A multiple-address letter is a naval letter that is used when you have more than one action addressee. The addressees are either individually identified in the address block or are addressed as a distribution group at the bottom left of the letter.

A multiple-address letter may be typed if the number of addressees is small enough so that one or two typings will provide sufficient copies. Otherwise, use a duplicating process, such as a photocopier.

Every action addressee must receive a letter that has a letterhead and a signature. The letterhead may be printed, typed, stamped, or photocopied. The signature must be original or photocopied.

The format of the multiple-address letter is basically the same as the naval letter. See fig 1-2 and 1-3.

JOINT LETTER

A joint letter is a naval letter signed by officials of two or more activities. It deals with a subject or an administrative problem common to those activities. The dates entered on the joint letter are the signing dates for each signature. Figure 1-4 shows the format for a joint letter.

ENDORSEMENT

An endorsement is used to approve, disapprove, or comment on the content of a letter that is forwarded through one or more addressees before reaching its final destination. When there is adequate space remaining on the page, the first and subsequent endorsements may be placed on the same page containing the basic letter or a previous endorsement. Letterhead paper is used for the original of an endorsement. An endorsement must be attached to the basic letter, as one is an integral part of the other. Figures 1-5 land 1-6 illustrate same-page and new-page endorsements.

Figure 1-2.-Multiple-address letter with to block.

Figure 1-3.-Multiple-address letter with distribution block.

Figure 1-4.-Joint letter.

Figure 1-5-Same-page endorsement.

Figure 1-6.-New-page endorsement.

The original of your endorsement with the original letter is forwarded to the next activity listed in the via block. Copies of your endorsement are forwarded to any via addressees and any earlier copy-to addressees only if your endorsement is significant. Routine endorsements include "Forwarded," "Forwarded for your consideration," and "Forwarded, recommending approval."

References are not repeated if they were referenced in the basic letter or in any previous endorsement to the basic letter. Any references you add are assigned a letter, continuing any sequence with the letters begun in the earlier correspondence.

As with references, enclosures shown in the basic letter or in previous endorsements are not repeated. Instead, show only the enclosures you add. Assign numbers to all enclosures you add, even a single one, by continuing the sequence of the numbers begun in the earlier correspondence, if any. MEMORANDUM

A memorandum is used for informal communications within and between activities or between subordinates. It may be directed to one or more addressees. It is never used to issue directives.

A memorandum may be prepared on plain bond paper or on the preprinted form, Department of the Navy Memorandum (OPNAV 5216/144A). Informal communications within an office may be written on the memorandum form by hand. A memorandum may also be prepared on letterhead stationery or on plain bond paper, but the word MEMORANDUM is typed in capital letters at the left margin, below the last line of the address in the letterhead (or the equivalent vertical spacing) or below any security classification.

If the subject of an informal memorandum is not significant, there is no need to keep a file copy. Endorsements for informal memorandums that do not require comments may consist of the endorser's initials and date next to the via line at the top of the page Figures 1-8 through 1-9 give various choices of memorandum formats.

A memorandum-for is the most formal of all memorandum styles. Its use and style are illustrated in DIRECTIVES ISSUANCE SYSTEM

The purpose of the Directives Issuance System is to promulgate policy, procedures, and informational releases within the Department of the Navy. Department of the Navy Directives Issuance System, SECNAVINST 5215.1, establishes this system and gives detailed instructions on the formats for writing directives.

This section discusses directive criteria, directive types, directive identification symbols, and directive distribution.