How do I properly mark a newly classified document with classification level and declassification instructions?

Properly marking a newly classified document is a disciplined, standardized process. Markings tell every future reader exactly how sensitive the information is, who decided it was classified, and when it can be released. Getting them right protects the information and supports lawful, timely declassification.

Apply the Classification Level

Every classified document must carry its overall classification level so it is unmistakable at a glance.

• Place the highest classification level of any information in the document in a banner line at the top and bottom of each page.
• Add portion markings to individual paragraphs, titles, and elements so readers can see which parts are sensitive and which are not.
• Use only authorized levels and the precise terminology established in your organization’s security policy.

Consistency matters: the banner reflects the most sensitive portion anywhere in the document.

Identify the Classification Authority

The document must show who classified it and on what basis. This is typically captured in a classification authority block, which generally includes:

• The identity (by name or position) of the official who made the decision, or a reference to the originating source when carrying forward classification from another document.
• The reason or authority relied upon for the classification.
• The date the classification decision was made.

This transparency makes the decision auditable and supports later review.

State Declassification Instructions

Classification is not meant to be permanent. The marking must tell future custodians when or under what conditions the information may be declassified.

• Provide a declassification date or event whenever one can be reasonably determined.
• If the timing cannot be set in advance, use the appropriate exemption or extended-duration marking permitted by policy rather than leaving it blank.
• Never omit declassification guidance—an absent instruction creates indefinite, unreviewable secrecy.

Build Good Habits

• Mark at the moment of creation, not later.
• Verify markings before the document leaves your hands.
• Keep markings legible on printed and electronic copies alike, including email and attachments.

Because specific marking formats, authorized levels, and timelines are governed by the executive orders and agency policies that apply to your organization, always follow your security manager’s current guidance before relying on any general practice.