Preparing and Managing Correspondence - Fort Sill MWR

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Thu Fri Sat B–18. Quotes The following rules are recommended when including a quotation in the text: a. Long quotations. If the quotation is extensive or more than two paragraphs long, use the word QUOTEat the beginning and the word UNQUOTEat the end of the quoted material. Place these words on separate lines from the quoted material to distinguish them and offset them from the information being quoted. b. Short quotations. Use quotation marks before and after the quoted material. Always place the comma and final period inside the quotation marks. Place other punctuation inside only if they are part of the quoted material. B–19. Word division Words should be divided only when necessary. When they must be divided, they are separated between syllables. Onesyllable words are never divided. Proper division into syllables is given in most dictionaries. a. Words may be divided— (1) After a vowel, if the vowel itself is a separate syllable within a word. physi-cal not phys-ical sepa-rate not sep-arate particu-lar not partic-ular criti-cism not crit-icism (2) Between the members of solid compounds. rail-road proof-reader (3) At the hyphen in hyphenated compounds. court-martial above-mentioned (4) Between adjoining vowels in separate syllables. estu-ary gene-alogy cre-ation (5) After prefixes of three or more letters. ante-date tri-color inter-leaving trans-portation (6) Before suffixes of three or more letters. port-able writ-ing (7) After the second consonant of double consonants ending a root word, when followed by a suffix. tell-ing express-ing (8) Between double consonants that are doubled because a suffix is added. remit-ted 74 AR 25–50 • 3 June 2002
thin-ning (9) After the consonant at the end of a syllable with a short vowel and before the consonant at the end of a syllable with a long vowel, if no vowel is a separate syllable or if vowels do not adjoin. progress (verb) pro-gress progress (noun) prog-ress project (verb) pro-ject project (noun) proj-ect stenographic (verb) steno-graphic stenographer (noun) stenog-rapher b. Words may not be divided— (1) At the ends of more than two consecutive lines. (2) At the end of a line when the part begun there does not suggest the whole word. counter-offense not coun-teroffense (3) If five or fewer letters, even though containing more than one syllable. avoid begin into also every area (4) Between a one- or a two-letter terminal syllable and the rest of a word. ammonia proceeded period (5) Between a one- or two-letter initial syllable and the rest of the word. identity around behavior (6) At the end of a page or of a paragraph. c. Do not separate closely related word units. Avoid separating words in close association, such as the elements of dates and of proper names, groups of initials and surnames, and abbreviated titles and names. When it is necessary to divide a date, the year may be carried over to the next line in the nonabbreviated form. When it is necessary to divide a proper name, the surname may be carried over to the next line. Do not separate figures, letters, or symbols from their accompanying words. Appendix C Titles and Protocol Sequence C–1. Addressing the Office of the Secretary of Defense Figure C–1 provides the protocol sequence for multiple-addressee correspondence within the Office of the Secretary of Defense. C–2. Addressing the Secretary of the Army and the Army Staff Figures C–2 through C–5 show the titles and protocol sequences for multiple-addressee correspondence within the Office of the Secretary of the Army and to the Army Staff. AR 25–50 • 3 June 2002 75
Page 1 and 2:
Army Regulation 25-50 Information M
Page 3 and 4:
Headquarters Department of the Army
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Contents—Continued Multiple-Page
Page 7 and 8:
Contents—Continued Table List Tab
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Chapter 1 Preparing Correspondence
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. Appropriateness. Use a form lette
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. Dates on letters. Express dates o
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1-41. NATO correspondence Correspon
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Figure 2-1. Using and preparing a m
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Figure 2-3. Continuing a memorandum
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Figure 2-5. Single address MACOM me
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Figure 2-7. Army Staff multiple-add
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Figure 2-9. Preparing a SEE DISTRIB
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Figure 2-11. A single-addressed THR
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Figure 2-13. Preparing a one-paragr
Page 31 and 32: Figure 2-15. Using and preparing an
Page 33 and 34: Figure 2-17. Preparing an MOU or MO
Page 35 and 36: 2-2. Use a. Formal memorandums. The
Page 37 and 38: c. Closing. Major elements are the
Page 39 and 40: individuals outside the department
Page 41 and 42: Figure 3-1. Letter format AR 25-50
Page 43 and 44: Figure 3-3. Use of office symbols a
Page 45 and 46: Chapter 4 Enclosures, Tabs, and Ass
Page 47 and 48: Figure 4-1. Tabbing correspondence
Page 49 and 50: Section II Envelope Size 5-3. Size
Page 51 and 52: (5) City, State, ZIP+4 Code line. A
Page 53 and 54: (3) Non-address information. Milita
Page 55 and 56: Chapter 6 Authority Lines, Signatur
Page 57 and 58: Table 6-1 Rank abbreviation Abbrevi
Page 59 and 60: 6-7. Army Reserve personnel not on
Page 61 and 62: 8-2. Guidance on markings a. This c
Page 63 and 64: Figure 8-2. Marking the security cl
Page 65 and 66: Figure 8-4. Restricted data additio
Page 67 and 68: Figure 8-6. Formerly restricted dat
Page 69 and 70: Figure 8-8. Classified transmittal
Page 71 and 72: Appendix A References Section I Req
Page 73 and 74: Section IV Referenced Forms DA Labe
Page 75 and 76: ookkeeping follow-on forget-me-not
Page 77 and 78: United States laws Latin American c
Page 79 and 80: foursome b. Type a hyphen between t
Page 81: Ter—Terrace b. Do not abbreviate
Page 85 and 86: Figure C-2. Office of the Secretary
Page 87 and 88: Table D-1 The Executive Branch—Co
Page 89 and 90: Table D-1 The Executive Branch—Co
Page 91 and 92: Table D-2 The Congress and legislat
Page 93 and 94: Table D-4 Military personnel—Cont
Page 95 and 96: Table D-5 State and Government offi
Page 97 and 98: Table D-6 Ecclesiastical Officials
Page 99 and 100: Table D-9 Foreign government offici
Page 101 and 102: Table D-11 Addressing former offici
Page 103 and 104: Figure E-3. Signed by the head of a
Page 105 and 106: Figure E-10. Examples of signature
Page 107 and 108: c. Definitions. Military correspond
Page 109 and 110: F-10. Extracts Extracts from a docu
Page 111 and 112: DSN Defense Switched Network encl e
Page 113 and 114: governors, mayors, foreign governme
Page 115 and 116: Draft, 1-11 Exclusive For, 1-14 Fas
Page 117 and 118: Margins Letter, 3-6, figure 3-1 Mem
Page 119 and 120: Standards for Army writing, 1-44 St
Page 121: USAPA ELECTRONIC PUBLISHING SYSTEM
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