example shown in figure 5-2. The abbreviation
“Ser” precedes the serial number when one is
used.
If a “refer to” line is not printed on the
stationery, the identification symbols are placed
at the right side of the page one line below the
last line in the letterhead. The symbols are typed
beginning approximately two inches from the
right side so that a one-inch margin is maintained.
They are arranged in block style in the order
described for symbols that follow a printed “refer
to” line.
Dating the Letter
The date is typed or stamped on the right side
of the page just below, and blocked with the last
line of the identification symbols. Correspondence
is dated with the date on which it is signed.
Special Postal Service
If special postal service is used, the appropriate
designation (AIRMAIL, REGISTERED MAIL,
CERTIFIED MAIL, or SPECIAL DELIVERY)
is typed in capital letters or stamped at the left
margin on the fourth line below the last line of
the address in the letterhead. The designation
“REGISTERED MAIL” is the special postal
service in figure 5-2.
“From” Line
The use of a “From” line is optional except
when there is a specific need to include it. When
a “From” line is used, it should include only that
information, which together with the letterhead,
will provide sufficient title and address for reply
without reference documents having to be
consulted. This line identifies, by title, the official
in charge of the component of the Department
of the Navy originating the letter.
The “From” line is typed on the third line
below the designation of postal service in an
unclassified naval letter. It is placed on the seventh
line below the last line of the letterhead address
when there is no postal service designation. Two
spaces are inserted between the colon after the
“From” and the beginning of the originator’s
title.
Titles in the “From” line follow the forms
shown in the Standard Navy Distribution List,
Catalog of Naval Shore Activities (OPNAV
5-6
P09B2-105); the Standard Navy Distribution List,
Operating Forces of the Navy, Unified and
Specified Commands, U.S. Elements of
International Commands (OPNAV P09B2-107);
and in the List of Marine Corps Activities (MCO
P5400.6).
“To” Line
Official correspondence intended for the
incumbent of an office, and pertaining to that
office, is addressed to that individual by title and
not by name. The title is written in the same
manner as on the “From” line. Sufficient
information is given to ensure that the letter is
delivered expeditiously.
The “To” line is placed on the line below the
“From” line. If there is no “From” line, the
“To” line is placed in the same position as that
prescribed for the “From” line in the preceding
section. Four spaces are inserted between the
colon after the “To” and the beginning of the
addressee’s title.
“Via” Line
The use of a “Via” line is optional. It is used
when it is necessary to have the letter endorsed
by one or more addressees before it is received
by the ultimate addressee indicated in the “To”
line.
The “Via” line is placed on the line below the
“To” line. When there is more than one “via”
addressee, each one is numbered with Arabic
numerals enclosed in parentheses. These numerals
indicate the sequence through which the
correspondence is to be sent.
“Subject” Line
The abbreviation “Subj” is used to introduce
a topical statement of the subject and nature of
the correspondence. Only the first word and any
proper nouns are capitalized. The “Subj” line is
typed on the second line below the last line of the
“via” entry, or of the “To” entry if there is no
“Via” line.
“Reference” Line
A “Reference” line is an optional entry on a
naval letter. The abbreviation “Ref” is used to
indicate that previously prepared material is being
