Figure 17-3.Letter of transmittal.
must complete block two of the release form. However,
hold file provides a rapid means of generating timely
if a single mailing consists of 10 or more release forms,
you must include a cover document called a letter of
transmittal (fig. 17-3).
A letter of transmittal series several purposes. It
makes the transaction official and gives the FHTNC
authority to process the story. In addition, it aids the
Center in processing the material faster by indicating the
type of material submitted, the general subject matter
and the number of stories involved.
Letters of transmittal must be signed by the CO or
an officially designated representative (such as the
PAO). Send only the original copy of the letter to the
LEARNING OBJECTIVE: Interpret the
policies regarding the submission of a hold file
to the FHTNC.
A hold file is a roster package of NAVSO 5724/1
release forms submitted by a unit when it deploys. The
and newsworthy releases about the accomplishments,
achievements and travels of your crew, either
individually or as a group.
Hold files are maintained by the FHTNC for the
length of the deployment and are normally returned to
the command once the deployment is completed. If your
unit is not deployed, you should maintain an updated
roster package in your office anyway. In the event that
your unit must deploy on short notice, you can submit a
hold file with little effort.
Any unit departing on an extended deployment
(usually two months or longer) should forward a hold
file to the Center. If your unit will be involved in
exercises or special operations of shorter durations, seek
the guidance of the FHTNC.
MAILING THE HOLD FILE
You should update and verify all the release forms
in your hold file 30 days before your unit deploys. Mail
the hold file to the FHTNC when you are 20 days from
the deployment date. Make sure it is in alphabetical