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CHAPTER 4
ADMINISTRATIVE PROCEDURES
As a senior Yeoman (YN), you are expected to
compose letters from brief notes or even from oral
instructions. In addition to drafting correspondence or
directives, you should also be able to draft general
messages, award recommendations, letters of
appreciation, commendations, personal award
recommendations, formal social correspondence,
invitations to official social functions, and replies to such
invitations. You should know enough about grammar and
good English usage to avoid the most obvious errors.
This chapter is designed to give you some basic
rules in drafting a general message and award
recommendations. The latter part of this chapter covers
formal social notes.
MESSAGES
Although every command has its share of outgoing
letters, outgoing messages are also a vital administrative
function. A message is a written thought or idea,
expressed briefly and to the point. Messages are
prepared in a form suitable for transmission via
telecommunications networks or by NAVGRAM. The
Telecommunications Users Manual, NTP 3(I), provides
guidance on preparing naval messages. It is designed to
briefly explain procedures for drafting and preparing
naval messages.
RESPONSIBILITIES
As the Naval Telecommunications System (NTS)
becomes more automated, the proper preparation of
message traffic becomes more important. Errors cause
manual intervention during the automated processing
and may result in rejection of the message. To aid in the
prevention of procedural errors, specific areas of
responsibilities are assigned as follows:
l The user is any individual authorized to draft,
release, and/or process electronically transmitted
messages. It is the user’s responsibility to consult the
appropriate publication for guidance and procedures of
the NTS.
. The originator of a message is the authority
(command or activity) in whose name a message is sent.
The originator is responsible for the functions of the
message releaser and drafter.
. The message releaser is a properly designated
individual authorized to release a message for
transmission in the name of the originator. In addition,
the releaser’s signature validates the contents of the
message and affirms compliance with message drafting
instructions contained in the NTP 3 and related
publications. Also, the releaser’s signature authorizes
transmission of the message. The releaser is responsible
for establishing message staffing and processing
procedures to prevent delays, eliminate backlogs, and
promote an even flow of messages. The releaser is also
responsible for proofreading the message for procedural
errors, accuracy, and clarity. These responsibilities
include the following:
Making sure either OPS or ADMIN is typed in
the Message Handling Instructions block.
Making sure all personnel under the control of
the releaser are briefed and understand the
meaning and importance of MINIMIZE.
Deciding whether the message qualifies for
electrical transmission or should be sent via
NAVGRAM by writing the word NAVGRAM
below the Signature block on the message.
NAVGRAMS are not processed in any form by
naval telecommunications centers.
Making sure the drafter has complied with the
NTP 3 and supplemental instructions, with
particular attention to classified messages.
. The drafter is the individual who composes the
message and must have a detailed knowledge and
understanding of the procedures contained in the NTP
3. The drafter is responsible for the following:
Ensuring proper addressing by using the
authorized Plain Language Addresses (PLAs)
listed in the Message Address Directory
(MAD).
Making sure originators of an Address
Indicating Group (AIG)/Collective Address
Designator (CAD) are authorized users of that
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