How to write a standard naval letter

The standard naval letter is the U.S. Navy's formal default for official business that goes up the chain of command or outside your command. Its format is prescribed by SECNAV M-5216.5, the Department of the Navy Correspondence Manual. Here is the whole thing in plain language — and a free tool that formats it for you as you type.

Unofficial. This is an independent guide and tool, not affiliated with or endorsed by the U.S. Navy or DoD, and not an official system of record. Always follow your command's policy and the current manual.

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1. Page setup

One-inch margins top, bottom, left, and right. Times New Roman, 12 point. Text is left-justified with a ragged right edge — never centered, right-justified, or full-justified, and no proportional spacing tricks. On letterhead, the body starts below the printed letterhead.

2. Identification symbols (SSIC, serial, date)

Just below the letterhead, on the upper right, stack three things one above the other so the longest line ends near the right margin:

SSIC — the Standard Subject Identification Code, a four- or five-digit subject number (e.g., 5216 for correspondence). The full catalog is SECNAV M-5210.2.
Originator's code and serial — e.g., Ser N1/123 (omit the serial for un-serialized correspondence).
Date — day-month-year, abbreviated, e.g., 7 Sep 26.

3. From, To, and Via

At the left margin, type From:, then To:, then any Via: addressees (numbered when there are two or more). Use long titles. A letter to more than one action addressee is a multiple-address letter.

4. Subject line

Type Subj: in ALL CAPS, as a brief phrase, with no period at the end.

5. References and enclosures

List references as Ref: lettered (a), (b)…, and enclosures as Encl: numbered (1), (2)…. Cite each one in the body before it appears in the list.

6. Body — numbered paragraphs

Main paragraphs are numbered 1, 2, 3. Subparagraphs are lettered a, b, c, then (1), (2), and so on. The rule that trips people up: never create a single subdivision — if you have an "a," you need a "b." The first line of each paragraph is indented; continuation lines return to the left margin.

7. Signature

The signature block's left edge sits at the page center. Type the signer's last name in CAPS — no rank, no "Sincerely." Add "By direction" or "Acting" when applicable.

An example

5216 Ser N1/123 7 Sep 26 From: Commanding Officer, USS Yeoman (DDG 1000) To: Chief of Naval Operations (N1) Via: Commander, Naval Surface Force, U.S. Pacific Fleet Subj: REQUEST FOR ADDITIONAL BERTHING Ref: (a) SECNAV M-5216.5 1. This command requests... (main paragraph, numbered). a. A subparagraph is lettered. b. A second is required — never a lone subdivision. 2. Point of contact is the originating office. I. M. SAILOR

Let the tool do the formatting

The yeomanizer renders all of this for you, live, and exports a pixel-accurate, CAC-signable PDF and an editable Word file — entirely in your browser. Nothing you type is sent or stored. You can also browse the full SECNAV M-5216.5 text in the Guide tab.

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