Preparing and Managing Correspondence - Fort Sill MWR

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Figure C–5. Distribution to selected Army staff agency heads (Use collective titles, when appropriate. List individual addresses in the order shown.) Appendix D Forms of Address, Salutation, and Complimentary Close D–1. General a. Prior to addressing a salutation or completing a communication, determine how the individual wishes to be addressed. b. If uncertain of gender, contact the appropriate post public affairs, protocol, or administration office to assist in verification. Use the title “Ms.” rather than “Mrs.” in addressing a woman if there is any uncertainty about the correct title; if the correspondent uses the title “Ms.,” address the response “Ms.” as its use would indicate that Ms. is preferred by the correspondent. D–2. Form for addresses, salutations, and complimentary closes The proper form for addresses in letters and on envelopes and for salutations and complimentary closes in letters is provided in tables D–1 through D–11. Letters will be addressed using upper- and lowercase letters as shown below. Envelopes will be prepared as outlined in chapter 5. Table D–1 The Executive Branch Addressee Address on letter and envelope Salutation and complimentary close The President The White House The President 1600 Pennsylvania Avenue NW The White House Washington, DC (ZIP+4 Code) Dear Mr./Madam President: Respectfully, Spouse of the President Assistant to the President Secretary to the President Secretary to the President (with military rank) Mrs. (full name) or Mr. (full name) The White House 1600 Pennsylvania Avenue NW Washington, DC (ZIP+4 Code) Honorable (full name) Assistant to the President The White House 1600 Pennsylvania Avenue NW Washington, DC (ZIP+4 Code) Honorable (full name) Secretary to the President The White House 1600 Pennsylvania Avenue NW, Washington DC (ZIP+4 Code) (Full rank) (full name) Secretary to the President The White House 1600 Pennsylvania Avenue NW Washington, DC (ZIP+4 Code) Dear Mrs./Mr. (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear (rank) (surname): Sincerely, 78 AR 25–50 • 3 June 2002
Table D–1 The Executive Branch—Continued Addressee Address on letter and envelope Salutation and complimentary close The Vice President The Vice President The Vice President The White House 1600 Pennsylvania Avenue NW Washington, DC (ZIP+4 Code) Dear Mr./Madam Vice President: Sincerely, The President of the Senate Honorable (full name) President of the Senate (Street) Washington, DC (ZIP+4 Code) Dear Mr./Madam President: Sincerely, Executive departments Members of the Cabinet addressed as “Secretary” Postmaster General (head of the US Postal Service) The Attorney General (head of the Department of Justice) Under Secretary Assistant Secretary of a Department Honorable (full name) Secretary of (Dept) (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Postmaster General (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Attorney General (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Under Secretary of (Dept) (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Assistant Secretary of (Dept) (Street) Washington, DC (ZIP+4 Code) Dear Mr./Madam Secretary: Sincerely, Dear Mr./Madam Postmaster General: Sincerely, Dear Mr./Madam Attorney General: Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Military departments The Secretary Under Secretary of a Department Assistant Secretary of a Department General Counsel of a Department Administrative Assistant to the Secretary Honorable (full name) Secretary of the (Dept) (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Under Secretary of the (Dept) (Street) Washington, DC (ZIP+4 Code) Honorable (full name) Assistant Secretary of the (Dept) (Street) Washington, DC (ZIP+4 Code) (Mr./Mrs./Ms./Miss) (full name) General Counsel (Dept) (Street) Washington, DC (ZIP+4 Code) (Mr./Mrs./Ms./Miss) (full name) Administrative Assistant to the Secretary of the (Dept) (Street) Washington, DC (ZIP+4 Code) Dear Mr./Madam Secretary: Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Dear Mr./Mrs./Ms./Miss (surname): Sincerely, AR 25–50 • 3 June 2002 79
Page 1 and 2:
Army Regulation 25-50 Information M
Page 3 and 4:
Headquarters Department of the Army
Page 5 and 6:
Contents—Continued Multiple-Page
Page 7 and 8:
Contents—Continued Table List Tab
Page 9 and 10:
Chapter 1 Preparing Correspondence
Page 11 and 12:
. Appropriateness. Use a form lette
Page 13 and 14:
. Dates on letters. Express dates o
Page 15 and 16:
1-41. NATO correspondence Correspon
Page 17 and 18:
Figure 2-1. Using and preparing a m
Page 19 and 20:
Figure 2-3. Continuing a memorandum
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Figure 2-5. Single address MACOM me
Page 23 and 24:
Figure 2-7. Army Staff multiple-add
Page 25 and 26:
Figure 2-9. Preparing a SEE DISTRIB
Page 27 and 28:
Figure 2-11. A single-addressed THR
Page 29 and 30:
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 and 82: Ter—Terrace b. Do not abbreviate
Page 83 and 84: thin-ning (9) After the consonant a
Page 85: Figure C-2. Office of the Secretary
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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