NORTH  CAROLINA
EMERGENCY RESERVES
'From The Mountains To The Coast'
NCER Regulation #4
Correspondence
Chapter 1
Preparing Correspondence

Section I
General

1–1. Purpose
This regulation prescribes North Carolina Emergency Reserves (NCER) policies, procedures,
and standard formats for preparing and processing NCER correspondence.

1–2. Responsibilities
a. The Assistant Chief of Staff-Personnel of the NCER will—
(1)Establish policies and procedures for preparing correspondence on behalf of the
Commanding General, NCER.
(2) Oversee NCER correspondence on behalf of the Commanding General, NCER.
b. The Deputy Chief of Staff for Operations and Plans will incorporate effective and efficient
NCER writing into training policy.
c. Commanders at all levels will actively support effective and efficient NCER writing by
working to eliminate poor writing in their commands and providing training opportunities for
all NCER writers.

1–3. Restrictions to this regulation
This regulation has been made as complete as possible to avoid the need to issue additional
instructions. The correspondence formats outlined in this regulation take precedence over
format instructions outlined in other regulations or directives. Therefore, supplements to this
regulation will be restricted to instructions that are unique to an agency or command.

1–4. Objectives
The objectives of this regulation are to—
a. Create a standard of acceptance for written communication in the NCER.
b. Provide clear instructions for the preparation of all correspondence. This should reduce the
time needed for training in this area.
c. Reduce the cost of preparing correspondence.
d. Standardize the preparation and distribution of correspondence.


Section II
General Correspondence Guidance

1–5. Methods of communication
a. Personal or telephone contact. Whenever possible and appropriate, conduct official
business by personal contact, telephone, or electronic mail (e-mail). A memorandum for record
(MFR) should be used to document any decisions or agreements reached during these
communications.  
b. Memorandum. The memorandum will be used for correspondence within the NCER, as well
as for routine correspondence to the Board of Directors, NCER. Do not use the memorandum
format for corresponding with the families of NCER personnel or private businesses.   See
paragraph 2-1.
c. Letter. Letters will be used for correspondence addressed to individuals outside the NCER
when a personal tone is appropriate, such as in letters of commendation or condolence.  See
paragraph 3-1.
d. Electronic mail. Electronic mail may be used for unclassified organizational and individual
information transfer.


1–6. Direct communications
Send correspondence as directly as possible to the action office concerned. See paragraph 2–
4a(4). Include the action officer’s name and office symbol when addressing correspondence.

1–7. Routing through channels
a. Routing action correspondence. Route correspondence through commands, or offices
expected to
exercise control or to take action.
b. Bypassing intermediate headquarters. Correspondence will not be routed through a
headquarters that has no interest or concern in the matter or action.  However, a copy of the
communication and the referral action will be sent to the command, or office that was
bypassed.  Routine correspondence may bypass intermediate headquarters when—
(1) It is apparent that the intermediate headquarters is not concerned.
(2) No action is required.
(3) No controls need to be exercised.
c. Routing directly to the addressee. When there is not enough time to route a communication
through channels and still meet a suspense date, send it directly to the addressee. This is an
exception to 1–9a.  At the same time, send a copy of the communication and referral action to
the organizations that were bypassed.
d. Using technical channels. Use technical channels to route correspondence that deals with
technical matters. This includes technical reports, instructions, or requests for information that
do not involve command matters. Before using technical channels, ensure that the action is
not one that should be sent through command channels. Do not use FOR THE COMMANDER
on the authority line of technical channel correspondence.

1–8. Quality of writing
NCER writing will be clear, concise, and effective. NCER correspondence must aid effective
and efficient communication and decision making.  Writing that is effective and efficient can be
understood in a single rapid reading and is generally free of errors in grammar, mechanics,
and usage.

1–9. Rewriting, retyping, and drafts
a. Correspondence and mission accomplishment.  Correspondence helps the NCER
accomplish its mission.  Information clarity and efficient mission accomplishment are the most
important aspects of correspondence.
b. Rewriting. Excessive revisions to create a perfect product are a waste of time. The
objectives of good correspondence are clarity and brevity. Do not rewrite internal NCER
correspondence unless it is clearly inadequate for the intended purpose.  Do not rewrite to
correct minor errors in format, arrangement, and phraseology unless the correspondence is
going outside NCER or to the general public.
c. Retyping. Do not retype NCER correspondence to correct typographical errors, word
omissions, or other minor errors unless the changes are so numerous that the end result
looks sloppy.  Make corrections neatly and legibly with pen and ink.
d. Drafts. When correspondence must be prepared for the approval or concurrence of another
office, submit it in draft form (unless it is known that it will not be changed). The approving or
reviewing official will approve and return the draft. Prepare the final correspondence for
signature and attach the draft to the record copy.

1–10. Review of outgoing correspondence
Keep the number of times outgoing correspondence is reviewed to a minimum. Normally,
make one review for grammar, format, and content.  When available, use electronic spell
check. The senior secretary or administrative officer of an organization should provide a final
review of all the correspondence prepared for the signature of the signing official.

1–11. Form letters
The term “form letter” is a generic term and encompasses memorandums and letters.  Form
letters save time and money and often provide a higher level of quality than composed letters.
a. Economy. The form letter, when designed and used properly, is the most economical of all
correspondence media.
b. Appropriateness. Use a form letter to convey  information about impersonal or routine
matters.
c. Flexibility. Form letters that are well designed provide flexibility and can be adapted to serve
almost all the needs for which a form letter is economical and appropriate.
d. Forms approval and control.  All forms are approved by the Board of Directors, NCER.

1–12. Exclusive For correspondence
a. Use. Use Exclusive For correspondence for matters of a sensitive or privileged nature.  
Keep its use to a minimum to avoid delay of action if the named addressee is absent or
unavailable to receive and act on the correspondence. Prepare Exclusive For correspondence
in either the letter or memorandum format.
b. Addressing.  Address Exclusive For correspondence to the name and title of the addressee.
c. Handling. When preparing Exclusive For correspondence, place it in a sealed envelope.  
Type and underline the words Exclusive For on the envelope.  Envelopes marked Exclusive,  
will be given to the addressee unopened.
d. Personal For. The term Personal For is not authorized for use on  NCER correspondence.


Section III
Specific Correspondence Guidance

1–13. Dissemination of command instructions
The acronyms ALNCERACT (all NCER activities) and NCERGSTAF (NCER General Staff) are
used only in electronically transmitted messages.  These acronyms assign responsibility for
distribution instructions.  Do not use them in NCER correspondence.

1–14. Abbreviations and brevity codes
a. Memorandums. Use abbreviations and brevity codes.   Abbreviated ranks are authorized for
memorandums and personal correspondence.  General officers will use their full rank on all
formal or official correspondence.
b. Letters. Use only common abbreviations found in standard dictionaries.  Do not use
abbreviations, brevity codes, acronyms, or  jargon in letters addressed to persons outside the
NCER. NCER personnel will use their full rank (for example, Lieutenant General, Major General,
Captain, Sergeant First Class, and so forth) for letters.
c. Abbreviation guidelines.
(1) Established abbreviations are acceptable in all but the most formal writing.  For reading
ease, use only well known abbreviations or those you think would be known by the recipient.
(2) When a word or title that  is not well known will be used more than once in a document,
place the abbreviated form in parentheses after the first time the word or title is used.  
Thereafter, only the abbreviated form is used.  Do not place the abbreviated form of a word or
title after the spelled out version of the word or title if the word or title will not be used more
than once.
(3) Do not place a period after abbreviated words in addresses,  for example, St (street), Blvd
(Boulevard), and so forth.  

1–15. Acronyms
Use acronyms in memorandums, if appropriate.  Do not, however, use  acronyms when writing
to individuals or organizations who would not be familiar with their use.  When an acronym
that is used more than once is not well known, spell out the word or title the first time it is used
and follow it with the abbreviated form. Thereafter, the acronym may be used.  Above all, do
not overuse acronyms.

1–16. Letterhead
a. Letterhead identifies the originating unit and provides the unit’s complete standardized
mailing address.
The letterhead does not show the organizational structure of the unit, nor should it do so.  
Therefore, do not make internal office designations part of the letterhead.
b. Computer-generated letterhead will be used for all official correspondence and will conform
to the following:
(1) Use only the approved letterhead template.
(2) No seal, emblem, decorative device, distinguishing insignia, slogans, or motto will be used
unless approved by the Commanding General, NCER.
(3) All computer-generated letterhead will be printed on white paper.
(4) Letterhead will be printed with black ink.

1–17. Paper
Paper used for NCER correspondence will be the standard  8 1/2  by 11 inch size.  Efforts will
be made to conserve paper and to minimize the use of high cost premium grade paper by
adhering to the following:
a. Original pages. Use computer-generated letterhead for the first page of all formal
memorandums and letters except when an approved form is prescribed.  Use plain white
paper for continuing pages.
b. Copies.
(1) Use photocopies of original pages when sending outside the originating agency.
(2) Use photocopies for record copies if necessary.  Type, stamp, or write clearance or
coordination ladders only on record copies.

1–18. Type fonts and sizes
When creating official correspondence, use type fonts and sizes that make the
correspondence easy to read and
understand. The following guidelines will provide the best results:
a. A font with a point size smaller than 12 or larger than 14 should be avoided. When possible,
a 12-point size will be used.
b. Preferred type fonts are Times Roman and Times New Roman.
c. Unusual type styles, such as script, should not be used to create official correspondence.

1–19. Ink color
Use black or blue ink to sign communications. Black ink will be used to stamp dates and
signature blocks.

1–20. Using one side of paper
Prepare original correspondence using only one side of a sheet of paper; however,
correspondence may be reproduced on both sides of the paper.

1–21. Copies
a. Record copy.  Make one record or file copy of correspondence after original has been
signed and dated.  Stamp or write “record copy” or “file copy” along the edge of the right
margin.  Maintain file copies in accordance with NCER record keeping system requirements.
b . Reading file copies.  If reading files are used, maintain in accordance with NCER record
keeping system requirements.
c. Copies furnished.  Use “copies furnished” to keep other than the prime addressee informed
of an action.  Make copies after original has been signed and dated.

1–22. Classified and special handling correspondence
a. General. Information that requires protection against unauthorized disclosure in the interest
of  NCER security shall be classified.  Correspondence containing classified information will
be safeguarded.  The contents of a classified communication will be revealed only to
individuals whose official duties require such  information.
b. Marking classified correspondence.  See chapter 8  for detailed instructions on marking and
downgrading instructions.

1–23. Identification of writer
Normally, when writing any type of correspondence, the writer will be identified by rank or
civilian prefix, name, telephone number, and if appropriate, facsimile number and e-mail
address. This information is generally placed in the last paragraph of the correspondence.

1–24. Identification of originating office
a. Office symbols are used to identify the office of origin for memorandums and electronically
transmitted messages within the NCER.  Use the office symbols when addressing or replying
to memorandums.
b. Office titles are used to identify the office of origin for letters.  See paragraph 3–7a(2)(b).

1–25. Expression of date
a. Dates on memorandums. Express dates on memorandums in only these two ways: 1
January 2000 or 1 Jan 00. The four digits for the year will be used only when the month is
spelled out or when date stamps reflect abbreviated months and four-digit year.
b. Dates on letters. Express dates on letters and refer to dates within letters only in this way:
January 1, 2000.
c. Separating date elements. Avoid separating any of the three date elements (day, month, and
year) from each other, but if it is absolutely necessary, the four-digit year may be carried over
to the next line when the month is spelled out.
d. Date-Time Groups (DTG).  DTG will not be utilized on any  formal correspondence.

1–26. Expressing time
Military time will be expressed in a group of four digits, ranging from 0001 to 2400 based on the
24-hour clock system.  The first two digits represent the hour after midnight and the last two
digits represent the minutes. For example, 1:37 pm civilian time is expressed as 1337 military
time.  The word hours will not be used in conjunction with military time.  Use civilian time in
letters.

1–27. Suspense date
a. Use a suspense date on memorandums when a reply is required by a certain date. (See fig
1)  Suspense dates should be reflected in the body text and appear in bold.  Do not use
suspense dates on letters.
b. Consider the following time factors in setting a suspense date on correspondence:
(1) Number of days required to transmit the communications.
(2) Number of days needed to complete the action.
(3) Number of days required to transmit the reply.

1–28. Addressing
Address correspondence and envelopes as prescribed in Chapter 5 of this regulation.

1–29. References
List references in the first paragraph of the correspondence.  Enclose copies of references
that are not readily available to the addressee.  List and number references in the order they
appear in the correspondence.  When references do not appear in the text of the
correspondence, list them in ascending date order (oldest to most recent). Include the
following information as a minimum:
a. Publications. When listing publications, include the number, title, and date, for example,
NCER Reg. 3, NCER Uniform and Insignia,  20 October 2004.
b. Correspondence. When referencing correspondence, include the type of correspondence,
organization of origin, office symbol, date, and the subject of the correspondence, for
example, Memorandum, HQ NCER, 20  Feb 06, subject: Training for NCER Personnel.  When
referencing e-mail or facsimiles, use the name of the sender and the office symbol (if included),
for example, E-mail, HQ NCER, COL Sam Jones, 3 Nov 06, Subject: Regulations;  and Fax, HQ
NCER, COL Sam Johns, 25 Feb 07, Subject: Uniforms.

1–30. Authority lines
Chapter 6 explains in detail the composition and proper use of authority lines.

1–31. Complimentary close
Chapter 3 explains in detail the composition and proper use of complimentary close.

1–32. Signature blocks
Chapter 6, section II, explains in detail the composition and proper use of signature blocks for
NCER personnel.

1–33. Postscripts
A postscript (P.S.) is an informal technique to add an afterthought to a communication; do not
use in official
correspondence.

1–34. Page and paragraph numbering
See chapters 2 and 3 for exact guidance on paragraph and page numbering and placement of
the page number.

1–35. Underlining, using boldface type, and italicizing for emphasis
Use underlining, boldface type, and italics only to emphasize a specific or important fact.
Overuse of these methods for emphasis  (like overuse of the exclamation point) defeats its
own purpose.   In general, substitute more specific or forceful words to gain emphasis.

1–36. Distribution formulas
Develop a distribution formula that is easy to understand and use.  Ensure that it is a fast and
cost-effective way to distribute information to a great number of addresses.  Do not use
internal distribution formulas for correspondence external to your command.

1–37. Identifying and listing enclosures
Use enclosures for memorandums and letters.  Number and attach all enclosures in the same
order in which they appear in the body of the correspondence.  Place the identification of each
enclosure in the lower right corner of the first page, in pencil, before making copies.  Specify
enclosures in the text.  See paragraph 4–2 for proper listing of enclosures. Attachments to
enclosures are referred to as enclosures to enclosures (for example, enclosure 3 to enclosure
2).

1–38. Nine-digit ZIP Code (ZIP+4 Code)
Use the ZIP+4 Code on all return envelope addresses and on all “FOR” addresses.  The ZIP+4
Codes will be used on all letterhead.

1–39. Record keeping requirements
This regulation requires the creation,  maintenance, and use of the specific record, Delegation
of  Signature Authority.


Section IV
Effective Writing and Correspondence: The NCER Writing Style

1–40. Goal
The goal of all NCER correspondence is effective communication.

1–41. Standards for NCER writing
a. Effective NCER writing transmits a clear message in a single, rapid reading and is generally
free of errors in grammar, mechanics, and usage.
b. Good NCER writing is concise, organized, and right to the point.  Two essential
requirements include putting the main point at the beginning of the correspondence and using
the active voice (for example (main point up front), “Your training agenda needs work.”).
c. The standard English sentence order, subject-verb-object, works best.  It speeds
communication and helps the reader understand the main point.
d. Active writing—
(1) Emphasizes the doer of the action.
(2) Shows who or what does the action in the sentence, or puts the doer before the verb.
(3) Creates shorter sentences. Eliminating the passive voice reduces the number of words in a
sentence.
(a) Passive: The PT test was passed by SGT Jones (eight words).
(b) Active: SGT Jones passed the PT test (six words).
e. The passive voice is easy to recognize. A verb in the passive voice uses any form of “to be”
plus the past participle of a main verb (for example, am, is, are, was, were, be, being, been),
plus a main verb usually ending in “en” or “ed” (for example, were completed, is requested).

1–42. Constructing NCER correspondence
a. General techniques. Focus first on the main point to construct basic correspondence. Use
of the active voice is the basic style of NCER writing.
b. Specific techniques. Meeting the standards for correspondence requires specific
techniques. Use these additional rules of correspondence construction to improve
effectiveness.
(1) Use short words. Try not to use more than 15 percent over two syllables long.
(2) Keep sentences short. The average length of a sentence should be about 15 words.
(3) Write paragraphs that, with few exceptions, are no more than 10 lines.
(4) Avoid jargon.
(5) Use correct spelling, grammar, and punctuation.
(6) Use I, you, and we as subjects of sentences instead of this office, this headquarters, this
command, all individuals, and so forth.
(7) Write one-page letters and memorandums for most correspondence. Use enclosures for
additional information.
(8) Avoid sentences that begin with “It is ...,” “There is ...,”or “There are ....”

1–43. Packaging correspondence
a. Structure. The simplified formats in this regulation are specific ways of structuring particular
kinds of correspondence. Packaging, however, applies to all NCER writing.
b. Framework. Packaging is the general framework  writing style. All formats start with this
standard structure and are tailored to each type of correspondence.
c. Packaging. Structure correspondence for easy quick reading:
(1) First, open with a short, clear purpose sentence.
(2) Next, put the recommendation, conclusion, or more important information as the main
point. (These first two
steps can be combined in some correspondence.)
(3) Last, clearly separate each section. Use short paragraph headings or section titles.



Chapter 2
Memorandums—Special Purpose Memorandums

Section I
Memorandums

2–1. General
There are two types of memorandums: formal and informal.

2–2. Use
a. Formal memorandums. The formal memorandum is used for correspondence that is sent
outside the headquarters, the command, the installation, or similarly identifiable organizational
elements within the NCER; for routine correspondence to the Board of Directors, NCER; for
notification of personnel actions, NCER or civilian; and for showing appreciation or
commendation to members.
b. Informal memorandums. The informal memorandum is used for internal correspondence
within the same headquarters, same command, or similarly identifiable organizational
elements.  As a general rule, do not use informal memorandums when corresponding with
organizations or individuals not familiar with your office symbol. Informal memorandums may
be preprinted and used as form letters.
2–3. General rules
a. Paper. The standard size is 81.2 by 11 inches.
b. Original pages.
(1) For formal memorandums use computer-generated letterhead for the first page and plain
white paper for continuing pages.
(2) The informal memorandum is typed or printed on plain white paper; do not use letterhead.
c. Copies. Prepare only the number of copies needed.  See paragraph 1–21 for more
information on record, copy furnished, and  reading  file copies.
d. Dates. Type or stamp the day, month, and year on the memorandum flush with the right
margin.
e. Margins. The standard margin is 1 inch from the left, right, top, and bottom margins.  Do not
justify right margins.
f. Spacing. See figures 2–1 and 2–2.
g. Abbreviations and brevity codes. See paragraph 1–14.
h. Acronyms. See paragraph 1–15.
i. Signature blocks.
(1) Type the signature block of NCER officials on three lines with the name (in uppercase) on
the first line, rank on the second line, and the title on the third line. If the title requires an extra
line, a fourth line is authorized. Indent the beginning of the fourth line so that the first character
will be aligned underneath the third character of the third line.
(2) Type the signature block of civilian officials on two lines with the name (in uppercase) on
the first line and the title on the second   line. If the title requires an extra line, a third line is
authorized. Indent the beginning of the third line so that the first character will be aligned
underneath the third character of the second line.
(3) Do not use academic degrees, religious orders, or fraternal orders as part of the signature
block unless it would benefit the NCER for the receiver to know this information, for example,
use of a medical degree to show that medical information provided was based on expertise of
a member of the medical profession.
(4) Do not use “(P)” (meaning that the signer is promotable) after the rank for personal benefit;
use only if it would benefit the NCER.

2–4. Format
When writing a memorandum, use the modified block style format. The format has three parts:
heading, body, and closing.
a. Heading. The heading has five elements:
(1) Office symbol. Type the office symbol on the second line below the seal. The symbol names
the writer’s office (for example, HQNCER COS). Do not use computer identification codes or
word-processing codes as part of the office symbol. Other information may follow the office
symbol when needed and if not part of the subject line.  Some examples are the name of an
individual, rank, occupational specialty, contract number, or bill of lading number. Do not
crowd the office or reference symbol line. If the additional information is lengthy, write it on a
second line, flush with the left margin.
(2) Date.
(a) Put the date on the same line as the office symbol.
(b) End the date approximately even with the right margin.
(c) Express the date in this order: day, month, year. Day—Express in numerals. Month—Spell
out if the year is not abbreviated; abbreviate if the year is abbreviated (15 January 1999 or 15
Jan 99 but not 15 January 99 or 15 Jan 1999). Year—Express either with two or four digits,
depending on whether the month is abbreviated or spelled out. The only exception to this rule
is if the date stamp uses the abbreviated month and the four-digit year.
(d) The date may be typed or stamped.
(3) Suspense date. Use a suspense date if a reply is needed by a certain date.  Do not impose a
suspense date when there is no compelling reason.
(a) Placement. Put the suspense date at the right margin on the same line as the Reply to
Attention Of or two lines above the date of the memorandum.
(b) Setting of suspense date. Always consider the time factors involved, for example,
transmission time to the reader, time the reader needs to gather the information, and
transmission time for the return reply.
(c) Format of the date. See paragraph 2–4a(2)(c).
(4) MEMORANDUM FOR line. Type MEMORANDUM FOR on the third line below the office
symbol. Write to the office that is expected to complete the action. Do not simply address an
action to a headquarters if it is known which element of that headquarters will receive the
action.  If the memorandum is sent to someone’s attention, place the person’s name in
parentheses after the office symbol. Exception: When used for Exclusive For correspondence,
appreciation, and commendation, a memorandum will be addressed to name and title of the
addressee. When a second line is needed for the address, begin it flush with the left margin,
except for multiple-address memorandums, which will begin under the third character of the
line above it. Type addresses in either all uppercase or
upper- and lowercase type.  Be consistent.  Do not mix the two type styles.
(a) Single-address memorandums.   When using a single address,  MEMORANDUM FOR and
the address are on the same line.
(b) Multiple-address memorandums.  Note that “multiple-address memorandums”means more
than one and less than six.  If the address extends more than one line, continue the second as
stated in paragraph 2–4a(4). On multiple-address memorandums, prepare one original and
make copies for additional addressees after signature.  Place a check mark to the immediate
left of each addressee to designate that addressee’s copy.  This readily identifies the recipient
and eliminates the need for reading the entire addressee  listing.
(c) SEE DISTRIBUTION memorandums. If a memorandum is sent to more than five readers,
use the SEE DISTRIBUTION format  for the addresses.  Type the words SEE DISTRIBUTION
one space after the words MEMORANDUM FOR. On the second line below the last line of the
signature block or enclosure listing, whichever is lower, type DISTRIBUTION: and block the
addresses as shown in figure 2–9.  The distribution list may be continued on the second page
(see fig 2–10).  If necessary, the complete distribution list may be typed on a separate page.  
Prepare one original and make copies for additional addressees after signature. Place a check
mark to the immediate left of each addressee to designate that addressee’s copy.  This readily
identifies the recipient and eliminates the need for reading the entire addressee listing. The
envelope for an addressee on a SEE DISTRIBUTION list must show the complete address;
otherwise, the U.S. Postal Service (USPS) will not be able to deliver it.
(d) THRU memorandums. Use a THRU memorandum to let others know what is being done
and to give them the opportunity to comment, especially if their comment will have an impact
on the action. Use this format when an action must be approved by several recipients, in turn.
(5) Subject line. Type the subject line on the second line below the last line of the address. Use
only one subject and write the subject in 10 words or less, if possible. If the subject needs
more than 10 words, limit the number of words and use authorized abbreviations.  If the
subject is more than one line, begin the second line flush with the left margin. Type SUBJECT:
in uppercase letters .
b. Body (Text).
(1) Beginning. Begin the text on the third line below the last subject line.
(a) If there are references, list these in the first paragraph. See paragraph 1–31 for instructions
on how to list.
(b) Begin the memorandum with a short, clear purpose sentence.
(c) Put the recommendation, conclusion, or most important information (the main point) next.
(Some writing combines the purpose and the main point.)
(d) Clearly separate each major section. Use paragraphs, headings, or sections.
(e) When appropriate, a point of contact (POC) line will be the last paragraph of the body of the
correspondence.
(2) Spacing. Single-space the text with double-spacing between paragraphs and sub-
paragraphs. Single-space one paragraph memorandums.  On occasion, one-paragraph
correspondence requires sub-paragraphing. The spacing for sub-paragraphing is the same as
that for major paragraphs.
(3) Indenting. When paragraphs are subdivided, indent them.
(4) Numbering paragraphs.
(a) Do not number a one-paragraph memorandum.
(b) If the memorandum has more than one paragraph, number the paragraphs.
c. Closing. Major elements are the authority line, signature block, and enclosure listing. Sub-
elements are the DISTRIBUTION listing (if needed) and Copies Furnished (CF).
(1) Authority line. See chapter 7. Type the authority line at the left margin in uppercase letters
on the second line below the last line of the text. The authority line is used by individuals
properly designated as having the authority to sign for the commander or the head of an office.
(2) Signature block. See chapter 7 and appendix E for examples.
(a) Placement. Begin the signature block in the center of the page on the fifth line below the
authority line. If there is no authority line, begin it on the fifth line below the last line of the text.
(b) Omission. Omit the signature block if it is not known at the time of  writing who will sign.
The signature block may be added either by typing or by use of a rubber stamp at the time of
signature.
(3) Enclosures. Number and attach enclosures in the same order in which they appear in the
memorandum. When there is only one enclosure, do not precede “Encl” with the number “1.”
Use only “Encl.” Begin the enclosure listing at the left margin on the same line as the signature
block.
(4) DISTRIBUTION listing (if needed).
(5) Copies Furnished.  Use the copy furnished line to inform others of the subject only if they
have a need to know or an interest in the subject.  Type CF: on the second line below the last
line of the signature block, enclosure listing, or distribution listing, whichever is lower.  Show
whether or not enclosures are included by adding either “(w/encls)” or “(wo/encls)” at the end
of each CF address. If all copies furnished addressees will be provided copies of the
enclosures or all will not be provided enclosures, type either “w/encls” or “wo/encls” in
parentheses after “CF” rather than type each one separately after each address (for example,
CF: (w/encls)).

2–5. Multiple-Page memorandums
Try to limit the memorandum to no more than two pages. Use enclosures for additional
information. If a memorandum is longer than one page, follow these rules:
a. Type the office symbol at the left margin 1 inch from the top edge of the paper.
b. Type the subject of the memorandum at the left margin on the next line below the office
symbol.
c. Begin the continuation of the text at the left margin on the third line below the subject
phrase. When continuing a memorandum on another page—
(1) Do not divide a paragraph of three lines or less between pages. At least two lines of the
divided paragraph must  appear on each page.
(2) Include at least two words on each page of any sentence divided between pages.
(3) Do not hyphenate a word between pages.
(4) Do not type the authority line and the signature block on the continuation page without at
least two lines of the last paragraph. If, however, the last paragraph or subparagraph has only
one line, it may be placed alone on the continuation page with the authority line and signature
block.
d. Center the page number approximately 1 inch from the bottom of the page.


Section II
Special Purpose Memorandums

2–6. Memorandum of Understanding or Memorandum of Agreement
a. Uses. Use a Memorandum of Understanding (MOU) or a Memorandum of Agreement (MOA)
to document mutually agreed to statements of—
(1) Prepare the MOU or MOA on the letterhead of the preparing or requesting agency.
(2) Intentions.
(3) Procedures.
(4) Parameters.
(5) Policies of future actions.
(6) Matters of coordination.
b. Format. When an MOU or MOA is required;
(1) Heading. Prepare the MOU or MOA on the letterhead of the preparing or requesting agency.  
This provision may be altered to meet internal or special requirements of the parties involved
in the agreement. Center the title MEMORANDUM OF UNDERSTANDING or MEMORANDUM OF
AGREEMENT on the second line below the seal. Type the word BETWEEN, also centered, on
the line immediately following the title. Center the names of the agreeing agencies on the line
immediately following the word BETWEEN. The requirement for centering may be altered
when there are
more than two agreeing agencies or where the agency titles are too lengthy to be typed on one
line.
(2) Subject. Type the word SUBJECT: at the left margin on the second line below the last line
of the agreeing agencies’ titles.
(3) Text. Begin the first line of the text at the left margin on the third line below the last line of
the subject. The basic text will contain, but is not limited to, the following six categories
(a) Reference. List the references that are directly related to the agreement.
(b) Purpose. The paragraph defines or states, in as few words as possible, the purpose of the
agreement.
(c) Problem. Present a clear, concise statement of the problem, to include a brief background.
(d) Scope. Add a short and to the point statement specifying the area of the agreement.
(e) Understandings, agreements, support, and resources. List the understandings,
agreements, support, and resource needs and responsibilities of and between each of the
parties or agencies involved in the agreement.
(f) Effective date. Enter the date the agreement will become effective.
(4) Paragraph numbering. Paragraph numbering and indentations are the same as for the
general use memorandums.
(5) Signature blocks. Signature blocks on MOUs and MOAs are unique in that signature blocks
of both the agreeing parties appear on the same line. Type signature blocks on the fifth line
following the last line of the text. Precede all signature blocks by over scoring .  Include the
name, title, and agency for civilians and name, rank, branch, and title for military personnel.
Include the date that each official signs. Place the signature of the senior official on the right.
When in doubt as to the seniority, use the signature of the official whose organization is the
same as the letterhead.

2–7. Memorandum for record
a. Use. Use the memorandum for record (MFR) to give a summary of preceding
correspondence and to show the authority or basis for the action taken.  The MFR is also used
to document informal meetings or telephone conversations in which official business was
conducted.
b. Contents.
(1) Summary. The summary contains the source, office symbol, date, subject, addressee, and
action requested or indicated.
(2) Basis for action. Show all background information having a direct bearing on the matter.
Include the authority and basis for action. This lets reviewing and signing officials know the
basis for the action.
(3) Coordination. Show the name of the office or agency; the name, title, and telephone
number of the person contacted; date of coordination; and indication of concurrence, non-
concurrence, or other action.
c. Format. Prepare an MFR on white paper. An abbreviated form of the MFR may be typed or
written on the bottom of the record or file copies. This saves paper and filing space and
ensures that all information about the subjects in one place.
(1) Type the office symbol at the left margin and 1 inch from the top of the paper.  Stamp or
type the date on the same line ending approximately at the right margin.
(2) Type the words MEMORANDUM FOR RECORD at the left margin on the third line below the
reference symbol.
(3) Type SUBJECT: at the left margin on the second line below MEMORANDUM FOR RECORD.
(4) Begin the text on the third line below the last line of the subject.
(5) Try to limit the MFR to one page. If a second page is needed, prepare it in the same way as
the continuation page of a memorandum.
(6) Mark the paragraphs and sub-paragraphs of the MFR as for a memorandum. Prepare and
position all remaining applicable elements (signature block and enclosure listing) as for a
memorandum. Do not use an authority line on an MFR.
(7) Anyone who has an official use for this format may prepare and sign it.






Chapter 3
Preparing Letters

3–1. General
This chapter provides instructions for preparing letters.

3–2. Use
Letters will be used for correspondence addressed to the heads of departments and agencies,
State governors, mayors, foreign government officials, and the public.  Letters may also be
used for correspondence to individuals outside the department or agency when a personal
tone is appropriate, for official personal correspondence by NCER and civilian personnel, and
for letters of welcome, appreciation, commendation, and condolence.

3–3. Response phrases
Do not use phrases like The Commander  has requested that I reply; The Commander  desires
that I reply; or On (or In) behalf of the (name) unless the Commander of the NCER has
specifically directed such a phrase.

3–4. Abbreviations
See paragraph 1–14.

3–5. Appropriate replies and responses
Use a letter to reply to other letters unless the originator requests otherwise.  Forward a letter
(for example, a letter of appreciation) through proper channels by attaching the letter to a brief
memorandum.

3–6. General rules
a. Paper. The standard paper size for a letter is 81.2 by 11 inches.
b. Original pages. Use computer-generated letterhead for the first page and use plain white
paper for all continuing pages.
c. Copies. Prepare only the number of copies needed. See paragraph 1–21for more
information on record, copy furnished, and reading file copies.
d. Margins. Adjust the margins on the page, centering the body of the letter as if it were going
to be placed in a picture frame. Generally, allow left and right margins of 1 inch. Do not justify
right margins. When preparing two or more pages, leave at least a 1-inch margin at the bottom
of the page.
e. Addressing.  See appendix D for proper addressing of letters.
f. Point of contact. Use the last paragraph of a letter to provide point of contact. See paragraph
1–23.

3–7. Format
The letter consists of three major parts: the heading, the body (text), and the closing. Each part
and its sub-elements are discussed in detail in the following paragraphs and in figures 3–1
through 3–4.
a. Heading. The heading consists of five elements: the date, the Reply to Attention Of line, the
subject line when used, the address, and the salutation. (See fig 3–1.)
(1) Date. The date will be centered two lines below the last line of the letterhead. The date will
be expressed in civilian style (for example, January 4, 2000).
(2) Reply to Attention Of.
(a) Office symbols rarely have any meaning and appear awkward to civilian recipients of a
letter. Do not use them. It is better to use an understandable phrase or title, such as
Comptroller, Directorate of Training, or Director, Futures and Concepts, if it does not appear
awkward (see para 3–7a(2)(c) for exception). If a more specific return address is required, it
may be included in the text of the letter.
(b) Begin office titles on the second line below the seal, starting at the left margin. If the
letterhead address contains more than three lines, thereby bringing it near the bottom of the
seal, type the date as usual two lines below the last line of the letterhead address.
(c) Do not use office titles on the originals of correspondence prepared for signature by the
Commander of the NCER.
(d) There is no set number of lines between the Reply to Attention Of  line and the first line of
the address.  Try to frame the letter on the page. Five lines is the general rule when the letter is
two or more pages.
(3) Addresses.
(a) Do not use abbreviations in the address. The only exceptions to this rule are the
abbreviations DC, US, PO Box, Mr., Mrs., Ms., Dr., Jr., Sr., 2nd., II, III, Ret., and the points of the
compass (NE, NW, SE, and SW) and authorized State abbreviations.
(b) There is no set number of lines between the Reply to Attention Of line and the address.
Evenly space the letter on the page.
(4) Salutation. Type the salutation on the second line below the last line of the address. (See
appendix D.)
b. Body (text).
(1) Type the first line of the body of the letter on the second line below the salutation.
(2) Leave at least a l-inch margin at the bottom of multiple page letters.
(3) If more than one page is needed, type a minimum of two lines on the continued page.
Center the page number 1 inch from the top edge of the paper, typing a dash on each side of
the page number.
(4) Start the first line of the text on the fifth line below the number of the page, keeping the
margins the same as those of the preceding page(s).
(5) Do not number or letter paragraphs of a letter. Avoid sub-paragraphs when possible. When
using only one subparagraph, indent.  When more than one subparagraph is needed, use
letters of the alphabet (a, b, c, d) to indicate sub-paragraphs.  Further sub-paragraphs should
never be used.  Use single spacing even when a letter contains only one paragraph. For
effective paragraphs do not use more than 10 lines.
c. Point of contact. The point of contact may include the person’s name, DSN number,
commercial telephone number, facsimile number, and e-mail address.  This information is
placed usually in the last paragraph of the letter.
d. Closing. The closing has three sub-elements: complimentary close, signature block, and
enclosure or copy furnished .
(1) Complimentary close. Start the closing on the second line below the last line of the letter.
Begin at the center of the page.
(2) Signature block.
(a) Type the signature block on the fifth line below the closing, beginning at the center of the
page.
(b) Type the signature block in upper- and lowercase. Do not use abbreviations in the
signature block except NCER, Jr., Sr., II, and III. Use the title “Jr.” and the individual’s full title to
improve clarity. Do not use a title whenever the Commander of the NCER signs on personal
letterhead.
(3) Enclosure. Type Enclosure at the left margin on the second line below the signature block.
Do not show the number of enclosures or list them. If there is more than one enclosure, show
the plural form (for example, Enclosures).
Be sure enclosures are fully identified in the text. Do not use the words “as stated.”
(4) Copy Furnished. Never use Copy Furnished on letters. If a copy must be furnished to
anyone other than the addressee, place a statement in the body of the letter, preferably in the
last paragraph, indicating that copy (copies) is (are) being furnished and to whom; for
example, “I am forwarding a copy (or copies) of this letter to (name and address).”


Chapter 4
Enclosures, Tabs, and Assembling Correspondence

4–1. General
This chapter states NCER policy for listing enclosures, placing tabs on correspondence
packages, and assembling correspondence. The general rule for using enclosures in
correspondence is to be consistent. Do not list the number of enclosures on letters. (See chap
3 for additional guidance.)

4–2. Enclosures
a. Use. Enclosures are documents that come with the basic communication; they are required
to complete the action or to keep the body as brief and concise as possible.
b. Placement of enclosure listing. For memorandums, begin listing enclosures at the left
margin on the same line the signature block begins. For letters, type enclosure(s) two lines
below the signature block flush with the left margin.
c. Methods of listing.
(1) Capitalize the first letter in the first word of a listed enclosure:
2 Enclosures
1. Memo, GC, 16 Apr 06
2. Letter, COS, HQNCER, 20 Apr 06
(2) Account for enclosures not identified in the body of the correspondence by indicating the
total number. List each
enclosure by number when there are two or more, and describe each briefly.
4 Enclosures
1. Memo, CG, 16 Apr 06
2. Memo, COS, HQNCER, 17 Jun 06
3. Memo, CO 1BDE, 19 Jun 06
4. Memo, XO 1BN 1RGT 2BDE 21 Jul 06
(3) When there is only one enclosure, account for it without a number:
Enclosure
Memo, COS 1RGT 2BDE, 17 Jun 06
(4) Use approved abbreviations in identifying enclosures. Abbreviate the word Enclosure
(Encl) in memorandums but not in letters. When there is more than one enclosure, use the
plural form Encls for the abbreviation:
4 Encls
1. SOP 1–3
2. SOP 1–5
3. SOP 2–9
4. SOP 3–1
(5) When some enclosures are identified and others are not, list as follows (assume enclosures
1 through  3 are identified and 4 and 5 are not):
5 Encls
1-3. as (as stated)
4. Memo, COS HQNCER 16 Apr 06
5. Memo, BOD NCER, 20 Apr 067
d. Identification.
(1) Write the abbreviation of the word enclosure (“Encl”) and the number in pencil at the lower
right corner of the first page of each enclosure before making any required copies. Pencil
markings can be easily erased or changed if the enclosure is withdrawn for use with other
correspondence.
(2) If there is more than one copy of the enclosure, place an additional number to the right and
above the enclosure number to indicate whether it is the first, second, or other copy (for
example, Encl 11, Encl 12). 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
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.



Chapter 5
Preparing NCER Official Mail

Section I
General

5–1. Reducing mail cost
This chapter applies USPS guidelines for both automated and manually processed NCER
official mail. Using these guidelines will reduce cost and expedite distribution.  All NCER
correspondence or official mail must follow these guidelines.

5–2. Existing supplies
Computer-generated printouts will comply with these guidelines during the next normal
reprogramming or redesigning.

Section II
Envelope Size

5–3. Size
Do not use a letter-sized envelope that measures less than 3 1.2 by 5 inches or one that
measures more than 6 1.8 inches
high by 11 1.2 inches long and 1.4 inch thick.

5–4. Selection of envelopes
a. Use the smallest available envelope that will fit the item. A close fit will provide the least
chance for damage and is more cost effective. Do not use large envelopes for correspondence
of six pages or less unless contents warrant otherwise, for example, certificates, or other items
that may not be folded.
b. Unclassified correspondence requires no envelope when sent within the same building or
headquarters.  The address on the face of the correspondence is sufficient.
c. Table 5–1 provides specific guidelines for selecting the right envelope.
5–5. Envelopes to avoid
a. Avoid using envelopes larger than 9 by 12 inches unless absolutely required.
b. Do not use nonstandard envelopes that  incur excess postage.

5–6. Messenger envelopes
a. Use NCER Messenger Envelopes for—
(1) Unclassified and FOUO (For Official Use Only) correspondence between elements of an
agency or headquarters located in different buildings in the same general area.
(2) Unclassified and FOUO correspondence through official NCER channels.
b. Write the complete address legibly. Hand print or type in the space on the envelope. Cross
off the last address and reuse the envelope until it is filled out or worn out.




Section III
Addressing Mail

5–7. Delivery address
a. Correspondence. The address should have a uniform left margin and be legible.  An effort
should be made to limit the number of lines to five. Uppercase/lowercase letters are acceptable
on all lines of the address block. With the exception of the hyphen in the ZIP+4 Code,
punctuation can be omitted in the delivery address block.  Street addresses will be used for all
locations having an assigned street address.
b. Address format. Format for addressing envelopes
(1) Office name line (attention line). This line contains the name of the office that is to receive
the item.
“Commander”is used only when the mail is intended for the commander or when the name of
the appropriate office is unknown. If desired, an office symbol may be placed in parentheses
after the office name.  When known, the action officer’s name may also be placed in
parentheses at the end of this line, for example, SUPPLY OFFICE (CPT JOHN DOE) or SUPPLY
OFFICE (ASQB–FF/CPT JOHN DOE).
(2) Optional line. An optional line can be used when the Office Name Line and the Name of
Activity Line do not adequately identify the addressee. The optional line would be inserted
between the Office Name Line and the Name of Activity Line.
(3) Name of activity line. This line consists of the name of the activity to whom the mail is
addressed, for example, NCER Military Academy .
(4) Delivery address line. This line consists of either a street address or Post Office Box
number. It may also include a suite number, apartment number, building, floor, unit, room,
department, and so forth. When this secondary delivery information is part of the address but
does not fit on the delivery address line, wrap up all components of the secondary information
immediately above the delivery address line. The address is considered a dual address if it
contains both a street address and a Post Office Box number. The USPS delivers to whichever
appears in the line above the city, State, and ZIP+4 Code line.  If both appear in this line, the
mail will be delivered to the Post Office Box.
(5) City, State, ZIP+4 Code line. All activities should use the city, State, and ZIP+4 address
specified by the USPS for their physical location.
c. Preparation. Addresses may be hand printed only when no automation or other methods of
typing are available. Hand printed addresses must be legible and easy to read.  Handwritten or
mechanically produced script and slanted letters shall not be used in addresses. Labels may
be used for addressing all sizes of mail, but they should be applied carefully, on a straight,
horizontal line. Rubber stamps will not be used.
d. Abbreviations. The standard abbreviations as specified by the USPS are to be used.
e. Window envelopes. Be sure that the complete address shows in the envelope window.  
Have at least a 1.4-inch clearance between the window and both sides and bottom of the
address.
f. Foreign mail. Use uppercase letters and the full name of the post office (city) and the country
of destination. Include the postal delivery zone number (if any). The address should have a
uniform left margin. Type only the country name on the last line of the address.
g. Letters. Use the same address on the envelope as on the letter.  Make sure the address is
error-free and in the correct format. See appendix D for forms of address for letters.

5–8. Address locations on larger than letter-sized (flat) mail
Enter the address on “flats” parallel to the long edge of the envelope and approximately in the
center.

5–9. Return address
Placement. Show the return address in the upper left corner of all envelopes, labels, or other
covers used for sending mail. Type the address. Addresses may be hand printed only when
no automation or other method of typing is available.

5–10. Envelope address
a. For letters only, the envelope address content will be the same as on the letter.
b. Forward official correspondence about a reassigned member of the NCER in a new
envelope.  Address it “To the Commander of” the individual concerned, and show rank and
full name. Do not show individual social security numbers on the outside of the envelope.

5–11. Mailing instructions
a. Special services. Use of special postal services is restricted.
b. Express mail. Express mail will be used only when it is the most cost-effective way to
accomplish a mission within time, security, accountability, and constraints and to meet a
mandatory effective date. Overnight express mail should only be used in cases involving loss
of life, personal injury, or destruction of property and to prevent the possibility of a judicial
ruling against the NCER.
c. Limitations. The only time registered, numbered, insured, or certified mail, or certificates of
mailing, return receipts, or restricted delivery may be used is when required by—
(1) Law.
(2) NCER regulation.
(3) BOD directive.

5–12. Folding and fastening
a. Folding. Fold letters into three parts. Fold the bottom third forward over the text of the letter,
and fold the top third back. This conceals the text so it cannot be read and still permits the use
of window envelopes.
b. Fastening. Fasten a communication of two or more pages, or one containing enclosures,
together in the upper left corner with paper clips or a staple when the correspondence will
remain within the headquarters. When the correspondence is going through the USPS, do not
use paper clips, clamps, or similar metal fasteners. When using staples, keep the number to
the minimum needed to fasten papers securely. Place staple in the top left corner of the page.
Do not place staples in the address or text area of a communication. Placing the staples at a 45
degree angle allows the document to be read more easily and makes the pages less prone to
tearing when the pages are turned.

5–13. Preparing envelopes for mailing
a. Limit or compress a letter-sized envelope, so it does not exceed 1.4 inch in thickness.
b. Seal each envelope securely. A major cause of automated sorting equipment problems is
unsealed flaps on otherwise acceptable mail pieces.
c. Do not use tape to seal an envelope in lieu of using the glue already on the envelope flap.
d. Do not use heavy tape to seal envelopes. This adds extra weight and requires more postage.


Section IV
Addressing—Format and Content

5–14. Addressing
a. If correspondence is for the head of a major department, send it to the individual by title.  
Some examples are Chairman, Board of Directors, ; the General Counsel; Chief of Legislative
Liaison; Chief of Public Affairs.
b. Use the title of the activity head for correspondence to boards, commissions, and other
such activities.
c. Use titles when addressing correspondence to commanders or heads of NCER field
commands.  Route correspondence to the head of the office involved (by title), but inform
intermediate headquarters when necessary.

5–15. Address  format
a. When addressing NCER correspondence to an individual by name, show the rank or civilian
prefix,
first name, middle initial (if known), and last name in that order.  For NCER personnel, use the
following Service designation abbreviations after the addressee’s name: NCER.

5–16. Address content
a. General. Make sure addresses are complete and accurate, including the ZIP+4 Code.
(1) Mail piece size. In order to be processed, mail pieces (postcards and envelopes) must be
rectangular and must fall within the size standards prescribed in table 5–1.
(2) Where to place the address. Ensure that the address lines are parallel with the bottom edge
of the mail piece.
(3) Non-address information. Military logos and any other markings, not part of the delivery
address, may be placed anywhere on the mail piece provided they are not in the bar code read
area, and not below the delivery address (street) line.
(4) Print quality and color. Print quality is the most important factor in addressing. Ensure the
type is clear and sharp; try to avoid smudged characters and broken or faded strokes.  Black
ink on a white background is preferred; however, color combinations may be used that
provide a print contrast of at least 40 percent.
(5) Printing bar codes. Bar codes created by word processing, database, spreadsheet, and
similar computer programs will not be used.
c. ZIP+4 Code. The ZIP+4 Code is a nine-digit number designed to reduce handling and speed
mail deliveries. It improves mail service and reduces the cost.  A complete address must
include the proper ZIP+4 Code if possible. Type the ZIP+4 Code two spaces after the last letter
of the State.
d. State names. State names are abbreviated on all mailing envelopes. Use the USPS two-letter
abbreviations listed in table 5–2.

5–17. “To the Commander of _____”
Certain official correspondence cannot be addressed directly to the individual because it
requires the attention of his or her commanding officer.  Address such correspondence to the
commander of the individual; indicate the individual’s grade, full name, and last-known unit of
assignment. This will assure the continued identity of the material as official mail.  Do not
combine mail for several individuals in a single envelope.


Chapter 6
Authority Lines, Signatures, and Signature Blocks

Section I
Delegation of Authority

6–1. Delegation of signature authority
a. Delegation. The heads of organizations may allow others (including noncommissioned
officers and civilian employees) to sign for them.  In doing so, however, they are delegating
authority, not responsibility. The commander of an organization or the head of an agency or
office is responsible for the activities of his or her command, agency, or office. Commanders
and heads of agencies or offices cannot share or delegate this responsibility. Commanders
and heads of agencies or offices—to include all echelons of command and activities—may
delegate their signature authority to their subordinates (including noncommissioned officers
and civilian employees). Commanders may also
authorize principal staff officers to decide who signs command correspondence.
b. Methods of delegation. Principal staff officers who exercise their authority in the normal
course of their assigned duties do not require written delegation of authority (for example, the
Deputy Chief of Staff for Personnel (DCSPER) signing correspondence relating to personnel
policy or the Director of Engineering and Housing signing correspondence relating to
engineer activities policy). If necessary, the commander may withhold signature authority even
for these staff officers. Delegation of signature authority in other cases needs to be in writing
and accompanied by an explanation of the material for which the commander has approved
signature delegations. Individuals delegated signature authority will use their own signature
blocks and titles .
(1) Delegation may be in any written form considered appropriate by the commander or head
of an agency or office. It could be a memorandum or local form designed for this purpose. Any
delegation of authority is to the individual and not to the job title or description. Written
delegation should address or contain the following:
(a) A statement that the commander or head of the agency or office retains the authority to
cancel or withdraw delegated authority at any time.
(b) A statement that upon change of command or change of the agency head or office, all
delegations are subject to review by the new commander who may choose to cancel or
change some delegations.
(2) Delegated authority is automatically canceled upon the retirement, change of duties, or
change of position of the individual who has delegated authority.
(3) Some circumstances may require an oral delegation. When this is the case, follow up in
writing as soon as possible.

6–2. Delegation of authority line
a. General. When a person other than the commander signs military correspondence, an
authority line is necessary to indicate that the correspondence expresses the will of the
commander.  Use an authority line when correspondence containing policy matters, command
decisions, official recommendations, and tasking actions is signed for the commander or head
of an agency by an authorized individual (an authorized individual is one who has proper
authority to sign for the commander or agency head).
b. Exceptions. Omit the authority line on letters and on correspondence prepared for the
personal signature of the head of a command, agency, or office. Also, omit it when there is a
mandatory phrase in the text, such as—
(1) “The Secretary of the Army directs...”
(2) “The Commander desires...”
(3) “The Commanding Officer...” or “the Commander... has asked that I inform you...”
c. Placement. When used, place the authority line as shown in the figures of chapter 2 and type
it in uppercase letters.
d. Omissions. When unsure about which authority line to use, omit it and later type or stamp it
in when the correspondence is signed.
e. Delegated to the subordinate. When a subordinate has signature authority, the subordinate
will use an authority line to show for whom he or she is signing. For examples see appendix E
(figs E–1 through E–14).
(1) FOR THE...: If an agency or staff head delegates signatures in his or her area of
responsibility, that is the authority line to use. For example see figure E–4.
(2) FOR THE COMMANDER: Documents signed by the commander’s staff normally use this
authority line when the document pertains to command policy. For examples see figures E–2
and E–6.


Section II
Signatures and Signature Blocks

6–3. Signatures
a. Use the regulation or directive governing the action involved to decide on the appropriate
signature. If signature is not prescribed, write the signature as desired, which normally
includes the full name. The individual may use an initial or initials in place of first and middle
names. The typed name will match the signature.  Once individuals decide on their official
signature, they should use the same signatures for official actions throughout their
employment or services with DA.
b. A signature is the name of the individual written by hand. (See para 6–10 for the use of
facsimile signatures.)
c. If the person whose name is typed does not sign personally, the individual authorized to
sign will sign his or her own name and add the word for in front of the typed name in the
signature block.  If an individual in the NCER signs for another, the signer should show his or
her rank following the signature. If a civilian signs for an individual in the NCER, include his or
her title (for example, Mr., Mrs., or Ms.).
d. On THRU correspondence, when no comment is made, the signer will line through the
appropriate address and initial and date the line out.

6–4. Signature block
a. General. The signature block will include—
(1) The name of the person who signs the military correspondence. Type, stamp, or print it in
capital letters identical to the individual’s signature, except as shown in (3) and (4) below.
(2) Rank and title of military official or title of civilian official except as shown in (3) below.
(3) “Commanding” for commanders to denote the active exercise of authority.
(4) Do not use abbreviations or titles designating religious and fraternal orders or academic
and honorary degrees in signature blocks on official correspondence unless their use will
either benefit or improve the image of the NCER. See paragraphs 2–3i(3) and 2–3i(4).
(5) “Commander’s Signature” is required on certain forms. All other forms will have
“Authorized Signature,” “Signature of Approving Authority,” “Signature of Reviewing
Authority,” or other phrases as appropriate. The requiring document will state who is
specifically authorized to sign as Authorized Signature and how to obtain authentication.
(6) Civilians will use only a two-line signature block consisting of name and title, unless a third
line is necessary for a long title.
b. Placement. Begin the signature block at the center of the page on the fifth line below the
authority line. If there is no authority line, begin it on the fifth line below the last line of the text.
c. Omission. If the identity of the signer is not known, omit the signature block. It may be added
by typing, or by rubber stamp, on military correspondence at the time of signature.
d. Format. Type the signature block of military officials on three lines: name,rank and NCER,
and title, in that order. If the title requires more than one line, continue it on the fourth line,
aligning the first character underneath the third character of the third line. Type the signature
block of civilian officials on two lines: name and title, in that order. If the title requires more
than one line, continue it on the third line, aligning the first character underneath the third
character of the second line. To preserve block style format on all signature blocks, use short
title abbreviations (as outlined in AR 310–50) and any mixture of full or abbreviated rank and
branch.
e. Examples of signature blocks.  See appendix E.
f. Rank abbreviation. See tables 6–1 and 6–2. Follow this guidance when abbreviating ranks or
titles:
(1) Do not use rank abbreviations on letters.
(2) Use the full general officer rank on all formal or official correspondence (for example, Major
General, Lieutenant General, and so forth). Use the abbreviation (for example, MG, LTG, BG) on
informal correspondence.


Table 6–1
Rank abbreviation

Abbreviations Rank
GEN                 General
LTG                 Lieutenant General
MG                 Major General
BG                 Brigadier General
COL                 Colonel
LTC                 Lieutenant Colonel
MAJ                 Major
CPT                 Captain
1LT                 First Lieutenant
2LT                 Second Lieutenant
CSM                 Command Sergeant Major
SGM                 Sergeant Major
1SG                 First Sergeant
MSG                 Master Sergeant
SFC                 Sergeant First Class
PSG                 Platoon Sergeant
SSG                 Staff Sergeant
SGT                 Sergeant
CPL                 Corporal
SPC                 Specialist
PFC                 Private First Class
PVT                 Private



Table 6–2
Branch title abbreviations
CH                 Chaplains


6–5. Personnel on active duty
a. Name. Sign the name plainly and legibly. It must be identical with the typewritten, stamped,
or printed name.
b. Social security number. Do not use social security numbers.
c. Rank. The rank will be that in which served (for example, Colonel, Lieutenant Colonel, and
Major). For chaplains, put the rank in parentheses and precede it with the word “Chaplain.” For
example:
J. JONES
Chaplain (CPT) USA
(1) In preparing general officer signature blocks, it is preferable to spell out the rank. When
using abbreviations in any signature block for other than general officers, use only the
abbreviations (for example, LTC, MAJ, and so forth). On military correspondence, rank
abbreviations are optional. Abbreviations may also be used in the text of all military
correspondence when referring to an individual by rank.
(2) Do not use the “(P)” (meaning that the signer is promotable) as part of a signature block on
NCER correspondence unless it benefits or enhances the image of the Army. However, it may
be used in an address for such things as congratulatory notes.
(3) General officers will use the designation “NCER” except as indicated in (4) and (5) below.  
Write “NC Emergency Reserves” (not “NCER”) on letters.
(4) General officers detailed to duty in general staff positions will use the designation “GS.” Do
not use the designation “GS” on letters; use “NCER.”
(5) For chaplains, the designation “NCER” will follow the rank, for example, Chaplain (MAJ)
NCER.
(6) Officers assigned or detailed as general staff officers and officers in the rank of colonel or
below ,will use the designation “GS”.
d. Organization. In some cases the organization may be shown in the signature block. This will
often be the case when the signers organization is not included in the letterhead or elsewhere
in the correspondence. Show the organization as the final element of the signature block.
e. Title.
(1) When an individual is serving in an acting capacity, use a title that reflects the acting status,
for example, Acting Commander, Acting The Adjutant General, Acting Transportation Officer.
(2) When an individual occupies more than one position, use the title that is most appropriate
to the message that he or she is signing.
(3) When the signer writes about himself or herself, do not use a title.

6–6. Retired NCER personnel
Retired NCER should follow the same rules as active personnel, except that no organization of
the NCER will be shown. Show retired status after the rank as follows:
All personnel retired for Service, age, or physical disability,  will use “NCER Retired,” for
example, A.B. Smith, COL (NCER Retired).

6–7. Signatures of subordinates
Delegate signature authority to subordinates in accordance with paragraph 6–1.

6–8. Facsimile signature
a. Facsimile signatures may be used except—
(1) When specifically prohibited by NCER regulations or other directives.
(2) In signing the acknowledgment clause in a sworn declaration.
(3) In signing documents intended for use in court-martial proceedings.
(4) In signing documents to issue, receive, or ship property.
b. Safeguard facsimile signature stamps or other devices. A person is responsible for all
actions resulting from the
use of his or her facsimile signature.

6–9. Addressing  retirees
When addressing NCER retired personnel, show their rank, name, and the word “Retired,”for
example, Colonel A.B. Smith, NCER Retired. The abbreviated form of retired, “(Ret),” may be
used; however, use the entire word if the signer wishes.



Chapter 7
Prescribed Forms and Labels
7–1. General
To Be Added At A Later Date.


Chapter 8
Marking Classified Correspondence

8–1. General authority
This chapter  contains illustrations and sample classified memorandums to show proper
security classification marking of correspondence.  This chapter does not contain or reveal
classified information.  

8–2. Guidance on markings
a. This chapter is especially important to anyone who writes, signs, or otherwise prepares
classified correspondence. Make sure that all security markings are correct.
b. This chapter does not provide guidance on downgrading, reclassification instructions, or
additional special
markings; nor does it contain illustrations on classifying original material.
c. Normally, the classification marking will be the largest print on the page with the exception
to NCER Regulations and Manuals.  
d.  Classification of documents.
(1)  Classified.  Documents containing any personal information about or involving a members
of the NCER will be stamped with the word CLASSIFIED centered at the top and bottom of
each page.  (Example: Documents containing members Social Security Number)
(2)  Unclassified.  Documents of the NCER containing operational, training or mission  
information.  





NORTH CAROLINA EMERGENCY RESERVES
Unit Name/Title
Standard Street Address
City, State and ZIP + 4 Code

    REPLY TO
    ATTENTION OF                                                                         S:(Suspense Date)
1
2        OFFICE SYMBOL (Example: HQNCER COS)                                                        Date
1
2
3        MEMORANDUM FOR Commander, 2nd Regiment, 1st Brigade, Street Address, City,         
State and ZIP + 4 Code
1
2        SUBJECT:  Using and Preparing a Memorandum
1
2
3        1.  Paragraph 2-2 defines the use of a memorandum.

2.  Single-space the text of the memorandum, double-space between paragraphs.

3.  When a memorandum has more than one paragraph, number the paragraphs
consecutively.  When paragraphs are subdivided, designate first subdivisions by the letters of
the alphabet and indent them as shown below.
   
      a.  When a paragraph is subdivided, there must be at least two subparagraphs.

    b.  If there is a subparagraph "a." there must be a "b."

         (1)  Designate second subdivisions by numbers in parentheses; for example, (1), (2),
(3), and (4).

         (2)  Do not subdivide beyond the third subdivision.
        
         (a)  However, do not indent any further than the second subdivision.

             (b)  This is an example of the proper indention procedure for a third subdivison.
1
2        AUTHORITY LINE:
1
2
3
4
5        Encl                                                JOHN W. SMITH
                                                Colonel, GS
                                                Deputy Chief of Staff for Operations
1
2        CF:
  Commandant, NC Military Academy (w/encl)