MCO 5216.20B

DISTRIBUTION STATEMENT A: Approved for public release;

distribution is unlimited.

DEPARTMENT OF THE NAVY

HEADQUARTERS UNITED STATES MARINE CORPS

3000 MARINE CORPS PENTAGON

WASHINGTON DC 20350-3000

MCO 5216.20B

AR

10 MAR 2016

MARINE CORPS ORDER 5216.20B

From: Commandant of the Marine Corps

To: Distribution List

Subj: MARINE CORPS SUPPLEMENT TO THE DEPARTMENT OF THE NAVY

CORRESPONDENCE MANUAL

Ref: (a) SECNAV M-5216.5

(b) SECNAV M-5210.1

(c) 5 U.S.C. 552a

(d) SECNAV M-5211.5E

(e) MCO 5210.11F

(f) MCO 5215.1K

(g) JP 1-02

(h) MCO P1070.12K W/CH 1

(i) U.S. Government Printing Office (GPO) Style Manual

(j) SECNAV M-5510.36

(k) MCO 3040.4

(l) MCO P5000.21A

Encl: (1) Chapter 13, Marine Corps Supplement to the DON

Correspondence Manual

l. Situation. To publish a local supplement to reference (a).

2. Cancellation. MCO 5216.20A.

3. Mission

a. This revision contains a substantial number of changes

and should be reviewed in its entirety.

b. Although enclosure (1) is published as chapter 13 of

reference (a), the format is consistent with Marine Corps

publications for easier reading. Some portions of this

supplement pertain only to Headquarters Marine Corps (HQMC).

MCO 5216.20B

10 MAR 2016

2

4. Execution

a. All Marine Corps personnel responsible for preparing and

approving correspondence will familiarize themselves with the

references and this Order.

b. This Order will be filed immediately after chapter 12 of

reference (a).

5. Administration and Logistics

a. The Director, Administration and Resource Management

Division (Dir AR) is responsible for supervising correspondence

practices at HQMC and throughout the Marine Corps.

Recommendations concerning the contents of this Order are invited

and should be addressed to the Commandant of the Marine Corps,

Administration and Resource Management Division (CMC AR).

b. Records created as a result of this Order shall be

managed according to National Archives and Records Administration

approved dispositions per reference (b) to ensure proper

maintenance, use, accessibility and preservation, regardless of

format or medium. All efforts should be made to use Electronic

Records Management to support record collection, storage of

electronic records, metadata, and location of physical records,

retrieval, use, and disposition.

c. The generation, collection or distribution of personally

identifiable information (PII) and management of privacy

sensitive information shall be in accordance with the Privacy Act

of 1974, as amended, per references (c) and (d). Any

unauthorized review, use, disclosure or distribution is

prohibited.

6. Command and Signal

a. Command. This Order is applicable to the Marine Corps

Total Force.

b. Signal. This Order is effective the date signed.

A. A. WASHINGTON

By direction

DISTRIBUTION: PCN 10207631100

MCO 5216.20B

10 MAR 2016

i

TABLE OF CONTENTS

IDENTIFICATION TITLE PAGES

Chapter 13 MARINE CORPS SUPPLEMENT TO THE

DEPARTMENT OF THE NAVY CORRESPONDENCE

MANUAL................................. 13-1

Section 1 WRITING GUIDE.......................... 13-1

1. References............................. 13-1

2. Capitalization......................... 13-1

3. Compound Words......................... 13-2

4. Punctuation............................ 13-2

5. Abbreviations.......................... 13-4

6. Numerals............................... 13-5

7. Military Organizations................. 13-6

8. Military Grades........................ 13-6

9. Military Decorations................... 13-6

10. Sentences, Unwanted Words, and

Paragraphs............................. 13-7

Section 2 STANDARD LETTER........................ 13-9

1. Special Instructions................... 13-9

Section 3 AUTHORITY TO SIGN CORRESPONDENCE,

ALMARS, MARADMINS, AND MESSAGES........ 13-11

1. General................................ 13-11

2. Authority to Sign Correspondence....... 13-11

3. Redelegation of “By Title” Signature

Authority.............................. 13-12

4. Redelegation of “By Direction”

Signature Authority.................... 13-13

5. Limitations............................ 13-13

6. Additional “By Direction” Authority.... 13-15

7. Use of the Facsimile Signature of the

Commandant of the Marine Corps......... 13-15

8. Policy for the Approval and Release of

ALMAR and MARADMIN Messages............ 13-16

Table 13-1. Signature Limitations.................. 13-13

MCO 5216.20B

10 MAR 2016

ii

TABLE OF CONTENTS

IDENTIFICATION TITLE PAGES

Section 4 CORRESPONDENCE/COMMUNICATIONS WITH

MARINE CORPS FIELD COMMANDS............ 13-19

1. General................................ 13-19

2. Applicability.......................... 13-19

3. Doubtful Cases......................... 13-19

4. Telephonic Response.................... 13-20

Table 13-2. Areas in Which Direct Correspondence

is Authorized.......................... 13-20

Section 5 CONTROLLED CORRESPONDENCE.............. 13-23

1. General................................ 13-23

2. Procedures............................. 13-23

3. Routing and Rerouting.................. 13-24

4. Deadlines.............................. 13-24

5. Interim Replies........................ 13-24

6. Closures............................... 13-25

Section 6 WHITE HOUSE CORRESPONDENCE............. 13-26

1. General................................ 13-26

2. Coordination........................... 13-26

3. Procedures............................. 13-26

Section 7 CONGRESSIONAL CORRESPONDENCE........... 13-27

1. General................................ 13-27

2. Procedures............................. 13-27

3. Deadlines.............................. 13-27

4. Interim Replies........................ 13-27

5. Composition and Copies................. 13-28

6. Signing Replies to Congressional

Correspondence......................... 13-28

Section 8 MISCELLANEOUS CORRESPONDENCE........... 13-30

1. General............................... 13-30

2. Anonymous Correspondence.............. 13-30

3. Obscene or Threatening Correspondence. 13-30

4. Incoherent Correspondence............. 13-30

5. Unsolicited Inquiries from Active Duty

Marines............................... 13-31

MCO 5216.20B

10 MAR 2016

iii

TABLE OF CONTENTS

IDENTIFICATION TITLE PAGES

6. Correspondence from the General

Public................................ 13-31

7. Acknowledge Correspondence............ 13-31

8. Identification of Marines in Business

Letters............................... 13-31

9. Correspondence to Marines on Active

Duty................................... 13-31

10. Correspondence to Reserve Marines Not

on Active Duty......................... 13-32

11. Correspondence to Retired Marines...... 13-32

Figure 13-1. Correspondence through Higher

Echelon/Official Channels.............. 13-31

Figure 13-2. Correspondence to Retired Marines...... 13-32

Section 9 THE HEADQUARTERS MARINE CORPS ROUTING

SHEET.................................. 13-33

1. Use of the Headquarters Marine Corps

Routing Sheet.......................... 13-33

2. Management of Marine Corps Routing

Sheets................................. 13-34

Section 10 DOCUMENT FORMATS AT HQMC............... 13-35

1. Standardization of Document Formats.... 13-35

2. Management of Standardized

Documentation.......................... 13-37

Figure 13-3. Format for Position/Decision Paper..... 13-38

Figure 13-4. Single Recommendation Format and

Decision Grid.......................... 13-39

Figure 13-5. Multiple Choice Recommendation and

Decision Grid.......................... 13-40

Figure 13-6. Multiple Recommendations and Decision

Grid................................... 13-41

Figure 13-7. Format for Information Paper........... 13-42

Figure 13-8. Format for Coordination Page........... 13-43

MCO 5216.20B

10 MAR 2016

iv

TABLE OF CONTENTS

IDENTIFICATION TITLE PAGES

Section 11 PREPARATION OF CORRESPONDENCE

SUBMITTED TO THE COMMANDANT OF THE

MARINE CORPS (CMC), ASSISTANT

COMMANDANT OF THE MARINE CORPS (ACMC),

OR DIRECTOR MARINE CORPS STAFF (DMCS).. 13-44

1. Correspondence Control................. 13-44

2. Correspondence Submission/Routing

Instructions........................... 13-44

Section 12 GUIDANCE FOR PREPARING CORRESPONDENCE

ON BEHALF OF THE COMMANDANT OF THE

MARINE CORPS (CMC), ASSISTANT

COMMANDANT OF THE MARINE CORPS (ACMC),

OR DIRECTOR MARINE CORPS STAFF (DMCS).. 13-48

1. Stationery Guidance.................... 13-48

2. Writing Style and Format............... 13-48

3. General Officer Personal (Star)

Stationary............................. 13-56

4. Special Correspondence Assignments..... 13-57

5. Management of Correspondence........... 13-57

Figure 13-9. Standard Naval Letter – Signature

Block.................................. 13-50

Figure 13-10. Complimentary Close for Business

Letter (Normal)........................ 13-51

Figure 13-11. Complimentary Close for Business

Letter (For Seniors)................... 13-51

Figure 13-12. Memorandum For – Signature Block....... 13-52

Figure 13-13. Standard Naval Letter – From the ACMC.. 13-52

Figure 13-14. Business Letter (Normal) – From the

ACMC................................... 13-53

Figure 13-15. Business Letter (For Seniors) – From

the ACMC............................... 13-53

Figure 13-16. Memorandum For – From the ACMC......... 13-54

Figure 13-17. Standard Naval Letter – From DMCS...... 13-54

Figure 13-18. Business Letter (Normal) – From DMCS... 13-55

Figure 13-19. Business Letter (For Seniors) – From

DMCS................................... 13-55

Figure 13-20. Memorandum For – From DMCS............. 13-56

Figure 13-21. Sample Letter on General Officer

Personal Stationary.................... 13-58

MCO 5216.20B

10 MAR 2016

v

Appendix A ABBREVIATIONS FOR HQMC STAFF AGENCIES.. A-1

Appendix B SPECIAL CORRESPONDENCE ASSIGNMENTS..... B-1

MCO 5216.20B

10 MAR 2016

13-1 Enclosure (1)

SECTION 1: WRITING GUIDE

1. References. When guidance cannot be found in the Department

of the Navy (DON) Correspondence Manual, the following references

will be used for preparation of correspondence at HQMC, fleet

organizations, major commands, and activities.

a. Any standard dictionary.

b. Reference (g), the preeminent authority for the

definition and usage of military terms. Reference (g) is

available on-line, at:

http://www.dtic.mil/doctrine/new_pubs/jp1_02.pdf.

c. Reference (h), the principal reference for abbreviated

military terms.

d. References (b) and (e) for policy and guidance on the

lifecycle management of Marine Corps correspondence.

2. Capitalization. Chapters 3 and 4 of reference (i) will be

used as the basic guide for capitalization, subject to the

exceptions and amplifications listed below.

a. The word "Marine" is always capitalized when used in

reference to individuals or things associated with the U.S.

Marine Corps.

b. Code names given to operations, exercises, geographic

areas, or activities will have the first letter of all proper

names capitalized but will not be written entirely in capitals;

(e.g., Exercise Bold Eagle, Ocean Venture, Team Spirit, etc.).

c. The titles of military units are capitalized only when

the complete title of a specific unit is given. General terms

designating units of a common type or size are not capitalized.

(e.g., 1st Marine Regiment).

(e.g., Report to all the regiments).

d. When the specific, formal billet title is used without

qualifying adjectives, the title is not capitalized.

(1) Example 1

a. Commanding General, 1st Marine Division.

b. He was the commanding general of the 1st Marine

Division.

MCO 5216.20B

10 MAR 2016

13-2 Enclosure (1)

(2) Example 2

a. Commanding Officer, Company A, 1st Battalion, 1st

Marines.

b. Captain Jenks was the commanding officer of

Company A.

3. Compound Words. Chapters 6 and 7 of reference (i) apply.

This source, however, differs in many aspects from the

dictionary. The overriding rule of usage should be clarity and

consistency.

4. Punctuation. Chapter 8 of reference (i) applies but is

subject to the following exceptions and clarifications:

a. Apostrophe (8.3-8.18 of Reference (i))

(1) An apostrophe does not have to be used for the plural

of acronyms unless it is essential for clarity (e.g. 1990s).

(2) However, apostrophes will be used with acronyms in

the possessive case (e.g. USMC’s).

b. Comma (8.34-8.59 of Reference (i))

(1) Names of states and foreign countries when used in

conjunction with other geographic place names will be regarded as

words in apposition and will be set off by commas before and

after.

Examples:

He moved from Austin, Texas, to New York.

The squadron arrived in Atsugi, Japan, on 4 July 2015.

(2) In writing titles of organizations where more than

one level of command must be given to specify the exact unit,

commas will be used to take the place of the words "of" or "of

the."

Example:

He was assigned as Commanding Officer, Company A, 1st Battalion,

2d Marines on 8 November 2014.

MCO 5216.20B

10 MAR 2016

13-3 Enclosure (1)

(3) The comma will be omitted with the shortened name of

military facilities and installations.

Examples:

MCAS Beaufort MCB Camp Lejeune

NAS Key West The squadron departed MCAS Iwakuni

(4) The comma that is normally required before and after

Jr., Sr., etc., (8.40 of reference (i)) will be deleted after

these forms only when full identification of a Marine is made.

Example:

Corporal Thomas A. Smith, Jr. 0000000000/03ll USMC

(5) Refer to 8.47 of reference (i) regarding placement of

commas inside quotation marks.

c. Hyphen (8.86-8.90 of reference (i))

(1) The numerical designation of aviation squadrons and

groups will be linked to the abbreviated title of the unit by a

hyphen. The hyphen is not used when the full name of the unit is

written out, with ground units, with the hull designators for

Navy ships, or to separate the names of an exercise from the year

in which it occurs.

Examples:

VMA-223

Marine Attack Squadron 223, MAG-32

USS Ashland (LSD 48)

BLT 2/3

Bold Eagle 86

(2) Refer to the Word Division Supplement to reference

(i) for hyphenating a word at the end of a line.

(3) As a general rule, only three lines of text should be

hyphenated per page, and no successive lines should be

hyphenated.

MCO 5216.20B

10 MAR 2016

13-4 Enclosure (1)

5. Abbreviations. Chapter 9 of reference (i) contains general

guidelines, but common military practices differ significantly

from GPO rules. Chapter 6 of reference (h) is the principal

reference for abbreviated military terms.

a. Abbreviations are used only if they are well-established

in ordinary military service usage and then only if their

adoption is warranted to save space or to avoid repetition.

There must be a good reason for abbreviations, and they should be

as well or better known than the term for which they stand.

b. The use of all capitals for military abbreviations is

largely a result of necessity and will not be followed in

correspondence unless the abbreviation is made up entirely of the

initial letters of major words, (i.e., unless it is an acronym).

Examples:

HQMC

USMC

MedEvac

c. In general, periods are not used with military

abbreviations and acronyms (an exception to this rule is USMC

Public Affairs correspondence subject to Associated Press rules).

Letters are run together without separation by space or

punctuation. This run-together rule does not apply where

abbreviations or acronyms include numbers of any kind - Roman,

Arabic, or ordinal. Except for the abbreviations of military

grades and dates, which are exceptions to this rule.

Examples:

CG III MEF

24th MEU

BLT 2/3

2d MAW

7th Mar

COMMARFORPAC

CG 1st MarDiv

MCO 5216.20B

10 MAR 2016

13-5 Enclosure (1)

d. All acronyms will be introduced upon first usage by

including the complete terms for which they stand, and will be

used consistently thereafter in lieu of the full term. Acronyms

will not be given unless they are used more than once throughout

the correspondence.

e. Where abbreviations of states are used to simplify

addresses or reduce their length, the two-letter style of the

U.S. Postal Service will be used (9.13 of reference (i)).

Note: There are no punctuation marks and no spaces in “DC”

(District of Columbia).

f. Abbreviations for months will conform with the three

letter style specified in reference (h) rather than the 9.44 of

reference (i).

Examples:

Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec

g. "United States" may be abbreviated as “U.S.” when used as

an adjective (note use of periods and no space), but is spelled

out when used as a noun (9.9-9.10 of reference (i)).

Examples:

U.S. Marine Corps

The United States and other countries.

h. In correspondence, "Retired" should be abbreviated in

parentheses (Ret.) at the end of the retired individual's name if

the service is abbreviated. If the service is spelled out,

Retired should also be spelled out.

Examples:

Master Gunnery Sergeant John P. Jones, USMC (Ret.)

Master Gunnery Sergeant John P. Jones, U.S. Marine Corps, Retired

6. Numerals. Chapter 12 of reference (i) will be used as a

basic reference. Please note that military units are expressed

in numbers at all times unless they begin a sentence (12.10 of

reference (i)).

MCO 5216.20B

10 MAR 2016

13-6 Enclosure (1)

Example:

2d Marine Aircraft Wing

Note: Second Marine Aircraft Wing

7. Military Organizations. U.S. Marine Corps units will be

designated by the use of letters for companies and batteries;

Arabic numerals for divisions, regiments, battalions, platoons,

and squads, and Roman numerals for forces.

Examples:

Marine Forces Pacific/Command (MARFORPAC/MARFORCOM)

III Marine Expeditionary Force (III MEF)

1st Marine Division (1st MarDiv)

4th Marine Expeditionary Brigade (4th MEB)

2d Marine Logistics Group (2d MLG)

6th Marines (6th Mar)

22d Marine Expeditionary Unit (22d MEU) Company A

1st Platoon, 2d Squad

1st Marine Aircraft Wing (1st MAW)

Marine Aircraft Group 33 (MAG-33)

Marine Fighter Squadron 212 (VMF-212)

Marine Medium Tiltrotor Squadron 163 (VMM-163)

Note: The use of 2d, 3d, 22d vice 2nd, 3rd, 22nd.

8. Military Grades. Full military grades will be used in

correspondence. (Ex: General, Sergeant). The term "rank" will

not be used in the text when "grade" is intended. Rank is

intended as a relative position or degree of value in a graded

group.

9. Military Decorations. It is inappropriate to refer to an

individual as having "won" a decoration or award, implying that

MCO 5216.20B

10 MAR 2016

13-7 Enclosure (1)

there was a contest. Alternative words or phrases are

"received," "was awarded," "a recipient of," etc.

10. Sentences, Unwanted Words, and Paragraphs

a. Sentences. The following are examples of common writing

difficulties, with suggestions for overcoming or avoiding them:

(1) Short sentences are preferable to long ones, but

either can become monotonous with continuous use. Mixing them

will produce rhythmic, balanced paragraphs that can more easily

be read aloud.

(2) Transitional words, phrases, and clauses are

necessary to provide coherence and smooth, flowing copy. The

writer should be wary of beginning sentences with words such as

"however," "moreover," and "meanwhile." Use these connectors

within the sentence immediately following the word(s) to which

they refer, or find other less repetitive transitions.

(3) Use the active over the passive voice; the positive

over the negative statement.

(4) Except for where emphasis is necessary, the

repetition of words and phrases should be avoided through the use

of synonyms.

(5) Keep verbs in one voice within a sentence and avoid

splitting verb forms, particularly infinitives.

(6) The relative pronoun should be placed as near as

possible to the noun for which it stands. Sentences should never

begin with or only contain a relative pronoun when the noun for

which it stands can be used.

b. Unwanted Words. The following should be avoided:

(1) Redundant expressions.

Examples:

thorough and complete

considered opinion

true facts

my own personal

MCO 5216.20B

10 MAR 2016

13-8 Enclosure (1)

loyal devotion

(2) Little used words.

Examples:

Denouement (the solution of a complex situation)

Mnemonic (assisting the memory)

MCO 5216.20B

10 MAR 2016

13-9 Enclosure (1)

SECTION 2: STANDARD LETTER

1. Special Instructions. Prepare standard letters in the format

provided in chapter 2 of reference (a), and as supplemented by

the following instructions:

a. Letterhead. Ink will be blue, Pantone Matching System

(PMS) 288 or equivalent for letterhead on documents to be signed

by the senior officials identified in Section 3 of this

Supplement. Black ink is an acceptable substitute for other

signatories or organizations.

b. Correspondence leaving HQMC will be sent "From:

Commandant of the Marine Corps."

c. Address correspondence to the individual in command or in

charge (by functional title).

d. Use complete address, to include nine-digit ZIP code.

e. When correspondence is sent via Marine Corps

organizations/activities/ units, spell out the complete title,

organization, and geographical location or mailing address of the

first via addressee. Abbreviations may be used to identify the

organization/activity/unit of subsequent via addressees.

f. Classified Standard Letter

(1) Prepare classified standard letters in the format

provided in reference (j).

(2) Over-stamp the classification in red ink. Identify

the classification of the subject line and reference (succeeding

the line of text) by "(U)," "(C)," "(S)," or "(TS)"; and affix

downgrading instructions as appropriate.

Example:

Subj: PORTION MARKING AND OVERALL CLASSIFICATION (U)

Ref: (a) OPNAVINST S5513.3C, “Surface Warfare SCG (U)”

(b) Technical Report No. 1234, “Littoral Operations (C)”

(3) Identify the classification of the paragraph and

subparagraphs (preceding the paragraph) by "(U)," "(C)," "(S),"

or "(TS)".

MCO 5216.20B

10 MAR 2016

13-10 Enclosure (1)

Example:

(U) Apply portion markings to every part of a classified document

(e.g., title, section, part, paragraph or subparagraph). The

objective of portion marking is to eliminate doubt as to which

portions of a classified document contain or reveal classified

information. Titles or subjects of classified documents included

in the reference line, enclosure line, or body of a letter shall

be marked with the highest classification per reference (j).

MCO 5216.20B

10 MAR 2016

13-11 Enclosure (1)

SECTION 3: AUTHORITY TO SIGN CORRESPONDENCE,

ALMARS, MARADMINS, AND MESSAGES

1. General. All official correspondence, to include messages

originating within HQMC, will be issued in the name of the

Commandant of the Marine Corps (CMC). In the case of a

fleet/field organization it will be issued from the commanding

general/officer or equivalent.

2. Authority to Sign Correspondence. Personnel assigned to or

acting in the following HQMC billets are authorized to sign

correspondence from the CMC (unless restricted elsewhere in this

section).

a. By Title

Assistant Commandant of the Marine Corps (ACMC)

Director, Marine Corps Staff (DMCS)

Deputy Commandant for Aviation (DC AVN)

Deputy Commandant for Installations and Logistics (DC I&L)

Deputy Commandant for Manpower and Reserve Affairs

(DC M&RA)

Deputy Commandant for Plans, Policies and Operations

(DC PP&O)

Deputy Commandant for Programs and Resources (DC P&R)

Deputy Commandant for Combat Development and Integration

(DC CD&I)

Director, Command, Control, Communications, and Computers

Department (Dir C4)

Counsel for the Commandant (CL)

Inspector General of the Marine Corps (IGMC)

Legislative Assistant to the Commandant of the Marine

Corps (OLA)

President, Permanent Marine Corps Uniform Board (PMCUB)

Director, Intelligence Department (Dir I)

MCO 5216.20B

10 MAR 2016

13-12 Enclosure (1)

Director, Judge Advocate Division (Dir JA)

Director, Office of U.S. Marine Corps Communication

(Dir OUSMCC)

b. By direction*

Director, Administration and Resource Management Division

(Dir AR)

The Chaplain, U.S. Marine Corps

Director, Health Services (Dir HS)

Military Secretary to the Commandant (Mil Sec)

Military Assistant to the Assistant Commandant of the Marine

Corps (Mil Asst)

Secretary of the General Staff (SGS)

Director, Expeditionary Energy Office (Dir E2O)

Director, Special Projects Directorate (Dir Spl Proj)

Director, Safety Division (Dir SD)

Note: This authority does not include correspondence that

changes existing policy, introduces new policy, or disapproves

the recommendation of a general officer.

(1) Limitations. This authority is limited to matters

within the area of responsibility of the billet(s) concerned, and

which good judgment indicates need not be submitted to DMCS for

signature.

(2) Review. The Dir AR is the office of record for

redelegations of signature authority. By 15 September annually,

the Dir AR will coordinate the review of redelegation authorities

throughout HQMC to ensure there is a continuing need in each

case. When completed, all redelegations will either be

recertified or reissued in writing, with a copy provided to the

Dir AR, or the authority will be revoked.

3. Redelegation of "By Title" Signature Authority. Heads of

HQMC staff agencies may redelegate "by title" signature authority

to general officers/senior executive service (SES) members, but

MCO 5216.20B

10 MAR 2016

13-13 Enclosure (1)

not below the division directors’ level. Re-delegations must be

in writing, with a copy provided to the Dir AR.

4. Redelegation of "By Direction" Signature Authority.

Personnel who are authorized to sign official correspondence “by

title” or “by direction” at HQMC may redelegate authority to

officers and civilians within their organizations. Redelegation

will include authority to release messages, unless specifically

excluded, and will be:

a. In writing, preferably in an internal staff agency

directive, listing all authorizations by table of organization

billet titles.

b. Subject to the limitations of this section.

c. Reviewed for need and currency annually by 15 September,

and recertified or reissued in writing, with a copy provided to

the Dir AR.

5. Limitations

a. “By direction” authority will be used only to sign

correspondence and messages covering subjects that fall within

the signer's area of responsibility, and where good judgment

indicates need not be forwarded to higher authority for

signature. Table 13-1 below lists types of communications

(correspondence/messages/directives) that must be signed by

personnel in certain billets.

Table 13-1 – Signature Limitations.

Types of Communication

Signature

To higher authority regarding mission or

general efficiency of the Marine Corps

CMC

Required by law or regulation to be signed

by CMC

CMC

Letters of condolence to the next of kin in

case of the death of a Marine or sailor

serving with the Marine Corps

CMC

ALMARS

CMC

MCO 5216.20B

10 MAR 2016

13-14 Enclosure (1)

Table 13-1 (cont.) – Signature Limitations.

Types of Communication

Signature

General public correspondence addressed to

The President of the United States but

forwarded to this Headquarters for direct

reply

CMC, ACMC, DMCS,

or DCs

Marine Corps directives

(i.e., Marine Corps Orders (MCO)

and Marine Corps Bulletins (MCBul))

**Note: MARADMINS are no longer an

authorized publication source for these

directive types. All MCOs and MCBuls must

be coordinated via CMC (ARDB).

As listed in

chapter 1,

paragraph 7 of

MCO 5215.1K

Letters to Secretary of the Navy (SECNAV),

Joint Chiefs of Staff, Chief of Naval

Operations, or comparable officials in

other governmental departments requiring

action in immediate office of the addressee

*Normally

CMC, ACMC, or DMCS

unless excepted by

custom or directive

from

higher authority

Letters to the field that specify major

shifts in Marine Corps policy

**Normally

CMC, ACMC, or DMCS

or

As listed in chapter

1, paragraph 7 of

MCO 5215.1K

*Note: If in doubt, refer the correspondence to the Secretary of

the General Staff for a determination.

**Note: Changes to Marine Corps policy may only be signed by the

principal official (CMC), the assistant principal (ACMC), or the

executive officer (Director, Marine Corps Staff (DMCS)). HQMC

principal subordinates as listed in chapter 1, paragraph 7 of

reference (f) are authorized to sign HQMC directives for matters

solely within their departmental area of responsibility and which

good judgement indicates need not be forwarded to higher

authority. Signature authority may not be redelegated.

b. Civilian personnel other than heads of staff agencies

will not sign correspondence that might be construed as a

reflection on the performance of duty of a commanding officer.

MCO 5216.20B

10 MAR 2016

13-15 Enclosure (1)

c. Personnel not authorized in writing may not sign "for"

another individual authorized to sign "By direction."

6. Additional "By direction" Authority. Heads of staff agencies

having a need to sign correspondence "By direction" not provided

for within the foregoing general authorizations will submit to

the DMCS a list of specific requirements and justification for

additional authority.

7. Use of the Facsimile Signature of the Commandant of the

Marine Corps

a. Personnel filling certain billets at HQMC are authorized

by billet title to use a facsimile rubber stamp that reproduces

the signature of the CMC. When the reproduced signature is

initialed by the person so authorized, it becomes the official

signature of the CMC (or the individual acting in that capacity).

Facsimile signature authorizations are issued by letter to the

Dir AR under the signature of the CMC. These letters identify

who, by billet title, may use the facsimile signatures and for

what purpose. The Dir AR retains the original letters and sends

certified copies to the incumbents of each billet listed. To add

to or retitle billets listed, submit a request to the Dir AR.

The Dir AR will forward the request to the DMCS for approval and

the original letter will be managed in accordance with the

appropriate disposition outlined in reference (b).

b. The Dir AR must keep a current record of facsimile

signature authorizations. Notify the Dir AR in writing should an

authorization no longer be needed, or an incumbent changes. For

a new incumbent, include the billet title, name, grade, and

sample initial(s) to be used in authenticating the facsimile

signature.

c. Before using a facsimile stamp, personnel authorized

shall check with their administrative office to determine whether

to use the CMC stamp.

d. Secure facsimile signature stamps in a locked container

except when in use by the person authorized. Return worn-out

stamps to the Dir AR for replacement.

e. Facsimile signature machines are located with the DMCS

and DC, M&RA. Internal procedures must be in place to ensure the

electronic chip to make the machine operational is secured when

not in use.

MCO 5216.20B

10 MAR 2016

13-16 Enclosure (1)

8. Policy for the Approval and Release of ALMAR and MARADMIN

Messages

a. ALMAR. An ALMAR is a personal communication from the

CMC to all Marines. Only the CMC may authorize release of an

ALMAR.

(1) All proposed ALMARS will be submitted to DMCS for

review prior to forwarding to the CMC.

(2) Prior to submitting a proposed ALMAR to DMCS, the

originator will ensure proper staffing to all HQMC staff agencies

with equity in its content. The Director, Office of U.S. Marine

Corps Communication, will review all ALMARS for Strategic

Communication impact. A coordination page reflecting of all

staffing will be included in the final package submitted to DMCS.

Inasmuch as the CMC will personally sign the ALMAR, review and

concurrence by the staff agency principal(s) is required.

(3) Only designated personnel on the DMCS staff will

forward the CMC approved ALMAR to the Area Control Center, Marine

Corps Base Camp Lejeune, for transmission via the Automated

Message Handling System (AMHS).

b. MARADMIN. A MARADMIN is used only by HQMC staff agencies

and specific authorized commands to disseminate information

applicable to and suitable for use by all Marines via the AMHS

routine (not just administrative). Addressees for MARADMIN

messages are the same as an ALMAR.

(1) MARADMINs cannot be used as the primary source to

implement, alter, or change Marine Corps policy.

(a) MARADMINs may be used as the secondary source to

announce publications and changes to policy as posted on Marine

Corps Publication Electronic Library (MCPEL).

(b) MARADMINs may no longer contain the terms “Marine

Corps Bulletin” or “MCBul” in the subject.

(c) All Marine Corps directives (i.e., Marine Corps

Order (MCO) and Marine Corps Bulletin (MCBul) must be coordinated

via CMC (ARDB).

(2) Any MARADMIN that establishes or alters major

programs must be coordinated with DMCS prior to release. The

DMCS will determine if a pre-brief for the CMC is warranted prior

to message release.

MCO 5216.20B

10 MAR 2016

13-17 Enclosure (1)

(3) Authority. Only those personnel serving in the

billets listed below, or the person acting in such capacity are

authorized to release MARADMIN messages.

Assistant Commandant of the Marine Corps (ACMC)

Director, Marine Corps Staff (DMCS)

HQMC general officers or senior executives serving as:

Deputy Commandant (DC)

Assistant Deputy Commandant

Division Director

Legislative Assistant to the Commandant

Inspector General of the Marine Corps (IGMC)

Commanding General, Marine Corps Combat Development

Command (CG MCCDC)

Commanding General, Marine Corps Recruiting Command

(CG MCRC)

Commander, Marine Corps Systems Command (COMDR MCSC)

(3) Limitations. The authority to release MARADMIN

messages is limited to those matters within the releaser’s

respective area of responsibility, and in which good judgment

indicates need not be elevated to higher authority.

(4) Delegation. Except for CG MCCDC, this authority may

not be delegated. CG MCCDC may delegate MARADMIN release

authority, in writing, to general officers or senior executives

serving in specific billets. This authority may not be further

delegated. If delegated, a copy of the delegation letter must be

provided to DMCS and Dir AR. Release authority may be delegated

to the following:

Commanding General, Training and Education Command

(CG, TECOM)

Commanding General, Marine Corps Warfighting Lab

(CG, MCWL)

President, Marine Corps University

MCO 5216.20B

10 MAR 2016

13-18 Enclosure (1)

(5) MARADMINs will be released in the name of the CMC

(i.e., the “FROM” line will read “CMC WASHINGTON DC”).

(6) The Director, Health Services, Chaplain of the Marine

Corps, Commanding Officer, Marine Barracks Washington, and HQMC

staff agencies with no release authority will submit proposed

MARADMINs to DMCS for appropriate action and release.

(7) Prior to submitting a proposed MARADMIN to an

appropriate release authority, the originator will ensure proper

staffing per paragraph 8.a(2) above. The originator and releaser

must carefully weigh the content and intent of the MARADMIN from

a communication strategy perspective and, when appropriate,

ensure it is staffed to the Director, Office of U.S. Marine Corps

Communication, prior to release.

(8) The last paragraph of all MARADMINs will identify the

name and billet title of the individual who authorized its

release.

Examples:

“RELEASE AUTHORIZED BY LTGEN I. M. MARINE, DEPUTY COMMANDANT FOR

(enter appropriate department).”

“RELEASE AUTHORIZED BY (SES) MR. I. M. EXECUTIVE, ASSISTANT

DEPUTY COMMANDANT, (enter appropriate department).”

“RELEASE AUTHORIZED BY COL I. M. MARINE, DIRECTOR, (enter

appropriate division) (ACTING).”

“RELEASE AUTHORIZED BY MAJGEN I. M. MARINE, COMMANDING GENERAL,

(enter appropriate command).”

MCO 5216.20B

10 MAR 2016

13-19 Enclosure (1)

SECTION 4: CORRESPONDENCE/COMMUNICATIONS

WITH MARINE CORPS FIELD COMMANDS

1. General

a. HQMC must be responsive to inquiries from the field.

When a commander communicates with HQMC, the commander should

have confidence that their inquiry has been received in a timely

manner and has received the appropriate level of attention.

b. All incoming communications should be answered completely

and expeditiously. Unfortunately, not all issues lend themselves

to easy answers. In-depth study and staffing may cause delays in

HQMC responses. When necessary, HQMC will provide an interim

reply acknowledging receipt of the communication, action taken to

date, and an estimated date of final reply within one week.

Periodic updates will be provided as required.

c. Correspondence to Marine Corps field commands will be

sent from HQMC via the chain of command, unless:

(1) Direct correspondence is authorized. (Table 13-2.)

(2) It is in response to routine administrative

correspondence on a subject about which major commands have

authorized their subordinate elements to correspond directly with

HQMC.

2. Applicability. Authority for direct correspondence does not

apply if it:

a. Requires action, comment, or review by seniors in the

chain of command.

b. Affects the planning capability of higher echelons in the

chain of command.

c. Deals with policy.

d. Pertains to disciplinary or investigative matters, unless

time is an overriding factor.

e. Pertains to casualties, unless authorized by reference

(k).

3. Doubtful Cases. When in doubt, send correspondence /

communications via the chain of command. In the case of

MCO 5216.20B

10 MAR 2016

13-20 Enclosure (1)

messages, officials through whom a letter would normally be

forwarded shall be made information addressees.

4. Telephonic Response. In normal operations, the criteria for

correspondence also apply to telephone calls. Individuals

communicating by telephone will ensure that other interested

parties are notified of the substance of the conversation, if

such notification would have been otherwise required. Under

emergency military operations, provide situational awareness to

interested parties.

Table 13-2 – Areas in Which Direct Correspondence is Authorized.

#

Description

1.

Routine correspondence pertaining to reenlistments and

career advisory matters.

2.

Replies to requests for personnel information, (e.g.,

dates of prior service, prior overseas duty, and grade.)

3.

Replies to requests for documents such as DD 214,

“Certificate of Release or Discharge from Active Duty,”

certificates in lieu of discharge; and statements of

service.

4.

Personal effects claims.

5.

Letters regarding elections under the Survivor Benefit

Plan or the Retired Serviceman’s Family Protection Plan.

6.

Welfare reports to geographically separated subordinate

commands with copies to major commands.

7.

Routine communications on items of supply shipped

directly to receiving organizations instead of via

logistics support bases or parent units.

8.

Correspondence regarding repair criteria, planned

replacement, assignment of serial numbers, record cards,

delivery dates, and disposition of commercial motor

vehicles.

9.

Correspondence concerning transportation and traffic

matters such as checkages covering shipment of excess

household goods, routings, rate quotations, travel

information, space available transportation, etc.

MCO 5216.20B

10 MAR 2016

13-21 Enclosure (1)

Table 13-2 (cont.)– Areas in Which Direct Correspondence

is Authorized.

#

Description

10.

News releases to Marine Corps posts and stations.

11.

Notifications of inspections by the IGMC, with copies

provided to Marine Force Commanders.

12.

Matters of public information when timeliness is

critical.

13.

Congressional Correspondence. The authority for direct

correspondence in this case is not intended to indicate

that congressional correspondence is routine, but to

expedite investigation and submission of information.

The intermediate command is provided a copy.

14.

Data processing technical and operational information

that does not affect policy matters or influence the

operational capability of the major command concerned.

15.

Letters replying to publications and printing requests,

requests for copies of the Marine Corps seal and emblem,

and letters dealing with printing matters and the

operation of printing plant equipment.

16.

Letters concerning allotment accounting procedures and

allotment status reports.

17.

Correspondence addressed to The President of the United

States and referred to HQMC for direct reply to the

originator.

17.a.

Interim and/or final reply sent directly to originator if

the originator is a Marine with no copies required for

the command.

17.b.

When the correspondence requires information from the

immediate command of either the originator of the command

within the subject of the correspondence prior to direct

reply, direct liaison is authorized to the immediate

command of the Marine. The intermediate command is

furnished a copy.

MCO 5216.20B

10 MAR 2016

13-22 Enclosure (1)

Table 13-2 (cont.)– Areas in Which Direct Correspondence

is Authorized.

#

Description

17.c.

The direct correspondence authorized above is intended to

both protect the private nature of the correspondence and

to expedite the investigation if one is required.

18.

Correspondence between the Director of NAF Business and

Support Services (MR) Division, Director of Marine and

Family Programs (MF) Division, and personnel in charge of

installation Marine Corps Community Services (MCCS)

programs.

19.

Correspondence requesting additional information required

to permit proper evaluation of unsatisfactory equipment

reports.

NOTE:

All records created as a result of this Table shall be

managed according to National Archives and Records

Administration approved dispositions per references (b)

and (e) to ensure proper maintenance, use, accessibility

and preservation, regardless of format or medium.

MCO 5216.20B

10 MAR 2016

13-23 Enclosure (1)

SECTION 5: CONTROLLED CORRESPONDENCE

1. General

a. Controlled correspondence includes the following:

(1) Congressional correspondence.

(2) SECNAV Administrative Office coordinated controlled

correspondence.

(3) Freedom of Information Act (FOIA) requests.

(4) White House inquiries and requests.

b. Controlled correspondence is received at HQMC by the

following means:

(1) Mail/telephonic inquiries addressed to a HQMC

official or HQMC staff agency.

(2) Mail addressed to the CMC, ACMC, DMCS, or Sergeant

Major of the Marine Corps (SMMC) by title or name.

(3) From the Secretary of the Navy Administrative Office

(SECNAVADMIN).

(4) From the SECNAV Office of Legislative Affairs.

(5) From the Legislative Assistant to the Commandant.

(6) From the White House Liaison Office.

2. Procedures

a. Control

(1) The SECNAVADMIN has responsibility for maintaining an

automated record of receipt, routing, and action taken on

controlled correspondence acted on within the DON

components/agencies.

(2) The office of the DMCS has responsibility of

maintaining a record of receipt, routing, and action taken on

controlled correspondence received by or referred to HQMC.

b. Because the DMCS forwards all mail addressed by name to

the addressee or designated representative unopened, controlled

MCO 5216.20B

10 MAR 2016

13-24 Enclosure (1)

correspondence that is addressed to a HQMC official by name

(except the CMC, ACMC, or SMMC) should be forwarded to the DMCS

for processing. Controlled correspondence or telephonic requests

addressed directly to a staff agency should also be forwarded to

the respective DC for processing.

c. Controlled correspondence addressed by name to the CMC,

ACMC, or DMCS is controlled by the SGS. Staff agencies will

respond according to instructions provided on individual CMC,

ACMC, and DMCS taskings. If a letter that was intended to be

read by the CMC, ACMC, or DMCS is received directly by a staff

agency, such correspondence should be forwarded to the office of

DMCS for instructions/disposition.

3. Routing and Rerouting

a. The DMCS routes controlled correspondence to staff

agencies via the Marine Corps Action Tracking System (MCATS)

and/or Department of Navy Tasking, Records and Consolidated

Knowledge Repository (DON TRACKER). Action or acknowledgement is

assigned to a particular staff agency based upon the major theme

or subject matter.

Note: DON TRACKER will replace MCATS in its entirety.

b. Before a change of action or primary assignment will be

authorized via MCATS and/or DON TRACKER, another staff agency

must agree to accept the change. Changes must be accomplished by

the original staff agency within two working days of receipt. At

that time, another staff agency may be tasked to provide

information on which to base a reply, but they are not required

to accept action reassignment.

4. Deadlines. Almost all controlled correspondence requiring an

action or coordination will have a deadline. CMC policy is that

the assigned deadline will be met or appropriate action will be

taken to get it extended. If an item of controlled

correspondence has a due date, that date will be reflected in

MCATS and/or DON TRACKER. If that date cannot be met, an interim

response must be provided or due date extension from the

Secretary of Defense (SecDef) or SECNAV action office, as

applicable, must be granted.

5. Interim Replies. On controlled correspondence for which an

interim response is authorized, the interim reply must address

the circumstances that preclude meeting the due date and project

a reasonable date of expected completion.

MCO 5216.20B

10 MAR 2016

13-25 Enclosure (1)

6. Closures. After completing action on an item of controlled

correspondence, take the following action to close the case:

a. If the action required is to forward a reply to the

SecDef or SECNAV action office, attach the proposed reply to the

task in MCATS and/or DON TRACKER. DMCS will forward to

SECNAVADMIN.

b. If the action required is to reply to the originator of

the controlled correspondence, attach a copy of the reply to the

task in MCATS and/or DON TRACKER. DMCS will forward to

SECNAVADMIN.

c. Telephonic closures are usually acceptable for controlled

correspondence that authorized a direct reply to the originator

(does not apply to tasks originated by the SGS). If a response

is provided by telephone, in addition to completion in MCATS

and/or DON TRACKER, insert an annotation in the comments section

reflecting the date and name of the person to whom the response

was made.

MCO 5216.20B

10 MAR 2016

13-26 Enclosure (1)

SECTION 6: WHITE HOUSE CORRESPONDENCE

1. General. The White House Liaison Office (WHLO) is located in

the office of the SECNAV to coordinate and prepare responses to

correspondence addressed to the President of the United States

that have been referred to the DoD or DON for reply. The primary

function of the WHLO is to minimize administrative delays in

order to meet the White House-imposed 72-hour deadline.

2. Coordination. In most cases, WHLO will request pertinent

information by telephone for expediency. The Legislative

Assistant to the Commandant of the Marine Corps (OLAC) furnishes

WHLO a subject matter listing and staff agency phone numbers so

that the WHLO can coordinate directly with staff agencies.

3. Procedures. White House inquiries have priority over all

other controlled correspondence. Written inquiries and responses

will be hand-delivered to ensure the addressee is aware of the

precedence of the correspondence.

a. Telephone Inquiries and Responses. When a member of the

WHLO phones and authorizes a telephone reply, staff agencies will

prepare a memorandum for the record which discusses the

circumstances of the inquiry and the response provided. The

original memorandum will be retained on file by the staff agency,

and a copy provided to the OLAC.

b. Written Inquiries and Telephone Responses. Telephone

responses may be authorized for some written inquiries for the

WHLO. When a telephone response is made, staff agencies will

prepare a memorandum for the record as discussed above, providing

a copy to OLAC attached to a copy of the WHLO route sheet.

c. Written Responses. Written responses to White House

correspondence will be composed, assembled, and processed in the

same manner as responses to correspondence from the SecDef or the

SECNAV.

d. All records created or collected regarding White House

correspondence must be managed in accordance with reference (b),

SSIC 3000, paragraph 3.

MCO 5216.20B

10 MAR 2016

13-27 Enclosure (1)

SECTION 7: CONGRESSIONAL CORRESPONDENCE

1. General. Personnel responsible for preparing responses to

congressional inquiries must be familiar with reference (a).

NOTE: All records collected and created regarding congressional

correspondence must be managed in accordance with the appropriate

dispositions outlined in reference (b).

2. Procedures. Congressional inquiries are referred to HQMC in

a variety of ways (e.g., mail, e-mail, and telephone). Because

most inquiries are by written correspondence, this section

focuses on written responses. Regardless of how they are

submitted, congressional inquiries shall receive responsive and

timely replies. Congressional inquiries will not be referred to

a field command to reply directly to the Member of Congress.

3. Deadlines

a. Reference (a) directs a five working-day suspense from

receipt to reply. Congressional inquiries received under the

Freedom of Information Act (FOIA), however, are authorized a 10

working-day response deadline unless an extension is approved.

b. Deadlines for the HQMC-controlled congressional

correspondence are adjusted by interim responses only.

c. Deadlines for congressional correspondence referred to

the CMC from the SECNAV are controlled by the Chief of

Legislative Affairs, Navy Department, Washington, DC 20350-1000.

4. Interim Replies

a. Interim replies are expected when a response deadline

cannot be met. They shall give the status of the inquiry, the

reason a final reply cannot be made, and the date when the Member

of Congress can expect a final reply.

b. Send the interim reply via MCATS and/or DON TRACKER with

the Automated HQMC Route Sheet to OLAC. OLAC will then add 10

working days to the response deadline, and will mail the interim

reply to the Member of Congress.

c. Prepare copies of interim responses per reference (a).

MCO 5216.20B

10 MAR 2016

13-28 Enclosure (1)

5. Composition and Copies

a. Refer to reference (a) for guidance on composing and

addressing congressional responses.

b. Review inquiries to determine where the Member of

Congress wants the response to be sent (field office or

Washington, DC, office). See reference (a) for proper format.

c. In addition to the copies specified in reference (a),

provide a courtesy copy of the final reply to the field

command(s) that contributed information to the final response.

6. Signing Replies to Congressional Correspondence

a. The CMC, ACMC, or DMCS will normally sign replies to

congressional correspondence that has the personal signature of

Members of Congress, and are addressed to the CMC by name. This

does not include those inquiries received from Members of

Congress in the form of brief referral slips or those of an

extremely routine nature. Any congressional letter addressed to

CMC by name which has not been seen by CMC should be delivered to

the SGS immediately upon receipt by a staff agency.

b. Authority to sign replies to congressional correspondence

may not be redelegated below the staff agency head level.

Authority to sign replies to congressional correspondence subject

to the limitations and provisions of this section has been

redelegated to the individuals assigned to the following billets

(or person acting in that capacity):

(1) OLAC may sign replies to routine congressional

correspondence pertaining to HQMC matters, and may readdress

congressional mail erroneously addressed to HQMC.

(2) Personnel filling the following billets within the

Manpower and Reserve Affairs Department may sign replies to

routine congressional correspondence:

(a) Director, Manpower Management Division (MM).

(b) Director, Reserve Affairs Division (RA).

(c) Director, Manpower Plans and Policy Division

(MP).

(d) Director, Marine and Family Programs Division

(MF).

MCO 5216.20B

10 MAR 2016

13-29 Enclosure (1)

(e) Director, NAF Business and Support Services

Division (MR).

(f) Director, Manpower Information Systems Division

(MI).

(g) The Head, Manpower Management Division, Manpower

Management Records and Performance Branch (MMRP) is authorized to

sign replies to the following types of requests:

1. Last-known addresses.

2. Soldiers' and sailors' certificates.

3. Authentication of signature certificates.

4. Certificates in lieu of lost or destroyed

discharge certificates.

5. Certified copies of reports of separation.

6. Corrections to reports of separation.

7. Statements of service.

8. Any letter that transmits a document signed

by the Head, Records Correspondence Section, or Head, Manpower

Management Records and Performance Branch, Manpower Management

Division, Manpower and Reserve Affairs Department.

9. Notifications of referral of correspondence

to the U.S. Navy Bureau of Medicine and Surgery (BUMED) on

requests for medical records.

(h) Dir JA may sign replies to routine congressional

correspondence.

c. Replies to congressional correspondence forwarded to the

SGS for signature by the CMC, ACMC, or DMCS should be assembled

per reference (a).

MCO 5216.20B

10 MAR 2016

13-30 Enclosure (1)

SECTION 8: MISCELLANEOUS CORRESPONDENCE

1. General. Miscellaneous correspondence refers to inquiries

received from or sent to Marines, the general public, or any

other correspondence not addressed in this supplement. The term

"general public" refers to individuals other than active duty

Marines, reservists on active duty, or members of the Marine

Corps Reserve establishment. General public inquiries may be

from family members of Marines, retired or discharged Marines, or

from any number of civilian sources. Such inquiries are normally

uncontrolled, but may be sent from other military departments or

governmental agencies for action. Inquiries from the general

public addressed to HQMC will be answered, either wholly or in

part, at HQMC, or, after appropriate acknowledgements, may be

referred to a field command with a request for the correspondent

to be provided additional information or a complete reply.

Replies/acknowledgements will be brief and courteous.

a. All records collected and created regarding

correspondence outlined in this section must be managed in

accordance with their appropriate dispositions defined in

reference (b).

b. If obscene, threatening, or otherwise inappropriate

correspondence is received electronically, contact the DMCS.

2. Anonymous Correspondence. Correspondence that does not

contain an identifiable name or signature is considered anonymous

and is generally uncontrolled, but may be from other military

departments or governmental agencies. Anonymous correspondence

can occasionally be identified with a command even though it does

not bear a name or signature, and, depending on its contents, can

be referred to the identified command for information and action.

If identification cannot be determined, the correspondence will

be destroyed.

3. Obscene or Threatening Correspondence. Forward all obscene

or threatening correspondence (with original envelope and

packaging) to the Dir AR (ARS). Dir AR (ARS) will coordinate

with Dir JA to determine further action, to include referring the

matter to appropriate law enforcement agency.

4. Incoherent Correspondence. Correspondence that contains no

identifiable purpose or request shall either be destroyed or

returned to the sender with an appropriate response.

MCO 5216.20B

10 MAR 2016

13-31 Enclosure (1)

5. Unsolicited Inquiries from Active Duty Marines. General

inquiries from active duty Marines will be processed using the

format in reference (a), Chapter 7.

6. Correspondence from the General Public. Inquiries from the

general public will be processed as soon as possible. Screen the

subject matter to ensure that information provided eliminates the

need for further correspondence.

7. Acknowledge Correspondence. Give prompt attention to

correspondence requiring action or reply. Legitimate inquiries

addressed to this headquarters which are not answered within a

reasonable time reflect negatively on the Marine Corps.

8. Identification of Marines in Business Letters. In business

letters that pertain to a Marine, include the complete

identification in the first paragraph, (i.e., grade, full name,

and branch of service). Once complete identification is made,

further references shall be made by grade and last name. If the

letter is to a relative of a Marine and the incoming

correspondence used first name, refer to the Marine by first

name.

9. Correspondence to Marines on Active Duty. In preparing

letters to Marines on active duty, identify the organization to

which the Marine belongs as a “via” addressee. Depending on the

nature of the communication, you may omit the remaining

organizations in the chain of command and provide an information

copy to meet the needs of intermediate channels. For letters to

Marines assigned to HQMC, see reference (l), for appropriate

chain of command. Correspondence through higher echelon/official

channels should appear as (see Figure 13-1):

Figure 13-1.--Correspondence through Higher

Echelon/Official Channels.

MCO 5216.20B

10 MAR 2016

13-32 Enclosure (1)

NOTE: Use guard mail versus U.S. mail between HQMC; H&S Bn,

HQMC; MarBks, Washington; MCCDC; TECOM; MCB Quantico; MCSC; NAF

Andrews.

10. Correspondence to Reserve Marines not on Active Duty.

Before preparing correspondence to a reservist, verify the

Marine's grade, EDIPI, MOS, and current organization. Prepare

and forward letters through official channels.

11. Correspondence to Retired Marines. Before preparing

correspondence to a retired Marine, verify the individual's grade

and home address with records maintained by M&RA (MMRP). Prepare

as follows (see Figure 13-2):

Figure 13-2.--Correspondence to Retired Marines.

MCO 5216.20B

10 MAR 2016

13-33 Enclosure (1)

SECTION 9: THE HEADQUARTERS MARINE CORPS ROUTING SHEET

1. Use of the Headquarters Marine Corps Routing Sheet

a. The HQMC Routing Sheet is used only for routing incoming

and outgoing correspondence within HQMC. The HQMC Routing Sheet

is printed on 8 1/2 by 11-inch prescribed color bond paper as

follows:

(1) Unclassified. Canary-colored bond paper.

(2) Confidential. Light blue-colored bond paper.

(3) Secret. Pink-colored bond paper.

(4) Top Secret. Red-hatched border and red printing on

white bond paper.

b. Staff agencies are encouraged to use the electronic HQMC

Route Sheet for enhanced productivity and material savings. This

"electronic copy" of the HQMC Routing Sheet, provided by the

DMCS, is a PDF fillable form, when used, will allow a preparer to

fill out the form on the computer and print out a hard copy on

the appropriate color paper.

c. All correspondence forwarded to the CMC, ACMC, or DMCS

will be submitted via the SGS under the Route Sheet with no

letter codes in block 5 (also do not use highlighters to

highlight SGS, ACMC, or CMC).

d. The routing sheet will be:

(1) Used to route all correspondence and other staff

products throughout HQMC.

(2) Prepared and placed on outgoing correspondence by the

originating office.

(3) Securely fastened, but not stapled, to incoming

correspondence when forwarding it to the SGS.

(4) Filed with correspondence to which it pertains.

(5) Retained with correspondence of permanent value that

is being retired ONLY if it contains pertinent record

information.

MCO 5216.20B

10 MAR 2016

13-34 Enclosure (1)

2. Management of Marine Corps Routing Sheets. Manage in

accordance with their appropriate dispositions as outlined in

reference (b).

MCO 5216.20B

10 MAR 2016

13-35 Enclosure (1)

SECTION 10: DOCUMENT FORMATS AT HQMC

1. Standardization of Document Formats

a. Staff agencies must respond promptly with accurate and

authoritative information in preparing staff response papers.

These papers, though often prepared quickly, need to contain

sufficient detail to satisfy important requirements. This

paragraph discusses several formats to provide options for the

level of staff response required.

b. The following formats are prescribed for use in this

headquarters. Figures 13-3 through 13-9 are samples. Formats

for documents external to HQMC may vary by command.

(1) Position/Decision Paper. The position/decision paper

is prepared by an action officer to develop, recommend, and

obtain an official position on a particular proposition. It

includes a clear statement of why an official position/decision

is required, essential background on the problem or subject, and

a rationale for the recommended position. A position/decision

paper usually requires rapid research to identify key sources of

information pertaining to the topic. The author must make a

sound analysis of the information and write the paper in a clear

and accurate format. Figure l3-3 provides the doctrinal format

for the position/decision paper. The heading contains the

classification of the paper, the office code of the originator,

the date, and the caption "POSITION/DECISION PAPER." The subject

is indicated in simple terms. If references are used, they

should be standard and self-explanatory. The problem statement

identifies the problem for which the position is being developed.

The author should also state why a position/decision is required.

The background states what has taken place before. The positions

of other agencies are addressed when appropriate; otherwise, "Not

Applicable" is stated. The recommended position is stated in

clear, concise terms. The rationale includes statements which

support the position taken. The recommendation is the action you

recommend to be taken, (e.g., "approve attached statement" or

"study,") as well as a decision block for the decision to be

recorded.

(2) Information Paper. An information paper is normally

used to provide factual information in concise terms to prepare

the recipient for discussions and/or meetings. Only essential

facts concerning the subject should be included and developed in

an orderly and logical manner. Information papers are self-

explanatory and will not refer to enclosures except for

additional tabs containing data, charts, etc. Information papers

MCO 5216.20B

10 MAR 2016

13-36 Enclosure (1)

are normally attached to other documents, hand-carried, or

transmitted by informal note. They do not require an address or

signature block. See Figure 13-7 for recommended information

paper format. Place the appropriate originating office

symbol/code and date in the upper right hand corner of the page,

the date is the day of dispatch from the originating agency. The

format may be altered to meet specific needs.

(3) CMC Green Letter. A CMC Green Letter is a personal

communication between the CMC and all Marine General Officers and

Senior Executives. It is of a personal and confidential matter

and not usually intended for further dissemination.

(a) Signature Authority. CMC only.

(b) Originated By. Appropriate HQMC staff agency

(sponsor) based on subject matter or specific tasking by CMC.

Sponsor is responsible for proper staffing to all HQMC agencies

and/or MARFORs with equity.

(c) Routing. From Action Officer (AO) to CMC via

agency senior leadership (principal), DMCS (Actual, Admin & HQMC

Editor), and ACMC.

(d) Distribution. DMCS distributes via e-mail to

HQMC FLAGALL. Original maintained by DMCS; copy and all back-up

returned to originator.

(e) Access. All current Green Letters are posted on

the Senior Leader Services Portal (SLSP). Green Letters are kept

only in personal files. Copies of all current and cancelled

Green Letters are maintained by DMCS Support.

(f) Periodic Review. Periodic review will usually

occur every two years; first shortly after new CMC, then in mid-

term. DMCS initiates/tasks; response(s) require principal

review.

(g) Reference. Green Letter 1-56 and last periodic

review.

(4) CMC White Letters. A CMC White Letter is a personal

communication between the CMC and all Marine commanders (GOs, COs

and OICs) on subjects of current interest. It is not intended to

supplant or duplicate current Marine Corps directives. If a

topic requires long-term attention, it will become the subject

of, or be incorporated into, an appropriate directive. CMC White

Letters are intended for wide dissemination.

MCO 5216.20B

10 MAR 2016

13-37 Enclosure (1)

(a) Signature Authority. CMC only.

(b) Originated By. Appropriate HQMC staff agency

(sponsor) based on subject matter or specific tasking by CMC.

Sponsor is responsible for proper staffing to all HQMC agencies

and/or MARFORs with equity.

(c) Routing. From AO to CMC via agency senior

leadership (principal), DMCS (Actual, Admin and HQMC Editor), and

ACMC.

(d) Distribution. DMCS distributes via e-mail to

HQMC FLAGALL. Original maintained by DMCS; copy and all back-up

returned to originator.

(e) Access. All current White Letters are posted in

the SC tab on SLSP. White Letters are kept in unit files.

Copies of all current and cancelled White Letters are maintained

by DMCS Support.

(f) Periodic Review. A periodic review will usually

occur every two years; first shortly after new CMC, then in mid-

term. DMCS initiates/tasks; response(s) require principal

review.

2. Management of Standardized Documentation. Marine Corps

standardized documents identified in this section must be managed

in accordance with their appropriate dispositions as outlined in

reference (b).

MCO 5216.20B

10 MAR 2016

13-38 Enclosure (1)

Figure 13-3.--Format for Position/Decision Paper.

MCO 5216.20B

10 MAR 2016

13-39 Enclosure (1)

Figure 13-4.--Single Recommendation Format and Decision Grid.

MCO 5216.20B

10 MAR 2016

13-40 Enclosure (1)

Figure 13-5.--Multiple Choice Recommendation and Decision Grid.

MCO 5216.20B

10 MAR 2016

13-41 Enclosure (1)

Figure 13-6.--Multiple Recommendations and Decision Grid.

MCO 5216.20B

10 MAR 2016

13-42 Enclosure (1)

Figure 13-7.--Format for Information Paper.

MCO 5216.20B

10 MAR 2016

13-43 Enclosure (1)

Figure 13-8.--Format for Coordination Page.

MCO 5216.20B

10 MAR 2016

13-44 Enclosure (1)

SECTION 11: PREPARATION OF CORRESPONDENCE SUBMITTED

TO THE COMMANDANT OF THE MARINE CORPS (CMC),

ASSISTANT COMMANDANT OF THE MARINE CORPS (ACMC),

OR DIRECTOR, MARINE CORPS STAFF (DMCS)

1. Correspondence Control. All correspondence routed for

signature by CMC, ACMC, or DMCS must be managed by the DMCS

Support Office and tracked through MCATS and/or DON TRACKER.

a. DMCS Tasks. The DMCS office will create a task in MCATS

and/or DON TRACKER which will generate a task number, and assign

a due date to correspondence coming from the CMC, ACMC, or DMCS.

The "Task Reconciliation Document" listing all unanswered tasks

will be published weekly, Thursdays before noon, and distributed

to all HQMC staff agencies with a due date of Monday the

following week. Extensions may be granted to the original due

date based on the subject and if the below are met:

(1) Calls are made to the DMCS office prior to the due

date.

(2) An interim reply has been sent (if appropriate).

(3) The CMC, ACMC, or DMCS did not personally impose the

deadline, or the task does not indicate that no extension will be

granted.

b. Personal Mail

(1) If correspondence addressed personally to the CMC,

ACMC, or DMCS is received directly by a staff agency, deliver it

immediately to the DMCS Support Office, no matter how the

envelope is addressed. For instance, if the envelope says CMC

(MMOA) and the letter says, Dear General (last name) or the

content of the letter appears to be meant for the general

himself, bring the letter to the DMCS Support Office for

determination.

(2) If personal mail to the CMC, ACMC, or DMCS is tasked

as a "staff reply," the introductory sentence should read:

"The Commandant asked that I reply on his behalf."

2. Correspondence Submission/Routing Instructions

a. Once correspondence is in FINAL form (staffing complete

and ready for signature) route the original package through the

DMCS Support Office for processing to the DMCS, ACMC, or CMC.

Ensuring an electronic copy (Word Document) is uploaded in MCATS

MCO 5216.20B

10 MAR 2016

13-45 Enclosure (1)

and/or DON TRACKER prior to routing package for signature for all

associated files.

b. Use the HQMC Route Sheet to submit all correspondence.

Ensure the route sheet has proper classification marking and no

classified material has been inserted into an unclassified

package as it "was routed through the chain" or during staffing.

A classified cover sheet attached to an unclassified route sheet

will not suffice; redo the route sheet if classified material has

been added. Use only one route sheet per package, and use the

following guidelines to prepare it:

(1) Be specific when describing the subject so the DMCS

Support Office can track your correspondence. For example,

"CERTIFICATE OF COMMENDATION" is too vague, but "CERTIFICATE OF

COMMENDATION FOR CPL JAMES T. MARINE, USMC," is specific.

(2) Provide a summary of your package with MCATS I.D.

and/or DON TRACKER ID in this section or on a separate

memorandum. Ensure to give the purpose, background, discussion,

coordination and recommendation.

(a) The route sheet and/or remarks must be

reviewed/signed by the head (or acting head) of the staff agency

if you desire a signature or decision by the CMC, ACMC, or DMCS.

(b) Packages coordinated with another staff agency

will include the "principal's" approval on the route sheet or the

coordination page being forwarded to the SGS. (When in doubt,

coordinate.) Prepare staff agency comments on plain bond paper.

Include the organization code in the upper right-hand corner,

general reference title of the staff agency as a heading in

capital letters and underlined (e.g., ADMINISTRATION AND RESOURCE

MANAGEMENT DIVISION COMMENTS on ...), a subject line, and

reference/enclosure lines as appropriate. Refer to Appendix A of

this Supplement for general reference titles.

c. On decision packages, always provide a decision ladder

(See Figure 13-4).

d. Attach all enclosures. Neatly organize all enclosures

using tabs, and assemble the package as follows:

(1) Route sheet.

(2) Action Document (i.e., proposed reply with

enclosure(s), if applicable or other document for action or

MCO 5216.20B

10 MAR 2016

13-46 Enclosure (1)

info). All packages require a coordination page-updated route

sheet provided.

(3) Task/Incoming correspondence; CMC, ACMC, or DMCS

memo, etc.

(4) Background information, brief sheet, references (if

applicable).

(5) Interim reply (if applicable).

(6) Coordination Page (Figure 13-8)

Note: Use tab dividers, marked appropriately, to separate the

different parts of the package. Start tabs at top right and work

down.

e. If a package has been reworked, always return the

paperwork that indicates the previous error(s). Proofread and

use spell check on reworked correspondence.

f. If a package is truly urgent, attach an "Expedite” tag to

it and briefly explain the urgency. Otherwise, it may be

processed as routine. Do not "front-door" packages or attempt to

circumvent the administrative chain; this only delays processing

and leads to un-trackable packages.

g. Deliver all correspondence for the CMC, ACMC, or DMCS to

the DMCS Support Office, Pentagon, Room 4B688; hand all

deliveries to one of the staff noncommissioned officers or

noncommissioned officers; never simply place on someone’s desk.

(1) If correspondence is unclassified and routine, place

it in the "incoming" box.

(2) If correspondence is urgent, hand-deliver it to a

clerk in the DMCS Support Office.

(3) If correspondence is classified, never leave it in

the incoming box. Hand-deliver the correspondence to a clerk in

the DMCS Support Office.

h. Ensure outgoing correspondence is picked up from the DMCS

Support Office at least twice each day (preferably early morning

and mid-afternoon).

MCO 5216.20B

10 MAR 2016

13-47 Enclosure (1)

i. If in doubt about how to process any correspondence, or

if you have recommendations for improving "the system," call the

DMCS Support Office at (703) 697-1043/1668.

MCO 5216.20B

10 MAR 2016

13-48 Enclosure (1)

SECTION 12: GUIDANCE FOR PREPARING CORRESPONDENCE

ON BEHALF OF THE COMMANDANT OF THE MARINE CORPS (CMC),

ASSISTANT COMMANDANT OF THE MARINE CORPS (ACMC),

OR DIRECTOR, MARINE CORPS STAFF (DMCS)

1. Stationery Guidance

a. Usage. Use letterhead stationery on all correspondence

prepared for CMC, ACMC, or DMCS signature. Use general officer

personal star stationery sparingly. The nature of the incoming

correspondence should determine the type of stationery/format

used for a reply; (i.e., if CMC receives a letter on star (or

personal, engraved) stationery), then reply using star

stationery. Likewise, if CMC is responding to a "MEMORANDUM FOR

THE COMMANDANT OF THE MARINE CORPS," his reply should be a

"MEMORANDUM FOR..." on letterhead.

b. Requisitioning

(a) CMC and ACMC personal star stationery will be

obtained from HQMC ARD. Large and small stationery is available.

One page of large stationery should be used vice two pages of

small stationery.

(b) Requisition l-star, 2-star, 3-star, and SES

stationery from the Dir AR (ARD).

c. Color of Ink. Ink for letterhead stationery will be

blue, Pantone Matching System (PMS) 288 or equivalent for

correspondence to be signed by the senior officials identified in

Section 3 of this Supplement. Refer to Chapter 2 and Appendix C

of reference (a) for more guidance regarding letterhead

stationery requirements.

2. Writing Style and Format

a. Length of Correspondence. Avoid sending correspondence

exceeding one page in length. If necessary, include detailed

information in an enclosure.

b. Words/Phrases to Avoid

(1) Complicated expressions and bureaucratic jargon; let

facts stand on own merit without personal qualifier.

Examples:

"As you know,"

MCO 5216.20B

10 MAR 2016

13-49 Enclosure (1)

"I can assure you/please be assured/rest assured"

"I believe/think/feel".

(2) Beginning sentence with "However,".

(3) Acronyms - spell them out.

(4) Coined words not found in the dictionary.

c. Words/Phrases to Use

(1) Use simple, conversational, straight-forward

language.

(2) Make an effort to personalize replies.

(3) If the incoming correspondence used the first name

when referring to a Marine, refer to the Marine by first name in

the response, once the Marine has been fully identified in the

first paragraph.

d. Dating Correspondence. Never predate correspondence.

The DMCS Support Office will stamp the date after the

correspondence is signed, except for star stationery. After

letters on star stationery have been signed, the originating

staff agency will type (never stamp) the date, using the same

type used to prepare the correspondence.

e. Salutation

(1) When using 4-star stationery, never use the first

name or nickname for personal friends or for Generals of equal or

lower grade (excludes former Commandants) whom the CMC knows.

Refer to Appendix B of reference (a) for proper civilian models

of address.

(2) Use a colon on business letters when not using the

first name (Dear Mr. Jones:); use a comma if the first name is

used (Dear Sam,). A comma is preferred on star stationery at all

times.

f. Complimentary Close. Use the following closings on

business letters and star stationery. Begin at the center of the

page, but do not center.

MCO 5216.20B

10 MAR 2016

13-50 Enclosure (1)

Examples:

For:

Normal

Seniors

CMC, ACMC, DMCS

Sincerely

Very respectfully

g. Signature Blocks for Letterhead Stationery

(1) Ensure that signature blocks are typed on all CMC

correspondence prior to submitting for approval and signature.

The appropriate format for each style of correspondence is

provided below:

(a) Standard Naval Letter. Type the signature line

on the fourth line following the last line of text beginning from

the center of the page, (See Figure 13-9). (No complimentary

close.)

Figure 13-9.--Standard Naval Letter - Signature Block.

(b) Business Letter. Type the required standard

complimentary close on the second line following the last line of

text beginning from the center of the page. See Figure 13-10 and

Figure 13-11.

MCO 5216.20B

10 MAR 2016

13-51 Enclosure (1)

Figure 13-10.--Complimentary Close for Business Letter (Normal).

Figure 13-11.--Complimentary Close for Business Letter

(For Seniors).

(c) Memorandum For. This form of correspondence

(does not have a "From" or "To" line) is the style of memorandum

appropriate for signature by the Commandant. Type the signature

line on the fourth line following the last line of text beginning

from the center of the page (see Figure 13-12). (No

complimentary close.)

MCO 5216.20B

10 MAR 2016

13-52 Enclosure (1)

Figure 13-12.--Memorandum For - Signature Block.

(2) When preparing correspondence to be signed by the

ACMC or DMCS, the originating office will type the appropriate

signature blocks blank except for star stationery and letters

authorized to be pen-signed. The DMCS Support Office will stamp

the signature block per the following after the correspondence is

signed (see Figures 13-13 through 13-20):

(a) ACMC

1. Standard Naval Letter:

Figure 13-13.--Standard Naval Letter – From the ACMC.

MCO 5216.20B

10 MAR 2016

13-53 Enclosure (1)

2. Business Letter:

Figure 13-14.--Business Letter (Normal) – From the ACMC.

Figure 13-15.--Business Letter (For Seniors) – From the ACMC.

MCO 5216.20B

10 MAR 2016

13-54 Enclosure (1)

3. Memorandum For:

Figure 13-16.--Memorandum For – From the ACMC.

(b) DMCS

1. Standard Naval Letter:

Figure 13-17.--Standard Naval Letter – From DMCS.

MCO 5216.20B

10 MAR 2016

13-55 Enclosure (1)

2. Business Letter:

Figure 13-18.--Business Letter (Normal) – From DMCS.

Figure 13-19.--Business Letter (For Seniors) – From DMCS.

MCO 5216.20B

10 MAR 2016

13-56 Enclosure (1)

3. Memorandum For:

Figure 13-20.--Memorandum For – From DMCS.

3. General Officer Personal (Star) Stationery.

a. Always balance the letter so margins are even; never type

agency codes on star stationery. See example in Figure 13-21.

b. The originating staff agency should always type the date,

centered, one line below the flag after the correspondence is

signed, using the same type used to prepare the letter.

(1) The preferred format is day, month, year:

10 November 2015.

(2) Date stamps are not allowed on CMC, ACMC, and DMCS

star stationery.

c. Salutation. The salutation will be followed by a comma

vice colon. If there is no specific guidance on the tasker,

check previous correspondence or call the DMCS Administrative

Office to see if the CMC is on a first-name basis with the

recipient. When in doubt, use the formal name and title (if

applicable) per Appendix B of reference (a).

d. Paragraphs

(1) Indent all paragraphs 1/2".

(2) Use l3-pitch Times New Roman.

(3) Try not to hyphenate more than one word per page. A

maximum of three hyphenated lines is allowed, but no successive

lines may be hyphenated.

MCO 5216.20B

10 MAR 2016

13-57 Enclosure (1)

e. Complimentary Close. Begin at the center of the page,

and follow the closing by a comma. See Figure 13-21 for

additional guidance.

4. Special Correspondence Assignments

a. The CMC historically recognizes federal holidays, other

Service and Foreign Service anniversaries, and other appropriate

events through special correspondence (message or letter).

b. The staff agencies identified in Appendix B are

responsible for producing the special correspondence indicated.

(1) Submit special correspondence at least 30 days prior

to the occasion or event to DMCS Support Office via MCATS and/or

DON TRACKER. Include a route sheet and attach the word document

file in MCATS and/or DON TRACKER.

(2) The HQMC Editor will review the correspondence and

determine if any additional staffing is necessary prior to

forwarding the correspondence for the CMC’s signature.

5. Management of Correspondence. All correspondence collected

for CMC, ACMC, and DMCS signature must be managed in accordance

with their appropriate dispositions outline in reference (b).

MCO 5216.20B

10 MAR 2016

13-58 Enclosure (1)

Note 1: When writing to Marine Corps general officers (other than former Commandants)

and 4-star general/flag officers of the U.S. Armed Forces, the salutation will be:

“Dear General (last name),”

Note 2: As a general rule, "Very respectfully," is used when writing to members of

Congress, cabinet members, and the Secretary of a military Department. The salutation

line and signature block will begin at center line as shown.

Note 3: Format for the address block staggered under the 2nd letter from the line

before.

Figure l3-21.--Sample Letter on General Officer Personal

Stationery.

MCO 5216.20B

10 MAR 2016

A-1 Enclosure (1)

APPENDIX A

ABBREVIATIONS FOR HQMC STAFF AGENCIES

Functional Title Abbreviation General Reference Code

Commandant of the Marine Corps

CMC Office of the

Commandant

CMC

Sergeant Major of the Marine Corps

SMMC Office of the Sergeant

Major of the Marine

Corps

SMMC

Assistant Commandant of the Marine Corps

ACMC Office of the

Assistant Commandant

ACMC

Director, Marine Corps Staff

DMCS Office of the Director

Marine Corps Staff

DMCS

Secretary of the General Staff

SGS Secretary of the

General Staff

SGS

Legislative Assistant to the Commandant

Legis Asst Office of the

Legislative Assistant

OLA

Counsel for the Commandant

Counsel Office of the Counsel

for the Commandant

CL

Director, Special Projects Directorate

Dir Spl Proj Special Projects

Directorate

SPD

Inspector General of the Marine Corps IGMC Inspection Division IG

Deputy Commandant for Aviation DC AVN Aviation Department AVN

Deputy Commandant for Installations and

Logistics

DC I&L Installations and

Logistics Department

I&L

Deputy Commandant for Manpower and

Reserve Affairs

DC M&RA Manpower and Reserve

Affairs Department

M&RA

Deputy Commandant for Plans, Policies and

Operations

DC PP&O Plans, Policies and

Operations Department

PP&O

Deputy Commandant for Programs and

Resources Department

DC P&R Programs and Resources

Department

R

MCO 5216.20B

10 MAR 2016

A-2 Enclosure (1)

Functional Title

Abbreviation

General Reference

Code

Deputy Commandant for Combat Development

and Integration

DC CD&I

Combat Development and

Integration

Directorate

CD&I

Director, Command, Control,

Communications, and Computers Department

Dir C4

Command, Control,

Communications, and

Computers Department

C4

Director, Intelligence Department

Dir I

Intelligence

Department

I

Director, Administration and Resource

Management Division

Dir AR

Administration and

Resource Management

Division

AR

Director, Judge Advocate Division

Dir JA

Judge Advocate

Division

JA

Director, Office of U.S. Marine Corps

Communication

Dir OUSMCC

Office of U.S. Marine

Corps Communication

OUSMCC

The Chaplain, U.S. Marine Corps

Chaplain

Office of the Chaplain

USMC

REL

Director, Health Services

Dir HS

Office of Health

Services

HS

Director, Safety Division

Dir SD

Safety Division

SD

Director, Expeditionary Energy Office

Dir E2O

Expeditionary Energy

Office

E2O

Note:

Staff actions used in Headquarters correspondence and directives should be assigned

by the complete functional title or the abbreviated functional title, followed by the

cognizant code in parenthesis.

MCO 5216.20B

10 MAR 2016

B-1 Enclosure (1)

APPENDIX B

SPECIAL CORRESPONDENCE ASSIGNMENTS (DATE)

Agency

Type

Founded

Date

Remarks

CMC’s

Office

Photos, Posters, etc.

Regrets to Invitations

Trip Letters

Commandant’s

Staff Group

As directed by CMC

CMC Personal

Correspondence

Condolence Letters

Other than those initiated

by MFPC

Change of Command Messages

CMC Articles

CMC Speeches

Comments for Publication

Thank You Letters

USMC Birthday Message

10 Nov

History

Division, MCU

Anniversary Messages as

follows:

1

st

Marine Division

1941

1 Feb

2d Marine Division

1941

1 Feb

Armed Forces Day

3

rd

Saturday in May

U.S. Army

1775

14 Jun

1

st

Marine Aircraft Wing

1941

7 Jul

2d Marine Aircraft Wing

1941

10 Jul

U.S. Coast Guard

1790

4 Aug

4

th

Marine Division

1943

16 Aug

4

th

Marine Aircraft Wing

1942

22 Aug

3d Marine Division

1942

16 Sep

MCO 5216.20B

10 MAR 2016

B-2 Enclosure (1)

Agency

Type

Founded

Date

Remarks

History

Division,

MCU(Cont.)

U.S. Air Force

1947

18 Sep

U.S. Navy

1775

13 Oct

3d Marine Aircraft Wing

1942

10 Nov

Veterans Day

1942

11 Nov

Health

Services

Anniversary Messages as

follows:

Navy Hospital Corps

1898

17 Jun

Navy Medical Department

1842

31 Aug

Include all Officer Corps

(Medical, Dental, Nurse & Medical

Services) of the Medical

Department

Installations

& Logistics

Department

Anniversary Messages as

follows:

Anniversary acknowledged on

2 March by single message with

Navy Seabees and Naval Facilities

Engineering Commands

Civil Engineer Corps

1867

2 Mar

Navy Seabees

1942

5 Mar

Naval Facilities

Engineering Commands

1842

31 Aug

Office of

U.S. Marine

Corps

Communication

All media queries directed

to HQMC

Birthday Letters

Requests from civilian community

for birthday letter from CMC

(usually former/retired Marines)

Retirement Letters

Requests from civilian community

for retirement letter from CMC

(usually former/retired Marines)

ComRel Coordinates

DoD special events & programs;

programs using speakers, color

guards, musical & marching units,

static aircraft displays, etc.

MCO 5216.20B

10 MAR 2016

B-3 Enclosure (1)

Agency

Type

Founded

Date

Remarks

Office of

U.S. Marine

Corps

Communication

(Cont.)

Special Events

Coordinate community events

including participation by Marine

Corps units & individual Marines

International

Issues Br

anch

(PLU), Plans,

Policies &

Operations

Department

Foreign Service

Anniversary Letters as

follows:

Columbian Marine Corps

1939

12 Jan

Portuguese Naval Fusiliers

1961

24 Feb

Spanish Marine Corps

1537

27 Feb

Royal Welch Fusiliers

1689

1 Mar

Brazilian Marine Corps

1808

7 Mar

Korean Marine Corps

1949

15 Apr

Chilean Marine Corps

1818

16 Jun

Royal Thai Marine Corps

1959

28 Jun

Royal Marines

1664

28 Oct

Peruvian Marine Corps

1821

6 Nov

Philippine Marines

1950

7 Nov

Ecuadorian Marine Corps

1966

12 Nov

Indonesian Marine Corps

1945

15 Nov

Argentine Marine Corps

1879

19 Nov

Royal Netherlands Marine

Corps

1665

10 Dec

Venezuelan Marine Corps

1945

11 Dec

Chaplain

Religious Program

Specialist

1979

15 Jan

Navy Chaplain Corps

1775

28 Nov

MCO 5216.20B

10 MAR 2016

B-4 Enclosure (1)

Agency

Type

Founded

Date

Remarks

Safety

Division

Holiday Message with

safety reminder as

follows:

Memorial Day

4

th

Monday in May

Independence Day

4 Jul

Labor Day

1

st

Monday in September

Thanksgiving

Last Thursday of November

Holiday Season

25 December through 1 January