Standard Letter
Chapter 71. Download seal from war.gov
2. Generate preview without seal
3. Export to Word (.docx)
4. In Word: Insert → Pictures → select seal image
5. Right-click image → Wrap Text → In Front of Text
6. Resize to 1" diameter, position ½" from left edge and ½" from top of page
Download DOW seal from war.gov and upload here.
Per SECNAV M-5216.5: Line 1 is "DEPARTMENT OF THE NAVY" (auto-generated). Lines 2-4 are command name and address.
SSIC required except for Congressional letters and letters of praise/condolence. Serial numbers required for classified; optional for unclassified per local practice.
Paragraphs auto-numbered with two spaces after period (1. 2. 3...). Separate paragraphs with blank line. Subparagraphs: indent 4 spaces + "a. " (letter, period, 2 spaces).
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Add portion marks manually to body text, e.g.:(U) This paragraph is unclassified.
Business Letter
Chapter 111. Download seal from war.gov
2. Generate preview without seal
3. Export to Word (.docx)
4. In Word: Insert → Pictures → select seal image
5. Right-click image → Wrap Text → In Front of Text
6. Resize to 1" diameter, position ½" from left edge and ½" from top of page
Download DOW seal from war.gov and upload here.
Per SECNAV M-5216.5: Line 1 is "DEPARTMENT OF THE NAVY" (auto-generated). Lines 2-4 are command name and address.
Window mode positions the identification block, inside address, and subject/salutation so the address remains visible after the prescribed folds. Keep the address to five lines or fewer.
Business letter paragraphs are NOT numbered. Each paragraph will be indented. Separate paragraphs with a blank line. Write in a personal, professional tone.
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Memorandum
Chapter 101. Download seal from war.gov
2. Generate preview without seal
3. Export to Word (.docx)
4. In Word: Insert → Pictures → select seal image
5. Right-click image → Wrap Text → In Front of Text
6. Resize to 1" diameter, position ½" from left edge and ½" from top of page
Download DOW seal from war.gov and upload here.
Plain-paper memos only require date. SSIC/serial optional per local practice.
How it works: Lines at left margin → auto-numbered (1. 2. 3.). Indented lines (use spaces) or lines starting with a. b. (1) (2) → preserved as subparagraphs. Press Enter once between lines.
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Add portion marks to body, e.g.:(U) This paragraph is unclassified.
Memorandum For The Record
Chapter 10Note: SSIC and serial numbers are not required for MFRs per SECNAV M-5216.5.
Paragraphs auto-numbered (1. 2. 3...). MFRs document meetings, calls, or agreements. May be informal - use narrative style. Separate paragraphs with blank line.
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Endorsement
Chapter 9Paragraphs auto-numbered (1. 2. ). Common: "Forwarded." / "Forwarded, recommending approval." / "Forwarded, recommending disapproval."
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Multiple-Address Letter
Chapter 8Paragraphs auto-numbered (1. 2. 3...) with two spaces after period. Same format as standard letter. Separate paragraphs with blank line.
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Memorandum of Agreement / Understanding
Chapter 10Figures 10-5 and 10-6 use one shared letterhead and separate identification blocks for each agreeing activity. The senior activity and senior signature belong on the right.
⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Flag Letter
Chapter 12⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
From-To Memorandum
Chapter 10⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Mailing Labels
Chapter 6Per SECNAV M-5216.5: Use ALL CAPS, no punctuation except ZIP+4 hyphen. Max 5 lines, 47 characters per line.
Writing Tips & Reference
Chapter 12General Correspondence: Respond within 10 working days. If more time needed, send an interim response.
Congressional Correspondence: Respond within 5 working days. Interim letter required if delayed; copy to SECNAV Congressional Liaison Office.
Thank you for your letter of [date] concerning...
Thank you for your correspondence of [date] concerning...
Thank you for your recent letter concerning...
I am responding on behalf of...
This is in response to your request for...
Note: Use "correspondence" instead of "letter" when responding to email.
Thank you for bringing this matter to my attention.
I appreciate you taking the time to share your thoughts on this issue.
If I may be of any further assistance, please let me know.
Please do not hesitate to contact me if you have additional questions.
I trust this information is helpful.
Sincerely, — Standard for most official correspondence
Very respectfully, — To seniors/officials of higher rank
Respectfully, — To equals or those of slightly higher rank
Sincerely yours, — Personal correspondence (Thank you, condolences, birth announcements)
With great respect, — Formal personal correspondence
- Use plain English. Avoid slang and jargon.
- Spell out acronyms the first time used, then use the acronym throughout.
- Limit use of "I" and "we."
- Spell out "percent" (don't use %).
- Limit responses to one page when possible; use enclosures if needed.
- Be direct and concise — get to the point in the first paragraph.
- Use active voice whenever possible.
- One idea per paragraph.
When replying to multiple members of Congress, use:
A similar response has been sent to Senator(s) [last name] and Congressman(s) [last name].
A similar response has been sent to each of your colleagues who also expressed an interest in this issue.
Font: Times New Roman, 12pt
Margins: 1 inch on all sides
Spacing: Single-spaced within paragraphs; double-space between paragraphs
Date formats:
- Abbreviated: 15 Feb 25 (sender's symbols)
- Standard: 15 February 2025 (in text)
- Civilian: February 15, 2025 (business letters)
Congressional:
Military/DoD:
Standard Navy Addresses:
- Senate: Washington, DC 20510
- House: Washington, DC 20515
- SECNAV: 1000 Navy Pentagon, Washington DC 20350-1000
- CNO: 2000 Navy Pentagon, Washington DC 20350-2000
- CMC: 3000 Marine Corps Pentagon, Washington DC 20350-3000
Action Memorandum
Chapter 12⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Information Memorandum
Chapter 12⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Congressional Letter
Chapter 12⚠ REMINDER: Only enter classified material on the appropriate network. Classified material is not authorized for unclassified networks.
Awards Writer
SECNAV M-1650.1Rules used by this module
SECNAV M-1650.1, Appendix 2E: standardized opening sentences and the two authorized closing-sentence formats; NCM/NAM use “credit,” not “great credit.” Marine recipients use “the Marine Corps and the United States Naval Service.”
The optional Marine iAPS profiles use current Marine Corps PCS guidance: 1,250 characters and all capitals for NCM/NAM; 1,670 characters and sentence case for MSM and above. These profiles are not presented as universal Navy/NDAWS limits.
1. Award and submission profile
The iAPS limits are Marine Corps submission profiles. Navy/NDAWS requirements are not assumed; use the review profile unless your workflow directs otherwise.
2. Recipient and award period
3. Accomplishments
Use the AI workspace for a first draft if desired. Navy Writer does not add facts, metrics, or claims.
Enter three parallel attributes. The third should normally end with “devotion to duty.”
4. Review and copy
Document Preview
PDF: Opens print dialog. Select "Save as PDF" (or "Microsoft Print to PDF") as the destination to save as PDF file.
Word: Downloads as .rtf (Rich Text Format). Double-click to open in Word. To save as .docx: File → Save As → select "Word Document (.docx)".
Seal: Uploaded seals appear in preview and PDF. They will not embed in RTF/Word export.
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