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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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