the  duties  of  each  job  in  the  department.  The topics covered include but are not limited to the following: l  The  general  organization  structure  using as a guide the typical organizations given in the NAVSUP  P-485,  chapter  1 .  The  normal  personnel  allowance  of  the departments  and  divisions .  The  functions  of  the  department  and  its divisions .  The  responsibilities  of  key  personnel l  The  functions  of  the  duty  supply  officer, duty  Storekeeper,  division  duty  petty  officers,  and galley  watch  captains l   The   flow   of   authority   within   the department .  The  distribution  of  the  organization The  organization  manual  is  revised  as  often as  necessary  to  keep  it  current.  The  supply  officer probably will expect you to assist by reporting out- of-date  material  and  having  you  apply  your knowledge and experience in preparing changes. REVIEW  AND  DISPOSITION OF  PUBLICATIONS The supply officer will have a master list of all publications  and  notices  that  are  held  by  the supply department. This list will have the title of the  publication  or  notice,  the  location,  the  number of copies, and the publication numbers. This list will  be  posted  in  other  office  spaces  as  a  quick reference. Annual Review All  publications  are  required  to  be  reviewed annually.  These  reviews  are  done  to  make  sure the  publications  and  notices  are  current.  If  any publications  are  missing  changes,  you,  as  the leading  petty  officer,  should  notify  the  supply officer and also contact the command that issues the publications to secure the necessary updates. Excess Any  publications  that  you  find  in  excess during  the  annual  review  should  be  disposed  of locally.  All  binders  in  good  condition  are  to  be returned  to  the  command  that  issued  you  the publications  originally.  A  letter  should  then  be mailed  to  the  issuing  activities  to  readjust  the distribution  list. OFFICIAL  CORRESPONDENCE By  this  time,  you  probably  have  done  a  few letters for your division or supply officer. Official correspondence   is   defined   as   all   recorded communications  sent  or  received  by  any  person in the execution of his or her duties or position. All  correspondence  should  be  prepared  in  a standard   manner.   Therefore,   all   official correspondence will be prepared according to the instructions  contained  in  the  Department  of  the Navy  Correspondence  Manual,   SECNAVINST 5216.5.   All   letters,   messages,   official correspondence,   and   memorandums   should   be typed  or  printed,  if  possible. PREPARATION In  preparing  correspondence,  you  may  have to  either  answer  another  command’s  request  or obtain information that will help you to perform your  job.  In  either  case,  the  supply  officer  will review  your  correspondence  before  forwarding. You should prepare correspondence in a concise and clear manner. There are three basic steps used in   preparing   correspondence:   planning, organizing,  and  evaluating. Planning the Letter Before you tackle any task, you must do some sort of planning to make your job easier and the finished product clearer. The same is true for letter writing.  To  draft  a  meaningful  letter,  you  must have a clear knowledge of its purpose. Most Navy letters  either  request  permission,  action,  or information or provide a reply to such requests. Not  every  letter  will  fall  into  these  categories. Furthermore,  if  the  purpose  is  to  request something,  you  must  be  certain  the  request  is clearly  and  definitely  stated.  Usually,  there  should also be a statement as to why the request is being made.  When  a  letter  is  written  in  reply  to  one received,  the  receipt  is  generally  acknowledged, both as a reference and in the body of the reply. If a request has been made, the most important thing in the reply is a clear statement as to whether the  request  is  granted  or  denied.  Long  letters 1-3