanding officer. Enter the word Acting below the
two typings will provide sufficient copies. Otherwise,
name of a person who has formally been appointed to
use a duplicating process, such as a photocopier.
replace the commanding officer temporarily. Enter the
words By direction under the name of a subordinate
Every action addressee must receive a letter that
who may sign official correspondence but not by title.
has a letterhead and a signature. The letterhead may be
printed, typed, stamped, or photocopied. The signature
A commanding officer may authorize others to use
must be original or photocopied.
facsimile stamps that duplicate their signatures
whenever the personal signing of correspondence
The format of the multiple-address letter is
causes hardship or is impractical. If you are authorized
basically the same as the naval letter.
to use a facsimile stamp of someone's signature, pen
your initials next to each signature you stamp to
JOINT LETTER
authenticate the facsimile.
A joint letter is a naval letter signed by officials of
Copy-to Block
two or more activities. It deals with a subject or an
administrative problem common to those activities.
The copy-to block is placed at the left margin, on
The dates entered on the joint letter are the signing
the second line below the last line of the signature
dates for each signature.
information. The words Copy to: are typed in full and
followed by a colon. Activities receiving copies are
ENDORSEMENT
listed preferably by abbreviated titles, beginning on the
An endorsement is used to approve, disapprove, or
line below the words Copy to. List addressees in any
comment on the content of a letter that is forwarded
order, though internal offices of an activity should be
through one or more addressees before reaching its
grouped for ease of distribution.
final destination. When there is adequate space
A blind copy-to block is used to show the
remaining on the page, the first and subsequent
distribution of copies within your activity. Do not show
endorsements may be placed on the same page
this distribution on copies that are sent outside your
containing the basic letter or a previous endorsement.
activity. However, show the internal distribution on the
Letterhead paper is used for the original of an
copies that stay within your activity. To do this, type
endorsement. An endorsement must be attached to the
Blind copy to: at the left margin on the second line
basic letter, as one is an integral part of the other.
below the previous block (the copy-to block, if you
The original of your endorsement with the original
have one, or the signature block). Never type Blind
letter is forwarded to the next activity listed in the via
copy to: on the original document.
block. Copies of your endorsement are forwarded to
any via addressees and any earlier copy-to addressees
Page Identification
only if your endorsement is significant. Routine
The first page of a letter is not normally numbered.
endorsements include "Forwarded," "Forwarded for
Second and succeeding pages are numbered
your consideration," and "Forwarded, recommending
consecutively with Arabic numerals, beginning with
approval."
the number 2, centered 1/2 inch from the bottom of the
References are not repeated if they were
page. No punctuation accompanies a page number.
referenced in the basic letter or in any previous
The subject shown on the first page is repeated on the
endorsement to the basic letter. Any references you add
sixth line from the top on all succeeding pages.
are assigned a letter, continuing any sequence with the
letters began in the earlier correspondence.
MULTIPLE-ADDRESS LETTER
As with references, enclosures shown in the basic
A multiple-address letter is a naval letter that is
letter or in previous endorsements are not repeated.
used when you have more than one action addressee.
Instead, show only the enclosures you add. Assign
The addressees are either individually identified in the
numbers to all enclosures you add, even a single one,
address block or are addressed as a distribution group
by continuing the sequence of the numbers begun in
the earlier correspondence, if any.
at the bottom left of the letter.
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