Memorandum and Endorsements - S-1 Procedural Page

Role and responsibility

The action officer drafts the memorandum or the endorsement per SECNAV M-5216.5SECNAV M-5216.5 Chapter 2 (Endorsements) or Chapter 3 (Memorandum) based on the action type. The S-1 chief reviews format compliance before signature. The S-1 officer or adjutant signs by direction within the delegated scope per Chapter 8. The commander signs policy-level memoranda and endorsements. The S-1 clerk files the certified copy.

Source documents flow from the inbound correspondence requiring an endorsement (Chapter 2) or the internal action requirement (Chapter 3). Memorandum and endorsement outputs include the formatted document, the SSIC-labeled file folder, the certified copy in the records system, the routing record (especially for endorsements forwarding through intermediate authorities), and the OMPF Field Folder copy when the document affects an individual Marine per MCO P1070.12KMCO P1070.12K Chapter 6.

Per Chapter 2 (Endorsements), the endorsement forwards received correspondence to the next authority with the originator's comments, action, or recommendation. Per Chapter 3 (Memorandum), the memorandum is the standard internal correspondence format within and between DON activities. The memorandum runs less formal than the naval letter.

Trigger events

• Inbound naval letter or business letter routing through the unit triggering an endorsement.
• Internal correspondence between unit sections or to a parent command triggering memorandum format.
• Memorandum for the record documenting a decision or action.
• Memorandum of agreement or understanding between activities.
• Endorsement on a complaint, investigation, or formal action.
• Annual review of unit memorandum and endorsement templates.

Processing workflow

1. Identify the action type. Endorsement forwards received correspondence per Chapter 2. Memorandum runs internal correspondence per Chapter 3.
2. Build the heading block. Per SECNAV M-5216.5SECNAV M-5216.5, the heading carries the SSIC, originator's serial number, date, From, To, Via (when applicable), Subj, Ref, and Encl lines. The endorsement format identifies the endorsement number (FIRST, SECOND, etc.) and references the basic correspondence being endorsed.
3. Apply the SSIC. Per Chapter 7 and SECNAV M-5210.2SECNAV M-5210.2, pull the SSIC matching the subject.
4. Write the body. The body runs in numbered paragraphs. The endorsement body states the originator's comments, action taken, recommendation, or forwarding decision. The memorandum body states the purpose, the substance, and any required follow-on action.
5. Apply the signature block. Per Chapter 8, the signature block reflects the signing official. By direction signers carry the "By direction" notation.
6. Run the staffing chop chain. The action officer routes through affected staff sections per command policy.
7. Sign and date. The signing official signs and dates.
8. 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

• Unit Correspondence Register. Tracks memorandum and endorsement entries.
• Unit Records System. Holds the certified copy per SECNAV M 5210.1.
• OMPF Field Folder (when the document affects an individual Marine).

Forms

• Endorsement Format. Per SECNAV M-5216.5 Chapter 2.
• Memorandum Format. Per SECNAV M-5216.5 Chapter 3.
• Memorandum for the Record (MFR). Per SECNAV M-5216.5 Chapter 3.
• Chop Sheet. Documents the staffing chain.
• DD Form 577 Signature Card. Documents by direction signing authority.

Common pitfalls

• Endorsement numbered incorrectly. Per SECNAV M-5216.5 Chapter 2, the endorsement number reflects the sequence (FIRST ENDORSEMENT, SECOND ENDORSEMENT, etc.). Numbering errors break the routing trail.
• Endorsement omits the basic correspondence reference. Per Chapter 2, the endorsement identifies the basic correspondence being endorsed.
• Memorandum used where naval letter format applies. Per Chapter 1 versus Chapter 3, formal external correspondence to Federal agencies routes to naval letter. Memorandum runs internal.
• Memorandum body unnumbered. Per Chapter 3, the body runs in numbered paragraphs.
• Endorsement body without action or recommendation. The endorsement states the originator's action, comment, or recommendation. A blank endorsement breaks the routing purpose.
• SSIC missing. Per Chapter 7 and SECNAV M-5210.2, every memorandum and endorsement carries an SSIC.
• By direction signature without DD Form 577. Per Chapter 8, the by direction signature requires written delegation.

Decision points

• Memorandum versus naval letter. Per Chapters 1 and 3, formal external correspondence routes to naval letter. Internal correspondence routes to memorandum.
• Endorsement versus new naval letter. Per Chapter 2, action on received correspondence routes through an endorsement. New correspondence routes through a naval letter or memorandum.
• Memorandum for the record versus memorandum. Per Chapter 3, the MFR documents a decision or action for the file. The standard memorandum routes to a recipient.
• Forwarding action via endorsement versus action close-out at the unit. Per Chapter 2, the endorsement forwards. Close-out at the unit routes through a different action.

Authority

This sub-page sits under SECNAV M-5216.5SECNAV M-5216.5 Chapter 2 (Endorsements) and Chapter 3 (Memorandum) 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. MCO P1070.12KMCO P1070.12K Chapter 6 covers OMPF Field Folder routing. The processing workflow maps to NAVMC 3500.3E T-R event 0111-GENA-1001.

Related references

• SECNAV M-5216.5 Chapters 2 and 3. Endorsement and memorandum format.
• MCO 5216.20B. Marine Corps supplement.
• SECNAV M-5210.2. SSIC system.
• MCO P1070.12K Chapter 1. OMPF Field Folder routing.
• NAVMC 3500.3E. T-R event 0111-GENA-1001.