Canadian Forces School Of Administration And Logistics (CFSAL)

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Canadian Forces School ofAdministration and Logistics(CFSAL)Resource Management Support ClerkApprentice TrainingMilitary Writing GuideReference: A-AD-121-CO/FP-000 Staff and Writing Procedures

MILITARY WRITING IN THE DEPARTMENT OFNATIONAL DEFENCE AND CANADIAN FORCESReferences: A. Standardization Agreement (STANAG 2066) - Layout for MilitaryCorrespondence (NOTAL)B. Federal Identity Program Manual - Treasury Board of Canada, Secretariat (NOTAL)C. A-AD-121-CO1/FP-000 Staff and Writing ProceduresD. A-AD-121-F01/JX-000 Canadian Forces Manual of AbbreviationsE. QR&O 1.04 Words and Phrases - How ConstruedCHAPTER 1 - INTRODUCTION1.Purpose. The purpose of this document is to highlight the basic rules and formats forpreparing documents within the Department of National Defence (DND) and the CanadianForces (CF). Conforming to the provisions of references A through E, balanced with DND/CFrequirements, the principal objectives are:a.to develop a familiarity and understanding of the components of administrativecorrespondence;b.to simplify formats for administrative documents while still meeting governmentand NATO regulations (references A and B); andc.to provide examples of and guidance in the application of good administrativepractices.2.Application. This guide is designed for Resource Management Support Clerk apprenticelevel trainees to assist with the preparation of correspondence. It is not intended to replace, orsupersede, the publications identified at references C and D.3.Supplementary Documents. Commands may develop a correspondence programme thatis responsive to their unique needs. Supplementary guidelines could include local instructionsconcerning letterheads, unique forms of address, use of authority lines, signature authorities andmethods of internal correspondence.4.Explanation of Terms. The terms in the sub-paragraphs below are designed to providestandard meaning throughout DND/CF with respect to their use in the preparation ofcorrespondence:2/16a.Administrative Correspondence. Administrative correspondence is any written,printed, or electronic communication (other than an electronically transmittedmessage) that is specifically addressed to one or more individuals ororganizations;b.Head. The head is composed of all material preceding the text and includes theletterhead, file number, originator, date, subject and the addressee;Military Writing Guide6 March 2007SME Sgt Roache

c.Body. The body includes references and the text of the correspondence;d.Close. The close contains all material below the last line of the body of thecommunication, including the signature block, authority line, annex listing anddistribution list;e.Originator. The originator is the individual whose signature block is on adocument; andf.Drafter. The drafter composes the document for the originator. The drafter'sposition/appointment normally is shown after the file number as the suffix.5.Types of Correspondence. DND/CF is subject to two sets of conventions foradministrative correspondence, other than messages:a.Correspondence to Military Addressees. This is the normal means ofcorresponding within DND/CF and between NATO addressees consisting ofletters, memoranda, reports and papers; andb.Correspondence to Non-military Addressees. This is the normal means by whichDND/CF and the public correspond.CHAPTER 2 - GENERAL RULES6.Text. The style and tone of the text is at the discretion of the originator. It is theoriginator's responsibility to ensure the text indicates clearly to the reader: who sent thedocument and to whom, the date and subject of the document, what action is required from therecipient, and how and when that person is to achieve it. Other guidelines governing the text areas follows:3/16a.Grammar and Punctuation. Standard grammar and punctuation shall be used incorrespondence. Two spaces follow colons (:), question marks (?), exclamationmarks (!) and periods (.) at the end of a sentence. One space follows commas (,)and semi-colons (;);b.Spelling. The most recent edition of the "Concise Oxford Dictionary", inaccordance with reference E, is the authority for spelling;c.Abbreviations and Acronyms. An abbreviation is usually a shortened form of aword, and an acronym is usually created from the initial letters of a group ofwords. Their use is governed by the regulations stipulated at reference D. Theuse of abbreviations and acronyms is encouraged, but care should be exercised toavoid possible ambiguity. If an abbreviation or acronym is used incorrespondence external to the originator's unit, it is to be identified in bracketspreceded by the full word or phrase for its first use, thus identifying the meaningto the reader. Acronyms are written in capital letters without spaces orpunctuation;Military Writing Guide6 March 2007SME Sgt Roache

d.Gender-Inclusive Language. Language can both reflect and shape the way peopleare treated. Bias-free language is effective language and shall be used wheneverpossible;e.Capitalization. Capital letters have three basic uses: to give emphases, todistinguish proper nouns and adjectives; and to highlight words in headings andcaptions. The following are examples of proper capitalization within DNDcorrespondence:(1)(2)(3)(4)(5)4/16Governments and Government Bodies:(a)the Government of Canada; and(b)the House of Commons.Titles of Office or Rank:(a)The Honourable Paul Martin, Prime Minister of Canada; and(b)Colonel Theriault.Languages and People:(a)Francophones; and(b)English.Military Terms:(a)the Canadian Forces;(b)Canadian Forces Base Borden;(c)The Canadian Decoration;(d)EXERCISE RAPIER THRUST;(e)a Boeing 747; and(f)Her Majesty's Canadian Ship (HMCS) HALIFAX.The Salutation and Complimentary Close:(a)Dear Madam; and(b)Yours truly.Military Writing Guide6 March 2007SME Sgt Roache

f.Numbering. Numbers within DND/CF correspondence are governed by thefollowing regulations:(1)Numbers from 0 - 9 are written in full (ex. zero, one, two);(1)Numbers with two or more digits are to be expressed in figures(ex. 10, 649);(2)Ordinals should be treated in the same way as cardinal numbers:(3)(4)(a)seven and seventh; and(b)101 and 101st.Initial numbers. Spell out a number or the word number when it occurs atthe beginning of a sentence. This also includes the related numbers thatclosely follow it:(a)Three hundred persons were expected, but only twenty-threeshowed up;(b)Number 16 was the last in the series; there was no number 17; and(c)Sixteen RMS Clks were tasked for the exercise and six remained atthe unit.Time of Day:(a)0815 hours (full format); and(b)2030 hrs (abbreviated format).CHAPTER 3 - ILLUSTRATED EXAMPLES7.5/16The following pages illustrate examples of properly formatted DND/CF correspondence:Military Writing Guide6 March 2007SME Sgt Roache

Sample Letter To Single DND/CF AddresseeOne-inchmarginCanadian Forces School ofAdministration and LogisticsPO Box 1000 Stn MainBorden ON L0M 1C0Date in Full1000-1 (RMS)For single addressees, the fulladdress and position (never name)is identified. For multipleaddresses, use a Distribution List.9 June 2006Commanding OfficerCanadian Forces Base HalifaxPO Box 99000 Stn MainHalifax NS B3K 5X5RESOURCE MANAGEMENT SUPPORT CLERKQUALIFICATION LEVEL THREERefers to a messageReferences: A. NDHQ OTTAWA D MIL C 234 241901Z FEB 05B. CFB Halifax 5600-1 (Adm O) 5 June 2005 (enclosed)C. CFB Halifax 5600-1 (CC) 6 Jul 05Refers to a letterRefers to a memo1.A letter is a common form of correspondence within the Department of National Defence (DND). Thetone is formal and can cover topics ranging from business and operations to congratulatory and welcomegreetings. Abbreviations will not be used and the numbers one to nine will be written out. Two spaces proceedeach period (.) and colon (:). All other punctuation shall be separated by one space.2.The following formatting rules apply to a letter:a.the document is left justified;b.a one inch margin is set for letters without letterhead, and a one and a half inch margin for thosewith letterhead; andc.if a letter contains a service number the designation PROTECTED A will appear one inch from thetop and bottom of the page. It is not necessary to number a single page, however if you have morethan one page they must be numbered.3.All DND correspondence shall follow a logical sequence including an introduction, development of thesubject matter and a conclusion. The text should be accurate, brief in description and clear in direction. Allinformation included in a piece of correspondence should be relevant to the subject matter identifying who, whatwhere, when and why. Annexes and appendices are an excellent way to include large amounts of organizedinformation that is pertinent to the subject of the document. Lastly, the document shall be free of spelling andtypographical errors.SignedJ.J.Y. MorinLieutenant-ColonelCommandant6/16Full signature blocktyped on the sixth linefrom the last line of textleaving five clearspaces.Military Writing Guide6 March 2007SME Sgt Roache

Sample Letter To Multiple DND/CF AddresseesCanadian Forces School ofAdministration and LogisticsPO Box 1000 Stn MainBorden ON L0M 1C0The term Distribution List is usedas the addressee.1000-1 (RMS)19 June 2006Distribution ListRESOURCE MANAGEMENT SUPPORT CLERKQUALIFICATION LEVEL THREEReferences: A. NDHQ OTTAWA D MIL C 234 241901Z FEB 05B. CFB Halifax 5600-1 (Adm O) 5 June 2005 (enclosed)C. CFB Halifax 5600-1 (CC) 6 Jul 051.A letter is a common form of correspondence within the Department of National Defence (DND). Thetone is formal and can cover topics ranging from business and operations to congratulatory and welcomegreetings. Abbreviations will not be used and the numbers one to nine will be written out. Two spaces proceedeach period (.) and colon (:). All other punctuation shall be separated by one space.2.The following formatting rules apply to a letter:a.the document is left justified;b.a one inch margin is set for letters without letterhead, and a one and a half inch margin for thosewith letterhead; andc.if a letter contains a service number the designation PROTECTED A will appear one inch from thetop and bottom of the page. It is not necessary to number a single page, however if you have morethan one page they must be numbered.3.All DND correspondence shall follow a logical sequence including an introduction, development of thesubject matter and a conclusion. The text should be accurate, brief in description and clear in direction. Allinformation included in a piece of correspondence should be relevant to the subject matter identifying who, whatwhere, when and why. Annexes and appendices are an excellent way to include large amounts of organizedinformation that is pertinent to the subject of the document. Lastly, the document shall be free of spelling andtypographical errors.1/27/16If two pages are required, move the lastparagraph to the second page. If itwould create too much space on theprevious page, take at least two lines oftext from the last paragraph. Asignature block should never be aloneon a page.Military Writing Guide6 March 2007SME Sgt Roache

Sample Letter To Multiple DND/CF Addressees(page 2)4.The Staff and Writing Procedures for the Department of National Defence and the Canadian Forces is theonly official publication governing correspondence and should be consulted when clarification is required.SignedJ.J.Y. MorinLieutenant-ColonelCommandant(705) 424-1200 local 3939Distribution ListActionCommanderCanadian Forces Support Training GroupCanadian Forces Base BordenPO Box 1000 Stn MainBorden ON L0M 1C0Addressees that are external tothe originator's unit are written infull address form.Chief ClerkPermanent Executive Secretariat ofthe Conference of the Armies of the Americas (PESCAA)920 Princess Street, Suite 2023rd FloorKingston ON K7L 1H1Director Military Human Resource Requirements 2-2-3NDHQ PRL Personnel RecordsNational Defence HeadquartersMGen George R. Pearkes Building101 Colonel By DriveOttawa ON K1A 0K2InformationCmdtDCmdtAdjtRSMAddressees that are internal to theoriginator's unit are written as theabbreviated positions and listed inseniority order, by rank.2/28/16Military Writing Guide6 March 2007SME Sgt Roache

Sample Memorandum To A Single AddresseeOne-inchmarginUse abbreviated date. No"0" prior to single digitdate.PROTECTED AMemorandum4500-1 (Cmdt)For single addressees, theabbreviated position (never name)is identified. For multipleaddresses, use a Distr List.1 Jan 06CCSAMPLE MEMO FOR RMS QL3A11 222 333 CPL JOHNSON JLOnly last line of text is underlined. Note: Ctrl/Shftand spacebar will extend your line w/o text, as seenhere.Ref: QR&O 1.011.A memo is a common form of correspondence within an originators establishment/unit. The tone isbusiness like and to the point. Numbers used in the text from one to nine will be written out. Two spaces folthe colon (:) and a period (.), all other punctuation shall be separated by one space.2.The fol formatting rules apply to a memo:a.the document is left justified;b.all margins are set at one inch from the top, bottom, and one inch on the left and right; andc.if the memo contains a SN, the designation PROTECTED A will appear one inch from the top andbottom of the page. It is not necessary to number a single page, however if you have more thanone page, they must be numbered.3.The use of official abbreviations and acronyms is required. Whenever possible, keep ranks andnames/dates together on the same line of text.SignedAbbreviated signatureblock typed on thesixth line from the lastline of text leaving fiveclear spaces.J.J.Y. MorinLColCmdt3960Encl: Updated Lesson Plan PO 009PROTECTED A9/16Military Writing Guide6 March 2007SME Sgt Roache

Sample Memorandum To Multiple AddresseesPROTECTED AMemorandumThe term Distr Listis used as theaddressee.4500-1 (Cmdt)1 Jan 06Distr ListUse periods in between initswhen they are placedbetween the Rank and NameSAMPLE MEMO FOR RMS QL3A11 222 333 CPL J.L. JOHNSONRefs: A. QR&O 1.01B. CFSAL Borden SOP 20-10 (42)1.A memo is a common form of correspondence within an originators establishment/unit. The tone isbusiness like and to the point. Numbers used in the text from one to nine will be written out. Two spaces folthe colon (:) and a period (.), all other punctuation shall be separated by one space.2.The fol formatting rules apply to a memo:a.the document is left justified;b.all margins are set at one inch from the top, bottom, and one inch on the left and right; andc.if the memo contains a SN, the designation PROTECTED A will appear one inch from the top andbottom of the page. It is not necessary to number a single page, however if you have more thanone page, they must be numbered.3.The use of official abbreviations and acronyms is required. Whenever possible, keep ranks andnames/dates together on the same line of text.SignedJ.J.Y. MorinLColCmdt3960Encl: Updated Lesson Plan PO 009Distr List (page 2)1/2PROTECTED A10/16Move Distr List to nextpage if not enoughspace available.Leave a blank line betweenthe page number and thesecurity classification.Military Writing Guide6 March 2007SME Sgt Roache

Sample Memo To Multiple Addressees (Page 2)PROTECTED ADistr ListActionAction addressees have arequired action as aresult of the memoCI NCM TrgOIC RMS Trg CoySI RMS Trg CoyInfoDCmdtSCWOCCInfo addressees are onlyrequired to be informed of thememo particulars and have noaction.If all addressees are action thetitles "Action" and "Info" areomitted and the positions arelisted in Seniority Order under theheading Distr List. Example.Distr ListDCmdtCI NCM TrgOIC RMS Trg CoySCWOSI RMS TRG CoyCC2/2PROTECTED A11/16Military Writing Guide6 March 2007SME Sgt Roache

Sample Letter To Non-DND/CF Addressees1.5 inch leftmarginNational DéfenseDefence nationaleCanadian Forces Base BordenPO Box 1000 Stn MainBorden ON L0M 1C05000-1 (BOR)Date in full format.31 August 2006Wendy MoneyLoans OfficerCanadian Imperial Bank of Commerce222 Molson Park DriveBarrie ON L3K 2R5A Salutation is used for civilianaddressees.Dear Ms. Money,This letter serves as a statement of earnings for Master Corporal John Smythe, a full-timeReserve Force member of this unit.Paragraphsare neitherindented nornumbered.His monthly earnings are 3999.00 plus a Post Living Differential Allowance of 131.00totaling an annual salary of 49 560.00. Upon reviewing his service file Master CorporalSmythe has not had an administrative action taken against him with respect to financialcommitments.For further information, please contact the undersigned.Yours truly,A Complimentary Closing isused with a Salutation.SignedA.J. BravoCaptainBase Administration Officer(705) 424-1200 extension 1212C.C.John SmithBranch ManagerCanadian Imperial Bank of Commerce222 Molson Park DriveBarrie ON L3K 2R512/16Military Writing GuideDistribution Lists are not used.Instead the term C.C. (carboncopy) precedes the address ofeach additional recipient.6 March 2007SME Sgt Roache

Sample MessageFrom DND Message Drafter ProgramUNCLAS01 02 080948Z OCT 02 RRUUUU5000 -1 (CFFM)UUUUCFFM 034First addresseelisted is the FROMaddressee.NDHQ DGME J3 ENGR OTTAWA//CFFM//HMCS ATHABASKAN//XO//AIG 1704Subsequentaddressees are TOunless preceded bythe term INFO.NDHQ DGMC OTTAWA//D MIL C 2// ZENXMT HMCS ATHABASKANUNCLAS CFFM 034SIC WAHEnsure you haveone clear spacebetween // and ZENSUBJ: RETIREMENT CPO1 JOE FIREMAN SMM CD FIRE FTR 651REF: CANFORGEN 052/03 ADMHRMIL 015 091747Z APR 031. AFTER OVER 34 YRS OF DEDICATED SVC WITH THE RCN AND THE CFCPO1 JOE FIREMAN CFFM 3 2 MOC 651 ADVISOR WILL BEGIN HISOnly essentialpunctuation is used.One space shall be leftafter all punctuationused. No punctuation isused at the end of parasor sub-paras.RETIREMENT LEAVE ON 15 NOV 022. A LUNCHEON IN HIS HONOUR WILL BE HELD AS FOL:A. 13 NOV 02 AT 1200 HRSB. IRISH PUB 101 CLARENCE ST OTTAWA3. THOSE WISHING TO SEND MESSAGES OF WELL WISHES AND ANECDOTES ARE INVITED TOSEND THEM TO CFFM 3 MAJ SMITH BY EMAIL SMITH.S AT FORCES.CA OR FAX 613-996-1753 NLT 8NOV 02VCDSADM(MAT)CFSU(O)I.M. SMART, CPL, CFFM CLK, 1111H.O.T. FIRE, CAPT, CO CFFM, 2222Signed13/16Addressees that are internal to theoriginators unit are entered in theDistribution List tab in the MessageDrafter program and written inabbreviated format in seniority order.These addressees do not appear in thereleased message.Drafter and ReleasingOfficer are the onlyplaces you would useperiods in between inits(signature blocks)UNCLASMilitary Writing Guide6 March 2007SME Sgt Roache

Sample MessageReleased by Message CentreRAAUZYUW RCCLHAV6020 2811632-UUUU--RCEOCEA RCEOOQA RCEQCFA RCEQPSA.ZNR UUUUU ZOCRUETITF T CFIOGHQ DET FORT GEORGE G MEADE MDR 080948Z OCT 05FM NDHQ DGME J3 ENGR OTTAWA//CFFM//TO HMCS ATHABASKAN//XO//Used to write message references:AIG 1704NDHQ DGME J3 ENGR OTTAWA CFFM 034 080940Z OCT 05BT(from address) ( Msg # ) (DTG)UNCLAS CFFM 034SIC WAHBILINGUAL MESSAGE/MESSAGE BILINGUESUBJ: RETIREMENT CPO1 JOE FIREMAN, SMM CD FIRE FTR 651REF: CANFORGEN 052/03 ADMHRMIL 015 091747Z APR 031. AFTER OVER 34 YRS OF DEDICATED SVC WITH THE RCN AND THE CFCPO1 JOE FIREMAN CFFM 3-2 MOC 651 MOC ADVISOR WILL BEGIN HISRETIREMENT LEAVE ON 15 NOV 052. A LUNCHEON IN JOE S HONOUR WILL BE HELD 13 NOV 05 AT PATTYBOLAND S IRISH CARVERY AND PUB ABBEY ROOM IN OTTAWA 101 CLARENCE ST.THOSE WISHING TO SEND MESSAGES OF WELL WISHES AND ANECDOTES AREINVITED TO SEND THEM TO CFFM 3 MAJ YVON FLEURANT BY E-MAILFLEURANT.JY AT FORCES .GC.CA OR FAX 613-996-1753 NLT 8 NOV 05END OF ENGLISH TEXT/TEXTE FRANCAIS SUITOBJET: RETRAITE DU PM1 JOE FIREMAN, MSS DCPOMPIER 6511. APRES PLUS DE 34 ANNEES DE LOYAUX SVC AU SEIN DE LA MRC ET DES FCLE PM1 JOE FIREMAN, DSIFC 3-2 AVISEUR DU GPM 651 DEBUTERA SON CONGE DERETRAITE LE 15 NOV 052. IL Y AURA UN DINER EN L HONNEUR DE JOE LE 13 NOV 05 AUPATTY BOLAND S IRISH CARVERY AND PUB SALLE ABBEY 101 RUE CLARENCE AOTTAWA. CEUX ET CELLES QUI DESIRE FAIRE PARVENIR UN MESSAGE DEFELICITATION OU CERTAINES ANECDOTES SONT PRIES DE LES ENVOYER AUBUREAU DU DSIFC 3 LE MAJOR YVON FLE

Sample Letter To Multiple DND/CF Addressees (page 2) 4. The Staff and Writing Procedures for the Department of National Defence and the Canadian Forces is the only official publication governing correspondence and should be consulted when clarification is required. J.J.Y. Morin . Lieutenant-Colonel . Commandant (705) 424-1200 local 3939