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Message Files
Standard Subject Identification Codes Except  for  message  instructions  contained  in  the NTP 3, all naval messages require a standard subject identification code (SSIC). The Department of the Navy File Maintenance Procedures and Standard Subject Identification Codes  (SSIC),  SECNAVINST  5210.11D, lists  all  authorized  SSICs.  Select  the  SSIC  that  most accurately corresponds to the message subject matter. On  messages,  the  SSIC  follows  the  classification, special   handling   designations,   and   releasability statement and consists of six characters preceded and followed by double slants (//). The first character is the letter N followed by five digits. If the SSIC has only four digits, add a zero after the letter  N. Messages  that  require but are not assigned an SSIC will be rejected by the telecommunications   center. Subject and References The subject line should tell the reader what the message is about. Give a descriptive title using normal word  order;  for  example,  REQUEST  VERIFICATION OF SECURITY CLEARANCE CONCERNING YNC JACK  FROST,  USN,  123-45-6789.  A  descriptive  title not only helps the reader, it helps in routing the message as well. References are other documents to which the reader is directed to assist in dealing with the subject matter of the  message.  Make  sure  your  references  are  complete and in order. Since messages are usually disposed of after 30 days, avoid references to previous messages. Text First, it’s important that you know the purpose of what  you  are  writing.  Is  your  goal  to  persuade,  to provide  information  or  interpretation,  to  request assistance, or to give instructions? Don’t waste words. Messages  are  written  in  an  informal,  abbreviated  style that should be complete and clear to the reader. Standard abbreviations  that  are  recognized  throughout  the  Navy can be found in the Dictionary of Naval Abbreviations. Example  1: 1.  ON  19  JANUARY  1993,  MR.  JOHN  JONES, COMNAVAIRLANT,   CODE   40,   GAVE   AN OUTSTANDING   PRESENTATION   REGARDING AVIATION  REPAIRABLE  MANAGEMENT.  THE TRAINING  WAS  CONSIDERED  OUTSTANDING IN EVERY RESPECT. UNFORTUNATELY, DUE TO THE SHORT PERIOD OF TIME MR. JONES WAS IN ROTA, ONLY A SMALL NUMBER OF PERSONNEL PARTICIPATED  IN  HIS  TRAINING  LECTURE.  IT  IS THEREFORE   REQUESTED   THAT   MR.   JONES RETURN  TO  ROTA  FOR  THE  PURPOSE  OF P R O V I D I N G    T R A I N I N G    I N    A V I A T I ON REPAIRABLE   MANAGEMENT.   IT   IS   ALSO REQUESTED   THAT   MR.   JONES   REVIEW CURRENT  AVIATION  REPAIRABLE  MANAGE- MENT  PRACTICES  AND  PROCEDURES  AT  ROTA. IF  POSSIBLE  IT  IS  REQUESTED  THAT  HIS  VISIT BE SCHEDULED FOR ONE WEEK DURING THE MONTH OF APRIL 1993. 2.  YOUR  ASSISTANCE  AND  SUPPORT  IN  THIS MATTER  IS  GREATLY  APPRECIATED. Example  2: 1. REQ FOR A RTN VISIT TO ROTA BY MR. JOHN JONES, COMNAVAIRLANT, CODE 40. 2.   ON   19   JAN   93,   MR.   JONES   GAVE   AN OUTSTANDING  PRESENTATION  AT  ROTA  ON AVIATION   REPAIRABLE   MGMT.   UNFOR- TUNATELY, HIS STAY WAS SO SHORT THAT MANY PEOPLE  MISSED  HIS  LECTURE. 3. WE WOULD APPRECIATE HIS STAYING FOR A WK IN APR93 TO TRAMORE PEOPLE AND TO REV OUR  MGMT  OF  AVIATION  REPAIRABLE. The first example is a delayed request. It buries the main point in a long and wordy paragraph. The second example,  using  an  abbreviated  style,  begins  with  the request  and  then  explains  why.  The  paragraphs, sentences, and words are short. The message is clear and to the point. Short titles and abbreviations are not used in the text if the message is addressed to a Member of Congress, a commercial concern, or a nonmilitary addressee. Punctuation  marks  that  may  be  used  to  enhance clarity within the message text are as follows: Hyphen Question  mark ? Colon Dollar  sign $ Apostrophe Ampersand & Parentheses ( ) Period Comma , 4-4 : . -

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