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EO 001.02

EO 001.02. 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

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EO 001.02

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  1. EO 001.02 • Prepare • Military Correspondence

  2. 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 1000-3, Format for signature blocks in correspondence Writing Format and Production of technical Publications, Annex B (Writers' guide) C-01-100-100/AG-006) • CFSATE Military Writing and Correspondence 2006 • CFSAL Military Writing guide 2007

  3. Teaching Points • Purpose • Application • Characteristics: • accuracy • clarity • brevity • relevance • logic

  4. Teaching Points • Definitions: • drafter • originator • Capitalization

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

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

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

  8. Teaching Points • Correspondence: • General • Parts/types of letters • Memorandum • Minute • Agenda • Minutes of a meeting • Service paper • E-mails • Annex • Appendix

  9. 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.

  10. 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 audiencein order to achieve desired results.

  11. Characteristics In order to achieve these aims, five characteristics must be used in military correspondence: - Clarity - Accuracy - Relevance - Brevity - Logic

  12. 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.

  13. 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

  14. 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

  15. 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

  16. 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.

  17. 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.

  18. 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.

  19. 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: • 6675-1 (PMed) Drafter in this example is a PMed Tech Suffix

  20. Definitions Originator • The originator is the individual whose signature block is on a document.

  21. Definitions Capitalization • Capital letters have three basic uses: • to give emphases • to distinguish proper nouns and adjectives • to highlight words in headings and captions

  22. Definitions Capitalization • Full capitalization shall be used for: • acronyms; • security classifications; • subject line (s); and • annexes, appendices, glossaries, indices.

  23. 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).

  24. 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.

  25. 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.)

  26. 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.

  27. 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.

  28. 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 (;)

  29. 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

  30. 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).

  31. 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.

  32. 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.

  33. 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 ... ;

  34. 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.

  35. 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;

  36. 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.

  37. 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.

  38. 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.

  39. 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

  40. 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

  41. 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 fourteencapitalized 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

  42. 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: 091437Z SEP 10

  43. 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…;

  44. 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.

  45. 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;

  46. 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.

  47. 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;

  48. 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)

  49. 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

  50. 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

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