Business and Multiple Address Letters - S-1 Procedural Page

Role and responsibility

The action officer drafts the business letter (non-Federal recipient) per SECNAV M-5216.5SECNAV M-5216.5 Chapter 4 or the multiple address letter (multiple recipients) per Chapter 5. The S-1 chief reviews format compliance. The S-1 officer or adjutant signs by direction within the delegated scope per Chapter 8. The commander signs policy-level correspondence with non-Federal recipients (community partners, families, contractors, news organizations). The S-1 clerk files the certified copy and runs the distribution.

Source documents flow from the inbound action requirement (community inquiry, family correspondence, contractor request, news inquiry, multiple-recipient action), the recipient identification, and the unit talking points or staffing input. Business and multiple address letter outputs include the formatted letter on unit letterhead, the SSIC-labeled file folder per SECNAV M-5210.2SECNAV M-5210.2, the certified copy, the copy distribution to every recipient (multiple address letter), and the records system entry per SECNAV M 5210.1.

Per Chapter 4 (Business Letter), correspondence with non-Federal recipients uses business letter format with a salutation, the body, and a complimentary close. The format runs less rigid than the naval letter. Per Chapter 5 (Multiple Address Letter), one letter routes to multiple recipients with a single drafting and signing.

Trigger events

• Outbound correspondence to a non-Federal recipient (community, family, contractor, news).
• Outbound correspondence to multiple recipients in a single letter.
• Response to family inquiry, community partner inquiry, or media inquiry.
• Recognition or appreciation letter to a non-Federal entity.
• Unit-wide communication routing to multiple commands or stations.
• Annual review of business letter templates.

Processing workflow

1. Identify the recipient. Federal recipient routes to naval letter per Chapter 1. Non-Federal recipient routes to business letter per Chapter 4. Multiple recipients route to multiple address letter per Chapter 5.
2. Pull the unit letterhead. Per MCO 5215.1KMCO 5215.1K and MCO 5216.20BMCO 5216.20, pull the current letterhead from the DCP.
3. Build the heading block. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 4, the business letter heading carries the date, the recipient's full address (street address format for non-Federal recipients), and the salutation. Per Chapter 5, the multiple address letter lists every recipient in the To line or in the copy distribution.
4. Apply the SSIC. Per Chapter 7 and SECNAV M-5210.2, pull the SSIC matching the subject.
5. Write the body. The business letter body runs in standard prose paragraphs with a salutation ("Dear [recipient]:") and a complimentary close ("Sincerely,"). The multiple address letter runs naval letter body format with numbered paragraphs.
6. Apply the signature block. Per Chapter 8, the signature block reflects the signing official.
7. Run the staffing chop chain. The action officer routes through affected staff sections.
8. Sign and date. The signing official signs and dates.
9. Build the copy distribution. The business letter lists any copy recipients. The multiple address letter lists every recipient in the distribution.
10. File the certified copy. Per SECNAV M 5210.1 and MCO 5210.11F, file in the unit records system per the SSIC retention schedule.

Systems of record and forms

Systems

• Directives Control Point (DCP). Holds the current unit letterhead.
• Unit Correspondence Register. Tracks business and multiple address letter entries.
• Unit Records System. Holds the certified copy per SECNAV M 5210.1.

Forms

• Business Letter Format. Per SECNAV M-5216.5 Chapter 4.
• Multiple Address Letter Format. Per SECNAV M-5216.5 Chapter 5.
• Chop Sheet. Documents the staffing chain.
• DD Form 577 Signature Card. Documents by direction signing authority.

Common pitfalls

• Business letter sent to a Federal recipient. Per Chapter 1 versus Chapter 4, Federal recipients receive naval letter format.
• Salutation missing on business letter. Per Chapter 4, the business letter carries a salutation ("Dear [recipient]:").
• Complimentary close missing on business letter. Per Chapter 4, the close is "Sincerely," or similar.
• Multiple address letter recipients not listed. Per Chapter 5, every recipient lists in the To line or the distribution.
• SSIC missing. Per Chapter 7 and SECNAV M-5210.2, every letter carries an SSIC.
• Personal information disclosed to non-Federal recipient without authorization. The unit privacy officer reviews per the Privacy Act.
• Outdated letterhead used. Per MCO 5215.1K, pull current letterhead from the DCP.

Decision points

• Naval letter versus business letter. Federal recipient routes to naval letter. Non-Federal recipient routes to business letter.
• Multiple address letter versus separate letters. Per Chapter 5, multiple recipients receiving the same content route through a multiple address letter. Distinct content routes through separate letters.
• Salutation form. Standard salutation is "Dear [Title] [Last Name]:" or similar formal address. The unit policy and the recipient's preference drive the address form.
• Information disclosure. Per the Privacy Act and unit policy, the unit reviews disclosure of PII to non-Federal recipients.

Authority

This sub-page sits under SECNAV M-5216.5SECNAV M-5216.5 Chapter 4 (Business Letter) and Chapter 5 (Multiple Address Letter) with Chapter 7 (SSIC) and Chapter 8 (Signing and Authenticating) cross-referenced. MCO 5216.20BMCO 5216.20 applies Marine Corps-specific format adjustments. SECNAV M-5210.2SECNAV M-5210.2 sets the SSIC system. The processing workflow maps to NAVMC 3500.3E T-R event 0111-GENA-1001.

Related references

• SECNAV M-5216.5 Chapters 4 and 5. Business letter and multiple address letter format.
• MCO 5216.20B. Marine Corps supplement.
• SECNAV M-5210.2. SSIC system.
• MCO 5215.1K. Unit letterhead.
• NAVMC 3500.3E. T-R event 0111-GENA-1001.