sequence, in lieu of the instruction they reference. A
subject cross-reference sheet is placed in front of those
instructions that carry the same subject identification
Filing Directives in General Correspondence
When copies of directives are needed to complete
records, or to support or futher document specific
actions, they may be filed in the activitys general
subject files, pertinent case files (such as contract case
files), or other appropriate correspondence files.
You should file manuals, such as the Enlisted
Transfer Manual, (ENLTRANSMAN) and the Military
Personnel Manual (MILPERSMAN), in a central
location. As a PN, you will use these manuals on a daily
By being centrally located, these manuals
provide you easy access to information that you need.
You should not have to go all around the office to obtain
them from different locations. Also make sure that all
personnel in the office know the whereabouts of their
REVIEWING AND ROUTING DIRECTIVES
When directives are received at your command,
make sure you review them before you file them. The
purpose of reviewing directives is to make sure you
have an idea of the new changes. Since rules,
regulations, and procedures are always changing, you
need to be thoroughly familiar with these changes. By
being familiar with the changes, you will also be more
knowledgeable, better informed, and able to answer
In the process of reviewing directives received at
your command, it may be necessary to route them to
other divisions or departments. If you are in doubt as
to whether or not you need to route directives to other
divisions, or departments, you should ask your
supervisor. If your supervisor tells you that, based on
command requirements, some directives are not kept in
your office, make sure you know where they can be
located. The use of the cross-reference sheets will be
appropriate in these cases.
PREPARATION OF DIRECTIVES
We have explained what directives are, how to post
basic changes to directives, how to file directives, and
how to review and route directives. Now, we will
discuss the ways your command writes local
instructions and notices. Command instructions are
many and varied. Subjects range from command leave
policy to a change-of-command notice. Your command
maintains a list of all effective instructions. These
instructions are periodically reviewed and updated to
conform to Navy policies.
Personnel responsible for drafting instructions and
notices or even making changes to them must always
refer to the Department of the Navy Directives Issuance
System, SECNAVINST 5215.1. This instruction
establishes the rules and guidelines used to prepare
As you advance in the Navy and become a more
senior PN, you may be asked to draft command
instructions and notices. Remember, SECNAVINST
5215.1 provides you with the necessary information to
perform these important tasks.
Establishment of Navywide directives preparation
guidelines ensures the uniformity of format, regardless
of type or location of a command.
Each command should consult the Department of
the Navy Directives Issuance System Consolidated
Subject Index, DPSINST 5215.1, along with respective
type commander (TYCOM) instructions to ensure the
command has the required directives and publications.
An inventory of all command directives and
publications should be conducted annually or upon
receipt of the appropriate 5215 notices. To obtain any
missing or out-of-date directives or publications,
consult the respective 5215 notice.
This section contains a brief discussion about
messages. In particular, types of messages, PRO
FORMA messages, and message format are discussed.
Whenever you are tasked to prepare a message, you
should always refer to the Naval Telecommunications
Procedures, Telecommunication Users Manual, NTP
3(I), or other pertinent publications.
Messages used to be typed by YNs and PNs on
message forms. Now they are typed in the same format,
but are prepared on a computer and saved out to a disk.
These disks are delivered and picked up from the