frequently need a summarizing statement as the
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
l Is the letter COMPLETE?
. Is the letter CONCISE?
. Is the letter CLEAR?
l Is the letter CORRECT?
l Is the letter COURTEOUS?
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.
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
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
SECURITY OF OFFICIAL CORRE-
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.
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