General Medical Officer (GMO) Manual: Administrative Section

Correspondence

Department of the Navy
Bureau of Medicine and Surgery
Peer Review Status: Internally Peer Reviewed

(1)Introduction

Writing is expressing thoughts on paper. Your writing represents you when you can’t be there in person. If your writing is flawed, your reader will believe your thinking is flawed.

The Department of the Navy’s Correspondence Manual and the Government Printing Office (GPO) Style Manual (1984) provide required standards for writing. Always write to the level of your audience and don't try to impress your reader with unusual or difficult to understand words and phrases. Write in clear, concise, short sentences. When finished, have someone read your correspondence. Be grateful for comments, corrections, and suggestions that can be applied to your written material.

(2)Recommendations

Obtain a copy of SECNAVINST 5216.5, the Department of the Navy Correspondence Manual, and read section B entitled “Organized Writing”. Just about every writer of official correspondence has a copy close at hand. Aboard ship, the chief or senior enlisted in sick bay can get one for you. When ashore, ask the department secretary for a copy or ask your supply officer. This reference is free.

(3)How To Write In NavyFormat

There are many different types of naval correspondence, but they are all based on a standard format. The format for a naval letter and an example is shown below.

References

(a)SECNAVINST 5216.5, Department of the Navy Correspondence Manual.

(b)Government Printing Office Style Manual, 1984. Available from the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402, stock number 021-000 00120-1.

Reviewed by HMCS(FMF) Johnny West, MED-911, BUMED, Washington, D.C. (1999).

21 Apr 99

From:Title of activity head, name of activity, and location

To:Title of activity head, name of activity, and location

Via:(1) Title of activity head, name of activity, and location

(2) Same as via (1) above in applicable.

Subj: CAPITALIZE SUBJECT LINE. TELL WHAT THE LETTER IS ABOUT IN 10 WORDS OR LESS

Ref:(a) Earlier communication that bears directly on this one

Encl:(1) Material enclosed with this letter

(2) More material enclosed with this letter

1. This is the first paragraph. All paragraphs are numbered.

2. This is the second paragraph. Double space between paragraphs.

Name of signer

Sample Letter Requesting Training

21 Apr 99

From:LT Tappy Tushues, MC, USNR, 123-45-6789/2100, Naval Medical Center, San Diego, CA 92134-5000
To: Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5120
Via: (1) Head, Internal Medicine Department
(2) Director for Medical Services
(3) Commanding Officer, Naval Medical Center, San Diego

Subj: REQUEST FOR TRAINING

Ref:(a) BUMEDINST 1520

Encl: (1) Copy of Security Clearance

1. Per reference (a), I request to be sent to the Strategic Medical Readiness and Contingency Course (SMRCC). Enclosure (1) is a copy of my security clearance marked "SECRET."

2. I am requesting this course because I am in receipt of orders to an operational billet with the Fleet Marine Force.

3. My telephone number is DSN 555-1205 or commercial (101) 120-1205.

I. M. Underway