Naval Letter - S-1 Procedural Page

Role and responsibility

The action officer drafts the naval letter per SECNAV M-5216.5SECNAV M-5216.5 Chapter 1 (Naval Letter). 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 (Signing and Authenticating). The commander signs policy-level and personal correspondence. The S-1 clerk files the certified copy in the unit records system. The DCP holds the current unit letterhead per MCO 5215.1KMCO 5215.1K.

Source documents flow from the inbound action requirement, the references applicable to the subject, the enclosures supporting the substance, the recipient identification, and the via addressees when routing through intermediate authorities. Naval letter outputs include the formatted naval letter on unit letterhead, the SSIC-labeled file folder per SECNAV M-5210.2SECNAV M-5210.2, the certified copy in the records system, the copy distribution to recipients and via addressees, and the OMPF Field Folder copy when the letter affects an individual Marine.

Per SECNAV M-5216.5 Chapter 1, the naval letter is the standard formal correspondence format between DON activities and to other Federal agencies. The format covers the heading block (Date, Subj, Ref, Encl, From, To, Via), the body in numbered paragraphs, the signature block, and the copy distribution.

Trigger events

• Inbound action requiring a formal naval letter response.
• Outbound correspondence to a DON or Federal activity.
• Outbound correspondence routing through one or more via addressees.
• Endorsement on received correspondence triggering naval letter format.
• Policy-level correspondence triggering naval letter format.
• Annual review of unit standard letter templates.

Processing workflow

1. Identify the recipient. The recipient activity (DON or other Federal agency) drives the naval letter format. Non-Federal recipients route to business letter format per Chapter 4.
2. Pull the unit letterhead. Per MCO 5215.1KMCO 5215.1K and MCO 5216.20BMCO 5216.20, pull the current unit letterhead from the DCP.
3. Build the heading block. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 1, the heading carries:
   • SSIC and originator's serial number, then the date.
   • From line identifying the originating activity.
   • To line identifying the action addressee.
   • Via line identifying intermediate authorities when applicable.
   • Subj line in all caps stating the subject of the letter.
   • Ref line listing every reference cited in the body.
   • Encl line listing every enclosure forwarded with the letter.
4. Apply the SSIC. Per Chapter 7 and SECNAV M-5210.2SECNAV M-5210.2, pull the SSIC matching the subject. The SSIC drives the file folder label and the records retention.
5. Write the body. Per Chapter 1, the body runs in numbered paragraphs. Paragraph 1 states the purpose. Subsequent paragraphs develop the substance, supporting points, and recommendation.
6. Apply the signature block. Per Chapter 8 (Signing and Authenticating), the signature block reflects the signing official's name, rank, title, and authority. By direction signers carry the "By direction" notation.
7. Build the copy distribution list. The copy distribution lists the action recipient, via addressees, and any information addressees. The copy distribution appears at the bottom of the letter.
8. Run the staffing chop chain. The action officer routes through legal, operations, and other affected staff sections.
9. Sign and date. The signing official signs and dates the letter. The wet signature or digital signature applies per command policy.
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 per MCO 5215.1K.
• Unit Correspondence Register. Tracks naval letter entries.
• Unit Records System. Holds the certified naval letter per SECNAV M 5210.1.
• OMPF Field Folder (when the letter affects an individual Marine). Receives a copy per MCO P1070.12KMCO P1070.12K Chapter 6.

Forms

• Naval Letter on Unit Letterhead. Per SECNAV M-5216.5 Chapter 1.
• Chop Sheet. Documents the staffing chain.
• DD Form 577 Signature Card. Documents by direction signing authority.

Common pitfalls

• Heading block out of order. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 1, the heading order is fixed (Date / SSIC / Originator's Serial - From - To - Via - Subj - Ref - Encl).
• Subj line not in all caps. Per Chapter 1, the Subj line uses all caps.
• Reference list missing entries. Every reference cited in the body lists in the Ref line.
• Enclosure list missing entries. Every enclosure forwarded lists in the Encl line.
• SSIC missing from the heading. Per Chapter 7 and SECNAV M-5210.2, every naval letter carries an SSIC.
• By direction signature without DD Form 577 on file. Per Chapter 8, the by direction signature requires written delegation.
• Body paragraphs unnumbered. Per Chapter 1, the body runs in numbered paragraphs.
• Copy distribution missing the via addressees. Every via addressee receives a copy.
• Outdated letterhead used. Per MCO 5215.1K, pull current letterhead from the DCP.

Decision points

• Naval letter versus business letter. Per Chapter 1 versus Chapter 4, Federal recipients route to naval letter format. Non-Federal recipients route to business letter format.
• Naval letter versus memorandum. Per Chapter 1 versus Chapter 3, formal external correspondence routes to naval letter. Internal correspondence routes to memorandum.
• Via addressees. Routing through intermediate authorities (chain of command, parent command) adds via addressees to the heading.
• Information versus action recipient. Action goes to the To line. Information goes to the copy distribution.

Authority

This sub-page sits under SECNAV M-5216.5SECNAV M-5216.5 Chapter 1 (Naval 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. MCO 5215.1KMCO 5215.1K covers Marine Corps directives and unit letterhead. The processing workflow maps to NAVMC 3500.3E T-R event 0111-GENA-1001 (Prepare naval correspondence).

Related references

• SECNAV M-5216.5 Chapter 1. Naval letter format.
• MCO 5216.20B. Marine Corps supplement.
• SECNAV M-5210.2 and SECNAV M 5210.1. SSIC and retention.
• MCO 5215.1K. Unit letterhead and directives.
• NAVMC 3500.3E. T-R event 0111-GENA-1001.