Naval Correspondence and Messages - S-1 Procedural Overview

Role and responsibility

The S-1 clerk receives, logs, and routes every piece of inbound correspondence at the unit. The S-1 chief tracks the staffing chop chain, validates signature authority via DD Form 577, and reviews the correspondence register weekly per SECNAV M-5216.5SECNAV M-5216.5 Chapter 8 (Signing and Authenticating). The S-1 officer or adjutant signs by direction on behalf of the commander per the by direction delegation. The commander signs personal correspondence and policy-level letters and approves the unit signature authority delegation in writing. The Directives Control Point (DCP) holds the unit letterhead and the directives file per MCO 5215.1KMCO 5215.1K. The records manager retains correspondence per SECNAV M 5210.1.

Source documents flow from inbound naval letters, endorsements, memoranda, business letters, multiple address letters, electronic mail, command tasking messages, congressional inquiries, and operational message traffic. Outbound correspondence flows from the action officer through the staffing chop chain to the signing official. Correspondence outputs include the certified outbound naval letter, the endorsement on received correspondence, the released naval message, the memorandum or business letter, the chop sheet documenting staffing, the SSIC-labeled file folder per SECNAV M-5210.2SECNAV M-5210.2, the OMPF Field Folder copy when the correspondence affects an individual Marine per MCO P1070.12KMCO P1070.12K, and the correspondence register entry.

Per SECNAV M-5216.5 Chapter 8 (Signing and Authenticating), by direction signing requires written delegation captured on DD Form 577. Per Chapter 7 (SSIC), every correspondence file folder labels with the applicable SSIC from SECNAV M-5210.2. Per Chapter 1 (Naval Letter), the naval letter is the standard format for formal correspondence between DON activities and to other Federal agencies. Per Chapter 4 (Business Letter), correspondence with non-Federal recipients uses business letter format.

Sub-pages in this category

• Business and Multiple Address Letters. Chapters 4 and 5 covering business letter format for non-Federal recipients and multiple address letter format for one letter to multiple recipients.
• Correspondence Register and Filing. Logging, routing, suspense tracking, SSIC labeling per Chapter 7 and SECNAV M-5210.2, and retention per SECNAV M 5210.1.
• Electronic Mail and Classification. Chapter 9 covering official email format, classification handling, and routing through the unit mail account.
• Memorandum and Endorsements. Chapters 2 and 3 covering memorandum format for internal correspondence and endorsement format for forwarding action on received correspondence.
• Naval Letter. Chapter 1 covering the most common formal correspondence format between DON activities and to Federal agencies.
• Naval Messages and GENADMIN. Chapter 10 covering naval message format, GENADMIN message handling, NAVADMIN and MARADMIN release procedures, and message release authority.
• Signing Authority and By Direction. Chapter 8 covering signature authority, by direction delegation via DD Form 577, acting signature rules, and signature block format.

Trigger events

• Inbound correspondence received at the unit S-1 mailbox.
• Command tasking message arrives with action and suspense.
• Congressional inquiry or special interest inquiry routed to the unit.
• Outbound correspondence triggered by an operational requirement.
• Endorsement required on forwarded correspondence.
• Naval message preparation triggered by operational tasking.
• By direction signing authority delegation cycle (annual or on commander change).
• Annual correspondence file retention review.
• Records destruction window per SECNAV M 5210.1.
• IGMC audit of unit correspondence file.

Processing workflow

1. Receive inbound correspondence. The S-1 clerk pulls from the unit mailbox, the unit message account, or hand-carry. The clerk classifies receipt by action versus information.
2. Log the action. The clerk records the date received, the originator, the subject, the classification, the SSIC, the action officer, and the suspense date in the correspondence register.
3. Route to the action officer. The S-1 routes the action to the responsible staff section with the suspense date.
4. Draft outbound correspondence. The action officer drafts per the appropriate SECNAV M-5216.5SECNAV M-5216.5 chapter (Chapter 1 Naval Letter, Chapter 2 Endorsement, Chapter 3 Memorandum, Chapter 4 Business Letter, Chapter 5 Multiple Address Letter).
5. Apply Marine Corps supplement. Per MCO 5216.20BMCO 5216.20 apply the Marine Corps-specific format adjustments and signature delegations.
6. Run the staffing chop chain. The action officer routes through legal, operations, and other affected staff sections. The chop sheet captures every chop.
7. Validate signing authority. Per SECNAV M-5216.5 Chapter 8, confirm the signing official holds authority for the subject. By direction signing requires DD Form 577 delegation on file.
8. Cut the certified signed copy. Print on unit letterhead with the correct signature block. Capture wet signature or digital signature per command policy.
9. Release naval messages. Per Chapter 10 (Naval Messages), the message routes through the release authority. The release authority signs the release line. Classified messages route through the security manager before release.
10. Apply SSIC labels. Per Chapter 7 and SECNAV M-5210.2SECNAV M-5210.2, every file folder labels with the SSIC, the open and close dates, and the disposal instructions.
11. File the certified copy. Per SECNAV M 5210.1 Schedules Cross Walked by Chapter and MCO 5210.11FMCO 5210.11F, file in the unit records system per the retention schedule.
12. Maintain the register. Update the correspondence and message register at every action. The S-1 chief reviews the register weekly.

Systems of record and forms

Systems

• Unit Correspondence Register. Local register tracking every S-1 correspondence action.
• Unit Message Account. Holds inbound and outbound naval messages.
• Directives Control Point (DCP). Holds unit letterhead and directives per MCO 5215.1K.
• Unit Records System. Holds certified correspondence per SECNAV M 5210.1 and MCO 5210.11F.
• DD Form 577 Signature Card File. Holds the by direction signing authority delegation.

Forms

• Naval Letter Format. Per SECNAV M-5216.5 Chapter 1.
• Endorsement Format. Per SECNAV M-5216.5 Chapter 2.
• Memorandum Format. Per SECNAV M-5216.5 Chapter 3.
• Business Letter Format. Per SECNAV M-5216.5 Chapter 4.
• Multiple Address Letter Format. Per SECNAV M-5216.5 Chapter 5.
• Naval Message and GENADMIN Format. Per SECNAV M-5216.5 Chapter 10.
• DD Form 577 Appointment / Termination Record. Per SECNAV M-5216.5 Chapter 8.
• Unit Letterhead. Per SECNAV M-5216.5 and MCO 5216.20B.

Common pitfalls

• By direction signing without DD Form 577 on file. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 8, by direction signing requires written delegation on DD Form 577. Without the form, the signature voids.
• SSIC label missing on file folder. Per Chapter 7 and SECNAV M-5210.2SECNAV M-5210.2 Part I Chapter 2 paragraph 2-2, the SSIC, open/close dates, and disposal instructions print on the outside of the folder.
• Wrong correspondence format selected. Per SECNAV M-5216.5, naval letter routes to Federal recipients. Business letter routes to non-Federal recipients. Memorandum routes internal. Endorsement forwards received correspondence.
• Suspense missed because the register entry skipped. Update the register at every receipt.
• Naval message released without classification review. Per Chapter 10, classified content routes through the security manager.
• Outdated letterhead used. The DCP holds the current letterhead per MCO 5215.1KMCO 5215.1K.
• Records retention floor missed. Per SECNAV M 5210.1, every record type carries a retention schedule.
• Signature block incomplete or wrong. Per Chapter 8, the signature block reflects the signing official's name, rank, title, and authority.

Decision points

• Format selection. The recipient and the action drive the format. Naval letter for Federal-to-Federal formal correspondence. Business letter for non-Federal recipients. Memorandum for internal. Endorsement for forwarding action.
• Signing authority. The commander signs policy-level and personal correspondence. The S-1 officer or adjutant signs by direction on routine and procedural correspondence within the delegated scope.
• Classification at release. Operational content drives the classification. The security manager confirms before release.
• OMPF Field Folder routing. Correspondence affecting an individual Marine (commendation, counseling, formal recommendation) routes a copy to the OMPF Field Folder per MCO P1070.12KMCO P1070.12K.

Authority

This category sits under SECNAV M-5216.5SECNAV M-5216.5 Department of the Navy Correspondence Manual with Change 1 covering Chapters 1 (Naval Letter), 2 (Endorsements), 3 (Memorandum), 4 (Business Letter), 5 (Multiple Address Letter), 7 (SSIC), 8 (Signing and Authenticating), 9 (Electronic Mail), and 10 (Naval Messages and GENADMIN). MCO 5216.20BMCO 5216.20 supplements at the Marine Corps level. SECNAV M-5210.2SECNAV M-5210.2 sets the SSIC system. SECNAV M 5210.1 sets records retention. MCO 5215.1KMCO 5215.1K covers Marine Corps directives. MCO 5210.11FMCO 5210.11F covers Marine Corps records management. MCO P1070.12KMCO P1070.12K covers OMPF Field Folder. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D MCAP enclosure 4. The processing workflow maps to NAVMC 3500.3E T-R events 0102-GENA-1002 (Manage naval correspondence), 0111-GENA-1001 (Prepare naval correspondence), 0111-GENA-2002 (Prepare naval messages), 0111-GENA-2102 (Review naval messages), and 0170-GENA-2101 (Supervise maintenance of correspondence files).

Related references

• SECNAV M-5216.5. DON Correspondence Manual.
• MCO 5216.20B. Marine Corps supplement.
• SECNAV M-5210.2. SSIC system.
• SECNAV M 5210.1. Records retention.
• MCO 5215.1K. Directives Management.
• MCO 5210.11F. Marine Corps Records Management.
• MCO P1070.12K. OMPF Field Folder.
• NAVMC 3500.3E. T-R events for correspondence.