Preparing and Managing Correspondence - Fort Sill MWR

number to indicate whether it is the first, second, or other copy (for example, Encl 1 1 , Encl 1 2 ). Identify enclosures to
enclosures as “Encl 1 to Encl 1,” “Encl 2 to Encl 1,” and so forth.
(3) When an enclosure is sent separately from the correspondence, write it in the body of the correspondence and
add a short note to the enclosure when forwarded. Add fwd sep (forwarded separately) behind the identification of the
appropriate enclosure:
Encl
Station List fwd sep
4–3. Tabbing enclosures
If correspondence has many enclosures, tab each one. This helps the reader easily find enclosures. (See fig 4–1.)
Unless legal procedures dictate otherwise, use paper, cloth, or clear plastic index tabs. Put the tabs on the right-hand
side of blank sheets of paper (above the identified enclosure or attachment). Position the first tab 1 ⁄4 to 1 ⁄2 inch from the
top of the page. Space subsequent tabs approximately 1 ⁄4 inch apart. This ensures that all tabs are visible and evenly
spaced. If an enclosure has its own enclosures that need tabbing, use a different color or type of tab to identify these
secondary documents. Avoid tabbing these secondary documents unless the specific information located there was
mentioned in the text of the correspondence.
4–4. Tabbing correspondence packages
a. The following guidance is provided to assist in tabbing a correspondence package forwarded for signature or
approval. Identify the tabs in the document. Tabs may be any letter or number as long as they are consecutive and are
fully identified in the text.
(1) First tab—correspondence to be signed or material to be approved.
(2) Second tab—document that started the action (that is, the incoming correspondence, message, or tasking
documents).
(3) Subsequent tabs—backup information and staff coordination comments.
b. Position tabs on separate blank sheets of paper as specified in paragraph 4–3.
c. Local procedures will dictate any specific requirement regarding the type or color of tabs.
4–5. Assembling
a. Assemble correspondence as shown in figure 4–2
b. Documents that are placed on the long axis of the page (landscape mode) will be assembled in a correspondence
package so that the long side is to the left; that is, the top of the page will be on the side that would be bound if the
package were a book.
38 AR 25–50 • 3 June 2002