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Figure  3-5.-Retention  interview  form.
Yeoman 1 & C - Military training manual
Types of Messages
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 4-1

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