Military Correspondence

Military Correspondence
EO Prepare Military Correspondence

References Land Force Doctrine and Training System, Staff and Writing Procedures Manual of Abbreviation Department of National Defense and the CF, A-AD-121-F01/JX-000 DAOD , Format for signature blocks in correspondence Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) CFSATE Military Writing and Correspondence 2006 CFSAL Military Writing guide 2007

Teaching Points Purpose Application Characteristics: accuracy clarity
brevity relevance logic

Teaching Points Definitions: drafter originator Capitalization

Teaching Points Punctuation Marks: apostrophe brackets period colon
semi-colon comma

Teaching Points Abbreviations and acronyms Date and time
Use of numbers Sentence structure Paragraph structure File numbers References

Teaching Points Address block Signature block Annex and appendix
Enclosure Distribution list Page number Security markings

Teaching Points Correspondence: General Parts/types of letters
Memorandum Minute Agenda Minutes of a meeting Service paper s Annex Appendix

Purpose The purpose of this document is to highlight the basic rules and formats for preparing documents within the Department of National Defence (DND) and the Canadian Forces (CF). Conforming to the provisions of references A through E (CFSAL Military Writing Guide 2007), balanced with DND/CF requirements, the principal objectives are: to develop a familiarity and understanding of the components of administrative correspondence; to simplify formats for administrative documents while still meeting government and NATO regulations; and to provide examples of and guidance in the application of good administrative practices. CFSAL Military Writing Guide 2007, para 1 Purpose. The purpose of this document is to highlight the basic rules and formats for preparing documents within the Department of National Defence (DND) and the Canadian Forces (CF). Conforming to the provisions of references A through E, balanced with DND/CF requirements, the principal objectives are: to develop a familiarity and understanding of the components of administrative correspondence; to simplify formats for administrative documents while still meeting government and NATO regulations; and to provide examples of and guidance in the application of good administrative practices

Application/Aim The main aim of effective military correspondence is the clear transmission of information from the author to the reader. Other aims include: Comprehensive description of the subject matter; Communicating effectively to become efficient; and Conveying a single meaning to the audience in order to achieve desired results. CFSATE Military Writing and Correspondence page 2/72 Para 9 The main aim of effective military correspondence is invariably the clear transmission of information from the author to the reader. Other aims include: conveying a comprehensive description of the subject matter communicating effectively to become efficient. and finally, conveying a single meaning to the audience in order to achieve the required results. The author must still manage to seize and maintain the reader’s interest. Indeed, the fundamental principles of military writing are no different from those of non-fiction writing in general.

Characteristics In order to achieve these aims,
five characteristics must be used in military correspondence: - Clarity - Accuracy - Relevance - Brevity - Logic CFSATE Military Writing and Correspondence page 2 and 3/72 Para 10

Characteristics Clarity
To ensure it is clear, a military document must always have a singular aim. If several topics need be discussed, several documents are produced. Writing must be explicit, detailed, definite, complete, intelligible and unambiguous. The text must be phrased and readily understood at the first reading. Any chances of ambiguity and implications from which false inferences may be drawn must be eliminated. CFSATE Military Writing and Correspondence page 2/71, Para 10a Clarity. To ensure it is clear, a military document must always have a singular aim. If several topics need be discussed, several documents are produced. Writing must be explicit, detailed, definite, complete, intelligible and unambiguous. The text must be phrased and readily understood at the first reading. Any chances of ambiguity and implications from which false inferences may be drawn must be eliminated.

Characteristics Clarity
Several principles are helpful in achieving clarity: (1) constructing direct statements and preferring the active voice to the passive; (2) using concrete rather than abstract phrases; (3) punctuating skilfully; (4) keeping the sentences short—but avoiding monotony CFSATE Military Writing and Correspondence page 2/71, Para 10a Several principles are helpful in achieving clarity: (1) constructing direct statements and preferring the active voice to the passive; (2) using concrete rather than abstract phrases; (3) punctuating skilfully; (4) keeping the sentences short—but avoiding monotony; and

Characteristics Clarity cont’d:
- Using correct syntax/grammar and not relying on word-processor “spelling checks” as the sole verification as shown below: ‘’Eye halve a spelling chequer , It came with my pea sea it plainly marques four my revue. Miss steaks eye kin knot sea. Eye strike a key and type a word , And weight four it two say weather eye am wrong oar write ,It shows me strait a weigh. As soon as a mist ache is maid ,It nose bee fore two long and eye can put the error rite, Its rare lea ever wrong. Eye have run this poem threw it , I am shore your pleased to no its letter perfect awl the weigh, My chequer tolled me sew’’ Sauce unknown CFSATE Military Writing and Correspondence page 3/71, Para 10a insisting on correct syntax and grammar—and not relying on word-processor ‘spelling checks’ as the sole verification as shown in Figure 1: - Example of a “Spell Checked” Document

Characteristics Accuracy:
military writing must be exact in detail and truth; the author is trusted in having determined the correctness of the information presented; this is important in gaining the recipient’s confidence and imperative when the correspondence deals with operational matters CFSATE Military Writing and Correspondence page 3/71, Para 10b Military writing must be exact in detail and truth. The author is trusted in having determined the correctness of the information presented. This is important in gaining the recipient’s confidence1 and imperative when the correspondence deals with operational matters;

Characteristics Relevance:
The characteristics of the audience for which the author is writing—such as experience, frame of mind, expertise and beliefs - must be well understood if the correspondence is to be effective. This will allow the inclusion of all relevant information without the use of irrelevant words, phrases and ideas. CFSATE Military Writing and Correspondence page 3/71, Para 10c Relevance. The characteristics of the audience for which the author is writing—such as experience, frame of mind, expertise and beliefs—must be well understood if the correspondence is to be effective. This will allow the inclusion of all relevant information without the use of irrelevant words, phrases and ideas

Characteristics Brevity:
Particularly in the case of short military documents such as messages and memoranda, the objective is to communicate information rather than please the reader. Ideas and facts must be expressed as briefly as possible, but not at the expense of clarity, accuracy or relevance. This objective is best achieved through a careful revision of the document to: eliminate unnecessary words and phrases; replace multiple words or phrases by one word of the same meaning; and remove all redundant material. CFSATE Military Writing and Correspondence page 3/71, Para 10d Brevity: Particularly in the case of short military documents such as messages and memoranda, the objective is to communicate information rather than please the reader. Ideas and facts must be expressed as briefly as possible, but not at the expense of clarity, accuracy or relevance. This objective is best achieved through a careful revision of the document to: (1) eliminate unnecessary words and phrases; (2) replace multiple words or phrases by one word of the same meaning; and (3) remove all redundant material; and

Characteristics Logic
Logic is essential to the effectiveness of a document directed at a critical and experienced audience; One train of thought must be carried to its conclusion before another is begun; Evidence and premises must be stated clearly; The discussion must be balanced rather than biased; and The development of ideas must be in an orderly fashion, so that the evidence upon which it is based precedes each deduction/conclusion. CFSATE Military Writing and Correspondence page 3/71, Para 10e The strict application of logic is essential to the effectiveness of a document directed at a critical and experienced audience. One train of thought must be carried to its conclusion before another is begun. Evidence and premises must be stated clearly, in direct support of deductions The discussion must be balanced rather than biased The development of ideas must be in an orderly fashion, so that the evidence upon which it is based precedes each deduction or conclusion. In a well-written document, the order of its paragraphs cannot be changed without stripping it of meaning

Definitions Drafter composes the document for the originator; and
position/appointment normally is shown after the file number as the suffix. Example of file number: (PMed) Drafter in this example is a PMed Tech CFSAL Military Writing guide 2007 page 3 Para 4f Explain example Suffix

Definitions Originator
The originator is the individual whose signature block is on a document. CFSAL Military Writing guide 2007 page 3 Para 4e We will talk about signature block later in the lecture 3/25/2017

Definitions Capitalization Capital letters have three basic uses:
to give emphases to distinguish proper nouns and adjectives to highlight words in headings and captions Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-14 Capitalization Capital letters have three basic uses: to give emphases to distinguish proper nouns and adjectives to highlight words in headings and captions 3/25/2017

Definitions Capitalization Full capitalization shall be used for:
acronyms; security classifications; subject line (s); and annexes, appendices, glossaries, indices. Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-14 Capitalization Full capitalization shall be used for: acronyms; security classifications; subject line (s); and annexes, appendices, glossaries, indices. 3/25/2017

Definitions Capitalization Initial Capitalization
first word of a sentence; Important words in run-in headings; proper names and nouns; each important word in a contents; and the word Government (referring to Canadian Government). Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-14 Capitalization Initial Capitalization first word of a sentence; Important words in run-in headings; proper names and nouns; each important word in a contents; and the word Government (referring to Canadian Government). 3/25/2017

Definitions Punctuation and Capitalization of Subparagraphs:
Punctuation and Capitalization Used. The punctuation used for paragraphs and all subsequent subparagraph levels shall be as follows: a. Sentence that introduces subparagraphs shall end in a colon; b. Subparagraphs (and all subsequent subparagraph levels) consisting of complete sentences shall begin with an upper-case letter and end in a period. Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-15 Punctuation and Capitalization of Subparagraphs: Punctuation and Capitalization Used. The punctuation used for paragraphs and all subsequent subparagraph levels shall be as follows: a. Sentence that introduces subparagraphs shall end in a colon; b. Subparagraphs (and all subsequent subparagraph levels) consisting of complete sentences shall begin with an upper-case letter and end in a period.

Definitions Punctuation and Capitalization Used.
c. Subparagraph (and all subsequent subparagraph levels) consisting of clauses shall begin with a lower-case letter and end in a semicolon. (If the subparagraphs consist of steps in a procedure, or explanations of items identified by run-in headings the subparagraphs may be punctuated as a normal paragraph, i.e., beginning with an upper-case letter and ending with a period.) Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-15 Punctuation and Capitalization Used. c. Subparagraph (and all subsequent subparagraph levels) consisting of clauses shall begin with a lower-case letter and end in a semicolon. (If the subparagraphs consist of steps in a procedure, or explanations of items identified by run-in headings the subparagraphs may be punctuated as a normal paragraph, i.e., beginning with an upper-case letter and ending with a period.)

Definitions Punctuation and Capitalization Used cont’d.
d. When a subparagraph (or subsequent subparagraph levels) is dependent on the d'alinéa) introductory sentence and consists of a number of sentences, those sentences shall be phrases punctuated in the normal manner, except that the first word of the subparagraph shall begin with a lower-case letter and the last sentence of the subparagraph shall end with a semicolon. Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-15 Punctuation and Capitalization Used cont’d. d. When a subparagraph (or subsequent subparagraph levels) is dependent on the d'alinéa) introductory sentence and consists of a number of sentences, those sentences shall be phrases punctuated in the normal manner, except that the first word of the subparagraph shall begin with a lower-case letter and the last sentence of the subparagraph shall end with a semicolon.

Definitions Punctuation and Capitalization Used cont’d:
e. If subparagraphs (or subsequent subparagraph levels) consist of phrases or lists, and if the text of no subparagraph at any one level requires further punctuation, the subparagraphs at that level may begin with lower-case letters and be followed by commas f. The second to last subparagraph for any one level of subparagraph that does not end in a period, shall end with the appropriate punctuation followed by the word(s) and/& or as applicable. g. The last subparagraph for any one level of subparagraph shall end either in a period or the punctuation mark of the next highest level of subparagraph. Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-16 Punctuation and Capitalization Used e. If subparagraphs (or subsequent subparagraph levels) consist of phrases or lists, and if the text of no subparagraph at any one level requires further punctuation, the subparagraphs at that level may begin with lower-case letters and be followed by commas f. The second to last subparagraph for any one level of subparagraph that does not end in a period, shall end with the appropriate punctuation followed by the word(s) and/& or as applicable. g. The last subparagraph for any one level of subparagraph shall end either in a period or the punctuation mark of the next highest level of subparagraph.

Punctuation Marks Spacing
- Standard grammar and punctuation shall be used in correspondence: - Two spaces follow: colons (:), question marks (?), exclamation marks (!) and periods (.) at the end of a sentence. - One space follows: commas (,) and semi-colons (;) Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Standard grammar and punctuation shall be used in correspondence. Two spaces follow colons (:), question marks (?), exclamation marks (!) and periods (.) at the end of a sentence. One space follows commas (,) and semi-colons (;);

Punctuation Marks Apostrophe The apostrophe (') is used to indicate:
- the omission of letters, e.g., req'd for required - the possessive of nouns, e.g., the mechanic's tools - the plural of letters, numbers and symbols, e.g., ABC’s Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pages17 Apostrophe The apostrophe (') is used to indicate: - the omission of letters, e.g., req'd for required - the possessive of nouns, e.g., the mechanic's tools - the plural of letters, numbers and symbols, e.g., ABC’s

Punctuation Marks Brackets Brackets ([ ]) are used within parentheses
to: indicate changes or additions to quoted passages mark off words only indirectly related to the parenthetical material Example: (Contractors shall submit a detailed plan to the Documentation Support Officer [DSO] before commencing such a publication). Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg 17 Brackets indicate changes or additions to quoted passages mark off words only indirectly related to the parenthetical material Example: (Contractors shall submit a detailed plan to the Documentation Support Officer [DSO] before commencing such a publication).

Punctuation Marks Period The period (.) is used:
is used at the end of a declarative sentence (i.e., the sentence is neither an exclamation nor a question); after abbreviations when the abbreviation is also a word, e.g., No. Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg Period is used at the end of a declarative sentence (i.e., the sentence is neither an exclamation nor a question); after abbreviations when the abbreviation is also a word, e.g., No.

Punctuation Marks Colon The colon (:) is used to:
is used to indicate a pause or degree of separation that is less than a period and greater than a semicolon; introduce a formal statement that explains, proves or amplifies a preceding; formal statement (in this case, substituting for such words or phrases as for, via, namely, that is to say); introduce a list or a formal quotation; and introduce a final clause that summarizes preceding text. Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg 17 The colon (:) is used to: a. indicate a pause or degree of separation that is less than a period and greater than a semicolon; b. introduce a formal statement or one that explains, proves or amplifies a preceding formal statement (in this case, substituting for such words or phrases as for, via, namely, that is to say); c. introduce a formal quotation; d. introduce a list or formal quotation; e. introduce a final clause that summarizes preceding text.

Punctuation Marks Semi-colon The semicolon (;) is used to:
mark a longer pause or a definite break in a sentence; join statements that are too closely related in meaning to be written as separate sentences e.g., On start-up, open all vents; on shut-down, reclose vents and ... ; Continuation of a list

Punctuation Marks Semi-colon cont’d
join clauses of a sentence when the connecting conjunction is omitted, e.g., To complete disassembly, remove both pins; place pins in storage slots before raising ... ; and form a link between the clauses of a compound sentence in which there is a contrast of ideas e.g., The winners will progress to further completion; the losers will return to standard activities. Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg 23 Semi-colon cont’d join clauses of a sentence when the connecting conjunction is omitted, e.g., To complete disassembly, remove both pins; place pins in storage slots before raising ... ; form a link between the clauses of a compound sentence in which there is a contrast of ideas e.g., The winners will progress to further completion; the losers will return to standard activities;

Punctuation Marks Comma The comma (,) is used to:
Indicate a slight pause in the text; Separate words or phrases in a series e.g., red, orange, and yellow…; Separate two words or phrases that might otherwise be misunderstood; Replace a word that is common to two parts of a sentence; With the conjunction and to achieve clarity; Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg 18

Punctuation Marks Comma cont’d
set off independent clauses that are joined by such co-ordinating conjunctions as and, but, so, nor and for, e.g., Slight warming of the surface is acceptable, but temperatures above 104 degrees may damage the …; Set off partial phrases, e.g., shrouding the photo cell, rotate the dial clockwise…; and Set off subordinate clauses that are joined by conjunctions, e.g., When replacing the valve stem, ensure there are no leaks. CFSATE Military Writing and Correspondence page 3/71, Para 10d

Abbreviations/Acronyms
An abbreviation is usually a shortened form of a word; An acronym is usually created from the initial letters of a group of words; An abbreviation or acronym is used in correspondence external to the originator's unit, it is to be identified in brackets preceded by the full word or phrase for its first use; and Acronyms are written in capital letters without spaces or punctuation; are usually created from the initial letters of a group of words. Manual of Abbreviations Terminology Bank CFSATE Military Writing and Correspondence page 7-8/72, Para 28 Abbreviations are used to save space and time. The primary purpose of abbreviations is negated and communication is hampered when abbreviations are unclear, complicated, or ambiguous. However, because they may have different meanings depending on the context, they must be used carefully. Where an abbreviation could be misunderstood, the full term should be used. Before using an abbreviation for the first time, it is important to note that the author must first write the term in full and then insert the abbreviation in parentheses after. Abbreviations are used only when their meaning will be unmistakable to a reader and are intended: a. to save space and time; and b. to shorten a text in order to avoid repeating full terms An abbreviation is usually a shortened form of a word, and an acronym is usually created from the initial letters of a group of words. Their use is governed by the regulations stipulated at reference D. The use of abbreviations and acronyms is encouraged, but care should be exercised to avoid possible ambiguity. Abbreviations must be written as identified in the Terminology Bank or the Manual of Abbreviations. If an abbreviation or acronym is used in correspondence external to the originator's unit, it is to be identified in brackets preceded by the full word or phrase for its first use, thus identifying the meaning to the reader.

Abbreviations/Acronyms
Rule The use of abbreviations and acronyms is encouraged but care should be exercised to avoid possible ambiguity. Abbreviations may be used in most types of military correspondence and particularly in messages where time is in short supply. IF THEN an abbreviation or acronym is it is recommended that the words or words used (in a document addressed represented be written in full on the first to Allied forces or civilian appearance, followed by the appropriate addressees) abbreviation or acronym in brackets (i.e., "National Defence Headquarters (NDHQ)"). Acronyms are written in capital letters without spaces or punctuation. Manual of Abbreviations Terminology Bank CFSATE Military Writing and Correspondence page 7-8/72, Para 28 Rule The use of abbreviations and acronyms is encouraged but care should be exercised to avoid possible ambiguity. Reference P states the doctrine and procedure for staff work as it relates to approved abbreviations. Abbreviations may be used in most types of military correspondence and particularly in messages where time is in short supply. IF THEN an abbreviation or acronym is it is recommended that the used (in a document addressed words or words represented to Allied forces or civilian be written in full on the addressees) first appearance, followed by the appropriate abbreviation or acronym in brackets (i.e., "National Defence Headquarters (NDHQ)"). Acronyms are written in capital letters without spaces or punctuation.

Date and Time Date For routine correspondence and orders, the author must use the abbreviated date format, composed of: the day of the month in Arabic digits (leading zeros or ciphers are not to be used) followed by a space; the abbreviated month (see paragraph 29.g) followed by a space; and the last two digits of the year. 1 Sep 11 CFSATE Military Writing and Correspondence page 7-8/72, Para 49 and 50 LFDTS page 3-13/16 Date For routine correspondence and orders, the author must use the abbreviated date format, composed of: the day of the month in Arabic digits (leading zeros or ciphers are not to be used) followed by a space; the abbreviated month (see paragraph 29.g = Months. The names of months are abbreviated by using the first letter (capitalized) with the two following letters (e.g., ‘Aug’). followed by a space; and the last two digits of the year. 1 Sep 11

Date and Time Date Where the correspondence is more formal (e.g., when addressed to agencies outside of the originator’s unit), the author will use the full date format, which consists of: the day of the month in Arabic digits (leading zeros or ciphers are not to be used) followed by a space; the unabbreviated month; and the four digits of the year. 1 September 2011 CFSATE Military Writing and Correspondence page 7-8/72, Para 49 and 50 Date Where the correspondence is more formal (e.g., when addressed to agencies outside of the originator’s unit), the author will use the full date format, which consists of: the day of the month in Arabic digits (leading zeros or ciphers are not to be used) followed by a space; the unabbreviated month; and the four digits of the year. 1 September 2011 40

Date and Time - Messages
Messages require a more precise indication of the moment at which they are released The ‘date-time group’ (DTG) was created to represent the time the message is signed by the releasing officer The date time group consist of fourteen capitalized characters: the first six characters are digits representing the day of the month and then the Coordinated Universal Time (UTC) the letter ‘Z’ to indicate the specified time is in the ZULU time zone (i.e., the UTC time zone); a space; the habitual three-letter abbreviation of the month; a space; and the last two digits of the year CFSATE Military Writing and Correspondence page 12 and 13/72 LFDTS 3-6/16 Messages require a more precise indication of the moment at which they are released The ‘date-time group’ (DTG) was created to represent the time the message is signed by the releasing officer The date time group consist of fourteen capitalized characters: the first six characters are digits representing the day of the month and then the Coordinated Universal Time (UTC) the letter ‘Z’ to indicate the specified time is in the ZULU time zone (i.e., the UTC time zone); a space; the habitual three-letter abbreviation of the month; a space; and the last two digits of the year

Date and Time - Messages
Date-Time Group Example The following DTG indicates that the message was released at 1437 UTC on the 9th of September 2010: Local time would appear as such SEP 10 091437Z SEP 10

Use of Numbers Numbers Spelled Out
numbers from zero to nine inclusive; ordinal numbers from first to ninth inclusive; numbers that begin a sentence; numbers used in conjunction with numbers that begin a sentence, e.g., Nine or ten shall be taken…; Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-8 and B-9 Numbers - Spelled Out The following numbers shall be spelled out: a. cardinal numbers from zero to nine inclusive; b. ordinal numbers from first to ninth inclusive; c. numbers that begin a sentence; d. numbers used in conjunction with numbers that begin a sentence, e.g., Nine or ten shall be taken; e. in monetary expressions of ninety-nine cents or less, e.g., twenty-five cents; f. either of two adjacent numbers, e.g., five 2-inch bolts or 153 ten-point characters; and g. numbers that are used in fractions (one half) or compound adjectives (three-phase plan), and that do not describe units of measurement.

Use of Numbers Numbers Spelled Out cont‘d
in monetary expressions of ninety-nine cents or less, e.g., twenty-five cents; either of two adjacent numbers, e.g., five 2-inch bolts or 153 ten-point characters; and either of two adjacent numbers that are used in fractions (one half) or compound adjectives (three-phase plan), and that do not describe units of measurement. Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-8 and B-9 Numbers Spelled Out cont‘d in monetary expressions of ninety-nine cents or less, e.g., twenty-five cents; either of two adjacent numbers, e.g., five 2-inch bolts or 153 ten-point characters; and either of two adjacent numbers that are used in fractions (one half) or compound adjectives (three-phase plan), and that do not describe units of measurement.

Use of Numbers Numbers Written as Figures
cardinal numbers above nine, e.g., 10, 25; ordinal numbers above ninth, with the appropriate suffix, e.g., 10th and 23rd; Cardinal and ordinal numbers below 10 when they are used in conjunction with higher numbers, e.g., Storage areas may contain 4, 8 or 10 racks: the 3rd, 7th and 11th racks respectively shall be reserved for files; numbers with a decimal point; numbers in equations, formulae or mathematical expressions, e.g., subtract 2 and divide by 5; Writing, Format and Production of Technical Publications, Annex B (Writer’s guide) pg B-8 and B-9 Numbers - Written as Figures Cardinal numbers above nine Ordinal numbers above 10 Numbers with a decimal point Numbers in equations, formulas or mathematical expressions Number that represent organizational positions (pay level 3) Monetary expressions over ninety-nine cents Mixed numbers Numbers that express percentage, distance, weight, temperature, date and time etc

Use of Numbers Numbers Written as Figures
numbers that represent organizational positions, e.g., pay level 3; a part or unit considered as one of a series, e.g., unit No. 1 or rack No. 3; monetary expressions over ninety-nine cents; number that express percentage, proportion, distance, dimensions, weight, volume, temperature, dates, clock time, latitude, longitude and other units of measurement; and mixed numbers, e.g., 1-1/4 inch bolts. Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg B8 and B9 Numbers - Written as Figures Cardinal numbers above nine Ordinal numbers above 10 Numbers with a decimal point Numbers in equations, formulas or mathematical expressions Number that represent organizational positions (pay level 3) Monetary expressions over ninety-nine cents Mixed numbers Numbers that express percentage, distance, weight, temperature, date and time etc 46

Sentence Structure and Length
A sentence consists of at least a subject and a verb; A sentence should be one thought; The subject may be a noun, pronoun, phrase; The verb shall agree with the subject in number, and may be complemented by an adverb or a direct/indirect object, adverbial phrase or a clause; Complicated clauses shall be avoided as they often result in ambiguity; Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pg A sentence consists of at least a subject and a verb The subject may be a noun, pronoun, phrase or clause The verb shall agree with the subject in number, and may be complemented by a direct object, indirect object, adverbial phrase or a clause Complicated clauses shall be avoided as they often result in ambiguity

Sentence Structure and Length
Syntax is the wording and arranging of the parts of a sentence to form a coherent whole. Proper arrangement consists in placing related words as close to each other as possible so that their meaning is clear. The reader should be able to understand descriptions, explanations and instructions quickly, without having to consult other sources for clarification. The recorder operates quietly and with smoothness (bad); The recorder operates quietly and smoothly (better) e.g., Check for lube oil, grease, hydraulic fluid, fuel oil and water leaks and if leaks are discovered, report them to the maintenance supervisor. (poor) Check for lube oil, grease, hydraulic fluid and water leaks. If any leaks are discovered, report them to the maintenance supervisor. (better) Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pages 13-14 Syntax is the wording and arranging of the parts of a sentence to form a coherent whole. Proper arrangement consists in placing related words as close to each other as possible so that their meaning is clear. The reader should be able to understand descriptions, explanations and instructions quickly, without having to consult other sources for clarification. The recorder operates quietly and with smoothness (bad); The recorder operates quietly and smoothly (better) Check for lube oil, grease, hydraulic fluid, fuel oil and water leaks and if leaks are discovered, report them to the maintenance supervisor. (poor) Check for lube oil, grease, hydraulic fluid and water leaks. If any leaks are discovered, report them to the maintenance supervisor. (better)

Paragraph Structure Paragraphs shall be short, usually three to five sentences in length; Shall deal with only one idea and include as much information as the reader can grasp easily; Each paragraph shall be organized around a topic sentence; Sentences shall be arranged in a logical order; Paragraphs may carry run-in headings followed by a period; Paragraphs shall be limited to no more than three levels of subdivision Writing Format and Production of technical Publications, Annex B (Writers' guide) C /AG-006) (B52) Pages 13-14 Paragraphs shall be short, usually three to five sentences in length shall deal with only one idea, and include only as much information as the reader can grasp easily Each paragraph shall be organized around a topic sentence that gives the main idea of its contents Sentences shall be arranged in a logical order Paragraphs may carry run-in headings followed by a period Paragraphs shall be limited to no more than three levels of subdivision

File Numbers FILE NUMBER AND DRAFTER IDENTIFICATION
each new document must be assigned a file number by the author; it consists of a combination of digits and letters organized as specified in orders; the position or function of the drafter (which may be the same as the person signing the correspondence) must then be indicated, within brackets, immediately following the file number CFSAL Military Writing Guide 2007, Pg 12 THE FILE NUMBER AND DRAFTER IDENTIFICATION To facilitate the handling and archiving of military correspondence, each new document must be assigned a file number by the author. It consists of a combination of digits and letters organized as specified in orders (for the sake of convenience, most units have a local summary of the file numbers they use most). The position or function of the drafter (which may be the same as the person signing the correspondence) must then be indicated, within brackets, immediately following the file number.

Definitions Example of file number: 6675-1 (PMed)
Drafter in this example is a PMed Tech Suffix 51

References References are often used within the body of a document, to refer to telephonic conversations, other correspondence, orders, regulations, and policy documents. References that are not mentioned in the text must not appear in the reference list. Reference Paragraph Vertically, one empty line separates the reference paragraph from the preceding subject statement and it is also separated from the subsequent introduction by one empty line. CFSAL Military Writing Guide 2007, Pg 16 and 17/72 References are often used within the body of a document, to refer to telephonic conversations, other correspondence, orders, regulations, and policy documents. References that are not mentioned in the text must not appear in the reference list. Reference Paragraph Vertically, one empty line separates the reference paragraph from the preceding subject statement and it is also separated from the subsequent introduction by one empty line.

References Reference List
Immediately following the word ‘Reference:’ are two spaces then the first (or only) reference; If there are more than one, they are sequentially numbered using capitalized letters then a period and two spaces; The references must be listed in the order they are first referred to in the text; CFSAL Military Writing Guide 2007, Pg 71 Reference List. Immediately following the word ‘Reference:’ are two spaces then the first (or only) reference. If there are more than one, they are sequentially numbered using capitalized letters then a period and two spaces. The references must be listed in the order they are first referred to in the text;

References References are described in one of several manners, depending on their nature : Messages - by presenting the originating unit, then the originator’s message number, followed by the date-time group; Other Correspondence - by presenting the originating unit, then the file number and drafter identification, then the release date; CFSAL Military Writing Guide 2007, Pg 16/72 References are described in one of several manners, depending on their nature Messages by presenting the originating unit, then the originator’s message number, followed by the date-time group Other Correspondence by presenting the originating unit, then the file number and drafter identification, then the release date.

References Discussions - For letters: by stating ‘Discussion’, then the rank, name, position, and organization of the higher-ranked interlocutor, then an oblique, then the rank, name, position, and organization of the other interlocutor, followed by date of discussion occurred for memos: the organization can be left out, if both are part of the same unit CFSAL Military Writing Guide 2007, Pg 71 Discussions For letters: by stating ‘Discussion’, then the rank, name, position, and organization of the higher-ranked interlocutor, then an oblique, then the rank, name, position, and organization of the other interlocutor, followed by date of discussion occurred memos; the organization can be left out, if both are part of the same unit

References Telephone Conversations - by stating ‘Telecon’, then the name and unit of the call’s originator, then an oblique, then the name and unit of the interlocutor, then the date on which the conversation occurred. - is the same as telecon Canadian Forces Publications - by presenting all of the NDID code fields assigned to the document, then the date of issue or of the latest change, whichever is later. Part, section, chapter and paragraph numbers may be used to guide the recipient, but page numbers are never to be used Telephonic Conversations. By stating ‘Telecon’, then the name and unit of the call’s originator, then an oblique, then the name and unit of the interlocutor, then the date on which the conversation occurred Canadian Forces Publications. By presenting all of the NDID code fields assigned to the document, then the date of issue or of the latest change, whichever is later. The title of the document may be added after its NDID code fields for convenience, at the author’s discretion. Part, section, chapter and paragraph numbers may also be used to guide the recipient, but page numbers are never to be used (since they are prone to vary frequently, for instance when amendments are made or changes are issued);

References Orders - by presenting the order type (e.g., ‘CFAO’, ‘DAOD’, ‘QR&O’, etc.) then its number. Part, section, chapter and paragraph numbers may also be used to guide the recipient. Page numbers are never to be used. Description Suffixes - two expressions with a specific meaning are used in some circumstances to further assist the recipient; CFSAL Military Writing Guide 2007, Pg 71 Orders. By presenting the order type (e.g., ‘CFAO’, ‘403 Sqn UMI’, ‘QR&O’, etc.), then its number. Part, section, chapter and paragraph numbers may also be used to guide the recipient page numbers are never to be used (since they are prone to vary frequently, for instance when amendments are made or changes are issued

References ‘Enclosed’ when the reference is physically provided with the correspondence, the reference description is followed by ‘(enclosed); and ‘NOTAL’ when the reference is not available to every recipient of the correspondence, its description is followed by ‘(NOTAL)’. This is in the case of enclosures too bulky to send to all recipients or, if a previous series of communications was conducted prior to adding an addressee to the chain of correspondence, then certain referenced letters and messages will not have been received by the new addressee. used in some circumstances to further assist the recipient; (a) ‘Enclosed’. When the reference is physically provided with the correspondence, the reference description is followed by ‘(enclosed); and (B) NOTAL’. When the reference is not available to every recipient of the correspondence, its description is followed by ‘(NOTAL)’. This is in the case of enclosures too bulky to send to all recipients (IE: boxes of photographs from an investigation sent to the primary addressee only), or, if a previous series of communications was conducted prior to adding an addressee to the chain of correspondence, then certain referenced letters and messages will not have been received by the new addressee.

References Example of a Reference list in a document:
AIRCRAFT MAINTENANCE SCHEDULING References: A. Telecon Capt Smith CFSATE/Capt George 1 Wing HQ 3 Aug 2000 B. 1 CAD HQ A4 MAINT Z JUL 00 (enclosed) C. Our (ARO) 22 Jul 00 (NOTAL) D. QR&O A meeting was held on 31 Aug 11, ……… Subject is always underlined First paragraph

Addressee The addressee is the intended recipient of the correspondence Two formats are used, depending on the type of correspondence: Correspondence to CF, DND and NATO a position or appointment designator, never the person’s name, always indicates the addressee The full address of the addressee’s unit is also included in the case of letters CFSAL Military Writing Guide 2007, Pg 12/72 The addressee is the intended recipient of the correspondence. Two formats are applicable, depending on the type of correspondence: In Correspondence to CF, DND and NATO Recipients. A position or appointment designator, never the person’s name, always indicates the addressee. The full address of the addressee’s unit is also included in the case of letters; and

Addressee Letters to Agencies Outside the CF, DND, NATO
The full address of the recipient is indicated The person’s name may be used when proper protocol or etiquette dictates CFSAL Military Writing Guide 2007, Pg 12/72 In Letters to Agencies Outside the CF, DND and NATO The full address of the recipient is indicated. The person’s name may be used when proper protocol or etiquette so dictates

Signature Blocks A handwritten or stamped signature must always appear on the original document, except for correspondence transmitted electronically. the use of initials is discretionary normally the person named in the signature block signs the correspondence in some cases, however, that person may be away and someone else for the sake of timeliness may sign the correspondence CFSATE Military Writing and Correspondence 2006 p. 21 A hand-written or stamped signature must always appear on the original document, except for correspondence transmitted electronically. While it is general practice in letters to write the first name in full, the use of initials is discretionary. Normally the person named in the signature block signs the correspondence. In some cases, however, that person may be away and someone else for the sake of timeliness must sign the correspondence In such cases, this other person signs his or her own name and rank ‘for’ the named person. Otherwise, the correspondence only be signed by the previously-designated acting incumbent, with his or her own signature block. 5 empty lines follow the last paragraph (The signature in this space) Initials and last name of the sender Rank of the sender Position of the sender Telephone number (optional)

Signature Blocks Components of a signature block: Name of the sender
Rank (for military personnel only) Position or title Telephone number (optional) Authority line (when required) DAOD , Format for Signature Block in Correspondence Components of a signature block: Name of the sender Rank (for military personnel only) Position or title Telephone number (optional) Authority line (when required)

Signature Blocks Maj Rank of the sender BSurg Position of the sender
For internal correspondence such as memo, minutes, reports, agendas and so on – Abbreviated English Signature Block It is typed on the sixth line or text leaving five clear spaces. 1 space 2 space 3 space 4 space 5 space (Start writing on the 6th line) I.M. Boss Initials and last name of the sender Maj Rank of the sender BSurg Position of the sender 1234 Telephone number (optional) DAOD , Format for Signature Block in Correspondence For internal correspondence such as memo, minutes, reports, agendas and so on – Abbreviated English Signature Block I.M. Boss Maj BSurg 1234 Correspondence to NATO or civilian organization (letter) – Complete English Signature Block Major Base Surgeon (705) extension 1234 3/25/2017

Signature Blocks Correspondence to NATO or civilian organization (letter) – Complete English Signature Block It is typed on the sixth line of text leaving five clear spaces. 1 space 2 space 3 space 4 space 5 space (Start writing on the 6th line) I.M. Boss Name of the sender Major Rank (for military only) Base Surgeon Position or title (705) extension 1234 Telephone no. (optional) Correspondence to NATO or civilian organization (letter) – Complete English Signature Block It is typed on the sixth line of text leaving five clear spaces. 1 space 2 space 3 space 4 space 5 space (Start writing on the 6th line) I.M. Boss Major Base Surgeon (705) extension 1234 3/25/2017

Annexes Separated from the last line of the signature block by one empty line, the list consists of: - the word ‘Annex:’ (or ‘Annexes); - one empty line; - an inventory of the annexes and their respective appendices, each accompanied, on the same line, by their respective subject Annexes. Separated from the last line of the signature block by one empty line, the list consists of: - the word ‘Annex:’ (or ‘Annexes); - one empty line; - an inventory of the annexes and their respective appendices, each accompanied, on the same line, by their respective subject

Annexes Identification – always beginning a new page an informational paragraph in the upper left corner of the first page, (never put in the header) the word “Annex” followed by a space and it’s sequential number in capitalized letters (a single annex is “Annex A”) the file number and drafter identification of the parent correspondence date of document one space, then the subject line (must match to the document) a. Identification. Always beginning on a new page, annexes are identified by an informational paragraph in the upper left-hand corner of their first page. It contains the following lines: (1) the word ‘Annex’ followed by a space and its sequential number in capitalized letters (a single annex is ‘Annex A’); (2) the file number and drafter identification of the parent correspondence; and (3) the release date of the parent correspondence;

Annexes Format. Annexes are subject to the same conventions as the other types of correspondence. For instance, they must have their own subject, may make use of headings, and may list references as required; and Page Numbering. When the annex contains only one page, it is not numbered. Should there be more than one page, all are numbered in the same fashion as for other correspondence with the exception that the number of the annex (a capitalized letter) and a hyphen immediately precede the page numbers (e.g., ‘B-4/7’ would appear on page four of Annex B, which consists of seven pages). Format. Annexes are subject to the same conventions as the other types of correspondence. For instance, they must have their own subject, may make use of headings, and may list references as required; and Page Numbering. When the annex contains only one page, it is not numbered. Should there be more than one page, all are numbered in the same fashion as for other correspondence (see paragraph 44) with the exception that the number of the annex (a capitalized letter) and a hyphen immediately precede the page numbers (e.g., ‘B-4/7’ would appear on page four of Annex B, which consists of seven pages). 3/25/2017

Appendices Used to further amplify material from an annex, they are subject to the same conventions The only two differences are: 1- An additional line precedes the identification paragraph. It consists of the word ‘Appendix’ followed by a space and its sequential number in Arabic numerals (a single appendix is ‘Appendix 1’) 2- The number of the appendix is added to the page numbering, immediately following the letter representing its parent annex (e.g., ‘C4-2/3’ would appear on page two of Appendix 4 - consisting of three pages - to Annex C). Appendices. Used to further amplify material from an annex, they are subject to the same conventions. The only two differences are: An additional line precedes the identification paragraph. It consists of the word ‘Appendix’ followed by a space and its sequential number in Arabic numerals (a single appendix is ‘Appendix 1’); and The number of the appendix is added to the page numbering, immediately following the letter representing its parent annex (e.g., ‘C4-2/3’ would appear on page two of Appendix 4—consisting of three pages—to Annex C).

Appendices shall have their own subject heading;
must be referred to in the Annex; single form of appendices - appendix after the signature block the headings “Annex(es)” shall appear, followed by a list of Annexes and appendices

Enclosure An enclosure is additional material included with a document other than annexes, appendices or references. They may consist of previous correspondence, extracts from publications, or other simple written material; bulky items such as photographs, analysis samples may likewise accompany correspondence as enclosures. When that is the case, all enclosures must be listed as references (with a short description) and mentioned in the text of the correspondence. LFDTS page 3-12/16 CFSATE Military Writing and Correspondence page 24/72 An enclosure is additional material included with a document other than annexes, appendices or references. Enclosures. It is occasionally necessary, or at least convenient, to include other items with a particular communiqué. They may consist of previous correspondence, extracts from publications, or other simple written material; bulky items such as photographs, analysis samples, aircraft components, or even flight-safety evidence may likewise accompany correspondence as enclosures. When that is the case, all enclosures must be listed as references (with a short description) and mentioned in the text of the correspondence (see paragraph 60). Enclosures do not form an inherent component of the correspondence.

Enclosure Enclosures The word ‘Enclosure:’ (or ‘Enclosures:’) is printed after one empty line below the end of the annexes-and-appendices list; or below the signature block if there are no annexes; and Enclosures do not form an inherent component of the correspondence. CFSAL Military Writing Guide 2007, Pg 24 LFDTS page 3-12/16 and 3-13/16 Enclosures. The word ‘Enclosure:’ (or ‘Enclosures:’ if there are more than one) is printed after one empty line below the end of the annexes-and-appendices list (or below the signature block if there are no annexes). The enclosures are then described at 1½ inch from the left-hand margin, starting on the same line as the word ‘Enclosure:’.

Example J. Woods Capt D/SAMEO 3693 Annexes: Annex A Damage Description
Appendix 1 Diagram of the Aircraft Appendix 2 Damaged Ancillary Equipment Annex B Wreckage Area Annex C Rented Salvage Equipment Enclosures: Accident Pictures (three boxes) CF349 Ser No

Distribution List When a document is intended for more than one recipient, the ‘addressee’ line states ‘Distribution List’ or Dist List for memos and a dist list is used to indicate to whom the correspondence has been forwarded. Format: The distribution list is located under the enclosure list, separated by one empty line; and When appropriate, it is broken down into two distinct components—‘Action’ and ‘Information’ addressees. Where a communiqué is intended for more than one recipient, the ‘addressee’ line states ‘Distribution List’ (‘Dist List’ for memos) and a distribution list is used to indicate succinctly to whom the correspondence has been forwarded. The following apply: Format. The distribution list is located under the enclosure list, separated by one empty line. When appropriate, it is broken down into two distinct components—‘Action’ and ‘Information’. The former component (there is always at least one ‘action’ addressee) is invariably presented first followed by the ‘information’ addressees. Within each of these components, the author must use discretion to establish an appropriate sequence (e.g., in order of descending rank, by functional areas, internal then external, etc.).

Distribution List Each category of action or information addressee shall be listed in a logical sequence. Examples are: external/internal addressees (titles are not required under distribution list); by seniority (in alphabetical order if they are of equal status); or by geographical or functional grouping. Distribution List are never used in correspondence to public addressees. CFSATE Military Writing and Correspondence page 14-15/72 LFDTS page 3-14/16 Each category of action or information addressee shall be listed in a logical sequence. Examples are: external/internal addressees (titles are not required under distribution list); by seniority (in alphabetical order if they are of equal status); or by geographical or functional grouping. Distribution List are never used in correspondence to public addressees.

Distribution List Example of a Distribution list on a memo:
Annex C Manpower Requirements Distribution List Action ARO ASO LSO Information AMCRO

Distribution List Rule Correspondence to military addressee(s)
shall be identified by position or appointment, not by name. IF it is distributed to THEN it is identified a single addressee at the heading of the correspondence. multiple addressees in a distribution list in the close of the

Page Numbering all pages are numbered in sequence using Arabic
numerals; Left justified and at 1 inch from the bottom of the page – usually in the footer; single page document is not numbered; shall be indicated using an oblique, actual page number/total page number (excluding annexes and appendices) e.g., 2/4 numbering of annexes shall have the annex letter prior to the page number e.g., A-2/4 CFSATE Military Writing and Correspondence page 11/72, Para 44 and 45 When a document consists of only one page, it is not numbered. If there are more than a single page, each is numbered—left-justified and at 1 inch from the bottom of the page—using Arabic numerals. An oblique follows the page number, then by the total number of pages of the document (excluding annexes and appendices9). One blank line should be left between the last line of text and the page numbering. If security markings are used, they are typed (see paragraph 40) 1 inch from the bottom of the page, and the page number is located two lines above the security marking (one blank line).

Security Classification
PROTECTED A applies to information that is sensitive in other than the national interest, where the injury that would result from compromise would be minimal. This information, while safeguarded in government, is commonly found in the public domain. Examples include: – personal names, addresses and dates of birth; – personal identifiers; – an individual’s linguistic profile; or – third-party business information provided in confidence.

Security Classification
PROTECTED B applies to particularly sensitive information, that when compromised, could reasonably be expected to cause serious injury to non-national interests. It is commonly employed to prevent substantial distress to individuals due to the loss of privacy. Broad categories of such information would include: – medical, psychiatric or psychological information; – information pertaining to an individual’s finances, income, assets or bank balances; – personal recommendations or evaluations; – character references; or – an individual’s racial or ethnic origin, or religious or political beliefs, and associations or lifestyle.

Correspondence General
Written correspondence in the military context is used by, and for, a large number of personnel of mixed background. They have now become the types of military correspondence approved for use within the Canadian Forces. These formats may be grouped in four classifications. Each will be described later on: Communication within a unit (internal) Intended for recipients outside a unit (external) Functions of a specialized nature (agenda, minutes of a meeting) Written correspondence in the military context is used by, and for, a large number of personnel of mixed background. It serves a wide range of purposes, from purely operational matters to technical-staff analyses. No one specific arrangement could suit such a broad spectrum of requirements. Over time, several specific formats have proven effective and efficient, each with a specific purpose. They have now become the types of military correspondence approved for use within the Canadian Forces. These formats may be grouped in four classifications. Each will be described later on: -those destined to communication within a unit (‘internal correspondence’); -those intended for recipients outside of a given unit (‘external correspondence’); -a few others which serve functions of a more specialized nature; and electronic mail.

Correspondence Parts of a Letter The Heading contains the following:
Letterhead Security Marking File Number Date Originator’s Identification (when necessary) Addressee (unless Dist List is used) Subject References THE HEADING Carries administrative details concerning the particular communiqué. Among other things, it informs the reader of things such as the time at which it was released, the topic it discusses, and the originator’s identity. It is a factual part of any military correspondence. The exact composition of the heading varies slightly depending on the particular type of correspondence being used. Generally speaking, however, its components are: a. the letterhead ; b. a security marking ; c. a file number and drafter identification ; d. the date of release ; e. an indication of whether the document was sent in a special fashion (such as Priority Post or Registered Mail); f. the originator's identification (when necessary); g. the ‘addressee’ (unless a distribution list is used); and h. the ‘subject’ The actual discussion of the topic then begins in the next part of the document, the ‘body’.

Correspondence The following guidance applies particularly to memorandums, letters, messages, s, and service papers. The information the originator wishes to convey, whether objective or subjective, is entirely contained within the body. The author will introduce the topic (in the ‘introduction’), elaborate on it (in the ‘discussion’), and ultimately conclude the matter (in the conclusion). The following guidance applies particularly to memorandums, letters, messages, s, and service papers. The information the originator wishes to convey, whether objective or subjective, is entirely contained within the body. The author will introduce the topic (in the ‘introduction’), elaborate on it (in the ‘discussion’), and ultimately conclude the matter (in the conclusion).

Correspondence Parts of a Letter The Body
Introduction. The introduction is specifically aimed at helping the reader understand the remainder of the document. It must present a concise, clear statement of the problem—or of the objective of the discussion and provide the reason for the author’s need to correspond. The following guidance applies particularly to memorandums, letters, messages, s, and service papers. The body of the ‘special’ types of correspondence (minutes, notes to file, minutes of a meeting, agenda and synopses) will be discussed later. The information the originator wishes to convey, whether objective or subjective, is entirely contained within the body. The author will introduce the topic (in the ‘introduction’), elaborate on it (in the ‘discussion’), and ultimately conclude the matter (in the conclusion). This logical, standardized sequence is necessary when preparing military correspondence as, typically, very little time can be afforded by the reader in deciphering artsy structures. After listing the applicable references, the author then proceeds with the introduction of the subject matter. Introduction. The introduction is specifically aimed at helping the reader understand the remainder of the document. It must present a concise, clear statement of the problem—or of the objective of the discussion and provide the reason for the author’s need to correspond. In general, the introduction will situate the reader in terms of space and time. As well (unless the author is absolutely certain all potential readers are familiar with the situation), background information required to understand the discussion must also be provided, such as: a. conclusions reached in earlier meetings or conversations; b. decisions expressed in previous correspondence; and c. occasionally, the particulars of individuals or organizations consulted by the author.

The introduction will situate the reader in terms of space and time. As well (unless the author is absolutely certain all potential readers are familiar with the situation), background information required to understand the discussion must also be provided, such as: conclusions reached in earlier meetings or conversations; decisions expressed in previous correspondence; and occasionally, the particulars of individuals or organizations consulted by the author. The following guidance applies particularly to memorandums, letters, messages, s, and service papers. The body of the ‘special’ types of correspondence (minutes, notes to file, minutes of a meeting, agenda and synopses) will be discussed later. The information the originator wishes to convey, whether objective or subjective, is entirely contained within the body. The author will introduce the topic (in the ‘introduction’), elaborate on it (in the ‘discussion’), and ultimately conclude the matter (in the conclusion). This logical, standardized sequence is necessary when preparing military correspondence as, typically, very little time can be afforded by the reader in deciphering artsy structures. After listing the applicable references, the author then proceeds with the introduction of the subject matter. Introduction. The introduction is specifically aimed at helping the reader understand the remainder of the document. It must present a concise, clear statement of the problem—or of the objective of the discussion and provide the reason for the author’s need to correspond. In general, the introduction will situate the reader in terms of space and time. As well (unless the author is absolutely certain all potential readers are familiar with the situation), background information required to understand the discussion must also be provided, such as: a. conclusions reached in earlier meetings or conversations; b. decisions expressed in previous correspondence; and c. occasionally, the particulars of individuals or organizations consulted by the author. 85

Discussion. The manner in which the facts and the author’s arguments are presented in the discussion has a substantial impact on how well the document is received. It often determines how it will be understood, its credibility, and ultimately, whether it will be acted upon or ignored. Discussion. The manner in which the facts and the author’s arguments are presented in the discussion has a substantial impact on how well the document is received. It often determines how it will be understood, its credibility, and ultimately, whether it will be acted upon or ignored.

Generally, each paragraph will serve to make one point, which is often introduced in the lead sentence. In addition, headings and sub-headings are commonly used to further clarify logical demarcations within the text; Annexes are used for cumbersome details that are part of the discussion material, but whose presence therein would interfere with a clear line of reasoning; and Tables and figures may be used, but with restraint. Each must stand alone and have a descriptive caption that can be easily referred to. Discussion. a. Generally, each paragraph will serve to make one point, which is often introduced in the lead sentence. In addition, headings and sub-headings are commonly used to further clarify logical demarcations within the text; b. Annexes are used for cumbersome details that are part of the discussion material, but whose presence therein would interfere with a clear line of reasoning; and c. Tables and figures may be used, but with restraint. Each must stand alone and have a descriptive caption that can be easily referred to. 87

Correspondence Parts of a Letter The Conclusion Two Purposes:
The author summarizes the consequential conclusions reached, and where appropriate, re-emphasizes the opinions debated within the discussion; and The summary leads naturally and logically to either of the following, depending on the nature of the correspondence: Action Request. The ultimate purpose of most memoranda, letters and messages is to indicate what action the recipients must take; and Recommendations. Where the correspondence represents a staff’s suggestion to superiors, the conclusion clearly delineates the recommended courses of action. The conclusion simply brings the text of the document to an end and never introduces new discussion elements. Conclusion. The conclusion serves two principal purposes: a. The author summarizes the consequential conclusions reached, and where appropriate, re-emphasizes the opinions debated within the discussion; and b. The summary leads naturally and logically to either of the following, depending on the nature of the correspondence: Action Request. The ultimate purpose of most memoranda, letters and messages is to indicate what action the recipients must take; and Recommendations. Where the correspondence represents a staff’s suggestion to superiors, the conclusion clearly delineates the recommended courses of action. The conclusion simply brings the text of the document to an end and never introduces new discussion elements.

Correspondence Parts of a Letter The Close The Signature Block
List of Annexes/Appendices (when required) Information on enclosures (when required) Distribution List (when required) THE CLOSE All details below the last line of the body are collectively known as the ‘close’ of the document. In a manner similar to the heading, its exact composition varies slightly depending on the particular type of correspondence being used, and Part III will show each specific arrangement. The following items are nonetheless often included: a. the signature block; b. the list of annexes and appendices ; c. information regarding enclosures ; and d. the distribution list, if necessary .

Types of Letters CF/DND NATO Public
Correspondence Types of Letters CF/DND NATO Public Military Writing Correspondence CFSATE AERE Sqn (A-36) pg

Correspondence Memorandum Most common form of correspondence
Prepared like a letter no unit addressee short titles used maximum use of abbreviations and acronyms

Correspondence Memorandum

Correspondence Minute CFSAL Military Writing Guide 2007 , Pg 29, 47-48

Correspondence Agenda CFSAL Military Writing Guide 2007 , Pg 36, 57

Correspondence Minutes of a meeting
CFSAL Military Writing Guide 2007 , Pg 36, 58

Correspondence Service paper
CFSAL Military Writing Guide 2007, Pg 36, 60

Correspondence s CFSAL Military Writing Guide 2007

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