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Figure  1-1.—Printed  memorandum  form.
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Storekeeper 1 & C - Manual for watching over inventory and other things needed in a store
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Figure 1-2.—Plain-paper memorandum
frequently need a summarizing statement as the final paragraph. Organizing the Letter Organizing  the  letter  involves  placing  all  parts of  the  letter  in  their  proper  order.  The  order should be planned with the reader in mind. For instance, a letter of request may begin with the request and be followed by an explanation of why the request is made. Importantly, the body of the letter should be seen as a series of complete units arranged  in  the  most  logical  order  possible  to maintain  continuity  from  one  unit  to  another. Evaluating  the  Letter After   you   have   planned,   organized,   and written your letter, review it carefully for accuracy and effectiveness. Check it against the following questions: l  Is  the  letter  COMPLETE? .  Is  the  letter  CONCISE? .  Is  the  letter  CLEAR? l  Is  the  letter  CORRECT? l  Is  the  letter  COURTEOUS? Naval Message A  naval  message  is  used  for  urgent  com- munication where speed is important. Whenever possible,  use  other  means  of  communication  to send  information  to  a  destination,  provided  it  will arrive in a timely manner. The text of a message must be clear, accurate, and concise. Conciseness of  your  message  must  not  compromise  its accuracy.  Do  not  blur  your  message  with  un- familiar phrases and expressions. Your message should transmit your concise thoughts precisely. All messages are assigned a date-time group by  the  communications  office  at  the  time  of release.  Date-time  groups  are  based  on  Greenwich mean time (GMT). When answering an incoming message, you will always reference the date-time group  of  this  message. MEMORANDUM As  you  advance  in  your  rating,  you  have hopefully  seen  a  few  memorandums.  They  usually provide an informal way of communicating with another   individual   or   office   within   your command. Memorandums can sometimes be used to  communicate  between  other  activities.  There are   four   types   of   memorandums.   The   two informal  types  include  the  printed  or  written memorandum and the plan-paper memorandum. The two more formal types include the letterhead memorandum  and  the  memorandum-for  memo- randum. Informal memorandums do not require filing.   The   formal   memorandums,   however, should be filed. Also these two formal memoran- dums need to have the proper heading informa- tion just like a formal letter. For examples of these four   types   of   memorandums,   see   figures   1-1 through  1-4. FACSIMILE  SIGNATURE Facsimile signatures may be used on official correspondence.   The   facsimile   signature   is   a rubber  stamp  that  is  kept  with  that  individual officer.   You   can   use   this   stamp   on   official correspondence  that  was  originated  by  that officer, either in the Navy Department or in the field. SECURITY  OF  OFFICIAL  CORRE- SPONDENCE Official correspondence that must be limited in  circulation  because  of  its  degree  of  security classification will be properly classified, marked, handled,  or  transmitted  following  the  instructions in Navy  Regulations,  1973,  and the Department of  the  Navy  Information  and  Personnel  Security Program  Regulation,   OPNAVINST   5510.1. FILES You  have  probably  performed  most  of  the filing   operations   required   in   the   supply department  and  have  coded  correspondence  using the  Department  of  the  Navy  Standard  Subject Identification   Codes   (SSIC),  SECNAVINST 5210.11.  As  a  junior  Storekeeper,  you  have classified,  coded,  and  filed  material  under direction.  Now,  you  will  be  doing  the  directing. ORGANIZATION  OF  FILES A filing system is a tool used to make office procedures more efficient. Regardless of whether you are setting up a new filing system or working 1-5

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