Figure 17-3.—Letter of transmittal.must complete block two of the release form. However,hold file provides a rapid means of generating timelyif a single mailing consists of 10 or more release forms,you must include a cover document called a letter oftransmittal (fig. 17-3).A letter of transmittal series several purposes. Itmakes the transaction official and gives the FHTNCauthority to process the story. In addition, it aids theCenter in processing the material faster by indicating thetype of material submitted, the general subject matterand the number of stories involved.Letters of transmittal must be signed by the CO oran officially designated representative (such as thePAO). Send only the original copy of the letter to theFHTNC.HOLD FILELEARNING OBJECTIVE: Interpret thepolicies regarding the submission of a hold fileto the FHTNC.A hold file is a roster package of NAVSO 5724/1release forms submitted by a unit when it deploys. Theand newsworthy releases about the accomplishments,achievements and travels of your crew, eitherindividually or as a group.Hold files are maintained by the FHTNC for thelength of the deployment and are normally returned tothe command once the deployment is completed. If yourunit is not deployed, you should maintain an updatedroster package in your office anyway. In the event thatyour unit must deploy on short notice, you can submit ahold file with little effort.Any unit departing on an extended deployment(usually two months or longer) should forward a holdfile to the Center. If your unit will be involved inexercises or special operations of shorter durations, seekthe guidance of the FHTNC.MAILING THE HOLD FILEYou should update and verify all the release formsin your hold file 30 days before your unit deploys. Mailthe hold file to the FHTNC when you are 20 days fromthe deployment date. Make sure it is in alphabetical17-8
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